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Creating Basic Formulas Part 2: Multiplication

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Addition, subtraction, multiplication, and division are essential mathematical functions that can be made easy by using Excel formulas. 

In Part 1 of this series, we covered creating basic addition and subtraction formulas in Excel. This week we’ll tackle how to multiply with the program.

Multiplication Formula

Like adding and subtracting, multiplying cells can be done by typing in the totals or by using the cell names. Let’s say that you want to multiply F4 and F8, which will be 12 and 3 for this example. 

You can name the cells in the formula  =F4*F8, or you can type the totals into the formula =12*3.

The PRODUCT function can also be used to multiply different cells. To use it, click on the cell where you want your total to appear, then type in “=product” and choose the PRODUCT function. Then, as with using the =SUM function, select the cells you want to multiply and hit Enter.

We at Learn Excel Now hope you feel comfortable creating addition formulas with Excel. Next week, we’ll wrap up this series with how to divide in Excel so stay tuned!

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Creating Basic Formulas Part 1: Addition and Subtraction

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Excel can be intimidating for people who have just been introduced to the program, but basic mathematical functions are relatively easy through Excel when you know the right formulas.

To begin, we’ll just cover the basic formulas for now: Addition, Subtraction, Multiplication, and Division.

Let’s begin with Addition and Subtraction.

Addition Formula

The basic way to add numbers from different cells on your Excel spreadsheet involves writing the first cell name (the column and row letter and number), then the plus (+) sign, then the next cell name. For example, =C5+C8.

If you want, you can also combine the numbers in the cells you want so that you don’t have to type in the cell names. This can be done by typing the list of numbers into the upper input bar. For example, =5+3+4+12+9 (let’s say these are the numbers in E3 to E7).

You can also use the SUM function by typing “=sum” into the area where your totals will be recorded. Once the SUM function populates, you can select all of the cells you want to include in the addition formula.

Subtraction Formula

Much like creating an addition formula, subtraction can be done by typing in the first cell name you want to use, then the subtraction (-) sign, then the next cell name. For example, =B4-B2.

You can also subtract the number totals the same way you can with addition. However, there is no subtraction function in Excel.

We at Learn Excel Now hope you feel comfortable creating addition formulas with Excel. Next week, we will cover how to multiply in Excel so stay tuned!

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Excel Pivot Tables: Using Slicers to Filter Data

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Are you looking for a way to filter your Excel pivot tables quickly? If so, then you need to learn about slicers! Slicers are a great way to control the data that is displayed in your pivot table.

In this blog post, we will introduce you to pivot table slicers and show you how to use them through a step-by-step tutorial.

So, if you want to learn how to use slicers with pivot tables, keep reading!

What Are Pivot Table Slicers?

Pivot table slicers are a new feature only found in versions from Excel 2010 onward. They allow you to quickly filter pivot table data by clicking on a value in the slicer.

Why Use Pivot Table Slicers?

Pivot table slicers are a great way to filter pivot table data in Excel. Slicers are an alternative to the default filters in Excel.

They are easy to use and they provide a quick way to change the data that is displayed in your pivot table. You’ll be able to mine data for useful business insights.

Another advantage of using slicers is that they can be used to filter multiple pivot tables at the same time. This is because slicers are connected to pivot tables.

Therefore, if you have multiple pivot tables in your workbook, you can use a slicer to filter all of them at the same time. This can save you a lot of time if you need to regularly filter pivot table data.

When Should Pivot Table Slicers Be Used?

Pivot table slicers should be used when you need to quickly filter pivot table data. They are handy if you have multiple pivot tables in your workbook.

They’re also a great way to filter data when creating an Excel dashboard for your Excel project.

With the use of pivot table slicers in Excel, you’ll get to dig deeper into your data and visualize them better through charts.

Although not as powerful as the filters available in other data analysis tools like Tableau, slicers are easy to create and implement in your work!

How Do Pivot Table Slicers Work?

Pivot table slicers work by connecting to pivot tables. When you create a slicer, you need to specify which pivot table it should be connected to. Once a slicer is connected to a pivot table, it can be used to filter the data in that pivot table.

If you have multiple pivot tables in your workbook, you can connect a slicer to all of them. This will allow you to quickly filter the data in all of the pivot tables at the same time.

How To Use Pivot Table Slicers to Filter Data

Now that you know the basics of using pivot table slicers, let’s take a look at how to use them with a pivot table. We will walk you through the process step-by-step so that you can see how it’s done.

To start, select the pivot table with which you want to use the slicer. Then, click on the “Insert” tab and then click on “Slicer.”

In the “Select a slicer” window, select the field that you want to use as a slicer. For this example, we will use the “State” field.

Next, click “OK.” Your pivot table should now have a slicer associated with it. To use the slicer, simply click on the items that you want to include in your pivot table.

For example, if you only want to see data for the states of “CA” only, click on “CA”. The pivot table will update to only include data for that state.

And if you want to filter and include bot, hold Shift and click both “CA” and “NY”. The pivot table will update to only include data for those two states.

By using this slicer, you’re able to quickly switch between states by selecting the values you need. This can be great when presenting important data using your pivot table.

Rather than just using the regular filters in the pivot table slicers give you a more intuitive way to interact with your data!

Having this knowledge of using slicers in your pivot tables is an essential skill in data analytics in business, where presentation summaries are used in day-to-day operations.

Key Takeaways:

  • Pivot table slicers are a great way to quickly filter pivot table data.
  • They’re easy to use and can be connected to multiple pivot tables.
  • You can use them to filter data by region, sales, criteria, etc.

Conclusion

As you can see, pivot table slicers are a great way to quickly filter your data. So, if you haven’t already started using them, we encourage you to do so!

Thanks for reading!

Enjoyed this basic tutorial on separating data? Having basic training in Microsoft Excel is important for success in many jobs. If you want to learn more about how to use Excel, check out the other blog posts or sign up for one of our Excel trainings!

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Author Bio

Austin Chia is the Founder of Any Instructor. A data analytics and Excel enthusiast, he seeks to help others learn more about Excel and anything related to analytics and tech. He has experience as a data analyst and data scientist in healthcare and research.

Excel Pivot Table Tips: Refreshing the Table After Source Data Changes

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The pivot table in Excel is one of the most vital and versatile tools available. It allows you to look at your data from a wide range of customizable views. In the following guide, we explore how to update the Pivot Table after the source data changes.

There are a variety of reasons you might need to update the pivot table. Maybe you get a weekly report that needs to be added each week. Instead of recreating the pivot table, you can simply refresh it. Maybe there were errors in the source data that needed to be corrected. Again, it’s simpler to refresh than to recreate.

Let’s say you had the following spreadsheet:

Refreshing Pivot Table Image 1

And you created this pivot table for it:

Refreshing Pivot Table Image 2

Then your manager informs you of a price correction on the last 4 items. They went up $50 each. For such a minor correction, it would be a waste of time to create a whole new pivot table. Instead, you will:

  • Make the source data correction
  • Go to the tab with the pivot table
  • Go to the Data tab on the Excel ribbon
  • Select Refresh

Refreshing Pivot Table for New Data

You can also use the keyboard shortcut Alt+F5 to perform this task.

As you can see in the animation above, once you apply the refresh option, the data in the table automatically updates with the source data corrections.

We hope you now feel comfortable making corrections to your pivot table source data and applying the refresh. This is one of many tools available to help you perfect your pivot tables.

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Kevin – Learn Excel Now

Excel Date Calculations Part 2: Setting Sequential Dates

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Excel offers a variety of ways to perform date calculations. In part 1 of this series, we showed you how to find the difference between dates. In this week’s post, we cover setting sequential dates in Excel.

Sheryl is getting ready to perform her annual budget. Her job pays her every two weeks. As a result, 10 months of the year, she receives two paychecks, but there are two months where she ends up with three paychecks. She wants to find each payday in the upcoming year and highlight the months where she will receive three checks.

She starts off with her current payday date:

excel-date-calculations-2

To find the two week pay schedule dates she will:

  • Enter the formula =A2+14
  • This yields the next pay day
  • Then copy the formula across to find all dates
  • Then look for the date with three in a month and highlight them

excel-date-calculations-2

In the example, we see that Excel automatically finds the date 14 days from the original date input. In copying the formula across it populates each date two weeks apart.

We at Learn Excel Now hope you now feel confident setting sequential dates in Excel. This process can be used for a variety of business and personal situations.

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Kevin – Learn Excel Now

Excel Date Calculations Part 1: Finding the Difference Between Two Dates

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Excel has several built-in date functions you can use to quickly find important information. These are known as Excel date calculations. Today, we will focus on how to find the difference, in number of days, between two different dates. We will also cover how to find a date based on number of days from a given date.

For today’s example, we will use the following spreadsheet outlining due dates for a library:

excel-date-calculations-image-1

Here, we have the due date and the current date. To enter the current date into your spreadsheet, you will use the formula =TODAY(). It will autofill with today’s date.

What we don’t have is the number of days overdue, and the overdue fee. To find that, we will:

Subtract the due date from the current date

Multiply the number of days by the fee per day

excel-date-calculations-gif-1

As you can see, Excel makes it easy to find the exact number of days and then calculate the amount owed. This process involves first finding the number of days and then separately finding the amount due. But you can also build the date calculation right into the fee calculation.

You will use the parenthesis to indicate which function you want performed first (always remember: Excel operates on the Order of Operations).

So, the first part of the calculation will be: =(B3-A3)

Then, tell the formula to also multiply by the amount owed column: =(B3-A3)*D3

excel-date-calculations-gif-2

Finding a Date Based on Number of Days

Let’s say you had the same spreadsheet, except that the original due date was missing, but you still have the number of days. Your job is to find the original due date. This is basically a reverse of finding the number of days overdue. You will enter:

=B3-C3

excel-date-calculations-gif-3

This is how you use Excel to find the number of days between two dates or vice versa. Next week, we will cover additional date functions you will want to know. We hope you found today’s lesson on Excel date calculations useful.

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Kevin – Learn Excel Now

 

Excel Data Validation: An Introduction

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Excel data validation allows you to set specific criteria for the type of data that can be entered into a cell or group of cells. In addition to creating that criteria, you can write a brief message on what can be entered into the cell and error message when the wrong information is entered.

In today’s example, we will use the following customer survey as our example:

data-validation-image-1

Here, we need to set data validation so only whole numbers between 1 and 10 can be entered. To do this, we will:

  • Go to the Data tab
  • Go to Data Validation
  • Open the Data Validation Dialogue box
  • On the Settings tab, set the range (whole numbers between 1 and 10)
  • On the Input message, enter our unique message
  • On the Error Alert tab, enter your custom error message

Once you hit okay, the rules will apply. Here is a demonstration in Excel:

data-validation

As you can see, the only numbers that can be entered are whole numbers between 1 and 10. There are a variety of reasons to use Excel data validation and it depends on the situation and problem you’re trying to solve.

We here at Learn Excel Now hope you found today’s lesson on Excel data validation useful.

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Kevin – Learn Excel Now

Excel Rank Function: What is It & How to Use It

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One of Excel’s advanced functions is the RANK function. This formula is used to rank numbers in a dataset by either ascending or descending order.

rank-function-featured-image

Let’s say you were running a customer loyalty program based on earning points. You need to rank customers’ point totals to determine what rewards they receive. You could do a simple sort, but your boss wants the customer names to stay in the same order.

This is the example we will use:

rank-functino-image-1

You will use the RANK function for this challenge, but let’s first explore how the function works.

Syntax of the Rank Function

=RANK(Number, Ref,[Order])

When you use the rank function, your first argument is the number. This is where you specify the cell containing the number you want to be ranked. Next, you identify the range of numbers to be used as the reference (Ref). Finally, you select the order, which is ascending or descending.

Solving the Challenge

So, we will identify B2 as the cell to be used. Then, identify the range as B2 through B11:

rank-function-image-2

Then, select Ascending order and we get our first result:

rank-function-image-3

Before moving onto the remaining lines in the table, we need to add absolute referencing to the range so that it stays consistent while the number being compared changes for each line. A reminder to use the $ between the letter and number of the cell for absolute referencing:

rank-function-image-4

Once you’ve added the absolute reference, you can now copy and paste the formula all the way down to reveal the rank for all lines:

rank-function-image-5

We at Learn Excel Now hope you feel comfortable using the RANK function after this article.

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Kevin – Learn Excel Now

How to Use the Excel MEDIAN Function

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In this week’s Excel tip, we cover how to use the Excel MEDIAN function. The MEDIAN function is used the return the median value within the defined range.

For this demonstration, we will use the follow example:

median-image-1

The task assigned for this spreadsheet was to find the median sale amount. To do this, we will use the MEDIAN formula:

=MEDIAN(Number1, [number2]..)

Since the goal is to find the median in a single range, the formula becomes:

=MEDIAN(D2:D21)

median-image-2

And once you enter the formula, you get the return value:

median-image-3

Since there were 20 cells within the range, the formula found the average between two middle values.

We at Learn Excel Now hope you feel comfortable using the MEDIAN function now.

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Kevin – Learn Excel Now

How to Show Formulas in Excel

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In this week’s blog post, we cover how to show formulas in Excel. This convenient feature is ideal for identifying which cells contain formulas and what those formulas are.

show-formulas-featured-image

John was recently hired in human resources for a large sales firm. His job is to manage the salaries for the sales, accounting and shipping departments. Once hired, he received the following spreadsheet from his predecessor.

show-formulas-image-1

He was not a fan of the layout and functionality of the spreadsheet. He wanted to change it around to make more sense to him and to give him more control over the data. However, he knew some of the cells contained formulas and moving things around could throw off the whole spreadsheet.

So, his first step in taking ownership over the spreadsheet was to identify which cells are using formulas. There are two ways to show formulas in Excel:

  • On the Excel Ribbon, go to the Formulas tab and click on the Show Formulas button
  • Keyboard shortcut: Ctrl+` (Control and the accent mark, aka Tilde)

The following Gif provides a demo using the first option:

show-formulas-gif

However, using the Ctrl+` would result in the same.

show-formulas-image-2

We at Learn Excel Now hope you now feel confident finding the formulas in your spreadsheet.

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Kevin – Learn Excel Now

Learn Excel Now helps you conquer the fear of Excel. By providing self-paced and instructor-led training and free strategies and guides, we leave no Excel mystery unsolved.

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