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Introduction to EXCEL Major Functions and

Operations

(For internal use only)

Drafted by: Gong Guanghui Date: 2003-04-26

Checked by: Date: 2003-09-19

Checked by: Date:

Approved by: Date:

Huawei Technologies Co., LTD

All rights reserved


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Introduction to EXCEL Major Functions and Operations Internal

2006-05-27 All rights reserved Page 2

Revision Record

Date Version Description Author

2003-04-26 Initial draft completed Gong Guanghui

2003-09-19 Revise Gong Guanghui, Fan Ri


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Table of contents

1 Overall Description ................................................................................................................ 5

2 EXCEL Major Operations ...................................................................................................... 5

3 Major Functions................................................................................................................... 16

4 Summary............................................................................................................................. 24


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Keywords: EXCEL, major functions, MACRO, network planning, network optimization

Abstract: This document gives a brief introduction to Excel major operations, function and

compiling of MACRO.

List of abbreviations:

List of references:

List of referencesAuthor No. Release

date

How to

get it

Publicat

ion house


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1 Overall Description

Excel is a useful tool for the network planning & optimization engineers. It plays an important

role in database maintenance, data modification and traffic statistic data analysis.

The three major applications of Excel for RNP engineers:

1. BTS database maintenance

Excel helps to create a BTS maintenance database, including BTS name, the corresponding

BSC, Location area, BTS type, cell configuration, cutover time, BCCH, TCH, CGI and so on.

Therefore, a general comprehension of the whole network or a specific BTS can be viewed

through the database.

2. Traffic statistic data analysis

Excel helps to create traffic statistic templates to work out some measurement items

automatically through some major functions and operations.

3. Data modification

Excel helps to look for data to be modified in DBF quickly during network optimization.

2 EXCEL Major Operations

SHIFT + CTRL + direction key

Usually, we select the data required in the table by dragging the mouse, but it is hard to

control to select numerous data in that way. The key combination SHIFT + CTRL + direction

key just helps to select numerous data conveniently.

Function: Starting from the current cell, select the cells down the specified direction till the

first blank cell is found. As shown in Figure 1.

Figure 1: CTRL + SHIFT + direction key


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Dragging the mouse while pressing the Ctrl button (fill cells or serials)

Steps: Select a cell or multiple cells to be copied, and put the mouse in the right lower

corner of the last cell selected. When the pointer becomes a cross then press the Ctrl button and

drag the mouse to the last destination cell and then release the mouse. For numeric cells, there

are two options: fill cells and fill serials. For others, there is only one option: fill cells.Figure 2 Drag the mouse while pressing the left Ctrl button (fill

serials)


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Figure 3 Drag the mouse while pressing the Ctrl button (fill cells)

Notes: Using Ctrl key can shift the operation between the fill cell and serials.

Modify data of the cells in the same location of some worksheets

Steps: Select the worksheets to be modified using the key combination: Ctrl + left mouse

button, and then input the new data in the cell of any worksheet.

Figure 4 Modify data of the cells in the same location of some worksheets


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Conditional format

Excel can help to display items properties visually, such as whether the sites are enabled,

as shown in Figure 6.

Figure 6 Conditional format (label)


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Steps: Select a cell or multiple cells or the whole column. Click [Format/Conditional format]

in the menu bar.

Figure 7 Conditional format (set)

Click here to set

the visual property


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Group and ungroup

When there are numerous data in a worksheet, data with the same feature can be grouped

to keep the information more legible, as shown in Figure 8.

Figure 8 Group and ungroup

ungroup group

Steps: Click [Data/Group and outline].

Creation of pull-down list

Figure 9 Creating pull-down list


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Steps: Select [Data/Validation] to pop up the [Data validation] interface. Then follow the

instruction to input the corresponding information in the interface, as shown in Figure 10.

Figure 10 Creation of pull-down list

Must be list

Input the data source

Double click to copy cell

Steps: Put the mouse in the cell to be copied, and double click the cell when the pointer

becomes +. As a result, the data of this cell will be filled into the cells down this column, but

ends before the first blank cell of the column that exceeds this column.

Clear cell contents in batch

Select the cells to be cleared and then press [Delete]. Or click at the blank in the left uppercorner of the sheet to select the whole table, then press [Delete] to clear the contents of the

whole table.

Figure 11 Clear cells in batch


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Click here to select

the whole table

Page break

Figure 12: Page break

Move the mouse

here to adjust the page

size.

Move the

mouse here to

adjust the page

Steps: Click [View-/Page break preview], and then follow the prompt popped up to adjust the


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contents to be printed out.

Figure 13 Set print area

Click to go back to the normal view.

The user can also cancel the preset print area by selecting [File/Print Area/Clear Print Area].

Operations on the key board

Table 1 Operations on the key board

Move to Key combination Points of attention

To the current cell Ctrl+Backspace

To the start of the current

row

Home

To the start of the

worksheet

Ctrl+Home

To the previous/next

screen display

Page Up/Page Down

To the screen display on

the left/right

Alt+Page Up/Alt+Page

Down

To the left upper corner of

the window

Press

while the scroll bar is locked.

To the right lower corner

of the window

Press

while the scroll bar is locked.


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Formula auditing

Formula auditing function is used to query the details about the formula being used.

Figure 14 Formula auditing

Formula

auditing tools bar

Steps: Right click at the blank area in the tools bar and select Formula auditing. Select the

cell where the formula to be queried is and click the corresponding button in the formula auditing

tools bar to get the corresponding information.

3 Major Functions

Excel provides various functions to perform data processing. Here is a brief introduction to

the major functions.

VlookupSearches for a value in the leftmost column of a table, and then returns a value in the same

row from a column you specify in the table.

Format:

VLOOKUP(lookup_value , table_array , col_index_num,range_lookup, false/true)

Parameter description:

Lookup_value is the value to be found in the first column of the array. Lookup_value can

be a value, a reference, or a text string.

Table_array is the table of information in which data is looked up. Use a reference to a

range or a range name, such as Database or List.


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Col_index_num is the column number in table_array from which the matching value must

be returned.

False/true: If range_lookup is TRUE, the values in the first column of table_array must be

placed in ascending order: ..., -2, -1, 0, 1, 2, ..., A-Z, FALSE, TRUE; otherwise VLOOKUP may

not give the correct value. If range_lookup is FALSE, table_array does not need to be sorted.

HEX2DEX/DEC2HEX

HEX2DEX/DEC2HEX is responsible for the inter-conversion between decimal and

hexadecimal. This function isnt loaded as default, you should add this function manually by

doing as the following:

1. Click tools menu

2. Click Add-Ins

3. In the dialog box choose Analysis ToolPak-VBA

Note: Because some functions arent loaded automatically, so if you cant use them in Excel,

you can try as showing above to add the function library that contains the corresponding

functions first. Except the Analysis ToolPak function library, Excel also includes others.

MID

MID returns a specific number of characters from a text string, starting at the position you specify,based on the number of characters you specify.

Format MID(source string, starting address, ending address)

LEFT/RIGHT

RIGHT returns the last character or characters in a text string, based on the number ofcharacters you specify. LEFT returns the first character or characters in a text string, based onthe number of characters you specify.

Format: Left/Right(Source string, number of character)

MAX/MIN

Returns the largest value in a set of values. Returns the smallest number in a set of values.

MAX/MIN(Range)

SUMIF / COUNTIF

Adds the cells specified by a given condition or criteria.

Count number of cells within a range that meet the given condition.

SUMIF


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SUMIF(range,criteria,sum_range)

Range is the range of cells you want evaluated.

Criteria is the criteria in the form of a number, expression, or text that defines which cells

will be added. For example, criteria can be expressed as 32, "32", ">32", "apples".

Sum_range are the actual cells to sum.

COUNTIF(range,criteria)

Range is the range of cells from which you want to count cells.

Criteria is the criteria in the form of a number, expression, or text that defines which cells

will be counted. For example, criteria can be expressed as 32, "32", ">32", "apples"

IF

Use IF to conduct conditional tests on values and formulas.

Large

Returns the k-th largest value in a data set. You can use this function to select a value based onits relative standing. For example, you can use LARGE to return the highest, runner-up, orthird-place score.

Sumproduct

Multiplies corresponding components in the given arrays, and returns the sum of those products.

SUMPRODUCT(array1,array2,array3, ...)

Array1, array2, array3, ... are 2 to 30 arrays whose components you want to multiply and

then add.

The array arguments must have the same dimensions. If they do not, SUMPRODUCTreturns the #VALUE! error value.

SUMPRODUCT treats array entries that are not numeric as if they were zeros.

Figure 15: SUMPRODUCT


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MACRO

If you perform a task repeatedly in Microsoft Excel, you can automate the task with a macro. Amacro is a series of commands and functions are stored in a Microsoft Visual Basic modulewhich can be run whenever you need to perform the task.

For example, if you often enter long text strings in cells, you can create a macro to format

those cells so that the text wraps.

Macro can be classified into two categories:

1. Macro without user interface.

It is lack of interactive capability since it can not enable user input and other operations.

Therefore, it is just for special use.

It can be started with the key combination ALT+F8.

2 Macro with interface (as shown in Figure 16)

It enables various user inputs and operations, so it is popular for its flexibility and

customization performance.

Figure 16 Macro with user interface


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Introduction to the components of an MACRO

MACRO is compiled with VBA. Here is an example of the components of an MACRO.

'Determinte whether to allow Update cell Info

Private Sub CheckBox2_Click()

Dim c as integer

If c = 0 Then

CommandButton4.Enabled = True

c = 1

ElseIf c = 1 Then

c = 0

CommandButton4.Enabled = False

End If

End Sub

Create a macro

Record a macro


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1. Set the security level to Medium or Low.

How?

On the Tools menu, click Options.

Click the Security tab.

Under Macro Security, click Macro Security.

Click the Security Level tab, and then select the security level you want to use.

2. On the Tools menu, point to Macro, and then click Record New Macro.

3. In the Macro name box, enter a name for the macro(macro: An action or a set of actions

you can use to automate tasks. Macros are recorded in the Visual Basic for Applications

programming language.).

Notes:

The first character of the macro name must be a letter. Other characters can be letters,

numbers, or underscore characters. Spaces are not allowed in a macro name; an underscore

character works well as a word separator.

Do not use a macro name that is also a cell reference or you can get an error message that

the macro name is not valid.

4. If you want to run the macro by pressing a keyboard shortcut key (shortcut key: A function

key or key combination, such as F5 or CTRL+A, that you use to carry out a menu command. In

contrast, an access key is a key combination, such as ALT+F, that moves the focus to a menu,

command, or control.) , enter a letter in the Shortcut key box. You can use CTRL+ letter (for

lowercase letters) or CTRL+SHIFT+ letter (for uppercase letters), where letter is any letter key on

the keyboard. The shortcut key letter you use cannot be a number or special character such as

@ or #.

Note:

The shortcut key will override any equivalent default Microsoft Excel shortcut keys while the

workbook that contains the macro is open.

5. In the Store macro in box, click the location where you want to store the macro.If you want a macro to be available whenever you use Excel, select Personal Macro

Workbook.

6. If you want to include a description of the macro, type it in the Description box.

Click OK.

7. If you want the macro to run relative to the position of the active cell, record it using

relative cell references. On the Stop Recording toolbar, click Relative Reference so that it is

selected. Excel will continue to record macros with relative references until you quit Excel or until

you click Relative Reference again, so that it is not selected.

8. Carry out the actions you want to record.


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9. On the Stop Recording toolbar, click Stop Recording.

Create a macro using Microsoft Visual Basic

1. On the Tools menu in Microsoft Excel, point to Macro, and then click Visual Basic Editor.

2. On the Insert menu, click Module.

3. Type or copy your code into the code window of the module.

4. If you want to run the macro (macro: An action or a set of actions you can use to

automate tasks. Macros are recorded in the Visual Basic for Applications programming

language.) from the module window, press F5.

5. When you're finished writing your macro, click Close and Return to Microsoft Excel on the

File menu.

Create a startup macroAutomatic macros (macro: An action or a set of actions you can use to automate tasks.

Macros are recorded in the Visual Basic for Applications programming language.), such as

Auto_Activate, are designed to run when you start Microsoft Excel. For more information about

these macros, see Visual Basic Help (Microsoft Visual Basic Help: To get Help for Visual Basic in

Excel, point to Macro on the Tools menu, and then click Visual Basic Editor. On the Help menu,

click Microsoft Visual Basic Help, and then ask the Assistant for the information you want.).

Copy part of a macro to create another macro

1. Set the security level to Medium or Low.

How?

On the Tools menu, click Options.

Click the Security tab.

Under Macro Security, click Macro Security.

Click the Security Level tab, and then select the security level you want to use.

2. Open the workbook that contains the macro (macro: An action or a set of actions you can

use to automate tasks. Macros are recorded in the Visual Basic for Applications programming

language.) ,you want to copy.

3. On the Tools menu, point to Macro, and then click Macros.

4. In the Macro name box, enter the name of the macro that you want to copy.

Click Edit.

5. Select the lines of the macro you want to copy.

6. To copy the entire macro, make sure to include the Sub and End Sub lines in the

selection.

7. On the Standard toolbar (toolbar: A bar with buttons and options that you can use to

carry out commands. To display a toolbar, point to Toolbars on the View menu, and then click

the toolbar you want. If the button you want doesn't appear, click More Buttons.),click Copy


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.

8. Switch to the module where you want to place the code.

Click Paste.

Tip

You can view your Personal Macro Workbook file (Personal.xls) at any time by opening it in

the Visual Basic Editor (Visual Basic Editor: An environment in which you write new and edit

existing Visual Basic for Applications code and procedures. The Visual Basic Editor contains a

complete debugging toolset for finding syntax, run-time, and logic problems in your code.)

(Alt+F11). Because Personal.xls is a hidden workbook that is always open, you must unhide it if

you want to copy a macro.

Here is an example to create an MACRO with VBA

Figure 17 Create an MACRO with VBA


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2006 05 27 All rights reserved Page 24

4 Summary

This document is presented to give a brief introduction to some major operations and

functions. To master Excel operation skills, continuous study and frequent practice are required.

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