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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

 Introduction to EXCEL Major Functions and Operations Internal

Revision Record
Date Version Description Author

2003-04- Initial draft Gong Guanghui

26 completed
2003-09- Revise Gong Guanghui, Fan Ri
19

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 Table of contents

1 Overall Description..................................................................................................................5
2 EXCEL Major Operations.........................................................................................................5
3 Major Functions.....................................................................................................................16
4 Summary................................................................................................................................24
 Introduction to EXCEL Major Functions and Operations Internal

Error: Reference source not found

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 references
Author No. Release How to Publicat
date get it ion house

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 Introduction to EXCEL Major Functions and Operations Internal

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)

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

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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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Cut and paste

Steps: Select the cells whose data is to be cut, and put the mouse in the left upper corner of

the selected scope. When the mouse becomes , drag the mouse to the destination while

pressing the left button.

Status bar

There is a status bar at the left lower of the Excel window, indicating the current operations
such as Sum, Average, Max./Min. and so on.

Figure 5 Status bar

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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 Introduction to EXCEL Major Functions and Operations Internal

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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 Introduction to EXCEL Major Functions and Operations Internal

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 upper
corner 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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 Introduction to EXCEL Major Functions and Operations Internal

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
page size.

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Relative reference and absolute reference

Distinguish “C4” from “$C4”, “C$4” and “$C$4”.

In a worksheet, C4 and C5 are filled with 60 and 50 respectively. If input “=C4” in the formula
bar for D4, D5 will be filled with 50 when we drag D4 into D5, where the formula becomes “=C5”.
While E4 will be filled with 60 when we drag D4 to E4, where the formula becomes “=D4”.

If input “$C4” in the formula bar for D4, the formula of E4 is still “$C4” when dragging D4 to
E4, while that of D5 becomes “$C5” when dragging D4 down to D5.

If input “= C$4” in the formula bar for D4, the formula of E4 becomes “D$4" when dragging
D4 to E4, and that of D5 is still “C$4” when dragging D4 down to D5.

If input “=$C$4” in the formula bar for D4, then the auto filling formula of any cell the mouse
moves to is also “=$C$4”.
In conclusion, once the row code is added with “$" ahead, the formula of the cells in the
same row will keep consistent with that of that cell. Likewise, once the column No. is added with
“$" ahead, the formula of the cells in the same column will keep consistent with that of that
column.

Set print area

Steps: Select cells to be printed. Select [File/Print Area/Set Print Area]. Then only those cells
selected will be printed out. The user can also click the [Print Preview] button to view the
contents to be printed out.

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Figure 13 Set print area

Click <Close> 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
To the current cell
To the start of the current
row
To the start of the
worksheet
To the previous/next
screen display
To the screen display on
the left/right
To the left upper corner of
the window
To the right lower corner
of the window
Key combination Points of attention
Ctrl+Backspace
Home
Ctrl+Home
Page Up/Page Down
Alt+Page Up/Alt+Page
Down
Press <Control + Home>
while the scroll bar is locked.
Press <End + Home>
while the scroll bar is locked.

Formula auditing

Formula auditing function is used to query the details about the formula being used.
Figure 14 Formula auditing

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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.

Vlookup
Searches 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.
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.

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HEX2DEX/DEC2HEX
HEX2DEX/DEC2HEX is responsible for the inter-conversion between decimal and
hexadecimal. This function isn’t 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 aren’t loaded automatically, so if you can’t 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 of
characters you specify. LEFT returns the first character or characters in a text string, based on
the 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

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.

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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 on
its relative standing. For example, you can use LARGE to return the highest, runner-up, or third-
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, SUMPRODUCT
returns 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. A
macro is a series of commands and functions are stored in a Microsoft Visual Basic module
which 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.

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8. Carry out the actions you want to record.

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 macro

Automatic 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

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

4 Summary

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

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

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