[EXCEL USERS MANUAL] April 24, 2014

Curtis Alexander, Yolanda Ayers, Todd Rozsa | ACCT 4342 Johnson 1

Excel Function
Users Manual Examples

This manual was created using Microsoft Excel 2010.

Go to Special Function: The Go to Special function is a tool that allows the user to save time by
selecting a large number of fields and entering a formula that will be replicate a heading in the chosen
blank cells without having to copy/paste into them individually.

How to Use the Go to Special Function:
If you have a workbook in Excel and you want to duplicate the headings into the blank fields
without using the copy/paste function, open the workbook, select the range including the
headings and the blank cells, and press Ctrl + G or F5
A dialogue box will appear. Click the Special option button.






[EXCEL USERS MANUAL] April 24, 2014

Curtis Alexander, Yolanda Ayers, Todd Rozsa | ACCT 4342 Johnson 2



A second dialogue box will appear. Choose the Blanks option button and click OK.

The blank fields in the workbook will now highlighted and the cursor will be in a blank field. Type
= and move the cursor up one field. For instance the ACCT cell is B2, so in your cell B3 it will
say "=B2".
[EXCEL USERS MANUAL] April 24, 2014

Curtis Alexander, Yolanda Ayers, Todd Rozsa | ACCT 4342 Johnson 3




Press Ctrl + Enter.
Excel will automatically copy each heading into the corresponding blank cells.

Formulas vs Values: When you click on a newly copied field, you may notice that it now references a
formula instead of a value.
[EXCEL USERS MANUAL] April 24, 2014

Curtis Alexander, Yolanda Ayers, Todd Rozsa | ACCT 4342 Johnson 4




[EXCEL USERS MANUAL] April 24, 2014

Curtis Alexander, Yolanda Ayers, Todd Rozsa | ACCT 4342 Johnson 5


How to Change Formulas to a Value:
Highlight the entire data set by pointing your cursor at the top of column A and dragging it to
column D.
Or
Click Cell A1. Then while holding Ctrl + Shift, press the down arrow and the right arrow.
Copy the Data, with Ctrl + C.
Under the Home menu, click on the drop down below the Paste icon on the left side of the
screen.
A dialogue box will appear, under Paste Values select the Values (V) icon listed under that
heading.
Excel will automatically change the heading formulas to values.



[EXCEL USERS MANUAL] April 24, 2014

Curtis Alexander, Yolanda Ayers, Todd Rozsa | ACCT 4342 Johnson 6


Sort Function: In order to present the data in a more useful way, there is a function that allows the
user to display the information sorted to their own specifications.

How to Use the Sort Function:
To sort the data by Major, once again highlight the entire data set by pointing your cursor at the
top of column A and dragging it to column D.
Or
Click Cell A1. Then while holding Ctrl + Shift, press the down arrow and the right arrow.
Click on the Data heading and choose the Sort icon.
A dialogue box will appear. Under the Sort by drop down list, choose Major.
Click OK.
Excel will automatically sort your data set by the Major.


[EXCEL USERS MANUAL] April 24, 2014

Curtis Alexander, Yolanda Ayers, Todd Rozsa | ACCT 4342 Johnson 7


Subtotal Function: In order to present the data in a more useful way, there is a function that allows
the user to display the subtotals if desired.

How to Use the Subtotal Function:
Highlight the entire data set by pointing your cursor at the top of column A and dragging it to
column D.
Or
Click Cell A1. Then while holding Ctrl + Shift, press the down arrow and the right arrow.
Click on the Data heading and choose the Subtotal icon.
In order to get a specific count of applicants for each major you can use the subtotal function. In
the Use Function drop down list, choose Count.
In the Add subtotal to section, check Major. Uncheck any other boxes if needed.
Leave the Replace Current subtotals and Summary below data fields checked.
Click the OK button.


[EXCEL USERS MANUAL] April 24, 2014

Curtis Alexander, Yolanda Ayers, Todd Rozsa | ACCT 4342 Johnson 8


If you would like to get an average GMAT score for each major, you can use the subtotal
function again. While the data set is still highlighted, click on the Subtotal icon again.
In the Use Function drop down list, choose Average.
In the Add subtotal to section, check GMAT. Uncheck any other boxes if needed.
In the At each change in drop down, choose Major.
Uncheck the Replace current subtotals box.
Click OK.
Excel will automatically average each heading.