Instructional Design Sample by A Galang

Course Description General I.T. Programs

INFORMATION SECURITY DETAILED COURSE DESCRIPTION As technology continues to advance, the Bank, like any other institution, is becoming more reliant on computers for processing, storing and transmitting business information. If such data are leaked, it could result in losses, bankruptcy, or even lawsuits against the organization. This course will teach you how to secure your information from malicious attacks. BRIEF COURSE DESCRIPTION This course will teach you how to protect yourself and your computer from malicious attacks. SKILLS LEVEL Introductory PREREQUISITES None SKILLS REQUIREMENT 

Basic Computer Operations

RELATED COURSES  

IT Orientation for New Staff PC Productivity and File Management

HOW YOU WILL BENEFIT This course will enable you to: • Understand the important elements of information security • Understand the different threats to information security • Secure your system from malware • Secure your online identity • Understand how the Internet works • Adhere to the Bank’s security rules and regulations THE LEARNING PROGRAM This is a half-day course. Topics will also include: • Detecting and identifying malicious software • Detecting, preventing, and removing spyware • Understanding what phishing means and how to prevent it

About the Manual | 1

General I.T.

INFORMATION SECURITY

IT Learning & Development

About the Manual | 2

TABLE OF CONTENTS About the Manual.................................................................................................................................... i Manual Conventions

Introduction ............................................................................................................................... 3

II.

What is Information Security ..................................................................................................... 4

III.

Importance of Information Security

Principle of Information Security 4 1. Confidentiality ......................................................................................................... 4 2. Integrity................................................................................................................... 4 3. Availability ............................................................................................................... 4

Goals of Information Security 4 1. Prevention ............................................................................................................... 4 2. Detection................................................................................................................. 4 3. Recovery.................................................................................................................. 4

Parts of Information Security Systems 5 1. Hardware ................................................................................................................ 5 2. Software .................................................................................................................. 5 3. Communications ...................................................................................................... 5

Layers of Information Security 5 1. Administrative Layer ................................................................................................ 5 2. Logical Layer ............................................................................................................ 5 3. Physical Layer .......................................................................................................... 5

Threats to Information Security ................................................................................................. 6 A.

Classes of Threats 6 1. Disclosure ................................................................................................................ 6 2. Deception ................................................................................................................ 6 3. Disruption................................................................................................................ 6 4.

Malware 6 1. Forms of malware .................................................................................................... 6 2. Susceptibility to malware......................................................................................... 7 3. How malware spread ............................................................................................... 7 4. Preventing malware infection .................................................................................. 7 5.

Usurpation .............................................................................................................. 6

What to do if youâ&#x20AC;&#x2122;re infected ................................................................................... 8

Phishing 10 1. Phishing example ................................................................................................... 10

About the Manual | 3

2. D.

IV.

Other threats 12 1. Vishing................................................................................................................... 12 2. 3.

Pharming ............................................................................................................... 12 Scams .................................................................................................................... 12

Snooping ............................................................................................................... 12

Prevention and Protection ....................................................................................................... 13 A.

Perimeter Security 13 1. De-Militarized Zones (DMZs).................................................................................. 13 2. 3.

E-mail and Internet Usage...................................................................................... 14 Data Protection and Backup................................................................................... 14

E-mail and File Encryption 15 1. Encrypting and Signing E-mail ................................................................................ 15 2. Encrypting files and folders .................................................................................... 16

Passwords 17 1. Bank password policies .......................................................................................... 17 2. 3. 4.

Creating strong passwords..................................................................................... 18 Single Sign-On........................................................................................................ 18 Changing passwords .............................................................................................. 19

IT Security-related Incidents

The Internet ............................................................................................................................. 21 A.

Connecting to the Internet 21 1. Dial-Up .................................................................................................................. 21 2. 3.

VI.

Firewalls ................................................................................................................ 13 Wireless................................................................................................................. 13

Rules and Regulations for Bank Authorized Users 14 1. Use of Bank Systems and Network ......................................................................... 14 2. 3.

Things to watch out for in a phishing site ............................................................... 11

Broadband ............................................................................................................. 21 Wireless Internet ................................................................................................... 21

Looking for information on the Web 22 1. Search Engines....................................................................................................... 22 2. Meta-search engines ............................................................................................. 22 3. Directories ............................................................................................................. 22

Rules for Third Parties .............................................................................................................. 23 A.

Access Control

Non-disclosure

Sanitization

About the Manual | i

ABOUT THE MANUAL This manual is designed to document the content of training seminars conducted by the Learning and Development Team and to provide Bank staff with a reference on how specific software is used within the Bank context. The topics are arranged in the same way they are presented during seminars and outlined based on functional tasks. Manual Conventions This manual uses special text and design conventions to make it easier for you to find the information you need. Item

Description

Select Bold Item

Indicates an explicit item that you select, click, or type

Italic text

Indicates a new term or feature Key

Keycaps like

Indicates a key in the keyboard that you must press

Note icon

Notes offer additional information about a feature or command

Warning icon

Warnings identifies potential problems that you should be aware of when completing a task

Tip icon

Tips provide helpful hints, time-saving tricks and shortcuts related to the task being discussed

Arrow pointer

Text

Points to and provides a description for a significant part in a figure

Introduction | 3

INTRODUCTION

Computers have become the basic tool in processing, storing, and transmitting business information. The Bank takes extra precaution on securing its electronic assets. This program will teach you how to secure yourself and your computer from possible intrusion or malicious attacks. This program will enable you to:  Understand the important elements of information security  Understand the different threats to information security  Secure your system from malware  Secure your online identity  Understand how the Internet works  Adhere to the Bank’s Security Rules and Regulations

What is Information Security | 4

II.

WHAT IS INFORMATION SECURITY

Information Security deals with the protection of vital data, information, and information systems from any unauthorized access or use. It is a vital element in any business organization that generates, transmits, and stores data using computers. A.

Importance of Information Security Any kind of misuse or damage to any information would not only affect a single user but could also lead to dire consequences to the entire organization. Information Security is needed to reduce the business and legal risks, and to protect the reputation of the organization.

Principle of Information Security The CIA Triad is a widely accepted principle for Information Security models. CIA stands for Confidentiality, Integrity, and Availability, which are considered the main components of any Information Security Model. Other models may include Information Quality and Completeness.

Confidentiality It refers to the protection of data and information from unauthorized view or read operations. This component includes the privacy of information of the individuals in an organization (i.e. E-mails, documents, etc.).

Integrity It ensures data or information which is authentic and protected from unauthorized and incorrect modifications. Hackers intercept data during transmission and modify it before it gets to the original receiver.

Availability It ensures the information is not denied to the authorized user.

Goals of Information Security An Information Security Model has the following goals: 1.

Prevention It prevents threats from attacking the security policy.

Detection It detects violation to the set policy is made.

Recovery It stops the attack, assess, and repair the damage done to the information and systems in any case of threat was able to get through the security.

What is Information Security | 5

Parts of Information Security Systems Information security systems are composed of three (3) components used to apply the security policies. Any attack to the security system is targeted to one or more of these components. 1.

Hardware It refers to the tangible parts (devices or appliances) of the security system. The hardware is usually the most difficult to attack as it is usually physically located in a secure room or building.

Software It refers to the computer applications or software (including the Operating System) used for implementing the security policy. Security updates and patches are usually available every week or month. A number of attacks are done on this part of the security system, as it is usually the most vulnerable.

Communications It is the medium of transmission of information (i.e. wireless, cable, satellite, Wi-Fi, etc.). Communication is important to determine which mode of transmission should be used, and the corresponding disadvantages or vulnerabilities in using such medium. Wireless communications is regarded as the least secure mode of data transmission.

Layers of Information Security 1.

Administrative Layer This layer consists of approved written policies, procedures, standards, and guidelines. In the Bank, Rules and Regulations for the use of ICT resources are stated in Administrative Order 4.05.

Logical Layer It is a layer that controls the use of information and systems by employing mechanisms like password authentication, firewalls, intrusion detection systems, access control lists, and encryption. An important principle employed in the Logical Layer is the principle of least privilege, which means that a user should not be granted more than enough access privileges necessary to do his or her job, as these privileges might be misused or abused.

Physical Layer It refers to the environment of the computing facilities. These facilities should not only be protected from unauthorized access but also from potential damage caused by accidents or disasters. Common examples include doors and locks, air conditioning, smoke and fire detection systems, cameras, fences, security guards, etc.

Threats to Information Security | 6

III.

THREATS TO INFORMATION SECURITY

Knowing what information security means is not enough to protect data and information. Users must also be aware of the threats that endanger information security. A.

Classes of Threats Depending on how information is being accessed, threats can be classified into four main groups:

Disclosure Confidential information is highly sensitive to disclosure. Hackers gain access to sensitive data by intercepting transmissions through using wiretapping, or employing Trojan horses and/or spyware.

Deception An attacker uses one or more techniques to trick an authorized user to divulge sensitive information to the attacker. A popular example of this is phishing.

Disruption The threat affects the normal system operation of the information system. Users may encounter a slow-down in the service, or it can become completely unavailable. Viruses and other malware often cause computer units to lag, affecting user performance.

Usurpation The worst kind of threat, although not common, that could be done to an information system. The attacker is able to assume a form of control (or even full control) over the information system.

Malware From the words malicious and software, covers all software that has the intent to infiltrate or cause damage to a computer system or network. This includes viruses, worms, Trojan horses, spyware, rootkits, adware, crimeware, etc. 1.

Forms of malware Malwares may come in different forms, depending on how they run or what they do. Most people refer to malware as viruses, although viruses only refer to a subset of malware. ď&#x201A;ˇ

Viruses A form of malware that infects files and replicates itself by attaching to other host files.

Threats to Information Security | 7



 

Worms Similar to viruses, but does not need a host program to replicate. Worms do not need user intervention to spread; viruses, on the other hand, require the user to execute the virus-infected file in order to spread. Trojan horses Trojans are computer programs that appear harmless but actually perform undesired code. Spywares A program that runs on your computer, and keeps track of your habits (i.e. surfing habits, keystrokes, etc.) and sends it to the author.

Susceptibility to malware There are various factors that make a computer prone to malware. Some of the factors are listed below:  Software need to be updated regularly to fix any exploitable bugs or defects.  When a large number of computers use the same software or come from the same vendor, a hacker who is able to exploit the weaknesses of that software can break into a larger number of computers than a network running on different software.  The principle of least privileges states that a user should only have the minimum amount of privileges to a system required to accomplish his or her task. Giving a user more permissions to a system than needed can be a threat to information security.

How malware spread Malware may spread through the following methods:  Removable media (floppy disks, flash drives, CD/DVD)  File downloads  Web pop-ups, or infected websites  E-mail attachments  Instant messaging services (Yahoo Messenger, AOL, etc.)

Preventing malware infection As the popular maxim goes, “An ounce of prevention is worth a pound of cure”, the same applies for protecting yourself from malware. Below are some tips to preventing malware infection:     

Always scan removable media and downloaded files or attachments for malware. Avoid downloading and installing software unless coming from a trustworthy source Do not click on pop-up advertisements. Close them by clicking on the X or using the taskbar. Do not click or open unexpected links or attachments. Read all warnings, license agreements, and other statements related to downloads and installed software

Threats to Information Security | 8

ď&#x201A;ˇ 5.

Always update your anti-virus software

What to do if youâ&#x20AC;&#x2122;re infected Infected computers usually take longer to boot and perform slower than usual. Continuous pop-ups or advertisements that are often spyware-related can affect the way your browser looks and behaves. When you detect a malware in your system or if you think that your computer is infected, you should update your anti-virus program and then perform a full system scan/clean. To perform a virus scan: 1) Right-click on the TrendMicro OfficeScan system tray icon. 2

1 Figure III-1. OfficeScan Context Menu

2) Click OfficeScan Console.

Figure III-2. OfficeScan Console

3) 4) 5) 6)

In the OfficeScan Console, click the Manual Scan tab. Click on the checkboxes of the drives/folders you want to scan. Click the Scan button. A dialog box will pop up, indicating the progress of the manual scan.

Threats to Information Security | 9

Figure III-3. Scanning Progress

7) When the scan is finished, click the Manual Scan Results to view the results. 8) If a detected malware was not cleaned automatically by the scanner, select the infected item from the table, and then click the desired action for that item by clicking Clean, Delete or Rename.

Figure III-4. Manual Scan Results

The default action for detected malware is to clean them, or if cleaning the malware is not possible, the infected file will be deleted.

Threats to Information Security | 10

Phishing It is a form of deception and criminal fraud by tricking unsuspecting users to divulge sensitive information, such as usernames and passwords and credit card numbers, to a bogus website designed to look and feel like a legitimate entity. Phishers usually lure their victims to their phishing site via e-mail. 1.

Phishing example Below is an example of a phishing e-mail. Take note of the clues listed:

Authentic mails would address you by your real name

Details make it more convincing

The real PayPal suggests you to cutand-paste links than clicking them

Secure connections use the prefix â&#x20AC;&#x153;httpsâ&#x20AC;?

Figure III-5. Example of PayPal Phishing Mail

The link will take you to a page to ebaybuyerprotection.net, not paypal.com. Actual domain names start from the right, not left

Threats to Information Security | 11

Things to watch out for in a phishing site Phishing sites pose as legitimate websites to lure unsuspecting people into divulging sensitive information. Listed below are the common techniques phishers use that you should look out for. 

Address spoofing A common trick that is easiest to spot is the misspelled URLs used by the phisher. Phishers usually change the small letter “L” (“l”) with a capital “i” (“I”) Spoofed address: http://www.bank.org@phishing.net Phishers also make use of subdomains to trick users to thinking that they are accessing a legit website. Spoofed address: http://www.bank.login.org The above address opens up the Bank section of the http://www.login.org website, which is possibly a phishing site made to spoof the login address of http://www.bank.org/ Also, phishers can also make up an address that might look legit, for example, http://portal.bank.org or http://login.bank.org, which could be clones of the actual Bank Portal.



Link Manipulation Be wary of what links or buttons you click for this might lead you to opening a fake site. It is possible that the link you click can be renamed to look like the real site, but actually opens the phisher’s site. You can verify this by moving pointer onto the link and looking at the actual link on the status bar of your browser, as in the example below.



Use of images Phishers make use images and Flash objects to circumvent around spam filters and anti-phishing tools.



Website forging Phishing sites are made to look like the real one. One can usually verify the authenticity of the site by simply looking at the URL in the address bar but some phishers use script to hide the address bar and replace it with an image or object displaying a legit URL.



Threats / Requests for immediate action Phishers use phrases like “Reply within 10 days or your account will be terminated / locked out”, or threatens you that a subpoena will be filed against you to give a potential victim a false sense of urgency and panic to clicking the phisher’s link.



Incorrect grammar/spelling

Threats to Information Security | 12

Grammatical errors and spelling mistakes is highly unlikely to be found from an e-mail coming from a legitimate company. D.

Other threats 1.

Vishing Similar to phishing, the victim is instructed to dial a phone number where sensitive information may be gathered. The “visher” often uses an automated recording and caller ID spoofing to fool the victim into believing he or she is calling a legitimate company.

Pharming A more sophisticated form of phishing is pharming. Instead of luring victims to a phishing site, the “pharmer” compromises the victim’s computer and causes their browsers to redirect to a fraudulent site, thus eliminating the need for e-mail baits.

Scams Scams can be in the form of lottery winnings, free appliances, or other prizes that may tempt you to click on a link. These will most likely open a malware-infected site.

Snooping Any form of unauthorized interception of information. An entity is able to listen or read communication or read through confidential files by wiretapping, or by employing Trojan Horses or spyware. Key loggers can also be used to track keyboard strokes, which are then used to acquire passwords.

Prevention and Protection | 13

IV. A.

PREVENTION AND PROTECTION

Perimeter Security The Bank uses multiple layers of security to protect its information assets from external access. 1.

De-Militarized Zones (DMZs) External services of the Bank are located in a sub network known as a DMZ. These services include the external Web servers, the E-mail server, and proxy servers, which should be available when you are outside of the Bank. DMZs serve as an additional layer of security to protect the internal services and resources of the Bank from any external attacker. The only way to access the Bank’s internal network from outside is through the DMZ.

Firewalls As additional layers of security, firewalls are setup between the Bank’s local network and the DMZ. Servers exposed to the Internet are also protected by another firewall. Also, as an additional security measure, the Bank firewalls are bought from different vendors.

Figure IV-1. Network Diagram

Wireless No wireless access points should be connected to the Bank’s network. Wireless communications has a higher risk of being snooped, thus any wireless access to the Internet should first be approved by the Information Security Specialist.

Prevention and Protection | 14

Rules and Regulations for Bank Authorized Users To regulate the delivery and application of resources of the Bank, while ensuring the security and integrity of the Bank systems, the Bank has specified rules and regulations for all authorized users. Failure to comply with the set rules may result to disciplinary and/or legal action. 1.

Use of Bank Systems and Network To protect the Bank systems and networks, the following activities are prohibited:  Connecting personally-owned computing equipment to the Bank’s network without proper authorization  Introducing malware into the server or network  Installing software on the Bank’s computers without proper authorization  Installing or distributing pirated software, or other software not licensed for use by the Bank  Creating unnecessary network traffic

E-mail and Internet Usage Users should not use the Bank Internet or e-mail system for purposes that are illegal, unethical, and harmful to or unproductive for the Bank. The following activities are prohibited:  E-mail spamming  Any form of harassment  Unauthorized use, or forging, of email header information  Solicitation of e-mail for any other e-mail address, other than that of the poster’s account, with the intent to harass or collect replies Be careful when downloading files from the Internet or opening e-mail attachments from unknown senders, which may contain malware. Users are not allowed to visit any gambling, pornographic, phishing, and/or malware sites. Although there is a system (Bluecoat appliance) that will filter the sites being visited, it may not be able to completely filter all prohibited sites, take note that the Bank has the right to record, monitor and log all network, mail, and Internet activities, and the right to restrict or ban access to the network or mail, which can be used for investigation.

Data Protection and Backup All users are given a relative level of privacy regarding to the data and information they generate, transmit, and store. It is therefore their responsibility that these are kept safe and secure from unauthorized access. Below are some guidelines for ensuring the physical security of your data:  Removable storage media must be stored in a locked drawer or cupboard, and away from heat, liquids, food, and magnetic fields  A Director’s consent is required before taking portable equipment containing sensitive data out of the Bank

Prevention and Protection | 15

 

Do not stay logged-in into your computer or e-mail if leaving your workstation unattended for any prolonged period of time. Lock the door or log off from Windows, or use locking screen savers. For mission travelers, laptops should remain with you on board unless the airport security does not permit it

For the purpose of system security:  Do not circumvent or disable security mechanisms  Avoid writing passwords  Never reveal your passwords to anyone  Do not use the “Remember Password” option in any Bank application  Do not use Bank passwords for non-Bank systems (i.e Yahoo, Banking, etc.)  Do not use easily obtainable personal information to create passwords (i.e. plate numbers, birthdays, phone numbers, etc.)  Password-protect sensitive files stored in removable media C.

E-mail and File Encryption To help ensure that your e-mail and files can only be viewed by the persons you authorize, you can use encryption. Encryption is a method of converting data into a format that cannot be read by another user. 1.

Encrypting and Signing E-mail When you encrypt e-mail, information in that e-mail will be scrambled so that only the intended recipient(s) can read your e-mail. To encrypt e-mail: 1) Create a new memo, and then click Delivery Options. 2) In the Delivery Options dialog box, click the Basic tab. 3) Under Security Options, check the Encrypt checkbox. 4) Click OK.

Encrypted mail cannot be read even by the people whom you have delegated your mailbox to

Prevention and Protection | 16

Figure IV-2. Delivery Options dialog box

You can also opt to include a digital signature to your e-mail to help ensure that the mail you send is indeed coming from you, and not from someone masquerading as you. When you digitally sign your mail, the recipient will see in his/her status bar an icon of a document with pen, and an indication that the mail has been signed. To add a digital signature to the e-mail you send, check the Sign checkbox in the Delivery Options dialog box of your Lotus Notes. 2.

Encrypting files and folders When you encrypt a file or a folder, only the file owner and the other users he or she specifies can open the file. Encrypted files or folders can be seen having a green font for their file/folder names. To encrypt a file/folder: 1) Right-click on the file or folder you want to encrypt. 2) In the context menu, click Properties. 3) In the File/Folder Properties dialog box, click Advanced. 4) In the Advanced Attributes dialog box, click Encrypt contents to secure data. 5) Click OK, and then in the Properties dialog box, click Apply or OK. When you encrypt a file, you will be asked if you want to encrypt the parent folder as well. Also, when you encrypt a folder, you will be asked if you want to encrypt the files and subfolders inside it too. Whenever you save a file or move a file into an encrypted folder, the file will become encrypted. A folder or a file cannot be compressed and encrypted at the same time.

Prevention and Protection | 17

Figure IV-3. File and Folder Encryption

Passwords The more popular method of user authentication is through the use of passwords. To access the different information systems in the Bank, a password is required. Examples of systems that require password authentication are your e-mail, mainframe, oracle self-service, and your Windows operating system. 1.

Bank password policies All passwords are subject to the criteria set by the IT Department to make sure that passwords meet the specified complexity requirement.   

Passwords should have a minimum of eight (8) characters, except for Mainframe passwords, which should have exactly eight, with at least one number and one letter. Cannot be one of the six previously used passwords Must not contain the user’s given name or username

Prevention and Protection | 18

 2.

Must be changed every 90 days

Creating strong passwords Passwords should be complex enough so that it cannot be easily guessed or cracked. There is a number of software in the Internet that is designed to crack passwords using brute force attacks. Brute force attack is a method of cracking encrypted text or passwords using a set of possible keys or passwords in order to crack the system. Hackers often use dictionary words as likable keys to defeat the password. Here are a few tips on how to create strong passwords. An account will be locked out after three (3) unsuccessful login attempts. Although this feature is not available in Blackberries, it still has the security feature of wiping out all the data after 10 failed login attempts.

   

Do not use personal information like your nickname, given name, phone numbers, or address as basis for passwords. Do not use dictionary words. Combine letters and numbers, and if possible, some special characters like dollar signs ($), or sharp signs (#). Do not use generic passwords like “password”, “P@$$w0rd”, “123456”, “abc123”, “opensesame”, etc.

Single Sign-On The Bank has acquired software that allows users to log-in only once thus removing the need to memorize all passwords used for the different Bank information systems. Single Sign-On (SSO) stores all your passwords with your Windows password, and whenever you log into a Bank system, SSO will automatically type your username and password for you. It is important that your Windows password remains secret because this serves as the master key for all your other passwords. A tutorial on using SSO can be found on this link mms://WTMMS/Videos/SSO.wmv.

Prevention and Protection | 19

Changing passwords As part of the Bankâ&#x20AC;&#x2122;s password policy, passwords need to be changed once every 90 days. Below are guides on how to change your Lotus Notes and Windows passwords. To change your Lotus Notes password: 1) Click File > Security > User Security 2) In the screen prompt, enter your current Lotus Notes password 3) In the User Security dialog box, click Change Password.

Figure IV-4. User Security dialog box

4) In the screen prompt, enter your current Lotus Notes password 5) In the Change Password dialog box, enter your new password, and re-type it to confirm

Figure IV-5. Change Password dialog box

6) Click OK. To change your Windows password: 1) Press Ctrl + Alt + Del 2) In the Windows Security dialog box, click Change Password

Prevention and Protection | 20

3) Supply the required fields and click OK.

Figure IV-6. Changing Windows Password

IT Security-related Incidents IT-related incidents should immediately be reported to the HelpDesk at local 335. Responses to these incidents shall be reviewed by the Computer Systems Crisis Response Team (CSCRT), chaired by the Principal Director of the IT Department. If the incident is caused by external attacks/factors, a quick, well-defined response shall be implemented to ensure the future security, integrity, and availability of the Bank network. Legal actions may be taken, and any electronic evidence or documentations available shall be gathered to help in the investigation. Incidents caused by misconduct or gross negligence of a staff shall be subject to the provisions of Administrative Order 4.05. Investigations shall be carried out by the HR Department or by other departments/offices that may be concerned. Officials are allowed access to all ICT resources and data (i.e. e-mail, documents, network logs, Internet access records etc.) that may be needed for the investigation.

The Internet | 21

THE INTERNET

The Internet, or the Net, is a worldwide system of interconnected networks. Most people use the terms Internet and the World Wide Web (WWW or Web) interchangeably, but these two are actually different. The Web is a system of documents and files linked together by hyperlinks and URLS, accessed using the Internet. In short, the Web is a subset of the Internet. A.

Connecting to the Internet Common methods of connecting to the Internet include dial-up, broadband, Wi-Fi, and 3G. 1.

Dial-Up The most common and inexpensive method of connecting to the Internet is via dial-up, where the computer literally dials the phone number of the Internet Service Provider (ISP) to connect to the Internet. Dial-up connections are also the slowest type of Internet connection, which has at most a transfer rate of 56 kilobits per second (kbps).

Broadband This mode of Internet connection uses multiple bands or channels for transmitting information, thus providing a faster transmission rate than dial-up. This also allows users to connect to the Internet and still have the telephone available to receive and make calls. Most cable and telephone companies offer broadband (commonly DSL) services to their customers.

Wireless Internet Wi-Fi is the new wireless technology available for connecting to networks and other devices. In order to connect, the Wi-Fi enabled device must be in close proximity with an access point, or hotspot. The Wi-Fi provider may require authentication. Another emerging technology for wireless connections is the 3G, referring to the 3rd generation of mobile communications. This provides great enhancements to multimedia, video calls, telephony, and broadband wireless data transmission. 3G provides a wider area scope than Wi-Fi networks and are designed to provide internet access and video calls. Wi-Fi are short-range but with higher bandwidth, designed for data transmission. The problem with wireless technologies is their relative insecurity. A technique, called evil twin phishing, is used by scammers to steal private information using wireless technologies. The attacker simply sets up a bogus hotspot posing as a legitimate provider. Once a victim connects his or her laptop or mobile device to the network, the attacker can then access and steal information from their computers or phones.

The Internet | 22

Looking for information on the Web The Internet is a great source of useful information for any researcher, student, or just for someone browsing. However, simple existence of a Web page does not guarantee the reliability of its contents. Also, the thousands of pages returned from a search can sometimes be overwhelming, and yet you will find nothing significant. You must be specific when searching for particular information on the Web. List down the specific terms, keywords, and names that can help you look for the information you need. Synonyms can also help. 1.

Search Engines The most popular avenue for people to start looking for information is with the use of a search engine. Leading search engines are Google, Yahoo, and MSN Live. Search engines use keywords to search through millions of Internet sources stored in their databases. Search engines also allow advanced searches to narrow down the results to a specific domain or URL, or to a specific language or file type.

Meta-search engines Meta-search engines work in the same way as a normal search engine. The difference is that meta-search engines query results using multiple search engines. Examples of meta-search engines:  http://www.clusty.com  http://www.dogpile.com  http://www.surfwax.com  http://www.copernic.com

Directories Directories are compilations of Internet sources organized by topic and categories. This is useful when you are looking for information regarding a broad topic. These pages have been categorized by people, not computers, so you can be sure of results that are more relevant. Examples of online directories:  Google – http://directory.google.com  Infomine - http://infomine.ucr.edu  Librarian’s Index to the Internet – http://lii.org  WWW Virtual Library - http://vlib.org  Yahoo - http://www.yahoo.com

Rules for Third Parties | 23

VI.

RULES FOR THIRD PARTIES

A third party refers to any person, or entity, that is not a Bank Personnel. Every third party with a contract to the Bank must be sponsored by a Bank Business Sponsor. Third parties include consultants and contractors. Third parties are also subject to the Security Rules and Regulations of the Bank. A.

Access Control Access to information by third parties is limited to those systems they need to accomplish their work. For example, a consultant or a contractor may be able to access files in network drives and given e-mail access, but may not have access to the Bank Mainframe.

Non-disclosure Third parties working directly for the Bank must sign a Bank Non-Disclosure Agreement before he or she is given access to the Bank network. Signing this agreement serves as an acknowledgement that he or she will comply with the Bank Security Rules and Regulations.

Sanitization Third parties come into the Bank with their own computing equipment (i.e. laptops, CDs and DVDs, and Flash drives). They are responsible in ensuring that their equipment is free from malicious software. Any equipment by third parties should be compliant to the Bank Rules and Regulations before it is allowed to enter the Bank network.

INFORMATION SECURITY QUICK REFERENCE GUIDE I.

What is Information Security

III.

A. Information Security

A. Use of Bank Systems and Network

Information Security is the protection of vital data, information, and information systems from any unauthorized use and access.

II.

1. 2. 3.

Malware

A. Forms of malware 1. 2. 3. 4.

Viruses – malware that replicates itself by infecting other files. Worms – same as viruses, but does not need a host file to replicate. Trojan Horses – malware that appears harmless but performs undesired code. Spyware – runs on your computer and keeps track of your habits like internet surfing and keystrokes.

Do not connect personally-owned equipment to the Bank network without proper authorization. Do not introduce malware into the server or network. Do not install software on Bank computers without proper authorization. Do not install or distribute pirated software, or other software not licensed for use by the Bank. Do not create unnecessary network traffic.

B. E-mail and Internet usage 1. 2. 3. 4.

B. How malware spread 1. 2. 3. 4. 5. 6.

Rules and Regulations

Removable media File downloads E-mail attachments Free software, music, or video Advertisements Instant messaging

Do not spam mail. Any form of harassment is prohibited. Do not forge e-mail header information. Do not solicit e-mail for any other e-mail address, other than the poster’s account, with the intent to harass or collect replies. Do not visit any gambling, pornographic, phishing, and/or malware sites. Take caution when downloading files from the Internet or opening file attachments from unknown senders.

C. Data Protection and Backup

C. Removing malware To perform a virus scan: 1. Right-click on the TrendMicro OfficeScan system tray icon. 2. Click OfficeScan Console. 3. In the OfficeScan Console, click the Manual Scan tab. 4. Click on the checkboxes of the drives/folders you want to scan. 5. Click Scan.

4 5

For the purpose of physical security 1. Removable storage media must be stored in a locked drawer or cupboard, and away from heat, liquids, food, and magnetic fields. 2. A Director’s consent is required before taking portable equipment containing sensitive data out of the Bank. 3. Don’t stay logged-in into your computer or e-mail if leaving your workstation unattended for any prolonged period of time. Lock the door or log off from Windows, or use locking screen savers. 4. For mission travelers, laptops should remain with you on board unless the airport security does not permit it. For the purpose of physical security 1. Do not circumvent or disable security mechanisms. 2. Avoid writing passwords. 3. Never reveal your passwords to anyone. 4. Do not use the “Remember Password” option in any office application. 5. Do not use company passwords for non-company systems. 6. Do not use easily obtainable personal information to create passwords. 7. Password-protect sensitive files stored in removable media. 8. Password-protect sensitive files stored in removable media.

Course Description Microsoft Office 2007 Programs

MS EXCEL 2007: INTRODUCTION TO FUNCTIONS AND FORMULA DETAILED COURSE DESCRIPTION This course will teach you how to work with functions and formulas. You will learn how to use the new MS Excel 2007 user interface, insert functions faster using the AutoComplete tool, AutoCalculate cell values, and apply AutoFill. The course also covers inserting basic mathematical, data, text, logical and statistical functions. BRIEF COURSE DESCRIPTION This course will enable you to use the new features of MS Excel 2007 in inserting basic functions and formula to compute for values in an Excel workbook. SKILLS LEVEL Intermediate PRE-REQUISITES Introduction to MS Excel 2007 SKILLS REQUIREMENT  

Basic spreadsheet knowledge Knowledge of basic mathematical operations

RELATED COURSES    

MS Excel 2007: Advanced Functions and Formula MS Excel 2007: Financial Function MS Excel 2007: Statistical Functions MS Excel 2007: Visual Basic for Application

HOW YOU WILL BENEFIT This course will enable you to:  Insert functions and formula in Excel 2007  Apply commonly used functions in Excel 2007  Combine functions in a formula for complex computations  Identify error messages in a formula  Use cell referencing and cell naming techniques in a formula  Link data in different worksheets and other workbooks

About the Manual | 1

Microsoft Office 2007

MS EXCEL 2007: INTRODUCTION TO FUNCTIONS AND FORMULA

IT Learning & Development

TABLE OF CONTENTS I.

About the Manual ....................................................................................................................... i A.

Manual Conventions........................................................................................................ i

Introduction ............................................................................................................................... 1

II.

Performing Calculations ............................................................................................................. 1 A.

Creating Formulas .......................................................................................................... 1 1. Understanding the Order of Precedence .................................................................. 1 2. Parts of a Formula ................................................................................................... 2 3. Using a Formula ....................................................................................................... 3

Editing a Formula ........................................................................................................... 3

Copying a Formula.......................................................................................................... 4 1. Using the Copy and Paste buttons on the Home tab ................................................ 4 2. 3.

Using the Keyboard ................................................................................................. 4 Using the Clipboard Group....................................................................................... 4

Using the AutoFill .................................................................................................... 5

Deleting a Formula ......................................................................................................... 5

Using AutoCalculate on the Status Bar ............................................................................ 6

III.

Understanding Error Values ....................................................................................................... 6

IV.

Using Cell References ................................................................................................................. 8 A.

Identifying Cell References ............................................................................................. 8 1. Relative Reference................................................................................................... 8 2. Absolute Reference ................................................................................................. 8 3. 4.

Naming Techniques .................................................................................................................. 10 A.

Naming Cells ................................................................................................................ 10 1. Naming a cell or range of cells ............................................................................... 10 2. 3.

VI.

Mixed Reference ..................................................................................................... 9 Changing the Reference Type .................................................................................. 9

Using a cell name in a formula ............................................................................... 10 Using an operator in a named formula ................................................................... 11

Using the Name Manager ............................................................................................. 11 1. Using the Name Manager ...................................................................................... 11 2.

Editing a name range ............................................................................................. 13

Deleting a cell name or range ................................................................................ 15

Using an Array .......................................................................................................................... 16 A.

Advantages of using an array formula........................................................................... 16

B. VII.

VIII.

IX.

Using an array formula on a cell range .......................................................................... 17

Applying Functions in a Formula .............................................................................................. 19 A.

Parts of a Function ....................................................................................................... 19 1. Arguments of a Function........................................................................................ 20 2. Operators .............................................................................................................. 20

Using the Formula AutoComplete Feature .................................................................... 21

Using the Insert Function Wizard .................................................................................. 22

Using Cell names in Formulas ................................................................................................... 25 A.

Inserting cell name or name range in a formula ............................................................ 25

Viewing cell names in a worksheet or workbook........................................................... 26

Commonly Used Functions ....................................................................................................... 27 A.

Math and Trigonometric............................................................................................... 27

Statistical...................................................................................................................... 27

Financial ....................................................................................................................... 28

Date ............................................................................................................................. 28

Text .............................................................................................................................. 29

Linking Data ............................................................................................................................. 30 A.

Linking between worksheets ........................................................................................ 30

Linking between workbooks ......................................................................................... 31

ABOUT THE MANUAL

This manual is designed to document the content of training seminars conducted by the IT Learning and Development Team and to provide the staff with a reference on how specific software is used within the Bank context. The topics are arranged in pretty much the way they are presented during seminars and outlined based on functional tasks.

A. Manual Conventions

This manual uses special text and design conventions to make it easier for you to find the information you need. Item

Description

Select Bold Item

Indicates an explicit item that you select, click, or type

Italic text

Indicates a new term or feature Key

Keycaps like

Indicates a key in the keyboard that you must press

Note icon

Notes offer additional information about a feature or command

Warning icon

Warnings identifies potential problem that you should be aware of when completing a task

Tip icon

Tips provide helpful hints, time-saving tricks and shortcuts related to the task being discussed Text

Arrow pointer

Points to and provides a description for a significant part in a figure

Introduction| 1

INTRODUCTION

This course will teach you how to work with functions and formulas. You will learn how to use the new MS Excel 2007 user interface, insert functions faster using the AutoComplete tool, AutoCalculate cell values, and apply AutoFill. The course also covers inserting basic mathematical, data, text, logical and statistical functions. This course will enable you to:  Insert functions and formula in Excel 2007  Apply commonly used functions in Excel 2007  Combine functions in a formula for complex computations  Identify error messages  Use cell referencing and cell naming techniques in a formula  Link data in different worksheets and other workbooks

Performing Calculations| 1

II.

PERFORMING CALCULATIONS

Excel automates mathematical, logical and comparative operations using formulas. Whether itâ&#x20AC;&#x2122;s numeric or date calculations, data or text manipulations Excel can be set to perform these tasks. Formulas can compute for values using mathematical, logical and comparative operations. Aside from computing numeric values, a formula allows you to compute for dates, join text data and even perform title case change. A.

Creating Formulas A Formula allows you to perform operations, such as addition, subtraction, multiplication, division of numbers; or compare values. When you create a formula in a cell, you start by typing the equal sign (=). It is then followed by a series of arguments and operators. For example, to add 3 and 5, type the formula = 3 + 5 where: First Argument Second Argument

Arithmetic operator Argument Required symbol Figure II-1. Example of a Formula

Understanding the Order of Precedence Excel formulas are calculated from left to right, and follow the order of precedence of operators. If you want to alter the order, use parentheses to group expressions in your formula. Excel first calculates the expressions in parentheses, and then uses this result to calculate the formula. For example, to add 3 + 5 first before multiplying the sum with 2, type the formula =(3 + 5) * 2. Since the first two arguments are enclosed within the parentheses, Excel will first compute their sum before multiplying the result by 2. If the parentheses are omitted, Excel will follow the order of priority of operators and thus compute first for the product of 5 and 2 before adding it to the value of the first argument.

Performing Calculations| 2

Result is 13 Result is 16 Figure II-2. Using Parenthesis in a formula

If you combine several operators in a single formula, Excel performs the operations in the order shown in the following table. If a formula contains operators with the same precedence â&#x20AC;&#x201D; for example, if a formula contains both a multiplication and division operator â&#x20AC;&#x201D; Excel evaluates the operators from left to right. Table II-1. Order of Precedence of Operators

Operand

Operation

()

Parentheses

- (negation)

Negation (e.g. â&#x20AC;&#x201C;1)

Percentage

Exponentiation

* and /

Multiplication, Division

+ and -

Addition, Subtraction

Concatenation

= < > <= >= <>

Comparison

Parts of a Formula Depending on the type of formula that you create, a formula can contain any or all of the following parts: Table II-2. Parts of a Formula

Arguments

Description

Example

Cell Reference

The address of a cell based on its position

A1, B12,C731

Name

A word or string of characters that identifies a cell, range of cells, formula or constant value.

A1, A10:B14, Sales!E45:H67

Operator

A sign or symbol that specifies the type of operation. In + , - , ^, *, / , % , & , : Excel there are 4 types of operators: arithmetic, comparison, text and concatenation, and reference operators.

Constant

A value that is not calculated and, therefore, does not 210, "Quarterly change. Earnings"

Performing Calculations| 3

Arguments

Description

Example

Function

A prewritten formula that takes a value or values, performs an operation, and returns another value or values. It is used to simplify the creation of a complex formula.

SUM(3+11), SUM(A1:B14)

Using a Formula To use a formula in a cell: 1) Select the cell where you want to enter a formula 2) Type = (an equal sign) 3) Enter the first argument 4) Enter an arithmetic operator 5) Enter the next argument 6) Repeat steps 4 and 5 as needed to complete the formula 7) On the Formula bar, click

, or press

Enter

Figure II-3. Writing a Formula

B. Editing a Formula You can edit a formula the same way you edit any cell content. You can edit either inside the cell or in the formula bar To edit a formula: Select the cell that contains the formula you want to edit and do any of the following: ď&#x201A;ˇ ď&#x201A;ˇ

Press Click on the Formula bar

Performing Calculations| 4



Double click on the cell

Use Home, End or arrow keys to position the insertion point within the cells. The Backspace and Delete key is used to erase unwanted characters.

C. Copying a Formula 1.

Using the Copy and Paste buttons on the Home tab 1) Select the cell where you want to copy the formula from 2) Click the Home tab 3) In the Clipboard group, click . A marquee line appears 4) Select the cell or group of cells you want to paste the formula to 5) The Home tab in the Clipboard group, click Paste

Using the Keyboard You can copy any formula you created to other cells by using keyboard short-cuts. 

To copy a formula press



To paste a formula press

Ctrl Ctrl

+ +

You can paste the copied cells several times as long as the marquee line is visible. You can copy this information to other worksheets or workbooks without losing your copy area marquee. The marquee line is visible until you press 3.

ESC

or perform any other editing action.

Using the Clipboard Group Office applications contain a special location for storing copied information, called the Office Clipboard. The Office Clipboard can hold any type of data. Items placed on the Clipboard can be pasted one at a time or all at once and you can copy up to 24 items to it. To copy formulas using the Clipboard: 1) Click the Home tab 2) In the Clipboard group, click the Dialog Launcher button

Dialog Launcher button Figure II-4. The Dialog Launcher button

3) In the Clipboard pane, if necessary, click Clear All

Performing Calculations| 5

4) Select the cells with the data you want to copy Ctrl

5) Press + (Observe the Clipboard pane, the item you just copied appears) 6) Copy another set of cells with the data you want to place onto the clipboard 7) On the Clipboard pane select the item you want to paste then click Paste or Paste All

Clicking

will remove all items on the clipboard.

Using the AutoFill You can copy any formula you created to adjacent cells using the AutoFill handle. The AutoFill feature lets you copy a formula via the fill handle to adjacent cells from an originally selected cell. To copy a formula using AutoFill: 1) Click the cell that contains the formula you want to copy 2) Position the pointer (fill handle) on the lower-right corner of the selected cell (The pointer changes to a “ ” symbol) 3) Hold down your left mouse button and drag the fill handle to highlight the adjacent cells where you want to copy the formula, and then release the mouse button. 1

┼ Figure II-5. Using the AutoFill handle

3 2

You can populate empty cells by double clicking the AutoFill handle as long as the column to the left of these cells contains data.

D. Deleting a Formula

Understanding Error Values| 6

To delete a formula: 1) Click on the cell that contains the formula 2) Press

Delete

E. Using AutoCalculate on the Status Bar When you select two or more cells that contain values, Excel displays the average, count and sum of the selected cells on the status bar. This is the AutoCalculate feature.

Selected Cells

Auto Calculate area Figure II-6. AutoCalculate area on the Status Bar

When you right-click on the Status bar, the AutoCalculate area displays other options that are available on the AutoCalculate feature.

The AutoCalculate area of the status bar displays information about the selected values depending on the data type of the selected cells. The AutoCalculate feature ignores selected cells that are blank.

Figure II-7. AutoCalculate options on the Status Bar

III.

UNDERSTANDING ERROR VALUES

Understanding Error Values| 7

Sometimes a formula returns an error value rather than your desired result. An error value is the result of a formula that Excel canâ&#x20AC;&#x2122;t resolve. You can easily spot an error when you come across any of the following: Table III-1. Formula Error Messages

Error Values

Causes

Resolution

####

The column is too narrow to display the value for the result of the calculation.

Adjust the column size

#VALUE

You entered a mathematical formula that refers to a text entry.

Check operands and arguments

#DIV/0!

You attempted to divide a number by zero. This error may occur when you create a formula with a divisor that refers to a blank cell.

Change the value or the cell reference

#NAME?

You entered a name in a formula that is not defined, mistyped or deleted

Be sure the name exists or correct the misspelling

#REF!

You deleted a range of cells whose references are included in a formula.

Change the formula reference

#NULL

Reference is made up of two areas that do not intersect. For example, you inserted a space instead of a comma (the union operator) to indicate a range of cells Non-numeric values are used in the formula

Check the reference and typographical error

A value is not available to a function or formula or if you omit a required argument

Enter the appropriate value in the cell referred to in the formula or enter the required value for an argument

#NUM!

#N/A

Make sure the arguments used are numbers and not or text values

Using Cell References| 8

IV.

USING CELL REFERENCES

When inserting a formula or function, you refer to the value in the cell using references. Cell reference is denoted by a letter and a number combination which point the column and row of a cell, example “C4” means column “C” row “4”. With cell references, Excel looks into the cells containing the data used in a formula or function. A. Identifying Cell References The following are the categories of cell references used in Excel.  Relative Reference  Absolute Reference  Mixed Reference 1.

Relative Reference This is the commonly used type of cell reference that adjusts and changes when copied to other cells in the worksheet. For example, =A1+ A2, changes to=B1+B2 when copied across to the next cell.

Relative Reference

Figure IV-1. Example of Relative Referencing

Absolute Reference An absolute reference is used when the cell reference must remain the same when copied. In the example below, if you require a formula that always gets the sum of cells A1 and A2 regardless of where it is moved or copied, your formula will look something like this: =$A$1+$A$2. An absolute reference is designated by two dollar signs ($) placed before the row and column coordinates of the cell address. If the formula containing an absolute reference is copied to other cells, the copied formula is the same cells in the original formula. Thus the results of the original and copied formulas are the same.

Absolute Reference

Figure IV-2. Example of Absolute Reference

Using Cell References| 9

Mixed Reference If you need to use a formula containing values from a specific cell and a cell that changes as the formula is copied, you can use a Mixed Reference. This type of cell reference contains Relative and Absolute Reference.

Mixed Reference Figure IV-3. Example of Mixed Reference

Changing the Reference Type By default, all references are relative across sheets of the same workbook. You can change a relative reference to an absolute reference. To change to an absolute reference: 1) Select the reference in the formula F4

or type dollar signs ($) before both the column and row

2) Press indicators.

Pressing the

key repeatedly will cycle through all the possible

placements of the dollar sign ($) in the formula.

To change to a relative reference: 1) Select the reference in the formula 2) Remove the dollar signs ($) before the column and row indicators.

Naming Techniques| 10

NAMING TECHNIQUES

You can specify a name for a cell on range of cells and use it in defining a formula which will make the formula more understandable. For example, if you refer to a range of cells in a formula as Unit Price and another range as Quantity, you can create a formula for Total Price: = Unit Price + Quantity. A. Naming Cells 1.

Naming a cell or range of cells To name a cell or range of cells: 1) Select the cell or range 2) Click inside the Name Box located at the left end of the formula bar 3) Type the name for the cell or range 4) Press

Enter

. 3

Figure V-1. Naming a Cell or Cell Range

Using a cell name in a formula To use name in a formula: 1) Click the cell where you want to enter the formula and type an equal sign (=) 2) Press

to display a list of names

Naming Techniques| 11

3) From the Paste Name dialog box, click the name of the cell or range you want to insert 4) Click OK button.

1 2

Figure V-2. Using cell name in a formula

Using an operator in a named formula To use an operator in a name formula: 1) Repeat steps 2 to 4 of using cell name in a formula, if necessary, to complete the formula 2) Press

Enter

B. Using the Name Manager The Name Manager lets you keep track of named ranges in use together with their scope and any comment you entered on the worksheet. 1.

Using the Name Manager To use the name manager: 1) Select the range of cells to be referenced by the name 2) Click the Formulas tab 3) Click Name Manager 4) Click the New button, the New Name dialog box appears

Naming Techniques| 12

4 Figure V-3. Name Manager Dialog box

5) In the Name text box, type the desired name 6) From the Scope pull-down list, select where in the workbook the name will be applied:  Workbook places the name range on the whole workbook  A worksheet name places the name range exclusively on that sheet (all the sheet names in yiour workbook will appear)  In the Comment text box, type a comment or description(optional) 7) In the Refers to text box, verify the cells being referenced by the specified name 8) Click the OK button. The name is added to the Name Manager.

Naming Techniques| 13

5 6 7

9 Figure V-4. New Name Dialog box

9) Click the Close button.

Figure V-5. Cell name in the Name Manager

13 3

Editing a name range To edit a name range: 1) Activate the Name Manager by clicking on the Formula tab 2) Click the Name Manager 3) On the Name Manager dialog box, click on the cell range you want to edit 4) Click the Edit button. The Edit Name dialog box appears

Naming Techniques| 14

Figure V-6. Editing cell range using Name Manager

You can directly edit a cell range, constant or formula by click on the Refer to: field then apply the necessary changes. Once finished, you can choose to click on the Accept button which will apply the revision or click on the Reject button to cancel the revision.

5) 6) 7) 8)

Click on the Name field to modify Click on the Refers to field to edit the range accordingly After modifying, click on the OK button On the Name Manager dialog box click the Close button.

Naming Techniques| 15

7 Figure V-7. Edit cell range using the Edit Name dialog box

Deleting a cell name or range Deleting a cell range can be done by using the Name Manager. To delete a cell name or range: 1) Click on the Formulas tab 2) In the Defined Names group, click on the Name Manager button, 3) In the Name Manager dialog box, select the cell range you want to delete 4) Click the Delete button 5) Click the OK button from the resulting dialog box. 3

5 Figure V-8. Delete a cell name or range

Using an Array| 16

VI.

USING AN ARRAY

An Array is a collection of items consisting of a group of elements that are accessed by indexing. Items that comprise an array can be individually or collectively addressed in simple mathematical terms. Each array argument must have the same number of rows (or columns). You create array formulas in the same way that you create other formulas, except you press CTRL+SHIFT+ENTER to enter the formula. The following are terms used in creating array formulas:  An array formula acts on two or more sets of values, called array arguments, to return either a single result or multiple results  An array range is a block of cells that share a common array formula  An array constant is a specially organized list of constant values that you can use as arguments in your array formulas

Array Formula

Array 1

Array 2

Figure VI-1. Sample Array Formula

A. Advantages of using an array formula Using an array formula has the following advantages:  Consistency when you click on any of the cells in an array formula, you will see the same formula which provides uniformity in the cell range.  Safety You can not overwrite part of a multi-cell array formula. You can only select the entire range of cells to change the formula for the array, or leave it as is.  Smaller file sizes You can use a single array formula instead of several intermediate formulas.

Using an Array| 17

Figure VI-2. Change in Array warning

A prompt will appear every time you attempt to modify any cell with an array formula applied to it. This warning will inform you that you cannot change part of an array.

B. Using an array formula on a cell range To create an array formula on a cell range: 1) Click the cell where you want to place the formula 2) Type your formula starting with an equal sign( = ) 3) Select the cells that you want to use as an array 4) Continue typing your formula using the array you created 5) Once finished with the formula, press Enter 6) Use the array formula by highlighting the range of cells where you want to apply the formula; these include the cell where your formula was created 7) Press to switch to the formula edit mode F2 8) Then press of cells.

Ctrl

Shift

Enter

to apply your array formula to the range

Using an Array| 18

Figure VI-3. Applying an array formula to a range

Applying Functions in a Formula| 19

VII.

APPLYING FUNCTIONS IN A FORMULA

A function is a prewritten formula that takes in values, performs an operation and returns a defined result. You use functions to simplify and shorten formulas on a worksheet, especially those that perform lengthy or complex calculations. Excel supports worksheet functions in performing calculations. The following are the different categories of Excel functions:  Cube  Database  Date and Time  Engineering  Text  Financial  Information  Logical  Math and trigonometry  Statistical  Lookup and Reference A. Parts of a Function A function contains the following basic components: 1) Equal sign 2) Function name 3) Argument enclosed in parentheses 2

Figure VII-1. Parts of a Function

Table VII-1. Parts of a Function

Item

Description

Equal sign (=)

starts a formula or a function

Function name

The name of the function which is descriptive of the type of operation to be performed

Applying Functions in a Formula| 20

Arguments

This is where the cell data is specified. Arguments can be a value or a cell reference.

Arithmetic operator

Also indicates the type of operation to performed

Arguments of a Function An argument is a reference to a cell or range of cells containing values. The table below shows the different types of arguments: Table VII-2. Argument Types

Argument

Example

Numbers

1,2,3

Text

January (enclosed within double quotes when typed in a cell)

Logical Values

True or False

Cell References / Range

B7; B7:B20

Operators An operator is a symbol that can perform a function on any number of operands or arguments. In Excel, operators are divided into categories, as shown in the table below: Table VII-3. Operators

Operation Arithmetic

Comparison

Operator

Description

Example

Addition

2+3

Subtraction

5-1

Multiplication

7*3

Division

7/2

Percent

90%

Exponentiation

7^2

Equal to

B1=D1

Applying Functions in a Formula| 21

Operation

Operator

Description

Example

Greater than

B1>D1

Less than

B1<D1

Greater than or equal to

B1>=D1

Less than or equal to

B1<=D1

Not equal to

B1<>D1

Text

Adjoins text or cell references

"Scott" & "Hi" produces "Scott Hi"

Reference

: (colon)

Includes specific cells of a column or row

B3:B20

, (comma)

Separates arguments in a function

(B3, B20)

B. Using the Formula AutoComplete Feature The Formula AutoComplete feature guides you on how to define a formula with a screen tip that comes out when you type the equal sign followed by the first letters of the function name. It comes handy in complicated functions. It produces a list of functions and the corresponding arguments for the chosen function. To use the formula AutoComplete: 1) Select the cell where you want to insert the function 2) Type the equal sign (=) 3) Type the beginning letter/s of the function name A screen tip comes out with the list of items with the closest match to your entry. 4) Double-click the function name you want to use The screen tip changes with the syntax of the selected function. 5) Complete the function by specifying the necessary data 6) Press Enter.

Applying Functions in a Formula| 22 1 2

Figure VII-2. Formula AutoComplete Function List

C. Using the Insert Function Wizard Aside from typing the function directly into the cell, you can also insert a function using the Insert Function Wizard. There are several ways to open the Insert Function Wizard: To open the insert function wizard from the formula tab: 1) Click the Formula tab 2) In the Function Library group, click Insert Function Formula Tab

Insert Function button

Function Library Figure VII-3. Insert Function in the Function Library

To open the Insert Function Wizard from using the AutoSum 1) Click the Formulas tab 2) In the Function Library group, click the

dropdown arrow

Applying Functions in a Formula| 23

3) Click More Functions. Drop-down button

AutoSum button

More Functionsâ&#x20AC;Ś button Figure VII-4. Insert Function via More Functions button

To open the Insert Function Wizard from the Formula bar: 1) Click the button beside the Formula bar. Figure VII-5. Insert Function on Formula bar

Insert Function button

To insert a function using the Function Wizard: 1) Click the cell where you want to insert the function 2) Open the Insert Function dialog box 3) Type the function name in the Search for a function box. Note: If you are uncertain about the function, type a brief description of it inside the box. 4) Click on the Go button to begin the search. A list of functions will be displayed in the select a function box or select category dropdown menu. Note: If you want, you can search for the function using the various categories available on the Or select a category by clicking on the dropdown menu 5) Select a function from the list. Information about the selected function will be displayed below the list box.

If you want to view detailed information about the function, click the Help on the function link

Applying Functions in a Formula| 24

6) Click the OK button to launch the Function Arguments dialog box. 3

6 Figure VII-6. Insert a Function via Insert Function dialog box

7) In the Function Arguments dialog box specify the arguments of the function in the required field. A preview of the result will be displayed at the bottom of the dialog box 8) Click the OK button.

Field Description Result Preview

8 Figure VII-7. Insert Function Arguments Dialog box

The Function Arguments dialog box displays a short description about what the function does and descriptions of each field in the argument.

Using Cell names in Formulas| 25

VIII.

USING CELL NAMES IN FORMULAS

Writing a formula and inserting functions can be a lot easier with a cell name. It also reduces errors when referring to specific names rather than a cell address. Cell names are commonly used in formulas, functions and print ranges. A.

Inserting cell name or name range in a formula You can insert cell names or name ranges into a formula by doing any of the following:  Press on the keyboard. The Paste Name list appears F3

Select Cell Name or Range from list

Figure VIII-1. Inserting Cell Name from the Paste Name dialog box

  1) 2)

Use the Use in Formula button To activate the Use in Formula button Click the Formulas tab In the Defined Names group, click Use in Formula 1

Figure VIII-2. Inserting a Cell Name using the Use in Formula button

If you cannot remember the exact name of the cell range activating the Past Name list will allow you to immediately use cell name or range created in the worksheet.

Using Cell names in Formulas| 26

3) Select the cell name to insert. B. Viewing cell names in a worksheet or workbook You can easily view the available cell names applied on a workbook or worksheet by clicking on the dropdown arrow located on the name box. From there you can view and select the cell names or ranges. Name Box View available Cell Name or Range

Figure VIII-3. Viewing Cell Names or Ranges from Name box

Commonly Used Functions| 27

IX.

COMMONLY USED FUNCTIONS

Excel offers different categories of functions that can be used in financial, statistical, time, date, logical tasks. These functions make it easy for you to create complicated formulas, listed below are some of the most commonly used functions. A. Math and Trigonometric Math and Trigonometric functions allow you perform arithmetic operations such as add up values, multiply numbers, calculate for factorial of a number, return the square root of a number, and even display the smallest or largest values in a range. Table IX-1. Mathematical Functions Function Syntax

Description

=SUM(cell range)

Computes for the sum of values in a given range of values

=POWER(number, power)

Returns the result of a number raised to a power

=ROUND(number, num_digits)

Rounds a number to a specified number of digits.

=MROUND(number, multiple)

Returns a number rounded to the desired multiple.

=SQRT(number)

Returns the square root of a number.

=SUMIF(range, criteria, sum_range)

Adds contents of cells satisfying a given condition or criterion

B. Statistical Statistical functions are used to calculate statistical or economic values, such as projected sales, variance or standard deviation of a data sample, mean, median or mode of a set of values. Listed below are some statistical functions you can use: Table IX-2. Statistical Functions

Function Syntax

Description

=AVERAGE(cell range)

Returns the average (arithmetic mean) of figures in a range of cells

=FACT(number)

Returns the factorial of a number

Commonly Used Functions| 28

Function Syntax

Description

=COUNT(cell range)

Counts the number of cells that contains values within a range of cells

=MAX(cell range)

Returns the largest value in a set of values

=MIN(cell range)

Returns the smallest number in a set of values

=MEDIAN(number1, number2, â&#x20AC;Ś)

Returns the mean, or the number in the middle of the set of given numbers

C. Financial Financial functions perform common business calculations, such as determining the number of years a loan can be paid, or calculating the interest rate of return given the investment costs. Common financial functions are as follows: Table IX-3. Financial Functions

Function Syntax

Description

=PMT(rate, nper, pv, fv, type)

Produces the payment amount for each period of an annuity

=PV(rate, nper, pmt, fv, type)

Returns the present value (starting value) of a loan

=NPER(rate, pmt, fv, type)

Computes the number of periods for an investment based on periodic, constant payments and a constant interest rate

D. Date Date functions can be used to manipulate date and time, perform calculations on them, such as computing for the number of days between two given dates or extracting the month, day or year value of a given date. You can also use a date function to return the current date and time or insert a date or time that automatically updates every time the workbook is opened. Table IX-4. Data Functions

Date and Time Functions Syntax

Description

=TODAY()

Returns the serial number of the current date.

Commonly Used Functions| 29

Date and Time Functions Syntax

Description

=NOW()

Displays the current date and time based on the computer clock setting.

=WEEKDAY(serial number, [return_type])

Returns a number from 1 to 7, identifying the day of the week of a date.

E. Text Text functions allow you to manipulate text values, with these functions you can join separate text together in one cell, change character cases, or even extract a portion of a text. Listed below are some of the text functions that you can use: Table IX-5. Text Functions

Text Functions

Description

DOLLAR

Converts a number to text, using currency format.

EXACT

Checks to see if two text values are identical.

LOWER

Converts text to lower case.

PROPER

Capitalizes the first letter in each word of a text string.

UPPER

Converts text to uppercase.

REPLACE

Replaces the characters within a text string.

Linking Data| 30

LINKING DATA

Linking enables you to consolidate data across several worksheets or workbook. It is the easiest and most accurate way of creating summary sheets or pulling required information from different locations without re-typing. Linking helps ensuring data accuracy with automatic update and recalculation features. For example, you have reports that represent quarterly worksheets and a separate summary worksheet on another workbook containing the total values in the quarterly sheets. Instead of copying all the values in the quarter reports to the summary workbook, you can link them together with a formula or function on the summary sheet. With linked data, any change made to the source worksheet(s) will automatically update the related information to the destination worksheet. A. Linking between worksheets To link between worksheets: 1) Open the workbook containing the worksheets you want to link and click the sheet tab of the destination worksheet 2) Click the cell where the linked data will be placed and type the equal sign( =); 3) Type the formula or insert the function you want to use 4) Click the source worksheet that contains the data you want to use 5) Click the cell (or highlight the cell range) that contains the data you want to link from the source worksheet 6) If other worksheets are required, repeat steps 4 & 5 to complete the formula or function 7) Press

Enter

Figure X-1. Linking Data of Several Worksheets

Linking Data| 31

B. Linking between workbooks To link between workbooks: 1) Click the sheet tab of the destination workbook where you want to insert the function or formula 2) Click on the cell where the linked data will be placed and type equal sign( =); 3) Type the formula or insert the function you want to use 4) Click the source worksheet that contains the data you want to use 5) Click the cell (or highlight the cell range) that contains the data you want to link from the source workbook 6) Repeat steps 3 to 4, if necessary, to complete the formula or function 7) Press

Enter

1 Figure X-2. Linking Destination Workbook

Figure X-3. Linking Source Workbook

MS EXCEL 2007: INTRODUCTION TO FUNCTIONS AND FORMULA QUICK REFERENCE GUIDE I.

Using a Formula A. To use a formula in a cell 1. 2. 3. 4. 5.

Under Select a function list box, select a function to be used Click OK.

Select the cell where you want to enter a formula Type = (equal sign) Enter the first argument Enter the arithmetic operator Repeat steps 4 to 5 as needed to complete the formula First Argument Second Argument Enter

III.

A. To link between worksheets

Arithmetic operator Argument Required Symbol

On the Formula bar, click

, or press

Enter

B. To edit a formula 1. 2.

Select the cell with formula to edit Do any of the following to edit a formula:  Press F2  

Click on the Formula bar Double click on the cell

C. To delete a formula 1. 2.

II.

Click on the cell that contains the formula Press Delete .

Using a Function

Functions are defined as preset formulas. They are short hand versions of frequently used formulas that work like special keys on sophisticated calculators, performing complex calculations.

A. To Insert a Function 1. 2. 3. 4.

Linking Data between Worksheets

Select the cell where you want to enter a function Click the Formulas tab In the Function Library group, click the Insert Function button In the Insert Function dialog box, in the Search for a function:, specify the details of the function your looking for then click GO

1. 2. 3. 4. 5. 6.

Activate the destination worksheet Click the cell to be linked, then type = (equal sign) Type the formula or function you want to use Click source worksheet containing the data you want Highlight the cells or range that contains the data you want to link If other worksheets are required, repeat steps 4 & 5 to complete the formula or function Press