EXCEL 2022

EXCEL 2022
The All In One Step-by-Step

Guide From Beginner To
Expert. Discover Easy Excel
Tips & Tricks to Master the
Essential Functions, Formulas
& Shortcuts to Save Time &
Simplify Your Job
Mike Wang
© Copyright 2021 - All rights reserved.
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Table of Content
CHAPTER 1: INTRODUCTION TO
MICROSOFT EXCEL
EXCEL IN MOBILE PHONES
Using a Mobile App to Share an Excel
File
Using a Mobile App to Save an Excel
Document
WHERE CAN I GET AN OFFICE PACKAGE THAT
INCLUDES EXCEL?
OBTAINING FREE MICROSOFT EXCEL
THE IMPORTANCE OF THE MICROSOFT EXCEL
PROGRAM
CHAPTER 2: TERMINOLOGY: WHAT
THE BASIC TERMS MEAN
CHAPTER 3: HOW TO USE AND
FORMAT CELLS
BASIC CELL NAVIGATION
Fast Page Navigation
Data Region Edge Navigation
CELL SELECTION EXTENSION
Cell Selection until Data Region Edge
CELL DATA TYPES
ENTERING DATA INTO THE CELL
Identifying a Cell Name
Quick Summation of Data
NAMING CELLS
HOW TO WRAP TEXTS IN A CELL
How to Auto Select Different Cells
Resizing Rows and Columns in a Cell
HOW TO COPY THE CONTENTS OF A CELL
How to Paste the Contents of a Cell
Can you Change the Font and Font-Size
of a Cell?
UNDERLINING COMMAS IN A CELL
HOW TO ADD BORDERS TO A CELL
DELETING A CELL
HOW TO DRAG AND DROP A CELL
HOW TO MODIFY THE TEXT ALIGNMENT OF
YOUR BORDER IN CELLS
Horizontal Alignment
Vertical Alignment
DUPLICATING CELL VALUE
TEXT ALIGNMENT SETTING AND ALT SHORTCUT
KEYS
CHAPTER 4: HOW TO ENTER, EDIT,
AND MANAGE DATA
ENTERING AND EDITING DATA MANUALLY
Entering Data
Editing Data
Deleting Data
Default Content Alignment
USING AUTOFILL
Entering Dates with AutoFill
AutoFill Incremental Values
AutoFill the Same Values
ENTERING TEXTS IN MICROSOFT EXCEL
WORKSHEETS
The Cursor
Entering Text
ADDING AND DELETING CELLS IN EXCEL
WORKSHEET
The Use of Auto Complete
ADDING AN OUTLINE FOR YOUR DATA
ADDING A HYPERLINK
How to Add Word Art to a Worksheet
FORMATTING TABLES
CHAPTER 5: EXCEL WORKBOOKS
DESIGN OPTIONS
STARTING A NEW WORKBOOK
OPENING AN EXISTING WORKBOOK
WORKING ON YOUR EXCEL SHEET
Zooming in and Out Your Worksheet
COPYING AND PASTING OF DATA
ADDING A NEW WORKSHEET
RENAMING A WORKSHEET
HIGHLIGHTING NUMBERS AND TEXTS
How to Transpose on your Worksheet
COLORING A WORKSHEET
SAVING YOUR FILE
FORMATTING YOUR DATA
Formatting Font Style
Formatting Your Font Size
Formatting Number Type
Formatting an Overlap Data
Repeating a Format Using the Format
Painter
Formatting Data into Table
Rotating Text Directions
HIDING AND UNHIDING DATA
REMOVING DUPLICATED CONTENT FROM EXCEL
WORKBOOK
Removing Duplicates without Deleting
Rows
HIGHLIGHTING CELLS WITH FORMULAS
CHAPTER 6: HOW TO ORGANIZE
DATA (ROWS AND COLUMNS)
INSERTING A NEW ROW AND COLUMN INTO
YOUR TABLE
NAMING ROWS AND COLUMNS
Defining Names
Managing Named Content
CREATING COLUMN AND ROW HEADINGS
Creating a Table
THE SHORTCUT TO REMOVE BLANK ROWS
Adding Several Rows in Excel
INSERTING MULTIPLE ROWS
Using a Shortcut to Insert Multiple Rows
ADDING TEXT TO COLUMNS
CHAPTER 7: MOST USED FORMULAS
AND CALCULATIONS TO SAVE TIME
BASIC FORMULAS
Is there a difference between a Formula
and a Function?
Step-By-Step Examples
Additional Examples
Arithmetic Operators
Comparison Operators
HOW TO ENTER A FORMULA
Arithmetic Operations
COPY AND PASTE FORMULAS
CALCULATING PERCENTAGES
CHAPTER 8: HOW TO USE THE DROP-
DOWN LIST AND DATA VALIDATION
HOW TO INSERT DATA VALIDATION
EDITING DATA VALIDATION IN EXCEL
REMOVING DATA VALIDATION IN EXCEL
FILTERING DATA IN EXCEL
GROUPING OF DATA IN EXCEL
CREATING DATA VALIDATION RULES
How to Edit or Remove Data Validation
Rules
CREATE A DROPDOWN LIST
CHAPTER 9: EVERYTHING ABOUT
THE NAMED RANGE
CREATING A NAMED RANGE
Method 1
Method 2
EDITING A NAMED RANGE
Deleting a Named Range
HOW TO USE A NAMED RANGE
CHAPTER 10: HOW TO WORK WITH
PIVOT TABLES
CREATE A PIVOT TABLE FROM MORE THAN ONE
EXISTING TABLE
SUMMARIZING DATA BY DATE
FILTER AND SORT A PIVOTTABLE
Applying a Custom Filter
Sorting PivotTable Data
PRESENT DATA WITH PIVOT CHARTS
FILTERING A PIVOT CHART
MOVING THE PIVOT CHART
GENERATE A PIVOTTABLE AND A PIVOTCHART
SIMULTANEOUSLY
CHAPTER 11: ALL ABOUT CHARTS
TYPES OF CHARTS
Column Charts
Bar Charts
Line Charts
Scatter Chart
Pie Chart
Area Charts
CUSTOMIZING CHARTS
Switching the X and Y Axes
Change the Data Source
Adding Axis Titles
Chart Styles
CREATING SPARKLINE CHARTS
Adding a Sparkline
ADD/REMOVE CHART TITLES
ADDING DATA POINT LABELS
ADD A LEGEND
MODIFY CHART SIZE
CREATE A CHART TEMPLATE
CHAPTER 12: NEW FEATURES IN
EXCEL FOR 2021
PASSWORD PROTECTION
DATA FILTERING
DATA SORTING
BUILT-IN FORMULAE
CREATING DIFFERENT CHARTS
AUTOMATICALLY EDITS RESULTS
FILE AND REPLACE COMMAND
CONDITIONAL FORMATTING
PASTE SPECIAL
FLASH FILL
SHORTCUT KEYS
HYPERLINK
TRANSPOSE
TRIM
SPARKLINES
REMOVE DUPLICATE
OTHER OPERATIONS IN EXCEL 2021
FUTURE OF EXCEL
CHAPTER 13: EXCEL FOR
ACCOUNTING—10 EXCEL
FUNCTIONS YOU NEED TO KNOW
ACCOUNTING
EXCEL IS A PROBLEM-SOLVING PROGRAM
EXCEL WILL SAVE YOUR TIME
FORMATTING OPTIONS
CHART & GRAPHS FOR ANALYSIS
ORGANIZE ALL OF YOUR DATA IN ONE PLACE
IT BOOSTS PRODUCTIVITY AND INCREASES
PERFORMANCE
IT ENABLES YOU TO INCREASE EMPLOYEE
KNOWLEDGE WITH MINIMAL COST AND EFFORT
IT CAN BOOST YOUR CAREER DEVELOPMENT
INCREASING YOUR PRODUCTIVITY AND
EFFICIENCY
MAKING YOU A BETTER DATA ORGANIZER
CHAPTER 14: HOW TO MAKE
CHECKLIST IN EXCEL
TASK LIST
CHECKLIST
PROJECT MANAGEMENT CHARTS
TIME LOGS
CHAPTER 15: EXCEL FUNCTIONS
YOU NEED IN 2022
THE MOD FUNCTION AND HOW TO USE IT
THE ROUND FUNCTION AND HOW TO USE IT
THE SORT FUNCTION AND HOW TO USE IT
THE SUM FUNCTION AND HOW TO USE IT
THE ROUNDUP FUNCTION AND HOW TO USE IT
THE RANDBETWEEN FUNCTION AND HOW TO
USE IT
MATH FUNCTIONS IN EXCEL 2021
THE ROUNDDOWN FUNCTION AND HOW TO USE
IT
THE SUMIF FUNCTION AND HOW TO USE IT

HANDLING A SUMIF FUNCTION WITH
MULTIPLE CRITERIA
CHAPTER 16: EXCEL CALENDAR
WITH JUST ONE FORMULA
CREATING A CALENDAR (CALENDAR FORMAT)
HOW TO MAKE A SCHEDULE IN EXCEL
Creating a Weekly Schedule
CHAPTER 17: ULTIMATE EXCEL TIPS
AND TRICKS FOR 2022
RENAMING A SHEET WITH A DOUBLE CLICK
CHANGING THE CASE OF A TEXT
FORMING A TEXT WITH &
HOW TO MAKE EXCEL SHOW LEADING ZERO
EXTENDING FORMULA DOWN
CHANGING HOW ENTER WORKS
QUICK SELECT FORMULAS
DISABLING THE EXCEL START SCREEN
ACTIVATING CURRENT DATE AND TIME
THE STATUS BAR
DELETING ERRORS CELLS
STRIKING THROUGH TEXTS IN EXCEL
HOW TO CLEAR FORMATTING
SHARING DATA ONLINE ON EXCEL
FREE ADD-INS FOR EXCEL TO START USING
NOW
CONCLUSION
Chapter 1: Introduction
to Microsoft Excel
MS Excel is a database program that was

created by Microsoft in 1985 for the primary
purpose of assisting companies in compiling
all of their financial records, as well as annual
credit and debit sheets.
Excel is a very powerful application that
offers countless opportunities to improve and
track the efficiency of our daily tasks.
Designed to improve the storing, analysis,
and calculations on large sets of data, Excel
has the potential to massively boost work
productivity and efficiency for the
knowledgeable user.
It is disheartening to witness how many
people only view excel as a data storage tool,
where each data point is manually typed… a
brainless task that consumes countless hours
of your day.
Excel is much more, it is a very powerful
platform with the potential to automate a vast
amount of tasks and operations. When used
correctly, format templates can be defined
and transferred to any future document.
Formulas to execute analyses and
mathematical operations on large datasets can
be typed quickly and adapted to future
documents easily. Logic checks can be
defined to ensure boundaries or testing
conditions are met by your data.
Data can be effectively organized and
formatted to build clear, effective, and
concise reports that will present your results
in a convincing and professional way. The
range of tools and functionality available for
statistical analysis is immense, allowing users
to tackle very large amounts of data.
When you open an Excel sheet, there are 5
main areas that you should be prepared for:
The quick access toolbar: this is a place
where all the tools can be accessed from in
Excel. A new Excel sheet will only have 3
icons, which are save, undo and redo. You
can always add any other features that you
feel are important to this part of the sheet in
order to make it easy to access the new
features from anywhere.
Excel is very useful for a number of reasons
and the most important one here is in order to
handle data well. The program offers all the
features and the simplicity to enter data and
handle it in a much easier way. It has enough
grids to be able to manage and handle a large
amount of data at a go. Data in Excel can be
manipulated with so much ease, thanks to
some of the best features like find, copy,
paste, highlight, styles, go to, and many more.
This makes Excel one of the most important
programs in any office. Generation of data is
an everyday process in any business and
organization and much of this data is
important for as long as the business exists.
Excel in Mobile Phones

Microsoft Office software includes all of
Microsoft Corporation's core products. When
you purchase and install this software on your
computer, you gain access to a variety of
Microsoft products, including Excel. There
are versions of Office available for purchase
on the office.com website, as well as in
various online and physical retail stores.
Microsoft currently sells Office 2019 and
Office 365 on their website. They also
advertise Microsoft 365, which is more
significant (formally Office 365). So, if you
don't already have Office installed on your
computer, you may upgrade to the 365
edition, which comes with a slew of new
capabilities.
Using a Mobile App to Share an Excel
File
Follow these steps to share your Excel file
once you've finished preparing it:
Tap the share icon in the top right-
hand corner of the Excel interface.
Choose whether to send your file as
an attachment to others via email or
to share it through OneDrive.
You may effortlessly collaborate with others

when you choose to share using OneDrive.
You can transmit it by typing the email
addresses of the individuals you want to share
it with. You can also obtain a link that you
can share with others by emailing it to their
phone numbers and sharing it with them
through social media platforms such as
Facebook and WhatsApp. Keep in mind that
OneDrive is a Microsoft cloud storage
service.
When you select Share as an attachment, a
box will appear where you can enter the
email addresses of the people to whom you
want to send the Excel file. Simply enter their
email addresses, or a single email address if
you're only mailing to one person, and then
send the file.
Using a Mobile App to Save an Excel
Document
I'll also teach you about this important topic.
Automatic Excel file saving is enabled by
default in the Excel App for smartphones. As
a result, you may not need to take any action.
If you want to save the file manually and give
it a unique name, follow these steps:
At the top right-hand corner of the
workbook interface, tap the ellipsis
(three dots arranged vertically).
Save the file among the options.
Fill up the blanks with the name you
wish the Excel file to have.
Tap ‘Save’ to save your file
anywhere; you can put it on your
phone, which is referred to this
device, or you can save it in your
OneDrive account.
Where Can I Get an Office

Package that Includes Excel?
There are a few places where you may
purchase and install Office on your PC. The
following are some of the outlets:
The Microsoft and Office websites provide
access to the Microsoft Office website.
www.amazon.com is the official website of
Amazon.
Walmart is a retailer that can be found at
Walmart.
As well as a variety of other physical
computer software retailers.
When you go to www.microsoft.com, for
example, Microsoft will suggest that you that
the Microsoft 365 package for your
computer. This is because the software has
many useful new features added to the
package's components.
When you go to www.amazon.com, on the
other hand, you will be taken to the website's
home page. Select Software as your search
option from the dropdown at the upper left-
hand side of the site's search field.
You should utilize the search box on the

Indigo Software Company's website,
indigosoftware.com, to find the version of
Office you wish to install on your computer.
The company will walk you through the
procedures of installation and activation.
Walmart, like Amazon, still sells various
versions of Office software on their website.
When you open the site, utilize the search
box to look for the Office version you wish to
buy. If the version is still available, you can
pay for it, download it, install it, and activate
it.
You can acquire any Office application you
choose from any computer software provider
near you. The seller will also walk you
through the installation and activation of the
application bundle.
Obtaining Free Microsoft

Excel
The Microsoft Corporation has just released a
new product. It gives you online access to
Microsoft Excel without having to pay for the
software, but only with limited features.
Other Microsoft programs, such as Microsoft
Word, Outlook, Publisher, One Note,
OneDrive, Skype, and others, are available to
you for free. However, because Excel is our
main interest, we shall concentrate on it.
You must follow these steps to gain free
access to Excel:
Visit the Office website, preferably using
your Chrome browser, with your computer
connected to the internet.
When you first arrive on the site's homepage,
you'll see something similar to this:
If the Sign up for the free version of Office

link is not visible on the website's homepage
when you visit it, simply click Sign in and
then pick Sign up when the link appears.
Simply enter your email address under the
Create Account section of the new page that
appears after you click Sign up. It might be
your Gmail, Yahoo, or any other email
account.
You'll be logged in to the Office online
platform once you've finished setting up your
Microsoft account.
You can click Excel once you've logged in.
Excel will open after you click it, and you can
begin inputting data into the cells. As we
progress, I'll teach you more about data entry.
The Importance of the

Microsoft Excel Program
The Microsoft Excel application is extremely
important in today's culture. Because of its
significance, it is the most widely used
spreadsheet application in the world today.
Excel is extremely vital in our day-to-day
operations.
Chapter 2: Terminology:
What the Basic Terms
Mean
AutoFill: This enables you to copy data to

more than one cell easily.
AutoFormat: This is an automatic format
application to cells that match predetermined
conditions. This could be as simple as size.
Menu: The list of items along the top of the
screen; for example, file, insert, page layout,
etc.
Name box: Just underneath the Ribbon you
have a white box on the left-hand side, it
shows the cell reference (default A1) or if
you have specified a name for a cell or range
of cells, it will show that name.
Spreadsheet: A method of spreading
information across a sheet of paper. The
screen represents a piece of paper with grid
lines.
Worksheet: A page within the Workbook.
By default, an Excel Workbook contains 3
worksheets; they are viewed using tabs along
the bottom.
Cells: The grid lines make rectangular boxes
—known as cells. They are referred to using
a letter and a number.
Columns: Cells down a spreadsheet are
columns—letters.
Rows: Cells across the spreadsheet are rows
—numbers.
Button: A button in Excel is merely an icon
that you can click to accomplish a certain
operation. Various buttons are utilized to do
various tasks. Bold, underline, text aligns,
and other buttons are available. A button in
Excel can be referred to as a command or a
tool.
Workbook: A workbook is a collection of
cells that are arranged in rows and columns.
When you first open your Excel application,
you will interact with that working area. It's
the spreadsheet where you type in numbers
and text. Many spreadsheets can be contained
within a workbook.
Cell: It's the point where a certain row and
column meet. Cells can be rectangular or
square in shape, depending on the size that an
Excel user selects.
Chapter 3: How to Use

and Format Cells
Basic Cell Navigation

You can use the cursor keys to move around
the cells. Of course, you can just use your
mouse to click on the cell that you want to
select and edit, but that will be hellish if you
are dealing with multiple pages and data.
Fast Page Navigation
Aside from using the cursor keys, you can
check out the other cells that you cannot see
within your screen or viewport by pressing
the Page Up (PgUp) and Page Down (PgDn)
keys to move fast upwards or downwards the
screen.
Pressing the End button will put Excel into
End mode. When Excel is on End mode,
pressing a cursor or arrow key will take you
to a data region edge, according to the
direction of the arrow key that you pressed.
Data Region Edge Navigation
If you want to precisely go to the edge of the
data cluster, meaning continuous cells that
you have filled up with information, you can
use the Ctrl and cursor keys. For example, if
you have a 3 x 3 table filled with data, you
can go to the bottommost cell in that table by
pressing Ctrl and the down arrow button. The
same effect will happen if you perform other
cursor arrows and Ctrl key combinations.
Remember that these combinations of keys
will only work on columns or rows that are
filled with continuous data. In case that there
is a gap between the tables or cells, an empty
cell, the cursor will only go to the edge before
the blank cell.
If you are currently editing a cell or have an
active cell and you want to quickly move to
an adjacent cell, you can use the Enter, Tab,
and Shift keys. Note that:
Pressing Enter will let you move
down from the active cell.
Pressing Shift and Enter will let you
move to the cell above.
Pressing Tab will let you move to
the right cell.
Pressing Shift and Tab will let you
move to the left cell.
Another alternative to make it easier for you

to send your selection without memorizing all
the shortcut keys and combinations is to just
press the F8 key. Pressing that will make
Excel go into extended selection mode. Once
you are in it, just use the navigation keys to
extend your selection.
Cell Selection Extension

If you want to select multiple cells in a row or
column, you can just hold the Shift button
and then use the cursor keys to select the
other cells that you want to be included in
your selection.
Cell Selection until Data Region Edge
If you want to select all the data within a
table or continuous cells in the row or
column, you can do that by pressing Shift,
Ctrl, and the arrow key that corresponds to
the direction of the cells you want to add in
your selection resides.
Cell Data Types

Although this may not be known to the
occasional Excel user, whenever you type
anything into an Excel cell, it is automatically
assigned a data type. The data type is used by
the application in the background to classify
the information it contains and process it
more effectively.
The data type of a cell can be viewed and

manually changed by the user using the
button shown above. When working on large
datasets, users should ensure the correct data
type is selected for maximum efficiency and
effective data processing. Below is a list of
the main data types available and their
description.
Generic: This is the default data type
assigned to a new entry by Excel. It imposes
no limit or structure on the cell’s content; any
combination of alphanumeric characters is
allowed.
Number: This data type covers cells that only
contain numeric data. Defining the data type
helps define a clear structure for a
spreadsheet and improve computational speed
for Excel’s algorithms.
Currency: After assigning this data type to a
numeric cell, your local currency symbol will
be displayed in the cell. What is particularly
useful about this format is that the content of
the cell remains a number despite the
currency symbol displayed; hence normal
operations can be executed on it. This is also
useful when typing numbers in as you do not
have to retype the currency number every
time with a new value.
Short Date: Formatting the data type for
dates is very useful because it ensures a
standard and constant display format is
established. The format for the “short date”
format is DD/MM/YY. A standard date format
ensures that data processing routines are
applicable to all your dates.
Long Date: Same benefits of using a constant
date format as described above. The only
difference is the display format for this data
type “Day Number Month Year.” Example:
“Wednesday 1 March 2017”
Time: This formatting type will display time
in the following structure “hh-mm-ss.”
Percentage: This formatting type will
convert decimal numbers into percentages.
For example, if you type in “0.54” and select
the percentage formatting type, “54%” will
be displayed in the cell. If you use the cell in
numeric calculations, excel will conveniently
ignore the % sign and only consider the
decimal numeric value.
Fraction: This formatting type will convert
decimal numbers into fractions. For example,
if you type in “0.6” and select the fraction
formatting type, “3/5” will be displayed in the
cell. If you use the cell in numeric
calculations, excel will conveniently ignore
the “/” sign and only consider the decimal
numeric value represented.
Scientific: This format is particularly useful
when working with large numbers, typically
in a scientific or experimental context. If you
type in the number “125589” and select the
scientific formatting option, the cell will
display “1.25 E+5.”
Text: This format simply defines the content
of a cell as text. It will not change the
displayed value or impose any type of
formatting. It is rarely used.
Entering Data into the Cell

To enter data into a cell, simply left-click on
the cell, this will grant you access to enter
your preferred data into the selected cell.
Identifying a Cell Name
As earlier explained, a cell is the intersection
between a row and a column. For example, a
cell can be named B3, C5, E7, and so on. In
the example below, the data was entered into
the D-column and row-4.
Quick Summation of Data

Data entered into a cell can be quickly
calculated by highlighting the data (left-click
the data and drag to the data end) and
checking the result (summation) at the bottom
right side of the worksheet as shown below.
In another way round, you can perform auto

sum and let it appear at the cell appearing
immediately after the cells containing your
data. To do this, simply highlight the data you
wish to perform auto sum on and click the
auto sum button at the top right side of the
worksheet under the home tab.
Naming Cells
Naming this data will make it easier to refer
to later, add a name in the Name Box and
save it by pressing the ENTER key.
Names cannot contain spaces and must start
with a letter, a backslash, or an underscore.
Each name must always be unique.
The remaining characters can be underscores,
periods, numbers, and letters. Excel will not
distinguish capital and lowercase letters. If
you wish to make the name, and therefore the
cell or group of cells visible to the current
workbook as a whole, add the prefix Sheet1!
to the start of the name where Sheet1 is the
sheet you are basing the data in.
You can also select the group of cells you
wish to name, right-click and either choose a
name yourself with the Define Name option
or let Excel label the data for you with the
Pick From Drop Down List option.
Additional naming options can be found on
the Formulas tab under the Defined Names
Sections.
How to Wrap Texts in a Cell
This feature helps you to prevent longer texts
from overlapping into other cells in an Excel
spreadsheet. With this, you can display text
on many lines instead of one long line.
You can wrap texts in a cell automatically by
visiting the Alignment section in the Home
tab. From the lists, select the Wrap Text
button.
How to Auto Select Different Cells
You can quickly select rows, columns, cells,
and even ranges including the contents of a
cell in a worksheet. Here are ways to
autoselect cells:
a. Navigate to the last cell within the
range you want to select.
b. Press down your shift key.
c. Tap on the cell.
d. With this function, all the cells in
the range will be selected.
Resizing Rows and Columns in a Cell

Now, launch Excel and select a document to
load. Position the cursor within a cell and tap
to highlight it. Go to the ribbon on the right
side and press the Format button. From the
menu, you can click on Column Row height,
to adjust the height of a Row.
Then, type in the preferred width and click
the OK icon.
How to Copy the Contents of a

Cell
To copy the contents of a cell, begin by
selecting the range of cells. Press Ctrl + C on
your keyboard or tap on the Copy button
located in the Home menu. Place your cursor
on the cells where you want to paste the
contents. You will notice a dashed box
around the copied cells.
How to Paste the Contents of a Cell
If you want to move or paste the contents of a
cell in an Excel spreadsheet, simply select a
range of cells. Press the Ctrl + X buttons or
click on the Home menu and tap on Cut.
Locate a cell where you can transfer the data.
Press the Ctrl + V buttons or go to the Home
menu and click on the Paste icon. With the
copy and paste commands, you can transfer
the cells in your worksheet. Locate the cells
and press Ctrl + C or simply, press the Copy
button. Then, press Ctrl + V or tap on the
Paste button.
Can you Change the Font and Font-
Size of a Cell?
Changing the font and font size of contents
within a cell in Microsoft Excel could be
done in the following ways:
1. Tap on the File menu and select
Options.
2. Scroll to the dialog box and select
the General bar.
3. Navigate to When creating new
workbooks bar, a dialog box opens
showing the font size. Type in the
font size you want.
Underlining Commas in a Cell

If you want to underline commas or other
contents in a worksheet, follow these
procedures:
1. Select the range of cells or cells to
underline all numbers or texts.
2. Double-tap on the cell to underline
a segment of it.
3. Then, select the numbers or texts
you want to underline.
4. In the Font section on the Home
menu, tap the Underline.
5. If you want to use a double

underline, a single accounting
underline, or a double accounting
underline, tap the dialog box
launcher. This is beside the Font.
From the underline box, select the
type you want to apply.
How to Add Borders to a Cell

If you want to add borders to a group of cells
or a cell, select such cells. Go to the Home
menu and locate the Font section. Tap the
down arrow beside the Borders icon.
A menu pops up with a list of various types
of borders. Select the border you want to
apply. This will be reflected in the cells.
Deleting a Cell
To delete a cell is simple, first select the
cell/row/column as the case may be and
navigate to the cell pane at the top-right side
of the pane and click delete. This will inquire
from you if you are deleting a sheet row or a
sheet column or a cell, choose the
corresponding option to what you are
deleting.
A shorter and faster means of getting this

done is by selecting the cell/row/column you
wish to delete, then right-click your mouse
and select delete.
How to Drag and Drop a Cell
Here are the methods of moving cells with
drag and drop features:
a. The first step is to locate the range
of cells to move and select them.
b. Position your mouse pointer on the
edge of the chosen range. This
pointer turns to the symbol of a
hand or four-sided arrow.
c. Press down the left mouse button
and drag the cells to any location
you want them to be.
How to Modify the Text

Alignment of your Border in
Cells
You can align texts in a cell using vertical
alignment and horizontal alignment.
Horizontal Alignment
For horizontal alignment, you have left
alignment, right alignment, and center
alignment.
Vertical Alignment
For vertical alignment, you have bottom
alignment, top alignment, and middle
alignment.
But if you want to modify the text alignment
of your border in cells, you can use these
shortcuts:
Press Alt + H then A + L for
aligning the left side.
Press Alt + H then A + R for
aligning the right side.
Press Alt + H then A + C for
aligning the center.
Press Alt + H then A + B for
aligning the bottom.
Press Alt + H then A + T for
aligning the upper part.
Press Alt + H then A + M for
aligning the middle part.
Duplicating Cell Value
If you want to duplicate the value of the cell
above the active cell, press Ctrl, Shift, and
(which is actually since the key will be
shifted).
Text Alignment Setting and

Alt Shortcut Keys
If you want to change the text alignment of a
cell, you can do so by performing multiple
combinations of keyboard shortcuts. For
example, if you want to align to the center,
you must press and hold Alt. After that, press
H, A, and C. Technically, you are just using
the Alt shortcut keys for the ribbon.
Pressing H after the Alt key will take you to
the Home tab of the ribbon. Pressing A
means that you want to toggle on the
alignment toolbar buttons. And pressing C
means that you want to activate the align
center button. You can review the shortcuts
for the alignment buttons by pressing the Alt
key.
Chapter 4: How to Enter,
Edit, and Manage Data
Entering and Editing Data

Manually
Entering Data
Click on a cell in the worksheet area and a
rectangular box will appear around the cell.
This is the cell pointer or the active cell. You
can move the cell pointer with the left, right,
up, or down arrow keys on your keyboard.
To enter data, simply type it directly into the
cell or you can click in the formula bar and
type the data there. To enter a formula, you
need to prefix your entry with the equal sign
(=).
Editing Data
When typing in the worksheet area, if you
want to make a correction use the
BACKSPACE key to go back and not the left
arrow key. The arrow keys move the cell
pointer from cell to cell. To use the arrow
keys when editing data, select the cell and
then click on the formula bar to edit the data
there.
To overwrite data, click in the cell to make it
the active cell and just type in the new value.
This will overwrite the previous value.
If you only want to edit parts of the data in a
cell, for example, a piece of text, then select
the cell and click on the formula bar to edit
the contents there.
Deleting Data
To delete data from your worksheet, select
the data and hit the Delete key.
Default Content Alignment
In Excel, numbers and formulas are right-
aligned in the cell by default. Everything else
is left-aligned by default. So, you can tell if
Excel recognizes your entry as a number or
text value.
Using AutoFill
The Autofill feature in Excel enables you to
fill cells with a series of sequential dates and
numbers. It enables you to automate
repetitive tasks as it is smart enough to figure
out what data goes in a cell, based on another
cell, when you drag the fill handle across
cells.
Entering Dates with AutoFill
You may have a worksheet where you need
to enter dates. You can enter January in one
cell and use the AutoFill feature to
automatically enter the rest of the months.
So, you first need to click on the cell to select
it and then move your mouse pointer over the
bottom right corner to display the small plus
sign (+).
To AutoFill dates, enter January or any other
starting month in one cell, then grab the small
fill handle and drag it across the other cells.
AutoFill also works with abbreviations, but
they must be 3 letters. For example, if you
enter Jan and then drag down, it will be filled
with Feb, Mar, Apr, May, etc.
Let’s say you want to enter the 7 days of the
week as your row headings. In the first cell of
your range, enter Monday or Mon. Then
drag the autofill handle down over the
remaining 6 cells. This will AutoFill the
remaining cells with Tuesday to Sunday.
Excel keeps the filled days selected, giving
you a chance to drag the handle back if you
went too far, or to drag it further if you didn’t
go far enough.
You can also use the AutoFill Options drop-
down menu to further refine your fill options.
To access the AutoFill options, with the cells
still selected, you will see a drop-down button
that appears on the last cell. When you click
on it, you will get a list of options that enable
you to select whether you want to copy the
data across the cells, fill the series, copy
formatting only, ignore the formatting, flash
fill, etc.
Note: If you don’t see a button that enables
you to access the AutoFill Options drop-
down menu (shown above) after an autofill, it
is most likely because the option hasn’t been
set in Excel Options.
To enable AutoFill Options (if it isn’t
available), navigate to:
File > Options > Advanced.
Under the Cut, copy, and paste section, select
the checkbox for Show Paste Options button
when content is pasted.
AutoFill Incremental Values
To AutoFill other incremental values, you
need to first let Excel know what the
difference is. So, you would need to enter
values in at least two cells before dragging
the fill handle across the other cells.
Let’s say you want to enter dates that
increment by seven days, i.e., a weekly
interval. You would need to enter two dates
(for example, 01/10/19 and 01/17/19). Then
you select both cells and drag across the
empty cells to autofill the other cells with
dates having an interval of 7 days.
You can do the same with other numbers. If
you enter 1 and then drag down, the number 1
will just be copied to the other cells.
However, if you enter numbers 1 and 2 in two
cells, and then select both cells and drag them
down, you will get 3, 4, 5, 6, etc.
AutoFill the Same Values
To AutoFill the same value across a series of
cells, enter the value in the first cell and then
hold down the CTRL key while dragging the
fill handle across the other cells.
For example, if you want to fill a range of
cells with $6.99:
Enter $6.99 in the first cell.
Hold down the CTRL key.
Move your mouse pointer to the
bottom-right of the cell and grab the
autofill handle (small square) and
then drag it across the other cells.
Entering texts in Microsoft

Excel worksheets
Use of Auto Complete in Excel
Adding or deleting cells in
worksheets
Entering a hyperlink in a worksheet
Adding an outline for your data
Use of Fill Handle in order to add
data to cells
Entering numbers and dates in
Excel worksheets
A Microsoft Excel worksheet is very easy to

understand. It is composed of columns and
rows. Rows have been defined in numbers
while the columns have letters. To enter data
in a certain cell, you have to highlight it by
clicking on it. The first cell, A1, is
automatically highlighted, therefore if you do
not make any selection, anything that you
will type will appear on this particular cell.
The Cursor
The cursor in Microsoft Excel takes three
important shapes that mean a different thing.
The thick white cross is the one that
you will use for cell selection
The four-headed arrow will be used
to move cells and other items in the
worksheet
The thin black cross will be used to
fill in data automatically and also
for copying formulas that you want
to use.
Entering Text
To do this you will select the cell where you
want to enter the text by clicking on it. Type
in what you want to appear on that cell. You
can also type data in the formula bar,
especially if you are typing in a large text and
it will automatically appear on the selected
cell. If you want the same text to appear in
more than one column, you drift the cursor
over the columns of your choice and when
they turn grey, drag the data that you have
already typed.
Adding and Deleting Cells in

Excel Worksheet
Adding and deleting cells is possible when
you are working on a Microsoft Excel
worksheet. In order to add a cell, highlight
the cell where you want to add another cell
and then right-click on it. From the drop-
down menu that appears, select insert and this
will bring you a dialog box from which you
will select the kind of cell that you want to
insert, then click ok.
To delete a cell, do the same thing but instead
of selecting insert from the drop-down menu,
select delete, then make a choice of what you
want to be deleted and then click ok.
The Use of Auto Complete
Auto compete happens when you are typing
data in a list. The program will try to guess
what you are about to type depending on the
data that you have typed in the previous cells.
To type faster, you just enter if the guess is
right.
Adding an Outline for Your

Data
Outline in Microsoft Excel is used to group
data. It helps a lot, especially if you want to
limit the amount of data that you are viewing.
There are two types of outlines in Excel;
Manual and Auto. The Auto outline will be
the best to use in the case of summaries. A
Manual outline on the other hand will be
perfect in case you only have a list and you
want to choose groups.
In order to add an outline, click on the Data
tab, then on the outline group, select the
group of your preference from the drop-down
menu. Choose auto outline. Now you can use
+ or – to enlarge or collapse the sections
respectively on the side of your worksheet.
Adding a Hyperlink
How to Add Word Art to a
Worksheet
If you are working with Excel 2013, you can
easily insert word art in your Excel
worksheet. Just go to the insert tab again,
then select Word Art and you will have a
variety of options to choose from.
Formatting Tables
You will be able to choose between dark,
medium, and light options.
This option will also allow you to create your
own style by selecting the more option after
selecting Cell Styles.
Selecting New Table Style will allow you to
name your style, before formatting using all
of the formatting options available when
formatting existing cells.
The Table Style Options grouping of options
will allow you to turn headers on or off, turn
totals on or off, determine if special
formation is allowed and if alternating rows
or columns will be alternating colors to make
the table easier to read.
If you wish to format an already existing
table, simply select the table in question
before following the steps listed above.
Chapter 5: Excel
Workbooks Design
Options
Starting a New Workbook

There are a few ways of starting a new
workbook. First, you can start a new
workbook by clicking on the blank workbook
on the startup interface as shown below:
Another way of starting a new workbook is

by clicking on the new icon on the interface
or simply by pressing on your keyboard
CTRL + N to open create q new workbook.
The workbook interface is shown below.
Opening an Existing
Workbook
To open an existing workbook, click Open
Other Workbooks in the lower-left corner,
then click Browse on the left side of the
resulting window, then use the file explorer to
find the workbook you wanted to open, select
it, and click Open.
Working on Your Excel Sheet

Zooming in and Out Your Worksheet
To zoom in or out your worksheet, scroll to
the bottom right side of your worksheet and
click the plus button to zoom in and the
minus button to zoom out.
Copying and Pasting of Data

You can copy and paste data either from one
Excel cell/worksheet/workbook to another or
from other applications on your computer to
Excel. The copy procedure is still the same as
normal copying of files or data, just highlight
the data you wish to copy and click copy. In
order to paste the data into your Excel
worksheet, click the cell you want the pasted
data to begin from, then right-click on the cell
and select paste or simply press the shortcut
key: CTRL + V.
Once you click the paste option, two basic

options will be loaded asking you to select
the format options you want, the first is the
keep source formatting; what this paste
option does is to keep the data format the
same as from where it was copied, this will
keep the data format constant with respect to
the data source. The second option is the
match destination formatting; what this does
is that it will match the data to the current
data format on your active worksheet.
Adding a New Worksheet
You can have numerous worksheets in a
workbook. To add a new worksheet to your
workbook, just navigate to the bottom-left of
the workbook and click on the plus sign that’s
situated beside the sheet.
Renaming a Worksheet
A new sheet can be renamed simply by
double-clicking on the sheet tab and entering
the new name you wish.
Highlighting Numbers and

Texts
To make Excel highlight cells automatically,
choose the cells you want to apply
conditional formatting to. Tap on the first cell
within the range and drag it to the last cell.
Go to your worksheet and select the Home
button. Tap on the Conditional Formatting
icon and select Highlight cells Rules.
Move to the Text that Contains section and
on the left side, click on the text you want to
be highlighted.
After this, choose a color format for the text
and tap on the Ok icon.
How to Transpose on your Worksheet
If you want to transpose or rotate data from
columns to rows or rows to columns, follow
these procedures:
a. Choose the range of data you want
to rearrange.
b. You can also highlight rows and
columns.
c. Then, tap on Ctrl + C buttons.
d. Navigate to a new location in the
worksheet to paste the transposed
data.
e. But ensure that there is enough
space to paste your information.
Another way is to select the new cell where

your transposed data will be copied. Right-
tap on that cell and highlight the Transpose
button. This is located under Paste.
Now, you can change the rows and columns
using paste and transpose. Simply open the
worksheet you want to change and tap on the
first cell of your data range such as A1.
Then, you can shift-tap the last cell within the
range.
Coloring a Worksheet
You can add colors to your worksheet by
right-clicking the worksheet and selecting the
color tab to make a choice of color.
Saving Your File

To save your file, navigate to the File tab at
the top-left side of the pane and select save.
This will then launch you to a window where
you can enter your file name and the
corresponding folder; then click Save.
On the other side, you can also select the
Save as an option, this will permit you to save
a copy of your current workbook either with a
new name or into a new folder.
Note: You can save your files either into your

computer system or into your online drive.
These options are available for both Save and
Save as options. Saving into an online drive
will launch you to your online drive.
Formatting Your Data

You can format your input data to your taste.
First, we will be looking at how to format
your data fonts. In the home tab under font
options, there are various operations that you
can perform on your input data varying from
font size, font style, font color, and so on.
Formatting Font Style
You can alter your font style by selecting
(highlighting) the data and clicking on the
font pane to select the style you wish to use
for the input data. Excel 2020 comes with a
variety of good-looking fonts varying from
Calibri to Arial to Verdana and so on.
Formatting Your Font Size
The font size of your data determines how big
or small it will look on your worksheet.
Depending on the type of document you are
working on, you will have to choose your
font size with respect to your desired output
size. This means a bigger font size will
provide a bold and big-looking data. To alter
your data font size, first highlight the data
you wish to change the font size, then
navigate to the font size pane at the top left
side of the worksheet, and toggle the font
sizes to your choice.
In another way round, you can either increase

or decrease your font size by clicking on the
letter A that is situated just beside the font
size pane. If you click the bigger A, it will
increase your font size and if you click the
smaller A, it will decrease the font size.
Formatting Number Type
There are times when you will be dealing
with a particular number type such as
currency. For example, if you are dealing
with currency, different countries have
different currency units and symbols. To
insert a currency symbol into your input data,
navigate to the number pane under the home
tab and select the currency symbol you are
dealing in.
Just in case the displayed currency type is not

the currency you are dealing in, you can click
the drop-down link beside the dollar symbol
to load other currency types. One thing you
will observe after choosing a currency type
for your data is that decimal places will be
input into your data.
You can choose to either increase or decrease

the decimal place. To do this, click the zeros
button beside the currency type. There are
basically two buttons here, one is to increase
the decimal places while the other is to
decrease the decimal place.
Formatting an Overlap Data

Cells in Excel are designed with equal cell
size by default.
There are times when you will enter data into
a cell and it will overlap into the following
cell, an example is shown below.
In the sample above, the data was entered

into column D but as observed, the data has
exceeded column D and has lapsed into
columns E and F. To correct this, navigate to
the top of the original cell column (column D
in this example) and click the column, you
will see that the column will be highlighted.
Once this happens, position your cursor at the
extreme right edge of the column; then you
will observe that the cursor will change to
arrow-cross, then you can now click and drag
the column edge until your data fit in.
Another easier way you can do this is by

highlighting the overlapped data cell and
navigating to the format panel at the top-right
side and selecting autofit column width
(provided it overlaps by the width) or autofit
column height (provided it overlaps by the
height).
Repeating a Format Using the Format
Painter
There are times when you would have
performed a whole lot of formatting to a
particular data and you will want to repeat the
same formatting for different data entirely.
Instead of going through the whole process
and steps taken on the first data, you can
make use of the format painter to repeat the
formatting. To do this, highlight the
formatted data, then double click the format
painter button on the top-right side of the
worksheet.
Once you double-click it, the previous

formatting would have been activated and
ready to be applied to any other part or data
on the same worksheet. To apply the
activated format, just click the cell containing
the data you wish to apply the format to;
immediately all the formatting will be
activated to it.
Formatting Data into Table
There are times when you will have a range
of data that you will love to format into a
table. To do this, select the range of data you
wish to format into a table.
Now navigate to the format as table in the

style pane in the Home tab. A drop-down will
show indicating different table formats,
choose the one that best suits your data.
Once you select the table format,

immediately a pop-up will show up
requesting your confirmation of the cell
involved. Click ok to proceed, then your data
will be transformed into a table form as
shown below.
Rotating Text Directions
There are times when texts directions need to
be rotated to a specific angle. This is
applicable mostly in tables, though it can also
be done on pure data. To achieve this, select
the cell containing the text you wish to rotate,
after that navigate to the alignment pane
under the Home tab and click on the arrow at
the bottom right of the alignment pane to load
more alignment options.
Once you click that button, the alignment

extension will be loaded and you can now
select the angle of your text rotation.
You can also choose to enter the rotation

angle in the box.
Hiding and Unhiding Data

You can hide data and at the same time
unhide data in Excel. To hide a range of data,
highlight the cells this data belongs to and
right-click on them and select hide.
To unhide the data, just repeat the same

procedure and select unhide and the whole
data will become visible again.
Removing Duplicated Content

from Excel Workbook
If you want to remove duplicates from
Workbooks in Excel, follow these
procedures:
1. Tap on any single cell within the set
of data.
2. Navigate to the Data Tools section
and click on the Data menu.
3. From the options, you can select
Remove duplicates.
4. Ensure that you assess all
checkboxes.
5. Then, tap on the Ok icon.
6. If you want to delete rows with
identical countries and last names,
examine the countries and last
names you entered.
7. Then, click on the OK button to
conclude.
Removing Duplicates without

Deleting Rows
You can simply remove duplicates in a row
without deleting the rows. This is done using
filters. Click on a blank cell beside the data
range such as D2. Enter a formula such as
=A3=A2.
Choose all data ranges, including the formula
cell. Tap on the Data menu and click on the
Filter icon. This will activate the Filter
function on your spreadsheet.
Another method to remove duplicates
involves entering this formula
=IF(LEN(TRIM(A1)) =0, ROW(), ‘’’’).
Now, A1 is the first data of the list you want
to remove duplicates. Drag the AutoFill
handle over the cells to get all the numbers of
blank rows.
The Remove Duplicates tool permanently
removes identical or repeated records. To
avoid complications, you should copy or
backup your data before deleting the
duplicates.
Highlighting Cells with

Formulas
Reviewing the rules for conditional
formatting could be done in an active
worksheet using the Quick Analysis tool.
This will enable you to format the cells with
duplicated text unconditionally.
But you can conditionally format cells in a
row based on a text in one of the cells.
Follow these steps to handle it:
1. Tap on the Home menu on the
Ribbon.
2. Press on the Conditional formatting
icon.
3. Select the Manage Rules bar.
4. Click on the Worksheet from the
menu in the Conditional Formatting
rules Manager Section. In this
menu, every rule is labeled with its
unique formula. They have peculiar
ranges, formats, and checkboxes for
Stop if True conditions.
Chapter 6: How to
Organize Data (Rows and
Columns)
Inserting a New Row and

Column into Your Table
You may need to insert a new row or column
or both into your table.
Select the insert sheet column and

automatically the column will be added.
The same procedure goes for the row, if you

wish to add a new row, follow these steps to
get it done.
An easier and faster means of inserting rows
and columns is by clicking the row or column
where you wish to add a new one, then right-
click and select insert. This will automatically
insert a new row/column depending on your
selection area.
Naming Rows and Columns

Start by selecting the row or column you wish
to rename.
View the naming options that can be found
underneath the Formulas tab.
Select the name manager option, then edit to
change the name of the row or column. The
scope option will determine if the change will
apply to the entirety of the workbook or just
the current worksheet.
Defining Names
If you have included row or column names,
these can be converted into table names.
Start by selecting the group of cells you want
to be included under the name.
Select the Formulas tab and the Defined
Names grouping of options before choosing
the option to Create from Selection.
The resulting dialogue box will list any
related labels that already exist and allow you
to choose the one that will cover the entire
table.
Creating names with the new name dialogue
box:
the Define name option.
Add the name and the scope (workbook or
worksheet) of the name. This box will also
allow you the opportunity to enter a
descriptive comment relating to the name that
will appear when you hover your cursor over
the name.
In the box labeled Refers To, enter the cell or
group of cells that the name refers to.
Formulas can also be named in this fashion.
Managing Named Content
the option labeled Name Manager.
This option will display all of the named
ranges or tables that are in the current
workbook. You can see names, values, what
the name refers to, its scope, and any related
comments.
You have the option on this screen to add
new names, edit existing names, and delete
names.
The button directly above the close button
will highlight and show the cells the selected
name refers to.
The name manager will not appear if you are
currently editing a named range or table.
Creating Column and Row

Headings
Select the Page Layout tab before choosing
the Sheet Options selection.
From there you will be taken to the Page
Setup dialogue box.
Underneath the list of options under Print,
you will find the option to turn on Row and
Column Headings.
Creating a Table
Start by selecting the data you wish to
convert into a table.
Select the tab labeled Insert and select the
option for Tables, then click the option for a
single table.
If you have named individual rows and
columns in relation to the range in question,
make sure you select the option indicating
My Table Has Headers; otherwise, these will
be created automatically. Ensuring headers do
not show at all can be done by right-clicking
on the completed table, choosing the Design
option, the Table Style option, and then
deselecting the Header Row option.
Choosing the OK option will cause Excel to
consider the first column as the header
column and the first row and the header row
for table creating purposes.
The Shortcut to Remove
Blank Rows
If you want to remove blank rows using a
shortcut, apply these steps:
1. Visit the Home menu.
2. Tap on the Delete command.
3. From the list, click on the Delete
Sheet rows icon.
4. Another easy keyboard shortcut to
delete columns, rows, and even cells
is by tapping Ctrl + - using your
keyboard.
5. Then, all the selected rows,
columns, and cells will be deleted
automatically.
Adding Several Rows in Excel

You can add multiple rows in Excel by
selecting the row under where you want the
new rows to be displayed. Go to the selected
row and right-click on it. Choose the Insert
icon from the menu.
Select the same number of rows you want to
add if you want to insert multiple rows. Go to
the selected cells and tap on the Insert icon
from the list.
Another process is using shortcuts such as
tapping on Alt-4 as many times as required.
Then, add the first row by tapping Alt-4 once.
To repeat the action above, press Ctrl + Y
icons or simply press F4. Now, you can
choose multiple cells by pressing down the
Shift key and using the Down arrow key in
selecting multiple cells.
Inserting Multiple Rows

Inserting multiple rows in Excel can be done
by selecting the row under the point you want
the new row to show. Scroll to the
highlighted row and right-tap on it. Go to the
menu and click the Insert button from the
options.
But if you want to insert multiple rows,
choose the number of rows you want to
insert. Then, you can right-tap within the
selected section and tap the Insert button
from the options.
Using a Shortcut to Insert Multiple
Rows
If you want to insert multiple rows in an
excel worksheet, here are the various options
to use:
1. Enter Alt-4 as required.
2. Press Alt-4 once to insert the initial
row.
3. Click on F4 or Ctrl Y buttons to
repeat this action.
4. Press down the Shift key.
5. Select multiple cells using the
downward arrow.
Adding Text to Columns

When you want to add text to columns in
Microsoft Excel, use these procedures:
a. Launch Excel software.
b. Open a new blank workbook.
c. Enter texts to the first column.
d. Highlight all of them.
e. Go to the upper part of the ribbon
and click on the Data bar.
f. From the list, tap on Text to
Columns.
g. Click on Delimited and tap on the
Next icon.
h. Scroll to the Delimiters menu and
clear all the boxes.
i. You can also select comma and
space.
j. Then, tap on the Finish icon.
Chapter 7: Most Used
Formulas and
Calculations to Save Time
Formulas are one of the key components that

make Excel such an effective data storage
and processing application. The large variety
of formulas made available to the user allows
complex data manipulation, processing, and
handling routines to be easily introduced.
Computational routines can be set up and
adapted to large bulks of data with little
modification.
Basic Formulas
So, what formulas are available to the Excel
beginner user, and how can you employ them
for maximum productivity? Excel’s primary
purpose is to perform calculations. From
simple arithmetic to multifaceted expressions,
these computations are inserted into a cell in
the form of a formula or function and require
the appropriate syntax.
Is there a difference between a
Formula and a Function?
In Excel®, the terms ‘formula’ and ‘function’
are used interchangeably. Most users do not
differentiate between the two. Even
Microsoft® labels the tab ‘Formulas’ when
really it is more representative of functions.
The subtle difference is a ‘function’ is entered
with a name, such as ‘SUM,’ ‘AVERAGE,’ or
‘VLOOKUP’ and typically involves the
evaluation of other cells. A ‘formula’ may be
entered with an operator like (+, -, *, or /) and
does not require the inclusion of cells. Below
is an example: Formula: =2+2 result is 4.
Function: =SUM(B2:B3) result is 4.
From a communication standpoint, it is much

easier to say ‘formula,’ since this is what
most people are familiar with. Therefore, in
this book, the term ‘formula’ is used more
often.
FUNCTION
A function in Excel is a predefined formula.
®
An example of a function name is ‘SUM.’
FORMULA
A formula calculates numbers or evaluates
the contents of one or more cells.
SYNTAX
Syntax in Excel refers to the arrangement or
®
order of a formula or function. All formulas

& functions begin with the equal sign (=)
followed by numbers or the function's name.
Below are the fundamental formulas most

people learn first.
ARITHMETIC OPERATOR DEFINITION
APPLICATION
Sum + Adds two or
(Addition) more cells or
numbers
together
Subtraction - Subtracts two
or more cells
or numbers
Multiplication * Multiplies two
or more cells
or numbers
Division / Divides two or
more cells or
numbers
Step-By-Step Examples
Sum (Addition)
Begin by creating a new blank Excel®
spreadsheet:
From your keyboard, press shortcut keys
(CTRL+N) or
Click the ‘New Document’ icon from the
‘Quick Access’ toolbar:
Enter the following numbers into column ‘A’
Cell ‘A1’ enter the number 2
The spreadsheet should look similar to the
following:
Click cell ‘A5’

From the Ribbon select the tab ‘Formulas’
Click the ∑ AutoSum drop-down arrow
Select ∑ Sum
Press the ‘Enter’ button on your

keyboard
The result should be 8:
Alternatively, you may also type the

following into cell ‘A5’:
Enter the equal = symbol from your

keyboard
Type sum(
Select (highlight) rows ‘A1:A4’
Press the ‘Enter’ button on

your keyboard
Subtraction
Using the same sample data as the ‘Sum’
section:
Select cell ‘B3’

keyboard
Click cell ‘A2’
Enter the minus - symbol from your

keyboard
Click cell ‘A3’

your keyboard
Multiplication
section:
Select cell ‘B4’

keyboard
Click cell ‘A4’
Enter the asterisk * symbol from

your keyboard (shift key + 8 key)
Click cell ‘A1’

your keyboard
Division
section:
Select cell ‘C4’

keyboard
Click cell ‘B4’
Enter the forward slash / symbol

from your keyboard
Click cell ‘B3’

your keyboard
Additional Examples
Arithmetic Operators
The following arithmetic operators are used
to perform basic mathematical operations
such as addition, subtraction, multiplication,
or division.
Arithmetic Meaning Example
operator
+ (plus sign) Addition =4+4
– (minus sign) Subtraction =4–4
=-4
Negation
* (asterisk) Multiplication =4*4
/ (forward slash) Division =4/4
% (percent sign) Percent 40%
^ (caret) Exponentiation =4^4
Comparison Operators
Comparison operators allow you to compare
two values and produce a logical result, i.e.,
TRUE or FALSE.
Comparison Meaning Example
operator
= Equal to =A1=B1
> Greater than =A1>B1
< Less than =A1<B1
>= Greater than or =A1>=B1
equal to
<= Less than or =A1<=B1
equal to
<> Not equal to =A1<>B1
How to Enter a Formula

Once a cell is activated (clicked on and has a
green box around it), a new formula can be
inserted using the “formula bar” as shown
below. Alternatively, you can type the
formula directly into the cell provided you
insert the character “=” first.
Arithmetic Operations
Arithmetic operations can be directly typed
into a cell and the answer will be computed.
For instance, you can type in a cell “=5+4*3”
and it will show the result 17.
Copy and Paste Formulas

When copying and pasting from a cell that
contains a formula, you must be very careful.
After you copy a cell with a formula in it and
you right-click on a new empty cell you will
see different pasting options. You have two
options:
Copy the formula into the new cell—this can
be useful if used appropriately, however,
keep in mind that if the cell contains any cells
referenced, they will remain the same. If you
are pasting to a new worksheet or file, these
references will become errors and the formula
will be invalid.
Copy the result of the formula into the new
cell (what is displayed): this option ensures
that no null reference errors are encountered.
This option is recommended when copying
across different worksheets or files.
Calculating Percentages
Let's say we want to calculate 20% of a value
and then add it to the total, the way sales tax
is calculated in invoices.
The price of the product is $2,900 and the
sales tax is 20%.
Note: 100 percent is 1 in Excel, so, anything
less than 100 percent will be less than 1.
Hence, 20 percent will be 0.2. Always enter a
percent as a decimal place number, unless it
is 100% or greater.
For the Sales tax, we then enter 0.2 in cell
B3.
We can format the cell as a Percentage
(although this is not a must when calculating
percentages in Excel). On the Home tab, in
the Numbers group, click on the % sign. This
will change the 0.2 to 20%.
For the Price, enter $2,900.

For the Sales Tax formula, enter =A6*B3 to
calculate 20% of $2,900, which is $580.00.
For the Total, you can use the AutoSum tool
to generate the sum, or you can enter the
formula directly =SUM(A6:B6) to produce
the total figure of $3,480.00.
You can use the same method above to
subtract percentages. For example, if we
wanted to subtract the Sales Tax from the
Price we would enter =A6-B6 in cell c6.
Chapter 8: How to Use
the Drop-Down List and
Data Validation
Data validation is a spreadsheet feature that

can provide you with the ability to create a
list of specific entries that will then restrict
what values you can place in each cell. You
can also create a message elaborating on what
types of data will be allowed in the cells, add
warning when the wrong type of data is put
into the cells, and check for cells filled with
the wrong information through the use of the
Audit function. Finally, you can set a range of
specific values to be placed in any cell or
determine this range based on the results of a
different cell.
How to Insert Data Validation

To add data validation, follow the procedures
below:
Select the cell you wish to validate.
From the Data tab, go to the Data Validation
button and click on it.
On the Settings tab, modify the validation

criteria according to what you have in mind,
and then click on Ok.
You can add an input message by clicking on

the Input Message box to enter the title and
text of your message relating to the field and
click on Ok.
You can display an error alert by clicking on

Error Alert and moving to the Style box to
select the alert type. Then enter the title and
text of the error message and then click on
Ok.
Editing Data Validation in

Excel
You can change the validation rule in Excel
by performing the steps below:
Select any of the validated cells.
On the Settings tab, make the necessary
adjustments.
Click on Apply these changes to all other
cells with the same settings and then click on
Ok.
Removing Data Validation in
Excel
In case you change your mind about
removing the data validation from your Excel
worksheet, follow the steps below:
Select the cells with data validation.
On the Settings tab, select the Clear All
button and then click on Ok.
Filtering Data in Excel

Filters in Excel are used to display and hide
some data in your worksheet. You can filter
your date, time, date, and numbers. To filter
any data on your worksheet, follow the
procedures below:
Click on the column of the header in the
worksheet.
Go to the Data tab and click on Filter.
Click on the Filter drop-down arrow that

appears on the header of the column.
Unmark the box you don’t want in your
worksheet.
Click on Ok and the data will be filtered.
Grouping of Data in Excel

Grouping data in Excel enables you to hide
data from either the rows or columns. To
group data:
Select the data you want to group.
Go to the Data tab and click on Group.
Select Row and click on Ok.
In the image below, the data in the cells are

grouped.
Creating Data Validation

Rules
You can insert validation rules in cells to
ensure that the data that is entered meets a
certain criterion. For example, let’s say we
want to create a list that will be used by many
people. The list has the following columns:
Product Code, Product Name, and Price.
We want to insert a validation rule to ensure
the Product Code is between 5 and 10
characters only. We could also specify
whether we want numbers only, letters only,
or a combination of both.
For this example, we will make it a
combination of letters and numbers.
Below is an example of how the list would
look.
How to Add a Data Validation Rule Select

the cells for which you want to apply the rule.
Click on the Data tab in the Ribbon, and in
the Data Tools group, you will find the Data
Validation command.
Click on Data Validation to launch the Data
Validation dialog box. The box has three
tabs, Settings, Input Message, and Error
Alert.
On the Settings tab, the Allow drop-down list

gives us several options including, Text
length, Whole number, and Decimal. In the
Allow box, we choose Text length.
The Data drop-down list provides several
comparison operators we can use in our
validation criteria. For this example, we want
the Product Code to be no less than 5
characters and no more than 10 characters.
So, for our validation criteria we’ll enter
these entries:
Allow: Text length
Data: between
Minimum: 5
Maximum: 10
On the Input Message tab, we add a Title and
the Input message. This help message will be
displayed as a small pop-up message when
the user clicks on a cell with the validation
rule.
For this example, we can add a message like:
“The Product Code can be alphanumeric, and
it should be between 5 and 10 characters.”
In the Error Alert tab, we need to enter the
message that is displayed when an entry fails
the validation rule.
For the Style, we have 3 options. Stop,
Warning, and Information. We will choose
the Stop icon for this example, as a Product
Code that does not meet the validation rule
cannot be entered.
We can complete the Title and Error
Message with the following: Title: “Invalid
Entry!”
Error Message: “Invalid entry. Please enter a
value between 5 and 10 characters in
length.”
Once you have completed all the tabs, click
OK.
Data validation will now be applied to the
selected cells.
How to Edit or Remove Data
Validation Rules
Occasionally you may want to change or
remove data validation. To remove data
validation, do the following:
Select the cells where data validation has
been applied.
On the Data tab, click on the Data Validation
command to launch the Data Validation
dialog box.
To change the validation rule, simply edit the
various entries and click OK when done.
To remove the validation rule, click Clear
All.
Click OK.
Create a Dropdown List

Start by adding content to a worksheet in
contiguous cells.
Assign a name to the data as if you were
creating a table.
Select the cell that you wish for the drop-
down menu to be connected to.
Choose the Data tab followed by the Data
Validation option found in the Data Tools
grouping.
Under the Settings tab look for the box
named Source and enter the name of your list
preceded by the = sign.
Under the Input Message tab enter a title and
any additional message you want the drop-
down list to display.
Check the box offering In-Cell Dropdown
and select OK.
You can also include a variety of error alerts
to prevent incorrect data from being entered
into the cell.
When you click on the cell in question the
new dropdown box should then appear.
Chapter 9: Everything
about the Named Range
A Named Range is a group of cells in Excel

that have been selected and given one name.
After you give the selection a name, the
whole range can now be referenced as one
unit using that name in Excel formulas and
functions. This is like a table with a name.
For example, we may have a list of contacts
we would like to use in formulas. We could
either use A1:G17 to identify the range of
data or name the range "Contacts" and then
use that name to reference the data from then
on.
One of the benefits of using a named range is
that the name is an absolute reference. When
you create a formula with that name, you can
copy and paste the formula in any part of
your workbook, including different
worksheets in the workbook, and the name
will always point to the same group of cells.
Creating a Named Range
There are two ways you can create a named
range:
Method 1
Click in the Name box (this is the box on the
left side of the screen, just above the
worksheet area) and enter the name for your
named range.
Press Enter on your keyboard to save the
name.
In the example below, I selected A1:G17 and
entered “Contacts” in the name box to name
that range. I can now use “Contacts” in place
of A1:G17 in all formulas and functions in
this workbook.
By default, when you create a Named Range,
it will be available across all worksheets in
that workbook.
Method 2
Select the cells you want to include in the
named range.
Click on the Formulas tab on the Ribbon. On
the Defined Names group, click on Define
Name.
A dialog box will be displayed that allows
you to enter the name. Leave the Scope field
as Workbook (which is the default) if you
wish to reference the name in different
worksheets in the workbook.
Click OK when done.
Editing a Named Range

On the Formulas tab, click Name Manager
(in the Defined Names group).
The Name Manager dialog box will be
displayed with a list of all the named ranges
and tables in the workbook.
On the list, select the named range you want
to edit and click on the Edit… button.
To change the area that makes up the range,

click in the Refers to field. A scrolling
marquee will appear around the current
range. You can now select a new area or hold
down the Shift key and adjust the current
selection with your mouse pointer.
Click OK on the Edit Name box.
Click Close.
Deleting a Named Range
On the Formulas tab, click Name Manager.
Select the named range you want to delete
from the list.
Click the Delete button.
Click Close when done.
How to Use a Named Range

To select a named range, click the drop-down
arrow of the name box and select the name
from the dropdown list. This will display the
worksheet with the range (if you’re on a
different worksheet) and select all the rows
and columns in the range.
For example:
The following example demonstrates the use
of a named range called Orders_Range in
place of the cell reference A1:D13. The
example uses two formulas to count numeric
values and blank cells in the range. The name
of the range has been used as arguments in
the functions instead of A1:D13.
=COUNT(Orders_Range)
=COUNTBLANK(Orders_Range)
Chapter 10: How to
Work with Pivot Tables
Pivot tables are an easy way to concisely

compare large amounts of data. Your
spreadsheet program is good about
recognizing the need for pivot tables and,
assuming your settings allow it, it will
recommend the use of a pivot table and
automatically create it if you let it, helping
you to present, explore, analyze, and
summarize your data as efficiently as
possible. Before attempting to create a pivot
table, it is important that you ensure all of
your columns and tables have headings and
that they are all free of unprintable
characters/blank cells or extra spaces.
To insert a pivot table, begin by selecting a
single cell that exists in the table or range of
cells. From there, head to the Insert tab and
then choose the option to let the spreadsheet
recommend pivot tables. This will then open
a new dialog box that will suggest a variety
of pivot tables that could be made with your
current data, choose the one you want, and
the spreadsheet will create it as soon as you
provide consent. Pivot tables can be deleted
by simply selecting the pivot table in question
and pressing the delete key. If you get an
error message in response, ensure the
complete pivot table has been selected and try
again.
Create a Pivot Table from

more Than One Existing
Table
Relational data can easily be shown in a pivot
table simply by grouping common values
together. In these instances, the field list will
show all of the tables you can show in the
pivot table. The fields from each of these
tables can then be placed on the table at your
discretion. To use multiple tables from the
same workbook you will first need to create a
relationship between the two tables.
First, it is important that both tables have a
column that can in turn be mapped to one of
the columns from the other table. Ensure this
column only contains unique information and
both tables are named.
Select the ‘Data’ tab and the option
for ‘Relationships’ and then the
‘New’ option.
Select the option for the base table
that the other table or tables will
then be linked to.
In the Column Foreign option,
choose the column that is relevant
for the relationship.
Select the table and column that you
then want to relate to the first table
and column in the Related
Table/Column sections. Confirm
your choices.
Creating your pivot table should
now result in multiple tables being
visible on the pivot table field list
option.
Alter pivot table source data.
Clicking on the pivot table you wish
to alter will bring up the list of tools
for use with the pivot table.
Under the Data tab, select the
Analyze option followed by Change
Data Source.
Select the new range you will want
to use in the box labeled
Table/Range. Instead of typing the
new information, simply select it on
your worksheet and it should auto-
populate this section.
If your external data source has changed, this

can be reflected from the same menu by
selecting the external data source option.
Pivot tables based on data models cannot be
changed.
Like regular tables, pivot tables can be
refreshed by clicking on the pivot table you
wish to refresh to bring up the tools for use
with the pivot table, select the Data tab
followed by the option to Analyze, then
Refresh or Refresh all to refresh every pivot
table in your workbook at once. You can also
press the ALT key in conjunction with F5.
When altering data, ensure you select the
prevent columns and cells from reformatting
incorrectly by first selecting the Data tab
followed by the option to Analyze and then
Options. Select the tab labeled Layout and
Format and ensure that the options for
column width and cell formatting are
selected.
Summarizing Data by Date

To display the columns split into years, drag
a date field into the Columns box, for
example, Order Date. The PivotTable tool
will automatically generate PivotTable fields
for Quarters and Years. Once these fields
have been generated, you should remove the
Order Date field from the Columns box and
place it in the Quarter or Year field,
depending on which one you want to use for
your summary.
To display the row headings by date, place
Order Date (or your date field) in the Rows
box.
This will produce the following results.
As you can see, we can dynamically change

how we want to view our data with just a few
clicks. When you're happy with your
summary, you can then apply formatting to
the appropriate columns. For example, you
could format Sum of Total Cost as Currency
before any formal presentation of the data.
The good thing about PivotTables is that you
can explore different types of summaries with
the pivot table without changing the source
data. If you make a mistake that you can't
figure out how to undo, you can simply delete
the PivotTable worksheet and recreate the
PivotTable in a new worksheet.
Filter and Sort a PivotTable

On some occasions, you may want to limit
what is displayed in the PivotTable. You can
sort and filter a PivotTable just like you can
do to a range of data or an Excel table.
To filter a PivotTable:
Click on the AutoFilter (down arrow) on the
Row Labels cell.
The pop-up menu provides a list of the row
headings in your PivotTable. You can
select/deselect items on this list to limit the
data being displayed in the PivotTable.
Uncheck Select All.
Scroll through the list and manually select the
items you want to display.
Click OK.
The PivotTable will now show only the
selected columns.
Applying a Custom Filter
You can also use the Label Filters and Value
Filters menu commands to apply a custom
filter to your PivotTable. This is done in the
same way as you would do for a range or
table.
Sorting PivotTable Data
To arrange the order of your data in a
PivotTable, you use the same sorting methods
you would use for a range or table.
Click on the AutoFilter button on the column
named Row Labels.
Click on Sort A to Z (to sort in ascending
order) or Sort Z to A (to sort in descending
order). If your column headings are dates,
then you'll get Sort Oldest to Newest (for
ascending) and Sort Newest to Oldest (for
descending).
Present Data with Pivot

Charts
Another way you can present your pivot data
is by using charts. A pivot chart is simply a
chart based on a pivot table. So, instead of
manually aggregating your data first before
creating a regular Excel chart, you can simply
generate a quick pivot table and pivot chart
based on the pivot table. This makes the
process much faster.
To create a pivot chart based on a pivot table,
follow these steps:
Place the cell pointer anywhere in the pivot
table.
Note that you can also find the PivotChart
command button in the Tools group of the
PivotTable Analyze tab (which is displayed
on the Ribbon when the cell pointer is in the
PivotTable).
Excel opens the Insert Chart dialog box that
allows you to select the type and subtype of
the pivot chart you want to create.
Select the type and subtype of the chart you

want in the Insert Chart dialog box and click
OK.
When you click OK, Excel inserts an
embedded pivot chart in the worksheet with
the pivot table used as the data source.
Tip: To move the chart around the screen,

move your mouse pointer over the chart (the
mouse pointer will change to a crosshair),
then click and drag the chart to any part of the
screen you want.
When you click on the PivotChart, three
additional tabs appear on the Ribbon,
PivotChart Analyze, Design, and Format.
You can use commands on these tabs to
redesign, modify, and format your pivot
chart.
Filtering a Pivot Chart

After you generate a new pivot chart, you’ll
notice Field Buttons on the chart. These are
dropdown list buttons for each of the fields
represented on the chart. You can use these
dropdown buttons in the pivot chart itself to
filter what is represented on the chart in the
same way you can do with the pivot table.
For our example above, we have the

Employee drop-down button on the chart as
that is the value being represented in the chart
area.
To filter the chart, for example, if you want to
exclude some names, you can click on the
Employee dropdown button and uncheck
Select All. Then you can individually select
the names you want to represent in the
filtered pivot chart.
To hide the Field Buttons on the chart, for
example, if you want to print the chart
without the buttons, do the following:
On the Ribbon, click the PivotChart Analyze
contextual tab.
In the Show/Hide group, click Field Buttons
(click the button’s image rather than its drop-
down arrow). You can toggle this button to
show or hide the field buttons on the chart.
Moving the Pivot Chart

To move the chart to another worksheet, do
the following:
Click on the pivot chart and then click on the
PivotChart Analyze contextual tab.
In the Actions group, click the Move Chart
command button. Excel displays the Move
Chart dialog box.
Select New sheet and in the corresponding

text box, you can accept the default name
provided for the new worksheet or type in
another name of your choosing.
Click OK when done.
The pivot chart will be moved to a new
worksheet.
Generate a PivotTable and a

PivotChart Simultaneously
You can generate a pivot table and a pivot
chart simultaneously from your data list
without having to generate the pivot table
first.
To generate the pivot table and pivot chart
together, do the following:
Click anywhere in the data list.
On the Insert tab click the drop-down arrow
for the PivotChart command button.
Select PivotChart & PivotTable from the
drop-down menu on the command button.
On the Create PivotTable dialog box, click
the OK button.
Excel will create a new worksheet with the
placeholders for a pivot table and a pivot
chart. In the PivotChart Fields pane on the
right side of the window, you can select the
fields to go in your pivot chart, just as
described in the section on manually creating
a PivotTable in this chapter. As you select the
fields you want for the chart in the PivotChart
Fields pane, the pivot table and pivot chart
will be created together.
Chapter 11: All about
Charts
A chart is a graphical or visual representation

of data in a worksheet in such a way that the
users can have a better understanding of the
data rather than just looking at the numbers.
Excel provides different kinds of chart
formats that match what you want.
Types of Charts
Column Charts
Column charts are useful for data in both row
and column forms. Column charts are ideal
when you wish to show changes to data over
time or wish to compare specific subsets of
data. The average column chart places
categories on the X-axis and values on the Y-
axis.
Bar Charts
Bar charts are quite similar to column charts
and share all the same subtypes. Bar charts
are useful when it comes to illustrating how
individual items compare to one another.
When it comes to choosing between the two,
consider a bar chart when working with
durations of time as your values or when the
axis labels are longer than average.
Line Charts
Line charts are a useful method of displaying
data continuously over a specific amount of
time. Typically, it is used to show how
multiple variables performed along a set scale
when compared to one another. Any data that
is placed into rows or columns can be turned
into a line chart and the X-axis holds category
data and Y-axis contains the value data. Line
charts are especially useful when various
category labels are written as text and are
spread out evenly such as quarters, months,
or years.
Scatter Chart
Scatter charts are also able to change the
scale of the horizontal axis to deliver a
greater degree of specificity. It is also useful
when you want to use a horizontal axis with a
logarithmic scale, when the X values are
easily segmented or when there are more than
10 points on the X-axis. It is also a great
choice when you want to display numerous
data points where time is not a factor. To
prepare data for being put into a scatter chart,
it is important to place all of the values that
you want to be graphed on the X-axis in a
single column or row and then enter the Y-
axis values in the next column or row.
Pie Chart
For data that can be expressed in a single
column or row, the best choice to display it
visually is typically a pie chart. Pie charts are
typically used to show individual parts of a
whole in relation to the combined total of all
of the parts in question. The percentage of
each category’s contribution will also be
displayed as a percentage. Pie charts are the
perfect choice when none of the relative
values are negative, none of the values are
zero, there are no more than seven categories
being graphed and, most importantly, all of
the values are related to a larger whole.
Area Charts
Area charts are useful for making the
magnitude of a category’s values change over
time more readily visible. They are also an
easy way to emphasize each value in relation
to the whole. Area charts typically show a
variety of plotted values as well as their sum
total.
Customizing Charts
After creating a chart, you have several tools
available for formatting and customizing the
chart to your liking. For example, you can
swap the axis, change/adjust the data source,
update the chart title, adjust the layout, apply
a chart style, and apply a theme color to your
chart.
To demonstrate some of these options, let’s
say we need to create a chart with four
quarters of sales.
To create the chart:
Select the range with the data, including the
column headers and row headers.
Click on Insert > Recommended Charts.
You’re presented with the Insert Chart dialog
box with several chart recommendations for
your data.
Select the Clustered Column option.
Click OK.
A chart will be created and added to your
worksheet.
Switching the X and Y Axes
You can switch the values Excel applies to
the vertical axis (also called the Y-axis) and
horizontal axis (also called the X-axis).
To switch the values applied to the axes:
Select the chart.
Click Chart Design > Switch Row/Column.
This will swap the values applied to the
vertical and horizontal axes.
To swap the values back, simply click the
Switch Row/Column button again.
Change the Data Source
To change the data used as the source of the
chart, do the following:
Click the Select Data button on the Design
tab. The Select Data Source dialog box will
be displayed.
Select the up arrow that is on the Chart data
range field. This will change it to a down-
pointing arrow.
Select the cells you want in the worksheet
area and click on the down-pointing arrow to
return to the Select Data Source screen.
Click OK to confirm the change.
The new data source will now be used for the
chart.
Adding Axis Titles
When you create a new chart, you’ll see
“Chart Title” as a placeholder that needs to be
edited with the title of the chart. There are
also no labels at the axis, and we may want to
add them to the chart.
To change the Chart Title, you can simply
click on it and type in the title. Alternatively,
you can select the name from a field on your
worksheet. For example, if we wanted our
chart title to be Sales by quarter, which is in
cell A1 of our worksheet, we would click on
the Chart Title label and in the formula bar,
enter “=A1”. This will use the value in cell
A1 for our chart title.
We can also add titles down the left-hand side
and at the bottom of the chart. These are
called axis titles. The left side is the Y-axis
while the bottom is the X-axis.
To change the layout of your chart, click on
Chart Design > Quick Layout.
You’ll get a pop-up with several chart
layouts. With the chart selected, you can
mouse over each layout to view more details
about it and get a preview of how your chart
will look with that layout. A few of the
options provide axis titles as well as move the
legend to the right of the chart. If you want a
layout with both axis titles, then Layout 9
would be a good pick.
If we select Layout 9, we get a chart with

labels that we can edit to add titles to the X-
axis and Y-axis.
You can edit the axis labels as described
above. You can click on the labels and type in
the text directly or pull the text from your
worksheet area by typing in a cell reference,
for example, =A1, assuming cell A1 as the
text you want for that label.
Chart Styles
When you click on the chart, the Chart
Design tab shows up on the Ribbon. On this
tab, you have an array of Chart Styles you
can choose from to change the look and color
of your chart.
To change the color of the plot area:
Click on the plot area to select it (this is the
center of the chart) and it will be selected.
With the plot area selected, click on the
Format tab on the Ribbon.
Click the drop-down button in the Shape
Styles group.
You’ll get a pop-up with many Theme Styles
to choose from for the format of the plot area.
You can mouse over each one to see a
preview of how your chart would look like if
selected.
When you find the one you like, click on it to
select it.
Creating Sparkline Charts

Adding a Sparkline
Select the data you want to create a Sparkline
chart for. At the lower-right corner of the
selection, you’ll see the Quick Analysis tool.
Click on the Quick Analysis tool to open a
pop-up menu of Quick Analysis options
—Formatting, Charts, Totals, Tables, and
Sparklines.
Click on Sparklines and then select one
option from Line, Column, or Win/Loss.
For this example, the Line option was
selected. The sparklines will be created in the
cells immediately to the right of the selected
values.
To format your Sparkline chart, click on it to

select it.
On the Ribbon, click on the Sparkline tab. In
the Style group, you’ll see various options to
edit and style your sparkline chart.
Use the following options to design your
sparkline:
On the Sparkline tab, click on Line, Column,
or Win/Loss buttons to change the chart type.
You can check Markers to highlight specific
values in the Sparkline chart.
You can select a different Style for the
Sparkline.
You can change the Sparkline Color and the
Marker Color.
Click on Sparkline Color > Weight to change
the width of the Sparkline.
Click on Marker Color to change the color of
the markers.
Click on Axis to show the axis, if the data has
positive and negative values.
Add/Remove Chart Titles
Adding titles to charts and individual charts
X and Y axes provides an easy way to make
complex information more readily apparent.
Title options can be found under Chart Tools
once a chart has been selected to allow access
to the Format, Layout, and Design tabs.
To add a title to a chart, select the Layout tab
and the grouping of options titled Labels to
find the Chart Title option.
A box will appear labeled Box Title, fill it in
and determine where you want the title to be
placed.
Text formation options will appear once the
text is highlighted; traditional formatting
options will also be available.
To add titles to the axes, start by selecting the
preferred chart and then viewing the Layout
tab, the Labels grouping of options, and the
option labeled Axis titles.
This option will provide you with the
opportunity to label all the axes including
multiple X or Y axes. To add a title for the Z-
axis, select the option labeled Depth Axis
Title.
Enter a title and you will be provided with
formatting options as well.
Adding Data Point Labels

Individual labels can be added to specific
data points in some charts to emphasize
specific areas of importance.
To add a single label to all data points in a
specific series or a single point in a series,
start by selecting the desired chart to pull up
the Chart Tools option.
Select the layout tab, followed by the Labels
grouping of options and the option for Data
labels.
This will provide you with options when it
comes to naming an individual or multiple
labels as well as removing unneeded labels.
Add a Legend
A legend is a quick and easy way to ensure
that everyone viewing your chart knows
exactly what they are looking at.
To add a legend to a specific chart, start by
selecting the desired chart to pull up the Chart
Tools option.
Select the Layout tab and the grouping of
options titled Labels to find the Legend
option.
Select the options related to your specific
graph, additional options are available under
the More Legend Options button.
Legend adjustments can be made through this
window or by dragging the legend using the
mouse. Adjustments made through the
options menu will automatically populate and
make adjustments to data placing as needed.
Selecting the legend and hitting the delete
key will remove the legend from the chart.
Selecting the individual legend entries will
allow you to edit them individually.
Modify Chart Size

Charts can be moved or resized by simply
dragging them as required.
Charts can also be resized from the Format
tab by selecting the Size grouping of options,
then Shape Width, and Shape Height.
Additional options are located in the same
place on the ribbon under the button next to
the Size label. Here you will be able to
determine if you want the chart to scale,
rotate, or be resized.
The properties tab provides controls
regarding how the chart moves in relation to
how cells are resized in the worksheet.
Create a Chart Template

Start by selecting the chart that you will want
to save for future use.
Select the Design tab and look for the
grouping of options labeled Type and choose
the Save as Template option.
By default, after you enter a name for the
template, it will be viewable under the
Templates option in the Insert Chart menu.
Giving the template a name and saving it will
populate future charts with all of the colors,
format, and height and width specifications as
the original. It can then be modified as
normal.
The template will be available across
worksheets and workbooks.
Chapter 12: New
Features in Excel for 2021
Microsoft Excel 2021 is an easy-to-

understand tool and with a lot of satisfaction.
This new version has been transformed to a
greater extent and new features have been as
well updated to make your way of working
easier.
One of these new features is the new Ribbon
framework is much more instinctive and
inevitably numerous clients come to incline
toward this new route framework.
Now let’s talk about a few of its features that
have made it relevant, especially at this time.
Password Protection
Excel allows you to protect your workbook
from unauthorized users from accessing your
information by allowing you to create a
password.
Data Filtering
The data filtering tool is a quick and easy
way to locate and work with a set of data
within a range. A filtered range only shows
the rows that meet the criteria specified for a
column. There are two commands available
in Excel for filtering range, which are
AutoFilter and Advanced Filter.
Data Sorting
Data sorting is a process of arranging data in
a particular logical order. With Excel, you
can sort out data in your worksheet either in
ascending or descending order.
Built-In Formulae
One of the major operations carried out in
Excel is the use of formulas to solve certain
problems. With the consciousness that there
are some works that can be done faster with
formulas, Excel is installed with some
formulas that are always coming in handy,
some of them are SUM, MIN, MAX,
AVERAGE, COUNTIF, COUNTA, TRIM,
etc.
Creating Different Charts

Excel allows you to create different charts,
such as line graphs, pie charts, bar graphs,
etc., to illustrate your data in such a way that
can be understood easily.
Automatically Edits Results

Excel automatically edits results if any
change or correction is made in the cell.
File and Replace Command

Excel allows you to find any data you need
whether texts or numbers in the worksheet
and replace them with a new one.
Conditional Formatting
One of the important features of Excel is used
to change the format of the cell. With this
feature, you can use the basic font and cell
formatting tools such as font color, number
font, cell borders, cell fill color, etc. You can
also change the format of your graphical
display of data even with this same feature.
Paste Special
While using the copy and paste feature in
Excel, you may end up copying the format or
formula you don’t need when in reality, you
only need the value, to avoid this, the paste
special feature allows you to bring over the
elements of the copied cells rather than
copying the format along with it.
Flash Fill
While on the worksheet working on a task
that follows the same sequence, Excel allows
you to select the entire range of the cells by
pressing Ctrl+E and then apply the action to
the entire range.
Shortcut Keys
This is a feature of Excel that allows you to
carry out some operations by just pressing
two or three keys altogether. The following
are good examples of the Shortcut keys:
✓ Ctrl + E - Flash fill
✓ Ctrl + A – To highlight all
Hyperlink
The Hyperlink function in Excel allows you
to create the shortcut of a file or website
address for easy access. To locate a
hyperlink, click on the Insert tab, in the
Links group, and then select Hyperlink.
Transpose
This is a function in Excel that allows you to
change the direction of a range of cells to
another. A good example is when a range of
cells is inputted horizontally and now returns
to vertical.
TRIM
Excel has another feature that allows you to
remove extra spaces from the worksheet and
this is known to be the TRIM function.
Sparklines
This is also another feature of Excel that
allows you to create a mini-graph inside a
cell.
Remove Duplicate
Some data may appear twice on your
worksheet, making it difficult to work with.
To solve this issue, all you need to do is use
the Remove Duplicate feature in Excel to
eliminate any repetitive data in the workbook.
Microsoft Excel and the Office Suite have
almost infinite applications. Consider the
following top ten list of Excel's most
common and strong built-in features:
Model and interpret virtually every
piece of data more efficiently.
Quickly zero in on the best data
points.
In a single cell, make a data chart.
You can use your spreadsheets from
almost anywhere.
When people work together, they
will connect, share, and achieve
more.
Take advantage of Pivot Charts that
are more social and creative.
Get the data presentations more
sophisticated.
Get it simpler and quicker.
Increase the computing resources to
create larger, more complicated
spreadsheets.
Excel Services allows you to
publish and distribute your work.
When you combine this with the ability to

configure and simplify every process using
Visual Basic for Applications (VBA), you
have a powerful BI (Business Intelligence)
framework that is flexible and innovative
enough to address almost any business need.
Do you want to use Microsoft Excel for your
enterprise solutions? It would help if you
depended on the Excel Help experts. We've
worked with companies of all sizes and in a
variety of industries. We will help you
optimize your business processes with
Microsoft Excel and other Microsoft
solutions, whether you're a household name
or a small business.
Other Operations in Excel

2021
Here are some of them:
1. Adding a row—to add a row, go to
the Row header under where you
want to insert a new column. Right-
tap on any cell in the selected row.
Tap on Insert from the options to
add it to the system.
2. Entering formulas—tap on the cell
where you want to enter a formula
and type in the formula.
3. Removing a Row or column
operation—select the entire row or
column you want to delete. Go to
the selected row or column and
right-tap on any cell. Then, tap on
Delete from the options.
4. Adjusting the width of Columns
—select an entire column by
tapping on the column header.
Scroll to the highlighted area and
right-tap on any cell. Press on the
column width and enter a value for
the column width from the menu.
5. Showing Formulas within the
worksheet—press down the Ctrl
key and tap the left single quote
button. After this, come back to
numbers by repeating this operation.
6. Adjusting the row height—tap on
the Row header to select the whole
row. Select any cell on the
highlighted section and right-tap on
it. Scroll to the menu and click on
Row Height. Enter a value for the
row height. You can adjust the row
height of different rows at the same
time by clicking on multiple rows.
7. Sorting operations—tap on the
grey rectangle between the A
column header and the I row
header. These are located on the top
left side of the worksheet. With
these actions, you can highlight the
whole worksheet. Go to the menu
bar and tap on Data. Locate the Sort
function and from the options, click
on Sort by. Choose the column to
sort by and click on either the
Descending or Ascending order.
8. Arithmetic precedence—the rule
of arithmetic precedence is followed
when evaluating formulas. These
include the + / -, * and /, ^, and ( ).
+ / - are examined from the left to

right.
^ this is called exponentiation.
( ) enclosed operations within
parentheses are examined before
others. Again, nested parentheses
are examined inside out.
9. Adding a column—move to the

Column header at the right side of
where you want to insert a new
column. Right-tap on any cell in the
selected area. Hit on the Insert
button from the list on the screen.
10. Pasting columns, rows, and cells
—you can go to the Windows
clipboard and choose the row,
columns, and cells where you can
paste texts already copied from your
worksheet.
11. Justifying an entire column or
row—press the row header or
column. This will enable you to
select them. Tap on the Justification
menu and choose left Justify, Right
justify, or Center. This is located on
the Formatting Toolbar.
12. Adjusting the Format of
Numerical Data—tap your cursor
and drag it over the cells having the
numerical data. Go to the selected
area and right-tap on any cell. Press
Format Cells and tap on the Number
icon. From the menu, click on
Category. This will enable you to
choose the type of data on the cells.
You can also adjust the number of
decimal places in numerical data by
clicking on Number and typing the
number of decimal places to use.
13. Copying rows, columns, and cells
—highlight the cells, columns, and
rows by selecting them. Scroll to
the highlighted section and click on
any cell. Tap on the Copy icon. You
will see the highlighted cells
transferred to the Windows
clipboard transparently.
14. Justifying the contents of cells—
tap on the cell and press on the
Justification menu. Select Right
Justify, Left Justify, or Center. This
is located on the Formatting
Toolbar.
Future of Excel
What are our choices now? With the internet
playing such an important role in our lives
and businesses, it's only natural that the
interests of the many would win out. Staying
current on new technology has been a full-
time task as Microsoft platforms begin to
grow. Microsoft Excel will continue to be the
most popular framework for analyzing
results, creating charts and presentations, and
integrating with computer features for digital
dashboards and business intelligence
workflows.
Businesses are increasingly turning to cloud
storage for data connectivity and
collaboration. We see Microsoft Excel's
future in the next few years advancing at a
breakneck pace to have multi-user access to
vast data for research, monitoring, and
significant improvements in performance and
productivity.
Custom solutions are expected in today's
dynamic market climate to retain a
competitive advantage and maximize income.
Microsoft Excel consulting firms are the most
knowledgeable on current and new
developments. Having a retained specialist
consultant is critical to achieving the
maximum strength and efficiencies needed to
succeed in the twenty-first century.
Chapter 13: Excel for
Accounting—10 Excel
Functions You Need to
Know
Accounting
Budgeting, forecasting, cost monitoring,
financial reporting, loan calculators, and
other tools are all accessible. Excel was
essentially created to satisfy these various
accounting requirements. And, given that 89
percent of businesses use Excel for multiple
accounting functions, it clearly meets the
criteria.
Excel also comes with a variety of
spreadsheet models to help you with both of
these tasks.
Excel is undoubtedly the most popular
program in its category. It is widely used by
many people in so many places across the
globe. Excel is used in industries, amongst
students, in general offices, and so on, and
this makes it one of the best software
programs that one needs to master in order to
fit in a job setting today. When you are
looking for a job, knowledge of the Excel
program can easily place you in a better place
than a candidate that has not mastered the
basics of Excel. There are so many reasons
why Excel is good for you, and some of these
are:
Excel Is a Problem-Solving
Program
Excel is known as a spreadsheet program, but
at its very core, it is designed to solve
mathematical programs. You need to know
how much you can do with Excel in order to
enjoy its full usefulness. When it comes to
text data, for instance, Excel can solve any
issue you might have; for instance,
reconciliations, preparing PowerPoint
presentations, and also sending emails to a
big list of recipients.
Excel Will Save Your Time

Time is always needed in order to do more
every day. Time is precious, hence you need
to use the time that you have properly to
avoid regrets afterward. Excel is a program
that will make working easier for you and
help you solve so many problems with ease.
If you are looking for a certain piece of
information, for instance, tracing it from an
excel spreadsheet will be much easier than a
lengthy word program. If you want to enter
data faster, you will do it so well in excel.
Much of the work is automated in Excel, thus
you will only be required to enter just one
piece of information and the rest will
automatically be done for you.
Formatting Options
Businesses may use a variety of styling
options, such as italics, highlighting, and
colors, to make the most relevant data stand
out from the others. This tool will perform a
variety of functions, including whole row
highlighting comparing lists and values, to
name a few. You may use them to attract
attention to specific Accounting entries.
Chart & Graphs for Analysis

You'll need to draw charts if you operate in a
big organization where the manager needs a
detailed visual description of the different
market sectors. It's easy to do with MS Excel!
Organize All of Your Data in

One Place
Excel enables you to build spreadsheets
larger than 20 A1 documents, with over
1,048,576 rows and 16,384 columns in each
spreadsheet, and hundreds of them, or more if
your PC is able, in a single file! Via the insert
tab, you can easily import from other
spreadsheets and add pictures and other
items, making it simple to get all of the data
you've gathered from different files into one
location.
It Boosts Productivity and

Increases Performance
Yes, as previously said, advanced Microsoft
Excel preparation will enhance employee
performance and productivity, resulting in
increased efficiency and productivity for the
organization. The most productive your staff
perform, the faster jobs and assignments can
be completed, enabling you to offer greater
support to your consumers and partners while
still doing more work in a shorter amount of
time. Even if the advantages of advanced
Excel training save your employee a half-
hour per week, when multiplied by the
number of workers in the organization or
business, that will add up to a large sum of
additional staff hours per week.
It Enables You to Increase

Employee Knowledge with
Minimal Cost and Effort
Employees in your Business are now trained
in the initial Excel program, and introducing
basic training plans to help you to properly
utilize the program will be far less costly than
having to train new recruits in the company's
processes and procedures, who also have
experience of these specialized methods.
Furthermore, advanced training may be easy,
requiring just a few weeks or less for workers
who have already shown intermediate
proficiency. Instead of engaging in outside
preparation facilities for an employee, you
can save costs by employing an onsite trainer
who can teach a significant part of the
employees at once. It results in a more trained
and professional workforce at a lower rate.
It Can Boost Your Career
Development
Employees that are valued focus on acquiring
new skills that will allow them to not only
succeed in their current role but also advance
up the corporate ladder. If you don't feed this
need to learn, your employees' work
satisfaction will suffer, and they will be less
motivated to pursue their career path in your
company. When you train workers, you
increase their value to the business while also
reducing turnover and giving the best
employees an incentive to stay.
Increasing Your Productivity

and Efficiency
When working with massive amounts of data
and estimates, Excel is a vital method for
increasing efficiency and enabling employees
to be more productive. When you have a
deeper understanding of Excel, you will be
able to utilize its more powerful software,
which will help you to complete assignments
and interpret data more easily. It will also
enable you to keep team members informed
about data, which will help to speed up the
workflow process.
Making You a Better Data

Organizer
Spreadsheets are a popular method for
gathering and organizing data. Excel is a
spreadsheet program in the most basic form.
It helps you to systematically organize all of
your data while still allowing you to sort the
information in whatever manner you choose.
Data in its raw state can be confusing and
difficult to understand. With Excel's
advanced features, you'll be able to better
organize the data, perform calculations as
required, and filter the data so that it can be
properly interpreted and converted to charts
or graphs for better viewing.
Chapter 14: How to Make
Checklist in Excel
Do you want to increase your productivity?

Excel will come to the rescue with a
multitude of functions that can help you
manage your activities and to-dos with
comfort and organization.
Task List
Check List
Project Management Charts
Time Logs
Now, we discussed the above points, which

are as given below.
Task List
Say goodbye to the old-fashioned to-do list
on paper. With Excel, you can create a much
more comprehensive task list—and also track
your performance on the bigger tasks you
already have on your plate.
Checklist
Similarly, you should make a quick checklist
to cross off the items you've bought or
completed—from a shopping list to a list of
to-dos for a future marketing campaign.
Project Management Charts

Excel is a complete beast when it comes to
making charts, as we've already said. This
principle is often true when it comes to
different project management charts.
Excel will help you maintain your project on
track in a variety of ways, from waterfall
charts to Kanban-style boards (like Trello) to
monitor your team's progress.
Time Logs
You also realize that keeping track of your
time will help you be more productive.
Although there are several fancy applications
and software to help you fulfill the need,
think of Excel as the initial time-tracking
application. It continues to be a viable
alternative today.
Chapter 15: Excel
Functions You Need in
2022
Some of the basic Excel functions and their

descriptions include:
The Mod Function and How

to Use it
After division, the Mod function in Excel
returns the remainder of two numbers.
Therefore, the outcome of MOD bears the
same sign as the divisor number. Then, MOD
(10,3) = 1.
This function is based on the Math and
Trigonometry functions. It is regarded as the
modulo operation. You can also call it
modulus. This gives it the name MOD.
The Round Function and How

to Use it
The Round function returns a number
rounded to a given number of digits. It could
be rounded to the left or right of a decimal.
The purpose of rounding numbers is to a
specific number of digits. In this case, the
return value is the rounded number.
Therefore, the syntax is =ROUND (number,
num, digits).
In this syntax above, the argument is that
number is the number to round while
num_digits is the number of digits that you
want to round your numbers.
If you want to round numbers, it is advisable
to use the round functionality. Apply the
MROUND function when you want to round
to the nearest multiple.
Also, apply the Rounddown function, if you
want to round to the nearest given place. The
FLOOR function is used to round down to the
nearest specific multiple.
In Excel, it is possible to truncate decimal
places using the TRUNC function. Moreover,
you can round down and return an integer
only using the INT function.
The Roundup function is applied to round up
numbers to the nearest specified place.
You can round up to the nearest specified
multiple using the CEILING function.
The Sort Function and How to

Use it
If you want to use the SORT function, click
on the range of cells you want to sort. Choose
the data tab on the Ribbon. Then, tap on the
Sort command. This will cause the sort dialog
box to be displayed.
Choose either an ascending or descending
sorting order for the cells. After sorting the
cells satisfactorily, you should tap on the OK
icon. With this, you can sort the cell range
according to the chosen column.
But, if you want to sort data within the grid,
use the SORTBY function. This is very
flexible since you can apply deletion or
addition features in the columns. The reason
is that it refers to a range. However, the
SORT function refers to a column index
number.
It is useful in rearranging the records and
fields in your data list or table of data.
The Sum Function and How to

Use it
In a range of cells, the SUM Function is used
for totaling one or more numbers. Click on a
blank cell in the row under the cells you want
to sum.
Then, scroll to the Home menu on the Ribbon
and click on the AutoSum button. This will
provide a SUM function in the highlighted
cells automatically. It totals one or more
numbers in a range of cells.
Another method is using the keyboard
shortcut, which is ALT + =. Then, you will
see a SUM formula in the active cell. Extend
the frame of the cells to include cells that are
not automatically added.
Tap on the Enter button to finish the setup.
Another way is entering functions manually
in your worksheet. The syntax for SUM
function setup is SUM (number1, [number 2],
….).
The manual setup has a required argument,
which is number1. Other optional arguments
are enclosed in square brackets such as
[number2],…
You can just type them inside the formula or
they can exist as cell references.
The RoundUp Function and

How to Use it
The RoundUp function returns a number
rounded up to a specified number of the
decimal places. Therefore, you can round up
a number up to a specific number of digits.
The return value is a rounded number.
The syntax for this function is =ROUNDUP
(number, num_digits). In the arguments, the
number means the number that you want to
round up while num_digits stands for the
digits you should round up the functions.
The RoundUp function is used to round
numbers up. Negative numbers round to the
left of the decimal while positive numbers
round to the right of the decimal. Then, zero
rounds to the nearest figure to it.
The RandBetween Function
and How to Use it
This function is classified under Math and
Trigonometry. It returns a random integer
between user-specified numbers. Whenever
the worksheet is opened or calculated, it will
return a random integer.
Now, if you want to produce a range of
random integers in several cells. Tap on the
cells and enter the Randbetween function.
Click on Ctrl + Enter buttons.
If you want to get a random number that may
not be altered if the worksheet is calculated,
go to the formula bar and enter Randbetween.
Then, press F9 and convert the formula into
the result.
To handle random numbers in Excel,
highlight cell A1. Type RAND() and tap on
the Enter icon. If you decide to generate a list
of random numbers, highlight Cell A1. Tap
on the lower right side of Cell A1 and drag it
downwards.
Another strategy is copying the random
numbers and pasting them as values. Then,
select Cell C1 and view at the formula bar.
With this random function, you can produce
random decimal numbers regarded as real
numbers between 0 and 1.
The sign RAND() is a volatile function. It
entails that whenever a worksheet is
calculated a new random number is produced.
Math Functions in Excel 2021

In Excel, Math functions are arranged by
entering the equal symbol before numeric
values. These are numbers that you intend to
calculate, including the Math operators you
want to apply. This pattern is strictly for
simple formulas.
There is the plus sign (+) for addition and the
minus sign (-) for subtraction. The slash (/) is
for division while the asterisk (*) is for
multiplication.
Some of the Math functions in Excel include
the SUM () function, the SUMIF () function,
the COUNT () function, the SYNTAX ()
function, the AVERAGE () function, etc.
The RoundDown Function
and How to Use it
The Rounddown function is designed to
round a number to zero. The syntax is
Rounddown(number, num_digits).
This syntax comes with arguments such as
number, which is required and it is any real
number that you want to round down. The
num_digits, which is required is the number
of digits that you want to round the number.
When the num_digts are greater than zero,
then the number is rounded down to the given
number of decimal places. But if num_digits
is zero, the number is rounded down to the
nearest integer. However, if the num_digits is
less than zero, the number is rounded down to
the left side of the decimal place.
The SUMIF Function and

How to Use it
This function is used for returning the
number of cells that satisfy a given condition.
It can be applied to numbers, dates, and even
texts.
The SUMIF function returns incorrect
outcomes if you apply it for matching strings
longer than the string value or 255 characters.
The syntax for SUMIF is =SUMIF(range,
criteria, [sum_range]).
The argument is that the range is necessary,
which should be assessed by the criteria.
Every range should have numbers containing
arrays, numbers, names, and references.
The criteria are necessary and appear in the
form of text, cell reference, function, and
number. You may add wildcard figures such
as question marks (?), asterisks (*), etc.
The sum_range is optional and represents the
real cells to add.
Handling a SUMIF Function

with Multiple Criteria
This SUMIF function is applied to sum cells
that met several criteria. SUMIFs are used for
summing cells that are adjacent and meet
criteria such as numbers, texts, and dates.
Logical operators are supported by SUMIF
functions. These operators include:
= - equals to
< - less than
> - greater than
<> - not equal to
The syntax for SUMIF is

=SUMIF(sum_range, range1, criteria1,
[range2], [criteria2], …
From the syntax above, the sum_range is the
range to be summed. Range 1 is the first
range to be evaluated. Criteria1 is the criteria
to use on range 1. Range 2 is optional for
analysis while criteria 2 is optional to be used
on range 2.
SUMIFS involves eight functions that divide
logical criteria into two parts, which are range
and criteria. Therefore, the syntax for
developing criteria is different while SUMIF
uses a range of cells for range arguments. It is
not possible to use an array.
Chapter 16: Excel
Calendar with Just One
Formula
Creating a Calendar
(Calendar Format)
1. Use a new blank worksheet or a
new workbook
2. Input the start date in cell B3
3. Input the weekdays starting on
Sunday in B6
4. In B7, input this formula:
=SEQUENCE(5,7,
IF(WEEKDAY(B3,2)=7,B3,B3-
WEEKDAY(B3,2)),1)
You’ll get this:
5. Format the results to a date format
Technically speaking, the calendar is

finished. The issue is that SEQUENCE will
always start on the first Sunday of every
month, even if that day is not part of the
month of interest. The solution is to use
conditional formatting to hide days that are
not part of the month specified in B3.
6. Highlight the entire month result set
(B7:H11)
7. In the Home tab, click on
Conditional Formatting
8. Click on New Rule
9. Click on ‘Use a formula to
determine which cells to format’
10. Use this formula:
=Month($B$3)<>Month(B7)
Note that B4 is absolute (with the $ signs)
and B7 is relative (without the $ signs)
This formula will return TRUE or FALSE if
the month in B3 is not part of the month of
the monthly cells.
Conditional formatting rules will only apply
to cells where the condition is TRUE. If the
month is not in January, then it will be
TRUE, and we can hide it.
11. Click on Format
12. An easy way to hide numbers is to
make the font the same color as the
background, in this case, white
13. Click OK
14. Click OK
There’s your calendar built with 1 formula

and 1 conditional format.
How to Make a Schedule in
Excel
Here, I will be teaching you how to create a
weekly schedule. Provided you are able to
create the weekly schedule, all other
schedules will not be difficult to create.
Creating a Weekly Schedule
To create a weekly schedule, follow the
procedure below:
From the View tab, click on the Page layout
to switch the worksheet view
In the Page Layout tab, Click on Margin and

select Wide
Move to cells A3 and A4 to input the time

(8:00 AM and 8:30 AM respectively) and
then use the drag handle to autofill the time to
6:00 PM
Move to cells B1 and C1 to input the date

(3/25/2019 and 3/26/2019 respectively) and
use the drag handle to autofill the date to
3/31/2019
Move to cell B2 to input the days of the week

starting with Monday and then drag with the
autofill handle to Sunday
Select the list of data on the worksheet except

for the date
To add a table, go to the Home tab, click on
the Format Table and select any table of your
choice
Select My table has header and click on Ok
Here, the worksheet is formatted with the

table
To change the color of the cells that contain

the date, highlight the cells and select the
Format tool
You change the column heading to time by

clicking on the cell that contains column
Chapter 17: Ultimate
Excel Tips and Tricks for
2022
Renaming a Sheet with a

Double Click
There are various ways to rename sheets in
Excel and the easiest of them all is by double-
clicking on the sheet and then renaming it.
Changing the Case of a Text

Certain functions are used to change the case
of a text. For Example, the UPPER function
capitalizes all the characters, the LOWER
function changes the text to lower case while
the PROPER function capitalizes the first
character of a text.
Forming a Text with &
With the sign & you can join the texts in
different columns into a single cell. Let’s join
cells A2, B2, C2, and D4 to form
JOYUSA23F in cell F2.
How to Make Excel Show

Leading Zero
When a value starts with zero, Excel will
automatically delete the zero. To avoid this
problem, add a single quote mark before the
zero as shown in the table below.
Extending Formula Down
You can extend the formula from a cell by
dragging the + cross at the lower bottom
corner of the cell and moving to the other
cells.
Changing How Enter Works

When you click on Enter by default, it
moves you down to a cell. You can change
the method of how Enter works in another
direction. To do this;
Go to File and move to Options
Click on the Advanced tab and go to Edit
Options
Quick Select Formulas
This feature can help save time when trying
to input formulas into the cells. As you begin
to type the formula, you can scroll down to
choose out of the suggested formulas and use
the Enter to select the formula automatically.
Disabling the Excel Start

Screen
Probably you hate it when you open your
Excel program only to be welcomed with
Excel Start Screen. To disable the Start
Screen;
Go to File and move to Options
Go to General and move to Start-up options
to disable the Excel Start Screen
Then click on Ok
Activating Current Date and

Time
You can insert the current date and time by
using the NOW function by using the date
and time from the system.
The Status Bar

When you right-click on the status bar, there
are a lot of features available you can add.
Deleting Errors Cells
To get rid of cells with error values;
From the Home tab, go to Editing and click
on Find & Replace
Go to Go To Special and in the Go To
Special dialog box, select Formula and then
tick Errors
Striking Through Texts in

Excel
To strike through texts in Excel, all you need
to do is first select the cell and then press
Ctrl + 5
How to Clear Formatting

You can clear any formatting from a cell or a
range of cells. To do this;
From the Home tab, go to Editing
Select Clear and click on Clear Format
Sharing Data Online on Excel

You can share Excel data or documents
online. By implication, you can collaborate
with another person to work along with you
on the Excel worksheet. Not only that, you
don’t have to go around with your computer,
you can choose to save your data to
OneCloud and make reference to it anytime,
anywhere.
To share Excel files online;
From the File menu back view, go to Share.
Then choose any of the options that pop up
(Invite People, Email, and Save to
OneDrive).
NOTE: To save your data or files on

OneCloud, you must have Microsoft Account
on your computer.
Free Add-Ins for Excel to

Start Using Now
ASAP utilities developed by
Andrew Engwirda
Autosafe developed by Jan Karel
Findlink developed by Bill Manville
Menurighter developed by Doug
Glancy
Name manager developed by Jan
Karel
Xlg favorites developed by Ken
Puls
Conclusion
Thank you for reading this book. Excel skills

are some of those skills that have become
very important in the job market today. They
carry a lot of weight because Excel does not
just represent one type of skill, but a wide
range of skills that employers are interested
in so much. That is why people with good
Excel skills stand a better chance of securing
a job than those people who have little or no
knowledge about the spreadsheet.
Once you have mastered the material in this
book, you are ready for all the other things
that can be done with Excel.
Now that you have read this book, you can
handle all tasks and projects on your Excel
worksheet. No matter the sector where you
work, in corporate organizations, financial
institutions, agricultural sectors, or a private
business enterprise, it is a veritable tool,
which you can apply to handle your records
properly.
Overall, Microsoft Excel assists you in
manipulating, monitoring, and interpreting
data, allowing you to make better choices and
save time and money.
Excel is used for accountants, investment
managers, consultants, and individuals in all
aspects of financial careers to fulfill their
everyday tasks. With the internet playing
such an important role in our lives and
businesses, it's only natural that the interests
of many would win out. Staying up to date on
new technology has been a full-time task as
Microsoft platforms continue to grow.
Microsoft Excel will continue to be the most
popular framework for analyzing results,
creating maps and presentations, and
integrating with powerful software for digital
dashboards and business intelligence
workflows.
Excel is often unavoidable in marketing, but
with the tips mentioned above, it doesn't have
to be so intimidating. Practice makes perfect,
as they say. These formulae, shortcuts, and
methods will become second nature the more
you utilize them.
Excel skills will make things much easier for
you in a job setting. For instance, you can
gather data easily if you are required to,
analyze it if this is needed, and also draw
some conclusions from the data. Sometimes
you might be required to present a section of
that data to people who make decisions for
the business. You need excellent Excel skills
to be able to do this and this is what will help
you advance in your career from one rank to
the other.
Getting a job today is not as easy as it was
some years ago. People are studying really
hard in order to get skills that will land them
good jobs. You only need the right skills and
you will have the job of your dreams. Many
employers do not consider how many skills
you have but what you can actually do with
the skills that you have, even if you have just
a few skills. This is what generates results in
the end and it is what matters to the right
people.
Good luck!!!

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The All In One Step-by-Step

This document is geared towards providing

- From a Declaration of Principles which was

THE SUMIF FUNCTION AND HOW TO USE IT

MS Excel is a database program that was

Excel in Mobile Phones

You may effortlessly collaborate with others

Where Can I Get an Office

You should utilize the search box on the

Obtaining Free Microsoft

If the Sign up for the free version of Office

The Importance of the

AutoFill: This enables you to copy data to

Chapter 3: How to Use

Basic Cell Navigation

Another alternative to make it easier for you

Cell Selection Extension

Cell Data Types

The data type of a cell can be viewed and

Entering Data into the Cell

Quick Summation of Data

In another way round, you can perform auto

Resizing Rows and Columns in a Cell

How to Copy the Contents of a

Underlining Commas in a Cell

5. If you want to use a double

How to Add Borders to a Cell

A shorter and faster means of getting this

How to Modify the Text

Text Alignment Setting and

Entering and Editing Data

Entering texts in Microsoft

A Microsoft Excel worksheet is very easy to

Adding and Deleting Cells in

Adding an Outline for Your

Starting a New Workbook

Another way of starting a new workbook is

Working on Your Excel Sheet

Copying and Pasting of Data

Once you click the paste option, two basic

Highlighting Numbers and

Another way is to select the new cell where

Saving Your File

Note: You can save your files either into your

Formatting Your Data

In another way round, you can either increase

Just in case the displayed currency type is not

You can choose to either increase or decrease

Formatting an Overlap Data

In the sample above, the data was entered

Another easier way you can do this is by

Once you double-click it, the previous

Now navigate to the format as table in the

Once you select the table format,

Once you click that button, the alignment

You can also choose to enter the rotation

Hiding and Unhiding Data

To unhide the data, just repeat the same