2021

Excel

Tips and trick

Microsoft excel

TALE OF TWO BROTHER

HICHAM AND MOHAMED IBNALAKDI
 Excel 2021

Preface

Motivation
Microsoft now becomes an integral part of our daily life, whether Professional or a student are
using Microsoft on a daily basis. With a busy schedule, you can get Help with our “Tips and
Tricks” of Microsoft Excel that is quite helpful. This book is designed as a part of "The Complete
Microsoft Coursework Series," established to equip the professionals and students with the
eminent capabilities and hone their skillset. The motivation behind this series is the need to
establish a complete and thorough Microsoft coursework.

Prerequisites
To make the book as accessible as possible, the reader should have the basic knowledge of the
Microsoft WORD, EXCEL AND POWER POINT, Microsoft Toolbars, and how to install
Microsoft in windows. Tips and Tricks are provided in this Book are ONLY for Windows of
version Microsoft 365, 2016, and 2013. These Tips Tricks do not imply for Mobile version Of
Microsoft 365 or Office 365.

Final few words

Thank you for downloading this book, and feedback is highly appreciated for enhancing future
versions. I hope that all readers gain something useful from this book and boost their knowledge
of Microsoft excel that the author aimed at while writing it.
Although this book has been thoroughly checked and proofread; typos, errors, inconsistencies in
instances where I have got it wrong are bound to sneak in. Any readers spotting such errors or
addressing certain questions or comments are kindly requested to contact our customer service
through this email ([email protected]) before writing any review online.

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Table of Contents
1. Convert cell into Data Types. ................................................................................................................ 3
2. X LOOK Up. ............................................................................................................................................ 4
3. Create a chart using column. ................................................................................................................ 5
4. Insert tables for Lists and Data. ............................................................................................................ 6
5. How to separate columns using Flash Fill ............................................................................................. 7
6. Sum up with one simple Trick. .............................................................................................................. 8
7. Joined text and number together. ........................................................................................................ 9
8. Cell reference. ..................................................................................................................................... 10
9. How to Validate Data. ......................................................................................................................... 11
10. Extract Data from PDF files. ............................................................................................................ 12
11. Using a Function “If”. ...................................................................................................................... 13
12. Analyze data Ideas. ......................................................................................................................... 14
13. Dropdown list and Set Icons. .......................................................................................................... 15
14. FILTER Function. .............................................................................................................................. 16
15. Quick Analysis Tool. ........................................................................................................................ 17
16. Transpose. ....................................................................................................................................... 18
17. Conditional Function. ...................................................................................................................... 19
18. How to fix formula IF ERROR........................................................................................................... 20
19. Power query. ................................................................................................................................... 21
20. Visio data visualizer......................................................................................................................... 22
21. Analysis Toolpak Data analysis........................................................................................................ 23
22. Forecast sheet. ................................................................................................................................ 24
23. How to convert Units. ..................................................................................................................... 25
24. Recommended pivot table.............................................................................................................. 26
25. PMT ................................................................................................................................................. 27
26. Convert Text Into Column. .............................................................................................................. 28
27. How to find Unique and join text.................................................................................................... 29
28. Filled Map Chart. ............................................................................................................................. 30
29. Transform data into Picture. ........................................................................................................... 31
30. Insert Function Wizard Vlookup. .................................................................................................... 32

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30 tips and tricks Microsoft excel

1. Convert cell into Data Types.

In Excel office 365 you will new data type for Stocks and Geography.

For stocks, write the company name and select all go to Data select the
company at the right corner small plus icon appear to click on the icon you
will all the information related to a company with the help of this function
you can add a company name its address and employees and other
information.

With the help of geography, you will find many different options like population, largest city, GDP and
Leader name, area, etc.

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2. X LOOK Up.

You can use xlookup up function to find information within the table.

For example, you have a list of Country cell A2 to A12, convert it into Geography then insert currency
code using the plus icon right corner of the selected cell, you will see currency code B2 to B12.

If you are looking for a specific country currency code which is china then follow these steps.

a. First type =xlookup(

b. select C2 then type comma then select a list of country A2 to A12 then again type comma
select B2 to B12 and close bracket
c. Press Enter.

You will get this formula =XLOOKUP (A10, A2:A12, B2:B12).

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3. Create a chart using column.

You can create a chart and label it with one simple click, for example select cell B3, then,

Go to insert click on columns, you will find different types of chart. Select chart according to your data.

Once selected type, chart created automatically, you will find chart tool at the
top of the main menu, you can change the type of chart I, e pie, line scattered
or bar chart. You can also label your data using an option Data Label, you can
also add chart Title. You can also create other charts; first go back to the table
then select any cell then go to insert, click on other charts you will different
types of chart, select the chart as required.

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4. Insert tables for Lists and Data.

You can convert your list of data into a table using an option insert table.

First, select any cell within the data, for example, select C5 then go to insert table then select ok
it will create data into a table, with a drop-down list and shaded rows with easier reading. You
can also add one more column at the right of your table, just right total for example in E3 cell
and enter; you will get one more new column at the right.

Similarly, you can also add row just write any text and press enter, you will find one more row.

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5. How to separate columns using Flash Fill

You can find an amazing function in office 365, it will help you in splitting data into different columns.

For example, if you have a list column having first and last name and you want to separate the first
name in one column and last name into another column, then write the first names of one person for
example in cell B2 and then go to the second person write the first name in B3.

Then go to B4 cell then go to Data tab and click Flash Fill.

Once you click it will automatically fill all first names from column A to Column B.

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6. Sum up with one simple Trick.

Now you can do addition or take sum easily with one simple click, for example, if you want to take SUM
of cell B2 to B6 then to go cell B7 using keyboard press Alt = automatically formula generated you
don’t need to type anything.

Press enter, you will get sum of cell B2 to B6.

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7. Joined text and number together.

You can add text and number together in a one-cell using ampersand”&”

For example, if you have a list of names first name, and last in a separate column and you want to join
together in one column then follow these simple steps.

Type = and then select the first cell of the first name

Press & and then select another cell of the last name you will get this formula =A2&" “&B2

Press enter.

If you want to use last name as priority then use this formula, =B2&”, "&A2

The &", "& portion lets us join a comma and space with the text in the cells.

Simply use drag down fill action to implement same formula to rest of the column.

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8. Cell reference.

In Microsoft, there are two types of cell references Absolute cell reference or Relative Cell reference.

You can add an absolute reference using a formula to fix errors down the table.

A cell is a relative reference cell when reference is related to the location of the cell whereas the
reference is Absolute when fixes column to row using the F4 function.

For example, we have a list of data fruits and country and prices and discount 10%,

In this example we create an absolute cell reference of cell E12, fix column and row press F4 to get
absolute cell reference. Finally, you get this formula.

=C14*$E$12

Drag down to fill formula function to the list to get the desire discount rate.

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9. How to Validate Data.

You can validate your data using the option Data validation. Once data is validated then if you add any
wrong number or values in the list it shows an error. Data will be validated according to the source that
users added. You can also remove or clear data validation after completing a task or work.

To implement data validation go to Data then click on Data validation

It restricts the users to type or add value that is not in the list or not required. For example, we have a
list of objects, price, and value, and desire to add more items but the price must be less than 100, then
select the table, click on Data validation, under-setting tab set validation criteria, here we Allow the
whole number. Data must be less than or equal to, and maximum will be 100, and Write input message
also, and set Error alert message if write more than 100 then it shows error alert.

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10. Extract Data from PDF files.

Microsoft 365 provides you an extensive function so that you can import data or PDF file and extract it
using the option Get data.

Then go to file then select from PDF file, select the PDF files that you want to extract. It will open a
navigation pane containing all table and paragraphs in a separate column with page number or titles,

You can also select multiple table or paragraph according to your data requirement

Once you select the table you click on load, if you want to go further editing then click on Transform,
you will see your table data in a new window which is power query editor, once finish editing, and then
click on close & load. It will automatically create a table in a new sheet with the table name by default.

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11. Using a Function “If”.

IF is the most prevalent function using in Microsoft excel for a long time. IF function allows you to
implement logic or in other words judicious comparisons between cells.

So an IF statement can have two results. The first result is if your comparison is true, the second if your
comparison is False.

For example, =IF (C2=” Yes”, 1, 2) says IF (C2 = Yes, then return a 1, otherwise return a 2).

For example, if you have a list of students and you want to give remarks then use the IF formula using
the following function.

In the above example you will get following function formula.

=IF(B2< 50,"PASS","FAIL")

To apply same formula to whole data just drag down using fill option.

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12. Analyze data Ideas.

By Using Analyze data you can convert your list of data into different formats and types, it’s not only this
it will give you many more ideas related to your list of data, Select any cell in the column then go home,
in the main menu bar you will find an option Analyze Data.

For example, you have a list of Disposables and their quantity, price, and supplier, once you click you will
find the ideas section at the side panel it will give you options to ask a question about your data.

Click on the insert chart, you will see a chart related to your data having all list variables.

On the right side of the chart, you will small +icon, when you click on it you will find more options chart
Elements, click on the trend-line checkbox and go to more options, you different trend line options,
select polynomial, and order up to 6 based on the above data, you will see it will create a trend line with
one price showing up, you can easily distinguish price of all items using analyze data and ideas.

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13. Dropdown list and Set Icons.

You can create a dropdown list using a tool Filter is a great feature in Microsoft, to add filters into your
data follow these steps.

i. Select whole table then go to Data click on the filter,

ii. Click on the Dropdown icon, you will find a drop-down list.

iii. Select all if you want to add all students’ grades.

If you want to select any specific grade then click on the drop-down icon then deselect all and select a
specific grade that you want to know, once you select it will automatically show the name, grade, and
GPR of the selected student.

You can also set icon according to your data, select table you will find option at the corner of selection,
click on it you will find an option icon set, or color set just click on it icons will appear. You can also find
numerous option such chart, total, tables, or Sparkline.

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14. FILTER Function.

You can exude a range of data using the FILTER function.

For example, you have a list of students with grades and CGPR and you want to extract students having
grade A+ then first Create a reference cell of grade A+ anywhere in the sheet.

Type FILTER formula I.e. =FILTER

Select Table i.e. array

Then select the Grades column then press equal sign then
select reference cell A+.

Finally, you will get all students got A+. Their name and CGPR,

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15. Quick Analysis Tool.

In Microsoft 365 provides you quick for analysis tool with right click.

For example, we have a list of data of Different province of Canada, using Data types convert province
into geography then find out area, population, and largest city then select the whole table and go to the
quick analysis tool, you can see different options under formatting select data bars, you will see data bar
representing province Ontario having the largest population.

When you click on total you can also calculate sum, average, Count, top 10% of your data list, you can
also find chart, and Sparkline’s and table option in quick analysis tool.

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16. Transpose.

To transpose your data first copy all data you want to change then right-click on a cell where you want
to paste go to paste special, you will find an option transpose, click on it you can see your data will be
interchanged with one simple click.

You can also change your data list into an image, copy data then right-click you will see the other paste
special options select paste as a picture or linked picture in both cases you will get pictures of your data,
now you can also format your data picture and also paste into a word document or PowerPoint slides.

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17. Conditional Function.

Using Conditional functions you can do sum, average, and count or

the min or max in the list your data.

For example, if you have a list of Disposable and their quantity and
you want to find the total cups quantity in the list then You can use
SUMIF following these steps.

Type=SUMIF (

Select column A2 to A24 and press comma,

Then select reverence cell cups that you make, or you can also select
from the list i.e. A3.

Type comma again then select quantities B2 to B24. Closes the

bracket

You will get this formula =SUMIF (A2:A24, A3, B2:B24)

Press enter, you will get sum of all cups in the list.

You can also find other functions such as COUNTIF, AVERAGEIF, MINIIF, OR MAXIF, following these
formulas.

=COUNTIF(A2:A24, A2)

=AVERAGEIF(A2:A24,A4,B2:B24)

=MINIFS(C2:C24,A2:A24,A3,B2:B24,B3)

=MAXIF =MAXIFS(C2:C24,A2:A24,A3,B2:B24,B3)

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18. How to fix formula IF ERROR.

Excel provides the best solution to find errors and fix these errors using the formula function with
numbers.

You can use ERROR.TYPE in an IF function to test for an error value and return a text string, such as a
message, instead of the error value

For example, you have a list of data i.e. object price and value and in the last column difference in which
we use division formula =C15/B15. Once drag down you will get all data except in cell D22, which shows
an error.

To avoid this error we use formula function =if error then comes to zero

IFERROR (C15/B15, 0). Then drag down then you will see the error will resolve.

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19. Power query.

Power query allows you to clean data from the list of tables in a much easiest way than ever before. You
can also import data or transform data from files, databases, or other web pages. But you can excel
window while working on the power query editor once the data is transformed, close the editor and
start working on the excel window again. Perhaps you can use another monitor to see the excel window
as a reference and power query on another monitor.

If you want to import data from the web then go to the web page, copy the link and in the excel window
go to the data, click on an option from webpages then paste the URL you copied. You will see a
navigation pane open having all the tables separate and text or paragraph separated, then select table
which you want and Click Load, power query will create new sheets in excel. To transform data go to
Data then click on the option from table/range. It will automatically open a power query editor.

You will find many other options in the power query editor, i.e. transform, add quality and view, any
changes you performed, and you will see all steps under query settings at the side panel of the power
query editor. Go to view click on column quality, it tells you about empty space or any error in your data.

On the right side expand navigation you will see “queries” having all tables you navigate.

Click on the Close & load option in the Home tab. It will create a new sheet with the table name.

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20. Visio data visualizer.

You can create a diagram or flowchart of your powerful add-ins i.e. Visio data visualizer, once you sign
in, you will see three different types of charts, i.e. basics, cross-functional, or organization.

Go to cross-functional chart then click on horizontal then click on refresh, you will get a chart of your
data list in one simple click.

You find other options at the left corner of the Visio visualizer, click on option select to select diagram.

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21. Analysis Toolpak Data analysis.

Data analysis is one of the great tools for complex statistical analysis with one simple click.

To install the Data analysis tool first Click the File tab, click Options, and then click the Add-Ins category.

For example, you have a list of low calories, carb, or fat. And you are assumed to calculate Annova single
factor, then click on data analysis, you will see analysis tools select Annova single factor and click on OK,
then select cell $A$2:$D$, click ok. You will Annova single factor in a separate sheet.

You can also find t-test, correlation, or many other different tests using analysis tools.

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22. Forecast sheet.

A forecast sheet is a great tool in determining the forecast of temporal data, you can also create
historical or predicted values of data using a forecast sheet. It will create a new sheet with having
prediction of your data based on the criteria you set. Forecast work better if you have a list with any of
these two series

 A series with a date or time entries for the timeline

 A series with corresponding values

These values will be predicted for future dates

To get a forecast sheet Select data, then go to the Data tab, then click on the Forecast sheet, you will
forecast the worksheet box.

In the forecast worksheet box, you will see an options line chart
or a column chart, here we select column chart as an example.

Forecast end and increase it up to 2021 or more for future

prediction,

Then click on the checkbox confidence interval, Confidence

interval can help you figure out the accuracy of the prediction.
The default level of 95% confidence can be changed using the up
or down arrows.

You will also see an option Aggregate Duplicates Using, when your data contains multiple values with
the same timestamp, Excel will average the values, and here we select Max as an example of our data.
Once you click on create, forecast sheet create automatically.

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23. How to convert Units.

You can convert your data from one measurement to another with one simple formula convert.

For example, we have a list of objects and temperature in degree Celsius and desire to convert it into
Fahrenheit, for conversion use this formula.

First type =CONVERT(

Then select cell for example B14 then press comma using Shift you will see numerous option of unit
conversion, then double on degree Celsius the again press shift comma you will more option of
conversion unit then select Fahrenheit as an example, It will automatically calculate Celsius into
Fahrenheit.

You can drag it down using fill to apply the same formula to the list.

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24. Recommended pivot table.

You can insert a recommended pivot table with one simple click, it will provide you different options
according to your chart. A PivotTable is a powerful tool to calculate, summarize, and analyze data that
lets you see comparisons, patterns, and trends in your data.1

For example, we have a list of Fruits and Countries from where they imported and their price, click on
any cell inside the data then go to insert then click on the recommended pivot table, once you select you
will see it will provide you better recommendation related to your data listed. Such sum of price by
country, or count of fruits by country.

Here we select sum of price by country, once you select excel will create a pivot table in a new sheet,
you will also find Pivot table fields at the side panel. You can select more options according to your
requirement.

1
https://support.microsoft.com/en-us/office/create-a-pivottable-to-analyze-worksheet-data

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25. PMT

PMT is a payment function that mostly used in determining loan and annual rates in payment or budget
account data.

For example, we have a list of the loan amount, annual rate, and a number of payments. We use the
PMT formula to find out a monthly.

We get this formula. =PMT(B29/6,B30,B28)

annual rate divided by months i.e 6 months. We have to pay the given amount in 6 months.

We find an amount of 85.61$ that will have to pay each month.

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26. Convert Text Into Column.

Text to the column is a user to convert the text into a column

It’s a quick and easy way to copy your text from word or notepad and paste it into excel.

For example, we have a list of data of Lab reports and have to convert it into text,

First copy text, and paste on excel, when you pasted you will see that it will be pasted on one column,
rather than in a separated column, to make a separate column then first select data list then go to Data
then click on Text to a column.

You will see text to column wizard, showing different option then
click on Delimited it will help in separation of a comma, semi
column, or tab, then click on next you find other options then
click semi column then click finish, then finally you find your data
into separate column.

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27. How to find Unique and join text.

Office 365 provides you extensive formula option that you can also use
for your data to find unique values and to join them in one column as
text.

For example, we have a list of disposables and their supplier, whose

supplies more than one disposables.

First we create a list of supplier using formula

Type =UNIQUE( then select cell B2 to B24 We get this formula

=UNIQUE(B2:B24)

To find how many disposables that each supplier supplies here we use the IF logical formula.

Type =IF (A26=$B$2:$B$24,$A$2:$A$24,"")

But you will see empty spaces when you see the result, because we select column array as a reference
to remove these empty spaces and join text together we use =TEXTJOIN formula along with the above
formula

I.e. =
TEXTJOIN(",",TRUE,IF(A26=$B$2:$B$24,$A$2:$A$24,""))

The Delimiter is a text string, either empty, or one or more

characters enclosed by double quotes, or a reference to a
valid text string. If a number is supplied, it will be treated
as text.

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28. Filled Map Chart.

You can also add filled map in your excel data list using an option maps.

To insert a map go to insert then click the above icon then select the filled map. Once
you click a new tab will open chart design then go to add chart element then to go to data elements,
then select show data label you will see labels on the map. You can also select a quick layout and theme
or select chart types.

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29. Transform data into Picture.

You can transform your data into cool picture icons using an office Add-ins People graph,

For example, we have a list of country and Prices in dollars then go to insert then go to my Add-ins then
click on the people graph if you don’t have the people graph then you can add it using the search option
and install.

Once you install you will see the people graph icon, then click on it you will find different options such as
settings and Data, click on data and select your data to create a chart. Must sure your data contain
numbers. Then click on create.

Then go to setting you will find options such as Theme, type, and shape, then select price icon, you will
get the graph of your data with picture icons showing data variables.

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30. Insert Function Wizard Vlookup.

VLOOKUP is one of the most widely used functions in Excel

VLOOKUP lets you look up a value in a column on the left, then returns
information in another column to the right if it finds a match.

You can also use function wizard for vlookup or use formula.

For example, we have a list of students, their grades and cGPR, and
desired to find out specific student grade and cGPR, in this example we
are going to use formula function,

First, go to Formulas then click on the insert function. Then select

category “lookup & reference” then select a function VLOOKUP, once
you select you will see a formula box.

Select 3 for column index for CGPR, and finally, you will get the result of the student you are searching
for.

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