Table of Contents 1 of 105

Table of Contents
Table of Contents ............................................................................................................................ 1
Reflect on what you know in Excel Rate yourself – 1 to 10............................................................ 3
What's new in Excel 2013 ............................................................................................................... 4
Excel 2013 Program Window ........................................................................................................ 14
Excel 2013 Interface .................................................................................................................. 15
Shortcut Function Keys ................................................................................................................. 19
Commonly used Shortcuts ............................................................................................................ 20
Operators, Arguments & Expressions ........................................................................................... 21
Cell Referencing: Relative / Absolute / Mixed ............................................................................. 22
Excel Structure & Organization ..................................................................................................... 22
Understanding Formula Errors ..................................................................................................... 23
Excel 2013 new functions that can save your time............................................................................... 24
1: DAYS()....................................................................................................................... 24
2: IFNA() ........................................................................................................................ 25
3: SHEETS() ................................................................................................................... 25
4: SHEET() ..................................................................................................................... 26
5: XOR() ......................................................................................................................... 26
6: ISOWEEKNUM()....................................................................................................... 27
7: ISFORMULA() ........................................................................................................... 27
8: ARABIC()................................................................................................................... 28
9: ENCODEURL().......................................................................................................... 28
10: WEBSERVICE()....................................................................................................... 29
EXCELeration Tips and Tricks ........................................................................................................ 30
Quick Auto Sum ............................................................................................................. 30
Format Painter ............................................................................................................... 31
Data Types...................................................................................................................... 32
BODMAS ......................................................................................................................... 33
Operators ....................................................................................................................... 34
Functions used in Spreadsheets .................................................................................... 35
Excel Functions by Categories........................................................................................ 35
Fill Handle and Smart Tag - Auto Fill Options ................................................................ 36
Quick List ........................................................................................................................ 37
Converting Bizarre Text Dates to Real Dates ................................................................. 38
Auditing Toolbar ............................................................................................................ 39
Audit using Chart ........................................................................................................... 40
Windows and Views ....................................................................................................... 41
Excel 2013 Flash Fill........................................................................................................................ 42
Charts in Excel 2013 via the Quick Analysis Tool ................................................................ 47
ETL Process .................................................................................................................................... 50
Working with Text (Splitting / Concatenating Data) ...................................................... 50
Join Text Strings in Excel with the “&” Operator ............................................. 50

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Join Text Strings in Excel Using CONCATENATE Function ................................ 51

Text to Column ............................................................................................................... 52
Filling Empty Cells .......................................................................................................... 55
.......................................................................................................................... 56
IF Function..................................................................................................................................... 59
AND Function ................................................................................................................................ 61
OR Function................................................................................................................................... 62
VLOOKUP Function ....................................................................................................................... 63
Mathematical & Statistical Function ............................................................................................ 65
Countifs ......................................................................................................................................... 67
Sumifs ............................................................................................................................................ 68
Countif – Normally for Excel 2003 ................................................................................................ 69
Sumif – Normally for Excel 2003 ................................................................................................... 70
....................................................................................................................................................... 70
Date Functions .............................................................................................................................. 71
Range Name .................................................................................................................................. 72
Function Wizard ............................................................................................................................ 73
Data Form ..................................................................................................................................... 73
Data Table ..................................................................................................................................... 73
Subtotal Feature ........................................................................................................................... 74
Consolidation ................................................................................................................................ 75
Automatic Consolidation .............................................................................................................. 79
Security of Files, Workbooks & Worksheets ................................................................................. 81
Conditional Formatting ................................................................................................................. 82
Subtotal ........................................................................................................................................ 88
SumProduct................................................................................................................................... 90
Pivot Tables ................................................................................................................................... 91
Anatomy of a Pivot Table ............................................................................................... 91
Pivot Tables Behind the Scenes ..................................................................................... 92
Limitations of Pivot Table Reports ................................................................................. 93
Preparing Data for Pivot Table Reporting ...................................................................... 94
Summary of Good Data Source Design .......................................................................... 94
Creating a basic Pivot Table ........................................................................................... 96
Do more with Pivot Tables ............................................................................................. 99
Working with Pivot Table Group.................................................................................. 102
Charts .......................................................................................................................................... 103
Using Excel as Your Charting Canvas ........................................................................... 103

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Reflect on what you know in Excel Rate yourself – 1 to 10

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What's new in Excel 2013

Note SkyDrive is now OneDrive, and SkyDrive Pro is now OneDrive for Business. Read more about this change
at From SkyDrive to OneDrive.

The first thing you’ll see when you open Excel is a brand new look. It’s cleaner, but it’s also designed
to help you get professional-looking results quickly. You’ll find many new features that let you get
away from walls of numbers and draw more persuasive pictures of your data, guiding you to better,
more informed decisions.

Top features to explore Get started quickly

Templates do most of the set-up and design work for you, so you can focus on your data. When you
open Excel 2013, you’ll see templates for budgets, calendars, forms, and reports, and more.

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Instant data analysis

The new Quick Analysis tool lets you convert your data into a chart or table in two steps or less.
Preview your data with conditional formatting, sparklines, or charts, and make your choice stick in
just one click. To use this new feature, see Analyze your data instantly.

Fill out an entire column of data in a flash

Flash Fill is like a data assistant that finishes your work for you. As soon as it detects what you want
to do, Flash Fill enters the rest of your data in one fell swoop, following the pattern it recognizes in
your data. To see when this feature comes in handy, see Split a column of data based on what you
type.

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Create the right chart for your data

With Chart recommendations, Excel recommends the most suitable charts for your data. Get a
quick peek to see how your data looks in the different charts, and then simply pick the one that
shows the insights you want to present. Give this feature a try when you create your first chart.

Filter table data by using slicers

First introduced in Excel 2010 as an interactive way to filter PivotTable data, slicers can now also filter
data in Excel tables, query tables, and other data tables. Simpler to set up and use, slicers show the
current filter so you’ll know exactly what data you’re looking at.

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One workbook, one window

In Excel 2013 each workbook has in its own window, making it easier to work on two workbooks at
once. It also makes life easier when you’re working on two monitors.

New Excel functions

You’ll find several new functions in the math and trigonometry, statistical, engineering, date and
time, lookup and reference, logical, and text function categories. Also new are a few Web service
functions for referencing existing Representational State Transfer (REST)-compliant Web services.
Look for details in New functions in Excel 2013.

Save and share files online

Excel makes it easier to save your workbooks to your own online location, like your free OneDrive or
your organization’s Office 365 service. It’s also simpler to share your worksheets with other people.
No matter what device they’re using or where they are, everyone works with the latest version of a
worksheet— and you can even work together in real time. To learn more about it, see Save a
workbook to the Web.

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Embed worksheet data in a web page

To share part of your worksheet on the web, you can simply embed it on your web page. Other
people can then work with the data in Excel Online or open the embedded data in Excel.

Share an Excel worksheet in an online meeting

No matter where you are or what device you’re on—be it your smartphone, tablet, or PC—as long as
you have Lync installed, you can connect to and share a workbook in an online meeting. To learn
more about it, seePresent a workbook online.

Save to a new file format

Now you can save to and open files in the new Strict Open XML Spreadsheet (*.xlsx) file format. This
file format lets you read and write ISO8601 dates to resolve a leap year issue for the year 1900. To
learn more about it, see Save a workbook in another file format.

New charting features Changes to the ribbon for charts

The new Recommended Charts button on the Insert tab lets you pick from a variety of charts that
are right for your data. Related types of charts like scatter and bubble charts are under one umbrella.
And there’s a brand new button for combo charts—a favorite chart you’ve asked for. When you click
a chart, you’ll also see a simpler Chart Tools ribbon. With just a Design and Format tab, it should be
easier to find what you need.

Fine tune charts quickly

Three new chart buttons let you quickly pick and preview changes to chart elements (like titles or
labels), the look and style of your chart, or to the data that is shown. To learn more about it,
see Format your chart.

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Richer data labels

Now you can include rich and refreshable text from data points or any other text in your data labels,
enhance them with formatting and additional freeform text, and display them in just about any
shape. Data labels stay in place, even when you switch to a different type of chart. You can also
connect them to their data points with leader lines on all charts, not just pie charts. To work with rich
data labels, see Change the format of data labels in a chart.

View animation in charts

See a chart come alive when you make changes to its source data. This isn’t just fun to watch—the
movement in the chart also makes the changes in your data much clearer.

Powerful data analysis Create a PivotTable that suits your data

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Picking the right fields to summarize your data in a PivotTable report can be a daunting task. Now
you can get some help with that. When you create a PivotTable, Excel recommends several ways to
summarize your data, and shows you a quick preview of the field layouts so you can pick the one
that gives you the insights you’re looking for. To learn more about it, see Create a PivotTable to
analyze worksheet data.

Use one Field List to create different types of PivotTables

Create the layout of a PivotTable that uses one table or multiple tables by using one and the same
Field List. Revamped to accommodate both single and multi-table PivotTables, the Field List makes it
easier to find the fields you want in your PivotTable layout, switch to the new Excel Data Model by
adding more tables, and explore and navigate to all of the tables. To learn more about it, see Use the
Field List to arrange fields in a PivotTable.

Use multiple tables in your data analysis

The new Excel Data Model lets you to tap into powerful analysis features that were previously only
available by installing the Power Pivot add-in. In addition to creating traditional PivotTables, you can
now create PivotTables based on multiple tables in Excel. By importing different tables, and creating
relationships between them, you’ll be able to analyze your data with results you aren’t able to get
from traditional PivotTable data. To learn more about it, see Create a Data Model in Excel.

Power Query

If you’re using Office Professional Plus 2013 or Office 365 Pro Plus, you can take advantage of Power
Query for Excel. Use Power Query to easily discover and connect to data from public and corporate
data sources. This includes new data search capabilities, as well as capabilities to easily transform and
merge data from multiple data sources so that you can continue to analyze it in Excel. To learn more
about it, see Discover and combine with Power Query for Excel.

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Power Map

If you're using Office 365 Pro Plus, you can take advantage of Power Map for Excel. Power Map is a
three-dimensional (3-D) data visualization tool that lets you look at information in new ways by using
geographic and time-based data. You can discover insights that you might not see in traditional two-
dimensional (2-D) tables and charts. To learn more about it, see Get started with Power Map.

Connect to new data sources

To use multiple tables in the Excel Data Model, you can now connect to and import data from
additional data sources into Excel as tables or PivotTables. For example, connect to data feeds like
OData, Windows Azure DataMarket, and SharePoint data feeds. You can also connect to data sources
from additional OLE DB providers.

Create relationships between tables

When you’ve got data from different data sources in multiple tables in the Excel Data Model,
creating relationships between those tables makes it easy to analyze your data without having to
consolidate it into one table. By using MDX queries, you can further leverage table relationships to
create meaningful PivotTable reports. To learn more about it, see Create a relationship between two
tables.

Use a timeline to show data for different time periods

A timeline makes it simpler to compare your PivotTable or PivotChart data over different time
periods. Instead of grouping by dates, you can now simply filter dates interactively or move through

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data in sequential time periods, like rolling month-to-month performance, in just one click. To learn
more about it, see Create a PivotTable timeline to filter dates.

Use Drill Down, Drill Up, and Cross Drill to get to different levels of detail

Drilling down to different levels of detail in a complex set of data is not an easy task. Custom sets are
helpful, but finding them among a large number of fields in the Field List takes time. In the new
Excel Data Model, you’ll be able to navigate to different levels more easily. Use Drill Down into a
PivotTable or PivotChart hierarchy to see granular levels of detail, and Drill Up to go to a higher level
for “big picture” insights. To learn more about it, seeDrill into PivotTable data.

Use OLAP calculated members and measures

Tap into the power of self-service Business Intelligence (BI) and add your own Multidimensional
Expression (MDX)-based calculations in PivotTable data that is connected to an Online Analytical
Processing (OLAP) cube. No need to reach for the Excel Object Model—now you can create and
manage calculated members and measures right in Excel.

Create a standalone PivotChart

A PivotChart no longer has to be associated with a PivotTable. A standalone or de-coupled

PivotChart lets you experience new ways to navigate to data details by using the new Drill Down,
and Drill Up features. It’s also much easier to copy or move a de-coupled PivotChart. To learn more
about it, see Create a PivotChart.

Power View

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If you’re using Office Professional Plus, you can take advantage of Power View. Simply click the
Power View button on the ribbon to discover insights about your data with highly interactive,
powerful data exploration, visualization, and presentation features that are easy to apply. Power View
lets you create and interact with charts, slicers, and other data visualizations in a single sheet. Learn
more about Power View in Excel 2013.

New and improved add-ins and converters Power Pivot for Excel add-in

If you’re using Office Professional Plus 2013 or Office 365 Pro Plus, the Power Pivot add-in comes
installed with Excel. The Power Pivot data analysis engine is now built into Excel so that you can build
simple data models directly in Excel. The Power Pivot add-in provides an environment for creating
more sophisticated models. Use it to filter out data when importing it, define your own hierarchies,
calculation fields, and key performance indicators (KPIs), and use the Data Analysis Expressions (DAX)
language to create advanced formulas. Learn more about the Power Pivot in Excel 2013 add-in.

Inquire add-in

If you’re using Office Professional Plus 2013 or Office 365 Pro Plus, the Inquire add-in comes
installed with Excel. It helps you analyze and review your workbooks to understand their design,
function, and data dependencies, and to uncover a variety of problems including formula errors or
inconsistencies, hidden information, broken links and others. From Inquire, you can start a new
Microsoft Office tool, called Spreadsheet Compare, to compare two versions of a workbook, clearly
indicating where changes have occurred. During an audit, you have full visibility of the changes in
your workbooks.

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Excel 2013 Program Window

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Excel 2013 Interface

Excel 2013 is very much like Word and other Office applications. Excel has a File tab that opens aBackstage view,
a Ribbon with multiple tabs that contain commands you can click to execute, a QuickAccess toolbar,
a status bar, scroll bars, and a Zoom slider. This figure provides a quick overview.

These instructions walk you through the Excel interface and show you how to move around. After you get your
bearings in Excel, you’re ready to start creating worksheets. The best way to learn about a new application is to jump
in and start exploring. Work through this exercise to see how Excel is set up.

Starting out with some basic terminology is a good idea. A spreadsheet is a grid composed of rows and columns. At
the intersection of each row and column is a cell.You can type text, numbers, and formulas into cells to build your
spreadsheet.

In Excel, spreadsheets are dubbed worksheets or just sheets. Worksheets are stored in data files, orworkbooks, and
each workbook can contain multiple worksheets. Worksheet tabs at the bottom of a workbook window enable you to
switch quickly between worksheets.

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1. Start Excel 2013 from the Start screen (Windows 8) or Start menu (Windows 7).

You might want to pin the Excel 2013 tile to the taskbar in Windows 8 to save yourself some time in opening it.
Right-click the Excel 2013 tile on the Start screen and then click Pin to Taskbar in the command bar that
appears at the bottom of the screen.

From that point on, you can start Excel by clicking the Excel icon on the taskbar from the desktop. This trick
works with all the Office apps, by the way.

An opening screen appears, as shown, providing shortcuts to recently used workbook files and thumbnails of
some available templates. One of the templates is Blank Workbook.

2. Click the Blank Workbook thumbnail image to start a new blank workbook.

Alternatively, you can also press the Esc key to go to a new blank workbook from the opening screen.

A new workbook appears.

3. Click the File tab to open Backstage view and then click Info.

Information about the active document appears, as shown in this figure.

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4. Click the Back arrow, or press the Esc key, to return to the new blank workbook. (See this figure.)

The Back arrow is the left-pointing arrow in the upper-left corner.

This figure shows a basic worksheet in Excel. Notice that each row has a unique number, and each column has
a unique letter. The combination of a letter and a number forms a cell address. The letter comes first.

For example, the cell in the upper-left corner is A1. When you type something in Excel, your typing is entered
into the active cell, which features the cell cursor, or a thick green outline. The active cell’s name appears in
the Name box.

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5. Click the View tab on the Ribbon, and then click the Zoom button so that the Zoom dialog boxopens.
(See the figure.)

6. Select 200% and then click OK.

The dialog box closes, and the magnification changes to show each cell in a more close-up view.

7. At the bottom-right corner of the Excel window, drag the Zoom slider left to 100%, changing the zoom
back to its original setting. (See the figure.)

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Shortcut Function Keys

(Commonly used Items are in Bold Font Style)
Function Key SHIFT CTRL ALT CTRL+SHIFT ALT+SHIFT
Display
Help or the Insert a Insert a new
F1 What's This?
Office chart sheet worksheet
Assistant
Edit the Edit a cell Save As Save
F2
active cell comment command command

Paste a Paste a Create names by

Define a
F3 name into a function into using row and
name
formula a formula column labels

Repeat the
Repeat the Close the
F4 last Find Exit
last action window
(Find Next)
Display the
Restore the
F5 Go To Find dialog
window size
box
Move to the
Move to the Move to the
Move to the next
F6 previous previous workbook
next pane workbook
pane window
window
Spelling Move the
F7
command window
Display the
Extend a Add to the Resize the
F8 Macro
selection selection window
dialog box
Calculate all
Calculate the Minimize
sheets in all
F9 active the
open
worksheet workbook
workbooks
Display a Maximize or
Make the
shortcut restore the
F10 menu bar
menu (right workbook
active
click) window
Insert a Display
Create a Insert a new Microsoft Visual
F11
chart worksheet Excel 4.0 Basic
macro sheet Editor
Save As Save Open
F12 Print command
command command command

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Commonly used Shortcuts

Start a new line in the same cell ALT+ENTER
Fill down CTRL+D
Fill to the right CTRL+R
Fill the selected cell range with the current entry CTRL+ENTER
Complete a cell entry and move to the right in the selection TAB
Complete a cell entry and move to the left in the selection SHIFT+TAB
ALT+DOWN
Display the AutoComplete list
ARROW
Display the Cells command (Format menu) CTRL+1
Apply the General number format CTRL+SHIFT+~
Apply the Currency format with two decimal places (negative
CTRL+SHIFT+$
numbers appear in parentheses)
Apply the Percentage format with no decimal places CTRL+SHIFT+%
Apply the Exponential number format with two decimal places CTRL+SHIFT+^
Apply the Date format with the day, month, and year CTRL+SHIFT+#
Apply the Number format with two decimal places, 1000
CTRL+SHIFT+!
separator, and – for negative values
Hide rows CTRL+9
Unhide rows CTRL+SHIFT+(
Hide columns CTRL+0 (ZERO)
Unhide columns CTRL+SHIFT+)
CTRL+SHIFT+PLUS
Insert Cell SIGN
Delete Cell CTRL+-
CTRL+SHIFT+ENT
Enter a formula as an array formula ER
Select the entire column CTRL+SPACEBAR
Select the entire row SHIFT+SPACEBAR
Select the entire worksheet CTRL+A
Turn End mode on or off END
Extend the selection to the last nonblank cell in the same END, SHIFT+ arrow
column or row as the active cell key
Extend the selection to the last cell used on the worksheet
(lower-right corner) END, SHIFT+HOME

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Operators, Arguments & Expressions

Operators

Mathematical Operators
+ - * / ( ) % ^

Text
&

Relational
= > < >= <= <>

Logical
=

Arguments

Most of Excel functions need values of some sort to perform calculations on them, these values
are known as arguments. Function can take three different types of arguments constants,
references or functions. Constants and functions may be of type number, text or logical
(TRUE/FALSE); arguments may be error values or arrays. While the references may be a
single cell reference or could be range of cells, normally single cell reference is used in scalar
functions while ranges are used in aggregate functions.

If your regional settings is set to US (Default) the argument separator is , comma. Maximum
number of arguments which any function can take is 255. There are several functions which
takes optional arguments.

Example:
=SUM(A1:A10)
=IF(A3>=40,"Pass","Fail")

Expressions
An expression is combination of values/constants, references and/or symbols used to
produce results. There are different types of values/constants you can use in any
expression:

Numeric values are combination of numbers and basic numeric punctuation i.e. , & .
you can use both positive & negative numbers.
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String is a character, a word, or group of words considered as an entity or any

combination of letters or words which may include numbers too. Normally when we are
using string / text as argument it should be enclosed in “ “ inverted commas.
Boolean value are either TRUE or FALSE. A FALSE value also has the value of 0. In
this case, any other numeric value is considered TRUE. Boolean values are mostly
used in comparisons.

Cell Referencing: Relative / Absolute / Mixed

Relative references in its very nature all the references we use are relative that means
that whenever we enter any reference in a formula i.e. =A1+B1 in the cell C1 when we
copy the same to the cell C2 it will relatively change the cells A1 to A2 and B1 to B2 so
the formula after copying will be =A2+B2.
Absolute references when we use worksheets in our daily working life many times situation
arises when we want the cell reference to remain intact i.e. won’t change when we copy the
cells. For achieving the same we used to put $ dollar signs both in front of column letter i.e. A,
B, C … and the row numbers i.e. 1, 2, 3 … so if we want to refer an absolute reference in our
formula we have to write =$A$1+B2 it says that A1 is absolute and B2 is relative

Mixed references In addition to absolute references ($A$5) and relative references (A5), there
are two kinds of mixed reference:

$A5 When copied, Colum will remain absolute and row will be relative
A$5 When copied, Row will remain absolute and column will be relative

Excel Structure & Organization

Excel 2003 Excel 2007-13

Columns A - IV 256 Columns A - XFD 16,384
Rows 1 - 65536 65,536 Rows 1 - 1048576 1,048,576

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Understanding Formula Errors

Excel is capable of performing complex calculations. However, something like an
incorrect cell reference or missing parenthesis can be hard to trace. Understanding the
error will help you track down the problem.
#NAME?
Something in the formula is interpreted as incorrect cell reference, range or function
name.

#REF!
Might have relocated or deleted a cell referenced in a formula. Normally when you
delete a column or row which is used in some formula.

#VALUE!
Indicates a given formula argument is of incorrect type (such as adding text to a number
field).

#DIV/0!
Occurs when a formula divides by 0 or references an empty cell.

#NUM!
Normally this error occurs when there are some numeric argument errors, for example
almost all financial functions takes investment as negative value and returns as positive,
if user enters both values as negative or positive it will raise this error.

######
Cell contents are too wide to fit in the cell. Double-click the column separator to
automatically fix this.

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Excel 2013 new functions that can

save your time
Excel 2013 includes 50+ new functions designed to help you work
more efficiently.

You might think that Excel couldn't possibly come up with any new functions -- but with
every new version, we get a few more. Most of them are specialized and of use to specific
users, such as analysts or engineers. But Excel 2013 has at least 10 new functions that will
appeal to a wide range of users.

1: DAYS()
I can't help wondering what took Microsoft so long to add the DAYS() function, which
returns the number of days between two dates. Perhaps they believed it wasn't necessary,
since the simple expression EndDate - StartDate will return the same result. Figure
A compares this new function to the enddate - startdate expression.

Figure A

DAYS() returns an error in row 7 because the date in column A is a string that Excel can't interpret as a valid date.

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2: IFNA()
Excel 2007 added the IFERROR() function, which combines the IF() and ISERROR()
functions. The new IFNA() function works similarly by returning a value you specify if your
formula returns the #N/A error. This function uses the form

IFNA(value, NAvalue)

where value references the formula you're checking for errors and NAvalue is the value
you want returned if value returns #N/A.

If an argument references an empty cell, IFNA() treats it as an empty string (""). If value is
an array formula, IFNA() returns an array. This function isn't superior to IFERROR(), but it is
more specific about the type of error, which can lead to quicker troubleshooting. You can
often get the same results using IFERROR(), but that function evaluates all error values. In
contrast, IFNA() considers only the #N/A error, which allows you to narrow things down.

Figure B shows a row of VLOOKUP() functions that return #N/A when the lookup value
doesn't exist. This function can return several error values; using IFNA(), you can match the
#N/A error to an invalid lookup value.

Figure B

IFNA() lets you share specific information about errors.

3: SHEETS()
VBA's Count property returns the number of sheets in the current workbook
(Worksheets.Count). Now there's a function that will do the same thing, and a bit more.

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Using the following form, SHEETS() returns the number of sheets in reference,
where referenceidentifies a 3D range:

SHEETS([reference])

This function counts all types of visible, hidden, and very hidden sheets. For instance, if the
current workbook contains five visible sheets, one chart sheet, and two very hidden sheets,
this function would return 8:

4: SHEET()
Excel's new SHEET() function returns the sheet number of the referenced (by name) sheet.
This new function has only one argument:

SHEET([reference])

This optional argument must be the name of a sheet. When you omit reference, the
function returns the number for the current sheet. If reference isn't a valid sheet name, the
function returns the #REF! error. It returns #N/A if reference is a valid name construct, but
no sheet by that name exists. (A good use for IFNA()!)

5: XOR()
Excel's OR() function evaluates expressions and returns FALSE only when all expressions
are false. If only one expression is true, the function returns TRUE. XOR() is what's known
as an Exclusive OR, which returns TRUE if only one option is true (or false). Figure
C shows this distinction.

Figure C

Use XOR() to find logical expressions where only one differs.

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6: ISOWEEKNUM()
The WEEKNUM() function returns the week number in which a date occurs. It's usually
adequate, but it won't work for organizations that use the ISO scheme, which assumes the
first week of the year begins on the Monday of the week in which the first Thursday in
January occurs. That means one of the last days of December could be the beginning of the
first week of the next year!

Excel 2013's new ISOWEEKNUM() returns the ISO week for a date. Excel 2010 users can
use the WEEKNUM() function's returntype argument (21). ISO is a European standard, so
if you work with European entities, either function should help. If you're using Excel 2007 or
earlier, you'll need a rather complex formula to return an ISO week. Figure D shows the
difference between WEEKNUM() and ISOWEEKNUM().

Figure D

If you need ISO week numbers, use ISOWEEKNUM().

7: ISFORMULA()
This function is a new informational tool. Reference any cell and this function returns TRUE
if the cell contains a formula and FALSE if not. Be careful though: You and Excel might not
have the same definition of formula, as shown in Figure E. There's also a new
FORMULATEXT() function, but I believe it will be of limited interest to most users.

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Figure E

Quickly discern whether a cell contains a formula using ISFORMULA().

8: ARABIC()
Use ARABIC() to convert Roman numbers to Arabic, as shown in Figure F. It's easy to use
and returns an error when the referenced cell or value isn't a valid Roman number. It does
have its limits; its argument can be only 255 characters, so you can't convert beyond
255,000. The Roman component doesn't have to be uppercase, and although negative
Roman numbers aren't standard, this function will handle the possibility.

Figure F

It's easy to convert Roman numbers to Arabic using ARABIC().

9: ENCODEURL()
This new function's more specialized than the first eight, but as more users expand into the
world of Web applications and services, they''ll be specializing too -- at least a bit. The
ENCODEURL() function encodes text. URLs sometimes contain non-ASCII characters,
which must be converted to ASCII characters before transmitting over the Internet.

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Encoding (converting) does that -- it converts those non-ASCII characters into valid ASCII
format.

10: WEBSERVICE()
Speaking of Web services, WEBSERVICE() returns data from a Web service across the
Internet or an intranet. (A Web service is a type of communication using specialized
software that allows electronic devices to connect and share data over the Web.) Right now,
you might not be accommodating Web services, but many users are being asked to expand
their skills in that direction.

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EXCELerator Tips and Tricks

Quick Auto Sum

Balance Sheet
BOC Pakistan
2010 2009 2008 2007 2006 2005 Total

Equity and Liabilities

Total equity 1491130 1452706 1507427 1426132 1345068 1063127
Totol non-current liabilities 317776 317599 342125 381556 373949 368126
Total current Liabilities 578329 545644 462748 471324 458755 533591
Total Equity and Liabilities

Wish to apply Auto Sum in yellow highlighted area

Select the desire range with the total area where you wish to apply Auto Sum quickly
and press

Auto Sum button or keyboard shortcut “Alt =”.

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Format Painter

Step 1: Select the source

formatted call from which
you want to paint
formatting.

Step 2: Click or Double Click

(Multi Paint) on the Format
Painter button.

Source Cell

Step 3: Click on the target

cells where you want to
apply Formatting.

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Data Types

Basic calculation examples

It will be a surprise to share

that Excel treat date and
time as numbers in
background and one can
perform basic calculations on
date and time.

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BODMAS

In daily routine work one apply number of formulas in Excel worksheets with single or multiple
formulas, but sometimes Excel result is not the one which have expected.

For Example

2 + 3 * 5 = Guess? 25? or 17?

Excel follow BODMAS rule for its all calculations.

B Brackets first
O Orders (ie Powers and Square Roots, etc.)
DM Division and Multiplication (left-to-right)
AS Addition and Subtraction (left-to-right)

Result of above example will be 17

Solve this equation using BODMAS rule

Where X equal to 0 (Zero)

Formula

__________________________________________________________________________

__________________________________________________________________________

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Operators

Operator Type Performs

+ Arithmetic Addition
- Arithmetic Subtraction
* Arithmetic Multiplication
/ Arithmetic Division
% Arithmetic Percent
^ Arithmetic Exponentiation
= Comparison Equal to
<> Comparison Not equal to
> Comparison Greater than
>= Comparison Greater than or equal to
< Comparison Less than
<= Comparison Less than or equal to
: Reference Range of contiguous cells (e.g. A1:B10 means from A1 to B10)
, Reference Range of non-contiguous cells (e.g. A1, B2 means A1 and B2)
[space] Reference Intersection operator, calculates the overlapping cells in two ranges.
& Text Concatenate (join together) the values in two or more cells.
() Arithmetic Brackets
{} Array Curly Brackets

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Functions used in Spreadsheets

Survey of 60,000 Excel Spreadsheets is done, and following are the formulas with their usage
percentage

FUNCTION % OF SPREADSHEET USES IT

SUM 65.90%
IF 14.41%
VLOOKUP 11.41%
HLOOKUP 1.23%
COUNT 1.17%
SUMIF 0.26%
AVERAGE 0.26%
COUNTIF 0.09%
NPV 0.02%
OFFSET 0.01%

Excel Functions by Categories

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Fill Handle and Smart Tag - Auto Fill Options

An easy way to copy and paste with or without auto fill

or just paste a format (same as the Paint Brush)

Fill Handle: The "+" sign that appear in the lower right
corner of the cell you have selected.

Smart Tag: A small icon that appears in the lower right corner of the range that you copied to.
This is the

Auto Fill Options Smart Tag:

 Copy Cells - Copy the cell content as is to the other

cell(s)
 Fill Series - Copy the cell content and auto fill to the
other cells in a series
 Fill Formatting Only - Copy the cell format only to the
other cell(s)
 Fill Without Formatting - Copy the cell content as is,
but do not include the format

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Quick List

When working in a list many times words match in a column and Excel match the word and
normally type that matching word, but when below scenario have “Mountain Bikes” and
“Mountain Frames”, Excel will not type it till one type mountain and then the 1st starting
alphabet.

For these scenarios; use Excel quick list trick.

Use
keyboard
shortcut
“Alt Down
Arrow
key” to
create
quick list.

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Converting Bizarre Text Dates to Real Dates

When you rely on others for source data, you are likely to encounter dates in all sorts of
formats. For example, a dataset where each date was listed as a range of dates. Each date was
in the format 2/4-6/11. One have to check if they meant February 4th through 6th of 2011 or if
they meant February 4th through June 11th.

Used in combination, the functions listed below can be useful when you are converting strange
text dates to real dates:

 =DATE(2011,12,31)—Returns the serial number for December 31, 2011.

 =LEFT(A1,2)—Returns the two leftmost characters from cell A1.
 =RIGHT(A1,2)—Returns the two rightmost characters from cell A1.
 =MID(A1,3,2)—Returns the third and fourth characters from cell A2. You read the function
as “return the middle characters from A1, starting at character position 3, for a length of 2.”
 =FIND(“/”,A1)—Finds the position number of the first slash within A1.

Follow these steps to convert the text date ranges

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Auditing Toolbar

Show arrows Show arrows that

that indicate indicate what cell
what cell affect are affected by
the value of the the value of the
current selected current selected
cell. cell.

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Audit using Chart

Most of the time it is difficult to find out errors

or audit a sheet with bunch of cells.

Auditing using chart is a trick to check it

easily.

Chart of this sheet is given below; through

this chart you can identity easily which value
is creating an error or big difference.

Create charts
using keyboard
shortcut
“Alt F1”
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Windows and Views

Tiled Horizontal

Vertical Cascade

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Excel 2013 Flash Fill

Excel 2013's new Flash Fill feature anticipates your formatting and data requirements and accommodates
them on the fly. Excel does so by learning and recognizing patterns and then uses its auto-complete
functionality to finish the work you started. Flash Fill encounters, interprets, and responds - you don't
have to do a thing but understand what you're seeing and accept or reject the free offer.
"Flash Fill brings the power of text manipulation to the hands of common, non-technical,
everyday users," says Chad Rothschiller, a program manager with the Excel 2013 team. If you'd
like to read how Flash Fill became a reality, read Flash Fill Gives Excel a Smart Charge.

Flash Fill formatting

Formats determine what you see, but they don't change the stored value. Formats make data
more readable and meaningful. Using Flash Fill, you can often skip formatting tasks because the
feature will watch what you do, learn from it, and add the formatting characters for you! To
illustrate, we'll format a column of phone numbers (shown below) using Flash Fill:

1. To get things started, enter (222) 555-1234 in cell E1.

2. Select E2 and enter ( to engage Flash Fill, which will interpret the repetitive first character as a series
and try to interpret your needs.
3. To complete the remaining list with Flash Fill's suggested values, press [Enter]. Pressing [Esc]
removes the list so you can continue inputting values yourself.

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At this point, you can decide whether you want to delete the unformatted values, or not.

Earlier, I used the term format, but we didn't actually apply a format to the data. I'm using the
term generically; I'm not referring to the pre-defined formats you can apply to data. In this
case, Excel stores the additional characters with your phone numbers. You won’t always want
to take this route, but when you can, it’s a great shortcut.

You'll notice that the feature isn't flawless - it didn't accommodate the phone number in D3,
which doesn't have an area code. Consistency matters and Flash Fill isn't that smart - at least
not yet.

Flash Fill lists

Earlier versions let you create custom lists for reuse. It isn't difficult, but there's a bit of setup
involved. Now, you can use Flash Fill. Of course, you must enter the list the first time, but after
that, Flash Fill takes over. To illustrate, let’s recreate the list of last names in our example sheet:

1. Enter Harkins into F1.

2. Enter S into F2 - the first letter is all you need. Flash Fill will automatically fill in the remaining cells
based on the pattern you created.
3. To enter the assumed list, press [Enter].

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Flash Fill concatenation

Combining lists use to require a column of CONCATENATION() functions. Flash Fill needs only an
example to learn from to combine values for you. Let’s combine the example names into a
single column using Flash Fill, but a word of warning first: I’ve intentionally entered values to
confuse Flash Fill. Knowing its limitations is as important as knowing how to use it. Now, let’s
work through an example that won’t respond well:

1. In cell G1, enter Susan S. Harkins. (Notice that I added a period character to the middle initial value.)
2. In cell G2, enter A and wait. Nothing happens.
3. You’ll have to enter values manually until you reach row 4, John A. Phillips. Unfortunately, Flash Fill
is confused and enters the value from the row above.

Sometimes, Flash Fill just won’t be able to interpret the pattern from your data and your input.
If the list were longer, Flash Fill might eventually work it all out.

After repairing the original data a bit, Flash Fill responds better. Add a middle initial for Alexis
Stanley in row 2 and try again. This time, Flash Fill kicks in on the third record. Consistency in
your original data will be the key to the best Flash Fill experiences.
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Flash Fill parsing

Data doesn't always come in neat normalized fields - sometimes you have to parse what you
need. Just as Flash Fill concatenates autonomous values, it parses multiple values stored
together. Let’s use Flash Fill to parse the names you combined in the last example:

1. First, delete the original data. That way, you can see that Flash Fill is using your concatenated values
and not the original data.
2. In cell H1, enter Harkins.
3. In cell H2, enter A and wait for Flash Fill to kick in. When it does, press [Enter] to complete the list.

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One last trick

I have one last Flash Fill trick to share. In cell I1, enter Harkins, Susan (last name, first name
format). In cell I2, enter S - the first initial of Alexis’ last name - to continue the pattern. Flash
Fill will recognize the pattern and complete the transposed list accordingly! Press [Enter] to
complete the list.

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Charts in Excel 2013 via the Quick Analysis Tool

Click the Quick Analysis tool that appears right below the lower-right corner of the current
cell selection.
Doing this opens the palette of Quick Analysis options with the initial Formatting tab selected and its various
conditional formatting options displayed.

Click the Charts tab at the top of the Quick Analysis options palette.
Excel selects the Charts tab and displays the chart option buttons. The first five chart type buttons preview how the
selected data in a different type of chart will look.

The final More Charts button opens the Insert Chart dialog box with the Recommended Charts tab selected. Here you
can preview and select a chart from an even wider range of chart types.

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In order to preview each type of chart that Excel 2013 can create using the selected data,
highlight its chart type button in the Quick Analysis palette.
As you highlight each chart type button in the options palette, Excel’s Live Preview feature displays a large thumbnail
of the chart that will be created from your table data. This thumbnail appears above the Quick Analysis options
palette for as long as the mouse or Touch Pointer is over its corresponding button.

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When a preview of the chart you actually want to create appears, click its button in the Quick
Analysis options palette to create it.
Excel 2013 then creates a free-floating chart (called an embedded chart) within the current worksheet. This
embedded chart is active so that you can immediately move it and edit it as you wish.

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ETL Process
Working with Text (Splitting / Concatenating Data)

Join Text Strings in Excel with the “&” Operator

Example 1:

Formula: =A2&” “&B2

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Example 2:

Join Text Strings in Excel Using CONCATENATE Function

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Text to Column
Most of the time we received data in different shapes when importing from internal systems.
Most of the queries can be revolved in no time with text to column feature of Excel.

Below is the data you have received from internal software, now once wants to separate First
name and Last Name is two different columns.

Step 1:
Select text and click Text to Columns Feature

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Step 2:
You can see the selected text in the preview, choose delimited as data is in commas separator
and click next.

Step 3:
This is screen has given different possible delimiters such as Tab, Semicolon, Comma, Space,
Other (“-“, “/”, “_”, etc), we will checked comma, as present data we want to separate contain
commas. Click comma and finish.

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Result of Text to Colum

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Filling Empty Cells

There are few time when we get data some like below image, where column “A” has one
heading for each data at right side, now we want to fill heading in each row.

One can do this by copy pasting each heading multiple times, but what if you have more than
100 heading like this, and then it will take a lot time to do the same work, might 30 minutes
minimum.

Let’s learning a technique to trick Excel.

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Step 1: Select column “A” by clicking on the column name “A”.

Step 2: Press Ctrl “G” from Keyboard for “Go to” Option Screen, Click “Special” Button and
Select “Blank” and then Click “OK” Button.

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Step 3: When you click OK from Go to Special, Excel will select only the blank cells from the
selected range.

Step 4: Enter formula “=A2” and press CTRL ENTER from keyboard.

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Step 5: Last step to convert formulas in normal text. This is necessary for defending data from
future issues.
Select column “A” by clicking on the column name “A” then Press “CTRL C” to copy selected
cells and then click Paste Value option from Paste Drop down.

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IF Function
The Microsoft Excel’s IF function is used to check whether the given condition is TRUE
or FALSE. If the result of the condition is TRUE, function uses the value_if_true
argument. If the result of the condition is FALSE, function uses the value_if_false
argument.
Syntax
=IF(logical_test, value_if_true, value_if_false)
Detail
 In the syntax logical_test is the given condition that you want to check.
o logical_test: Logical test is an expression which results in either TRUE or
FALSE. Normally these expressions uses relational operators which
includes:
= > < >= <= <>
 When you want to apply multiple conditions you can also use
functions which returns TRUE or FALSE, most popular of them are
AND & OR functions.
 Value_if_true is the value that the function will return if the specified condition
evaluates to TRUE.
 Value_if_false is the value that the function will return if the specified condition
evaluates to FALSE.
 You can nest the IF function (it means if inside if as value_if_true and
value_if_false argument) you can do it up to 7 times in 2003 and 2010 above it is
expanded to 64 times.

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Example2
Example-1:
Name Sales Target Result
Not =IF(C31>=D31,"Achieved","Not
Alan 1000 5000 Achieved Achieved")
=IF(C32>=D32,"Achieved","Not
Bob 6000 5000 Achieved Achieved")
Not =IF(C33>=D33,"Achieved","Not
Carol 2000 4000 Achieved Achieved")

Example-2:
Name Sales Target Commission

Alan 1000 5000 50 =IF(C43>=D43,C43*10%,C43*5%)

Bob 6000 5000 600 =IF(C44>=D44,C44*10%,C44*5%)

Carol 2000 4000 100 =IF(C45>=D45,C45*10%,C45*5%)

Example-3:

Special Order =IF(AND(C61="Yes",D61>=1000),D61*10%,0)

Product Offer Value Discount Total
£
Wood Yes 2,000 £ 200 £ 1,800
£
Glass No 2,000 £ - £ 2,000
Cement Yes £ 500 £ - £ 500
£
Turf Yes 3,000 £ 300 £ 2,700

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AND Function

Description
The Microsoft Excel’s AND function is used to check whether all the logical arguments
are TRUE or FALSE. If all arguments are TRUE then function returns TRUE. If any
argument is FALSE then function returns FALSE.
Syntax
=AND(logical1,logical2,…)
Detail
 In the syntax logical1, logical2, … are 1 to 30 specified conditions if working in
2003 in 2010 and above it is 255, you want to check.
 The function ignores text or empty cells in the argument.
 Like other logical functions the AND Function returns only TRUE or FALSE
statement.
 This function normally used in combination with IF function.
Example
The example of AND Function is given below

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OR Function
Description
The Microsoft Excel’s OR Function is used to check whether the logical arguments are
TRUE or FALSE. If any argument is TRUE then function returns TRUE. If all arguments
are FALSE then FUNCTION returns FALSE.
Syntax
=OR(logical1,logical2,…)
Detail
 In the syntax logical1,logical2,… are 1 to 30 specified conditions, you want to
check.
 The function ignores text or empty cells in an array or reference.
 Like other logical functions the OR Function returns only TRUE or FALSE
statement.
Example
The example of OR Function is given below

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VLOOKUP Function
The Microsoft Excel VLOOKUP Function is used to search a value vertically (top to
bottom) in the first column of a table array and returns a value from any corresponding
column in the table whose first column’s value matches to the lookup_value.
There are two kinds of lookup you can perform first is exact lookup which lookups for an
exact match, secondly you can also lookup for a range which lookups for any value
which is nearest and less than the given value.
Syntax
=VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
Detail
 In the syntax lookup_value argument refers to the value you want to search in
the first column of the table_array. Look_up value can be a value or reference.
 Table_array is the name or range of that table in which you want to search the
value. It contains two or more columns of data.
 Col_index_num is the column number in the table_array which contains the
value you want to return. If you enter col_index_num as 1, it returns the value in
the first column in table array and so on.
 Range_lookup is an optional argument. It is a logical TRUE or FALSE value. If
you specify TRUE or omit the argument, function will return approximate match
i.e. value which is nearest and at the same time lessthan the given value (when
you are looking for approximate match the first column in the table should be
sorted in ascending order). If you specify FALSE in range_lookup argument,
then function returns only exact match.

Possible errors with the Function

 Function returns #N/A error value if lookup value is smaller than the smallest
value in the first column of table array.
 Function returns #VALUE! error if col_index_num is less than 1.
 Function returns the #REF! error value if col_index_num exceeds the number of
columns in table array.
 If you enter FALSE in range lookup argument and function not found an exact
match, then error value #N/A is returned.

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Example

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Mathematical & Statistical Function

There are several Mathematical & Statistical Aggregate Functions whose syntax is
same we will describe on most commonly used function SUM and will list similar
functions along-with their syntax:
SUM
Description
The Microsoft Excel’s SUM Function add values in an array or reference.
Syntax
=SUM(number1, number2,…)
=SUM (range1, range2,…)
Detail
 As the syntax above shows that to get the sum of values you can provide either
range(s) or value(s) which contain numeric data.
 Blank cells, logical values or text in the range are ignored.
 Numbers, logical values and text representation of numbers in the list of
arguments are counted.
 Arguments containing error values and text that cannot be translated into
numbers cause error.

Example
Working example of the function is shown in the spread sheet on the left and result is
shown on the right

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Name Description Syntax

MATHEMATICAL
PRODUC =PRODUCT(number1,number2,
T Multiplies together 1 - 30 numbers ...)
SUM Adds its arguments =SUM(number1,number2, ...)
STATISTICAL
AVERAG Returns the average (arithmetic mean) of =AVERAGE(Number1,Number2,
E up to 30 numeric arguments …)
Counts the number of cells that contain
numbers and also numbers within the list of
COUNT arguments =COUNT(value1,value2, ...)
Counts the number of non-empty cells and
COUNTA the values within the list of arguments =COUNTA(value1,value2, ...)
Returns the maximum value in a list of
MAX arguments ignoring logical values and text =MAX(number1,number2,...)
Returns the minimum value in a list of
MIN arguments ignoring logical values and text =MIN(number1,number2,...)
Estimates standard distribution based on a
STDEV sample ignoring text and logical values =STDEV(number1,number2,...)
Calculates standard distribution based on
the entire population ignoring text and
STDEVP logical values =STDEVP(number1,number2,...)
Estimates variance based on a sample
VAR ignoring logical values and text =VAR(number1,number2,...)
Calculates variance based on the entire
VARP population ignoring text and logical values =VARP(number1,number2,...)

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Countifs
Description
The Microsoft Excel’s COUNTIFS Function is used for the counting of the cells that
match the specific criteria.
Syntax
=COUNTIFS(criteria_range1, criteria1, [criteria_range2], [criteria2], …)
Detail
 Criteria_range1 as you can provide several criteria in COUNTIFS function this is
the first of that ranges where you want to search for criteria.
 Criteria1 this place contains the criteria, normally the criteria is in text format so it
should be enclosed in inverted commas “criteria”. The criteria may contain
relational operators i.e. > < >= <= <>. Or you can type the criteria in some other
cell and refer to that cell in this place, in this case you don’t need to enclose the
same in “ inverted commas.
 You can repeat criteria_range and criteria until your desired condition is applied.
Example
The working example of COUNTIFS Function is given below:

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Sumifs
Description
The Microsoft Excel’s SUMIFS Function is used for the summation of the cells that
match the specific criteria.
Syntax
=SUMIFS(sum_range, criteria_range1, criteria1, [criteria_range2], [criteria2], …)
Detail
 As the syntax above shows that in SUMIFS Function you have to provide
sum_range from which you have to calculate.
 Criteria_range1 as you can provide several criteria in SUMIFS function this is
the first of that ranges where you want to search for criteria.
 Criteria1 this place contains the criteria, normally the criteria is in text format so it
should be enclosed in inverted commas “criteria”. The criteria may contain
relational operators i.e. > < >= <= <>.
 You can repeat criteria_range and criteria until your desired condition is applied.
Example
The working example of SUMIFS Function is given below:

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Countif – Normally for Excel 2003

Description
The Microsoft Excel’s COUNTIF Function counts the number of cells within an array
that match the specific criteria.
Syntax
=COUNTIF(range, criteria)
Detail
 In COUNTIF Function you have to provide range or array from which you want to
count cell and the criteria to be matched.
 Criteria may be in the form of numeric value, expression, text or cell reference.
 You can use question mark (?) and asterisk (*) in the criteria.
Example
Following is the example of COUNTIF Function:

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Sumif – Normally for Excel 2003

Description
The Microsoft Excel’s SUMIF Function is used for the summation of the cells that match
the specific criteria.
Syntax
=SUMIF(range, criteria, [sum-range])
Detail
 As the syntax above shows that in SUMIF Function you have to provide range
from which you have to evaluate specific criteria. If the sum-range is not
specified the range will be used for summation also.
 Criteria of the function may be in the form of numbers, expression or text.
Criteria must be enclosed in inverted commas i.e. “>1000“ or “Karachi” or “>10-4-
2010”.
 Sum-range is the optional range from which you have to add those cells which
match the criteria. If you omit sum-range from the argument, then function adds
the cells in the range argument which match the criteria.
 Question mark (?) and asterisk (*) may be used in the criteria for text conditions.
Example
The working example of SUMIF Function is given below:

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Date Functions
TODAY
Description
The Microsoft Excel’s TODAY Function is used to display current date.
Syntax
=TODAY()
Detail
 Date entered into the cell with the function is non-static, each day the date will
automatically refresh.
 The current date is displayed on the spread sheet by MM/DD/YYYY format.
 TODAY Function is also used to find out days between the current and future
date. If you want to find out date five days in the future, you can enter the formula
=TODAY() +5.

Few other useful date functions:

Returns the current date & time, as oppose to TODAY

NOW =NOW()
function which only returns current date
This function is hidden from Excel Help and any other
Excel materials this function returns difference between =DATEDIF(start_d
DATEDIF two dates in days, months & years. This function takes ate, end_date,
three parameters start_date, end_date and interval “interval”)
where interval could be “y”, “m” or “d”
Interpret day of week in numeric format i.e. if the day of
=WEEKDAY(date,
WEEKDAY
week is Sunday it returns 1, Monday 2 and so on [return_type])
=NETWORKDAYS
NETWORKD Returns number of working days between two days, (start_date,
AYS excluding weekends and holidays end_date,
[holidays])

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Range Name
Microsoft Excel’s Range Name feature is used to convert Ranges, Values & Formulas
to English like names. There are two major advantages of using Range Name first is
when you are developing a complex workbook Range Name helps you simplify things
the second major advantage of using Range Name is that it will help you expedite
calculations which involves large ranges by changing those ranges to English like
names.

Steps for creating a Range Name

• Select cell D2 in the spreadsheet or whatever cell or range you want to name.
• Click on the Name Box above column A.
• Type the word Rate
• Press the ENTER key on the keyboard

For advanced processing on names you can use Formula Tab & click on Name
Manager.

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Function Wizard
You can use formulas in Excel two ways you can type the formula starting from = equals
sign or you can click on fx button normally located above column D.

Data Form
Data Forms can make your life easier if you work with large workbooks for data entry
sort of tasks it is a blessings. As in Excel 2010 and above this option is hidden you can
add it to QAT or short cut of Data Form is Alt+D and O.

Data Table
Excel’s Data Table feature helps you to do several tasks with few clicks of your mouse.
The Data Table feature will automatically adds filter to your table, apart from it you can
include summary options, and summary options are so designed that they will show you
results of filtered data only another big advantages you can create dynamic charts /
pivots with data table i.e. as your data grows chart will expand too if it is created with a
source data from Data Table.
To create Data Table you can use one of two ways firstly you can click anywhere in
your data click on Insert Tab than click on Table a dialog will ask for the range once you
click ok it will automatically creates a table or else you can use the shortcut key of
CTRL+T.

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Subtotal Feature
Microsoft Excel has a very wonderful feature available with the name of Subtotal it is an
ultimate time saver. There are three main questions for which you need to know the
answer:
1. In which field you want to do the SUBTOTAL. Microsoft asks “At each change
in:”
2. Which calculation function you want SUBTOTAL to perform. Microsoft asks “Use
Function:”
3. Which fields you want to do the calculation for. Microsoft asks “Add subtotal to:”
There are couple of thing you have to take care of is that you have to sort the field in
either ascending or descending order on which you want to perform the SUBTOTAL
which is “At each change in:” option.
To perform SUBTOTAL you have to click on Data Tab, in the outline Command Group
you have to click on Subtotal.

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Consolidation
With Microsoft Excel you can do work with single Workbook which may contains data
for your own department or company but when you are working in a medium to large
environment every now & then there are times when you are required to work with
multiple workbooks & Excel provides multiple ways to perform this task both with speed
and ease.

Manually Linking Workbooks

• To manually linking workbooks you just need to open all the workbooks in a
single instance of Excel 2013
– By single
instance we
mean you have to
open Excel once
and open all the
workbooks inside
this Excel
instance
– If you, otherwise, open
an Excel instance from
start menu & open again
another Excel instance from
start menu now there are
two Excel instances running
side by side and in this case you cannot share data in the workbooks
which is opened in the first instance with the workbooks which are opened
in the second one
Objective:
• We need the 3 workbooks to be consolidated in a forth workbook
1. As discussed open all the three workbooks
2. Create a new workbook by pressing Ctrl+N
3. Now for getting the consolidated value you need to go to the new
workbook than have to press = now to navigate to the first workbook
“Income Statement - Branch A - 16-10-2009.xls” you can do this by mouse
or you can press Ctrl+Tab it will navigate you between the open
workbooks within this Excel Instance
4. So in my case the expression will be:
='[Income Statement - Branch A - 16-10-2009.xlsx]Sheet1'!$B$3
+'[Income Statement - Branch B - 16-10-2009.xlsx]Sheet1'!$B$3
+'[Income Statement - Branch C - 16-10-2009.xlsx]Sheet1'!$B$3

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• You can also do the same a quicker and more easier way
– You can do the same without using the Ctrl+Tab key and do it easily using
your mouse
– For doing same we can use on of Excel’s functionality which we not use
commonly i.e. Arrange Windows
– We can arrange the windows so all the windows will be displayed on our
single Excel Application and then we can easily press = and click on the
cells we want to consolidate

• Once you click on Arrange

All, Excel will display the following Dialog Box
• You can select any of the format in which you want to arrange the windows in
this case I will use the Tiled arrangement which suits my need
• As soon as you select tiled and press Ok it will show all the open Workbooks in
this instance at once in your screen.

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• Note: that the Workbooks which are minimized will not be arranged you have to
maximize them first and then do the arrange windows process
• Now you can see that it is easier to consolidate the workbooks by just pressing =
and click on the cells on the respective Worksheets from which you want the data
to be consolidated
When you are working with multiple workbook Excel’s edit link feature is very useful, it is
only enabled when you have some links in the current workbook to the outside
workbooks. You can find the command of the same on Data Tab on the Ribbon:

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Once you click on edit link following screen will appear, you can update link, change the
source file, open the source file, check status of the links & finally break the links.

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Automatic Consolidation
Microsoft Excel provides you a very efficient way of consolidating workbooks
automatically. To use this option you have to click on Data -> Consolidate, as soon as
you click on the menu the following dialog will appear (which is defined in the next page)

This is the place where

You can select the you will select the ranges
function you want of the workbooks which
to perform while you want to consolidate
consolidating
Functions may
have any of the
Once you have selected
following
the desired range you can
add the same or if you
want any range which is
added can be removed
You can select the function
There are two kinds of consolidation one is by you want to perform while
position and other one is by category in my point of consolidating Functions
view by position is used rare so we won’t discuss it, may have any of the
for performing consolidation by category you have following
to check top row & left column

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As soon as you click the OK button Microsoft Excel will consolidate the data as fast as
blink of eyes.

You can see that Excel have done two things it have created the links to source data
and also created groups, you can note that at left of the row numbers + signs appeared
and at the top of these 1 & 2 appeared which shows that it created groups.
If you want to open a single group just press the + sign besides it, you will notice that it
will open up the source file’s data on your screens. If you want to open all the groups
just press button which is captioned by 2 at the top.

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Security of Files, Workbooks & Worksheets

Excel uses 04 types’ securities.

 File Level Security: Excel allows you to setup a password to open/modify files.
 Worksheet Level Security: Worksheet passwords to prevent changes to cells
on worksheets or to data and other items in charts, and to prevent viewing of
hidden rows, columns, and formulas.
 Workbook Level Security: Workbook structure passwords to protect the
structure of a workbook so that worksheets in the workbook can't be moved,
deleted, hidden, unhidden, or renamed and new worksheets can't be inserted.
 Data Level Security: Protect/restrict user level data entries through applying
data validation on cells, lists, dates, etc.

The Excel Password Security structure is very weak, and can be cracked in minutes.
So for highly secured files it is recommended that due care should be taken.

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Conditional Formatting
Microsoft Excel 2013 brought several new features Conditional Formatting
is also one of them. Conditional Formatting will enable the users to format
cells based on their value. There are 5 ways in which you can do
conditional formatting:

1. Highlight Cells Rules

2. Top / Bottom Rules
3. Data Bars
4. Color Scales
5. Icon Sets

Each of the above option has its own unique advantages which you
can use and the best part is you can do these things by just a few
clicks of your mouse. There is also another option available which is for the advanced users
with the name of “New Rule…” this option will enable any kind of logical condition to decide
whether to apply format or not.
Highlight Cells Rules:
This option will enable you to highlight values which are greater than any given value, the given
value can be entered directly on the condition or you can refer any cell which contains that
value. Apart from highlighting greater than you can highlight less than values, values which lies
between two values & values which are equals to your given value or cell.
We will understand by using the following example:

We have a workbook which contains sales for the last year what we want is to highlight the
cells which are greater than 75,000. To perform this we have to do the following steps:
1. Select all the cells which contain values
2. In the “Home Tab” in the “Styles” command group click on “Conditional Formatting”
option
3. Hover on “Highlight Cells Rules”
4. Select “Greater than …”

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5. Once you are done with the above the following dialog will appear on your screen

6. Type the value that is in our case 75000

7. As soon as you type the value Excel will automatically apply the formatting to your
selected cells

8. By default the item “Light Red Fill with Dark Red Text” is selected, you can select from
the number of options available in the list, you can even go for a custom formatting
option which will enable you to create the formatting of your choice.

Removing Conditional Formatting

So you are done with the first type of conditional formatting. At times we need to remove the
formatting which we have applied to remove the formatting, you have to do the following
steps:
1. Select the range on which you have applied the formatting

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2. Click on “Conditional Formatting” which is available in the “Home” tab’s “Style”

command group
3. Hover on “Clear Rules” there are two options normally available “Clear Rules from
Selected Cells” if you click on this option it will clear the rules from the selected cells
4. You can also select “Clear Rules from Entire Sheet” this will clear the rules from the
entire worksheet
You can apply less than, between & equals rule in the similar fashion in which we have applied
the above.

Special Options in Highlight Cells Rules:

There are three very special options available in “Highlight Cells Rules” option.
1. Text that Contains: this option will enable you to highlight the cells which contains the
value which you specify in the dialog box of this option. Oppose to the highlight value
option which includes greater than, less than, between and equals you cannot specify
any cell you have to type constant value.
2. A Date Occurring: this option will enable you to highlight any range of cells which
contains date and they are occurring in any of the following:

This option will work with the cells which contains dates.
3. Duplicate Values: this is one of the most sought after option which they enabled in the
Conditional Formatting. By using this option you can highlight any duplicate values
which occur in any selected range. This will literally save you hours.
So to summarize Highlight Cells Rules will enable you to highlight cells based on the value of the
selected cells.

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Top / Bottom Rules

Top / Bottom Rules is the second option for the “Conditional Formatting” by using this option
you will be able to highlight the Top / Bottom Items, Top / Bottom Percents, Above Average and
Below Average. By using this rule you will be able to focus on prominent items both high & low
performers.
For performing Top / Bottom Rules you have to follow the following steps:
1. Select the range in which we want to identify Top / Bottom and Above / Below averages
2. Click on Conditional Formatting toolbar on the Home Tab
3. Move the mouse over Top / Bottom Rules
4. Select the option Top 10 / Bottom 10 Items or Top 10 / Bottom 10 Percents or Above
5. As soon as you click on any of the above options, the following dialog will appear in
front of you

6. You can change the number of items i.e. if you top 5 items you just have to change the
10 to 5 or if you want to change the 10 items to 15 you can easily do so.
7. Similarly as in the previous option you can either select the default formatting or you
can select you own desired formatting from the dropdown list
The difference between Top / Bottom Items and Top / Bottom Percents is that in Top / Bottom
Items if you select Top 10 for example it will always show 10 items but if you select top 10
percents and you are selecting from 100 items it will highlight 10 items but if you are selecting
1000 items top 10 percents will select 100 as opposed to top 10 items will select only 10 items.
8. Above / Below Average conditional formatting will help you identify the items which are
either above or below the average of the numbers within the selected range
respectively.

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Data Bars
Referring to the figure at the left looking it is quite difficult to identify that which of these
figures are the better from the others. Data Bars is one such tool which will help you analyze
the data and have a bird eye view of the data. Refer to the example given at the right side for
the same data you can see that how Data Bars facilitated the analyses.

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Color Scales
This is another feature of Microsoft Excel’s Conditional Formatting. This feature is very much
similar to the popular risk heat maps which highlight the areas is RAG (Red, Amber & Green)
based on their values. To use this tool you have to follow similar pattern which we have used in
the previous two options.
1. Select the range in which you want to apply the Color Scales
2. Click on Conditional Formatting select Color Scales from the options
3. Click on the color combination you want to apply on the same
For example we have to analyze the following matrix of data which contains customers and
their four quarter’s sales figures:

You can see that after applying Color Scales to the above table it is lot more easier to analyze
the results.

As we have selected the color formatting Green, Yellow & Red, the feature highlighted higher
values with green, averages with yellow and lower values with red. You can select the color
scale as per your requirement and taste.

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Icon Sets
Finally you have an option with the name of Icon Sets. These character sized icons really make
an impact to the presentation of your numbers. To apply Icon Sets you have to follow these
steps:
1. Select the range in which you want to apply the Icon Sets
2. Click on Conditional Formatting and select the Icon Set which you want to apply
In the following before after example we have sales for quarter 1 and quarter 2 for our
different customers the third column we have used for the difference that is quarter 2 less
quarter 1. You can see before applying icon sets it is a bit difficult to identify the values for
their trends, but after applying the Icon Sets it is far more readable.

Before After

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Subtotal
Description
The Microsoft Excel’s SUBTOTAL function is used to return a subtotal of values in a list
or database by doing specified calculations.
Syntax
=SUBTOTAL(function_num,ref1,ref2,…)
Detail
 In the syntax function_num is the number 1 to11 (includes hidden values) or
number 101 to 111(ignores hidden values) which specifies function to be used in
calculation.

1 101 AVERAGE
2 102 COUNT
3 103 COUNTA
4 104 MAX
5 105 MIN
6 106 PRODUCT
7 107 STDEV
8 108 STDEVP
9 109 SUM
10 110 VAR
11 111 VARP
 Ref1,ref2,… are the cell references with values whose subtotal you want to
calculate.
 If you want to subtotal hidden and non hidden numbers in a list, then you should
use argument 1 to 11, so the SUBTOTAL function uses the values of rows which
is hidden by using (Format >Row >Hide).
 If you want to SUBTOTAL only non hidden numbers in a list, and ignores all
hidden rows then you should use the argument 101 to111.
 The function is designed only for vertical ranges and not for horizontal ranges.
 Function returns #VALUE! error value in case of 3D references.
Example
The example of SUBTOTAL function is given below:
A B C D

1 Data Formula Description Result

2 10 =SUBTOTAL(1,A2:A5) returns SUBTOTAL by using average function 25

When using And criteria, you can avoid using an array formula by using the

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SumProduct
Description
The Microsoft Excel’s SUMPRODUCT function is used to return product of values in
multiple arrays. It is also frequently used for the calculating sum on multiple conditions,
for single condition you can use SUMIF instead, but for multiple conditions you can
either use Array Formulas or SUMPRODUCT function.

Syntax
=SUMPRODUCT(array1, array2, array3, …)

Detail
For calculating sum from a range where we have different months in one column i.e.
cells from $A$2 to $A$500 and in cells $D$2 to $D$500 contains different salespersons
name and the third column from $F$2 to $F$500 contains amounts:
=SUMPRODUCT(($A$2:$A$500 =”January”)*( $D$2:$D$500 =”Brooks”)*(
$F$2:$F$500))

Using Or criteria
To count cells by using an Or criterion, you can sometimes use multiple COUNTIF
functions. The following formula, for example, counts the number of 1s, 3s, and 5s

in the range named Data:

=COUNTIF($B$2:$B$500,1)+COUNTIF($B$2:$B$500,3)+COUNTIF($B$2:$B$500,5)
You can also use the COUNTIF function in an array formula.

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Pivot Tables
A pivot table allows you to create an interactive view of your data set. We call this view
a pivot table report. With a pivot table report, you can quickly and easily categorize
your data into groups, summarize large amounts of data into meaningful information,
and perform a wide variety of calculations in a fraction of the time it takes by hand. But
the real power of a pivot table report is that you can interactively drag and drop fields
within your report, dynamically changing your perspective and recalculating totals to fit
your current view.

Anatomy of a Pivot Table

Because the anatomy of a pivot table is what provides its flexibility and, ultimately, its
functionality, truly understanding pivot tables is difficult without understanding their basic
structure.

A pivot table is composed of the following four areas:

 Values area
 Row area
 Column area
 Filter area Filter area Column area

Row area Values area

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Values Area
The values area is the area that calculates. The values area is required to have at least
one field and one calculation of that field within this area. The data fields that you drop
into the values area are those that you want to measure or calculate. The values area
might include Sum of Revenue, Count of Units, and Average of Price.

It is also possible to have the same field dropped in the values area twice, but with
different calculations. For example, a marketing manager might want to see Minimum of
Price, Average Price, and Maximum of Price.

Row Area
Dropping a field into the row area displays the unique values from that field down the
rows of the left side of the pivot table. The row area typically has at least one field,
although it is possible to have no fields.

The types of data fields that you drop into the row area include those that you want to
group and categorize such as Products, Names, and Locations.

Column Area
Dropping fields into the column area displays your items in column-oriented perspective.
The column area is ideal to show trending over time. The types of data fields that you
drop into the column area include those you want to trend or show side by side such as
Months, Periods, and Years.

Report Filter Area

The Report Filter area is an optional set of one or more drop-downs located at the top of
the pivot table.

Dropping fields into the filter area allows you to filter the data items in your fields. Even
though the filter area is optional, it comes in handy when you need to filter results
dynamically. The types of data fields that you drop into the filter area include those that
you want to isolate and focus on such as Regions, Line of Business, and Employees.

Pivot Tables Behind the Scenes

It is important to understand that pivot tables come with a few file space and memory
implications for your system. To get a better idea of what this means, let’s look at what
happens behind the scenes when you create a pivot table.

When you initiate the creation of a pivot table report, Excel takes a snapshot of your
data set and stores it in a pivot cache. A pivot cache is nothing more than a special
memory subsystem in which your data source is duplicated for quick access. Although
the pivot cache is not a physical object that you can see, you can think of it as a
container that stores the snapshot of the data source.

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Each pivot table report you create from a separate data source creates its own pivot
cache, which increases your memory usage and file size. The increase in memory
usage and file size depends on the size of the original data source that is being
duplicated to create the pivot cache.

Your pivot table report is essentially a view that gets its data solely from the pivot
cache. This means that your pivot table report and your data source are disconnected.
The benefit of working against the pivot cache and not your original data source is
optimization. Any changes you make to the pivot table report, such as rearranging
fields, adding new fields, or hiding items, are made rapidly and with minimal overhead.

Limitations of Pivot Table Reports

Before discussing the limitations of pivot table reports, it is important to note that beginning
with Excel 2007, Microsoft introduced a dramatic increase in the number of rows and columns
allowed in one worksheet. However, increasing limits had a ripple effect on several of the tools
and functions in Excel, which forced limitation increases in many areas including pivot tables.

The changes in pivot table limits from Excel 2000 to Excel 2013. Whereas some of these
limitations remain constant, others are highly dependent on available system memory.

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Preparing Data for Pivot Table Reporting

When you create a pivot table report, you are the photographer taking a snapshot of your data.
Taking time to make sure your data looks its best ensures that your pivot table report is
effective in accomplishing the task at hand.

Let’s look at a few of the steps you can take to ensure you end up with a viable pivot table
report.

 Ensure Data Is in a Tabular Layout

 Avoid Storing Data in Section Headings
 Avoid Repeating Groups as Columns
 Eliminate Gaps and Blank Cells in the Data Source
 Apply Appropriate Type Formatting to Fields

Summary of Good Data Source Design

The attributes of an effective tabular design are as follows:

 The first row of your data source is made up of field labels or headings that describe the
information in each column.
 Each column in your data source represents a unique category of data.
 Each row in your data source represents individual items in each column.
 None of the column names in your data source double as data items that will be used as
filters or query criteria such as names of months, dates, years, locations, and
employees.

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After you make the four changes described previously, the data is ready to be used as a pivot
table data source. As you can see, every column has a heading. There are no blank cells, rows,
or columns in the data.

Arrange source data in an

organized way to build
Pivot Table Report easily.

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Creating a basic Pivot Table

Now that you have a good understanding of the importance of a well-structured data source,
let’s walk through creating a basic pivot table.

To start, click on any single cell in your data source. This ensures that the pivot table captures
the range of your data source by default. Next, select the Insert tab and find the Tables group.
In the Tables group, select Pivot Table and then select Pivot Table from the drop-down list.

Selecting these options activates the Create PivotTable dialog box

Where is
your data
source?

Where do
you want to
place Picot
Table?

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After you have answered these two questions in the Create PivotTable dialog box, click OK. At
this point, Excel adds a new worksheet that contains an empty pivot table report.

Next to that is the PivotTable Field List dialog box, this dialog box helps you build your pivot
table.

Adding Fields to the Report

You can add the fields you need into the pivot table by using the four drop zones found in the
PivotTable Field List: Report Filter, Column Labels, Row Labels, and Values. These drop zones,
which correspond to the four areas of the pivot table, are used to populate your pivot table
with data.

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 Report Filter — Adding a field to the Report Filter drop zone includes that field in the
filter area of your pivot table, which enables you to filter on its unique data items.
 Column Labels — Adding a field into the Column Labels drop zone displays the unique
values from that field across the top of the pivot table.
 Row Labels — Adding a field into the Row Labels drop zone displays the unique values
from that field down the left side of the pivot table.
 Values — Adding a field into the Values drop zone includes that field in the values area
of your pivot table, which enables you to perform a specified calculation using the
values in the field.

Select the check box next to the field, not only is the field automatically added to the Row
Labels drop zone, but your pivot table is updated to show the unique region names.

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Do more with Pivot Tables

Report Filter Example

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Show Value as % of Column Example

One has created the normal Pivot table by using Business Segment in Row and Sales Amount in
Values.

Wish to analyze by Business Segment % of Column that which segment added how much
percentage in total business.

Right Click
on the
Sales Amount
column

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Show Value as % of Example

Wish to analyze by % of Australia Market that which Market has given profit/loss if we take
Australia as base item.
Right Click on the
Sales Amount column
and Select

From Show Value

As screen Select
Base Field: Market
Base Item: Australia

Australia is 100% and

other markets shown
% of that how much
they are above/below
than Australia

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Working with Pivot Table Group

Working with Dates with groups

You have data with sales dates of 03 years, when you create pivot table with sales date, it will
show you sales amount of each date like shown in the below figure. But it is not the result you
required or deserve, you wish to analyze or summaries sales on yearly and monthly bases.

Desire Result

Pivot Table will automatically

Right Click on the Sales Date column
create a year group, which was
and Select Group
not available in the data.

Pivot Table
calculated the
starting and
ending dates.

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Charts
Good charts should both explain and arouse curiosity. A chart can summarize thousands of data
points into a single picture. The arrangement of a chart should explain the underlying data but
also enable the reader to isolate trouble spots worthy of further analysis.

Chart Area Chart Title Data Series Grid Lines

Vertical Axis Title Horizontal Axis Title Legend

Using Excel as Your Charting Canvas

Excel 2007 offered a complete rewrite of the 15-year-old charting engine from legacy
versions of Excel. Excel 2007 introduced plenty of new bugs to the charting engine.
Excel 2010 and above fixes many of those bugs, and brings back features like pattern
fills that were missing from Excel 2007. Although the software offers no new charting
types, Excel 2013 provides plenty of tools that allow you to make eye-catching charts. In
Excel 2013, you can create better versions of the 11 existing chart types.

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Create charts
using keyboard
shortcut
Creating charts in Excel 2013 basically requires these steps: “Alt F1”
1. Set up and select your data in an Excel worksheet.
2. Choose the appropriate chart type from the Insert tab.
3. Change the chart layout or color scheme by using the Design tab.
4. Customize chart elements by using the Layout tab.
5. Micromanage formatting for individual data points by using the Format tab.

Most charts require steps 1 and 2. The remaining steps are optional and are used with
decreasing frequency. It should be rare that you will need to venture to step 5. However,
you are likely to customize at least a couple items in step 4.

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Manual of Excel 2013 Training