Basics functions of MS EXCEL

28/08/2014

Corporate Trade Services

IS-HiTech / HiTech Equipment Manufacturer

Sumeet Kumar
Confidentiality Statement
Include the confidentiality statement within the box provided. This has to be legally
approved
Confidentiality and Non-Disclosure Notice
The information contained in this document is confidential and proprietary to TATA
Consultancy Services. This information may not be disclosed, duplicated or used for any
other purposes. The information contained in this document may not be released in whole
or in part outside TCS for any purpose without the express written permission of TATA
Consultancy Services.

Tata Code of Conduct

We, in our dealings, are self-regulated by a Code of Conduct as enshrined in the Tata Code
of Conduct. We request your support in helping us adhere to the Code in letter and spirit.
We request that any violation or potential violation of the Code by any person be promptly
brought to the notice of the Local Ethics Counselor or the Principal Ethics Counselor or the
CEO of TCS. All communication received in this regard will be treated and kept as
confidential.

2
 Table of Content

Abstract ............................................................................................................................................................................ 4
About the Author............................................................................................................................................................ 4
About the Domain .......................................................................................................................................................... 4
1. Introduction................................................................................................................................................................. 5

1.1Objectives ................................................................................................................................................................... 5
2. What is MS Excel......................................................................................................................................................... 6

3. Basic functions of MS EXCEL ..................................................................................................................................... 7

3
Abstract

To establish a technical document that explains the basics and functions of MS Excel.

Microsoft Excel is one of the most powerful and widely used spreadsheet applications available today.
Excel's functionality and popularity have made it an essential component on computers in countless
organizations, businesses, and other institutions throughout the world. If you are new to Excel the extensive
array of features and capabilities that it provides may seem daunting at first, but don't worry. The keys to
becoming proficient with Excel are patience, practice, and a solid foundation built on the basics.

Microsoft Excel is an example of a program called a “spreadsheet.” Spreadsheets are used to organize
real world data, such as a check register or a rolodex. Data can be numerical or alphanumeric (involving
letters or numbers). The key benefit to using a spreadsheet program is that you can make changes easily,
including correcting spelling or values, adding, deleting, formatting, and relocating data. You can also
program the spreadsheet to perform certain functions automatically.

About the Author

Sumeet Kumar is basically aMechanical Engineerand has been working as Global Trade Classifier for one of
our US based Hi-Tech equipment manufacturing customer with expertise in the MS Excel, Teamcenter,
Agile, Oracle database related applications

Sumeet has an overall experience of 2.11 years in the TCS in Corporate trade classification services.

About the Domain

The subject discussed in this document is related to basics of MS Excel and its functions.

4
1. Introduction

Microsoft Excel is a spreadsheet application developed by Microsoft for Microsoft Windows and Mac OS. It
features calculation, graphing tools, pivot tables, and a macro programming language called Visual Basic for
Applications. It has been a very widely applied spreadsheet for these platforms, especially since version 5 in
1993, and it has replaced Lotus 1-2-3 as the industry standard for spreadsheets. Excel forms part
of Microsoft Office.

In this lesson you can learn basic formula and functions and perform mathematical calculations. You will
also be able to create charts and graphics using the data. You can specify mathematical relationship
between the numbers using the formula. Formulas are used for simple addition, subtraction, multiplication
and division as well as for complex calculations. Functions are built in formulas. The users have to provide
cell references and addresses only. These are called arguments of the function and are given between the
left and right parenthesis

1.1 Objectives

After reading this document you would be able to:

ν Know about the basics of MS Excel

ν Know about the functions of MS Excel
ν Insert an object from the file
ν Find and remove duplicated values in an Excel
ν Represent your data in the form of Bar diagrams and Pie Chart

5
2. What is MS Excel

Excel is a spreadsheet program in the Microsoft Office system. You can use Excel to create and format
workbooks (a collection of spread sheets) in order to analyse data and make more informed business
decisions. Specifically, you can use Excel to track data, build models for analysing data, write formulas to
perform calculations on that data, pivot the data in numerous ways, and present data in a variety of
professional looking charts.

Common scenarios for using Excel include:

ν Accounting: You can use the powerful calculation features of Excel in many financial accounting
statements—for example, a cash flow statement, income statement, or profit and loss statement

ν Budgeting: Whether your needs are personal or business related, you can create any type of budget in
Excel—for example, a marketing budget plan, an event budget, or a retirement budget

ν Billing and sales Excel: is also useful for managing billing and sales data, and you can easily create the
forms that you need—for example, sales invoices, packing slips, or purchase orders

ν Reporting: You can create various types of reports in Excel that reflect your data analysis or summarize
your data—for example, reports that measure project performance, show variance between projected
and actual results, or reports that you can use to forecast data

ν Planning Excel: is a great tool for creating professional plans or useful planners—for example, a
weekly class plan, a marketing research plan, a year-end tax plan, or planners that help you organize
weekly meals, parties, or vacations

ν Tracking: You can use Excel to keep track of data in a time sheet or list—for example, a time sheet for
tracking work, or an inventory list that keeps track of equipment

ν Using calendars: Because of its grid-like workspace, Excel lends itself well to creating any type of
calendar—for example, an academic calendar to keep track of activities during the school year, or a
fiscal year calendar to track business events and milestones

ν Tool for a project: Because of the macro programming language called Visual Basic for Applications,
we can use Excel for making tools— for Example, it can be used for tracking the entire workflow in a
project.
3. Basic functions of MS EXCEL

3.1 Find and Apply a template:

Excel 2010 allows you to apply built-in templates, to apply your own custom templates, and to search from
a variety of templates on Office.com. Office.com provides a wide selection of popular Excel templates. To
find a template in Excel 2010, do the following:

ν On the File tab, click New.Under Available Templates, do one of the following:
- To reuse a template that you’ve recently used, click Recent Templates, click the template that
you want, and then click Create.
- To use your own template that you already have installed, click My Templates, select the
template that you want, and then click OK.
- To find a template on Office.com, under Office.com Templates, click a template category,
select the template that you want, and then click Download to download the template from
Office.com to your computer.

3.2 Create a new Workbook:

ν Click the File tab and then click New.

ν Under Available Templates, click Blank Workbook.
ν Click Create

3.3 Save a Workbook

ν Click the File tab.

ν Click Save As.
ν In the Save As dialog box, in the Save as type list, select Excel Workbook
ν In the File name box, enter a name for your workbook

7
3.4 Format Numbers

ν Select the cells that you want to format.

ν On the Home tab, in the Number group, click the Dialog Box Launcher next to Number (or just press
CTRL+1).

ν In the Category list, click the format that you want to use, and then adjust settings, if necessary. For
example, if you’re using the Currency format, you can select a different currency symbol, show more
or fewer decimal places, or change the way negative numbers are displayed.

8
3.5 Create a table in Excel

ν On a worksheet, select the range of cells that you want to include in the table. The cells can be
empty or can contain data.
ν On the Home tab, in the Styles group, click Format as Table, and then click the table style that you
want.

♣ If the selected range contains data that you want to display as table headers, select the My table has
headers check box in the Format as Table dialog box.

3.6 Apply cell shading

ν Select the cell or range of cells that you want to apply cell shading to.

ν On the Home tab, in the Font group, click the arrow next to Fill Color , and then under Theme
Colors orStandard Colors, click the color that you want.

3.7 Filter your data

ν Select the data that you want to filter.
ν On the Data tab, in the Sort & Filter group, click Filter.

ν Click the arrow in the column header to display a list in which you can make filter choices.
ν To select by values, in the list, clear the (Select All) check box. This removes the check marks from all
the check boxes. Then, select only the values you want to see, and click OK to see the results.
Note: You can also use the shortcut by selecting the sheet and pressing “ALT+D+F+F”.

9
3.8 Sort your data

To quickly sort your data, do the following:

ν Select a range of data, such as A1:L5 (multiple rows and columns) or C1:C80 (a single column). The
range can include titles that you created to identify columns or rows.
ν Select a single cell in the column on which you want to sort.

ν Click to perform an ascending sort (A to Z or smallest number to largest).

ν Click to perform a descending sort (Z to A or largest number to smallest).

3.9 Create a formula

ν In a cell, type an equal sign (=) to start the formula.

ν Type a combination of numbers and operators; for example, 3+7.
ν Use the mouse to select other cells (inserting an operator between them). For example, select B1
and then type a plus sign (+), select C1 and type +, and then select D1.
ν Press ENTER when you finish typing to complete the formula.

You can also click on the function button fx and type the name of function you want to use and then click
on Go:

For Example: Type VLookup and click on Go. It will open VLookup function window.

10
 3.9.1 How to use formulas
For adding 3 numbers: In the example below I have shown the addition of marks for individual
candidates in 3 subjects by Autosum function
Formula : =(B2:D2)

Similarly, we can use for subtraction, multiplication and division.

3.9.2 Compare values in Excel from 2 different sheets

VLOOKUP FUNCTION: This function is used to compare values identical in two sheets of an Excel.

In the above example we want to compare Sheet 4 with Sheet 5 and see which all names are common.

11
In the above example we want to compare Sheet 4 with Sheet 5 and see which all names are common.

Here,
Lookup_value(A2): It is the cell number which we want to lookup or compare in the other sheet.
Table_array(Sheet$!A:A): It means the Column A of Sheet 4 with is compared to the Sheet 5.
Col_index_num(1): Here “1” represents the item of Column A of Sheet 5. Similarly, “2” will represent the
item of Column B.
Range_Lookup(0): It means if the value is not found then give a value of False.

RESULT:

12
 Here, #N/A means the cell in Column A of Sheet 4 is not present in Column A of Sheet 5.

SHORTCUT FORMULA: =VLOOKUP(A2,Sheet5!A:A,1,0)

3.9.3 EXACT Function

This function is used to compare the values in the same sheet within the MS Excel.

In the below example I have shown comparison of 2 columns. Here, I am trying to compare the items in
Column B with Column A.

RESULT:

13
Here, FALSE means the value in Column B is not present in the Column A and TRUE means the exact value is
present in the column A.

NOTE: If the column A and Column B contains the same value but Column B has one space after the letter
then it with not show the value as TRUE. So, it is always better to use VLOOKUP function.

3.9.4 CONCATENATE Function

This function is used to join two words from two different cells

SHORTCUT FORMULA: =CONCATENATE(A2," ",B2)

3.9.5 Compare digits in the cell.

By this function we can compare the certain number of digits in two different columns are same or not.
In the below example with the function I have compared first 6 digits of Column B w.r.t Column A.
Column C gives the value TRUE for all parts whose first 6 digits are same else it returns a value FALSE.

14
SHORTCUT FUNCTION: =IF(LEFT(A2,6)=LEFT(B2,6),"True","False")

3.9.6 Function to make the first letter capital:

PROPER Function can be used to make the first letter capital.

SHORTCUT FUNCTION: =PROPER(A2)

3.9.7 How to Filter words from a Column

ν Add FILTER (ALT+D+F+F)
ν Go to filter tab of the Column and select Text filters> Contains

15
 ν Add words which you want to filter.

NOTE: You can only filter 2 words at a time with this function.

3.9.8 How to Filter multiple words from a Column

For filtering multiple words in a Column we have to use an array function. In the below Example, I have
shown comparing Column A w.r.t. Column H and found out the items in Column A which contains any of
the words from Column H.

SHORTCUT FORMULA: =OR(ISNUMBER(SEARCH($H$1:$H$5,A1)))

16
Enable Array function by pasting this formula in a cell and pressing CTRL+SHIFT+Enter.
(If the Array function is enable it should have

3.9.9 CHART YOUR DATA

ν Select the data that you want to chart.

ν On the Insert tab, in the Charts group, click the chart type that you want to use, and then click a
chart subtype

Use the Chart Tools to add chart elements such as titles and data labels, and to change the design,
layout, or format of your chart.

17
4. Conclusion

With this technical document associated can reduce the amount of time spent in doing manual work.
Also, allows users to identify, utilize, and design the Excel as per the function.

ν Common library for functions of Excel

ν Automate the process
ν Ensure correctness of data
ν Save time
ν Assured data
ν Any person can use
ν Sharing & reuse of centralized information
„

5. Acknowledgements

The author wishes to acknowledge TCS associates Jagadeesh Khodanapur and Prithvi Muliyil for
providing a deep insight to this interesting topic and creating interest in writing on the subject.

6. References

• Mircosoft Website
• http://www.excelfunctions.net/Basic-Excel.html
• http://www.excelfunctions.net/Basic-Excel.html
• https://www.youtube.com/watch?v=3kNEv3s8TuA
• http://en.wikipedia.org/wiki/Microsoft_Office

18
Thank You

Contact

For more information, contact [email protected](Email Id of ISU)

About Tata Consultancy Services (TCS)

Tata Consultancy Services is an IT services, consulting and business solutions

organization that delivers real results to global business, ensuring a level of certainty no
other firm can match. TCS offers a consulting-led, integrated portfolio of IT and IT-
enabled infrastructure, engineering and assurance services. This is delivered through its
TM
unique Global Network Delivery Model , recognized as the benchmark of excellence in
software development. A part of the Tata Group, India’s largest industrial conglomerate,
TCS has a global footprint and is listed on the National Stock Exchange and Bombay
Stock Exchange in India.

For more information, visit us at www.tcs.com.

IT Services
Business Solutions
Consulting

All content / information present here is the exclusive property of Tata Consultancy Services Limited (TCS). The content /
information contained here is correct at the time of publishing. No material from here may be copied, modified, reproduced,
republished, uploaded, transmitted, posted or distributed in any form without prior written permission from TCS.
Unauthorized use of the content / information appearing here may violate copyright, trademark and other applicable laws,
and could result in criminal or civil penalties. Copyright © 2011 Tata Consultancy Services Limited

19