Microsoft Excel

Formula & Functions

Name :
Course Outline
Lesson 1 : Building Basic Formulas to Advanced Formula
Writing and Troubleshooting
 Statistical Functions
 Database Functions
 Logical Functions
 Mathematical Functions
Lesson 2 : Lookup, Reference and Information Functions
 Vlookup & Hlookup
 Index & Match
 Lookup
 Iferror
Lesson 3 : Manipulating Text , Date and Time
Lesson 4 : Applying Protections
Lesson 5 : Import , Export and Filtering Data
Lesson 6: Analysing Data Using Pivot Tables, Slicers and
Pivot Charts
Lesson 7: Working with Macros

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Introduction to Excel 2016

 Excel is a spreadsheet program that allows you to store, organize,

and analyse information.
 While you may believe Excel is only used by certain people to process
complicated data, anyone can learn how to take advantage of the
program's powerful features.
 Whether you're keeping a budget, organizing a training log, or creating
an invoice, Excel makes it easy to work with different types of data.

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The Excel interface
When you open Excel 2016 for the first time, the Excel Start Screen will appear.
From here, you'll be able to create a new workbook, choose a template, and
access your recently edited workbooks.

 From the Excel

Start Screen,
locate and select
Blank workbook
to access the Excel
interface.

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 Quick Access
Microsoft
Toolbar
Account
Formula Bar The Quick Access
Name Box From here,
In the formula bar, you Toolbar lets you
The Name you can
can enter or edit data, a access common
box displays access your
formula, or a function commands no matter
the Microsoft
that will appear in a which tab is selected.
location, or account
specific cell. You can customize the
name, of a information,
commands depending
selected The Ribbon view your
on your preference.
cell. The Ribbon contains all of the commands you will need to profile, and
perform common tasks in Excel. It has multiple tabs, each with switch
several groups of commands. accounts.

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Working With The Excel Environment
 The Ribbon and Quick Access Toolbar are where you will find the
commands to perform common tasks in Excel. The Backstage view gives you
various options for saving, opening a file, printing, and sharing your document.

 The Ribbon

 To change the Ribbon Display Options:

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 The Quick Access
Toolbar

To add commands to the

Quick Access Toolbar:

1. Click the drop-down arrow

to the right of the Quick
Access Toolbar
2. Select the command you
want to add from the drop-
down menu. To choose from
more commands, select More
Commands.

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How to use Tell me:
 Type in your own words what you want
to do.

 The results will give you a few relevant

options.
To use one, click it like you would a
command
on the Ribbon.

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 Backstage view

1. Click the File tab on

the Ribbon.
Backstage view will
appear.

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Saving and opening files

 When you’re signed in to your Microsoft account, OneDrive will appear as an

option whenever you save or open a file. You still have the option of saving files to
your computer. However, saving files to your OneDrive allows you to access them
from any other computer, and it also allows you to share files with friends and
coworkers.
 For example, when you click Save As, you can select either OneDrive or This PC
as the save location.

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Lesson 1 : Building Basic Formulas to Advanced
Formula Writing and Troubleshooting
 Creating a Basic Formula  Logical Operators
 Excel’s Order of Operations  Formula Shortcuts
 Cell References  Point-and-Click Formula Creation
 How Excel Formats Cells That  Point-and-Click Formula Editing
Contain Cell References  The Formulas Tab.
 Functions  Using the Insert Function Button
 Using a Function in a Formula  Copying Formulas
 Using Cell References with a  Absolute Cell References
Function
 Partially Fixed References
 Using Cell Ranges with a Function
 Referring to Other Worksheets
 Excel Compatibility Functions
 Referring to Other Workbooks
 Formula Errors

• SUM , SUMIF, SUMIFS, AVERAGE , AVERAGEIF, AVERAGEIFS : Totaling and averaging functions
• COUNT(), COUNTA(), and COUNTBLANK() , COUNTIF , COUNTIFS
: Counting Items in a List
• ROUND(), ROUNDDOWN(), ROUNDUP(): Rounding Numbers
• MROUND(), CEILING(), and FLOOR(): More Rounding Functions
• PRODUCT(), FACT(), POWER(), and SQRT(): Products, Factorials, Powers, and Square Roots
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Chapter 1 : Kick Start with Excel Formulas

(Basic to Advanced)
 One of the most powerful features in Excel is the ability to calculate
numerical information using formulas. Just like a calculator, Excel can
add, subtract, multiply, and divide. In this Chapter, we'll show you how
to use cell references to create simple formulas.
Mathematical operators
 Excel uses standard operators for formulas, such as a plus sign for
addition (+), a minus sign for subtraction (-), an asterisk for
multiplication (*), a forward slash for division (/), and a caret (^)
for exponents.
 All formulas in Excel must begin with an equals sign (=). This is
because the cell contains, or is equal to, the formula and the value it
calculates.

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Create Formulas in a Worksheet

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The Order of Operations

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Understanding cell references
 While you can create simple formulas in Excel using numbers (for example, =2+2 or
=5*5), most of the time you will use cell addresses to create a formula. This is
known as making a cell reference. Using cell references will ensure that your
formulas are always accurate because you can change the value of referenced cells
without having to rewrite the formula.
 In the formula below, cell A3 adds the values of cells
A1 and A2 by making cell references:

 If the values in the referenced cells change, the formula automatically recalculates:

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Mathematical operator with cell
references
 By combining a
mathematical
operator with cell
references, you can
create a variety of
simple formulas in
Excel. Formulas can
also include a
combination of cell
references and
numbers, as in the
examples

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To create a formula:

In our example below, we'll use a

simple formula and cell references
to calculate a budget.

If the result of a formula is too

large to be displayed in a cell, it
may appear as pound signs
(#######) instead of a value. This
means the column is not wide
enough to display the cell content.
Simply increase the column
width to show the cell content.

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Copying formulas with the fill handle
 Formulas can also be copied
to adjacent cells with the fill
handle, which can save a lot
of time and effort if you
need to perform the same
calculation multiple times
in a worksheet. The fill
handle is the small square
at the bottom-right corner
of the selected cell(s)
 After you release the mouse,
the formula will be copied to
the selected cells.

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To edit a formula

 Click the formula bar to edit the formula.

You can also double-click the cell to view and
edit the formula directly within the cell.
 When you're finished, press Enter on your
keyboard or select the Enter command in the
formula bar.
 If you change your mind, you can press the Esc
key on your keyboard or click the Cancel
command in the formula bar to avoid
accidentally making changes to your formula.
 To show all of the formulas in a spreadsheet,
you can hold the Ctrl key and press ` (grave
accent). The grave accent key is usually located
in the top-left corner of the keyboard. You can
press Ctrl+` again to switch back to the
normal view.
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Creating complex formulas
 In the example below, we'll demonstrate how Excel uses the order of
operations to solve a more complex formula. Here, we want to calculate
the cost of sales tax for a catering invoice. To do this, we'll write our
formula as =(D3+D4+D5)*0.075 in cell D6. This formula will add the
prices of our items, then multiply that value by the 7.5% tax rate (which is
written as 0.075) to calculate the answer.

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Relative references
By default, all cell references are
relative references. When
copied across multiple cells,
they change based on the
relative position of rows and
columns. For example, if you
copy the formula =A1+B1
from row 1 to row 2, the
formula will become =A2+B2.

Relative references are

especially convenient whenever
you need to repeat the same
calculation across multiple rows
or columns.

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Absolute references
There may be a time
when you don't want a
cell reference to change
when copied to other
cells. Unlike relative
references, absolute
references do not
change when copied or
filled. You can use an
absolute reference to
keep a row and/or
column constant.

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 Troubleshooting Absolute Reference Error
Be sure to include
the dollar sign ($)
whenever you're
making an absolute
reference across
multiple cells.
The dollar signs were
omitted in the
example below. This
caused Excel to
interpret it as a
relative reference,
producing an
incorrect result when
copied to other cells.

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Creating subtotals
The Subtotal command
allows you to
automatically create
groups and use common
functions like SUM,
COUNT, and AVERAGE to
help summarize your
data.
For example, the
Subtotal command could
help to calculate the cost
of office supplies by type
from a large inventory
order. It will create a
hierarchy of groups,
known as an outline, to
help organize your
worksheet.
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Working with basic functions
Figuring out formulas for calculations you want to make
in Excel can be tedious and complicated. Fortunately,
Excel has an entire library of functions—or
predefined formulas—you can take advantage of. You
may be familiar with common functions like sum,
average, product, and count, but there are hundreds
of functions in Excel, even for things like formatting
text, referencing cells, calculating financial rates, and
analysing statistics.

In this Chapter, you'll learn the basics of inserting

common functions into your worksheet by utilizing the
AutoSum and Insert Functions commands. You will
also become familiar with how to search and find
various functions, including exploring Excel's
Functions Library.

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The parts of a function
 The order in which you insert a function is important. Each function has a
specific order—called syntax—which must be followed in order for the
function to work correctly.
 The basic syntax to create a formula with a function is to insert an equals
sign (=), function name (SUM, for example, is the function name for
addition), and argument. Arguments contain the information you want
the formula to calculate, such as a range of cell references

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Working with arguments
 Arguments must be enclosed in parentheses. Individual values or cell references
inside the parentheses are separated by either colons or commas.
 Colons create a reference to a range of cells.

For example, =AVERAGE(E19:E23) would calculate the average of the cell

range E19 through E23.
 Commas separate individual values, cell references, and cell ranges in
parentheses. If there is more than one argument, you must separate each
argument by a comma.

For example, =COUNT(C6:C14,C19:C23,C28) will count all the cells in the

three arguments that are included in parentheses.

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To create a basic function in Excel:
1. Select the cell where the answer will appear (F15, for example).
2. Type the equals sign (=), then enter the function name (SUM, for
example).

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How to Name a Cell or Range

 Assign a descriptive name to a cell or range in Excel 2016 to help make

formulas in your worksheets much easier to understand and maintain.
Range names make it easier for you to remember the purpose of a
formula, rather than using obscure cell references.
 For example, the formula =SUM(Qtr2Sales) is much more intuitive than
=SUM(C5:C12). In this example, you would assign the name Qtr2Sales
to the range C5:C12 in the worksheet.

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Naming cells

 To name a cell
or range, follow
these steps:
1. Select the cell or cell
range that you want to
name.
2. You also can select non-
contiguous cells (press Ctrl
as you select each cell or
range).
3. On the Formulas tab, click
Define Name in the
Defined Names group.
4. The New Name dialog box
appears.

TIP! Alternatively, you can enter a range name into the Name box located at
the left end of the Formula bar and press Enter to create the name.

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Using a named range

 To use a named cell or range, click the down arrow in the Name box at
the left end of the Formula bar.
 Select the range name you want to access, and Excel highlights the named
cells.

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List of Text and String Functions in
Excel
String Functions in Excel are the used to manipulate strings
in excel. This is particularly useful as databases not only
consists of numeric entries but also string entries. String
Functions in excel helps to organize the strings in a
particular format on which analyst can perform various
analysis.
 Top String Functions in Excel discussed here are as follows -
 How to CONCATENATE Strings in Excel?
 How to manipulate TEXT in excel
 How to capitalize the text in excel using PROPER function
 Usage of MID, LEFT and RIGHT Function
 Exact Function in excel
 CLEAN Function in excel
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 Note:

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Maths Function in Excel
Excel can be used very efficiently to perform arithmetic
functions in excel. The basic maths function in excel are
very handy for a financial analyst who performs data
analysis, calculates SUM or Average, Max or Min etc.
 Top maths functions in excel discussed here are as follows -
 SUM and SUMIF function
 ODD and EVEN Functions in excel
 SUMPRODUCT and SUMTOTAL function on excel
 LOG and LN function
 Exponential maths function in excel
 Absolute function in excel
 TAN function in excel

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Available Functions for SUBTOTAL

As stated above, the SUBTOTAL function can use

different functions when subtotaling; here is the list of
available functions with including or excluding values
in the hidden rows. The behavior of the SUBTOTAL
function is controlled by the argument
“function_num”. See the table below –

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 note

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Function_num is a number that denotes a specific function that we want to use, it
is a number from 1-19

Option: it is also a numeric value ranging from 0 to 7 and determines which values
are to be ignored while calculations

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 Note:

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 Since ‘k’ is an optional argument and is used when
a function like LARGE, SMALL, PERCENTILE.EXC,
QUARTILE.INC, PERCENTILE.INC or QUARTILE.EXC is
used but in this case, we are calculating the
Average so we will omit the value of k.

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SUM , SUMPRODUCT , SUMIF, SUMIFS,
AVERAGE , AVERAGEIF, AVERAGEIFS :

Totaling and averaging functions

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COUNT(), COUNTA(), & COUNTBLANK(),
COUNTIF , COUNTIFS , DCOUNT , DCOUNTA

Counting Items in a List

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Count Blank Cells

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Count Nonblank Cells

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Product Function
This function multiplies the numbers and returns the product.

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SumProduct Function
SUMPRODUCT function multiplies the corresponding items in
the arrays and returns the sum of the results

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Other Statistical Functions

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Latest Functions in Excel 2016
Until Excel 2016, there
is no built-in MINIF-
Formula in Excel.
There are COUNTIF,
SUMIF, AVERAGEIF but
no MINIF nor MAXIF
before the
latest version.

However, there are situations in which you need to get the minimum under a condition.
In the following post, we are going to illustrate how to return the minimum using a
simple example. We got an Excel table with two columns “Car type” and “Price”. We
want to know the minimum price for each car type. Sounds easy? Unfortunately, Excel
makes it unnecessarily difficult to calculate.

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MINIFS and MAXIFS
MINIFS and MAXIFS work pretty much the same way as SUMIFS The formula
has at least three parts:

 The minimum (or maximum) range: In this range, Excel will search for the
minimum or maximum value and return it.
 The first criteria range: The range of cells which contain the first criteria.
 The first criteria: This is the value, which Excel searches for in the first
criteria range.
 If you got more criteria, you can just extend the formula and repeat
number 2 and 3 from above. Let’s take a look at an easy example: We got
car names in column A, their colors in column B and their prices in column
B. We want to know the lowest price of a blue VW Golf:

=MINIFS(C:C,A:A,"VW Golf",B:B,"Blue")

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Rank (Smallest to largest)

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Rank average

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Database Functions
 For complex criteria and queries, Database Functions can
be applied.
 Database functions are :
=dsum (database, field , criteria)
=daverage (database, field , criteria)
=dcount (database, field , criteria)
=dmin (database, field , criteria)
=dmax (database, field , criteria)

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IFS function
 The IFS function checks whether one or more conditions are met and
returns a value that corresponds to the first TRUE condition. IFS can take
the place of multiple nested IF statements, and is much easier to read with
multiple conditions.
 Note: It's generally not advisable to use too many conditions with IF or
IFS statements, as multiple conditions need to be entered in the correct
order, and can be very difficult to build, test and update.
 Remember: IFS is a new function that is only available in Excel 2016
including Excel Online, Mobile, Android phones and tables. If you open a
workbook with the IFS function in an earlier version of Excel, all cells
containing the IFS function will display a #NAME? error.

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IFS Simple syntax
 IFS([Something is True1, Value if True1, [Something is True2, Value if
True2],…[Something is True127,Value if True127])
 Notes: The IFS function allows you to test up to 127 different conditions.
 For example:

=IFS(A1=1,1,A1=2,2,A1=3,3)

 Which says IF(A1 equals 1, then display 1, IF A1 equals 2, then display 2, or

else if A1 equals 3, then display 3).

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Technical Details about IFS Syntax
Syntax
= IFS(logical_test1, value_if_true1, [logical_test2, value_if_true2], [logical_test3,
value_if_true3],…)

Argument Description
logical_test1 (required) Condition that evaluates to TRUE or FALSE.
Result to be returned if logical_test1 evaluates to TRUE.
value_if_true1 (required)
Can be empty.
logical_test2…logical_test127
Condition that evaluates to TRUE or FALSE.
(optional)
Result to be returned if logical_testN evaluates to TRUE.
value_if_true2…value_if_true127
Each value_if_trueN corresponds with a condition
(optional)
logical_testN. Can be empty.

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Example 1

 The formula for cells A2:A6 is:

=IFS(A2>89,"A",A2>79,"B",A2>69,"C",A2>59,"D",TRUE,"F")
 Which says IF(A2 is Greater Than 89, then return a "A", IF A2 is Greater Than 79, then
return a "B", and so on and for all other values less than 59, return an "F").

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Example 2

 The formula in cell G7 is:

=IFS(F2=1,D2,F2=2,D3,F2=3,D4,F2=4,D5,F2=5,D6,F2=6,D7,F2=7,D8)

 Which says IF(the value in cell F2 equals 1, then return the value in cell D2, IF the value in cell F2
equals 2, then return the value in cell D3, and so on, finally ending with the value in cell D8 if none of
the other conditions are met).

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Remarks

 To specify a default result, enter a condition that will always be true for your final
logical_test argument, such as TRUE or 1=1. If none of the other conditions are
met the corresponding value will be returned. In Example 1, rows 6 and 7 (with
the 58 grade) demonstrate this.
 If a logical_test argument is supplied without a corresponding value_if_true, this
function shows a "You've entered too few arguments for this function" error
message.
 If a logical_test argument is evaluated and resolves to a value other than TRUE or
FALSE, this function returns a #VALUE! error.
 If no TRUE conditions are found, this function returns #N/A error.

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Lesson 2 : Lookup, Reference and
Information Functions
 The Basic Lookup
 VLOOKUP(): Vertical Lookups
 HLOOKUP(): Horizontal Lookups

 The Intermediate Lookup

 Lookup (Vector)
 Lookup (Array)

 Advanced Lookups
 MATCH(): Finding the Position of Items in a Range
 INDEX(): Retrieving the Value from a Cell
 Performing a “Left Lookup”
 Performing a Double Lookup

 Information Functions
 The “IS” Functions: Checking the Value Inside a Cell
 Tutorial: Generating Invoices from a Product Catalogue

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The Basic Lookup

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VLOOKUP function

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Examples

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Common Problems

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Best practices(i)

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Best practices (ii)

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The Intermediate Lookup

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The Advanced Lookup
INDEX & MATCH functions in Excel - a better
alternative to VLOOKUP. WHY?

 When deciding which formula to use for vertical lookups, the

majority of Excel gurus agree that INDEX / MATCH is far
better than VLOOKUP.
 However, many Excel users still resort to utilizing VLOOKUP
because it's a simpler function.
 This happens because very few people fully understand all the
benefits of switching from Vlookup to Index Match, and
without such understanding no one is willing to invest their
time to learn a more complex formula.

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4 top benefits of using
INDEX MATCH Functions in Excel
1. Right to left lookup. As any educated user knows, Excel VLOOKUP cannot
look to its left, meaning that your lookup value should always reside in the left-
most column of the lookup range. With INDEX MATCH, your lookup column
can be on the right side of your table as well. The following example
demonstrates this feature in action
2. Insert or delete columns safely. VLOOKUP formulas get broken or return
incorrect results when a new column is deleted from or added to a lookup table.
3. No limit for a lookup value's size. When using the VLOOKUP function,
remember that the total length of your lookup criteria should not exceed 255
characters, otherwise you will end up having the #VALUE! error. So, if your
dataset contains long strings, INDEX MATCH is the only working solution.
4. Higher processing speed. If you are working with relatively small tables, the
difference in Excel's performance will most likely be unnoticeable, especially in
recent versions. But if you use large worksheets with thousands of rows and
thousands of lookup formulas, Excel will work much faster if you use MATCH
INDEX rather than VLOOKUP. Generally, the use of Index / Match formulas
increases Excel's performance by 13% compared to equivalent Vlookup formulas.

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How to lookup values to left with INDEX
& MATCH
 As you can see in the screenshot below, the following formula works perfectly:
 =INDEX($A$2:$A$10,MATCH("Russia",$B$2:$B$10,0))

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How to use INDEX MATCH to search by
row and column values

 To begin with, let's create the general formula pattern. We just take the INDEX /
MATCH formula you already know and add one more MATCH function to it, which
will return the column number:

 =INDEX (your table, (MATCH (vertical lookup value, column to lookup against, 0)),
(MATCH (horizontal lookup value, row to lookup against, 0))

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And now, let us apply this formula template in practice. Below, you see a list of the
most populated counties in the world. Suppose, you want to know the number of
population in the USA in the year 2015:

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Excel Information Functions

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Lesson 3 : Manipulating Text, Date and
Time
 Manipulating Text  Date and Time Functions

 CONCATENATE(): Joining Strings of  TODAY() and NOW(): Inserting the

Text Together Current Date and Time

 LEFT(), MID(), and RIGHT(): Copying  DAY(), MONTH(), and YEAR(): More

Portions of a Text String Date Calculations

 UPPER(), LOWER(), and PROPER():  WEEKDAY(): Determining the Day of

Changing Capitalization the Week

 Remove Unwanted Text  DATEDIF(): Calculating the Difference

 Find and Replace Text Between Dates

 Text to Columns

 Import Other Data Sources into Microsoft

Excel

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Manipulating Text

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Lesson 4: Applying Protections
 Protecting Workbooks
 Protecting Worksheets
 Protecting Range of Cells

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To remove protection from the current
workbook, follow these steps:
 Click the highlighted
Protect Workbook
command button in the
Changes group on the
Review tab. The Unprotect
Workbook dialog box
appears.
 If you assigned a password
when protecting the
workbook, type the
password in the Password
text box and click OK

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Password Protect Spreadsheet
 Now navigate to Review tab, under
Changes group you will see Protect
Sheet and Protect Workbook

 Click Protect Sheet, in the bottom

pane of the dialog, enable those
options against which you allow
users to perform actions. Now
enter a password to protect
worksheet and click OK

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Protecting Specific Cells in an Excel
Worksheet
 To unlock cells, highlight
the cells to be unlocked
and then right-click and
select Format Cells
on the context-sensitive
menu. On the
Protection tab of the
Format Cells dialog
box, uncheck Locked,
as shown in Figure 1.
Note that, by default,
Excel locks all cells on a
worksheet.

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 Next, select Protect Sheet on the
Review tab of the Ribbon to open the
Protect Sheet dialog box, as shown in
Figure 2. In the Allow all users of this
worksheet to list, check the objects that
users are allowed to act upon, then enter a
password, and click OK.

 Confirm the password and then click OK

again to protect the sheet. The password
prevents users who do not know the
password from un-protecting the
worksheet. Repeat these steps for every
worksheet that you wish to protect
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Lesson 5 : Import , Export and Filtering
Data

 Import Data from Other sources into an Excel

worksheet
 Export Excel Data to another file types
 Advanced Data Filter

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Import Data from Other sources into an
Excel worksheet

 Click the cell where you

want to put the data
from the text file.

 On the Data tab, in the

Get External Data
group, click From Text.

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Export data to a text file by saving it
 Click the Microsoft Office Button , and then click Save
As.
 The Save As dialog box appears.
 In the Save as type box, choose the text file format for the
worksheet.
 For example, click Text (Tab delimited) or CSV (Comma
delimited).

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Advanced Filter
 Select the Data tab at the
top of your spreadsheet, and
select Advanced from the
Filter options.

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Lesson 6 : Analysing Data Using Pivot
Tables, Slicers and Pivot Charts

 Creating and Editing Pivot Table Reports

 Analysing Data using Pivot Charts
 Simplifying Report with Slicers

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 Creating Pivot Table in Excel
 Click the PivotTable
button in the Tables
group on the Insert
tab.
 Click the top portion
of the button; if you
click the arrow, click
PivotTable in the
drop-down menu.
 Excel opens the
Create PivotTable
dialog box and selects
all the table data, as
indicated by a
marquee around the
cell range

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Change data source for a pivot table

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When the Change PivotTable Data Source window appears,
change the Table/Range value to reflect the new data source for
your pivot table. Click on the OK button.

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Now when you return to your pivot table, it should
display information from the new data source.

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Refresh a pivot table

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Remove grand totals for columns in a pivot
table

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Show Top 10 results in a pivot table

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Change how errors are displayed in a pivot table

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Change how empty cells are displayed in a
pivot table

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Display the fields in the Values Section in
multiple columns in a pivot table

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Frequency Distribution
 Did you know that you can use pivot tables to easily
create a frequency distribution in Excel? You can also
use the Analysis Toolpak to create a histogram.

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Creating Pivot Charts
 A pivot chart is the visual representation of a pivot
table in Excel. Pivot charts and pivot tables are
connected with each other.

 To insert a pivot chart, simply insert a chart.

1. Click any cell inside the pivot table.
2. On the Insert tab, click Column and select one of the
subtypes. For example, Clustered Column

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Filter Pivot Chart

For example, use the

Country filter to only
show the total amount
of each product
exported to the United
States.

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Change Pivot Chart Type

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Slicers
 Excel 2016 makes it possible to insert slicers to quickly
and easily filter pivot tables. However, using the report
filter gives the exact same result

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Note: notice how the report filter changed to Fruit. Hold down CTRL to include fruit
and vegetables.
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Microsoft Excel 2016 – Office 365
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Pn Shabenah Mohd

For more tips and trick : visit –

www.facebook.com/beeyna.learning
Email : [email protected]

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