Excel Study Guide

4th Form
December 2023
YOU WILL BE ASSESSED ON YOUR KNOWLEDGE OF EXCEL, EXCEL FUNCTIONS AND EXCEL

FORMULAE. BELOW YOU WILL FIND SOME COMMON FUNCTIONS AND THEIR SYNTAXES

Contents
FUNCTIONS .............................................................................................................................................................2
1. Sum .............................................................................................................................................................2
2. Product .......................................................................................................................................................2
3. Average .......................................................................................................................................................2
4. Max .............................................................................................................................................................2
5. Min..............................................................................................................................................................2
6. Count ..........................................................................................................................................................2
7. CountA ........................................................................................................................................................2
8. Countblank .................................................................................................................................................2
9. CountIF .......................................................................................................................................................3
10. CountIFs ..................................................................................................................................................3
11. Simple IF .................................................................................................................................................3
12. Nested IF .................................................................................................................................................4
13. PMT.........................................................................................................................................................4
14. VLOOKUP ................................................................................................................................................5
SORTING .....................................................................................................................................................................6
Simple sorts ........................................................................................................................................................6
FILTERING ...................................................................................................................................................................8
15. Simple Filter: ...........................................................................................................................................8
PIVOT TABLES .......................................................................................................................................................... 11
Miscellaneous: ......................................................................................................................................................... 15

1
 FUNCTIONS

1. Sum – Used to add values together

o Syntax: =SUM(values) *values may be individual cell references separated by a

comma(,) or a range eg: (c1:c15). Example: =SUM(A2:A20) =SUM(A2,A8,A12)

2. Product – Used to multiply values

o Syntax: =PRODUCT(values) *values may be individual cell references separated by a

comma(,) or a range eg: (c1:c15). Example: =PRODUCT(A2:A20)

=PRODUCT(A2,A8,A12)

3. Average – Used to find the average of a set of values

o Syntax: =AVERAGE(values) *values may be individual cell references separated by a

comma(,) or a range eg: (c1:c15). Example: =AVERAGE(A2:A20) or

=AVERAGE(A2,A8,A12)

4. Max – Used to find the maximum value in a set of values

o Syntax: =MAX(values) *values may be individual cell references separated by a

comma(,) or a range eg: (c1:c15). Example: =MAX(A2:A20) or =MAX(A2,A8,A12)

5. Min – Used to find the minimum value in a set of values

o Syntax: =MIN(values) *values may be individual cell references separated by a

comma(,) or a range eg: (c1:c15). Example: =MIN(A2:A20) or =MIN(A2,A8,A12)

6. Count – Used to find the amount of numbers in a given range

o Syntax: =COUNT(values) *values may be individual cell references separated by a

comma(,) or a range eg: (c1:c15). Example: =COUNT(A2:A20) or =COUNT(A2,A8,A12)

7. CountA – Used to find the amount of non-empty cells in a given range

o Syntax: =COUNTA(values) *values may be individual cell references separated by a

comma(,) or a range eg: (c1:c15). Example: =COUNTA(A2:A20) or

=COUNTA(A2,A8,A12)

8. Countblank – Used to find the amount of empty cells in a given range

2
 o Syntax: =COUNTBLANK(values) *values may be individual cell references separated by

a comma(,) or a range eg: (c1:c15). Example: =COUNTBLANK(A2:A20) or

=COUNTBLANK(A2,A8,A12)

9. CountIF – Used to find the number of cells that are equal to a given criteria

o Syntax: =COUNTIF(range,criteria)

 The CountIF function by default counts values that are EQUAL TO the criteria.

(So if the criteria is 10, then it will count all cells with a value equal to 10). In

order for the function to count cells based on a comparison OTHER THAN “is

equal to”, quotation marks(“”) are needed around your new criteria. (for

example, to count all values GREATER THAN 10 you would do

=COUNTIF(A2:A20, “>10”)

10. CountIFs – Used to find the number of cells that are equal to multiple criteria

o Syntax: =COUNTIFS(range1,criteria1,range2,criteria2)

 The CountIFS function by default counts values that are EQUAL TO the criteria.

(So if the criteria is 10, then it will count all cells with a value equal to 10). In

order for the function to count cells based on a comparison OTHER THAN “is

equal to”, quotation marks(“”) are needed around your new criteria. (for

example, to count all values GREATER THAN 10 or LESS THAN 20 you would do

=COUNTIF(A2:A20, “>10”,B2:B20,”<20”)

11. Simple IF – Used to determine if a condition is true or false and which actions to take in each

case

o Syntax: =IF(logic test , value_if_true , value_if_false)

 Ifs can be used for assigning a value, doing calculations or simple to check if

something is ‘True’ or ‘False’. The function may only check one condition at a

time so =IF(B3>5,”Yes”,”No”) is a VALID IF syntax while =IF(3>B3>5,”Yes”,”No)

is INVALID.

 In the event that you want text to be written based on the result of your logic

test, this text needs to be enclosed in quotation marks (“”).

3
  As previously mentioned, arithmetic operations may be done in the

value_if_true and value_if_false sections (or even other functions). For example,

you could do: =IF(B3>5,B3*C3,AVERAGE(C2:C5))

12. Nested IF – Used to determine which condition out of a series of conditions is true and which

actions to take in each case

o Syntax:

=IF(logic test , value_if_true ,IF(logic_test2, value_if_true,IF(logic_test3,value_if_true,…)))

 Notice that there are three open parentheses (one after each IF) and three

close parentheses at the end. YOU HAVE TO CLOSE EVERY BRACKET THAT

YOU OPEN.

 For these nested IFs, each subsequent logic test ONLY OCCURS if the previous

one failed. Therefore, it is not necessary for you to check the previous condition

(logic test1 for example) in a subsequent condition (logic test 2). As mentioned

in the Simple IF, excel only accepts one logic test at a time so doing this ‘multi-

logic test’ (like 3>B3>5) will result in an error.

 It is important to pay keen attention to the position of your true or false

values. Nested IFs can often be convoluted so try your best to ensure

that your function meets the required logic tests and give the

appropriate output (use a pencil and trace through the function if you

need to).

 The last IF in a nested IF will always be a simple IF. For example, if you

applying a letter grade based on a given numeric average, the last IF

only needs to check if there is a pass or fail.

o (eg: =IF(B4>=90,”A”,IF(B4>=80,”B”,IF(B4>=70,”C”,IF(B4>=60,”P”,”F”))))

The IF in purple is a simple IF checking if B4 is greater than or

equal to 60.

13. PMT – Used to determine the value of each payment made during a given payment period

o Syntax:

4
 =PMT(rate_as_a_percent , number_of_payments , current_value_of_loan ,

future_value_of_loan* , payment_type*)

 The things with an asterisk beside them are not necessary and should not be

included unless you are given information on them.

 PMT is a function which outputs a negative value by default (which is shown as

red in excel).

 The PMT function will vary based on the information given. If you are given an

annual rate but want monthly payments then you will need to convert that

yearly rate to a monthly rate (by dividing by twelve). Pay careful attention to

the units of PMT questions.

14. VLOOKUP – Used to retrieve data from another part of a workbook

o Syntax: =VLOOKUP(lookup_value , lookup_range , column_index , approximate_match)

 Lookup_value – The search criteria – it tells excel what value contains the information

that we are looking for (eg. If you want to the 100m world record time you would

search for the name “Usain Bolt”)

 Lookup_range – The range of data that holds the value that you wish to retrieve

 Column_index – The column number that holds the information (starting from 1 at the

leftmost column)

 Approximate_match – Tells excel if it should only look for the closest match or only

return exact matches. In most instances, this will remain FALSE or 0.

5
 SORTING

In the Data tab under the Sort and Filter group you will find different Sorts.

Simple sorts:

These Sorts are used to only sort one at a time. In order there is a sort that sorts in ascending
order (whether alphabetically or numeric) and one sorts in descending order. These can only
sort by one field/attribute at a time.

In order to sort by multiple attributes simultaneously, you should use the CUSTOM SORT

OR

6
This allows you to sort by one thing then another. This means that the first category will be
sorted then the sub category will be sorted (without affecting the previous sort). You can add
as many levels as you want by clicking “Add Level”.

7
 FILTERING

In the Data tab under the Sort and Filter group you will find different Filters.

15. Simple Filter:

This filter results in the appearance of dropdown arrows on your data’s headings. It allows you

to filter data in place based on the data that is already present. Data that does not meet this

filter will be removed. You can filter each column by clicking the drop-down arrow

This will only show text that matches “Hello”

8
In order to filter to another location or to filter based on more unique criteria, an ADVANCED
FILTER is used.

The advanced filter has several steps that need to be completed in order for it to give a desired
result.

1. Select the range that contains the data that you wish to filter

This will be the first thing that you see (called List Range). Highlight the range
that you want to filter.

2. Select the criteria range

The criteria range contains two things: the header and the actual criteria. The
header should match the header of the row you wish to filter. For example, if we
wanted to filter Greetings, the first row of our criteria range will be “Greetings”. I
recommend copying and pasting the label of the column that you wish to filter
by so that you avoid making typos. The second row should contain your actual
criteria. This may be something as simple as a work (similar to the simple filter).
Only records with that word will be filtered.

You can also filter by more complex filters such as logic tests. An example of
this is shown below where only records with a price greater than $500 will
remain.

You can filter by multiple criteria at once. To do this, simple include additional
headings and criteria in your criteria range:

9
 This filter only includes values with the company name Apple, a price greater
than 500, and a Sales_ID of 290.

3. Copy To

With an advanced filter, you can the filtered list to another place. This is unlike
the simple filter which only filters in place. In order to do this, click the “Copy to
another location” option under action and select the cell which you want to be
the top right hand corner of your list.

BE CAREFUL WHEN COPYING TO ANOTHER LOCATION.

You can only copy to locations that are located on the worksheet you were
in (the active worksheet) when you clicked the ‘advanced filter’ button. This
means that if you want to copy from sheet1 to sheet2, you have to begin the
advanced filtering process ON SHEET2. If you begin this filter on sheet1 and
try to copy to a cell in sheet2 you will receive an error that states “You can
only copy filtered data to the active sheet”. This can be confusing as often the
data which you wish to filter is on another worksheet so intuitively you will begin
the advanced filter on the sheet that contains this data (so it’s easier to select).
This will result in an error though so do try to keep this excel quirk in mind!

10
 PIVOT TABLES

A pivot table is a summary tool provided by excel that is very powerful if you know how to use
it. It can be found under the ‘Insert’ tab to the very left in the ‘Tables’ group.

When creating a pivot table, you can select the range of data that you would like to analyse as
well as where the pivot table will be generated. You can select a pre-existing worksheet or have
the pivot table create a new worksheet just for it.

After creating a pivot table you will see at the top of excel’s toolbar two new tabs: Analyze and
Design. Design allows you to change the look of the pivot table while Analyze is where most of
the work is done.

To the right hand side of your screen you will see the following:

11
Field List is where you will find the following:

Dragging fields to columns or rows will add labels to your table. If you drag them to values,
excel will add/count the values under these labels automatically. To change this, click on the
field button and click and select Value Field Settings. Here you will find other operations:

12
IF ONLY ONE FIELD IS DRAGGED TO EITHER THE ROW OR COLUMN SECTION, THE PIVOT
TABLE IS REFERRED TO AS BEING 1 DIMENSIONAL. IF BOTH THE ROW AND COLUMN ARE
POPULATED WITH FIELDS, THE PIVOT TABLE IS CALLED 2 DIMENSIONAL.

You can also have multiple fields under the rows or columns which will group the values in a
hierarchical structure.

13
Also some other things you can do in excel:

Frequency Distribution:

Using Data Analysis: https://www.youtube.com/watch?v=Giewd9yH4q0&t=168s

Using CountIFs: https://www.youtube.com/watch?v=_avkg8ILpXs

Using Frequency Function: https://www.youtube.com/watch?v=1sLJxwxR8jc&t=23s

Charts:

Intro to charts: Intro to Charts

Pivot Charts: https://www.youtube.com/watch?v=9NUjHBNWe9M

14
 Miscellaneous:

LABELLED DIAGRAM OF EXCEL

Excel Shortcuts:

If you hold the shift key and use your arrow keys you will highlight cells

If you hold the control (ctrl) key and tap an arrow key, you will jump to the last non-
empty cell in your worksheet. Doing this with the shift shortcut will allow you to
highlight large amounts of data quickly.

Naming ranges:

You can name a highlighted range by typing your desired name in the name box. You
can also go to the formulas tab and click ‘Define name’ under the Defined names group.
These names should have no spaces.

Function vs Formula.

To put it simply, a funciton has words, while a formula does not. Excel functions are
prefined formulas. A formula is a calculation performed in excel. Both begin with the equal sign
(=).

Formula example: =A1+A2+A3+A4

Function example: =SUM(A1:A4)

15
16