EXCEL

## BASICS OF MICROSOFT EXCEL

# RIBBON
Ribbon is the upper most section which consist of various tab with various
functionalities
Ribbons can perform two operations Collapse and Customize
Collapse can be performed by simply clicking the currently open tab
Customize can be performed by clicking on customized quick access tool
=> More Commands => Customize ribbon.
# WORKBOOK AND WORKSHEETS
Workbook is another name for excel file
When we open software, the blank workbook is displayed
Worksheet is called as sheet
Different worksheet in the workbook which can be switched
Customize: We can customize by default settings of workbook by click on
customized quick access tool => general
# TEMPLATES
Templates are the pre-defined workbooks or worksheets with pre-defined
formulas, graphs required
Instead of creating template from scratch we can use template and
customize as per required values
We can copy or move the same template by using ‘move or copy’ by right
clicking on the sheet (Parent Sheet) and the perform the required action
If it’s copy action then similar worksheet (Child Sheet) is copied which can
be modified and no changes will be reflected on Parent Sheet.
# FORMAT CELLS
We can apply a number format to the cell in following different ways:
 Number (Currency, Cate, Time, Percentage, and etc)
 Alignment (Left intended, Right intended and etc)
 Font (Font, Style, Color, Size and etc)
 Border (Line Style, Color, Presents and etc)
 Fill (Background Color, Pattern)
 Protection (Locked, Hidden)

Shortcut to get the format cell is ‘CTRL + 1’

Number:
You can format n number of cells in excel
You can adjust after decimal number of digits
Currency:
Used to convert the number in to currency
Alignment:
Used to change the indention or alignmet of text
Border:
Used to change the border style

# BORDERS
We can highlight cell borders to display exclusivity
 Predefined cell border
 Remove cell border
 Creating a custom cell border
 Styling cell borders
Shortcut method to assign default border to cell is ‘CTRL + SHIFT + &’
# TEXT – FORMATTING AND STYLING
We can format n style data in a cell
 Font Selection
 Font Color
 Font Style
 Font Size
 Indentation
# DATA VALIDATION
Data validation is used to make sure that users enter certain values into a
cell.
Data Validation is available in Data tab
Data validation consist of three parts: Input (set range for input),
Message (specify the message for input), Alert (specify alert for input)

# KEYBOARD SHORTCUT
To select the entire range, press ‘CTRL + a’ (if you press ‘CTRL + a’ one
more time Excel selects the entire sheet)
To copy the range, press ‘CTRL + c’ ( to cut a range, press ‘CTRL + x’)
Select cell A6 and press ‘CTRL + v’ to paste this
To move cell to the botton of the range, hold down ‘CTRL and press down
key’
To quickly move to the right of the range, hold down ‘CTRL and press
right key’
To select cells while moving down, hold down ‘SHIFT and press down key
a few time’
To select cells while moving to the right, hold down ‘SHIFT and press right
key a few times’
To quickly bold a range, select the range and press ‘CTRL + b’
To select cells while moving down all once, hold down ‘CTRL + SHIFT and
press down key a few time’
To select cells while moving to the right, hold down ‘CTRL + SHIFT and
press right key a few times’

## DATA WRANGLING
# CELL REFERENCES – RELATIVE, ABSOLUTE AND MIXED
Cell reference helps us to generalize the formulas or generalize any of the
operations/functions
 Relative Reference (by default in excel)
Relative cell reference is useful when you have to create a formula
for a range of cells and the formula needs to refer to relative cell
reference.

 Absolute Reference
Absolute cell reference is useful when you don’t want the cell
reference to change as you copy formula. This could be in case
 when you have fixed value that you need to use in formula (such as
tax rate, commission rate, number of months, etc)
First the unfixed cell is specified then the fix cell is specified using ‘$’
after each character of the cell (F2 * $F$14)

 Mixed Reference
Mixed reference is used when we want to lock row or column either
of them

# TABLE AND ITS ADVANTAGES

Excel’s Table command to convert a list of data into named Excel Table.
These tables have useful features, like sorting and filtering, to help
organize and view data
To convert any data into excel table:
Step 1: Hit Insert Ribbon and them hit table
Step 2: Check or Select cells of the table and hit ok
Shortcut to convert data into excel table ‘CTRL + t’
In a table you can anytime change name and default style of the newly
created table.
You can table back to normal range through table design

# BASIC ARITHEMATIC FUNCTIONS

Different method to do basic Arithmetic Operation
 Method 1
Simply add two numbers. 35 + 55

 Method 2
Add numbers using cells name. Example ( = A7 + A8)

 Method 3
Add numbers using cell names and number (= A7 + A8 + 100)

 Method 4
Using cell name and function. Example (=Sum (A2:A9))

 Method 5
Drag corner to generalize formula

 Method 6
Make table and define formula

POWER AND SQUARE ROOT FUNCTION

 Method 1
By using power symbol (^) Example: A1^2

 Method 2
Using the Power Symbol. Example: A1^(1/2)

 Method 1
Using Function. Example: SQRT(A1)
 This won’t work for negative numbers
PERCENTAGE FUNCTION
 Method 1
By using percentage symbol (%). Example: (=A1*50%)

 Method 2
By using percentage symbol (%). Example: (=A1*(1+B1))
Here, A1=50, B1=50%, you will get value as (A1+50% of A1)

#Name in Formula
There two types of Names in Formula
1. Range Name: Selecting range of cell
2. Constant Name: Selecting single cell

Method 1.
Select the range of cells or a cell => In ribbon, Click on Formula =>
Define Name

Method 2.
Select the range of cells or cell => Write the name in the name box =>
Press Enter Button

If you want to delete name for the range of cells or a cell then,
In ribbon, click on formula => Click on Name Manager => You can add,
edit or delete name
# DATE AND TIME FUNCTION
To enter a data in excel, use the “/” or “-” characters. To enter a time,
use the “:” (colon). You can also enter a date and a time in one cell
Select cell => Right click, and then click format cells. => In the Category
list, select Data, and select a Data format => Click OK
Custom Date and item format can also be created
Shortcut Key to format the cell is “Ctrl + 1” Key

 Year, Month and Day Function: It is used to extract particular

year, month and day from date.
 Date (year, month, day)- To add a number of days, months and
year to a date, we use this function

 HOUR, MINUTE and SECOND FUNCTION: It is used to extract

particular Hour, Minute and Second from a time

 TIME(Hour, Minute, Second): To add number of Hour, Minute

and Second from a time, we use this function

 To enter today’s date in Excel, use TODAY function

  To enter the current date and time, use the NOW function

#Sorting Data
 By Color
Select any cell of the colored column => Go to Data Tab and hit sort
button => Select column, in sort on option select cell color/ font color
By adding multi color you can select priority as well
 By Value
Ascending or descending order by clicking respective buttons
Custom sort can also be done based on column priority

#Filter Data
It means to fetch out data with certain similar characteristics
 By cell color
 By font color
 By value
1. By text values, alphabetically
2. By numerical values (=, != , >=, <= , > , <)
For filtering you can also use AND and OR functions in filter.
Hit filter button or (Ctrl + shift + L) for filtering data

#Frequently used functions

Function name Description
AVERAGE Returns the arithmetic mean (average) of given
numbers
COUNT Counts the number of cells in a range that
contain numbers
COUNTIF Counts the number of cells in a range that meet
a given condition
MAX Return the maximum value of the given
numbers
MEDIAN Returns the median value of the given numbers
MIN Returns the minimum value of the given
numbers
VAR.P Returns the variance of the given numbers,
based on a population

# Data Cleaning
# Concatenate
Concatenate function is used to join the strings. Using
Concatenate Function
Method 1:
By using CONCAT function

“ ” is used to add space after every string

Method 2:
By using & operator

# Left, Right, Mid and Trim

LEFT function returns the number of characters defined the
string from left
Syntax: LEFT(“text”, number of characters)

RIGHT function returns the number of characters defined the

string from right
Syntax: RIGHT(“text”, number of characters)

MID function returns a specified number of characters from

the middle of supplied text string
Syntax: MID(“Text”, Starting Position, number of characters)

TRIM function returns a text value with the leading and

trailing spaces removed. It is used to remove unnecessary
spaces between words in a string.
Syntax: TRIM(“Text”)

#Lower, Upper and Proper Case

LOWER function converts string in lower case
Syntax: LOWER(“Text”)

UPPER function converts string in upper case

Syntax: UPPER(“text”)

PROPER function capitalizes the first letter of each word in

string
Syntax: PROPER(“text”)

#Find and Search

FIND function is used to find position of the particular
substring within a string
Syntax: FIND(“find text”, “text”)
Find is CASE SENSITIVE

SEARCH function is used to find position of the particular

substring within a string
Syntax: SEARCH(“find text”, “text”)
SEARCH is case insensitive

Difference between FIND and SEARCH

1. Search is case insensitive and find is case sensitive
2. Search works with wildcard character whereas find
doesn’t
SEARCH:

FIND:

Wildcard characters:
A question mark (?) matches one character
A asterisk (*) match series of characters
# Len & Char
LEN function is use to calculate the length of the string
Syntax: LEN(“text”)

CHAR function is used to return character with respect to its

ANSI value
Syntax: CHAR(ANSI number)

#Substitute and Replace

Substitute function is used to replace the text in the string,
which we already know
Syntax: SUBSTITUTE(Cell name, “old text”, “new text”,
instance)
Substitute is CASE SENSITIVE

REPLACE function is used to replace string with respect to the

position of the text
Syntax: REPLACE(cell name, start number, number of
characters, “new text”)

#Round
It returns a number rounded to a given number of digits. The
ROUND function can round to either left or right of the
decimal point
Syntax: ROUND(number, number of digit)

#Floor
It round a given number down to the nearest specified
multiple
Syntax: FLOOR(number, multiple)
For Positive value

For Negative value

#And & Or
AND means when both the conditions are True the only
answer is True otherwise it’s False
OR means when any one condition is True the answer is True
else the answer is False