THE MICROSOFT EXCEL

GUIDE

The 2022 Step-by-Step Guide To

Make You An Excel Master |
Practical Examples + Easy To
Understand Exercises!

Daniel Reyes
© Copyright 2022 by Daniel reyes
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TABLE OF CONTENTS
THE MICROSOFT EXCEL GUIDE

INTRODUCTION

CHAPTER 1:

THE CONCEPT OF MICROSOFT EXCEL

TECHOPEDIA EXPLAINS MICROSOFT EXCEL
HISTORY AND FUTURE OF MS EXCEL
FEATURES OF EXCEL
EXCEL'S KEY FEATURES
EXCEL'S GRAPHICAL FEATURES
EXCEL'S DATABASE FEATURES
EXCEL'S FUNCTIONAL FEATURES
EXCEL 2007 FEATURES
EXCEL 2010 FEATURES
EXCEL 2013 FEATURES
EXCEL 2016 FEATURES
EXCEL ONLINE'S FEATURES
COMPONENTS OF MICROSOFT EXCEL

CHAPTER 2:

CUSTOMIZING AND ENHANCING THE EXCEL ENVIRONMENT

CHAPTER 3: FORMULAS AND FUNCTIONS

CHAPTER 4: LOGIC AND COUNT FUNCTIONS

COUNT IN EXCEL AND HOW TO USE THE COUNT FUNCTION?

COUNT EXCEL FORMULA SYNTAX
THE CHARACTERISTICS OF THE COUNT FUNCTION
MOST COMMONLY ASKED QUESTIONS (FAQS)

CHAPTER 5: CONDITIONAL FUNCTIONS IN EXCELS

CHAPTER 6: DATE AND TIME FORMULAS IN EXCEL

CHAPTER 7: COMMON EXCEL ERRORS AND SOLUTIONS

CHAPTER 8: PIVOT TABLE

CHAPTER 9: GRAPH IN EXCEL

CHAPTER 10: USES OF MS EXCEL

WHY USE A MICROSOFT EXCEL SPREADSHEET?

CONCLUSION

INTRODUCTION
We will master the fundamentals of Microsoft Excel in this Microsoft Excel
course. These Microsoft Excel notes will assist you in learning all of the
Microsoft Excel topics.
Microsoft Excel is a spreadsheet program that may store and analyze
numerical and statistical data. Microsoft Excel includes several tools for
doing various tasks, including computations, pivot tables, graphing tools,
macro programming, and so on. It works with Windows, Mac OS X,
Android, and iOS, among other operating systems.
In an Excel spreadsheet, a table is created by a collection of columns and
rows. Normally, alphabetical letters are given to columns, and numerals are
assigned to rows. A cell is a point where a column and a row meet. The
letter representing the column and the number representing the row
determine the address of a cell.

Chapter 1:
THE CONCEPT OF MICROSOFT EXCEL
Microsoft Excel is a tool developed by Microsoft that allows users to
organize, format, and calculate data using formulae.
This application is part of the Microsoft Office suite and is interoperable
with other Office apps. Like other Microsoft Office applications, Microsoft
Excel is now available as a cloud-based subscription through Office 365.

TECHOPEDIA EXPLAINS MICROSOFT EXCEL

MS Excel is a commercial spreadsheet tool developed by Microsoft and
published for the Microsoft Windows and Mac OS operating systems. It
includes making simple calculations, using graphing tools, constructing
pivot tables, and creating macros.
To organize and manage data, spreadsheet applications like MS Excel use a
collection of cells organized into rows and columns. They can also use
histograms, charts, and line graphs to display data.
MS Excel helps users to organize data so that they may see different
elements from different perspectives. Microsoft Visual Basic is a
programming language for Excel that may be used to create a variety of
complicated numerical algorithms. The Visual Basic Editor, which features
Windows for debugging and organizing code modules, allows programmers
to write code directly in the editor.

HISTORY AND FUTURE OF MS EXCEL

Microsoft Excel played a critical role in bookkeeping and record-keeping
for business operations in the early days of accessible PC business
computing.
A table with an autism format is one of the best examples of an MS Excel
use case.
Entering a column of values and clicking into a cell at the bottom of the
spreadsheet, then using the "auto sum" button to allow that cell to add up all
of the numbers input above, is fairly simple with Microsoft Excel. This
replaces manual ledger counts, a time-consuming business component
before developing the contemporary spreadsheet.
MS Excel has become a must-have for numerous types of enterprise
computing, including looking at daily, weekly, or monthly numbers,
tabulating payroll and taxes, and other comparable business procedures,
thanks to the autosum and other developments.
Thanks to various easy application cases, Microsoft Excel has become a
crucial end-user technology, valuable in training and professional
development. MS Excel has been included in basic business diploma
courses on business computing for several years, and temporary job
agencies may assess persons for various clerical duties based on their
proficiency with Microsoft Word and Microsoft Excel.
On the other hand, Microsoft Excel has become largely outmoded in some
areas as business technology has progressed.
This is due to a notion known as "visual dashboard" technology, often
known as "data visualization."
In general, businesses and providers have devised innovative new ways to
visually show data that do not require end-users to examine a standard
spreadsheet with columns of numbers and identifiers. Instead, they use
graphs, charts, and other complex displays to better understand and
comprehend the numbers. People have recognized that "reading" a visual
presentation is much easier.
The application cases for Microsoft Excel have been altered due to the data
visualization principle. Whereas businesses would have used Microsoft
Excel to manage hundreds of entries in the past, today's commercial use
cases typically employ spreadsheets that handle only a few dozen data for
each project.
If the spreadsheet has more than a few dozen rows, the information will be
more effective shown on a visual dashboard than in a standard spreadsheet
style.
FEATURES OF EXCEL
Excel's features have made it the most extensively used application. Excel
is a widely used program due to its extensive features and powerful
capabilities. Microsoft incorporated a slew of new capabilities with each
new version of Excel 2007, 2010, 2013, 2016, and Office Online 365. The
following are the most important features of Microsoft Excel.

EXCEL'S KEY FEATURES

The main characteristics of Excel can be divided into three categories:
graphical, database, and functional:

EXCEL'S GRAPHICAL FEATURES

Excel has a wide range of graphical features representing data in charts and
diagrams.
• Charts: Charts can represent data in a richly displayed graphical
format.
• Shapes: We can use a variety of shapes to show data in infographics
and shapes. With Excel's free form tool, we can design whatever
shape we want.
• SmartArt: We can utilize SmartArts to graphically express
information by aligning data in creative ways.
• Clip Arts: We can utilize ready-to-use clip arts to illustrate our
message in a visual format.
• Images: Any image can be used to improve the objects. Worksheets,
Shapes, and Charts have examples of backgrounds.

EXCEL'S DATABASE FEATURES

Excel is used as a database and for various data processing tasks.
• PivotTables: We can summarize the data to construct effective cross
tables with pivot tables.
• Slicers: In Excel 2010, Slicers were added, which allow us to connect
numerous pivot tables and filter data using buttons.
• Tables. We can make tables formed of records and fields in the data.
This makes it easier to conduct additional research rapidly.
 • Sparklines: Since Excel 2010, we've been able to insert lightweight
charts into cells.
• Database: We can use Excel as a database to store the 1 million
records. We can connect to a spreadsheet or database and import data
into Microsoft Excel.
• Sorting: In Excel, we may sort the data. With one or more columns,
we can sort Ascending or Descending.
• Filtering: We can use Excel to filter the data. To filter with the
required options, we can set the variety of the options. Advanced
Filtering in Excel allows you to perform more complex filters.
• Data validations: The Data Validation Feature allows you to limit the
data type that can be entered into a cell. We can also provide a
dropdown menu from which you can select from a pre-defined list.
• Grouping: We can group the rows and columns with child and parent
records.

EXCEL'S FUNCTIONAL FEATURES

Excel Functions and Tools can let you do difficult calculations and enhance
the Excel application's features.
• Functions: Excel Cells has over 300 built-in formulas to choose
from. The accuracy of the formulas (Text, Date, String, Maths,
and so on) will aid in the accuracy of the calculations.
• VBA Macros: VBA Programming is included with Excel. Macro
is a feature that can be used to automate repetitive tasks.
• Excel Add-ins: To extend Excel functionality, we can create
Excel Add-ins using VBA or.NET.
• Hyperlinks: We can use hyperlinks in Excel to easily traverse
between spreadsheet sections.
• Conditional Format: The data can be formatted based on
particular criteria. This helps to draw attention to the important
data range.
• Spellcheck: The built-in spell check feature assists us in avoiding
grammatical and spelling problems in the data.
• Workbook, Worksheet, and VBA protection settings are available
in Excel.
 • Excel add-ins for data analysis and ETL are plenty.
Excel is used for a wide range of tasks. The following are some of the
applications of Microsoft Excel. In-Office 2007, Excel introduced the
ribbon menu and incorporated a variety of new features:

EXCEL 2007 FEATURES

Excel Ribbon Menu is the most notable new feature in Excel 2007. There is
a slew of other handy features as well:
• Ribbon Menu: Excel launched the ribbon menu in 2007, giving it a
more modern look and feel.
• Open XML: The Open XML File Structure was introduced.
• More Rows and Columns: This feature allows each spreadsheet to
store more records and fields.
• Themes and Styles: This function allows you to quickly swap
between several color schemes.
• Formulas, Charts, and PivotTables have been improved, and new
features added.

EXCEL 2010 FEATURES

Slicers and Sparklines are two of the most important new features in Excel
2010:
• Slicers: PivotTable Slicers in Excel allow you to filter many
PivotTables with a Single Click.
• Sparklines: With the Sparkline feature, you can now create
dashboards with graphs in Cells.
• Mobile Excel for Windows 7 and a slew of other apps Excel 2010
includes new performance features.

EXCEL 2013 FEATURES

Excel was once known as MDI (Multiple Document Interface), but it is now
known as SDA (Single Document Application). Excel 2013 has a smart and
modern design and feel and a slew of new performance enhancements.
 • Excel 2013 introduces a new Start Screen.
• The ribbon menu has been improved, and it now
resembles the program menu in Windows 8/10.
• Charting Quick Tools
• Excel 2013 added Quick Data Analysis Tools.
• Excel 2013 has improved graphics and picture quality.
• Many more color schema XML files have been added.

EXCEL 2016 FEATURES

Excel 2016 has a similar appearance to Excel 2013.
• Tell me what you want to do? : A new tool for finding commands
quickly.
• Sunburst, Waterfall, Histograms, and Pareto charts are all new charts.
• SVGs (Scalable Vector Graphics): We can now use SVGs in Excel.
• Icons: A new command allows you to browse through the office icons
and insert ready-to-use vector icons.
• The shapes are drawn with a pen.

EXCEL ONLINE'S FEATURES

Microsoft is working on several features and improving its MS Office
Online version. Except for VBA Macros, most of the capabilities are
available in the Excel Online edition.

COMPONENTS OF MICROSOFT EXCEL

Spreadsheet software is Microsoft Excel. It can, however, do a lot more
than simple spreadsheets. Excel offers components with built-in formulas
for statistics, finance, and other computations. These numbers can be
plotted or graphed in Excel. After that, the user can evaluate the data and
create scenarios to get the desired result for a problem or project. Microsoft
Excel offers several features that make calculating, analyzing, and
displaying data easier.
Charts/Graphs
Many people consider Microsoft Excel to be an effective tool for making
charts and graphs. The user can construct charts and graphs from column
charts and bars to scatter charts and even stock graphs; the user can
construct charts and graphs. When the underlying data changes, the graphic
adjusts, with no further work required from the user. Users can also easily
switch between chart types. The user merely needs to click twice to modify
the chart without having to change the underlying data.
Formulas
Excel contains a lot of built-in formulas because it's a spreadsheet program.
Simple computations, statistical formulas, and complicated engineering
calculations are all easily available formulas. Students in psychology, for
example, are frequently required to perform Z-tests and standard deviations
on data sets. These calculations use Excel formulas and do not require the
student to perform multiple steps to arrive at a solution. Users can save
hours of calculating time by using the built-in formulas.
Analysis
In some of the most recent versions of Microsoft Excel, you can perform
what-if analysis and modeling. Users can utilize the modeling to test
different scenarios while keeping some data static. Users can also create a
specific goal for themselves based on the data. Excel will alter the data to
demonstrate how to achieve the desired result to the user. Excel will also
look for duplicate data and consolidate it where necessary. This aids in
ensuring that the analysis is as precise as feasible.
Data Gathering
Microsoft Excel's capacity to collect data from various sources is another
feature. Data from a company-wide enterprise system can be imported into
Excel. An enterprise system can store and modify data for major businesses
like Coca-Cola and Home Depot. Excel may also import data from a text
file, a Microsoft Office software like Access, or other database systems.
The user does not need to retype or re-enter information.

Chapter 2:
CUSTOMIZING AND ENHANCING THE EXCEL
ENVIRONMENT
Customize how Excel opens workbooks and sheets
Do you want to see a certain workbook as soon as you open Excel? Or do
you want to utilize a certain template every time you create a new
workbook? You may change what you see when Excel opens or when a new
workbook or sheet is created in a few simple steps.
Try one or more of the following:
When Excel starts up, automatically open a certain workbook.
• Move the desired workbook to the /Applications/Microsoft Office
2011/Office/Startup/Excel folder in the Finder. Create an alias for the
file if the workbook you wish to utilize is saved on a network disk or if
you don't want to relocate it from its current location. Apple Help can
assist you with alias creation.
When Excel opens, it immediately opens all of the worksheets in a folder.

1. Select Preferences from the Excel menu.

2. Select General from the Authoring menu.
3. Open all files in a box at startup, type the path to the files you
want Excel to open automatically.
For all new workbooks, use a custom template.
When Excel creates a new workbook, it starts with a template called
Workbook. You must change the default Workbook template with your own
to utilize a custom template.

1. Go to the template you wish to use as the new default template

and open it.
2. From the Excel menu, select File, then Save As.
3. Type: Workbook in the Save As box.
4. Select Applications/Microsoft Office
2011/Office/Startup/Excel from the column browser, then click
Save.
 5. Go to Applications/Microsoft Office 2011/Office/Startup/Excel
in the Finder.
6. Click Get Info on the Action pop-up menu after selecting the
Workbook file.
7. In the Name & Extension pane, select the. xltx component of
the file name, press DELETE, and then press RETURN in the
box containing the file name.

The warning “Are you sure you want to remove the extension
‘.xltx'?” appears.

8. Select Remove from the list.

Note For Excel to detect the updated version of the Workbook template, the
file extension must be removed.
Change the number of sheets in new workbooks

1. Select Preferences from the Excel menu.

2. Select General from the Authoring menu.
3. Insert the number of sheets you want in the new workbook in
the Sheets in the new workbook box.
Change the font size and the preferred font for new sheets
When you open a new workbook in Excel, you can alter the default font. By
default, every Excel workbook's text is set to 12 point Body Font.

1. Select Preferences from the Excel menu.

2. Select General from the Authoring menu.
3. Choose the font you would like to use from the Standard font
pop-up menu.
4. Type or click a font size in the Size box.
Note To use the new default font and font size, you must close and reopen
Excel. Only new workbooks created after you restart Excel will utilize the
updated default font and font size. Workbooks that have already been
created are unaffected.
Templates, themes, and Word styles are all different.
When you need to improve the appearance of your document rapidly, you
have several options. You can start a document by using a template, or you
can add themes and styles if you're working with Word. What is the
definition of a template?
Templates are documents that help you create intriguing, persuasive, and
professional-looking documents. They comprise text and design features
that can be used as a starting point for document creation. All the
formattings are done for you; you have to fill in the blanks now. Budgets,
lists, and reports are some examples.
What is a theme
Applying a theme to your document will give it a designer-quality look,
complete with coordinated colors and fonts. The Office for Mac
applications that allow themes, such as Word, Excel, and PowerPoint, can
utilize and share themes. You can, for example, build or edit a theme in
PowerPoint before applying it to a Word document or an Excel sheet. As a
result, the design and feel of all of your connected business documents will
be consistent.
What are Word styles
Themes allow you to quickly modify your website's overall color and fonts.
Word styles are the most effective tool for instantly changing text
formatting. After you've applied a style to different portions of text in your
document, you can simply alter the style to change the formatting of that
text. Many different styles are available in Word, and some of them can be
used to build reference tables. The Heading style, for example, is used to
build a Table of Contents.
In PowerPoint, you can create a custom theme that you can use in other
Office products. Note When text is formatted with styles, the themes
perform better. See Apply, create, or Open the workbook to which you wish
to apply the new theme for information on applying a style.
Click Themes under Themes on the Home page, and then Custom under
Custom to select the theme you generated in PowerPoint.
Remove a cell style.
Create and use your template
Templates are files that assist you in creating workbooks that are engaging,
appealing, and professional-looking. All the formattings are done for you;
you have to fill in the blanks now. Budgets, lists, bills, and reports are just a
few examples. You can customize an existing document or template and
then save it as your custom template.
Note Fax cover sheet templates can be found on the Office for Mac
templates page.
Save workbook or sheet as a template
Open the workbook from which you'd like to make the new template.
Make any other modifications you want to display in all new documents
based on the template, such as adding, deleting, or changing any text,
graphics, or formatting.
On the File menu, click Save As.
Select Excel Template from the Format pop-up option (.xltx).
Type the name you wish to use for the new template in the Save As box,
then click Save.
Unless you specify otherwise, the template is saved in
/Users/username/Library/Application Support/Microsoft/Office/User
Templates/My Templates.
The Library folder is hidden by default while using Mac OS X 7 (Lion).
Click the Go menu in the Finder, then hold down the OPTION key to reveal
the Library folder. Tip To arrange templates, go to
/Users/username/Library/Application Support/Microsoft/Office/User
Templates/My Templates, create a new folder, and save your template there.
The Library folder is hidden by default while using Mac OS X 7 (Lion).
Click the Go menu in the Finder, then hold down the OPTION key to reveal
the Library folder.
Create a new template based on another template
You may make an existing template more useful by modifying it. Save the
file after adding static information to the existing template (as a template).
Click New from the template on the Standard toolbar.
Click All in the left navigation pane, under TEMPLATES.
Note If you can't locate a template, you can use the Search box to look for
one using keywords.
Choose a template that is comparable to the one you want to build by
clicking on it.
Make any other modifications you want to display in all new documents
based on the template, such as adding, deleting, or changing any text,
graphics, or formatting.
Click Save As from the File menu.
Select Excel Template from the Format pop-up option (.xltx).
Type the name you wish to use for the new template in the Save As box,
then click Save.
The template is saved in /Users/username/Library/Application
Support/Microsoft/Office/User Templates/My Templates unless you see
another location.
The Library folder is hidden by default while using Mac OS X 7 (Lion).
Click the Go menu in the Finder, then hold down the OPTION key to reveal
the Library folder. Tip To arrange templates, go to
/Users/username/Library/Application Support/Microsoft/Office/User
Templates/My Templates, create a new folder, and save your template there.
The Library folder is hidden by default while using Mac OS X 7 (Lion).
Click the Go menu in the Finder, then hold down the OPTION key to reveal
the Library folder.
Use the template to create a new workbook
1. Select New from a template from the Standard toolbar.
2. Click My Templates in the left navigation pane, under TEMPLATES.
Note The folders you created to arrange your templates are shown under My
Templates. To see the templates, you must first click the folder.
3. Select the template you made by clicking Choose.
Delete a template from your My Templates list.
1. Open /Users/username/Library/Application
Support/Microsoft/Office/User Templates/My Templates in the Finder.
Note The Library folder is hidden by default while using Mac OS X 7
(Lion). Click the Go menu in the Finder, then hold down the OPTION key
to reveal the Library folder.
2. Move the templates you want to get rid of to the Trash.
Keyboard shortcuts in Excel
About keyboard shortcuts
You can execute things quickly by using keyboard shortcuts or keys on the
keyboard that you press to finish a task. When you hit +P, for example, the
Print dialog box appears. Notes The U.S. keyboard layout is used in the
descriptions of keyboard shortcuts. Other keyboard layouts may not have
keys that correspond to those on a US keyboard. Laptop keyboard shortcuts
may be different as well.
The settings for some Macintosh and some utility software versions may
make keyboard shortcuts and function key operations in Office
incompatible. For information on changing the key assignment of a
keyboard shortcut, consult the Mac Help for your edition of the Macintosh
or your utility application.
CHANGE WORKSHEET TAB COLOR
Various tab colors in Excel 2021 can be used to distinguish different
worksheet tabs. When you choose a color-coded sheet tab, the sheet tab
name will be underlined in the user-specified color. The sheet has not been
selected if the sheet tab is presented with a backdrop color.
Excel Worksheets: Hide and Unhide
We may want to hide particular spreadsheets for security reasons and then
reveal them when needed. For example, we can easily conceal the rule data
spreadsheet while developing a dashboard for upper management to
analyze. Formulas are unaffected when worksheets are concealed.
A workbook's worksheets can all be hidden, but at least one worksheet must
be shown.
Scenarios
John has to work with numerous worksheets at once to create and collate
personnel data. John wants to use the worksheet Tab Color and
Hide/Unhide settings to manage several worksheets. Let's look at using tab
color and hiding/unhide in an Excel workbook.
• Open the context menu by right-clicking the worksheet tab.
• To change the color of the tabs, go to the Tab color menu item and
choose a color.
• Select the hidden option from the right-click menu on the
worksheet tab to conceal a worksheet.
 • Right-click on the worksheet tab and pick the unhide menu to
reveal a worksheet.
• To restore access to the worksheet, click to choose the hidden
worksheet and then OK.
Search and Replace Data
In Excel 2021, you may search for data and replace old data with fresh data.
Instead of moving from one cell to another to make changes, this
functionality is useful for searching and replacing data in several entries.
This feature also saves a significant amount of time and work.

Named Box and GoTo

Between swiftly traveling to different cells in a worksheet, Excel's GoTo
and named box capabilities can be used. When working with a large
quantity of data, this capability comes in handy. To pick named cells and a
specified data range in a worksheet, utilize the GoTo and Named Box
features. The GoTo function can select all comments, constants, formulas,
visible cells, conditional format, and blank cells in a worksheet.

Scenarios in Business
The department of marketing has been renamed the Online Marketing
department. John has been tasked with making the necessary changes to the
personnel datasheet. He intends to use Excel 2021's Find and Replace tool
to finish this work. John needs to wade through massive Excel worksheets
while handling personnel data records. He wants to use GoTo and Name
Box to navigate a worksheet more easily.
Let us look at the process involved in finding and replacing items in an
Excel workbook.
Click the locate and select menu in the editing group on the home tab to
find and replace a specific entry in an Excel spreadsheet.
Choose the Replace option.
Type the Find what field in the find and replace the pop-up window.
• Click open after selecting the required.txt or.csv file.
• Replace with a field, type the value to replace the existing value,
then click OK.
• Replace the pop-up window with the one you just closed.
• Select the GoTo option in the find and select menu to navigate to a
specific row and column.
• Type the column and row you want to jump to in the reference area,
then click OK.
• Select the column reference first in the GoTo pop-up window for
worksheets with a lot of data, then use the Name box to jump to the
row.
Hyperlinks
Hyperlinks allow you to quickly access other files, documents, and Excel
spreadsheets. The types of hyperlinks that we can add to Excel Worksheets
are as follows:
a file or a web page that already exists: We can use this option to link to a
web page or an existing file. Pictures, movies, audio, and other media
formats can all be linked.
Include the following information in this document: We can use this option
to insert a hyperlink inside the document. When you click on a cell, it will
take you to the hyperlinked cell or worksheet.
To start a new document, go to file> New Document. When we click on the
hyperlinked cell, this option allows us to create new documents.
Email Address: Selecting this option gives us access to a certain email
address, allowing us to send an email by clicking the hyperlink cell.
Scenarios
For the buying department, John is drafting an invoice template. He must
offer a link to a certain web page within the template for reference. This can
be accomplished by using hyperlinks. Let's have a look at how to insert
hyperlinks in an Excel workbook.
• To insert a hyperlink, choose the desired cell.
• Right-click on the cell you want to edit.
• From the dropdown menu, select the hyperlink.
• In the insert, a hyperlink pop-up window's address bar, type the
URL.
• Select OK.
• To access the webpage, click the hyperlink.
• A hyperlink to an existing document or a location within the
current document can also be formed.

Changing the Workbook's Theme

Every workbook in Excel 2021 employs an office theme by default. Colors,
fonts, and effects are all unique to a workbook theme. These themes are
used throughout Microsoft Office programs to ensure that all formal
documents are consistent. You can search for themes, change them to meet
your needs, or save the current theme to use in future workbooks.
We may change color and style with this function by selecting a single
theme. Any changes made to the cells, styles, or color will be instantly
applied throughout the workbook.
Changing the Page Setup
A worksheet might contain a lot of information or perhaps numerous charts.
We must first fine-tune the page configuration parameters before printing
worksheets or workbooks.

• Margins: Using this option, we can update or modify our margin

preferences based on our needs. It allows you to do things like:
• Default configurations or Normal Wide and Narrow Orientation:
We may change or adapt the workbook layout's orientation to
 portrait or landscape view using this option.
• Size: We can adjust the paper size for printing with this choice. It
also allows us to choose from a variety of paper sizes.
• Print Area: We can use this option to define a print area or a clear
print area.
• Breaks: We can use this option to set page breaks for workbooks.
• Backgrounds: We can use this option to make our workbook's
background photos from a local disc or the internet.
• Print Titles: Using this option, we may print only the titles that are
now present in the workbook.
Rows and Columns can be added and removed.
We can add and remove rows and columns in a worksheet. The columns are
labeled A through XFD, while the rows are labeled 1 through 1048576. The
shortcut keys for inserting and deleting columns and rows are as follows:
• Shift + Spacebar: Selects the full row of text.
• Control + Spacebar: Selects all of the columns in a row.
• Control + or (-): Selects rows or columns in a workbook that must
be eliminated.
• Control + shift + +: This key combination allows us to insert
columns and rows.
• Clear Content Option: This option allows us to delete the contents
of a cell.
Change the height of the rows and the width of the columns.
By default, each height, row, and column width in Excel 2021 are the same
size. Text wrap and cell merge are two methods for changing the row height
and column width.
When showing cell contents clearly, we may need to manually modify the
row, height, and column or autofit the content. The row height value can be
adjusted from 0 to 249, while the column width can be adjusted from 0 to
255.
Hide and Unhide Columns and Rows
We may want to compare certain rows or columns without affecting the
worksheet's structure or temporarily eliminating a row or column rather
than permanently deleting it. A function in Microsoft Excel allows us to
temporarily conceal a row or column from view.
Scenarios
John's boss has instructed him to update the worksheet's theme after looking
at the employee data table. He's also requested John remove the SSN
column and replace it with a new column for the employees' work
schedules. Also, without eliminating the column, John must hide the
earnings data when the table is displayed to others. Let's look at the steps in
the Excel spreadsheet used to complete the tasks listed above.
Go to the page layout tab and select the desired theme from the dropdown
menu under themes to change the theme.
To add a column, locate the column into which a new one should be added.
Select from the right-click context menu by right-clicking on the selected
column.
First, pick the column to be deleted, then right-click and select Delete to
delete a column.
Identify a row where a new row has to be inserted before inserting a row.
Select insert from the right-click context menu by right-clicking on the
specified row.
To delete a row, select the row you want to delete, right-click it, and then
click Delete.
Pick it, right-click it, and select Hide to conceal a column.
Select the columns on each side, right-click, and select unhide to reveal the
hidden column.
First, pick it, then right-click and select it to hide a row.
Unhide the row by selecting the row above and below the hidden row, then
right-clicking and selecting unhide.
Select the row, click format, and then select row height to adjust the row
height.
Type the desired size in the row height pop-up window and click OK.
Select the column, click format, and then select column width to adjust the
column width.
Type the desired size in the column width pop-up window and click OK.
Insert Header and Footers
We may design a worksheet using headers and footers in Microsoft Excel
2021. In the footers and headers of a worksheet, we can include photos,
page numbers, copyright information, date, and time elements. This
information is usually supplied for printing purposes.

Headers and footers are not visible in the usual view of the worksheet; they
are only visible in the page layout view and on printed pages.
Different First Page: Customize Headers and Footers This option allows us
to add a different header and footer to the first page of the worksheet.
Different Headers and Footers for Odd and Even Pages: We may
differentiate the headers and footers for odd and even pages using this
option.
Scale with Documents: We can scale the header and footer to fit the
document with this option.
Align with Page Margins: Using this option, we may align all of the
document's pages with margins for printing.
Scenarios
John is putting together a purchase order for the purchasing department. In
the header and footer of each invoice sheet, he must include the time, page
number, and company name.
Let's look at the procedures involved in completing the activities listed
above in an Excel workbook.
• Under the Insert tab, select the header and footer.
• From the design tab, select the current date.
• Go to the footer by clicking the GoTo symbol.
• From the design tab, select the page number icon.
• From the Design Tab, select the Number of Pages icon.
• Select the GoTo symbol in the header bar.
• Type the desired text in the first grid. Then hit Enter to see the text.
Data Validation
Excel has a data validation tool that limits the data entered into a cell.
Through data validation, we can avoid invalid user entries. This feature
allows us to enter faulty data, but it alerts us when we type it into the cell
and gives custom messages to define what type of data the user can enter.
This feature also includes instructions that guide users through entering
correct data.
Data validation is mostly used to create reusable templates or workbooks
for various users to save accurate and consistent data. We can avoid invalid
user entries with data validation by enforcing a set of criteria. Elevation
rules with minimum, maximum, and equal values are listed below.
 • Following software design, users can only enter integers with this
option. Integers are a type of the whole number.
• Decimal: Users can only enter decimal values using this option.
• List: Users can use this option to display a dropdown list of objects
in cells.
• Date: Users can use this option to limit the number of dates they
can enter.
• Time: Users can set a time limit for entries with this option.
• Text Length: Users can enter text based on the validation rule using
this option.
• Custom: Users can personalize choices by creating a validation rule
with formulas or functions.

Data Validation Warning Messages

Users will see the default input and receive alarm messages when using
Data Validation. An input message instructs users on what type of data to
enter in the cells. This notice shows in the vicinity of the cell. When users
enter invalid data, they will see one of three sorts of error notice messages:
Stop: With two settings, this notice prohibits users from entering invalid
data into a cell. If you try to change the invalid entry again or cancel, the
invalid entry will be removed.
This message cautions or alerts users with three possibilities when an
invalid input is made.
• Yes, to accept the erroneous entry
• No - To correct the incorrect entry • Cancel - To delete the
incorrect entry.
• Information: This message provides users with two options when
an invalid entry is made.
• OK - Accept the incorrect value
• Cancel - To delete the incorrect entry.
Business Scenarios: John is gathering information on new employees for his
firm. He wants to limit the data that can be entered in a cell so that
employees can fill in the correct information. This is done by John utilizing
the data validation option. Let's look at the procedures involved in
completing the activities listed above in an Excel workbook.
• From the data tab, select a cell and click data validation.
• From the combination box, choose a text length.
• Click OK after selecting Equal to from the data combination box
and typing the limit in the length box.
• Select a cell and click data validation to personalize the input
message under the data tab.
• Click the input message tab in the data validation pop-up box and
type the messages.
• To personalize error alert messages, go to the Error Alert tab and
type in your message.
• In the style combination box, select warning.
• Select OK.
Activate the Developer Tab
The Developer tab in Excel 2013 is not active by default; therefore, we'll
have to enable it to use the features listed below:
To automate operations, use the Visual Basic editor to create macros. Run
macros that have been recorded or written earlier. To work with XML data,
use XML commands. Form and Active X controls can be inserted and used.
Create applications that can be used with Microsoft Office.

Macron Security Options

When we open a workbook, we can adjust the macro security settings to
control which macros run and under what circumstances. There are
numerous possibilities for macro security settings:
If this option is selected as the default, all macros in the document and the
security alert are deactivated.
If this option is selected as the default, all macros in the document will be
deactivated, and the security alert will be notified.
Disable all macros except digitally signed macros: If this is set as the
default setting, all macros in the document are disabled without warning,
except digitally signed macros and the security alert. This function works
the same way as turning off all macros with notification options.
Enable all macros: This isn't a good idea because it allows possibly
hazardous code to run. All macros in the document will execute without
notifications if this is the default configuration.
Trust If this is the default configuration, it gives a security code that will
automate an office program and update the Microsoft visual basic for
applications, VBA environment, and object model programmatically.
Record Macros are a set of instructions or directions for Excel that automate
a process in a specific worksheet with the click of a button. A micro
recorder keeps track of all the steps necessary to accomplish the transaction
that the macro is supposed to do.
Type text or numbers, click cells or instructions on the ribbon or menus,
format, select cells, rows, or columns, and drag the mouse to pick cells on
the worksheet are all examples of these actions.
Macro Name: Enter a correct macro name and follow the guidelines for
naming macros listed below.
• Rule 1: The macro name should not contain more than two words.
• Rule 2: When naming a macro, do not utilize built-in terms.
• Rule 3: Macro names should not include special characters,
symbols, or numbers.
Assign Shortcut Keys: You can assign shortcut keys, the macro according to
our specifications, but it is not required.
Macros will be saved by default in the workbook recording or writing code.
We must modify this option if we want to save macros in a new workbook,
and we must pick a personal macro workbook if we want to run macros in
all workbooks.
We can explain each micro to aid other users in understanding the macro,
but it is not required.
Scenarios
In an Excel document, John has been tasked with emphasizing the profits of
the accounts department employees. He wants to look into using macro
details in addition to personnel details to accomplish this.
Let's look at the procedures involved in completing the activities listed
above in an Excel workbook.
• In the file tab, select the options item.
• Select the customized ribbon from the dropdown menu.
• Click OK after selecting the Developer checkbox to add the
Developer tab to the ribbon.
• Go to the Developer tab and choose macro security.
• Click OK after selecting the enable all macros radio button (not
recommended; possibly harmful code can run).
• On the Developer tab, select the Record macro item. Select insert
from the right-click context menu by right-clicking on the specified
row.
• In the record macro pop-up window, fill in the relevant
information.
• Complete the tasks that will be recorded in the macro.
• Select the item to stop recording from the dropdown menu.
• In the view tab, select macros.
• Choose the view macros you want to use.
• Choose this workbook to insert macros into.
• Decide on a macro name.
• Press the Run button.

Backward Compatibility
Backward compatibility refers to determining if a product is compatible
with previous models or versions. If a new program version uses files and
data created by a previous version of the same application, it is backward
compatible. Backward compatibility is vital since it allows for seamless
data exchange and access regardless of the Excel version being used.
Manufacturers are often attempting to maintain all of their products
backward compatible. However, we occasionally have to forgo the
backward compatibility feature in any product to use new technologies. We
can check backward compatibility for earlier versions of Excel in three
methods in Excel 2021.
• Examine the following document: This option allows you to check
for hidden workbook properties or personal information.
• Check Accessibility: This option helps you see if the workbook
content is accessible to individuals with impairments.
• Check Compatibility: This option allows you to see if the
workbook's features are compatible with older versions of Excel.
Excel programs only have backward compatibility, implying that newer
Excel capabilities cannot be used in older Excel versions.
Workbook Views
Workbook views in Excel 2021 are set to normal by default; however, we
may need to adjust them depending on the situation. There are four different
sorts of workbook views in the Excel application.
Normal: Displays the ruler and allows data to be entered into cells to insert
charts and graphics into the worksheet.
Page Break View: This shows the workbook with page breaks and page
numbers, allowing you to fine-tune your work for printing.
Page Layout: The workbook is shown as pages with rulers, headers, and
footers. It is mostly utilized in the printing industry.
Custom View: Custom zoom options allow us to change workbooks. The
globe book will automatically zoom to the specified size when selecting this
option and opening the worksheet. Zoom for Excel Workbooks
We can use the zoom option if the worksheet has a lot of data and doesn't fit
all in the window. We can use a camera to zoom in and out to increase the
size of an object in the camera's viewfinder. The zoom option is next to the
workbook view icons in the bottom right corner.
Zoom Out: Select this option to reduce the workbook size and the minimum
zoom level to 10%.
Zoom In: Select this option to increase the size of the workbook and the
maximum zoom level.
Freeze Panes
If our workbook has a lot of content and it's tough to compare sections, we
can use the freeze panes option in Excel 2013. It works in three ways, as
described below.
Freeze Panes: Using this option, you can make the rows and columns
visible to the rest of the worksheet based on the current range selection,
even while walking up and down the worksheet.
Freeze Top Row: This option is favored when the top road contains headers
because it allows visibility of the top row.
Freeze First Column: This option is favored when the first column has any
headers because it permits the first column to be visible.
To unfreeze the rows or columns, pick unfreeze panes from the dropdown
menu after clicking the freeze panes command.
Split Window
We may need to compare different areas of the same workbook without
opening a separate window on occasion. In such instances, we can take
advantage of the split window feature. This command allows us to divide
the worksheet content into four sections and adjust the window size using
scroll bars. Scenarios
In Excel, John is dealing with a lot of data. He needs to scroll down and
look at rows of data, but when he gets to the bottom of the screen, the
column names from the top row vanish. He also hasn't been able to see the
complete data page from top to bottom. He wants to use Excel 2021's
frozen panes and split-window features to see all of the datasheets. Let's
look at the procedures involved in completing the activities listed above in
an Excel workbook.
Click the View tab to freeze a row or column.
In the windows group, click the freeze panes item.
Select the item to freeze the top row or the first column.
Select unfreeze panes from the freeze panes dropdown menu to unfreeze a
row or column.
On the View tab, click split to divide the window into multiple panes that
each scroll independently.
To undo the dissection, click split once more.
Show Formulas
We may view formula results in cells by default in Excel, and we may
occasionally need to know which cells contain formulae. Instead of seeing
the formula result, we may view the formulae in all cells using the show
formulas function. This tool allows us to swiftly go over all of the formulas
and look for flaws.
Scenarios
John has received a salary summary from the HR department. He's been
instructed to double-check the formula and double-check the calculations.
Let's look at the procedures involved in completing the activities listed
above in an Excel workbook.
Choose the cell whose formula needs to be examined.
Select Show Formulas from the Formulas menu and double-check them.
Add Values to Workbook Properties in Excel
A workbook author in Excel 2021 is the name of the person who produced
the workbook by default. It is normally one name; however, a workbook
may have numerous writers, necessitating the addition of additional author
names to the workbook. Additional author information can include title,
tanks, comments, status, category subject, hyperlink base company name,
and author manager.
Scenarios
John has received an employee report from the HR department. He has been
requested to give the workbook a title and a tag to be easy to organize and
find.
Let's look at the steps in the Excel spreadsheet used to complete the tasks
listed above.
Toggle to the file tab.

Fill in the title and tag text boxes with relevant information.

To see the whole workbook's properties, click displays all properties.

Alternate File Formats for Workbooks
Workbooks in Excel 2021 are saved by default with the XLXS file
extension, but we can save them in the other file formats indicated below.
Portable Document Format (PDF) is a type of document that can be read on
a
XPS: XML paper specification: This allows us to print a workbook quickly
and easily. For example, if we don't have access to the printer and someone
else does but doesn't have the Excel application loaded on their computer,
this file type can save the day.
Saves a workbook as a tab-delimited text file (text(txt)). The most widely
compatible data format is text files. They will not open or display on any
machine. .txt files are the most common type.
CSV (Comma Separated Values): Saves a worksheet as a text file with
commas separated values. Comma-separated value files are text files that do
not have the same formatting information as the source worksheet. They're
commonly referred to as. CSV files are a type of spreadsheet. Set the Excel
Workbook's Print Area
We occasionally need to print a worksheet that contains a large amount of
data. Excel allows us to create a print area in this scenario. This option
enables us to define a print area based on our needs and delete it if it is no
longer needed. We have three options for printing workbooks:
Active Sheets: We can only see active worksheet material using this option.
Print Entire Workbook: We can use this option to print the entire content of
the workbook.
Print Selection: We can use this option to print only a portion of a
worksheet. The page break view mode can be used to send a worksheet's
entire area.
Scenarios in Business
After reviewing the employee data table, John's management has requested
that he print the employee code, Last Name, first name, SSN, and Region
columns. To print these, John must first establish the prince area. Let's look
at the procedures involved in completing the activities listed above in an
Excel workbook.
• Choose the columns or areas that will be printed.
• Select the print area item from the page layout tab.
• Select the print area menu item from the dropdown menu.
• To proceed, click OK.
• To print, go to the File tab and pick print.
• To print, select the print icon.
• Click the black arrow to clear the print area to return to the
previous page.
• Click the print area item once more.
• Go to the menu item Clear Print Area to clear the print area.
• Workbooks can be saved to a remote location.
We have numerous choices for sharing workbooks online in Excel 2013. We
can save the file to the cloud, publish a link to it, share it on various social
media platforms, or send it via email. We may save and distribute Excel
files in the cloud using Windows SkyDrive.
Microsoft's SkyDrive is an online storage service. The benefit of using
cloud storage is that we may access files from any location and device. We
can only utilize Skydrive if we have a Microsoft account.

Chapter 3: FORMULAS AND

FUNCTIONS
One of the most useful features of the Excel spreadsheet program is
designing formulae that automatically calculate results. A spreadsheet is
nothing more than a huge table for showing text without formulas.
Formula
A formula is a mathematical expression that performs computations based
on the information in your spreadsheet. In your worksheet, formulas are
typed into a cell. They must start with an equal sign, then the addresses of
the cells that will be calculated on, followed by a suitable operand. The
calculation begins as soon as the formula is typed into the cell. In the
formula bar, the formula appears.

A formula has been constructed for computing the subtotal of several

textbooks in the example below. This formula multiplies each textbook's
quantity and price, then adds the totals to get the total cost of all volumes.

Linking Worksheets
You can utilize data from two different worksheets to generate a formula.
This can be done either within a single worksheet or across many
workbooks. When linking cells from worksheets inside the same workbook,
the base formula is represented as “sheet name! cell address.” When linking
cells from separate workbooks, the underlying formula is written as "
[workbookname.xlsx]sheetname! cell address." The formula
"=A1+Sheet2!A2" can be used to add the values of cell A1 in Worksheet 1
and cell A2 in Worksheet 2. Worksheet 1 is in Book1.xlsx, and Worksheet 2
is in Book2.xlsx; the same cells can be inserted using the formula "=
[Book1.xlsx]Sheet1!$A$1+A2". Of course, this formula would be placed on
Sheet 2 of Book2.xlsx.
Referencing can be divided into three types: relative, absolute, and mixed.
The technique of referring to cells just by their column and row labels (such
as "A1") is relative referencing. Excel doesn’t make an exact copy of a
formula that involves relative referencing and is transferred from one cell to
another. Cell addresses will change the row and column they are moved to.
If the basic addition formula "=(A1+B1)" in cell C1 is transferred to cell
C2, the formula will change to "=(A2+B2)" to reflect the new row. To avoid
this, cells must be referenced using absolute referencing, which is done by
including dollar signs "$" in the cell addresses in the formula.
Continuing with the preceding example, if cell C1's formula is "= ($A$1+
$B$1)," cell C2's value will equal the sum of cells A1 and B1. Both cells'
columns and rows are absolute, meaning they will not alter when copied.
Mixed referencing can be used when the row OR column is fixed, but not
both. In the formula "=(A$1+$B2)," for example, the row of cell A1 and the
column of cell B2 are both fixed.

Basic Functions
Compared to formulas, functions can be a more efficient approach to
conducting mathematical operations. You would use the formula
"=D1+D2+D3+D4+D5+D6+D7+D8+D9+D10" if you wished to add the
values of cells D1 through D10. Use the SUM function and type
"=SUM(D1:D10)" for a faster solution. In the table below, you'll find
several other function commands and examples:
Functio Example Description
n
SUM =SUM(A1:A100) Finds the sum of cells A1
through A100

AVERA =AVERAGE(B1:B Finds the average of cells B1

GE 10) through B10
MAX =MAX(C1:C100) Returns the highest number
from cells C1 through C100

MIN =MIN(D1:D100) Returns the lowest number

from cells D1 through D100
 SQRT =SQRT(D10) Finds the square root of the
value in cell D10
TODAY =TODAY() Returns the current date
(leave the parentheses empty)
The Function Wizard
Using the Function Wizard, you can access menus of various accessible
functions in Excel. To use the Function Wizard to choose a function, follow
these steps:
1. StepsActions

1. Select the cell where you want the function to go.

2. Select the Formulas tab from the Function Library group. The
dialog box for inserting a function appears.
Note that the identical Insert Function button may be always located to the
left of the Formula Bar and to the right of the Name Box.
1. StepsActions

1. Select a function category from the Category drop-down menu.

2. Select a function type from the Select a function menu. Below
the menu, you'll find a description and an example of the
function.
3. Select OK. The dialog window for Function Arguments
appears.
4. Decide which cells will be used in the function.
5. When you've finished entering all of the function's cell values,
click OK.
Autosum
To add the contents of a group of neighboring cells, use the Autosum
function.
1. StepsActions

1. Draw a circle around the set of cells that will be added together
(cells B2 through G2 in this example).
 2. Navigate to the Formulas tab.
3. Select Autosum from the menu.

How to Insert Formulas in Excel

You might be curious about the "Formulas" tab in Excel's top navigation
toolbar. This horizontal menu — seen below — in more recent versions of
Excel allows you to search and enter Excel formulas into individual cells of
your spreadsheet .

The more you utilize Excel formulae, the easier it will be to recall and
execute them manually. Nonetheless, the symbols above serve as a helpful
reference guide for formulas that you may peruse and refer to as you
improve your spreadsheet skills.
Formulas are sometimes known as "functions" in Excel. To add one to your
spreadsheet, choose a cell where you wish to execute a formula, then click
the "Insert Function" icon on the far left to browse popular formulas and
their functions. This is how the browser window will appear:
Looking for a more organized browsing experience? Use any of the
highlighted icons (inside the long red rectangle in the first screenshot
above) to uncover formulae for a range of topics, including finance, logic,
and more. Click "Insert Function" once you've discovered the formula that
works for you, as seen in the window above.
Let us review some of the most important Excel formulas and use them in
real-world scenarios .
EXCEL FORMULAS
 1. Sum
2. If
3. Percentage
4. Subtraction
5. Multiplication
6. Division
7. Date
8. Array
9. Count
10. Average
11. Submit
12. Trim
13. Left, mid, and right
14. Vlookup
15. Randomize
We've created a list of critical formulas, keyboard shortcuts, and other tiny
tips and features you should know to help you use Excel more successfully
(and save a ton of time).
NOTE: The formulas below are for Excel 2017. If you are using an older
version of Excel, the locations of the features listed below may differ
somewhat.
1. SUM
All Excel formulae begin with the equals symbol, =, followed by a text tag
that specifies the formula you want Excel to use.
In Excel, the SUM formula is one of the most fundamental formulas for
finding the sum (or total) of two or more entries in a spreadsheet. To use the
SUM formula, use the syntax =SUM to enter the values you want to add
together (value 1, value 2, etc.).
The values you provide in the SUM formula can be real numbers or the
value in a specific cell in your spreadsheet.
• For example, to find the SUM of 30 and 80, type the following formula
into a spreadsheet cell: =SUM (30, 80). When you press "Enter," the
cell will display the sum of both numbers: 110.
• For example, to find the SUM of the values in cells B2 and B11, type
the following formula into a spreadsheet cell: =SUM (B2, B11). When
you press "Enter," the cell will calculate the sum of cells B2 and B11.
The formula will yield 0 if neither cell contains any numbers.
Keep in mind that you can use Excel to calculate the total value of a set of
values. Type the following formula into a cell of your spreadsheet to obtain
the SUM of the numbers in cells B2 through B11: =SUM (B2:B11). Instead
of a comma, there is a colon between both cells. Below is an instance of
how this may appear in an Excel spreadsheet for a content marketer:

(2) IF
In Excel, the IF formula is =IF(logical test, value if true, value if false). This
allows you to type a text value into a cell "if" another cell in your
spreadsheet is true or false. =IF(D2="Gryffindor," "10", "0"), for example,
would give cell D2 10 points if it contained the word "Gryffindor."
We need to know how many times a value appears in our spreadsheets.
However, there are occasions when we need to locate the cells containing
those values and enter certain data next to them.
For this one, we'll return to Sprung's example. Instead of individually
entering 10s next to each Gryffindor student's name, we'll utilize the
IFTHEN formula to say: If the student is in Gryffindor, they should receive
ten points. • IF(logical test, value if true, value if false) is the formula.
• Logical Test: The logical test is the statement's "IF" component.
D2="Gryffindor" is the rationale in this example. Make that the value
of the Logical Test is enclosed in quotation marks.
• Value if True: If the value is true — that is, if the student is a member
of Gryffindor — this is the value we want to show. In this scenario, the
number 10 should signify that the student received ten points. Use
quotation marks only if you want the result to be text rather than a
number.
• Value if False: If the value is false, and the student does not live in
Gryffindor, we want the cell to display "0," indicating that the student
has received 0 points.
• In the example below, the formula is: =IF(D2="Gryffindor","10","0")

3. Percentage
To use the % formula in Excel, type =A1/B1 into the cells you want to find
a percentage for. Highlight the cell, go to the Home tab, and select
"Percentage" from selecting the number to convert the decimal value to a
percentage.
Although there isn't a specific Excel "formula" for percentages, Excel
makes it simple to transform the value of any cell into a %, so you're not
stuck calculating and reentering the numbers.
Excel's Home tab contains the fundamental setting for converting a cell's
value to a percentage. Select this tab, highlight the cell(s) you want to
convert to a percentage, then select Conditional Formatting from the
dropdown option next to it (this menu button might say "General" at first).
Then, from the drop-down menu that appears, choose "Percentage." The
value of each cell you've marked will be converted to a percentage. This
functionality can be found farther down.

Bear in mind that if you use other formulas to produce new values, such as
the division formula (denoted =A1/B1), your results may appear as
decimals by default. Simply select your cells and change their format to
"Percentage" from the Home tab before or after performing this procedure,
as shown above. Adding and subtracting
In Excel, insert the cells you're subtracting in the format =SUM to perform
the subtraction formula (A1, -B1). By inserting a negative sign before the
cell you're subtracting, you may use the SUM formula to subtract it. For
example, if A1 is 10 and B1 is 6, =SUM(A1, -B1) performs 10 + -6 and
returns 4.
Subtracting, like percentages, lacks its formula in Excel, but that doesn't
imply it can't be done. There are two ways to subtract any values (or values
within cells).
• Applying the =SUM formula. To subtract multiple values from one
another, enter them in the format =SUM(A1, -B1), with a negative sign
(denoted by a hyphen) before the cell whose value you're removing.
Enter to get the difference between the two parenthesis-enclosed cells.
Take a look at the image above to get a sense of how this works.
• Use the formula =A1-B1. To subtract multiple values from one another,
insert an equals sign followed with your first value or cell, a hyphen,
and then the value or cell you're removing. Enter to get the difference
between the two values.
5. Multiplication
To use the multiplication formula in Excel, enter the cells to be multiplied
as =A1*B1. An asterisk is used in this formula to multiply cell A1 by cell
B1. For example, if A1 was ten and B1 was 6, the =A1*B1 result would be
60.
You may believe that multiplying values in Excel has its formula or that the
"x" character signifies multiplication between several numbers. It's as
simple as an asterisk — *.

Highlight an empty cell in an Excel spreadsheet to multiply two or more

numbers. Then, in the format =A1*B1*C1..., input the values or cells you
want to multiply together. The asterisk essentially multiplies each value in
the formula.
To return your preferred product, press Enter. Take a look at the screenshot
above to see how this looks.
6. Division
To use the division formula in Excel, insert the dividing cells in the format
=A1/B1. This formula divides cell A1 by cell B1 with a forward slash, "/."
For instance, if A1 was 5 and B1 was 10, =A1/B1 would have a decimal
value of 0.5.
One of the most basic functions accessible in Excel is division. To do so,
highlight an empty cell, insert an equals symbol, "=," and then the two (or
more) numbers you want to divide, separated by a forward slash, "/." The
output should look like this: =B2/A2, as shown in the screenshot below.

When you press the Enter key, the quotient you choose should appear in the
cell you first highlighted.
7. DATE
The DATE formula in Excel is =DATE (year, month, day). This formula
will generate a date based on the information provided in the parenthesis,
including values from surrounding cells. =DATE(A1, B1, C1) would return
7/11/2018 if A1 were 2018, B1 was 7, and C1 was 11.
It can be tough to create dates in the cells of an Excel spreadsheet at times.
Fortunately, there is a simple method for formatting dates. This formula can
be applied in two ways:
• Make a date out of a collection of cell values. To do so, highlight an
empty cell, type "=DATE," and then input the cells whose values make
your desired date in parenthesis, beginning with the year, then the
month number, and finally the day. The final format should be as
 follows: =DATE (year, month, day). Take a look at the screenshot
below to see how this appears.
• Set today's date automatically. To do so, choose an empty cell and insert
the following text: =DATE(YEAR(TODAY()), MONTH(TODAY()),
DAY(TODAY())). Entering the current date in your Excel spreadsheet
will return the current date.

Unless your Excel program is formatted differently, your returned date

should be in the form of "mm/dd/yy" in either case of using Excel's date
function.
8. Array
In Excel, an array formula encloses a simple formula in brace characters of
the type =(Start Value 1:End Value 1)*(Start Value 2:End Value 2) By
hitting ctrl+shift+center, you may calculate and return values from many
ranges instead of just individual cells added to or multiplied by one another.
To calculate the sum, product, or quotient of individual cells, use the =SUM
formula and provide the cells, values, or range of cells to be calculated on.
But what about a variety of ranges? How do you calculate the total value of
a huge collection of cells?
Numerical arrays are a convenient way to perform multiple formulas in a
single cell simultaneously, allowing you to view a single final sum,
difference, product, or quotient. Excel's array formula is ideal if you want to
calculate total sales revenue from several sold units. Here's how you'd go
about it:

1. To begin utilizing the array formula, put "=SUM," followed by

the first of two (or three, or four) cell ranges you'd like to
 multiply together in parenthesis. Here's an example of your
progress: =SUM(C2:C5
2. Next, place an asterisk after your formula's last cell of the first
range. This is an abbreviation for multiplication. Enter your
second range of cells after this asterisk. This second range of
cells will be multiplied by the first. In this formula, your
progress should now look like this: =SUM(C2:C5*D2:D5)
3. Are you ready to press the Enter key? Not so quickly...
Because this calculation is so complex, Excel has designated a
separate keyboard function for arrays. Ctrl+Shift+Enter after
closing the parentheses on your array formula. This will detect
your formula as an array, wrap it in brace characters, and
successfully return the product of both ranges.

This could save you a lot of time and effort when it comes to income
calculations. The finished formula may be seen in the screenshot above.
9. COUNT
In Excel, the COUNT formula is written as =COUNT (Start Cell: End
Cell). This formula will provide a value equal to the number of entries
discovered inside the specified cell range. FOR EXAMPLE,
=COUNT(A1:A10) will return a value of 8 if there are eight cells with
entered values between A1 and A10.
The COUNT formula in Excel is especially handy when working with huge
spreadsheets, and you need to know how many cells have actual entries.
Don't let the name deceive you: this formula does not calculate the cell
values. This formula simply calculates the number of cells in a given range
that are occupied by something.
You can quickly count the number of active cells in your spreadsheet by
using the formula in bold above. The end product should look somewhat
like this:
10. AVERAGE
In Excel, input the values, cells, or range of cells you want to calculate the
average in the format =AVERAGE(number1, number2, etc.) or
=AVERAGE(number1, number2, etc.). (Start Value: End Value). The
average of all the values or ranges of cells in the parenthesis will be
calculated.
You can avoid obtaining individual sums and then run a separate division
calculation on your total by using Excel to find the average of a range of
cells. You may let Excel perform all the work for you by using =AVERAGE
as your initial text entry.
The total values divided by the total number of entries in the set are the
average of the numbers.
11. SUMIF
=SUMIF is the Excel formula for SUMIF (range, criteria, [sum range]).
This returns the total values in a specified range of cells that fulfill the same
criteria. =SUMIF(C3:C12,">70,000"), for example, would return the sum of
values between cells C3 and C12 from only the cells with values larger than
70,000.
Let's assume you want to calculate the profit you made from a list of leads
connected with specific area codes, or you want to sum the wages of certain
employees — but only if they exceed a certain number. Doing it manually
sounds time-consuming.
It does not have to be that way with the SUMIF function; you may easily
add up the sum of cells that fulfill particular criteria, such as the salary
example above.
• The formula: =SUMIF(range, criteria, [sum_range])

Range: The range that your criteria are being used to test.
Criteria: These are the rules that guide which cells in Criteria
range1 will be combined.
[Sum range]: An additional range of cells to add to the original
Range entered. This field can be left blank.
In the example below, we needed to find all salaries that exceeded $70,000.
With the formula =SUMIF(C3:C12,">70,000"), the SUMIF function
summed up the dollar amounts that exceeded that value in cells C3 through
C12.
12. TRIM

In Excel, the TRIM formula is =TRIM (text). Any spaces put before and
after the text entered in the cell will be removed by this formula. If A2 has
the name "Steve Peterson" with unnecessary spaces before the first name,
for example, =TRIM(A2) will return "Steve Peterson" in a new cell with no
spaces.
In today's office, email and file sharing are vital tools. That is unless one of
your coworkers sends you a worksheet with unusual spacing. Not only may
those rogue spaces make searching for data difficult, but they can also alter
the results when adding together columns of numbers.
You may tidy up any irregular spacing using the TRIM function, intended to
remove unnecessary spaces from data, rather than carefully removing and
inserting spaces as needed (except for single spaces between words).
• Text: The text or cell from which spaces should be removed.
• The formula: =TRIM(text).
Here is an example of how the TRIM function was used to remove
unnecessary spaces from a list of names. To do so, we used the Formula Bar
to enter =TRIM("A2") and then repeated the process for each name below it
in a new column next to the column with the undesired spaces.

Other Excel formulas you could find useful as your data management
demands develop are included below.
13. RIGHT, MID, and LEFT
Imagine you have a line of text in a cell that you wish to divide into
multiple portions. Users can utilize a set of string methods to deconstruct
the sequence as needed: LEFT, MID, or RIGHT, rather than manually
retyping each piece of code into its respective column.
LEFT
• Useful for getting the first X digits or characters from a
cell.
• =LEFT(text, number of characters) is a formula.

Text: The string from which you want to extract information.

The number of characters: The number of characters you want
to extract, starting with the first one.
In the example below, we typed =LEFT(A2,4) into cell B2 and copied it to
B3:B6. We were able to extract the first four characters of the code due to
this.

MID
• Useful for extracting letters or numbers in the middle of a
line according to their position.
• =MID(text, start position, number of characters) is a
formula.
• Text: The string from which you want to extract
information.
• Start position: The start of the string you want to extract
data. The first place in the string, for example, is 1.
• The number of characters: The total amount of characters
to extract.
In this example, we typed =MID(A2,5,2) into cell B2 and copied it to
B3:B6. We were able to extract the two integers starting in the fifth position
of the code due to this.
RIGHT
• Useful for extracting the cell's last X numbers or
characters.
• =RIGHT(text, number of characters) is a formula.

Text: The string from which you want to extract information.

The number of characters: The number of characters you want
to extract, starting with the last one.
For this example, we typed =RIGHT(A2,2) in cell B2 and copied it to cells
B3–B6. We were able to extract the code's final two integers due to this.
14. VLOOKUP
This is an oldie but a goodie that goes into more detail than most other
formulas we've discussed. It's particularly beneficial when you have two
data sets in two distinct spreadsheets that you want to combine into one.
My colleague Rachel Sprung uses a list of names, email addresses, and
firms as an example, whose "How to Use Excel" course is a must-read for
anyone who wants to learn. Once you have a list of individuals names next
to their email accounts in one spreadsheet as well as a list of those same
people's email addresses next to their company names in another
spreadsheet, but you want all of those people's names, email addresses, and
company names to appear in the same place, VLOOKUP comes in handy.
Note: When applying this formula, make sure that at least one column in
both spreadsheets is identical. Examine your data sets to ensure that the
column of data you're using to combine your data is identical, with no extra
spaces.
• VLOOKUP is the formula (lookup value, table array, column number,
[range lookup])

Lookup Value: This is the same value in both spreadsheets. In your

first worksheet, pick the first value. This means the first email
address in the list, or cell 2 in Sprung's example (C2).
 Table Array: The range of columns on Sheet 2 from which you'll get
your data, including the column of data in Sheet 1 that's equal to
your lookup value (in this case, email addresses) and the column of
data you're trying to copy to Sheet 1. This is "Sheet2!A: B" in our
example. "A" refers to Column A in Sheet 2, which contains the
data identical to our lookup value (email) in Sheet 1. The "B"
stands for Column B, which contains the information from Sheet 2
that you want to transfer to Sheet 1.
Column Number: The table array tells Excel where the new data you
wish to copy to Sheet 1 is stored (in which column). In our
example, this would be the "House" column, the second in our
table array, making it column number 2.
Range Lookup: Use FALSE to ensure that only exact value matches
are returned.

• The following is a formula with variables from Sprung's example:

=VLOOKUP(C2, Sheet2!A: B,2, FALSE)
Sheets 1 and 2 in this example include lists describing different aspects of
the same persons, with their email addresses serving as a link between
them. Let's imagine we want to integrate the two datasets such that all of the
house data from Sheet 2 may be transferred to Sheet 1. This is how it would
go:

15. RANDOMIZE
The RANDOMIZE formula in Excel is compared to shuffling a deck of
cards in a wonderful essay. Each of the 52 cards in a deck is a row, while
the complete deck is a column. "You may shuffle the deck by computing a
new column of data, populating each cell in the column with a random
number, then sorting the worksheet based on the random number field,"
explains Steve McDonnell.
In marketing, you might use this function to assign a random number to a
list of contacts, such as if you wanted to test a new email campaign and
needed to pick recipients using blind criteria. You might apply the rule
"Any contact with a figure of 6 or above will be added to the new
campaign" by assigning numbers to said contacts.
• The formula: RAND()

Begin with a single contact column. Then, starting with the top
contact's row, type "RAND()" in the column adjacent to it, without
the quotation marks.

• For the following example: RANDBETWEEN (bottom, top)

RANDBETWEEN allows you to provide a number range you want

to be assigned. In this scenario, I intended to use numbers one
through ten.
Bottom: The number at the bottom of the range.
Top: The most significant number in the range,

• In the example below, the formula is: =RANDBETWEEN (1,10)

Isn't that useful information? Now for the cherry on top: You'll want to
repeat the Excel formula you require for other cells without having to
rewrite it after you've mastered it.
On Excel, type the formula in the uppermost cell of the column you would
like to work with and press "Enter." Then highlight and double-click the
cell's bottom-right corner to copy the formula into every cell in the column
below it.
You may want to apply the same formula to a full row or column of your
spreadsheet at times. Imagine you have a spreadsheet with a list of numbers
in columns A and B, and you want to enter the individual totals of each row
in column C.
Adjusting the formula values for each cell to determine the total of each
row's respective numbers would be too time-consuming. Fortunately, Excel
allows you to complete the column automatically; all you need to do is
enter the formula in the first row. Take a look at the steps below:

1. Type it into an empty cell to run the formula and press "Enter."
2. Hover your cursor over the cell containing the formula in the bottomright
corner. A small, bold "+" symbol will appear.
3. While you may double-click this symbol to fill the full column with
yourformula, you can also manually click and drag your cursor along the
column to fill only a portion of it.
4. Release your mouse after you've reached the last cell in the columnwhere
you want to enter your formula. Then double-check each new value to
ensure it belongs in the right cells.
Excel Keyboard Shortcuts
1. Select rows, columns, or the entire spreadsheet quickly.
Maybe you're pressed for time. Who isn't, after all? No problem if you don't
have a lot of time. With just one click, you may choose your entire
spreadsheet. To highlight everything on your sheet simultaneously, simply
click the tab in the top-left corner.

Do you only want to choose everything in a specific column or row? With

these shortcuts, it's just as simple:
For Mac:
• Select Column = Command + Shift + Down/Up
• Select Row = Command + Shift + Right/Left
For the PC:
• Select Column = Control + Shift + Down/Up
• Select Row = Control + Shift + Right/Left
When you're working with big data sets but just need to select a small
portion of them, this shortcut comes in handy.

2. Quickly close, open, or create a workbook.

Need to quickly open, close, or create a workbook? Using the keyboard
shortcuts shown below, any of the above operations can be completed in
less than a minute.
For Mac:
• Open = Command + O
• Close = Command + W
• Create New = Command + N
For PC:
• Open = Control + O
• Close = Control + F4 • Create New = Control + N
3. Convert your numbers to money.
Do you have unprocessed data that you'd like to turn into money? The
solution is straightforward, whether it's wage figures, marketing budgets, or
event ticket sales. Simply press Control + Shift + $ and select the cells you
want to reformat.

The numbers will automatically be converted to dollar amounts, complete

with dollar commas, signs, and decimal points.
Note that this shortcut works with percentages as well. Replace "$" with
"percent" if you want to mark a column of numerical values as "percent"
figures.
4. Fill in a cell with the current date and time.
You might want to add a date and time stamp to your worksheet if you're
documenting social media posts or keeping track of activities you're
marking off your to-do list. Begin by selecting the cell to which this
information will be added.
Then perform one of the following, depending on what you want to insert:
• Insert current time = Control + Shift + ; (semi-colon)
• Insert current date = Control + ; (semi-colon)
• Insert current time and date = Control + ; (semi-colon),
SPACE, and then Control + Shift + ; (semi-colon).
Additional Excel Tips

1. Change the color of the tabs.

Suppose you have a lot of different pages in one document — which
happens to the best of us — color-code the tabs to make it easier to find
where you need to go. You could, for example, color code last month's
marketing reports red and this month's orange.
To change the color of a tab, simply right-click it and select "Tab Color." A
popup will display, allowing you to select a color from an existing theme or
customize one to fit your specific requirements.
2. Add a comment to a cell.
Simply right-click a cell in a worksheet and select Insert Comment from the
menu to write a note or make a comment in that cell. Type it into the text
area and then click outside the comment box to save your comment.
A little red triangle appears in the corner of cells that contain comments.
Hover over the comment to see it.

3. Duplicate and copy the formatting.

If you've ever spent time formatting a sheet to your satisfaction, you'll agree
that it's not the most pleasurable experience. It's quite tedious.
As a result, you're unlikely to want to — or need to — repeat the process
the next time. You can simply replicate the formatting from one worksheet
region to another with Excel's Format Painter.
Select what you want to duplicate, then go to the dashboard and select the
Format Painter option (the paintbrush icon). As demonstrated below, the
pointer will turn into a paintbrush, prompting you to select the cell, text, or
full worksheet you want to apply the formatting.
4. Identify duplicate values.
Duplicate values, like duplicate content for SEO, can be problematic if left
unchecked in many cases. However, all you need to do in some
circumstances is be aware of it.
Whatever the circumstance, it's simple to find any existing duplicate values
in your spreadsheet by following a few simple steps. To do so, pick
Highlight Cell Rules > Duplicate Values from the Conditional Formatting
menu.

Create a formatting rule to describe the type of duplicate content you want
to bring forth using the popup.
We formatted the duplicate cells in yellow in the example above to indicate
duplicate wages within the given range.
Excel is often unavoidable in marketing, but it doesn't have to be so
intimidating with these tips. Practice makes perfect, as they say. These
formulas, shortcuts, and methods will become second nature the more you
utilize them.

Chapter 4: LOGIC AND COUNT

FUNCTIONS
LOGIC TEST IN EXCEL
A logical output that is either true or false is referred to as a "logical test." In
Excel, we can perform logical tests for any condition. The most commonly
used logical test is the operator's equals, "=." Using the formula =A1=B1 in
cell A2, the result will be true if the values are equal and false otherwise.
What is a logical test in Excel?
In the early stages of learning, it is exceedingly difficult to grasp the
concept of logical tests in Excel. You'll have a terrific talent to add to your
résumé once you've mastered it. We typically use an Excel logical test to
match multiple criteria and arrive at the desired result.
You can use up to 9 logical formulas in Excel.
What is a logical test in Excel?
In the early stages of learning, it is exceedingly difficult to grasp the
concept of logical tests in Excel. You'll have a terrific talent to add to your
résumé once you've mastered it. We typically use an Excel logical test to
match multiple criteria and arrive at the desired result. Excel allows you to
use up to 9 logical formulas.

Some formulas are often used, while others are rarely used. This book
article will go through some of the most significant Excel logical formulae
and real-world applications. All of the Excel logical equations operate with
TRUE or FALSE if we conduct a logical test.
How do you utilize the logical function in Excel?
The following are some instances of logical functions in Excel.
1 – Excel AND & OR Logical Function
In Excel, the OR & AND functions are opposed. The AND condition in
Excel requires that all logical tests be TRUE, whereas the OR function
requires that any logical tests be TRUE.
The names of the two students are Marks 1 and Marks 2. The answer should
be TRUE if the student received a score of more than 35 on both tests;
otherwise, the answer should be FALSE. Because both conditions must be
met, we must use the logical test.
AND Logical Function in Excel (Example 1)
1.
Open AND function first.

1. The first reasonable one is whether Marks 1 is greater than 35

or not. To see how the situation is.

2. The second test is whether Marks 2 is greater than 35. As a

result, use the logical test.
 3. There are only two conditions that need to be tested. As a
result, we've used both logical tests. Close the bracket now.

If both requirements are met, the formula will return TRUE by

default; otherwise, it will return FALSE.

Drag the Formula to the rest of the cells.

Because both students scored less than 35 in Marks 1, cells D3 and D4 are
FALSE.

Example 2 – OR Logical Function in Excel

Example 2 – OR Logical Function in Excel The OR function is not the same
as the AND function. In Excel, only one condition needs to be TRUE.
Apply the same logical test with the OR condition to the above data.
Either FALSE or TRUE will be the outcome.

Drag the formula to other cells.

Examine the distinction between AND and OR functions now. OR returns

TRUE for students B and C, even if one of their tests had a score of less
than 35. Because they scored greater than 35 in Marks 2, the OR function
found the criterion of >35 TRUE in two logical tests and returned TRUE.
2 – IF Logical Function in Excel
One of the most important logical functions to cover in Excel is the IF
function. There are three arguments to supply with IF. Take a look at the
syntax now.

• Value if True: What should the outcome be if the above

logical test in Excel is TRUE?
• Logical Test: This is essentially the same as our
conditional test.
• Values if FALSE: What should the outcome be if the
preceding logical test in Excel is FALSE?
• Take a look at the data below, for example.

Now, unless the product's price is greater than 80, we need the result
"Costly," and if the product's price is less than 80, we need the result "Ok."
Step 1The logical test is that the price is greater than $80. As a result, start
with the IF condition.

Step 2: Now pass the logical test in excel, i.e., Price >80.

Step 3: If the logical test in Excel is TRUE, we require a “Costly”

result. As a result, if TRUE mentions the result in double-quotes as
“Costly” in the next parameter, VALUE.
Step 4: The final argument is whether the excel logical test is FALSE. If
the test is false, we require an “Ok” result.

We got the result as Costly.

Step 5: Drag the formula to additional cells to ensure that it is applied
to all of them.

We received the result "Ok" since the price of the items Orange and Sapota
is less than 80. Because the logical test in Excel is greater than 80, we chose

“Costly” for Apple and Grapes because their prices are greater than

80.

3 – IF with OR & AND Logical Functions in Excel

Review the sample data below, which we utilized for AND & OR
conditions, to further grasp IF with the other two logical functions (AND &
OR), review the sample data below, which we utilized for AND & OR
conditions.
If the student received a score of 35 or above on both exams, he would be
declared PASS or FAIL.
AND can only return TRUE or FALSE as a result by default. However, we
require PASS or FAIL results in this case. As a result, we must employ the
IF condition in this case.
First, open the IF condition.

We can only test one condition at a time if we only test one condition, but
we need to look at two conditions simultaneously here. As a result, open
AND condition and pass Exam 1 >35 and Exam 2 >35.
We need the outcome to be PASS if both supplied conditions are TRUE. If
the logical test in Excel is TRUE, use the value PASS.

The result should be FAIL if the logical test in Excel is FALSE.

So, here we got the result as Pass.

With your mouse, drag the formula to other cells.

With the help of the IF condition, we were able to get our values instead of
the usual TRUE or FALSE. We can use the OR function the same way;
simply replace the OR function with the OR function.

Consider the following:

• In Excel, the AND function requires all logical tests to be TRUE, but
theOR function requires at least one logical test to be TRUE.
• In Excel, we have the IFERROR function, the NOT function, the
TRUEfunction, the FALSE function, and so on...
COUNT FUNCTIONS IN EXCEL
You may need to count the number of data-filled cells in each worksheet if
your firm uses spreadsheets. You may also need to determine how many
blank cells there are or whether the values of individual cells meet certain
criteria. In Excel, you can count using a variety of math functions. You can,
for example, count the number of clients who have registered for an event
with a given last name or who live in a specific ZIP code.
COUNT FUNCTION
The COUNT function returns the number of numeric-valued cells in a range
or array. Integers, decimals, dates, and even numbers enclosed in quote
marks can be used as these values. In a cell, text, blank space, and anything
else that isn't a number isn't tallied. COUNT(Value1, Value2,Value[n]),
where "n" is limited to 255, is a function of type COUNT(Value1,
Value2,...Value[n]). The value "Value1" is required, while the rest of the
parameters are optional. COUNT(A2:A5) will yield "3" if you have data in
cells A2, A3, and A5 in a spreadsheet, for example.
COUNTY FUNCTION
Unlike COUNT, COUNTA returns a value for the number of non-empty
cells in a particular range. Any type of data, including numbers, text, and
logical values, can be stored in the cells. Although blank cells are not
counted, the function counts empty text and error values. The formula for
this function is COUNTA(Value1, Value2, Value[n]), where just "Value1" is
required and "n" can have up to 255 more values. Assume you have three
rows of numbers from A1 to A3, each ending in column D. COUNTA can
count how many cells have values in them (A1:D1, A2:D2 A3:D3).
COUNTBLANK
COUNTBLANK is a function that counts cells with no data. The number of
vacant cells in a range is counted with this function. The format is
COUNTBLANK (range). Cells with empty text values are counted, but
zeros are not. If you had a spreadsheet with values in cells A2 to A3 and A5,
but cell A4 was blank, COUNTBLANK(A2:A5) would return "1."
COUNTIF
If you only want to count cells if certain conditions are met, use COUNTIF.
The number of cells in a range that meet a set of conditions is counted with
this function. The format is COUNTIF (range, criteria). For example, in
cells A2 through A10, you can use this function to count the number of
clients with the last name "Doe" as follows: VERIFICATION (A2:A10,
Doe). If the cells contain a series of numbers, COUNTIF(A2:A10, "10"),
for example, can be used to find values less than "10."
COUNT IN EXCEL AND HOW TO USE THE COUNT
FUNCTION?
Excel is a widely used data management program for data analysis and
interpretation. It is underappreciated due to the wide number of jobs that it
can perform. Excel is a very powerful application because of its large
library of built-in functions. As a result, it has grown in popularity.
We all look at using the COUNT function in Excel in this book.
As its name implies, Excel's 'COUNT' function helps us count cells. But
wait, there's more! COUNT is an Excel function that allows us to perform
numerous counting tasks, which we shall discuss in this book. You'll get a
sneak peek at the following subjects:
• What does the function COUNTA do in Excel?
• What is COUNT in Excel?
• How do you use COUNTIF?
• How do you use COUNTIFS?
• How do you use COUNTBLANK
What is COUNT in Excel?
COUNT is an Excel function that counts the number of cells in a row. In
Excel, COUNT can be used in two different ways. The syntax is as follows:
COUNT(value1,[value2],…)
As inputs, the COUNT function accepts comma-separated values. This
function returns the total count of the numeric values supplied. Usage:
The COUNT function is used to find the total number of values in a
multiple-valued parameter.
This function supports only numeric data. As a result, if you supply a count
of text values, it will not be found.
COUNT(range)
The number of cells in a specified range can be counted with this function.
It's a tool for quantifying data.

As seen, we may use =COUNT to get the count of cells in the range A2 to
A6 (A2: A6). This function accepts only numbers.
Now that we know how to use the COUNT function in Excel let's look at
the COUNTA function.
What Does the COUNTA Function in Excel Do?
This function counts how many cells have data or non-empty values in a
range. The syntax is as follows:
=COUNTA(value1,[value2],…)
In addition, the values can be in any range. A1:A10, for example, can be
used as follows:
AS SHOWN ABOVE, =COUNTA(E2: E6) counts cells with data
(nonempty cells) in the range E2 to E6.
The difference between COUNTA and COUNT in Excel?
COUNT is a function that counts the number of numeric-valued cells in a
table. COUNTA, on the other hand, counts how many cells have data in
them.
COUNTBLANK: How Do You Use It?
COUNTBLANK is a basic function that, as the name implies, counts the
number of blank or empty cells. The syntax is as follows:
=COUNTBLANK(range)
The COUNTBLANK function uses a defined range as a parameter.
COUNTBLANK aids in counting cells that have been left blank or empty,
as seen in the example. This function can be used to find blank records in a
database.
What's the best way to make COUNTIF work for you?
The COUNTIF function determines how many cells fulfill a set of
conditions. The syntax is as follows:
=COUNTIF(range, criteria) The
two arguments are as follows:
• Range—in Excel, this is a collection of cells. Consider the
following example: B1: B6
• Criterion is a condition that allows something to work.
For example, ">50," A1
This function counts the cells in the specified range that match the criterion
or condition.
Usage:
• COUNTIF is a function that can be used to compare a
string to a criterion.
Consider the case below:

To see how many places match the city "Tianjin," we use the formula
=COUNTIF(C2: C6, "Tianjin").
 • COUNTIF can be used to count text-only cells-

Counting text-only cells are straightforward. As a condition, we use the

symbol *—the asterisk (*) sign to find any number of characters. You can
see how the wildcard ‘*' matches any number of characters in the demo
below.

The function =COUNTIF(D2: E12,"*") counts the number of cells in the

range D2 to E12 containing text.

Use wildcard characters to count cells containing a specific word or letter if

you only want a partial match. Take a look at the following example:

The formula =COUNTIF(C2:C12, "*HUBEI*") counts the cells in the

range C2 to C12 that have the value "HUBEI."
NOTE: The asterisk symbol here aids in the identification of cells that
contain any sequence of leading or trailing characters. This does not apply
to boolean values, either.
• COUNTIF may count cells using logical operators
such as greater than,equal to, or less than.

=COUNTIF(E2:E6,">=60")

The COUNTIF function was used to determine the number of people above
60 who COVID impacts. We've taken cells E2 through E6 in a range of
ages. To meet the criterion, the value must be larger than or equal to 60.

NOTE: Within quotes, the criterion MUST be given.

You can also utilize the logical operations listed below.

Logical operation Formula Example Description

if the values in the cell are

Less than “<.” =COUNTIF(C1:C10,”<20”)
lesser than 20

Less than or equal if the values in the cell are

=COUNTIF(C1:C10,”<=20”)
to “<=.” lesser than or equal to 20
 Greater than “>.” =COUNTIF(C1:C10,”>20”) if the values in a cell are

greater than 20

Greater than or if the values in a cell are

=COUNTIF(C1:C10,”>=20”)
equal to “>=” greater than or equal to 20

if the values in a cell are

Equal to “=.” =COUNTIF(C1:C10,”=20”)
equal to 20

if the values in a cell are not

Not equal to “!=” =COUNTIF(C1:C10,”<>20”)
equal to 20

COUNTIFS: How Do You Use It?

The COUNTIF function has a plural counterpart in this function. It
calculates the number of cells when various criteria are met.
The following is the syntax:
• COUNTIFS(range1, criteria1,[range2, criteria2]...)
=COUNTIFS(range1, criteria1,[range2, criteria2]...)
Range1 corresponds to criteria1, range2 to criteria2, and so on.
The range1 and criteria1 parameters are essential, but the remaining
arguments in square brackets are optional.
• Range1 refers to the set of cells subjected to the first
condition (criteria1).
• Criteria1 specifies the conditions under which the
function will operate on Range1. Any integer, text,
expression, or cell reference can be used as the
criteria. For instance, ">=20", "China", or "A1".
 • Similarly, [range2, criteria2] specifies a second set of
ranges and the criteria that must be met. They operate
based on a ‘AND' logic.
Multiple sets of range criteria can be provided, and commas must separate
them.
The following is a demonstration of how to use it.

On two criteria, the formula

=COUNTIFS(B2:B12,">2/1/2020",D2:D12,"France") is utilized. It looks to
see if the reporting date is after 2/1/2020 and if the deceased person's
country is France.
NOTE: The COUNTIFS function follows the AND logic. It only counts
cells if both or all of the conditions are met.
More Information on COUNTIF
COUNTIF and COUNTIFS can be used to conduct a variety of tasks.
• You may use =COUNTIF to find the number of times a value
appears in a range (A1: A10, A1).
We find the total number of cells where the cell carrying “male” gender has
already been repeated using =COUNTIF(F2: F12, F2).
• Let's imagine we're trying to figure out if the data has any unique
items.
We may accomplish this by combining an IF with COUNTIF. Consider the
following scenario.

The COUNTIF function is called first, and it counts the number of cells in
the range A2 to A12 that have the value 2 in cell A3. Duplicate values exist
if the count is greater than one, and the result will be reported as
"DUPLICATE." Otherwise, it will say "UNIQUE."

COUNT IN EXCEL
The COUNT formula counts the number of cells in a range that contains
numerical values. It returns an integer value and is a statistical function.
The COUNT formula is written as “=COUNT(value 1, [value 2],...)”.

COUNT EXCEL FORMULA SYNTAX

Where,
• Value1: This is a mandatory parameter. For example, the formula
“=COUNT(“Cell Range,” “&DATE (2021,4,1)” was used to
count a range of cells that contained a date before April 1, 2021.
The DATE function is used to enter the date.
• Value n: This is a parameter that can be left blank. It has a value
range of up to 255. A cell reference or a range of values can be
used as the value. It's a collection of spreadsheet cells with
various data types, with just the cells containing numbers being
counted.
The COUNTA function is a COUNT function that has been extended. It
keeps track of logical, text, and error values. The COUNTIF function
(another COUNT function extension) counts the numbers that fulfill a set of
criteria.
USING THE COUNT FUNCTION IN EXCEL?
Let's look at a few COUNT function samples. Each example uses the
COUNT function to implement a different scenario.
Count the Numbers in the Given Range (Example 1)
To count the numbers in the provided range, use the COUNT function on
the range of cells B3:B8 (shown in the table below).
In Excel, the COUNT formula is as follows:
“=COUNT(B3:B8)”
There are only three integers in the range B3:B8. As a result, the COUNT
function returns three. The outcome is shown in cell B10. The COUNT
formula was used in this example, and the outcome is shown in the
following image.

THE CHARACTERISTICS OF THE COUNT FUNCTION

The following are the features of the COUNT excel function:

1. It counts the number of data items that contain numbers, dates,

or text that is portrayed as a number (for example, a number
wrapped in quote marks, such as “3”).
2. It counts the number of parameters with logical values and text
representations in the list.
3. Error-values and words that cannot be translated to numbers
are not counted.
4. When the argument appears to be an array or reference, it
counts only the integers and ignores logical values, empty
cells, text, or error values.
5. The COUNTA function is an addition to the COUNT function.
It keeps track of logical, text, and error values.
6. The COUNTIF function extends the COUNT function that
counts numbers that fulfill a set of criteria .
MOST COMMONLY ASKED QUESTIONS (FAQS)
How do I use the COUNT function in Excel?
The COUNT function returned the number of cells that had numbers inside
the specified range. Within the list of arguments, it also counts numeric
values.
“=COUNT(value 1, [value 2],...)” is the COUNT formula in Excel.
The necessary parameter is “value 1,” an item, cell reference, or range,
whereas “value” 2 is optional.
Example: The formula "=COUNT(A1:A10)" is used to count the numbers
in the range A1:A10. The result is 7 if seven of the cells in the supplied
range contain numbers.
What is the formula for COUNTIF?
The COUNTIF function counts cells that meet a single requirement in a
range. It keeps track of cells with dates, numbers, and text. In Excel,
the COUNTIF formula is written as “ =COUNTIF(range, condition).”
The term "range" refers to counting a set of cells.
THE MAJOR DIFFERENCE BETWEEN THE EXCEL FUNCTIONS
COUNT AND COUNTY?
The COUNT function is typically used to count a set of integers or dates in
a range of cells. Blank cells are not included. The COUNTA function
counts numbers, dates, text, or a range containing a combination of these
objects. Blank cells are not counted.

Chapter 5: CONDITIONAL
FUNCTIONS IN EXCELS

Excel Tricks & Conditional Formulas In Excel, how to use the IF Function
If there was ever a single Excel function that I used the most, it would
probably be the IF function. As far as I'm concerned, it's a workhorse since
it can be combined with a variety of different tasks to serve a variety of
purposes. You've got all the elements you need to develop some very
amazing formulae that will help you not only sort your data but also
improve the aesthetics of your spreadsheets and automate the analysis of
your data, thanks to other Logical Functions like AND, OR, NOT, TRUE,
and FALSE. Here are a few reasons why conditional formulae in Excel
have my undying love.
What is a Conditional Formula, and how does it work?
In Excel, a conditional formula is a formula that uses the IF function to
perform a logical test on data. It effectively allows you to construct an "If
(this), then (that)" logical argument. Though truth-functional propositional
logic is a subset of philosophy, you won't need to open a textbook to create
logical arguments in Excel. One of the best things about conditional
formulas in Excel is how simple they are to use. Conditional programming
is also utilized in online design and development, especially when a website
is accessed through multiple browsers. It reminds me of a crossroads where
math, philosophy, and programming collide.
How to Write a Conditional Formula
The IF formula in Excel has the following basic syntax:
• logical_test: the condition that you are checking for
• =IF(logical_test,[value_if_true],[value_if_false])
• [value if false]: the outcomes you desire if the condition is false.
• [value if true]: if the condition is true, this is the result you want.
For example, to list the player with the highest score, enter the following
formula in cell D2:=IF(B2>C2, B1, C1)
1if-player-high-score
You might also use the OR, AND, and NOT functions to produce TRUE
and FALSE results. =AND(B2>1,C2>1)
2and-formula-excel
=OR(B4>1,C4>1)
3or-formula-excel
=NOT(C3>1)
5not-formula-excel-double-negative
You can instead use the operator<> instead of "not equal to" in your
formula, as shown below:
=OR(B2<>0,C3<1)
What are the benefits of using conditional formulas?
When you have a lot of data in your spreadsheets, you might want to find a
means to highlight or "filter" out some of it, depending on certain criteria.
For instance, if you wanted to see if the value of a cell in column A is the
same as the value of a cell in column B (duplicates), you might use a
conditional formula in column C to receive a TRUE or FALSE response.
=IF(A1=B1,TRUE,FALSE)
This is useful if you're running the formula on a large number of cells and
want to be able to spot any errors. If you wanted to find out which cells
have values in a specific range, you might use the IF function to create a
conditional formula like this:
=IF(A1>3,TRUE,FALSE)
6if-formula-excel-true-false-options
If you want to count how many cells meet a specified set of criteria (for
example, values larger than 50), you should generally use the COUNTIF
function. The advantage of using basic conditional formulas with the IF
function is that you may use it for conditional formatting, which allows you
to highlight cells that meet a set of criteria.
=COUNTIF(D2:D5, B1) for numerical values and cell references
For text values, use =COUNTIF(D2:D5, "Player 1")—don't forget to
include quotation marks if you're referring to a text value.
7countif-formula-excel
Conditional Formulas in Practice
Identifying duplication in several columns or rows [e.g., =IF(A1=B1,”
Same,” Different”)]
Identifying values inside a certain range [e.g. values greater than 4:
=IF(A1>4,TRUE,FALSE)]
Nested conditional formulas
Different equations can be calculated based on the values of a single cell.
[For example, you can "nest" your functions if you want to employ a
conditional formula] (where multiple functions are used within each other)
In this scenario, you could use a formula to compute the difference between
one player's victories over the other (without going into negatives) and
indicate whether there is a tie.
=IF(B7>C7,B7-C7,IF(C7>B7,C7-B7,”Tie”)) 8multiple-
equations-nested-conditional-formulas-excel This formula
combines two IF formulae into one...
First, you have the IF(B7>C7, B7-C7,...) formula. However, you put
another IF formula in the value if false part of the equation: IF(C7>B7,
C7B7, "Tie"). If both the first and second IF formulas are false (meaning
B7 is not greater than C7), then the final false result comes from the second
(or, in this case, inner-most) IF formula, which is "Tie."
Using a single formula to apply many conditions
Let's imagine you wanted to see if Player 2 had a good game day by
assessing not just whether or not they were the game's winner but also
whether or not they scored more than 3 points. You can use an IF formula
with a nested AND formula to limit your results to games where Player 2
satisfied BOTH conditions, as seen below:
=IF(AND(D2=C1, C2>3),” Good Game,” Needs Improvement”)
9nested-conditional-formula-excel
If Player 2 (cell C1) is the game's winner (cell D2) AND Player 2's score
(cell C2) is more than 3, the result is "Good Game," otherwise "Needs
Improvement." This implies that if Player 1 wins, if the game is tied, or if
Player 2 wins but only scores 3 points, the result will be "Needs
Improvement." If you wanted to change the formula so that if Player 2 earns
3 points, the result would be "Good Game" instead of "Needs
Improvement," you would change the > symbol in the formula to a greater
than or equal to symbol >=.
=IF(AND(D2=C1,C2>=3),”Good Game”,”Needs Improvement”)
10nested-conditional-formula-greater-than-equal-excel
Conditional formatting
Outside of the standard function, formatting cells based on multiple criteria
With conditional formatting in Excel 2007, 2010, and 2013, you have many
options for highlighting the cells to which you apply the formatting based
on the value of the chosen cells. But what if you want to format cells using
criteria that aren't covered by the default options? Of course, you do it with
a formula!
You can choose the "Use a formula to determine which cells to format" rule
type from the Conditional Formatting menu, which will prompt you to input
your formula in a box. You may use a formula like this to highlight the cells
showing the Game number (i.e., cells A2:A5) based on the values of cells in
an adjacent column (in this case, column D, which specifies who the victor
was).
=IF($D2=”Player 2″,TRUE,FALSE)
11conditional-formula-highlight-cell-according-to-winner-
conditionalformatting-excel
Keep in mind that if you click on the cell, you're formulating in, Excel will
generate an absolute reference (using $ in front of the row number and
column letter) by default. If you want your formula to adjust with the cells,
it applies to, simply delete the $ from these absolute references. After
you've finished sprucing up your formula, click the Format option to
specify the formatting you want to use (I went with blue for the cell fill
color), then hit OK.
12adjusting-range-of-conditional-formatting-excel
I want to change the range of this conditional format because I only applied
it to cell A2; therefore, I'll go to the Conditional Formatting menu and
"stretch out" the range of this condition under Manage Rules. Also, suppose
I wanted to apply a different conditional format, such as highlighting the
games that Player 1 had won in a different color. In that case, I could do so
by repeating the steps above but altering the formula to =IF($D2="Player 1′
′, TRUE, FALSE) and changing the cell fill color (I chose red).
13several-conditional-formulas-conditional-formatting-excel
You can apply this formula in a new rule to highlight the cells that have a
tie by repeating the same steps:
=IF($D2=”Tie”,TRUE,FALSE)
Make sure the ranges for the conditional formatting rules are set correctly,
and you'll have a color-coded list that changes as the scores change.

Chapter 6: DATE AND TIME

FORMULAS IN EXCEL
I'm sure you have come across dates and times in your Excel cells if you
use them frequently. Knowing how to work with data that records when it
was created or changed is vital.
This tutorial will teach you three important skills:
• Format the dates in Excel so that they appear as you wish.
• Using formulae, calculate the number of days, months,
and years between two dates.
• An Excel date formula for logging the current date, as
well as a keyboard shortcut for adding the current time
• If you know how to use Microsoft Excel, you can
accomplish almost anything with data. This tutorial is
another important step in expanding your Excel toolkit.
Let's get this party started.
1. Dates: How to Write Them
I recommend that you type dates in the same format as your computer. A
full date would be in the "day/month/year" format for our American
readers. The European date format is "month/day/year."
When typing dates, I always type the whole date, including the month, day,
and year. I'll simply format it that way if I only want to show the month and
year (more on that in a minute.)
2. How to Type Times
In Excel, it's simple to type times. We can specify anything from a specific
hour of the day to the precise second when anything happened.
If I wanted to record the time as 4 p.m., I'd type "4 p.m." into an Excel box
and hit enter:

When we press enter, Excel turns what we've input into a data format of
hours: minutes: seconds.
To log a more precise time in your spreadsheet, follow these steps:
The key is to divide the sections of the time data with colons, then add a
space followed by "AM" or "PM."
3. How to Combine Time and Date in a Typed Message
You can also write combinations of dates and times for highly specific
timestamps in Excel.
Simply apply what we've already learned about typing dates and times to
construct a date-time combination.
When the time is used in conjunction with a date, Excel converts it to a
24hour format by default. Continue reading if you wish to change the date's
style.
Bonus: Current Time Keyboard Shortcut in Excel
The current time is inserted into a spreadsheet using one of my favorite
Excel keyboard shortcuts. I FREQUENTLY UTILIZE THIS
CALCULATION when I'm marking the time I changed my data. Put it to
the test:
Control + Shift + ;

Formatting Dates in Excel

Use the example workbook's "Formatting Dates & Times" tab for this
tutorial section.
When your dates are European-style dating, what can you do? That is, they
are in the day-month-year format, and you need to convert them to the
month-day-year format?

These cells all contain the same information, but they're formatted
differently.
What you would see in the screenshot above is that all six of those cells
have the same data - "1/22/2017." What makes them different in Excel is
how they're formatted. Although the original data remains the same, it can
be formatted in a variety of ways.
In most circumstances, formatting is a superior way to change the style of
our dates. We don't need to change the data itself; we must change its
presentation.
Format Excel Cells
Make sure to be on the Home tab of Excel to change the date and time data
display. Locate the Number section on the Ribbon (menu at the top of
Excel).
A little arrow may be found in the section's lower right corner. To access the
Format Cells menu, click it.
Make sure to be on the Home tab and select the dropdown arrow next to the
word "Number" in this screenshot to format cells with built-in styles in
Excel.

Format Cells offers several choices for formatting dates and times. With a
little formatting, you could change "1/22/2017" to "Sunday, January 22nd."
Then you can use the format painter to change the styles of all of your cells.
You can modify the styles of your dates and times without updating the
original date by using the Format Cells menu.
Take some time to look over this menu and experiment with the various
layouts for your Excel dates and times. Get Data From Dates and
Times
Consider the following scenario: we have a data collection with very
specific dates and times, and we want to acquire simpler copies of those
calculations. We may have a list of specific transaction dates, but we want
to arrange them by year or month to work with them at a higher level.
With this Excel formula, you can determine the year from a date:
=YEAR(CELL)
Use the following Excel formula to extract simply the month from a date
cell:
=MON(CELL)

Find out how to tell the difference between dates and times.
Use the "DATEDIF" tab in the example workbook for this section of the
course.

While formats change how dates and times are displayed, formulae in Excel
are used to programmatically manipulate, compute, or interact with dates
and times.

For determining differences between days, the DATEDIF formula is

extremely useful. When you enter two dates into the formula, it will return
the number of days, months, and years between them. Let's have a look at
how to put it to use.

1. Days Between Dates

The number of days between two dates can be calculated using this Excel
date formula:

=DATEDIF(A1,B1,"d")

The formula employs a "d" to calculate the difference in days between two
cells separated by commas.

The DATEDIF formula determines the number of days between two date
cells.
Here are some examples of how you could make use of the Excel date
formula:
• Start a birthday countdown by calculating the difference between
now and your birthday.
• Use a DATEDIF to determine the difference between two dates
and divide your stock portfolio's growth by the number of days to
calculate the rise (or loss!) each day.
2. Months Between Dates
The distance between two dates in months can also be calculated using
DATEDIF. This Excel date formula is quite similar, but it uses an "m"
instead of a "d" to calculate the month difference:
=DATEDIF(A1,B1,"m")
However, Excel has a quirk when using DATEDIF: it calculates entire
months between dates. Take a look at the image below.

Between January 1st and March 31st, there are three months, in my opinion
(all of January, February, and almost all of March.) Because Excel only
recognizes January and February as finished, entire months, the result is
"2."
Here's how I like to figure out how many months there are between two
dates. We'll calculate the date difference in days and divide it by 30.42, the
average number of days in a month.
=(DATEDIF(A1,B1,"d")/30.42)
Let's put our new DATEDIF to the test on two dates:

Much, much better. The output of 2.99 is almost three months, which will
be quite beneficial in future calculations.
Although the official Excel literature provides a complicated approach for
calculating months between dates, this is a quick and easy way to get close.
Finding the sweet spot of simplicity and precision when writing an Excel
formula is key, and this formula achieves both.
3. Years Between Dates
Finally, let's figure out how many years separate two dates. The official
formula for calculating years between dates is as follows:
=DATEDIF(A1,B1,"y")
We've just substituted "y" for the last portion of the calculation to determine
the number of years between two dates, the same as our previous DATEDIF
formulations. Let us take a look at how it works:

It's worth noting that this operates similarly to the DATEDIF for months in
that it only considers entire years that have passed. I'd prefer to include
partial years as well. For years, here's a superior DATEDIF: =
(DATEDIF(A1,B2,"d")/365)
We're essentially taking the date difference in days and dividing it by 365 to
convert it to a year. The following are the outcomes:

DATEDIF is a great tool, but be aware of how it works: by default, it will

only calculate the whole months or years that have passed. For more precise
results, use my modified versions.
Work Days Between Dates as a Bonus
The number of business days between dates is the topic of the Excel date
calculations discussed above. However, calculating the number of workdays
(essentially weekdays) between two dates can be useful at times.
To compute the number of workdays between two dates, we'll use
=NETWORKDAYS in this case.
=NETWORKDAYS(A1, B1)
In the screenshot below, I demonstrate how to use NETWORKDAYS. The
calendar depicts how the algorithm came up with "4".

If there are any recognized holidays in the timeframe you want to omit,
write them down.

Chapter 7: COMMON EXCEL

ERRORS AND SOLUTIONS

Working with spreadsheets in Excel? You will encounter these excel issues
at some point, as they appear as excel error messages on your computer
screen. The following is a list of all those Excel errors, as well as their
efficient solutions for keeping your spreadsheet operation error-free.
Let's have a look at each of the excel errors and how to fix them.
Insights about Excel errors:
Here's something to think about: when these formulas are applied to
columns and rows with lots of data, they can generate Excel errors that
prevent the spreadsheet from working properly and change the outcome.
There is a specific reason for each formula error that occurs in an excel
spreadsheet. You won't avoid these errors, but you can take precautions to
reduce the likelihood of them occurring.
• In an excel sheet, start every formula with an equal sign.
• When multiplying integers in cells, make sure to use the
* sign rather than an X.
• Keep all opening and closing parenthesis in pairs by
matching their sounds.
• In formulas, quotation marks should be used around the
text.
The following is a list of common excel errors that might occur while
working on a spreadsheet and quick fixes to eliminate them.
Part 1: 8 Formula Errors in Excel and How to Fix Them:
The following is a list of the eight most common excel errors that occur in
spreadsheets. Take a peek around! There is an immediate answer associated
with them to properly fix problems and keep things running.
Let's get this party started!
1- Value!
This error will appear primarily because the formula involves a variety of
values. This error can occur when one or more cells in a spreadsheet have
text instead of numbers for mathematical processing. Other factors could
include the cell's OFFSET function. For instance, the graphic below depicts
such a model. Cell A2 has a text value, but cell B2 has a numerical value.
You'll see the "#VALUE!" error in the cell if you do it this way.
Value problem in Excel
The simplest way to fix the #Value problem in Excel is to utilize
numbers instead of text in the spreadsheet when doing mathematical
operations. If the error notice persists, look for blank cells, missing
formulas, or the use of special characters2 in cells. This could also
result in an Excel error.
2- Name: This is an Excel issue that occurs when the improper namefor
the operation to be applied is entered. The #Name excels error is
caused by an incorrectly written range name, a reference to a deleted
range name, or no quotation marks in the text string.
For instance, if you need to use the AVERAGE formula but wrote
'average' in the text box, you will certainly get this error.
Method to fix #Name error:
Simply spell the function correctly, and the #Name excel problem will
be eliminated. If your spreadsheet still displays this error, Excel is likely
being fooled by more than one of your formula entries. Having Excel
create the function for you is a straightforward way to fix this. Simply
choose the cell where you want to execute the formula and then click
the "Formulas" option in the top ribbon. Select "Insert Function" from
the drop-down menu

3- #DIV/0:
The most common type of Excel error is this one. This error will
appear on the screen if the number contained in the cell is divided by
zero or if the cell has an empty value.
For example:
In the formula bar, you can see the DIV function applied. However,
there is no value in B3. As a result, the #DIV/0 error appears.
In Excel, the only option to fix the #DIV/0 problem is to change the
zero value in the cell to a non-zero value. If the problem is caused by
an empty cell, you can also add value.
4- #N/A:
This excel issue means that there isn't a value to be found. This error
occurs when the function is applied to a cell that does not have a value.
Although, on a technical level, this is not a formula error but rather
something manually entered into the cell to demonstrate that no
specific value should be entered.
For example:
When a VLOOUP function is used in a range, the cell to which it is
applied does not have a specific value.
The only way to fix the #N/A issue is to double-check each column and
cell to ensure that data is accurately placed and there are no blank
cells.
5- #####:
Is it difficult to comprehend? This excel error follows the width of the
cell in the spreadsheet. Excel will most likely display this error if the
data to be entered in cells exceeds the width range of the cell. It will not
display all of the characters; instead, only the number sign will appear
in the cell.
For example:
Excel will display this error because the number in cell A1 is 1231068
and the cell's width is insufficient to display all of the numbers.

Method to correct ##### error: To correct this Excel error, simply

double-tap the column's header, which will automatically raise the
cell's width to accommodate all of the data.
6- #Null:
This error occurs when a specified intersection between two cell ranges
is specified, but there is no actual intersection. When you use a space to
refer to intersection instead of a comma to describe the union operator
between ranges of cells, you get an error.
For example:
When we neglect to separate distinct parameters or cell ranges with a
comma.
Method to fix #Null error:
To correct this Excel mistake, look through the following information.
Examine the syntax of each formula.
To illustrate continuity, use a colon between cell ranges.
The use of a comma can also eliminate the possibility of an
intersection. 7- #NUM:
The NUM error indicates that the issue is related to the number used
in the formula. This error can be caused by an invalid function
parameter or a too large or tiny number to be entered into the
formula.
For example:
Here's the equation: =212345. Infinity is the result, and Excel displays
the #NUM error.
Method to resolve #NUM error: Do not use special characters in
formulas because the Excel function will not modify them.
8- #REF:
This excel issue is regarding an improper cell reference, as the name
says. The spreadsheet will display you the problem if you delete a cell
linked to a specific formula that isn't working or paste another cell
over it that isn't tied to the formula.

For example:
Row three in the first column contains data for February; if this cell is
erased, the #REF error occurs.

If the cells related to the formula are unintentionally removed, all you
have to do is click Undo on the Quick Access Toolbar (or press
CTRL+Z for PC / Command + Z for Mac) to restore them.
Excel File Error Messages You Hate to See
Following the frequent excel mistakes you may encounter, you may
encounter some excel error messages that display on screens and
indicate that your job is no longer proceeding smoothly. Here are the
most common Excel error signals and their causes and effective
strategies for resolving them.
1. The file '(filename)' cannot be opened in Excel.xlsx error
This error message appears when the file you're trying to open is
corrupted or damaged and isn't compatible with Excel. Another cause
could be that the file's extension isn't compatible with its format. So
let's just get this over with.
Step 1: To begin, open Excel on your device and navigate to the File
tab.
Step 2: Select Export from the drop-down menu, then Change File
Type.
Step 3: Change the file format and save the newly created file.
2. Microsoft Excel Error – "The file is corrupt and cannot be opened."Most
of the time, when you upgrade your Excel, you'll get this error notice.
All you have to do now is make a few settings modifications, and you'll
be back to work.
• Step 1: In Excel, go to the File menu and choose Option
from the drop-down menu.
• Step 2: In the Options menu, select Trusted Centre.
• Step 3: Select Trusted Centre Settings from the
dropdown menu.
Step 4: Select Protected View in a new window.
Step 5: Uncheck all of the choices and then click OK.

You are all done!

3. The previous time the document was opened, it had a major problem.
When you opened the file the last time, it resulted in major issues. This is
most likely due to the file being on the list of disabled files. But this isn't a
major issue. Follow these procedures to resolve this Excel problem
message:
• 1st step: Simply select File, Options, then Add-Ins from the File menu
in Excel.
• Step 2: Select COM Add-Ins from the Manage list, then click Go.
• Step 3: Clear the checkbox for any add-ins in the list selected in this
COM Add-Ins dialog box, then click OK.
• Step 4: Restart the application to complete the process of resolving the
problem.
4. A problem occurred when sending the command to the application.
This error message appears when a process in the excel file refuses to let
Excel shut. Let's take care of this one by following these steps:
Step 1: First, choose File, then Options.
Step 2: Choose Advanced, then scroll down to the General section to Ignore
other programs that employ Dynamic Data Exchange (DDE).
Step 3: Click OK, and you're finished.
You might also run into the "Errors were identified while saving excel"
problem.
Part three. How to Use Stellar File Repair to Repair An Excel File With
Error Messages
It's usually a good idea to use Stellar Excel File Repair. Stellar excel file
repair, as a viable third-party tool for excel file repair, makes it simple to
remedy problem messages.
Here's how to do it step by step:
• Step 1: Depending on your device version, download
and launch Stellar Excel File Repair.
• Step 2: Next, choose the Excel file that needs to be
repaired.
 • Step 3: Start the scan by clicking the Scan button.
• Step 4: The software scans and repairs the corrupted
Excel file.
• Step 5: Once the restoration is complete, you may
examine the restored file and save it to the desired
location.

Chapter 8: PIVOT TABLE

Our goal is to give you the most basic introduction and explanation of what a pivot table is that you can discover.
You will comprehend the concepts of pivot tables after reading this essay. You'll understand how they work behind
the scenes. You'll also learn how to analyze data in your business.
If you have never made a pivot table, this is the article for you, but it feels like magic to you.
Even if you use pivot tables regularly, you may learn more about their inner workings.

PIVOT TABLE, AND HOW DOES IT FUNCTION?

One of the most basic data analysis tools is the pivot table. Many key business questions can be easily answered
with pivot tables.
We develop Pivot Tables for various reasons, one of which is to convey information. We'd like to back up our story
with simple data to comprehend and see.
Although Pivot Tables are just tables with no true images, they can nevertheless be used to tell a story visually.
Do you want to start using pivot tables?
Feel free to experiment with the pivot tables first to better understand what we're talking about. After that, you're
free to continue reading.
05 06 07 Summary

Juliette Margherita 1 1

Quattro Stagioni 1 1

Salami 1 1 2

Summary ofJuliette 1 2 1 4
Melissa Margherita 1 1

Salami 1 1

Tuna 1 1 2

Summary ofMelissa 2 1 1 4
Sylvia Margherita 1 1

Quattro Stagioni 1 2 3

Tuna 1 1

Summary ofSylvia 1 2 2 5
Summary 4 5 4 13
BEST WAY TO LEARN HOW TO USE PIVOT TABLES?
Mastering pivot tables may appear to be a difficult task. You can grasp it quite well if you understand a few basic
principles. You can quickly catch up with your more knowledgeable colleagues in this field.
And, of course, you'll be able to command a greater salary on the job market.
What is a Pivot Table, and how does it work? The rest of this article will walk you through it step by step, using
principles you're already familiar with...
WHAT IS THE PURPOSE OF PIVOT?
WHAT ARE THE BENEFITS OF USING A PIVOT TABLE?
A Pivot Table is a tool for summarizing, sorting, reorganizing, grouping, counting, totaling, or averaging data in a
table. It allows us to change rows into columns and columns into rows. It lets you organize your data by any field
(column) and perform complex calculations on it.
On the other hand, such an explanation may generate more problems than it answers.
There are other practical reasons as well.
WHAT ARE SOME INSTANCES OF PIVOT TABLES IN PRACTICE?
Create a list of unique values using a pivot table. Pivot tables can be utilized to detect unique values in a table
column since they summarize data. This is a simple way to see all of the values in a field and discover typos and
other inconsistencies.
A pivot table can organize items/records/rows into categories, count the number of items in each category, sum the
items' values or compute the average, identify the minimum or maximum value, and so on.
We'll examine how pivot tables function in a few simple steps. Then developing pivot tables will no longer be
difficult.
Let's look at an example. We'll use something that we're all familiar with...
THE STANDARD DECK OF 52-CARDS

Each card has a symbol (clubs, hearts, diamonds, spades), a value (A, 1 through 10, J, Q, K), and a color (red,
green, or blue) (black or red).
Let's divide the deck into groups based on color:

bl
ac
k

re
d

We've divided the cards into two groups, or two new decks if you will.
What kind of data can we glean from this table? For example, we can count the cards in each of the categories.
Instead of counting all of the cards in a table cell, we may have the computer do it for us. As a result, all we see is
a number.
2
black
6
2
red
6
We now know that the regular 52-card deck contains an equal amount of black and red cards.
The designations black and red may be seen in the first column. Row Labels are what they're called.
Isn't it a little perplexing? Is it possible to have row labels in a column? Yes, because each row needs a label at the start. As a result, the labels are stacked
one on top of the other, forming a column. Don't be perplexed by this.
The row begins with a Row Label.
What if we turned the table 90 degrees in the opposite direction?

re
black
d
26 26
Isn't there much that's changed? It supplies us with the same data. It’s simply a matter of personal preference as to
which shape we prefer.
One distinction is that Row Labels are no longer used. Column Labels are used instead.
The colors red and black are still used in column labels. It's only that they've labeled each of the columns now.
Column Labels, like Row Labels, are set at the start of the columns and happen to be adjacent to each other,
forming a row.
Including a new dimension
What other categories does the normal 52-card deck have besides colors?
There are symbols (clubs, diamonds, hearts, and spades, for example). As a result, we can sort into groups based
on the symbol.
 clubs
♣

diam
onds
♦

heart
s♥

spade
s♠
We can once again request that the computer count the cards for us.
1
clubs ♣
3
1
diamonds ♦
3
1
hearts ♥
3
1
spades ♠
3
What if we wanted to categorize the cards based on their qualities (or attributes)? Let's mix the two approaches.
Another dimension will be added to indicate the color.
The card symbols now represent row Labels. The color will be added as Column Labels.
red black

club
s♣

diam
onds
♦

heart
s♥

spad
es ♠
Examine the outcomes.
There are categories where there are no cards, as you can see. This has already revealed some useful data.
The table tells us there are no red clubs, black diamonds, black hearts, or red spades if it weren't for the cards we're
all familiar with.
In other words, clubs and spades are always black, whereas diamonds and hearts are always red.
Juggling, rotation, and more...
Let's revert the cards to their original counts.
 re
black
d
clubs ♣ 13

diamonds ♦ 13

hearts ♥ 13

spades ♠ 13

Let's look at several other ways to use the Row and Column Labels.
It gives the same value and information as before. It all depends on what best represents the tale we're trying to
tell.
1. Rotation
clubs ♣ diamonds ♦ hearts ♥ spades ♠

blac
13 13
k
red 13 13

2. Multi-level ROW LABELS

1
clubs ♣
3
diamonds ♦

black
hearts ♥

1
spades ♠
3
clubs ♣

1
diamonds ♦
3
red
1
hearts ♥
3
spades ♠

At first glance, the second and third situations appear to be a little more challenging. Consider how we might split
the cards into categories based on their hue. We classify the cards into four categories based on the symbol.
The order can also be changed in which the Column and Row Labels appear. Consider the following scenario:
clubs ♣ diamonds ♦ hearts ♥ spades ♠
 re
black red black red black red black
d
13 13 13 13

Such a divide in the categories is not very practicable in the case of the normal 52-card deck. As a result, many table cells stay unfilled.
Most tools just skip over empty cells for the sake of simplicity. The result is more compact and easier to read when the cells are skipped.

1
clubs ♣
3
black
1
spades ♠
3
1
diamonds ♦
3
red
1
hearts ♥
3
Percentages and sums
Counting the totals in rows and columns might occasionally reveal additional useful information. In the case of the
cards, probably not. However, have a look...
red black
ROW TOTAL

clubs ♣ 13 13

diamonds ♦ 13 13

hearts ♥ 13 13

spades ♠ 13 13

COLUMN TOTAL 26 26 52
There are 26 red cards, 26 black cards, and 13 cards with each of the symbols, as can be seen.
It's vital to note that both Column Totals and Row Totals count all 52 cards (52).
Because columns and rows reflect distinct types of categories, this is the case.
Have you taken notice of how lovely the pivot table is?
The pivot table's cells are used to divide all of the cards. Every single card is only ever represented once.
This is similar to the actual world, in which a single card cannot be placed in two decks simultaneously.
We may be more interested in relative values. How much of the whole number is represented by each column or
row.
blac
red k ROW TOTAL

clubs ♣ 13 25%

diamonds ♦ 13 25%
 hearts ♥ 13 25%

spades ♠ 13 25%

50 50
COLUMN TOTAL
% % 100%

Half are black, and half of the cards are red, as can be seen. A quarter of all the cards are always used to represent
the individual symbols.
Let's switch gears and have some pizza.
We now understand how to categorize the cards and organize them in a pivot table.
Let's take a look at an example that is a little more complicated. Our favorite eatery has given us a receipt.

This looks a little like a card. It’s different from the former in that it has additional properties.
A receipt is devoid of symbols and color (assuming bills are mostly blue or black and do not play any role). On the
other hand, a receipt has a large number of new attributes. The value (total) stayed the same but with a new
connotation.
What are some other unique features of a receipt? These are the following:
 • Table-serving employee
• transaction date and time
• products sold (e.g. pizza Margherita)
• price, tax, total...
There are numerous more features on the receipt, such as the restaurant's address and phone number, station
number, guest number, table number, etc.
However, for the time being, we will ignore those additional features because they are unimportant in our cases.
Also, for the sake of simplicity, we'll suppose that each receipt always contains exactly one item sold.
Tabularize the universe
A structured form of data is required for the computer to function efficiently with information.
This is why we use tables to organize our descriptions of the world around us. A single row in a table often
describes one thing in the actual world.
These could be ingredients in a recipe, automobile models, or tasks to be completed.
If we wanted to tabularize our regular 52-card deck, we'd need a table with 52 rows. Each row represents a single
card. Something along these lines:
Value Symbol Color

A ♥ red

1 ♥ red

2 ♥ red

… … …
Place the pizza receipt on the table. Only the properties highlighted in red will be tracked.
The table that results has four properties, each in its column:

Tota
Employee Date and Time Pizza
l
$6.0
Melissa 2019/05/26 01:17PM Margherita
3
Each receipt forms a line of the table. A record is another name for a tape.
Let's keep track of a few more receipts:

Tot
Employee Date and Time Pizza
al
$6.
Melissa 2019/05/26 01:17PM Margherita
03
$6.
Sylvia 2019/05/27 01:19PM Quattro Stagioni
74
$6.
Juliette 2019/05/28 02:23PM Salami
38
$6.
Melissa 2019/05/29 02:36PM Tuna
91
$6.
Sylvia 2019/06/01 02:41PM Margherita
03
 $6.
Juliette 2019/06/10 02:49PM Quattro Stagioni
74
$6.
Melissa 2019/06/11 02:57PM Salami
38
$6.
Sylvia 2019/06/12 03:01PM Tuna
91
$6.
Juliette 2019/06/26 03:02PM Margherita
03
$6.
Sylvia 2019/07/16 03:11PM Quattro Stagioni
74
$6.
Juliette 2019/07/17 03:26PM Salami
38
$6.
Melissa 2019/07/18 03:28PM Tuna
91
$6.
Sylvia 2019/07/19 03:31PM Quattro Stagioni
74
The receipts are chosen completely randomly.
We could get more meaningful results from a pivot table if we had additional data (i.e., receipts). In our instance,
the outcomes will be of limited utility. On the other hand, the results are sufficient to demonstrate the concept.
Answer the following questions:
Do you have any suggestions for questions to ask about our pizza bills? What kind of information would we be
able to obtain?
• How many pizzas were sold of which type?
• How many pizzas were sold by whom?
• Which pizzas brought in the most money?
• Who brought in the most money (total value of pizzas sold)?

Answers to such questions can help us select which pizza flavors to discontinue and promote more aggressively.
It could also assist us in determining staff bonuses.
There are even more difficult questions to respond to:
• What are the most popular pizzas in a given month or season?
• Which types of pizzas sell best in the morning and afternoon?
Pizza Pivots
Let us take each question one at a time and answer it.
Before we do that, there's one more term to learn about: Summation Values.
The values from our original table used to create the Pivot Table's resulting value are Summation Values.
For example, in a regular 52-card deck, we could utilize any property of the cards because we were merely
counting them. Counting the number of records is a simple procedure.
We might also count the number of distinct values. We might also calculate the sum, average, minimum,
maximum, and median... Almost everything is possible.
With a few exceptions, such as count, computations typically work on numeric fields.
How many pizzas were sold by whom?
The employee is the row label. The Summation Value can be anything, including the name of the pizza.
 Employ
Pizzas Count
ee
Melissa 4

Sylvia 5

Juliette 4
We choose a limited number of records (i.e., receipts = pizzas sold) to simply grasp the examples. As a result, the
outcomes are unsurprising.
How many pizzas of which sort were sold?
Pizza is the Row Label. The Summation Value can be anything, including the name of the pizza.

Pizza Pizzas Count

Margherita 3

Quattro
4
Stagioni
Salami 3

Tuna 3
Who made the most money (based on the total value of pizzas sold)?
The employee is the row label. The Summation Value, the sum of the Total column, is now crucial. As you can see,
we supply the column name and the calculation type for summation (i.e., sum).

Employ Sum of Total

ee
Melissa
$26.23
Sylvia $33.16

Juliette $25.53

This is becoming increasingly intriguing.

A Pivot Table with Subtotal is a term used to describe such a Pivot Table.
What pizza brought in the most money?
Pizza is the Row Label. The sum of the Total column remains the Summation Value. A column summary can also
be included.
Pizza Sum of Total

Margherita $18.09

Quattro
$26.96
Stagioni
Salami $19.14

Tuna $20.73
 Grand
$84.92
Total
We can now see that we sold $84.92 worth of pizzas for the limited quantity of receipts. Quattro Stagioni is the
pizza that brings in the most money.
Let's try it again using relative values (i.e., percentages).
Pizza % of Total

Margherita 21.30%

Quattro
31.75%
Stagioni
Salami 22.54%

Tuna 24.41%

Grand
100%
Total
Pivots for Advanced Pizza
You're becoming a pro! Congratulations!
Now we'll go into the more in-depth questions concerning our pizza receipts.
We humans have an inherent ability to operate with time. We can tell what year or month date is when we see it.
This isn't true of all software applications.
Some tools naturally grasp date and time (like Lumber: Visual and easy project and team management) and tools
that require assistance (like Microsoft Excel or Google Sheets).
If you have a tool that requires some assistance, simply create a new column with a function that extracts the
month from the Date column (for example, extract the month number 05 from 2019/05/26 01:17 PM). What
kind of pizzas is the most popular in a given month?
Pizza /
May June July
Month

Margherita 1 2 0

Quattro
1 1 2
Stagioni

Salami 1 1 1

Tuna 1 1 1
We've set both the Row Label (Pizza) and the Column Labels this time (a month from the Date and Time column).
What type of pizzas are sold better in the morning and the afternoon?
Pizza / Time 1PM 2PM 3PM

Margherita 1 1 1

Quattro
1 1 2
Stagioni
Salami 0 2 1

Tuna 0 1 2
We only have afternoon sales data, but we can track sales by an hour of the day.
We'll add another layer of Row Labels for the most complicated example. Let's take a look at who sold the most
pizzas each month.
The employee is the first-row label, Pizza is the second-row label, Month (from the Date and Time column) is the
Column Label, and the Summation Values are counts.
M Jun Ju
Employee Pizza / Month ay e ly
Margherita 1 0 0

Quattro Stagioni 0 0 0
Melissa
Salami 0 1 0

Tuna 1 0 1

Margherita 0 1 0

Quattro Stagioni 1 0 2
Sylvia
Salami 0 0 0

Tuna 0 1 0

Juliette Margherita 0 1 0

Quattro Stagioni 0 1 0
Salami 1 0 1

Tuna 0 0 0

We can't tell anything from the result because of our sparse data collection. Maybe one last item we didn't check is
there somebody specializing in selling a certain pizza?
How would you use a Pivot Table to address such a question?
Let's use Employees as the Row Label and Pizza as the Column Label to see what we can come up with.
Employee / Pizza Margherita Quattro Stagioni Salami Tuna

Melissa 1 0 1 2

Sylvia 1 3 0 1

Juliette 1 1 2 0
Sylvia is unquestionably our Quattro Stagioni guru!
However, we might consider the value it provides to us.
Employee / Pizza Margherita Quattro Stagioni Salami Tuna Grand Total

Melissa $6.03 0 $6.38 $13.82 $26.23

Sylvia $6.03 $20.22 0 $6.91 $33.16

Juliette $6.03 $6.74 $12.76 0 $25.53

Grand Total $18.09 $26.96 $19.14 $20.73 $84.92

We can now see that Sylvia is a master at selling Quattro Stagioni and bringing in the most money for the
organization.
Sorting, ordering, A-Z...
Searching for extreme values in the resulting Pivot Table is handy.
Manually scrolling through the database, especially vast, is time-consuming, error-prone, and does not effectively
express your story.
Fortunately, we can use the computer to sort the columns and rows.
The rows and columns can both be sorted. What criteria do we use to categorize them?
The rows and columns can be sorted by their Labels (Row Labels and Column Labels). This could be alphabetical
order, a time order (for example, when using months as a label), or a value order.
Employee / Quattro Grand
Margherita Salami Tuna
Pizza Stagioni Total
Juliette $6.03 $6.74 $12.76 0 $25.53

Melissa $6.03 0 $6.38 $13.82 $26.23

Sylvia $6.03 $20.22 0 $6.91 $33.16

Grand Total $18.09 $26.96 $19.14 $20.73 $84.92

Next, we can sort the rows by the columns by values in some rows or columns. Sort the columns by some values in
the rows.
Employee / Quattro Grand
Margherita Salami Tuna
Pizza Stagioni Total
Sylvia $20.22 $6.03 0 $6.91 $33.16

Melissa 0 $6.03 $6.38 $13.82 $26.23

Juliette $6.74 $6.03 $12.76 0 $25.53

Grand Total $26.96 $18.09 $19.14 $20.73 $84.92

The Grand Total column and row can also sort the rows and columns.
This effectively confines us to only one sort order per direction (vertically and horizontally).
When some of the sorting values are equal, we can sometimes set sub-orders.
Let's have a look at an illustration. We will sort the preceding Pivot Table horizontally (←→) by the Grand Total
row and vertically (↑↓). by the Grand Total column.
Employee / Pizza Margherita Salami Tuna Quattro Stagioni Grand Total

Juliette $6.03 $12.76 0 $6.74 $25.53

Melissa $6.03 $6.38 $13.82 0 $26.23

Sylvia $6.03 0 $6.91 $20.22 $33.16

Grand Total $18.09 $19.14 $20.73 $26.96 $84.92

As can be seen, the values in the Grand Total row and the Grand Total column are sorted.
We can also see that our most popular pizza is Quattro Stagioni and that Sylvia is the employee with the highest
revenue.
First.

Quattro Grand
Employee / Pizza Tuna Salami Margherita
Stagioni Total
Sylvia $20.22 $6.91 0 $6.03 $33.16
 Melissa 0 $13.82 $6.38 $6.03 $26.23

Juliette $6.74 0 $12.76 $6.03 $25.53

Grand Total $26.96 $20.73 $19.14 $18.09 $84.92

We typically reverse the sorting order in Pivot Tables so that the greatest values are displayed first. We could, for
example, sort by employee name. However, in this case, any subsequent sorting would invalidate the earlier
sorting.
Is it possible to use multiple sorting orders?
Yes, it certainly is! When there are many labels in a row or column.
Ma Jun Jul
Employee Pizza / Month
y e y
Melissa Margherita 1 0 0

Quattro Stagioni 0 0 0

Salami 0 1 0

Tuna 1 0 1

Margherita 0 1 0

Quattro Stagioni 1 0 2

Salami 0 0 0

Sylvia Tuna 0 1 0

Margherita 0 1 0

Quattro Stagioni 0 1 0
Juliette
Salami 1 0 1

Tuna 0 0 0
In the case of multiple Row Labels, we can look at it as having multiple separate tables.
Juliette:

Ma Jun Jul
Pizza / Month
y e y
Margherita 0 1 0

Quattro Stagioni 0 1 0

Salami 1 0 1

Tuna 0 0 0
Sylvia:

Ma Jun Jul
Pizza / Month
y e y
Margherita 0 1 0

Quattro Stagioni 1 0 2
 Salami 0 0 0

Tuna 0 1 0
Melissa:

Ma Jun Jul
Pizza / Month
y e y
Margherita 1 0 0

Quattro Stagioni 0 0 0

Salami 0 1 0

Tuna 1 0 1
The “inner” tables can be sorted in the same way as the “outer” tables. Furthermore, the overall order of those
tables can be sorted.
We can, for example, organize them by employee name.
Ma Jun Jul
Employee Pizza / Month
y e y
Margherita 0 1 0

Quattro Stagioni 0 1 0
Juliette
Salami 1 0 1

Tuna 0 0 0

Margherita 1 0 0

Quattro Stagioni 0 0 0
Melissa
Salami 0 1 0

Tuna 1 0 1

Margherita 0 1 0

Quattro Stagioni 1 0 2
Sylvia
Salami 0 0 0

Tuna 0 1 0
Employee, Pizza, and Month sort this Pivot Table.
Is there anything else (apart from the Employee name) that could affect the order of the dinner tables?
Yes, it is! To each dinner table, we'll add total counts.
Grand
Employee Pizza / Month May June July
Total
Margherita 0 1 0 1

Quattro Stagioni 0 1 0 1
Juliette
Salami 1 0 1 2

Tuna 0 0 0 0
 TOTAL 1 2 1 4

Margherita 1 0 0 1

Quattro Stagioni 0 0 0 0

Melissa Salami 0 1 0 1

Tuna 1 0 1 2

TOTAL 2 1 1 4

Sylvia Margherita 0 1 0 1

Quattro Stagioni 1 0 2 3

Salami 0 0 0 0

Tuna 0 1 0 1

TOTAL 1 2 2 5

Grand Total 4 5 4 13
Except for keeping the order of the dinner tables (PIZZA name and MONTH), we have the following options
Apart from maintaining the order of the dinner tables (Pizza name and Month), we have the following alternatives
for sorting them:
• Name of the employee (as we already did mark in light blue)
• Total sales in May, June, or July (value from the Total row in each of the
dinner tables, marked in light yellow)
• Sales totals for each inner table (values from the Total rows and Grand Total
column, marked in light green) Of course, the same idea may be used in
several Column Labels.
Filtering
When it comes to Pivot Tables, the last piece of the puzzle that is sometimes overlooked is filtering.
Filtering removes some of the data rows (records) from the source table.
Only the values that may pass filters are kept in the resultant Pivot Table.
The filters usually compare values to a constant (for example, Receipt Total $6.50) or check for the value in a
range or a list.
Filtering works with the source data and just affects the input for the Pivot Table, which is a bit surprising. Filters
do not affect the Pivot Table.
This is how it works:
Filters -> Source table values that passed filters -> Source table rows -> Table Pivot
Pivot Tables can be seen in a variety of applications.
We've been speaking in broad terms so far, with no specific tool in mind. You can apply your new skills to any
program your firm uses, including Microsoft Office, Libre Office, Google Sheets, Open Office, and many others...
Let's take a look at how the Pivot Table settings look in the most popular tools, so you're comfortable with them
and can start using them right away!
We utilized the same pizza sales data as in prior examples for all of the tools.
Our goal is to build the sophisticated Pivot Table containing employee, pizza, and month-by-month pizza sales.
The employee is the first Row Label, Pizza is the second Row Label, the Month is the Column Label (from the
Date and Time column), and the Summation Values are counted.
What is a Pivot Table, and how do you make one?
To construct a Pivot Table in most tools, highlight the sheet region and choose a function (usually in the Data
menu). Take a look at an example using Microsoft Office as an example.
Ideas are a function in Microsoft Office that may suggest some simple Pivot Tables depending on the current sheet.
This is an excellent place to start.
Microsoft Office 365
We had to add an extra column with the month number because Excel doesn't know how to handle date and time
by default.
We will not go into depth on calculating the month number from a date because it is not a simple procedure.
Although the end product isn't really "appealing," it was enough to seek up the Pivot Table in the Ideas area and
add further fields.
Row Labels are placed under Rows, Column Labels are placed under Columns, and Summation Values are placed
under Values. Fields refer to the names of the columns.
Additional options, such as sorting, displaying data, and using grand totals, are available via context menus
adjacent to each field.
The user interfaces of the other Office versions are largely the same (if not the same).
Google Sheets
Due to Google Sheets' inability to parse dates natively.
The output, on the other hand, is a little nicer.

The terminology used in the settings is the same as in Microsoft Excel. Summation Values are Values, Row Labels
are Rows, Column Labels are Columns, and Row Labels are Columns.
Predefined themes, which can be switched with a press of a button and give the entire Pivot Table a new
appearance and feel, are a great feature of Google Sheets.
LibreOffice Calc
We had to construct a separate Month column because LibreOffice does not recognize the date and time field on its
own. This comes as no surprise.
The end outcome is unsatisfactory. It requires considerable manual adjusting to achieve a pleasing appearance.
The Pivot Table settings in LibreOffice are the most perplexing we've seen, and the vocabulary is different from
that of other tools.

LABELS ARE REFERRED TO AS COLUMN FIELDS; ROW LABELS ARE CALLED ROW FIELDS,
COLUMN AND SUMMATION VALUES ARE REFERRED TO AS DATA FIELDS.
MORE INDIVIDUAL FIELD SETTINGS ARE CONCEALED — DOUBLE-CLICKING ON INDIVIDUAL
FIELDS OPENS A NEW WINDOW WITH EVEN MORE OPTIONS.
APPLE NUMBERS
EVEN THOUGH APPLE NUMBERS IS A SPREADSHEET EDITOR, IT LACKS A PIVOT TABLE FEATURE.
ALTHOUGH THERE ARE WORKAROUNDS FOR SIMULATING SIMPLE PIVOT TABLES, THIS IS NOT A
FULL-FLEDGED TABLE CALCULATOR.
LUMBER
LUMEER IS THE ONLY TOOL THAT UNDERSTANDS DATE AND TIME BY DEFAULT. WE DIDN'T NEED
TO ADD A CUSTOM MONTH COLUMN FOR THE FIRST TIME.
EVERY TABLE IN LUMEER HAS ITS ICON AND COLOR, AND THE OUTPUT LOOK'N'FEEL TAKES
THIS INTO ACCOUNT.
Column Labels are Columns, Row Labels are Rows, and Summation Values are Values, according to conventional
terminology.
MS Office Google Libre Apple Lum
365 Sheets Office Numbers eer

Supports all necessary functions

The natural understanding of date

and time

Standardized settings terminology

The settings are easily accessible

Nice output look’n’feel

The values of all settings are immediately visible and accessible.
Overall Tool Comparison
We included a little comparison if you were just getting started with Pivot Tables and looking for the best tool.
Also, we're data nerds!

Chapter 9: GRAPH IN EXCEL

1. Use Excel to enter your data.

You must first enter your data into Excel. You may have obtained the information from another source, such as
marketing software or a survey service. Perhaps you're manually entering it.
"Did inbound marketing demonstrate ROI?" in Column A and responses to the question "Does your organization
have a formal sales-marketing agreement?" in Columns B, C, and D. Column C, Row 2 shows, for example, that
49 percent of people with an SLA (service level agreement) feel inbound marketing has proven ROI.
2. Select from a variety of graph and chart options.
Column (or bar) graphs, pie graphs, line graphs, scatter plots, and other chart and graph options are available in
Excel. Take a look at how Excel recognizes each one on the top navigation bar, as seen below:
Select Insert to access the chart and graph choices.
3. In the spreadsheet, highlight your data and insert the graph you want.
To visually illustrate the data in this example, I'll use a bar graph. To create a bar graph, highlight the data and
include the X and Y-axis titles. Then go to the Insert tab and click the column icon in the charts area. From the
dropdown window that displays, select the graph you want.
I chose the first 2-dimensional column choice in this example simply because I like the flat bar graphic over the
3D look. The resulting bar graph is shown below.

4. If necessary, switch the data on each axis.

Right-click on the bar graph, select Data and then Switch Row/Column if you want to change what shows on the X
and Y axes. The list below will reorganize which axes convey which pieces of data. When you are done, click OK
at the bottom of the page.
The resulting graph would be as follows:
5. Change the layout and colors of your data.
Select the bar graph and the Chart Design tab to change the labeling and legend layout. You can select the layout
you like for the chart title, axis titles, and legend. In the example below, I selected the option for softer bar colors
and legends beneath the chart.
Click on the legend to view the Format Legend Entry sidebar, which is shown below. You can modify the legend's
fill color here, which will affect the color of the columns themselves. Other portions of your chart can be formatted
by clicking on them individually to bring up a Format window.

6. Change the size of the legend and axis labels on your chart.
Depending on the style of graph or chart you choose, the size of your axis and legend labels may be a little small
when you initially create it in Excel (bar, pie, line, etc.) You'll want to thicken up those labels, so they're legible
once you've finished your chart.
To enlarge the labels on your graph, click on each one individually and, instead of opening a new Format window,
return to the Home tab in Excel's top navigation bar. Then, using the font type and size dropdown options, adjust
your chart's legend and axis labels to your desire.
7. If desired, change the Y-axis measurement choices.
To modify the type of measurement shown on the Y axis, open the Format Axis box by clicking on the Y-axis
percentages in your chart. You may adjust whether the Y-axis shows percentages to 2 decimal places or 0 decimal
places, as well as whether you want to display units from the Axis Options tab.
Because my graph's maximum percentage on the Y-axis is set to 60% by default, I might want to modify it to
100% to show my data on a universal scale manually. To do so, I can modify the amount from 0.6 to 1 by selecting
the Maximum option — two fields down under Bounds in the Format Axis window.
The resulting graph would be adjusted to appear like this (to show the difference, I adjusted the font size of the
Yaxis via the Home tab):
8. If necessary, rearrange your data.
To sort the data so that the respondents' responses display in reverse order, right-click on your graph and select
Data to bring up the same choices menu as in Step 3 above. This time, use the up and down arrows to reverse the
order of your data on the chart, as shown below.

You can also rearrange the data in ascending or descending order if you have more than two lines to alter. To do so,
select all of your data in the cells above your chart, then go to Data and Sort, as shown below. Depending on your
desire, you can sort from smallest to largest or largest to smallest.

The resulting graph would be as follows:

9. Give your graph a name.

Now comes the fun part: giving your graph a name. You may have already found out how to do this by now. Here's
a straightforward clarifier.
The title that shows when you create your chart will most likely be "Chart Title" or something similar, depending
on the version of Excel you are using. Click on "Chart Title" to show a typing cursor and modify the label. The
title of your chart can then be freely customized.
When you've found a title you like, go to the top navigation bar and choose Home, then utilize the font formatting
options to give it the attention it deserves. Take a look at these possibilities, as well as my final graph, below:
10. Save your graph or chart as a PDF.
You can save your chart or graph as an image instead of screenshotting it in the spreadsheet once it's precisely how
you want it. This method will provide you with a clear image of your chart that you can use in a PowerPoint
presentation, a Canva page, or any other visual template.
Right-click on the graph and Save as Picture to save it as a photo...
Name the snapshot of your graph in the dialogue box, then choose where to save it on your computer and what file
format to save it in. In this case, I'm saving it to my desktop folder as a JPEG. Finally, click the Save button. You'll
get a crisp image of your graph or chart that you can incorporate into any visual design.
Like A Pro, Visualize Data
Isn't that a piece of cake? You'll be able to easily build charts and graphs that visualize even the most difficult data
using this step-by-step lesson. Use the same tutorial to experiment with several graph types, such as a pie chart or
a line graph, to determine which one best conveys your data story.
Chapter 10: USES OF MS EXCEL
Sometimes known as MS Excel, Microsoft Excel is a software tool part of
the Microsoft Office Suite. The most powerful spreadsheet program
organizes data using rows and columns.
Excel looks to be an essential number-crunching tool primarily used to
keep track of household finances and generate simple reports. Excel, on the
other hand, is much more than a spreadsheet. Excel is a powerful software
that can be used for a wide range of personal and business purposes. MS
Excel has a plethora of applications as a result, and the list goes on.
This post will go through some of the most common uses of Microsoft
Excel to help us better grasp its capabilities and how different people and
organizations use it to meet their needs. The following are the details:

Data Entry and Storage

Performing Calculations
Data Analysis and Interpretation
Reporting and Visualizations
Accounting and Budgeting
Collection and Verification of Business Data
Calendars and Schedules
Administrative and Managerial Duties
Forecasting
Automating Repetitive Tasks
Let us take a closer look at each one:
Data Entry and Storage
When it comes to simple data entry and storage, Excel is an amazing
program. Excel is a fantastic program for storing vast amounts of
information. However, the size of the excel file is limited by the computer's
capabilities and available memory. Excel worksheets can have 1,048,576
rows and 16,384 columns in a table style. Once the data in an excel file has
been organized, we can use it for various purposes. We can use a range of
tools and equations to conduct various operations on the data.
Aside from that, tools like Excel's Data Form make it easy to enter and
visualize data. Users can use this to develop customized data entry forms
tailored to their business requirements. Additionally, we may use Excel to
create different lists for varied purposes. Examples include customer
mailing lists, employee work reports, and employee shift rotations.

Completing Calculations
MS Excel comes with several built-in functions and formulae that can
manipulate the data. Excel has about 450 features that are organized into
different categories. Financial, logical, text, date & time, math, and
trigonometry are some of the most popular functions in an excel function
library. We can utilize the necessary functions or formulae on any row,
column, or cell within the spreadsheet.
In addition to the existing functions, we can create our custom formulae
using programming skills or macros. As a result, we won't have to repeat
the full task. After creating the appropriate set of functions, we'll need to
assign values to them to receive the intended outcomes. It is one of the best
uses of MS Excel because it allows us to execute practically any type of
computation (addition, subtraction, multiplication, division, and so on).

Data Interpretation and Analysis

MS Excel includes data analysis as a standard feature. Data analysis aids in
decision-making for improvement. We may utilize formulas and pivot
tables to properly evaluate and comprehend the data once the data has been
updated in spreadsheets. Using these features, we can simply consolidate
data and focus on relevant portions from enormous data sets.
The table can be controlled more systematically to carry out the essential
data fields by using features like sorting, filtering, and changing out data
segments. Furthermore, we can make an interactive summary report with
precise communicative results by taking a screenshot of the specified part
and attaching it to a specific region in excel.

Visualizations and Reporting

Any simple report can be more appealing and understandable by adding
charts, graphs, or other visualizations. It is always preferable to use several
charts to describe the results more appealingly. A simple graphic can
sometimes cover and explain the intended results more effectively than a
large table with a wide range of data.
Because visualizations are beneficial, MS Excel includes a variety of chart
templates that we can utilize without any work. To create the specific chart
in our excel file, we must first select the template and enter the data. In
addition, the software has several tools for creating bespoke styles with
unique color schemes, axis values, text comments, and so on.
Budgeting and Accounting
Account and budget managers frequently use Microsoft Excel to keep track
of customer information. It is a straightforward approach to organizing data
and keeping it up to date using Excel software's simple editing tools.
Keeping records is one of the most important jobs for account managers
since it allows them to build good relationships with their clients. This
allows accounting or budgeting managers to gain consumers' loyalty, which
leads to more repeat sales. Furthermore, users can quickly locate
information in Excel and share it with others if necessary.
Excel also comes with several accounting and budgeting templates that can
be used or modified as needed. Some advanced templates may also include
equations or functions used to do simple to complex computations. As a
result, excel is a useful accounting and budgeting program that allows us to
quickly synthesize results in the appropriate fields.
Business Data Collection and Verification
To maintain their database and logs separately, most businesses use several
systems (such as CRM, inventories, and so on). Different software can be
used for different tasks. Because Microsoft Excel is a popular and
frequently used product, most third-party software programs are built to
mimic its features. Most software records can be exported to Excel for
simple access. Excel can also assist in data editing, such as removing or
deleting duplicate entries. Organizing data with Excel is much easier, and
well-managed data can significantly impact future analysis or outcomes.
Apart from that, because of its easy and interactive user interface, MS
Excel may operate simply by various people. This software is also very
simple to learn. Furthermore, because excel reports are easy to share, the
data can be passed on to other employees or new management. As a result,
using Excel to collect data from diverse sources and evaluate their accuracy
becomes easier.
Schedules and Calendars
Another essential application of Excel is the creation of calendars and
schedules. Excel has numerous built-in capabilities that can assist you in
creating sequential dates or days. We are not obliged to manually enter all
of the dates or days. In addition, we can use rows and columns in Excel to
properly organize dates and days to construct a well-formed calendar. After
the calendar has been built, we may add schedules or tasks for specific
dates or days using comments or texts.
Companies can set goals more successfully by using calendars. Depending
on the extent of their data, they can also build year-by-year reports on their
business processes in the same or other worksheets. The nicest part about
MS Excel is that it comes with certain ready-to-use calendar templates that
can be downloaded and updated right inside the program. Excel also allows
users to create customized templates using various styles and
visualizations, which may be saved for future use.
Administrative and Management Responsibilities
Creating and maintaining different business processes is one of the most
important components of administrative or managerial responsibilities. The
answer is Microsoft Excel. The program is no longer merely for keeping
records. Many other duties in office administration benefit from it, such as
invoicing, paying bills, keeping track of earnings, losses, spending, etc.
Office administrations also use MS Excel to store financial reports,
accounting, company analysis, and employee success reports. MS Excel is
an all-purpose software that manages most office functions for most small
to medium-sized businesses.
Forecasting

Businesses must organize data and examine it regularly for continual

growth and progress. However, it's also critical to understand the many
scenarios or outcomes that could arise as a result of the applied inputs.
Continuous reporting can be useful for predicting future outcomes. This
means that historical data can be used to make assumptions at a
fundamental level.
Aside from that, when we don't have any previous data but do have a
target. Excel can help us locate the appropriate inputs for the exact results
we want to attain. It can be done in particular using a tool called Goal Seek
Analysis. We can discover what has to be done to attain the specified aim
by properly defining the desired objective.
Automating Repetitive Tasks
Excel is a strong program with some advanced capabilities that make it
easier to address complex problems. Visual Basic is a feature in Microsoft
Excel that allows developers to use advanced skills to automate common
processes. We can use the Microsoft visual basic editor to automate reports
if we understand the expert level of MS Excel. The editor mostly supports
the VBA (Visual Basic for Applications) coding language.
The book addressed ten significant applications of Microsoft Excel;
however, there are many more. It's fair to say that MS Excel's potential
applications are nearly limitless.

WHY USE A MICROSOFT EXCEL SPREADSHEET?

Microsoft Excel allows you to handle, manage, and analyze data, which
can help you make better decisions and save money. Microsoft Excel
provides you with the tools you need to complete all of your tasks, whether
you're using it for a company or managing personal databases and
spending.
The benefits of Excel are numerous; here are a few of the most important
ones:
• Comparisons that are simple and effective: You may examine vast
volumes of data using the strong analytical capabilities provided in
Microsoft Excel to find trends and patterns that will affect decisions.
The graphing tools of Microsoft Excel allow you to summarize your
data, improving your ability to organize and manage it.
• Powerful data analysis: Recent updates to the Excel spreadsheet have
improved your capacity to analyze enormous volumes of data. You may
simply and quickly narrow down the criteria that will help you make
decisions using robust filtering, sorting, and search options. When you
combine these tools with tables, pivot tables, and graphs, you can
quickly and easily discover the data you need, even if you have
hundreds of thousands of data elements. While the latest technology is
required to get the most out of Microsoft Excel, it can be used at home
on a low-powered computer or at work on a high-powered laptop.
• Collaborating: With the introduction of the Excel Web App, you may
now collaborate on spreadsheets with other users. Working together
improves your ability to streamline procedures and enables
'brainstorming' sessions with enormous volumes of data—collaboration
tools let you make the most of Microsoft Excel's sharing capabilities.
The extra benefit is that because the Excel Worksheet is web-based,
you may collaborate from anywhere—you are no longer bound to your
workstation. You can work on spreadsheets on the fly, which is
excellent for a mobile business person.
•
Microsoft Excel Mobile & iPad Apps: With the introduction of tablets
and smartphones, you can now take your worksheets to a client or a
meeting without having to bring your laptop. Because of the capability
of these mobile devices, you can now manipulate data and update
spreadsheets on your phone or tablet and then view the spreadsheets
right away.

Microsoft Excel is a strong program, but it's also versatile enough to

entertain. A portion of games are included in the templates, an interactive
Battleships worksheet.
Brad Vogt is an actor who has appeared in several films.
Advanced Excel users can utilize Visual Basic for Applications to automate
their spreadsheets. VBA is a strong programming language that may
improve Excel's overall functionality. Disadvantages of Microsoft Excel
•
Sharing is difficult: While Microsoft has made significant progress
with its Web apps, the sharing feature still has a long way to go before
it can be considered world-class. Part of the issue is that sharing a tool
frequently necessitates installing additional software on the PC, which
can be time-consuming. Google Documents, for example, is changing
the way people exchange documents online.
• Nonrelational: For databases, I use MS Access, and I adore the
relational element of the database. The ability to link data by common
elements (such as employee ID, Stock Number, etc.) considerably aids
in data reduction and analysis. Microsoft Excel lacks full relational
functionality aside from some database functionalities and lookup tools.
• Scalability: Excel 2010 offered larger spreadsheets and binary formats,
but using enormous amounts of data on a typical PC may cause the PC
to slow down and frequently freeze. Because some competing tools are
hosted in the cloud, file size isn't an issue.
• No Forms: While forms can be used in VBA, the average user will not
be familiar with the language and hence will not be able to rapidly
include functioning forms into their spreadsheets.
• Customizable Graphs: Microsoft Excel has a wide range of graphing
features; however, it customizes the conventional formats and combines
different data sets and graph kinds. This is a significant drawback for a
powerful worksheet.
What Can You Do With Microsoft Excel?
Microsoft Excel is a powerful application that can be used for practically
any task you can think of:
• Agendas
• Budgets
• Calendars
• Cards
• Charts and diagrams
• Financial tools (loan calculators, etc.)
• Flyers
 •
• Forms
Inventories
• Invoices
• Lists and to-do checklists
• Planners
• Plans and proposals
• Reports
• Schedules
• Timesheets
This is only a small sample of what Microsoft Excel can do. On the right,
you'll see some examples of using the Microsoft Excel templates that are
freely available online.
CONCLUSION

Microsoft Excel is a spreadsheet tool for storing, organizing, and

manipulating data on a computer. Letters in alphabetical order may
indicate vertical columns, while numbers can be used to identify horizontal
rows. Two or more letters can denote columns that are longer than the
number of alphabetical letters, such as AA or AB (Held, 2007). A cell is
formed by the intersection of rows and columns and appears in a rectangle
shape. Due to the many cells in the spreadsheet, each cell may be given a
reference or address to help identify it.
Microsoft Excel is a spreadsheet tool that is mostly used for data entry and
calculations. Before beginning to utilize the application, it is critical to gain
a thorough understanding of its fundamentals. This reduces the chance of
making a mistake and, as a result, feeding or retrieving incorrect
information. It also necessitates a high level of seriousness and caution to
avoid errors that could cause the needed information to be distorted.