Excel 2021

A complete guide for you to

understand the utility and
functioning of MS Excel

By

BERNARD WOOLRIDGE
© Copyright 2021 by BERNARD
WOOLRIDGE- All rights reserved.
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 Table of Contents
Introduction
Chapter 1: Elements of
Microsoft Excel
1.1 What is Microsoft Excel, and how does it work?
1.2 How to work with excel?
1.3 Excel's menu
1.4 Minimal Hierarchy
1.4.1 Series 1: CELL, ROW/COLUMN, WORKSHEET,
WORKBOOK FILE OF EXCEL
1.4.2 Series 2: CELL CALCULATION CHARTING
SAVE PREVIEW/PRINT:
1.4.3 Series 3: Editing Data Entry (changing contents of
the cell) Copy/Cut/Paste Data Preview:
1.4.4 Series 4: Preview of Data Entry Manipulation
Analytical Charting Linking:
1.5 Data Entry
1.6 Selection Zone
1.7 Handling of Workbooks and Worksheets

Chapter 2: Editing in Excel

2.1 Edit the contents of the cells
2.2 Cells, rows, and columns can be cleared or deleted
2.3 Remove any cell's contents, formats, or comments
2.4 Undo & Redo Mistakes
2.5 Separate text in different cells
2.6 Replace or find data
2.7 Text and numbers can be found and replaced
2.8 Make use of a filtering editing technique
2.9 Display a subset of rows in a list by using filters
2.10 You can use wildcard characters to find text or
numbers
2.11 Make columns out of copied text data

Chapter 3: Working with

Charts
3.1 Why Charts are used?
3.2 The fundamental idea
3.3 Elements of a Chart
3.4 Various Type of Charts
3.5 Creating a Chart
3.6 Create a Chart in one step
3.7 Make a chart out of non-adjacent selections
3.8 Select a different chart type
3.9 Saving & Retrieval of Charts

Chapter 4: Advanced Data

Retrieval
4.1 Pivot Table
4.2 Creation of a pivot table report
4.3 Deletion of a Pivot Table report
4.4 QUERY: A Reliable inquiry counter
4.5 How to Retrieve Data

Chapter 5: Functions
5.1 Date & Time Functions
5.2 Information Functions
5.3 Logical Functions
5.4 Lookup & Reference Functions

Chapter 6: Shortcut Keys in

Excel
6.1 Moving and scrolling in a worksheet or workbook
6.2 Keys for previewing and printing a document
6.3 Key for working with worksheets, charts, and macros
6.4 Keys for use with Pivot Table and PivotChart reports.
6.5 First and Fast Tip

Conclusion
Introduction
Microsoft Excel is a spreadsheet programme
that may be used to store and analyse
numerical and statistical data. Microsoft
Excel includes a number of tools for doing
various tasks, including
computations, graphing tools, pivot
tables, macro programming, and so on. It
works with Mac OS X, Windows, Android,
and iOS, among other operating systems.
A table made up of columns and rows is what
an Excel spreadsheet is. Columns are
typically assigned alphabetical letters,
whereas rows are typically assigned numbers.
A cell is the intersection of two columns or
rows. The letter that represents a column and
the number that represents a row make up a
cell's address. Excel is a spreadsheet program
developed by Microsoft.
People who handle accounts and some
aspects of financial professions that require
forecasting features with a combination of
built-in capabilities can utilize this package as
a very clever tool for their personal
domestic/enterprise-level work performance,
and they are fully qualified to use Excel. As
you may know, Excel is a component of
Microsoft Office and is dedicated to
calculation, analysis, charting, and other
spreadsheet solutions. It is also known as
ESS, and it was previously used with
packages such as LOTUS-123, VP Planner,
VisiCalc, SUPER CALC, Quattro Pro, and
other spreadsheet solutions.
The concept of a spreadsheet is similar in all
packages, but the presentation and
performance of each package differ
significantly, with Excel being the most
advanced spreadsheet solution available
today. Excel 2021 is a spreadsheet tool that
allows you to swiftly and precisely interact
with data. Many of the functions are the same
as in prior Excel versions. It includes various
tools for organizing and changing data, as
well as charts for showing data and much
more. Let's say you'd want to brush up on
your Excel skills or have never used it before.
In such a case, this book will show you how
to work with rows, columns, data formatting,
basic formulae, and functions in spreadsheet
software. You'll notice a few new features in
Excel 2021. Among other things, you'll learn
about the text, numeric, and logical functions.

Chapter 1: Elements of
Microsoft Excel
1.1 What is Microsoft Excel, and how
does it work?
The most widely used spreadsheet program is
Microsoft Excel. Although all of Microsoft
Excel's numerous features and capabilities
can be frightening, the interface is intuitive
and easy to use. However, you can quickly
learn the fundamentals of Excel, and after
you've done so, learning the more advanced
features of the application is rather simple.
Excel isn't just a spreadsheet tool; it's also an
application development environment with
data analysis and display capabilities that go
beyond those of a normal spreadsheet. This
implies that, because of Excel's features, you
may design a comprehensive, personalized
application that performs exactly what you
need.
References in dialog boxes collapse
the dialog box to a smaller size.
Easier entry of range dialog boxes that
accept range references.
The new IntelliMouse pointing device
uses the wheel button to scroll or
zoom.
Drag the boundary of a range of cells
to move the range to another
workbook or worksheet window for
better drag-and-drop editing.
Save a list of workbooks as in previous
versions.
Multiple Undo up to the last 16
actions.
Yes, to All option when you quit with
multiple files open which you can
choose to save all the files before
exiting.
Closing multiple files.
As you move the highlight for the
active cell, the row and column titles
will change.
The full-Screen command is to view
more worksheets.
The File Menu’s Save Workspace
 option preserves a list of open
workbooks, their sizes, and their
placements so that the screen appears
the same the next time you access the
workspace file.
All of the mentioned alternatives are entirely
compatible with all users and all available
applications to do the same task. However,
some Excel functions have been created in
such a way that users can attain them. The
following characteristics include:

Calculation and examination: This

software's calculation and analysis features are so
beneficial in practice that anyone can perform the
assignment with ease, whether using universal fixed
data or fluctuating data. For example, numerous
sheets will hold all of the data connected to each
cell or sheet, so altering the data in one cell or sheet
will update the entire formulation, displaying the
complete dependent result.

Charting: Excel's charting function allows you

to create charts with the least amount of effort and
with the most compatible features. The charts
created by Excel are fully integrated or non-
embedded, allowing for the process of altering
layouts, orientations, and other types of flexibility
to be completed automatically.
Auto formatting with built-in
functions: Data formatting can also be
automated using built-in functions. Users do not
need to worry about the one-line procedure or other
elements in this case. In fact, the entire portion is
designed to assist the user.
Advanced query features: As you may
know, the most basic piece of any worksheet is the
cell, which includes all of the information in the
form of rows/columns or sheets, where query
features allow you to search for records quickly
based on the criteria you provide.
The interface between Office
components and web-based data is
the quickest and easiest: Because the in-
built HTML editor conducts the entire job for all
users, the latest function of Excel allows you to
finish the operation and link the documents with
each other depending on any topic through intranet
and internet. You can add any document as a sub-
 info of any site directly.
Data processing on a large scale:
Assume that your company has four branches and
that in order to collect the daily production report,
your database, which is in the form of worksheets
and workbooks, must be connected, and the current
production status must be collected. Such a task can
be completed quickly and effectively by using the
advanced features of Excel.
Other Excel Features: Excel has a variety
of other features that enhance its functionality.
Specification: Excel makes it simple
to complete the following activities.

➢ Analysis
➢ Forecasting
➢ Financial solutions
➢ Charting
➢ Complex lookup tables
➢ On-line data manipulation
➢ Data on the Web
➢ The interface of data with other office
families as well as other software
Apart from this, a user can explore a variety
of choices while working with Excel to do
practical tasks. Let's start with the basics of
Excel before moving on to more advanced
topics.
1.2 How to work with excel?
If a new user wishes to get started with Excel,
it is strongly recommended that they do it in a
methodical manner. If you're serious about
becoming a skilled Excel user, remember to
follow the stages below. Once you've
completed these steps, you'll have a much
better understanding of Excel's conceptual
aspects. The steps are as follows:

Begin the Excel Worksheet Session

Using single or many sheets
Calculation
Saving
Worksheet Editing and Formatting
Graphical representation
Advanced characteristics
Excel apps that may be accessed via
the web
For conceptual clarity, a brief description of
each stage is provided.
a) Start the session: After opening an Excel
session, it displays a set of worksheets with
three family members, multiple
rows/columns, and cells as previously
 discussed, and it is ready to address all data
manipulation issues. You can begin
entering data at this point. Adding
alternative fonts, colors, scaling size,
relating data with the proper formula, and
so forth. Some of the tasks will be
completed automatically, while the
remaining must be completed according to
your specifications.
b) Using Single and Multiple Sheets: All of
the aforementioned data will be entered into
cells, which are a part of the worksheet
where you have the option of working with
single or multiple sheets. If a financial or
annual presentation involves summary data
on the main page and associated data on a
different area of the same worksheet or on a
new worksheet, the user can organize the
data as they see fit if a user wishes to
accomplish all of the needed tasks on the
same worksheet or on numerous sheets.
The main data will be calculated and linked
to the presentation's main page, where you
will have the option of completing the task
through basic data linking and hyperlinking
to leap inside the document upon the user's
 request. Multiple sheets can be utilized to
maintain all of the data separated into
pieces that can subsequently be linked.
c) Calculation: Based on the data segments,
the calculation will be performed after the
final compilation of the full statement using
Formulae & Functions (which are divided
into different categories). There are
numerous built-in functions and equations.
d) Saving: It is essential that you save the
input data for future access because it is
required to save the working status after
entering the data and doing calculations. It
offers a few options, which we'll go through
later.
e) Editing & Formatting Worksheets:
Users need to be able to edit and format
worksheets in order to manipulate and
rectify errors. Spelling corrections, data re-
entry, and other such things are examples of
editing. Changing the layout of any data in
a worksheet is referred to as formatting.
f) Graphical Demonstration: To make the
data display more comprehensible, the
entered data will be translated into a
graphical format. It would be much easier
 for you to accomplish the assignment with
a decent concept if you are familiar with
various types of graphs.
g) Advanced characteristics: The advanced
features include Pivot tables and other
unique capabilities that can be utilized to
present entire professional reports.
h) Data Interaction with Other Office
Family Members: The data entered can be
modified in various formats using other
packages on the same platform or on
distinct platforms. Excel data, for example,
can be converted, connected, and
hyperlinked with Word, PowerPoint, and
Access.
i) Excel web-based applications: The web
player or new web spectator can take
advantage of the web-based applications'
significant potential, such as submitting
data for the same on the web online/offline.
After taking a quick glance at the menus
available in Excel, you should be able to
complete the task quickly. We'll talk about
the menus available in Excel in the next
step; it contains a lot of the same menu
options as Word, but the different
 alternatives are explained here.
1.3 Excel's menu
The menu is essentially identical in all of the
office family components; however, due to
the nature of the software, it differs slightly.
After you've gone through all of the menus,
you'll see the following common menu,
which has nearly identical options, but the
main difference between the sub-pad and new
pad is listed below. With extra menus
available, it is much easier for anyone to
finish the work after using the typical menus
and their possibilities. Each menu's specifics
will be detailed later.

The easiest way to learn

Before you begin your Excel session, you
should familiarize yourself with the basics of
the program. Because Excel is included with
all of Office 2000's components, you won't
go over the common functions available with
it. The four learning series have been
provided here for the convenience of users;
please go through the minimal hierarchical
series.
1.4 Minimal Hierarchy
If you're new to Excel, you should be familiar
with its basic hierarchy. In fact, this is where
the basic functional unit begins:
1.4.1 Series 1: CELL, ROW/COLUMN,
WORKSHEET, WORKBOOK FILE OF
EXCEL

Cell: Any spreadsheet solution's basic

working unit is the cell. This package's
cell is where all of the entries/data
entry takes place. Each cell's address is
determined by the Column and Row,
i.e., A5, CH255, where A and CH are
column addresses and 5 and 255 are
row addresses. In Excel, each cell may
hold up to 32000 characters.
Row/Column: The entire worksheet is
organized into rows and columns, each
of which can hold one or more records.
To further comprehend this, consider a
register, which is divided into rows
and columns and is analogous to the
notion of ROWS/COLUMN/CELL, in
which a sheet is divided into rows and
a columnar arrangement of horizontal
and vertical lines with a Cell junction.
Excel has a total of 65536 rows and
256 columns, which are divided into
cells by default (Total cells - 65536 x
256, Total data that may be entered -
65536 x 256 x 32000 characters).
Worksheet: A worksheet is similar to
a separate sheet of any record that is
divided into a large number of
horizontal and vertical lines (rows and
columns) with Cell intersections. A
sheet linked to a book or register can
be presumed to be a standard
worksheet. By default, there will be
three worksheets available, which can
be raised or lowered depending on the
needs of the user.
Workbook: The concept of a
workbook, which is a standard
collection of worksheets in Excel, is
now easier to grasp. If you want to
 create a good salary analysis model in
Excel, you can enter all of the wage
information for January in Sheet 1,
February in Sheet 2, and March in
Sheet 3. After the calculations, the
fourth sheet can be used to offer a
complete analytical presentation of the
quarterly report, with the option to
skip the unneeded calculations for
making differences (which will
automatically generate the final report)
and final answers.
The file of Excel: The workbook in
Excel is referred to as an XLS file or
an MS-Excel file. This type of file can
be connected or transferred into a
variety of forms, including text,
database, cell-based data input, and so
on, making it more useful for all users
who want to work with data in a
meaningful way.

1.4.2 Series 2: CELL CALCULATION

CHARTING SAVE PREVIEW/PRINT:
The above-mentioned hierarchy explains the
principle and dependability of each Excel
element. Data can be typed into cells, and
calculations can be performed according to
the user's needs. For example, if the total
salary is calculated using BASIC, DA, TA,
and HRA, all related data will be entered in
the cell, and one specific cell will contain the
salary calculation formula, and the result can
be presented as a normal data model or a
complete graphical presentation of the salary
model using the charting facility. When each
step is done according to the task, the user
should store it for later use, such as
previewing or printing the existing data
model. If you're a web player, you can save
the same data model in HTML format and
publish it as a URL.
1.4.3 Series 3: Editing Data Entry
(changing contents of the cell)
Copy/Cut/Paste Data Preview:
The entire working methodology of
worksheet and workbook handling revolves
around the above-mentioned phases, i.e., if an
error is detected after data entering, it will be
corrected using editing tools, which may
include fairly common tools like
cut/copy/paste, etc. When all of the
prerequisites are met, you will be able to see
a preview of the data.
1.4.4 Series 4: Preview of Data Entry
Manipulation Analytical Charting
Linking:
This series describes a hypothetical method
of data handling in Excel, such as after data
entry, it can be manipulated using the many
tools available for manipulation, and after the
task is completed, a Preview will present a
clear picture of the existing data, and in the
case of graphical presentation, it can be
presented in the same manner using the
charting facility. Charting, goal-seek, and
pivot tables are examples of tools that aid in
the analysis and, ultimately, linking to more
than a cell/sheet or a workbook utilizing
linking strategies. Many more elements are
also accessible for the users' convenience to
finish the task, which can be provided in a
hierarchical series of data representations.
The following part is specifically created to
provide you with comprehensive Excel
knowledge.
1.5 Data Entry
Enter data in cells/worksheet

i. Enter numbers, text, a date, or a

time

a) Select the cell into which you wish to

enter data.
b) Press ENTER or TAB after typing the
date. To separate the portions of a date, use
a slash or a hyphen. As an example, type
15/10/2021 or 15th-Oct-2021. Type a space
and then an or pm after the time to enter a
time based on the 12-hour clock. For
instance, at 9:00 p.m. Microsoft Excel, on
the other hand, enters the time as AM.

ii. Using a formula:

a) Select the cell where the formula should

be entered.
b) Enter = (an equal sign). Microsoft Excel
inserts an equal sign for you when you
select Edit Formula or Paste Function.
c) Fill in the formula.
d) Press the ENTER key.
 iii. Fill in the same information in
multiple cells at the same time:

a) Choose the cells into which you want to

enter data. The cells can be next to each
other or not.
b) Enter the data and press CTRL+ENTER.

iv. Using several worksheets to enter

or modify the same data: Changes
you make to a selection on the active
sheet are applied in the
corresponding cells on all other
selected sheets when you select a
group of sheets. The data on the other
sheets might be changed.

a) Choose the worksheets where you'll be

entering data.
b) Choose the cell or range of cells into
which you want to enter data.
c) In the first selected cell, type or edit the
data.
d) TAB or ENTER to return to the previous
screen.
e) Click any unselected sheet to cancel a
 selection of several sheets.
Click any unselected sheet to cancel a
selection of several sheets. If no unselected
sheets are shown, right-click a selected
sheet's tab and choose Ungroup Sheets from
the shortcut menu.

v. Fill in repeated entries in a column

quickly: Microsoft Excel fills in the
remaining characters for you if the
first few characters you write in a cell
match an existing record in that
column. Solely entries containing text
or a combination of text and numbers
are finished by Microsoft Excel;
entries containing only numbers,
dates, or times are not completed.

Press ENTER to accept the suggested entry.

The completed entry follows the same
uppercase and lowercase letter pattern as the
previous entries. Continue typing if you want
to replace the automatically entered
characters. BACKSPACE can be used to
erase the automatically typed characters.
 vi. Enter numbers, text, a date, or a
time:

a) Select the cell into which you want to

enter information.
b) Press ENTER or TAB after typing the
date.
To separate the portions of a date, use a slash
or a hyphen; for example, type 15/10/2021 or
15-Oct-2021.
Type a space and then a.m. or p.m. after the
time to enter a time based on the 12-hour
clock; for example, 9:00 p.m. Otherwise, the
time is entered as AM in Microsoft Excel.

vii. Hide a column or a row: Choose

the rows or columns you'd want to
hide. Point to either Row or Column
in the Format menu, then click Hide.
viii. Demonstrate concealed rows and
columns:

a) Select cells in the row above and below

the concealed rows to reveal the hidden
rows. Select cells in the column to the left
and the column to the right of the concealed
 columns to reveal them.
b) Point to either Row or Column on the
Format menu, then click Unhide.

ix. Text, cells, ranges, rows, and

columns can all be selected:
To Select Do this
Text in a cell Text in a cell Select the
cell, double-click in it, and
then select the text in the cell
if cell editing is enabled. If
cell editing is disabled, select
the cell and then the text in
the formula bar.
A single cell To move to the cell, click it
and use the arrow keys.
A range of Drag from the first cell in the
cells range to the last cell in the
range.
All cells on a Select all by pressing the
worksheet Select All button.
Cell ranges After selecting the first cell
or non- or range of cells, hold CTRL
adjacent cells and select the remaining
 cells or ranges.
A wide Hold down SHIFT and click
variety of the first cell in the range,
cells then click the last cell in the
range. You can scroll down
to see the last cell.

An entire row Select the row heading by

clicking it.
Adjacent Drag across the row or
columns or column headings. Or select
rows the first column or row; then
hold down SHIFT and select
the last column or row.
Nonadjacent Select the first row or
rows or column, and then hold down
columns CTRL and select the other
rows or columns.
More or Click the last cell you want
fewer cells to include in the new
than the selection while holding down
active SHIFT. The new selection is
selection the rectangular range
between the active cell and
 the cell you click.

x. Numbers, dates, and times

aren't displayed as expected:
a) The number format used to the cells in
Microsoft Excel determines how numbers,
dates, and times are shown on a worksheet.
Select the cells to modify the number
format. Click Cells on the Format menu,
then the Number tab, then the category and
format you wish. Click the cell and press
CTRL+SHIFT+# to use the default date
format. In place of a number, press
CTRL+SHIFT+@ #### to use the default
time format. When a cell has a number,
date, or time that is broader than the cell or
a date or time formula that returns a
negative result, the cell receives a ####
error value. Increase the column's width if
necessary.
b) Regional settings: The default format for
money, dates, hours, and numbers is
determined by the options you choose in
Control Panel's Regional Settings.
1.6 Selection Zone
i. Select blank cells

a) Choose a range that contains the cells you

want to select. Click any cell on the active
worksheet to select all cells of this kind.
b) Select GoTo from the Edit menu.
c) Click Special.
d) Click Blanks.

ii. Select cells that contain comments:

a) Select the range that includes the type of

cells you want to select. To select all cells
of this type on the active worksheet, click
any cell.
b) Select GoTo from the Edit menu.
c) Click Special.
d) Click Blanks.

iii. Select cells that contain formulas:

a) Choose a range that contains the cells you

want to pick. Click any cell on the active
worksheet to select all cells of this kind.
b) Select Go To from the Edit menu.
c) Click Special.
d) Select the check box next to the type of
data you want to select by clicking
Formulas.

iv. Select between named ranges and

cell references:
To select Do this
A cell range Select the range in the
with a name Name box.
Two or more Select the first range in the
named ranges Name box, then hold
CTRL and select the other
ranges.
Specific cells In the Reference box, type
not in a named the cell reference for the
range Select cell or range of cells.
Edit GoTo.

v. Only visible cells should be chosen:

This approach is used to choose a range that
crosses hidden rows or columns but does not
include hidden cells.
a) Choose a range.
b) Select GoTo from the Edit menu.
c) Select Special.
d) Only visible cells are selected.

vi. Cancel a selection of cells:

Click any cell on the worksheet to cancel a
selection of cells.
1.7 Handling of Workbooks and
Worksheets
i. Considering workbooks and
worksheets

a) Workbooks: It is a file in which you work

and save your data in Microsoft Excel. You
can organize many types of relevant
information in a single file because each
workbook can contain many sheets.
b) Worksheets: Worksheets can be used to
list and examine data. You can
simultaneously enter and update data on
numerous worksheets, as well as execute
calculations using data from many
worksheets. When you make a chart, you
 have the option of putting it on the
worksheet with its data or on a separate
chart sheet.
c) Sheet tabs: The sheets' names are listed
on tabs at the bottom of the workbook
window. Click the sheet tabs to navigate
from one sheet to the next.

ii. About Navigate through a

worksheet by moving your cursor
over it: Click any cell on a
worksheet to navigate between cells,
or use the arrow keys. When you
move to a cell, that cell becomes
active. Use the scroll bars to see a
different part of the sheet.
To Navigate Do This
Up or down one Use the arrows in the
row vertical scroll bar to
move up and down.
Left or right one Toggle the horizontal
column scrollbar with the arrows.
Up or down one In the vertical scroll,
window click above or below the
scroll box.
Left or right one In the horizontal scroll
window bar, click to the left or
right of the scroll box.
A significant Scroll to the approximate
distance drag relative position in the
scroll box. Hold down
SHIFT when dragging on
a large worksheet.

iii. Change to a different sheet in a

worksheet: To access the other
sheet, click the sheet tab. If the tab
you want isn't visible, use the tab
scrolling buttons to bring it up, then
click it.
iv. In a workbook, select the following
sheets: When you choose several
sheets, Microsoft Excel duplicates
the changes you make to the active
sheet on all other pages. Other
sheets' data may be replaced as a
result of these modifications.
Criteria for Key sequences
selection
A single sheet Click the sheet tab.
Two or more Hold down SHIFT and
adjacent sheets click the tab for the first
sheet, then click the tab for
the last sheet.
Two or more Hold CTRL and click the
sheets that are tabs for the additional
not adjacent sheets after clicking the
first sheet's tab.
A workbook's Select All Sheets from the
entire set of shortcut menu by right-
sheets clicking a sheet tab.

v. Display more or fewer sheet tabs:

a) Select the tab split bar.

b) Drag the tab split bar to the right or left
when the pointer changes to a split pointer,
and then use the tab scrolling buttons to
scroll through the sheet tabs. Double-click
the tab split bar to reset it to its default
position.

vi. Add a new worksheet:

a) To add a single worksheet, go to the Insert
menu and select Worksheet.
b) Hold SHIFT and click the number of
worksheet tabs you want to create in the
open workbook to add multiple worksheets.
Then, under the Insert menu, select
Worksheet.
c) Create a new sheet based on a customized
template. You must already have a custom
sheet template set up.
d) Click Insert after right-clicking a sheet
tab.
e) Double-click the sheet-type template you
want to use.

vii. Move or copy sheets:

Careful: When moving or copying sheets, be

cautious. If you move a worksheet,
calculations or charts relying on the data on
the worksheet may become wrong. Similarly,
data on a worksheet may be incorporated in
the computation if it is moved across sheets
referenced to by a 3-D formula reference.
a) Open the workbook that will receive the
sheets if you want to move or copy sheets
 to it.
b) Select the sheets you want to move or
copy by switching to the workbook that
contains them.
c) Select Move or Copy Sheet from the Edit
menu.
d) To receive the sheets, click the workbook
in the To book box.
e) Click the sheet before which you want to
insert the shifted or copied sheets in the
before sheet box.
f) Select the Create a copy check box to
copy the sheets instead of moving them.

viii. Delete sheets from a workbook:

a) Choose the sheets you need to get dispose

of.
b) Select Delete Sheet from the Edit menu.

ix. Change the name of a sheet:

a) To open the sheet tab, double-click it.
b) Replace the existing name with a new
one.
 x. Hide a sheet:

a) Choose the sheets you want to conceal.

b) Point to Sheet in the Format menu, then
click Hide.

xi. Hide a workbook:

a) To begin, open the workbook.

b) Select Hide from the Window menu.

xii. Show a workbook that has been

hidden:

a) On the Window menu, click Unhide.

b) Double-click the name of the hidden
workbook you want to show in the Unhide
workbook box.

xiii. Show a sheet that has been hidden:

a) Point to Sheet in the Format menu, then

click Unhide.
b) Double-click the left of the hidden sheet
you want to display in the Unhide sheet
box.
 xiv. Cancel a multiple-sheet selection:

a) Click any unselected sheet in a workbook

to cancel a selection of multiple sheets.
b) Right-click the tab of a selected sheet if
no unselected sheet is visible. Then, on the
shortcut menu, select Ungroup Sheets.
Chapter 2: Editing in Excel
Editing includes modifying the data
accessible or already entered, and any data
entered sometimes necessitates completing
activities with numerous changes such as re-
entry, changing the contents, and changing
the shape and size of sheets. If you want to
perform the assignment with as many
possibilities as possible, you should use the
official Excel procedures. For your
convenience, some of them are discussed
here.

Edit the contents of the cells.

Cells, rows, and columns can be
cleared or deleted.
Remove any cell's contents, formats,
or comments.
Undo & Redo mistakes.
Separate text in different cells.
Replace or find data.
Text and numbers can be found and
replaced.
 Make use of a filtering editing
technique.
Filters can be used to display a subset
of rows in a list.
You can use wildcard characters to
find text or numbers.
Make columns out of copied text data.

2.1 Edit the contents of the cells

The cell can be modified both while entering
data and after the data has been entered onto
the sheet. The following steps can be taken to
accomplish this:
a) Double-click the cell containing the
information you want to change.
b) Make any changes to the cell contents.
c) Press ENTER to save your changes. Press
ESC to undo your changes.
2.2 Cells, rows, and columns can be
cleared or deleted
You may want to delete a specific cell, row,
or column in a worksheet at times. It can also
be done through the menu, but the following
brief procedures will assist you in completing
the task in the shortest amount of time with
the most relevant information. When you
delete a cell in Microsoft Excel, it is removed
from the worksheet, and the surrounding cells
are shifted to fill the empty area. Clearing
cells remove the contents (formulas and
data), formats (such as number formats,
conditional formats, and borders), and
comments from the cells but retain the blank
cells on the worksheet.
2.3 Remove any cell's contents,
formats, or comments
a) You can clear cells, rows, or columns by
selecting them.
b) Select Clear from the Edit menu, then All,
Contents, Formats, and Comments.
2.4 Undo & Redo Mistakes
These actions are a great complement to
implementing and undoing the previous
modifications.
a) UNDO: Click Undo to undo recent
actions one by one. To undo many activities
at once, choose them from the list by
 clicking the arrow next to Undo. The
selected action, as well as all actions above
it, is reversed in Microsoft Excel. Press
ESC to cancel an entry in a cell or the
formula bar before pressing ENTER.
b) REDO (Repeat the last action): Select
Repeat from the Edit menu. The Repeat
command becomes Can't Repeat if the
previous action cannot be repeated.
2.5 Separate text in different cells
This option helps you to enter the regular data
on a sheet in the same cell as long as you
wish (not more than 32000 spaces). After
entering the data in the same cell, it can be
formatted with specified width, and it will
automatically separate in different cells. It is
much useful for importing the data from any
text file or any other source and thereafter
format in desired cell locations. These can be
done by the following:
a) Choose the cell range that contains the
text values.
The range can be as long as you want it to be,
but it can only be one column wide.
b) Select Text to Columns from the Data
 menu.
c) To specify how you wish to divide the
text into columns, use the Convert Text to
Columns Wizard's instructions. (It will
assist you through the task in three steps.)
2.6 Replace or find data
You can look for specific text or numbers that
you want to review or amend, and you can
have the data you find immediately replaced.
You can alternatively choose all the cells that
contain the same type of data as the active
cell, such as equations, or cells whose
contents differ from the active cell. Similar
steps in WORD can be used to get these
outcomes. Find aids in the discovery of data
based on matching criteria, whereas replacing
aids in the discovery of data and its
replacement with the specified altered
version. Filters can be used to display just the
rows in a list that have the requested data.
You can, for example, present only local
sales data in a list that contains international
sales data.
2.7 Text and numbers can be found
and replaced
Under this, you can use this option to find &
replace text or numbers, select blank cells.
Select cells that contain constants comments
that don't match active cells etc. It is much
powerful to perform the task as a sheet
navigator.
2.8 Make use of a filtering editing
technique
You can use it to filter a list to find certain
rows of data.
Cells that meet certain criteria are
highlighted.
a) Choose the cells you want to draw
attention to.
b) Select Conditional Formatting from the
Format menu.
c) Choose one of the following options:

i. Click Cell Value is, pick the

comparison phrase, and then type a
value in the relevant box to use
values in the selected cells as the
formatting criteria. A constant value
or a formula can be entered. If you're
going to enter a formula, make sure
 it starts with an equal sign (=).
ii. Click Formula Is on the left, then
input the formula in the box on the
right to use a formula as the
formatting criterion (to evaluate data
or a condition other than the values
in selected cells). The formula must
return TRUE or FALSE as a logical
value.

d) Click format
e) Choose the font style, color, underlining,
borders, shading, or patterns you'd want to
use. Only if the cell value matches the
criterion or if the formula returns TRUE
does Excel apply the selected formats.
f) Click Add to add another condition, then
repeat steps 3 through 5 to add another
condition.
2.9 Display a subset of rows in a list
by using filters
Filters can only be applied to one worksheet
at a time. Only one list on a worksheet can be
filtered at a time.
a) To filter a cell in a list, click it.
b) Point to Filter on the Data menu, then
click AutoFilter.
c) To display only the rows with a given
value, click the arrow in the column
containing the information you want to
display.
d) Click the value.
e) Repeat steps 3 and 4 in the other column
to apply an additional condition based on a
value in that column.
Click the arrow in the column, then click
Custom to filter the list by two values in the
same column or to use comparison operators
other than Equals. Click here for more
information on displaying rows by comparing
values.
2.10 You can use wildcard characters
to find text or numbers
Use a wildcard character to identify text or
numbers that share some characters or digits.
One or more unidentified characters are
represented by a wildcard character.
Use To Find
? (question Any single character in
 mark) the same position as the
question mark. For
example, smith finds
"smith" and "Smyth."
*(asterisk) In the same position as the
asterisk, any number of
characters can be used. *
east, for example, will
return "Northeast" and
"Southeast."
~(tilde) A tilde, an asterisk, or a
followed question mark. fy91, for
by? *,~ example, finds "fy91?"
2.11 Make columns out of copied text
data
a) Change to the program and file where you
want to copy data from.
b) Select the data you want to copy
c) Select Copy from the Edit menu of the
program.
d) Switch to your Microsoft Excel
workbook, choose the upper-left cell in the
paste area, and then press the Paste button.
e) Choose the cell range that contains the
pasted data. The range can be as long as
 you want it to be, but it can only be one
column wide.
f) On the Data menu, click Text to
Columns.
g) Choose the cell range that contains the
pasted data. The range can be as long as
you want it to be, but it can only be one
column wide.
Chapter 3: Working with
Charts
One picture is supposed to be worth a
thousand words. Charts are essential for the
analytical display of data in any do present
system. If you are well-versed in statistics
and believe in the analysis and management
aspects, you can experiment with the excel
charting system, which displays the last touch
of any data analysis system. To finish the
assignment, you must first prepare the data,
which is an important aspect of any business
or corporate model. If you're new to Excel, go
over the basics in a more compact manner,
such as establishing a chance.
You will be able to complete the following
subjects after going through this chapter:

Why are Charts used?

The fundamental idea.
Elements of a Chart.
Various types of Charts.
Creating a Chart.
Create a chart in one step.
 Make a chart out of non-adjacent
selections.
Select a different chart type.
Saving & Retrieval of Charts.

3.1 Why Charts are used?

Charts are visually appealing and make
patterns, data comparisons, and trends easy to
notice for consumers. Instead of studying
multiple columns of spreadsheet numbers,
you may see whether embedded sales are
dropping or rising over time, or how all
actual sales compare to projected sales, all at
a glance. A chart can be produced as a
separate sheet or as an item embedded within
a spreadsheet. A chart can be incorporated in
a Web page as well. Before you can design
the chart, you must first enter the data for it
on the worksheet. Then, using the Chart
Wizard, select the chart type and as part of
the numerous chart types.
3.2 The fundamental idea
Some data models can be used to make
charts. If you're not familiar with the details,
consider that a comprehensive data model can
display all of the charts, both embedded and
non-embedded. If it is embedded, the chart's
mapping will be modified automatically after
the data is entered. You may make charts in
Excel using wizards or by following the
methods laid forth in the program. The
following details are critical for any chart that
represents a system.
a) Worksheet data and chart: Without
utilizing the Chart Wizard, you may make a
chart in one step. The chart utilizes a
default chart type and formatting when
produced this way, which you can adjust
later. Worksheet data is represented as a
chart; the chart is linked to the worksheet
data and is automatically created and
updated when the worksheet data is
changed. The following tables are used to
create the chart's appearance.
3.3 Elements of a Chart
a) Axis Value: The axis values are generated
by Microsoft Excel using the worksheet
data. In the example above, the axis values
run from 0 to 9000, which covers the whole
range of values on the worksheet. Unless
 you indicate otherwise, Excel uses the
number format for the axis from the upper-
left cell in the value range.
b) Names of data series in the chart: Excel
also uses row or column headings in the
worksheet data for series names. Series
names appear in the chart legend. You can
change whether Excel uses row or column
headings for series names or create
different names.
c) In a chart, how is data organized?

1. Embedded Charts: An embedded

chart is a graphic item that stores data
and can be used as part of the
worksheet on which it was generated.
When you want to display or print one
or more charts with your worksheet
data, use embedded charts.
2. Embedded charts and Chart Sheets:
A chart can be created on its own chart
sheet or as an embedded chart on a
worksheet. In either case, the chart is
linked to the worksheet's source data,
so it is updated when the worksheet is
updated.
 3. Chart Sheets: A chart sheet is a
distinct sheet with its own name within
your workbook. When you want to see
or update large or complex charts
independently from the worksheet data
or save screen space while working on
the worksheet, use a chart sheet.

d) Category Names: For category axis

names, Excel employs row or column
headings in the worksheet data. The
worksheet row headers 1st Quarter, 2nd
Quarter, and likewise appear as category
axis names in the sample above. For
category axis names, you can choose
whether Excel utilizes column or row
headers, or you can make up your own.
e) Data Markers: One data series is
represented by data markers with the same
pattern. Each data marker corresponds to
one of the worksheet's numbers.
3.4 Various Type of Charts
In Excel, there are 14 different types of
charts, each of which is broken into sub-
categories called sub-segments. Each chart
type can be used to illustrate any form of
business data. The most common types of
charts in Excel are described in this heading.
Below, we'll go through some key points
regarding these charts:
a) Bar: A bar chart depicts comparisons
between different items. To focus on
comparing values and lay less emphasis on
time, categories are grouped vertically, and
values are organized horizontally.
Individual items' relationships to the total
are depicted using stacked bar charts.

b) Stock: A stock chart with a volume axis

has two value axes: one for the volume
columns and the other for the stock prices.
 A high-low-close or open-high-low-close
chart might contain volume.

c) Surface: When you need to determine the

best combinations of two sets of data, a
surface chart comes in handy. Colours and
patterns, just like on a topographic map,
identify areas with similar values. This
graph depicts the numerous temperature
and time combinations that result in the
same tensile strength measurement. You
have the option of selecting any type of
chart before and after the data, the model is
created. In the case of comprehensive data
generation, adding the element of charts for
additional display can be beneficial.
d) Column: A column chart depicts changes
in data over time or highlights comparisons
between things. To emphasize variation
across time, categories are grouped
horizontally, and values are organized
vertically. Individual items' relationships to
the total are depicted in stacked column
charts. Data points are compared along two
axes in the 3-D perspective column chart.
You may compare the performance of four
quarters of sales in Europe with the
performance of two other divisions in this
3-D chart.
e) Doughnut: A doughnut chart, like a pie
chart, depicts the relationship between
portions and the whole, but it can hold
multiple data series. A data series is
represented by each ring of the doughnut
chart. The high-low-close chart is a popular
way to depict stock prices. This chart can
also be used to represent scientific data,
such as temperature variations. To produce
this and other stock charts, you must first
organize your data in the correct sequence.
f) XY (Scatter): An XY (scatter) chart
depicts the relationships between numeric
 values in multiple data series or plots two
groups of numbers as a single XY
coordinate series. This chart, which depicts
data in irregular intervals or clusters, is
widely used for scientific data. Place x
values in one row or column, then
corresponding y values in adjacent rows or
columns when arranging your data. Cone,
cylinder, and pyramid data markers can
give 3-D column and bar charts a dramatic
effect.
3.5 Creating a Chart
Either an embedded chart or a chart sheet can
be created.
a) Select the cells that contain the data you
want to see in the chart. Include the cells
that contain the column and row labels in
the selection if you want them to appear in
the chart.
b) Click Chart Wizard.
c) Follow the instructions in chart wizard.
3.6 Create a Chart in one step
a) Select the data you want to plot and then
press F11 to create a chart sheet with the
default chart type.
b) Select the data you want to plot and then
click Default Chart to create an embedded
chart that utilizes the default chart type.
Add the Default Chart button to a toolbar if
it isn't already there.
3.7 Make a chart out of non-adjacent
selections
a) Choose the first set of cells in the table
that contain the information you want to
add.
b) Select any more cell groupings you want
to include while holding CTRL. A
rectangle must be formed by the
nonadjacent selections.
c) Click Chart Wizard
d) Follow the instructions in the Chart
Wizard.
3.8 Select a different chart type
You can alter the chart type of a data series or
the entire chart in most 2-D charts. You can
only modify the type of the entire chart with
bubble charts. Changing the chart type
impacts the entire chart in most 3-D graphics.
A data series can be changed to a cylinder,
cone, or pyramid chart type for 3-D column
and bar charts.
a) Choose one of the following options:
Click the chart to change the chart type for
the entire chart.
To change the chart type of a data series,
click the data series.
b) Select Chart Type from the Chart menu.
c) Select the chart type you want from the
Standard Types or Custom Types tabs.
To apply the cylinder, cone, or pyramid chart
type to a 3-D column and bar data series,
choose the Apply to selection check box and
then click Cone, Cylinder, or Pyramid in the
Chart type box on the Standard Types tab.
3.9 Saving & Retrieval of Charts
It's similar to completing the operation of
creating, saving, and retrieving data and
charts all at once without exerting additional
effort because the sheet will be automatically
recovered while recovering it. After
providing more efficient views, you can see
that when you invoke the graph, it creates a
new sheet with the name chart, and altering
the type increases the number of chart sheets.
There are other features available in Excel,
such as pivot tables and online forms, that
must be discussed.
Chapter 4: Advanced Data
Retrieval
We'll talk about the database capabilities of
Excel in this chapter, which allow data access
much more trustworthy with the help of
various office tools. Each section's specifics
are detailed in detail for your convenience.
You will be able to master the following
details after completing this session:

Pivot Table.
Creation of a pivot table report.
Deletion of a pivot table report.
Query.
How to retrieve data?

4.1 Pivot Table

A Pivot Table report is an interactive table
that may be used to summarise vast amounts
of data quickly. You can rotate the rows and
columns to get multiple summaries of the
source data, filter the data by viewing
different pages, and view details for specific
areas of interest. The following information is
primarily provided to help you comprehend
the concept, purpose, and other associated
aspects.
a) When should a Pivot Table report be
used: When you need to compare related
totals, a Pivot Table report comes in handy,
especially when you have a long list of
statistics to summarise and compare
numerous facts about each figure. When
you want Microsoft Excel to conduct the
sorting, subtotalling, and totalling, use
Pivot Table reports. You or other users can
change the view of the data in a Pivot Table
report since it is interactive.
b) Creating a PivotTable report: Use the
PivotTable and PivotChart Wizard as a
guide to find and specify the source data
you wish to analyze and to build the report
structure for a PivotTable report. The Pivot
Table toolbar can then be used to arrange
the data within that framework.
c) Types of pivot table report: The
following is an example of a standard Pivot
Table report. You may also view all the
summary figures of the same type in one
 column by displaying a PivotTable report in
indented format. To see the data
graphically, you can build a PivotChart
report. When you publish an Excel Pivot
Table report to a Pivot Table list on a Web
page, others can view and interact with the
data from their Web browsers.
d) Source data for a Pivot Table report: A
Pivot Table report can be created using a
Microsoft Excel list, Excel worksheets from
an external database, or another Pivot Table
report. To compare the multiple
presentations of the same data, the
following source data is utilized for the rest
of the sample reports on this topic.
e) How to set up the source data: Rows and
columns are used to organize data from
Excel lists and most databases. Similar
facts in the same column must appear in
your source data. The region for sale is
always in column E in the example, the
quantity sold is in column D, and so on.
f) OLAP source data: Instead of rows and
columns, OLAP databases aggregate
enormous volumes of data into dimensions
and levels. Because the OLAP server
 calculates the summary values for the
PivotTable report rather than Excel, you
can use PivotTable reports to display and
analyze data from OLAP databases. Data
retrieval from an OLAP database is more
efficient, and you can analyze larger
amounts of data than you can with other
types of databases. Excel also allows you to
create OLAP cubes from data in external
databases and save them as cube files so
you may work with them offline.
g) Field and items: Each field in a
PivotTable report corresponds to a column
(or OLAP dimension) in the source data
and summarises rows of data from the
source data. A PivotTable report's fields list
data objects across rows or down columns.
The cells at the intersection of the rows and
columns provide summarised data for the
items at the top of the column and on the
left side of the row.
h) Data Fields and Cells: The values that are
summarised in the Pivot table report are
provided by a data field, such as Sum of
Sales.
i) Summary Functions: Pivot Table reports
 use summary functions like Sum, Count, or
Average to summarise the data field values.
These functions also automatically generate
subtotals and grand totals if you desire to
display them. The data from the Sales
column in the source list is summed in this
example with the sum, which displays
subtotals for the months as well as grand
totals for the rows and columns.
j) Viewing details: You may see the detail
rows from the source data that make up the
summary value in a single data cell in most
PivotTable reports. Although OLAP source
data is not arranged in rows that can be
viewed in this manner, you can adjust the
amount of detail presented throughout the
PivotTable report if it is based on OLAP
source data.
k) Changing the layout: You can see your
data in multiple ways and calculate
different summarised results by dragging a
field button to another portion of the Pivot
Table report. For example, instead of
looking down the rows, you can see the
names of salespeople across the columns.
By dragging a field or item, you can adjust
 the report layout.
l) Elements of Pivot Table report: The
indented format of a Pivot Table report is
comparable to that of a standard database
banded report or prepared report. The data
for each row field is indented in a text
outline-like manner. You can read all of the
summarised figures for a data field along a
single column using this style. It's great for
extended reports or reports that need to be
printed out.
m) Graphical views of Pivot Table
data: A PivotChart report, like a Pivot
Table report, is an interactive chart that you
can use to see and rearrange data
graphically. A PivotChart report is always
accompanied by a Pivot Table report in the
same workbook, which contains all of the
associated report's source data. A
PivotChart report, like a Pivot Table report,
contains field buttons that you can utilize to
adjust the layout and display various data.
n) Pivot Table lists on the web: A Pivot
Table report can be saved as a Web page
and then published to a public site, such as
a Web server. The report is known as a
 Pivot Table list there, and it has a lot of the
same interactive features as the report in
Microsoft Excel. Other users having the
Microsoft Office Web Components
installed can view and interact with the
PivotTable list using the Microsoft Internet
Explorer Web browser version 4.01 or later.
Users can install the Office Web
Components by installing Microsoft Office
or by downloading the Office Web
Components from their business intranet if
their employer has an Office site license.
o) Row Fields: In a PivotTable report, fields
from the underlying source data are
allocated a row orientation. As an example,
consider the following. Row fields include
Product and Sold By. When a Pivot Table
report has more than one-row field, the one
closest to the data area is the inner row
field. Outer row fields refer to any
remaining row fields. The properties of the
inner and outer row fields are different. The
items in the outermost field are only shown
once; however, the remainder of the fields
are repeated as needed.
p) Column Field: In a Pivot Table report, a
 field with a column orientation. As an
example, consider the following. Qtr2 and
Qtr3 are two fields in the Quarters column.
Multiple critical pieces of information can
be included in a Pivot Table report. It can
have column fields just like it can have row
fields. Column fields are not available in
most Pivot Table reports with an indented
structure.
q) Item: A Pivot Table field's subcategory or
member. Dairy and Meat are items in the
Product field in the preceding example.
Items in the source data indicate unique
entries in the same field or column. Items
appear as row or column labels, as well as
in page field drop-down menus.
r) Page Field: A field that is assigned to the
orientation of a page or filter. The region is
a page field in this example that you may
use to filter the report by region. You can
display summarised statistics for only the
East area, only the West region, or for all
regions using the Region option. When you
select a different item in a page field, the
Pivot Table report changes to only show the
summarised data for that item.
s) Page Field Item: In the page field list,
each unique entry or value from the field,
or column, in the source list or table
becomes an item as an example. The East
region is currently selected in the Region
page field, and the PivotTable report only
shows data for that region.
t) Data Field: A field that includes data to
be summarised from a source list or
database. As an example. Sum of Sales is a
data field that sums up the entries in the
source data's Sales field or column. This
field is called Sales instead of Sum of Sales
in the indented-format report example.
The underlying data in a data field is
commonly numeric data, such as statistics or
sales numbers, but it can also be text. By
default, Microsoft Excel uses the Count
summary function to summarise text data in
Pivot Table reports and Sum to summarise
numeric data.
u) Data area: A summary data section in a
Pivot Table report. The elements in the row
and column fields are summarised in the
data area's cells. Each value in the data area
is a summary of information from the
 source records or rows.
v) Field drop-down arrow: Each field has
an arrow on the right side. Select the items
you wish to show by clicking this arrow.
The field arrow displays only the highest
level field in a dimension in PivotTable
reports that are based on source data from
OLAP databases, and you can choose items at
multiple levels in the field. When you click
the drop-down arrow for a Year field, you
may see the following.
w) Expand Indicator: The or symbol next to
the items in a field. To show or hide detail
for an item, click the indicator for the item.
4.2 Creation of a pivot table report
a) You may want to retrieve data before
creating a Pivot Table report that is based on
external on-OLAP source data.

Open the workbook in which the Pivot

Table report will be created.
Click a cell in the list or database if the
report is based on a Microsoft Excel
list or database.
Select Pivot Table and PivotChart
 Report from the Data menu.
Follow the instructions in Step 1 of the
Pivot Table and PivotChart Wizard,
and then click Pivot Table under What
sort of report do you want to create?
Follow the wizard's instructions in step
2.
Determine whether you need to click
Layout in the wizard's third step.
Do one of the following:

When you've finished putting out the report

in the wizard, click OK in the Pivot Table and
PivotChart Wizard-Layout dialogue box, then
Finish finish creating the report if you choose
Layout in step 3.
If you skipped Step 3 and didn't click Layout,
click Finish and then lay out the report on the
spreadsheet.
b) Using an existing Pivot Table or Pivot
Chart Report: You can use an existing
PivotTable report to create a new
PivotTable report, but you can't use an
existing PivotChart report to create a new
PivotChart report. You may, however, base
a new Pivot Table or PivotChart report on
 the associated Pivot Table report because
Excel creates one whenever you create a
PivotChart report.
c) Changes that affect both reports:
Microsoft Excel automatically updates the
data in the old report on which the new
report is based when you refresh the data in
the new Pivot Table or PivotChart report,
and vice versa. Both are affected when you
group or ungroup data in a single report.
Both reports are affected when you
generate calculated fields or calculated
items in one report.
d) Requirements for location: Both reports
must be in the same workbook to use a
PivotTable report to build another
PivotTable or Pivot Chart report. Copy the
original Pivot Table report to the workbook
where you want the new report to display if
it's in a separate worksheet. Each
PivotTable and PivotChart report in a
distinct workbook has its own intermediary
copy of the data in memory and in the
workbook file, allowing you to refresh the
reports independently.
e) Page Field Setting: Any page fields that
 are set to query for external data as you
select each item cannot be found in the
initial Pivot Table report.
f) Pivot Table reports that are
independent of Pivot Chart report:
Changes to a Pivot Chart report have an
impact on the Pivot Table report that it is
linked to and vice versa. You can construct
a separate independent Pivot Table report if
you wish to be able to change the style or
display different data without affecting both
reports.
g) Create a Pivot Chart Report: Microsoft
Excel automatically creates a Pivot Table
report when you create a PivotChart report.
If you already have a Pivot Table report,
you can use it to produce a Pivot Chart
report that reflects the table's view. When
creating a PivotChart report based on
external on-OLAP source data, you may
need to retrieve the external data first. Open
the workbook where the PivotChart report
will be created.
Click a cell in the list or database if the report
is based on an Excel list or database.
 Select Pivot Table and PivotChart
Report from the Data menu.
Follow the steps in Step 1 of the Pivot
Table and PivotChart Wizard, and then
click PivotChart (under What sort of
report do you want to create?)
Follow the instructions in step 2 of the
wizard.
In step 3 of the wizard, specify where
you want to put the associated Pivot
Table report. The PivotChart report is
automatically created on a new chart
sheet. Then determine whether you
need to click Layout.
Do one of the following.
If you selected layout in step 3 of the process,
click OK in the Layout dialogue box after
laying out the PivotChart report in the wizard,
and then click Finish to create the PivotChart
report.
If you skipped step 3 of the wizard and didn't
click Layout, click Finish and then lay out the
PivotChart report on the chart sheet.
4.3 Deletion of a Pivot Table report
a) Click the Pivot Table report.
b) Click PivotTable in the Pivot Table
toolbar, point to Select and then click
Entire Table.
c) Point to Clear on the Edit menu, then
click All.
The preceding information is enough to grasp
the comprehensive handling of Pivot table
elements across all systems. The following
are the shortcut key combinations for using
the pivot table option:
Key Sequence Function
Required
UP ARROW or In the list, click the
DOWN ARROW previous or next field
button.
LEFT ARROW or In a multicolumn field
RIGHT ARROW button list, select the
field button on the left
or right.
ALT+C Move the The selected field into
the column area
ALT+D Move the The selected field into
the data area
ALT+L The Pivot Table Field
 dialogue box appears.
ALT+P Insert the chosen field
into the Page area.
ALT+R Place the chosen field
in the Row area.
a) Layout keys for PivotTable and
PivotChart reports:

To activate the menu bar, press F10.

To access the Pivot Table toolbar, use
CTRL+TAB or CTRL+SHIFT+TAB.
To select the menu to the left or right,
or to switch between the main menu
and a submenu, press the LEFT
ARROW or RIGHT ARROW keys.
To select the area to which you desire
to relocate the selected field, press
ENTER (on a field button) and the
DOWN ARROW and UP ARROW
keys.

b) Grouping and Ungrouping Pivot Table

Items:
Key Sequence required Function
ALT+SHIFT+RIGHT
ARROW Group select Pivot Table
items
ALT+ SHIFT+LEFT
ARROW Ungroup selected Pivot
Table items
c) Menus and Toolbar:
Key Sequence Function
Required
F10 or ALT Make the menu bar
active, or
simultaneously close a
visible menu and
submenu.
TAB or On the toolbar, select
SHIFT+TAB the next or previous
button or menu (when
a toolbar is active).
CTRL+TAB or Switch between the
CTRL+SHIFT+TAB next and previous
toolbars (when a
toolbar is active).
ENTER Open the menu you've
selected, or conduct
out the action you've
 assigned to the button
you've selected.
SHIFT+F10 Show a shortcut menu
ALT+SPACEBAR Show the icon menu
for the program (on
the program title bar).
DOWN ARROW On the menu or
or UP ARROW submenu, select the
next or previous
command (with the
menu or submenu
displayed).
LEFT ARROW or Select the menu to the
RIGHT ARROW left or right, or move
between the main
menu and the submenu
if a submenu is visible.
HOME or END On the menu or
submenu, select the
first or last command.
ESC Close the visible menu
or close the submenu
only if a submenu is
visible.
CTRL+DOWN On a menu, show the
ARROW entire list of
commands.
4.4 QUERY: A Reliable inquiry
counter
Microsoft Query is an application that allows
you to import data from a variety of sources
into Microsoft Excel. You won't have to
retype the data you want to examine in Excel
if you use Query to retrieve data from your
company databases and files. You can also
have your Excel reports and summaries
updated automatically whenever the original
source database is updated with fresh data.
a) Types of databases you can access:
Microsoft Access, Microsoft SQL Server,
and Microsoft SQL Server OLAP Services
are all examples of WORKING WITH
CHARTS databases from which you can
retrieve data. Data can also be retrieved
from Excel spreadsheets and text files. You
can also get data from Web pages in Excel,
but you don't need Query to do so.
b) Selecting data from a database: A
query, which is a question regarding data
 stored in an external database, is used to get
data from a database. You might want to
know the sales figures for a given product
by region if your data is housed in an
access database. You can retrieve only the
data you need by selecting only the data for
the product and region you want to study
and ignoring the rest. With Query, you can
select and choose whatever columns of data
you want to bring into Excel.
c) Updating your worksheet in one
operation: When you have external data in
an Excel worksheet, you may refresh the
data to update your analysis without having
to rewrite your summary reports and charts
anytime your database changes. You could,
for example, construct a monthly sales
summary and update it every month when
new sales statistics arrive.
d) Retrieving data via Query: There are
three steps to bringing outer data into Excel
using Query To connect to your database,
first create a data source, then utilize the
Query Wizard to choose the data you want,
and lastly, return the data to Excel to
format, summarise, and make reports from
 it.
e) What is the definition of a data source?
A data source is a set of data that Microsoft
Excel uses to connect to an external
database. When you use Microsoft Query to
create a data source, you give it a name and
then specify the database or server's name
and location, the database type, and your
log-on and password information. The data
also includes the name of an ODBC driver,
also known as a data source driver, which is
a program that connects to a specific
database type. To retrieve data from various
types of external databases, all you have to
do is create a data source.
f) How Microsoft Query works with data
sources: Once you've created a data source
for a database, you can use it to select and
retrieve data from that database without
having to retype all of the connection
information. The data source is used by
Query to connect to an external database
and display the data that is accessible.
Query obtains the data and sends the query
and data source information to the Excel
workbook so you may reconnect to the
 database when you wish to refresh the data
after you build your query and return the
data to Excel. A data source is a method by
which Query and Excel connect to a
database and obtain information from it.
4.5 How to Retrieve Data
a) Use the Query Wizard for all the
queries: The Query Wizard, that is
included in Microsoft Query, is intended
for customers who are unfamiliar with
query creation. The wizard simplifies the
process of selecting and combining data
from various tables and fields in your
database. You can also use the wizard to
filter and sort the results of your query after
you've selected the data you want. The
Query Wizard can be used to build a
complete query or to start a query that you
can modify directly in Query.
You can work straight in Query if you're
experienced with query creation or wish to
develop a more complicated query. You can
use Query to view and modify queries you
started in the Query Wizard, or you can use it
to generate new queries without using it.
b) Use Query directly when you want to
create queries that do the following:

Choose specific information from a

field. You may want to choose some of
the data in a field and leave out data
you don't need in a large database. For
instance, if you require data for two of
the items in a field with a large number
of products.
Each time you run the query, it will
return data based on different criteria.
You can make a parameter query if
you need to create the same Excel
report or summary for several places in
the same external data, such as a
distinct sales report for each region.
When you run a parameter query,
you'll be asked for the data that will be
used as the criteria for selecting
records. A parameter query, for
example, would ask you to enter a
certain region, and you could reuse
this query to build each of your
regional sales reports.
Data can be combined in a variety of
 ways. You can use Query to join data
from different tables in your database
by combining them. For example, if
you have a database of product sales
data and a table of customer data, you
could link the two records to display
customers who haven't made a
purchase in a while.
These options are mostly for analysis
and calculation wizards for the most
efficient operation of computing
demands according to organizational
structure.

Chapter 5: Functions
Functions have emerged to perform the
functional responsibilities for any application,
and they are extremely important in Excel. It
saves time by eliminating the need to perform
complex calculations for any study or query
that requires future-based results.
Functions are established formulas that
execute calculations by combining certain
values (arguments) in a precise order
(syntax). The SUM function, for example,
adds values or cell ranges. Let's say you
wanted to add a list of 100 integers in a
column, starting at cell Al and ending at cell
A100. You wouldn't be able to enter 100
different additions in a cell even if you
wanted to since you'd run out of space.
Simply put, a function = SUM can be entered
(A1:A100). So, given the arguments A1, A2,
A3, and A100, the sum function will return
the addition of 100 values. Numbers, text,
logical values like TRUE or FALSE, arrays,
error values like #N/A, and cell references
can all be used as arguments. You must
specify an argument that produces a valid
value for that argument. Constants, formulae,
and other functions can also be used as
arguments.
5.1 Date & Time Functions
Excel has a number of features for working
with times and dates.

1. NOW & TODAY

2. DATE, DAY, MONTH and YEAR
3. TIME, HOUR, MINUTE and
SECOND
4. DATEDIF & YEARFRAC
 5. EDATE & EOMONTH
6. WORKDAY & NETWORKDAYS
7. WEEKDAY & WEEKNUM
Here's a brief overview of some of the most
important Excel functions to remember.

1. NOW & TODAY

TODAY function and the NOW function can
be used to get the present day and time. Since
the NOW function technically returns the
current date & time, you can format it as a
time only, as seen below:

NOW () RETURNS CURRENT

DATE
TODAY () RETURNS CURRENT
DATE
Note: These are volatile functions, which
means they can recalculate every time the
worksheet is changed. Using date & time
shortcuts if you want a constant value.

2. DATE, DAY, MONTH and YEAR

You can disassemble whatever date into its
raw components with the DAY, MONTH,
and YEAR functions and then reassemble it
with the DATE function.

=DATE (2018,11,14) // returns 14-Nov-2018

=DAY ("14 Nov 2018") // returns 14
=MONTH ("14 Nov 2018") // returns 11
=YEAR ("14 Nov 2018") // returns 2018

3. TIME, HOUR, MINUTE and

SECOND
Excel has a number of time-related parallel
functions. You can extract pieces of time
using the HOUR, MINUTE, and SECOND
functions, and you can generate a TIME from
individual components using the TIME
function.

=TIME (10,30,0) // returns 10:30

=HOUR ("10:30") // returns 10
=MINUTE ("10:30") // returns 30
=SECOND ("10:30") // returns 0

4. DATEDIF & YEARFRAC

DATEDIF function can be used to calculate
the period between two dates in years, in
months, or in days. DATEDIF may also be
set up to calculate cumulative duration in
"normalized" measures, such as "2 years, 6
months, and 27 days."

To get fractional years, use YEARFRAC:

= YEARFRAC ("14 Nov 2018","10 Jun

2021") // returns 2.57

5. EDATE & EOMONTH

Shifting a date forward or backward by a
certain no. of months is a typical task for
dates. You can do this with the EDATE &
EOMONTH functions. EDATE keeps the day
and shifts by month. The same is true for
EOMONTH, except that it still returns last
day of the month.

EDATE (date,6) // six months forward

EOMONTH (date,6) // six months forward
(end of month)

6. WORKDAY & NETWORKDAYS

The WORKDAY function will be used to
calculate a date n workday in the future.
NETWORKDAYS may be used to measure
the number of workdays between two dates.
WORKDAY (start, n, holidays) // date n
workdays in future

NETWORKDAYS (start, end, holidays) //

workdays number between dates
Notice that all functions can miss weekends
(Saturday and Sunday), as well as holidays if
they are stated. See the WORKDAY for more
consistency in deciding which days are
considered weekends. NETWORKDAYS as
well as the INTL function.

7. WEEKDAY & WEEKNUM

The WEEKDAY function in Excel may be
used to determine the day of the week from a
date. WEEKDAY returns a number ranging
from 1 to 7, indicating Sunday, Monday,
Tuesday, and so forth. To find the week
number in a given year, use the WEEKNUM
function.

=WEEKDAY (date) // returns number 1 to 7

=WEEKNUM (date) // returns week number
in year
5.2 Information Functions

1. ISBLANK
2. ISERROR
3. ISNUMBER
4. ISFORMULA
These functions are explained below step by
step

1. ISBLANK
Syntax = ISNUMBER (value)
Return value A logical value (TRUE
or FALSE)
Arguments Value - Checking the
value
Purpose Check for a numerical
value.
When a cell contains an integer, the Excel
ISNUMBER function returns TRUE;
otherwise, it returns FALSE. ISNUMBER
may be used to verify that a cell includes a
numeric value or that a function's output is a
number.

To see whether a value is a number, use the

ISNUMBER function. When the value is
numeric, ISNUMBER returns TRUE;
otherwise, it returns FALSE.
If A1 includes a number or a formula that
returns a numeric value, for example,
=ISNUMBER (A1) would return TRUE.
ISNUMBER will return FALSE if A1
contains the text.
Notes

Value is usually supplied as a cell

reference, but you can evaluate the
outcome by wrapping various
functions and formulas within
ISNUMBER.
Since Excel dates and times are
numeric, ISNUMBER would return
TRUE for them and FALSE for
numbers inserted as text.
ISNUMBER is one of the IS
functions, which are a set of
functions.

2. ISERROR
Syntax = ISERROR (value)
Return value A logical value (TRUE
or FALSE)
Arguments The meaning that will
 be checked for any
errors.
Purpose Checking the value

The ISERROR function in Excel returns

TRUE for every error type, including #N/A,
#REF!, #VALUE!, #DIV/0!, #NAME?,
#NUM! And #NULL! When you use
ISERROR with the IF function, you can
check for errors and show a custom message
or perform a different calculation if one is
detected.

Notes

To see whether a cell contains some

error messages, such as #N/A,
#VALUE!, #REF!, #DIV/0!,
 #NUM!, #NAME?, or #NULL!, use
the ISERROR function.
=ISERROR(A1), for example, will
return TRUE if A1 is showing one of
the errors listed above and FALSE
otherwise.
Value is usually provided as a cell
address, but it may also be used to
catch errors in more complicated
formulas.

3. ISNUMBER
Syntax = ISNUMBER (value)
Return value A logical value (TRUE
or FALSE)
Arguments The value to examine.
Purpose Check for a numerical
value.
When a cell contains a number, the Excel
ISNUMBER function returns TRUE;
otherwise, it returns FALSE. ISNUMBER
may be used to verify that a cell includes a
numeric value or that a function's output is a
number.
To see whether a value is a number, use the
ISNUMBER function. When the value is
numeric, ISNUMBER returns TRUE;
otherwise, it returns FALSE.
If A1 includes a number or formula that
returns a numeric value, for example,
=ISNUMBER(A1) would return TRUE.
ISNUMBER will return FALSE if A1
includes text.
Notes

Value is usually supplied as a cell

address, and you can evaluate the
outcome by wrapping other functions
and formulas within ISNUMBER.
Since Excel dates and times are
numeric, ISNUMBER would return
TRUE for them and FALSE for
 numbers typed as text.
ISNUMBER is one of the IS
functions, which are a set of
functions.

4. ISFORMULA
Syntax = ISFORMULA
(reference)
Return value TRUE or FALSE
Arguments reference - reference to
a cell or a range of
cells
Purpose Check to see if a cell
has a formula.

The ISFORMULA method in Excel returns

TRUE if a cell includes a formula and
FALSE otherwise. ISFORMULA returns
TRUE when a cell includes a formula,
irrespective of the formula's error OR output
conditions.
The ISFORMULA function can be used to
check whether a cell includes a formula. If a
cell includes a formula, ISFORMULA returns
TRUE; otherwise, it returns FALSE.
You should use a keyboard shortcut to briefly
highlight all calculations in a worksheet.
Use the FORMULATEXT function to extract
and present a formula.
Notes

In Excel 2013, the ISFORMULA

function was added.

5.3 Logical Functions

Many advanced formulas depend on Excel's
logical functions as a platform. The
conditional values TRUE or FALSE are
returned by logical functions.

1. AND Function
2. OR Function
3. NOT Function
4. IFERROR Function
5. IFNA Function
6. IF Function
7. IFS Function

1. AND Function
Syntax = AND (logical 1,
[logical 2], ...)
Return value TRUE if all premises
evaluate TRUE; if not,
FALSE
Arguments Logical 1 - The 1st
condition or logical
value to examine.
Logical 2 - The 2nd
condition or logical
value to examine.
Purpose Evaluate multiple
conditions with AND
The AND feature in Excel is a logical
function that is used to require several
conditions at the same time. AND either
returns TRUE or FALSE. Using
=AND(A1>0, A110) to see whether a number
in A1 is higher than 0 and less than ten. The
AND feature, which can be paired with OR
function, can be used as a logical test within
the IF function to eliminate additional nested
IFs.

The AND function can be used to evaluate

several logical conditions at once,
approximately 255 in all. Every logical
condition (logical 1, logical 2, & so on) must
either return FALSE or TRUE or arrays,
references containing logical values.
The AND function evaluates all input values
and returns TRUE only if all of them are
TRUE. The AND feature will return FALSE
if every value evaluates too FALSE.
Notes

The AND function doesn't really

sensitive.
Wildcards are not supported by the
AND function.
Arguments of text values or void
cells are overlooked.
If no logical values are identified or
generated during evaluation, the
AND function will return #VALUE.

2. OR Function
Syntax OR ( logical 1, [logical
2], ...)
Return value If all of the arguments'
test to TRUE, TRUE;
otherwise, FALSE.
Arguments Logical 1 - The 1st
condition or logical
value to examine.
Logical 2 - The 2nd
 condition or logical
value to examine.
(Optional)
Purpose Evaluate multiple
conditions with OR
The function OR is a logical function that can
be used to evaluate several conditions at
once. OR returns one of two values: FALSE
or TRUE. To measure A1 for x or y, for
example. OR function, which can be merged
with the AND function, can be used as a
logical measure within the IF function to
prevent additional nested IFs.
You may use the OR feature to measure
several conditions at once, approximately 255
in all. Each logical state (logical1, logical2,
and so on) must either return FALSE OR
TRUE or be sequences or references
containing logical values.
OR function will test all of the input values &
return TRUE if all of them are TRUE. OR
function would return FALSE if all logical
evaluate FALSE.
Notes

Each logical condition must return

TRUE or FALSE or be sequences or
references of logical values.
Arguments of text values or void
cells are overlooked.
When no logical values are detected,
the OR feature will return #VALUE.

3. NOT Function
Syntax =NOT (logical)
Return value Reversed logical value
Arguments Logical - Logical
expression or value
that may either be
TRUE or FALSE when
 evaluated.
Purpose Reverse results or
arguments
The NOT function in Excel returns the
inverse of a logical or boolean attribute. NOT
returns FALSE when granted TRUE. NOT
returns TRUE when granted FALSE. To
reverse a logical value, use the NOT element.

Notes
To reverse logical argument or a value, use
the NOT function:

NOT returns TRUE when logical is

FALSE.
NOT returns FALSE when logical is
TRUE.

4. IFERROR Function
Syntax = IFERROR (value ,
value if error)
Return value For error conditions,
you can specify a
value.
Arguments Value - To search for
an error, enter a value,
a relation, or a formula.
Value if error - When
an error is found, this is
the value to return.
Purpose Detected and handle
errors
When a formula detects an error, the Excel
IFERROR feature returns a custom outcome,
and when no error is found, it returns a
normal result. IFERROR is a simple way to
catch and handle errors without the need for
nested IF statements.
When an error is found in a calculation, the
IFERROR feature "catches" it and returns an
alternate result or formula.
To catch and treat errors caused by other
formulas or operations, use the IFERROR
feature. #N/A, #REF!, #VALUE!, #NUM!,
#DIV/0!, #NAME?, or #NULL! are all errors
that IFERROR looks for.
Notes

Where a value is left blank, it is seen

as a null string ("") rather than a
mistake.
When the value if error parameter is
set to an empty string (""), no error
message is shown.
When IFERROR is used as an array
rule, it returns an array of values, one
for each value cell.
The IFNA feature in Excel 2013+
can be used to directly trap and
manage #N/A errors.
 5. IFNA Function
Syntax = IFNA (value,
value_if_na)
Return value For #N/A mistakes, the
value provided.
Arguments Value - To verify for
an error, used the
value, reference, or
formula.
Value if na - If a #N/A
error is detected, this is
the value to return.
Purpose Detected and handle
#N/A errors
When a formula produces a #N/A error, the
Excel IFNA feature returns a custom result,
and when no error is found, it returns a
normal result. IFNA is a clever way to
capture and treat #N/A errors when ignoring
any other errors.
Use the IFNA function to catch and treat
#N/A errors in formulas, particularly those
that use MATCH, VLOOKUP, HLOOKUP,
and other lookup functions. The IFNA
function only handles #N/A errors, so any
other errors that a formula can produce will
still be shown.
You may also capture #N/A errors with the
IFERROR function, but IFERROR would
also catch other errors.
Notes

Where a value is left empty, it is seen

as a null string ("") rather than a
mistake.
When the value_if_na parameter is
set to an empty string (""), no error
 message is shown.

6. IF Function
Syntax = IFNA (value,
value_if_na)
Return value For #N/A mistakes, the
value provided.
Arguments Value - To verify for
an error, used the
value, reference, or
formula.
Value if na - If a #N/A
error is detected, this is
the value to return.
Purpose Detected and handle
#N/A errors
IF function executes a logical test & returns
one result if the outcome is TRUE & another
if the result is FALSE.
=IF(A1>70,"Pass","Fail"), for example, to
"pass" scores over 70. IF functions may be
nested to measure several conditions. To
expand the logical evaluation, the IF function
may be coupled with logical features like
AND and OR.

The IF function can be utilised to perform a

logical test and reacts in a particular way
based on whether the answer is TRUE or
FALSE. The first statement, logical test, is a
phrase that returns TRUE or FALSE when
evaluated. While both values if true and value
if false are optional, at least one must be
given. IF will return a value, a cell
connection, or another formula as a
consequence.
Notes

Use the COUNTIF or COUNTIFS

functions to conditionally count
 things.
Use the SUMIF or SUMIFS
functions to conditionally sum
things.
If all of the IF function's arguments
are arrays, the IF function evaluates
each element of the array.

7. IFS Function
Syntax =IFS (test 1, val 1, [test
2, val 2], ...)
Return value The value corresponds
to the first TRUE
outcome.
Arguments Test 1 – 1st logical test.
Value 1 - Result when
test 1 TRUE.
Test 2, value 2 -
Second value/ test pair
[optional]
Purpose Test several conditions
& return the first one
that is true.
The Excel IFS method runs multiple
experiments and returns the first TRUE
outcome as a value. To test different
conditions without several nested IF
statements, use IFS function. IFS allows
formulas to be simpler and quicker to learn.

Notes

If all parameters are FALSE, the IFS

feature does not have a built-in
default value to use.
Enter TRUE as a final test & value to
return if/when no other conditions
are met to have a default value.
The results in all logical evaluations
must be TRUE or FALSE. Every
other outcome would result in a
#VALUE! Error from IFS.
 IFS can return the #N/A error unless
no logical tests return TRUE.

5.4 Lookup & Reference Functions

1. VLOOKUP Function
2. HLOOKUP Function
3. MATCH Function
4. HYPERLINK Function
5. GETPIVOTDATA Function
6. OFFSET Function
These functions are explained below step by
step

1. VLOOKUP Function
Syntax =VLOOKUP ( value,
table, col index, [range
lookup])
Return value From a table, the
matched value.
Arguments value - value to search
for in the table's first
column.
Table - Table on which
 a value can be
retrieved.
Col index - The table
column from which a
value is to be retrieved.
Range lookup TRUE =
approx. match. FALSE
= identical match.
Purpose Match on the first
column to look up a
value in a table.
VLOOKUP is an Excel feature that allows
you to lookup data in a vertically ordered
table. VLOOKUP allows for approximate &
exact matching, as well as partial matches
using wildcards (*?). The first column of the
table transferred to VLOOKUP must include
the lookup values.
The letter V stands for vertical
VLOOKUP is used to retrieve data from a
table that looks like this:

VLOOKUP will get the Cust. ID, Amount,

Name, & State for any order by using the
Order number in column B as a lookup value.
For an instant, the formula to get the
customer details for order 1004 is:
= VLOOKUP (1004, B5:F9,4, FALSE) //
returns "Sue Martin"
VLOOKUP is a lookup function that is
built on column numbers
Imagine that any column in the table is
counted from left to right by using
VLOOKUP. Provide the required amount as
the "column index" to get a value from a
certain column. The column index for
retrieving the first name, for example, is 2:

Columns 3 & 4 should be used to retrieve the

last name & email address:
VLOOKUP only appears to be right
VLOOKUP will only look in one direction:
yeah. The information you're looking for
(result values) can be found in every column
to the right of the lookup values:

Other Comment

Range lookup determines whether or

not a value would fit exactly. The
default value is TRUE, which means
that non-exact matches are permitted.
Set range lookup to FALSE if an
exact match is required and TRUE if
a non-exact match is required.
A non-exact match would trigger the
VLOOKUP feature to match the
closest value in the table, which is
still less than the value if range
lookup is TRUE (the default setting).
The VLOOKUP function would
allow a non-exact match if range
lookup is omitted, but it would use
an exact match when one exists.
If range lookup is TRUE (the
default), ensure that the first row of
the table's lookup values are ordered
in ascending order. Otherwise,
VLOOKUP could return an
unexpected or incorrect result.
The values in very first column of
the table don’t want to be sorted if
range lookup is FALSE (require
exact match).
 2. HLOOKUP Function
Syntax =HLOOKUP ( value,
table, row index, [
range lookup ])
Return value From a table, the
matched value.
Arguments value - Value to look
up.
Table - Table on which
the data can be
retrieved.
Row index - Number
of the rows to extract
data from.
Range lookup - A
boolean value that
indicates whether the
match is exact or
approximate. True –
Default = approximate
match.
Purpose Match the first row of a
table to find a value.
HLOOKUP is an Excel feature that allows
you to look up and extract information from a
particular table row. The "H" in HLOOKUP
stands for "horizontal," indicating that lookup
values start in the table's first row and move
horizontally to the right. HLOOKUP allows
for approximate and precise matching, as
well as incomplete matches using wildcards
(*?).

Notes on use
HLOOKUP scans first row of a table for a
value. It retrieves a value from the given row
in the match column. When the lookup values
are in the 1st row of a table, use HLOOKUP.
When the lookup values are in the 1st column
of a table, use VLOOKUP.
Range lookup determines whether or
not a value would fit exactly. The
default value is TRUE, which means
that non-exact matches are permitted.
To require an exact match, set range
lookup to FALSE.
A non-exact match would trigger the
HLOOKUP feature to match the
closest value inside the table, which
is still less than the value if the range
lookup is TRUE (the default setting).
The HLOOKUP feature would allow
a non-exact match if range lookup is
omitted, but it would use an accurate
match if one exists.
If range lookup is TRUE (the
default), ensure that the first row of
the table's lookup values are ordered
in ascending order. Otherwise,
HLOOKUP could return an
unwanted or incorrect result.
The values in the first row of the
table don’t want to be sorted if range
lookup is FALSE (require exact
match).
 3. MATCH Function
Syntax =MATCH ( lookup
value, lookup array, [
match type ])
Return value A number that
represents a lookup
array position.
Arguments lookup value - Value in
lookup array to match.
Lookup array - An
array reference or a set
of cells.
Match-type - 1
indicates the same or
next smallest value, 0
indicates the exact
match, and -1 indicates
the same or next largest
value.
Purpose Match the first row of a
table to find a value.
MATCH is an Excel feature that locates a
lookup value's location in a row, column, or
table. MATCH facilitates both estimated and
precise matching, as well as incomplete
matches using wildcards (*?). MATCH is
often used in combination with the INDEX
function to extract a value from a matched
location.

Notes on use

The MATCH feature is used to find a

value's location in a set or array. The
formula in cell E6 in the screenshot
above, for example, is set to get the
direction of the value throughout cell
D6. Since the lookup value (peach) is
in 5th place in the range B6:B14, the
MATCH function returns 5.
= MATCH ( D6, B6 : B 14, 0) // returns 5
 The MATCH feature will conduct
exact and estimated matches, as well
as partial matches, using wildcards
(*?). As mentioned below, there are
three different match types (set by
the match type argument).
In order to collect a value at a
specific (matched) location, the
MATCH feature is often paired with
the INDEX function. To put it
another way, MATCH determines
the spot, while INDEX returns the
value at that place.
Details on the match type
The form of the match is optional. If no
match form is defined, 1 is used by default
(exact or next smallest). It's often referred to
as an approximate match where the match
type is 1 or -1. Keep in mind, as seen in the
table below, MATCH can find an
accurate match with both match types:
Match type Behaviour Details
1 Approximate MATCH
looks for the
 most
significant
attribute that
is smaller
than or equal
to the lookup
value. Sorting
the lookup
array in
ascending
order is
needed.
0 Exact MATCH
looks for the
first value that
matches the
lookup value.
There is no
need to sort
the lookup
array.
-1 Approximate The smallest
value larger
than or equal
to the lookup
 value is found
by MATCH.
Sorting the
lookup array
in descending
order is
needed.
Approximate If match form
isn't specified,
it defaults to 1
and behaves
as described
above.
Caution
If you'd like an exact match, make sure to set
match form to zero (0). MATCH's default
setting of 1 will lead to findings that "appear
normal" but are actually incorrect. Providing
meaning for match type explicitly serves as a
strong reminder of desired actions.

4. HYPERLINK Function
Syntax = HYPERLINK ( link
location, [ friendly
name ])
Return value clickable hyperlink
Arguments Link location - The
route to the file or page
to be opened.
Friendly name - The
text that will appear in
a cell as a hyperlink.
Purpose Create a clickable link.
The HYPERLINK feature in Excel creates a
hyperlink from a specified destination with a
"friendly name." To create a clickable
hyperlink with a formula, use the
HYPERLINK function. The HYPERLINK
feature will create connections to workbook
places, internet sites, and network server
archives.

Build connections to workbook sites, internet

websites, or network service files using the
HYPERLINK function.
Excel will open the file or page identified by
link location whenever a user clicks a cell
that contains the HYPERLINK feature. A cell
connection or called range, a path to a file on
a local drive, a path to a file on a server using
(UNC) the Universal Naming Convention, or
a web route in (URL) Uniform Resource
Locator format are all valid options for Link
location.
Notes

Link location should be defined as a

text string enclosed in quotation
marks or as a cell relation containing
the text connection path.
If friendly name is not specified, the
link location will be shown as the
friendly name.
Using the arrow keys to pick a cell
that includes HYPERLINK without
moving to the destination.
Alternatively, keep down the mouse
button when clicking on the cell
 before the cursor shifts.

5. GETPIVOTDATA Function
Syntax =GETPIVOTDATA (
data field, pivot table, [
field1, item1 ], ...)
Return value Data requested
Arguments Link location - The
route to the file or page
to be opened.
Friendly name - The
text that will appear in
a cell as a hyperlink.
Purpose In a formula, get data
from a pivot table.
Instead of using cell references, the
GETPIVOTDATA feature in Excel will
query a pivot table and extract relevant data
depending on the pivot table layout.
To query an internal pivot table and extract
relevant details depending on the pivot table
configuration, use the GETPIVOTDATA
feature. The very first argument (data field)
specifies the value field that will be queried.
The second point (pivot table) is a pointer to
every cell in a pivot table that already exists.

Additional arguments are given in the form of

field/item pairs that serve as filters to restrict
the data retrieved depending on the pivot
table's layout. To restrict sales data to sales in
the East area, you might use the field
"Region" with the object "East."
This instructs the GETPIVOTABLE feature
to retrieve data from the pivot table's sector
"Sales," which starts in cell B3. For the
commodity "Hazelnut," the data is restricted
to the "Midwest" area. Cells I5 and I6 have
the values for Region and Product.
When you link a value cell in a pivot table,
the GETPIVOTABLE feature is
automatically created. To stop this, quickly
type the cell's address into the address bar
(instead of clicking). Disable "Generate
GETPIVOTABLE" in the Pivot TableTools >
Options > Options menu if you want to
completely disable this function (far left,
below the name of the pivot table).
Notes

The name of the data field should be

enclosed in double-quotes, as must
the field/item values.
If some fields are misspelt,
GETPIVOTDATA will display a
#REF error.

6. OFFSET Function
Return value cell reference
Arguments Reference - The
starting point, which
may be specified as a
cell reference or a set.
Rows - Number of
rows below starting
reference to offset.
 Cols - Number of the
columns to offset from
starting reference to the
right.
Height - The returned
reference's height in
rows.
Width - The returned
reference's width in
columns.
Purpose Create the reference
offset based on the
given starting point.
The OFFSET feature in Excel returns a
reference to a range created with five inputs:

a starting point
a row offset
a column offset
a row height, and
a column width.
In formulas that include a complex spectrum,
OFFSET comes in handy.
One cell or a number of cells may be used as
the preliminary step (the comparison
argument). The number of cells to offset from
starting point is defined by the rows & cols
arguments. The volume of the range
generated is determined by the height &
width claims, which are optional. When
height & width are left blank, the height &
width of comparison are used instead.
OFFSET's key function is to enable formulas
to adapt dynamically to accessible data or
user feedback. To ensure the source data is
still up to date, the OFFSET feature may be
used to provide a complex named selection
for charts/pivot tables.
Chapter 6: Shortcut Keys in
Excel
This session is solely for the purpose of
grasping the concept of some unusual ns and
other functions. This chapter is broken into
two sections: the first introduces you to
keyboard shortcut keys, and the second
explains the office components that are
related to Excel. You will be able to perform
the following tasks after completing this
session:

Using the shortcut keys on the

keyboard.
Excel components that have been
installed.
As we discussed in Word, shortcut keys are
always the most efficient method. The
shortcut implies that you should be able to
finish the task in the shortest amount of time
and effort possible. While it is recommended
to follow the menu and mouse instructions to
the letter, it is highly encouraged to complete
the task using the shortcut keys to save time
and improve productivity. The following
subjects linked to shortcut keys are discussed
below; please read them, and we are
confident that you will find the best solution
and boost your working speed by at least 30%
in your normal curriculum. The key
combination is solely for teaching you which
key combination works in which mode to
finish the task.
Key Combination

1. Keys for moving and scrolling in a

worksheet or workbook.
2. Keys for previewing and printing a
document.
3. Keys for working with worksheets,
charts, and macros.

6.1 Moving and scrolling in a

worksheet or workbook
Key Sequence Function
Required
Arrow keys One cell can be
moved up, down,
left, or right.
CTRL+arrow keyGo to the very edge
of the current data
area.
HOME Return to the start of
the row.
CTRL+HOME Return to the start of
the worksheet.
CTRL+END Move to the last cell
on the worksheet,
which is normally A1
and is located at the
intersection of the
rightmost used
column and the
bottom-most used
row (in the lower-
right corner).
PAGE DOWN Go one screen down.
PAGE UP Increase the size of
the screen.
ALT+PAGE DOWN Right-click and drag
one screen to the
right.
ALT+PAGE UP Shift to the left one
screen.
CLTRL+PAGE Return to the
DOWN workbook's next
sheet.
CLTRL+PAGE UP Return to the
previous workbook
sheet.
CTRL+F6 OR Go to the next
CTRL+TAB window or workbook
CTRL+SHIFT+F6 or Return to the
CTRL+SHIFT+TAB previous window or
workbook.
SHIFT+F6 In a workbook where
SHORTCUT KEYS
IN EXCEL has been
separated, go to the
previous pane.
CTRL+BACKSPACETo see the active cell,
scroll down.
F5 The Go-To dialogue
box will appear.
SHIFT+F5 Show the Last Dialog
Box
SHIFT+F4 Rep the previous
Find action (same as
Find Next)
TAB On a protected
worksheet, move
between unlocked
cells.
F6 In a workbook that
has been split, go to
the next page.

6.2 Keys for previewing and printing

a document
Key Sequence Function
Required
CTRL+P or The Print dialogue box
CTRL+SHIFT+F12 will appear.
Arrow Keys Move around the page
when zoomed in.
PAGE UP or Move by one page
DOWN when zoomed out.
CTRL+UP Move to the first page
ARROW or when zoomed out
CTRL+LEFT
ARROW
CTRL+DOWN Move to the last page
ARROW or when zoomed out
CTRL+RIGHT
ARROW

6.3 Key for working with worksheets,

charts, and macros
Key Sequence Function
Required
CTRL+F11 or Add a new
ALT+SHIFT+F1 worksheet.
F11 or ALT+F1 Make a chart with
the current range.
ALT+F8 The Macro
dialogue box will
appear.
ALT+F11 The Visual Basic
Editor will appear.
CTRL+F11 Create a macro
sheet in Microsoft
Excel 4.0.
CTRL+PAGE DOWN Move to the sheet
in the workbook.
CTRL+PAGE UP Return to the
previous workbook
sheet.
SHIFT+CTRL+PAGE In the workbook,
DOWN select the current
and next sheet.
SHIFT+CTRL+PAGE In the workbook,
UP select the current
and previous
sheets.
ENTER Move down in the
selection by
completing a cell
entry.
ALT+ENTER In the same cell,
start a new line.
CTRL+ENTER Fill the current
entry into the
given cell range.
SHIFT+ENTER Move up in the
selection by
completing a cell
 entry.
TAB Move to the right
in the selection
after completing a
cell entry.
SHIFT+TAB Complete a cell
entry and move to
the left in the
selection.
ESC Cancel a cell entry
BACKSPACE Delete the
character to the left
of the insertion
point or the
selection
altogether.
DELETE Delete the
character to the
right of the
insertion point. or
delete the selection
CTRL+DELETE Delete text to the
end of the line
Arrow Keys One character can
 be moved up,
down, left, or right.
HOME Return to the start
of the line.
F4 or CTRL+Y Repeat the
previous action.
SHIFT+F2 Edit a comment in
a cell
CTRL+SHIFT+3 Row and column
tables can be used
to generate names.
CLTRL+D Fill in the gaps.
CTRL+R Fill in the blanks to
the right.
CTRL+3 Define a name.
6.4 Keys for use with Pivot Table and
PivotChart reports.
Layout keys for PivotTable and
PivotChart reports:

To activate the menu bar, press F10.

To access the Pivot Table toolbar, use
CTRL+TAB or CTRL+SHIFT+TAB.
 To select the menu to the left or right,
or to switch between the main menu
and a submenu, press the LEFT
ARROW or RIGHT ARROW keys.
To select the area, you want to move
the selected field, press ENTER (on a
field button) and the DOWN ARROW
and UP ARROW keys.

6.5 First and Fast Tip

In a worksheet or workbook, keys for moving
and scrolling are provided. Press
ALT+SPACEBAR and then X to expand the
Help window to fill the screen. Press
ALT+SPACEBAR, then R to return the
window to its previous size and location.

Scrolling in a worksheet or workbook

is controlled by a set of keys.
Keys to move around a worksheet with
End mode turned on Keys to go
around a worksheet with SCROLL
LOCK turned on.
Conclusion
The updated Excel models have all you need
to get started and become a professional, as
well as a wide range of valuable features. To
save you time, MS Excel identifies trends and
organizes results. Create spreadsheets quickly
and conveniently from models or from
scratch, then use modern features to conduct
calculations.
It includes both basic and advanced software
that can be used in almost any business
environment. The Excel database helps you
to build, access, update, and exchange data
with others quickly and easily. You can
generate spreadsheets, data tables, data logs,
budgets, and more by reading and updating
excel files attached to emails. When you gain
a better understanding of various definitions,
you'll be able to recognize the new tools and
features that Excel offers its users. The reality
is that Excel functionality can accommodate
almost any individual or business necessity.
What you need to do is put in the effort to
broaden your skills. The learning curve for
developing your skills may be steep, but with
practice and time, you will notice that things
become second nature. After all, a guy
improves by repetition.
Mastering these basic Excel skills is what you
need to do to make your life easier—and
maybe impress those in your workplace.
However, remember that no matter how
familiar you are with this helpful instrument,
there is still something fresh to learn.
Whatever you do, keep developing your
Excel skills—it will not only help you keep
track of your own earnings, but it can also
lead to a better potential job opportunity.
To conclude, wisdom is often said to be
strong, and there's no easier way to motivate
yourself than by honing your talents and the
worth of your business with expertise and
technology.
Thank you and Good Luck!