MsExcel

Advanced Microsoft Excel

Study Material

Developed By

Sanjay Jamalpur

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Table of Contents

What is a SpreadSheet? ....................................................................................................................... 5

Fluent ................................................................................................................................................... 5
Ribbon .................................................................................................................................................. 5
Mini Toolbar ......................................................................................................................................... 6
Formula AutoComplete........................................................................................................................ 6
Zoom and Page View controls ............................................................................................................. 6
Cell Addresses ...................................................................................................................................... 6
Moving in the worksheet ..................................................................................................................... 7
Creating a File . ..................................................................................................................................... 7
Saving the Worksheet. ......................................................................................................................... 7
Editing a cell-data ................................................................................................................................ 7
Range Names ....................................................................................................................................... 8
Formatting............................................................................................................................................ 9
Conditional Formatting ........................................................................................................................ 9
Changing Column-widths and row-height ......................................................................................... 11
Inserting rows, columns and cells . .................................................................................................... 12
Comments . ........................................................................................................................................ 12
Spell Check ........................................................................................................................................ 13
Relative Reference . ........................................................................................................................... 13
Absolute Reference ........................................................................................................................... 13
Formula Auditing................................................................................................................................ 13
Page Setup.......................................................................................................................................... 14
Printing a Worksheet ......................................................................................................................... 14
Operators in Ms-Excel ........................................................................................................................ 15
Decision making using “IF”................................................................................................................. 18
Two way Decision Making.................................................................................................................. 18
Decision Making using AND ............................................................................................................... 18
Decision Making using OR .................................................................................................................. 18
Multiple (Nested) “IF” ........................................................................................................................ 18
VLOOKUP ........................................................................................................................................... 19
HLOOKUP ........................................................................................................................................... 19
Match . ............................................................................................................................................... 20
Index .................................................................................................................................................. 20
Mathematical and Trig Functions ...................................................................................................... 21

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Statistical Functions ........................................................................................................................... 22
Financial Functions............................................................................................................................. 22
Date and Time Functions ................................................................................................................... 23
Text Functions .................................................................................................................................... 24
Sorting and Filtering ........................................................................................................................... 25
Advanced Filter ................................................................................................................................. 25
Subtotals ............................................................................................................................................ 26
PivotTable........................................................................................................................................... 27
Updating the Pivot Table with changes in existing data .................................................................... 28
Updating the Pivot Table with new data added in data range .......................................................... 28
Grouping data in PivotTable .............................................................................................................. 28
Slicer .................................................................................................................................................. 28
Charts ................................................................................................................................................. 29
Changing chart type ........................................................................................................................... 30
Sparklines ........................................................................................................................................... 31
Data Validation................................................................................................................................... 32
Goal Seek and Scenarios .................................................................................................................... 35
Solver.................................................................................................................................................. 37
Adding the solver tool ........................................................................................................................ 37
Table ................................................................................................................................................... 39
Creating a one-variable data table .................................................................................................... 39
Linking Worksheets ............................................................................................................................ 40
Hyperlink ............................................................................................................................................ 40
Protection........................................................................................................................................... 41
Protecting the Worksheet .................................................................................................................. 41
Protecting the Workbook................................................................................................................... 41
Consolidation ..................................................................................................................................... 43
Sharing Workbook.............................................................................................................................. 43
Steps for Setting up a shared workbook ............................................................................................ 43
Sharing Data between Word and Excel ............................................................................................. 44
Importing the data into Ms-Excel ...................................................................................................... 45
Importing a Delimited text file ........................................................................................................... 45
Macro ................................................................................................................................................. 48
Record a macro .................................................................................................................................. 48
Running a Recorded Macro................................................................................................................ 49

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Deleting a Macro ................................................................................................................................ 49
PowerPivot ......................................................................................................................................... 50
Creating Dashboard report using PowerPivot Charts ........................................................................ 51
Creating Relationship among the data .............................................................................................. 53
Importing data from Database .......................................................................................................... 54
Remove Duplicates ............................................................................................................................ 55

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What is a SpreadSheet?
A spreadsheet is a graphical representation and processing of data. In an Electronic Spreadsheet
data is represented in a matrix or tabular form, consisting of rows and columns. The first Electronic
Spreadsheet was developed in 1976 by Dan Bricklin and the program was called VisiCalc.

What can a spreadsheet do?

A spreadsheet is useful to work with numbers and mostly used for different business applications.
Activities that can be covered with spreadsheet are Forecasting, Budgeting, Financial Analysis,
Accounting, Planning, Marketing and Sales, Data Analysis, etc.

Microsoft Excel and the Excel 2013 screen

Microsoft Excel works under the Windows environment and uses the feature of WYSIWYG. Excel
2013 screen consists of the following.

Fluent
The Office 2013 version has all new look as compared to the earlier versions. Fluent is the common
UI present in Word, Excel, PowerPoint and Access. The fluent has many components but the most
important one is the Ribbon. The File button on the top left corner is the replacement for the Office
button of previous version (2007). It contains the options like New, Open, Save, Print etc.

Ribbon
The Ribbon is the replacement for all the other menus and toolbars. It is the banner that occupies
the top of the window. It’s designed in tab based, and the corresponding icons are displayed
whenever a tab is selected by default the Ribbon has seven tabs namely Home, Insert, Page Layout,
Formulas, Data, Review and View. The icons are grouped logically under each tab.

The Ribbon

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Mini Toolbar
The mini toolbar pops up on right clicking the mouse on top of the context menu. The mini toolbar
contains frequently used formatting options, and significantly decreases the mouse navigation
involved.

Formula AutoComplete
Whenever user types a formula in the cell a window pops up next to the cell which contains list of
functions matching the letters typed by the user with a brief description about the function. It also
displays the syntax of the function therefore reducing the chances of making an error.

Formula AutoComplete

Zoom and Page View controls

The zoom control is much easier this is now present as a horizontally sliding control at the bottom
left of the window. Next to the zoom control is the Page View control, which can be used to check
the page break preview and print page layout with one click.

Cell Addresses
The label for a cell is called a cell address. The first cell is A1 and the last cell is XFD1048576.

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Moving in the worksheet
An Excel worksheet consists of 1048576 Rows and 16384 (XFD) Columns. To move around the
worksheet you can use arrow keys page up and page down can be used to move a screen full of
cells. Pressing function F5 displays the GOTO dialog box. By which we can navigate in any desired
cell.

Entering Data
The Data is entered in the intersection of Row and Column called as “Cell” a Cell can contain six
types of entries. i.e.
Values – Dates – Times – Formulae – Functions - Labels / Text A Cell can contain number,
underscore, character and space.

Creating a File → To create a new file, click on the File button located on the top left
corner.

Entering Formulae: A formula should always start with = sign.

There are two different methods of entering formulae:
 Typing in physical cell addresses
 Using the Pointing method
Always remember the golden rule of working with a spreadsheet.
As far as possible, do not type in physical numbers, but use cell addresses.

The AutoSum Tool - The sigma “∑” tool is used to sum the values that are typed besides the
current cell.

Saving the Worksheet → Click on the File button located on the top left corner and choose Save.
File in excel 2013 is saved as a workbook with extension “.xlsx” this particular format does not
support macro’s, an excel 2013 macro file is saved with extension “.xlsm” and an excel 2013
template file is saved with extension “.xlst”.

To Quit Excel → Click on the File Button located on the top left corner and choose Exit Excel.

Editing a cell-data → Press F2 function key on the cell or DBLClick in the Cell then Use arrow keys
and make corrections

Using Undo and Redo → Click on Undo button on the quick access toolbar. To reverse the Undo,
Click on the Redo button on the same toolbar.

Erasing a cell-value →place the cursor in the cell and press delete/backspace button on the
keyboard

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Selecting Values- Contiguous and non-Contiguous
Contiguous - Click and drag across to select all the cells for non-contiguous cells, click and drag to
select the first block of cells hold the Ctrl key on keyboard and click and drag to select the next
block of cells

Selecting rows and columns: To select a column click on the column alphabet, to select a row click
on the row number.

Range Names → Used for giving common name to multiple cells selected.

Defining a range name → Select the range of cells and click on the Formulas tab → Choose Define
Name under Name manager category → Specify the required name (it will allow characters,
numbers and underscores only). → Choose the scope required → lastly click on OK button

Range Name dialog box

Using AutoFill → Select the cell and move the mouse cursor to the bottom right corner of the cell
click and drag.

Using Cut/Copy/Paste

Copy - Creates a duplicate copy of the data. Select a block of cells. You want to copy and then click
on Home tab → click on the Copy button.

Move - To move data, select a block of cells and then click on Home tab → choose the Cut (Scissor)
button.

Paste – for pasting the copied or cut data position the cursor in desired position and click on Home
tab → choose Paste button and specify the way in which you want to paste the data.

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Formatting

To beautify text or apply sizes to text excel allows formatting.

Text Wrap → Select the Home tab → click on the option Wrap Text.

Fonts, Attributes, Sizes and Colors → select the cells → click on the Home tab → choose the
required font, size, color, bold, italic etc.

Formatting Value → Select the cells → Click on the Home tab → choose Format option → select
format cells → this will pop up the format cells dialog box → choose the required formatting in the
dialog box.

Conditional Formatting

Conditional Formatting is used for changing the Cell color, Font color or both based on certain
criteria. You can add up to 64 criteria (conditions)

Applying conditional formatting

• Select the data

• Click on Home Tab → Styles Panel (Group) → Conditional Formatting → this will display
drop down menu as shown below

• Choose Manage Rules… this will pop-up the Conditional Formatting Rules Manager dialog
box as shown below

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• To add a rule Click on New Rule… button this will pop-up the dialog box as shown below

• Under Select a Rule Type choose Format only cells that contain
• Under Format only cells with choose Cell Value
• Specify required condition such as (Equal, Not Equal etc)
• Type the required value or data
• Click on Format… button this will pop-up the dialog box as shown below

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• Under Font Tab → Color: select the required color for Font
• Under Fill Tab → select the required color for Cell
• Click on Ok button twice to come back to the Rules Manager dialog box and finally click on
Apply and Ok button

Copying Styles → To copy formats of styles from one cell to another, click on Format Painter on the
Home tab and paste on the other cells by selecting them.

Changing Column-widths and row-height

Select the Home tab → Format button → select column width / row height, or click and drag the
column / row arrows besides the alphabets.

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Inserting rows, columns and cells → Select the Home tab → click on Insert button → choose the
required option under it.

Deleting rows and columns → Select the Home tab → Delete button → choose the required option
under it.

Comments → To explain a certain formula or section of cells, attach comments.

For inserting a comment select the Review tab → New Comment button under comments
category.

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Spell Check → Place the cursor at the beginning of worksheet, select the Review tab → Spelling
button.

Find and Replace → to search for any entry use Find and to change them use Replace. Press the
shortcut key CTRL + H this will pop up the Find and Replace dialog box.

Using Relative, Absolute and Mixed Reference for writing Formulae’s

A Formula or Function in Excel should begin with an “=” Sign
Relative Reference → the formula when copied in other Cells goes on changing the Cell Reference.

Absolute Reference → the formula when copied in other Cells does not change the Cell Reference.
While using Absolute Reference you must Prefix the Cell reference with “$” Sign.

Mixed Reference → It is the combination of Relative and Absolute in which at one point we keep
row constant and at other point we keep column constant

Formula Auditing
To display all the locations involved in a formula or to come to know what are the precedents and
dependents in the formula, click on Formulas tab → choose the required option under the Formula
Auditing category.

Trace Precedents: → Displays what comes from where

Trace Dependents: → Displays what is dependent on what
Remove Arrows: → Removes trace precedents and dependents arrows
Show Formulas: → Displays formulae
Evaluate Formula: → Used for step by step evaluation of formulae
Error Checking: → Circular Reference (used for checking circular reference in the formulae)

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Creating Custom Lists → To customize the Autofill click on the button →Excel options →
Popular → Edit custom list button → Highlight New List and add up the list entries. And lastly click
on Ok.
Page Setup
Using Page Setup
Setting Paper size, Margins and Orientation

Setting Paper Size

Click on the Page Layout tab → Size button and select the required Paper Size

Setting Orientation
Click on the Page Layout tab →Orientation button to set the desired Orientation i.e. Portrait – to
print vertically, Landscape – to print horizontally

Setting Margins
Click on the Page Layout tab →Margins button to specify the Margins

Printing data with Titles

To print the Data with Grid lines click on Page Layout tab →Print Titles button → select the Sheet
Tab and select the check box Print Gridlines

Printing a Worksheet

Click on the button on top left corner and choose Print option this will pop up the print
dialog box specify the printer and required settings for printing, you can click on the Preview button
to view how the page looks after printing. And finally click on OK button to print the data.

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Operators in Ms-Excel
Arithmetic Operators To perform basic mathematical operations such as addition, subtraction, or
multiplication; combine numbers; and produce numeric results, use the following arithmetic
operators.

Arithmetic
operator Meaning Example
+ (plus sign) Addition 3+3
– (minus sign) Subtraction 3–1
Negation –1
* (asterisk) Multiplication 3*3
/ (forward slash) Division 3/3
% (percent sign) Percent 20%
^ (caret) Exponentiation 3^2 (the same as
3*3)

Comparison Operators You can compare two values with the following operators. When two
values are compared by using these operators, the result is a logical value, either TRUE or FALSE.

Comparison
operator Meaning Example
= (equal sign) Equal to A1=B1
> (greater than sign) Greater than A1>B1
< (less than sign) Less than A1<B1
>= (greater than or equal to sign) Greater than or equal to A1>=B1
<= (less than or equal to sign) Less than or equal to A1<=B1
<> (not equal to sign) Not equal to A1<>B1

Text concatenation operator Use the ampersand (&) to join, or concatenate, one or more text
strings to produce a single piece of text.

Text
operator Meaning Example
& (Ampersand) Connects, or concatenates, two values to "North" & "wind" produce
produce one continuous text value "Northwind"

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Reference operators Combine ranges of cells for calculations with the following operators.

Reference
operator Meaning Example
: (Colon) Range operator, which produces one reference to B5:B15
all the cells between two references, including the
two references
, (Comma) Union operator, which combines multiple SUM (B5:B15,D5:D15)
references into one reference

Logical Operators used for logical calculations.

Logical
operator Meaning Example
IF Used for Decision Making. =IF (B2>=18, “Eligible”, “Not Eligible”)

AND Used for testing if two or more than =IF (AND (B2>=18, C2=”INDIAN”),
conditions are satisfied “ELIGIBLE”, “NOT ELIGIBLE”)
OR Used for testing if either one of the =IF (OR (B2>=18, C2=”INDIAN”),
condition is satisfied “ELIGIBLE”, “NOT ELIGIBLE”)
NOT Used for testing if the condition is not =IF (NOT (C2=”INDIAN”), “NOT
satisfied. ELIGIBLE”, “ELIGIBLE”)

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Decision making using “IF”

IF () → Tests the contents of a cell and returns a logical value of true or false.
Different types of Decision Making.

Two way Decision Making

=IF (CONDITION, TRUE VALUE, FALSE VALUE)
e.g. to check if A5 is below 1000 give commission of 2% otherwise 5%.
=IF (A5<1000, A5*5%, A5*2%)

Decision Making using AND

AND → The AND operator returns true if all its arguments are True.
=IF (AND (A5>1000, A5<5000), A5*2%, A5*5%)

Decision Making using OR

OR → The OR operator returns true if any of its arguments are True.
=IF (OR (A5>1000, B5<5000), A5*2%, A5*5%)

Decision Making using NOT

NOT → The NOT operator returns true if the condition specified is not true.
=IF (NOT (A5>1000), A5*5%, A5*2%)

Multiple (Nested) “IF”

Multiple or Nested IF is used for checking multiple conditions, you can incorporate AND / OR
logical operators for testing. And we can check up to 64 conditions

=IF(Cond1, Value, IF(Cond2, Value, IF(AND(Cond3, Cond4),Value, IF(Con5, Value……Up to 64 cond

))))

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Using Lookup and Reference Functions

VLOOKUP () → this function looks up for the first column of the list and moves across the row to
return the value of a cell. Used for vertically oriented lists.

Formulas tab→ Function Library Group (Panel) → Lookup & Reference → Vlookup

Syntax
= VLOOKUP (Lookup value, Table array, Column index, Range lookup)
The list must be sorted in ascending order of the value to be searched. If the last argument value is
specified as true or omitted, it returns an approximate match. If specified as false, it returns an exact
match otherwise it displays #N/A
(Not Available) as error.
Lookup Value → refers to the data from database
Table Array → It is the reference table for matching data
Column Index → It is the column number from table array
Range Lookup → True / False (0), generally given as zero or false to make exact match

HLOOKUP () → Searches for a value in the top row of a table or an array of values, and then returns
a value in the same column from a row you specify in the table or array. Use HLOOKUP when your
comparison values are located in a row across the top of a table of data,

Formulas tab→ Lookup and Reference → Hlookup

Syntax
= HLOOKUP (lookup_value, table_array, row_index_num, range_lookup)
The Lookup Value, table array and Range will remain same as defined in Vlookup except the
row_index, i.e. in Vlookup we give Col_Index and in Hlookup we give Row_Index.

Lookup Value → refers to the data from database

Table Array → It is the reference table for matching data
Row Index → It is the Row number from table array
Range Lookup → True / False (0), generally given as zero of false to make exact match

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Match () → Returns the relative position of an item in an array that matches a specified value in
specified order.
Formulas tab→ Lookup and Reference → Match

Syntax
= Match (lookup_value, Lookup array, Type)
Lookup Value → refers to the data from database
Lookup Array → it is the reference table column for matching data
Type → Is a number either 0, 1, -1 generally given as 0 for Exact Match

Index () → Returns the relative position of an item in an array that matches a specified value in
specified order.
Formulas tab→ Lookup and Reference → Index

Syntax
= Index (lookup_Array, Row number, Column number)
Lookup Array → refers to the reference table
Row number → It refers to the Row number from Table array
Column number → It refers to the Column number from Table array

Indirect () -> Returns the reference specified by a text string

Formulas tab→ Lookup and Reference → Indirect

Syntax
= Indirect (Reference Text)
Reference Text → It is the reference to the cell which contains the text

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Mathematical and Trig Functions

INT (Number) → returns an integer value.

e.g. =INT (2.5) returns 2, =INT (-2.25) returns -3

MOD (Number, Divisor ) → returns remainder from a division

e.g. =MOD (24, 7) returns 3, where 24 is the number and 7 is the Divisor

POWER (Number, Power ) → returns a number raised to a power.

e.g. =POWER (2, 3) returns 8, where 2 is the number and 3 is the Power.

ROUND (Number) → rounds a number to a specified number of decimal places.

e.g. =ROUND (2.557,2) returns 2.56, =ROUND(2.553,2) returns 2.55

SQRT (Number) → returns a square root of a positive integer.

e.g. =SQRT (16) returns 4

TRUNC (Number) → truncates a number to a integer.

e.g.=TRUNC(-2.25) returns -2

SUM (Range) → adds all the arguments.

e.g. =SUM (A5:A10) returns the total of all values from A5 to A10

FACT (Number) → Returns the Factorial of the number

e.g. =FACT (5) returns 120

RADIANS (Angle in Degrees) → accepts the angle in degrees and returns the relative value in
radians
e.g. = RADIANS (90) returns 1.57

SIN (Angle in Radians) → accepts the angle in Radians and Returns the SIN value.
e.g. =SIN (1.57) returns 1

SUMIF (Range, Criteria, SumRange) → adds the cells by specified condition.

• Range→ It is the range of cells you would like to evaluate
• Criteria→ It is the condition on which cells have to be added
• SumRange→ It is the actual cells to be added

SUMIFS (SumRange, Criteria Range1, Criteria1, Criteria Range2, Criteria2……. Up to 127

Criteria’s) → adds the cells by given set of condition, we can add up to 127 criteria’s
• SumRange → It is the actual cells to be added
• Criteria Range1 / Criteria Range2 …→ This are the range of cells you want to evaluate for
Particular conditions
• Criteria1 / Criteria2… → This is the criteria for adding in criteria range

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Statistical Functions
AVERAGE (Range) → returns the average of its arguments.
e.g. =AVERAGE (A5:A10)

COUNT (Range) → counts number of cells containing numbers in a list.

COUNTA (Range) → counts number cells that are not empty in the list

COUNTIF (Range, Criteria) → counts number cells in the list with given condition.

COUNTIFS (Criteria Range1, Criteria1, Criteria Range2, Criteria2) → counts number cells in the
given set of conditions, maximum up to 127 conditions can be added

COUNTBLANK (Range) → counts number of empty cells in the list

MAX (Range) → returns the maximum value in a list of arguments.

MIN (Range) → returns the minimum value in a list of arguments.

Financial Functions
PMT (Rate, Nper, Pv, Fv, Type) → returns the periodic payment of an annuity based on a constant
payments and a constant interest rate. In simple terms, it will tell you what your payments will be
for a given loan amount, number of installments, at a fixed rate of interest.

= PMT (rate of interest, total number of installments, present value of loan, desired cash balance
(optional), 0-indicating payment at end of period or 1 – indicating payment at beginning of period
(optional))

E.g. =PMT(12%/12,60,450000,0,1) returns the installment for a car to be purchased, the loan
amount being Rs. 4,50,000 at 12% p.a for 5 years.
You can use PMT to determine payments to annuities other than loans.

PPMT (Rate, Per, Nper, Pv, Fv, Type) → returns the Principal value out of the Monthly payment
made.
=PPMT (rate, per, nper, pv, fv, type)

IPMT (Rate, Per, Nperm Pv, Fv, Type) → returns the Interest out of the Monthly payment made.
=IPMT (rate, per, nper, pv, fv, type)

SLN (Cost, Salvage, Life) → returns the straight line depreciation of an Asset for one period.
=SLN (cost, salvage, life)
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Date and Time Functions
Excel stores Date internally in the form of number starting from 1st Jan 1900 till 31st Dec 9999

DATE (Year, Month, Day) → returns the serial number of a date. =DATE (2005,1,19)

NOW () → returns the current system date and time in one cell =NOW ()

TODAY () → returns the current system date = TODAY ()

DAY (Date) → returns the day of the month for a date =DAY (A5)

MONTH (Date) → returns the month of the year of a date =MONTH (A5)

YEAR (Date) → returns the year of a date =YEAR (A5)

TIME () → returns the number representing the time

HOUR (Time) → returns an hour, from (12:00 A.M.) to (11:00 P.M.)

MINUTE (Time) → returns Minute from 0 to 59

SECOND (Time) → returns Second form 0 to 59

NETWORKDAYS (Start Date, End Date, Holidays) → returns the worked days between two dates
excluding Saturday, Sunday and if any holidays mentioned

NETWORKDAYS.INTL (Start Date, End Date, WeekEnd, Holidays) → returns the number of
worked days between two dates with custom weekend parameter and if any holidays mentioned

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Text Functions
EXACT (Text1, Text2) → Checks if two text values are identical and returns True or False
e.g. =EXACT (“excel”,“EXCEL”) returns FALSE

LEFT (Text, No of Chars) → returns the leftmost characters from a text value
e.g. =LEFT (“Computer”,3) returns “Com”

RIGHT (Text, No of Chars) → returns the rightmost characters from a text value
e.g. =RIGHT (“Computer”,3) returns “ter”

MID (Text, Start, No of Chars) → returns a specific number of characters from a text string,
starting at the position you specify, based on the number of characters you specify.
e.g. =MID (“Sachin”, 2, 3) return “ach”

LEN (Text)→– returns the length of a text

e.g. =LEN (“EXCEL”) returns 5

CONCATENATE (Text1, Text2) → Joins two or more strings into one.

e.g. =CONCATENATE (“Word”, “Excel”) returns WordExcel

UPPER (Text) → converts the Text string to Upper case

e.g. =UPPER (“Word”) returns WORD

LOWER (Text) →converts the Text string to Lower case

e.g. =LOWER (“WORD”) returns word

CHAR (code) → returns the character at specified ASCII Code.

e.g. =CHAR (65) returns A

CODE (char) → returns the ASCII Code of the specified character.

e.g. =CHAR (97) returns a

SEARCH (Text to search, with in text, Start) → returns the position of the character to be
searched in the text.
e.g. = Search (“h”, “Sachin”, 1) returns 4

TRIM (Text) → Removes redundant space before or after text.

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Sorting and Filtering

Sorting→ is used for arranging the data either in Ascending or Descending order, alphabetically or
numerically.

Place the cursor in the Data area then click on Data tab→ Sort & Filter Panel (Group)→ Sort

Filtering→ is used to view only those records that meet a given criteria

Place the cursor in the Data area select Data tab→ Sort & Filter Panel (Group)→Filter

Advanced Filter → used for filtering the data based on more than one criterion and we can extract
unique records from selected data

Extracting Unique records using Advanced Filter

• Keep cursor in blank area and click on Data tab→ Sort & Filter Panel (Group)→ Advanced
this will pop up the dialog box as shown below

• Click inside List range: box and select the source data from which unique records are to be
extracted
• Choose Copy to another location option (this will make a copy of unique records)
• Check the box Unique records only
• Click inside Copy to: box and specify the location in a blank cell in the worksheet and finally
click on OK button

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Subtotals
Subtotals→ used for mathematically summarizing data by a particular field but the data should be
in sorted order.

Generating Subtotals
• Place the cursor in the Data area then click on Data tab→ Outline Group → Subtotals

• Under At each change in:→ Select the criteria to group the data (basically select the
element on which you have sorted the data)
• Under Use function: → Select the required function (Sum / Count etc.)
• Under Add subtotal to: → Check the required element to subtotal

Note: For creating subtotal make sure that the data is in sorted order or else the output of subtotal
will be in haphazard order which becomes very difficult to refer and it’s always good practice to
make copy of data on which you want to run subtotals.

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PivotTable

Pivot Table → To summarize data in a list by totaling sets of entries. We can define the Fields we
want and the Data related to the Fields.

Creating a Pivot Table

• Keep the cursor in data area
• Click on Insert tab → PivotTable button → select Pivot Table or Pivot Chart
• Specify the placement of the pivot table i.e. in New Worksheet or Existing Worksheet
• Click on OK button this will pop up the Field List and PivotTable Layout dialog boxes as
shown below

Drag and drop the Fields in Rows and Columns and also the Data Related to the Fields in the Value
Area to generate the PivotTable

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Updating the Pivot Table with changes in existing data
• Right click mouse on Pivot Table → Refresh

Updating the Pivot Table with new data added in data range
• Click on PivotTable Tools tab → Analyze→ select Change data source → specify the new
range

Grouping data in PivotTable →PivotTables allow to group data which is in the form of date by
day, month, year, quarter etc.

For grouping data in PivotTable click on Analyze tab under PivotTable Tools → Under Group panel
choose Group Selection

Slicer

Slicer is used to filter data visually. Slicers make it faster and easier to filter Tables, PivotTables,
PivotCharts

Adding Slicer

 Locate the cursor in PivotTable

 Click on → PivotTable Tools → Analyze tab → Filter group → Insert Slicer

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Charts

Charts are used for graphical representation of data; we can create different types of charts such
as Line, Column, Bar etc.

Generating Chart

• Keep the cursor in data area

• Click on Insert Tab → Charts Panel (Group)→ Select required type of Chart

Or
Press either F11 or ALT + F1 function key
• Pressing F11 will create chart in “New sheet” and will display Chart Tools contextual tab on
the screen as shown below
• Pressing ALT + F1 will create chart in the “Source Data Sheet” and will display Chart Tools
contextual tab on the screen as shown below

Adding details to the chart

• Click on the Chart Tools Contextual tab → Design tab → Chart Layouts Panel (Group) →
Add Chart Element

▪ Chart Title → Above Chart → Specify required chart title

▪ Axis Titles → Primary Horizontal / Vertical axis title → Specify required X-axis / Y-axis title
▪ Data Table → Show data table
▪ Data Labels →Center / Above / Inside etc.

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Changing chart type
• Click on the Chart Tools Contextual tab → Design tab → Type Panel (Group) → Change
Chart type

Adding design effect to the chart

• Click on the Chart Tools Contextual tab → Design tab → Chart Styles Panel (Group) and
select the required style effect

Updating Chart with new source data

Click on Chart Tool Contextual Tab → Design Tab → Data Panel (Group) → Select Data and select
the required range

Note: Any changes you make in the source data will directly update in the Chart

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Sparklines

A sparkline is a tiny chart in a worksheet cell that provides a visual representation of data. Use
sparklines to show trends in a series of values, such as seasonal increases or decreases, economic
cycles, or to highlight maximum and minimum values. Position a sparkline near its data for greatest
impact

Click on Insert Tab → Sparklines Panel (Group) → Click on Line or Column → Specify the Data range

This will generate a miniature chart and displays Sparkline Tools contextual tab as shown below

Adding details to the Sparklines

• Click on the Sparkline Tools Contextual tab → Show Panel (Group) → Check the boxes High
Point and Low Point
• Click on the Sparkline Tools Contextual tab → Type Panel (Group) → Select Line / Column
• Click on the Sparkline Tools Contextual tab → Style Panel (Group) → Select the required
color style

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Data Validation

Excel allows you to validate the entry of Data, by which we can restrict the entry of data in the
cells based on a given criteria. We can also create drop down list using data validation for listing
predefined values.

Restricting entry of data into cells by applying data validation

• Select the cells to validate
• Click on Data tab → Data Tools Panel (Group) → Data Validation

• Clicking on Data Validation command will pop up the dialog box as shown below

• Under Settings tab set the parameters as per requirement

▪ Under Allow: Select required options e.g. Whole number
▪ Under Data: Select required option e.g. greater than or equal to
▪ Under Minimum: Specify required value e.g. 5000

• Under Input Message tab type appropriate Title and Input message as shown in below
image

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• Under Error Alert tab choose Style as Stop and type appropriate title and error message as
shown in the image below

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Creating Drop Down list by applying data validation
• Select the cells to validate
• Click on Data tab → Data Tools Panel (Group) → Data Validation

• Clicking on Data Validation command will pop up the dialog box as shown below

• Under Settings tab set the parameters as per requirement

▪ Under Allow: Select List
▪ Under Source: Type the values to be listed in drop down

Note: If you want to remove data validation then select the cell(s), click on Data Validation
command and under Settings tab click on Clear All button

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Goal Seek and Scenarios

Goal Seek is used when you know the Output and want to find the Input based on the output

Click on Data tab → Data Tools Panel (Group)→ What if Analysis button → Goal Seek → this will
pop-up the dialog box as shown below

Set Cell→ Select the Target cell

To Value → Type the required value
By changing Cell → Select the required changing cell basically Input Cell

Scenarios are used to get the Output at different Input Values.

Click on Data tab → Data Tools Panel (Group)→ What if Analysis button→ Scenario → this will
pop-up the dialog box as shown below

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 Click on Add Button this will pop-up the dialog box as shown below

 Under Scenario Name specify required scenario name

 Click on Changing cells and select the required changing cell and click on OK button this
will pop-up the Scenario Values dialog box as show below

 Enter the required value

 Repeat this process for required number of Scenarios by clicking on Add button
 Once you have completed adding required number of Scenarios click on OK button
 For generating a report of Scenarios click on Summary Button.

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Solver

Solver is part of a suite of commands sometimes called what-if analysis tools. With Solver, you can
find an optimal value for a formula in one cell— called the target cell— on a worksheet. Solver works
with a group of cells that are related, either directly or indirectly, to the formula in the target cell.
Solver adjusts the values in the changing cells you specify— called the adjustable cells— to produce
the result you specify from the target cell formula. You can apply constraints to restrict the values
Solver can use in the model, and the constraints can refer to other cells that affect the target cell
formula.

Use Solver to determine the maximum or minimum value of one cell by changing other cells— for
example, you can change the amount of your projected advertising budget and see the effect on
your projected profit amount.

Solver is an Add-Ins function which has to be added when we want to use.

Adding the solver tool

Click on File button → Options → Add-Ins → Manage → Excel Add-Ins → Go → Solver

(Adding Solver from Add-Ins) once it is added it will be available under Data tab

Data tab → Analysis Panel (Group) → Solver

Clicking on Solver button will pop-up the dialog box as shown below

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Above figure: Shows Solver Parameter dialog box

 Set Objective:→ Select the target cell

 To:→ Choose Max / Min / Value of: as per requirement
 By Changing Variable Cells:→ Select the varying cells
 Add constraints by clicking on Add button this will pop-up the dialog box as shown below

 Cell Reference: → Select the changing cell address and add the required Constraint value
 For adding multiple constraints click on Add button and once done click on OK button to
return back to the Solver dialog box
 In the Solver dialog box click on the button Solve this will pop-up Solver result dialog box
choose Keep Solver Solution

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Table

Data tables are part of a suite of commands sometimes called what-if analysis tools. A data table is
a range of cells that shows how changing certain values in your formulas affect the results of the
formulas. Data tables provide a shortcut for calculating multiple versions in one operation and a
way to view and compare the results of all of the different variations together on your worksheet.

Creating a one-variable data table

You must design one-variable data tables so that input values are listed either down a column
(column-oriented) or across a row (row-oriented). Formulas used in a one-variable data table must
refer to an input cell.

1. Type the list of values you want to substitute in the input cell either down one column or
across one row.

2. Do one of the following:

o If the data table is column-oriented, type the formula in the row above the first
value and one cell to the right of the column of values. Type any additional formulas
to the right of the first formula.
o If the data table is row-oriented, type the formula in the column to the left of the
first value and one cell below the row of values. Type any additional formulas below
the first formula.

3. Select the range of cells that contains the formulas and values you want to substitute.

4. On the Data tab→ Data Tools Panel (Group)→ What if Analysis → Data table

5. Do one of the following:

o If the data table is column-oriented, type the cell reference for the input cell in the
Column input cell box.
o If the data table is row-oriented, type the cell reference for the input cell in the
Row input cell box.

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Above figure: Shows Data Table dialog box

Linking Worksheets
Linking helps in updating any changes made in related worksheets
For linking do the following steps
Select the Data → copy → click in the New Sheet → Right click mouse → Paste Special → Paste
Link.

Hyperlink
Hyperlinks are references in a document to the location (address) of other information.

Creating a Hyperlink
Select the cell to be linked → click on Insert tab → next click on Hyperlink button → Choose the
file/web page /Bookmark to link → lastly click on Ok.

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Protection

You can secure your Data by protecting the Workbook and Worksheets inside the Workbook. For
protecting both the workbook and worksheet select the Review tab → click on protect sheet and
protect workbook buttons respectively under changes group.

Protecting the Worksheet

Click on Review tab → Protect Sheet → this will pop up the dialog box as shown below →
Uncheck / Check the required boxes and enter the password in the text box.

Confirm the password and click OK button

Protecting the Workbook

Click on Review tab → Protect Workbook → this will pop up the dialog box as shown below →
check the required boxes and enter the password in the text box.

Confirm the password and click OK button

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Assigning password to file

Click on File Button → Saves As → Excel Workbook → this will pop-up the Saves As
dialog box → Click on Tools → General Options → Specify password to open and modify →
confirm both the passwords

Note: The password you mention is case sensitive and you should remember very well the
password you assigned to the worksheet / workbook, because if you forget the password then you
will not be able to unprotect.

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Consolidation

Consolidation is used for getting data from different sheets in to one.

Click on Data tab → Data Tools Panel (Group) → Consolidate

Clicking on the consolidate command will pop up the dialog box as shown below

• Under Function: Select the required function such as SUM/COUNT etc

• Click inside Reference: box select data from different sheets and click on Add button
• Under Use labels in check the boxes Top row, Left column and Create links to source data

Note When you consolidate by position, Microsoft Excel does not copy the category labels in the
source areas to the destination area. If you want labels for the destination worksheet, copy them or
enter them manually.

Sharing Workbook
Sharing allows distributing the same workbook on different computers and multiple persons can
work on it at the same time.
Steps for Setting up a shared workbook

1. On the Review tab, click Share Workbook, and then click the Editing tab.

2. Select the Allow changes by more than one user at the same time check box, and then
click OK.

3. When prompted, save the workbook.

4. On the File button, click Save As, and then save the shared workbook on a network
location where other users can gain access to it.

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Sharing Data between Word and Excel

Word with Excel
As Text → Copy data from Excel – In Word right click mouse –Paste Special – As: Unformatted Text.
As a Table → Copy data from Excel – In Word right click mouse –Paste.
As a Picture → Select the Data in Excel – Hold Shift Key and right click mouse – Copy Picture – In
Word select Paste.
As a Spreadsheet → Copy data from Excel – In Word right click mouse –Paste Special – As:
Microsoft Excel Worksheet Object.
Creating a worksheet in Word → In Word – Click on the Insert Microsoft Excel Worksheet button
on the Standard Toolbar.

Excel and Word

Into a cell- Copy data from Word – In Excel – click on Home tab - Paste
Into a Text Box – Copy data from Word – In Excel, Click on Text Box on Drawing Toolbar and Paste.
Table Into Multiple Cells – In Word Select Table and copy it and in Excel Paste the table.

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Importing the data into Ms-Excel

We can import a Text file, Ms Access database table or even an Excel sheet in excel by using the
import external data wizard.

Importing a Text file into MsExcel: You can import a Delimited or Fixed width text file into excel by
using the import wizard. In case of importing a delimited file you have to specify the delimiter in
the wizard and in case of fixed width file you have to manually specify the width for each column.

Importing a Delimited text file

 Insert a new worksheet for importing the data (you can import in any existing worksheet
also but make sure the imported data does not overwrite your existing data)
 Click on Data tab → Get External Data Group → from Text
 This will pop-up a dialog box for selecting the file, browse to the folder where the file is
located and under file type select Text files.
 Select the text file which you want to import and click on Import button this will pop-up the
dialog box as shown below

 Select the option Delimited under choose file type and click on Next button
 This will pop-up the dialog box for choosing the delimiter as shown below.

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 Select the appropriate delimiter and click on Next button

 This will pop-up the dialog box for selecting the data format as shown below

 Choose General from the Column data format options (Choosing General converts numeric
values to numbers, date values to dates and all remaining values to text format) and then
click on Finish button.
 This will pop-up the Import data dialog box as shown below prompting you to specify the
location for placing the imported data. (if you want to place it in the existing worksheets
then choose existing worksheet and specify the location or click on option New worksheet)

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 For setting the properties of the data imported place the cursor in the data area, right click
the mouse and choose the option Data Range Properties.

 This will pop-up the External Data Range Properties dialog box as shown below.

 For updating the data imported in excel check the required boxes under Refresh Control
and click on OK button

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Macro

A macro is a set of instructions, which can be called number of times to ease a repetitive task.
The instructions called statements are written on a macro sheet in the Visual Basic language.

View tab → Macro

Record a macro

1. On the View tab, point to Macro, and then click Record New Macro.
2. In the Macro name box, enter a name for the macro.
Note: The first character of the macro name must be a letter. Other characters can be letters,
numbers, or underscore characters. Spaces are not allowed in a macro name; an underscore
character works well as a word separator.

3. To run the macro by pressing a keyboard shortcut key, enter a letter in the Shortcut key box.
You can use CTRL+ letter (for lowercase letters) or CTRL+SHIFT+ letter (for uppercase letters),
where letter is any letter key on the keyboard. The shortcut key letter you use cannot be a

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number or special character such as @ or #. The shortcut key will override any default
Microsoft Excel shortcut keys while the workbook that contains the macro is open.

4. In the Store macro in box, click the location where you want to store the macro.

If you want a macro to be available whenever you use Excel, store the macro in the Personal
Macro Workbook in the Excel Startup folder.
To include a description of the macro, type the description in the Description box.

5. Click OK.
If you select cells while running a macro, the macro will select the same cells regardless of
which cell is first selected because it records absolute cell references. If you want a macro
to select cells regardless of the position of the active cell when you run the macro, set the
macro recorder to record relative cell references. On the Stop Recording toolbar, click

Relative Reference . Excel will continue to record macros with relative references until
you quit excel or until you click Relative Reference again.
6. Carry out the actions you want to record.
7. On the Macro button, click Stop Recording

Running a Recorded Macro

Select the View tab→ click on the Macro button → View Macro → this will pop-up the dialog box
as shown below → select the macro to run → click on button Run
Or
Press the shortcut key you assigned while recording the Macro.

Deleting a Macro
Select the View tab → click on the Macro button → choose View Macro → this will pop up the
above dialog box → select the macro you want to delete and click on Delete button.

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PowerPivot

Microsoft PowerPivot provides unprecedented analytical capability to Microsoft Excel users. By

using PowerPivot, you can quickly acquire data from a wide array of sources, add calculated fields
to data, create relationships between data, and then analyze the data by using PowerPivot together
with Microsoft Excel PivotTables and PivotCharts.

Because PowerPivot removes the row and column limitations of Excel, you can import and process
much more data, and then enjoy blistering-fast calculations that can process millions of rows while
taking advantage of today’s multi-core processors and gigabytes of memory.

When you import data by using PowerPivot, the data that you import stays inside the workbook.
There is no requirement to manage external data connections as you move the workbook from a
laptop to a desktop. Since the data is highly compressed, the resulting file size is more manageable.
Although Microsoft Excel has always been a great business intelligence tool, coupling Excel with
PowerPivot results in an easy-to-use, high performance, self-service business intelligence platform.

Adding PowerPivot through Add-ins

Click on the File button → Options → Add-ins → Manage → Com Add-ins → Go… this
will pop up the COM Add-Ins dialog box as shown below → Check the box PowerPivot for Excel →
Ok

Clicking on Ok will bring up PowerPivot Tab on the screen as shown below

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Creating Dashboard report using PowerPivot Charts
 Select and copy the source data
 Click on PowerPivot Window button to navigate into PowerPivot environment

Click on Paste button under Home Tab, this will pop-up the Paste Preview dialog as shown below

Specify required name for the table, check the box Use first row as column headers and click on
OK button

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Click on Home Tab → Reports group → PivotTable → Choose Four Charts

This will pop-up the dialog box as shown below

Click on New Worksheet this will bring up Four Charts on the worksheet as shown below

Drag and drop the required fields in Row / Column / Value area to get the dashboard report
generated

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Creating Relationship among the data
On the PowerPivot window click on Design Tab → Relationships group → Create Relationship

Clicking on the Create Relationship button will pop-up the dialog box as shown below

Choose the required table / field and click on Create button for creating relationship

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Importing data from Database
On the PowerPivot window click on Home Tab → Get External Data → From Database → From
Access

Clicking on From Access will pop-up the dialog box as shown below

 Browse and select the .MDB / .ACCDB file and click on Next button
 Choose the option Select from list of Tables and Views and click on Next Button
 Select the required tables to import and click on Finish button

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Remove Duplicates

Remove duplicates is used for deleting or removing duplicate records from selected columns
Removing duplicates
 Keep the cursor in data area
 Click on Data tab → Data tools group → Remove Duplicates
 This will bring the Remove duplicates dialog box as shown below

 Check the box My data has headers

 Check required columns and click on OK button

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