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Essential Excel Functions & Shortcuts To Boost Your Productivity

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18 views5 pages

Essential Excel Functions & Shortcuts To Boost Your Productivity

Uploaded by

Mohmmedjunaid Mohmmedjunaid
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© © All Rights Reserved
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Essential Excel Functions & Shortcuts to Boost Your Productivity

1. Basic Calculations

● SUM: =SUM(range)
Quickly adds values in a range. Use ALT + = to auto-insert SUM for
selected cells.
● AVERAGE: =AVERAGE(range)
Calculates the mean, useful for general data analysis.
● COUNT, COUNTA, COUNTBLANK:
○ COUNT(range) – Counts numeric values.
○ COUNTA(range) – Counts non-blank cells.
○ COUNTBLANK(range) – Counts blank cells.
These help assess data completeness and manage missing values.
● ROUND, ROUNDUP, ROUNDDOWN: =ROUND(number, num_digits)
Controls decimal places, essential for financial reports and consistent
formatting.
● MIN and MAX:
○ MIN(range) – Finds the smallest number.
○ MAX(range) – Finds the largest number.
Useful for identifying limits in data, like minimum and maximum
sales.
● PRODUCT: =PRODUCT(range)
Multiplies all numbers in a range, handy for compound calculations.
● SUBTOTAL: =SUBTOTAL(function_num, range)
Calculates metrics (sum, average, count) for filtered data only.
● ABS: =ABS(number)
Provides the absolute value, helpful in situations where only magnitude
matters, such as variance analysis.

2. Data Management & Lookup

● VLOOKUP / HLOOKUP:
○ VLOOKUP: =VLOOKUP(value, table, column_index,
[range_lookup])
○ HLOOKUP: =HLOOKUP(value, table, row_index, [range_lookup])
Useful for looking up data in structured tables. Use FALSE for exact
matches and TRUE for approximate.
● INDEX & MATCH:
○ INDEX: =INDEX(array, row_num, [column_num])
○ MATCH: =MATCH(lookup_value, lookup_array, [match_type])
A flexible alternative to VLOOKUP, especially when data isn’t in the
first column.
● XLOOKUP (Excel 365/2019): Combines VLOOKUP and
INDEX/MATCH. =XLOOKUP(lookup_value, lookup_array, return_array,
[if_not_found], [match_mode], [search_mode])
● FILTER (Excel 365/2019): =FILTER(array, include, [if_empty])
Dynamically filters data, great for creating interactive dashboards.
● CHOOSE: =CHOOSE(index, option1, option2, …)
Selects from multiple values, useful for scenarios or conditional options.
● OFFSET: =OFFSET(reference, rows, cols, [height], [width])
Creates dynamic ranges, useful for adjusting data visualization with growing
datasets.

3. Text Functions

● CONCATENATE / CONCAT: =CONCATENATE(text1, text2, …)


Joins multiple text values, often used for combining names or IDs.
● TEXTJOIN (Excel 365/2019):
Joins text with a delimiter, ignoring empty cells, useful for clean, separated
text outputs.
● LEFT, RIGHT, MID:
○ LEFT(text, num_chars), RIGHT(text, num_chars), MID(text,
start_num, num_chars)
Great for parsing data like codes or extracting parts of strings.
● TRIM: Removes extra spaces from text, helpful for data cleanup.
● LEN: Counts characters in a cell, used for data validation or length checks.

4. Date & Time Functions

● TODAY & NOW:


○ TODAY() – Returns the current date.
○ NOW() – Returns the current date and time.
Useful for timestamps or daily reporting.
● DATEDIF: =DATEDIF(start_date, end_date, unit)
Finds date differences, useful for tracking durations.
● EOMONTH: =EOMONTH(start_date, months)
Finds the last day of a month, helpful in month-end reporting.
● NETWORKDAYS: =NETWORKDAYS(start_date, end_date, [holidays])
Calculates workdays between dates, excluding weekends and holidays.

5. Conditional Functions

● IF, AND, OR:


○ IF: =IF(logical_test, value_if_true, value_if_false)
○ Combines with AND/OR for complex conditions.
Used for data classification or binary decisions. Example:
=IF(AND(A1>10, B1<5), "Yes", "No")
● IFS (Excel 365/2019): Allows multiple conditions in one function.
=IFS(condition1, result1, condition2, result2, …)
● IFERROR: =IFERROR(value, value_if_error)
Replaces errors with specified values, great for hiding #N/A or #DIV/0
errors.

6. Data Summarization

● SUMIF & SUMIFS:


○ SUMIF: =SUMIF(range, criteria, [sum_range])
○ SUMIFS: Allows multiple criteria. =SUMIFS(sum_range,
criteria_range1, criteria1, …)
Useful for condition-based summarizations, such as sales by region.
● COUNTIF & COUNTIFS: Conditional counting based on criteria.
● AVERAGEIF & AVERAGEIFS: Conditional averages based on multiple
criteria.

7. Array Formulas & Dynamic Arrays


● UNIQUE: =UNIQUE(array)
Extracts unique values, simplifying data deduplication.
● SORT & SORTBY:
○ SORT: =SORT(array, [sort_index], [sort_order])
○ SORTBY: Sorts based on another array.
Ideal for creating dynamic lists in sorted order.
● SEQUENCE: Generates numbers in a range. =SEQUENCE(rows, columns,
start, step)

8. Formatting & Productivity Shortcuts

● CTRL + SHIFT + L: Activates filters on data.


● CTRL + T: Converts data to a table, simplifying structured data analysis.
● ALT + Enter: Adds a new line in a cell, helping organize text within cells.
● CTRL + D: Fills selected cells down with content from above.
● CTRL + R: Fills selected cells right with content from the left.
● CTRL + Arrow Keys: Jumps to the edge of data in any direction, a quick
way to navigate large datasets.
● ALT + E + S + V: Pastes values only, removing formulas while keeping the
results.
● CTRL + 1: Opens Format Cells, allowing detailed formatting.
● CTRL + Spacebar: Selects the entire column of the active cell.
● SHIFT + Spacebar: Selects the entire row of the active cell.
● CTRL + A: Selects the entire worksheet or the data region around the active
cell.
● CTRL + Enter: Fills the selected range with the current entry.
● F2: Enters edit mode in the active cell, allowing direct editing.
● CTRL + Z: Undoes the last action, useful for quick corrections.
● CTRL + Y: Redoes the last undone action.

9. Data Analysis & Visualization

● PIVOT TABLES:
Useful for summarizing and analyzing large datasets. Customize with
drag-and-drop fields to view key metrics like sums, averages, and counts.
● Conditional Formatting:
Adds color or visual highlights to data based on specific conditions, making
patterns stand out.
● CHARTS & SPARKLINES:
Visualizes data trends. Sparklines fit in cells to show small-scale trends.

10. Advanced Functions

● INDIRECT: =INDIRECT(ref_text, [a1])


References cells indirectly, creating flexible dynamic ranges.
● OFFSET: =OFFSET(reference, rows, cols, [height], [width])
Creates dynamic ranges for graphs or adaptable tables.
● CHOOSE: =CHOOSE(index, option1, option2, …)
Selects from options, ideal for creating user-driven models.

Quick Tips for Effective Excel Use

● Use Dynamic Arrays (Excel 365+) to simplify formula usage and reduce
repetition.
● Combine Functions: INDEX & MATCH, or VLOOKUP with IFERROR
for versatile, error-proof lookups.
● Table References (e.g., Table1[Column1]) adjust automatically to data size
changes.
● Sparingly Apply Conditional Formatting to avoid cluttering visuals.
● Shortcuts: Regularly use shortcuts to improve speed and navigation across
data, such as CTRL + Arrow Keys for quick movement.

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