What is MS Excel?

MS Excel is a spreadsheet program that is created by Microsoft, for platforms

like Windows, macOS, Android, iOS, and iPadOS. It is used for Data
Organization, Formatting, Calculation, Data Analysis, and other tasks.

Advantages of Microsoft Excel

MS Excel is widely used for various purposes because the data is easy to save,
and information can be added and removed without any discomfort or hard
work.
 Easy To Store or Organize Data: Using Microsoft Excel one can easily store or
organize large amounts of data.
 Easy To Recover Data: Because Excel is Microsoft product, hence the recovery
of data is very easy.
 Easy to Manipulate or Visualization: Excel allows users to easily create data
visualizations with charts.
 Direct Application of Mathematical Formulas: Using Excel one can perform
mathematical calculations on data sets, such as finding averages, standard
deviations, and correlations.
 Free Template: Excel has many free templates to use.
 More Secure: Rather than other Spreadsheet programs Excel is more secure
and less venerable.
 Clearer Visibility of Complex Information: Excel store all its data in tabular for
hence, handling of complex data is easy.
What are Workbooks?
A collection of worksheets is referred to as a workbook (spreadsheet).
Workbooks are your Excel files. There are various ways to begin working with an
Excel workbook. When you open an Excel Workbook, there are three sheets by
default and the name on them is sheet1, sheet2, and sheet3.
Parts of the Excel Window
Before you start using it, it’s really important to understand what is where in the
window. Some parts of the Excel window (like the Ribbon and Scroll bars) are
standard in most Microsoft programs. However, there are other features that
are more specific to spreadsheets, such as the formula bar, name box,
and worksheet tabs.

What are Worksheets in Excel?

A Worksheet is a collection of cells (basic data unit in the worksheet), Where
you can store and manipulate data. To create a new worksheet or access an
existing one, you can either start from scratch or utilize a pre-designed
template. A single Excel worksheet is a tabular spreadsheet that consists of a
matrix of rectangular cells grouped in rows and columns.
It has a total of 1,048,576 rows and 16,384 columns, resulting in 17,179,869,184
cells on a single page of a Microsoft Excel spreadsheet where you may write,
modify, and manage your data i.e. In Excel, Worksheets can be easily added,
renamed, and deleted.

Excel Shortcuts

Shortcut Keys Actions Shortcut Keys Actions

Ctrl + X Cut Ctrl + Shift + → Select cells from Left to Right
Ctrl + C Copy Ctrl + Shift + ↓ Select cells from Top to Bottom
Ctrl + V Paste Ctrl + Shift + ← Select cells from Right to Left
Ctrl + I Italics Ctrl + Shift + ↑ Select cells from Bottom to Top
Ctrl + B Bold Ctrl + Spacebar Select entire column
Ctrl + Z Undo Shift + Spacebar Select entire row
Fill down formula or Top cells
Ctrl + Y Redo Ctrl + D
data
Fill right formula or Left cells
Ctrl + S Save Ctrl + R
data
F12 Save As Alt = Auto sum for Row/Column/Table
F2 Edit a cell Ctrl+ Shift + (Plus) Insert a new row / column
Ctrl + F Find Ctrl - (Minus) Delete a row / column
Ctrl + H Replace Shift + F11 Insert a new worksheet
Ctrl + Shift + L Filter or Clear Filter Ctrl + N Insert a new workbook
Select All Data in
Ctrl + A Ctrl + O Open a workbook
Sheet
Ctrl + 0 Hide a Column Ctrl + F2 Print Preview

Functions:
A function is a predefined formula that is used to perform calculations using
specific values in a sequence (Row or Column). We have many functions in Excel.

Number Functions: These will be applied on Number Values.

1. Sum ( ) =SUM(B2:B13)
2. Average ( ) =AVERAGE(B2:B13)
3. Max ( ) =MAX(B2:B13)
4. Min ( ) =MIN(B2:B13)
5. Count ( ) =COUNT(B2:B13)
6. Counta ( ) =COUNTA(I16:I20)
7. Absolute ( ) =ABS(H23)

Text Functions: These will be applied on Text Values.

1. Upper ( ) =UPPER(C2)
2. Lower ( ) =LOWER(C2)
3. Proper ( )=PROPER(B2)
4. Left ( ) =LEFT(C2, 2)
5. Mid ( ) =MID(C2, 2, 3)
6. Right ( ) =RIGHT(C2, 2)
7. Concatenate ( ) =CONCATENATE(B2, ", ", 'Text & Logical Fns'!H2, "- ",
'Text & Logical Fns'!C2)

Logical Functions: These will be applied based on Logic or Conditions.

If will be based on single condition & Ifs will be based multiple conditions.

1. Sumlf ( ) =SUMIF(H2:H16, 30, F2:F16)

2. Sumlfs ( ) =SUMIFS(F2:F16, H2:H16, 30, C2:C16, "salesman")
3. Countlf ( ) =COUNTIF(H2:H16, 30)
4. Countlfs ( ) =COUNTIFS(H2:H16, 30, C2:C16, "salesman")
5. Averagelf ( ) =AVERAGEIF(H2:H16, 30, F2:F16)
6. Averagelfs ( ) =AVERAGEIFS(F2:F16, H2:H16, 30, C2:C16, "salesman")

Date & Time Functions: These will be used for Date & Time Values.

1. Today ( ) = It gives current date.

2. Now ( ) = It gives current date with current time.
3. Date ( ) =DATE(2024, 8, 11) (It will be used to add a date column & It
allows YYYY, MM, DD format).
4. Day ( ) =DAY(E2)
5. Month ( ) =MONTH(E2)
6. Year ( ) =YEAR(E2)
7. Text ( ) =TEXT(E2, "MMM"), To extract Month Name with 1st three letters
=TEXT(E2, "MMMM"), To extract Full Month Name.
8. Weekday ( ) = WEEKDAY(E2)
9. Text( ) = TEXT(E2, "DDD"), To extract Weekday Name with 1st three letters
=TEXT(E2, "DDDD"), To extract Full Weekday Name.
 Pivot Tables:

A pivot table in Excel is a tool that summarizes and analyzes data in a

spreadsheet:

What it does

A pivot table summarizes large amounts of data by grouping individual values

into categories and calculating statistics like sums, averages, and counts.

How it works

A pivot table organizes and rearranges data to highlight important facts. You can
use it to identify patterns, trends, and comparisons in your data.

What it's used for

You can use a pivot table to answer questions about your data, create custom
calculations, and present your findings in reports.

How to use it: You can use a pivot table to:

 Expand and collapse levels of data
 Move rows to columns or columns to rows
 Filter, sort, and group data
 Conditionally format data
Pivot tables are available in most spreadsheet applications, including Microsoft Excel
and Google Sheets.
1. Creating Simple Pivot Tables:
 Ex: To show Category(Filters), Sub category(Rows) & Region(Columns) wise
Sum of Quantities(Values).

Select any one cell on raw data -> Got o Insert Tab -> Pivot Table -> New
Worksheet -> OK

2. Classic Pivot table:

Ex: To show Category & Sub category wise Sum of Quantities.

Create Simple Pivot Table (Or Copy & Paste the Previous one) -> Select any
one Cell in Pivot Table -> Right Click -> Pivot Table Options -> Display ->
Check Classic Pivot Table Layout. (For clear column headings)

3. Basic and Advanced Value Field Setting:

Ex: To show Sub category wise Count of Orders, Avg. Sales, and Sum of
profits.

Go to Pivot Table Field List -> ∑ values -> Go to required field dropdown ->
Value field settings -> Choose required field operation (Count, Sum, Avg …
etc) from the list.

4. Calculated Field & Calculated Items:

Ex1: To Add Calculated Field Avg. Sal.

MSOfc.v7: Create PT with Job, Sal, Employees -> Select any one cell in PT ->
Go to Pivot Table Tools Tab -> Options -> Formulas -> Calculated Field ->
Name: AVG SAL (your wish) & Formula: =SAL / EMPLOYEES -> OK.
MSOfc.v19: Create PT with Job, Sal, Employees -> Select any one cell in PT -
> Go to Pivot Table Tools Tab -> Analyze ->Fields, Items & Sets -> Calculated
Field -> Name: AVG SAL (your wish) & Formula: =SAL / EMPLOYEES -> OK.

Ex2: To Add Calculated Item Manager %.

MSOfc.v7: Select any one cell under Job (Any Text Only) Column of above
PT -> Go to Pivot Table Tools Tab -> Options -> Formulas -> Calculated Item -
> Name: Manager % (your wish) &

Formula: = MANAGER / (ANALYST + MANAGER + SALESMAN) -> OK

MSOfc.v19: Select any one cell under Job (Any Text Only) Column of above
PT -> Go to Pivot Table Tools Tab -> Analyze ->Fields, Items & Sets ->
Calculated Item ->-> Calculated Item -> Name: Manager % (your wish) &

Formula: = MANAGER / (ANALYST + MANAGER + SALESMAN) -> OK

Select Manager % Values and convert them to % & Avg Sal Value to white
text to hide.

And Add Year to Row Labels (Optional) to show Year Data.

5. Grouping based on Numbers and Dates:

Ex1: To show Sum of Quantities for every 200 orders by RowId column
(Number Grouping)
 Create a Pivot Table with Rowid to Row Labels & Quantity to values sections
MSOfc.v7: -> Select any one cell in PT -> Go to Pivot Table Tools Tab ->
Options -> Group Selection -> Grouping By 200 -> OK.

MSOfc.v19: -> Select any one cell in PT -> Go to Pivot Table Tools Tab ->
Analyze -> Group Selection -> Grouping By 200 -> OK.

Ex2: To show Sum of Quantities by Year, Quarter, Month using Order Date
column (Date Grouping)

Copy & Paste the above Number Grouping PT -> Replace RowId with Order
Date in Row Labels -> Select any one cell in PT -> Go to Pivot Table Tools Tab
-> Options -> Group Selection -> Grouping By Years, Quarters, Months ->
OK.

For Clear Table Format: Select any one cell in PT -> Design -> Report Layout
-> Show in Tabular Form. Also Show or do not show Sub Totals & Grand
Totals for Rows & Columns.

What is a Slicer in Excel?

Slicers apply filters for tables, pivot tables, and pivot charts. They are widely used
for creating dashboards that display the summary report of the table. You can
move your mouse across the table and check a particular column in the report.

Slicers indicate the current filtering state, making it easier to understand what is
currently displayed. You can connect multiple slicers to multiple pivot tables to
create reports.

How to Use Slicers in Excel?

The following two steps can be followed to include slicers in Excel tables or Excel
pivot tables.

Step 1: Convert the data into a tabular format or a pivot table format.

Step 2: Select any cell of the Excel table or pivot table and insert slicers.

Now, it’s time to look into the steps in a bit of detail.

 Press Ctrl + T keys together to convert the data to a table

 Select the table range and press ok

 The resultant table will look as shown below

Now, try with the general Excel table to create slicers.

 Select any cell in the table

 Select insert slicer: Insert Tab -> Slicer from Filter section.
 Step 2

 Select any cell from Excel to create a pivot table.

 Navigate to the insert menu on the toolbar and select pivot table.

 In the pivot table sheet, navigate to the insert option, select the option to insert
slicers.

Select any cell of the pivot table and insert slicers.

Now insert the slicers. Inserting slicers is completely the same as inserting slicers
in a table.

 Select any cell in the table

 Select insert slicer: Insert Tab -> Slicer from Filter section.

 The slicers will be available on the screen and ready for operations

 Try to filter the information using slicers, and the results should appear similar
to the following image below
Now, you will earn some of the crucial benefits of using slicers in Excel.

Excel Charts
Charts are visual representations of data used to make it more understandable.

Commonly used charts are:

 Pie chart
 Column chart
 Line chart

Different charts are used for different types of data.

Note: Charts are also called graphs and visualizations.

What is VLOOKUP?
VLOOKUP or Vertical Lookup, is a lookup function in Microsoft Excel and Google
Sheets to find specific information based on a reference value. It works by
searching vertically down a specific column for a matching value. It then retrieves
data from a different column in the same row.
What is HLOOKUP?
HLOOKUP, or Horizontal Lookup, is another lookup function. HLOOKUP
searches horizontally across a specific row for a matching value.

Syntax:
VLOOKUP (lookup_value, table_array, col_index_num, [range_lookup])
HLOOKUP (lookup_value, table_array, col_index_num, [range_lookup])

 lookup_value: This is the value you’re searching for in the first column. It could
be something like a product name or ID.
 table_array: The column or row potentially containing the lookup value must be
in the left column of this range (VLOOKUP) or the top row (HLOOKUP). The
column containing the returned value should also be included in the range.

 col_index_num: This tells Excel which column to grab the data from. The first
column of the table is column 1, the next one is column 2, and so on.

 range_lookup: This is where you specify if you want an exact match (FALSE) or
a close match (TRUE). For exact matches like product names or IDs, you’d use
FALSE.

A VLOOKUP will be used if the Member IDs are in a column.

The HLOOKUP will be used if the Member IDs are listed in a row.

Note: Lists are usually in columns,

Hence VLOOKUP is used more often in practice than HLOOKUP.