Introduction to Microsoft Excel when you start the excel application.

MS Excel File Tab

It is a spreadsheet program developed by The File tab replaces the Office button
Microsoft. Excel organizes data in from Excel 2007. You can click it to check
columns and rows and allows you to do the Backstage view, where you come
mathematical functions. It runs on when you need to open or save files,
Windows, macOS, Android and iOS. create new sheets, print a sheet, and do
other file-related operations
The first version was released in 1985 and
has gone through several changes over Quick Access
the years. However, the main functionality You will find this toolbar just above the
mostly remains the same. File tab and its purpose is to provide a
convenient resting place for the Excel's
Excel is typically used for: most frequently used commands. You can
● Analysis customize this toolbar based on your
● Data entry comfort.
● Data management
● Accounting Ribbon
● Budgeting Ribbon contains commands organized in
● Data analysis three components
● Visuals and graphs Tabs − They appear across the top of
● Programming the Ribbon and contain groups of related
● Financial modeling commands. Home, Insert, Page Layout
● And much, much more! are the examples of ribbon tabs.
Groups − They organize related
Why use MS Excel? commands; each group name
● It is the most popular spreadsheet appears below the group on the Ribbon.
program in the world. For example, group of commands related
● It is easy to learn and to get started. to fonts or group of commands related to
● The skill ceiling is high, which means alignment etc.
that you can do more advanced things as Commands − Commands appear
you become better. within each group as mentioned above.
● It can be used with both work and in
everyday life, such as to create a family Title Bar
budget. This lies in the middle and at the top of the
● It has a huge community support. window. Title bar shows the program and
● It is continuously supported by the sheet titles.
Microsoft.
● Templates and frameworks can be Help
reused by yourself and others, lowering The Help Icon can be used to get excel
creation costs. related help anytime you like. This
provides nice tutorial on various subjects
Overview of MS Excel related to excel.

Parts of MS Excel Zoom Control

The following basic window appears Zoom control lets you zoom in for a closer
look at your text. The zoom control
consists of a slider that you can slide left user types data into a cell (d) Point mode
or right to zoom in or out. The + buttons triggers when a formula is being entered
can be clicked to increase or decrease the using a cell reference by mouse pointing
zoom factor. or the arrow keys on the keyboard.

View Buttons Dialog Box

The group of three buttons located to the This appears as a very small arrow in the
left of the Zoom control, near the bottom lower-right corner of many groups on the
of the screen, lets you switch among Ribbon. Clicking this button opens a
excel's various sheet views. dialog box or task pane that provides
Normal Layout view − This displays the more options about the group.
page in normal view.
Page Layout view − This displays MS Excel’s Backstage View
pages exactly as they will appear when The Backstage view has been introduced
printed. This gives a full screen look of the in Excel 2010 and acts as the central
document. place for managing your sheets. The
Page Break view − This shows a backstage view helps in creating new
preview of where pages will break when sheets, saving and opening sheets,
printed. printing and sharing sheets, and so on.

Sheet Area Entering Values in MS Excel

The area where you enter data. The Entering Values
flashing vertical bar is called the insertion Sheet area is the place where you type
point and it represents the location where your text. The flashing vertical bar is
text will appear when you type. called the insertion point and it represents
the location where text will appear when
Row Bar you type. When you click on a box then
Rows are numbered from 1 onwards and the box is highlighted. When you double
keeps on increasing as you keep entering click the box, the flashing vertical bar
data. Maximum limit is 1,048,576 rows. appears and you can start entering your
data.
Column Bar
Columns are numbered from A onwards Three Important Points
and keeps on increasing as you keep ● Press Tab to go to next column.
entering data. After Z, it will start the ● Press Enter to go to next row.
series of AA, AB and so on. Maximum ● Press Alt + Enter to enter a new line in
limit is 16,384 columns. the same column.

Status Bar Moving with Scroll Bars

This displays the current status of the Scroll Bars
active cell in the worksheet. A cell can be ● Move upward by one line by clicking the
in either of the fours states (a) Ready upward-pointing scroll arrow.
mode which indicates that the worksheet ● Move downward by one line by clicking
is ready to accept user input (b) Edit the downward-pointing scroll arrow.
mode indicates that cell is editing mode, if ● Move one next page, using the next
it is not activated the you can activate page button (footnote).
editing mode by double-clicking on a cell ● Move one previous page, using the
(c) A cell enters into Enter mode when a previous page button (footnote).
 For modifying the cell content just activate
Moving with Keyboard the cell, enter a new value and then press
enter or navigation key to see the
changes. See the screenshot below to
understand it.

Deleting Data
Delete w/ Mouse
Select the data you want to delete. Right
Click on the sheet. Select the delete
option, to delete the data.

Delete Key
Select the data you want to delete. Press
on the Delete Button from the keyboard, it
will delete the data.

Introduction to Cell & Editing Delete Rows

Worksheet Select the rows, which you want to delete
with Mouse click + Control Key. Then right
Introduction to Cell click to show the various options. Select
Intro to Cell the Delete option to delete the selected
The intersection of rows and columns is rows.
called a cell. Cell is identified with
Combination of column header and row Moving Data
number. Move Data
For example − A1, A2 Step 1 − Select the data you want to
Move. Right Click and Select the cut
Rows & Columns option.
MS Excel is in tabular format consisting of
rows and columns. Move Data
● Row runs horizontally while Column Step 2 − Select the first cell where
runs vertically. you want to move the data. Right click
● Each row is identified by row number, on it and paste the data. You can see the
which runs vertically at the left side of the data is moved now.
sheet.
● Each column is identified by column Copy & Paste Data
header, which runs horizontally at the top To copy and paste, just select the cells
of the sheet. you want to copy. Choose copy option
after right click or press Control + C.
Inserting Data Select the cell where you need to paste
Insert Data this copied content. Right click and select
For inserting data in MS Excel, just paste option or press Control + V.
activate the cell type text or number and
press enter or Navigation keys. Adding Comments to Cell
Adding Comments
Modify Data
To add comment to a cell, select the cell Step 2 − Now you'll see the Move or
and perform any of the actions mentioned Copy dialog with select Worksheet
below. option as selected from the general
● Choose Review » Comments » New tab. Click the Ok button.
Comment.
● Right-click the cell and choose Insert Select Create a Copy Checkbox to create
Comment from available options. a copy of the current sheet and Before
● Press Shift+F2. sheet option as (move to end) so that new
sheet gets created at the end. Press the
Ok Button.
Intro to Worksheet and
Workbooks Rename Worksheet
You can rename the sheet by double
What is Worksheet? clicking on it. On double click, the sheet
A worksheet (also known as a name becomes editable. Enter any name
spreadsheet) consists of cells in which say Sheet5 and press Tab or Enter Key.
you can enter and calculate data. The
cells are organized into columns and Hiding Worksheet
rows. A worksheet is always stored in a Hide Worksheet
workbook. A workbook can contain many Step 1 − Right Click the Sheet Name
worksheets. Think of it as a book. and select the Hide option. Sheet will get
hidden.
Creating Worksheet
Create Worksheet Unhiding Worksheet
Below steps explain how to create a new Unhide Worksheet
worksheet if you want to start another new Step 1 − Right Click on any Sheet
worksheet while you are working on a Name and select the Unhide...option.
worksheet, or you closed an already Step 2 − Select Sheet Name to
opened worksheet and want to start a new unhide in Unhide dialog to unhide
worksheet. the sheet. Press the Ok Button.
Step 1 − Right Click the Sheet Name
and select Insert option. Deleting Worksheet
Step 2 − Now you'll see the Insert Delete Worksheet
dialog with select Worksheet option Step − Right Click the Sheet Name
as selected from the general tab. and select the Delete option.
Click the Ok button. Now you should
have your blank sheet as shown Sheet will get deleted if it is empty,
below ready to start typing your text. otherwise you'll see a confirmation
message. Press the Delete Button. Now
Copying Worksheet your worksheet will get deleted.
Copy Worksheet
First of all, let us create some sample text Protecting MS Excel
before we proceed. Open a new excel Protect MS Excel
sheet and type any data. We've shown a Step 1 − Open the sheet or workbook that
sample data in the screenshot. you want to protect.
Step 1 − Right Click the Sheet Name Step 2 − On the Review tab, click
and select the Move or Copy option. Protect Sheet or Protect Workbook.
Step 3 − In the Password box, type a
password, and in the Verify box, type the Setting Fonts
password again. Set Fonts
Step 4 − Click Save You can set the font of the selected text
from Home » Font group » select the font
Basic Cell Formating &
Decorating Texts
Formulas You can change the text decoration of the
Formatting Cells cell to change its look and feel. Various
Cell Formatting options are available in Home tab of the
MS Excel Cell can hold different ribbon as mentioned below.
types of data like Numbers,
Currency, Dates, etc. You can set the ● Bold - Press Control + B
cell type in various ways as shown ● Italic - Press Control + I
below − ● Underline - Press Control + U
● Right Click on the cell » Format cells » ● Double Underline - Click arrow near U,
Number. then select double underline
● Click on the Ribbon from the ribbon.
● Strike-Through - It strikes the text in the
Various Cell Formats center vertically
● General − This is the default cell ● Superscript - It makes the content to
format of Cell. appear as a superscript
● Number − This displays cell as ● Subscript - It makes content to appear
number with separator. as a sub script.
● Currency − This displays cell as
currency i.e. with currency sign. Rotating Cells
● Accounting − Similar to Currency, Rotate Cells
used for accounting purpose. Click on the orientation in the Home tab.
● Date − Various date formats are Choose options available like Angle
available under this like 17-09-2013, CounterClockwise, Angle Clockwise, etc.
17th-Sep-2013, etc.
● Time − Various Time formats are Setting Colors
available under this, like 1.30PM, Set Colors
13.30, etc. Changing Background Color By default
● Percentage − This displays cell as the background color of the cell is white in
percentage with decimal places like MS Excel. You can change it as per your
50.00%. need from Home tab » Font group »
● Fraction − This displays cell as Background color.
fraction like 1/4, 1/2 etc.
● Scientific − This displays cell as Changing Foreground Color
exponential like 5.6E+01. By default, the foreground or text color is
● Text − This displays cell as normal black in MS Excel. You can change it as
text. per your need from Home tab » Font
● Special − Special formats of cell like group » Foreground color.
Zip code, Phone Number.
● Custom − You can use custom Aligning Texts
format by using this. Text Alignment
You can change the Horizontal and select the cells that you want to merge
vertical alignment of the cell. By default, and then click the Merge & Center button.
Excel aligns numbers to the right and text
to the left. Click on the available option in What is Wrapping?
the Alignment group in Home tab to Wrap Text and Shrink to Fit
change alignment. If the text is too wide to fit the column
1. Horizontal Alignment width but don’t want that text to spill over
- Left − Aligns the cell contents into adjacent cells, you can use either the
to the left side of the cell. Wrap Text option or the Shrink to Fit
- Center − Centers the cell option to accommodate that text.
contents in the cell.
- Right − Aligns the cell Creating Formulas
contents to the right side of Creating Formula in MS Excel
the cell. Formulas are the Bread and butter of
- Fill − Repeats the contents of worksheet. Without formula, worksheet
the cell until the cell’s width is will be just simple tabular representation
filled. of data.
- Justify − Justifies the text to
the left and right of the cell. For creating a formula you need to type in
This option is applicable only if the Formula Bar. Formula begins with '='
the cell is formatted as sign. When building formulas manually,
wrapped text and uses more you can either type in the cell addresses
than one line. or you can point to them in the worksheet.
2. Vertical Alignment Using the Pointing method to supply the
- Top Aligns the cell contents to the cell addresses for formulas is often easier
top of the cell. and more powerful method of formula
- Center Centers the cell contents building.
vertically in the cell.
- Bottom Aligns the cell contents to Elements of Formula
the bottom of the cell. A formula can consist of any of these
- Justify Justifies the text vertically elements
in the cell; this option is applicable Mathematical operators, such as +(for
only if the cell is formatted as addition) and *(for multiplication)
wrapped text and uses more than Example = A1+A2 Adds the values in cells
one line. A1 and A2.
Values or text. Example = 200*0.5
Merge & Wrap Multiplies 200 times 0.15. This formula
What is Merging? uses only values, and it always returns the
MS Excel enables you to merge two or same result as 100.
more cells. When you merge cells, you Cell references (including named cells and
don’t combine the contents of the cells. ranges). Example = A1=C12 Compares
Rather, you combine a group of cells into cell A1 with cell C12. If the cells are
a single cell that occupies the same identical, the formula returns TRUE;
space. otherwise, it returns FALSE.
Worksheet functions (such as SUM or
Merge Text AVERAGE) Example = SUM(A1:A12)
Choose Merge & Center control on the Adds the values in the range A1:A12.
Ribbon, which is simpler. To merge cells,
 Copying Formulas Using Functions
Copying Formula in MS Excel Functions in MS Excel
Copying formulas is one of the most Many formulas you create use available
common tasks that you do in a typical worksheet functions. These functions
spreadsheet that relies primarily on enable you to greatly enhance the power
formulas. When a formula uses cell of your formulas and perform calculations
references rather than constant values, that are difficult if you use only the
Excel makes the task of copying an operators.
original formula to every place that
requires a similar formula. When you type = sign and then type any
alphabet you will see the searched
Relative Cell Address functions as below.
MS Excel does it automatically adjusting
the cell references in the original formula
Ms Excel Operators and
to suit the position of the copies that you
make. It does this through a system Functions
known as relative cell addresses, where
by the column references in the cell Arithmetic Operators
address in the formula change to suit their
new column position and the row Addition Operators
references change to suit their new row Addition uses the “+” symbol in Excel, and
position. is also known as plus. There are two ways
to do addition in Excel. Either by using the
Formula References “+” symbol in a formula or by using the
Cell References SUM function.
Most formulas you create include
references to cells or ranges. These Subtraction Operators
references enable your formulas to work Subtraction uses the “-” symbol, and is
dynamically with the data contained in also known as minus.
those cells or ranges.
Multiplication Operators
Relative Multiplication uses the * symbol in Excel.
The row and column references can
change when you copy the formula to Division Operators
another cell because the references are Division uses the / symbol in Excel.
actually offsets from the current row and
column. MS Excel Parentheses
Parentheses () is used to change the
Absolute order of an operation
The row and column references do not
change when you copy the formula Using parentheses makes Excel do the
because the reference is to an actual cell calculation for the numbers inside the
address. parentheses first, before calculating.the
rest of the formula.
Mixed
Both the row or column reference is Parentheses are added by typing () on
relative and the other is absolute. both sides of numbers, like (1+2).
No parentheses ● If a number or text is equal to something
=10+5*2 =
The result is 20 because it calculates
(10+10) IFS Function
The IFS function is a premade function in
With parentheses Excel, which returns values based on one
=(10+5)*2 or more true or false conditions.
The result is 30 because it calculates It is typed =IFS and has two or more parts:
(15)*2 =IFS(logical_test1, value_if_true1,
[logical_test2,
value_if_true2], [logical_test3; ...)

The conditions are referred to as

logical_test1, logical_test2, ..., which can
check things like:
● If a number is greater than another
number >
● If a number is smaller than another
number <
MS Excel Functions
● If a number or text is equal to something
Excel has many premade formulas, called
=
functions. Functions are typed by = and
the functions name.
MIN Function
The MIN function is a premade function in
For example =SUM
Excel, which finds the lowest number in a
range.
Once you have typed the function name
you need to apply it to a
It is typed =MIN
range

How to use the =MIN function:

DIFFERENT EXCEL FUNCTIONS
1. Select a cell (G5)
2. Type =MIN
IF Function
3. Double click the MIN command
The IF function is a premade function in
4. Select a range (D2:D21)
Excel, which returns values based on a
5. Hit enter
true or false condition.

MAX Function
It is typed =IF and has 3 parts:
The MAX function is a premade function in
=IF(logical_test, [value_if_true],
Excel, which finds the highest number in a
[value_if_false])
range.
The condition is referred to as logical_test,
It is typed =MAX
which can check things like:
● If a number is greater than another
How to use the =MAX function:
number >
1. Select a cell (G5)
● If a number is smaller than another
2. Type =MAX
number <
3. Double click the MAX command
4. Select a range (D2:D21)
5. Hit enter The OR function is a premade function in
Excel, which returns TRUE or FALSE
MEDIAN Function based on two or more conditions.
The MEDIAN function is a premade
function in Excel, which returns the middle It is typed =OR. =OR([logical1],
value in the data. [logical2], ...)

It is typed =MEDIAN The conditions can check things like:

● If a number is greater than another
How to use the =MEDIAN function, step number >
by step: ● If a number is smaller than another
1. Select a cell (H2) number <
2. Type =MEDIAN ● If a number or text is equal to something
3. Double click the MEDIAN command =
4. Select a range (A2:G2)
5. Hit enter AVERAGE Function
The AVERAGE function is a premade
MODE Function function in Excel, which calculates the
The MODE function is a premade function average (arithmetic mean).
in Excel, which is used to find the number
seen most times. This function always It is typed =AVERAGE
returns a single number.
It adds the range and divides it by the
It is typed =MODE.SNGL number of observations.

It returns the most occurring number in a AVERAGEIF Function

range or array. The AVERAGEIF function is a premade
function in Excel, which calculates the
AND Function average of a range based on a true or
The AND function is a premade function in false condition.
Excel, which returns TRUE or FALSE
based on two or more conditions. It is typed =AVERAGEIF and has three
parts:
It is typed =AND and takes two or more =AVERAGEIF(range, criteria,
conditions. =AND([logical1], [logical2], ...) [average_range])
The conditions are referred to as
[logical1], [logical2], and so on. The condition is referred to as criteria,
which can check things like:
The conditions can check things like: ● If a number is greater than another
● If a number is greater than another number >
number > ● If a number is smaller than another
● If a number is smaller than another number <
number < ● If a number or text is equal to something
● If a number or text is equal to something =
=
SUM Function
OR Function The SUM function is a premade function
in Excel, which adds numbers in a range.
 It is typed =COUNTA
It is typed =SUM
Note: The =SUM function adds cells in a How to use the =COUNTA function:
range, both negative and positive. 1. Select a cell
2. Type =COUNTA
How to use the =SUM function: 3. Double click the COUNTA command
1. Select a cell 4. Select a range
2. Type =SUM 5. Hit enter
3. Double click the SUM command
4. Select a range COUNTBLANK Function
5. Hit enter The COUNTBLANK function is a premade
function in Excel, which counts blank cells
SUMIF Function in a range.
The SUMIF function is a premade function
in Excel, which calculates the sum of It is typed =COUNTBLANK
values in a range based on a true or false Note: The COUNTBLANK function is
condition. helpful to find empty cells in a range.

It is typed =SUMIF: How to use the =COUNTBLANK function:

=SUMIF(range, criteria, [sum_range]) 1. Select a cell
2. Type =COUNTBLANK
The condition is referred to as criteria, 3. Double click the COUNTBLANK
which can check things like: command
● If a number is greater than another 4. Select a range
number > 5. Hit enter
● If a number is smaller than another
number < COUNTIF Function
● If a number or text is equal to something The COUNTIF function is a premade
= function in Excel, which counts cells as
specified.
COUNT Function
The COUNT function is a premade It is typed =COUNTIF
function in Excel, which counts cells with Numbers (e.g. 90) and words (e.g.
numbers in a range. "Water") can be specified.

It is typed =COUNT How to use the =COUNTIF function:

1. Select a cell
Note: The COUNT function only counts 2. Type =COUNTIF
cells with numbers, not cells with letters. 3. Double click the COUNTIF command
The COUNTA function is better used if the 4. Select a range
cells have letters. 5. Type ,
6. Select a cell (the criteria, the value that
COUNTA Function you want to count)
The COUNTA function is a premade 7. Hit enter
function in Excel, which counts all cells in
a range that has values, both numbers COUNTIFS Function
and letters. The COUNTIFS function is a premade
function in Excel, which counts cells in a
range based on one or more true or false chosen number has to be greater than 0
condition. and is set to 1 by default.

It is typed =COUNTIFS: It is typed =RIGHT If you want to use the

=COUNTIFS(criteria_range1, criteria1, function on a single cell, write:
[criteria_range2, criteria2], =RIGHT(cell)
...)
If you want to use the function on a range
The conditions are referred to as critera1, of cells, write: =RIGHT(start cell:end cell)
criteria2, .. and so on, which can check
things like:
● If a number is greater than another
number >
● If a number is smaller than another
number <
● If a number or text is equal to something
=

CONCAT Function
To concatenate is to link something
together. CONCAT is a function in Excel
and is short for concatenate.

The CONCAT function is used to link

multiple cells without adding any
delimiters between the combined cell
values.

It is typed =CONCAT/ =CONCAT(cell1,

delimiter, cell2)

LEFT Function
The LEFT function is used to retrieve a
chosen amount of characters, counting
from the left side of an Excel cell. The
chosen number has to be greater than 0
and is set to 1 by default.

It is typed =LEFT. If you want to use the

function on a single cell, write: =LEFT(cell)

If you want to use the function on a range

of cells, write: =LEFT(start cell:end cell)

RIGHT Function
The RIGHT function is used to retrieve a
chosen amount of characters, counting
from the right side of an Excel cell. The