MS 365 Excel Basics #1

Adding & Counting with Functions like SUMIFS, COUNTIFS, COUNT, ROWS and IF

Table of Contents
What is Excel? ..................................................................................................................................................... 2
Cursors ............................................................................................................................................................... 4
Put data or formula in cell with Keyboards ............................................................................................................ 4
Excel's Golden Rule: ............................................................................................................................................ 4
Formatting: ......................................................................................................................................................... 5
Creating formulas ............................................................................................................................................... 5
Types of Formulas ............................................................................................................................................... 6
Functions shown in video: ................................................................................................................................... 6
Page Setup: ......................................................................................................................................................... 7
Useful keyboards: ............................................................................................................................................... 8
XLOOKUP Function arguments ................................................................................ Error! Bookmark not defined.
Video Example .................................................................................................................................................... 9

Page 1 of 9
What is Excel?
• Two-way grid
• Column = Letter
• Row = Number
• Cell = Intersection of column and row
• Worksheet = Sheet = All cells
o Sheet Tab = Name of worksheet. You can select (or activate) a worksheet with your mouse cursor.
o Keyboard to move (activate) the next sheet:
▪ Ctrl + PgDn = move to right and activate next sheet
▪ Ctrl + PgUp = move to left and activate next sheet
o Open Activate dialog box: Right-click Scroll Arrows
• Workbook = File = All worksheets (and other behind the scenes things such as: (Queries, Data Model and VBA)
• Excel does two things:
o Calculations, like Worksheet Formula
o Data Analysis, like PivotTable
• Ribbon has tabs, tabs have groups and groups have buttons and dropdowns to enact commands
• QAT (Quick Access Toolbar) has buttons to enact commands
• Default Alignment indicates Data Type:
o Text is aligned to left
o Numbers are aligned to right
o Logical Values (Boolean) are aligned center and Capitalized
o Error Message is centered
• Number Formatting is a façade:
o Number Formatting can be found in the Number group in the Home Ribbon tab
o Number Formatting displays a number in a certain way on the surface of the cell, without changing the
underlying number.
o Formulas do not see Number Formatting. Formulas act on the underlying number.
o You must use the ROUND function to change the underlying number and actually round the number.
o Use the General Number Formatting to wipe away all Number Formatting and see what number is
actually in the cell.
• Picture on next page:

Page 2 of 9
Page 3 of 9
Cursors

• Selection Cursor:

• Move Cursor:

• Fill Handle:

• Cross Hair = Angry Rabbit Cursor:

o Use Angry Rabbit to increment Text and Numbers, Dates, Numbers, Months and more
o Use it to copy numbers and formulas

Put data or formula in cell with Keyboards

• Enter = Put thing in cell and move selected cell down
• Ctrl + Enter = Put thing in cell and keep cell selected
• Tab = Put thing in cell and move selected cell to right
• Shift + Enter = Put thing in cell and move selected cell up
o Enter data into selected range: Enter moves down until last cell and then jumps to top of next column.

Excel's Golden Rule:

• If a formula input can change, put it in a cell, label it, and refer to it in the formula with a cell reference. If the
input will never change, like 24 hours in a day, then you can hard code it into formula.
o Examples of formula inputs that can change: SalesRep name like: Luong, Sales amount like: 100, Tax
Rates like: 0.0375 or 3.75%, Sales Hurdles like: >500.
o Examples of formula inputs that will not change: Months in a year: 12, Hours in a day: 24, Days in a
week: 7.

Page 4 of 9
Formatting:
• Number Formatting is a façade:
o Number Formatting displays a number in a certain way on the surface of the cell, without changing the
underlying number
o Formulas do not see Number Formatting. Formulas act on the underlying number.
o You must use the ROUND function to change the underlying number and actually round the number.
• Style Formatting = Fill Color, Font Color, Borders and more (Not Number Formatting)

Creating formulas
• All formulas start with an = sign as the first character in the cell
• Cell references are used in formulas to refer to cells with numbers and other content, like K2 or C7:J7
• Relative Cell References = when you copy formula, the cell reference moves relative the cell with the formula
• Absolute Cell Reference is created with F4 key. A $ sign is put in front of column reference and row reference,
so cell reference will not move throughout copy action.
• Enter cell references into formula with Mouse or Arrow Keys
o Arrows keys are fast when the cell is close
o Use Mouse when cell is not close.
• Alt + = = SUM Function
• F2 = put cell in Edit Mode and place cursor at end of formula
• F4 = when cursor touching cell reference in Edit Mode, F4 adds dollar signs to lock the row and column
references
• Tab = when function name is highlighted in blue, Tab, enters the function into the formula

Page 5 of 9
Types of Formulas
• Aggregate calculation formulas
o Aggregate = From many numbers (range or array) to calculate one answer
o Examples: SUM to get a total or AVERAGE to calculate the average (mean: add up and divide by the
count)
• Single-Input Single-Output formulas (Old School Formulas)
o Because a single input is placed on either side of an operator, or in a function argument, the formula
can only deliver a single answer.
o It takes more effort to create single-input single-output formulas because:
▪ You have to lock cell references
▪ You have to manually copy formulas
▪ Editing must be done in top cell and then you must re-copy formula through range.
• Dynamic Spilled Array Formulas (DSAF):
o An array formula is a formula where there is two or more items (in a range or an array) on either side of
the operator (like math * or /, or in a function argument) are then causes the formula to deliver more
than one answer that spills to the cells below the cell with the formula.
o A Dynamic Spilled Array Formula is "dynamic" because if the results expand or contact, the spilled
range expands or contracts.
o Benefits of DSAF:
▪ Usually do not have to lock cell references
▪ Do not have to manually copy formula
▪ Editing is only done in top cell
o Characteristics of DSAF:
▪ Formula only lives in top cell
▪ Cells below top cell show ghost formulas, but do not actually have a formula in the cell
▪ When making a formula you can refer to any cell in the dynamic spilled range with a cell
reference
▪ If you type data in the path of the spilled array, you get a #SPILL! Error

Functions shown in video:

• ROUND(number,num_digits) = Round a number.
o number = Number that you want to round.
o num_digits = Position that you want to round to. 4 = 4th position to the right of the decimal. 2 = to the
penny. 0 = to the dollar.
• IFERROR(value, value_if_error) = replace error with value.
o value = the value that is checked for an error.
o value_if_error = The value to return if the formula evaluates to an error. The following error types are
evaluated: #N/A, #VALUE!, #REF!, #DIV/0!, #NUM!, #NAME?, or #NULL!.
• SUM(number1, [number2], ...) = adds numbers to get a total.
o Number1 Required = The first number, cell reference, or range for which you want the average.
o Number2, ... Optional = Additional numbers, cell references or ranges for which you want the
average, up to a maximum of 255.

Page 6 of 9
 • AVERAGE(number1, [number2], ...) = Returns the average (arithmetic mean) of the arguments (add
numbers then divide by the count)
o Number1 Required = The first number, cell reference, or range for which you want the average.
o Number2, ... Optional = Additional numbers, cell references or ranges for which you want the
average, up to a maximum of 255.
• XLOOKUP(lookup_value,lookup_array,return_array,[if_not_found],[match_mode],[search_mode]) = Lookup a
value.

Page Setup:
• Page Setup dialog box = Page Layout Ribbon tab, Page Setup group, Dialog Launch arrow in lower right corner
(keyboard = Alt, P, S, P)
• Tabs in page setup dialog box:
o Page
o Margins
o Header/Footer
o Sheet

Page 7 of 9
Useful keyboards:
• Ctrl + B = Bold and Ctrl + U = Underline
• Ctrl + ; = Todays Date
• Ctrl + * (Ctrl + Shift + 8) = select current range (everything until it bumps into all empty cells)
• Ctrl + Arrow will jump selected cell down to last cell with data
• Ctrl + Shift + Arrow will select range down to last cell with data
• Ctrl + 1 = open Format Cells dialog box
• Shift Selection Trick: Click cell, hold Shift, Click last cell to highlight everything in between
• Ctrl Selection Trick: Click cell, hold Ctrl, Click other cell to highlight cells that are not next to each other
(noncontiguous cells)

Page 8 of 9
Video Example

Page 9 of 9