Basic and

Important Excel
Formulas that
helps in day-to-day
work life.
 INTRODUCTION
BASIC FORMULAS
AGENDA
IMPORTANT FORMULAS
IMPORTANT SHORTCUTS
IN EXCEL
 INTRODUCTION TO
EXCEL
• Welcome to MS Excel!

• Excel is a powerful tool for data analysis,

simplifying complex tasks and enhancing
collaboration.

• Formulas are its backbone, enabling:- Complex

calculations- Automation of tasks- Dynamic and
interactive models

• Mastering Excel formulas unlocks data analysis,

visualization, and informed decision-making.
Basic Formulas
➢Sum - This formula calculates the total sum of values in cells.
Formulae =SUM(number1, [number2], …)
➢Average - This formula computes the average (mean) of the
values in cells
Formulae = AVERAGE(number1, [number2], …)
➢Min - This formula returns the Smallest value in the specified
range
Formulae = Min(number1, [number2], …)
➢Max - This formula returns the largest value in the specified range
Formulae = Max(number1, [number2], …)
➢Count - This formula counts the number of cells in the range.
Formulae = COUNT(value1, [value2], …)
➢ Power - Raises a number to the power of another number. For
example, =POWER(2,3) returns 8 (2 raised to the power of 3).
Formulae =Power(Number , Power)

➢ Concat - Joins multiple text strings into one. For example,

=CONCAT(“Hello”,” “,”World”) results in "Hello World".
Formulae =CONCAT(Text 1, [Text 2],…..)

➢ Trim - Removes extra spaces from text, leaving only single

spaces between words.
Formulae =TRIM(Text)
➢ Now and Today – NOW - Returns the current date and time, TODAY -
Returns the current date (without time).
Formulae =NOW(), TODAY().

➢ Replace and Substitute – REPLACE - Replaces part of a text string

with another text string based on position, SUBSTITUTE - Replaces
occurrences of a specified text string with another string.
Formulae -
=REPLACE(old_text, start_num, num_chars, new_text),
=SUBSTITUTE(text, old_text, new_text, [instance_num])

➢ Len - Whenever you want to know the number of characters in a

certain cell, LEN is the function to use.
Formulae =Len(Text)
1) VLOOKUP: Vertical Lookup
VLOOKUP stands for "Vertical Lookup." This function searches for a
value in the first column of a table. It then returns a value in the same row
from a specified column. It is widely used for tasks such as looking up
product prices, employee information, or matching data across different
Important
sheets.
Formulae =VLOOKUP(lookup_value, table_array, col_index_num,
Formulas
[range_lookup]).

➢ lookup_value: The value you want to search for.

➢ table_array: The range that contains the data.
➢ col_index_num: The column number in the table from which to retrieve
the value.
➢ [range_lookup]: An optional argument. Use TRUE for an approximate
match and FALSE for an exact match.

Example: =VLOOKUP("Apple", A2:C10, 3, FALSE)This formula

searches for "Apple" in the first column (A) of the range A2:C10. It returns
the value from the third column (C) of the same row. The FALSE argument
ensures that the match is exact.
2) HLOOKUP: Horizontal Lookup
HLOOKUP stands for "Horizontal Lookup." This function works
similarly to VLOOKUP. It searches for a value in the first row of a
table. Then, it returns a value in the same column from a specified
row. It is useful when your data is arranged horizontally.
Formulae =HLOOKUP(lookup_valne, table_array, row_index_num,
[range_lookup])

➢ lookup value = The value you want to search for.

➢ table array: The range that contains the data.
➢ row index num: The row number in the table from which to
retrieve the value.
➢ [range lookup]: An optional argument. Use TRUE for an
approximate match and FALSE for an exact match.

Example: -HLOOKUP("January", A1-E5, 4, FALSE) This formula

looks for "January" in the first row (A1:E1) of the range A1:ES. It
returns the value from the fourth row (AEA) of the same column.
The FALSE argument ensures that the match is exact.
3. XLOOKUP: The Next-Generation Lookup
XLOOKUP is a more versatile and powerful alternative to VLOOKUP and
HLOOKUP, Introduced in Excel 365 and Excel 2019, XLOOKUP can search
both vertically and horizontally. It supports exact and approximate matches
by default. The function allows for easier error handling and flexible search
directions.
Syntax: -XLOOKUP(loolamp_value, lookup_array, return_array,
[if_not_found], [match_mode], [scarels_mode])

lookup value: The value you want to search for.

lookup_array: The range to search in.
return_array: The range from which to return the value.
[if_not_found]: An optional value to return if no match is found.
[match_mode]: Specifies the match type. O is for an exact match. 1 is for an
exact or next larger match. -I is for an exact or next smaller match.
[search_mode]: Specifies the search order (1 for first-to-last, -1 for last-to-
first).

Example: -XLOOKUP("Apple", A2:A10, C2:C10, "Not Found")This formula

searches for "Apple" in the range A2:A10 and returns the corresponding value
from the range C2:C10. If Apple" is not found, it returns "Not Found".
Pivot Table
A Pivot Table is a powerful feature in Excel that allows you to
summarize and analyze data quickly and easily. It enables you to
aggregate large datasets and present them in an interactive
format, allowing for dynamic data exploration.

How to Create a Pivot Table:

1) Go to Insert –> Tables –> Pivot Table.
2) Select your data range.
3) Go to the “Insert” tab on the Ribbon.
4) Click “PivotTable”.
5) Choose where you want the Pivot Table to be placed (new
worksheet or existing).
6) Drag fields into the Rows, Columns, Values, and Filters areas
to organize your data.
Conditional Formatting
Conditional Formatting is a feature in Excel that changes the appearance of cells based
on certain conditions or criteria. This helps highlight important information, trends,
and exceptions in your data.

How to Apply Conditional Formatting:

1.Select the range of cells you want to format.
2.Go to the “Home” tab on the Ribbon.
3.Click on “Conditional Formatting”.
4.Choose a rule type (e.g., Highlight Cell Rules, Top/Bottom Rules).
5.Set your formatting criteria and choose the formatting style.
6.Click “OK” to apply.
1. Select the range A1:A10. 3. Click Highlight Cells Rules, Greater Than.

2. On the Home tab, in the Styles group, click Conditional 4. Enter the value 80 and select a formatting style.
Formatting.
5. Click OK.
Result: Excel highlights the cells that are greater than 80.

6. Change the value of cell A1 to 81.

Result: Excel changes the format of cell A1 automatically.
IF (Conditional Formulae)
The IF function checks whether a condition is met and returns one value if true and
another value if false.

For example, a) look at the IF function in cell B2 below.

Explanation: if the price is greater than 500, the IF function

returns High, else it returns Low.

b) The following IF function produces the exact same result.

you can use the following comparison operators: = (equal to), >
(greater than), < (less than), >= (greater than or equal to), <=
(less than or equal to) and <> (not equal to).
VSTACK Formula:

• The VSTACK function in Excel combines

multiple arrays or ranges vertically into a
single array. Each subsequent array is
appended to the first blank cell at the bottom
of the previous array.

• Formulae =VSTACK(array1, [array2], …)

• For example, to combine two ranges

vertically, the formula is:
=VSTACK(B5:D9, B14:D18)
Important Excel Shortcuts

• Select Row - Alt + A + E

• Select Column - Shift + Space
• Hide Column - Ctrl + Space
• Hide Row - Alt + H + O
• Unhide Column - Alt + H + O + U
• Unhide Row - Alt + T + H + O + U
• Bold - Ctrl + B
• Italics - Ctrl + I
• Underline - Ctrl + U
• Format Painter - Alt + H + F + P
• Left Alignment - Alt + H + A + C
• Right Alignment - Alt + H + A + R
• Center Alignment - Alt + H + A + C
• Top Alignment - Alt + H + A + T
• Bottom Alignment - Alt + H + A + B
• Middle Alignment - Alt + H + A + M
• Copy - Ctrl + C
• Paste - Ctrl + V
• Paste Special - Ctrl + V + E
• See Formulas in Entire Sheet - Alt + M + H
• Insert Row - Alt + I + R
• Insert Column - Alt + I + C
• Delete Row - Alt + H + D + R
• Delete Column - Alt + H + D + C
• Freeze Panes - Alt + W + F + F
• Unfreeze Panes - Alt + W + U
THANK YOU