Excel Notes
Excel Notes
Introduction to Excel
1.1 What is Excel?
Microsoft Excel ek spreadsheet software hai jo Microsoft ne develop kiya
hai. Is software mein hum data ko organize, analyze, aur visualize kar sakte
hain. Excel ka istamaal kai tarikon se kiya ja sakta hai, jaise data entry, data
analysis, financial modeling, and more.
1.2 Where and Why is Excel Used?
Excel ka use har field mein hota hai, jaise:
• Business: Financial reports, budgeting, inventory management.
• Education: Student marksheets, attendance sheets.
• Personal Use: Household budgeting, personal finances.
• Data Analysis: Statistical analysis, data visualization.
1.3 Advantages of Excel
• Data Organization: Data ko rows aur columns mein organize karna
asaan hai.
• Formulas & Functions: Complex calculations ke liye built-in
formulas aur functions available hain.
• Charts & Graphs: Data ko visually represent karne ke liye different
types ke charts aur graphs banaye ja sakte hain.
• Automation: Repetitive tasks ko automate karne ke liye macros use
kiya ja sakta hai.
2. Basic Excel Concepts
2.1 Excel Interface
• Workbook: Excel file ko workbook kehte hain. Har workbook mein
multiple worksheets hoti hain.
• Worksheet: Workbook ka ek page jisme rows aur columns hote hain.
Ye primary area hota hai jaha aap data enter karte hain.
• Cells: Worksheet ke har ek box ko cell kehte hain. Har cell ka ek
unique address hota hai, jaise A1, B2, etc.
2.2 Basic Operations
• Data Entry: Cells mein numbers, text, aur dates enter karna.
• Cell Formatting: Font style, size, color, borders, aur background
color set karna.
• Basic Formulas: Addition (=A1+B1), Subtraction (=A1-B1),
Multiplication (=A1*B1), Division (=A1/B1).
2.3 Saving and Opening Workbooks
• Save a Workbook: File > Save As. Apni file ko ek naam do aur
location select karke save karo.
• Open a Workbook: File > Open. Apni workbook ko browse karke
open karo.
3. Intermediate Excel Concepts
3.1 Working with Multiple Sheets
Adding and Deleting Sheets
• Add a Sheet: Excel mein nayi sheet add karna bahut simple
hai. Excel ke bottom mein sheet tabs dikhte hain. Right side
pe ek small "+" sign hota hai, uspe click karoge to ek nayi
sheet add ho jayegi. Excel sheets ko default names deta hai
jaise "Sheet1", "Sheet2", etc.
• Delete a Sheet: Agar aapko koi sheet delete karni hai, to aap
us sheet tab pe right-click kar sakte ho, phir "Delete" option
select karo. Excel aapse confirm karega before deleting,
kyunki ye action irreversible hota hai.
Renaming Sheets
• Renaming: Sheet tabs ke naam change karne ke liye, sheet
tab pe double-click karo. Isse aap sheet ka naam edit kar
sakte ho. Ye useful hota hai jab aapki workbook mein
multiple sheets hoti hain aur aapko specific naam dena hota
hai, jaise "SalesData", "Budget2024", etc.
Linking Data Across Sheets
• Linking Data: Aap ek sheet ka data doosri sheet mein
reference kar sakte ho. For example, agar aapko "Sheet2" ke
cell A1 ka data "Sheet1" mein display karna hai, to "Sheet1"
ke kisi cell mein ye formula enter karo: =Sheet2!A1. Iska
matlab hai ki "Sheet1" ka wo cell ab "Sheet2" ke cell A1 ka
data show karega.
Example: Maan lo aapke paas "Sales" aur "Summary" naam se do
sheets hain. "Sales" sheet mein aapka sales data hai aur
"Summary" sheet mein aap total sales dikhana chahte ho. Aap
"Summary" sheet ke kisi cell mein =SUM(Sales!B2:B10) likh sakte
ho to calculate total sales jo "Sales" sheet ke range B2 se B10 tak
hai.
3.2 Functions
SUM Function
• SUM: SUM function ka use karte hain ek range of cells ka
total calculate karne ke liye.
Example: Maan lo aapke paas cells A1 se A5 tak values hain aur
aapko in sabka total chahiye. Aap cell A6 mein =SUM(A1:A5)
likhoge, aur Excel aapko A1 se A5 tak ka total de dega.
AVERAGE Function
• AVERAGE: AVERAGE function ka use karte hain ek range of
cells ka average calculate karne ke liye.
Example: Aapke paas cells A1 se A5 tak marks hain, aur aapko
inka average calculate karna hai. Cell A6 mein =AVERAGE(A1:A5)
likhne se Excel in marks ka average calculate karke de dega.
IF Function
• IF: IF function ka use tab hota hai jab aapko kisi condition ke
basis pe decision lena hota hai.
Example: Maan lo cell A1 mein marks hain, aur agar marks 50 se
zyada hain to "Pass" aur agar 50 se kam hain to "Fail" display
karna hai. Aap cell B1 mein =IF(A1>50, "Pass", "Fail") likh sakte ho.
Agar A1 mein value 51 ya usse zyada hai to B1 mein "Pass" likha
aayega, warna "Fail".
VLOOKUP Function
• VLOOKUP: VLOOKUP function ka use ek table mein data
search karne ke liye hota hai. Ye function vertically data ko
lookup karta hai.
Example: Maan lo aapke paas ek table hai jisme student names
aur unke marks hain. Aap VLOOKUP ka use karke kisi student ka
naam enter karke uske marks find kar sakte ho.
Copy code
Names Marks
Rahul 85
Priya 78
Amit 92
Agar aap "Amit" ke marks find karna chahte ho, to formula hoga
=VLOOKUP("Amit", A2:B4, 2, FALSE). Isme "Amit" lookup value
hai, A2:B4 lookup range hai, 2 column index number hai, jo marks
column ko represent kar raha hai, aur FALSE exact match ke liye
hai.
4. Advanced Excel Concepts
4.1 Advanced Functions
INDEX-MATCH
• INDEX-MATCH: Ye do powerful functions ka combination hai jo
VLOOKUP se better aur flexible option provide karta hai. VLOOKUP
hamesha data ko left to right lookup karta hai, lekin INDEX-MATCH
kisi bhi direction mein data retrieve kar sakta hai.
ARRAY FORMULAS
• ARRAY FORMULAS: Array formulas ek powerful tool hai jo ek
saath multiple cells ke liye calculation kar sakta hai. Normal
formulas ek cell mein ek result return karte hain, lekin array formulas
multiple results ek saath process kar sakte hain.
Example: Agar aapke paas do columns hain A aur B mein aur aapko unka
product calculate karke sum karna hai, to aap normally =A1*B1 + A2*B2 +
... likhoge. Lekin array formula aapko ye kaam asaan kar deta hai,
=SUM(A1:A5 * B1:B5) likhne se ye automatically har row ke product ko
calculate karke sum de dega. Array formula enter karne ke baad "Ctrl +
Shift + Enter" press karna hota hai.
TEXT Functions
• TEXT Functions: Text functions ka use karke aap text ko
manipulate kar sakte ho, jaise kisi text ka specific part nikalna, text ko
concatenate karna, etc.
LEFT Function: Ye function kisi text string ke left side se specific number
of characters ko return karta hai.
Example: Maan lo cell A1 mein "ExcelCourse" likha hai, aur aapko is text
ke first 5 characters chahiye, to formula hoga =LEFT(A1, 5). Result hoga
"Excel".
MID Function: Isse aap text ke beech se characters nikal sakte ho, jaise
=MID(A1, 6, 4) aapko "lCou" return karega.
Example: Agar aapko sirf North region ki sales dekhni hai, to aap "Region"
ko filter section mein le jaake "North" select kar sakte ho. Ab Pivot Table sirf
North region ki sales data show karega.
Using Slicers
• Slicers: Slicers ek visual way hai Pivot Table ko filter karne ka. Ye
buttons ki form mein hoti hain jo aapko specific criteria pe Pivot Table
ko filter karne deti hain.
Example: Agar aapko apni Pivot Table mein regions ke according data
filter karna hai, to aap slicer add kar sakte ho jo regions ke naam dikhayegi.
Aap kisi bhi region pe click karoge to Pivot Table us region ka data show
karega.
4.3 Data Validation
Data Entry Rules
• Data Validation: Data validation ka use aap data entry rules set
karne ke liye kar sakte ho. Isse aap ensure kar sakte ho ki jo data cells
mein enter ho raha hai, wo specific criteria ko meet karta ho.
Example: Agar aapko kisi column mein sirf numbers allow karne hain, to
aap "Data" tab mein jaake "Data Validation" option select karo. "Allow"
option mein "Whole Number" choose karo aur range set karo jaise 1 se 100.
Ab us column mein sirf 1 se 100 ke beech ki values hi enter ho payengi.
Drop-Down Lists
• Drop-Down Lists: Drop-down list create karke aap cells mein
predefined options de sakte ho. Ye useful hota hai jab aapko specific
inputs chahiye jaise "Yes/No" ya specific categories.
Example: Agar aapko cell mein options dene hain jaise "High", "Medium",
"Low", to aap "Data Validation" option mein "List" select karke ye options
enter kar sakte ho. Ab jab user cell pe click karega, to unhe drop-down list
milegi in options ke saath.
4.4 Macros
What is a Macro?
• Macros: Macros Excel mein repetitive tasks ko automate karne ke
liye use hote hain. Agar aapko baar baar ek specific sequence of
actions perform karni padti hai, to aap usse macro ke form mein
record kar sakte ho aur phir easily execute kar sakte ho.
Example: Agar aap daily sales report generate karte ho jisme aapko
specific formatting apply karni hoti hai, data copy-paste karna hota hai, aur
charts banane hote hain, to aap ye saare steps ek macro mein record kar
sakte ho.
Recording a Macro
• Recording a Macro: Macros record karna Excel mein kaafi asaan
hai. Aap "View" tab mein jaake "Macros" option pe click karke
"Record Macro" select kar sakte ho. Aapko macro ka naam dena
hoga aur phir jo steps aapko record karne hain, wo perform karo. Jab
aap apne steps complete kar lo, to "Stop Recording" option select
karo.
Example: Maan lo aapko kisi specific format mein data ko bold, italic aur
specific color mein set karna hai. Aap "Record Macro" ko start karo,
formatting steps perform karo, aur phir macro ko stop kar do. Ab jab bhi
aap ye macro run karoge, wo formatting automatically apply ho jayegi.
Running a Macro
• Running a Macro: Apne recorded macro ko kisi bhi sheet mein
easily run kar sakte ho. Aap "View" tab mein jaake "Macros" option se
apna macro select kar sakte ho aur "Run" button press kar sakte ho.
Ye aapke recorded actions ko automatically execute karega.
Example: Agar aapne ek macro record kiya hai jo sales data ko format
karta hai, to jab bhi aap ye macro run karoge, wo apne aap data ko us
specific format mein set kar dega jo aapne record kiya tha.
5. Expert Excel Techniques
Conclusion
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