MICROSOFT EXCEL

TABLE OF CONTENT:
 Introduction to excel
 Overview
 Office button
 Ribbons
 Working with cells
 Formatting text
 Conditional formatting
 To insert rows &columns
 Editing and fill
 Sorting
 Cell referencing
 Functions
 Function auditing
 Short cut keys

1.Microsoft Excel (Excel as software):

 This is a spreadsheet program developed by
Microsoft.
 It's a core component of the Microsoft Office
suite.
  Excel allows users to organize, format, and
calculate data within a grid-like system of rows
and columns.

Widely used for:

 Data entry and storage.
 Financial analysis.
 Creating charts and graphs.
 Performing calculations with formulas and functions.
 Data analysis and reporting.
How Blank sheet look like :

2.OVERVIEW:
 Workbooks: These are the overall files, like a notebook, that hold your work.
 Worksheets: Within a workbook are individual sheets, like pages, where you
enter data.
 Rows: These run horizontally, numbered 1, 2, 3, and so on.
 Columns: These run vertically, labeled A, B, C, and so on.
 Cells: The intersection of a row and column (e.g., A1, B5) is a cell, the basic
unit for data entry.

3.Office button:
A round button in the top-left corner for file management (replaced by the "File"
tab in later versions)
It mainly contain:
 "New": Initiate a new workbook or document.
 "Open": Access existing files stored on your computer.
 Saving & Closing:
 "Save": Preserve current changes to a file.
  "Save As": Save a copy or save in a different format or location.
 "Close": Close the active file.
 Printing:
 "Print": Directly print the document/workbook.
 "Print Preview": See how the document will look before printing.
 Document Preparation & Distribution:
 "Prepare": Access document properties, encryption, and other preparation
tools.
 "Send": Email the document directly from the Office application.
 "Publish": Share or distribute the document in various formats.
 Application Options:
 "Excel Options" (or similar): Access settings and preferences for the specific
Office application.
 Recent Documents:
 A list of recently opened files, for quick access.
4.Ribbons:
 The Ribbon replaced the traditional menu and toolbar system, providing a
more visual and organized way to access commands.
 It's designed to make features easier to find and use.
 It's the horizontal strip at the top of the Excel window.
 It's divided into tabs, groups, and commands.

Tabs:
 These are the main categories of commands (e.g., "Home," "Insert," "Page
Layout," "Formulas," "Data," "Review," "View").
 Each tab is organized around specific tasks or functionalities.
 Contextual tabs appear when you select certain objects (e.g., "Chart Design"
when a chart is selected).
Groups:
 Within each tab, commands are further organized into logical groups (e.g.,
"Font," "Alignment," "Number" within the "Home" tab).
 Groups contain related commands.

Commands:
 These are the individual buttons, menus, and dialog box launchers that
perform specific actions.
 They can be buttons, drop-down menus, check boxes, or dialog box
launchers (small arrows in the corner of a group).

5.Working with cells:

To copy and paste in cells:
To duplicate cell data in Excel, select the originating
cell(s), activate the "Copy" command within the home
tab's Clipboard section, choose the destination cell(s),
and then execute the "Paste" command from the same
Clipboard area. This action replicates the data into the
selected location without altering the original cell's
contents.

To cut and paste in cells:

To relocate cell content in Excel, select the source cell(s),
click "Cut" in the home tab's Clipboard group, select the
destination cell(s), and click "Paste" in the same group.
This transfers the content, removing it from its original
location.
6.FORMATTING TEXT:
. Font Styles:
 Font Type:
o Choose from a wide variety of fonts (e.g., Arial,
Times New Roman, Calibri) to change the
typeface.
 Font Size:
o Adjust the size of the text to make it larger or
smaller.
 Font Color:
o Change the color of the text.
 Font Styles (Bold, Italic, Underline):
o Apply bold, italic, or underline formatting to
emphasize text.
Alignment:
 Horizontal Alignment:
o Align text to the left, center, or right of the cell.
 Vertical Alignment:
o Align text to the top, middle, or bottom of the cell.

 Text Orientation:
 o Rotate text to different angles, including vertical text.

 Wrap Text:
o Wrap long text within a cell to display it on multiple
lines.

 Merge and Center:

o Combine multiple cells into one and center the text
within the merged cell.
Cell Formatting (Indirectly affects text):
 Cell Background Color:
o Change the background color of the cell to highlight
text.

 Cell Borders:
o Add borders around cells to define boundaries and
improve readability.
7.Applying Conditional Formatting:
Select the cells, go to the "Home" tab, click "Conditional
Formatting," choose a rule or "New Rule," define the criteria, set
the format, and click "OK."

Removing Conditional Formatting:

Select the cells, go to the "Home" tab, click "Conditional
Formatting," choose "Clear Rules," and select "Clear Rules from
Selected Cells" or "Clear Rules from Entire Sheet."
Managing and Applying New Rules:
Go to the "Home" tab, click "Conditional Formatting," select
"Manage Rules," choose rule scope, edit or delete rules, create
"New Rule," adjust rule order, and click "Apply" then "OK."
8.INSERTING ROWS AND COLUMNS:
Inserting Rows:
1. Select a Row: Click on the row number (located
on the left side of the worksheet) where you want the
new row to appear above. The new row will be
inserted above the selected row.

2. Right-Click: Right-click on the selected row

number.
 3. Insert: Choose "Insert" from the context
menu. A new row will be inserted.

Inserting Columns:
1. Select a Column: Click on the column letter
(located at the top of the worksheet) where you want
the new column to appear to the left. The new
column will be inserted to the left of the selected
column.

2. Right-Click: Right-click on the selected

column letter.

3. Insert: Choose "Insert" from the context menu. A

new column will be inserted.
 9.EDITING FILL:
Copying Data:
 If you select a cell containing data and drag the Fill
Handle, it will copy that data into the adjacent cells.

Copying Formulas:
 If you select a cell containing a formula and drag the
Fill Handle, it will copy the formula, automatically
adjusting cell references.
 Creating Series:
 Excel can recognize patterns and create series of
data. For example:
o If you enter "1" and "2" in adjacent cells and
then drag the Fill Handle, Excel will create a
series of numbers (3, 4, 5, etc.).
o It can also recognize date and time patterns,
days of the week, months, and custom lists.

Filling Formatting:
 The fill handle can also copy formatting.

10.SORTING:
 Basic Sorting:
 Single-Column Sort:
1. Select a Cell: Click on any cell within the
column you want to sort.
2. Home Tab or Data Tab:
 You can find the sort options on the "Home"
tab in the "Editing" group or on the "Data"
tab in the "Sort & Filter" group.
3. Sort Ascending or Descending:
 Click the "A to Z" button to sort in ascending
order (smallest to largest, A to Z).
 Click the "Z to A" button to sort in
descending order (largest to smallest, Z to
A).
4. Excel will automatically sort the entire data
range based on the selected column.

Advanced Sorting:
  Multi-Column Sort:
1. Select Data: Select the entire range of data you
want to sort.
2. Data Tab: Go to the "Data" tab.
3. Sort Button: Click the "Sort" button.
4. Sort Dialog Box:
 In the "Sort by" dropdown, select the first
column you want to sort by.
 Choose "Sort On" (values, cell color, font
color, etc.).
 Choose "Order" (ascending or descending).
 Click "Add Level" to add additional sort
criteria.
 Repeat the steps for each additional column
you want to sort by.
 Click OK.

11.CELL REFRENCING:
1. Relative References:
 How they work: When you use a relative reference
in a formula and then copy or fill that formula to
other cells, the references automatically adjust based
on their relative position.
  Example: If cell C1 contains the formula =A1+B1,
and you drag the fill handle down to cell C2, the
formula in C2 will become =A2+B2.
 Use case: Relative references are useful when you
want to perform the same calculation across multiple
rows or columns.

2. Absolute References:
 How they work: An absolute reference always
refers to the same cell, regardless of where the
formula is copied. You create an absolute reference
by adding dollar signs ($) before both the column
letter and the row number (e.g., $A$1).
 Example: If cell C1 contains the formula =$A$1+
$B$1, and you drag the fill handle down to cell C2,
the formula in C2 will still be =$A$1+$B$1.
 Use case: Absolute references are useful when you
want to refer to a specific cell that should remain
constant in your calculations.
3. Mixed References:
 How they work: A mixed reference is a combination
of relative and absolute references. You can make
either the column or the row absolute, but not both.
o $A1: The column is absolute, and the row is
relative.
o A$1: The row is absolute, and the column is
relative.

 Example:
o If cell C1 contains the formula =$A1+B1, and
you drag the fill handle down to cell C2, the
formula in C2 will become =$A2+B2.
 o If cell C1 contains the formula =A$1+B1, and
you drag the fill handle down to cell C2, the
formula in C2 will become =A$1+B2.
 Use case: Mixed references are useful when you
want to keep either the column or the row constant
while allowing the other to change.

12.Functions in Excel (General Overview):

 Purpose: Functions are pre-built formulas that
perform specific calculations or operations on data.
 Structure: A function consists of a function name
followed by parentheses (), which may contain
arguments (inputs) separated by commas.
 Example: =SUM(A1:A10) - SUM is the function
name, and A1:A10 is the argument (the range of cells
to sum).

DATEDIF Function:
 Purpose: Calculates the difference between two
dates in years, months, or days.
 Syntax: =DATEDIF(start date, end date, unit)
o start_date: The earlier of the two dates.
o end_date: The later of the two dates.
o unit: Specifies the unit of time you want to
calculate.
Units:
  "Y": Years between the dates.
 "M": Months between the dates.
 "D": Days between the dates.
 "YM": Months after removing years.
 "YD": Days after removing years.
 "MD": Days after removing months and years.
Examples:
 =DATEDIF("2020-01-01", "2023-05-15", "Y") returns 3
(years).

COUNT Function:
 Purpose: The COUNT function counts the number of
cells within a range that contain numbers.
 Syntax: =COUNT(value1, [value2], ...)
o value1, value2, etc., are the cell ranges or
individual cells you want to count.
  Example:
o =COUNT(A1:A10) counts the number of cells in
the range A1 to A10 that contain numbers.
o =COUNT(A1, B5, C8) counts the number of those
three specific cells that contain numbers.
 Important Note: COUNT only counts cells with
numerical values. It ignores blank cells and cells
containing text.

 Related Functions:
o COUNTA: Counts cells that are not empty
(numbers, text, logical values).
o COUNTBLANK: Counts empty cells.
o COUNTIF: Counts cells that meet a specific
criterion.
o COUNTIFS: Counts cells that meet multiple
criteria.

Text Functions:
Text functions allow you to manipulate and analyze text
strings in Excel. Here are a few commonly used ones:
 LEFT:
o Extracts a specified number of characters from
the left side of a text string.
o Syntax: =LEFT(text, [num chars])
o Example: =LEFT("Excel", 3) returns "Exc".
 RIGHT:
o Extracts a specified number of characters from
the right side of a text string.
o Syntax: =RIGHT(text, [num chars])
o Example: =RIGHT("Excel", 2) returns "el".
 MID:
o Extracts a specified number of characters from
the middle of a text string.
o Syntax: =MID(text, start num, num chars)
o Example: =MID("Excel", 2, 3) returns "xce".
 LEN:
o Returns the number of characters in a text
string.
o Syntax: =LEN(text)
o Example: =LEN("Excel") returns 5.
 CONCATENATE (or & operator):
o Joins multiple text strings into one string.
o Syntax: =CONCATENATE(text1, [text2],...) or
text1&text2&text3
o Example: =CONCATENATE("Hello", " ", "World")
or ="Hello"&" "&"World" both return "Hello
World".
 UPPER:
o Changes the text to all uppercase.
o Syntax: =UPPER(text)
o Example: =UPPER("excel") returns "EXCEL"
 LOWER:
o Changes the text to all lowercase.
o Syntax: =LOWER(text)
o Example: =LOWER("EXCEL") returns "excel"
 PROPER:
 o Capitalizes the first letter of each word in a text
string.
o Syntax: =PROPER(text)
o Example: =PROPER("this is excel") returns "This
Is Excel"

USES OF FUNCTIONS:
 TODAY(): Displays the current date for dynamic date
tracking.
 LEN(): Counts characters in text, useful for data
validation and length checks.
 CONCATENATE() or &: Combines text strings for
creating full names or addresses.
 LEFT()/RIGHT()/MID(): Extracts specific text
portions for data parsing.
 UPPER()/LOWER()/PROPER(): Standardizes text
casing for consistency.
 IF(): Performs conditional logic for calculations or
data labeling.
 COUNT()/COUNTA()/COUNTIF(): Tallies cells based
on criteria for data analysis.

13.FUNCTION AUDITING:
Function auditing in Excel is a set of tools that helps
you understand, troubleshoot, and verify the accuracy
of formulas and functions within your spreadsheets. It's
crucial for ensuring data integrity and preventing
errors. Here's a breakdown of the key features:
Purpose of Function Auditing:
 Error Detection: Identifying and locating errors in
formulas.
 Formula Tracing: Understanding the relationships
between cells and formulas.
 Dependency Analysis: Seeing which cells affect a
formula and which formulas are affected by a cell.
 Formula Evaluation: Stepping through a formula to
see how it calculates its result.
 Verification: Ensuring that formulas are calculating
correctly.
Key Tools and Features:

 Trace Precedents:
o This tool shows which cells are used as input for
a selected formula.
o It draws arrows from the precedent cells to the
cell containing the formula.
 o This helps you see where the data in a formula
comes from.

 Trace Dependents:
o This tool shows which formulas are affected by a
selected cell.
o It draws arrows from the selected cell to the cells
containing the dependent formulas.
o This helps you see how changes to a cell will
affect other formulas.

14.SHORTCUT KEYS:
General Navigation & Selection:
 Ctrl + N: New workbook
 Ctrl + O: Open workbook
 Ctrl + S: Save workbook
 Ctrl + W: Close workbook
 Ctrl + Z: Undo
 Ctrl + Y: Redo
 Ctrl + P: Print
 Ctrl + F: Find
 Ctrl + H: Replace
 Ctrl + A: Select all
 Arrow keys: Move one cell in the direction of the
arrow
 Tab: Move one cell to the right
 Shift + Tab: Move one cell to the left
 Enter: Move one cell down
 Shift + Enter: Move one cell up
 Home: Move to the first cell in the current row
 Ctrl + Home: Move to cell A1
 Ctrl + End: Move to the last used cell on the
worksheet
 Page Up/Page Down: Scroll the worksheet up or
down one screen
 Ctrl + Page Up/Page Down: Move to the previous
or next worksheet
Editing & Formatting:
 F2: Edit the active cell
 Ctrl + C: Copy
 Ctrl + X: Cut
 Ctrl + V: Paste
 Ctrl + Shift + V: Paste values
 Ctrl + B: Bold
 Ctrl + I: Italic
 Ctrl + U: Underline
 Ctrl + 1: Format cells dialog box
 Ctrl + 5: Strikethrough
 Delete: Clear cell contents
 Shift + Spacebar: Select entire row
 Ctrl + Spacebar: Select entire column
 Ctrl + "+": Insert cells, rows, or columns
 Ctrl + "-": Delete cells, rows, or columns
 Alt + Enter: Insert a line break within a cell
Formulas & Functions:
 = (Equals sign): Start a formula
 Shift + F3: Insert function dialog box
 F4: Cycle through cell reference types (relative,
absolute, mixed)
 Ctrl + Shift + Enter: Enter an array formula
Working with the Ribbon:
 Alt: Activate the Ribbon access keys. Pressing Alt will
show letters and numbers on the Ribbon tabs and
commands, which you can then press to navigate.
 After pressing alt, pressing relevent letters navigates
you through the ribbon tabs, and then onto the
commands within the selected tab.