ctrl + z : undo

ctrl + Y : redo
ctrl + A : all selection
ctrl + S : save the workbook
ctrl + C : copy
ctrl + V : BOLD TEXT
ctrl + U : UNDERLINE TEXT
ctrl + ARROW KEYS JUMP TO THE END OF DATA IN A COLUMN OR ROW
ctrl + SPACE : SELECT THE ENTIRE COLUMN (CLICK ON THE LETTERS)
shift +space : SELECT THE ENTIRE ROW
ctrl + shift + RIGHT ARROW + DOWN ARROW =selects all columns and rows

DATA ENTRY

ctrl + ; : INSERT THE CURRENT DATE

ctrl + shift + "+" : insert new row at the top or in the middle anywhere

DATA MANUPULATION

MAX : RETURNS THE HIGHEST VALUE IN A RANGE OF CELLS

MIN : RETURNS THE LOWEST VALUE IN A RANGE OF CELLS

SUM : ADDS UP THE VALUES IN A RANGE OF CELLS

AVERAGE : CALCULATE THE ARITHMETIC MEAN OF A RANGE OF CELLS

TRIM : REMOVES EXTRA SPACES FROM TEXT (=TRIM( THEN USE TAB AFTER SELECT)

CONCAT : COMBIMES TEXT FROM MULTIPLE CELLS INTO ONE CELL

LEFT : EXTRACTS A SPECIFIED NUMBER OF CHARCTERS FROM THE START OF A TEXT STRING

RIGHT : EXTRACTS A SPECIFIED NUMBER OF CHARACTERS FROM THE START OF A TEXT STRING

COUNT : COUNTS THE NUMBER OF CELLS WITH NUMERICAL VALUE IN A RANGE ( COUNTS ONLY
NUMERIC CELLS EXCLUDES TEXT)

COUNTA : COUNTS BOTH TEXT AND NUMERIC

COUNTBLANK: COUNTS ALL EMPTY CELLS IN A RANGE

AUTOFILL

autofill in excel is a feature that allows users to quickly fill cells with data
that follows a pattern . it can be used to enter
sequences of numbers dates text and patterns and formulas efficiently . to use
autofill , you select a cell and using + symbol just drag and apply

PASTE OPTIONS

paste options in excel allow users to control how content is pasted after copying
or cutting data .

suppose you copy a cell containing "500" with bold formatting and a yellow
backgrouond

when pastinh the data in special , you can chose :

-> paste all : paste both values and formatting
-> values : pastes only the number "500" without formatting
->formatting : pastes only the yellow background and bold format
-> formulas : pastes the formula (if any ) used in the original cell

conditional formatting

problem : after conducting a test out of 100 ,highlight failing marks (marks <40)
steps

->select the range

-> Go to Home > Conditional Formatting > Highlight Cells Rules > less than.
-> in the dialog box,type 40
u can use colour scale for different colour for different values

problem : highlight top performers

steps :
->select the range
->Go to Home > Conditional formatting >Top/bottom Rules > Top 10 items
-> change 10 to 3 in the dialog box
-> choose a format like green fill and click OK

MATH FUNCTIONS

SUMIF: ADDS VALUES THAT MEET A SPECIFIC CONDITION

FORMULA : =SUMIF(RANGE ,CONDITION)
EXAMPLE : =SUMIF(C2:C9,"40") ## SUM ONLY VALUES WHICH ARE GREATER THAN 40

COUNTIF: COUMTS CELLS THAT MEET A CONDITION

FORMULA : =COUNTIF(RANGE,CONDITION)
EXAMPLE : COUNTIF(A2:A5,">40")

ROUND : ROUNDS A NUMBER TO A SPECIFIED NUMBER OF DIGITS

FORMULA : ROUND(350.8749,2) ##350.8722

MOD : =MOD(NUMBER,DIVISOR)

CEILING.MATH: ROUNDS A NUMBER UP TO THE NEAREST SPECIFIED MULTIPLE

FORMULA : =CEILING.MATH(56.22,1) # 57

FLOOR.MATH: ROUNDS A NUMBER DOWN TO THE NEAREST SPECIFIED MULTIPLE

FORMULA : = FLOOR.MATH(66.79,1) # 66

TEXT FUNCTIONS

UPPER : =UPPER("excel") ##"EXCEL"

LOWER : =LOWER("Excel") ##'excel'
LEFT : =LEFT("Excel,2") ##"Ex"
MID : =MID("excel",2,3) ##"xce"
RIGHT : =RIGHT("EXCEL",2) ##"el
LEN : =LEN("EXCEL") ## 5
EXACT : checks if two strings are indentical ex: =EXCAT("Excel","excel")#false
FIND : =FIND("x","EXCEL") # 2
SUBSTITUTE : =SUBSTITUTE("Excel","x","XX") # "EXXcel"

LOGICAL FUNCTION
AND - RETURN TRUE IF ALL CONDITIONS ARE TRUE IT IS USED BY TWO COLOUMS
EX : =AND(A1>10 ,B1<5) # TRUE

OR : =OR(A1>10 ,B1<5) # TRUE

NOT : =NOT(A1=10) # FALSE

IF -RETURNS ONE VALUE IF A CONDITION IS TRUE ,ANOTHER IF FALSE .

=IF(A1>10,"HIGH","LOW")-> RETURNS "HIGH" IF A1>10 , ELSE "LOW"

DATE AND TIME FUNCTIONS

TODAY - RETURS THE CURRENT DATE

EX - TODAY() -> OUTPUT 2025-01-29

NOW-RETURNS THE CURRENT DATE AND TIME

EX: NOW()->OUTPUTS 2025-01-29 10:30 AM

●DAY–Extracts the day from a date =DAY("2025-01-29")→Returns29

●MONTH–Extracts the month from a date.=MONTH("2025-01-29")→Returns1

●YEAR–Extracts the year from a date.=YEAR("2025-01-29")→Returns2025

●DATE- Creates a date from year,month,and day values.=DATE(2025,1,29)→Returns2025-

01-29

●WEEKDAY - RETURNS THE DAY OF THE WEEK AS A NUMBER (1=SUNDAY,7=SATURDAY)

=WEEKDAY("2025-01-29")->RETURNS 4(WEDNESDAY)

SORTING AND FILTERING IN EXCEL ARE TOOLS USED TO ORGANIZE AND VIEW
SPECIFIC DATA WITHIN A WORKSHEET

SORTING

THIS FEATURE ARRANGES DATA IN A PARTICULAR ORDER SUCH AS ALPHABETICAL AND NUMERICAL
.FOR EXAMPLE ,YOU CAN SORT A LIST OF MNAMES IN
ALPHABETICAL ORDER OR A LIST OF DATES FROM OLDEST TO NEWEST

●SORTING MULTIPLE COLOUM EX: GROUP BY STATE AND DIST POPULATION

GO WITH SORT SORT BY STATE NAME AND THEN ADD LEVEL AND THEN SORT BY POPULATION

FILTERING ( CTRL + SHIFT + L )

THIS TOOL ALLOWS YOU TO VIEW ONLY THE INFORMATION YOU NEED BASED ON SPECIFIC
CRETERIA

●TO SORT BY COLOR Go to Data > Sort > Sort by

| Product | Category | Price | Quantity Sold |

| ------- | -------- | ----- | ------------- |
| Apple | Fruits | 30 | 100 |
| Banana | Fruits | 20 | 150 |
| Milk | Dairy | 50 | 90 |
| Bread | Bakery | 25 | 60 |

● INDEX : FIND A VALUE IN A RANGE USING ROW AND COLUMN NUMBERS INDEX – From store
data with columns Product, Category, Price, Quantity Sold,
=INDEX(C2:C5, 3) → Returns the price of the 3rd product → 50

● MATCH : FIND THE POSITION OF A VALUE IN A COLUMN OR ROW MATCH – =MATCH("Milk",

A2:A5, 0) → Finds "Milk" in Product column → Returns 3

● INDEX + MATCH – =INDEX(C2:C5, MATCH("Bread", A2:A5, 0)) → Finds price of "Bread"

using name → Returns 25

●CHOOSE : SELECT A VALUE BASED ON INDEX NUMBER

CHOOSE – =CHOOSE(2, "Fruits", "Dairy", "Bakery") → Returns "Dairy" → Useful for
switching categories

● TRANSPOSE – =TRANSPOSE(A2:A5) → Converts vertical Product list (Apple, Banana,

Milk, Bread) to horizontal (Apple | Banana | Milk | Bread)

DATA VALIDATION

● WHOLE NUMBERS: RESTRICT TO SPECIFIC RANGE

GO TO DATA → DATA VALIDATION → ALLOW: WHOLE NUMBER BETWEEN: 18 AND 60.

● TEXT: RESTRICT TO SPECIFIC LENGTH OR ONLY TEXT

GO TO DATA → DATA VALIDATION → ALLOW: TEXT LENGTH → MAXIMUM: 10.

● DATES: RESTRICT TO A DATE RANGE

GO TO DATA → DATA VALIDATION → ALLOW: DATE → BETWEEN: 01/01/2020 AND 12/31/2025.

● DROP DOWN LIST: PREDEFINED CHOICES

GO TO DATA → DATA VALIDATION → ALLOW: LIST → ENTER VALUES: IT, HR, FINANCE.

LOOKUPS

VLOOKUP Syntax:
=VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])

HLOOKUP Syntax:
=HLOOKUP(lookup_value, table array, row_index_num, [range_lookup])

XLOOKUP Syntax:
=XLOOKUP(lookup_value, lookup_array, return_array, [if_not_found], [match_mode],
[search_mode])

STORE INVENTORY TABLE

Product ID Product Name Category Price

101 Milk Dairy 40
102 Bread Bakery 25
103 Apple Fruits 60
104 Rice Grains 50
105 Soap Personal 20

1. VLOOKUP – VERTICAL LOOKUP

GOAL: FIND THE PRICE OF "APPLE"

FORMULA:
=VLOOKUP("Apple", B2:D6, 3, FALSE)

EXPLANATION:
- "Apple" is the value to search.
- B2:D6 is the table range.
- 3 means return the value from the 3rd column (Price).
- FALSE means exact match.
- RESULT: 60

2. HLOOKUP – HORIZONTAL LOOKUP

TRANSPOSED TABLE (HORIZONTAL):

A B C D E F
ROW 1: FIELD 101 102 103 104 105
ROW 2: NAME Milk Bread Apple Rice Soap
ROW 3: CATEGORY Dairy Bakery Fruits Grains Personal
ROW 4: PRICE 40 25 60 50 20

GOAL: GET THE PRICE OF PRODUCT WITH ID 103

FORMULA:
=HLOOKUP(103, B1:F4, 4, FALSE)

EXPLANATION:
- 103 is searched in the first row.
- B1:F4 is the data range.
- 4 means return value from the 4th row (Price).
- FALSE means exact match.
- RESULT: 60

3. XLOOKUP – FLEXIBLE LOOKUP (REPLACES VLOOKUP AND HLOOKUP)

GOAL: FIND THE CATEGORY OF "RICE"

FORMULA:
=XLOOKUP("Rice", B2:B6, C2:C6, "Not Found")

EXPLANATION:
- "Rice" is searched in B2:B6 (Product Name).
- C2:C6 is the return range (Category).
- "Not Found" is the optional message if not found.
- RESULT: GRAINS

CHARTS(INSERT>CHARTS)

CHARTS IN EXCEL ARE VISULA REPRESENTATIONS OF DATA THAT HELP IN UNDERSTANDING AND
INTERPRETING NUMERICAL INFORMATION MORE EASILY.
THEY TRANSFORM RAW DATA INTO GRAPHICAL ELEMENTS,MAKING IT SIMPLER TO ANALYZE TRENDS
AND PATTERNS

📊 1. Column Chart
Use: Comparing values across categories (e.g., sales by product).
Best for: Showing data changes over time or comparisons among items.

📈 2. Line Chart
Use: Showing trends over time (e.g., monthly revenue).

Best for: Time series data with continuous change.

📉 3. Bar Chart
Use: Comparing categories like a column chart but horizontal.

Best for: Long category names or comparing many items side by side.

🥧 4. Pie Chart
Use: Showing proportions (e.g., market share).

Best for: Highlighting one part-to-whole relationship.

🎯 5. Doughnut Chart
Use: Similar to pie chart, but with multiple data series.

Best for: Showing proportions with space in the center for labeling.

📍 6. Scatter Plot (XY Chart)

Use: Identifying relationships/correlations between two variables.

Best for: Statistical analysis, regression, trend spotting.

📉 7. Area Chart
Use: Displaying trends over time with filled colors.

Best for: Showing volume changes over time.

| Chart Type | Use Case | Importance |

| ------------ | ------------------------------ | ------------------ |
| Column | Category comparison | 🌟 High |
| Line | Time series/trends | 🌟 High |
| Bar | Long names, wide comparison | 🌟 High |
| Pie/Doughnut | Proportions | ⭐ Medium (limited) |
| Scatter Plot | Correlation, outlier detection | 🌟 High |
| Histogram | Frequency distribution | 🌟 High |
| Waterfall | Financial breakdowns | ⭐ Medium-High |
| Combo Chart | Mixed metric visualization | ⭐ Medium-High |
| Pivot Chart | Large dataset summarization | 🌟 High |

PIVOT TABLE(INSERT>PIVOT TABLE)

A PIVOT TABLE IN EXCEL IS A POWERFUL TOOL USED TO SUMMARIZE, ANALYZE, AND ORGANIZE
LARGE DATASETS INTO A CONCISE, READABLE FORMAT.IT ALLOWS YOU TO REORGANIZE AND
GROUP DATA DYNAMICALLY, MAKING IT EASIER TO IDENTIFY PATTERNS, TRENDS, AND
INSIGHTS.

DATA CLEANING

1. Fill Blanks with Value Above (Most Common)

Example: Fill down names or values
Before:

```
Name
John
[blank]
[blank]
Alice
[blank]
```

After:

```
Name
John
John
John
Alice
Alice
```

Steps

1. Select the column or range with blanks.

2. Press Ctrl + G to open the "Go To" window.
3. Click "Special" → Select "Blanks" → Click OK.
4. All blank cells will be selected.
5. Type `=` and press the up arrow key ↑.
6. Press Ctrl + Enter. The blanks will be filled with the value above.

---

2. Fill Blanks with a Specific Value (like NA or 0)

1. Select the range or column.

2. Press Ctrl + H to open Find and Replace.
3. In "Find what": leave it blank.
4. In "Replace with": type NA or 0.
5. Click "Replace All".