BASIC MICROSOFT

EXCEL
Objective
◦ At the end of this tutorial the participants will have the knowledge on how to work efficiently, by
working with shortcut keys and access keys, to format the
Course Outline
◦ Parts of the Excel
◦ Keyboard Shortcuts and Access Keys
◦ Formulas and Functions
◦ Data Validation
◦ Custom Number Formats
◦ Making Worksheet Error Free (Finding and Correcting Formula Errors)
◦ Conditional Formatting
◦ Tables and Charts
◦ Pivot and Pivot Chart
PARTS OF THE EXCEL
Active Cell Indicator
◦ This dark outline indicates the currently active cell (one of the 17,179,869,184 cells on each worksheet).

Name box
This box displays the active cell address or the name of the selected cell, range, or object.
Formula bar

Collapse the Ribbon Button

◦ Click this button to temporarily hide the Ribbon. Click it again to make the Ribbon remain visible.

◦ Note: You can also hide or the show Ribbon by using the
shortcut keys Ctrl + F1
Column Letters
◦ Letters range from A to XFD — one for each of the 16,384 columns in the worksheet. You can click a column heading
to select an entire column of cells or drag a column border to change its width

Row Numbers

◦ Numbers range from 1 to 1,048,576 — one for each row in the worksheet. You can
click a row number to select an entire row of cells.
Page View Buttons
Click these buttons to change the way the worksheet is displayed.

Quick Access Toolbar

This customizable toolbar holds commonly used commands. The Quick Access toolbar is always visible,
regardless of which tab is selected.

Note: It can be located in one of two places: Upper-left corner

above the ribbon (default location) Upper-left corner below the
ribbon.
Ribbon
This is the main location for Excel commands. Clicking an item in the tab list changes the Ribbon that is displayed.

Sheet Tabs
Each of these notebook-like tabs represents a different sheet in the workbook. A workbook can have any number of
sheets, and each sheet has its name displayed in a sheet tab.
KEYBOARD SHORTCUTS AND
ACCESS KEYS
Access Keys
An access key is a letter or number that users select to access UI controls that have text labels.

Press Alt to activate Access Keys

Shortcut Keys
A key or combination of keys providing quick access to a particular function
FORMULAS AND FUNCTIONS
Formulas
A formula consists of special code entered into a cell. It performs a calculation of some type and returns a result that is
displayed in the cell. Formulas use a variety of operators and worksheet functions to work with values and text.

A formula always begins with an equal sign and can contain any of these elements:
■ Mathematical operators, such as + (for addition) and * (for multiplication)
Excel formulas support a variety of operators. Operators are symbols that indicate what mathematical (or
logical) operation you want the formula to perform. Table 10.1 lists the operators that Excel recognizes. In
addition to these, Excel has many built-in functions that enable you to perform additional calculations
■ Cell references (including named cells and ranges)
■ Values or text
■ Worksheet functions (such as SUM and AVERAGE)
Operators Used in Formulas

Operator Name
+ Addition
- Subtraction
* Multiplication
/ Division
^ Exponentiation
& Concatenation
= Logical comparison (equal to)
> Logical comparison (greater than)
< Logical comparison (less than)
>= Logical comparison (greater than or equal to)
<= Logical comparison (less than or equal to)
<> Logical comparison (not equal to)
Here are some examples of formulas that use various operators:

Formula What is Does

="Part-"&"23A" Joins (concatenates) the two text strings to produce Part-23A.
=A1&A2 Concatenates the contents of cell A1 with cell A2. Concatenation works with values as well as text.
If cell A1 contains 123 and cell A2 contains 456, this formula would return the text 123456.
=6^3 Raises 6 to the third power (216).
=A1<A2 Returns TRUE if the value in cell A1 is less than the value in cell A2.
Otherwise, it returns FALSE. Logical comparison operators also work with text. If A1 contains Bill
and A2 contains Julia, the formula would return TRUE because Bill comes before Julia in
alphabetical order.
=A1<=A2 Returns TRUE if the value in cell A1 is less than or equal to the value in cell A2. Otherwise, it
returns FALSE.
Operator Precedence in Excel Formulas

Excel follows a standard math protocol called "order of operations“, when evaluating a formula

Symbol Operator Precedence

^ Exponentiation 1
* Multiplication 2
/ Division 2
+ Addition 3
- Subtraction 3
& Concatenation 4
= Equal to 5
< Less Than 5
> Greater Than 5
You can use parentheses to override Excel’s built-in order of precedence. Expressions within
parentheses are always evaluated fi rst. For example, the following formula uses parentheses
to control the order in which the calculations occur. In this case, cell B3 is subtracted from
cell B2, and the result is multiplied by cell B4:

=(B2-B3)*B4

If you enter the formula without the parentheses, Excel computes a different answer.
Because multiplication has a higher precedence, cell B3 is multiplied by cell B4. Then this
result is subtracted from cell B2, which isn’t what was intended.
The formula without parentheses looks like this:

=B2-B3*B4
Using functions in your formulas
Many formulas you create use worksheet functions. These functions enable you to greatly
enhance the power of your formulas and perform calculations that are difficult (or even
impossible) if you use only the operators discussed previously. For example, you can use the
TAN function to calculate the tangent of an angle. You can’t do this complicated calculation
by using the mathematical operators alone.

A worksheet function can simplify a formula significantly

To calculate the average of the values in ten cells (A1:A10) without using a function, you’d have to construct a
formula like this:

=(B2+B3+B4+B5+B6+B7+B8+B9+B10+B11)/10

You can replace this formula with a much simpler one that uses one of Excel’s built-in worksheet functions,
AVERAGE:

=AVERAGE(B2:B11)
IF AND IFS FUNCTIONS
IF function

• IF function allows you to make logical comparisons between a value and what you expect.

• IF statement can have two results. The first result is if your comparison is True, the second if your
comparison is False.

=IF(logical_test,[value_if_true],[value_if_false])

For example, =IF(C2=”Yes”,1,2) says IF(C2 = Yes, then return a 1, otherwise return a 2).

IFS function
The IFS function checks whether one or more conditions are met, and returns a value that corresponds to the first
TRUE condition.

= IFS(logical_test1, Value1 [logical_test2, Value2] …, [logical_test127, Value127])

=IFS([Something is True1, Value if True1,Something is True2,Value if True2,Something is True3,Value if True3)

SUM, SUMIF AND SUMIFS
FUNCTIONS
SUMIF function

Sums the values in a range that meet criteria that you specify. For example, suppose that in a column that contains
numbers, you want to sum only the values that are larger than 10. You can use the following formula:
=SUMIF(A2:J2,">10")

You can apply the criteria to one range and sum the corresponding values in a different range. For example, the
formula =SUMIF(B2:B5, "John", C2:C5) sums only the values in the range C2:C5, where the corresponding
cells in the range B2:B5 equal "John."

=SUMIF(range, criteria, [sum_range])

SUMIFS function
Adds all of its arguments that meet multiple criteria. For example, you would use SUMIFS to sum the number of
retailers in the country who (1) reside in a single zip code and (2) whose profits exceed a specific dollar value.

=SUMIFS(sum_range, criteria_range1, criteria1, [criteria_range2, criteria2], ...)

MIN, AND MAX FUNCTIONS
MIN Function

Returns the smallest number in a set of values.

=MIN(number1, [number2], ...)

The MIN function syntax has the following arguments:

Number1, number2, ... Number1 is optional, subsequent numbers are optional. 1 to 255 numbers for which you
want to find the minimum value.

MAX Function
Returns the largest value in a set of values.

=MAX(number1, [number2], ...)

The MAX function syntax has the following arguments:

Number1, number2, ... Number1 is required, subsequent numbers are optional. 1 to 255 numbers for which
you want to find the maximum value.