Excel

Key Features Of Excel

 Commonly Used Functions
• Sum, Average,Max,Min
Values can be from –
One sheet – Continuous Range
One sheet – Discontinuous Range
Different Sheets of the Same File –
From Different Files Of the same
machine
From Files of a separate
machine (LAN)
 Conditional Functions
• If condition –
For decision making in cases such as --
1) Showing Passed or Failed depending on the
marks.
2) Giving discount 10 % if total sales is above
500 or discount 5% if total sales is less than 500.
3) Multiple decisions such as showing grades ‘A’ if
loans amt is above 700, ‘B’ if loan amt is
between 500 and 700, ‘C’ if it is between 300
and 500 and so on……
Click to see example
 Large and Small
• These functions are very useful when we
have to find which value is the second
largest or third lowest value from the given
range.
Click to see the example --
 Conditional Sum

• To add those values where sales are above

100
• Adding sales figures of India only.
• Total of Discount where respective
Sales are more than 5
Click to see examples
 Count Functions

• To count number of quantities for products

• To count how many product do not have
any quantity
• Conditional count – To count the quantities
where qty is more than 10
Click to see the example
 PasteLink
• There can be a situation when the calculated
value of a cell is to be copied in another
sheet and there should be a link for the
future updates in that value
Click to see example
 Logical AND
• Sometimes decision has to be taken on the
success of all the conditions.
If a student is getting more than 35 in both
the subjects Maths and Physics then only he
should be declared as Passed otherwise as
Failed.
Click to see the example
 Logical OR
• Sometimes the decision has to be taken on
the success of any one condition
To give discount there are two criteria out
of which the customer will fulfill one.
The discount of 20% has to be given if the
no. of products taken are above 5 OR the
total cost of all the products exceeds 1000
Click to see example
 Mid Functions
• Especially suitable for lengthy Product
Code
Sometimes the product codes are having
the entire description in the code itself.
Using mid function we can extract a part of
the information such as country name,city
name,product name etc from a set.
Click to see the example
 Replace Function
• Sometimes we have to replace some part of
the text. That means for 100 products
which have product code starting from
Pune- has to be replaced by Mumbai-
Click to see the example
 Left – Right Functions
• Sometimes from a product code we are
interested to take some number of starting
characters or some number of ending
characters.In these cases we can use left
right functions.
Click to see examples --
 Time Function
• To create an Login Time-Management
Software for checking the entry time, late
time and fine
Click to see the example
 Year Function
• Calculations of years is a very important
factor in many salary packages.
• To find the number of years of service and
to give the profit percentage depending on
the service years.
Click to see the example --
 Date Functions
• A typical library needs validations for issue
date, return date, fine etc.
• Date functions help us for such as example.
• Click to see the example --
 WeekDay Function
Can you imagine that you are entering a date
and immediately it’s weekday is coming ?
Yes it is possible using WeekDay function.

Click to see the example.

Database Functions
Tree Height Age Yield Profit
Apple 18 7 14 105
Pear 12 12 10 96
Cherry 13 14 15 105
Apple 9 15 10 75
Pear 9 8 8 123
Cherry 16 7 4 60
Cherry 10 7 2 222
Apple 8 9 6 300

1 . We want to count the ages of Apple who

have Height > 10

2.We want to see the max profit for Apple and Cherry

3.W e want to see the max profit for Apple and Cherry where both
have height above 15

4.We want to see the min profit for Apple and Cherry

5.We want to see the min profit for Apple and Pear
where both have age less than 10.

Click to see the example

 Frequency Function
• From a set of values we want to see the
count of values in different ranges such as
count of values between 60 and 70, between
70 and 80 and so on …
In such a case we can use the frequency
function in one stroke instead of using
separate and repeating countif function
Click to see the example
 Mode Function
• Mode can be used to see the most repeating value
from a range.
1) Can be used to see the which product is
repeating many a times from the pending work
list.
2) To see which Supplier's name is coming more
often in the last 15 years records.
Click to see the examples
 Absolute Referencing
• In excel a formula can be dragged down to get the
next results. In this case the formula cell address
changes respectively. But some times we do not
want to change on cell address , that means one
cell should be absolute reference (fixed) .
For e.g. To see the percentage contribution of each
person
Click to see the example-
 Validations
• In an corporate world validity of data is a key
factor.
Through excel we can do following validations –
1) To check the numbers entered are as per
condition.
2) To check the date entered
3) To provide a drop down list to select a item.
4) To check the length of the text.
Click to see the example
 Filtering Data
• From a large table sometimes it is
necessary to see selective data (filtering
data) or to take printouts for reports of
conditional records.
• Click to see the example
 Text to Columns
• Sometimes one column has a text that has
multiple information . For e.g. in the full
names of persons. We can split that
information in different columns.
Click to see the example
 Sub Totals

• In a report generation many a times we

want the grand totals, sub-totals and the
break up to be seen together.
Click to see the example
 Conditional Formatting
• Excel can understand data and do formatting of
the value accordingly. That means for easy
identification we want to show the all outstanding
payments which are above 5000 in red, between
3000 and 5000 in blue.
• We can format the country green if it is India, blue
if it is USA and so on.
• Click to see the example
 Charts
• Representation of data in a graphical format easily
gives us the idea of the ups and downs and the
trend of data.
• In excel we have different types of graphs for
different requirements.
Types of charts are :--
Column, Bar, Line, Pie, Doughnut,Bubble,
Surface, Stock,Scattered, Cylindrical and Conical.
Click to see the example.
 Pivot Tables
• You can rotate rows and columns to see different summaries
of the source data
• Use a PivotTable report when you want to compare related
totals, especially when you have a long list of figures to
summarize and you want to compare several facts about each
figure. Use PivotTable reports when you want Microsoft
Excel to do the sorting, subtotaling, and totaling for you.
• You can also make a PivotTable report available on the Web
by using a PivotTable list on Web page. When you publish an
Excel PivotTable report to a PivotTable list, others can view
and interact with the data from within their Web browsers.
Click to see the examples
 Pivot Chart
• In a Pivot Chart the data is shown in a
graphical format but the only difference in a
normal chart and a pivot chart is that in the
pivot chart the summarized (calculated)
data’s chart is shown and not of the actual
values.
Click to see the example
 Macros
• In a corporate sector there is a need to use very
complicated and lengthy formulae gain and again.
• In such cases macros are real boon!
• In a macro we can record many steps. The steps
may be formulae , formatting , etc. A short cut key
can be given say Ctrl k to activate the macro.
• Click to see the examples --