TIPS AND

TRICKS IN
EXCEL
ABOUT EXCEL
Excel is a powerful
spreadsheet program
that allows users to
organize, analyze, and
manipulate data
efficiently. It offers
various features and
functions that make
data management and
analysis easier
 1.
Excel provides the ability to find and replace
specific data within tables, making it convenient for
removing unwanted characters or making mass
edits.

2.

Users can adjust the column width and row height

to accommodate more content or condense smaller
columns.
 3.
Formatting cells in Excel is essential for data
organization and presentation. It offers auto-
formatting options for different data types,
such as time, currency, and numbers.

4.
Multiple worksheets can be created within a
single Excel file, allowing users to organize
and reference data across different sheets.
5.
Excel provides options for text wrapping, merging
cells, and freezing rows or columns, which are
useful for managing large spreadsheets and
improving data visibility.
 TABLE OF CONTENTS
• Basic Component ..................................................... 7
• Function ................................................................... 19
• Formulas .................................................................. 22
• Chart ........................................................................ 31
• Formatting Tools ...................................................... 35
• Filters ....................................................................... 37
• Data Validation ........................................................ 43
• Pivot Tables ............................................................. 50
• Named Ranges ........................................................ 57
EXCEL
BASIC
COMPONE
Title Bar The title bar shows the name of the program as well
as that of the open spreadsheet. It is located near the
quick access bar or on the top of the window.
Pivot Tables The quick access bar is used for access to commonly

Named used settings. You may add your preferred choices to

Ranges the fast access toolbar by introducing new choices.
Ribbon Bar Beginning with Microsoft Excel 2007, all selection
menus have been replaced by ribbons. Ribbon bars are
a collection of particular options as groups that contain
additional tools.
 The file menu, like all other programs, is basic. It has
File Menu choices such as Print, Excel Options, Share, Save,
Open, New, Save As, and others.
 The formula bar is an entry bar located beneath the
Formula Bar ribbon. It displays the current cell's information and
may also be used to insert a formula into a cell.
 A row is a laterally aligned set of cells. A single
Rows worksheet has a total of 1048576 rows. For
identification, each row has its unique number ranging
from 1 to the last numeral.
 A cell that is presently chosen. It will be denoted by a
Columns rectangular area, and its location will be displayed in
the search box.
 A cell that is presently chosen. It will be denoted by a
Active Cell rectangular area, and its location will be displayed in
the search box.
 The address bar is a text box in an internet browser
Address Bar that indicates the location of a user on the internet and
enables them to browse multiple websites.
 The fill handle is a tiny dot in the current cell's bottom
Fill Handle right. It assists you in filling numeric data, word series,
inserting serial numbers, typing in ranges, and so
forth. It is displayed when a cell or group of cells is
chosen.
Worksheet Tab

The worksheet tab displays all of the

worksheets present in the workbook. By
configuration, your created workbook will
have three sheets.

Status Bar

The status bar is a small bar that sits at

the foot of the Excel window. It will be of
immediate use once you begin working
with Excel.
FUNCTION
S
FUNCTIONS
Functions are predefined formulas in
Excel. They eliminate laborious manual
entry of formulas while giving them
human-friendly names. For example:
=SUM(A1:A3). The function sums all
the values from A1 to A3.
HOW TO USE
FUNCTION
To BUTTON
add a formula to a specific cell in your spreadsheet, start by clicking on the cell where you want the formula
to appear. Next, locate and click the "Insert Function" button, usually found in the toolbar or ribbon. Then, you
can search for the desired function by typing keywords related to the function you need and clicking "Go," or you
can browse through the available categories by selecting from the list arrow menu. Once you've found the
function you want, select it and click "OK" to confirm your choice. After that, you'll need to enter the formula
arguments, which are the inputs required for the function to calculate correctly. Once you've entered the
arguments, click "OK" again to apply the formula to the selected cell.
FORMULA
EXCEL
FORMULA
It is essential for novices to learn the fundamental
Excel formulae in order to become extremely
skilled in financial analysis. Microsoft Excel is
regarded as the data analysis software industry
standard. When it comes to data processing,
financial modeling, and presentation, investment
bankers and financial analysts highly value
Microsoft's spreadsheet tool.
1. SUM
The SUM function is the first must-know formula in Excel. It usually aggregates
values from a selection of columns or rows from your selected range.
Example:
• =SUM(B2:G2) – A simple selection that sums the values of a row.

• =SUM(A2:A8) – A simple selection that sums the values of a column.

2. AVERAGE
The AVERAGE function should remind you of simple averages of data, such
as the average number of shareholders in a given shareholding pool.

• =AVERAGE(B2:B11) – Shows a simple average, also similar to

(SUM(B2:B11)/10)
3. COUNT
The COUNT function counts all cells in a given range that contain only
numeric values.
Example:
COUNT(A:A) – Counts all values that are numerical in A column. However,
you must adjust the range inside the formula to count rows.
COUNT(A1:C1) – Now it can count rows.
4. COUNTA
Like the COUNT function, COUNTA counts all cells in a given rage. However, it
counts all cells regardless of type. That is, unlike COUNT that only counts
numerics, it also counts dates, times, strings, logical values, errors, empty
string, or text.
Example:
COUNTA(C2:C13) – Counts rows 2 to 13 in column C regardless of type.
However, like COUNT, you can’t use the same formula to count rows. You must
make an adjustment to the selection inside the brackets – for example,
COUNTA(C2:H2) will count columns C to H
5. IF
The IF function is often used when you want to sort
your data according to a given logic. The best part of the
IF formula is that you can embed formulas and functions
in it.
Example:
=IF(C2<D3,“TRUE”,”FALSE”) – Checks if the
value at C3 is less than the value at D3. If the logic is
true, let the cell value be TRUE, otherwise, FALSE
6. TRIM
The TRIM function makes sure your functions do not return errors due to extra

spaces in your data. It ensures that all empty spaces are eliminated. Unlike other

functions that can operate on a range of cells, TRIM only operates on a single cell.

Therefore, it comes with the downside of adding duplicated data to your

spreadsheet.

Example:

TRIM(A2) – Removes empty spaces in the value in cell A2.

7. MAX & MIN
The MAX and MIN functions help in finding the maximum number and the
minimum number in a range of values.
Example:
=MIN(B2:C11) – Finds the minimum number between column B from
B2 and column C from C2 to row 11 in both columns B and C.
=MAX(number1, [number2], …)
CHARTS
CHARTS

- are used to display series of

numerical data in a graphical
format to make it easier to
understand large quantities of data
and the relationship between
different series of data.
Tips by following this 1
2

steps you will be able to

create a charts in MS
Excel:
1.First encode the data you 3

want to be in the chart with

label.
4
2.Next go to insert tab. 5
3.Then you will see the chart
ribbon.
4.And choose the right type
of chart.
5.After that choose the chart
6
and highlight the cells with
data you want be in chart.
6.Then now you are able to
create your own chart.
 1

Other tips by following

this steps you will be able
to create a charts in MS
Excel:
2
1.First encode the data you
want to be in the chart with
label.
3
2.Next choose the cells with
data you want be in chart.
3. Then in your key board
press ALT + F1 to easily
create a chart.
FORMATTI
NG TOOLS
 FORMATTING TOOLS
• MS Excel provides various formatting tools to
customize the appearance of cells, data, and
worksheets.
• Some of the formatting tools in MS Excel
include
• Font Formatting users can change the font
style, size, color, and effects of text in cells.
• Cell Formatting Excel allows users to format
cells by changing the background color,
borders, and alignment.
• Number Formatting users can apply different
number formats, such as currency, percentage,
and date, to cells.
• Users can also create custom formatting rules
based on their specific requirements
• Page Layout allows users to adjust the page
orientation, margins, and size of the worksheet
for printing purposes.
FILTERING
DATA
FILTERING DATA
Excel Filter, aka AutoFilter, is a quick way to display

only the information relevant at a given time and

remove all other data from view. Filter is located in the

data section which you can filter rows in Excel

worksheets by value, by format and by criteria. After

applying a filter, you can copy, edit, chart or print only

visible rows without rearranging the entire list.

HOW TO USE
When you want to filter a text column for something very

specific, you can leverage a number of advanced options

provided by Excel Text Filters such as:

• Filter cells that begin with or end with a specific

character(s).
• Filter cells that contain or do not contain a given character

or word anywhere in the text.

• Filter cells that are exactly equal or not equal to a

specified character(s).
TIPS TO FILTERING DATA
Using keyboard shortcuts helps you in speeding up your

productivity. Choose the data on which you want to apply

filters and then use the shortcuts given below.

Press the Shift + Ctrl + L keys at the same time.

SHIFT+CTRL+L - shortcut on sort and filter

TIPS TO FILTERING DATA
Enter ALT, D, F, F and voila – you can quickly toggle data

filters on/off.

Keep in mind that the preceding shortcuts used for adding

filters are toggle keys. Pressing these keys repeatedly will

turn them on and off the filters.

 TIPS TO FILTERING DATA
• You must type the value when your dataset is bigger

enough. It will help in filtering each potential match.

• When you need to filter the dates or numbers, you

should use the “number filters” option.

• If your data needs to be filtered by the color of specific

rows, you should use the “filter by color” option.

DATA
VALIDATIO
N
 DATA VALIDATION

Data validation is a feature in Excel

which is used to control what users
can enter into a cell. It allows you to
dictate specific rules. It also allows
users to display a custom message
if users try to enter invalid data.
 DATA VALIDATION
VALIDATION CRITERIA
it is how you can control the range of
values that can be entered into a cell in
Excel. By setting these restrictions, you
can prevent users from inputting values
outside the specified range and display
an error message to notify them of the
invalid entry.
 DATA VALIDATION

Input Messages & Error

Messages
You can create input and error
messages in cells to provide
specific help and information
about the required data and valid
value ranges.
 DATA VALIDATION

Drop-Down Lists
Drop-down lists can be attached to cells to
provide a list of valid options for a user. This is
ideal where there is a limited number of possible
values for a cell, such as the days of the week.
 DATA VALIDATION

Customised Validation Criteria

As well as a range of standard validation
options, you can build quite sophisticated
customised validation criteria.
 DATA VALIDATION
Formula
s
As well as being able to set specific limits for

values, you can use formulas to create dynamic

ranges of values. For example, the Today()

function can be used to calculate today’s date. As

validation criteria, this could be used to ensure

that a user does not enter a future date in a cell,

or to ensure that the date is not too far in the

past.
PIVOT
TABLE
 To create a Pivot Table
PIVOT
TABLE 1. Select the table or cells
A Pivot Table is an interactive way to
(including column headers)
quickly summarize large amounts of
you want to include in your
data. You can use a PivotTable to
PivotTable.
analyze numerical data in detail, and
answer unanticipated questions about
your data. A PivotTable is especially
designed for: Querying large amounts of
data in many user-friendly ways.
 To create a Pivot Table

2. From the Insert tab, click the PivotTable

command.
3. The Create PivotTable dialog box will
appear. Choose your settings, then click
OK. In our example, we'll use Table1 as our
source data and place the PivotTable on a
new worksheet.
4. A blank PivotTable and Field List will
appear on a new worksheet.
To create a Pivot Table

5. Once you create a PivotTable, you'll need to

decide which fields to add. Each field is simply
a column header from the source data. In the
PivotTable Field List, check the box for each
field you want to add. In our example, we want
to know the total amount sold by each
salesperson, so we'll check the Salesperson
and Order Amount fields.
To create a Pivot Table

6. The selected fields will be added to

one of the four areas below. In our
example, the Salesperson field has
been added to the Rows area, while
Order Amount has been added to
Values. Alternatively, you can drag and
drop fields directly into the desired area.
To create a Pivot Table

7. The PivotTable will

calculate and summarize
the selected fields. In our
example, the PivotTable
shows the amount sold
by each salesperson.
To create a Pivot Table
Just like with normal spreadsheets, you can sort the
data in a PivotTable using the Sort & Filter command
OUTPUT OF on the Home tab. You can also apply any type of
PIVOT
number formatting you want. For example, you may
want to change the number format to Currency.
However, be aware that some types of formatting
may disappear when you modify the PivotTable.
NAME
RANGES
 NAME
RANGE

You can change the name range by following these

steps:

• Select the entire data set (including the headers).

• Go to Formulas –> Create from Selection
Name range is a feature in MS (Keyboard shortcut – Control + Shift + F3). It will
Excel that allows you to open the ‘Create Names from Selection’ dialogue
designate a name on a specific box.
cell or range of cells.
 NAME
RANGE
• Make sure to select the options pertaining
to the headers in the Create Names from
Selection dialogue box. Since the header is
on the top row in this instance, we only
select the top row. You can select both
headers if they are present in the left
column and top row. Similarly, you only
choose the Left Column option if your data
is organized with the headers in the left
column only.
• This will create three Named Ranges –
Date, Sales_Rep, and Sales.
THANK
YOU