MICROSOFT EXCEL

• Microsoft Excel is a popular spreadsheet software program for business.

• It allows you to store, organize, and analyze information.

• It provides a grid interface to organize nearly any type of information

i.e. texts, numbers, symbols, dates, currency, formulae etc.

• The power of Excel lies in it's flexibility to define the layout and
structure of the information one wants to manage.

• Nearly 30 years after it's initial introduction, Excel remains the worlds
leading spreadsheet software.

• Excel is used widely in any financially-related activity.

• The ability to create new spreadsheets where users can define custom
formulas to calculate anything from a simple forecast to a full corporate
annual report makes Excel highly appealing.
• Excel is also used widely for common information organization and tracking
like a list of sales leads, project status reports, contact lists, and invoicing.

• And frequently, Excel is used as a tool for scientific and statistical analysis with
large data sets.

• When Excel is opened for the first time, the Excel Start Screen will appear with
a number of templates.

• Select Blank workbook to access the Excel interface.

Parts of the Excel window

• Some parts of the Excel window (like the Ribbon and scroll bars) are standard
in most other Microsoft programs.

• However, there are other features that are more specific to spreadsheets, such
as the formula bar, name box, and worksheet tabs.

• An Excel document is called a Workbook.

• A workbook always has at least one Worksheet.

• Worksheets are the grid where one can store and calculate data.

• Can have many worksheets stored inside a workbook, each with a unique
worksheet name.
• Worksheets are laid out in columns (vertical) and rows (horizontal).

• The intersection of any given row and column is a cell.

• Cells are really where we enter any information.

• A cell will accept a large amount of text, or can enter a date, number, or
formula.

• Each cell can be formatted individually with distinct border, background color,
and font color/size/type.

• A group of cells can also be formatted together

• The Ribbon and Quick Access Toolbar are where we find the commands to perform common
tasks in Excel.

• The Backstage view gives various options for saving, opening a file, printing, and sharing your
document.

The Ribbon

• Contains all of the commands needed to perform common tasks in Excel.

• It has multiple tabs, each with several groups of commands.

• Excel uses a tabbed Ribbon system instead of traditional menus.

• Some groups will have an arrow to click for more options.

• Click a tab to see more commands.

• Can adjust how the Ribbon is displayed with the Ribbon Display Options (above the Tell Me).
• Certain programs, such as Adobe Acrobat Reader, may install additional tabs to the
Ribbon. These tabs are called add-ins.

• The Ribbon is designed to respond to the current task, but can choose to minimize it if
one finds that it takes up too much screen space.

• This can be done using the Ribbon Display Options arrow in the upper-right corner of
the Ribbon to display the drop-down menu.

• Auto-hide displays the workbook in full-screen mode and completely hides the Ribbon.
To show the Ribbon, click the Expand Ribbon command at the top of screen.

• Show Tabs: This option hides all command groups when they're not in use,
but tabs will remain visible. To show the Ribbon, simply click a tab.

• Show Tabs and Commands: This option maximizes the Ribbon. All of the tabs and
commands will be visible. This option is selected by default when we open Excel for
the first time.
The Quick Access Toolbar

• Located just above the Ribbon, the Quick Access Toolbar lets one access
common commands no matter which tab is selected.

• By default, it includes the Save, Undo, and Repeat commands.

• Can customize and/or add the commands depending on preference.

• Click the drop-down arrow to the right of the Quick Access Toolbar.

• Select the command to be added from the drop-down menu.

• To choose from additional commands, select More Commands.

• The command will be added to the Quick Access Toolbar.

Tell me

• The Tell me box works like a search bar to help one quickly find tools or
commands we want to use.

• Type in your own words what you want to do.

• The results will give a few relevant options.

• To use one, click it like you would a command on the Ribbon.

Worksheet views

• Excel has a variety of viewing options that change how the workbook is displayed.

• These views can be useful for various tasks, especially if we are planning
to print the spreadsheet.

• There are three ways to view a worksheet.

• Simply click a command to select the desired view.

• To change worksheet views, locate the commands in the bottom-right corner of the
Excel window and select Normal view, Page Layout view, or Page Break view.

• Normal view is the default view for all worksheets in Excel.

• Page Layout view displays how the worksheets will appear when printed.

• Can also add headers and footers in this view.

• Page Break view allows to change the location of page breaks, which is especially
helpful when printing a lot of data from Excel.
Backstage view

• Backstage view gives various options for saving, opening a file, printing, and
sharing the workbooks.

• Click the File tab on the Ribbon. Backstage view will appear.
Microsoft Account
• From here, can access the Microsoft account information, view profile, and switch
accounts.
Name Box
• The Name box displays the location, or name, of a selected cell.
Formula Bar
• In the formula bar, can enter or edit data, a formula, or a function that will appear in a
specific cell.
Expand Formula Bar Button
• This button allows one to expand the formula bar. This is helpful when we have either a
long formula or large piece of text in a cell.
Column
• A column is a group of cells that runs from the top of the page to the bottom.
• In Excel, columns are identified by letters.
Row
• A row is a group of cells that runs from the left of the page to the right.
• In Excel, rows are identified by numbers.
Cell
• Each rectangle in a workbook is called a cell.
• A cell is the intersection of a row and a column.
• Simply click to select a cell.
Zoom Control
• Click and drag the slider to use the zoom control.
• The number to the right of the slider reflects the zoom percentage.
Vertical and Horizontal Scroll Bars
• The scroll bars allow to scroll up and down or side to side.
• To do this, click and drag the vertical or horizontal scroll bar.
 Excel terminology and components

• Excel has its own terminology for its components, which new users may not
immediately grasp.

• Cell. A user enters data into a cell, which is the intersection of a column and
row.

• Cell reference. This is the set of coordinates where a cell is located. Rows are
horizontal and numbered whereas columns are vertical and assigned a letter.

• Active cell. This is the currently selected cell, outlined by a green box.

• Workbook. This is an Excel file that contains one or more worksheets.

• Worksheet. These are the different documents nested within a Workbook.

• Worksheet tab. These are the tabs at the bottom left of the spreadsheet.
• Column and row headings. These are the numbered and lettered cells located
just outside of the columns and rows. Selecting a header highlights the entire row
or column.

• Formula. Formulas are mathematical equations, cell references or functions that

can be placed inside a cell to produce a value. Formulas must start with an equal
"=" sign.

• Formula bar. This is the long input bar that is used to enter values or formulas in
cells. It is located at the top of the worksheet, next to the "fx" label.

• Address bar. This bar located to the left of the formula bar shows the number and
letter coordinates of an active cell.

• Filter. These are rules a user can employ to select what rows in a worksheet to
display. This option is located on the top right of the home bar under "Sort & Filter."
An auto filter option can be selected to show rows that match specific values.
• AutoFill. This feature enables users to copy data to more than one cell
automatically. With two or more cells in a series, a user can select both cells and
drag the bottom right corner down to autofill the rest of the cells.

• AutoSum. This feature enables users to add multiple values. Users can select the
cells they want to add and press the Alt and Equal keys. There is also a button to
enable this feature on the top right of the home page, above "Fill" and to the left
of "Sort & Filter."

• PivotTable. This data summarization tool sorts and calculates data automatically.
This is located under the insert tab on the far left.

• PivotChart. This chart acts as a visual aid to the PivotTable, providing graph
representations of the data. It is located under the middle of the insert page, next
to maps.

• Source data. This is the information that is used to create a PivotTable or a chart.
 Navigating in the Excel Environment
• There are numerous ways to assist navigate/move around in the excel
environment.

• ARROW KEYS: Move one cell up, down, left, or right in a worksheet.
SHIFT+ARROW KEY extends the selection of cells by one cell.

• BACKSPACE: Deletes one character to the left in the Formula Bar. Also clears
the content of the active cell. In cell editing mode, it deletes the character to
the left of the insertion point.

• DELETE: Removes the cell contents (data and formulas) from selected cells
without affecting cell formats or comments. In cell editing mode, it deletes the
character to the right of the insertion point.
• END: Moves to the cell in the lower-right corner of the window when
SCROLL LOCK is turned on.

Also selects the last command on the menu when a menu or submenu
is visible.

CTRL+END moves to the last cell on a worksheet, in the lowest used row
of the rightmost used column.

If the cursor is in the formula bar, CTRL+END moves the cursor to

the end of the text.

CTRL+SHIFT+END extends the selection of cells to the last used

cell on the worksheet (lower-right corner).

If the cursor is in the formula bar, CTRL+SHIFT+END selects all text in

the formula bar from the cursor position to the end—this does not affect
the height of the formula bar.
• TAB: Moves one cell to the right in a worksheet. SHIFT+TAB moves one cell to
the left in the worksheet.
• To Select a Column: Click on the column letter.

• To Select a Row: Click on the row number.

• To Select the Entire Worksheet: Click above row 1 and to the left of column A or hit CTRL A on the keyboard
 Formatting Cells
• Formatting values

• Formatting labels (Anything that does not take part in calculation)

• ENTER: Completes a cell entry from the cell or the Formula Bar, and selects the
cell below (by default).

• ESC: Cancels an entry in the cell or Formula Bar. Closes an open menu or
submenu, dialog box, or message window.

• HOME: Moves to the beginning of a row in a worksheet. CTRL+HOME moves to

the beginning of a worksheet.

• PAGE DOWN: Moves one screen down in a worksheet.

• PAGE UP: Moves one screen up in a worksheet.

• SPACEBAR: In a dialog box, performs the action for the selected button, or selects
or clears a check box.

CTRL+SPACEBAR selects an entire column in a worksheet.

SHIFT+SPACEBAR selects an entire row in a worksheet.
CTRL+SHIFT+SPACEBAR selects the entire worksheet.
Inserting Rows or Columns

• As we work with data, we might find ourselves needing to add more rows and
columns.

• Doing this one at a time would be super tedious.

• Luckily, there's an easier way.

• To add multiple rows or columns in a spreadsheet, highlight the number of pre-

existing rows or columns that you want to add.

• Then, right-click and select "Insert.”

Autofill

• Autofill lets one quickly fill adjacent cells with several types of data, including
values, series, and formulas.

• There are many ways to deploy this feature, but the fill handle is among the easiest.
• First, choose the cells you want to be the source.

• Next, find the fill handle in the lower-right corner of the cell.

• Then either drag the fill handle to cover the cells you want to fill or just double-
click.

Filters

• When looking at large data sets, we usually don't need to look at every row at
the same time.

• Sometimes, we only want to look at data that fit into certain criteria. That's
where filters come in.

• Filters allow one to pare down data to only see certain rows at one time.

• In Excel, can add a filter to each column in the data.

• From there, can choose which cells to view.

• To add a filter, click the Data tab and select "Filter.”

• Next, click the arrow next to the column headers.

• This lets one choose whether to organize the data in ascending or descending order,
as well as which rows to show.

Sort

• Sometimes we'll have a disorganized list of data.

• This is typical when you're exporting lists, like marketing contacts

• Excel’s sort feature can help alphabetize any list.

• Click on the data in the column to sort.

• Then click on the "Data" tab in the toolbar and look for the "Sort" option on the left.

• Choosing A-Z means the list will sort in alphabetical order.

• Z-A selection means the list will sort in reverse alphabetical order.
 Cell Basics
• Whenever we work with Excel, we'll enter information—or content—into cells.

• Cells are the basic building blocks of a worksheet.

• A cell is the intersection of a row and a column.

• Columns are identified by letters (A, B, C), while rows are identified by numbers
(1, 2, 3).

• Each cell has its own name—or cell address—based on its column and row i.e. C5,
B1, A3 etc.

• Note that the cell address also appears in the Name box in the top-left corner, and
that a cell's column and row headings are highlighted when the cell is selected.

• can also select multiple cells at the same time.

• A group of cells is known as a cell range.

• Rather than a single cell address, will refer to a cell range using the cell
addresses of the first and last cells in the cell range, separated by a colon.

• For example, a cell range that included cells A1, A2, A3, A4, and A5 would be
written as A1:A5.

• A cell range that included cells A1, B1, C1, D1, and E1 would be written
as A1:E1.

• The below figure depicts a cell range of A1:F8.

Wrapping text and merging cells

• Whenever we have too much cell content to be displayed in a single cell, we

may decide to wrap the text or merge the cell rather than resize a column.

• Wrapping the text will automatically modify a cell's row height, allowing cell
contents to be displayed on multiple lines.

• Merging allows you to combine a cell with adjacent empty cells to create one
large cell.

• To wrap text, select the cell(s) to be wrapped, Click the Wrap Text command
on the Home tab.

• Click the Wrap Text command again to unwrap the text.

• Select the cell range you want to merge.

• Click the Merge & Center command on the Home tab.

• The contents of the cell can be formatted in any way just as in Word.
 Introduction to Excel Formulas
• One of the most powerful features in Excel is the ability to calculate numerical
information using formulas.

• Working with formulars is the core use case of Excel software.

• Just like a calculator, Excel can add, subtract, multiply, and divide.

• Can create simple and complex formulas in Excel to calculate just about anything.

• Inputs to a formula may be other cells, the results of other formulas, or just straight-
forward math (5*2+3).

To add, use the + sign.

To subtract, use the - sign.

To multiply, use the * sign.

To divide, use the / sign.

To use exponents, use the ^ sign.

• All formulas in Excel must begin with an equal sign (=).

• Use parentheses to make sure certain calculations happen first. For example,
consider how =10+10*10 is different from =(10+10)*10.

• While we can create simple formulas in Excel using numbers (for

example, =2+2 or =5*5), most of the time we will use cell addresses to
create a formula.

• This is known as making a cell reference.

• Using cell references will ensure that our formulas are always accurate
because we can change the value of referenced cells without having to rewrite
the formula.

• If the values in the referenced cells change, the formula automatically

recalculates:
• By combining a mathematical operator with cell references, we can create a
variety of simple formulas in Excel.

• Formulas can also include a combination of cell references and numbers.

• The true advantage of cell references is that they allow to update data in
the worksheet without having to rewrite formulas.

• The formula in will automatically recalculate and display the new value in cell
containing the formula.

Creating a formula using the point-and-click method

• Instead of typing cell addresses manually, can point and click the cells to
include in the formula.

• This method can save a lot of time and effort when creating formulas.

• Type the equals sign (=).

• Select the cell to reference first in the formula

• The cell address will appear in the formula.

• Type the mathematical operator to use.

• Select the cell to reference second in the formula.

• Continue doing this if there are more than two cells to reference and more than two
mathematical operators to use.

• Press Enter on the keyboard.

• The formula will be calculated, and the value will be displayed in the cell.

Copying formulas with the fill handle

• Formulas can also be copied to adjacent cells with the fill handle, which can save
a lot of time and effort if we need to perform the same calculation multiple times
in a worksheet.

• The fill handle is the small square at the bottom-right corner of the selected cell(s).
• Select the cell containing the formula to copy.

• Click and drag the fill handle over the cells you want to fill.

• After you release the mouse, the formula will be copied to the selected cells.
Editing a formula

• Sometimes we may want to modify an existing formula.

• For example, we've entered an incorrect cell address in our formula, so we'll need
to correct it.

• Click the formula bar to edit the formula.

• Can also double-click the cell to view and edit the formula directly within the cell.

• When finished, press Enter on the keyboard or select the Enter command in the
formula bar.

• The formula will be updated, and the new value will be displayed in the cell.

• If you change your mind, you can press the Esc key on your keyboard or click
the Cancel command in the formula bar to avoid accidentally making changes to
your formula.
Creating more complex formulas

• So far have experience working with formulas that contain only one operator,
like 7+9 or A2*C3

• These are simple formulas

• More complex formulas can contain several mathematical operators,

like 5+2*8.

• When there's more than one operation in a formula, the order of

operations tells Excel which operation to calculate first.

• To write formulas that will give the correct answer, will need to understand the
order of operations.
• Excel calculates formulas based on the following order of operations:

• Operations enclosed in parentheses

• Exponential calculations (3^2, for example)

• Multiplication and division, whichever comes first

• Addition and subtraction, whichever comes first

• Try 10+(6-3)/2^2*4-1

• The following example demonstrates how excel uses the order of operations to solve
a more complex formula.

• Want to calculate the cost of sales tax for a catering invoice.

• To do this, we'll write our formula as =(D3+D4+D5)*0.075 in cell D6.

• This formula will add the prices of our items, then multiply that value by the 7.5%
tax rate (which is written as 0.075) to calculate the answer.
• Excel follows the order of operations and first adds the values inside the parentheses:
(45.80+68.70+159.60) = 274.10.

• It then multiplies that value by the tax rate: 274.10*0.075.

• The result will show that the sales tax is $20.56.

• It's especially important to follow the order of operations when creating a formula. Otherwise, Excel won't
calculate the results accurately.

• In the example, if the parentheses are not included, the multiplication is calculated first and the result is
incorrect.

• Parentheses are often the best way to define which calculations will be performed first in Excel.
• In another example, we'll use cell references along with numerical values to create
a complex formula that will calculate the subtotal for a catering invoice.

• The formula will calculate the cost of each menu item first, then add these values.

• Select the cell that will contain the formula.

• Enter the formula i.e. =B3*C3+B4*C4.

• This formula will follow the order of operations, first performing the
multiplication: 2.79*35 = 97.65 and 2.29*20 = 45.80.

• It then will add these values to calculate the total: 97.65+45.80.

• Can add parentheses to any equation to make it easier to read.

• While it won't change the result of the formula in the example, we could
enclose the multiplication operations within parentheses to clarify that they
will be calculated before the addition.
Relative and Absolute Cell References

• There are two types of cell references: relative and absolute.

• Relative and absolute references behave differently when copied and filled to other
cells.

• Relative references change when a formula is copied to another cell.

• Absolute references, on the other hand, remain constant no matter where they are
copied.

Relative references

• By default, all cell references are relative references.

• When copied across multiple cells, they change based on the relative position of rows
and columns.

• For example, if we copy the formula =A1+B1 from row 1 to row 2, the formula will
become =A2+B2.
• Relative references are especially convenient whenever we need to repeat the same calculation across

multiple rows or columns.

• In the following example, we want to create a formula that will multiply each item's price by the quantity.

• Instead of creating a new formula for each row, we can create a single formula in cell D4 and then copy it to

the other rows.

• We'll use relative references so the formula calculates the total for each item correctly.

• Select the cell that will contain the formula. In our example, we'll select cell D4.

• Enter the formula to calculate the desired value. In our example, we'll type =B4*C4.

• Press Enter on the keyboard. The formula will be calculated, and the result will be displayed in the cell.

• Locate the fill handle in the bottom-right corner of the desired cell. In our example, we'll locate the fill handle

for cell D4.

• Click and drag the fill handle over the cells we want to fill. In our example, we'll select cells D5:D13.

• Release the mouse. The formula will be copied to the selected cells with relative references, displaying the

result in each cell.

Absolute references
• There may be a time when we don't want a cell reference to change when
copied to other cells.
• Unlike relative references, absolute references do not change when copied
or filled.
• Can use an absolute reference to keep a row and/or column constant.
• An absolute reference is designated in a formula by the addition of a dollar
sign ($).
• It can precede the column reference, the row reference, or both.
• Will generally use the $A$2 format when creating formulas that contain
absolute references.

• The other two formats are used much less frequently.

• When writing a formula, can press the F4 key on the keyboard to switch
between relative and absolute cell references, this is an easy way to quickly
insert an absolute reference.

• In the following example, we'll use cell E2 (which contains the tax rate of
7.5%) to calculate the sales tax for each item in column D.

• To make sure the reference to the tax rate stays constant—even when the
formula is copied and filled to other cells—we'll need to make cell $E$2 an
absolute reference.
• Select the cell that will contain the formula. In our example, we'll select
cell D4.

• Enter the formula to calculate the desired value. In our example, we'll type
=(B4*C4)*$E$2, making $E$2 an absolute reference.

• Press Enter on the keyboard. The formula will calculate, and the result will
display in the cell.

• Locate the fill handle in the bottom-right corner of the desired cell. In our
example, we'll locate the fill handle for cell D4.

• Click and drag the fill handle over the cells we want to fill (cells D5:D13 in
our example).

• Release the mouse. The formula will be copied to the selected cells with
an absolute reference, and the values will be calculated in each cell.
 Using cell references with multiple worksheets

• Excel allows to refer to any cell on any worksheet, which can be especially
helpful if we want to reference a specific value from one worksheet to
another.

• To do this, we'll simply need to begin the cell reference with

the worksheet name followed by an exclamation point (!).

• For example, if we wanted to reference cell A1 on Sheet1, its cell reference

would be Sheet1!A1.

• Note that if a worksheet name contains a space, we'll need to include single
quotation marks (' ') around the name.

• For instance, if we wanted to reference cell A1 on a worksheet named July

Budget, its cell reference would be 'July Budget'!A1.
• In example below, will refer to a cell with a calculated value between two
worksheets.

• This will allow us to use the exact same value on two different worksheets
without rewriting the formula or copying data.

• Locate the cell to reference, and note its worksheet.

• In the example, we want to reference cell E14 on the Menu Order worksheet.
• Navigate to the desired worksheet.

• In our example, we'll select the Catering Invoice worksheet.

• Locate and select the cell where you want the value to appear.

• In our example, we'll select cell C4.

• Type the equals sign (=), the sheet name followed by an exclamation
point (!), and the cell address.

• n our example, we'll type ='Menu Order'!E14.

• Press Enter on the keyboard.

• The value of the referenced cell will appear.

• Now, if the value of cell E14 changes on the Menu Order worksheet, it will
be updated automatically on the Catering Invoice worksheet.
If we rename the worksheet at a later point, the
cell reference will be updated automatically to
reflect the new worksheet name.
If we enter a worksheet name incorrectly,
the #REF! error will appear in the cell.
In our example below, we've mistyped the name of
the worksheet. To edit, ignore, or investigate the
error, click the Error button beside the cell and
choose an option from the menu.
 EXCEL FUNCTIONS
• A function is a predefined formula that performs calculations using specific
values in a particular order.

• Excel includes many common functions that can be used to quickly find
the sum, average, count, maximum value, and minimum value for a
range of cells.

• In order to use functions correctly, we'll need to understand the

different parts of a function and how to create arguments to calculate
values and cell references.

• In order to work correctly, a function must be written in a specific way, which

is called the syntax.

• The basic syntax for a function is the equals sign (=), the function
name (SUM, for example), and one or more arguments.
• Arguments contain the information we want to calculate.

• The function in the example below would add the values of the cell range
A1:A20.
• Arguments can refer to both individual cells and cell ranges and must be
enclosed within parentheses.

• Can include one argument or multiple arguments, depending on the syntax

required for the function.

• For example, the function =AVERAGE(B1:B9) would calculate

the average of the values in the cell range B1:B9. This function contains only
one argument.

• Multiple arguments must be separated by a comma.

• For example, the function =SUM(A1:A3, C1:C2, E1) will add the values of all
of the cells in the three arguments.
 Creating a function

• There are a variety of functions available in Excel.

• Here are some of the most commonly used functions:

• SUM: This function adds all of the values of the cells in the argument.

• AVERAGE: This function determines the average of the values included in the
argument. It calculates the sum of the cells and then divides that value by the
number of cells in the argument.

• COUNT: This function counts the number of cells with numerical data in the
argument. This function is useful for quickly counting items in a cell range.

• MAX: This function determines the highest cell value included in the
argument.

• MIN: This function determines the lowest cell value included in the argument.
• The AutoSum command allows to automatically insert the most common
functions into the formula, including SUM, AVERAGE, COUNT, MAX, and MIN.

• In the example below, we'll use the SUM function to calculate the total
cost for a list of recently ordered items.

• Select the cell that will contain the function. In our example, we'll select
cell D13.

• In the Editing group on the Home tab, click the arrow next to
the AutoSum command.

• Next, choose the desired function from the drop-down menu.

• In our example, we'll select Sum.

• Excel will place the function in the cell and automatically select a cell
range for the argument.

• If Excel selects the wrong cell range, can manually enter the desired cells into
the argument.

• Press Enter on the keyboard.

• The function will be calculated, and the result will appear in the cell.
• The AutoSum command can also be accessed from the Formulas tab on
the Ribbon.

• Can also use the Alt+= keyboard shortcut instead of the AutoSum command.
To use this shortcut, hold down the Alt key and then press the equals sign.

• If we already know the function name, can easily type it.

• Select the cell that will contain the function.

• Type the equals sign (=), then enter the desired function name.

• Can also select the desired function from the list

of suggested functions that appears below the cell as we type.

• Enter the cell range for the argument inside parentheses.

• Press Enter on the keyboard.

 The Function Library

• While there are hundreds of functions in Excel, the ones we'll use the most will
depend on the type of data the workbooks contain.

• There's no need to learn every single function, but exploring some of the
different types of functions will help as we create new projects.

• Can even use the Function Library on the Formulas tab to browse functions
by category, including Financial, Logical, Text, and Date & Time.
 Inserting a function from the Function Library

• We'll use the COUNTA function to count the total number of items in
the Items column.

• Unlike COUNT, COUNTA can be used to tally cells that contain data of any
kind, not just numerical data.

• Select the cell that will contain the function.

• Click the Formulas tab on the Ribbon to access the Function Library.

• From the Function Library group, select the desired function category.

• In our example, we'll choose More Functions, then hover the mouse
over Statistical.

• elect the desired function from the drop-down menu.

• In our example, we'll select the COUNTA function

• The Function Arguments dialog box will appear.

• Select the Value1 field, then enter or select the desired cells.

• Can continue to add arguments in the Value2 field, but in this case we only
want to count the number of cells in the cell range A3:A12.

• When satisfied, click OK.

 Using the Insert Function command

• In the example below, we want to find a function that will calculate the number
of business days it took to receive items after they were ordered.

• Will use the dates in columns E and F to calculate the delivery time in column G.

• Select the cell that will contain the function. In our example, we'll select cell G3.

• Click the Formulas tab on the Ribbon, then click the Insert
Function command.

• The Insert Function dialog box will appear.

• Type a few keywords describing the calculation you want the function to
perform, then click Go.

• In our example, we'll type count days, but can also search by selecting
a category from the drop-down list.
• Review the results to find the desired function, then click OK.

• In our example, we'll choose NETWORKDAYS, which will count the number of
business days between the ordered date and received date.

• The Function Arguments dialog box will appear.

• From here, enter or select the cells that will make up the arguments in the function.

• In our example, we'll enter E3 in the Start_date field and F3 in the End_date field.

• When satisfied, click OK.

• The function will be calculated, and the result will appear in the cell.

• In our example, the result shows that it took four business days to receive the
order.
• Like formulas, functions can be copied to adjacent cells.

• Simply select the cell that contains the function, then click and drag the fill
handle over the cells to fill.

• The function will be copied, and values for those cells will be calculated
relative to their rows or columns.
 Function to combine cells
• Databases/Datasheets tend to split out data to make it as exact as possible.

• For example, instead of having data that shows a person's full name, a
datasheet might have the data as a first name and then a last name in
separate columns.

• In Excel, we can combine cells with different data into one cell by using the
"&" sign in the function.

• This works in a similar way as the CONCAT under text functions = Concatenate
(A2,” “,B2).

• The example below uses this formula: =A2&" "&B2.

 Common Excel Financial Functions
Future Value (FV)

• Used to find out the future value of a particular investment which has a constant
interest rate and periodic payment.

• FV (Rate, Nper, [Pmt], PV, [Type])

Rate = It is the interest rate/period

Nper = Number of periods

[Pmt] = Payment/period

PV = Present Value

[Type] = When the payment is made (if nothing is mentioned, it’s assumed
that the payment has been made at the end of the period)
• Example, A has invested the US $100 in 2016. The payment has been made
yearly. The interest rate is 10% p.a. What would be the FV in 2019?

• Solution: In excel, we will put the equation as follows :

= FV (10%, 3, 1, – 100)
= US $129.79
 Example Table 1 – Formula

• Example 2: Savings Account Projection

• Situation: You have a savings account with a 3% annual interest rate. You
wish to calculate the amount accumulated in 5 years with a monthly saving of
€500.

• Formula: =FV(0.03/12, 60, -500, 0, 0)

• Result: This formula predicts a future value of €32.323.36.

PMT: Calculating Payment Amounts for a Loan

• The =PMT function is used to calculate the payment amount for a loan based on the loan amount, interest rate, and

number of payments.

• This is a common function that is used to calculate the monthly payment for a mortgage or other loan.

• Here’s the syntax for the =PMT function: =PMT(interest rate, number of payments, loan amount)

• For example, if you have a 30-year mortgage with a 4% interest rate and a loan amount of 1199.10.

• Let’s take a look at a fully worked example of the =PMT function in action.

• Suppose you have a 5-year car loan with a 3% annual interest rate and a loan amount of $20,000.

• You want to know what your monthly payment will be.

Here’s how you would use the =PMT function to calculate it:

• In the right cell, enter the formula =PMT(0.03/12, 60, 20000).

• Press Enter to see the result: $363.32.

NPV: Calculating the Net Present Value of an Investment

• The =NPV function is essential for calculating the net present value of an
investment or project.

• It considers a series of cash flows and a specific discount rate to determine the
current value of an investment.

Syntax of the =NPV Function:

• =NPV(discount rate, value1, value2, ...)

• Example 1: Project Investment Analysis

• Situation: A project requires an initial investment of 100,000 with expected

return of 30,000 annually for three years.

• Assumption: The discount rate is 10%.

 NPV –-100000,
• Formula: =NPV(0.1, Example 1 –30000,
Formula 30000, 30000) or you could write it

as =NPV(E2, A2:D2) based on the screenshot below.

• Result: The present value of this investment is recalculated.

Common Errors with Excel Formulas and Functions
#N/A – Not Available

• The value sought cannot be found.

• Double-check the formulas and look closely at which sheets or rows may have
been deleted or referenced incorrectly.

#VALUE! - Invalid value

• Wrong arguments in the formula

• An easy fix is ​checking the formula to ensure we only used numbers. If you
still see an error, look for blank cells, missing formulas that link to cells, or any
special characters you may be using.
#REF! - There is no reference

• References that are part of the Excel formula are removed

• Before pasting over a set of cells, make sure no formulas refer (hence, "REF") to the
cells we are deleting. Also, double-check which formulas refer to those cells when
deleting cells.

#Name? - Can't find the name

• Excel formula typing error

• If the formula is written correctly and the spreadsheet still displays an error, Excel is
likely getting confused with one of the inputs within the formula.

#DIV/O! - Divided by zero

• The denominator is of zero value.

• Change the cell value to a value that is not equal to 0, or add a value if the cell is
blank.
######## - Unable to display value

• Cell contents cannot be displayed.

• Click the right edge of the column header and increase the width of the column.

#NULL! - Empty value

• The range of the formula cannot be determined.

• Use a colon to separate the first cell from the last cell when referring to a continuous range of cells
in a formula. On the other hand, we must use a comma when referring to two cells that do not
intersect.

#NUM! - Invalid number

• Invalid numeric values

• Check if entered any formatted currencies, dates, or special symbols. Then, remove those
characters from the formula, keeping only the numbers.

#CALC! - Calculation Error

• When Excel cannot perform a calculation as expected

• Check and rewrite the formula to ensure it adheres to the correct syntax and logic.