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STUDY MATERIAL
ADVANCED EXCEL
(II BCA)

DEPARTMENT OF COMPUTER
APPLICATIONS

IV SEMESTER 2024-2025

COURSE COORDINATOR
[Link].,[Link].,
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ADVANCED EXCEL
STUDY MATERIAL
UNIT – 1
Basic of excel-Customizing common option-Absolute and relative cell-Protecting and
unprotecting worksheet and cells-Working with function-Writing conditional
expression-Logical function-LOOKUP reference function-VLOOKUP with exact
match-Approximate match-Nested Vlookup with exact match-VLOOKUP with tables,
dynamic range-Nested Vlookup with exact match-Using Vlookup to consolidate data
from multiple sheets.

BASIC OF EXCEL

What is MS Excel?

 MS Excel is a spreadsheet program where one can record data in the form of tables.
 It is easy to analyse data in an Excel spreadsheet.
 A Worksheet is a single page containing a collection of cells where the user can store,
update and manipulate the data. Worksheet is also called a spreadsheet. It is made up
of rows, columns and cells.
 In Excel, individual data cells in a worksheet are defined and organized with the help of the
vertical column and horizontal row that are combined to form a cell reference, unlike A1,
B25, or R867.
1. Number of Rows per Worksheet: 1,048,576
2. Number of Rows per Worksheet: 16,384
3. Total cells per Worksheet: 17,179,869,184

The image given below represents how an Excel spreadsheet looks like is given in Figure
1.1.

How to open MS Excel?

To open MS Excel on your computer, follow the steps given below:

 Click on Start
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 Then All Programs

 Next step is to click on MS Office

 Then finally, choose the MS-Excel option

 Alternatively, you can also click on the Start button and type MS Excel in the search
option available.

Figure 1.1

What is a cell?

A spreadsheet is in the form of a table comprising rows and columns. The rectangular box at
the intersection point between rows and columns forms a cell. The image of a cell is given in
Figure 1.2.

Figure 1.2
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What is Cell Address?

The cell address is the name by which is cell can be addressed. For example, if row 7 is
interested in column G, then the cell address is G7.

Features of MS Excel

Various editing and formatting can be done on an Excel spreadsheet. Discussed below are the
various features of MS Excel.

The composition of features in MS Excel is given in Figure 1.3.

Figure 1.3

 Home

 Comprises options like font size, font styles, font colour, background colour,
alignment, formatting options and styles, insertion and deletion of cells and
editing option.
 Insert
 Comprises options like table format and style, inserting images and figures,
adding graphs, charts and spark lines, header and footer option, equation and
symbols.
 Page Layout
 Themes, orientation and page setup options are available under the page layout
option.
 Formulas
 Since tables with a large amount of data can be created in MS excel, under this
feature, you can add formulas to your table and get quicker solutions.
 Data
 Adding external data (from the web), filtering options and data tools are
available under this category.
 Review
 Proofreading can be done for an excel sheet (like spell check) in the review
category and a reader can add comments in this part.
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 View
 Different views in which we want the spreadsheet to be displayed can be
edited here. Options to zoom in and out and pane arrangement are available
under this category.

Benefits of Using MS Excel

MS Excel is widely used for various purposes because the data is easy to save, and
information can be added and removed without any discomfort and less hard work.

Given below are a few important benefits of using MS Excel:

 Easy To Store Data: Since there is no limit to the amount of information that can be
saved in a spreadsheet, MS Excel is widely used to save data or to analyse data.
Filtering information in Excel is easy and convenient.
 Easy To Recover Data: If the information is written on a piece of paper, finding it
may take longer, however, this is not the case with excel spreadsheets. Finding and
recovering data is easy.
 Application of Mathematical Formulas: Doing calculations has become easier and
less time-taking with the formulas option in MS excel
 More Secure: These spreadsheets can be password secured in a laptop or personal
computer and the probability of losing them is way lesser in comparison to data
written in registers or piece of paper.
 Data at One Place: Earlier, data was to be kept in different files and registers when
the paperwork was done. Now, this has become convenient as more than one
worksheet can be added in a single MS Excel file.
 Neater and Clearer Visibility of Information: When the data is saved in the form of
a table, analysing it becomes easier. Thus, information is a spreadsheet that is more
readable and understandable.

Customizing Common Option

 Keyboard shortcuts that help you work efficiently and increase productivity.
 Instead of accessing the toolbar with a mouse, two or three keystrokes are used to
perform significant functions.
Absolute And Relative Cell
 Cells in Excel have unique references, which is its location.
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 References are used in formulas to do calculations, and the fill function can be used to
continue formulas side wards, downwards and upwards.

Excel has two types of references:

1. Relative references
2. Absolute references

 Absolute reference is a choice we make. It is a command which tells Excel to lock a

reference.
 The dollar sign ($) is used to make references absolute.

Example of relative reference: A1

Example of absolute reference: $A$1

Relative reference
 References are relative by default, and are without dollar sign ($).
 The relative reference makes the cells reference free. It gives the fill function freedom
to continue the order without restrictions.
 Figure 1.4 shows the example of relative reference example, helping the Pokémon
trainers to count their Poke balls (B2:B7) and Great balls (C2:C7).

Figure 1.4

The result is displayed D2 (5) given in Figure 1.5.

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Figure 1.5
Next, fill the range by selecting D2:D7 as shown in Figure 1.6.

Figure 1.6

The output for the particular formula is given in Figure 1.7.

Figure 1.7

The references being relative allows the fill function to continue the formula for rows
downwards. The Figure 1.8 shows the formulas in D2:D7. Notice that it calculates the next
row as you fill.
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Figure 1.8

Absolute References
 Absolute reference is when a reference has the dollar sign ($).
 It locks a reference in the formula.
 Add $ to the formula to use absolute references.

The dollar sign has three different states:

1. Absolute for column and row. The reference is absolutely locked.

Example=$A$1

2. Absolute for the column. The reference is locked to that column. The row remains
relative.
Example =$A1
3.
Absolute for the row. The reference is locked to that row. The column remains
relative.
Example =A$1

Figure 1.9 shows an example helping the Pokémon trainers to calculate prices for Poke balls.

Figure 1.9
Data explained
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 There are 6 trainers: Iva, Liam, Adora, Jenny, Iben and Kasper.
 They have different amount of Pokeballs each in their shop cart
 The price per Pokeball is 2 coins

Help them to calculate the prices for the Pokeballs.

The price's reference is B11, we do not want the fill function to change this, so we lock it. The
reference is absolutely locked by using the formula $B$11.

How to do it, step by step is given in figure 1.10.

1. Type C2(=)
2. Select B11
3. Type ($) before the B and 11 ($B$11)
4. Type (*)
5. Select B2
6. Hit enter
7. Auto fill C2:C7
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Figure 1.10

Protecting And Unprotecting Worksheet And Cells

 Protecting your datasheet helps to prevent other users from accidentally adding,
changing, moving, deleting, or modifying data or information in a worksheet, MS
Excel can lock the cells on your Excel worksheet and then protect it with a password
so that other users can’t open and access it.
 By doing this you can save your data from tampering. Whosoever has a valid
password can access it.
 When you’re sending your worksheet/data file you should use the password protect
option.
Protection Options:

There are two ways to protecting your worksheet –

1. Prevent data entry for select cells
2. Restrict or prevent access to the file
3. File protection

1. Prevent data entry for selected cells

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This feature helps the users to access the worksheet and view the information but making
changes is restricted only for locked cells. User can access those cells which are unlocked
(cells).
 LockingCells
 Unlocking Cells

How to Lock the Cells?

Step 1: Select the cell that you want to lock.

Step 2: Under the Home menu, click on the arrow down option under the alignment section
as shown in Figure 1.11.

Figure 1.11

Step 3: Click on Protection and check the locked option.

Figure 1.12

Step 4: Then click on OK as shown in figure 1.12.

Step 5: You must have to protect your worksheet.
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How to Unlock Cells?

Step 1: Select the cell which you want to lock.

Step 2: Under Home, click on the arrow down option under the alignment section as
shown in Figure 1.13.

Figure 1.13
Step 3: As shown in Figure 1.14 click on the Protection tab and deselect the locked.

Figure 1.14
Step 4: Then click on OK. Now cells are unlocked.

2. Restrict or prevent access to the file

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This feature helps the users to prevent from viewing the worksheet, or users can view the
workbook but unable to make changes to it.

Protecting a Sheet
1. Protect Sheet
2. Protect Workbook

1. Protect sheet:

 You can protect your worksheet from being modified by another user.
 This prevents unwanted changes from others by limiting their ability to edit.
 For example, you can prevent people from editing locked cells, making formatting
changes to delete columns or rows.
 Password protection prevents other users from removing the worksheet protection, it
needs to be entered to unprotect the worksheet.
Step 1: As shown in Figure 1.15, on the toolbar select the review option.

Figure 1.15
Step 2: A protect sheet dialog box will open as shown in Figure 1.16. Select the
appropriate option.
Step 3: Checked the box that you want the user to access the particular cells.
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Figure 1.16
 Password to unprotected cells – Allows only those users who know the valid
password to unprotect the worksheet and can make changes.
 Allow all users of this worksheet to – Checked boxes are aspects that any user can
access and make changes.

Step 4: Create a strong password for your worksheet. Then click on OK as shown in Figure
1.17.

Figure 1.17
Step 5: Re-enter the password in the confirmed password dialog box. Then click on Ok as
shown in Figure 1.18.
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Figure 1.18
Finally, your sheet is protected.
How to Unprotect the Sheet?

Step 1: On the toolbar select the review option.

Step 2: Select unprotect sheet option as shown in Figure 1.19.

Figure 1.19

Step 3: The Figure 1.20 shows how to enter the password in Unprotect sheet dialog box.

Figure 1.20
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Step 4: Then click on Ok.

Finally, your sheet is unprotected.

2. Protect Workbook

 This feature prevents other users from viewing hidden worksheets details, adding,
and moving, deleting, worksheets.
 You can protect the structure of your Excel workbook with a password.
 By using workbook protection other users unable to change its structure, order of
sheets of our workbook, and many more.
Step 1: On the toolbar select the review option.

Figure 1.21

Step 2: Click on protect workbook option as shown above Figure 1.21.

Step 3: Click on the structure on protect structure and window dialog box as shown in
below Figure 1.22.

Figure 1.22

Step 4: Create a password for your workbook as shown in Figure 1.23.

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Figure 1.23
Step 5: Then click on ok.
Step 6: Re-enter the password and click on ok as shown in figure 1.24.

Figure 1.24
Finally, your workbook is protected.
How to Unprotect the Workbook?
When the workbook is unprotected, Users can now change the structure and windows of
your workbook.

Step 1: On the toolbar select the review option.

Figure 1.25
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Step 2: Click on protect workbook as given in figure 1.25.

Step 3: Enter your password as shown in the below Figure 1.26.

Figure 1.26
Now your workbook is unprotected it means anyone can change its structure of your
workbook.
3. File protections

 This prevents other users from accessing data in your Excel files.
 Users can able to open the file if he/ she has a valid password.
 Users cannot even view the file without a password.
Step 1: Click on the file option.
Step 2: Select on info option on the left side menu bar as shown in Figure 1.27.
Step 3: Click on protect workbook option.
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Figure 1.27
Step 4: Now select the option Encrypt with password as shown in the below Figure 1.28:

Figure 1.28
Step 5: Create a password and enter it on encrypt document dialog box.
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Step 6: Re-enter password as shown in the Dialog Box in Figure 1.29.

Figure 1.29
Step 7: Then click on ok.

[Link] Function Category Description Usage

1 SUM Math & Trig Adds all the values in a range of cells =SUM(E4:E8)
Finds the minimum value in a range of
2 MIN Statistical =MIN(E4:E8)
cells
Finds the maximum value in a range of
3 MAX Statistical =MAX(E4:E8)
cells
Calculates the average value in a range
4 AVERAGE Statistical =AVERAGE(E4:E8)
of cells
Counts the number of cells in a range
5 COUNT Statistical =COUNT(E4:E8)
of cells
Returns the number of characters in a
6 LEN Text =LEN(B7)
string text
Adds all the values in a range of cells
7 SUMIF Math & Trig that meet a specified criteria. =SUMIF(D4:D8,”>=1000″,C4:C8)
=SUMIF(range,criteria,[sum_range])
Calculates the average value in a range
AVERAGE of cells that meet the specified criteria.
8 Statistical =AVERAGEIF(F4:F8,”Yes”,E4:E8)
IF =AVERAGEIF(range,criteria,
[average_range])
Returns the number of days between
9 DAYS Date & Time =DAYS(D4,C4)
two dates
Returns the current system date and
10 NOW Date & Time =NOW( )
time

Table 1.1
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WORKING WITH FUNCTION

 FUNCTION IN EXCEL is a predefined formula that is used for specific values in a

particular order.

 Function is used for quick tasks like finding the sum, count, average, maximum value,
and minimum values for a range of cells.

 Some of the default functions are given in the Table 1.1.

Numeric Functions

 Some of the numeric functions are given in the Table 1.2.

[Link] Function Category Description Usage

Returns True if the supplied value is numeric and False if
1 ISNUMBER Information =ISNUMBER(A3)
it is not numeric

2 RAND Math & Trig Generates a random number between 0 and 1 =RAND()

Rounds off a decimal value to the specified number of

3 ROUND Math & Trig =ROUND(3.14455,2)
decimal points

Returns the number in the middle of the set of given

4 MEDIAN Statistical =MEDIAN(3,4,5,2,5)
numbers

5 PI Math & Trig Returns the value of Math Function PI(π) =PI()

Returns the result of a number raised to a power.

6 POWER Math & Trig =POWER(2,4)
POWER( number, power )

7 MOD Math & Trig Returns the Remainder when you divide two numbers =MOD(10,3)

8 ROMAN Math & Trig Converts a number to roman numerals =ROMAN(1984)

Table 1.2

Date Time Functions

 These functions are used to manipulate date values. The following Table 1.3 shows
some of the common date functions.

[Link] Function Category Description Usage

1 DATE Date & Time Returns the number that represents the date in excel code =DATE(2015,2,4)

2 DAYS Date & Time Find the number of days between two dates =DAYS(D6,C6)

3 MONTH Date & Time Returns the month from a date value =MONTH(“4/2/2015”)

Table 1.3
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[Link] Function Category Description Usage

4 MINUTE Date & Time Returns the minutes from a time value =MINUTE(“12:31”)

5 YEAR Date & Time Returns the year from a date value =YEAR(“04/02/2015”)

WRITING CONDITIONAL EXPRESSION

 Conditional functions perform calculations on a cell or range of cells only if those
cells meet a certain condition.
 These functions test a given range and determine if the condition is true or false
before continuing.
 A condition can be any relational comparison.

 Basic IF Statements any combination of cell references, operators, constants and even
other functions to create this logical test.
The following Operators can be used to generate True or False values.
These operators include: greater than (>), less than (<) and equal to (=). This is
explained in the below given Figure 1.30.

Figure 1.30

Single Condition - NOT, AND and OR Functions

These three functions are often included in the "logical test" for slightly more advanced
conditions.
Cell E3 - Return the opposite of a True or False value you would use the NOT function.
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Cell E4 - Return the logical AND for two different conditions you would use
the AND function.
Cell E5 - Return the logical OR for two different conditions you would use the OR function.
This is explained in Figure 1.31.

Figure 1.31

Multiple Conditions - IF Function (nested)

If you want to check for multiple conditions you can use "nested" IF functions.
When you nest the IF functions, you specify an IF function as the value of either of the
"value_if_true” or "value_if_false" arguments as shown in Figure 1.32.
You can combine or nest up to 64 levels of IF functions within one formula.

Figure 1.32
Multiple Conditions - IFS Function

The IFS function can return a value based on multiple conditions.

If you want to perform multiple conditions, instead of using nested IF functions you could
use the IFS function. The example is shown in the below Figure 1.33.

Figure 1.33

Logical Functions

 Logical functions are used in spreadsheets to test whether a situation is true or false.
 Depending on the result of that test, you can then elect to do one thing or another.
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 These decisions can be used to display information, perform different calculations, or

to perform further tests.

The following Table 1.4 lists all the Logical functions.

[Link]
Function and Description
.

AND
1
Returns TRUE if all its arguments are TRUE.

FALSE
2
Returns the logical value FALSE.

IF
3
Specifies a logical test to perform.

IFERROR
4
Returns a different result if the first argument evaluates to an error.

IFNA
5
Returns the value you specify if the expression resolves to #N/A, otherwise
returns the result of the expression.

IFS
6
Checks whether one or more conditions are met and returns a value that
corresponds to the first TRUE condition.

NOT
7
Reverses the logic of its argument.

OR
8
Returns TRUE if any argument is TRUE.

SWITCH
9 Evaluates an expression against a list of values and returns the result
corresponding to the first matching value. If there is no match, an optional
default value may be returned.

TRUE
10
Returns the logical value TRUE.
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XOR
11
Returns a logical exclusive OR of all arguments.

Table 1.4

LOOKUP REFERENCE FUNCTION

Lookup & Reference functions help you to work with arrays of data, and are particularly
useful when you need to cross reference between different data sets. They perform tasks such
as providing information about a range, returning the location of a given address or value, or
looking up specific values.

Lookup and Reference Functions

The following Table 1.5 lists all the Lookup & Reference functions.

[Link]
Function and Description
.

ADDRESS
1
Returns a reference as text to a single cell in a worksheet

AREAS
2
Returns the number of areas in a reference

CHOOSE
3
Chooses a value from a list of values

COLUMN
4
Returns the column number of a reference

COLUMNS
5
Returns the number of columns in a reference

FORMULATEXT
6
Returns the formula at the given reference as text

GETPIVOTDATA
7
Returns data stored in a PivotTable

HLOOKUP
8 Searches for a value in the top row of a table and then returns a value in the
same column from a row you specify in the table

9 HYPERLINK
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Creates a shortcut that opens a document on your hard drive, a server, or the
Internet

INDEX
10
Uses an index to choose a value from a reference or array

INDIRECT
11 Returns a reference indicated by a text value

LOOKUP
12
Returns a value either from a one-row or one-column range or from an array

MATCH
13
Returns the relative position of an item in an array

OFFSET
14
Returns a reference offset from a given reference

ROW
15
Returns the row number of a reference

ROWS
16
Returns the number of rows in a reference

RTD
17
Returns real-time data from a program that supports COM automation

TRANSPOSE
18
Returns the transpose of an array

VLOOKUP
19 Searches for a value in the leftmost column of a table and then returns a value
in the same row from a column you specify in the table

Table 1.5

Vlookup with Exact Match

 Vertical lookup, often known as VLOOKUP, is one of the most popular functions
in Excel.
 It’s specifically designed to navigate through database sources and tables to retrieve
data.
 The function performs vertical searches down a specific column by looking for a
value in the first column of a table and returning a value on the same row in a specific
column.
 Approximate Match
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 The approximate match uses the logical input 1 or TRUE. This will search for the
value that is closest to your lookup value.
 When using this, make sure that your lookup column or the first column of your table
is sorted either numerically or alphabetically.
 For example, you want to get the letter grade equivalent of 87% for the given table in
the Figure 1.34.


Figure 1.34

STEP 1.

Select your arguments as shown in the below Figure 1.35.

Figure 1.35

STEP 2.

Select an empty cell where you want to input the VLOOKUP formula and show the return
value as in Figure 1.36.
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Figure 1.36
STEP 3.

Enter the VLOOKUP formula in the formula bar using the selected arguments.
= (VLOOKUP (D4, A2:B11, 2, 1)

Argument Value
Lookup_value D4
Table_array A2:B11
Col_index_num 2
Range_lookup 1 or TRUE

Table 1.6

The Table 1.6 shows the Arguments and Values which are used in the VLOOKUP formula.

STEP 4.

Press Enter to get the return value. The output of the formula is shown in Figure 1.37.

Figure 1.37
Result
The letter grade equivalent of 87% is B-.
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Exact Match

 The exact match uses the logical input 0 or FALSE.

 This searches for the exact value in the lookup column or first column of the table.
 If the function can’t find an exact match, it will return an #N/A.
For example, you want to get the letter grade equivalent of 94.25% for the following table
shown in Figure 1.38.

Figure 1.38
STEP 1.

Select your arguments as shown in Figure 1.39.

Figure 1.39
STEP 2.

Select an empty cell where you want to input the VLOOKUP formula and show the return
value as shown in the Figure 1.40.
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Figure 1.40
STEP 3.

Enter the VLOOKUP formula in the formula bar using the selected arguments.

=VLOOKUP (D5, A2:B11, 2, FALSE)

The attributes of the VLookUp is given in the below Table 1.7.

Argument Value
Lookup_value D4
Table_array A2:B11
Col_index_num 2
Range_lookup 1 or TRUE

Table 1.7
The Figure 1.41 refers the VLOOKUP formula applied to the table.

Figure 1.41
STEP 4.

Press Enter to get the return value to get the result of the formula as shown in Figure 1.42.
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Figure 1.42
Nested Vlookup With Exact Match

Lookup_value : This the value you are looking for in your record.
Table1, Tabl2, Table3,.. : These are the tables in which you know that the value exists.
Col : The column number in the table from which you want to fetch the
value.
0 : T his is for an exact match. If you want to do an approximate
match
use 1.

Using nested VLOOKUPs to search multiple tables

 Let's create a scenario first. Assume that we run three Yoga classes and the
corresponding details are given in tables as shown in Figure 1.43.
 At the end of the day, you find a wrist band that has the name John on it.
 Now you know that John belongs to one of three classes.
 To lookup john in all three classes, we will need to put nested or chained VLOOKUP
function inside the IFERROR functions.

Figure 1.43

Here, we want to lookup john using VLOOKUP in all three tables and fetch his phone
number.
Using the above generic formula, we put this formula in cell E12.
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= IFERROR(VLOOKUP(D12,B2:C7,2,0),IFERROR(VLOOKUP(D12,F2:G7,2,0),
VLOOKUP (D12, J2:K7, 2, 0)))

Here, D12 is our lookup value.

B2:C7, F2:G7, and J2:K7 are the tables that we want to search in.
2 is the column number of tables from which we want to retrieve the number. (Here column
number is the same for every table, but it can be different in different data sets).
When you hit the enter button, it retrieves john's number.

Figure 1.44
How does it work?

 As we know that VLOOKUP throws #N/A error when it fails to find the lookup value
in the given table, and IFERROR function returns specified value if it fed an #N/A
error
 The first VLOOKUP runs. It fails to find John in the first table. It returns #N/A error.
 Now, this function is encapsulated in the IFERROR function. Since the first
VLOOKUP formula has fed #N/A to IFERROR, the second part of IFERROR runs,
which again contains an IFERROR function.
In the next round, the VLOOKUP looks for john in the second table F2:G7.
 It fails again and IFERROR bounces the control to the next part.
 In this part, we only have VLOOKUP Function but this time it finds john in the third
table J2:K7 and returns the number.
 Note: In the above example, we were sure that John is part of one three tables.
 But if you are not sure that your tables contain these values or not then use another
IFERROR function that tells return "Value not found in any table".

= IFERROR(VLOOKUP(D12,B2:C7,2,0),IFERROR(VLOOKUP(D12,F2:G7,2,0),
IFERROR (VLOOKUP (D12, J2:K7, 2, 0),”Can’t find”)))

Vlookup with Tables, Dynamic Range

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Dynamic VLOOKUP is used to find the value easily from a large amount of data in
Excel. VLOOKUP means Vertical Lookup. the dynamic VLOOKUP to make our dataset
easy and dynamic.

Excel Dynamic VLOOKUP with MATCH Function

The MATCH function finds an exact or appropriate match of data and returns the position
in a given range. The VLOOKUP function returns only a single matched value.
But VLOOKUP with the MATCH function makes the formula dynamic. It’s a two-way
dynamic lookup. Assuming we have Table 1 of employees’ names with their ID, AGE &
SALARY as shown in Figure 1.45. We are going to find the employee’s single information
according to their ID at Cell C12. Therefore, follow the below steps.

Figure 1.45

STEPS:

 Firstly,make a drop-down list in cell C11 by using the Data Validation option.
 Next, write down the ID in cell B12 and select cell C12.
 Then, type the following formula:
=VLOOKUP($B12,Table1,MATCH(C$11,Table1[#Headers],0),0) as shown in the
Figure 1.46.
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Figure 1.46

 After that, hit Enter to see the result. The result is shown in figure 1.47.

Figure 1.47

 Subsequently, we can change the header name from the drop-down to see other
information.
 For that, click on the drop-down menu beside the cell as shown in Figure 1.48.
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Figure 1.48
 Lastly, select the option and hit Enter to see the result. The result is shown in Figure
1.49.

Figure 1.49

Using Vlookup To Consolidated Data From Multiple Sheet

Using VLOOKUP to copy data from another worksheet is very similar to a regular
VLOOKUP formula that searches on the same worksheet. The difference is that you include
the sheet name in the table_array argument to tell your formula in which worksheet the
lookup range is located.

The generic formula to VLOOKUP from another sheet is as follows:

VLOOKUP (lookup_value, Sheet! Range, col_index_num, [range_lookup])

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As an example, let's pull the sales figures from Jan report to Summary sheet. For this, we
define the following arguments:

 Lookup_values are in column A on the Summary sheet, and we refer to the first data cell,
which is A2.
 Table_array is the range A2:B6 on the Jan sheet. To refer to it, prefix the range reference
with the sheet name followed by the exclamation point: Jan! $A$2:$B$6.

Figure 1.50

Please pay attention that we lock the range with absolute cell references to prevent it from
changing when copying the formula to other cells.
Col_index_num is 2 because we want to copy a value from column B, which is the
2nd column in the table array.

 Range_lookup is set to FALSE to look up an exact match. Putting the arguments together, we
get this formula:

=VLOOKUP(A2, Jan!$A$2:$B$6, 2, FALSE)

Drag the formula down the column and you will get this result as shown in Figure 1.50.

In a similar manner, you can Vlookup data from the Feb and Mar sheets as shown in figure
1.51.

=VLOOKUP (A2, Feb! $A$2:$B$6, 2, FALSE)

=VLOOKUP (A2, Mar! $A$2:$B$6, 2, FALSE)

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Figure 1.51
Vlookup across multiple sheets with IFERROR

When you need to look up between more than two sheets, the easiest solution is to use
VLOOKUP in combination with IFERROR. The idea is to nest several IFERROR functions
to check multiple worksheets one by one: if the first VLOOKUP does not find a match on the
first sheet, search in the next sheet, and so on.

IFERROR (VLOOKUP (…), IFERROR (VLOOKUP (…)… "Not found"))

To see how this approach works on real-life data, let's consider the following example. Below
is the Summary table that we want to populate with the item names and amounts by looking
up the order number in West and East sheets as shown in Figure 1.52.

Figure 1.52

First, we are going to pull the items. For this, we instruct the VLOOKUP formula to search
for the order number in A2 on the East sheet and return the value from column B (2 nd column
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in table_array A2:C6). If an exact match is not found, then search in the West sheet. If both
Vlookups fail, return "Not found".
=IFERROR (VLOOKUP (A2, East! $A$2:$C$6, 2, FALSE), IFERROR (VLOOKUP
(A2, West! $A$2:$C$6, 2, FALSE), "Not found"))

Figure 1.53

To return the amount, simply change the column index number to 3:

=IFERROR(VLOOKUP(A2, East!$A$2:$C$6, 3, FALSE), IFERROR(VLOOKUP(A2,

West!$A$2:$C$6, 3, FALSE), "Not found")).
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UNIT – 2
Data Validation-Specifying a valid range of values-Specifying a list of valid values-
Specifying custom validations based on formula-Working with templates-Designing the
structure of a template-Template for standardization of worksheets-Sorting and
filtering data-Sorting Tables-Multiple level sorting-Custom sorting-Filtering data for
selected view-Advanced filter options-Working with reports-Creating subtotals-
Multiple level subtotals

DATA VALIDATION
 MS Excel is the most popular spreadsheet software with a wide range of features,
formulas, and functions.
 Data Validation is one of the essential features in MS Excel.
 When creating an Excel sheet for users or customers, we may often need to restrict the
inputs based on different criteria to ensure that all the entries or inputs are correct and
consistent.
 Data Validation is the solution that helps us control user inputs into specific cells or a
range according to the specified rules.

What is Data Validation?

 Data Validation is an essential Excel feature that helps control or restrict user
inputs/ entries in selected cells.

 It enables users to set the desired validation rules to control what type of data they
can enter into the corresponding cells in an Excel sheet.

 For instance, we can restrict users to enter values between 1 to 10, enter names or
passwords in less than 30 characters, enter or choose an entry from the predefined
list of acceptable values, and more.

Some of the essential tasks (restrictions/ validations) that we can set using the Data
Validation are as follows:

1. Allow users to put numeric or text entries only

2. Allow entering numbers less than, more than and between a specified range
3. Allow data inputs of a specific length
4. Restrict entries to predefined values in a drop-down list
5. Restrict date and time entries outside or within a specific range
6. Validate a specific entry based on another cell
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7. Display an input message informing users what the corresponding cell accepts when
the user selects a cell
8. Display a warning or error message when the user enters wrong data
9. Locate incorrect or wrong entries in the validated cells

How does Data Validation work in Excel?

Applying Data Validation on any cell or range of cells in an Excel sheet restricts the users
from entering any undesired entries in corresponding cells based on the validation rules. For
instance, if we set validation to accept only numbers or numeric values, other users or we will
not be able to enter any values other than numbers.

Data Validation can be configured to show an input message to users when the respective cell
is selected, informing them what is allowed in it, as shown below:

As soon as we try to enter any other type of data in restricted cells, Excel instantly displays
an error message and even can display which type of data the respective cells can accept. The
error message can be of different styles and customized or created manually while setting up
the validation rules on the Excel sheet.
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SPECIFYING A VALID RANGE OF VALUE

1. Apply Custom Data Validation for Multiple Criteria in One Excel Cell
 The OR function finds out if any of the arguments or conditions in the argument are
true or not.
 We use this OR function when we have to deal with multiple criteria.
 To illustrate, I’m going to use a sample dataset as an example. For instance, the
following dataset has two criteria: Criteria 1 contains a list of products, and Criteria 2
has 2 specific dates. Here, we’ll apply the OR function in cell B5 so that the input
meets any of the criteria.
 Therefore, follow the below steps to apply Custom Data Validation for Multiple
Criteria in Excel.

STEPS:
 First, under the Data tab, select Data Validation from the Data Tools group.
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 As a result, the Data Validation dialog box will pop out.

 Then, under the Settings tab, select Custom in the field: Allow.
 After that, in the Formula box, type the formula:
=OR(COUNTIF($D$5:$D$10,B5)=1, AND(B5>=E5,B5<=E6))
 Subsequently, press OK.

Here, the AND function checks whether the date input is between E5 (1-Feb-2022) & E6 (1-
Mar-2022).
The COUNTIF function checks for the B5 text value to be from the range D5:D10. And at
last, the OR function checks if the B5 cell input satisfies any of the specified conditions.
 Finally, you can enter any of the products from Criteria 1 or any date between the specified
dates.
 But, if you enter anything which doesn’t follow either of the conditions, you’ll get an error
dialog box.
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WORKING WITH TEMPLATES

Excel template refers to a special predefined spreadsheet that can be opened in Excel to
continue working with specified formatting and predefined formulas. Excel templates are
often used for calendars, event planning, invoicing, inventory, dashboards, budget planners,
etc.

These templates can be reused as many times as needed, and changes can be made
accordingly. We need to make only a few or no changes to suit our needs with Excel
templates.

Excel templates help us avoid cumbersome, repetitive tasks, allowing us to focus on the
actual data while simultaneously saving time and effort.

Excel templates are generally classified into the following three types based on their
purposes:

o Default Sheet Template: The default sheet template (or existing sheet template)
helps create a new worksheet with predefined adjustments.
o Default Workbook Template: The default workbook template (or existing
workbook template) helps create an entire workbook with predefined adjustments. A
workbook may contain multiple worksheets based on preferences.
o Custom Workbook Template: The custom workbook template is a predefined
workbook template saved by the user. If the user needs to work on the same structure
or format in the workbook regularly, the workbook adjustments can be saved as a
custom template in the storage.

How to access built-in Excel Templates?

Excel comes with various templates already installed by default.

It consists of templates of different categories required for personal use or Office use.

These built-in templates are called standard templates that are best known for their ready-to-
use feature.

To access or select the standard Excel template, we need to follow the below steps:
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o First, we need to click on the File tab on the ribbon and choose the 'New' option from
the list.

o After clicking the 'New' option, Excel displays various templates in the right-side
section. In most cases, we usually choose the 'Blank Workbook' template. It is an
empty template that allows us to work from scratch. Additionally, Excel displays
many other templates for Budgets, Calendars, Forms, Invoices, Receipts, etc. These
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are built-in Excel templates.

o We need to locate the relevant template that suits our requirement and double-
click on it to start working on that template. To read more about any particular
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template, we can click on it once to view the description.

o We can use the search box to locate/ find any specific template quickly. After double-
clicking or clicking the Create button for any template, the same template will be
immediately opened in the Excel window as any other typical workbook, but with
predefined structure, inputs and formatting. For example, if we double-click on
the 'Personal Monthly Budget' template, it is displayed in Excel like the below
screen:

In the above Excel template, we can change everything as per our needs. We can add
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new rows columns, modify the existing data, change formatting like color, size, etc.

o Once we have done modifying the data or other sheet elements, we can save it as
other typical Excel workbooks for future references.

In this way, we can access any of the existing/ default/ standard Excel templates and start
manipulating the data accordingly to meet our requirements.

How to create a Custom Template in Excel?

Excel also allows users to create their custom template in Excel using which they can avoid
working on repetitive tasks while saving time for productive operations. We can eliminate the
need to type most of the complex formulas, add sophisticated styles, adjust formatting, and
more with the custom template.

Before we learn how to create a custom template, we should know that we can save the
following settings in an excel template:

o Cell Styles and formats

o The number and types of worksheets
o Page layouts and print areas for each worksheet
o Hidden areas like invisible rows, columns, or worksheets
o Protected areas of the worksheets used to prevent changes in specified cells
o Formulas, charts, hyperlinks, images, and other graphic elements
o Texts entered in all worksheets like columns headers, labels, etc.
o Excel Data validations settings like drop-down menus, validations, etc.
o Calculations and view options like freezing headers
o Macros and ActiveX control used with specific forms

To save an Excel workbook as an Excel template, we must perform the following steps:
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o First, we need to work on the Excel file as usual. Once we have created the workbook,
we need to navigate the File tab and click the 'Save As' option from the list.

We can also use the keyboard key 'F12' to quickly go to the Save As dialogue box.
o We must click the drop-down next to 'Save as type' and select the 'Excel Template
(*.xltx)' option in the dialogue box. If the workbook contains a macro, we must select
the 'Macro-Enabled Template (*.xltm)' option instead of 'Excel Template (*.xltx)'.

As soon as we choose to save a workbook as a template, Excel automatically chooses

the destination folder where all the default templates are stored. However, it can be
changed as desired.
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o After selecting the file type, we must enter the template name in the 'File name' box,
choose the location to save a template, and click the Save button. A new template will
be created immediately at the selected location, and we can create new workbooks
based on this template whenever required.

Since we can create or save a custom template to our device storage using the above steps, we
can also easily share it over email with other people. The recipient or client will only need to
download/ save the template to their device and open it in Excel to start using it according.

SORTING AND FILTERING DATA

 Sorting is the process of arranging the strings or integers so that they can be placed
in ascending or descending order.
 A text column can be sorted alphabetically (A-Z or Z-A).
 A number column can be sorted either from largest to smallest or from smallest to
largest.
 A date and time column can alternatively be sorted from oldest to newest or from
newest to oldest.
 Excel also has the option of sorting using a custom list or formats like cell color,
font color, or icon set.

Sorting a Single Column in Excel

Consider the Employee dataset depicted below. It has information about the employees, the
Job Title, Department, Gender, and so on.
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Employee Dataset

Let’s sort the data based on the Annual Salary of each Employee in descending order.
 You can choose the data and the shortcut key Ctrl + Shift + L to sort just one column.
 Select the List Annual Salary column’s downward pointing arrow. From largest to
smallest, choose.

Sorting Employee Dataset

Sorting by Multiple Columns

 Most often, only one column needs to be sorted. However, there can be times when
you need to sort across many columns.
 Data can be sorted by several columns using advanced sorting methods.
Let’s sort the Employee dataset in ascending order of Annual Salary and descending order
of Age.
 Step 1: Select the dataset > Click on the Sort option in the Data tab
 Step 2: To sort, select the Annual Salary column
 Step 3: Select Values under Sort On
 Step 4: Under Order, choose Smallest to Largest/A-Z
 Step 5: Select Add Level, and choose the Age column
 Step 6: Now Sort on Cell Values and Order it by Largest to Smallest/Z-A
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Multiple Columns Sorting

Sorting Strings
Step 1: Formatting data for sorting.

Step 2: Converting data from unsorted to sorted order in ascending order. First, highlight
the data which we want to sort.

Step 3: Then, click to Data on the Ribbon. In the Sort & Filter group, click Sort.

Step 4:- In the Sort box, select A to Z in order to sort the data in ascending order, then click
Ok.
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Now, data are sorted in ascending order.

Step 5: Now, if we want to sort in descending then we have to select Z to A in order to sort
the data in descending order, then click OK.

Now, data are sorted in descending order.

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CUSTOM SORTING

 Excel Custom Sorting is a feature allowing users to sort the data based on their
preferences and requirements.

 To sort the order based on precedence, Excel provides the option to create a
custom list for the preferred sorting order."

1. Click any cell inside the data set.

2. On the Data tab, in the Sort & Filter group, click Sort.

The Sort dialog box appears.

3. Select Priority from the 'Sort by' drop-down list.
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4. Select Custom List from the 'Order' drop-down list.

The Custom Lists dialog box appears.

5. Type the list entries.
6. Click OK.

8. Click OK again.
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Result. Records are sorted by Priority (High, Normal, Low).

ADVANCED FILTER OPTION

"Excel Advanced Filter contains more extensive and developed features than the regular
filter version. It is commonly used when users need to implement more intricate criteria to
filter their data."
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S.N Excel AutoFilter Excel Advanced Filter

o

1. Excel AutoFilter is easy and quick as it has the Excel Advanced Filter is complex, and it involves
built-in power to filter your data with a single multiple steps and criteria. It has no pre-defined
button click. All you need to do is hit the Filter setup using Auto Filter; therefore, it cannot be
button on the Excel ribbon, and your filter will applied automatically. It mandates the manual
automatically apply to the selected data set. configuring of the selected range and criteria range.

2. AutoFilter permits filtering data values with a Advanced Filter can find rows that satisfy multiple
maximum of two criteria range defined directly criteria in multiple columns where the advanced
in the standard AutoFilter dialog window. criteria must be entered in a different range of your
Excel sheet.

How to create an advanced filter in Excel

Excel Advanced Filter is complex as it involves many advanced steps, but it definitely gives
you more refined and customised results. Everything you want to create an advanced filter,
make sure to perform the below-given steps in your worksheet:

1. Organize the selected data

1. Always add a heading to your row. Therefore, each of your column will be having it
unique header as repeated headers creates confusion to Advanced Filter.
2. Advance filter won't work well with blank rows. Always make sure there are no blank
rows within the selected data range.

Refer to the below image to get an idea of how our table looks like:

2. Create the criteria range

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For Advance Filter, always create a separate range on the top of the worksheet. Though it is
not mandatory, you can place the criteria range anywhere on the sheet. But it becomes more
convenient and accessible if you put it at the top of the sheet and separate it from the primary
data with one or more blank rows.

For example, to filter records for the North province whose total value is greater than 20000,
we will set up the below-given criteria range:

Region: North

Total: > 20000

3. Apply Excel Advanced Filter

Since we have created our criteria range, applying an advanced filter is next. Following are
the steps:

o Select any cell from your data range.

o From the excel ribbon, go to the Data tab, select the Sort & Filter group, and click on
Advanced from the dialogue window.
 Mangayarkarasi College of Arts and Science for Women
Affiliated to Madurai Kamaraj University | Re-accredited with ‘B’ Grade by NAAC
Approved by UGC Under Section 2(f) Status| ISO 9001:2015 Certified Institution
Paravai, Madurai-625402

o The filter dialogue window will be displayed as soon as you click the above option.
Now we have to set up and configure the filter parameters.

WORKING WITH REPORTS CREATING SUBTOTALS

 Subtotals are calculated with a summary function, such as Sum or Average, by using
the SUBTOTAL function. You can display more than one type of summary function for
each column.

 Grand totals are derived from detail data, not from the values in the subtotals. For
example, if you use the Average summary function, the grand total row displays an
average of all of the detail rows in the list, not an average of the values in the subtotal
rows.
 Mangayarkarasi College of Arts and Science for Women
Affiliated to Madurai Kamaraj University | Re-accredited with ‘B’ Grade by NAAC
Approved by UGC Under Section 2(f) Status| ISO 9001:2015 Certified Institution
Paravai, Madurai-625402

If the workbook is set to automatically calculate formulas, the Subtotal command

recalculates subtotal and grand total values automatically as you edit the detail data.
The Subtotal command also outlines the list so that you can display and hide the detail rows
for each subtotal.

MULTIPLE LEVEL SUBTOTAL

1. First, sort the data by the column that contains the grouping value. Because Subtotal
evaluates group, you should always sort before executing the feature. In this case, sort by
the Category values to evaluate the many category groups.
2. Click anywhere in the data. Click the Data tab and then click Subtotal in the Outline
group. In Excel 2003, choose Subtotals from the Data menu.
3. In the resulting dialog box, choose Category from the At Each Change In dropdown and
Average from the Function dropdown.
4. Here’s how to get multiple functions: in the Add Subtotal To list, check Unit Price and
Units In Stock. If anything else is checked, uncheck it.
5. Check the Replace Current Subtotals and Summary Below Data options.
6. Click OK.

Multiple sub totaling rows

1. You sorted the data earlier by Category, so you don’t need to sort again.
2. Click anywhere inside the data and click Subtotal (in the Outline group). In Excel 2003,
choose Subtotals from the Data menu.
3. This time, select Sum from the Function dropdown.
4. Uncheck the Unit Price and Units In Stock in the Add Subtotal To list and check Units In
Stock.
5. This next step is very important – do not skip it. Uncheck the Replace Current Subtotals
option.
6. Click OK.

Subtotals in the same row will always be of the result of the same function. In this example,
we displayed two Average functions in the first row. When you want to evaluate the same
group, but display a different function, add a new row. Just remember to uncheck the Replace
Current Subtotals option (step 4) when doing so – that’s the key to displaying different
subtotaling functions for the same groups.
Mangayarkarasi College of Arts and Science for Women
Affiliated to Madurai Kamaraj University | Re-accredited with ‘B’ Grade by NAAC
Approved by UGC Under Section 2(f) Status| ISO 9001:2015 Certified Institution
Paravai, Madurai-625402