MS.

Excel-Crash Course
A TOOL FOR BUSINESS EXCELLENCE

Md. Sazadur Rahman Shajib | HPL HR | 17 May 2018

Introduction:

In this Module, we will illustrate how the visual aspects of Ms Excel can help user’s present data and
analysis output in a more visually appealing way. Besides, we will also explain how certain basic
operations– copying, pasting and searching etc. work. We can always present data and analysis in
visually more appealing manner so that it is easier to differentiate between two value (using
CONDITIONAL FORMATTING), and in certain other cases we will fit a larger text by automatically
changing the height of a cell (using WRAP TEXT). These features are relatively easier to learn than
functions and data analysis tools.

Professionals use the lessons explained in this module for enhancing the usefulness of complex
analysis. In many cases certain non-functional tools can work as a substitute for a complex function,
CONDITIONAL FORMATTING is one such example, and in other cases tools like FILTERING can
reduce usage of functions such as VLOOKUP etc. So, undoubtedly this module would be most useful
for those users who care more about storing data in excel and applying limited analytical methods on
the data.

(MS. EXCEL - HPL HR) PAGE 1

Table of Content:

1. Introduction to Excel
2. Cut, Copy & Paste
3. Paste Special- Value, Column Widths, Transpose, Skip Blank, Paste Link
4. Format Painter, Copy A Worksheet
5. Fonts & Alignment & Fill Option
6. Number Formatting
7. Conditional Formatting
8. Table & Freeze Pane
9. Sorting, Filtering, Find & Select
10. Insert Shape & Text Box
11. Margin, Orientation & Data Validation
12. Protect Work Sheet, Substitute & Replace
13. If, Sum, Count, average, Sumifs, Countifs & Averageifs, Insert Comments
14. Vlookup
15. Text to Column & Sumproduct
16. Trim, Concatenate, Round
17. Basic of Charting
18. Overview of Page Setup & Print

(MS. EXCEL - HPL HR) PAGE 2

Lesson: 02: Cut, Copy & Paste
Using the Cut, Copy, and Paste commands in Microsoft Office Excel, you can move or copy entire cells or
their contents. You can also copy specific contents or attributes from the cells. For example, you can copy
the resulting value of a formula without copying the formula itself, or you can copy only the formula. Excel
displays an animated moving border around cells that have been cut or copied. To cancel a moving border,
press ESC.

Lesson: 03: Paste Special

1. Value Paste: to convert formulas in the current cell
selection to their calculated values.
2. Column Widths: to apply the column widths of the
cells copied to the Clipboard to the columns where
the cells are pasted.
3. Skip Blanks: Select this check box when you want
Excel to paste only from the cells that aren't empty.
4. Transpose: Select this check box when you want
Excel to change the orientation of the pasted
entries. For example, if the original cells' entries run
down the rows of a single column of the worksheet,
the transposed pasted entries will run across the
columns of a single row.
5. Paste Link: Click this button when you want to
establish a link between the copies you're pasting
and the original entries. That way, changes to the
original cells automatically update in the pasted

Lesson: 04: Format Painter, Copy a Worksheet

FORMAT PAINTER

 Double-click the Format Painter button (instead

of clicking it once) to lock it in so you can paint
additional cells with-out having to reselect the
button. Click the Format Painter button again to
unlock it.
Use the Format Painter button on the Home tab of  Select a cell or range containing the formatting
the Excel Ribbon to save time when copying you want to copy- You can select a single cell or
formatting be-tween cells in your worksheets. You range of cells with the desired formatting.
also can use Format Painter to quickly copy the  On the Home tab, in the Clipboard group, click
width of one column to another column. Just the Format Painter button (the yellow-bristled
select the heading of the first column, click the paint-brush) - The mouse pointer changes to a
Format Painter button, and then click the heading white plus sign with a paintbrush. A marquee
of the column where you want to apply the column appears around the selected cell.
width.  Click in or drag across the cell(s) you want to
format.
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COPY A WORKSHEET

 1. Right click on the sheet tab.

 2. Choose Move or Copy. (The 'Move or Copy' dialog box appears).
 3. Select (move to end) and check Create a copy.
 4. Click OK.

Note: you can even copy a worksheet to another Excel workbook by selecting the specific workbook from
the drop-down list (see the dialog box shown earlier).

Lesson: 05: Font, Alignment & Fill Option

 Increase Font Size: there are two “A” buttons just on the
right of Font size option. Using the larger “A”, user s can
ALIGNMENT
enlarge font size by one point
 Decrease Font Size: Using the smaller “A” (which is
right to the larger “A”), user s can make font size smaller
 Font Type: There are hundreds by one point
of Font types already built in the  Font Colour and Cell Fill: In the marked circle there are
Excel platform, most common is two options- - the yellow filled box has colour op-tions
Times New Roman which is that can fill a cell while the red filled box has colours that
used in most official and legal can change the colour of fonts.
documents. But there are many  BOLD: by clicking this symbol “B” we can make a text
other exciting Fonts such as bold. Ensure that you have selected appropriate text
Georgia etc which are used for which is to be made BOLD
Publications  ITALIC: by clicking this symbol “I” we can make a text
 Font Size: Depending on ITALIC which means slanting a text to the right. Ensure
purpose and level of empathize, that you have selected appropriate text which is to be
font size needs to be made made ITALIC
larger or smaller.  UNDERLINE: by clicking this symbol “U” we can
underline a text. Ensure that you have selected
appropriate text which is to be made UNDERLINED.

To change vertical text alignment: To change horizontal text alignment:

 Select the cells you want to modify.  Select the cells you want to modify.
 Select one of the three vertical Alignment  Select one of the three horizontal Alignment
command commands
 Top Align: Aligns text to the top of the cell  Align Text Left: Aligns text to the left of the
 Middle Align: Aligns text to the middle of cell
the cell  Center: Aligns text to the center of the cell
 Bottom Align: Aligns text to the bottom of  Align Text Right: Aligns text to the right of
the cell the cell (MS. EXCEL - HPL HR) PAGE 4
 Using this option users can place texts in a cell
diagonally within a cell.

Using this option users can increase or decrease

indentation with a cell. This option can do the same
function as pressing a TAB in Ms word.

WRAP TEXT: Use the Wrap Text button on the Home tab of Excel 2010 to wrap lengthy text in a cell by
displaying it on multiple lines within the cell. This feature helps you to avoid the problem of having to
abbreviate text or widen columns in order to display all the text contained within cells.

Follow these steps to wrap text in cells:

o Select the cells containing text you want to wrap.
o On the Home tab, in the Alignment group, click the Wrap Text button: To accommodate more
than one line in a cell, Excel 2010 automatically expands the row height so that all wrapped-text
entries are visible.

MERGE TEXT: You can merge and center data horizontally or vertically across multiple cells in Excel 2010.
You also can unmerge or split a merged cell into its original, individual cells. A common use of merge and
center in Excel 2010 is to horizontally center a worksheet title over a table. You can only split a cell that has
previously been merged

Follow these steps to merge and center a range of cells:

o Select the range of cells you want to merge and center. You can use Merge & Center only on a
contiguous, rectangle-shaped range of cells.
o On the Home tab, in the Alignment group, click the Merge & Center button. The cells are
merged into a single cell, and the text (if any) is centered within the merged cell.

FLASH FILL

Extract

o For example, use flash fill to extract the numbers in column A.

o First, tell Excel what you want to do in column B.
o On the Data tab, in the Data Tools group, click Flash Fill.
Join

o For example, use flash fill to join the last names in column A and the first names in column B to
create email addresses.
o First, tell Excel what you want to do by entering a correct email address in cell C1.
o On the Data tab, in the Data Tools group, click Flash Fill.

(MS. EXCEL - HPL HR) PAGE 5

Lesson: 06: Number Formatting
o GENERAL: this format doesn't have any particular feature. When we first enter some numbers in a
cell, GENERAL format applies automatically. This format doesn't have decimal points and other
features. When users add decimal points, this format automatically changes to NUMBER format (see
below)

o NUMBER: This format takes the formatting conventions one step ahead by adding decimal points,
color change for negative numbers, addition of brackets for negative numbers etc. Besides users can
also add separators for thousands (i.e. 4,000,000). Excel allows four verities under this category (see
below)

o CURRENCY: This format adds currency signs in front of the numbers in a cell. All the currencies in
the world are available in the built in format. We can also add Bangladesh currency which is BDT by
clicking the dropdown menu on the right side “Symbol”.

o ACCOUNTING: This format can be used if someone wants to prepare financial statements in
spreadsheet. There is no additional features under this category except for the fact that digits are
slightly pushed to left if we use this format. Use Accounting format to align decimals points in a
column.

o DATE: This format is used to indicate a valid date. There are two Parameters of this format one is
type and the other one is location. We can show a date in various ways such as MM/DD/YY,
WEEKDAY, MONTH DATE, YEAR, MM/DD etc. On location we will find a large number of locations
worldwide. Excel 2010 even al-lows users to use dates in Bengali as well.

o TIME: This format is used to indicate a valid time such as 9:45 AM. There are two Parameters of this
format one is type and the other one is location. We can show a time in various ways such as HH-
MM-SS-AM/PM, HH-MM-SS etc. On location we will find a large number of locations worldwide.
Excel 2010 even allows users to use time in Bengali as well.

o PERCENTAGE: Percentage format multiple the cell value with 100 and displays the results with a
percentage symbol, for example if the cell contains 0.10 and we use percentage format, the cell will
show 10% after the formatting applied. Users can specify the number of points after decimal.

o FRACTION: Percentage format displays cell value as fractions such as 1/5, 3/5 etc., for example if the
cell contains 0.10 and we use fraction format, the cell will show 1/10 after the formatting applied.
Users can specify the number of digits, for example 1/10 requires to select the option “upto two digits”.
(MS. EXCEL - HPL HR) PAGE 6
 o TEXT: This format displays cell value in as a TEXT even if there is a number inside the cell. One
useful usage of this function is when we want to display a cell phone number in a format such as
“01755– 222-111”. Excel has a built-in mechanism to always apply some mathematical formula when it
sees “-”sign. For example excel will automatically deduct 222 and 111 from 01755 if we do not select
text format.

o CUSTOM: This format can be used for a verities of custom requirement from users. For example we
need display cell values as a multiple such as P/E ratio i.e. 15.0x. We can set a custom format and can
display value in a cell with an “x” attached in the tail.

Lesson: 07: Conditional Formatting

Excel conditional formatting lets you change the appearance of a cell based on its value or another cell's
value. You specify certain conditions, and when those conditions are met, Excel applies the formatting that
you choose. You might use conditional formatting to locate dates that meet a certain criteria (such as falling
on a Saturday or Sunday), to call out the highest or lowest values in a range, or to indicate values that fall
under, over, or between specified amounts.

Before and After Formatting:

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 Example-01:
Step-1: In your Excel spread sheet, select the cells
you want to format.
For this example, we have created a small table
listing the monthly prices of a commodity. What
we want is to highlight every drop in price, i.e. all
cells with negative numbers in the Change column,
so we select the cells C2:C9.
Step-2: Go to the Home tab > Styles group and click
Conditional Formatting. You will see a number of
There are many instances in which the Excel might different formatting rules, including data bars,
not have built in choices of Conditional Formatting color scales and icon sets.
rules for a particular need of the user. In these cases, Step-3: Since we need to apply conditional for-
user can also define their specific rules to matting only to the numbers less than 0, we choose
conditionally format certain range of cells. See the Highlight Cells Rules > Less Than.
example below:
Step-4: Enter the value in box in the right-hand
If none of the ready-to-use formatting rules is part of the window under "Format cells that are
suitable for your needs, you can create a new one LESS THAN", in our case we type 0. As soon as you
from scratch. have entered the value, Microsoft Excel will
Step-1: Select the cells to which you want to apply highlight the cells in the selected range that meet
the conditional format and click Conditional your condition.
Formatting > New Rule. Step-5 Select the format you want from the drop-
Step-2: The New Formatting Rule dialog opens and down list. You can choose one of the pre-defined
you select the needed rule type. For example, let's formats or click Custom Format to set up your own
choose "Format only cells that contain" and opt to formatting.
for-mat the cell values between 60 and 70. Step-6 When done, click the OK button at the
Step-3: Click the Format... button and set up your bottom of the window.
formatting exactly as we did in the previous
example.
Step-4: Click OK twice to close the open windows and your conditional formatting is done!

(MS. EXCEL - HPL HR) PAGE 8

Lesson: 08: Table & Freeze Pane
Just like regular formatting, tables can help us to locate the information we need. To use tables effectively,
we will need to know how to format information as a table, modify tables, and apply table styles to organize
our content and make it easier to visualize.

Step-1: Select the cells you want to format as a table

Step-2: Click the Format as Table command in the Styles group on the Home tab
Step-3: A list of predefined table styles will appear. Click a table style to select it
Step-4: A dialog box will appear, confirming the range of cells you have selected for your table. The cells will
appear selected in the spreadsheet, and the range will appear in the dialog box.
Step-5: If necessary, change the range by selecting a new range of cells directly on your spreadsheet.
Step-6: If your table has headers, check the box next to my table has headers
Step-7: Click OK. The data will be formatted as a table in the style you chose

FREEZE PANE

The Freeze Panes command in Excel lets you freeze portions of a worksheet, typically column and row
headings, so that you can view distant parts of the worksheet while the headings remain in place. Freezing
panes only affects the cur-rent worksheet. If you want to freeze other worksheets, you must select them
individually and freeze them. If you have a large table of data in Excel, it can be useful to freeze rows or
columns. This way you can keep rows or columns visible while scrolling through the rest of the worksheet.

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Freeze top row:
1. On the View tab, click Freeze Panes, Freeze Top Row
2. Scroll down to the rest of the worksheet. Result. Excel automatically adds a black horizontal line to
indicate that the top row is frozen.

N.B. Result. Excel automatically adds a black horizontal line to indicate that the top row is frozen.

Unfreeze Panes:
1. On the View tab, click Freeze Panes, Unfreeze Panes

Freeze Panes
1. Select row 3
2. On the View tab, click Freeze Panes, Freeze Panes
3. Scroll down to the rest of the worksheet. Result-All rows above row 3 are frozen.
4. Select cell C3 (unfreeze panes first).
5. On the View tab, click Freeze Panes, Freeze Panes

Lesson: 09: Sorting, Filtering, Find & Select

SORTING

Sorting is a common task that allows you to change or customize the order of your spreadsheet data. For
example, you could organize an office birthday list by employee, birthdate, or department, making it easier
to find what you're looking for. Custom sorting takes it a step further, giving you the ability to sort at multiple
levels—such as department first, then
birthdate—to group birthdates by
department.
Sorting By Text:
Step 1: Select a cell in the column you want to sort by.
Step 2: Select the Data tab, then locate the Sort and Filter
group.
Step 3: Click the ascending command to Sort A to Z or the
descending command to Sort Z to A.
Step 4: The data in the spreadsheet will be organized
alphabetically

Sorting By Number/Date:
Step 1: Select a cell in the column you want to sort by
Step 2: From the Data tab, click the ascending command to
Sort Smallest to Largest or the descending command to Sort
Largest to Smallest.
Step 3: The data in the spreadsheet will be organized
numerically.

(MS. EXCEL - HPL HR) PAGE 10

FILTERING
Filters can be applied in different ways to improve the performance of our worksheet. We can filter text,
dates, and numbers. We can even use more than one filter to further narrow our results.

1. Begin with a worksheet that identifies each column

using a header row
2. Select the Data tab, then locate the Sort & Filter
group
3. Click the Filter command
4. Drop-down arrows will appear in the header of each
column.
5. Click the drop-down arrow for the column we want
to filter. In this example, we'll filter the Type column to
view only certain types of equipment
6. The Filter menu appears.
7. Uncheck the boxes next to the data we don't want to
CLEAR FILTER view, or uncheck the box next to Select All to quick-ly
1. Click the drop-down arrow in the column uncheck all.
from which you want to clear the filter. 8. Check the boxes next to the data we do want to view.
2. Choose Clear Filter From. In this example, we'll check Laptop and Projector to
3. The filter will be cleared from the column. view only these types of equipment
The data that was previously hidden will be 9. Click OK. All other data will be filtered, or
on display once again. temporarily hidden. Only laptops and projectors will be
visible.
FIND & SELECT

We can use Excel's Find and Replace feature to quickly find specific text and replace it with other text. You
can use Excel's Go To Special feature to quickly select all cells with formulas, comments, conditional
formatting, constants, data validation, etc.

Find:
1. On the Home tab, click Find & Select, Find
2. Type the text you want to find. For example, type Ferrari
3. Click 'Find Next'.
4. Click 'Find Next' to select the second occurrence.
5. To get a list of all the occurrences, click 'Find All'.

Replace:
To quickly find specific text and replace it with other text,
execute the following steps
1. On the Home tab, click Find & Select, Replace
2. Type the text you want to find (Veneno) and replace it
with (Diablo).
3. Click 'Find Next'.
4. Click 'Replace' to make a single replacement.

(MS. EXCEL - HPL HR) PAGE 11

 Go To Special:

We can use Excel's Go To Special feature to quickly select

all cells with formulas, comments, conditional formatting,
constants, data validation, etc. For example, to select all
cells with formulas, execute the following steps.

1. Select a single cell.

2. On the Home tab, click Find & Select, Go To
Special.
1. Select Formulas and click OK.

Lesson: 10: Insert Shape & Text Box

We can insert graphic shapes such as lines, rectangles, block arrows, stars, and other basic shapes in our
Excel charts and worksheets. All we need to do is select a thumbnail on the Shapes drop-down gallery on the
Insert tab of the Ribbon and draw the shape in the worksheet.

Step 1: On the Insert tab, click the Shapes button in the

Illustrations group.

Step 2: Click a shape thumbnail to select it

Step 3: Click and drag the mouse in the worksheet to create the
shape in the desired size.

Step 4: Release the mouse button, the shape will appear in the
worksheet.

After we release the mouse button, the shape we've drawn in the worksheet is still selected. This is indicated
by the selection handles around its perimeter and the rotation handle at the top, which we can use to
reposition and resize the shape, as needed. For example the shape in the right is still selected and can be
edited.
In addition, Excel displays the Drawing Tools Format tab, and we can use the Shape Styles gallery or other
command buttons to further format the shape until it's exactly the way we want it. Click anywhere outside
the shape to deselect it.
TEXT BOX
Text boxes in Excel are graphical boxes that you can use to add explanatory text or commentary to a
worksheet or chart. Text boxes can be Positioned wherever you like and can be formatted to match the
chart or worksheet data that they accompany.

Inserting a text box

Follow these steps to insert a text box in a chart or worksheet:
I. On the Insert tab, click the Text Box button in the Text group
II. Click and drag diagonally on the worksheet (or in a chart) to draw the box the
size you want.
(MS. EXCEL - HPL HR) PAGE 12
III. Type the desired text
Editing a text box

You can make several types of editing changes to a text box you've added to the worksheet:
I. If you just need to edit the text inside a text box, click inside the text box and change the text as need-ed.
Use the commands in the Font group on the Home tab to edit the font properties.
II. Drag any selection handle to resize the text box.
III. Drag the text box border (between the selection handles) to move the text box.

Formatting a text box

Right-click the text box and choose Format Shape.

I. To add a background fill to the text box, click Fill in the left pane and select an option from the right side
of the dialog box.
II. To change the border color that surrounds the text box, click Line Color and choose a line color option.
III. To change the style of the line surrounding the text box, click Line Style and choose any desired
options.
IV. To add a shadow around the text box, click Shadow and then choose an option from the Presets drop-
down list.
V. Make the text box three-dimensional with choices on the 3-D Format and 3-D Rotation tabs.
VI. From the Text Box tab, select Resize Shape to Fit Text. As you add or remove text from the text box, the
box expands or contracts to fit around the text.

Click Close when you're done.

The text box displays the applied formatting.

Lesson: 11: Margin, Orientation & Data Validation

MARGIN
Margins are the unprinted areas along the sides, top, and bottom of a printed page. All printed pages in MS
Excel have the same margins. You can’t specify different margins for different pages.

Follow these steps to adjust margins using the Page Setup

dialog box:
i) On the Page Layout tab, in the Page Setup group, click the
Margins button and select the Custom Margins command
from the drop-down menu
ii) Click the Margins tab
iii) Enter the new margin settings in the Top, Bottom, Left,
and Right text boxes
iv) (Optional) Select one or both Center on Page check
boxes to center the data between the current margin
settings
v) Click OK. And then You can click the Print Preview
button in the Page Setup dialog box at any time to see how
the changes you make affect the preview of your report.
(MS. EXCEL - HPL HR) PAGE 13
ORIENTATION

Sometime you need to change the layout of current worksheet to Portrait or Landscape. There are two
ways to change the orientation of current work-sheet.

Change the orientation of current worksheet

Just click the Page Layout > Orientation, and then select
the Portrait item or the Landscape item from the drop down
list. See screenshot:
Note: You can also change current worksheet's orientation
with clicking File > Print > Portrait Orientation or Landscape
Orientating the Settings section.

DATA VALIDATION
Use data validation in Excel to make sure that users enter certain values into a cell. In this ex-ample, we
restrict users to enter a whole number between 0 and 10.

Steps to be followed in Data validation: On the Error Alert tab:

i. Select cell C2 1. Check 'Show error alert after invalid data is
ii. On the Data tab, click Data Validation entered'.
2. Enter a title.
iii. In the Allow list, click Whole number. 3. Enter an error message
iv. In the Data list, click between.
Data Validation Result
v. Enter the Minimum and Maximum values
1. Select cell C2.
Input Message
Input messages appear when the user selects the cell 2. Try to enter a number higher than 10.
and tell the user what to enter.
On the Input Message tab:
1. Check 'Show input message when cell is selected'.
2. Enter a title.
3. Enter an input message.
(MS. EXCEL - HPL HR) PAGE 14
Lesson: 12: Protect Work Sheet, Substitute & Replace
Excel includes a Protect Workbook command that prevents others from making changes to the layout of the
worksheets in a work-book. You can assign a password when you protect an Excel workbook so that only
those who know the password can unprotect the work-book and change the structure or layout of the
worksheets.

Protecting a workbook does not prevent others from changing the contents of cells. To protect cell con-
tents, you must use the Protect Sheet command button on the Review tab
Follow these steps to protect an Excel 2010 workbook

Step 1: Click the Protect Workbook command button in the Changes group on the Review tab
Step 2: (Optional) If you want to protect any windows that you set up, select the Windows check box.
Step 3: To assign a password that must be supplied before you can remove the protection from the
worksheet, type the password in the Password (optional) text box.
Step 4: Click OK

Protect Sheet:

I. Right click a worksheet tab

II. Click Protect Sheet
III. Enter a password.
IV. Check the actions you allow the users of your
worksheet to perform
V. Click OK.
VI. Confirm the password and click OK

(MS. EXCEL - HPL HR) PAGE 15

SUBSTITUTE & REPLACE
o If you know the text to be replaced, use the SUBSTITUTE function.
o The SUBSTITUTE function has a 4th optional argument. You can use this argument to indicate which
occurrence you want to substitute.

=substitute (text, old_text, new_text, {instance_num])

o If you know the position of the text to be replaced, use the REPLACE function.

=replace (old_text, start_num, num_chars, new_text)

Lesson: 13: If, Sum, Average, Sumifs, Countifs & Averageifs

IF FUNCTION

The IF function is one of the most popular functions in Excel, and it allows we to make logical comparisons
between a value and what we expect. In its simplest form, the IF function says:

IF (Something is True, then do some-thing, otherwise do something else)

So an IF statement can have two results. The first result is if our comparison is True, the second if our
comparison is False.
How to get started
The best way to start writing an IF statement is to think about what we are trying to accomplish. What
comparison are we trying to make? Many times, writing an IF statement can be as simple as thinking through
the logic in our head: “what should happen if this condition is met vs. what should happen if it’s not?” We
will always want to make sure that our steps follow a logical progression, or else our formula won’t do what
we think it should. This is especially important when we create complex (nested) IF statements.

SUM FUNCTION

We can enter the SUM function manually. Why would we need this? To total only some of the cells in a
column or to specify an address for a large range instead of selecting it manually.

Step 1: Click on the cell in our table where we want to see the total of the selected cells.

Step 2: Enter =sum (to this selected cell).

Step 3: Now select the range with the numbers we want to total and press Enter on our keyboard.

Step 4: That's it! We will see the column summed. The total will appear in the correct cell.

This option is really handy if we have a large column to sum in Excel and don't want to highlight the range.
In addition, please be prepared that the SUM function will work even with the values from hidden and
filtered rows.

Tip: We can enter the range address manually like =sum (B1:B2000). It's helpful if we have large ranges for
calculation.
(MS. EXCEL - HPL HR) PAGE 16
AVERAGE FUNCTION

To calculate average in Excel, we won't need to write such mathematical expressions, powerful Excel Average
functions will do the work behind the scene. We will discuss the order/syntax of each function and illustrate
it with examples of uses.
Excel AVERAGE - find an average of cells with numbers.

Order/syntax
AVERAGE (number1, [number2] ...)

The AVERAGE function order/syntax has the following arguments:

Number1 Required. The first number, cell reference, or range for which we want the average.
Number2 ... Optional. Additional numbers, cell references or ranges for which we want the average, up to a
maximum of 255.

SUMIFS FUNCTION

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

Order/syntax

SUMIFS (sum_range, criteria_range1, crite-ria1, [criteria_range2, criteria2], ...)

To use these examples in Excel, drag to select the data in the table, right-click the selection, and pick Copy.
In a new worksheet, right-click cell A1 and pick Match Destination Formatting under Paste Options.

Argument Name Descriptions

Sum_range (required) The range of cells to sum
Criteria_range1 (required) Criteria_range1 and Criteria1 set up a search pair
where-by a range is searched for specific criteria.
Once items in the range are found, their
corresponding values in Sum_range are added.
Criteria1 (required) The criteria that defines which cells in
Criteria_range1 will be added. For example, criteria
can be entered as 32, ">32", B4, "apples", or "32".
Criteria_range2, criteria2, … (optional) Additional ranges and their associated criteria. We
can enter up to 127 range/criteria pairs.
COUNTIFS FUNCTION

Use COUNTIF, one of the statistical functions, to count the number of cells that meet a criterion.
Order/syntax
COUNTIF (range, criteria)

For example:
Q =COUNTIF (A2:A5,"apples")
Q =COUNTIF (A2:A5, A4)

(MS. EXCEL - HPL HR) PAGE 17

Argument Name Description
range (required) The group of cells we want to count. Range can
contain numbers, arrays, a named range, or
references that contain numbers. Blank and text
values are ignored.
criteria (required) A number, expression, cell reference, or text string
that determines which cells will be counted.

AVERAGEIFS FUNCTION

Returns the average (arithmetic mean) of all cells that meet multiple criteria.

Order/syntax
AVERAGEIFS (average_range, criteria_range1, criteria1, [criteria_range2, criteria2], ...)

The AVERAGEIFS function order/syntax has the following arguments:

o Average_range Required.: One or more cells to average, including numbers or names,

arrays, or references that contain numbers.

o Criteria_range1, criteria_range2, … Criteria_range1 is required, subsequent criteria_ranges

are optional. 1 to 127 ranges in which to evaluate the associated criteria.

o Criteria1, criteria2 ... Criteria1 is required, sub-sequent criteria are optional. 1 to 127 criteria
in the form of a number, expression, cell reference, or text that define which cells will be
averaged. For example, criteria can be expressed as 32, "32", ">32", "apples", or B4.

INSERT COMMENTS

To insert a comment, execute the following steps.

1. Select a cell.
2. Right click, and then click Insert Comment.
3. Type your comment.
Excel displays a red triangle in the upper-right corner of the cell.
4. Click outside the comment box.
5. Hover over the cell to view the comment.
Excel automatically adds your user name. To change this name, execute the following steps.
6. On the File tab, click Options.
7. Change the User name.

Show/Hide Comments
By default, a comment is only visible when you hover over the cell that contains the comment. To keep a
comment visible all the time, execute the following steps.
1. For example, select cell B4 below.
2. On the Review tab, in the Comments group, click Show/Hide Comment.
3. Select another cell.
Note: to hide the comment, select cell B4 and click Show/Hide Comment again. To keep all comments visible
all the time, click Show All Comments.
(MS. EXCEL - HPL HR) PAGE 18
Lesson: 14: Vlookup
Use VLOOKUP, one of the lookup and reference functions, when we need to find things in a table or a
range by row.
Order/syntax
VLOOKUP(lookup_value,table_array,col_index_num, [range_lookup])
For example:
=VLOOKUP(105,A2:C7,2,TRUE)
=VLOOKUP("Fontana",B2:E7,2,FALSE)

 lookup_value (required): The value we want to look up. The value we want to look up must be in
the first column of the range of cells we specify in table-array.

 table_array (required): The range of cells in which the VLOOKUP will search for the lookup_value
and the re-turn value. The first column in the cell range must contain the lookup_value (for
example, Last Name in the picture below.) The cell range also needs to include the return value (for
example, First Name in the graphic below) we want to find.
 col_index_num (required): The column number (starting with 1 for the left-most column of table-
array) that con-tains the return value.

 range_lookup (optional): A logical value that specifies whether we want VLOOKUP to find an exact
match or an approximate match.

Lesson: 15: Text to Column, Sumproduct

To separate the contents of one Excel cell into separate columns, you can use the 'Convert Text to Columns
Wizard'. For example, when you want to separate a list of full names into last and first names.

1. Select the range with full names.

2. On the Data tab, in the Data Tools group, click Text to Columns.
3. Choose Delimited and click Next.
4. Clear all the check boxes under Delimiters except for the Comma and Space check box.
5. Click Finish.
SUMPRODUCT FUNCTION

Multiplies corresponding components in the given arrays, and returns the sum of those products.
Order/syntax
SUMPRODUCT (array1, [array2], [array3], ...)
The SUMPRODUCT function order/syntax has the following arguments:

Array1 Required: The first array argument whose components we want to multiply and then add.
Array2, array3,... Optional: Array arguments 2 to 255 whose components we want to multiply and then
add.

(MS. EXCEL - HPL HR) PAGE 19

Lesson: 16: Trim, Concatenate, Round
TRIM

Removes all spaces from text except for single spaces between words. Use TRIM on text that we have received
from another application that may have irregular spacing.

Order/syntax
TRIM (text)

The TRIM function order/syntax has the following arguments:

Q Text Required: The text from which we want spaces removed.

CONCATENATE

Use CONCATENATE, one of the text functions, to join two or more text strings into one string.

Order/syntax:

CONCATENATE (text1, [text2], ...)

For example:

=CONCATENATE ("Stream population for ", A2, " ", A3, " is ", A4, "/mile.")
=CONCATENATE (B2, " ",C2)
ROUND

The ROUND function rounds a number to a specified number of digits. For example, if cell A1 contains
23.7825, and we want to round that value to two decimal places, we can use the following formula:

=ROUND(A1, 2)
The result of this function is 23.78.

Order/syntax
ROUND(number, num_digits)

The ROUND function order/syntax has the following arguments:

number Required: The number that we want to round.

num_digits Required: The number of digits to which we want to round the number argument.

(MS. EXCEL - HPL HR) PAGE 20

Lesson: 17: Basic of Charting
The Pie Chart
A Pie Chart can only display one series of data. Excel uses the series identifier as the chart title (e.g. Flowers)
and displays the values for that series as proportional slices of a pie.

The Column Chart

The Column Chart very effectively shows the comparison of one or more series of data points. But the
Clustered Column Chart is especially useful in comparing multiple data series.

The Line Chart

The Line Chart is especially effective in displaying trends. In a Line Chart, the vertical axis (Y-axis) always
displays numeric values and the horizontal axis (X-axis) displays time or other category.

The Bar Chart

The Bar Chart is like a Column Chart lying on its side. The horizontal axis of a Bar Chart contains the numeric
values. The chart below is the Bar Chart for our single series, Flowers.

The Area Chart

Area Charts are like Line Charts except that the area below the plot line is solid. And like Line Charts, Area
Charts are used primarily to show trends over time or other category. The chart underneath is an Area Chart
for our single series.

The Scatter Chart

The purpose of a Scatter Chart is to observe how the values of two series compares over time or other
category. To illustrate the Scatter Chart, we will use the worksheet values shown.
"Scatter plots are similar to line graphs in that they use horizontal and vertical axes to plot data points.
However, they have a very specific purpose. Scatter plots show how much one variable is affected by another.
The relationship between two variables is called their correlation."

Lesson: 18: Overview of Page Setup & Print

1. Page Number
2. Header & Footer
3. Repeat Same Row in Every Page
4. Page Center (Horizontally & Vertically)
5. Page Break Preview
6. Paper Size
7. Mail Merge

Thank You- Happy Learning

(MS. EXCEL - HPL HR) PAGE 21