Excel 2023

The Ultimate Guide to Master Microsoft Excel | Learn How to Use

Simple and Powerful Formulas, Pivot Tables, Charts, and Much
More with Step-by-Step Instruction in Less than 7 min a Day

By
BERNARD WOOLRIDGE
© Copyright 2023 by BERNARD WOOLRIDGE - All rights reserved.
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 Table of Contents
Introduction
Chapter 1: Elements of Microsoft Excel
1.1 What is Microsoft Excel, and how does it work?
1.2 How to work with excel?
1.3 Excel menu
1.4 Minimal Hierarchy
1.5 Editing Data
1.6 Preview Option
1.7 Data Entry
1.8 Selection Zone
1.9 Handling of Workbooks and Worksheets
Chapter 2: Editing in Excel
2.1 Edit the contents of the cells
2.2 Cells, rows, and columns can be cleared or deleted
2.3 Remove any cell's contents, formats, or comments
2.4 Undo & Redo Mistakes
2.5 Separate text in different cells
2.6 Replace or find data
2.7 Text and numbers can be found and replaced
2.8 Make use of a filtering editing technique
2.9 Display a subset of rows in a list by using filters
2.10 You can use wildcard characters to find text or numbers
2.11 Make columns out of copied text data
Chapter 3: Working with Charts
3.1 Why Charts are used?
3.2 The fundamental idea
 3.3 Elements of a Chart
3.4 Various Type of Charts
3.5 Creating a Chart
3.6 Create a Chart in one step
3.7 Make a chart out of non-adjacent selections
3.8 Select a different chart type
3.9 Saving & Retrieval of Charts
Chapter 4: Advanced Data Retrieval
4.1 Pivot Table
4.2 Creation of a pivot table report
4.3 Deletion of a Pivot Table report
4.4 QUERY: A Reliable inquiry counter
4.5 How to Retrieve Data
Chapter 5: Functions
5.1 Date & Time Functions
5.2 Information Functions
5.3 Logical Functions
5.4 Lookup & Reference Functions
Chapter 6: Shortcut Keys in Excel
6.1 Moving and scrolling in a worksheet or workbook
6.2 Keys for previewing and printing a document
6.3 Key for working with worksheets, charts, and macros
6.4 Keys for use with Pivot Table and PivotChart reports.
6.5 First and Fast Tip
Conclusion
Introduction
Microsoft Excel is a spreadsheet programme that may be used to store and
analyse numerical and statistical data. Microsoft Excel includes a number of
tools for doing various tasks, including computations, graphing tools, pivot
tables, macro programming, and so on. It works with Mac OS
X, Windows, Android, and iOS, among other operating systems.
A table made up of columns and rows is what an Excel spreadsheet is.
Columns are typically assigned alphabetical letters, whereas rows are
typically assigned numbers. A cell is the intersection of two columns or rows.
The letter that represents a column and the number that represents a row
make up a cell's address. Excel is a spreadsheet program developed by
Microsoft.
People who handle accounts and some aspects of financial professions that
require forecasting features with a combination of built-in capabilities can
utilize this package as a very clever tool for their personal
domestic/enterprise-level work performance, and they are fully qualified to
use Excel. As you may know, Excel is a component of Microsoft Office and
is dedicated to calculation, analysis, charting, and other spreadsheet solutions.
It is also known as ESS, and it was
previously used with packages such as LOTUS-123, VP Planner, VisiCalc,
SUPER CALC, Quattro Pro, and other spreadsheet solutions.
The concept of a spreadsheet is similar in all packages, but the presentation
and performance of each package differ significantly, with Excel being the
most advanced spreadsheet solution available today. Excel 2021 is a
spreadsheet tool that allows you to swiftly and precisely interact with data.
Many of the functions are the same as in prior Excel versions. It includes
various tools for organizing and changing data, as well as charts for showing
data and much more. Let's say you'd want to brush up on your Excel skills or
have never used it before. In such a case, this book will show you how to
work with rows, columns, data formatting, basic formulae, and functions in
spreadsheet software. You'll notice a few new features in Excel 2021. Among
other things, you'll learn about the text, numeric, and logical functions.
Chapter 1: Elements of Microsoft Excel
1.1 What is Microsoft Excel, and how does it work?
The most widely used spreadsheet program is Microsoft Excel. Although all
of Microsoft Excel's numerous features and capabilities can be frightening,
the interface is intuitive and easy to use. However, you can quickly learn the
fundamentals of Excel, and after you've done so, learning the more advanced
features of the application is rather simple. Excel isn't just a spreadsheet tool;
it's also an application development environment with data analysis and
display capabilities that go beyond those of a normal spreadsheet. This
implies that, because of Excel's features, you may design a comprehensive,
personalized application that performs exactly what you need.
References in dialog boxes collapse the dialog box to a smaller size.
Easier entry of range dialog boxes that accept range references.
The new IntelliMouse pointing device uses the wheel button to scroll or
zoom.
Drag the boundary of a range of cells to move the range to another
workbook or worksheet window for better drag-and-drop editing.
Save a list of workbooks as in previous versions.
Multiple Undo up to the last 16 actions.
Yes, to All option when you quit with multiple files open which you can
choose to save all the files before exiting.
Closing multiple files.
As you move the highlight for the active cell, the row and column titles
will change.
 The full-Screen command is to view more worksheets.
The File Menu’s Save Workspace option preserves a list of open
workbooks, their sizes, and their placements so that the screen appears the
same the next time you access the workspace file.
All of the mentioned alternatives are entirely compatible with all users and all
available applications to do the same task. However, some Excel functions
have been created in such a way that users can attain them. The following
characteristics include:

Calculation and examination: This software's calculation and analysis

features are so beneficial in practice that anyone can perform the
assignment with ease, whether using universal fixed data or fluctuating
data. For example, numerous sheets will hold all of the data connected to
each cell or sheet, so altering the data in one cell or sheet will update the
entire formulation, displaying the complete dependent result.
Charting: Excel's charting function allows you to create charts with the
least amount of effort and with the most compatible features. The charts
created by Excel are fully integrated or non-embedded, allowing for the
process of altering layouts, orientations, and other types of flexibility to
be completed automatically.
Auto formatting with built-in functions: Data formatting can also be
automated using built-in functions. Users do not need to worry about the
one-line procedure or other elements in this case. In fact, the entire
portion is designed to assist the user.
Advanced query features: As you may know, the most basic piece of
any worksheet is the cell, which includes all of the information in the
form of rows/columns or sheets, where query features allow you to search
for records quickly based on the criteria you provide.
The interface between Office components and web-based data is the
quickest and easiest: Because the in-built HTML editor conducts the
entire job for all users, the latest function of Excel allows you to finish the
operation and link the documents with each other depending on any topic
through intranet and internet. You can add any document as a sub-info of
any site directly.
Data processing on a large scale: Assume that your company has four
branches and that in order to collect the daily production report, your
database, which is in the form of worksheets and workbooks, must be
connected, and the current production status must be collected. Such a
task can be completed quickly and effectively by using the advanced
features of Excel.
Other Excel Features: Excel has a variety of other features that enhance
its functionality.
Specification: Excel makes it simple to complete the following activities.
Ø Analysis
Ø Forecasting
Ø Financial solutions
Ø Charting
Ø Complex lookup tables
Ø On-line data manipulation
Ø Data on the Web
Ø The interface of data with other office families as well as other software
Apart from this, a user can explore a variety of choices while working with
Excel to do practical tasks. Let's start with the basics of Excel before moving
on to more advanced topics.

1.2 How to work with excel?

If a new user wishes to get started with Excel, it is strongly recommended
that they do it in a methodical manner. If you're serious about becoming a
skilled Excel user, remember to follow the stages below. Once you've
completed these steps,
you'll have a much better understanding of Excel's conceptual aspects. The
steps are as follows:
Begin the Excel Worksheet Session
Using single or many sheets
Calculation
Saving
Worksheet Editing and Formatting
Graphical representation
 Advanced characteristics
Excel apps that may be accessed via the web
For conceptual clarity, a brief description of each stage is provided.
a) Start the session: After opening an Excel session, it displays a set of
worksheets with three family members, multiple rows/columns, and cells
as previously discussed, and it is ready to address all data manipulation
issues. You can begin entering data at this point. Adding alternative
fonts, colors, scaling size, relating data with the proper formula, and so
forth. Some of the tasks will be completed automatically, while the
remaining must be completed according to your specifications.
b) Using Single and Multiple Sheets: All of the aforementioned data will
be entered into cells, which are a part of the worksheet where you have
the option of working with single or multiple sheets. If a financial or
annual presentation involves summary data on the main page and
associated data on a different area of the same worksheet or on a new
worksheet, the user can organize the data as they see fit if a user wishes
to accomplish all of the needed tasks on the same worksheet or on
numerous sheets. The main data will be calculated and linked to the
presentation's main page, where you will have the option of completing
the task through basic data linking and hyperlinking to leap inside the
document upon the user's request. Multiple sheets can be utilized to
maintain all of the data separated into pieces that can subsequently be
linked.
c) Calculation: Based on the data segments, the calculation will be
performed after the final compilation of the full statement using
Formulae & Functions (which are divided into different categories).
There are numerous built-in functions and equations.
d) Saving: It is essential that you save the input data for future access
because it is required to save the working status after entering the data
and doing calculations. It offers a few options, which we'll go through
later.
e) Editing & Formatting Worksheets: Users need to be able to edit and
format worksheets in order to manipulate and rectify errors. Spelling
corrections, data re-entry, and other such things are examples of editing.
Changing the layout of any data in a worksheet is referred to as
formatting.
f) Graphical Demonstration: To make the data display more
comprehensible, the entered data will be translated into a graphical
format. It would be much easier for you to accomplish the assignment
with a decent concept if you are familiar with various types of graphs.
g) Advanced characteristics: The advanced features include Pivot tables
and other unique capabilities that can be utilized to present entire
professional reports.
h) Data Interaction with Other Office Family Members: The data entered
can be modified in various formats using other packages on the same
platform or on distinct platforms. Excel data, for example, can be
converted, connected, and hyperlinked with Word, PowerPoint, and
Access.
i) Excel web-based applications: The web player or new web spectator
can take advantage of the web-based applications' significant potential,
such as submitting data for the same on the web online/offline. After
taking a quick glance at the menus available in Excel, you should be able
to complete the task quickly. We'll talk about the menus available in
Excel in the next step; it contains a lot of the same menu options as
 Word, but the different alternatives are explained here.

1.3 Excel's menu

The menu is essentially identical in all of the office family components;
however, due to the nature of the software, it differs slightly. After you've
gone through all of the menus, you'll see the following common menu, which
has nearly identical options, but the main difference between the sub-pad and
new pad is listed below. With extra menus available, it is much easier for
anyone to finish the work after using the typical menus and their possibilities.
Each menu's specifics will be detailed later.
The easiest way to learn
Before you begin your Excel session, you should familiarize yourself with
the basics of the program. Because Excel is included with all of Office 2000's
components, you won't go over the common functions available with it. The
four learning series have been provided here for the convenience of users;
please go through the minimal hierarchical series.

1.4 Minimal Hierarchy

If you're new to Excel, you should be familiar with its basic hierarchy. In
fact, this is where the basic functional unit begins:
Cell
Any spreadsheet solution's basic working unit is the cell. This package's cell
is where all of the entries/data entry takes place. Each cell's address is
determined by the Column and Row, i.e., A5, CH255, where A and CH are
column addresses and 5 and 255 are row addresses. In Excel, each cell may
hold up to 32000 characters.
Row/Column
The entire worksheet is organized into rows and columns, each of which can
hold one or more records. To further comprehend this, consider a register,
which is divided into rows and columns and is analogous to the notion of
ROWS/COLUMN/CELL, in which a sheet is divided into rows and a
columnar arrangement of horizontal and vertical lines with a Cell junction.
Excel has a total of 65536 rows and 256 columns, which are divided into
cells by default (Total cells - 65536 x 256, Total data that may be entered -
65536 x 256 x 32000 characters).
Worksheet
A worksheet is like a separate sheet of any record that is divided into a large
number of horizontal and vertical lines (rows and columns) with Cell
crossings. A sheet linked to a book or register can be presumed to be a
standard worksheet. By default, there will be three worksheets available,
which can be raised or lowered depending on the needs of the user.
Workbook The concept of a workbook, which is a standard collection of
worksheets in Excel, is now easier to grasp. If you want to create a good
salary analysis model in Excel, you can enter all of the wage information for
January in Sheet 1, February in Sheet 2, and March in Sheet 3. After the
calculations, the fourth sheet can be used to offer a complete analytical
presentation of the quarterly report, with the option to skip the unneeded
calculations for making differences (which will automatically generate the
final report) and final answers.
Excel File
The workbook in Excel is referred to as an XLS file or an MS-Excel file.
This type of file can be connected or transferred into a variety of forms,
including text, database, cell-based data input, and so on, making it more
useful for all users who want to work with data in a meaningful way. The
above-mentioned hierarchy explains the principle and dependability of each
Excel element. Data can be typed into cells, and calculations can be
performed according to the user's needs. For example, if the total salary is
calculated using BASIC, DA, TA, and HRA, all related data will be entered
in the cell, and one specific cell will contain the salary calculation formula,
and the result can be presented as a normal data model or a
complete graphical presentation of the salary model using the charting
facility. When each step is done according to the task, the user should store it
for later use, such as previewing or printing the existing data model. If you're
a web player, you can save the same data model in HTML format and publish
it as a URL.

1.5 Editing Data

The entire working methodology of worksheet and workbook handling
revolves around the above-mentioned phases, i.e., if an error is detected after
data entering, it will be corrected using editing tools, which may include
fairly common tools like cut/copy/paste, etc. When all of the prerequisites are
met, you will be able to see a preview of the data.

1.6 Preview Option

This series describes a hypothetical method of data handling in Excel, such as
after data entry, it can be manipulated using the many tools available for
manipulation, and after the task is completed, a Preview will present a clear
picture of the existing data, and in the case of graphical presentation, it can be
presented in the same manner using the charting facility. Charting, goal-seek,
and pivot tables are examples of tools that aid in the analysis and, ultimately,
linking to more than a
cell/sheet or a workbook utilizing linking strategies. Many more elements are
also accessible for the users' convenience to finish the task, which can be
provided in a hierarchical series of data representations. The following part is
specifically created to provide you with comprehensive Excel knowledge.

1.7 Data Entry

Enter data in cells/worksheet
i. Enter numbers, text, a date, or a time
a) Select the cell into which you wish to enter data.
b) Press ENTER or TAB after typing the date. To separate the portions of a
date, use a slash or a hyphen. As an example, type 15/10/2021 or 15th-
Oct-2021. Type a space and then an or pm after the time to enter a time
based on the 12-hour clock. For instance, at 9:00 p.m. Microsoft Excel,
on the other hand, enters the time as AM.
ii. Using a formula:
a) Select the cell where the formula should be entered.
b) Enter = (an equal sign). Microsoft Excel inserts an equal sign for you
when you select Edit Formula or Paste Function.
c) Fill in the formula.
d) Press the ENTER key.
iii. Fill in the same information in multiple cells at the same time:
a) Choose the cells into which you want to enter data. The cells can be next
to each other or not.
b) Enter the data and press CTRL+ENTER.
iv. Using several worksheets to enter or modify the same data:
Changes you make to a selection on the active sheet are applied in the
corresponding cells on all other selected sheets when you select a
group of sheets. The data on the other sheets might be changed.
a) Choose the worksheets where you'll be entering data.
b) Choose the cell or range of cells into which you want to enter data.
c) In the first selected cell, type or edit the data.
d) TAB or ENTER to return to the previous screen.
e) Click any unselected sheet to cancel a selection of several sheets.
Click any unselected sheet to cancel a selection of several sheets. If no
unselected sheets are shown, right-click a selected sheet's tab and choose
Ungroup Sheets from the shortcut menu.
v. Fill in repeated entries in a column quickly: Microsoft Excel fills in
the remaining characters for you if the first few characters you write in
a cell match an existing record in that column. Solely entries
containing text or a combination of text and numbers are finished by
Microsoft Excel; entries containing only numbers, dates, or times are
not completed.
Press ENTER to accept the suggested entry. The completed entry follows the
same uppercase and lowercase letter pattern as the previous entries. Continue
typing if you want to replace the automatically entered characters.
BACKSPACE can be used to erase the automatically typed characters.
vi. Enter numbers, text, a date, or a time:
a) Select the cell into which you want to enter information.
b) Press ENTER or TAB after typing the date.
To separate the portions of a date, use a slash or a hyphen; for example, type
15/10/2021 or 15-Oct-2021.
Type a space and then a.m. or p.m. after the time to enter a time based on the
12-hour clock; for example, 9:00 p.m. Otherwise, the time is entered as AM
in Microsoft Excel.
vii. Hide a column or a row: Choose the rows or columns you'd want to
hide. Point to either Row or Column in the Format menu, then click
Hide.
 viii. Demonstrate concealed rows and columns:
a) Select cells in the row above and below the concealed rows to reveal the
hidden rows. Select cells in the column to the left and
b) the column to the right of the concealed columns to reveal them.
c) Point to either Row or Column on the Format menu, then click Unhide.
ix. Text, cells, ranges, rows, and columns can all be selected:
To Select Do this
Text in a Text in a cell Select the cell,
cell double-click in it, and then select the
text in the cell if cell editing is
enabled. If cell editing is disabled,
select the cell and then the text in the
formula bar.
A single cell To move to the cell, click it and use
the arrow keys.
A range of Drag from the first cell in the range to
cells the last cell in the range.
All cells on Select all by pressing the Select All
a worksheet button.
Cell ranges After selecting the first cell or range
or non- of cells, hold CTRL and select the
adjacent remaining cells or ranges.
cells
A wide Hold down SHIFT and click the first
variety of cell in the range, then click the last
cells cell in the range. You can scroll down
 to see the last cell.

An entire Select the row heading by clicking it.

row
Adjacent Drag across the row or column
columns or headings. Or select the first column or
rows row; then hold down SHIFT and
select the last column or row.
Nonadjacent Select the first row or column, and
rows or then hold down CTRL and select the
columns other rows or columns.
More or Click the last cell you want to include
fewer cells in the new selection while holding
than the down SHIFT. The new selection is
active the rectangular range between the
selection active cell and the cell you click.
x. Numbers, dates, and times aren't displayed as expected:
a) The number format used to the cells in Microsoft Excel determines how
numbers, dates, and times are shown on a worksheet. Select the cells to
modify the number format. Click Cells on the Format menu, then the
Number tab, then the category and format you wish. Click the cell and
press CTRL+SHIFT+# to use the default date format. In place of a
number, press CTRL+SHIFT+@ #### to use the default time format.
When a cell has a number, date, or time that is broader than the cell or a
date or time formula that returns a negative result, the cell receives a
#### error value. Increase the column's width if necessary.
b) Regional settings: The default format for money, dates, hours, and
 numbers is determined by the options you choose in Control Panel's
Regional Settings.

1.8 Selection Zone

i. Select blank cells
a) Choose a range that contains the cells you want to select. Click any cell
on the active worksheet to select all cells of this kind.
b) Select GoTo from the Edit menu.
c) Click Special.
d) Click Blanks.
ii. Select cells that contain comments:
a) Select the range that includes the type of cells you want to select. To
select all cells of this type on the active worksheet, click any cell.
b) Select GoTo from the Edit menu.
c) Click Special.
d) Click Blanks.
iii. Select cells that contain formulas:
a) Choose a range that contains the cells you want to pick. Click any cell on
the active worksheet to select all cells of this kind.
b) Select Go To from the Edit menu.
c) Click Special.
d) Select the check box next to the type of data you want to select by
clicking Formulas.
iv. Select between named ranges and cell references:
To select Do this
A cell range with a name Select the range in the Name box.
Two or more named Select the first range in the Name box,
ranges then hold CTRL and select the other
ranges.
Specific cells not in a In the Reference box, type the cell
named range Select Edit reference for the cell or range of cells.
GoTo.
v. Only visible cells should be chosen:
This approach is used to choose a range that crosses hidden rows or columns
but does not include hidden cells.
a) Choose a range.
b) Select GoTo from the Edit menu.
c) Select Special.
d) Only visible cells are selected.
vi. Cancel a selection of cells:
Click any cell on the worksheet to cancel a selection of cells.

1.9 Handling of Workbooks and Worksheets

i. Considering workbooks and worksheets
a) Workbooks: It is a file in which you work and save your data in
Microsoft Excel. You can organize many types of relevant information in
a single file because each workbook can contain many sheets.
b) Worksheets: Worksheets can be used to list and examine data. You can
simultaneously enter and update data on numerous worksheets, as well as
execute calculations using data from many worksheets. When you make
a chart, you have the option of putting it on the worksheet with its data or
on a separate chart sheet.
c) Sheet tabs: The sheets' names are listed on tabs at the bottom of the
workbook window. Click the sheet tabs to navigate from one sheet to the
next.
ii. About Navigate through a worksheet by moving your cursor over
it: Click any cell on a worksheet to navigate between cells, or use the
arrow keys. When you move to a cell, that cell becomes active. Use
the scroll bars to see a different part of the sheet.
To Navigate Do This
Up or down one row Use the arrows in the vertical
 scroll bar to move up and
down.
Left or right one Toggle the horizontal scrollbar
column with the arrows.
Up or down one In the vertical scroll, click
window above or below the scroll box.
Left or right one In the horizontal scroll bar,
window click to the left or right of the
scroll box.
A significant Scroll to the approximate
distance drag relative position in the scroll
box. Hold down SHIFT when
dragging on a large worksheet.
iii. Change to a different sheet in a worksheet: To access the other
sheet, click the sheet tab. If the tab you want isn't visible, use the tab
scrolling buttons to bring it up, then click it.
iv. In a workbook, select the following sheets: When you choose
several sheets, Microsoft Excel duplicates the changes you make to
the active sheet on all other pages. Other sheets' data may be replaced
as a result of these modifications.
Criteria for Key sequences
selection
A single sheet Click the sheet tab.
Two or more Hold down SHIFT and click
adjacent sheets the tab for the first sheet, then
click the tab for the last sheet.
Two or more Hold CTRL and click the tabs
sheets that are not for the additional sheets after
adjacent clicking the first sheet's tab.
A workbook's Select All Sheets from the
entire set of sheets shortcut menu by right-clicking
a sheet tab.
v. Display more or fewer sheet tabs:
a) Select the tab split bar.
b) Drag the tab split bar to the right or left when the pointer changes to a
split pointer, and then use the tab scrolling buttons to scroll through the
sheet tabs. Double-click the tab split bar to reset it to its default position.
vi. Add a new worksheet:
a) To add a single worksheet, go to the Insert menu and select Worksheet.
b) Hold SHIFT and click the number of worksheet tabs you want to create in
the open workbook to add multiple worksheets. Then, under the Insert
menu, select Worksheet.
c) Create a new sheet based on a customized template. You must already
have a custom sheet template set up.
d) Click Insert after right-clicking a sheet tab.
e) Double-click the sheet-type template you want to use.
vii. Move or copy sheets:
Careful: When moving or copying sheets, be cautious. If you move a
worksheet, calculations or charts relying on the data on the worksheet may
become wrong. Similarly, data on a worksheet may be incorporated in the
computation if it is moved across sheets referenced to by a 3-D formula
reference.
a) Open the workbook that will receive the sheets if you want to move or
copy sheets to it.
b) Select the sheets you want to move or copy by switching to the workbook
that contains them.
c) Select Move or Copy Sheet from the Edit menu.
d) To receive the sheets, click the workbook in the To book box.
e) Click the sheet before which you want to insert the shifted or copied
sheets in the before sheet box.
f) Select the Create a copy check box to copy the sheets instead of moving
them.
viii. Delete sheets from a workbook:
a) Choose the sheets you need to get dispose of.
b) Select Delete Sheet from the Edit menu.
ix. Change the name of a sheet:
a) To open the sheet tab, double-click it.
b) Replace the existing name with a new one.
x. Hide a sheet:
a) Choose the sheets you want to conceal.
b) Point to Sheet in the Format menu, then click Hide.
xi. Hide a workbook:
a) To begin, open the workbook.
b) Select Hide from the Window menu.
xii. Show a workbook that has been hidden:
a) On the Window menu, click Unhide.
b) Double-click the name of the hidden workbook you want to show in the
Unhide workbook box.
xiii. Show a sheet that has been hidden:
a) Point to Sheet in the Format menu, then click Unhide.
b) Double-click the left of the hidden sheet you want to display in the
Unhide sheet box.
xiv. Cancel a multiple-sheet selection:
a) Click any unselected sheet in a workbook to cancel a selection of multiple
sheets.
b) Right-click the tab of a selected sheet if no unselected sheet is visible.
Then, on the shortcut menu, select Ungroup Sheets.
Chapter 2: Editing in Excel
Editing includes modifying the data accessible or already entered, and any
data entered sometimes necessitates completing activities with numerous
changes such as re-entry, changing the contents, and changing the shape and
size of sheets. If you want to perform the assignment with as many
possibilities as possible, you should use the official Excel procedures. For
your convenience, some of them are discussed here.
Edit the contents of the cells.

Cells, rows, and columns can be cleared or deleted.

Remove any cell's contents, formats, or comments.

Undo & Redo mistakes.

Separate text in different cells.

Replace or find data.

Text and numbers can be found and replaced.

Make use of a filtering editing technique.

Filters can be used to display a subset of rows in a list.

You can use wildcard characters to find text or numbers.

Make columns out of copied text data.

2.1 Edit the contents of the cells

The cell can be modified both while entering data and after the data has been
entered onto the sheet. The following steps can be taken to accomplish this:
a) Double-click the cell containing the information you want to change.
b) Make any changes to the cell contents.
c) Press ENTER to save your changes. Press ESC to undo your changes.

2.2 Cells, rows, and columns can be cleared or deleted

You may want to delete a specific cell, row, or column in a worksheet at
times. It can also be done through the menu, but the following brief
procedures will assist you in completing the task in the shortest amount of
time with the most relevant information. When you delete a cell in Microsoft
Excel, it is removed from the worksheet, and the surrounding cells are shifted
to fill the empty area. Clearing cells remove the contents (formulas and data),
formats (such as number formats, conditional formats, and borders), and
comments from the cells but retain the blank cells on the worksheet.

2.3 Remove any cell's contents, formats, or comments

a) You can clear cells, rows, or columns by selecting them.
b) Select Clear from the Edit menu, then All, Contents, Formats, and
Comments.

2.4 Undo & Redo Mistakes

These actions are a great complement to implementing and undoing the
previous modifications.
a) UNDO: Click Undo to undo recent actions one by one. To undo many
activities at once, choose them from the list by clicking the arrow next to
Undo. The selected action, as well as all actions above it, is reversed in
Microsoft Excel. Press ESC to cancel an entry in a cell or the formula bar
before pressing ENTER.
b) REDO (Repeat the last action): Select Repeat from the Edit menu. The
Repeat command becomes Can't Repeat if the previous action cannot be
 repeated.

2.5 Separate text in different cells

This option helps you to enter the regular data on a sheet in the same cell as
long as you wish (not more than 32000 spaces). After entering the data in the
same cell, it can be formatted with specified width, and it will automatically
separate in different
cells. It is much useful for importing the data from any text file or any other
source and thereafter format in desired cell locations. These can be done by
the following:
a) Choose the cell range that contains the text values.
The range can be as long as you want it to be, but it can only be one column
wide.
b) Select Text to Columns from the Data menu.
c) To specify how you wish to divide the text into columns, use the Convert
Text to Columns Wizard's instructions. (It will assist you through the task
in three steps.)

2.6 Replace or find data

You can look for specific text or numbers that you want to review or amend,
and you can have the data you find immediately replaced. You can
alternatively choose all the cells that contain the same type of data as the
active cell, such as equations, or cells whose contents differ from the active
cell. Similar steps in WORD can be used to get these outcomes. Find aids in
the discovery of data based on matching criteria, whereas replacing aids in
the discovery of data and its replacement with the specified altered version.
Filters can be used to display just the rows in a list that have the requested
data. You can, for example, present only local sales data in a list that contains
international sales data.

2.7 Text and numbers can be found and replaced

Under this, you can use this option to find & replace text or numbers, select
blank cells. Select cells that contain constants comments that don't match
active cells etc. It is much powerful to perform the task as a sheet navigator.

2.8 Make use of a filtering editing technique

You can use it to filter a list to find certain rows of data.
Cells that meet certain criteria are highlighted.
a) Choose the cells you want to draw attention to.
b) Select Conditional Formatting from the Format menu.
c) Choose one of the following options:
i. Click Cell Value is, pick the comparison phrase, and then type a value
in the relevant box to use values in the selected cells as the formatting
criteria. A constant value or a formula can be entered. If you're going
to enter a formula, make sure it starts with an equal sign (=).
ii. Click Formula Is on the left, then input the formula in the box on the
right to use a formula as the formatting criterion (to evaluate data or a
condition other than the values in selected cells). The formula must
return TRUE or FALSE as a logical value.
d) Click format
e) Choose the font style, color, underlining, borders, shading, or patterns
you'd want to use. Only if the cell value matches the criterion or if the
formula returns TRUE does Excel apply the selected formats.
f) Click Add to add another condition, then repeat steps 3 through 5 to add
another condition.
2.9 Display a subset of rows in a list by using filters
Filters can only be applied to one worksheet at a time. Only one list on a
worksheet can be filtered at a time.
a) To filter a cell in a list, click it.
b) Point to Filter on the Data menu, then click AutoFilter.
c) To display only the rows with a given value, click the arrow in the
column containing the information you want to display.
d) Click the value.
e) Repeat steps 3 and 4 in the other column to apply an additional condition
based on a value in that column.
Click the arrow in the column, then click Custom to filter the list by two
values in the same column or to use comparison operators other than Equals.
Click here for more information on displaying rows by comparing values.

2.10 You can use wildcard characters to find text or numbers

Use a wildcard character to identify text or numbers that share some
characters or digits. One or more unidentified characters are represented by a
wildcard character.
Use To Find
? (question mark) Any single character in the same
position as the question mark. For
example, smith finds "smith" and
"Smyth."
*(asterisk) In the same position as the asterisk, any
number of characters can be used. *
east, for example, will return
 "Northeast" and "Southeast."
~(tilde) followed A tilde, an asterisk, or a question mark.
by? *,~ fy91, for example, finds "fy91?"

2.11 Make columns out of copied text data

a) Change to the program and file where you want to copy data from.
b) Select the data you want to copy
c) Select Copy from the Edit menu of the program.
d) Switch to your Microsoft Excel workbook, choose the upper-left cell in
the paste area, and then press the Paste button.
e) Choose the cell range that contains the pasted data. The range can be as
long as you want it to be, but it can only be one column wide.
f) On the Data menu, click Text to Columns.
g) Choose the cell range that contains the pasted data. The range can be as
long as you want it to be, but it can only be one column wide.
Chapter 3: Working with Charts
One picture is supposed to be worth a thousand words. Charts are essential
for the analytical display of data in any do present system. If you are well-
versed in statistics and believe in the analysis and management aspects, you
can experiment with the excel charting system, which displays the last touch
of any data analysis system. To finish the assignment, you must first prepare
the data, which is an important aspect of any business or corporate model. If
you're new to Excel, go over the basics in a more compact manner, such as
establishing a chance.
You will be able to complete the following subjects after going through this
chapter:
Why are Charts used?
The fundamental idea.
Elements of a Chart.
Various types of Charts.
Creating a Chart.
Create a chart in one step.
Make a chart out of non-adjacent selections.
Select a different chart type.
Saving & Retrieval of Charts.

3.1 Why Charts are used?

Charts are visually appealing and make patterns, data comparisons, and
trends easy to notice for consumers. Instead of studying multiple columns of
spreadsheet numbers, you may see whether embedded sales are dropping or
rising over time, or how all actual sales compare to projected sales, all at a
glance. A chart can be produced as a separate sheet or as an item embedded
within a spreadsheet. A chart can be incorporated in a Web page as well.
Before you can design the chart, you must first enter the data for it on the
worksheet. Then, using the Chart Wizard, select the chart type and as part of
the numerous chart types.

3.2 The fundamental idea

Some data models can be used to make charts. If you're not familiar with the
details, consider that a comprehensive data model can display all of the
charts, both embedded and non-embedded. If it is embedded, the chart's
mapping will be modified automatically after the data is entered. You may
make charts in Excel using wizards or by following the methods laid forth in
the program. The following details are critical for any chart that represents a
system.
a) Worksheet data and chart: Without utilizing the Chart Wizard, you may
make a chart in one step. The chart utilizes a default chart type and
formatting when produced this way, which you can adjust later.
Worksheet data is represented as a chart; the chart is linked to the
worksheet data and is automatically created and updated when the
worksheet data is changed. The following tables are used to create the
chart's appearance.

3.3 Elements of a Chart

a) Axis Value: The axis values are generated by Microsoft Excel using the
worksheet data. In the example above, the axis values run from 0 to 9000,
which covers the whole range of values on the worksheet. Unless you
indicate otherwise, Excel uses the number format for the axis from the
upper-left cell in the value range.
b) Names of data series in the chart: Excel also uses row or column
headings in the worksheet data for series names. Series names appear in
the chart legend. You can change whether Excel uses row or column
headings for series names or create different names.
c) In a chart, how is data organized?
1. Embedded Charts: An embedded chart is a graphic item that stores data
and can be used as part of the worksheet on which it was generated.
When you want to display or print one or more charts with your
worksheet data, use embedded charts.
2. Embedded charts and Chart Sheets: A chart can be created on its own
chart sheet or as an embedded chart on a worksheet. In either case, the
chart is linked to the worksheet's source data, so it is updated when the
worksheet is updated.
3. Chart Sheets: A chart sheet is a distinct sheet with its own name within
your workbook. When you want to see or update large or complex charts
independently from the worksheet data or save screen space while
working on the worksheet, use a chart sheet.
d) Category Names: For category axis names, Excel employs row or
column headings in the worksheet data. The worksheet row headers 1st
Quarter, 2nd Quarter, and likewise appear as category axis names in the
sample above. For category axis names, you can choose whether Excel
utilizes column or row headers, or you can make up your own.
e) Data Markers: One data series is represented by data markers with the
same pattern. Each data marker corresponds to one of the worksheet's
numbers.

3.4 Various Type of Charts

In Excel, there are 14 different types of charts, each of which is broken into
sub-categories called sub-segments. Each chart type can be used to illustrate
any form of business data. The
most common types of charts in Excel are described in this heading.
Below, we'll go through some key points regarding these charts:
a) Bar: A bar chart depicts comparisons between different items. To focus
on comparing values and lay less emphasis on time, categories are
grouped vertically, and values are organized horizontally. Individual
items' relationships to the total are depicted using stacked bar charts.

b) Stock: A stock chart with a volume axis has two value axes: one for the
volume columns and the other for the stock prices. A high-low-close or
open-high-low-close chart might contain volume.
c) Surface: When you need to determine the best combinations of two sets
of data, a surface chart comes in handy. Colours and patterns, just like on
a topographic map, identify areas with similar values. This graph depicts
the numerous temperature and time combinations that result in the same
tensile strength measurement. You have the option of selecting any type
of chart before and after the data, the model is created. In the case of
comprehensive data generation, adding the element of charts for
additional display can be beneficial.
d) Column: A column chart depicts changes in data over time or highlights
comparisons between things. To emphasize variation across time,
categories are grouped horizontally, and values are organized vertically.
Individual items' relationships to the total are depicted in stacked column
charts. Data points are compared along two axes in the 3-D perspective
 column chart. You may compare the performance of four quarters of
sales in Europe with the performance of two other divisions in this 3-D
chart.
e) Doughnut: A doughnut chart, like a pie chart, depicts the relationship
between portions and the whole, but it can hold multiple data series. A
data series is represented by each ring of the doughnut chart. The high-
low-close chart is a popular way to depict stock prices. This chart can
also be used to represent scientific data, such as temperature variations.
To produce this and other stock charts, you must first organize your data
in the correct sequence.
f) XY (Scatter): An XY (scatter) chart depicts the relationships between
numeric values in multiple data series or plots two groups of numbers as
a single XY coordinate series. This chart, which depicts data in irregular
intervals or clusters, is widely used for scientific data. Place x values in
one row or column, then corresponding y values in adjacent rows or
columns when arranging your data. Cone, cylinder, and pyramid data
markers can give 3-D column and bar charts a dramatic effect.
3.5 Creating a Chart
Either an embedded chart or a chart sheet can be created.
a) Select the cells that contain the data you want to see in the chart. Include
the cells that contain the column and row labels in the selection if you
want them to appear in the chart.
b) Click Chart Wizard.
c) Follow the instructions in chart wizard.

3.6 Create a Chart in one step

a) Select the data you want to plot and then press F11 to create a chart sheet
with the default chart type.
b) Select the data you want to plot and then click Default Chart to create an
embedded chart that utilizes the default chart type. Add the Default Chart
button to a toolbar if it isn't already there.

3.7 Make a chart out of non-adjacent selections

a) Choose the first set of cells in the table that contain the information you
want to add.
b) Select any more cell groupings you want to include while holding CTRL.
A rectangle must be formed by the nonadjacent selections.
c) Click Chart Wizard
d) Follow the instructions in the Chart Wizard.

3.8 Select a different chart type

You can alter the chart type of a data series or the entire chart in most 2-D
charts. You can only modify the type of the entire chart with bubble charts.
Changing the chart type impacts the entire chart in most 3-D graphics. A data
series can be changed to a cylinder, cone, or pyramid chart type for 3-D
column and bar charts.
a) Choose one of the following options:
Click the chart to change the chart type for the entire chart.
To change the chart type of a data series, click the data series.
b) Select Chart Type from the Chart menu.
c) Select the chart type you want from the Standard Types or Custom Types
tabs.
To apply the cylinder, cone, or pyramid chart type to a 3-D column and bar
data series, choose the Apply to selection check box and then click Cone,
Cylinder, or Pyramid in the Chart type box on the Standard Types tab.

3.9 Saving & Retrieval of Charts

It's similar to completing the operation of creating, saving, and retrieving data
and charts all at once without exerting additional effort because the sheet will
be automatically recovered while recovering it. After providing more
efficient views, you can see that when you invoke the graph, it creates a new
sheet with the name chart, and altering the type increases the number of chart
sheets. There are other features available in Excel, such as pivot tables and
online forms, that must be discussed.
Chapter 4: Advanced Data Retrieval
We'll talk about the database capabilities of Excel in this chapter, which
allow data access much more trustworthy with the help of various office
tools. Each section's specifics are detailed in detail for your convenience. You
will be able to master the following details after completing this session:
Pivot Table.
Creation of a pivot table report.
Deletion of a pivot table report.
Query.
How to retrieve data?

4.1 Pivot Table

A Pivot Table report is an interactive table that may be used to summarise
vast amounts of data quickly. You can rotate the rows and columns to get
multiple summaries of the source data, filter the data by viewing different
pages, and view details for specific areas of interest. The following
information is primarily provided to help you comprehend the concept,
purpose, and other associated aspects.
a) When should a Pivot Table report be used: When you need to compare
related totals, a Pivot Table report comes in handy, especially when you
have a long list of statistics to summarise and compare numerous facts
about each figure. When you want Microsoft Excel to conduct the
sorting, subtotalling, and totalling, use Pivot Table reports. You or other
users can change the view of the data in a Pivot Table report since it is
interactive.
b) Creating a PivotTable report: Use the PivotTable and PivotChart
 Wizard as a guide to find and specify the source data you wish to analyze
and to build the report structure for a PivotTable report. The Pivot Table
toolbar can then be used to arrange the data within that framework.
c) Types of pivot table report: The following is an example of a standard
Pivot Table report. You may also view all the summary figures of the
same type in one column by displaying a PivotTable report in indented
format. To see the data graphically, you can build a PivotChart report.
When you publish an Excel Pivot Table report to a Pivot Table list on a
Web page, others can view and interact with the data from their Web
browsers.
d) Source data for a Pivot Table report: A Pivot Table report can be
created using a Microsoft Excel list, Excel worksheets from an external
database, or another Pivot Table report. To compare the multiple
presentations of the same data, the following source data is utilized for
the rest of the sample reports on this topic.
e) How to set up the source data: Rows and columns are used to organize
data from Excel lists and most databases. Similar facts in the same
column must appear in your source data. The region for sale is always in
column E in the example, the quantity sold is in column D, and so on.
f) OLAP source data: Instead of rows and columns, OLAP databases
aggregate enormous volumes of data into dimensions and levels. Because
the OLAP server calculates the summary values for the PivotTable report
rather than Excel, you can use PivotTable reports to display and analyze
data from OLAP databases. Data retrieval from an OLAP database is
more efficient, and you can analyze larger amounts of data than you can
with other types of databases. Excel also allows you to create OLAP
cubes from data in external databases and save them as cube files so you
may work with them offline.
g) Field and items: Each field in a PivotTable report corresponds to a
column (or OLAP dimension) in the source data and summarises rows of
data from the source data. A PivotTable report's fields list data objects
across rows or down columns. The cells at the intersection of the rows
and columns provide summarised data for the items at the top of the
column and on the left side of the row.
h) Data Fields and Cells: The values that are summarised in the Pivot table
report are provided by a data field, such as Sum of Sales.
i) Summary Functions: Pivot Table reports use summary functions like
Sum, Count, or Average to summarise the data field values. These
functions also automatically generate subtotals and grand totals if you
desire to display them. The data from the Sales column in the source list
is summed in this example with the sum, which displays subtotals for the
months as well as grand totals for the rows and columns.
j) Viewing details: You may see the detail rows from the source data that
make up the summary value in a single data cell in most PivotTable
reports. Although OLAP source data is not arranged in rows that can be
viewed in this manner, you can adjust the amount of detail presented
throughout the PivotTable report if it is based on OLAP source data.
k) Changing the layout: You can see your data in multiple ways and
calculate different summarised results by dragging a field button to
another portion of the Pivot Table report. For example, instead of looking
down the rows, you can see the names of salespeople across the columns.
By dragging a field or item, you can adjust the report layout.
l) Elements of Pivot Table report: The indented format of a Pivot Table
report is comparable to that of a standard database banded report or
prepared report. The data for each row field is indented in a text outline-
like manner. You can read all of the summarised figures for a data field
along a single column using this style. It's great for extended reports or
reports that need to be printed out.
m) Graphical views of Pivot Table data: A PivotChart report, like a
Pivot Table report, is an interactive chart that you can use to see and
rearrange data graphically. A PivotChart report is always accompanied
by a Pivot Table report in the same workbook, which contains all of the
associated report's source data. A PivotChart report, like a Pivot Table
report, contains field buttons that you can utilize to adjust the layout and
display various data.
n) Pivot Table lists on the web: A Pivot Table report can be saved as a Web
page and then published to a public site, such as a Web server. The report
is known as a Pivot Table list there, and it has a lot of the same
interactive features as the report in Microsoft Excel. Other users having
 the Microsoft Office Web Components installed can view and interact
with the PivotTable list using the Microsoft Internet Explorer Web
browser version 4.01 or later. Users can install the Office Web
Components by installing Microsoft Office or by downloading the Office
Web Components from their business intranet if their employer has an
Office site license.
o) Row Fields: In a PivotTable report, fields from the underlying source
data are allocated a row orientation. As an example, consider the
following. Row fields include Product and Sold By. When a Pivot Table
report has more than one-row field, the one closest to the data area is the
inner row field. Outer row fields refer to any remaining row fields. The
properties of the inner and outer row fields are different. The items in the
outermost field are only shown once; however, the remainder of the
fields are repeated as needed.
p) Column Field: In a Pivot Table report, a field with a column orientation.
As an example, consider the following. Qtr2 and Qtr3 are two fields in
the Quarters column. Multiple critical pieces of information can be
included in a Pivot Table report. It can have column fields just like it can
have row fields. Column fields are not available in most Pivot Table
reports with an indented structure.
q) Item: A Pivot Table field's subcategory or member. Dairy and Meat are
items in the Product field in the preceding example. Items in the source
data indicate unique entries in the same field or column. Items appear as
row or column labels, as well as in page field drop-down menus.
r) Page Field: A field that is assigned to the orientation of a page or filter.
The region is a page field in this example that you may use to filter the
report by region. You can display summarised statistics for only the East
 area, only the West region, or for all regions using the Region option.
When you select a different item in a page field, the Pivot Table report
changes to only show the summarised data for that item.
s) Page Field Item: In the page field list, each unique entry or value from
the field, or column, in the source list or table becomes an item as an
example. The East region is currently selected in the Region page field,
and the PivotTable report only shows data for that region.
t) Data Field: A field that includes data to be summarised from a source list
or database. As an example. Sum of Sales is a data field that sums up the
entries in the source data's Sales field or column. This field is called Sales
instead of Sum of Sales in the indented-format report example.
The underlying data in a data field is commonly numeric data, such as
statistics or sales numbers, but it can also be text. By default, Microsoft Excel
uses the Count summary function to summarise text data in Pivot Table
reports and Sum to summarise numeric data.
u) Data area: A summary data section in a Pivot Table report. The elements
in the row and column fields are summarised in the data area's cells. Each
value in the data area is a summary of information from the source
records or rows.
v) Field drop-down arrow: Each field has an arrow on the right side.
Select the items you wish to show by clicking this arrow.
The field arrow displays only the highest level field in a dimension in
PivotTable reports that are based on source data from OLAP databases, and
you can choose items at multiple levels in the field. When you click the drop-
down arrow for a Year field, you may see the following.
w) Expand Indicator: The or symbol next to the items in a field. To show or
hide detail for an item, click the indicator for the item.
4.2 Creation of a pivot table report
a) You may want to retrieve data before creating a Pivot Table report that is
based on external on-OLAP source data.
Open the workbook in which the Pivot Table report will be created.
Click a cell in the list or database if the report is based on a Microsoft
Excel list or database.
Select Pivot Table and PivotChart Report from the Data menu.
Follow the instructions in Step 1 of the Pivot Table and PivotChart
Wizard, and then click Pivot Table under What sort of report do you want
to create?
Follow the wizard's instructions in step 2.
Determine whether you need to click Layout in the wizard's third step.
Do one of the following:
When you've finished putting out the report in the wizard, click OK in the
Pivot Table and PivotChart Wizard-Layout dialogue box, then Finish finish
creating the report if you choose Layout in step 3.
If you skipped Step 3 and didn't click Layout, click Finish and then lay out
the report on the spreadsheet.
b) Using an existing Pivot Table or Pivot Chart Report: You can use an
existing PivotTable report to create a new PivotTable report, but you
can't use an existing PivotChart report to create a new PivotChart report.
You may, however, base a new Pivot Table or PivotChart report on the
associated Pivot Table report because Excel creates one whenever you
create a PivotChart report.
c) Changes that affect both reports: Microsoft Excel automatically
 updates the data in the old report on which the new report is based when
you refresh the data in the new Pivot Table or PivotChart report, and vice
versa. Both are affected when you group or ungroup data in a single
report. Both reports are affected when you generate calculated fields or
calculated items in one report.
d) Requirements for location: Both reports must be in the same workbook
to use a PivotTable report to build another PivotTable or Pivot Chart
report. Copy the original Pivot Table report to the workbook where you
want the new report to display if it's in a separate worksheet. Each
PivotTable and PivotChart report in a distinct workbook has its own
intermediary copy of the data in memory and in the workbook file,
allowing you to refresh the reports independently.
e) Page Field Setting: Any page fields that are set to query for external data
as you select each item cannot be found in the initial Pivot Table report.
f) Pivot Table reports that are independent of Pivot Chart report:
Changes to a Pivot Chart report have an impact on the Pivot Table report
that it is linked to and vice versa. You can construct a separate
independent Pivot Table report if you wish to be able to change the style
or display different data without affecting both reports.
g) Create a Pivot Chart Report: Microsoft Excel automatically creates a
Pivot Table report when you create a PivotChart report. If you already
have a Pivot Table report, you can use it to produce a Pivot Chart report
that reflects the table's view. When creating a PivotChart report based on
external on-OLAP source data, you may need to retrieve the external data
first. Open the workbook where the PivotChart report will be created.
Click a cell in the list or database if the report is based on an Excel list or
database.
 Select Pivot Table and PivotChart Report from the Data menu.
Follow the steps in Step 1 of the Pivot Table and PivotChart Wizard, and
then click PivotChart (under What sort of report do you want to create?)
Follow the instructions in step 2 of the wizard.
In step 3 of the wizard, specify where you want to put the associated
Pivot Table report. The PivotChart report is automatically created on a
new chart sheet. Then determine whether you need to click Layout.
Do one of the following.
If you selected layout in step 3 of the process, click OK in the Layout
dialogue box after laying out the PivotChart report in the wizard, and then
click Finish to create the PivotChart report.
If you skipped step 3 of the wizard and didn't click Layout, click Finish and
then lay out the PivotChart report on the chart sheet.
4.3 Deletion of a Pivot Table report
a) Click the Pivot Table report.
b) Click PivotTable in the Pivot Table toolbar, point to Select and then
click Entire Table.
c) Point to Clear on the Edit menu, then click All.
The preceding information is enough to grasp the comprehensive handling of
Pivot table elements across all systems. The following are the shortcut key
combinations for using the pivot table option:
Key Sequence Required Function
UP ARROW or DOWN In the list, click the previous or next
ARROW field button.
LEFT ARROW or RIGHT In a multicolumn field button list,
ARROW select the field button on the left or
right.
ALT+C Move the The selected field into the column
area
ALT+D Move the The selected field into the data area
ALT+L The Pivot Table Field dialogue box
appears.
ALT+P Insert the chosen field into the Page
area.
ALT+R Place the chosen field in the Row
area.
a) Layout keys for PivotTable and PivotChart reports:
To activate the menu bar, press F10.
 To access the Pivot Table toolbar, use CTRL+TAB or
CTRL+SHIFT+TAB.
To select the menu to the left or right, or to switch between the main
menu and a submenu, press the LEFT ARROW or RIGHT ARROW
keys.
To select the area to which you desire to relocate the selected field, press
ENTER (on a field button) and the DOWN ARROW and UP ARROW
keys.
b) Grouping and Ungrouping Pivot Table Items:
Key Sequence required Function
ALT+SHIFT+RIGHT ARROW Group select Pivot Table items
ALT+ SHIFT+LEFT ARROW Ungroup selected Pivot Table items
c) Menus and Toolbar:
Key Sequence Required Function
F10 or ALT Make the menu bar active, or
simultaneously close a visible menu
and submenu.
TAB or SHIFT+TAB On the toolbar, select the next or
previous button or menu (when a
toolbar is active).
CTRL+TAB or Switch between the next and previous
CTRL+SHIFT+TAB toolbars (when a toolbar is active).
ENTER Open the menu you've selected, or
conduct out the action you've
assigned to the button you've selected.
SHIFT+F10 Show a shortcut menu
ALT+SPACEBAR Show the icon menu for the program
(on the program title bar).
DOWN ARROW or UP On the menu or submenu, select the
ARROW next or previous command (with the
menu or submenu displayed).
LEFT ARROW or RIGHT Select the menu to the left or right, or
ARROW move between the main menu and the
submenu if a submenu is visible.
HOME or END On the menu or submenu, select the
first or last command.
ESC Close the visible menu or close the
submenu only if a submenu is visible.
CTRL+DOWN ARROW On a menu, show the entire list of
commands.

4.4 QUERY: A Reliable inquiry counter

Microsoft Query is an application that allows you to import data from a
variety of sources into Microsoft Excel. You won't have to retype the data
you want to examine in Excel if you use Query to retrieve data from your
company databases and files. You can also have your Excel reports and
summaries updated automatically whenever the original source database is
updated with fresh data.
a) Types of databases you can access: Microsoft Access, Microsoft SQL
Server, and Microsoft SQL Server OLAP Services are all examples of
WORKING WITH CHARTS databases from which you can retrieve
data. Data can also be retrieved from Excel spreadsheets and text files.
You can also get data from Web pages in Excel, but you don't need
Query to do so.
b) Selecting data from a database: A query, which is a question regarding
data stored in an external database, is used to get data from a database.
You might want to know the sales figures for a given product by region if
your data is housed in an access database. You can retrieve only the data
you need by selecting only the data for the product and region you want
to study and ignoring the rest. With Query, you can select and choose
whatever columns of data you want to bring into Excel.
c) Updating your worksheet in one operation: When you have external
data in an Excel worksheet, you may refresh the data to update your
analysis without having to rewrite your summary reports and charts
anytime your database changes. You could, for example, construct a
monthly sales summary and update it every month when new sales
 statistics arrive.
d) Retrieving data via Query: There are three steps to bringing outer data
into Excel using Query To connect to your database, first create a data
source, then utilize the Query Wizard to choose the data you want, and
lastly, return the data to Excel to format, summarise, and make reports
from it.
e) What is the definition of a data source? A data source is a set of data
that Microsoft Excel uses to connect to an external database. When you
use Microsoft Query to create a data source, you give it a name and then
specify the database or server's name and location, the database type, and
your log-on and password information. The data also includes the name
of an ODBC driver, also known as a data source driver, which is a
program that connects to a specific database type. To retrieve data from
various types of external databases, all you have to do is create a data
source.
f) How Microsoft Query works with data sources: Once you've created a
data source for a database, you can use it to select and retrieve data from
that database without having to retype all of the connection information.
The data source is used by Query to connect to an external database and
display the data that is accessible. Query obtains the data and sends the
query and data source information to the Excel workbook so you may
reconnect to the database when you wish to refresh the data after you
build your query and return the data to Excel. A data source is a method
by which Query and Excel connect to a database and obtain information
from it.

4.5 How to Retrieve Data

a) Use the Query Wizard for all the queries: The Query Wizard, that is
 included in Microsoft Query, is intended for customers who are
unfamiliar with query creation. The wizard simplifies the process of
selecting and combining data from various tables and fields in your
database. You can also use the wizard to filter and sort the results of your
query after you've selected the data you want. The Query Wizard can be
used to build a complete query or to start a query that you can modify
directly in Query.
You can work straight in Query if you're experienced with query creation or
wish to develop a more complicated query. You can use Query to view and
modify queries you started in the Query Wizard, or you can use it to generate
new queries without using it.
b) Use Query directly when you want to create queries that do the
following:
Choose specific information from a field. You may want to choose some
of the data in a field and leave out data you don't need in a large database.
For instance, if you require data for two of the items in a field with a large
number of products.
Each time you run the query, it will return data based on different criteria.
You can make a parameter query if you need to create the same Excel
report or summary for several places in the same external data, such as a
distinct sales report for each region. When you run a parameter query,
you'll be asked for the data that will be used as the criteria for selecting
records. A parameter query, for example, would ask you to enter a certain
region, and you could reuse this query to build each of your regional sales
reports.
Data can be combined in a variety of ways. You can use Query to join
data from different tables in your database by combining them. For
example, if you have a database of product sales data and a table of
customer data, you could link the two records to display customers who
haven't made a purchase in a while.
These options are mostly for analysis and calculation wizards for the most
efficient operation of computing demands according to organizational
structure.
Chapter 5: Functions
Functions have emerged to perform the functional responsibilities for any
application, and they are extremely important in Excel. It saves time by
eliminating the need to perform complex calculations for any study or query
that requires future-based results.
Functions are established formulas that execute calculations by combining
certain values (arguments) in a precise order (syntax). The SUM function, for
example, adds values or cell ranges. Let's say you wanted to add a list of 100
integers in a column, starting at cell Al and ending at cell A100. You
wouldn't be able to enter 100 different additions in a cell even if you wanted
to since you'd run out of space. Simply put, a function = SUM can be entered
(A1:A100). So, given the arguments A1, A2, A3, and A100, the sum function
will return the addition of 100 values. Numbers, text, logical values like
TRUE or FALSE, arrays, error values like #N/A, and cell references can all
be used as arguments. You must specify an argument that produces a valid
value for that argument. Constants, formulae, and other functions can also be
used as arguments.

5.1 Date & Time Functions

Excel has a number of features for working with times and dates.
1. NOW & TODAY
2. DATE, DAY, MONTH and YEAR
3. TIME, HOUR, MINUTE and SECOND
4. DATEDIF & YEARFRAC
5. EDATE & EOMONTH
6. WORKDAY & NETWORKDAYS
 7. WEEKDAY & WEEKNUM
Here's a brief overview of some of the most important Excel functions to
remember.
1. NOW & TODAY
TODAY function and the NOW function can be used to get the present day
and time. Since the NOW function technically returns the current date &
time, you can format it as a time only, as seen below:

NOW () RETURNS CURRENT DATE

TODAY () RETURNS CURRENT DATE
Note: These are volatile functions, which means they can recalculate every
time the worksheet is changed. Using date & time shortcuts if you want a
constant value.
2. DATE, DAY, MONTH and YEAR
You can disassemble whatever date into its raw components with the DAY,
MONTH, and YEAR functions and then reassemble it with the DATE
function.
=DATE (2018,11,14) // returns 14-Nov-2018
=DAY ("14 Nov 2018") // returns 14
=MONTH ("14 Nov 2018") // returns 11
=YEAR ("14 Nov 2018") // returns 2018
 3. TIME, HOUR, MINUTE and SECOND
Excel has a number of time-related parallel functions. You can extract pieces
of time using the HOUR, MINUTE, and SECOND functions, and you can
generate a TIME from individual components using the TIME function.

=TIME (10,30,0) // returns 10:30

=HOUR ("10:30") // returns 10
=MINUTE ("10:30") // returns 30
=SECOND ("10:30") // returns 0
4. DATEDIF & YEARFRAC
DATEDIF function can be used to calculate the period between two dates in
years, in months, or in days. DATEDIF may also be set up to calculate
cumulative duration in "normalized" measures, such as "2 years, 6 months,
and 27 days."
To get fractional years, use YEARFRAC:

= YEARFRAC ("14 Nov 2018","10 Jun 2021") // returns 2.57

5. EDATE & EOMONTH
Shifting a date forward or backward by a certain no. of months is a typical
task for dates. You can do this with the EDATE & EOMONTH functions.
EDATE keeps the day and shifts by month. The same is true for EOMONTH,
except that it still returns last day of the month.
EDATE (date,6) // six months forward
EOMONTH (date,6) // six months forward (end of month)
6. WORKDAY & NETWORKDAYS
The WORKDAY function will be used to calculate a date n workday in the
future. NETWORKDAYS may be used to measure the number of workdays
between two dates.
WORKDAY (start, n, holidays) // date n workdays in future

NETWORKDAYS (start, end, holidays) // workdays number between dates

Notice that all functions can miss weekends (Saturday and Sunday), as well
as holidays if they are stated. See the WORKDAY for more consistency in
deciding which days are considered weekends. NETWORKDAYS as well as
the INTL function.
 7. WEEKDAY & WEEKNUM
The WEEKDAY function in Excel may be used to determine the day of the
week from a date. WEEKDAY returns a number ranging from 1 to 7,
indicating Sunday, Monday, Tuesday, and so forth. To find the week number
in a given year, use the WEEKNUM function.

=WEEKDAY (date) // returns number 1 to 7

=WEEKNUM (date) // returns week number in year

5.2 Information Functions

1. ISBLANK
2. ISERROR
3. ISNUMBER
4. ISFORMULA
These functions are explained below step by step
1. ISBLANK
Syntax = ISNUMBER (value)
 Return value A logical value (TRUE or
FALSE)
Arguments Value - Checking the value

Purpose Check for a numerical value.

When a cell contains an integer, the Excel ISNUMBER function returns

TRUE; otherwise, it returns FALSE. ISNUMBER may be used to verify that
a cell includes a numeric value or that a function's output is a number.

To see whether a value is a number, use the ISNUMBER function. When the
value is numeric, ISNUMBER returns TRUE; otherwise, it returns FALSE.
If A1 includes a number or a formula that returns a numeric value, for
example, =ISNUMBER (A1) would return TRUE. ISNUMBER will return
FALSE if A1 contains the text.
Notes
Value is usually supplied as a cell reference, but you can evaluate the
outcome by wrapping various functions and formulas within
 ISNUMBER.
Since Excel dates and times are numeric, ISNUMBER would return
TRUE for them and FALSE for numbers inserted as text.
ISNUMBER is one of the IS functions, which are a set of functions.
2. ISERROR
Syntax = ISERROR (value)
Return value A logical value (TRUE or
FALSE)
Arguments The meaning that will be
checked for any errors.
Purpose Checking the value

The ISERROR function in Excel returns TRUE for every error type,
including #N/A, #REF!, #VALUE!, #DIV/0!, #NAME?, #NUM! And
#NULL! When you use ISERROR with the IF function, you can check for
errors and show a custom message or perform a different calculation if one is
detected.

Notes
 To see whether a cell contains some error messages, such as #N/A,
#VALUE!, #REF!, #DIV/0!, #NUM!, #NAME?, or #NULL!, use the
ISERROR function.
=ISERROR(A1), for example, will return TRUE if A1 is showing
one of the errors listed above and FALSE otherwise.
Value is usually provided as a cell address, but it may also be used to
catch errors in more complicated formulas.
3. ISNUMBER
Syntax = ISNUMBER (value)

Return value A logical value (TRUE or

FALSE)
Arguments The value to examine.

Purpose Check for a numerical value.

When a cell contains a number, the Excel ISNUMBER function returns

TRUE; otherwise, it returns FALSE. ISNUMBER may be used to verify that
a cell includes a numeric value or that a function's output is a number.
To see whether a value is a number, use the ISNUMBER function. When the
value is numeric, ISNUMBER returns TRUE; otherwise, it returns FALSE.
If A1 includes a number or formula that returns a numeric value, for example,
=ISNUMBER(A1) would return TRUE. ISNUMBER will return FALSE if
A1 includes text.
Notes
Value is usually supplied as a cell address, and you can evaluate the
outcome by wrapping other functions and formulas within
ISNUMBER.
Since Excel dates and times are numeric, ISNUMBER would return
TRUE for them and FALSE for numbers typed as text.
ISNUMBER is one of the IS functions, which are a set of functions.
4. ISFORMULA
Syntax = ISFORMULA (reference)

Return value TRUE or FALSE

 Arguments reference - reference to a cell or a
range of cells
Purpose Check to see if a cell has a
formula.

The ISFORMULA method in Excel returns TRUE if a cell includes a formula

and FALSE otherwise. ISFORMULA returns TRUE when a cell includes a
formula, irrespective of the formula's error OR output conditions.

The ISFORMULA function can be used to check whether a cell includes a

formula. If a cell includes a formula, ISFORMULA returns TRUE;
otherwise, it returns FALSE.
You should use a keyboard shortcut to briefly highlight all calculations in a
worksheet.
Use the FORMULATEXT function to extract and present a formula.
Notes
In Excel 2013, the ISFORMULA function was added.
5.3 Logical Functions
Many advanced formulas depend on Excel's logical functions as a platform.
The conditional values TRUE or FALSE are returned by logical functions.
1. AND Function
2. OR Function
3. NOT Function
4. IFERROR Function
5. IFNA Function
6. IF Function
7. IFS Function
1. AND Function
Syntax = AND (logical 1, [logical 2], ...)

Return value TRUE if all premises evaluate

TRUE; if not, FALSE
Arguments Logical 1 - The 1st condition or
logical value to examine.
Logical 2 - The 2nd condition or
logical value to examine.
Purpose Evaluate multiple conditions
with AND
The AND feature in Excel is a logical function that is used to require several
conditions at the same time. AND either returns TRUE or FALSE. Using
=AND(A1>0, A110) to see whether a number in A1 is higher than 0 and less
than ten. The AND feature, which can be paired with OR function, can be
used as a logical test within the IF function to eliminate additional nested IFs.

The AND function can be used to evaluate several logical conditions at once,
approximately 255 in all. Every logical condition (logical 1, logical 2, & so
on) must either return FALSE or TRUE or arrays, references containing
logical values.
The AND function evaluates all input values and returns TRUE only if all of
them are TRUE. The AND feature will return FALSE if every value
evaluates too FALSE.
Notes
The AND function doesn't really sensitive.
Wildcards are not supported by the AND function.
Arguments of text values or void cells are overlooked.
If no logical values are identified or generated during evaluation, the
AND function will return #VALUE.
2. OR Function
Syntax OR ( logical 1, [logical 2], ...)

Return value If all of the arguments' test to

TRUE, TRUE; otherwise,
FALSE.
Arguments Logical 1 - The 1st condition or
logical value to examine.
Logical 2 - The 2nd condition or
logical value to examine.
(Optional)
Purpose Evaluate multiple conditions
with OR
The function OR is a logical function that can be used to evaluate several
conditions at once. OR returns one of two values: FALSE or TRUE. To
measure A1 for x or y, for example. OR function, which can be merged with
the AND function, can be used as a logical measure within the IF function to
prevent additional nested IFs.
You may use the OR feature to measure several conditions at once,
approximately 255 in all. Each logical state (logical1, logical2, and so on)
must either return FALSE OR TRUE or be sequences or references
containing logical values.
OR function will test all of the input values & return TRUE if all of them are
TRUE. OR function would return FALSE if all logical evaluate FALSE.
Notes
Each logical condition must return TRUE or FALSE or be sequences
or references of logical values.
Arguments of text values or void cells are overlooked.
When no logical values are detected, the OR feature will return
#VALUE.
3. NOT Function
Syntax =NOT (logical)

Return value Reversed logical value

Arguments Logical - Logical expression or

value that may either be TRUE
or FALSE when evaluated.
Purpose Reverse results or arguments

The NOT function in Excel returns the inverse of a logical or boolean

attribute. NOT returns FALSE when granted TRUE. NOT returns TRUE
when granted FALSE. To reverse a logical value, use the NOT element.
Notes
To reverse logical argument or a value, use the NOT function:
NOT returns TRUE when logical is FALSE.
NOT returns FALSE when logical is TRUE.
4. IFERROR Function
Syntax = IFERROR (value , value if
error)
Return value For error conditions, you can
specify a value.
Arguments Value - To search for an error,
enter a value, a relation, or a
formula.
Value if error - When an error is
found, this is the value to return.
Purpose Detected and handle errors
When a formula detects an error, the Excel IFERROR feature returns a
custom outcome, and when no error is found, it returns a normal result.
IFERROR is a simple way to catch and handle errors without the need for
nested IF statements.

When an error is found in a calculation, the IFERROR feature "catches" it

and returns an alternate result or formula.
To catch and treat errors caused by other formulas or operations, use the
IFERROR feature. #N/A, #REF!, #VALUE!, #NUM!, #DIV/0!, #NAME?, or
#NULL! are all errors that IFERROR looks for.
Notes
Where a value is left blank, it is seen as a null string ("") rather than a
mistake.
When the value if error parameter is set to an empty string (""), no
error message is shown.
When IFERROR is used as an array rule, it returns an array of values,
one for each value cell.
The IFNA feature in Excel 2013+ can be used to directly trap and
 manage #N/A errors.
5. IFNA Function
Syntax = IFNA (value, value_if_na)

Return value For #N/A mistakes, the value

provided.
Arguments Value - To verify for an error,
used the value, reference, or
formula.
Value if na - If a #N/A error is
detected, this is the value to
return.
Purpose Detected and handle #N/A errors

When a formula produces a #N/A error, the Excel IFNA feature returns a
custom result, and when no error is found, it returns a normal result. IFNA is
a clever way to capture and treat #N/A errors when ignoring any other errors.
Use the IFNA function to catch and treat #N/A errors in formulas,
particularly those that use MATCH, VLOOKUP, HLOOKUP, and other
lookup functions. The IFNA function only handles #N/A errors, so any other
errors that a formula can produce will still be shown.
You may also capture #N/A errors with the IFERROR function, but
IFERROR would also catch other errors.
Notes
Where a value is left empty, it is seen as a null string ("") rather than
a mistake.
When the value_if_na parameter is set to an empty string (""), no
error message is shown.
6. IF Function
Syntax = IFNA (value, value_if_na)

Return value For #N/A mistakes, the value

provided.
Arguments Value - To verify for an error,
used the value, reference, or
formula.
Value if na - If a #N/A error is
detected, this is the value to
return.
Purpose Detected and handle #N/A errors

IF function executes a logical test & returns one result if the outcome is
TRUE & another if the result is FALSE. =IF(A1>70,"Pass","Fail"), for
example, to "pass" scores over 70. IF functions may be nested to measure
several conditions. To expand the logical evaluation, the IF function may be
coupled with logical features like AND and OR.
The IF function can be utilised to perform a logical test and reacts in a
particular way based on whether the answer is TRUE or FALSE. The first
statement, logical test, is a phrase that returns TRUE or FALSE when
evaluated. While both values if true and value if false are optional, at least
one must be given. IF will return a value, a cell connection, or another
formula as a consequence.
Notes
Use the COUNTIF or COUNTIFS functions to conditionally count
things.
Use the SUMIF or SUMIFS functions to conditionally sum things.
If all of the IF function's arguments are arrays, the IF function
evaluates each element of the array.
7. IFS Function
Syntax =IFS (test 1, val 1, [test 2, val 2],
...)
 Return value The value corresponds to the first
TRUE outcome.
Arguments Test 1 – 1st logical test.
Value 1 - Result when test 1
TRUE.
Test 2, value 2 - Second value/
test pair [optional]
Purpose Test several conditions & return
the first one that is true.
The Excel IFS method runs multiple experiments and returns the first TRUE
outcome as a value. To test different conditions without several nested IF
statements, use IFS function. IFS allows formulas to be simpler and quicker
to learn.

Notes
If all parameters are FALSE, the IFS feature does not have a built-in
default value to use.
 Enter TRUE as a final test & value to return if/when no other
conditions are met to have a default value.
The results in all logical evaluations must be TRUE or FALSE. Every
other outcome would result in a #VALUE! Error from IFS.
IFS can return the #N/A error unless no logical tests return TRUE.

5.4 Lookup & Reference Functions

1. VLOOKUP Function
2. HLOOKUP Function
3. MATCH Function
4. HYPERLINK Function
5. GETPIVOTDATA Function
6. OFFSET Function
These functions are explained below step by step
1. VLOOKUP Function
Syntax =VLOOKUP ( value, table, col
index, [range lookup])
Return value From a table, the matched value.

Arguments value - value to search for in the

table's first column.
Table - Table on which a value
can be retrieved.
Col index - The table column
from which a value is to be
retrieved.
Range lookup TRUE = approx.
match. FALSE = identical match.
Purpose Match on the first column to look
up a value in a table.
VLOOKUP is an Excel feature that allows you to lookup data in a vertically
ordered table. VLOOKUP allows for approximate & exact matching, as well
as partial matches using wildcards (*?). The first column of the table
transferred to VLOOKUP must include the lookup values.
The letter V stands for vertical
VLOOKUP is used to retrieve data from a table that looks like this:

VLOOKUP will get the Cust. ID, Amount, Name, & State for any order by
using the Order number in column B as a lookup value. For an instant, the
formula to get the customer details for order 1004 is:
= VLOOKUP (1004, B5:F9,4, FALSE) // returns "Sue Martin"
VLOOKUP is a lookup function that is built on column numbers
Imagine that any column in the table is counted from left to right by using
VLOOKUP. Provide the required amount as the "column index" to get a
value from a certain column. The column index for retrieving the first name,
for example, is 2:

Columns 3 & 4 should be used to retrieve the last name & email address:
VLOOKUP only appears to be right
VLOOKUP will only look in one direction: yeah. The information you're
looking for (result values) can be found in every column to the right of the
lookup values:

Other Comment
Range lookup determines whether or not a value would fit exactly.
The default value is TRUE, which means that non-exact matches are
permitted.
Set range lookup to FALSE if an exact match is required and TRUE
if a non-exact match is required.
A non-exact match would trigger the VLOOKUP feature to match the
closest value in the table, which is still less than the value if range
lookup is TRUE (the default setting).
The VLOOKUP function would allow a non-exact match if range
lookup is omitted, but it would use an exact match when one exists.
If range lookup is TRUE (the default), ensure that the first row of the
table's lookup values are ordered in ascending order. Otherwise,
 VLOOKUP could return an unexpected or incorrect result.
The values in very first column of the table don’t want to be sorted if
range lookup is FALSE (require exact match).
2. HLOOKUP Function
Syntax =HLOOKUP ( value, table, row
index, [ range lookup ])
Return value From a table, the matched value.

Arguments value - Value to look up.

Table - Table on which the data
can be retrieved.
Row index - Number of the rows
to extract data from.
Range lookup - A boolean value
that indicates whether the match
is exact or approximate. True –
Default = approximate match.
Purpose Match the first row of a table to
find a value.

HLOOKUP is an Excel feature that allows you to look up and extract

information from a particular table row. The "H" in HLOOKUP stands for
"horizontal," indicating that lookup values start in the table's first row and
move horizontally to the right. HLOOKUP allows for approximate and
precise matching, as well as incomplete matches using wildcards (*?).
Notes on use
HLOOKUP scans first row of a table for a value. It retrieves a value from the
given row in the match column. When the lookup values are in the 1st row of
a table, use HLOOKUP. When the lookup values are in the 1st column of a
table, use VLOOKUP.
Range lookup determines whether or not a value would fit exactly.
The default value is TRUE, which means that non-exact matches are
permitted.
To require an exact match, set range lookup to FALSE.
A non-exact match would trigger the HLOOKUP feature to match the
closest value inside the table, which is still less than the value if the
range lookup is TRUE (the default setting).
The HLOOKUP feature would allow a non-exact match if range
lookup is omitted, but it would use an accurate match if one exists.
If range lookup is TRUE (the default), ensure that the first row of the
table's lookup values are ordered in ascending order. Otherwise,
HLOOKUP could return an unwanted or incorrect result.
The values in the first row of the table don’t want to be sorted if
range lookup is FALSE (require exact match).
 3. MATCH Function
Syntax =MATCH ( lookup value, lookup
array, [ match type ])
Return value A number that represents a
lookup array position.
Arguments lookup value - Value in lookup
array to match.
Lookup array - An array
reference or a set of cells.
Match-type - 1 indicates the
same or next smallest value, 0
indicates the exact match, and -1
indicates the same or next largest
value.
Purpose Match the first row of a table to
find a value.
MATCH is an Excel feature that locates a lookup value's location in a row,
column, or table. MATCH facilitates both estimated and precise matching, as
well as incomplete matches using wildcards (*?). MATCH is often used in
combination with the INDEX function to extract a value from a matched
location.
Notes on use
The MATCH feature is used to find a value's location in a set or
array. The formula in cell E6 in the screenshot above, for example, is
set to get the direction of the value throughout cell D6. Since the
lookup value (peach) is in 5th place in the range B6:B14, the
MATCH function returns 5.
= MATCH ( D6, B6 : B 14, 0) // returns 5
The MATCH feature will conduct exact and estimated matches, as
well as partial matches, using wildcards (*?). As mentioned below,
there are three different match types (set by the match type
argument).
In order to collect a value at a specific (matched) location, the
MATCH feature is often paired with the INDEX function. To put it
another way, MATCH determines the spot, while INDEX returns the
value at that place.
Details on the match type
The form of the match is optional. If no match form is defined, 1 is used by
default (exact or next smallest). It's often referred to as an approximate match
where the match type is 1 or -1. Keep in mind, as seen in the table below,
MATCH can find an accurate match with both match types:
Match type Behaviour Details
1 Approximate MATCH looks for the
most significant
attribute that is smaller
than or equal to the
lookup value. Sorting
the lookup array in
ascending order is
needed.
0 Exact MATCH looks for the
first value that matches
the lookup value.
There is no need to
sort the lookup array.
-1 Approximate The smallest value
larger than or equal to
the lookup value is
found by MATCH.
Sorting the lookup
array in descending
order is needed.
Approximate If match form isn't
specified, it defaults to
1 and behaves as
described above.
Caution
If you'd like an exact match, make sure to set match form to zero (0).
MATCH's default setting of 1 will lead to findings that "appear normal" but
are actually incorrect. Providing meaning for match type explicitly serves as a
strong reminder of desired actions.
4. HYPERLINK Function
Syntax = HYPERLINK ( link location, [
friendly name ])
Return value clickable hyperlink

Arguments Link location - The route to the

file or page to be opened.
Friendly name - The text that will
appear in a cell as a hyperlink.
Purpose Create a clickable link.

The HYPERLINK feature in Excel creates a hyperlink from a specified

destination with a "friendly name." To create a clickable hyperlink with a
formula, use the HYPERLINK function. The HYPERLINK feature will
create connections to workbook places, internet sites, and network server
archives.
Build connections to workbook sites, internet websites, or network service
files using the HYPERLINK function.
Excel will open the file or page identified by link location whenever a user
clicks a cell that contains the HYPERLINK feature. A cell connection or
called range, a path to a file on a local drive, a path to a file on a server using
(UNC) the Universal Naming Convention, or a web route in (URL) Uniform
Resource Locator format are all valid options for Link location.
Notes
Link location should be defined as a text string enclosed in quotation
marks or as a cell relation containing the text connection path.
If friendly name is not specified, the link location will be shown as
the friendly name.
Using the arrow keys to pick a cell that includes HYPERLINK
without moving to the destination. Alternatively, keep down the
mouse button when clicking on the cell before the cursor shifts.
5. GETPIVOTDATA Function
 Syntax =GETPIVOTDATA ( data field,
pivot table, [ field1, item1 ], ...)
Return value Data requested

Arguments Link location - The route to the

file or page to be opened.
Friendly name - The text that will
appear in a cell as a hyperlink.
Purpose In a formula, get data from a
pivot table.
Instead of using cell references, the GETPIVOTDATA feature in Excel will
query a pivot table and extract relevant data depending on the pivot table
layout.
To query an internal pivot table and extract relevant details depending on the
pivot table configuration, use the GETPIVOTDATA feature. The very first
argument (data field) specifies the value field that will be queried. The
second point (pivot table) is a pointer to every cell in a pivot table that
already exists.
Additional arguments are given in the form of field/item pairs that serve as
filters to restrict the data retrieved depending on the pivot table's layout. To
restrict sales data to sales in the East area, you might use the field "Region"
with the object "East."
This instructs the GETPIVOTABLE feature to retrieve data from the pivot
table's sector "Sales," which starts in cell B3. For the commodity "Hazelnut,"
the data is restricted to the "Midwest" area. Cells I5 and I6 have the values
for Region and Product.
When you link a value cell in a pivot table, the GETPIVOTABLE feature is
automatically created. To stop this, quickly type the cell's address into the
address bar (instead of clicking). Disable "Generate GETPIVOTABLE" in
the Pivot TableTools > Options > Options menu if you want to completely
disable this function (far left, below the name of the pivot table).
Notes
The name of the data field should be enclosed in double-quotes, as
 must the field/item values.
If some fields are misspelt, GETPIVOTDATA will display a #REF
error.
6. OFFSET Function
Return value cell reference

Arguments Reference - The starting point,

which may be specified as a cell
reference or a set.
Rows - Number of rows below
starting reference to offset.
Cols - Number of the columns to
offset from starting reference to
the right.
Height - The returned reference's
height in rows.
Width - The returned reference's
width in columns.
Purpose Create the reference offset based
on the given starting point.
The OFFSET feature in Excel returns a reference to a range created with five
inputs:
a starting point
a row offset
a column offset
a row height, and
 a column width.
In formulas that include a complex spectrum, OFFSET comes in handy.

One cell or a number of cells may be used as the preliminary step (the
comparison argument). The number of cells to offset from starting point is
defined by the rows & cols arguments. The volume of the range generated is
determined by the height & width claims, which are optional. When height &
width are left blank, the height & width of comparison are used instead.
OFFSET's key function is to enable formulas to adapt dynamically to
accessible data or user feedback. To ensure the source data is still up to date,
the OFFSET feature may be used to provide a complex named selection for
charts/pivot tables.
Chapter 6: Shortcut Keys in Excel
This session is solely for the purpose of grasping the concept of some unusual
ns and other functions. This chapter is broken into two sections: the first
introduces you to keyboard shortcut keys, and the second explains the office
components that are related to Excel. You will be able to perform the
following tasks after completing this session:
Using the shortcut keys on the keyboard.
Excel components that have been installed.
As we discussed in Word, shortcut keys are always the most efficient
method. The shortcut implies that you should be able to finish the task in the
shortest amount of time and effort possible. While it is recommended to
follow the menu and mouse instructions to the letter, it is highly encouraged
to complete the task using the shortcut keys to save time and improve
productivity. The following subjects linked to shortcut keys are discussed
below; please read them, and we are confident that you will find the best
solution and boost your working speed by at least 30% in your normal
curriculum. The key combination is solely for teaching you which key
combination works in which mode to finish the task.
Key Combination
1. Keys for moving and scrolling in a worksheet or workbook.
2. Keys for previewing and printing a document.
3. Keys for working with worksheets, charts, and macros.
6.1 Moving and scrolling in a worksheet or workbook
Key Sequence Function
Required
Arrow keys One cell can be moved up, down, left, or
right.
CTRL+arrow key Go to the very edge of the current data
area.
HOME Return to the start of the row.
CTRL+HOME Return to the start of the worksheet.
CTRL+END Move to the last cell on the worksheet,
which is normally A1 and is located at
the intersection of the rightmost used
column and the bottom-most used row
(in the lower-right corner).
PAGE DOWN Go one screen down.
PAGE UP Increase the size of the screen.
ALT+PAGE DOWN Right-click and drag one screen to the
right.
ALT+PAGE UP Shift to the left one screen.
CLTRL+PAGE DOWN Return to the workbook's next sheet.
CLTRL+PAGE UP Return to the previous workbook sheet.
CTRL+F6 OR Go to the next window or workbook
CTRL+TAB
CTRL+SHIFT+F6 or Return to the previous window or
CTRL+SHIFT+TAB workbook.
 SHIFT+F6 In a workbook where SHORTCUT
KEYS IN EXCEL has been separated,
go to the previous pane.
CTRL+BACKSPACE To see the active cell, scroll down.
F5 The Go-To dialogue box will appear.
SHIFT+F5 Show the Last Dialog Box
SHIFT+F4 Rep the previous Find action (same as
Find Next)
TAB On a protected worksheet, move
between unlocked cells.
F6 In a workbook that has been split, go to
the next page.

6.2 Keys for previewing and printing a document

Key Sequence Required Function
CTRL+P or The Print dialogue box will appear.
CTRL+SHIFT+F12
Arrow Keys Move around the page when zoomed
in.
PAGE UP or DOWN Move by one page when zoomed out.
CTRL+UP ARROW or Move to the first page when zoomed
CTRL+LEFT ARROW out
CTRL+DOWN ARROW or Move to the last page when zoomed
CTRL+RIGHT ARROW out
6.3 Key for working with worksheets, charts, and macros
Key Sequence Function
Required
CTRL+F11 or Add a new worksheet.
ALT+SHIFT+F1
F11 or ALT+F1 Make a chart with the
current range.
ALT+F8 The Macro dialogue box
will appear.
ALT+F11 The Visual Basic Editor
will appear.
CTRL+F11 Create a macro sheet in
Microsoft Excel 4.0.
CTRL+PAGE DOWN Move to the sheet in the
workbook.
CTRL+PAGE UP Return to the previous
workbook sheet.
SHIFT+CTRL+PAGE In the workbook, select the
DOWN current and next sheet.
SHIFT+CTRL+PAGE In the workbook, select the
UP current and previous sheets.
ENTER Move down in the selection
by completing a cell entry.
ALT+ENTER In the same cell, start a new
 line.
CTRL+ENTER Fill the current entry into
the given cell range.
SHIFT+ENTER Move up in the selection by
completing a cell entry.
TAB Move to the right in the
selection after completing a
cell entry.
SHIFT+TAB Complete a cell entry and
move to the left in the
selection.
ESC Cancel a cell entry
BACKSPACE Delete the character to the
left of the insertion point or
the selection altogether.
DELETE Delete the character to the
right of the insertion point.
or delete the selection
CTRL+DELETE Delete text to the end of the
line
Arrow Keys One character can be
moved up, down, left, or
right.
HOME Return to the start of the
line.
F4 or CTRL+Y Repeat the previous action.
SHIFT+F2 Edit a comment in a cell
CTRL+SHIFT+3 Row and column tables can
be used to generate names.
CLTRL+D Fill in the gaps.
CTRL+R Fill in the blanks to the
right.
CTRL+3 Define a name.

6.4 Keys for use with Pivot Table and PivotChart reports.
Layout keys for PivotTable and PivotChart reports:
To activate the menu bar, press F10.
To access the Pivot Table toolbar, use CTRL+TAB or
CTRL+SHIFT+TAB.
To select the menu to the left or right, or to switch between the main
menu and a submenu, press the LEFT ARROW or RIGHT ARROW
keys.
To select the area, you want to move the selected field, press ENTER (on
a field button) and the DOWN ARROW and UP ARROW keys.

6.5 First and Fast Tip

In a worksheet or workbook, keys for moving and scrolling are provided.
Press ALT+SPACEBAR and then X to expand the Help window to fill the
screen. Press ALT+SPACEBAR, then R to return the window to its previous
size and location.
Scrolling in a worksheet or workbook is controlled by a set of keys.
Keys to move around a worksheet with End mode turned on Keys to go
around a worksheet with SCROLL LOCK turned on.
Conclusion
The updated Excel models have all you need to get started and become a
professional, as well as a wide range of valuable features. To save you time,
MS Excel identifies trends and organizes results. Create spreadsheets quickly
and conveniently from models or from scratch, then use modern features to
conduct calculations.
It includes both basic and advanced software that can be used in almost any
business environment. The Excel database helps you to build, access, update,
and exchange data with others quickly and easily. You can generate
spreadsheets, data tables, data logs, budgets, and more by reading and
updating excel files attached to emails. When you gain a better understanding
of various definitions, you'll be able to recognize the new tools and features
that Excel offers its users. The reality is that Excel functionality can
accommodate almost any individual or business necessity. What you need to
do is put in the effort to broaden your skills. The learning curve for
developing your skills may be steep, but with practice and time, you will
notice that things become second nature. After all, a guy improves by
repetition.
Mastering these basic Excel skills is what you need to do to make your life
easier—and maybe impress those in your workplace. However, remember
that no matter how familiar
you are with this helpful instrument, there is still something fresh to learn.
Whatever you do, keep developing your Excel skills—it will not only help
you keep track of your own earnings, but it can also lead to a better potential
job opportunity.
To conclude, wisdom is often said to be strong, and there's no easier way to
motivate yourself than by honing your talents and the worth of your business
with expertise and technology.
Thank you and Good Luck!