MICROSOFT OFFICE EXCEL

How to be Effective and Efficient

The UI
 Home: This tab contains the basic Clipboard commands, formatting
commands, style commands, commands to insert and delete rows or
columns, plus an assortment of worksheet editing commands.

Insert: Select this tab when you need to insert something in a worksheet —
a table, a diagram, a chart, a symbol, and so on.
Ribbon tabs
Page Layout: This tab contains commands that affect the overall
appearance of your worksheet, including some settings that deal with
printing.

Formulas: Use this tab to insert a formula, name a cell or a range, access
the formula auditing tools, or control how Excel performs calculations.

Data: Excel’s data-related commands are on this tab.

Review: This tab contains tools to check spelling, translate words, add
comments, or protect sheets.

View: The View tab contains commands that control various aspects of
how a sheet is viewed. Some commands on this tab are also available in
the status bar.

Developer: It contains commands that are useful for programmers.

Add-Ins: This tab is visible only if you loaded an older workbook or add-in
that customizes the menu or toolbars.
Contextual tabs
 • Up arrow (↑) Moves the active cell up one row.
• Down arrow (↓) Moves the active cell down one row.
Keyboard • Left arrow (←) or Shift+Tab Moves the active cell
one column to the left.
Navigation • Right arrow (→) or Tab Moves the active cell one
column to the right.
• PgUp Moves the active cell up one screen.
• PgDn Moves the active cell down one screen.
• Alt+PgDn Moves the active cell right one screen.
• Alt+PgUp Moves the active cell left one screen.
• Ctrl+Backspace Scrolls the screen so that the active
cell is visible.
• ↑* Scrolls the screen up one row (active cell does
not change).
• ↓* Scrolls the screen down one row (active cell does
not change).
• ←* Scrolls the screen left one column (active cell
does not change).
• →* Scrolls the screen right one column (active cell
does not change).
* With Scroll Lock on
Tables
 • Activating any cell in the table gives you access to the
Table Tools contextual tab on the Ribbon.
• The cells contain background color and text color
formatting.
Tables-Why?
• Each column header contains a drop-down list, which you
can use to sort the data or filter the table to hide specific
rows.
• If the active cell is within the table, when you scroll the
sheet down so that the header row disappears, the table
headers replace the column letters in the worksheet
header.
• Tables support calculated columns. A single formula in a
column is automatically propagated to all cells in the
column.
• Tables support structured references. Rather than using
cell references, formulas can use table names and column
headers.
• you can click and drag to extend the table’s size, either
horizontally (add more columns) or vertically (add more
rows).
• Excel can remove duplicate rows automatically.
 Relative: The row and column references
Relative vs can change when you copy the formula to
Absolute another cell because the references are
Referencing actually offsets from the current row and
column. By default, Excel creates relative
cell references in formulas.
Absolute: The row and column references
do not change when you copy the formula
because the reference is to an actual cell
address. An absolute reference uses two
dollar signs in its address: one for the
column letter and one for the row number
(for example, $A$5).
Mixed: Either the row or column reference
is relative, and the other is absolute. Only
one of the address parts is absolute (for
example, $A4 or A$4).
 • Multiplication Tables!!
Excercise
Charting
A chart is a visual
representation of
numeric values
 • Resizing and moving charts
Chart
Operations • Copying a chart
• Deleting a chart
• Adding chart elements
• Moving and deleting chart
elements
• Formatting chart elements
• Printing charts
 Compare item to other items. A chart may compare sales in each
of a company’s sales regions.
Compare data over time. A chart may display sales by month and
indicate trends over time.
Choosing a Make relative comparisons. A common pie chart can depict
chart type relative proportions in terms of pie ―slices.‖
Compare data relationships. An XY chart is ideal for this
comparison. For example, you might show the relationship
Number of website between marketing expenditures and sales.
visitors each month
Frequency comparison. You can use a common histogram, for
example, to display the number (or percentage) of students who
scored within a particular grade range.
Identify “outliers” or unusual situations. If you have thousands
of data points, creating a chart may help identify data that is not
representative.
Sorting and
filtering
 Syntax
The IF function IF(logical_test, [value_if_true],
[value_if_false])
The IF function
returns one
value if a
condition you Up to 64 IF functions can be
specify evaluates
to TRUE, and
nested as value_if_true and
another value if value_if_false arguments to
that condition
evaluates to construct more elaborate
FALSE. tests.
The IF function

IF(logical_test,
[value_if_true],
[value_if_false])
 • LEFT returns the first character or characters in a
text string, based on the number of characters you
specify.
• TRIM-Removes all spaces from text except for
Text Formulas single spaces between words. Use TRIM on text that
you have received from another application that may
 LEFT have irregular spacing.
 TRIM
• FIND locate one text string within a second text
 FIND
 LEN
string, and return the number of the starting position
 RIGHT
of the first text string from the first character of the
 LOWER
second text string.
 SEARCH • LEN returns the number of characters in a text
 TEXT string.
 MID • RIGHT returns the last character or characters in a
 UPPER text string, based on the number of characters you
 VALUE specify.
 PROPER • LOWER Converts all uppercase letters in a text
 SUBSTITUTE string to lowercase.
 REPLACE
• The SEARCH functions locate one text string within
 CONCATENATE
 REPT
a second text string, and return the number of the
starting position of the first text string from the first
character of the second text string.
 • Text- Details ahead
• MID returns a specific number of characters from a
text string, starting at the position you specify, based
on the number of characters you specify.
Text Formulas • UPPER Converts text to uppercase.
 LEFT • VALUE Converts a text string that represents a
 TRIM number to a number
 FIND • PROPER Capitalizes the first letter in a text string
 LEN and any other letters in text that follow any character
 RIGHT other than a letter. Converts all other letters to
 LOWER lowercase letters.
 SEARCH • SUBSTITUTE Substitutes new_text for old_text in a
 TEXT text string
 MID
• REPLACE replaces part of a text string, based on
 UPPER
 VALUE
the number of characters you specify, with a different
 PROPER
text string.
 SUBSTITUTE • CONCATENATE function joins up to 255 text strings
 REPLACE into one text string.
 CONCATENATE • REPT Repeats text a given number of times. Use
 REPT REPT to fill a cell with a number of instances of a
text string.
 To Display decimal places
The TEXT and significant digits
Function Placeholder Description
0 (zero) Displays insignificant zeros if a number has fewer digits
than there are zeros in the format. For example, if you
The TEXT function
type 8.9, and you want it to be displayed as 8.90, use the
converts a numeric format #.00.
value to text and lets
you specify the display
formatting by using # Follows the same rules as the 0 (zero). However, Excel
special format strings. does not display extra zeros when the number that you
type has fewer digits on either side of the decimal than
there are # symbols in the format. For example, if the
TEXT(value,format_text) custom format is #.##, and you type 8.9 in the cell, the
number 8.9 is displayed.

? Follows the same rules as the 0 (zero). However, Excel

adds a space for insignificant zeros on either side of the
decimal point so that decimal points are aligned in the
column. For example, the custom format 0.0? aligns the
decimal points for the numbers 8.9 and 88.99 in a
column.

. (period) Displays the decimal point in a number.

 To Display date and time
The TEXT Placeholder Description

Function m Displays the month as a number without a leading

zero.
The TEXT function mm Displays the month as a number with a leading zero
converts a numeric when appropriate.
value to text and lets
you specify the display mmm Displays the month as an abbreviation (Jan to Dec).
formatting by using
mmmm Displays the month as a full name (January to
special format strings.
December).
TEXT(value,format_text) mmmmm Displays the month as a single letter (J to D).
d Displays the day as a number without a leading zero.
dd Displays the day as a number with a leading zero when
appropriate.
ddd Displays the day as an abbreviation (Sun to Sat).
dddd Displays the day as a full name (Sunday to Saturday).

yy Displays the year as a two-digit number.

yyyy Displays the year as a four-digit number.

 To Display date and time
The TEXT
Function Hours 0–23 "h"

The TEXT function Hours 00–23 "hh"

converts a numeric
value to text and lets Minutes 0–59 "m"
you specify the display
formatting by using
special format strings. Minutes 00–59 "mm"

TEXT(value,format_text) Seconds 0–59 "s"

Seconds 00–59 "ss"
Time 4 AM "h AM/PM"
Time 4:36 PM "h:mm AM/PM"
Time 4:36:03 P "h:mm:ss A/P"

Time 4:36:03.75 "h:mm:ss.00"

Elapsed time (hours and 1:02 "[h]:mm"
minutes)
 sum_range Required. One or more cells to sum,
including numbers or names, ranges, or cell
The SUMIFS references (cell reference: The set of coordinates
that a cell occupies on a worksheet. For
Function example, the reference of the cell that appears at
the intersection of column B and row 3 is B3.)
SUMIFS(sum_range, that contain numbers. Blank and text values are
criteria_range1, ignored.
criteria1, criteria_range1 Required. The first range in
[criteria_range2, which to evaluate the associated criteria.
criteria2], ...) criteria1 Required. The criteria in the form of a
number, expression, cell reference, or text that
define which cells in the criteria_range1
argument will be added. For example, criteria
can be expressed as 32, ">32", B4, "apples", or
"32."
criteria_range2, criteria2, … Optional.
Additional ranges and their associated criteria.
Up to 127 range/criteria pairs are allowed.
The SUMIFS
Function
SUMIFS(sum_range,
criteria_range1,
criteria1,
[criteria_range2,
criteria2], ...)
 • The COUNTIFS function syntax has the
The following arguments (argument: A value
COUNTIFS that provides information to an action, an
Function event, a method, a property, a function, or
a procedure.):
COUNTIFS(criteria_rang • criteria_range1 Required. The first range
e1, criteria1, in which to evaluate the associated criteria.
[criteria_range2,
criteria2]…) • criteria1 Required. The criteria in the form
of a number, expression, cell reference, or
text that define which cells will be counted.
For example, criteria can be expressed as
32, ">32", B4, "apples", or "32".
• criteria_range2, criteria2, ... Optional.
Additional ranges and their associated
criteria. Up to 127 range/criteria pairs are
allowed.
The
COUNTIFS
Function
COUNTIFS(criteria_rang
e1, criteria1,
[criteria_range2,
criteria2]…)
VLOOKUP
Searches a list for a
value you are looking for
and returns a
corresponding value
 • VLOOKUP cannot go left!!!!
INDEX+
MATCH • VLOOKUP Can not find by
both row and columns

• Use INDEX+MATCH
ROW/COLUM Formula Description (Result)
NS formula =ROW() Row in which the formula appears
=ROW(C10) Row of the reference (10)
Row([reference]
Returns the row number
of a reference.

Column([reference] Formula Description

Returns the Column =COLUMN() Column in which the formula appears
number of a reference.
=COLUMN(C10) Column number of the reference C10

Use ROWS() and COLUMNS() formulas next time you

need sequential numbers.
 • Starting point: This is a cell or
OFFSET range from which you want to
Formula offset
• Rows & columns to
OFFSET formula gives
us reference to a range, move: How many rows &
from a given starting
point with given height
columns you want to move the
and width in cells. starting point. Both of these
=OFFSET(starting point,
can be positive, negative or
rows to move, columns
to move, height, width)
zero. More on this below.
• Height & width: This is the
size of range you want to
return. For ex. 4,3 would give
you a range with 4 cells tall & 3
cells wide.
OFFSET
Formula All the arguments to OFFSET can be references to other
cells. That means, you can write
OFFSET formula gives =OFFSET(A1,D1,D2,D3,D4) which will refer to a range
us reference to a range,
from a given starting
Starting from A1
point with given height Offset by D1 rows & D2 columns
and width in cells. having the size of D3 rows & D4 columns

=OFFSET(starting point,
rows to move, columns
to move, height, width)
 • Practical use for OFFSET – Average of
latest week
OFFSET • Lets say we monitor quality of a plant
Formula producing purple puppets. One of the KPIs we
monitor is % of rejected puppets. We have
been tracking the % of rejects by day in a
OFFSET formula gives spreadsheet that looks like this:
us reference to a range,
from a given starting • So how do we calculate average of latest
point with given height week?
and width in cells. • Assuming the values are in range C3:C18, we
can write =AVERAGE(C12:C18)
=OFFSET(starting point,
• BUT, WE NEED TO CHANGE THIS
rows to move, columns
to move, height, width)
FORMULA EVERYDAY!!!
• Even puppets would find that boring.
• By using the OFFSET awesome sauce, we can
write the AVERAGE formula once and forget
about it.
• =AVERAGE(OFFSET(C3,COUNTA(C3:C300)-
7,0,7,1))
 • The SUMPRODUCT function
syntax has the following
Sumproduct arguments (argument: A value that
provides information to an action,
Multiplies corresponding
components in the given
an event, a method, a property, a
arrays, and returns the
sum of those products.
function, or a procedure.):
• Array1 Required. The first array
SUMPRODUCT(array1,
[array2], [array3], ...) argument whose components you
want to multiply and then add.
• Array2, array3,... Optional. Array
arguments 2 to 255 whose
components you want to multiply
and then add.
Sumproduct
Multiplies corresponding
components in the given
arrays, and returns the
sum of those products.

SUMPRODUCT(array1,
[array2], [array3], ...)
 Conditional Sum
• When combining the boolean terms (the ones that evaluate to
True or False), they are easy to read if you remember that the
plus symbol means OR, while the multiplication symbol means
Sumproduct AND. Using this technique, you can tabulate very specific
records indeed. For example, consider the following SQL
query:
Multiplies corresponding •
components in the given
arrays, and returns the • SELECT SUM(OrderPrice) FROM Orders WHERE
sum of those products. (Customer='Hansen' OR Customer='Jones') AND State='CA'
AND SalesDate>=#1/1/2010# And SalesDate<=#1/31/2010#
•
SUMPRODUCT(array1,
[array2], [array3], ...) • This query just says to total all of the orders in January of 2010
from California for the customers Hansen or Jones. It could be
achieved in Excel using this SUMPRODUCT formula:
•

• =SUMPRODUCT((OrderPrice) *
((Customer="Hansen")+(Customer="Jones")) *
(State="CA")*(SalesDate>="1/1/2010") *
(SalesDate<="1/31/2010"))
 • The SMALL function syntax has the following
arguments
• Array Required. An array or range of numerical
Small/Large data for which you want to determine the k-th
smallest value.
Returns the k-th • K Required. The position (from the smallest) in the
smallest value in a data
set. Use this function to
array or range of data to return.
return values with a
particular relative
standing in a data set.
Syntax
SMALL(array, k)
 • Use a PivotTable report to analyze numerical data in
detail and to answer unanticipated questions about
your data. A PivotTable report is especially designed
for:
Pivot Tables • Querying large amounts of data in many user-
friendly ways.
A PivotTable report is an • Subtotaling and aggregating numeric data,
interactive way to summarizing data by categories and subcategories,
quickly summarize large and creating custom calculations and formulas.
amounts of data • Expanding and collapsing levels of data to focus
your results, and drilling down to details from the
summary data for areas of interest to you.
• Moving rows to columns or columns to rows (or
"pivoting") to see different summaries of the source
data.
• Filtering, sorting, grouping, and conditionally
formatting the most useful and interesting subset of
data to enable you to focus on the information that
you want.
• Presenting concise, attractive, and annotated online
or printed reports.
 • Demo!

Pivot Tables
A PivotTable report is an
interactive way to
quickly summarize large
amounts of data
 • F2-
Formula editing
• Toggle between
tips and tricks
• Edit mode lets you
Using F2 key
Using F4 Key move within cell
Copying Formulas
Moving Formulas contents
Using Mouse to Edit
Formula Ranges
How to debug
• Enter mode navigates
formulas using F9 key
between cells, so as
to return references to
pointed cells
 • F4- Lets you toggle between
Formula editing all 4 reference styles, 1
tips and tricks
Absolute, 2 mixed and 1
Using F2 key
Using F4 Key Relative.
Copying Formulas
Moving Formulas
Using Mouse to Edit
•
Formula Ranges
How to debug
formulas using F9 key
 • When you move a formula, the cell references
within the formula do not change no matter
Formula editing what type of cell reference that you use.
tips and tricks • When you copy a formula, the cell references
Using F2 key may change based on the type of cell
Using F4 Key
Copying Formulas
reference that you use.
Moving Formulas
Using Mouse to Edit
Formula Ranges
How to debug formulas
using F9 key
 • Select the formula for which
Formula editing you want to edit the range.
tips and tricks
• Press F2.
Using F2 key
Using F4 Key • Now you see borders around
Copying Formulas
Moving Formulas all the ranges for that
Using Mouse to
Edit Formula formula. Just select one of
Ranges
How to debug
formulas using F9 key
the ranges by clicking on its
border and start dragging /
resizing it.
• When you are done, press
Enter.
 • Assuming we have a moderately lengthy
formula like this
Formula editing =IF(AVERAGE(B2:B6)<=AVERAGE(C2:C6),M
AX(B2:B6),MAX(C2:C6))
tips and tricks and we want to know where the error is
occurring
Using F2 key
• Select the cell with formula.
Using F4 Key
Copying Formulas • Now click on the formula bar
Moving Formulas • Just select the parts the formula and press
Using Mouse to Edit F9 (for eg: the first average() formula)
Formula Ranges
How to debug • This will evaluate only the selected part and
formulas using replaces it with the result. Like this:
F9 key • Using this technique you can narrow down the
errors to particular range or values causing it.
• Now that you know where the error is occurring
you can wrap that part of formula with an
ISERROR() formula to avoid unpleasant
surprises.
Keyboard
Shortcuts
Keyboard
Shortcuts
Keyboard
Shortcuts
Keyboard
Shortcuts
Keyboard
Shortcuts
Keyboard
Shortcuts
 • Duggriwala, P. Retrieved from
References http://chandoo.org/wp.
• Microsoft. Microsoft Excel
Help Pages.
• Walkenbach, J. Excel 2010
Formulas.
• Walkenback, J. Excel 2010
Bible.