Advanced Excel

CONTENTS
Lesson Topic page
Lesson 1 ……………………………………………………………………………………………………………………….1
Flash Fill, Advance Number Formatting, Advance Conditional Formatting, Data
Validation - Advanced Application
Lesson 2 …………………………………………………………………………………………………………………………. 15
Quick Analysis, Lookup Functions, Match & Index, V lookup from Multiple Table, Dynamic V
Lookup, SUMPRODUCT Function
Lesson 3 ……………………………………………………………………………………………………...………………….32
DATA Table, Solver, Depreciation Functions, Financial Functions [NPV, IRR, MIRR]
Lesson 4 …………………………………………………………………………………………………………………………. 63
PowerPivot, Creating Dashboard
Lesson 5 ………………………………………………………………………………………………………………………….117
Common Error Massages in Excel, Advanced uses of Macro, Array Functions, Apps for Office,
Other Functions
Lesson 6 …………………………………………………………………………………………………………………………….134
Introduction to ASAP Utilities, Select cells with the smallest & largest number, Insert multiple
sheets (uses the cell values as sheet names), Create an index page with links to all sheets
(clickable), Print Multiple sheets at once Set print area on selected worksheets, Protect &
Unprotect multiple sheets at once, Count and/or color duplicates in selection, Quick
numbering of selected cells, Insert before and/or after current value, Merge column data (join
cells), Insert multiple empty rows at once, Remove all empty columns & Rows, Put together
rows or column from several sheets, Change Case, Delete all after a given number of characters
Lesson 7 …………………………………………………………………………………………………………………………….164
Spell/write out numbers or amounts, some useful formulae of ASAP Store files in One Drive,
Introduction to Google Drive, Managing Files in Google Drive, Form Creation, Sending and
receiving response. Mail Merge through Google Drive
Lesson 8 …………………………………………………………………………………………………………………………..... 192
Project on Advanced Excel

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Lesson 1 Excel 2021

• Flash Fill
One of the most useful and timesaving tools Microsoft has introduced in Office 2013 is Flash Fill in Excel. Flash
Fill takes tedious tasks, often performed manually, and executes them automatically. You don't have to insert
a single formula - Excel learns and recognizes patterns of what you are trying to do and fills in the data for you
in a flash!
Now we will discuss various uses of Flash Fill:
Merging Columns: You have two columns of names [First & Last Name] and you want to merge them into one
single column with the full name. To use Flash Fill just start filling in the column with full names the way you
want it to appear.

If you continue to fill in more names Flash Fill will automatically kick in and fill the full column with names for
you. If you want to activate Flash Fill yourself, fill in the first cell, hit enter and then press the keyboard
shortcut CRTL + E.
If for some reason Flash Fill doesn't offer to complete the values in a data range, click a cell in the range you
want Flash Fill to populate and then, on the Data tab of the ribbon, click Flash Fill.
Splitting Columns: You can use Flash Fill if you want to split contents from one cell into multiple cells. Perhaps
you have a column with full name but you want columns with first name and last name, or you have a column
with prices where you want to split numbers and currencies into two different columns.

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Cleaning Data: Flash Fill can also be used if you want to clean or modify data. Perhaps you have a column with
city names where some of them begin with a space? Just type in the city name the way it is supposed to be
written and Flash Fill will remove all spaces.

Perhaps you have a full text string and you only want to pick out a certain word, for instance city or PIN Code
from the full address! Just write the name of the city or PIN Code you want to select and Flash Fill will pick out
the rest for you.

Here you need to type one City Name or PIN Code and press Ctrl + E to get other data.
Reverse Order: suppose you have maintained your data
base First Name then Last Name, now you want this reverse
order. Means you want last Name first then Name. Just type
the Last Name then first Name and Flash Fill Will Pick out
the rest for you.

Formatting Text and Numbers: Quity often you have data

in your spreadsheet the you want to Format in some other
way. Perhaps you have a column with names but they are
all in proper case. Again, just start typing the names the
way you want them to appear and Flash fill will format the
names the way you want them.
Similarly you may extract integer and decimal portion from a number series.

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Date & Time: you Change the formatting of date and time using flash fill. You may split day month & year from
date, hour minute & second from time or merge day, month & year to date.

Undo Flash Fill by

using this button

Turn Flash Fill On: Flash Fill is on by default and automatically fills your data when it sense a pattern. However,
if it's not working as expected, here's how you can check if Flash Fill is turned on.
Click on File Tab→ Options.
Click Advanced and make sure the Automatically Flash Fill Box is checked.

Flash Fill doesn't take into account changes in data. Say for example that you have used Flash Fill to combine
first name and last name into a single full name column. If you make any changes to the names in the original
columns, they will not be reflected in the combined column.

• Advance Number Formatting

Number formatting in Excel is used to change the way a value appears in a cell or range of cells. Generally
speaking number formatting does not actually alter the value, it only changes the way we see it. This isn't true
in all cases, numbers formatted as text are no longer considered as number types and thus it can be suggested
that number formatting can change the value of the cell. A more accurate method of determining a cells true
value is to focus on the value as it appears in the formula bar.
Font color as per value:
To specify number formats that will be applied only if a number meets a condition that you specify, enclose
the condition in square brackets. The condition consists of a comparison operator and a value. For example,

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the following format displays numbers that are less than or equal to 200 in a Green font and numbers that are
greater than 200 in a red font.
Just select the cell with number you want to format and hit ctrl+1 and go to Number Tab in the dialog box.
Select "custom" category and enter format as [Green][<=200];[Red][>200]

Add Suffix and Prefix: There may be instances where one has a requirement to prefix or suffix a number with a
single character. The benefit of this is that one may yet use the number in subsequent formulae, since this still
yields a valid number and not text.

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Different Color for positive, Negative, Zero values and Text:

Kindly follow the below mention list for some other different types of number formatting
Sample custom number formats
Formal Code Description Data with Data with
General Cusstom
Format Number Format
[Red][<=10];[Gree Using "If, Elself, Else" in a number format: If the value 8 8
n] is <=10, display the value with red text, Else If the 76
[>=50]0;[Black]0 value is >=50, display the value with green text, Else 12 12
display the value with black 0 0
Suppresses numbers in cells. This format hides 86
positive, negative, and zero values, and displays only -9 -9
;;;@ text (@). 0
hello Hello
Suppresses numbers in cells. This format hides Hi Hi
negative values, and displays only Positive, Zero values -12
0;;@ and text (@). 0 0
15 15
Suppresses numbers in cells. This format hides Hi
positive, negative, and zero values, and text (@). -12
;;;
0
15
Always displays 5 digits. Pads with leading zeros if the 983 00458
number contains fewer than 5 digits. This custom 12 00012
00000 format is very useful when you work with zip codes. 4587 45612
1 00001
Suppresses zeros in cells. This format displays positive Hi Hi
values (0) and negative values (-0), hides zero values, -12 -12
0;-0;;@ and displays text (@). 0
15 15
Shows text leaders. In a number format, the asterisk January January………
(*) causes Microsoft Excel to repeat the next character February February………
until the width of the column is filled. Text leaders are March March…………
@*-
commonly used in tables of contents. April April……………
May May……………
45 Average

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[<=30]"Low" Using "If, Elself, Elise" in a number format: If the value 87 High
0;[>=80] "High"* is <-30, display the word "low" with the value, Else If 12 Low
0:"Average" 0 the value is >-80, display the word "high" with the 52 Average
value, Else display the word "Average" with value. 82 High
16/12/2024 Monday
18/1/2025 Saturday
15/12/2024 Sunday
dddd
Date will displayed as Weekday 31/1/2025 Friday
12/1/2025 Sunday

• Advance Conditional Formatting

Conditional formatting is a powerful feature in Excel. By using conditional formatting, you can tell Excel to
highlight portions of your data that meet any given condition. For example: highlighting top 5 customers,
below average performing employees etc. While anyone can set up simple conditional formatting rules, an
advanced Excel user can do a lot more. They can combine formulas with conditional formatting to highlight
data that meets almost any condition. Conditional formatting allows you to automatically apply formatting-
such as colors, icons, and data bars-to one or more cells based on the cell value.
You can apply multiple conditional formatting rules to a cell range or worksheet, allowing you to visualize
different trends and patterns in your data.
Highlighting Weekends
When you design an automated calendar you don't need to color the weekends yourself. With the conditional
formatting tool, you can automatically change the colors of weekends by basing the format on the WEEKDAY
function.

In this case, you must lock the reference of the column so that the conditional format will work correctly in the
other cells in this table.

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Highlight the Salesman name of highest sales:

Highlight product name if expired:

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Highlight the Name of employees getting salary between 15000 to 18000

Advance uses of Icon set: Suppose you have a database with field's project name and project complete status.
Now you want to insert icon set 3 Flags with the following conditions:
➢ Red Flag if completed less than 50%
➢ Yellow Flag if completed between 50% to 75%
➢ Green Flag if completed more than 75%

Here you need to manage rule and edit the percentage value as per requirements. Activate show icon only
check box if you want to see only icons.

• Data Validation - Advanced Application

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Data validation is a great way to keep your users informed about possible values in a cell and guide them to
select something appropriate. Here we will discuss advanced data validation techniques that can help you
when you are modeling a complex worksheet.
Dynamic List: Dynamic data validation lists is an advanced use of data validation list in a way that it updates if
the underlying data grows or shrinks. For example if you have products list and have them listed in a data
validation list. Now if you add or delete products in that list, data validation list will automatically update for
new items added or deleted to the list.
Suppose you have created a sales invoice having the following fields:

You have created product list in another sheet, now you want to create a product list in the description field of
the invoice and if you add or delete product in your product list it will automatically update. We may create
dynamic list with various process here we will follow the simple one. Follow the below process to create
dynamic Data Validation list:
At first you need to create the list of Products
Then select the list and hit shortcut CTRL to convert the range into Table. You can have this done by going to
Insert Tab →Tables group→ click Tables button. Activate My Table Has Header check box.
Select the table and click on Design tab and go to properties group. Change the name of table to productslist.
Make sure there are no spaces in the name. Press Enter to confirm the name. Now your table is named
'productslist'.
Hit Ctrl+F3 to bring Names manager dialogue box up. Click New button. A new dialogue box to define new
name will appear. In the name field write product. Click once in the 'refers to field to make it active and revert
back to table to make the selection. Select the "Products" column of the table completely. You will notice that
reference is something like this: =productslist[Products]. This is a structured reference. This referencing system
is available only with Excel Tables, 'productslist' is the name of table and [Products] represent the 'Products' of
the table.
Structured reference is the real fuel in making Excel table truly dynamic. As you can see while defining name
we didn't mention any static range like A2:A8 (which it should be in our case) instead it is tablename
[columnname]. With this address whatever goes in that column now will get counted as it is independent of
rows because they are not specified.

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Go to Invoice sheet and select the range where you want the product list [Description field in our example]
and click on Data Tab→ Data Validation → Setting → List. Put = sign in source box and hit F3 to select the name
range.
Your work is done here now you may edit the list and check that it will work as a dynamic range.
Depended List: In Excel, you can set up drop down lists that are dependent on the selection made in another
cell. In this example, you select a Zone in column C and only the States in that Zone are in the drop-down list in
column D.
Here you need to create three tables one for Zone list and other two for East zone state details and North zone
state details.
Then create name range as Zone, East and West for the following tables.
Now go to Zone field and create a dropdown list on Zone Table and again go to state field and create
dropdown list as shown below:

Use INDIRECT when you want to change the reference to a cell within a formula without changing the formula
itself.

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Custom Data Validation: Here we will discuss some

formulae in Custom Data Validation:
Prohibit Weekend Dates: Prevent entry of dates that fall on
Saturday or Sunday. The WEEKDAY function returns the
weekday number for the date entered, and values of 1
(Sunday) and 7 (Saturday) are not allowed.
✓ Select cell F2
✓ Choose Data >> Data Validation
✓ Choose Allow: Custom
✓ For the formula, enter:

=AND(WEEKDAY(F2)<>1, WEEKDAY(B2)<>7)
Restrict to a Dynamic Date Range: Instead of setting a specific date range, you can create a dynamic range.
For example, a formula is used in the date box, to allow only dates within a specific number of days from the
current date.
✓ Select the cell where you want the data validation
applied
✓ From the Allow drop down, select Date
✓ On the Ribbon, click the Data tab, then click Data
Validation
✓ In the Data drop down, select one of the operators,
such as Greater Than,
✓ Depending on the operator you selected, Start Date
and/or End Date boxes will appear
✓ Type a formula in the Start Date and/or End Date
boxes, using the TODAY function. For example,
To set the earliest start date allowed as 60 days prior to the
current date:
=TODAY()-60
To set the latest start date allowed as 60 days after the current date:
=TODAY()+60
Limit the Total: Prevent the entry of a value that will cause a range to exceed a set total. In this example, the
total budget cannot exceed 40000. The budget amounts are in cells B3:B7, and the formula checks the total in
those cells
✓ Select cells B3:B7
✓ Choose Data >> Data Validation
✓ Choose Allow: Custom
✓ For the formula, use SUM to total the values in the range $B$3:$B$7. The result must be less than or equal
to 40000:

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=SUM(SB$3:$B$7) <= 40000

Follow the below table for some other uses of Custom Data validation:

Requirement Formula
Accepting text only =ISTEXT(A1)
Accepting number only =ISnumber(A1)
Accepting a larger value than the previous cell =A2>A1
Accepting non-duplicate entries -COUNTIF($A$1:$C$20,A1)=1
Accepting text that begins with A =LEFT(A1)=”a”
Accepting text that begins with A and is exactly =COUNTIF(A1,”A????”)=1
five characters long
The cell that contains a product code name (B5) AND(LEFT(B5,3) =”ID-“LEFT(B5)<9)
always begins with the standard prefix of ID-
and is at least 10 characters long.
Require Unique 5-Digit Numbers =AND(ISNUMBER(A2),LEN(A2)=5,
COUNTIF($A$2:$A$10,A2)<=1)

Practice Questions Lesson -1

1.Fill the right Column with the full name of persons.
First Last Name Full Name
Adam Smith
Rahul Kumar
Keshav Singh

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Bhumi Sharma
Rohit Sharma
Virat Kohli
KL Rahul
MS Dhoni
Rishab Panth
Hardik Pandya
Anushka Sharma
Ravindra Jadeja
Tilak Verma

2. Now convert the full name column in Upper Case in the next column and delete first
name & Last name column. In the next column reverse the order of Full Name [Last name
then First name].
3. Configure Full Name Column in such a way so that it will displays only text. Put any
number in Full Name field and see the effect.
4. Create the below mentioned database and do the followings.

i. Highlight the Order Date if it is Sunday.

ii. Order quantity does not allow text.
iii. Product code only accept 12 digit code with pre-fix "ID-"and suffix "/24-25".
iv. Highlight the top three name of the customer in one shot.

Lesson 2 Excel 2021

• Quick Analysis
The Quick Analysis tool as the name suggests allows you to select data on your sheet and
then quickly analyses it using the short cut options available to us from the tool.

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Once you select your data, if the option is applicable, you will see the Quick Analysis tool
appearing in the bottom right of your selection. When you click on this tool the following
screen will appear. You can see from this screen that there are 5 possible options.

The formatting option, allows you to apply conditional formatting options without having to
go to the HOME tab and choosing Conditional formatting. Very quickly you can apply the
options of data bars, colour scales and so on. Note that the last icon on the formatting view
us clear format, so if you apply a format like Colour scale and then decide you do not like it
you can clear it very easily. Also, if you just hover over these icons you will see a preview
before you click, as when you click you have applied the format and would need to clear
format to delete it.

Press Ctrl+Q to display the Quick Analysis Lens tools.

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The Charts option, allows you to create a chart from the selected data. Again if you hover
over the chart types you will see the chart before deciding on the one to choose.

The Totals option, allows you to create a totals line at the bottom of your selected data. For
example if you choose Sum when you data is highlighted it would give you a new line of
data under your existing data with the sum of each of your columns. Click Average and you
will get a new line with the average total at the end of the data and so on. The arrow
pointing to the right shows that there are more options on this window, click on the arrow
and you will see more total options.

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The Tables option, allows you to convert the selected data into a table format. Once in table
format, you can use all the tools in the Table Tools tab. It also allows you to convert the data
into a pivot table.

The Sparklines option, allows you to create a line, column or Win/Loss Sparkline in the cells
to the right of your selected data. Once the Sparkline is created further options can be
accessed through the Sparklines tab.

• Lookup Functions
The LOOKUP function is similar to other Excel lookup functions such as VLOOKUP and
HLOOKUP in that it can be used to return a value. From a table of data in Excel.
How it differs is that while VLOOKUP only returns data from columns of data and HLOOKUP
only from rows, the LOOKUP function can return data from a vector - a single row or column
of data - or from an array - a block of data containing multiple rows or columns.

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Lookup function has two forms: the Vector Form and the Array Form.
The Vector Form will search a single row or column for a specified value and then return a
value from the same position in a second row or column.
The Array form looks in the first row or column of a block of data for the specified value, and
then returns a value from the same position in the last row or column of the block.
The syntax for the Vector Form of the LOOKUP function is:
= LOOKUP(lookup_value, lookup_vector, [result_vector])
Lookup_value (required): a value that the function searches for in the first vector. The
Lookup_value can be a number, text, a logical value, or a name or cell reference that refers
to a value.
Lookup_vector (required): a range containing only one row or column that the function
searches to find the Lookup_value. The data can be text, numbers, or logical values.
Result vector (optional): a range that contains only one row or column. The result vector
argument must be the same size as lookup_vector.
In the spreadsheet below, we have a database having product name and price in two
different location [A1:57 and D1:J2 range]. Now we need to find the price according to the
product name by using lookup function.
Before performing lookup function you have to sort the database as per ascending order to
get accurate result.

For the LOOKUP function to work correctly, the Lookup_vector must be sorted in ascending
order (A to Z or smallest to largest for numbers).
If the Result vector argument is omitted, the function returns the Lookup_value argument if
it is present in the Lookup_vector.
If the function cannot find an exact match for the Lookup_value, it chooses the largest value
in the Lookup_ vector that is less than or equal in value to the Lookup_value.
If the Lookup_value is smaller than all values in the Lookup_vector, the LOOKUP function
will return an #N/A error.
LOOKUP Function and Array Shape
The shape of the array - whether it is square (equal number of columns and rows) or a
rectangle (unequal number of columns and rows) - affects where the LOOKUP function
searches for data:

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➢ If an array is square in shape or if it is a tall rectangle (taller than it is wide), LOOKUP

assumes that the data is arranged in columns and therefore searches for a match to
the Lookup_value in the first column of the array.
➢ If an array is a wide rectangle (wider than it is tall), LOOKUP assumes that the data is
arranged in rows and therefore searches for a match to the Lookup_value in the first
row of the array.
The syntax for the Array Form of the LOOKUP function is:
=LOOKUP (Lookup_value, Array)
In the spreadsheet below, we have two databases. First one having student name, score &
grade [we need to lookup] and second one having score range and grade. Now we need to
lookup the grade according to the score range using lookup function.
Here also we need to sort the score column form where we generate result.

• Match & Index

The most powerful and flexible way to look up data in Excel is the INDEX-MATCH method. It
relies on two Excel functions:
The INDEX function
The INDEX function allows you to return the entry in any row and column within an array of
numbers. The Excel Index function returns a reference to a cell that lies in a specified row
and column of a user-supplied range of cells.
The most commonly used syntax for the INDEX function is:

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=INDEX (reference, row_num, column_num)

Array: This is a range of cells or an array
constant. If array contains only one row or
column, the corresponding row number or
column number argument is optional.
Row_num: This selects the row in array form
which to return a value. If row_num is
omitted, column_num is required.
Column_num: This selects the column in
array from which to return
Let's take an example to explain the INDEX function:
In the given dataset, you need to find out the quantity of SHIRT of XL size. To do this task
you need to use INDEX function. The steps are as follows:
To illustrate, the formula =INDEX (C4:G8,A6,F2) would return the entry in the third row and
the fourth column of the array. This entry is the one in cell F6.

The MATCH function

The MATCH function returns the relative position of an item in a range that matches a
specified value in a specified order. You use MATCH instead of one of the lookup functions
when you need the position of an item in a range instead of the item itself.
The Syntax of MATCH function:
=MATCH(Lookup_value,Lookup_array.match_type)
The MATCH function takes the following arguments:

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Lookup_value: This is the value you use to find the value you want in a table. Lookup_value
can be a value (i.e. number, text or logical value) or a cell reference to a number, text or
logical value.
Lookup_array: This is a contiguous range of cells that contains possible lookup values.
Match_type: This is the number -1, 0 or 1.
If match type is 1, MATCH finds the largest value less than or equal to lookup_value.
(lookup_array must be in ascending order.).
If match type is 0, MATCH finds the first value exactly equal to lookup_value.
If match type is -1, MATCH finds the smallest value greater than or equal to lookup_value.
(lookup_array must be in descending order
If you omit the match_type argument, this argument is assumed to be 1.
In this database we need to find out the position of Shirt and Size XL. Match function returns
the position of shirt and size XL.

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Combining the MATCH and INDEX functions

The MATCH and INDEX functions are often used together to perform lookups. The MATCH
function returns the relative position of a cell in a range that matches a specified value.
Whereas INDEX function picks a value from a range of data by looking down a specified
number of rows and then across a specified number of columns.
Let's take an example to explain combined MATCH and INDEX function:
In this database we need to lookup the quantity in hand as per item name and its size. We
already perform this task in two steps. Now we combine the two functions to perform this
task.

Through Match & Index Functions you may lookup data from two way. We may also lookup
data from right to left.

• Dynamic Range VLOOKUP

The VLOOKUP function is often used to find information that is stored within tables in Excel.
So for example if we have a list of people's names, ages and cities and then we can in a
nearby cell use the function VLOOKUP to determine Parul's age

Here we have also created a dynamic range for Name field so that when we select the name
field in lookup table it will automatically update in data validation list.

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Instead of Offset function for Dynamic range you may also do this by using excel table
function. See the below figure for dynamic lookup and data validation using table:

Here we put array formula to compute VLookup. We will discuss the Array Formula in details in other day.
Dynamic ranges are very useful when we have increasing volumes of data - especially when VLOOKUP and
PIVOT tables are required.

• VLookup from Multiple Table

Sometimes we need to lookup data from different table. It may be from same sheet or different sheets or
different workbooks. Here we have four database having the details Name and City. In lookup table we want
to lookup data from four different table. To solve this problem here we use IFEROR function with Vlookup.

• SUMPRODUCT
The SUMPRODUCT function in Excel is a very versatile function that will give different results
depending on the arguments entered. Normally, what the SUMPRODUCT function does is
multiply the elements of one or more arrays and then add or sum the products together.
But SUMPRODUCT is a much more versatile function than this description suggests, and it is
not limited to the summation of products.
But by adjusting the form of the arguments, SUMPRODUCT will count the number of cells in
a given range containing data that meets specific criteria.
The syntax of SUMPRODUCT as indicated by Excel is this:

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SUMPRODUCT (array1, array2.array3, ...)

In this context an array is a continuous range of cells in a row or column. The number of
cells must be the same in each array, as in this example of a formula:

=SUMPRODUCT (B2:B11, C2 C11)

When applied to the following simple spreadsheet the result of the formula is 67465:
What SUMPRODUCT has done is this:
(12*650) +(8*234) +(25°231) +...+(22*340) = 67465
The same result is achieved by this version of the formula, in which an asterisk replaces the
comma: -SUMPRODUCT (B2:B11*C2:C11)
It follows that the sign replacing the comma separating the arrays determines the
mathematical operation that SUMPRODUCT engages between the pairs of values in the two
arrays.
Thus, this SUMPRODUCT returns the result 3353:
SUMPRODUCT (B2:B11+C2:C11) = (12+650) +(8+234) +(25+231) +...+ (22+340) And this one
returns the result 1.25:
SUMPRODUCT (B2:B11/C2:C11) = (12/650) +(8/234) +(25/231) + ... + (22/340)
Applying a Criterion to SUMPRODUCT
You may include a criterion within a SUMPRODUCT formula. For example, we want to
calculate Zone wise Total Sales.

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We may also solve this problem by using SUMIF Function after adding one filed as Total
sales.
SUMPRODUCT with Multiple Criteria
You may apply more than one criterion to SUMPRODUCT. For example, in this spreadsheet
you want it to find out the total sales of East Zone if quantity sold more than 25.

We may also solve this problem by using SUMIPS Function after adding one filed as Total
sales.
Two Way Lookup by using SUMPRODUCT Function:
By using SUMPRODUCT Function you may also lookup data from two way. In this example
we have a database on sales figure for the first half of the financial year.

We may also solve this problem by using INDIRECT Function & Match Index Function.

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Solution by using Match and Index Function:

Solution by using Indirect Function:

Here we need select the database then click on Formula Tab→ Create from selection

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Practice Questions Lesson -2

1. Create the below mentioned database with the following specifications:

a) Create a dynamic list for zone with the value East and North in sheet 2.
b) Now create a depended dynamic list for city. If anyone select East in Zone field Patna, Ranchi and
Kohima appears in city field. Similarly for North Zone Delhi and Lucknow will appear.
c) Now add a city in East Zone [Asansol] and see that it will automatically added or not.

d) Select the database and create a chart from Quick Analysis features.
e) Who made maximum sales?
f) Who sold to minimum number of customers?
g) Create for dropdown list of Sale Persons name and No Customer, Net Sales, Profit/Loss and Profit Ratio.
Now if anyone change the list figure will update automatically.
Virat Profit Ratio ?

2. Create the following database and do the followings:

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A) Calculate total cost?

B) Calculate total cost by Operator?
C) Calculate total cost by Operator and Route?

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Lesson 3 EXCEL 2021

• DATA Table
A data table will allow you to view the effect of changing two input variables on the result of a single formula.
For example, you could use a two-variable data table to calculate the effect of different interest rates and
number of repayments on the repayment amount for a loan. A two-variable data table can only use one
formula, which must refer to two input cells.
Let's take an example as shown below.

The above example shows the Profit for value of units Sold and selling price per Unit. Now you want the profit
for different values of units sold and selling price per unit. For doing this task easily and quickly, you need to
use DATA TABLE tool under What-If-Analysis.
Use the following procedure to set up a data table to accept two input variables:
1) Enter a reference to cell C10 in cell G6 to display the profit.

2) The various values we want to substitute for the Units Sold (column) input cell is entered in cells G5:G12
and the different values for the Selling Price per Unit (row) input cell are in cells H4:K4
3) To generate the data table, select cells H4:K12, and then go to Data tab→ What-IF-Analysis→ Data Table.

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4) On Clicking ‘Data Table’ Tool The following Dialog box Appears.

5) Enter C5 in the ‘Row input Cell’ box and C4 in the ‘Column input Cell’ box the Data Table dialog Box. Finally
Click OK button.

The completed data table shows the Profit for each combination of Units Sold and Selling Price per Unit using a
TABLE function, which accepts the row input cell reference and column input cell reference as its arguments.

• Solver
The Excel Goal-Seek feature is a useful tool, but it clearly has limitations. It can solve for only one adjustable
cell, and it returns only a single solution. Excel's powerful Solver tool extends this concept by enabling you to
do the following:
1) Specify multiple adjustable cells
2) Specify constraints on the values that the adjustable cells can have

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3) Generate a solution that maximizes or minimizes a particular worksheet cell

4) Generate multiple solutions to a problem
How to add Solver Command? Generally, Solver is not installed by default when you first set up Excel, but you
can easily add it by the given steps:
1) Choose File Button→ Excel Options.

2) Click 'Excel Options' to evoke Excel Options dialog box.

3) In the Excel Options dialog box, click the Add-Ins tab.
4) At the bottom of the dialog box, select Excel Add-Ins from the Manage drop-down list and click Go. Excel
displays its Add-Ins dialog box.

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5) In the Add-Ins dialog box, Place a Chack mark next to >> Solver Add- Ins and click OK button.

6) After performing these steps, the Solver add-in loads whenever you start Excel. The Solver tool is available
under Data Tab →Solver.

Let's take an example, to explain the use of Solver:

The above example shows the total profit for each product by multiplying the units by the profit per unit. You
don't need an MBA degree to realize that the greatest profit comes from Product C. Therefore, in order to
maximize total profit, the logical solution is to produce only Product C. If things were really this simple, you
wouldn't need tools such as Solver. As in most situations, this company has some constraints that must be
met:
➢ The combined production capacity is 300 total units per day.
➢ The company needs 60 units of Product A to fill an existing order.
➢ The company needs 50 units of Product B to fill an anticipated order.
➢ Because the market for Product C is relatively limited; the company doesn't want to produce more than
50 units of this product.

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These four constraints make the problem more realistic and a bit more challenging. In fact, it's a perfect
problem for Solver. Let's discuss step by step to solve this problem.
1) Go to Data Tab→ Analysis→ Solver. Excel displays its Solver Parameters dialog box, shown in Figure
below.

2) Enter (or point to) cell E6 in the Set Target Cell field of the Solver Parameters dialog box. Because the
objective is to maximize this cell, click the Max option.
3) Next, specify the changing cells (which are in the range C3:C5) in the By Changing Cells box.
The next step is to specify the constraints on the problem. The constraints are added one at a time and appear
in the box labeled Subject to the Constraints.

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4) To add a constraint, click the Add button to display Add Constraint dialog box.

5) To set the first constraint (that the total production capacity is 300 units), enter C6 as the Cell Reference,
choose 'less than and equal to sign (<=) from the drop-down list of operators, and enter 300 as the Constraint
value.

6) Click Add button to add the remaining constraints. The table below summarizes the constraints for this
example.

Constraint Summary
Constraint Expressed As
Capacity is 300 units B6<=300
At least 60 or more units of Product A B3>=60
At least 50 or more units of Product B B4>=50
At least 50 or less units of Product C B5<=50
7) After you enter the last constraint, click OK to return to the Solver Parameters dialog box, which now lists
the four constraints. At this point, Solver knows everything about the problem.

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8) Click the Solve button to start the solution process. You can watch the progress onscreen, and Excel soon
announces that it has found a solution. The Solver Results dialog box is shown in Figure below.

9) Choose 'Keep Solve Solution' radio button; select 'Answer' under the Reports box and then click OK button
to view the Answer Report on a new sheet.

At this point, you have the following options:

❖ Replace the original changing cell values with the values that Solver found.
❖ Restore the original changing cell values.
❖ Create any or all three reports that describe what Solver did.
❖ Click the Save Scenario button to save the solution as a scenario, so that Scenario Manager can use it.

In the Constraints section of the above report, three of the constraints are binding, which means that these
constraints were satisfied at their limit with no more room to change.
You may also save the Solver Result as Scenario for further comparison.
1. Click on Data Tab→ Solver → Solve
2. Click on Save Scenario Button from the Solver Result window

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3. Type the Scenario name and click on ok

4. Click on Data Tab →What if Analysis→ Scenario Manager
5. Click on Summary Button to see the comparison Report.

• Depreciation Functions
Excel offers some functions to calculate depreciation of an asset over time. Depreciating an asset places a
value on the asset at a point in time, based on the original value and its useful life. The function that you
choose depends on the type of depreciation method that you use. The commonly used depreciation functions
are Straight Line Method, Declining Balance Method and Double-declining Balance Method.
Straight Line Method of Depreciation (SLN)
This function calculates the Straight Line Depreciation of an item. (Also known as Fixed Instalment method).
The Straight Line Depreciation is how much the value of an item reduced during a specific period of time. The
result is a uniform depreciation value.

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The Syntax of Straight Line Depreciation is =SLN(Cost,Salvage,Life)

➢ Cost: Original cost of the asset.
➢ Salvage: Salvage cost of the asset after it has fully depreciated.
➢ Life: Number of periods over which the asset will depreciate.
Let's take an example

In the above given example, you need to calculate the annual depreciation in straight line method. To do this
task, follow the steps:
1) Keep your cursor on Cell B4, and type <=SLN> and press <Ctrl+A> key to display function argument
dialog box.

2) In Cost box- select purchase value of new car; In Salvage box- select second hand value of car and in
Life box-select number of years. (See figure below)

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3) Finally click OK button to get the annual depreciation.

Declining Balance Method of Depreciation (DB)

This function calculates deprecation based upon a fixed percentage. The first year is depreciated by the fixed
percentage. The second year uses the same percentage, but uses the original value of the item less the first
year's depreciation. Any subsequent years use the same percentage, using the original value of the item less
the depreciation of the previous years.
The Syntax of Declining Balance Method of Depreciation is
=DB (Cost, Salvage, Life, Period, Month).

The Syntax of Declining Balance Method of Depreciation is =DB (Cost, Salvage, Life, Period, Month)
➢ Cost: Original cost of the asset.
➢ Salvage: Salvage cost of the asset after it has fully depreciated.
➢ Life: Number of periods over which the asset will depreciate.
➢ Period: Period in the life for which the calculation is being made.
➢ Month: Number of months in the first year; if omitted, Excel uses 12.

Let's take an example.

In the above given example, you need to calculate the annual depreciation for 10 years in Declining Balance
method. To do this task, follow the steps:
1) Keep your cursor on Cell B8, and type <=DB> and press <Ctrl+A> key to display function argument dialog
box.

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2) Fill the following Function Argument box:

Cost Select cell containing Purchase Price and press F4 key to fixed the cell (Cell $B$2).
Salvage Salvage Select cell containing salvage value and press F4 key to fixed the cell (Cell $B$3).
Life Select cell containing the useful life of the assets and press F4 key to fixed the cell (Cell
$B$4).
Period Select cell containing first year (Cell A7).
Month Leave it blank

3) Click OK button to display the result on Cell B8. Now drag the fill handle from Cell B8 to Cell B17 to display
the result in the respective cells.

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Double-Declining Balance Method of Depreciation (DDB)

Double-declining balance method of depreciation computes depreciation at an accelerated rate. Depreciation
is highest in the first period and decreases in successive periods.
The Syntax of Double-Declining Balance Method of Depreciation is
=DDB(Cost,Salvage,Life, Period, Factor).
The Syntax of Double Declining Balance Method of Depreciation is =DDB (Cost, Salvage, LIFE, Period,
Factor)

➢ Cost: Original cost of the asset.

➢ Salvage: Salvage cost of the asset after it has fully depreciated.
➢ Life: Number of periods over which the asset will depreciate.
➢ Period: Period in the life for which the calculation is being made.
➢ Factor: Rate at which the balance declines; if omitted, it is assumed to be 2 (that is, double-declining).

Let's take an example.

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In the above given example, you need to calculate the annual depreciation for 10 years in Double-Declining
Balance method. To do this task, follow the steps:
1) Keep your cursor on Cell B8, and type <=DDB> and press <CTRL+A> key to display function argument
dialog box

2) Fill the following Function Argument box:

Cost Select cell containing Cost Price and press F4 key to fix the cell (Cell $B$2).
Salvage Select cell containing salvage value and press F4 key to fix the cell (Cell $B$3).
Period Select cell containing first year (Cell A8).
Life Select cell containing the useful life of the assets and press F4 key to fix the cell (Cell
SCS4).
Factor Leave it blank.

3) Click OK button to display the result on Cell B8. Now drag the fill handle from Cell B8 to Cell B17 to display
the result in the respective cells.

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A comparison of three depreciation functions (SLN, DB & DDB)

Figure below shows a chart that graphs the asset's value. As you can see, the SLN function produces a straight
line; the other functions produce a curved line because the depreciation is greater in the earlier years of the
asset's life.
To create Line chart with the above mentioned data, follow the steps:

Select Cell G7:I18 and then go to Insert Tab→ Charts Group→ Insert Line or Area Chart→ 2-D Line → Line
with Markers

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• Financial Functions
We have already discussed some Financial Functions [PV, FV, PMT, PPMT, IPMT, Rate & NPER] in our Basic
Excel. Here we will discuss NPV, IRR & MIRR Functions.
The NPV function
The net present value (NPV) technique is a discounted cash flow method that considers the time value of
money in evaluating capital investments. An investment has cash flows through its life, and it is assumed that a
rupee of cash flow in the early years of an investment is worth more than a rupee of a cash flow in a later year.
The NPV method uses a specified discount rate to bring all subsequent net cash inflows after the initial
investment to their present values (the time of the initial investment or year 0).
Net Present value = Present value of net cash flow - Total net initial investment
3 Possible Outcomes:
➢ If NPV is less than 0, that means the investment would not add value to the firm and the project should be
rejected.
➢ If NPV is greater than 0, that means the investment would add value to the firm and the project can be
accepted.
➢ If NPV is equal to 0, that means the investment would neither gain nor lose value for the firm and the
project would add no monetary value.
Rate is the rate used to discount future cash flows to the present values. It's also called the discount rate,
which is a financial concept based on the future cash flow in lieu of the present value of the cash flow. The
concept of a discount rate differs from an interest rate. The divisor in the interest rate formula is the original
investment, but the divisor in the discount rate formula is the resultant future value. It is the key variable of
the NPV function. Using the discount rate in NPV calculation allows you to compare between 2 projects.
The NPV function calculates the net present value of an investment by using a discount rate and a series of
future payments (negative values) and income (positive values). This function takes the following arguments:
The syntax for the NPV function is: NPV (rate, value1, value2...)

Function Argument Description

Rate This is the rate of discount over the length of one period.
Value1, Value2 These are 1 to 254 arguments representing the payments and income. The
function uses the order of value 1, value2....to interpret the order of cash
flows.

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Let's say that you have a certain amount of cash. You have the opportunity to invest that cash in a long-term
CD that earn 4% interest. You also have the opportunity to use that cash to buy a business. The 4% is called the
hurdle rate. If the business cannot return more than the 4% hurdle rate, you should look for another business.

From the above example, you've analysed the business plan and projected that the business will generate a
certain series of net income over each of the next five years. You can analyses the net present value of the
investment by using the NPV function.
The procedure to determine the Net Present Value:
1) Place your cursor on Cell B8. Type <=NPV> and press <Ctrl+A> to display function argument dialog box.

2) Fill the following function arguments box as shown below

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3) Click ok button to returns the Net present Value. This formula returns 47,27,250.24 (approx.) as the net
present value. After that we need to add the business with the NPV

The above figure shows that the cost of business is ₹50,00,000. The business will lose ₹5,00,000 in the Year 1
and then generate ₹61,00,000 over the next four (4) Year. Based on then cash flows, NPV is less than the cost
of business, meaning than CD at 4% would not provide a better return.
The IRR Function
The Internal Rate of Return (IRR) on an investment of project is the “rate of return” than makes the net
present value of all cash flows (both positive and negative) from a particular investment equal to zero.
It can also be defined as the discount rate at which the present value of all future cash flow is equal to the
initial investment or in other words the rate at which an investment breaks even.
IRR calculation are commonly used to evaluate the desirability of investment or project the higher a project’s
IRR, the more desirable it is to undertake the project
The syntax For the IRR Function is: IRR (values, guess)
Function Argument Description
Values This is a reference to cells that contain numbers for which you want to calculate
the internal rate of return. Values must contain at least one positive and one
negative value to calculate the internal rate of return.
Guess This is the number that you guess is close to the result of IRR. If guess is omitted,
it is assumed to be 0.1 (i.e. 10%).
In the previous section, you used the NPV function to determine whether a business investment met or did not
meet certain a desired rate of return. In the previous figure, NPV is less than cost of business, indicating that
the business was not able to produce a 4% return after 5 years. If you want to figure out the internal rate of
return, you use the IRR function.
Let's take the previous dataset to calculate IRR function:

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To calculate Internal Rate of Return, follow the steps:

1) Place your cursor on Cell E3. Type <=IRR> and press <Ctrl+A> to display function argument dialog box.

2) Fill the following function arguments box as shown below.

3) Click OK button to returns the Internal Rate of Return. This formula returns 2.66% (approx.) as the
Internal Rate of Return.

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In the figure above, the formula in Cell E4 shows that the business investment would generate a rate of return
of 2.66% if analyses over a 5-year period. The arguments for this function include the initial 5,00,00,000
investments in the business as well as the net incomes from the next five years.
The MIRR Function:
The Modified Internal Rate of Return indicates the profitability of an investment and therefore is commonly
used in business. when choosing between investments.
This calculation uses a schedule of payments (including an initial investment, along with the net income
payments), to calculate the compounded return, assuming the Net Present Value of the investment is zero.
MIRR is a modification of the internal rate of return (IRR) and as such aims to resolve some problems with the
IRR.
The difference between the Modified Internal Rate of Return (MIRR) and the Internal Rate of Return (IRR) is
that, in its calculation, the MIRR considers the initial cost of the investment and also the interest received on
the reinvestment of cash, whereas the IRR does not consider these.
The Excel MIRR function returns the Modified Internal Rate of Return for a supplied series of periodic cash
flows (i.e. a set of values, which includes an initial investment value and a series of net income values).
The format of the function is: MIRR (values, finance rate, reinvest rate)
Function Argument Description
Values A reference to a range of cells containing the series of cash flows
(investment and net income values) that occur at regular periods. These
must contain at least one negative value (representing payment) and at least
one positive value (representing income)
Finance Rate The interest rate paid on the money used in the cash flows
Reinvest Rate The interest rate paid on the reinvested cash flows

Let's take the previous dataset to calculate MIRR function:

To calculate Modified Internal Rate of Return, follow the steps:

1) Place your cursor on Cell E5. Type <=MIRR> and press <Ctrl+A> to display function argument dialog
box

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2) Fill the following function arguments box as shown below.

3) Click OK button to returns the Modified Internal Rate of Return. This formula returns 2.58% (approx.)
as the Modified Internal Rate of Return

MIRR Function Errors

If you get an error from the Excel MIRR function this is likely to be one of the following:
Common Errors
#DIV/0! Occurs if the supplied values array doesn't contain at least one negative and at
least one positive value
#VALUE! Occurs if any of the supplied arguments are not recognised as numbers by Excel

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Practice Questions Lesson -3

1. Calculate NPV and IRR with the following details:

Calculation of Net Present Value and Internal Rate of Return Net Present Value
of the Project
Current minimum market yield on Investment per annum 8.00% based on Yearly
Another option to Invest in a project for the Period (in years) 5 Returns
Cost of Investment of Project (in rupees) -5000000
Expected returns from project yearly- 1 125000
2 160000
3 151000 ?
4 184000
5 146000
Internal Rate of Return On Investment from Project ?

3. Calculate the following Data Table.

=(B1*B2) -(B1*B2) *B3

4. Now change the discount rate and see the effect.

5. Company purchased a Delivery VAN worth 2,75,000 from TATA Motors Ltd. on 01.04.2014. Delivery
VAN can be utilized up to the period of 8 years. After in use of 8 years delivery van can be disposed by
35,000. Now find the depreciable amount for each year for the period it will be in use through straight
line method.
6. A machinery worth 5,00,000 purchased on 01.06.2014. The machinery is useful till FY 2023-24. The
scrape value of machinery at the end of FY 2023-24 is 25,000. Now find the depreciation for each FY
till its useful life exists through declining balance method and double-declining method of
depreciation.

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7. The matrix below gives the costs of transporting material from each of your factories to each of your
warehouse locations. The weekly supply and demand for each factory and warehouse respectively is
also given. How much material would you ship from each factory to each warehouse to meet the
constraint optimally? [Hint: Using Solver]

Warehouse 1 Warehouse 2 Warehouse 3 Demand

Factory 1 5 8 5 2000
Factory 2 7 6 4 2000
Factory 3 9 4 3 1000
Supply 1000 1500 2500 5000

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Lesson 4 Excel 2021

• PowerPivot
Power Pivot is a feature of Microsoft Excel that was introduced as an add-in to Excel 2010 and 2013 and is now
a native feature for Excel 2019 and 365. Power Pivot allows you to connect, analyze & visualize massive
amounts of data and create sophisticated data models. With Power Pivot, you can mash up large volumes of
data from various sources, perform information analysis rapidly, and share insights easily.
In both Excel and in Power Pivot, you can create a Data Model, a collection of tables with relationships The
data model you see in a workbook in Excel is the same data model you see in the Power Pivot window. Any
data you import into Excel is available in Power Pivot, and vice versa.
Another significant feature of PowerPivot is the Data Analysis Expressions (DAX) formula language. You can
create DAX formulas that work across tables. DAX functions are similar to Excel's native functions, but they are
built to work with relational database table structures, not spreadsheet structures.
The beauty of PowerPivot is that you still use the same PivotTable interface you are used to. You have access
to the data model, which can have multiple related tables.
PowerPivot can report on multiple tables from within a single database or tables from separate databases,
provided there's a common field between the tables. For example, you can bring in tables from an SQL
database and then bring in a CSV file that has been downloaded from another system.
To enable PowerPivot in Excel 2019 you need to follow the below mention steps:
Open Excel→ Go to File Tab→ Options→ Add-Ins → Go to Add-Ins, for the Manage dropdown select COM
Add-ins then Click on Go Button

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This will open the COM Add-Ins dialog box. Click "Microsoft Office PowerPivot for Excel" and hit OK.

After successfully enabling PowerPivot, the tab should appear at the top of the Excel spreadsheet.

Let's take an example to understand PowerPivot

In the above spreadsheet we have sales details with Date, Salesman, City, Product, No. of Customers and Net
Sales. Now we want to see Product wise net sales. We may generate this report by using Pivot Table also. But
here we will do it by using PowerPivot and see the difference.
At first, we will add the data in Data Model. A Data Model is a new approach for integrating data from multiple
tables, effectively building a relational data source inside an Excel workbook. Within Excel, Data Models are
used transparently, providing tabular data used in PivotTables, Pivot Charts, and Power View reports. Most of
the time, you'll never even know the model is there. In Excel, a Data Model is visualized as a collection of
tables in a Field List. To work with the model directly, you'll need to use the Microsoft Office Power Pivot in
Microsoft Excel add-in.

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To add Data in Data Mobile you need to select your database then click on power pivot tab

After that we need to activate My Table has headers check box. See the below figure

Click on ok button and wait for a moment, data will automatically be loaded in Data model

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Data has added in Data Model as Table you may change the name by double click on Table and put the desired
name.
Now we will create PivotTable from here. Click on Home Tab in Data Model→ Pivot Table→ It will provide us
several options. See the below figure

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The last choice is a flattened pivot table, which is a pivot table that starts in Outline layout instead of Compact
layout. The Repeat All Row Labels feature is turned on. If you plan to convert the pivot table to values to reuse
it, choosing a flattened pivot table can save you a few clicks along the way.
In this example we select PivotTable. We want to generate the PivotTable in a New Sheet, so we activate the
check box of New Sheet.

After that the following window will come

Now we need to drag and drop field in appropriate area

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As per field selection PivotTable has automatically generate. Now you need to format the PivotTable as per
requirements.

Measure in PowerPivot: A measure is a formula for the values area of PowerPivot Table. Examples commonly
found in business reports include sums, averages, minimum or maximum values, counts, or more advanced
calculations that you create using a DAX formula.

DAX stands for Data Analysis Expression. It is a special language we use to create measures in Power Pivot.
Although it is a special language, it looks exactly like our regular Excel formulas. That means you can easily
learn the DAX basics and create measures in no time.

The first step is to figure out the need for a measure.

Click on PowerPivot Tab→ Measures New Measure...

For modify any existing calculation field you need to click on Manage calculation fields options.

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1
2

Steps to create a Measure

1. Select a Table from your Data Model
3
2. Give a Measure Name
3. Specify the DAX Formula
4
4. Check your Formula is correct or not
5. Select formatting rule for your measure

Key Performance Indicators (KPIs) in Power Pivot

Key performance indicators (KPIs) are visual measures of performance. Based on a specific calculated field, a
KPI is designed to help users quickly evaluate the current value and status of a metric against a defined target.
The idea of a PowerPivot KPI is to create a simple visual guide to how well one measure added to your
PivotTable compares to an absolute value or a second target measure. When any cell in your PivotTable report
is selected, the New Measure button on the PowerPivot ribbon's Measures group should be enabled. Click on
this to create a new measure as the base for your KPI.
Create a KPI
1. In Data View, click the table that has the calculated field that will serve as the Base calculated field. If you
have not already created a Base calculated field.
2. Make sure the Calculation Area is displayed.
3. Click on PowerPivot→ Tab KPI→ New KPI

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Now we have our base measure of "Customer wise Net Sales". We have set our 'target value' to 1500 our
Customer wise Net Sales measure and left the icon to use to indicate our KPI status as the default 'traffic light
style. We can drag the percentage sliders to wherever we want to set the boundaries between the different
icons. We can also drag outside of the current scale, including to minus values. Here we have set the red icon
for Customer wise net sales less than to 1000 of our targets, from 1000 to 2000 and green for anything over
2000 target.
If there are no fields in the box, there are no calculated fields in the model. You need to create a calculated
field. After giving all the details click on ok button. When you click on ok button you will see that one field is
added in PivotTable with three values 1, 0 and -1.

✓ 1 will provide us Green Icon.

✔0 will provide us Yellow Icon.

✓ -1 will provide us Red Icon.

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Now we need to see the Icon Set instead of values. For that you need to click on "CustNetSales" field and
remove the Tick from sub-field status and then again Tick in it to see the different colored icons. You may also
tick on sub-field Goal if you want to see the Goal in the PivotTable.
See the below figure:

For any modification in KPI you need to click on Manage KPI option then select the KPI which you want to
modify then click on Edit and change the criteria as per your requirements.
To delete any KPI click on Manage KPI option then select the KPI which you want to delete then click on delete.
It would be possible to do something similar without the new KPI feature using the icon sets within conditional
formatting, but the new feature does make the process more obvious and easier to set up and manage.

• Creating Dashboard
Creating interactive dashboards in Excel is becoming an increasingly popular task. So, what is a dashboard? A
dashboard is a visual representation of the most important information in your Excel workbook. Currently,
many Excel users already include a "summary" worksheet at the front of their workbook to give others an
overview of the data they will find in the rest of the spreadsheets. The concept behind a dashboard is the
same. however, the goal is to create charts, graphs, and tables instead of including large amount of numbers.
These visual elements should all be on the same page, so the information can be viewed and analyzed easily.

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The first step in creating a dashboard is to determine the most important data within the workbook. Ask
yourself, "What are the objectives of creating this workbook file?" If you have several worksheets within the
workbook, it may be a good idea to ensure that you are including data from each one.
The good news is that creating Excel dashboard reports is easily done without the need for any other
additional software.
So, let's take an example to create an attractive Dashboard. We have 3 databases:
First one is Sales details, see the below figure

Next one is Product details, see the below figure

And the last one is Customer details, see the below figure

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From these 3 databases we may analysis various details, like:

✓ Monthly Net Sales

✓ Category wise Net Sales

✓ Area wise Net Sales

✓ Net Sales as per Profession and many more

To generate all these reports, we need to connect all the database with each other. In Excel 2013 we may
connect database by using Relationship options
To create relationship with tables, click on Data Tab→ Relationship

After that Manage Relationship window will appear → Click on New

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Then we will Create two relationship. See the below figure sales table with Product table.

Select the sales table first and in column field select the Product ID. In related table we need to select Products
table and in related column select Product ID.
Similarly, we will create another relationship Sales table with Customer table like figure below:

After creating relationship, we will see the details in Manage Relationship Window:

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We may edit, deactivate and delete any relationship from this window.
When we create relationship between tables it will automatically added in Data Model. We may also add the
tables in Data Model first then create relationship between tables.
Here we use the PowerPivot features to create the Dashboard in easiest way. Click on PowerPivot Tab →
Manage

After that you will get the following figure of Data Model.

In the above figure see the Sales details, Product Details and Customer details in Data Model. We need all the
reports with Net Sales, but we don't have any field in any database or table. We have Quantity field in Sales
Table and Price field in Product table. So, we need to add Net Sales field by using of Quantity and Price field.
For that we need to add three calculated field
➢ Calculate Total Quantity from Sales Table
➢ Calculate Total Price from Price Table and
➢ Finally calculate Net Sales [Total Quantity]*[Total Price]
To add calculated field, we need to click on PowerPivot Tab→ Measure→ New Measure. After that we will get
the following figures
Total Quantity calculation from Sales Table

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Total Price Calculation from product Table

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Calculate Net Sales

After that see the Data Model, it has added the calculation fields.

Now we are ready to create our Dashboard. Click on Pivot Table Four Chart [Here we select four charts as we
required four reports, if you required more than that then you need to create another pivot chart] See the
below mentioned figure

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Here we need to choose New Worksheet as we want the Dashboard in different sheet.

Now need we drag and drop the field in appropriate location for Chart 1, Chart 2, Chart 3 and Chart 4. All the
three tables are connected with each other, so we are free to drag fields from multiple table See the below
figure [Four different chart as per requirements]

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Now we will format the sheet properly so that it

will look like Dashboard. Also, we will add Slicer
and Timeline for filtering the Dashboard as per
user's requirements and connect the slicers and
Timeline.
Slicers provide buttons that you can click to filter
PivotTable data without the need to open drop-
down lists to find the items that you want to filter.
A Timeline filters PivotTable data by dates. By
default, the timeline uses months as its units, but
you can change this to years, quarters, or even
days by clicking the MONTHS drop-down button
and selecting the desired time unit.
A Slicer & Timeline can be shared with multiple PivotTable reports so that when filters are applied in one slicer,
multiple Pivot Table reports are filtered. To share a slicer, click on the slicer to be shared to display the Slicer
Tools, Options tab. In the Slicer group, select Table Connections and place a checkmark next to the
PivotTables you want to share the slicer as shown in figure

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In the Dashboard you can analysis data as per your requirements only by clicking in Slicers and Timeline. You
may also want more Pivot Table & Chart in your Dashboard. It may require that you want that the Dashboard
automatically update after an interval. For that you need to change the setting form Analyze Tab. It is required
if the data is added in your database in continue basis.

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Practice Questions Lesson -4

1). Download the sales database from resource page and create relationship between tables. Create a
dashboard like the below figure and insert Slicers & Timeline. Connect all the Slicers and Timeline with all
graphs so that it all apply in whole Dashboard.

2) Now select any four branch from Slicer and see the effect in your Dashboard.

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Lesson 5 Excel 2021

• Common Error Massages in Excel

Message Cause
######### This information does not fit in the column. Solve by widening the cell.
#REF! A Cell in the formula does not exist or the name is spelled wrong. Open the formula
and correct the cell References.
#NAME? The name of the cell or function is misspelled. Open the formula and correct the cell
or function name.
#VALUE! A cell in the formula contains text rather than a numerical value. Remove the
referenced cell from the formula or adjust the cell contents a number.
#DIV/0! The denominator of the formula is zero. Solve using an IF statement so the
calculation is only done IF the denominator is greater than zero.

• Advanced uses of Macro

Macros are recordings of a sequence of events that can automate tasks. They are a great way to save time
since they perform many events with a single click of your mouse. Macros have many uses. If there is a task
that you do repeatedly, you can save yourself time by creating a macro.
If you have a list of records contained in a range of cells it is possible to extract all records that meet a specified
set of criteria and place them elsewhere in your workbook. For example, we have a database with the fields
Employee Names, Department & Net Salary and we want to find everyone who works for a particular
Department. To do this task reputedly Macro is a much smarter alternative to sorting, resorting, copying and
pasting the data or perform Advanced Filter.
If the filtering is an infrequent exercise it can be achieved using the Excel menu options but if the task is
regularly required, it may be worth record a short macro program to simplify the process.
A macro can be used to automate the filtering process - identifying a List range, pre-programmed with the
Criteria and the Copy to ranges. The results can be on a different worksheet than the original data.
To do this see the database first:

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Here we convert the database in a table to make it dynamic. So now onwards we add any data in that
particular table it will update the Macro.
1) Go to View Tab→ Click View Macros (or press Alt+F8)

1 2

Record Macro
3
Record a macro

Each of the commands you

perform will be saved into the
macro so that you can play
them back again

2) The Record Macro dialog box will appear

3) Type a macro name to replace the default Macrol name. A good name is EmployeeDetails
4) Assign this macro to the shortcut key <Ctrl+Shift+P> by holding shift key and press 'P' from the keyboard

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5) Click OK button to close the Record Macro dialog box

6) Select range E4:G100 [Depends on data] and clear all so that it will always clear the existing data first

7) Now go to Data Tab Click Advanced button under Sort & Filter group to display Advanced Filter dialog box
8) Choose Copy to another location. In List range box: Select cell range Table1, In Criteria range box: Select
cell E1:E2, In Copy to box: Select cell range E4:G4

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9) Click OK button to extract the records in the selected cell range. (You can apply formatting based on

requirement, like - best fit & apply border on specific location etc.)
10) Now, go to View Tab Macro→ Click Stop Recording. The advanced filter steps have been recorded in

1
1
2

Stop Recording
Record a macro

Each of the commands

you perform will be
saved into the macro so
that you can play them
back again.

11) To insert an Auto Shape, go to Insert Tab→ Shapes → Draw a shape type text and format it properly
12) Right click on the Shape → Assign Macro → Select the Macro and click on Ok. [Now onwards we need to
click on this button to run the Macro instead of pressing any shortcut or run macro from view tab]

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13) Click OK button to close Assign Macro dialog box.

14) Change the criteria cell E2 as "HR"
15) Hover the mouse to 'Click Here' button and click as soon as the mouse pointer changes to hand sign
16) Finally, the HR Department list gets displayed

17) Press F12 key or Click on save button to open Save as dialog box. Choose Save as type as Excel Macro-
Enabled Workbook

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18) Finally click save button

When working with macros in Excel 2021, you save and open workbooks in a new macro-enabled workbook
format (.xlsm) that provides added security. When you create a macro, you must use a macro-enabled format
to save your workbook or the macro won't be saved.
If you open a macro-enabled workbook, a Security Warning message states that the workbook contains
macros. This protects you from possible harm - some macros might contain viruses or other hazards. You can
choose to enable the content if the workbook is from a trusted source.

• Array Functions
Excel Array formulas are one of the handiest tools to have under your Excel tool belt. You can expand regular
Excel formulas to provide a lot more power to regular functions. Some people reading this might not be sure
what an array is. Basically, an array in Excel is typically a simple set of data. This data can be text, numbers, or
both. It's very similar to a list.
Array also referred to as Ctrl Shift Enter or CSE formulas because you need to press Ctrl+Shift+Enter to enter
them in your worksheet, array formulas are very powerful formulas that enable you to perform calculations
you can't do with standard worksheet functions.
Excel provides two types of array formulas: Array formulas that perform several calculations to generate a
single result and array formulas that calculate multiple results. Some worksheet functions return arrays of
values or require an array of values as an argument.
Create an array formula that calculates a single result
This type of array formula can simplify a worksheet model by replacing several different formulas with a single
array formula.
For example, the following formula calculates the total value of an array of Shares prices and Quantity, without
using a row of cells to calculate and display the total values for each share.

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1. Click the cell in which you want to enter the array formula.
2. Enter the formula that you want to use.
Array formulas use standard formula syntax. They all begin with an equal sign (=), and you can use any of the
built-in Excel functions in your array formulas.
When you enter the formula (=SUM(B2:B7*C2 C7)) as an array formula, Excel multiples the number of shares
by the price for each stock, and then adds the results of those calculations together to get a total value of
7,444,338.30
3. Press Ctrl+Shift+Enter.
Excel automatically inserts the formula between {} (a pair of opening and closing braces).

Manually typing braces around a formula will not convert it into an array formula - you must press
Ctrl+Shift+Enter to create an array formula. Any time you edit the array formula, the braces ({ }) disappear
from the array formula, and you must press Ctrl+Shift+Enter again to incorporate the changes into an array
formula and to add the braces.
Create an array formula that calculates multiple results
To calculate multiple results by using an array formula, enter the array into a range of cells that has the exact
same number of rows and columns that you'll use in the array arguments.
1. Select the range of cells in which you want to enter the array formula.

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2. Enter the formula that you want to use.

Array formulas use standard formula syntax. They all begin with an equal sign (-), and you can use any of the
built-in Excel functions in your array formulas.
For example, we have 4 database having Employee Code, Name, Department and Net Salary for East, West,
North and South Zone. We want to lookup Employee Name, Department and Net Salary by Employee Code in
one shot.

Select B14:D14 cells. Put the below mention formula

=IFERROR(IFERROR(IFERROR(VLOOKUP($A$14,$A$1:$D$5,{2,3,4},0),VLOOKUP($A$14,$F$1:$I$5,{2,3,4},0)),VLO
OKUP($A$14,$A$7:$D$11,{2,3,4},0)),VLOOKUP($A$14,$F$7:$I$11,{2,3,4},0))Then Ctrl+Shift+Enter.

• Apps for Office

An app for Excel is really an embedded web page within the spreadsheet. Of course, we've beefed up the web
page, so it can read and write data, as well as respond to certain events that could occur within the
spreadsheet. Apps for Excel can do a variety of things, here we are going visualize my data the State-wise
Revenue and Expense by Map.
For using office apps, you need a Microsoft Live ID. Here we are creating an ID in Outlook.com for using Office
Apps.
Click on Insert Tab→ Store → Type Bing Maps in search box

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Click on Add button

Click on Trust It, after that it will loaded in your workbook

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Click on Gear and Filter icon to change the setting or data set.

• Other Functions
NETWORKDAYS Function:
The NETWORKDAYS function, one of Excel's Date and Time functions, can be used to count the number of
working days between two dates.
The function automatically removes weekend days from the total. Specific holidays can also be omitted.
If you need to use weekend days other than Saturday and Sunday and you are using Excel 2010, Excel 2013 or
Excel 2019 try using the NETWORKDAYS.INTL. Function.
The syntax for the NETWORKDAYS function is:
=NETWORKDAYS (Start date, End_date, [holidays])

✓ Start date- The start date.

✓ End date- The end date.

✔Holidays - [optional] A list of one or more dates that should be considered non-work days.
Let's take an example to understand this function:

WORKDAY Function:
The WORKDAY function can be used to calculate the end date or start date of a project for a given number of
business days. The number of business days cannot include weekend days. Specific holidays can also be
omitted.
If you need to use weekend days other than Saturday and Sunday and you are using Excel 2010, 2013 or Excel
2019 try using the WORKDAYS.INTL Function.
The syntax for the WORKDAY function is:
=WORKDAY (Start_date, Days, [Holidays])

✓ Start_date - The date from which to start.

✓ Days - The working days before or after start date.

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✔ Holidays -[optional] A list of one or more dates that should be considered non-work days.
Use a positive number as days for future dates and a negative number for past dates.
WORKDAY can be used to calculate due dates, delivery dates, invoice dates, and other dates that should be
determined based on a standard business calendar.
Let's take an example to understand this function:

The WORKDAY function can also be used to find a date in the past - such as the day work began on a project.
To do so enter a negative number for the Days argument and use the project's end date for the start date
argument.
YEARFRAC Function:
The Excel YEARFRAC function returns the fraction of a year that is represented by the number of whole days
between two supplied dates.
The syntax of the function is:
=YEARFRAC(Start date, End_date, [basis])
Where the arguments are as follows:
[Basis]
An optional argument, which specifies the type of day count basis to be used
Possible values of [basis] and their meanings are:
[Basis] Day Count Basis
0 (or omitted) US (NASD) 30/360
1 actual/actual
2 actual/360
3 actual/365

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4 European 30/360

Calculate as on 30/07/2018.
Substitute Function:
The Excel Substitute function replaces occurrences of a search text string, within an original text string, with
the supplied replacement text.
The syntax of the function is:
=SUBSTITUTE( text, old text, new_text, [instance_num])
Where the function arguments are:
Text - The original text string containing the text to be replaced
Old_text - The text to be found and replaced by new text.
New_text - The new text that is used to replace the old text.
[Instance_num] - An optional argument which specifies which occurrence of old text should be replaced by
the new text.
If [instance_Num] is specified, just that instance of the old text is replaced; Otherwise, all instances of old text
are replaced with the new text.
The Excel Substitute function is similar to the Excel Replace Function, but the Substitute function replaces one
or more instances of a given text string, while the Replace function replaces text in a specified position of a
supplied string.
Excel Substitute function is case sensitive. Therefore, if the old text argument is the text string "A", this will not
replace instances of the lower-case text string "a".
The spreadsheets below show examples of use of the Excel Substitute Function.

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Practice Questions Lesson -5

1. Create the followings in Sheet 1 & Sheet 2.

2. Now configure the database in such a way so that if anyone put data in sheet 1 [Order Date, Customer &
Quantity] and click on add button it will added in Sheet 2 automatically.
3. Create the following database in sheet 3.

4. Lookup the Target, Achieved and Achieved Ratio by putting one formula, so that it will automatically update
as per Sales Person ID.
5. Create the database in Sheet 4 and calculate Net Work Days. [Weekend: Saturday & Sunday]

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Lesson 6 Excel 2021

• Introduction to ASAP Utilities

ASAP Utilities is a powerful Excel add-in that fills the gaps in Excel, and automates frequently used tasks. Since
1999 it has grown to become probably one of the world's most popular add-ins for MS Excel.
You can download a copy of ASAP Utilities from http://www.asap-utilities.com website.
After downloading the setup file you need to install it in your machine. Now and you are ready to use ASAP
Utilities. Now open Excel 2013 you will find a new tab called "ASAP Utilities".

ASAP provides 90-day Business trial or the free Home & Student edition. The latest version of ASAP Utilities
8.7.2.

• Select cells with the smallest & largest number

This option is used to select the cell with the smallest and largest number in your selected range. If there are
more cells that have the same minimum value or maximum value, then all the cells are selected.
Let's take a database to explain the above option.
Now you want to select cell with the smallest amount.
1) Select Cell J2:J7 and then go to ASAP Utilities tab.
2) Click the drop lists of Select option Choose and click select cells with the smallest number or Select cells
with the largest number.

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3) Finally you will notice that the cell with the smallest amount gets selected. Here we select the small
numbers. If you want to select large numbers then you need to select the other option.

• Insert multiple sheets (uses the cell values as sheet names)

This utility asks you for a name and then adds a new sheet with that name. This way a new worksheet is added
at the end of your sheets with the name you provide. It is easier than inserting a sheet; double-click it and then
typing the name. If you use the shortcut to start this utility it is faster too.
To Use this:
1) Type the names of the sheet in a range of cells. Fill different colour in cells A1:A3 and cells A7:A9.
2) Select cells A1:A3 and cells A7:A9.Then go to ASAP Utilities Sheets Insert multiple sheets (uses the cell
values as sheet names)....

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3) On clicking 'Insert multiple sheets' option a dialog box appears.

4) Put on 'Color sheet-tabs based on cell colors' check box and then click OK button to proceed inserting
multiple sheets.

• Create an index page with links to all sheets (clickable)

This utility will create a clickable index page; a new worksheet with a hyperlink to all worksheets and chart
sheets in your workbook. You can see this as a menu for your workbook with the names of-and a link to all
sheets and a quick navigation back to the main menu.
This can be useful when you are dealing with large files with a large quantity of worksheets and/or chart
sheets.
Suppose you have an excel file which contain many sheets with various data like budget, Invoice, Customer
List, Charts and etc. Here you want to create an index to navigate sheets quickly.
To Use this:
1) Go to ASAP Utilities →Sheets → Create an index page with links to all sheets (clickable)...

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2) On clicking 'Create an index page with links to all sheets' option, the following dialog box appears.
Here you may get an error massage. If you get an error massage then
You need to click on File Tab→ Options → Trust Centre → Trust Centre setting→ Macro setting→ and turn on
"Trust to access the VBA Project object model"
Now you may access this option.

3) Choose Begin as 'Position of the index sheet' and Alphabetically (Ascending) as 'Index order'. Finally click
OK button to proceed.

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4) Click OK button to rename the index sheet.

5) If you want the type a new name and click OK button. Now your sheet index is ready to use.

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6) Now to visit any sheet just on the cell containing the sheet name. To view sales detail of January 2024 just
click on cell A6.
7) To quickly return to the index sheet ASAP Utilities as added a new name to your workbook that refers to
cell A1 on the index sheet (INDEX SHEET ASAP Utilities). To quickly return to the index sheet select the name
from the drop down.
It sometimes required that from a large excel file we want each sheet in a separate workbook. For that Click on
ASAP Tab→ Sheets → Export worksheets as separate files → select the folder in which you want to store
worksheets and click on ok button.

• Print Multiple sheets at once

This utility will quickly print multiple sheets or chart sheets at once. You can choose which sheets to print or
quickly select all.
Suppose you have an excel file which contain large data in different sheets. Now you need to quickly print all
sheets or selected sheets data at once. To do this task, you need to use ASAP Utilities.
To Use this:
1) Go to ASAP utilities Sheets Print multiple sheets at once.

2) On clicking 'Print multiple sheets at once' option, the following dialog box appears.

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3) Select the sheets and charts to be printed or click 'All' button to select all sheets. Finally click Print button
to print the selected sheets and charts.

• Set print area on selected worksheets

This option is used to set your currently selected range of cells as print area on all selected sheets. In Excel you
can only set the print area on one sheet at a time. With this utility you can now easily set the same print area
in multiple sheets at once.
Let's take a workbook containing some data in Closing Stock Sheet. You need to set print area of the given
database.

1) Select the database (cell A1:E7), which is to set as print area. Select multiple worksheets to apply same
settings.

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2) Then go to ASAP Utilities tab Click the drop lists of Sheets options.
3) Choose and click Set print area on selected worksheets.

4) Click OK button.

6 WORKSHEET(s)?

5) Finally you will notice a dotted lines indicate the print area.
The lines indicate the print area in selected sheets.

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• Protect multiple sheets at once

This utility allows you to protect the selected or all sheets in your workbook with the same password at once.
The built in method of Excel allows you to protect one sheet at a time. If you want to protect multiple sheets in
Excel you have to protect them one by one. This can take a long time if you have many sheets and result in
accidentally forgetting one.
With this tool protecting your sheets is much easier and furthermore a lot faster.
You may protect all sheets at same time or multiple sheets at same time.
To protect all Sheets:
Right click on any sheet and select all sheets if you want to protect all sheets.
To protect multiple sheet [Some sheets want to protect]
Select the particular sheets by pressing Ctrl Key to protect at single step.
1) Go to ASAP Utilities Sheets Option Click Protect multiple sheets at once.

2) Enter a password and click OK button to protect all sheets in a workbook.

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You may also click on all sheets to protect all sheets at once.

• Unprotect multiple sheets at once

This utility allows you to unprotect the selected or all sheets in your workbook with the same password at
once.
The built in method of Excel allows you to only unprotect one sheet at a time. If you want to remove the
protection from multiple sheets you have to unprotect them one by one. This can take a long if you have many
sheets.
With this tool unprotecting your sheets is much easier and furthermore a lot faster.
1) Go to ASAP Utilities Sheets Option Click Unprotect multiple sheets at once option to invoke a dialog box

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2) Type the same password to unprotect all sheets in your workbook at one time.

• Count and/or color duplicates in selection

This utility will tell you how many duplicate values there are in your selected range. It also has the option to
paint all duplicate cells with a certain colour.
Suppose you have a database as shown below and you need to highlight duplicate batch number if any.

To highlight duplicate invoice number in the database, follow the steps:

1) Select cell D2:D7 and then go to ASAP Utilities Range Click Count and/or color duplicates in selection.

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2) Click OK button to count the number of duplicate values with a certain color in the selected cells.

3) Now select a colour as required and click OK button.

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4) Finally you can view the duplicate Batch number and rectify the same after verifying.

• Quick numbering of selected cells

This utility helps you to quickly fill the selected cells with a series or numbered list. For example, you want to
maintain series of week, like week01, week02, week03 and etc.
To create a series of week, follow the steps:
1) Open a workbook; Select number of cells as required (say cell A1:A12)
2) Now go to ASAP Utilities tab Fill Quick numbering of selected cells.

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3) On clicking 'Quick numbering of selected cells' the following dialog box appears.

4) Specify the followings:

a. In Start with Box: 1
b. In increment with Box: 1
C. In Fill up with leading zero's list: 2.
d. In Prefix box: Week.
e. In Cell alignment list: Center.
Finally click OK button for output.

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• Insert before and/or after current value

This utility adds a value in front of and/or at the end of the content of each cell in your selection. The utility
will show you an example of the resulting values.
Let's take a database of customer ID as shown below. Here you need to add 'CI-' in front of each cell and '-
14W' at the end of each cell in your selection. To do this task you need to use ASAP Utilities.
The steps are as follows:
1) Select cell A2:A10 and then go to ASAP Utilities Fill Insert before and/ or after current value.

2) On clicking 'Insert before current value' the following dialog box appears.

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3) Now type 'CI' in 'add before' box and '-09W" in 'add after' box. Specify Skip empty cells. Finally click OK
button.

• Merge column data (join cells)

This utility merges the data from the rows to the selection. For each column in your selection the data from
the adjacent rows will be concatenate into the first cell in the column. You can specify a delimiter (comma,
Space, colon etc.) to put between the cell values.
Let's take a simple database as shown below. In this database first name and last name has been written in
two different columns. Now you need to merge the full name in a single column.
To do this, follow the steps:
1) Select first and last name cells (cell B2:C6), then go to ASAP Utilities Columns+Rows Merge Column data
(join cells)...

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2) On clicking 'Merge Column data' option, the following dialog box appears.

3) To specify a space between the first and last name, press spacebar once by keeping the cursor in the value
box. Then click OK button to merge two columns data. (See figure below)

• Insert multiple empty rows at once

This utility allows you to easily insert multiple rows at once. This is normally not easily possible in Excel itself.
Inserting multiple rows "the Excel way".
If you want to insert multiple rows at once the standard procedure is as follows:

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1) Select multiple rows and then Right-click on the selected rows.

2) Choose and click "Insert" command.
For example if you want to insert 10 rows between A1 and A2, you first have to select rows 2:11 and then
insert the rows.

Inserting multiple rows "the ASAP Utilities way"

The above solution works for small amount of rows. However if you need to insert for example 800 rows this is
not a workable solution. Therefore I have written the utility which lets you choose the amount of rows to
insert below the selected cell/row.
1) Go to ASAP Utilities Columns & Rows Click Insert multiple empty rows at once.

2) Enter a numerical figure [Number of rows you want to insert] and click OK button to insert empty rows.

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• Remove all empty Rows

This utility removes all completely empty rows on your current worksheet. It does not reduce number of
available rows in your worksheet. For every row that is removed Excel automatically adds a new empty row at
the end.
Suppose you have a database, which contain some blank rows and you need to remove all the empty rows.

1) To removes all empty rows, go to ASAP Utilities → Columns & Rows → Click on Delete all empty

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2) On clicking Delete all empty rows the following dialog box appears. Finally click OK button to remove all
empty rows.

3) Finally you will notice that all the empty rows are deleted. See figure below.

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Similarly you may delete empty columns from your database.

• Put together rows or column from several sheets

This utility will copy the specified columns or rows from each selected sheet, and combine them into a new
sheet. The conventional method of Excel allows you to copy and paste one sheet's data at a time. If you want
to combine multiple sheets data in Excel you have to combine them one by one. This can take a long time if
you have many sheets and result in accidentally forgetting one.
All the selected sheets should contain unique column heads and same number of row data, or else some blank
rows/columns will appear in new summary sheet.
Using ASAP Utility you can combine all sheets is much easier and furthermore a lot faster. The procedure is as
follows:
1) First select all sheets by right-clicking on sheet tab Choose and click Select All Sheets option.

2) Select rows containing data, then go to ASAP Utilities Columns+Rows Click Put together rows or columns
for several sheets.

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3) On clicking Put together rows or columns from several sheets option to evoke a dialog box. Now click OK
button.

4) On clicking OK button the following dialog box appear.

5) Click OK button to specify a name for a newly created worksheet as shown below.

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6) Specify a new name and click OK button.

• Change Case
ASAP utility provides us to convert any text to upper, lower and proper case as per our requirements without
putting any functions. You need to select the text and then chose option as per needs.
To do this click on ASAP Tab→ Text →
✓ Change to Upper Case
✓Change to Lower Case
✓ Start first word with Uppercase
✓ Make first character Uppercase and the rest lowercase
✓ Start each word With Uppercase
✓ Change Case (with options)...

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Here we select A1:A3 and convert in Uppercase, See the below figure

• Delete all after a given number of characters

This utility delete all after a specified number of characters in the selected cells. A dialog box will ask you to
enter the number of characters. You can for example delete all text after the fifth character in every cell,
leaving only the first five characters.
Cell with dates will be skipped.
If a cell has a formula then it will first be replaces with its calculated value and then the characters will be
stripped.
Let's take a database as shown below:

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The above data you want to extract bill number in two digits to understand number of bill issued. To do this
task you need to delete all text after the second (2) characters in every cell, leaving only the first two
characters. To do this task, follow the steps:
1) Select Cell C2:C9, then go to ASAP Utilities Text Delete all after a given number of characters.

2) On clicking 'Delete all after a given number of characters' option the following dialog box appears and it is
asking to enter number of character.

3) To delete all text after leaving first two characters, type '2' in the dialog box and click OK button.

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4) Finally click OK button to view double digit bill number.

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Lesson 7 Excel 2021

• Spell/write out numbers or amounts

This utility spells out the numbers in your selection. For example the number '70.25' written out in English in
the Indian currency becomes Seventy Rupees and Twenty Five paise.
Let's take a database, which contains some amounts.
Now you want to convert the amounts in words. To do this task follows the steps:
1) First select cells A1:A5.
2) Now go to ASAP Utilities Numbers Spell/write out numbers or amounts.

3) On clicking Spell/write out numbers or amounts option the following dialog box appears.

4) Choose Language as 'English' and Currency as 'custom'. Type Rupee and Paisa under Currency and cent box
and click OK button to get the result.

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• Some useful formulae of ASAP

ASAPCOUNTBYCELLCOLOR:
You can use this function to count the number of cells that have a certain color. The first parameter is
the range to be searched, the second parameter is either the cell that has the color (recommended), or Excel's
color number.
Let's take an exqample to understand the same
Here we have a database on Product wise total quantity sold by each month and put different colors for above
average quantity sold and below average quantity sold. Now we want to count total quantity sold by each
color.

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Here you need to remember that this function unable to count color by conditional formatting. If you want to
count as per conditional formatting than we need to put the below mentioned formula:
=COUNTIF(B2:M8,">"&AVERAGE(B2:M8))
ASAPCOUNTBYFONTCOLOR:
You can use this function to count the number of cells that have a certain font color. The first parameter is the
range to be searched, the second parameter is either the cell that has the font color (recommended), or Excel's
color number.
Let's take an example to understand the same
Here we want to count the blue font numbers from first dataset and red font from second dataset.

ASAPSUMBYFONTCOLOR:
Calculates the SUM of the cells that have a certain font color.

ASAPSUMBYCELLCOLOR:

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Calculates the SUM of the cells that have a certain cell color.
Here we want to calculate sum of the blue cell fill numbers from first dataset and green fill from second
dataset.

ASAPSTRIPNUMBERS:
Removes all numbers from a text string and removes all spaces at the beginning and end of the result.
ASAPEXTRACTNUMBERS:
Returns the numbers from a text string. The result is a number. Therefore, leading zeroes are not preserved.
Let's take an example to understand the both:
Here we have a database with combination of text and number in value field. We will extract numbers and text
with the help of these functions.

ASAPGETCOMMENTS:

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Returns the comment-text from a cell.

From the below mentioned database we want to extract the comment in column B.

• Store files in One Drive

Many of the new features in Office 2019 are geared towards saving and sharing files online. To use these
features, you'll need to get a free Microsoft account (previously called a Windows Live ID) if you don't already
have one. You can then log in to your Microsoft account to access your OneDrive which is an online storage
space for your documents and other files.
OneDrive was previously called SkyDrive. There's nothing fundamentally different about the way OneDrive
works-it's just a new name for an existing service. Over the next few months, you may still see SkyDrive in
some Microsoft products.
Benefits of using a Microsoft Account
Here are a few of the things you'll be able to do with your Microsoft account.

✓ Access your files anywhere: You can save files to your OneDrive, so you'll be able to access them from any
computer that has an internet connection. This also helps to keep your files safe if anything happens to your
computer.

✓ Edit documents in your web browser: If you're using a computer that doesn't have Microsoft Office, you
can use Office Online (previously known as Office Web Apps) to edit documents in your browser for free.
Office Online includes simplified versions of Word, Excel, PowerPoint, and OneNote.

✓ Share files: It's easy to share your OneDrive files with friends or coworkers. You can choose whether they
can edit or just read the files. This option is great for collaboration because multiple people can edit a
document at the same time (also known as co-authoring).
To sign in to Office 2019:
When you use Office for the first time, it

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will ask you to sign in to your Microsoft

account. However, if you don't sign in at
that time, you can always sign in later.
In the upper-right corner, click Sign in.
Type your email address and then click on
Next. Click on the Password field.
Type your password and then click Sign in.
Your account name will now appear in the
upper- right corner
Signing out of Office 2019
If you're using Office at home or at work, it's usually more
convenient to stay signed in. However, if you're using a
shared computer (for example, at a library or business center), it's important to sign out when you're done.
This will prevent other people from accessing your OneDrive files.
1. Click the File tab.
2. Click Account and then select Sign out.

3. A warning message will appear. Click Yes to sign out

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Storing files in the cloud with OneDrive

Once you've signed in to your Microsoft account, your OneDrive will appear as an option whenever you save
or open a file. You still have the option of saving files to your computer. However, saving files to your OneDrive
allows you to access them from any other computer, and it also allows you to share files with friends or
coworkers.
For example, when you click Save As, you can select either OneDrive or Computer as the save location. Page

• To pin a workbook:
If you frequently work with the same workbook, you can pin it to backstage view for quick access. 1. Navigate
to Backstage view.
2. Click on Open, your recently edited workbooks will appear.

3. Hover the mouse over the workbook you wish to pin. A pushpin icon will appear next to the workbook.
4. Click the pushpin icon.

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5. The workbook will appear in Recent Workbooks until it is unpinned.

To unpin a workbook, simply click the pushpin icon again.

You can also pin folders to backstage view for quick access. From Backstage view, click Open, then locate the
folder you wish to pin and click the pushpin icon.

• Introduction to Google Drive

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The newest "Cloud-based" storage system Google Drive provides users with the ability to share files online
with anyone at any time. Simply drag and drop various file types into Google Drive, and you will able to share,
collaborate with others on your documents and more. All users are provided with 15 GB storage for free and
additional space can be purchased if needed.
Google Drive is a free service from Google that allows you to store files from your computer online and access
them anywhere using the cloud. Google Drive also gives you access to one of Google's most popular services,
Google Docs.
Google Docs is a free, web-based application for creating Documents, Spreadsheets, and more. You can then
access those files from any computer with an Internet connection or even a mobile device, like a tablet or
smartphone. Drive even allows you to share files with your family, friends, and coworkers.
What are Google Docs?
Google Docs is a free, web based application that lets you create, share, and manage documents, or docs. If
you've ever used a productivity suite like Microsoft Office, some things about Google Docs might seem
familiar. For instance, the types of docs you can work with resemble files that can be created with various
Microsoft Office programs.
These are the types of docs you can create and share with Google Docs:
Documents: For composing letters, flyers, essays, and other text-based files (similar to Microsoft Word
documents)
Spreadsheets: For storing and organizing information (similar to Microsoft Excel worksheets)
Presentations: For creating and presenting slides (similar to Microsoft PowerPoint slideshows)
Forms: For collecting and organizing data
Drawings: For creating simple vector graphics or diagrams
There are several reasons many people find Google Docs useful. You can access it anywhere, and it's easy to
share and collaborate on docs. Google Docs lets you decide exactly who you want to see your docs by offering
three sharing settings. You can choose to:

✓ Keep a doc private

✔ Share it with a few people

✓ Make it public on the Web

You can also customize these settings to allow others to edit your doc. This can be extremely useful if you're
working on a doc with a group of people. Instead of sending multiple versions of a document back and forth as
you each make edits, you will all be able to make comments and
edit the same file in real time.
In order to use Google Drive, you will need a Google account.
Google accounts are free, and signing up for one is fairly simple.
During the process, you will also receive a Gmail (Google Mail)
address and Google+ profile. Once you've created your account,
you'll be able to use your Gmail address to access not only Google
Drive but also other Google services like Calendar, YouTube, and
Reader.
To access your Google Drive:

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1. Navigate to www.google.com (sign in to your Google account if needed).

2. Locate and select Drive from the menu at the top of the page.
3. Your Google Drive will appear.

Installing the Google Drive desktop app

The Google Drive desktop app is a small piece of software you'll need to download and install to your
computer. After the program is installed, you'll be able to upload files from your computer to Google Drive and
access them anywhere you go.
You can still access most Google Drive's features online without installing the separate Google Drive program;
however, you will not be able to sync files from your computer easily without it.
To install Google Drive:
1. Locate and click Install Drive for your Computer from the Google Drive homepage.
2. The following window will appear. You need to click on Install Drive for PC.
3. After that you need to save the setup file in your desired location.
4. Now you need to install it properly. Depending on your current browser and operating system, the
download and installation process may be a little more complicated.
5. Click Close when the installer is finished.
6. The Google Drive icon will appear in your Windows taskbar. Click the icon to open the Sign in to Google
Drive window.
7. Enter your Google user name and password, then click Sign in.
8. The Getting started dialog box will appear, which explains how Google Drive works with your computer.
Click Next to continue.
9. Start sync to complete the installation.
10. The Google Drive desktop app is now installed on your computer. Drive will automatically add a shortcut
to your desktop.
You can also view your Google Drive directly on your computer by clicking the Google Drive icon Windows
taskbar and then selecting Open Google Drive folder from the drop-down menu.

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Lesson 8 Project on Advance Excel

1) Download the database from the student portal.

2) Apply Data Bar on Total column by using of Quick Analysis feathers.
3) Remove Filter Button from the Table.
4) Highlight weekend form Order Date column.
5) Create a macro in next sheet so that if we change the Region and Retailer type it will extract required
data. Add a button to run the Macro. [See the below figure]

6) Now change the Region & Retailer Type and run the Macro by clicking on macro button to see the effect.
7) Save the workbook in your desired location.
8) Extract the unique value of Region, Retailer Type & Customer in a new sheet.
9) Highlight the complete data of Multiline retailer Type of Central Region. Highlight with Light Green fill.
10) Mr. Arun started a business with an initial investment of 10,00,000 and received the following income for
the next five years. You need to calculate NPV & IRR in Sheet 4.
11) Download the Dashboard data from resource page and create a dashboard like the below figure.

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12) Insert slicer and timeline and connect with each other. Now filter the dashboard by clicking on slicer and
timeline and see the effect.
13) Pin your workbook and save it.

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