M S Exc e l

By: Monis Ahmed Thakur

 ritical Core of Performing Working with
Formatting
Excel calculations Data

Working with
ta Validation & Text and Date Multiple
Charts
Name Ranges Functions Worksheets &
Workbooks

Pivot Tables,
Automating Excel Module 2 -
nditional Logic Charts and
Lookups Advanced
Slicers
 CRITICAL CORE OF EXCEL

• In this module, you will learn about key foundational

features of Excel:
• The Excel user interface, basic Excel terminology,
how to operate essential navigational controls in
Excel and how to perform basic data entry with Excel
spreadsheets.
Introduction to
MICROSOFT EXCEL™

Excel is an Electronic
Spreadsheet Program.
An electronic spreadsheet is a
computer software program that
is used for storing, organizing
and manipulating data.
 ROWS, COLUMNS AND REFFERENCES

Address (COLUMN + ROW) A1

COLUMNS A XFD (~16000)

ROWS 1 1048576
Cell Real Value VS Cell Displayed Value

Font color option

Cell real value

Cell displayed value

 The Status Bar

RANGE
SELECTED

STATUS BAR
CUSTOMIZING THE STATUS BAR
 Row/Column Size
Manually dragging rows or Adjusting the size through the
columns to change size “Row/Column Width…” menu
 Performing Calculations

• The syntax of formulas is very important in

Excel.
• In this module, you will get introduced to
formulas and functions.
• Learn how to write them, use them to perform
calculations and understand the different cell
references
Formulas can be easily applied on multiple cells by Applying formulas on multiple cells will also
dragging the right-bottom corner of the cell which lead to changes in the reference of that formula.
contains a formula.

Formula reference is B3:C3. By “dragging” the

formula downwards, the reference cells are also
moving down.
 Blocking References

1 2 3
 Ty p e s o r R e f e r e n c e s
• Free “=C2” – our reference cell will move if
we apply the formula to other cells or
columns Blocked Row
• Blocked Column “=$C2” – our reference Reference
cell will move if we apply the formula to
other rows but the column will remain
always remain the same
• Blocked Row “=C$2” – our reference cell
will move if we apply the formula to other Blocked Column
columns but the row will remain always Reference
remain the same
• Absolute Block “=$C$2” – our reference cell
will not change regardless of we apply it
 Wo r k i n g w i t h D a t a

• This module is all about working with data and

making it easy to work with.
• In This you will learn how you can manage your
spreadsheets.
• Find data with Filter and Sort, retrieve and change data
using Find and Replace, and use Conditional
Formatting to highlight specific data.
Conditional Formatting
•Highlight Cells Rules:
• Greater Than… / Less Than… - based off a given number, highlights all
cells that meet the condition.
• Between… / Equal To… - highlights all cells that meet the conditions
(between A and B or equal to C).
• Text that Contains… - highlights all cells that contain a given letter or word.
• A Date Occurring… - overs a large variety of options in order to highlight
specific cells formatted as “DATE” (such as Next Month, Last week, and so
on).
• Duplicate Values… - highlights all cells in the given range that are identical.
•Top/Bottom Rules:
• Highlights cells based of given conditions (Top 10 Items… / Top 10%... /
Above Average… and so on).
•Data Bars:
• Offers a wide variety of colors to highlight a percentage of a cell based off a
given condition (for example, if James has 79 Sales and we set the condition
to 100, then 79% of the cell will be colored in order to highlight the progress
made towards achieving the target).
•Color Scales:
• Multiple options that highlight numerical values based off their average (for
example, if our given values range between 1 and 100 and we select the first
option “GREEN-YELLOW-RED”, the bottom-most values will be red,
values around 50 will be Yellow and the top values will be green).
•Icon Sets:
• Different types of icons used to showcase differences between numerical
values based off their average.
 Each conditional formatting rule has in-depth options which can be modified by
using the “Manage Rules…” option under “Conditional Formatting”. Before opening
this menu, make sure to select at least one of the cells to which the rule applies.
 Rule types can be easily changed to the
ones that would best highlight our data.
The first 4 options allow for the
formatting of data based on simple
conditions, while the 5th one only
formats data based on an Excel
Formula.

The “Format” button opens a new

window which us to create a custom
format which will then be applied to all
cells that meet the formatting
condition.

All options available to this type of formatting are displayed in the first cell. Next off we have a handful of
secondary options followed by a third and final option. The number of options may vary for each type of
formatting (I.E. “Date Occurring” only has one secondary option)
 Pasting Options
Paste – will paste all the information from the copied cell
(formatting/formulas or cell content).

Paste Values – will only paste the content of the cell – in case the cell
contains a formula, only the result of the formula will be pasted.

Paste Formulas – will only paste the formula from the copied cell.

Paste Transpose – will paste everything just like a regular paste but every
reference of the cell will be transposed.

Paste Link – will paste a reference to the original copied cell.

Pasting Options Examples
 Filtering and Sorting
Excel provides two very simple solutions for organizing large amounts of data:
Filters and Custom Sorting.
Filters – a built-in function of Excel that allows for an easy filtering or sorting of
large chunks of data based off:
 List Values – For example, sorting all data on a column in Alphabetical order;
 Format – Filtering all data on a column based on cell formatting options such
as cell colors;
 Criteria – Filtering all information on a column based on a specific criteria
(different for data containing Text or Numbers);
While sorting information will only re-arrange it based on a given criteria,
filtering data will “hide” the rows that do not comply with the given criteria.
In order to apply a filter on specific data, all we have to do is to select the table
and go to “Sort & Filters” and select “Filter”.
This can also be achieved by selecting the “DATA” mail tab and clicking on the
“Filter” button.
1. By default, “Sort Smallest to Largest” and “Sort Largest to Smallest”
will be the first two options in any filter applier. This function works for
both numerical and string (text) data. For text data it will arrange the
information in an Alphabetical or Un-alphabetical order (and the name will
change to “A->Z” or “Z->A”).
2. “Sort by color” will present several options based on the different colors
found throughout the column.
3. “Clear Filter From COLUMN NAME” will remove any filter from the
table. However, it will not return the data to it’s previous state if we are to
sort the information.
4. “Filter by color” will hide all other data that does not have the same color
as the option chosen.
5. “Number/Text Filters” has several default options such as Greater Than,
Top 10, Contains (specific text) and so on.
6. “Search” option allows for us to search for a specific number/text inside
the filtered information.
Sorting Examples
A few examples of how sorting
and filtering can help us
manipulate data:

1. Sort Smallest to Largest

(Alphabetical order if the
data is text).
2. Sort by color.
3. Filter by color.
4. Clear Filter From COLUMN
NAME.
5. Number filter (on column C)
– Greater Than 5
 Using the “Search” function to sort data based on a specific
criteria.
If we were to type the letters “Ja” in the “Search” bar
for column B (Name) the details below will already After applying the filter
showcase all the results that contain those two letters.

Applying a similar filter on the “Sales” column – all

values that contain the digit 4
Custom Sorting
 Custom Sorting
Custom Sorting allows for an unlimited amount of sorting levels. This can be done by using the “Add
Level” button.
• “Sort By” – will display a list of the available columns in the table.
• “Sort On” – will allow for 4 sorting options: “Values” / “Cell Color” / “Font Color” / “Cell Icon”.
• “Order” – will display sorting options based on the “Sort On”; For example:
• If we select “Values” in the “Sort On” category, we can choose “A-Z” in the “Order” category.
• If we select “Cell Color” in the “Sort On” category, we can choose colors from the ones available
in that specific table column.
F i n i s h e d S o r t e d Ta b l e
 Charts

• Charts are one of the most common ways to present data

visually.
• This module walks you through creating and modifying
charts in Excel.
 Charts
• Excel has several different types of charts, allowing you to choose
the one that best fits your data. In order to use charts effectively, you'll
need to understand how different charts are used.

• For the following examples, we are going to use a standard dataset

representing the number of sales for 5 different departments for 5
different years.
Department 2013 2014 2015 2016 2017
UK 657 879 605 717 562
US 512 793 517 833 799
SP 988 720 596 785 637
DE 588 519 605 676 893
FR 649 897 621 597 951
Let’s start by inserting a chart.
• We are first going to use a simple “vertical
bars” chart and try all of the common options
to see how they can all enhance or decrease
the amount of clarity provided to the data.

• To insert a chart, we first need to select the

Raw Data which will be showcased in the
chart and then go to the “Insert” Main Tab
and select either the wanted chart or the
“Recommended Charts” option.
 The following window will come up if we click on
“Recommended Charts” allowing us to choose
from a preset which Excel will find most useful.
 We can also click on “All Charts” to get the full
range or data charts available.
• Column Charts – uses vertical bars to compare
data.
• Line Charts – ideal for showcasing trends.
• Pie Chart – proportion comparison.
• Bar Charts – same as column charts but
horizontal.
• Area Chart – similar to line charts but the areas
under the lines are filled.
• Surface Charts – a 3D landscape ideal for large
data sets.
• In the first example we are going to chose a
Column Chart.
• The following image will appear in our
document, showcasing the differences
between department sales for each individual
year.
• Next off, Excel provides a wide range of
customization tools in order to modify the
data so that we can see exactly what we want
from it.

• Customization can be done through the • Data Labels, chart titles, legends, gridlines and trends
“Design” and “Format” Main Tabs. (all which can be done from the “Add Chart Element”
• There is enough customization to modify the option
data in any way shape or form we need. • Colors and dimensions which can be primarily done
• The most basic options include: from the “Format” Main Tab.
• We can also edit the data for our
chart, swap the axis and even
change the chart type with ease
using the options under the
“Design” Main Tab.

• Charts also provide a few handy

side options to further filter the
data as well as quickly adding
chart elements and changing
chart colors.
• These will pop-up in the upper-
right corner of any chart after you
click on it.
A few examples of changing chart types as well as
adding elements:
T h a n k Yo u