MICROSOFT

EXCEL
T H E U LT I M AT E G U I D E
Microsoft Excel is a spreadsheet program included in
the Microsoft Office suite of applications.
Spreadsheets present tables of values arranged in
rows and columns that can be manipulated
mathematically using both basic and complex
arithmetic operations and functions.
PARTS OF THE MS EXCEL
 PARTS OF THE MS EXCEL

Quick Access Toolbar – Collection of buttons that provide one click access
to commonly used commands such as Save, Undo or Redo. You can also
customize this according to your preference, we have instruction how to
customize here.

Title Bar – A bar the display the name of active workbook

Ribbon – The main set of commands and controls organized task in Tabs
and groups, you can also customize the ribbon according to your
preference, we got it covered in this instruction
PARTS OF THE MS EXCEL

Column Headings – The letters that appear along the top of the
worksheet to identify the different columns in the worksheet.
Worksheet Window – A window that displays an Excel worksheet,
basically this is where you work all the tasks.

Vertical Scroll Bar – Scroll bar to use when you want to scroll vertically
through the worksheet window.

Horizontal Scroll Ba r– Scroll bar to use when you want to scroll

horizontally through the worksheet window.
PARTS OF THE MS EXCEL
Zoom Controls – Used for magnifying and shrinking of the active
worksheet.

View Shortcuts – Buttons used to change how the worksheet content

is displayed. Normal, Page Layout or Page Break Preview.

Sheet Tabs – Tabs the display the name of the worksheet in the
workbook, by default its name sheet 1, sheet 2, etc. You can rename
this to any name the best represent to your sheet.

Sheet Tab Scrolling Buttons – Buttons to scroll the sheet tabs in the
workbook
 PARTS OF THE MS EXCEL
Row Headings – The number that appears on the left of the worksheet
window to identify the different rows.

Select All Button – A button that selects all the cells in the active
worksheet

Active Cell – The cell selected in the active worksheet

Name Box – A box that displays the cell reference of the active cell

Formula Bar – A bar that displays the value or formula entered in the
active cell

Office Button/File Tab – It provides access to workbook level features and

program settings. You will notice that in Excel 2007 there is a circle Office
button while on the Excel 2010 it replace with File Tab. If you click the
circle office button you will see this.
 KEYBOARD SHORTCUTS

Create a new workbook- Ctrl –N

Select entire Row- Shift- Space

Select entire Column- Ctrl-Shift-Down/Up

Add Hyperlink- Ctrl-K

Open Format Windows- Ctrl-1

Auto sum Selected Cells- Alt-=

 BASIC EXCEL FORMULAS
To add use + sign,

to subtract use the – sign,

to multiply use the * sign,

to divide use the / sign to use exponents use the ^ sign

Remember: All the formulas in Excel must begin in equal sign. Use parenthesis to
ensure certain calculations are done first.
 EXAMPLE
For Example:

(=)10+10*10 is different from (10+10)*10

Excel build in formulas

Average- AVERAGE ( cell range)

Sum- SUM (cell range)
Count- COUNT (cell range)

Remember: The series of specific cells are separated by comma (,) while cell
ranges are notated with a colon

For example:
=SUM(4,4) or SUM(A4,B4) or SUM(A4:B4)
SIMPLE CALCULATION
 EXCEL FORMULAS

Conditional Formatting

Conditional formatting allows you to change a cell's color based on the

information within the cell. For instance, if you want to flag certain
numbers that are above average or in the top 10% of the data in your
spreadsheet

To get started, highlight the group of cells you want to use conditional
formatting on. Then, choose "Conditional Formatting" from the Home
menu and select your logic from the dropdown. (You can also create your
own rule if you want something different.) A window will pop up that
prompts you to provide more information about your formatting rule.
Select "OK" when you're done, and you should see your results
automatically appear.
CONDITIONAL FORMATTING
 COMBINE CELLS USING “&”

Let's go through the formula together using an example. Pretend we want to

combine first names and last names into full names in a single column. To do
this, we'd first put our cursor in the blank cell where we want the full name to
appear. Next, we'd highlight one cell that contains a first name, type in an "&"
sign, and then highlight a cell with the corresponding last name.

Our example below uses this formula: =A2&" "&B2

But you're not finished. If all you type in is =A2&B2, then there will not be a space
between the person's first name and last name. To add that necessary space, use
the function =A2&" "&B2. The quotation marks around the space tell Excel to put
a space in between the first and last name.
COMBINE CELLS USING “&”
INSERTING ROWS AND COLUMNS

As you play with your data, you might find you’re constatntly needing
to add more rows and columns.

To add multiple rows and columns, highlight the same number of pre-
existing rows or columns that you want to add. Then right click and
select “ insert”
INSERTING ROWS AND COLUMNS
 AUTOFILL

This will let you fill adjacent cells with several types of data, including
values, series and formulas.

Select the cells you want to be the source , locate the fill handle in the
lower right corner of the cell and either drag the fill handle to cover
cells you want to fill or just double click
AUTOFILL
 FILTERS

Filters allow you to pare down your data to only look certain rows at
one time . In excel, a filter can be added to each column in your data.
From there , you can then choose which cells you want to view at
once.

Add filter by clicking the data tab and selecting “ filter”. Click the arrow
next to the column header and you’ll be able to choose whether you
want your data to be organized in ascending order as well as which
rows you want to show. Remember, Copy and Paste the values in the
spreadsheet when filter is on to do additional analysis in another
spreadsheet.
FILTERS
 SORT

Click on the data in the column you want to sort . Then click on the
“data” tab in your toolbar and look for the “ sort” option on the left. If
the “A” is on the top of “Z”you can just click on the button once. If the “Z
is on the top of the “A” click on the button twice. When you choose A on
top of Z it means you want to list alphabetically but if you choose Z on
top of A you are listing in reverse.
 REMOVE DUPLICATES

Larger data sets tends to have duplicate content. In situations like this
removing duplicates comes in handy.

To remove duplicates, highlight the row or column that you want to remove
duplicates of. Then go to the Data tab and select “Remove Duplicates”
(under tools). A pop up will appear to confirm which data you want to work
with. Select
“Remove Duplicates” and you’re good to go.
REMOVE BDUPLICATES
 PASTE SPECIAL

Highlight the column row you want to transpose. Right click and select
“copy”. Next, select the cells in your spreadsheet where you want to
transpose. Right click and select “Paste special”, when the module
appears, chose the option to transpose
PASTE SPECIAL
 TEXT TO COLUMN

First, highlight the column that you want to split up. Next go to the Data tab AND
SELECT “Text columns” . A module will appear with additonal information. First is
you need to select either “ DELIMINATED” or FIXED WIDTH”

"Delimited" means you want to break up the column based on characters such as
commas, spaces, or tabs.
"Fixed Width" means you want to select the exact location in all the columns that
you want the split to occur.
TEXT TO COLUMN
 FORMAT PAINTER

Don’t waste time repeating the same formatting commands over and over
agin. Use the format painter to easily copy the formatting from one area of
the worksheet to another. To do chose the cell you’d like to replicate, then
select the format painter option( paintbrush icon) from the top toolbar.
 PIVOT TABLE

Excel will automatically populate your Pivot Table, but you can always
change the order of the data. Then, you have four options to choose from.

* Report Filter: This allows you to only look at certain rows in your dataset.
For example, if I wanted to create a filter by house, I could choose to only
include students in Gryffindor instead of all students.

• Column Labels: These could be your headers in the dataset.

• Row Labels: These could be your rows in the dataset. Both Row and
Column labels can contain data from your columns (e.g. First Name can
be dragged to either the Row or Column label — it just depends on how
you want to see the data.)
PIVOT TABLE

* Value: This section allows you to look at your data differently.

Instead of just pulling in any numeric value, you can sum, count,
average, max, min, count numbers, or do a few other manipulations
with your data. In fact, by default, when you drag a field to Value, it
always does a count. Since I want to count the number of students in
each house, I'll go to the pivot table and drag the House column to
both the Row Labels and the Values. This will sum up the number of
students associated with each house.
PIVOT TABLE
IF FUNCTIONS

At its most basic level, Excel’s IF function lets you see if a condition
you set is true or false for a given value. If the condition is true, you
get one result. If the condition is false, you get another result. Before
we dive in, let’s take a look at the this function’s syntax:

=IF(logical_test, value_if_true, [value_if_false]) With values, this could

be: =IF(A2>B2, “Over Budget”, “OK”)
IF FUNCTIONS
 COUNTIF FUNCTION
With the COUNTIF function, Excel can count the number of times a word or
number appears in any range of cells. For example, let's say I want to count
the number of times the word "Gryffindor" appears in my data set.
The formula: =COUNTIF(range, criteria)
The formula with variables from our example below:
=COUNTIF(D:D,"Gryffindor") In this formula, there are several variables:

• Range: The range that we want the formula to cover. In this case, since
we're only focusing on one column, we use "D:D" to indicate that the first
and last column are both D. If I were looking at columns C and D, I would
use "C:D."

* Criteria: Whatever number or piece of text you want Excel to count. Only
use quotation marks if you want the result to be text instead of a number. In
our example, the criteria is "Gryffindor." Simply typing in the COUNTIF
formula in any cell and pressing "Enter" will show me how many times the
word "Gryffindor" appears in the dataset.
COUNTIF FUNCTION
SUMIF FUNCTION
With the SUMIFS function, you can add up cells that meet certain
criteria. Here’s your formula: =SUMIFS(sum_range, criteria_range1,
criteria1, [criteria_range2, criteria 2],...)

That’s a lot of criteria. Let’s dive deeper into each part:

• Sum_range: This is the range of cells you’re going to add up.

• Criteria_range1: This is the range that is being searched for your

first value, also known as...

* Criteria1: This is the specific value that determines which cells in

Criteria_range1 will be added together. Remember to use quotation
marks if you’re searching for text. As you can see in the formula
syntax, you can add as many different criteria to the formula as you
like.
 IF AND/OR
The final member of the IF function family are the OR and AND functions. As
their name gives away, these functions check multiple arguments and returns
either TRUE or FALSE depending on if at least one of the arguments is true (this
is the OR function), or if all of them are true (this is the AND function).

Lost in a sea of “and’s” and “or’s”? Don’t check out yet. In practice, OR and AND
functions will never be used on their own. They need to be nested inside of
another IF function.
Recall the syntax of a basic IF function: =IF(logical_test, value_if_true,
[value_if_false]) Now, let’s fit an OR function inside of the logical_test:
=IF(OR(logical1, logical2), value_if_true, [value_if_false])

In plain English, this combined formula allows you to return a value if one of two
conditions are true, as opposed to just one. Ultimately with AND/OR functions,
your formulas can be as simple or complex as you want them to be, as long as
you understand the basics of the IF function.
 VLOOKUP

Have you ever had two sets of data on two different spreadsheets that
you want to combine into a single spreadsheet? For example, you might
have a list of people's names next to their email addresses in one
spreadsheet, and a list of those same people's email addresses next to
their company names in the other — but you want the names, email
addresses, and company names of those people to appear in one place.

Before you use the formula, though, be absolutely sure that you have at
least one column that appears identically in both places

The formula: =VLOOKUP(lookup value, table array, column number, [range

lookup])

The formula with variables from our example below:

=VLOOKUP(C2,Sheet2!A:B,2,FALSE)
 VLOOKUP
In this formula, there are several variables. The following is true when you
want to combine information in Sheet 1 and Sheet 2 onto Sheet 1.

• Lookup Value: This is the identical value you have in both

spreadsheets. Choose the first value in your first spreadsheet. In the
example that follows, this means the first email address on the list, or
cell 2 (C2).

* Table Array: The range of columns on Sheet 2 you're going to pull your
data from, including the column of data identical to your lookup value (in
our example, email addresses) in Sheet 1 as well as the column of data
you're trying to copy to Sheet 1. In our example, this is "Sheet2!A:B." "A"
means Column A in Sheet 2, which is the column in Sheet 2 where the
data identical to our lookup value (email) in Sheet 1 is listed. The "B"
means Column B, which contains the information that's only available in
Sheet 2 that you want to translate to Sheet 1.
 VLOOKUP
• Column Number: If the table array (the range of columns you just
indicated) this tells Excel which column the new data you want to copy
to Sheet 1 is located in. In our example, this would be the column that
"House" is located in. "House" is the second column in our range of
columns (table array), so our column number is 2. [Note: Your range can
be more than two columns. For example, if there are three columns on
Sheet 2 — Email, Age, and House — and you still want to bring House
onto Sheet 1, you can still use a VLOOKUP. You just need to change the
"2" to a "3" so it pulls back the value in the third column:
=VLOOKUP(C2:Sheet2!A:C,3,false).]

* Range Lookup: Use FALSE to ensure you pull in only exact value
matches.
VLOOKUP
 INDEX MATCH

INDEX MATCH formulas work right-to-left, whereas VLOOKUP formulas

only work as a left-to-right lookup. In other words, if you need to do a
lookup that has a lookup column to the right of the results column,
then you'd have to rearrange those columns in order to do a VLOOKUP.
This can be tedious with large datasets and/or lead to errors. So if I
want to combine information in Sheet 1 and Sheet 2 onto Sheet 1, but
the column values in Sheets 1 and 2 aren't the same, then to do a
VLOOKUP, I would need to switch around my columns. In this case, I'd
choose to do an INDEX MATCH instead.
 INDEX MATCH
The formula: =INDEX(table array, MATCH formula) This becomes: =INDEX(table
array, MATCH (lookup_value, lookup_array)) The formula with variables from our
example below: =INDEX(Sheet2!A:A,(MATCH(Sheet1!C:C,Sheet2!C:C,0)))

Here are the variables:

* Table Array: The range of columns on Sheet 2 containing the new data you
want to bring over to Sheet 1. In our example, "A" means Column A, which
contains the "Patronus" information for each person.
* Lookup Value: This is the column in Sheet 1 that contains identical values in
both spreadsheets. In the example that follows, this means the "email" column
on Sheet 1, which is Column C. So: Sheet1!C:C.
* Lookup Array: This is the column in Sheet 2 that contains identical values in
both spreadsheets. In the example that follows, this refers to the "email"
column on Sheet 2, which happens to also be Column C. So: Sheet2!C:C. Once
you have your variables straight, type in the INDEX MATCH formula in the top-
most cell of the blank Patronus column on Sheet 1, where you want the
combined information to live.
INDEX MATCH
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