Facilitator Shehryar Aman

Objectives
Commands

Formulas
If And Or Sum SumIf Average Count CountA Countif Iserror Rank Concatenate Upper Lower Proper Round Round Up Round Down

Formulas
Max Min Trim Left Right LEN Networkdays Vlookup

Header and Footer Comments Chart Cell Format Conditional Formatting Paste Special Share Workbook Protection - Worksheet Protection - File Formula Auditing Data Sorting Filter Subtotals Validation Text to Columns Consolidate Pivot Table and Charts

Commands

Header and Footer

To provide useful information in your worksheet printouts
Insert elements such as page numbers, the date and time,

and the file name.

Steps: Click on Insert Tab Click Header Footer in the Text Group
Short Cut: Alt + v + h

Comments
Add a note to a cell by inserting a comment Edit the text in comments and delete comments that you

no longer need
Steps: Click on the cell where you want to enter comments Click on Review Tab Click on New Comment in the Comment Group
Short Cut: Alt + i + m

Chart
Excel provides a variety of chart types that you can choose from

when you create a chart.

Steps: Select the data range for which you want to create chart Click on Insert Tab Click on the type of chart that you want to insert from Charts Group Short Cut: Alt + i + h Or Click on data table Press F11

Cell Format
This command is used to change the properties of a cell i.e. data

type, alignment, font, border and patterns etc.

Steps: Click on the cell that you want to format Click on Home tab Click on Format in the Cells Group Select Format Cells Short Cut: Alt + o + e Or Ctrl + 1

Conditional Formatting
Help you visually explore and analyze data, detect

critical issues, and identify patterns and trends.

Steps: Click on the cell or range of cells on which you want to apply conditional format Click on Home tab Click on conditional formatting in the Styles Group Short Cut: Alt + o + d

Paste Special
Used to copy complex items from a worksheet and paste them into the

same worksheet or another Excel worksheet using only specific attributes of the copied data, or a mathematical operation that you want to apply to the copied data.
Steps:
Copy the desired data Click on the area where you want to paste Click on Paste in the Clipboard Group

Click on Paste Special

Click on the desired attribute

Short Cut:
Alt + e + s

Share Workbook
You can create a shared workbook to allow multiple users

on a network to view and make changes at the same time. Each user who saves the workbook sees the changes made by other users.
Steps:
Open the file that you want to share Click on Review tab

Click on Share workbook in the Changes Group

To track changes:
Click on Review tab Click on Track Changes or Highlight changes in the Changes Group

Protection - Worksheet
When you share a workbook with other users so that you can

collaborate on the data, you may want to protect data in specific worksheet or workbook elements to prevent it from being changed
Steps: Select the cells for which you want to protect the data
Change the cell properties to Locked Click on Review tab Click on Protect Sheet in the Changes Group

Short Cut
Alt + t + p + p

Protection - File
You can help secure an entire workbook by restricting

who can open and use the workbook data and by requiring a password to view or to save changes to the workbook
Steps: Click on File tab Click on Save As Click on Tool icon Click on General Options Enter the password of your choice to open or to modify

Formula Auditing
Understanding how a nested formula calculates the

final result is difficult because there are several Intermediate calculations and logical tests.
Steps: Click on the cell for which you want to evaluate the formula Click Formulas tab Select the desired option from Formula Auditing Group

Data Sorting
Sorting data helps you quickly visualize and

understand your data better, organize and find the data that you want, and ultimately make more effective decisions.
Steps: Select all the data that you want to sort Click on Data tab Click on Sort in the Sort & Filter Group Select the order in which you want to sort i.e. descending or ascending

Filters
Filtered data displays only the rows that meet

criteria that you specify and hides rows that you do not want displayed
Steps: Select the desired headers of a row Click on Data tab Click on Filters in the Sort & Filter Group

Subtotals
You can automatically calculate subtotals and grand totals in a list for a

column by using the Subtotal command

Steps:
Sort the data in context of the data for which you want to calculate the

subtotal Select all the data range Click on Data tab Click on Subtotals in the Outline Group Set the desired criteria

Shortcut:
Alt + d + b

Validations
You may want to restrict data entry to a certain range of dates, limit

choices by using a list, or make sure that only positive whole numbers are entered.
Steps: Click on the cell where you want to apply the validation
Click on Data tab Click on Data Validation in the Data Tools Group In the Settings tab, select the type of validation that you want to apply

Optionally, display an input message when the cell is clicked, through the

Input message tab Specify how you want Microsoft Office Excel to respond when invalid data is entered from the Error Alert tab

Text to Column
Depending on your data, you can split the cell content based on a

delimiter, such as a space or a comma, or based on a specific column break location within your data.
Steps: Select the data range that needs to be separated
Click on Data tab Click on Text to columns in the Data Tools Group Select the desired mode of data separation i.e. Delimited or fixed length.

Shortcut:
Alt + d + e

Consolidate
To summarize and report results from separate worksheets, you can

consolidate data from each separate worksheet into a master worksheet.

Steps: Set up the data to be consolidated on each separate worksheet
The data in all the sheets should have same headers In the master sheet click on Data tab Click on Consolidate in the Data Tools Group

Select the desired function

Separately browse all the files as references

Shortcut:
Alt + d + n

Pivot Tables and Charts

To analyze numerical data in depth and to answer

unanticipated questions about your data, use a PivotTable or PivotChart report

Steps:
Select the data range Click on Insert tab Click on Pivot table and Pivot Chart Report

Arrange the data as you desire to view it

Shortcut:
Alt + d + p

Formulas / Functions

Logical Function - If
This function tests a condition. If the condition is met it is

considered to be TRUE. If the condition is not met it is considered as FALSE. Depending upon the result, one of two actions will be carried out.
Syntax:
=IF(Condition,ActionIfTrue,ActionIfFalse)

Example:
Name Alan Bob Carol Sales 1000 6000 2000 Target 5000 5000 4000 Result Not Achieved Achieved Not Achieved =IF(C4>=D4,"Achieved","Not Achieved") =IF(C5>=D5,"Achieved","Not Achieved") =IF(C6>=D6,"Achieved","Not Achieved")

Logical Function - And

This function tests two or more conditions to see if they are

all true. It can be used to test that a series of numbers meet certain conditions.
Syntax:
=AND(Test1,Test2)

Note that there can be up to 30 possible tests. Example:

Items To Test 500 500 25 800 25 500 12 Result TRUE FALSE FALSE TRUE =AND(C4>=100,D4>=100) =AND(C5>=100,D5>=100) =AND(C6>=100,D6>=100) =AND(D7>=1,D7<=52)

Logical Function - Or
This function tests two or more conditions to see if any of

them are true. It can be used to test that at least one of a series of numbers meets certain conditions.
Syntax:
=OR(Test1,Test2) Note that there can be up to 30

possible tests. Example: Order

No.
AB001 AB002 AB003 AB004

Cost
1000 1000 2000 5000

Payment Type
Cash Visa Cheque Delta

Handling Charge 5 5 =IF(OR(E4="Visa",E4="Delta"),5,0) =IF(OR(E5="Visa",E5="Delta"),5,0) =IF(OR(E6="Visa",E6="Delta"),5,0) =IF(OR(E7="Visa",E7="Delta"),5,0)

Sum
This function creates a total from a list of numbers. It can

be used either horizontally or vertically. The numbers can be in single cells, ranges are from other functions.
Syntax:
=SUM(Range1,Range2,Range3... through to Range30)

Example:
Horizontal 100 200 300 600 =SUM(C4:E4)

Vertical 100 200 300 600

=SUM(C7:C9)

Sumif
This function adds the value of items which match criteria set by the

user.
Syntax:
=SUMIF(RangeOfThingsToBeExamined,CriteriaToBeMatched,Rang

eOfValuesToTotal) Example:
Item Brakes Tyres Brakes Service Service

Date 1-Jan-98 10-May-98 1-Feb-98 1-Mar-98 5-Jan-98

Cost 80 25 80 150 300

Total cost of all Brakes bought. Total of items costing 100 or above.

160 1000

=SUMIF(C4:C12,"Brakes",E4:E12) =SUMIF(E4:E12,">=100")

Count
This function counts the number of numeric entries in a

list. It will ignore blanks, text and errors.

Syntax:
=COUNT(Range1,Range2,Range3... through to Range30)

Example:
10 10 10 10 10 Entries To Be Counted 21:30 0.028061 30 30 30 30 30 Count 3 3 2 2 2 =COUNT(C8:E8) =COUNT(C9:E9) =COUNT(C10:E10) =COUNT(C11:E11) =COUNT(C12:E12)

Hello #DIV/0!

CountA
This function counts the number of numeric or text entries

in a list. It will ignore blanks.

Syntax:
=COUNTA(Range1,Range2,Range3... through to

Range30) Example:
10 10 10 Entries To Be Counted 0.802411 Hello 30 30 30 Count 3 2 3 =COUNTA(C9:E9) =COUNTA(C10:E10) =COUNTA(C11:E11)

Countif
This function counts the number of items which match

criteria set by the user.

Syntax:
=COUNTIF(RangeOfThingsToBeCounted,CriteriaToBe

Matched) Example:

Item Brakes Tyres Brakes Service

Date 1-Jan-98 10-May-98 1-Feb-98 1-Mar-98

Cost 80 25 80 150 2 1 =COUNTIF(C4:C12,"Brakes") =COUNTIF(E4:E12,">=100")

How many Brake Shoes Have been bought. How many items cost 100 or above.

Average
This function calculates the average from a list of numbers.

If the cell is blank or contains text, the cell will not be used in the average calculation. If the cell contains zero, the cell will be included in the average calculation. Syntax: =AVERAGE(Range1,Range2,Range3..., Range30) Example:
Mon 30 0 Tue 31 0 Wed 32 0 Thu Fri Sat 29 26 28 4 6 3 Sun 27 1 Average 29 2

Temp Rain

=AVERAGE(D4:J4) =AVERAGE(D5:J5)

Iserror
This function tests a cell or calculation to determine

whether an error has been generated. It will show TRUE for any type of error and FALSE if no error is found.
Syntax:
=ISERROR(CellToTest)

Example:
Formula 10/0 sum(Alan) sum("Alan") Cell to test 3 #DIV/0! #NAME? #VALUE! #N/A Result FALSE TRUE TRUE TRUE TRUE =ISERROR(D4) =ISERROR(D5) =ISERROR(D6) =ISERROR(D8) =ISERROR(D10)

Concatenate
This function joins separate pieces of text into one item.
Syntax:
=CONCATENATE(Text1,Text2,Text3...Text30)

Example:
Name 1 Alan Bob Carol Alan Name 2 Jones Williams Davies Jones Concatenated Text AlanJones BobWilliams CarolDavies Alan Jones

=CONCATENATE(C4,D4) =CONCATENATE(C5,D5) =CONCATENATE(C6,D6) =CONCATENATE(C7," ",D7)

Upper
This function converts all characters in a piece of text to

upper case.
Syntax:
=UPPER(TextToConvert)

Example:
Original Text alan jones bob smith carOl wiLLiamS cardiff abc123 Upper Case ALAN JONES BOB SMITH CAROL WILLIAMS CARDIFF ABC123 =UPPER(C4) =UPPER(C5) =UPPER(C6) =UPPER(C7) =UPPER(C8)

Lower
This function converts all characters in a piece of text to

lower case.
Syntax:
=LOWER(TextToConvert)

Example:
Upper Case Text ALAN JONES BOB SMITH CAROL WILLIAMS CARDIFF ABC123 Lower Case alan jones bob smith carol williams cardiff abc123

=LOWER(C4) =LOWER(C5) =LOWER(C6) =LOWER(C7) =LOWER(C8)

Proper
This function converts the first letter of each word to

uppercase, and all subsequent letters are converted to lower case.

Syntax:
=PROPER(TextToConvert)

Example:
Original Text alan jones bob smith caRol wILLIAMS cardiff ABC123 Proper Alan Jones Bob Smith Carol Williams Cardiff Abc123 =PROPER(C4) =PROPER(C5) =PROPER(C6) =PROPER(C7) =PROPER(C8)

Round
This function rounds a number to a specified amount od

decimal places. If 0 is used the number is rounded to the nearest whole number. If a negative amount of rounding is used the figures to the left of the decimal point are rounded. Syntax: =ROUND(NumberToRound,DecimalPlacesToUse) Places Example: To Rounded
Number Round 1.47589 0 1.47589 1 1.47589 2 13643.47589 -1 13643.47589 -2 Number 1 1.5 1.48 13640 13600 =ROUND(C4,D4) =ROUND(C5,D5) =ROUND(C6,D6) =ROUND(C7,D7) =ROUND(C8,D8)

Roundup
This function rounds a number up to a specified amount of

decimal places. If 0 is used the number is rounded up to the nearest whole number. If a negative amount of rounding is used the figures to the left of the decimal point are rounded. Syntax: =ROUNDUPNumberToRound,DecimalPlacesToUse) Example: Places To Rounded
Number 1.47589 1.47589 1.47589 13643.48 13643.48 Round 0 1 2 -1 -2 Up 2 1.5 1.48 13650 13700 =ROUNDUP(C4,D4) =ROUNDUP(C5,D5) =ROUNDUP(C6,D6) =ROUNDUP(C7,D7) =ROUNDUP(C8,D8)

Rounddown
This function rounds a number down to a specified amount

of decimal places. If 0 is used the number is rounded down to the nearest whole number. If a negative amount of rounding is used the figures to the left of the decimal point are rounded. Syntax: =ROUNDDOWN(NumberToRound,DecimalPlacesToUse) Example: Places To Rounded
Number 1.47589 1.47589 1.47589 13643.48 13643.48 Round 0 1 2 -1 -2 Down 1 1.4 1.47 13640 13600 =ROUNDDOWN(C4,D4) =ROUNDDOWN(C5,D5) =ROUNDDOWN(C6,D6) =ROUNDDOWN(C7,D7) =ROUNDDOWN(C8,D8)

Max
This function picks the highest value from a list of

data.
Syntax: =MAX(Range1,Range2,Range3... through to Range30) Example:
Values 120
Dates 1-Jan-98 800 100 120 250

Maximum 800
Maximum 27-Dec-98

=MAX(C4:G4)

25-Dec-98

31-Mar-98

27-Dec-98

4-Jul-98

=MAX(C7:G7)

Min
This function picks the lowest value from a list of data.
Syntax: =MIN(Range1,Range2,Range3... through to Range30) Example:
Values 120 Dates 1-Jan-98 800 100 120 250 Minimum 100 Maximum 1-Jan-98 =MIN(C4:G4)

25-Dec-98

31-Mar-98

27-Dec-98

4-Jul-98

=MIN(C7:G7)

Trim
This function removes unwanted spaces from a piece of

text. The spaces before and after the text will be removed completely. Multiple spaces within the text will be trimmed to a single space
Syntax:
=TRIM(TextToTrim)

Example:
Original Text ABCD A B C D Alan Jones ABCD Trimmed Text ABCD ABCD Alan Jones ABCD =TRIM(C4) =TRIM(C5) =TRIM(C6) =TRIM(C7)

Left
This function displays a specified number of characters

from the left hand side of a piece of text.

Syntax:
=LEFT(OriginalText,NumberOfCharactersRequired)

Example:
Text Alan Jones Alan Jones Alan Jones Cardiff ABC123
Number Of Characters Required 1 2 3 6 4

Left String A Al Ala Cardif ABC1

=LEFT(C4,D4) =LEFT(C5,D5) =LEFT(C6,D6) =LEFT(C7,D7) =LEFT(C8,D8)

Right
This function displays a specified number of characters

from the right hand side of a piece of text.

Syntax:
=RIGHT(OriginalText,NumberOfCharactersRequired)

Example:
Original Text Alan Jones Alan Jones Alan Jones Cardiff ABC123 Number Of Characters Required 1 2 3 6 4 Right String s es nes ardiff C123

=RIGHT(C4,D4) =RIGHT(C5,D5) =RIGHT(C6,D6) =RIGHT(C7,D7) =RIGHT(C8,D8)

Len (length)
This function counts the number of characters, including

spaces and numbers, in a piece of text.

Syntax:
=LEN(Text)

Example:
Text Alan Jones Bob Smith Carol Williams Cardiff ABC123 Length 10 9 14 7 6 =LEN(C4) =LEN(C5) =LEN(C6) =LEN(C7) =LEN(C8)

Networkdays
This function will calculate the number of working days

between two dates. It will exclude weekends and any holidays.

Syntax:
=NETWORKDAYS(StartDate,EndDate,Holidays)

Example:
Start Date 1-Mar-98 25-Apr-98 24-Dec-98 End Date 7-Mar-98 30-Jul-98 5-Jan-99 Work Days 5 69 9 =NETWORKDAYS(C4,D4) =NETWORKDAYS(C5,D5) =NETWORKDAYS(C6,D6)

Rank
This function calculates the position of a value in a list

relative to the other values in the list. Syntax: =RANK(NumberToRank,ListOfNumbers,RankOrder)

Using 0 will rank larger numbers at the top.

Using 1 will rank small numbers at the top.
Ranking Position High to Low Ranking Position Low to High

Example:
Values 7 4 25 8 16 Values 7 4 25 8 16 2 1 5 3 4 =RANK(C11,C11:C15,1) =RANK(C12,C11:C15,1) =RANK(C13,C11:C15,1) =RANK(C14,C11:C15,1) =RANK(C15,C11:C15,1)

4 5 1 3 2

=RANK(C4,C4:C8) =RANK(C5,C4:C8) =RANK(C6,C4:C8) =RANK(C7,C4:C8) =RANK(C8,C4:C8)

vlookup
This function scans down the row headings at the side of a

table to find a specified item. When the item is found, it then scans across to pick a cell entry. Syntax:
=VLOOKUP(ItemToFind,RangeToLookIn,ColumnToPickFrom,SortedOrUnsorted)

Example:
col 1 Jan Feb Mar col 2 10 80 97 col 3 20 90 69 col 4 30 100 45 col 5 40 110 51 col 6 50 120 77

Type a month to look for : Which column needs to be picked out : The result is :

Feb 4 100 =VLOOKUP(G11,C6:H8,G12,FALSE)

Thank You