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Excel Beginner
Excel Beginner
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Table of Contents
Introduction
Chapter 1 Understand the basics of Excel
Chapter 2 Basic and Advanced Formulas in Excel
Chapter 3 Tips for Conditional Formatting
Chapter 4 Tips to Create Charts and Reports in Excel
Chapter 5 Tips and Tricks to Increase the Productivity of Excel
Conclusion
Introduction
Microsoft Excel with its extensive features and functions is accessible throughout the world. Its formulas make
manipulations and computations worth easy. Microsoft Excel is a spreadsheet and looks like workbooks. It has several
rows, columns, and several sheets. There is grid system. It is not only the data keeping tool, but it is far more than this.
It keeps all your records in multiple sheets. Now you do not need any cupboards for saving your files.
Excel has been widely used in maintaining data and make complex mathematical problems simple. Excel makes your
work beautiful and convincing. It customizes your information in the best simpler way.
Getting started with Microsoft Excel is very simple. It's basic and advanced formulas help you a lot to compute your
data. You will manipulate your data in the least time. Most of your work has been done with little effort.
The conditional formatting is another feature in Microsoft Excel that highlights the required text of the spreadsheet. The
book has been designed for the beginners so that they can know the different characteristics of the Excel and make them
in use to make their work easier.
Charts and reports are harder parts to do. Excel also provides you this Facility. You can select the right graph and
customize your data in it.
Because of The specialties of MS Excel, Many organizations and businesses tend towards it. In this book, each and
every step of MS Excel has been defined, and pictures have been provided to you for your better understanding.
Download and read this book and get yourself the master of it.
The five important things you have to look for on the screen:
1. Quick access toolbar
It is the main toolbar. Firstly when you start Microsoft Excel there will be only three icons that are Save, Redo, and
Undo. You can add more images here to have quick access.
2. Formula Bar
Formula Bar is used, when you will write some Formula in the cell of the spreadsheet. It will appear on the Bar and
shows its relevance when you start making the methods.
3. Ribbon
It is a menu bar, but it is expanded form of it. Excel has thousands of features, and they have been grouped in the
various lists. Some ribbons are Home, Page Layout, Preview, Developer, and Data, etc.
4. Spreadsheet Grid.
It is the main thing where your work will be done. It contains all the charts, drawings, data, numbers and calculations.
It has several rows and columns. By scrolling bottom and right, you can see more columns and rows.
There are many sheets. If you have to use other sheets then only go to layer name and click it, or you can also use the
How to use it
It is same as the notebook. You can make new spreadsheet by Going into a HOME>NEW. And then new sheet will
appear. It has many sheets.
There are many rows and columns. There are grids like structure. Each box is called a cell. Multiple columns can be
selected by dragging from column" A" to wherever you want to drag the mouse. If you think that cell is not enough for
your data, then you can expand the cell.
There are certain built-in formats in Excel. Such as if you write the Date in the cell, it will automatically format it. You
can save your work by pressing CTRL+S or BY going into HOME>SAVE AS. You can use ribbons for applying
different features and functionalities and can make your spreadsheet eye-catching and by using formulas you can make
manipulations easy.
Conditional formatting
Conditional Formatting is one of the features in Excel which is mostly used. It will be more useful in future times. It
highlights the data which fulfilled the required conditions.
For instance, if we have to highlight the top companies in the spreadsheet on the bases of their profits than Conditional
formatting will show you the result of matching with the formatting rule. Conditional formatting combines those data
and formulas that meet the conditions and then show the results.
customization.
Keyboard shortcuts
*Shortcuts for selection
For selecting whole column (CTRL+SPACE)
For selecting entire row (SHIFT+SPACE)
Mouse shortcuts
* Adjusting widths by selecting columns and double clicking on the separator
*Double click in the corner, just above scroll bar to include a split
* By double clicking the ribbon, it will collapse to give you more space
*Auto-fill a series of cells with data or formulas by just double clicking.
Summation Formula
Summation formula has been used for addition. If there are juxtaposed cells and you have to add them, then you should
write it like this when adding cells from A1 to A14
=SUM (A1: A14)
If cells are in one line and they are one after another, then you can only write it as
=SUM and clicking on the cells that you would like to include
Average formula
This formula will give a standard function. In many cases function of average has been used such as computing the
class average, calculating the average result of class in particular subjects.
And there are many other uses of average.
SYNTAX:
=Average (A1: A14)
Cells are from A1 to A14
IF Condition
IF is mostly used for the possibilities of the situation.
For instance, the head of organization wants to know that if its stock is less than 20 percent or not. So it will set the
formula in excel as this
8. Find Duplicates
Duplicate values and records can be discovered by conditional formatting. For instance, in the column shown below,
Dogs is repeated twice. To solve this select the values you want to format and apply the formula based rule.
Avoid the first cell and use this following formatting to highlight only following values.
SYNTAX: =COUNTIF ($A$2; $A2, A2)>1
There is built in Find Duplicates rule in Excel 2007 and 2010's, But it has limitations. Firstly you cannot do your
own desired formatting. They don't provide much flexibility in formatting.
Secondly, this rule will require all duplicate values. It is not in your hands to ignore the first and keep the following
values highlighted.
9. Discrepancies can be found
One of the main tasks is to verify data. The conditional formatting of Microsoft Excel helps you to avoid the
inconsistencies in your workbooks. There is a figure below which shows the cross footing. It is a new and standard
accounting tool. It is the process in which comparison is drawn between double-checking totals and subtotals across
rows and columns like in the figure cell F16 has shown.
The discrepancy will be harder on that point when the two values that have to be totaled, are not matching. It's up to
you to select any of the formulae from cross foot and then apply the rule as shown below.
10.
Using the rules, you can easily find out the smallest and largest duplicates values in Excel. But it will require bit
harder work like you have to build up a more complicated rule to highlight them. If you see in the figure, there appears
a value three in the column which is the lowest value; But Excel will also highlight value 5 in its every occurrence.
To make it a stable spreadsheet, its mandatory to apply range name to your information before using the rules of
conditional formatting. To find duplicate value, you can also use these formulas of MIN () and MAX () function.
Instead of entering the records from largest to smallest to make the graph look in better form, the user can sort the
graph by just one click. For sorting the graph:
1. Click Data
Sort
2. Select the way of sorting the graph i.e. from largest to smallest or vice versa.
These lines are unhelpful, distracting and unnecessary; therefore eliminate them from the graphs by the following steps:
1. Click on Chart Layout
Gridlines
To exclude the margins from the graphs, below are the steps shown:
1. Double click on the date axis; a dialog box will be open.
2. Click on Axis Options and click on on tick marks at the bottom.
3. Click close.
layout
labels
Chart title.
This makes the data clarification much laborious as a result chart looks senseless and non-understandable. If the data
consists of lengthy labels, the better option is to expand the chart horizontally to make enough room for the labels as
shown.
Tables
Pivot table.
2. In creating pivot table dialog box, check the select table range and verify the cells range in the range box.
3. Select existing worksheet to locate the report in the specific location. Specify the very first cell where the
pivot table report should be placed
4. OR, for placing the report in a new spreadsheet, click New worksheet
5. Click OK.
There are several tips and tricks that are mentioned below to maximize the productivity of excel:
After that whenever the user enters the percentage in number, excel will place 3 digits after the decimal. Thus 2
becomes .002, 100 becomes .1 and 5432 becomes 5.432 etc.
1. Click on File
option
proofing
2. In this dialog box type the words that should be replaced in the replace text field and with what those words
replace; type them in the with text field as shown below.
Conditional Formatting:
This feature allows the user to modify the appearance of the cells to meet any defined standard. This technique
categorizes the significant data which is crucial for much analysis. To take advantage of this feature, it is present in the
versions of 2007 and 2010.
Pivot Tables:
It permits the user to add raw data in any method and create it in numerous ways for sorting data into the tables. It may
be used to see at revenue data through the client, through month booked, through the type of offering, or by means of
any descriptive field is captured.
Get the list of all unique values in the column by alt+down arrow:
This feature could save much time that the user might waste in typing considerably. Let suppose the user is entering the
data in the column with status i.e. completed or done.
Rather of typing the same status over and over again, the user simple needs to type it in two cells; after which use the
shortcut alt+down arrow. It provides the user to list the entire unique entries and which can be quickly selected from
the list.
These are the several easy Microsoft Excel tips that can be used the user to improve the productivity and save much
time.
Conclusion
This book has been designed to let you know about the usage of Excel, its features, and functions. To start your career
with MS Excel, you do not need to panic. Simply you have to get started with it. In this book concepts of basics of
Excel are explained, basic formulas and advanced methods are discussed with examples to strengthen the readers'
concept.
Different tricks have been provided to you to make your work more beautiful, customized and readable. Conditional
formatting and elaboration of charts and reports are well-defined. Fundamentals of Excel are explained in a concise
way so that reader can get more knowledge in the least time. Different images and pictures have been inserted to have
your clarity of concepts.
Tips to increase Excels productivity are also defined. It keeps records and a large number of data in the compatible
and customized form. It makes your work tempting and eye-catching.