Professional Documents
Culture Documents
MS Excel Notes
MS Excel Notes
Trainer -
Nitin Kakani
B.E. (Mech) from COEP, Pune
MMS (Marketing) from Sydenham, Mumbai University
Getting Familiar with Main Screen Parts
Cell Name Formula Bar
Active Cell
Select All
Column
Button
Row
Sheet Tab
Zoom Cursor
Microsoft Excel 2007 ‐ Advance Course @ DABS
Types of Data
Three Main Types
– Labels
– Values
– Date/Time
Microsoft Excel 2007 ‐ Advance Course @ DABS
Entering Data
Speeding up Data Entry
Use the mouse for smaller data sets
Speed up your data entry use the keyboard
– Click on the cell where you want the data to go.
– Type your data into the cell.
– Press the ENTER/ TAB/ ARROW key
Ctrl + Home keys: moves the active cell highlight to cell A1.
Ctrl + End keys: moves the active cell highlight to the last cell of the spreadsheet
containing data.
Ctrl + Down Arrow keys: moves the active cell highlight to the last row of the
spreadsheet without changing columns
Ctrl + Up Arrow keys: moves the active cell highlight to the first row of the
spreadsheet without changing columns.
Ctrl + Page Down keys: moves the active cell highlight to the next sheet of the
spreadsheet.
Ctrl + Page Up keys: moves the active cell highlight to the previous sheet of the
spreadsheet
Microsoft Excel 2007 ‐ Advance Course @ DABS
Inserting Rows and Columns
Insert Additional Row
. – Alt-I-R
– You can right click on Row heading and Use Insert Option
– Alt I C
Alt-I-C
– You can right click on Row heading and Use Insert Option
Rename Worksheet
Microsoft Excel 2007 ‐ Advance Course @ DABS
Formatting Excel
Number Formatting
– Percent, Comma, Date, Currency
Text Formatting
– Bold, Font Type, Font Colour, Underline
Cell Formatting
– Colour, Border
Microsoft Excel 2007 ‐ Advance Course @ DABS
Professional Formatting Tips (1/2)
Use Appropriate Titles
– Avoid using Large Row/ Column Headings
Align Text
– Horizontal: Left/ Center
Microsoft Excel 2007 ‐ Advance Course @ DABS
Shortcut Key for Formatting
F4
– Repeats last command within the worksheet
• Especially useful in quick addition or deletion of
rows/ columns
• Copying formatting (color, font size, number
format, etc.) of particular cell or last formatted cell
to other cells
Microsoft Excel 2007 ‐ Advance Course @ DABS
Professional Formatting Tips (2/2)
Number Formatting
– Use Comma Separators
Microsoft Excel 2007 ‐ Advance Course @ DABS
Inserting Comments
Used to p
put remarks for p
particular cell
Shortcut Key - Shift F2
– Also accessible through “Review”
Review option in
the toolbar
Microsoft Excel 2007 ‐ Advance Course @ DABS
Freeze Panes
Microsoft Excel 2007 ‐ Advance Course @ DABS
Protect Sheet
Microsoft Excel 2007 ‐ Advance Course @ DABS
Sorting
Useful for Organizing data
– Arranging entries in alphabetical order
– Arranging numbers by ascending/ descending order
Important to select complete data set while sorting
on any basis
Sorting is usually done on
– Value basis (for numerical entries)
– Alphabetical Order (for text entries)
– Cell Color
– Font Color
Multiple Sorting Levels
Microsoft Excel 2007 ‐ Advance Course @ DABS
Filter
Useful for selecting data sets (or row) based on
particular
ti l criteria
it i
Filtering as per column entries
– Select
S l d
data along
l with
i h column
l h
headings
di
– Text Filter/ Number Filter
Avoid doing arithmetical calculation (Sum/
Multiplication, etc.) on filtered content
Microsoft Excel 2007 ‐ Advance Course @ DABS
Text to Columns
Microsoft Excel 2007 ‐ Advance Course @ DABS
Charts
Comparison
– Bar/ Column Charts, Line Charts
Composition
– Pie Chart
Distribution
– Scatter Chart
Microsoft Excel 2007 ‐ Advance Course @ DABS
Professional Chart Formatting Tips (1/2)
Data Labels in Center or Outside End depending on
Space available in Chart
Do we need gridlines ?
Microsoft Excel 2007 ‐ Advance Course @ DABS
Professional Chart Formatting Tips (2/2)
Using the Excel chart in PowerPoint/ Word
– Use border for the chart
– Chart title can also be written in a separate box above the graph
Microsoft Excel 2007 ‐ Advance Course @ DABS
Conditional Formatting (1/2)
Technique to format cells based on one or more rules
Vi
Visually
ll explore
l and
d analyze
l d
data
t collected
ll t d iin an excell
worksheet, detect critical issues, and identify trends,
patterns and exceptions
p p
Formatting rules
– Based on cell values
– B
Basedd on ttextt contents
t t
– Top/ bottom ranked values, above/ below average values
– Unique/ duplicate values
– Based on formula
Microsoft Excel 2007 ‐ Advance Course @ DABS
Conditional Formatting (2/2)
Types of Representation
– Data Bars
– Colour Scales
– Icon Sets
Microsoft Excel 2007 ‐ Advance Course @ DABS
Use of references while linking cells
Types
– Absolute references
• Cell reference will not change no matter where you put the formula
($A$1)
– Relative references
• Cell reference will change both by row and column (A1)
– Mixed references
• To change reference by rows and keep column constant ($A1)
• To change reference by columns and keep rows constant ($A1)
Microsoft Excel 2007 ‐ Advance Course @ DABS
Shortcut key for referencing
F4
– For changing reference type
Steps
– Go to cell where the formula or link is done
– Double-click that particular cell OR
O Press F2
or Go to Formula Bar
– Press
P F4 ffor changing
h i reference
f
Microsoft Excel 2007 ‐ Advance Course @ DABS
Formulas and Functions
Microsoft Excel 2007 ‐ Advance Course @ DABS
Logical Functions
Returns only two values “TRUE” or “FALSE”
Logical
Format TRUE FALSE
Function
=IF(logical_test, value_if_true,
IF Depending on test Depending on test
value_if_false)
=AND(logical1, logical2,
AND(logical1 logical2 If all arguments
all arguments If one or more
If one or more
AND
logical3,….) are True argument is False
If any argument is
=OR(logical1, logical2,
( g , g , If all arguments
g
OR True
logical3,….) are False
Microsoft Excel 2007 ‐ Advance Course @ DABS
Mathematical Functions
Function Format Use
AVERAGE =Average(n1,n2,n3…) Returns the average values of number
selected
COUNT =Count(value 1 value 2 value 3 )
=Count(value 1, value 2, value 3..) Returns total count of values selected
Returns total count of values selected
EVEN =Even(number) Returns immediately next even number
ODD =Odd(number) Returns immediately next odd number
POWER =Power(number, power)
P ( b ) Returns the result of a given number raised to
R h l f i b i d
a given power
PRODUCT =Product(n1,n2,n3…) Returns multiplication of values
RAND =Rand() Returns a random number between 0 and 1
Returns a random number between 0 and 1
Calculates the number of days
DAYS360 =DAYS360(start_date,end_date) between 2 dates, based on a 360‐
day year
day year
Returns a time, from a user‐supplied
TIME =TIME(hour minute second)
=TIME(hour,minute,second)
hour, minute and second
Calculates the fraction of the year
YEARFRAC =YEARFRAC(start date,end date) represented by the number of whole
days between two dates
Microsoft Excel 2007 ‐ Advance Course @ DABS
Text Functions
Functions Format Use
Returns the character that corresponds to a
CHAR =CHAR(number)
supplied numeric value
Returns the numeric code for the first character
Returns the numeric code for the first character
CODE =CODE(text)
of a supplied string/ text
=CONCATENATE(text1, text 2,
CONCATENATE Joins together two or more text strings
text3..)
Tests if two supplied text strings are exactly the
EXACT =EXACT (text1, text 2) same and if so, returns TRUE; Otherwise, returns
FALSE (case‐sensitive)
Converts all characters in a supplied text string to
C t ll h t i li d t t t i t
LOWER =LOWER(Text)
lower case
Converts all characters in a supplied text string to
PROPER =PROPER(Text)
proper case
Returns a string consisting of a supplied text
REPT =REPT(Text, Number of times)
string, repeated a specified number of times
Removes duplicate spaces, and spaces at the start
TRIM =TRIM(Text)
TRIM(Text)
and end of a text string
d d f
Converts all characters in a supplied text string to
UPPER =UPPER(Text)
upper case Microsoft Excel 2007 ‐ Advance Course @ DABS
Lookup and Reference Functions
Select cells>>Enter Function
Performs a transpose
TRANSPOSE Transpose(array of cells) in first
g
transformation on a range of cells
cell>>Ctrl+Shift+Enter
ll Ct l Shift E t
=Index (Array, Row_Num, Returns a reference to a cell for
INDEX Col_Num) or Index (Range, requested rows and columns within
Row Num Col Num Area Num )
Row_Num, Col_Num, Area_Num ) a supplied range
a supplied range
Looks up a supplied value in the
=Vlookup(lookup value, table first column of a table, and returns
VLOOKUP
array, column index number, False)
y, , ) the corresponding value from
p g
another column
Microsoft Excel 2007 ‐ Advance Course @ DABS
Data Validation - Creating drop down list
Microsoft Excel 2007 ‐ Advance Course @ DABS
Pivot Table
Interactive table which allows user to
group and d summarize
i llarge amounts t off
data in a concise, tabular format for easier
reporting and analysis
– All columns need to have a "Name" in the
field.
– There should not be any gaps between the
"Name" row and the data
– If you are using an AutoFilter, disable when
creating the pivot table
Microsoft Excel 2007 ‐ Advance Course @ DABS
Pivot Table
Microsoft Excel 2007 ‐ Advance Course @ DABS
What-If
What If Analysis (1/2)
Scenario Manager
g
Goal Seek
– Goal Seek is used when you know what answer you want, but
don't know the exact figure to input for that answer
– First it needs some sort of formula to work with
– e.g.: calculating total years for which money should be deposited
in order to get X amount off return, as shown below
Title Value
Initial Deposited Amo nt
Initial Deposited Amount 50
Interest Rate 5%
Number of Years 3? 4? 5?
A
Amount expected
d 100
Microsoft Excel 2007 ‐ Advance Course @ DABS
What-If
What If Analysis (2/2)
Data Table
– how different input values affect the results of
a formula
Amount N=1
N 1 N=2
N 2 N=3
N 3 N=4
N 4
R=5%
R=7%
R=10%
R=12%
Microsoft Excel 2007 ‐ Advance Course @ DABS
GOOD LUCK.
THANK YOU.
NITIN KAKANI
nitin.kakani@gmail.com