excel tips

•Presented By- Mr. Yash Jagati

Microsoft Excel is a spreadsheet program that is designed to record and analyse numbers and data. Excel is very widely used for accounting and financial purpose.

The files created in Excel are known as workbooks. In turn, each workbook can contain one or more worksheets / spreadsheets. An Excel worksheet is laid out like a grid with horizontal rows and vertical columns.

Spreadsheets organized by columns & rows and used to: perform calculations

prepare lists

analyse data

The advantage of a spreadsheet is, it allows you to easily change data and have all “related” calculations automatically updated.

Menu Bar Standard Toolbar

Formatting Toolbar

Status Bar

Formula Bar

1. Basic Calculations and Linkages

2. Insert / Delete – Row, Column, Sheet

3. Insert / Delete – Comment

4. Format Cells

5. Hide and Unhide command

6. Group and Ungroup spreadsheet

7. COUNT functions

8. ROUND functions

9. LEFT, MID, RIGHT, LEN, TRIM

10.UPPER and lower case

11. Merge words into sentence

12. MIN, MAX functions

13.SUM functions

14.IF function

15.Sort command

16.Clean-up Text

17.Split Window and Freeze Panes

18.VLOOKUP and HLOOKUP functions

19. Paste Special command

20. Subtotal function

21. Pivot Tables

22. Auto filter command

23. Auditing features

24. Conditional formatting

25. Protecting cells and worksheets

1.Basic Calculations and Linkages



4. Format Cells



7. COUNT functions

8. ROUND functions


10.UPPER and lower case11. Merge words into sentence


13.SUM functions

14.IF function

15.Sort command

16.Clean-up Text





21. Pivot Tables





Making basic calculations viz. Addition, Subtraction, Division, Multiplication, Percentage, etc.

Linking cells for making simple and complex calculations. E.g.: Multiplication of Stock quantity and Rate to ascertain Inventory value.

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Why you need to know this


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2.Insert / Delete – Row, Column, Sheet


4. Format Cells



7. COUNT functions

8. ROUND functions





13.SUM functions

14.IF function

15.Sort command

16.Clean-up Text





21. Pivot Tables





Adding row/ column to existing data.Deleting extra row/ column from existing data.Adding/ deleting worksheet.

How you use this feature


InsertPlace the cursor on the desired cell in the spreadsheet.

Select the rows, columns or the worksheet option from the Insert drop down menu.





Delete Row/ ColumnSelect the row(s) or column(s) to be deleted.Select Edit : Delete

Delete WorksheetSelect the worksheet(s) to be deleted.Select Edit : Delete Sheet

Insert Row/Column Shortcut ctrl + Delete Row/Column Shortcut ctrl -



3.Insert / Delete – Comment Cells


13.SUM functions

14.IF function

15.Sort command

16.Clean-up Text





21. Pivot Tables





Insert remarks against a particular cell. E.g.: Rate of interest on loan, Maturity date of an investment, etc.



Insert commentPlace the cursor on the desired cell in the spreadsheet.

Select Insert : CommentExistence of comment in a cell is indicated by a small red sign on the upper right corner of the cell.



Insert Comment

Shortcut shift + F2



Delete commentSelect Edit : Clear : Comment

Edit commentRight click on the cell containing comment.Select Edit comment.




4.Format Cells5. Hide and Unhide command


7. COUNT functions

8. ROUND functions





13.SUM functions

14.IF function

15.Sort command

16.Clean-up Text





21. Pivot Tables





Changing cell format from Text format to Number, Percentage, Date, etc.

Wrapping long text to fit cell size.Merging of cells.Changing Font style, Font size, etc.Showing cell content in Strikethrough form, Subscript, Superscript form.

Formatting cells with Border, Colors, etc.





Select Format : CellsSelect the option from the respective tab

Format Cells

Ctrl + 1




4. Format Cells

5.Hide and Unhide command


7. COUNT functions

8. ROUND functions


10. UPPER and lower case



13.SUM functions

14.IF function

15.Sort command

16.Clean-up Text





21. Pivot Tables





Allows you hide and unhide particular rows or columnsSimplifies working with the spreadsheetPrevent certain information from being

seen

Select the row(s) or column(s) to be hidden/unhidden

Select Format : Row : Hide/Unhide or Format : Column : Hide/Unhide








4. Format Cells


6.Group and Ungroup spreadsheet

7. COUNT functions

8. ROUND functions


10. UPPER and lower case



13.SUM functions

14.IF function

15.Sort command

16.Clean-up Text





21. Pivot Tables





How often would you like to hide or unhide parts of a complex spreadsheet?

If your answer is “very often”, you will like to group/ungroup function instead of the hide/unhide command, since you will be able to toggle between hidden or displayed columns or rows.

Mark the row or column that you would like to “fold”, i.e. hide for the moment.

Click on Data: Group and Outline: GroupTo “fold” click now on the “minus” sign outside of your column or row.








4. Format Cells



7.COUNT functions8. ROUND functions





13.SUM functions

14.IF function

15.Sort command

16.Clean-up Text





21. Pivot Tables





Prevents you from wasting time counting items manually or creating dummy variables to count such items

=COUNT(Range1,Range2,Value1,...) ==> count the number of cells containing numbers

=COUNTA(Range1,Range2,Value1,...) ==> count the number of non-empty cells

=COUNTBLANK(Range) ==> count the number of empty cells in the range

=COUNTIF(Range,”Criteria”) ==> count the number of cells in the Range containing the Criteria.





NOTE: The “ ” signs must be used for the Criteria value




4. Format Cells



7. COUNT functions

8.ROUND functions9. LEFT, MID, RIGHT, LEN,

TRIM




13.SUM functions

14.IF function

15.Sort command

16.Clean-up Text





21. Pivot Tables





Many situations exist when you need to have exact numbers instead of various fractions in your calculations (e.g., there cannot be 536.235 person)

=ROUND(Number,Digits) ==> Round the number (or cell) to the specified number of digitsIf Digit = 0, then Number is rounded to nearest

integerIf Digit > 0, then Number is rounded to the

specified number of decimal placesIf Digit < 0, then Number is rounded to the

specified number of digits left of the decimal place








4. Format Cells



7. COUNT functions

8. ROUND functions

9.LEFT, MID, RIGHT, LEN, TRIM




13.SUM functions

14.IF function

15.Sort command

16.Clean-up Text





21. Pivot Tables









Helps making selection of the desired text from the whole text.

=left(“microsoft excel”,9) ==>microsoft=right(“microsoft excel”,5) ==>excel=mid(“microsoft excel”,6,4) ==>soft=len(“microsoft excel”) ==>15=trim(“ microsoft excel “) ==>microsoft excel




4. Format Cells



7. COUNT functions

8. ROUND functions





13.SUM functions

14.IF function

15.Sort command

16.Clean-up Text





21. Pivot Tables





Converts the text string in Upper or Lower case.

=Upper(Cell reference)=Lower(Cell reference)=Proper(Cell reference)





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4. Format Cells



7. COUNT functions

8. ROUND functions





13.SUM functions

14.IF function

15.Sort command

16.Clean-up Text





21. Pivot Tables





Adds up words from selection to form a sentence

=Concatenate(Cell reference)=Concatenate(“Microsoft”,”Excel”)=Concatenate("Amount transferrable to Reserves aggregates to Rs. ",B6)





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4. Format Cells



7. COUNT functions

8. ROUND functions





13.SUM functions

14.IF function

15.Sort command

16.Clean-up Text





21. Pivot Tables





Calculate the minimum and maximum value of a database.

=Min(Range reference)=Max(Range reference)





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4. Format Cells



7. COUNT functions

8. ROUND functions





13.SUM functions14.IF function

15.Sort command

16.Clean-up Text





21. Pivot Tables





SUM is used in virtually all spreadsheetsSUMIF adds values if specified criteria matches

=SUM(Range1,Range2,Value1,…)

=SUMIF(Range,”Comparison”,SumRange)If a SumRange IS NOT specified, SUMIF sums

the cells meeting the Comparison criteria in the specified Range

If a SumRange is specified, SUMIF sums the cells in SumRange where the corresponding cells in Range meets the Comparison criteria





NOTE: The “ ” signs must be used for the Comparison value




4. Format Cells



7. COUNT functions

8. ROUND functions





13.SUM functions

14.IF function15.Sort command

16.Clean-up Text





21. Pivot Tables





Conditional comparisons are used in virtually all spreadsheets

Knowing how to use IF in a nested manner and in combination with other functions will save hours of time

=IF(Condition,TrueAction,FalseAction)=IF(Condition,TrueAction,) ==> Cell shows 0 if condition is false

=IF(Condition,TrueAction,””) ==> Cell shows blank if condition is false








4. Format Cells



7. COUNT functions

8. ROUND functions





13.SUM functions

14.IF function

15.Sort command16.Clean-up Text





21. Pivot Tables





Correctly sorting a series of rows or columns without disassociating the data.

Select all cells in the data range to be sortedSelect Data : Sort from the menu barMicrosoft Excel also allows sorting on multiple fields simultaneously (max three).



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4. Format Cells



7. COUNT functions

8. ROUND functions





13.SUM functions

14.IF function

15.Sort command

16.Clean-up Text17.Split Window and Freeze Panes




21. Pivot Tables





One easy method to split text into separate columns is the Data/Text to Column WizardSelect the cellsSelect Data/Text to Column





Often our clients have data is in ERP systems. The data you can get for your PC is a text file dump. This trick will help you see through the data “mess“ you‘ve received.

SnapshotSnapshot



•Check that Excel choose correct setting, change as needed

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Use it to format dates received from ERP dump.

Be sure the are enough empty columns for your conversion at the destination or Excel will OVERWRITE the contents of the cells.



Be sure to supply the destinationClick finish

NoteNote

SnapshotSnapshot




4. Format Cells



7. COUNT functions

8. ROUND functions





13.SUM functions

14.IF function

15.Sort command

16.Clean-up Text





21. Pivot Tables


23. Auditing features24. Conditional formatting


Splitting a window allows you to work on multiple parts of a large spreadsheet simultaneously.

Freezing the pane allows you to always keep one part of the spreadsheet (e.g., column or row labels) visible.



Place the cursor on the desired cell in the spreadsheet.

Select the split or the freeze panes option from the window drop down menu.






4. Format Cells



7. COUNT functions

8. ROUND functions





13.SUM functions

14.IF function

15.Sort command

16.Clean-up Text





21. Pivot Tables





Allows you to automatically lookup a particular cell of data from a larger data range. This is especially useful when you haveA large data section that contains information

for multiple records.A calculation area somewhere else, and you

need to refer to some specific data elements for specific records





VLOOKUP and HLOOKUP allows you to find a specific cell of data in a larger data rangeUse VLOOKUP when each row contains a

separate record and the associated columns contain data for that one record

Use HLOOKUP when each column contains a separate record

VLOOKUP(SearchValue,Range,ColumnNumber,Error) ==> look for a value in the row specified by SearchValue and the column specified by ColumnNumberSearchValue indicates the “match key” (i.e., find

the row that contains the SearchValue in the first column)

Range specifies the cells containing the dataColumnNumber specifies the column that contains

the data element you wantError determines what happens when Excel does

not find the exact SearchValue you want. FALSE leads Excel to display a #N/A when an exact match cannot be found. TRUE leads Excel to display the next smaller value than SearchValue

HLOOKUP(SearchValue,Range,RowNumber,Error) ==> look for a value in the column specified by SearchValue and the row specified by RowNumber



Unexpected results?

Does this value exist in the left-most column of your lookup table?

Does the format of the lookup value match the format of the matching value in the lookup table?

Are you using a relative reference (e.g., A2:G145) when an absolute reference (e.g., $A$2:$G$145) is necessary?

Are you pointing to the correct column in the lookup table?

The first column or lookup value contains unnecessary leading or trailing spaces, or extra spaces between words.

VLOOKUP troubleshooting tips




4. Format Cells



7. COUNT functions

8. ROUND functions





13.SUM functions

14.IF function

15.Sort command

16.Clean-up Text





21. Pivot Tables





Retyping formulasConverting formulas into valuesReformatting cellsConducting calculations viz: Multiply, Subtract,

etcTransposing cells (i.e., convert row-entered data

blocks into column)•Copy the cells of you need to copy•Place the cursor where you want to past it•Select Edit : Paste Special from the Menu bar•Select the appropriate options from the dialog box





SnapshotSnapshot




4. Format Cells



7. COUNT functions

8. ROUND functions





13.SUM functions

14.IF function

15.Sort command

16.Clean-up Text




20. Subtotal function21. Pivot Tables





•Want to add lines with subtotals in your database to check totals per item.

•Click on Data: Subtotal.•Select the column, change in which the Subtotals will be calculated.

•Select another column with values whose sum/ average/ count,etc is to be taken.





Data has to be sorted based on field column before adding sub-totals

SnapshotSnapshot




4. Format Cells



7. COUNT functions

8. ROUND functions





13.SUM functions

14.IF function

15.Sort command

16.Clean-up Text





21. Pivot Tables22. Auto filter command




•Most powerful tool to arrange huge amounts of data in a more structured way than pure sorting. Helpful to run quick sums, averages, distributions, etc. in combination with a structure criteria, e.g. total number and average sales per store size band

•Select Data: PivotTable Report… Step 1: Microsoft Excel list





Step 2: Select the relevant data area

Step 3: Drag and drop data elements on row and column (this is your table structure), the data you want to analyze on the data area.

Step 4: Just press Finish




4. Format Cells



7. COUNT functions

8. ROUND functions





13.SUM functions

14.IF function

15.Sort command

16.Clean-up Text





21. Pivot Tables

22. Auto filter command23. Auditing features



From a huge database if you need to find some information meeting specific criteria or the top 10 items, etc.

Click into your table or better mark the data area and select Data: Filter: Autofilter

Using the drop-down boxes per item allows you to display only specific filtered information

Selecting multiple matches (up to 3 maximum with autofilter) you can narrow down your search

Or add your own criteria for filtering by clicking on the custom criteria








4. Format Cells



7. COUNT functions

8. ROUND functions





13.SUM functions

14.IF function

15.Sort command

16.Clean-up Text





21. Pivot Tables


23. Auditing features24. Conditional formatting


Quickly find the cells referenced by a formula and/or quickly find which cells reference a particular cell of interest

Select View : Toolbars : Customize from the menu bar. Check the Auditing box from the Toolbars tab

Click on the cell of interestSelect the Trace Precedents or Trace Dependents icon from the Auditing Toolbar





SnapshotSnapshot




4. Format Cells



7. COUNT functions

8. ROUND functions





13.SUM functions

14.IF function

15.Sort command

16.Clean-up Text





21. Pivot Tables





Sometimes you would like to color the output of cells in different colors, e.g. negative numbers with red fill, positive numbers in yellow fill, or add a format, etc.

Mark the relevant fields and select Format: Conditional Formatting

Select the criteria for the format and adjust the format. You can actually change the font, the border and the color

Click on Add to select additional criteria for the formatting








4. Format Cells



7. COUNT functions

8. ROUND functions





13.SUM functions

14.IF function

15.Sort command

16.Clean-up Text





21. Pivot Tables





Sometimes you want to give your Excel file to someone else and prevent them from changing the formulas for seeing some hidden cells

Protecting a spreadsheet or workbook involves two stepsDesignating which cells to be locked or hiddenProtecting the spreadsheet or workbook

Note several weird peculiarities:The default for all cells in a spreadsheet is LOCKED.

So if you want the receiver of your worksheet to input data in cells, unlock the cell before protecting spreadsheet.

The formulas in a cell can be seen even if the spreadsheet is lock -- UNLESS you hide that cell before protecting the spreadsheet.

To lock/unlock and hide/unhide a cell, select the cell(s) and select Format : Cell. Select the Protection tab when the dialog box appears.

To protect/unprotect a spreadsheet, select Tools : Protection : Protect Sheet.





QUESTIONS??

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