Microsoft Excel
INTRODUCTION , FUNCTIONS AND FORMULAS
Rules and Regulations
• Attendance
– Respect
– Opinion
• Pre Evaluation Day-1
• Assignment
• Final Assessment Day-2
Contents Day-1
• Overview of Excel Tabs
• Useful functions of Excel
– Sum, Sumif, Sumifs, Subtotal Formulas
– Average, Averageif, Averageifs Formulas
– Count, Countif ,Countifs ,CountA Formulas
– Rank Formula
– Minimum / Maximum / Product Formulas
– Right / Left / Mid / Now/ Today / Day/ Year Formula
– Upper / Lower / Proper Formula
– Round / Roundup / Round down Formulas
– Concatenate Formula
– Value / Trim Formula
Contents Day-2
– Data Filter
– Number filter (Greater/ Less then/ Between)
– Removing Duplicates
– IF, IF and , IF error Formulas
– Pivot Table
– V-lookup
– H-Lookup
– Index and Match
– How to protect sheet
– How to Split data in two columns from one column
– Conditional Formatting
– Mailing function (for forms creation)
– Final Assessment
Overview
• MS Excel allows users to organize, format, and
calculate data with formulas using a spreadsheet
system broken up by rows and columns.
Basics of a Spreadsheet
• Spreadsheets are made up of
– Columns
– Rows
– and their intersections are called cells
What is a COLUMN ?
• In a spreadsheet the • COLUMN labeled D is
COLUMN is defined as highlighted.
the vertical space that is
going up and down the
window. Letters are
used to designate each
COLUMN'S location.
What is a row?
• In a spreadsheet the • ROW labeled 4 is
ROW is defined as the highlighted.
horizontal space that is
going across the
window. Numbers are
used to designate each
ROW'S location.
What is a CELL ?
• A CELL is the space • In the above diagram
where a row and the CELL labeled C2 is
column intersect. Each highlighted.
CELL is assigned a name
according to its
COLUMN letter and
ROW number.
Exploring Excel
10
Microsoft Excel
THE HOME TAB
THE INSERT TAB
Microsoft Excel
THE PAGE LAYOUT TAB
Set print area
Narrow margins
Shrink to fit
Basic Formulas & Functions
THE FORMULAS TAB
Basic Math Functions
• Math functions built into them. Of the most
basic operations are the standard multiply,
divide, add and subtract.
SUM Function
Definition: Tips:
• Probably the most popular • Blank cells will return a
function in any spreadsheet value of zero to be added to
is the SUM function. The the total.
Sum function takes all of • Text cells can not be added
the values in each of the to a number and will
specified cells and totals produce an error.
their values.
• The syntax is: =SUM(first
value, second value, etc.)
Sum function
Sumif Function
• The SUMIF function is a worksheet function that
adds all numbers in a range of cells based on one
criteria
Sumifs Function
• The SUMIFS function is a worksheet function that
adds all numbers in a range of cells based on two
criteria.
Subtotal Function
• Subtotal Function returns a subtotal in a list or
database .
Practice
Count Function
• The Count function will return the number of entries (actually
counts each cell that contains NUMBER DATA) in the selected
range of cells.
• Remember: cell that are blank or contain text will not be
counted.
Countif Function
Example:
• COUNTIF function with
one criteria is counting
numbers within a
specific range.
Countifs Function
Example:
• COUNTIFS funct
ion counts the
number of cells
in a range, that
meets a single
or multiple
criteria
Counta Function
• The COUNTA function Example:
counts cells containing
any type of information,
including Text, Numbers,
error values and empty
text.
Practice
Rank Function
• Example:
• The RANK
function in Excel
returns the order
(or rank) of a numeric
value compared to
other values in the
same list.
Average Function
• Example:
• The average function
finds the average of the
specified data.
(Simplifies adding all of
the indicated cells
together and dividing by
the total number of
cells.)
Averageif Function
• AVERAGEIF function returns the average of all
numbers in a range of cells, based on a given criteria
Example:
Averageifs Function
• AVERAGEIFS function returns the average of all
numbers in a range of cells, based on multiple
criteria.
Example:
Practice
Max & Min Functions
• The Max function will return the largest
(max) value in the selected range of cells.
The Min function will display the smallest
value in a selected set of cells.
Product Functions
• The PRODUCT function multiplies all the
numbers given as arguments and returns
the product.
Example:
LEFT FUNCTION
• LEFT Function returns • Example:
the specified number of
characters from the
start of a Text entered
in cell.
right function
• RIGHT Function returns • Example:
the specified number of
characters from the end
of a Text entered in cell.
Mid function
• MID Function returns • Example:
the specified number of
characters from middle
of a Text inserted in cell.
Now function
• Now Function returns • Example:
the Current Date and
Time formatted as a
data and time.
Today function
• Today Function returns • Example:
the current date
formatted as a date.
• The syntax is:
=today()
Day function
• Day Function returns • Example:
day of the month, a
number from 1 to 31.
• The syntax is:
=day()
Upper, Lower and Proper function
• UPPER function allows you to convert text to
all uppercase.
• Lower function Converts all uppercase letters in a
text string to lowercase.
• ROPER function sets the first character in each
word to uppercase and the rest to lowercase.
Upper, Lower and Proper function
Upper
Function
Proper
Function
Lower
Function
Practice
Round function
• The ROUND function rounds a number to a
specified number of digits. For example, if cell A1
contains 23.7825, and you want to round that
value to two decimal places, you can use the
following formula: =ROUND(A1, 2) The result of
this function is 23.78.
Round up function
• ROUNDUP function returns a number rounded up
to a given number of decimal places. For example,
if cell A1 contains 23.7825, and you want
to roundup that value to 24, you can use the
following formula: =ROUNDUP(A1, 0) The result of
this function is 24.
RoundDown function
• ROUNDDown function returns a number rounded
down to a given number of decimal places. For
example, if cell A1 contains 23.7825, and you want
to rounddown that value to 23, you can use the
following formula: =ROUNDDOWN(A1,0) The
result of this function is 23.
Concatenate function
• Concatenate function is one of Excel's text
functions. It is used to join two or more words or
text strings together.
Value function
• Text can be in any of the constant number, date, or
time formats recognized by Microsoft Excel. If text
is not in one of these formats, VALUE returns the
#VALUE! error value.
Trim function
• TRIM function returns a text value with the
leading and trailing spaces removed. You can also
use the TRIM function to remove unnecessary
spaces between words in a string.
Practice
QUESTIONS
IF Function
Definition: Tips:
• The IF function will check • Until you are used to writing
the logical condition of a them, test them out on
statement and return one multiple cells.
value if true and a different • There are multiple ways to
value if false. write an IF statement to get
• The syntax is: the same result
=IF (condition, value-if-true,
value-if-false)
IF Function
• IF Functions are like
programing - they provide
multiple answers based on
certain conditions.
Microsoft Excel
THE DATA TAB
Sorting
• Arranging data so it’s easy to analyze
• You can sort the data alphabetically, from
highest to lowest, or by a number of
additional criteria (such as cell color)
Filters
• The Filter is a quick and easy way to find and
work with a subset of data in a range of cells.
Removing duplicate values
• Removing duplicate values – check for and
delete specific cells with duplicate values
Microsoft Excel
THE VIEW TAB
Freeze Headers
• To freeze a row in your worksheet, highlight
the row where you wish all rows before the
highlighted row to be frozen or locked, go to
Window>Freeze Panes and you will see a line
appear across your worksheet. Everything
above the line is frozen and will remain in view
when you scroll down your worksheet.
DATED IF FUNCTION
Description
The Microsoft Excel DATEDIF function returns the difference
between two date values, based on the interval specified.
Syntax
The syntax for the DATEDIF function in Microsoft Excel is:
DATEDIF( start_ date, end_date, Interval )
DATED IF FUNCTION
Interval Explanation
Y The number of complete years.
M The number of complete months.
D The number of days.
MD The difference between the days (months and years are ignored).
YM The difference between the months (days and years are ignored).
YD The difference between the days (years and dates are ignored).
DATED IF FUNCTION
Example
Match Function
• Alternative to V-lookup
• Returns values from an array regardless of
what information is in first column.
• MATCH: Returns the relative position of an
item in an array that matches a specified value
in a specified order.
Match And Index function
How it Works?
Item Name Prize Size Colour
Hard Disk $104.00 18 Red
Mouse $130.00 10 Green
LCD $194.00 16 Blue
Keyboard $137.00 15 White
Head Phone $187.00 18 Black
RAM $109.00 17 Red
Camera $149.00 18 Green
DVD Drive $115.00 18 White
Scanner $146.00 19 Black
LCD 3
Index Function
•INDEX Returns a Cell's Value based on the intersection
of the row and column number of a range.
How Index Works?
Item Name Prize Size Colour
Hard Disk $104.00 18 Red
Mouse $130.00 10 Green
LCD $194.00 16 Blue
Keyboard $137.00 15 White
Head Phone $187.00 18 Black
RAM $109.00 17 Red
Camera $149.00 18 Green
DVD Drive $115.00 18 White
Scanner $146.00 19 Black
LCD 194.00
LCD 194 <- Single column example
Column1
Index +Match
Column2 Column3 Column4
Item Name Prize Size Colour
Hard Disk $104.00 18 Red
Mouse $130.00 10 Green
LCD $194.00 16 Blue
Keyboard $137.00 15 White
Head Phone $187.00 18 Black
RAM $109.00 17 Red
Camera $149.00 18 Green
DVD Drive $115.00 18 White
Scanner $146.00 19 Black
INDEX Returns a Cell's Value based on the specified row & column numbers
Scanner 9 < - Match Returns the Row Number
Scanner 146 <- INDEX Returns the Cells Value
Scanner 146 <- INDEX MATCH Formula
Scanner 146 <- VLOOKUP Formula
Tables
• To make managing and analyzing a group of related data
easier, you can turn a range of cells into a Microsoft
Office Excel table (previously known as an Excel list).
• A table typically contains related data in a series of
worksheet rows and columns that have been formatted
as a table.
• By using the table features, you can then manage the
data in the table rows and columns independently from
the data in other rows and columns on the worksheet.
Index+Match
SUMIf Function
Description
• The SUMIF function is a worksheet function
that adds all numbers in a range of cells based
on one criteria (for example, is equal to 2000).
Example
SUMIf Function
SUMIF Function
SUMIFS
Pivot Table
• A Pivot table lets your arrange, sort, and filter
a set of data on the fly so you can analyze it
from different perspectives with minimum
effort.
– Start with a data list with a few columns
– Make sure each of the rows have a value of each
one of the columns
QUESTIONS
