“An investment

in knowledge
always pays
the best
interest.”
Benjamin Franklin
 WELCOME TO

3 DAYS WORKSHOP ON MS EXCEL

Delivered by
Mr. Mehul Gandhi
Microsoft Office Specialist
Trainer & Consultant
© Mehul Gandhi – 90330 84742
 SHORT PROFILE – MEHUL GANDHI

o Business Associate, Trainer & Consultant

o More than 10 years of Industrial Experience
o Certified Trainer by BOSCH under Skill India

About
o Certified Microsoft Office Specialist
o Certified Lean Six Sigma Black Belt from BMGI, Mumbai
o Certified ISO 9001:2015 Auditor from TUV
o Trained 5000+ participants
o Guided 30+ Improvement projects
o Trainer - Data Analysis, Minitab, Power BI, Excel, Advanced Excel, SQL, Six Sigma,
Kaizen, 5-S, Kanban etc.

© Mehul Gandhi – 90330 84742

 TRAININGS DELIVERED AT – STUDENTS PLACED AT
o CEAT Tyre, Vadodara o Exxat (Vadodara)
o Cimpress India, Ahmedabad o Numerator India Pvt. Ltd (Vadodara)
o VFS Global, Mumbai o Nielsen IQ (Vadodara)
o Eternal Clothings, Surat o Stemmons Business Services Pvt Ltd (Vadodara)
o L & T, Mumbai o TactTree LLP (Vadodara)
o Parul University, Vadodara o Allscripts India LLC (Vadodara)
o Dept. of Statistics, Baramati o ViitorCloud Technologies Pvt. Ltd. (Ahmedabad)
o DDU, Nadiad o S&P Global Market Intelligence (Ahmedabad)
o Adani Skill Development o eclinicalworks India Pvt Ltd (Ahmedabad)
Center, Ahmedabad o Nupeak It Solutions LLP (Ahmedabad)
o MG Motors, Halol o And many more…
o And many more…
© Mehul Gandhi – 90330 84742
 +91 90330 84742

[email protected]

© Mehul Gandhi – 90330 84742

Course Content
❑ Customizing Excel Interface ❑ Sorting & Filtering
o Understanding & customization of Quick Access Bar o What is Sorting & purpose of using Sorting
o Understanding & customization of Ribbon o Sorting & Advance Sorting Options
❑ Basic Formula & Functions o (Vertical, Horizontal, Custom list & Multi Level Sorting)
o Mathematical Operations o What is Filtering & purpose of using Filtering
o Basic Formulas (Min, Max, Average, Count, CountA, CountBlank etc.,) o Filtering Options (Alphabetical, Numeric, Custom,
Color)
o Text Functions (Mainly used for data cleaning)
❑ Conditional Formatting
o Date & Time Function
o What is Conditional Formatting & It’s purpose of use
o Most useful Finance Functions in Excel
o Detailed understanding of different type of
❑ Cell Reference Conditional Formatting (Highlight Cell Rule,
o What is Cell Reference Top/Bottom Rule)

o What is Range Reference

o Cell Reference Style
o Types of Cell Reference & It’s uses
© Mehul Gandhi – 90330 84742
Course Content
❑ Data Tools ❑ Excel Charts & Excel Table
o Text to Column o Introduction to Excel Charts & Graphics
o Flash Fill (AI featured tool from MS) o Different types of Excel Charts
o Remove Duplicates o What is an Excel Table? How to convert data into Excel
Table
o Data Validation
o Benefits of using Excel Table rather than traditional
o Applying Validation criteria (Whole #, Decimal, List, Date, Time)
table
❑ Advanced Formulas o Inserting Slicers to filter table data
o IF, Nested IF & IFS Functions, IF function with other functions
❑ Pivot Table & Pivot Charts
o AND & OR Functions (Where result required based on multiple
o What is a Pivot Table? And purpose of using Pivot
questions)
Tables
o Conditional Aggregation Functions (SUMIF(s), AverageIF(s),
o Elements of Pivot Table & how to modify it
CountIF(s), MaxIFS, MinIFS)
o Inserting Slicers & creating relation
o Lookup Functions (Vlookup, Hlookup, Xlookup)
o Introduction to Pivot Charts
o Row/Column (Support Functions for easy reporting)
o How to create & Modify Pivot Charts
o Sort, Filter, Transpose for easy data management
© Mehul Gandhi – 90330 84742
Course Content
❑ Dashboard
o What is Dashboard
o Overview on types of Dashboards
o Benefits of using Dashboard
o Things to consider before building Dashboard
o How to create Dynamic Dashboard in Excel)
❑ Presentation of live projects & self-exercise
o Live project presentation (For better execution ideas)
o Hand holding @ Self Practice

© Mehul Gandhi – 90330 84742

What is Excel & History

Excel is a software which contains Spreadsheet, in which the data can be enter,
modify & organized in the combination of rows & columns to make it simpler to read and
manipulate.

Microsoft Excel is most versatile and widely used software among all the areas.
Microsoft Excel is the most familiar, flexible, and widely used business application in the
world due to its capability to adapt to almost any business process. Coupled with the use
of other Microsoft Office applications, Word, Outlook, PowerPoint, etc., there is little
that cannot be handled by this very powerful combination

© Mehul Gandhi – 90330 84742

What is Excel & History
Version Release
• Multiplan - CP/M Office 365 /
(Control Program for Micro-Computers) Excel 2.0 1987
Microsoft 365
Excel 3.0 1990
• Became less popular during Lotus 1-2-3 OS Excel 4.0 1992
Excel 5.0 1993
• Introduce Excel V2.0 for Windows OS Office 2013
Excel 7.0 1995
Excel 8.0 1997
Excel 9.0 2000
Office 2016
Excel 10.0 2002
Excel 11.0 2003
Excel 12.0 2007 Office 2019
1982 1987 Excel 14.0 2010
Excel 15.0 2013
© Mehul Gandhi – 90330 84742
What is Excel & History

Subscription based
(Monthly/Yearly)
Online Mode / (All Future updates)
Live Mode
(Office 365 / Microsoft 365)
Multi-user access
Office 365
Microsoft 365
Standalone Program –
Offline Mode
One time purchase (No
(Office 2021)
future updates)

© Mehul Gandhi – 90330 84742

Some of uses of Excel

✓ Data Entry & Storage ✓ Combine data together

✓ Accounting & Budgeting ✓ Online access of data

✓ Collection & verification of Data ✓ Manipulating & analyzing data

✓ Scheduling ✓ Building Data Models

✓ Building Graphs ✓ Excel VBA Programs

✓ Administrative & Managerial task

© Mehul Gandhi – 90330 84742

Some of Advantage of Excel

✓ Easy to organize data

✓ Easy & complex calculations

✓ Multiple user access

✓ Third Party support

✓ Effective Data visualization

✓ Analysis of large data

© Mehul Gandhi – 90330 84742

File Extensions
Excel Workbook
File extension is xlsx (Default extension)
• XLSX files are files used in Microsoft Excel, a spreadsheet application that uses tables to organize, analyze,
and store data. Each cell can contain text or numerical data, including incorporating mathematical
formulas.
Excel Macro Enable
Workbook File extension is xlsm (While using Macro/VBA)
• These files are identical to Microsoft Excel Open XML Format Spreadsheet (XLSX) files with the only
difference being that XLSM files will execute embedded macros that are programmed in the Visual Basic
for Applications (VBA) language

Excel 97-2003 workbook

File extension is xls (Default extension for older version)
• XLS is created on the version of Excel prior to 2007.
• XLS is a binary format while that XLSX is Open XML format.
• XLS stores information in the binary format while XLSX stores the information in a text file using XML

© Mehul Gandhi – 90330 84742

File Extensions
Excel Template
File extension is xltx (While convert file into template)
• A file with the XLTX file extension is an Excel Open XML Spreadsheet Template file. This is a Microsoft Excel template
format used to build multiple XLSX files that contain the same layouts, formatting, and settings.

CSV
File extension is csv (Import / Export of Data)
• CSV stands for Comma Separated Values. It is a plain text format with a series of values separated by commas. An Excel
not only stores data but can also do operations on the data. A CSV file is just a text file, it stores data but does not
contain formatting, formulas, macros, etc. It is also known as flat files.

PDF
File extension is pdf (While converting excel data into PDF)
• A PDF file is a multi-platform document created by Adobe Acrobat or another PDF application. The PDF format is
commonly used for saving documents and publications in a standard format that can be viewed on multiple platforms.
In many cases, PDF files are created from existing documents instead of from scratch.

© Mehul Gandhi – 90330 84742

GETTING STARTED WITH EXCEL

© Mehul Gandhi – 90330 84742

Creating New File

1 2 3

Shortcut Key: CTRL + N

© Mehul Gandhi – 90330 84742
Opening Existing Workbook
1 2 3

To open multiple file at a time automatically when open

excel. Paste the file / folder path here.

Shortcut Key: CTRL + O

© Mehul Gandhi – 90330 84742
Auto Recovery Setting

Excel periodically saves a copy of your Excel file. If Excel crashes, it displays the Document
Recovery Pane, the first time you open Excel again.

Auto Recovery Panel

© Mehul Gandhi – 90330 84742

Auto Recovery Setting
To change the Auto Recover options,
When you are working on an Excel file,
execute the following steps.
Excel saves all previous autosaved files
under Manage Workbook.

© Mehul Gandhi – 90330 84742

CELL CONTENT

© Mehul Gandhi – 90330 84742

Cell Content

A format in excel can be defined as the change of appearance of the data in the cell the way it is,
without changing the actual data or numbers in the cells. That means the data in the cell remains the
same, but we will change the way it looks.

Excel has multiple formats to use. To see the available formats in excel, click on the
“Home” tab on the top left corner.

Shortcut Key: CTRL + 1

© Mehul Gandhi – 90330 84742
Types of Formats
In General format, there is no specific format; whatever you input, it will
General appear in the same way; it may be a number or text or symbol

This format converts the data to a number format. When we input the
Number data initially, it will be in General format; after converting to Number
format only, it will appear as number format

Currency format helps to convert the data to a currency format. We

Currency have an option to choose the type of currency.

Accounting numbers are all related to money; hence whenever we

Accounting convert any number to accounting format, it will add a currency symbol
to that. The difference between currency and accounting is currency
symbol alignment

A date can represent in a short format and long format. When you want
Short Date to represent your date in a short format, use the short date format. E.g.,
DD-MM-YYYY.

© Mehul Gandhi – 90330 84742

Types of Formats
The long date is used to represent our date in an expandable format like
Long Date DD-MMMM-YYYY (e.g. 03-July-2021)

This format is used to represent the time. If you input time without
Time converting the cell into time format, it will show normally, but if you
convert the cell into time format and input, it will clearly represent the
time format (e.g. hh:mm:ss, hh:mm)
To represent the number percentage use this format. Input any
Percentage number in the cell and select that cell and choose the percentage
format then the number will convert into a percentage.

When we input the fraction numbers like 1/5, we should convert the
Fraction cells into Fraction format.

© Mehul Gandhi – 90330 84742

Custom Format Codes

© Mehul Gandhi – 90330 84742

Activating & Using Clipboard

The Clipboard is a MS Office feature that allows you to copy up to 24 items. You can
paste any of them at any time, and save yourself some time!

How to enable Clipboard

Clipboard can be found under its pane in Excel, as

well as in other Office software. To open it for the
first time

1. Activate the Home tab in the ribbon

2. Click the tiny arrow icon in the Clipboard section

Shortcut Key: CTRL + C + C

© Mehul Gandhi – 90330 84742
Activating & Using Clipboard

The Clipboard is a MS Office feature that allows you to copy up to 24 items. You can
paste any of them at any time, and save yourself some time!

How to enable Clipboard

Clipboard can be found under its pane in Excel, as

well as in other Office software. To open it for the
first time

1. Activate the Home tab in the ribbon

2. Click the tiny arrow icon in the Clipboard section

Shortcut Key: CTRL + C + C

© Mehul Gandhi – 90330 84742
Activating & Using Clipboard

Different set of settings available with clipboard menu.

© Mehul Gandhi – 90330 84742

Activating & Using Clipboard

Reminder

The clipboard can store up to 24 items. If you copy a twenty-fifth item, the
first item on the Clipboard will be deleted automatically.

© Mehul Gandhi – 90330 84742

Paste Special
In situations where a standard copy / paste is
not appropriate, Excel's Paste Special offers a wide
range of options to paste only specific elements of the
copied cells or perform a mathematical
operation with the copied data.

© Mehul Gandhi – 90330 84742

Paste Special
Paste special in excel means when we want to paste only
some aspects of the data rather than the original data we use this
option, there are various methods to paste special in excel and they
are by right click on the target cell and select paste special or by
keyboard shortcut as CTRL + ALT + V or we can press ALT + E + S, to
use the aspects we can use the Excel shortcut of paste values we
can press ALT + E + S + V for values only.

© Mehul Gandhi – 90330 84742

Fill Handle
Fill Handle in excel is used to fill up the data by creating a series of value that either
follows a pattern or check if the values we entered are of series. It is very easy to implement. Fill
Handle is available at the right bottom of any cell. Enter some values such as numbers or alphabets,
or dates in at least 3 cells to have a pattern. Select the cells with values and then either drag the
Fill Handle or double click will also work here.

© Mehul Gandhi – 90330 84742

FillHandle
Fill Handle

Enable fill handle if you cannot find the fill handle in Excel

© Mehul Gandhi – 90330 84742

Custom List
How to create your own fill handle?

© Mehul Gandhi – 90330 84742

UNDERSTANDING EXCEL INTERFACE

© Mehul Gandhi – 90330 84742

File Menu
Home Info Account

New Save Feedback

Open Save As Options

Print

Share

Export

Publish

Close
© Mehul Gandhi – 90330 84742
File Menu

Templates

Recent

Pinned

© Mehul Gandhi – 90330 84742

Understanding of Excel Interface

Quick Access Bar

Ribbon

© Mehul Gandhi – 90330 84742

Understanding of Excel Interface

Row Column Cell Cell Address

© Mehul Gandhi – 90330 84742

Understanding of Excel Interface

Cell Content Formula Bar

Worksheet options Status Bar Window Options

© Mehul Gandhi – 90330 84742

Functions Library

Functions library is a collection of all the formulas

& functions which excel has.

It allows you to find any formula / function based

on search hint.

To open Functions Library

A. Click on “fx” symbol beside the formula bar

B. Function Library is available under “Formula Tab”
C. Short cut key is “Shift + F3”

© Mehul Gandhi – 90330 84742

Excel Interface

© Mehul Gandhi – 90330 84742

BASIC FORMULAS & FUNCTIONS

© Mehul Gandhi – 90330 84742

Mathematical Operations

Result How to apply

© Mehul Gandhi – 90330 84742

Basic Formulas - Numbers

MAX MIN SUM

To find maximum To find minimum To calculate sum/total

value from data. value from data. of data.

AVERAGE COUNT COUNT A

To find average value Count no. of numeric Count no. of values in

from data. value in data. data.

© Mehul Gandhi – 90330 84742

Basic Formulas - Numbers

Max 51,54,057 =MAX(C3:C14) Large 51,49,838

Min 45,64,147 =MIN(C3:C14) Small 47,01,343
Sum 5,79,13,382 =SUM(C3:C14)
Average 48,26,115 =AVERAGE(C3:C14)
Count 12 =COUNT(B3:C14)
CountA(All) 24 =COUNTA(B3:C14)
Count Blank 0 =COUNTBLANK(C3:C14)

© Mehul Gandhi – 90330 84742

Basic Formulas – Text Functions

A B C

Proper Trim Text Before

Upper Concatenate Text After

Lower Text Split

© Mehul Gandhi – 90330 84742

Basic Formulas - Text

Proper Upper Lower

Capitalize 1st letter of

Convert all letters to Convert all letters to
word and all other
Uppercase. lowercase.
letters to lowercase.

=PROPER(cell reference) =UPPER(cell reference) =LOWER(cell reference)

© Mehul Gandhi – 90330 84742

Basic Formulas - Text

Trim Concatenate

Removes all spaces

from text except for Joins two or more text strings
single spaces between into one text string.
words

=TRIM(cell reference) =CONCATENATE (text1,text2,...)

© Mehul Gandhi – 90330 84742

Basic Formulas - Text

Text Before Text After Text Split

Returns text that Returns text that Splits text strings by

occurs before a given occurs after a given using column and row
character or string character or string delimiters.

=TEXTBEFORE(text,delimiter,[i =TEXTAFTER(text,delimiter,[ins =TEXTSPLIT(text,col_delimiter,[

nstance_num], [match_mode], tance_num], [match_mode], row_delimiter],[ignore_empty
[match_end], [if_not_found]) [match_end], [if_not_found]) ], [match_mode], [pad_with])

© Mehul Gandhi – 90330 84742

DATE & TIME FUNCTIONS

© Mehul Gandhi – 90330 84742

Basic Formulas – Date & Time Function

A B C D

Today Day Date Adding / Subtracting Day

Adding / Subtracting Month

Now Month

Adding / Subtracting Year

Year

Networkdays, Networkday.intl

EOMonth

© Mehul Gandhi – 90330 84742

 Basic Formulas – Date
Functions Date Formula Add / Subtract Days
Today 31 August 2021 =TODAY()
Now 31-08-2021 08:29 =NOW()
Day 31 =DAY(D5) Date 01-09-2021
Month 8 =MONTH(D5)
Adding Days 11-09-2021
Year 2021 =YEAR(G5)
Date 31-08-2021 =DATE(D9,D8,D7) Substracting Days 17-08-2021

Add / Subtract Month Add / Subtract Years

E-Date E-Date
Date 01-09-2021 Date 01-09-2021
Adding Months 16-11-2021 Adding Years 01-03-2023
Substracting Months 01-07-2021 Substracting Years 01-09-2004
© Mehul Gandhi – 90330 84742
Basic Formulas – Date

NetworkDays 22
Net Working Days – Consider 5 days / week
Start Date 01-08-2021
=networkdays(Start_Date,End_Date,[Holiday])
End Date 31-08-2021

NetworkDays + Holidays 21 Net Working Days with Holidays – Consider 5 days /

week
Start Date 01-08-2021
End Date 31-08-2021 =networkdays(Start_Date,End_Date,[Holiday])

NetworkDays.intl 26 Net Working Days with custom week-off – With our

without holiday
Start Date 01-08-2021
End Date 31-08-2021 =networkdays(Start_Date,End_Date,[Weekend],[Holiday])

© Mehul Gandhi – 90330 84742

 Basic Formulas – Date

End of Month (EOMonth) End of Month – To be used for dynamic end / start
date of month
End Date of Month 30-09-2021
Start Date of Month 01-09-2021 =EOMONTH(Start_Date,Months)

© Mehul Gandhi – 90330 84742

Basic Formulas – Time

Time calculation for both case.

1) Only time in the cell (Within 24 hrs difference)

2) Time & Date in the cell (Over 24 hrs difference)

© Mehul Gandhi – 90330 84742

CELL REFERENCE

© Mehul Gandhi – 90330 84742

 Type of Cell Reference

Mix
Relative Reference Absolute Reference
Reference
A cell reference that changes Mixed reference in Excel is a
A cell reference that does not
with moving result item, is reference where part of the
changes with moving result
called relative reference. reference is absolute and part is
item, is called absolute
relative.
reference.
For Example,
For Example,
For Example,
If cell B1 refers to cell A1, then
after copying cell B1 to If cell B1 refers to cell A$1, then
If cell B1 refers to cell $A$1,
cell D2, the cell starts to refer to after copying cell B$1 to
then after copying cell $B$1 to
cell C2. In other words, cell cell D2, the cell will refer to
cell D2, the cell will refer to
reference has been moved by cell C1. In other words, row 1 has
cell A1. In other words, cell
the same distance as the copied absolute reference and column A
reference not moved.
cell. has relative reference.
© Mehul Gandhi – 90330 84742
Type of Cell Reference

To active & switch between cell reference hit F4 key, while cursor is blinking in cell

By default, all cell reference are Relative Reference (e.g. Where no column(s) or Row(s) is fix

On 1st Hit on F4, it converts it to Absolute Reference (e.g. Column & Row both are fix)

On 2nd Hit on F4, it converts it to Mix Reference (e.g. Row is fix)

On 3rd Hit on F4, it converts it to Mix Reference (e.g. Column is fix)

On 4th Hit on F4, it converts it to Relative Reference (e.g. No column(s) or Row(s) is fix

1. Relative C.R. A1
2. Absolute C.R. $A$1
Shortcut Key: F4 / Fn+F4
3. Mix C.R. $A1 / A$1
© Mehul Gandhi – 90330 84742
Cell Reference Style There are two address styles in Excel: A1 and R1C1

A1 Reference Style R1C1 Reference Style

A1 is the default style used most of R1C1 is the style where both
the time. In this style, columns are rows and columns are
defined by letters and rows by identified by numbers, i.e.
numbers, i.e. A1 designates a cell in R1C1 designates a cell in row 1,
column A, row 1 column 1

© Mehul Gandhi – 90330 84742

SORTING & FILTERING

© Mehul Gandhi – 90330 84742

Sorting

Sorting lists is a common spreadsheet task that allows you to easily reorder your
data. The most common type of sorting is alphabetical ordering, which you can do in
ascending or descending order.

Sorting option is available under

1) Home -> Editing

2) Data -> Sort & Filter

© Mehul Gandhi – 90330 84742

To Sort in Alphabetical Order ( A-Z or Z-A)

❑ Select a cell / column you want to sort (In this example, we choose a cell in
column A).

❑ Click the Sort & Filter command in the Editing group on the Home tab / Sort
& Filter group on the Data Tab.

❑ Select Sort A to Z. Now the information in the Category column is organized in

alphabetical order.

© Mehul Gandhi – 90330 84742

To Sort in Smallest to Largest / Largest to Smallest

❑ Select a cell / column in the column you want to sort a column with
numbers. (In this example, we choose a cell in column G)

❑ Click the Sort & Filter command in the Editing group on the Home tab.

❑ Select From Smallest to Largest / Largest to Smallest. Now the information is

organized from the smallest to largest amount.

© Mehul Gandhi – 90330 84742

To Sort in alphabetical order ❑ Select “Expand the selection” in
case where you want to sort all
respective columns / data

❑ Select “Continue with the current

selection” in case where you want
to sort only selected column

© Mehul Gandhi – 90330 84742

To Sort in alphabetical order
Sorted with “Expand the selection”
❑ Click on “Sort”

© Mehul Gandhi – 90330 84742

To Sort in alphabetical order
Sorted with “Continue with the current selection”
❑ Click on “Sort”

© Mehul Gandhi – 90330 84742

To Sort with Multiple Level

Option 1 Option 2

❑ Click the Sort & Filter command ❑ Select the Data tab.
in the Editing group on the
Home tab. ❑ Locate the Sort and Filter group.

❑ Select Custom Sort from the list ❑ Click the Sort command to open the
to open the dialog box. Custom Sort dialog box. From here, you can
sort by one item or multiple items.

© Mehul Gandhi – 90330 84742

To Sort with Multiple Level
To apply multiple level sorting click on
“Add Level”

View of Custom Sorting View of Custom Sorting

Window. Window. (“Multiple Level”)

© Mehul Gandhi – 90330 84742

 To Sort with Multiple Level

❑ Select Sorting level 2.

❑ Then select Order of Sorting.

❑ Click on OK.

© Mehul Gandhi – 90330 84742

 To Sort with Multiple Level

Result with Single Sorting

Result with Multi Level

Sorting (Category (A-Z) &
Unit Cost (Smallest to
Largest)

© Mehul Gandhi – 90330 84742

To Sort with Case Sensitive Option

If data have same name with alphabetical change you can use “Case Sensitive”
option

© Mehul Gandhi – 90330 84742

 Horizontal Sorting
In case when your data is arrange Horizontally and required sorting follow
mention steps.

1) Open Custom Sort Window

2) Select Options.

3) Select “Sort left to Right”

4) Click on OK. Again Click OK.

Multilevel Sorting can apply on Horizontal Data

© Mehul Gandhi – 90330 84742

Sorting with Custom List
Custom list sorting is another feature of
sorting in excel.

Lets think, we want to apply sorting based

on week days. (i.e. Data should be sorted

like “Mon, Tue, Wed, Thu, Fri, Sat”

© Mehul Gandhi – 90330 84742

 Sorting with Custom List
To apply “Custom list
sorting”

1) Open Custom Sort Window

2) Select Order by.

3) Select “Custom List”

4) Click on OK. Again Click OK.

© Mehul Gandhi – 90330 84742

How to add Custom List
To add “Custom list” follow mention steps.

1) Open File Menu

2) Select Options.
3) Select “Advance” & drag down at bottom on right section.
4) Select “Edit Custom list” under General Section
5) Enter list or import from existing list from excel.
6) Click Add & then OK.

© Mehul Gandhi – 90330 84742

How to add Custom List

© Mehul Gandhi – 90330 84742

Filtering

Filter your Excel data if you only want to display records that meet certain criteria.

The filter feature applies a drop down menu to each column heading, allowing you
to select specific choices to narrow a table.

Filter option is available under

1) Home -> Editing

2) Data -> Sort & Filter

© Mehul Gandhi – 90330 84742

 Filtering
To apply filter follow mention steps.

1) Select any cell of data.

2) Select Filter at Editing Group on Home Tab / Filter under Sort &

Filter group on Data Tab.

CTRL + SHIFT + L

© Mehul Gandhi – 90330 84742

Filtering
Click on Drop down arrow to
filter the data.

Select desire filters & click OK.

Filter can be applied to all

columns in which data are
available.

© Mehul Gandhi – 90330 84742

Filtering
There are some extra features available under the filter option, which can be applied by
navigating to the “Text Filters” / “Number Filters”

Some options are available under “Text Filters” are

Filters based on

1) Cell value “Equals to”

2) Cell value “Does not equal to”
3) Cell value “Begins with”
4) Cell value “Ends with”
5) Cell value “Contains”
6) Cell value “Does not contains”
7) Custom Filters

© Mehul Gandhi – 90330 84742

Filtering
Some options are available under “Number Filters” are
Filters based on

1) Cell value “Equals to”

2) Cell value “Does not equal to”
3) Cell value “Greater Than”
4) Cell value “Greater than or equal to”
5) Cell value “Less Than”
6) Cell value “Less than or equal to”
7) Cell value “between”
8) Top 10 Cell value
9) Above average
10) Below average
11) Custom Filters

© Mehul Gandhi – 90330 84742

Filtering

Filter can be applied using “Filter by Color”

Option.

Note: -

This option is available only if any one cell

or cell value has been formatted with at
least one color

© Mehul Gandhi – 90330 84742

CONDITIONAL FORMATTING

© Mehul Gandhi – 90330 84742

 Conditional Formatting

Conditional formatting is a feature in Excel that allows you to format/highlight

few particular cells that meet the condition specified or selected.

Conditional Formatting can be applied to any cell content (i.e. Text, Number,
Currency, date etc.)

© Mehul Gandhi – 90330 84742

 Path to Data Conditional Formatting

Home -> Conditional Formatting

© Mehul Gandhi – 90330 84742

Conditional Formatting

Highlight Cell Rule

Whenever you want to highlight the cell based on the
condition, go with Highlight Cell Rules.

Here, once can apply all mathematical combination (i.e.

>,>=,<,<=,<> etc. to apply condition.

Along with it for alphabetical data one can use “Text” type of
conditional formatting

For date related conditional formatting, once can go to Date

type of conditional formatting.

Once can also highlight duplicate value with the help of

Conditional formatting.

© Mehul Gandhi – 90330 84742

Conditional Formatting

Top / Bottom Rule

Whenever you want to highlight the cell based on the

ranking, go with Top/Bottom Cell Rules.

Use Top / Bottom items, in case where, wants to highlight or

conditional formatting the top / bottom values based on
ranking only.

Use Top / Bottom %, in case where wants to highlight or

conditional formatting the top / bottom values
proportionately to the total values in the data.

Along with it one can use Above average / below average of

selected range.
© Mehul Gandhi – 90330 84742
DATA TOOLS

© Mehul Gandhi – 90330 84742

Data Tools
There are no. of tools available under the Data tools in Data Tab

Text to Column

Flash Fill

Remove Duplicate

Data Validation

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Data Tools

Data tools are used for Cleaning of data, Splitting of data, Validation of Data, Data
linking, to build relation between data tables.

© Mehul Gandhi – 90330 84742

Text to Column

When you want to split your cell data into different column based on set of input, it

can be done through the excel function called Text to Column.

Excel can convert / split only one column at a time. The range can be many rows but no
more than one column wide.

You can convert / split the data using more than one “Delimiters”

© Mehul Gandhi – 90330 84742

 Text to Column - Steps

1) Select the cell or column that contains the text you want to split
2) Select Data > Text to Columns.
3) In the Convert Text to Columns Wizard, select Delimited > Next.
4) Select the Delimiters for your data. For example, Comma and Space. You can see a preview of
your data in the Data preview window.
5) Select Next
6) Select the Column data format or use what Excel chose for you.
7) Select the Destination, which is where you want the split data to appear on your worksheet.
8) Select Finish.

© Mehul Gandhi – 90330 84742

 Text to Column – Example #1

Data Here in this data, we want to separate the

Name & Surname in Column A.

To do so, follow the steps mention.

© Mehul Gandhi – 90330 84742

Text to Column – Example #1 As we want to split the Data in column A
into two parts, Insert a column between
1 Insert one Column
columns A & B to place the second portion of
text. To insert another column select column B
and right click on it and then click insert or we
can use the shortcut key ( Ctrl with +)

Note:

If we do not insert another column

then the other portion of data will
overwrite our data in column B
© Mehul Gandhi – 90330 84742
Text to Column – Example #1

3 Select Delimited Criteria

A dialog box appears which has two
options

Delimited and Fixed width. In the

current example, we will use
delimited as the number of characters
between the first name and last name
is not the same in all the cells

© Mehul Gandhi – 90330 84742

Text to Column – Example #1

3 Select Delimited Criteria

In a delimited section, click on next

and we can see that we have delimiters
means the characters by which the text
is separated. In the current scenario, it
is a space so click on space & click on
next.

© Mehul Gandhi – 90330 84742

Text to Column – Example #1

4 Select Delimited Criteria

Another dialog box appears which

allows us to select the format of data
we want

Again, in the above step, our data

is a text and we do not want to change
the format so we can click on finish

© Mehul Gandhi – 90330 84742

 Text to Column – Example #1

Result

© Mehul Gandhi – 90330 84742

 Text to Column – Example #2

Data
The data in Column A is a timestamp which
automatically records at the time of data is
filled. It contains the date & time of the action
done. I want to separate the data and time in
separate columns

© Mehul Gandhi – 90330 84742

Text to Column – Example #2

1 Insert one Column

Insert a column between Column A &
Column B

© Mehul Gandhi – 90330 84742

Text to Column – Example #2

2 Select Column A

Select Column A and Go to text to Column

under Data Tab and click Text to Column

© Mehul Gandhi – 90330 84742

Text to Column – Example #2

2 Select Delimited Criteria

For the current example, the data in

column A has recorded time too
which means the data can be divided
into AM & PM too. So we will use a
feature called “Fixed Width” in Text
to columns & Click on Next.

© Mehul Gandhi – 90330 84742

Text to Column – Example #2

3 Select Delimited Criteria

• In this dialog Box, it allows us to set
field width as how we want to separate
the data. Either we can divide it into
two columns i.e. Date in Date Format
and time in AM PM format or we can
have a date in one column, time in
another and AM- PM in another one.

© Mehul Gandhi – 90330 84742

Text to Column – Example #2

4 Create line, break line, move line

• In this example, I want to split the

data into two columns not in three as
the preview shows above. So I need to
delete the line between the second and
third column. To do so we double click
on the second line. Click on Next.

© Mehul Gandhi – 90330 84742

Text to Column – Example #2

5 Select output Criteria

The dialog box appears which allows

us to change the format of both the
columns.

Select appropriate format of output

and Click on Finish.

© Mehul Gandhi – 90330 84742

 Text to Column – Example #2

Result

© Mehul Gandhi – 90330 84742

 Text to Column – Example #3

Data

In this data with me where in

Column B three texts are separated
together with a hyphen (-) & One
data with Space. I want all the three
texts in a separate column

© Mehul Gandhi – 90330 84742

Text to Column – Example #3

1 Insert Column

Select Column C and insert three

columns

© Mehul Gandhi – 90330 84742

Text to Column – Example #3

2 Select Column

Select Column B, then go to text to

Column under Data Tab and click
Text to column.

© Mehul Gandhi – 90330 84742

Text to Column – Example #3

3 Select Delimited Criteria

In the current example, a character

separates the data so we will use a
delimited feature again.

© Mehul Gandhi – 90330 84742

Text to Column – Example #3

4 Select Delimited Criteria

As our data is neither separated by

Tab, Semi Colon or a comma but it’s a
Hyphen (-) and Space. So we will select
other and in the other box put “-“in it &
Click on Next.

© Mehul Gandhi – 90330 84742

Text to Column – Example #3

5 Select Delimited Criteria

Provide format in which output to be

shown & Click on Finish.

© Mehul Gandhi – 90330 84742

 Text to Column – Example #3
Result

© Mehul Gandhi – 90330 84742

FLASH FILL

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Flash Fill
Excel Flash Fill is a special tool that analyses the information you are entering and
automatically fills data when it identifies a pattern

The Flash Fill feature was introduced in Excel 2013 and is available in all later
versions of Excel 2016, Excel 2019, and Excel for Office 36

Flash Fill is one of the most amazing features of Excel. It grabs a tedious task that
would take hours to be performed manually and executes it automatically in a flash (hence
the name). And it does so quickly and simply without you having to do a thing, but only
provide an example of what you want.

© Mehul Gandhi – 90330 84742

 Flash Fill - Where it is in Excel?

1) Data Tab -> Data Tools -> Flash Fill

CTRL + E
2) Home Tab ->Editing ->Flash Fill

© Mehul Gandhi – 90330 84742

Flash Fill – How to use it?

Usually Flash Fill starts automatically, and you only need to provide a pattern. Here's
how:

1) Insert a new column adjacent to the column with your source data.
2) In the first cell of a newly added column, type the desired value.
3) Start typing in the next cell, and if Excel senses a pattern, it will show a preview of
data to be auto-filled in the below cells.
4) Press the Enter key to accept the preview. Done!

© Mehul Gandhi – 90330 84742

Flash Fill – Example #1

For example, in this data we want to extract the

numbers in from Column A to Column B.

You can use “text to column” as using “/” delimited

as all the data have same delimited criteria.

Another tool for same function is “Flash Fill”.

© Mehul Gandhi – 90330 84742

Flash Fill – Example #1

Give the instruction to excel what you want to do on

your data.

In this example, we want to fetch number from our

data, so enter number in 1st row of your data & then
press “CTRL + E”

© Mehul Gandhi – 90330 84742

Flash Fill – Example #1

This is the result using flash fill.

Note:-

You can use “Drag & Drop” option to apply flash fill.
For which after drag & drop in pop-up button you
need to select “Flash Fill”

© Mehul Gandhi – 90330 84742

Flash Fill – Example #2

For example, in this data we want to generate email

id’s using Data like [email protected] & so
on.

You can use “Concatenate” functions to do so. But

here we will use “Flash Fill” to do it.

© Mehul Gandhi – 90330 84742

Flash Fill – Example #2

For this only once give instruction to excel by providing

input in 1st row of data and press “CTRL + E”

© Mehul Gandhi – 90330 84742

Flash Fill – Example #2 This is the result using flash fill.

Note:-

You can use “Drag & Drop” option to apply flash fill. For
which after drag & drop in pop-up button you need to
select “Flash Fill”

© Mehul Gandhi – 90330 84742

Flash Fill – Example #3
For example, in this data we want to convert
numbers in to id by adding some special characters
in between.

You can use “Text Functions (i.e. Left, Middle,

Right”) with “Concatenate” functions to do so. But
here we will use “Flash Fill” to do it.

© Mehul Gandhi – 90330 84742

Flash Fill – Example #3

For this only once give instruction to excel by providing

input in 1st row of data and press “CTRL + E”

© Mehul Gandhi – 90330 84742

Flash Fill – Example #3

This is the result using flash fill.

© Mehul Gandhi – 90330 84742

Flash Fill – Example #4 Flash Fill
Limitations
& how to
overcome

For example, in this data we want to

separate number into column L.

Now let’s first apply flash fill the

understand the limitation of flash fill &
how to overcome

© Mehul Gandhi – 90330 84742

Flash Fill – Example #4
Flash Fill
Limitations
& how to
overcome

Give the instruction to excel by

entering number in 1st row of data &
press “CTRL + E”

© Mehul Gandhi – 90330 84742

Flash Fill – Example #4
Flash Fill
Limitations
& how to
overcome

This is the result using flash fill.

This is the limitation of Flash

fill.

© Mehul Gandhi – 90330 84742

 Flash Fill – Example #4
Flash Fill
Limitations
Flash fill did not correctly extract the decimal numbers (only the digits after&the
how to
decimal point. overcome

Flash fill needs a little help sometimes. Immediately after executing step 2, change
the value in cell L6 to 26.2 and Excel will correctly extract all other decimal numbers for
you.

© Mehul Gandhi – 90330 84742

REMOVE DUPLICATE

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Remove Duplicates

Duplicate values in your data can be a big problem! It can lead to substantial errors
and over estimate your results.

But finding and removing them from your data is actually quite easy in Excel.

© Mehul Gandhi – 90330 84742

 Remove Duplicates

1) Data Tab -> Data Tools -> Remove Duplicate

2) Home -> Conditional Formatting ->Highlight Cell Rule ->Duplicate Value (Just to find)

© Mehul Gandhi – 90330 84742

 What is Duplicate Value?
Duplicate values happen when the same value or set of values appear in your data

© Mehul Gandhi – 90330 84742

Find & Remove Duplicate Value – Method #1
Remove Duplicate
Command
Select a cell inside the data which you
want to remove duplicates from and go to
the Data tab and click on the Remove
Duplicates command

© Mehul Gandhi – 90330 84742

 Find & Remove Duplicate Value

❑ You then need to tell Excel if the data contains

column headers in the first row. If this is checked,
then the first row of data will be excluded when
finding and removing duplicate values.

❑ You can then select which columns to use to

determine duplicates. There are also handy Select
All and Unselect All buttons above you can use if
you’ve got a long list of columns in your data.

© Mehul Gandhi – 90330 84742

 Find & Remove Duplicate Value

When Click on OK on previous dialog box, excel with

prompt with this pop up having details of how many
duplicate values found and removed from our data.

© Mehul Gandhi – 90330 84742

 Find & Remove Duplicate Value – Method #2

There is also another way to get rid of Advanced Filter

any duplicate values in your data from the

ribbon. This is possible from the advanced
filters.

© Mehul Gandhi – 90330 84742

Find & Remove Duplicate Value – Method #2

When click on “Advanced Filter”, dialog

box will appear.

❑ Select “Copy to another location”

❑ Select Range
❑ Select “Copy to”
❑ Check on “Unique records only”
❑ Click OK.

© Mehul Gandhi – 90330 84742

Find & Remove Duplicate Value – Method #2

Result with Advanced Filter Command.

© Mehul Gandhi – 90330 84742

 Find & Remove Duplicate Value – Method #3

With conditional formatting, there’s a way to

highlight duplicate values in your data.

© Mehul Gandhi – 90330 84742

Find & Remove Duplicate Value – Method #3

Just like the formula method, you

need to add a helper column that
combines the data from columns. The
conditional formatting doesn’t work
with data across rows, so you’ll need
this combined column if you want to
detect duplicates based on more than
one column.

© Mehul Gandhi – 90330 84742

Find & Remove Duplicate Value – Method #3

Home -> Conditional Formatting -> Highlight Rule ->Duplicate Value

Click on OK, Result will be like →

© Mehul Gandhi – 90330 84742

Find & Remove Duplicate Value – Method #3

Apply filter with colour & delete

record

© Mehul Gandhi – 90330 84742

DATA VALIDATION

© Mehul Gandhi – 90330 84742

 Data Validation

You can use data validation to restrict the type of data or the values that users enter
into a cell.

There are different data validation criteria available for different purposes.

Whole
Decimal List
Number

Text
Date Time
Length

© Mehul Gandhi – 90330 84742

Data Validation

1) Data Tab -> Data Tools -> Data Validation

© Mehul Gandhi – 90330 84742

IF, NESTED IF & IFS FUNCTIONS

© Mehul Gandhi – 90330 84742

IF Function

IF statements allow you to make logical comparisons between conditions. An IF

statement generally says that if one condition is true do something, otherwise do
something else. The formulas can return text, values, or even more calculations.

© Mehul Gandhi – 90330 84742

IF Function – Example #1

In this example, we want to mention the result

based on given condition like if Student achieve
Score equal to or more than 45, display “Pass”
otherwise “Fail”

© Mehul Gandhi – 90330 84742

 IF Function – Example #1

Formula Syntax

=IF(Logical Test, Value_if_true, Value_if_false)

Logical Test – What is to be compare?

Value_if_True – If comparison is true / match with criteria

then what answer is required.

Value_if_False - If comparison is False / Not match with

criteria then what answer is required.

© Mehul Gandhi – 90330 84742

 IF Function – Example #2

In this example, we want to mention

the result based on given condition like
if price is above 500, it should display
“High” otherwise “Low”

© Mehul Gandhi – 90330 84742

IF Function – Example #2

Result

© Mehul Gandhi – 90330 84742

 Nested IF Function – Example #1

In this example, we want to mention the grade

based on given condition like if Student achieve
Score >=90, than A+,
>=80 & <90, than A & <80 than B+.

So here we have more than two conditions for which

we need to use “NESTED IF FUNCTION”.

© Mehul Gandhi – 90330 84742

 NestedIF Function – Example #1

Here, in this example, IF Function is

used for two times, & it’s called as
Nested IF Statement.

You can review formula in column I.

© Mehul Gandhi – 90330 84742

 IF Function + SUMIF - Example

Here, in this example, We want to

displaypayment instruction against
each supplier if it reach to due amount
of more than 1,50,000 than
“Immediate Payment” otherwise
“Wait”.

© Mehul Gandhi – 90330 84742

 IF Function + SUMIF - Example
Here, in this example, we have used SUMIF with IF statement to derive the answer.

© Mehul Gandhi – 90330 84742

 AND & OR

AND & OR are again a formulas which give result based on condition. If match it give
TRUE result otherwise FALSE.

Sometimes these formulas can be use as alternative of IF function, or can be use with
IF function also.

© Mehul Gandhi – 90330 84742

 AND

Here, in this example, We want to

result as TRUE if both condition met,
otherwise FLASE.

Our condition is Color should be Red &

Size should be Small

© Mehul Gandhi – 90330 84742

 AND

AND will return TRUE if both

condition match, other return
FALSE.

Here, we can not define output

text.

© Mehul Gandhi – 90330 84742

 OR

Here, in this example, We want to

result as TRUE if any of the condition
met, otherwise FLASE.

Our condition is Color should be Red

or Size should be Small

© Mehul Gandhi – 90330 84742

 OR

OR will return TRUE if any one

condition match, other return
FALSE.

Here, we can not define output

text.

© Mehul Gandhi – 90330 84742

AND & OR

© Mehul Gandhi – 90330 84742

 IF + AND - Example

If we want to specify the output

value if condition match or not
match, we need to use IF
function with AND function.

© Mehul Gandhi – 90330 84742

 IF + AND - Example

This will return the specific

value if condition match
otherwise another value.

© Mehul Gandhi – 90330 84742

 IF + OR - Example

If we want to specify the output

value if condition match or not
match, we need to use IF function
with OR function.

© Mehul Gandhi – 90330 84742

CONDITIONAL AGGREGATION FUNCTIONS

© Mehul Gandhi – 90330 84742

SumIF & SumIFs

SUMIF & SUMIFS in excel is a conditional formula to calculate the sum, as the
same suggests it performs the addition operator on a range of cells when they fulfill
single / multiple if condition or multiple criteria provided in the function, this is an
inbuilt function in excel and are widely used as conditional statements.

“SUMIF in excel is useful when we want to SUM numbers based on one criteria.”

“SUMIFS in excel is useful when we want to SUM numbers based on multiple criteria.”

© Mehul Gandhi – 90330 84742

Sumif - Example

Item Region Sales To make a sum of Sales value greater than 150, we can use
Grapes North ₹ 250 SUMIF function.
Apples South ₹ 155
Grapes West ₹ 130 Sales Value Total Sales
Lemons North ₹ 255 >150 ₹ 1,555 =SUMIF(D4:D12,F5)
Apples North ₹ 160
Grapes South ₹ 280
Lemons East ₹ 170
Apples East ₹ 285 Note:
Apples West ₹ 110 Here as a condition, all the mathematical condition can be used.

© Mehul Gandhi – 90330 84742

Sumif - Example

Item Region Sales To make a sum of Sales value with the provided Region, we
Grapes North ₹ 250 can use SUMIF function.
Apples South ₹ 155
Grapes West ₹ 130 Region Total Sales
Lemons North ₹ 255 South ₹ 435 =SUMIF(C4:C12,F9,D4:D12)
Apples North ₹ 160
Grapes South ₹ 280
Lemons East ₹ 170
Apples East ₹ 285 Note:
Apples West ₹ 110 Here as a condition, all the mathematical condition can be used.

© Mehul Gandhi – 90330 84742

Sumif - Example

Item Sales Delivery To make a sum of Sales value which is deliver before
Grapes 250 2-Sep-20 10-Sep-20.
Apples 155 3-Sep-20
Delivery Before <10-Sep-20
Grapes 130 3-Sep-20
Total Sales ₹ 1,100 =SUMIF(D21:D29,G21,C21:C29)
Lemons 255 10-Sep-20
Apples 160 11-Sep-20 To make a sum of Sales value which is deliver between
Grapes 280 8-Sep-20 03-Sep-20 to 11-Sep-20.
Lemons 170 20-Sep-20
Apples 285 9-Sep-20
Apples 110 10-Sep-20

© Mehul Gandhi – 90330 84742

Sumif - Example

Item Sales Delivery To make a sum of Sales value which is deliver between
Grapes 250 2-Sep-20 03-Sep-20 to 11-Sep-20.
Apples 155 3-Sep-20
Grapes 130 3-Sep-20 Date Range >03-09-2020 <11-09-2020

Lemons 255 10-Sep-20 Total Sales ₹ 930 =SUMIFS(C21:C29,D21:D29,G25,D21:D29,H25)

Apples 160 11-Sep-20

Grapes 280 8-Sep-20
Lemons 170 20-Sep-20
Apples 285 9-Sep-20
Apples 110 10-Sep-20

© Mehul Gandhi – 90330 84742

 Year Division Region Revenue

Sumifs - Example Current

Current
Utility
Utility
North America
South America
44,196
20,898
Current Utility Asia 46,994
Current Utility Europe 43,695
Current Utility Australia 34,196
To make a sum of Revenue based on multiple criteria. Current Productivity North America 34,155
Current Productivity South America 24,396
Current Productivity Asia 29,276
Current Productivity Europe 45,540
Current Productivity Australia 29,277
Current Game North America 44,675
Current Game South America 42,569
Current Game Asia 43,784
Current Game Europe 46,336
Current Game Australia 49,656
PY Utility North America 24,325
PY Utility South America 33,681
PY Utility Asia 39,295
PY Utility Europe 59,878
PY Utility Australia 29,938
PY Productivity North America 52,311
PY Productivity South America 31,955
PY Productivity Asia 31,955
PY Productivity Europe 31,955
PY Productivity Australia 11,598
PY Game North America 53,963
PY Game South America 65,965
PY Game Asia 19,989
PY Game Europe 39,979
PY Game Australia 19,998
Current Game North America 44,675

© Mehul Gandhi – 90330 84742

 Year Division Region Revenue

Sumifs - Example Current

Current
Utility
Utility
North America
South America
44,196
20,898
Current Utility Asia 46,994
Current Utility Europe 43,695
Current Utility Australia 34,196
To make a sum of Revenue based on multiple criteria Current Productivity North America 34,155
Current Productivity South America 24,396

from same column. Current

Current
Productivity
Productivity
Asia
Europe
29,276
45,540
Current Productivity Australia 29,277
Current Game North America 44,675
Current Game South America 42,569
Current Game Asia 43,784
Current Game Europe 46,336
Current Game Australia 49,656
PY Utility North America 24,325
PY Utility South America 33,681
PY Utility Asia 39,295
PY Utility Europe 59,878
PY Utility Australia 29,938
PY Productivity North America 52,311
PY Productivity South America 31,955
PY Productivity Asia 31,955
PY Productivity Europe 31,955
PY Productivity Australia 11,598
PY Game North America 53,963
PY Game South America 65,965
PY Game Asia 19,989
PY Game Europe 39,979
PY Game Australia 19,998
Current Game North America 44,675

© Mehul Gandhi – 90330 84742

 Year Division Region Revenue

Countifs - Example Current

Current
Utility
Utility
North America
South America
44,196
20,898
Current Utility Asia 46,994
Current Utility Europe 43,695
Current Utility Australia 34,196
To make a count of Region based on multiple criteria. Current Productivity North America 34,155
Current Productivity South America 24,396
Current Productivity Asia 29,276
Current Productivity Europe 45,540
Current Productivity Australia 29,277
Current Game North America 44,675
Current Game South America 42,569
Current Game Asia 43,784
Current Game Europe 46,336
Current Game Australia 49,656
PY Utility North America 24,325
PY Utility South America 33,681
PY Utility Asia 39,295
PY Utility Europe 59,878
PY Utility Australia 29,938
PY Productivity North America 52,311
PY Productivity South America 31,955
PY Productivity Asia 31,955
PY Productivity Europe 31,955
PY Productivity Australia 11,598
PY Game North America 53,963
PY Game South America 65,965
PY Game Asia 19,989
PY Game Europe 39,979
PY Game Australia 19,998
Current Game North America 44,675

© Mehul Gandhi – 90330 84742

LOOKUP FUNCTIONS

© Mehul Gandhi – 90330 84742

Vlookup / Hlookup

It is
It is used when Lookup Value is in Most Left Column / Top Row in Table.

Vlookup / Hlookup accepts only One Argument for lookup value.

Vlookup / Hlookup is not case sensitive

Vlookup / Hlookup can only looks in Right Direction / Top to Down

© Mehul Gandhi – 90330 84742

Vlookup / Hlookup

Vlookup / Hlookup
Searches for a value in the first column / top row of a table array and returns a
value in the same column / row from another column / row in the table array.
Function Arguments
=VLOOKUP(lookup_value,table_array,col_index_num,range_lookup)
Function Arguments
=HLOOKUP(lookup_value,table_array,row_index_num,range_lookup)

© Mehul Gandhi – 90330 84742

 Vlookup

VLOOKUP is an Excel function to look up data in a table organized vertically. VLOOKUP

supports approximate and exact matching, and wildcards (*/?) for partial matches.
Lookup values must appear in the first column of the table passed into VLOOKUP.

Lookup a value in a table by matching on the first column.

=VLOOKUP (value, table, col_index, [range_lookup])

© Mehul Gandhi – 90330 84742

Vlookup =VLOOKUP (value, table, col_index, [range_lookup])

value - The value to look for in the first column of a table.

table - The table from which to retrieve a value.

col_index - The column in the table from which to retrieve a value.

range_lookup - [optional] TRUE = approximate match (default). FALSE = exact match.

Hint: V is for Vertical

© Mehul Gandhi – 90330 84742
Vlookup

When you use VLOOKUP, imagine that every column in the table is numbered, starting
from the left. To get a value from a particular column, provide the appropriate number as
the "column index". For example, the column index to retrieve first name below is 2:

Hint: VLOOKUP is based on column numbers

© Mehul Gandhi – 90330 84742

 Vlookup - Exact and Approximate matching

VLOOKUP has two modes of matching, exact and approximate. The name of the
argument that controls matching is "range_lookup". This is a confusing name, because it
seems to have something to do with cell ranges like A1:A10. Actually, the word "range" in
this case refers to "range of values" – when range_lookup is TRUE, VLOOKUP will match a
range of values rather than an exact value.

© Mehul Gandhi – 90330 84742

 Vlookup – First Match

In the case of duplicate values, VLOOKUP will find the first match when the match
mode is exact. In screen below.

© Mehul Gandhi – 90330 84742

 Vlookup – Wild Card

The VLOOKUP function supports wildcards, which makes it possible to perform a

partial match on a lookup value. For instance, you can use VLOOKUP to retrieve values

from a table after typing in only part of a lookup value. To use wildcards with VLOOKUP,

you must specify exact match mode by providing FALSE or 0 for the last argument,

range_lookup.

© Mehul Gandhi – 90330 84742

 Vlookup – Example #1

In this example we want to fetch

commission amount based on Sales
amount by sales representative according
to the sales commission criteria is
decided by management.

© Mehul Gandhi – 90330 84742

 Vlookup – Example #1

Result with Exact Match

1st we have lookup value 500, which is

available in our sales commission criteria and it
result into right commission amount, but what
if sales amount is not exactly same as mention
in table?

© Mehul Gandhi – 90330 84742

 Vlookup – Example #1

Result with Approximate match

It is not always the case where, we have exact

matching value available in our lookup data,
where we need to use Approximate match to
search right lookup answer.

© Mehul Gandhi – 90330 84742

 Vlookup – Example #2

In this example we want to fetch

product details like customer name,
item code, machine name when we
select any product name as our lookup
value.

In this case our master data table is

available in another worksheet.

© Mehul Gandhi – 90330 84742

 Vlookup – Example #2

The application of Vlookup function is

same, you just need to give range
reference from another worksheet as
argument #2.

Hint:

Concept of Cell refence is most important when wants

to apply formula to more than one cell by dragging or
copy & pasting the formula.

© Mehul Gandhi – 90330 84742

 Vlookup – Example #3

Here in this example we do not know

the exact lookup value, but we have
partial information about lookup value,
in this case we can use Wildcard match
to fetch the result.

© Mehul Gandhi – 90330 84742

 Vlookup – Example #3

Result with wildcard match.

© Mehul Gandhi – 90330 84742

 Vlookup – Example #4

Here in this example, Result

required based on multiple criteria.

In this case you must need to add

one column on left side and
concatenate the lookup column data.

© Mehul Gandhi – 90330 84742

 Vlookup – Example #4

Result with multiple criteria

© Mehul Gandhi – 90330 84742

 Hlookup – Example #1

In this example we want to fetch commission amount based on Sales amount by sales
representative according to the sales commission criteria is decided by management.

Here data is horizontally arrange, so we need to use Hlookup here.

© Mehul Gandhi – 90330 84742

 Hlookup – Example #1

Result with Exact Match

1st we have lookup value 500, which is available in our sales commission criteria and it
result into right commission amount, but what if sales amount is not exactly same as
mention in table?

© Mehul Gandhi – 90330 84742

 Hlookup – Example #1

Result with Approximate match

It is not always the case where, we have exact matching value available in our lookup data,
where we need to use Approximate match to search right lookup answer.

© Mehul Gandhi – 90330 84742

 Hlookup – Example #2

In this example we want to fetch product details like customer name, item code,
machine name when we select any product name as our lookup value.

In this case our master data table is available in another worksheet.

© Mehul Gandhi – 90330 84742

 Hlookup – Example #2

The application of Hlookup function is

same, you just need to give range
reference from another worksheet as
argument #2.

Hint:

Concept of Cell refence is most important when wants

to apply formula to more than one cell by dragging or
copy & pasting the formula.

© Mehul Gandhi – 90330 84742

 Hlookup – Example #2

Here in this example we do not know the exact lookup value, but we have partial
information about lookup value, in this case we can use Wildcard match to fetch the
result.

© Mehul Gandhi – 90330 84742

 Hlookup – Example #3

Result with wildcard match.

© Mehul Gandhi – 90330 84742

Hlookup – Example #4

Here in this example, Result required based on multiple criteria.

In this case you must need to add one column on left side and concatenate the lookup
column data.

© Mehul Gandhi – 90330 84742

 Hlookup – Example #4

Result with multiple criteria

© Mehul Gandhi – 90330 84742

EXCEL TABLE, PIVOT TABLE & CHARTS

© Mehul Gandhi – 90330 84742

Excel Table

Excel Tables have a confusingly generic name, but they are packed with useful
features. If you need a range that expands to include new data, and if you want formulas
that automatically stay up to date, Excel Tables are for you.

There are multiple useful features & elements associated with Excel Official Table
structure.

© Mehul Gandhi – 90330 84742

Excel Table - Elements

Header Row
• By default, a table has a header row. Every table column has filtering enabled in the header row
so that you can filter or sort your table data quickly

Banded rows
• Alternate shading or banding in rows helps to better distinguish the data.

Calculated columns
• By entering a formula in one cell in a table column, you can create a calculated column in which
that formula is instantly applied to all other cells in that table column

© Mehul Gandhi – 90330 84742

Excel Table - Elements

Total Row
• Once you add a total row to a table, Excel gives you an AutoSum drop-down list to select from
functions such as SUM, AVERAGE, and so on. When you select one of these options, the table
will automatically convert them to a SUBTOTAL function, which will ignore rows that have been
hidden with a filter by default. If you want to include hidden rows in your calculations, you can
change the SUBTOTAL function arguments.

Sizing handle
• A sizing handle in the lower-right corner of the table allows you to drag the table to the size
that you want

© Mehul Gandhi – 90330 84742

Converting Row Data into Excel Table

Raw Data

© Mehul Gandhi – 90330 84742

Converting Row Data into Excel Table

Steps Method 1 Method 2 Method 3

Select any cell of Select any cell of
Select any cell of row
row data. (No row data. (No
1 data. (No column or
column or row column or row
row should entirely
should entirely should entirely
blank in-between)
blank in-between) blank in-between)

Use Short Cut Key Use Short Cut Key

2 Go to “Insert Tab”
“Ctrl + T” “Ctrl + L”

Click “OK” on small Pop- Click “OK” on small Click “OK” on small
3
up window. Pop-up window. Pop-up window.

© Mehul Gandhi – 90330 84742

Excel Table - View

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Excel Table - Benefits

❑ Creating a table is fast ❑ Fill formulas automatically

❑ Navigate directly to tables ❑ Change formulas automatically
❑ Tables provide special shortcuts ❑ Easy dynamic ranges
❑ Painless drag and drop ❑ Use references (Name Manager)
❑ Table headers stay visible
❑ Tables expand automatically
❑ Totals without formulas
❑ Rename a table anytime

© Mehul Gandhi – 90330 84742

PIVOT TABLE

© Mehul Gandhi – 90330 84742

Pivot Table
Pivot tables are one of the most powerful and useful features in Excel. With very little
effort, you can use a pivot table to build informative reports for large data sets.

Pivot Table can be consider as a report. However, unlike a static report, a pivot table
provides an interactive view of your data. With very little effort (and no formulas) you can
look at the same data from many different perspectives. You can group data into categories,
break down data into years and months, filter data to include or exclude categories, and even
build charts.
The beauty of pivot tables is they allow you to interactively explore your data in
different ways.

© Mehul Gandhi – 90330 84742

Pivot Table - Steps

1 Select any cell in the data and click Pivot Table on the Insert tab of the ribbon

Excel will display the Create Pivot

Table window. Notice the data
range is already filled in. The
default location for a new pivot
table is New Worksheet.

© Mehul Gandhi – 90330 84742

Pivot Table - Steps

2 Select the place / address where Pivot Table to be created.

➢ Select New Worksheet in case of inserting

new worksheet & create Pivot Table on
inserted sheet.

➢ Select Existing worksheet in case when wants

to create pivot table in any of existing sheet
of active workbook.

© Mehul Gandhi – 90330 84742

Pivot Table - Steps

3 Click OK, and Excel builds an empty pivot table starting in cell provided location / address

Excel also displays the

PivotTable Fields pane,
which is empty at this
point. Note all five fields
are listed, but unused

© Mehul Gandhi – 90330 84742

Pivot Table - Steps

4 To build a pivot table, drag fields into one the Columns, Rows, or Values area

© Mehul Gandhi – 90330 84742

Pivot Table - Benefits

Simplicity. Basic pivot tables are very simple to set up and customize. There is no need to learn
complicated formulas.

Speed. You can create a good-looking, useful report with a pivot table in minutes. Even if you are
very good with formulas, pivot tables are faster to set up and require much less effort.

Flexibility. Unlike formulas, pivot tables don't lock you into a particular view of your data. You can
quickly rearrange the pivot table to suit your needs. You can even clone a pivot table and build a
separate view.

Accuracy. As long as a pivot table is set up correctly, you can rest assured results are accurate. In
fact, a pivot table will often highlight problems in the data faster than any other tool.

© Mehul Gandhi – 90330 84742

Pivot Table - Benefits

Formatting. A Pivot table can apply automatically apply consistent number and style formatting,
even as data changes.

Updates. Pivot tables are designed for on-going updates. If you base a pivot table on an Excel Table,
the table resize as needed with new data. All you need to do is click Refresh, and your pivot table
will show you the latest.

Filtering. Pivot tables contain several tools for filtering data. Need to look at North America and Asia,
but exclude Europe? A pivot table makes it simple.

Charts. Once you have a pivot table, you can easily create a pivot chart.

© Mehul Gandhi – 90330 84742

EXCEL CHARTS

© Mehul Gandhi – 90330 84742

Excel Charts

A chart is a tool you can use in Excel to communicate data graphically. Charts allow
your audience to see the meaning behind the numbers, and they make showing comparisons
and trends much easier.

© Mehul Gandhi – 90330 84742

Excel Charts – Column, Cluster Column Chart

City Sales Amount

Pune 30607
Baroda 27688
Surat 15772
Anand 18295

City Sales Amount Profit Amount

Pune 30607 27546
Baroda 27688 24919
Surat 15772 14195
Anand 18295 16465

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Excel Charts – Bar Chart

© Mehul Gandhi – 90330 84742

 Excel Charts – Line Chart

Month Total Sales

Jan 3930
Feb 6630
Mar 2075
Apr 2547
May 5829
Jun 4496
Jul 5279
Aug 5311
Sep 10814
Oct 10815
Nov 7308
Dec 9292

© Mehul Gandhi – 90330 84742

Excel Charts – Pie Chart

Product Category Sum of Qty.

Beverages 605
Confections 453
Seafood 389
Dairy Products 367
Condiments 358
Grains/Cereals 265
Meat/Poultry 207
Produce 132

© Mehul Gandhi – 90330 84742

INTRODUCTION TO DASHBOARD

© Mehul Gandhi – 90330 84742

What these images are representing?

© Mehul Gandhi – 90330 84742

What is Dashboard?

A dashboard is a type of single screen (mostly, but not always necessary) graphical
user interface which often provides at-a-glance views of key performance indicators (KPIs)
relevant to a particular objective or business process.

In other usage, "dashboard" is another name for "progress report" or "report" and
considered a form of data visualization.

Dashboard may contains charts/tables/views that are linked with data.

© Mehul Gandhi – 90330 84742

Benefits of Dashboard

❑ Insight on multiple objectives / KPIs on Single Screen (mostly, but not always necessary).

❑ Quick access to Data comparison for effective decision making.

❑ Visualization abilities to identify Positive or Negative trend.

❑ Ability to perform interactively.

❑ Save Resource (Time, Money, Energy etc.,)

❑ Increase Productivity.

© Mehul Gandhi – 90330 84742

TYPES OF DASHBOARD

© Mehul Gandhi – 90330 84742

Type of Dashboard

Strategic Tactical Operational Analytical

Dashboard Dashboard Dashboard Dashboard

• Monitoring the • Analysis and • Monitoring & • Intersection of

long-term monitoring of Tracking real the strategic and
company processes. time Operational operational
strategy. activities. dashboard.

• Mainly used • Mainly used by • Mainly used by • Mainly used by

by senior-level mid-level Junior level Data Analyst.
management management. management

Note: These types are based on it’s purpose of use only.

© Mehul Gandhi – 90330 84742
Dashboards – Things to be consider while Executing

➢ Organize your data (i.e. cleaning, manipulating, arranging etc.)

➢ Set up your page (i.e. preparing structure of dashboard)

➢ Brainstorm

➢ Select visuals (i.e. Select the charts, tables, icons to be used)

➢ Focus attention

➢ Preparing the dashboard Note:

Prior to working on dashboard, you need to find and remove

duplicate, delete leading, trailing or double spaces, and
remove blanks and errors in the raw data files.
© Mehul Gandhi – 90330 84742
Setting up Page – Mockup (Wireframe) in Excel

© Mehul Gandhi – 90330 84742

Some time saving tips

Customizing Quick Access Toolbar

Customizing Ribbon

Use Standard workbook as your template

Open 2 session windows (Duplicate window)

Applying formatting & formulas in multiple worksheet

© Mehul Gandhi – 90330 84742

Elements – Workbook Architecture

❑ Input Sheet(s)
❑ Calculation Sheet
❑ Presentation Sheet
❑ Control Sheet

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DASHBOARD REPORT DESIGN PRINCIPLES

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Layout - Best Practice for Dashboard Design

Use contrast headings,it highlights things easily

© Mehul Gandhi – 90330 84742

Layout - Best Practice for Dashboard Design

Use contrast colour for headers it highlights things easily

Subtle Contrast – Long data series

© Mehul Gandhi – 90330 84742

Layout - Best Practice for Dashboard Design

Alignment

Repetition – Same set of settings

✓ Font
✓ Colours
✓ Any object formatting

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Layout - Best Practice for Dashboard Design

Proximity - Separation

Balancing Different elements

© Mehul Gandhi – 90330 84742

Layout - Best Practice for Dashboard Design

Colours – Less is more

✓ Max 3-4 colours
✓ Start with your logo colour

© Mehul Gandhi – 90330 84742

Design Tips for Better Excel Reports

1) Always create reports in 100% zoom view

2) Limit formatting to dashboard page or pages
3) Limit print setup to dashboard page
4) Limit the use of volatile functions
5) Avoid merging cells
6) Group rows & columns instead of hiding
7) Name Manager for easy navigation
8) Add Hyperlink for easy navigation
9) Hide excess area by hiding rows & columns (Do it for dashboard page)
10) Protect sheet properly (For unauthenticated use)

© Mehul Gandhi – 90330 84742

THANK YOU…!!!

© Mehul Gandhi – 90330 84742