Brushing up Excel - I performed quickly with the help of excel.

Hence, Excel remains the

stepping stone tool for every Data Analyst.

The structure of excel

Topics Covered:
● About MS Excel, some applications and its importance.
Ribbon and Tabs in Excel
● The structure of excel
● Navigating in Excel
● Ribbons are the strips formed by the buttons and icons which are
● Data Entry and editing
found above the work area.
● The different buttons have been grouped together in different
About MS Excel, some applications and its importance. tabs based on their functionalities.
● There are 7 tabs originally in excel: Home, Insert, Page Layout,
➔ MS Excel is a spreadsheet program that was developed by Formulas, Data, Review, and View.
Microsoft. It is used to organize data into columns and rows and ● More such tabs such as Developer can be added by clicking
allows one to perform mathematical operations. File -> Options -> Customize Ribbon -> Check the box for ‘Developer’
➔ The file extension for an excel file is .xlsx.

Some applications of Excel are:

● Data management
● Accounting
● Programming
● Budgeting
● Data entry
● Task management
● Financial accounting
● Data analysis
● Visuals and graphs
● Financial modeling and much more!

The data collected through many sources such as website traffic,

As shown, the Ribbon comprises of these different components:
retail bills, and day-to-day activities is used to make informed
decisions. This analysis increases the profitability of any ● Quick access toolbar: The Quick Access Toolbar (QAT) can be
business/Organization by making future predictions and seen as a small and customizable toolbar found at the top left of
recommendations. A lot of these manipulations are simplified and the worksheet which is used to access frequently used

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 commands. It can be customized with more options by clicking Worksheet or the Working Area
on the arrow of QAT and selecting ‘More Commands’.
● Tabs: Such as ‘Home’, ‘Insert’, etc. contains various commands ● The worksheet is a part of the workbook consisting of multiple
divided into different groups. such sheets. It is a set of rows and columns.
● Groups: Within the tabs are a set of related options called groups. ● The rows are aligned horizontally in the fashion 1, 2, 3, 4 till
They are a set of related commands which are used usually 1048576, and columns are aligned vertically like A, B, C, D up to
XFD.
together to perform a larger task at hand. These are further
separated by vertical lines. ● The end of the sheet can be arrived at quickly by using the ctrl +
right arrow to go to the last column or the ctrl + down arrow to
● Dialog launcher: A small arrow found in the lower-right corner of go to the last row.
each group when pressed, shows more related commands. This ● The multiple rectangle boxes are called cells. Values that can be
has an entire range of options related to those functions. typed into the cells can be numbers, alphabets, and special
● Command button: These contain most used options such as characters.
Insert, Delete, AutoSum, etc. and perform particular actions.
As of now, these are the specifications of the latest version of Excel:
Name Box and Formula Bar
➔ Number of Rows in a Worksheet: 10,48,576
The Name Box and the formula bar are found directly above the excel ➔ Number of columns in a Worksheet: 16,384
working area. Name Box shows the address of the "active cell" which
➔ Total cells in a Worksheet: 17,17,98,69,184
is the selected cell in the worksheet. Or you can type the address of
any cell in the name Box and reach that cell directly.
How to insert a row in excel?
The formula bar is used for editing the content of a cell and it can also
expand to show the multiple lines of the same formula. ● Select a cell and then right-click on the cell which should be
within the row where a new row is to be inserted.
● Select the ‘Insert’ option

Name Box Formula Box

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● Select the ‘Entire row’ option.
Selecting multiple cells: In excel, multiple cells are known as a range of
cells which can be selected by following the below steps.

➔ Click on the first cell, hold and then drag the cursor till the last
adjoining cells are reaching the end of the cell range.
➔ Release the cursor, and then the desired range of cells is selected
till you click somewhere else in the sheet.

● This option inserts a new row above the selected cell.

● Alternatively, a column can be added by selecting the
‘Entire column’ option.
● A row or column can be deleted in a similar way by
selecting the ‘Delete’ option instead of the ‘Insert’ option. To delete multiple cells, simply select the desired range of
those cells and press the delete key.

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Task pane

It is a rectangular window that appears on the right side of your

Excel worksheet when you select an image. It gives more control
and flexibility while working by providing a range of commands
and functions for different tasks.

Additionally, there’s also an option to zoom in and zoom out of

the sheet here through a slider ranging from 10% to 400%. This
can also be done by pressing the ctrl button and scrolling the
mouse wheel simultaneously.

Navigating in Excel

● To move from one cell to another, you can either use the mouse
and click directly on the cell or use the scroll bars to move
vertically or horizontally. Another way could be to use the arrow
keys to go up, down, left or right.
● Page up and Page down option skips multiple rows together and
helps in quick navigation across rows. For columns, alt can be
Status Bar used additionally. Eg. Alt + Page Up will skip multiple columns
towards the right and Alt + Page Down will go towards the left.
Found below the worksheet area is the status bar which ● Moving from one sheet to another can be done by directly
displays various information about the Excel sheet such as clicking on that sheet or using the arrow keys in case there are
sum, count, and the average of the currently selected cells and too many sheets in the workbook.
is very useful for analysis at a quick glance. It also has the
functionality to display the layout of the sheet or the current
status of the sheet (eg. if the end mode option or scroll lock are
enabled).

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Data Entry and editing ➔ Another way can be to drag the content of another cell on
the cell whose data needs to be edited.
Types of data that can be entered in Excel: numeric, text, or formula. ● Autofill: When there’s a pattern in the data, you can drag the
range of cells and excel can fill in the rest of the series. There’s
also an option to fill only with formatting or fill without
formatting. The flash fill option allows you to combine, or
transform the data based on a few examples.

Modifying cell content:

● Deleting data: Select a particular cell or range of cells and hit the
delete key. Or select the cell, right-click and press the ‘Delete’
option. The formatting applied on the cell is not cleared when
the delete option is used. To clear the formatting, use the ‘Clear’
command button on the right side of the ribbon.

Basic shortcuts:

● Ctrl + down arrow: Go to the bottom row of the worksheet

● Ctrl +up arrow: Go to the top row of the worksheet
● Ctrl + right arrow: Go to the last column of the worksheet
● Ctrl + left arrow: Go to the first column of the worksheet
● Ctrl + Home: Go to the top left i.e. the first cell in the worksheet
● Ctrl + End: Go to the bottom right i.e. the last cell in the
worksheet
● Ctrl + P: Print a workbook
● Ctrl + U: Underline highlighted cells.
● Ctrl + V: Paste anything that was copied.
● Editing the content in the cell: It can be done in two ways: ● Ctrl + W: Close your current workbook.
➔ Either go to the formula bar to edit the content or double ● Ctrl + Z: Undo the last action.
click on the cell to edit it. A shortcut can be to go to that cell
and hit ‘F2’.

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 Brushing up Excel - II

Topics Covered:
● Paste Special
● Selecting special cells
● Using find and replace to select cells
● Adding comments
● Quick analysis

Paste Special
● Within the Paste special, you will find various options to paste the
data, say you just need to paste values, or formulas, or everything,
Getting the flexibility in pasting data from either a cell, a row, a
with or without borders, as pictures, by transposing it, etc.
column, or a table.
Steps:
● Select the desired cells that have your data.
● Copy the data by either clicking the Copy button on the home
tab or through the “Ctrl+C” shortcut on the keyboard.
● Then click the cell you want to paste data on and go to the home
tab wherein you have to select the arrow next to Paste and
choose Paste Special Option. Alternatively, after pasting data on
the desired cell, you can right-click on the Ctrl icon at the button
right and choose to paste special. Or you can use the shortcut
“Ctrl+Alt+V” or “Alt+ES”

Selecting special cells

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This is used to select a particular data from the entire range of data
selected. It is used for highlighting or deleting the required cells, i.e.,
narrowing down your search.

This can be done by following steps:

● Select the data range
● In the Home tab, go to the “Find & Select” icon in the Editing
group, and then select “Go To Special” from the drop-down
menu. Alternatively, you can press “F5” or “Ctrl+G” from the
keyboard which opens a dialogue box that has a button named
“Special” which needs to be chosen

Highlighted cells

Using find and replace to select cells

Select a specific cell with content to find its value and replace it with
another one.
For example: finding a particular person or a particular month of the
year.
● Choose your desired option, for example only text, constants,
blanks, visible data, precedence, dependents only, etc. from it.
Steps:

● In the Home tab, go to “Find & Select” or press Ctrl+F.

● Click on “Find” and a dialogue box appears which has 2 tabs-
Find and Replace.

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● Type what you are looking for and choose “Find All”.

● You will get the cell details of the chosen in either of the 2 cases

Similarly, do the above same steps for Replace:

● In the Home tab, go to “Find & Select”.

● Click on “Find” and a dialogue box appears which has 2 tabs-
Find and Replace.
● Enter the data which needs to be replaced in “Find what” and
enter the data that needs to be inserted in place of the replaced
dta in “Replace with” .
● If you do not want to find it by the particular cell content, but by
the formatting, then choose the “Options” button and click on
the “Format” button. Choose the formatting option and click on
“Find All”.

● Press “Replace” if only the particular data needs to be replaced

once.
● Else , press “Replace All” if the entire set of selected data needs
to be replaced.

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Adding Comments
● This comment can be edited as well as deleted by again
It is added in a cell to give information to the user, like an explanation Right-clicking on the cell having that comment.
of the formula or simply a note, which should not be visible to the user ● You can also do Formatting of the comment (change font type,
initially, but is present at the back and can be accessed when the font size, font color, background color, etc.) by doing a Right-click
mouse hovers over that cell. and then by choosing “Format Comment”.
● A comment can also be a picture.
To insert a comment:
Quick analysis
● Select a particular cell and Right-click.
● Select “Insert Comment”, Alternatively, press Shift + f2 It is an add-on feature in excel, which quickly gives access to build-in
functions of excel. It appears as an icon on the bottom right of your
selected date range. It can perform formatting, convert data to charts,
perform functions over data, convert data to tables and sparklines, etc.

● A comment box is displayed with the user name in bold.

● You can now type in the information you want to provide in it. Shortcuts for above discussed options:

● Paste Special: Ctrl+Alt+V or Alt + ES

● Select Special (Go to special) : F5 or Ctrl+G
● Add comment : Shift + f2
● Find & replace: Ctrl+F

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 Brushing up Excel - III

Topics Covered:
● Navigating through worksheets in Excel
● Changing name and color of Worksheet
● Adding/deleting worksheets or Hiding/ Unhiding worksheets
● Moving/copying worksheets
● Different Worksheet Views
●
○ Comparing worksheets side by side
○ Splitting worksheet into panes
○ Freeze panes To navigate through these worksheets, there are several ways:
● Saving and opening workbooks
● Use the mouse to click on the sheets present in the bar. If
Navigating through worksheets in Excel the number of sheets in the workbook is more than that
can be visible on the screen at a time, then you have to
Worksheet: It is a collection of cells that are organized in rows scroll through the green arrows (right and left scroller).
and columns and acts as an interface to interact with excel. It
keeps our data organized and we can manipulate it anytime.
There are 2 types of worksheets in excel,
A. A simple worksheet having cells arranged in rows and
columns
B. A chart sheet that contains on charts
● Right-click on the scroller and the dialogue box with the
name of Activate containing all the sheets will appear.
The collection of worksheets is known as Workbook.
Select the sheet and press OK.

A default worksheet with the name “Sheet 1” can be seen in the

title bar above the status bar. To add more worksheets Click on
the “+” icon adjacent to Sheet 1.

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 Adding and Deleting worksheets in a workbook is a simple task
in excel.

To Insert a new worksheet or simply known as a sheet:

● Click on the Plus icon “+” which is adjacent to Sheet1. This

will add a new sheet to the right of the currently active
sheet, with the next Integer in it.

● Directly use shortcut keys “Ctrl+PageUp” to go back to the

previous sheet(left of the current sheet) and
“Ctrl+PageDown” to move to the next sheet (right of the
current sheet) ● “Shift+f11” is the keyboard shortcut to add a new sheet.

Changing name and color of Worksheet ● Right-click on the tab having sheet name it and then
choose Insert. Choose the kind of sheet (Simple worksheet
To make the sheet intuitive, there should be a name that defines or Chart sheet) you want from the “insert dialogue box”.
it according to the data it has. Therefore, there is a need to
rename Sheet n (where n=1,2,3,....)

● Double click on the name Sheet n, and type in your desired

name.

To make your sheet more appealing, change the color of the

sheet in that bar by:
1. Right-clicking and choosing the “Tab Color” option.
2. Choosing the desired color from the choice of colors
available and more colors to form the more colors option.

Adding/deleting worksheets

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To delete a worksheet:

● Right-click on the tab having the sheet name and then

To delete multiple worksheets:

1. Press the “Ctrl” button on the keyboard and simultaneously

select the sheets from the title tab which needs to be
deleted. The selected sheets automatically become a group.

choose Delete.

● Go on the Home tab and within the Cells tab, choose the
Delete icon. Select the option named “Delete Sheet”.This
will delete the entire worksheet

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 2. Now simply Right Click and choose “Delete”.

2) A dialogue box of “Move or Copy” appears, which have

3 options in it:-
3. All the sheets in that group get deleted. a) To book: It is used to move or copy your
worksheet to another workbook.
Moving/copying worksheets b) Before sheet: It is used to move or copy the
worksheet before the worksheet chosen from
To give a structure to your workbook, the sheets could be the list of sheets.
arranged in a particular manner to make the flow of your work c) Create a copy: It creates a copy of the chosen
more logical. The sheets are done so by moving them and then worksheet.
arranging them in a particular order. To do this:

● Click on the sheet in the tab that you want to move, the
mouse cursor gets changed to a blank sheet icon and a
black inverted arrow also appears with it. Just drop it where
you want to place this sheet.

● Another way to move the sheet is to

1) Right-click the sheet to be moved and select the
“Move or Copy” option from the list of options.

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 3) Choose option a) and b) and Click OK.

To copy the sheet :

● 1st way:
1. Press the “Ctrl” button on the keyboard and
simultaneously click on the sheet in the tab that you
want to move.

2. The mouse cursor gets changed to a sheet icon with a

+ sign in it. Then just drop it where you want to place
it.

3. A sheet with the same name but a number in

parenthesis gets created since no two sheets in a
workbook can have exactly the same name. ● Another way is to click the “Ctrl” button and leave it on any
area of the current active worksheet. A copy of the sheet is
created exactly at the right of the selected sheet.

Different Worksheet Views

● 2nd way is to:

❖ Comparing worksheets side by side

1. Right-click the sheet to be moved and select the

● Sometimes the data is too large to be viewed on a single sheet
“Move or Copy” option from the list of options.
and there is difficulty in comparing the data. So an exact same
copy of the workbook, with all its worksheets can be created so
2. From the dialogue box that appears, choose the
that the user can view a part of the worksheet in one window
“Create a copy” checkbox along with selecting the “To
and some other part in another copied window. Any change in
book” and “Before sheet”.
the original workbook gets reflected in the copied window.

3. A sheet with the same name but a number in

1. Open your current workbook.
parenthesis gets created.
2. Go to the View tab and select “New window”.

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 ● Split screens separates the worksheet into parts that can be
scrolled separately by the user:
1. Go to view tab

2. Select “Split” and the screen gets divided into 4 parts

3. A new window with the “same name but with the number
2” along with it, gets created. And the original window gets
replaced by “number 1 with its original name”.

4. Go to “Arrange All” from the View tab and select “Vertical”

from the list of radio buttons. Click OK.

❖ Freeze panes

● Freeze panes fix a part of data you wish to view always while
working on a particular sheet. For example, one wants to view
the heading even while they have scrolled to the bottom of the
sheet, or they want to view the first column even when they shift
to the entire right side of the worksheet. Following are the Steps
5. The workbooks are now arranged vertically. to Freeze panes:

6. After closing either of the windows, the original names get 1. Go to the View tab
restored.
2. Select the “Freeze Panes” icon which has 3 options
❖ Splitting worksheet into panes a. Freeze panes

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 b. Freeze top row (For this, keep your headers in the first
row of the worksheet)
c. Freeze the first column

○ Type-in the desired name and choose file type as

“Excel Workbook”

Saving and opening workbooks

To save the contents of the entire workbook, we need to save the

file on our divide. This can be done in the following steps: ○ Click on Save and this name is reflected in the Title
tab
● First way
○ Click on the File tab and select “Save As” or press ○ The file gets saved with .xls extension
“Ctrl+Shift+S”.

● Simply do “Ctrl+S” from the keyboard and then choose the

location and hence type the name you wish to save your file
with

If the file is already saved, but you modified it afterward and this
○ Choose the location where the file needs to be saved version also needs to be saved then:
and then choose the folder from the device or create a ● Click on the File tab and select “Save”.
new one. ● Or, the keyboard shortcut is “Ctrl+S”

● To open a saved workbook

1. Click on the File tab
2. Select open

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 3. Choose the path of your file saved and select it to open and
Formulas & Functions - I
work on

● The keyboard shortcut is “Ctrl+O” Topics Covered:

● Formulas in Excel
● Functions in Excel
● Implement different types of formulas and functions- SUM,
AVERAGE, COUNT,COUNTA, RAND

Formulas in Excel
Excel is known to make operations and calculations easier and this is
enabled by the feature of formulas in excel. Formulas always begin
with an ‘equal to’ sign (=) which is followed by the calculation part.

Basic operations with Formulas:

1. Entering a formula: select a cell and type ‘=’ i.e. ‘equal to’ to let
the excel know that you’re going to type a formula. Then proceed
with a formula like =A1+A2. Also, instead of typing A1 and A2, you
can also select the cell representing the address A1 and A2 which
makes the job easier.

2. Editing a formula: This can be done by clicking on the formula

bar and editing the formula. Alternatively, it can be done by
double-clicking on the cell directly which displays a cursor in the
cell allowing it to get edited.

15 1
 4. Copy/ paste a formula: When you select a cell, press Ctrl+c and go
to another cell to press, ctrl+V, the cell formula is pasted and not
the literal value of the cell. One can also drag the cell down or
across for the formulas to get reflected in adjacent cells.
3. Precedence of operators: When a formula is being evaluated,
Excel follows a general formula which is similar to the BODMAS
rule ( B - Brackets, O - Order of powers or roots, D - Division, M -
Multiplication A - Addition, and S - Subtraction) in Mathematics.
The highest preference is given to the part of the formula inside
the parenthesis ‘()’. After which follows multiplication and
division, then addition, and subtraction.
Functions in Excel

There are some formulas that are predefined by excel and are
known as functions. Some of the functions discussed in this module
are: SUM Function
There are several ways to insert a function, such as:

1. Simple insertion in the cell: By typing the name of the function

directly as discussed above. It starts with an ‘equal to’ sign and
then a pop-up hint appears with the different excel functions. Go
In the above example, first preference is given to the part inside
to the particular function or type it fully. Don’t press ‘Enter’ after
brackets/ parenthesis, then division, then either subtraction or
that because it will result in an error. Instead, press the tab key.
multiplication. Then this value from brackets is further added to D1.
The opted is as follows:

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2. Using Insert Function Option found in the Formulas tab: Go to 4. Using auto sum option: Given towards the right in the Home Tab
the Formulas tab and select the option of ‘Insert Function’ which or in the Formulas tab as well, The auto sum option directly
will open a dialogue box. Here, you can search for a function calculates the sum of the selected cells and displays results in
through the entire list of functions available. the next cell. However, on clicking the caret/drop-down list,
other formulas like average, count, max, min can also be
calculated.

3. From the groups in the Formulas tab: All functions have been
divided into groups such as Financial, Logical, Text, Date & Time,
etc. One can quickly navigate to these groups to find the Editing a formula:
required function in less time. If the required function is not a The different formulas/ functions in Excel can be implemented as
part of any group, it can be accessed from ‘More functions’. The follows:
Recently used group is also very useful to access the functions 1. SUM: A simple addition calculation can be performed in different
used mostly by a user. ways:
a) Adding numbers directly

b) Typing cell addresses manually

Note: Reason for selecting cell address:

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The calculation can be performed by directly feeding in the Use the keyword ‘sum’ after the equal sign, press tab, and then
values also as shown in the 1st way above. But hard coding these either select the cells separately or drag through the whole range
values consume time increases the chances of the error being of cells to be added.
conducted, and most importantly, using cell addresses makes it f) Using the auto sum option as discussed in the above section.
dynamic. This means that if the value in that cell is altered, the
calculated Other operations like Multiply, Divide and Subtract can be performed
c) Clicking on different cells to insert their addresses in a similar way conducted above for Sum.

2. AVERAGE: The average of a set of numbers can be calculated by

using the average function as shown below.

d) Just select the range of cells to be added and find the sum
in the status bar.

Alternatively, the average is also displayed in the status bar when the
concerned cells are selected. Or from the formulas tab as discussed
above.

3. COUNT: This function is used to count all the rows/ columns in

e) The SUM function: The sum function simplifies the process which numerical values are present.
of addition eliminating the need to select every cell
separately. Rather it accepts the range of cells whose sum
needs to be calculated. It can be used in the following way:

The output of this is 6 as it does not count the cells with text or the
empty cells.

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4. COUNTA: This function counts all the cells in the selected range
containing both alphabets and numeric values. But it also does not
count the empty cells.

6. RANDBETWEEN:
The RANDBETWEEN function returns a random integer between
two numbers. The result from RANDBETWEEN is automatic, and a
OUTPUT=8 new random number will be recalculated each time a worksheet is
opened or changed.
5. RAND: This function is used to generate random values in Excel The format is:
using the RAND() function. =RANDBETWEEN(botton value, top value)
It can be done by using the function:
=RAND() in a cell
Dragging this random value will generate a random list of numbers.
An application of it could include calling different groups randomly in
a competition. For this, let us assume the number of groups to be 12.

a) Enter numbers 1-12 in column A by dragging the column after

selecting 1 and 2. Then in cell B1, write rand() to get a randomized
Gives any random number between -10 and 230 as output.
number.
b) Drag this till cell B12 to obtain a list of random numbers for each
group. Now select this list of random numbers by clicking on the
first cell, then pressing Ctrl+Shift+down. Right-click and select
the option of Sort -> Sort Smallest to largest

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 Formulas & Functions - II
It will eliminate all extra spaces in cells but a single space character
between words:
Topics Covered:
● Max and Min formula
● Trim Function
● IF Function
● AND & OR function
● Concatenate function
● Today and Now function
● Absolute and Relative referencing
● Mistakes to avoid IF Function

Max/Min Formula This is one of the most popular functions in Excel with a wide variety of
functions across different use cases. The main use of this function has
The Max and Min formula returns the highest and lowest values from been for logical functions. The basic use of IF is as a logical operator. It
the given data. basically asked Excel to test a certain condition and return a
corresponding value according to the logical operation that is done.

So the basic syntax of IF is as given below,

For example, let us consider an example. We need to compare two

values and return whichever value is higher. If the two values are 10
and 20, then the excel formula for the same can be given as,
Trim Function
= IF (A1>B1, “10 is greater than 20”, ”10 is smaller than 20”)
This is a highly useful function that is used for formatting the cells
after various operations. The function is used to remove any Let us consider an example in Excel,
unnecessary spaces in the selected cells. Although there are several
ways to remove the unnecessary spaces of these, the Trim function is
the easiest to operate.

For example, to trim extra spaces in column A, enter the following

formula in cell A1, and then copy it down the column:

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This given case is just one example of the IF function. It has a very wide For example, if we want to check two columns and return true if both
use case and hence its applications are numerous and wide-reaching. values are higher than 50, then we can use the AND function.
So we can keep on trying to apply it in various cases and identify new
applications for the same. If we want to check two columns and return true if one of the values is
higher than 50, then we can use the IF function.

LEN Function Let us consider the case with an actual example

The LEN or length function is used to find out the number of

characters in a given cell. It can be used to find out the count of the
characters in a set of cells. This will return an integer result with the
desired result in the selected cells. It is important to remember that it
will return the number including the spaces. So in case, we need to
eliminate that we need to use the trim function that we mentioned
earlier.

AND & OR function

The AND and OR functions are logical operators that are used to
combine other functions together and write large logical commands.
This is important because it can help in the execution of large Concatenate function
operations and for combining instructions from different operators.
This function is used to combine the values from two or more cells into
a single output cell. This can be used to combine both characters and
● The AND operator returns TRUE if all conditions are met, FALSE
float values. The output is obtained in a different cell that we enter the
otherwise.
formula in so the original cells are unaffected. In case we need a space
● The OR returns TRUE if any condition is met, FALSE otherwise
between the entries, then we use the “ “ function to enter the required
They have little application on their own and are used in combination space.
with other functions like IF and FOR.

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Today and Now function
In case we need to enter the current day or time and details in our
worksheet we can use these functions. The best part of these
functions is that we don't need any arguments at all. Once we type the
formula the results are directly returned. 2) Next step is to Click on the Fill handle at the corner of the cell
which contains the formula(C2).

Absolute referencing V/s Relative Referencing

Cell reference is another name for the address or the name of the cell
which comprises the combination that makes a column name and a
row number. There are broadly two types of references:

● Relative referencing
● Absolute referencing

Relative referencing: This is what we have been doing so far. When we

drag the formulas in subsequent rows and columns, the operators and
functions don’t change but the cells that they take value from change. 3) Drag the Fill handle up to the cells you want to fill. In our
example, we will drag it till cell C10.
Following steps are carried out in relative referencing:

1) Write the formula in the cell. Then press enter to get the
calculated value. Here we write the formula (= B2 + A2) in cell C2
and press enter.

5 6
4) Now we can see that the addition operation is performed Absolute referencing
between the cell A2 and B2, A3 and B3 and so on.
Absolute reference is the cell reference in which the row and column
are made constant by adding the dollar ($) sign before the column
name and row number. The absolute reference does not change as
you copy the formula from one cell to another. If either the row or the
column is made constant then it is known as a mixed reference. You
can also press the F4 key to make any cell reference constant. $A$1,
$B$3 are examples of absolute cell reference.

For example, We want to multiply the sum of marks of two subjects,

entered in column A and column B, with the percentage entered in
cell C2 and display the result in column D. Here, we will use absolute
reference so that the address of cell C2 remains constant and does not
5) You can double-click on any cell to check that the operation is change with the relative position of column and rows.
performed in between which cells.
Steps to Use Absolute Reference:

1) We write the formula in any cell and press enter so that it is

calculated. In this example, we write the formula(=(A2+B2)*$C$2)
in cell D2 and press enter to calculate the formula.

7 8
 4) Now we can see that the percentage is calculated in column D.
2) Now click on the Fill handle at the corner of the cell which
contains the formula(D2).

5) You can double-click on any cell to check that the operation is

performed in between which cells, and we see that the address of cell
C2 does not change.
3) Drag the Fill handle up to the cells you want to fill. In our example,
we will drag it till cell D10.

9 10
 Now let us see the formula paying close attention to the quotes,

This is the formula with quotes

Thus, in the above example we see that the address of cell C2 is not
changed whereas the address of column A and B changes with the
relative position of the row and column, this happened because we
used the absolute address of cell C2. And this is the formula without quotes,

Shortcut for Absolute referencing: Enter the cell address and press F4
to get the ‘$’ sign automatically.

Mistakes to Avoid This clearly shows the problem that arises in the former situation.
This problem is very difficult to identify as the number will
● Avoid Enclosing Numbers in quotation marks. appear to be quite ordinary but will not be able to perform any
operations and can be very difficult to troubleshoot. So this sort
We note that in Excel, we enclose all the text that we enter into
of problem needs to be avoided and rectified as soon as possible.
the material in quotation marks. But if the same is done for the
numbers, then Excel will change the format for the numbers ● Do not use any formatting for the numbers
from number to numeric string. This is highly undesirable as it
would mean that we will be unable to perform any operations on This refers to the practice of applying commas to the numbers to
the numbers even though they look like actual numbers. Let us indicate place value and enhance readability. However, this
illustrate that with an example. needs to be strictly avoided in Excel as the software will not be
able to understand the entries. Also, we need to avoid other
formatting like $ or £ signs for currency.

Avoid : $600 5,00,000 400,00

11 12
● Closing all parentheses ● Ensure Calculations options are set to automatic

This means that whenever we open brackets for writing a This is to ensure that all calculations are done automatically
formula we need to ensure that we close it at the end of the without us having to manually intervene for them. This can be
given condition. This is necessary as any open parentheses will done by going to Formulas Tab - Calculation group, clicking the
give an error code. We need to remember that in case of nested Calculation Options button and selecting Automatic.
conditional statements, then we must always make sure that the
number of open and close parentheses are equal at the end of
the formula.

● Dragging Formula

This can save us time and effort when working with Excel. This is
shows below,

● Removing formula but keeping the value

This method is used to remove the original formula but keep the
values that we had obtained. This can be useful in cleaning up
the sheet and removing any unnecessary data from our sheet.

For this, we should proceed as follows

1. Select all the cells that have the code that we need
2. Copy all the cells with Ctrl + C
3. Right-click the value and select paste value - value to
paste the required value directly into the cells.

13 14
 Formatting in Excel I This can be accessed as follows,

Topics Covered:
● What is Formatting in Excel.
● Number Tab
● Alignment
● Border
● Fill
● Font
● Protection

About MS Excel, some applications and its importance

● The main use of formatting is to change how the data is shown

in the final display.
● This is not just limited to cosmetic changes but also to more
prominently showing important information.
● It is the step that follows once the data analysis and
interpretation are achieved.
● This is useful to show any trends in the data and to enhance the
readability of the displayed function.
● This can also solve certain problems that arise when we have to
work with data sets that we import from new sources.
● This can be used to solve spacing issues or standardization of
the dataset or remove missing rows or columns.
● You can also use this for making good presentations and making
a good impression on our peers and managers. This will open the format cells window. Here we have 6 different
categories
● Number
● Alignment
● Font
● Border
● Fill
● Protection

1 2
A detailed explanation on how to use the various different parts of the
cell window is explained below: Alignment Tab

Number Tab This tab is used to change the alignment of the data in a given cell.
The number tab is used to format the way that numbers will be This can be done to change the alignment towards the left or right
displayed i.e. it can change the formatting into one of 12 different side of the cell. The other function is the text control, which can be
categories. used to wrap text, shrink to fit, or merge cells.

The orientation tab can help change the text orientation by a given
degree that we can adjust in the given box.

➔ Let us consider a case using the currency category.

Font Tab

This tab is used to change the font that the cells are in. There are
various options that are available in the selected tab. The various
options here can be changed to reflect in all the different cells that we
have selected.

➔ Here using the currency category, we can change the number

200 from just numeric to currency data format.

3 4
 Fill Tab

The fill tab is used to fill in colors and backgrounds for the selected
cells. This tab can also be used to fill in unique styles like strikethrough
and other patterns.

Here we have made some modifications to the text and this is

reflected in the cell.

Border tab

The border tab is used to modify the borders that we have around
the selected set of cells. We can use this to determine the thickness, Protection Tab
border pattern and extent of the border. This is all reflected in the
border tab which is shown below. This is mainly used to lock the worksheet or the selected cells. This
means that the following functions will be disabled until the
protection is removed.

5 6
The functions that are blocked are
Formatting in Excel II
● Changing the cell data or formula.
● Typing the entered data in an empty cell Topics Covered:
● Moving the cell ● Conditional formatting
● Modifying the size of the cell ● Top and Bottom 10 Bars
● Clearing the cell or its contents ● Gradient and Solid Fill
● Color Scales
● Icons
● Format as Table
There are other formatting options that are listed below,
● Importing and exporting data

Conditional formatting

This is one of the most important parts of formatting in Excel where

we can perform formatting for a subset of the original data set and
The Insert and Delete tabs can help us to remove or add multiple cells
also perform some formatting options that are based on logical
in column or row format.
operations. This is illustrated in the titles and hence will be evident as
The Conditional formatting tab is used to apply the formatting and when we apply them.
conditions conditionally to only a few of the selected cells. This is
useful especially when you don't want to replicate the formatting for
all the cells that exist in the worksheet.

7 1
The conditional formatting tab is shown above. Here we have the The next step is conditional highlighting based highlighting for text.
various options that we can implement. The condition is similar to the previously mentioned condition. The
case is shown as below:

Top and Bottom 10 Bars

This is used to get the 1o largest or smallest items from the given data
set

The output that we get:

This is used to generate the top 10 or bottom 10 results. We can also

use this to identify the values based on percentage values or based on
variance from the average. So this can be useful in highlighting large
blocks of data and analyzing patterns that come in them.

2 3
 Gradient and Solid Fill

The gradient fill and solid fill is an option used to generate bars
according to the values that we have selected. Accordingly, we have
the output as given below,

Here the percentages are calculated as per the set of values that we
have selected. The highest is taken as the max or 100% and the rest
is calculated with respect to it. The gradient and solid fill differ in the
formatting alone but reflect the same meaning only.

Color Scales

The color scale is a gradient based scale that is used to color the
cells based on the values that we have entered into the cells. It can
be incremental or decremental in its nature. In the given example we
can note that the White-Red is decremental in nature while the White
Green is incremental in nature. This means the largest number is
lighter in the red scale while in the green scale the reverse is true.

4 5
 Format as Table

This is used to accent the table and provide them with suitable
formatting. Consider the example that is given below.

Icons

The same representation can be obtained by using icons also. Here the Cell formatting
values are replaced by the orientation of the icons that represent the
relative values of the numbers. This is used to provide various accents to the individual cells that are
based on various options that are given below.

These options are all useful to provide them with the necessary
formatting as and when we use them.

Formatting Tips and Tricks

● Selecting whole row : Shift + Spacebar

The values that are closer to the medium are shown with a sideways ● Selecting whole Column : Ctrl + Spacebar
arrow while the ones that are very small are shown with a bottom
pointed arrow. The values that are high are oriented towards the top as Importing and Exporting Data in Excel
shown in the snippet above.

Exporting data
This is done by the following steps:

6 7
 Importing Data

Selecting the File tab. Here we should select the Export option that is The data can be imported into the Excel sheet by the following
present in the window that opens which will lead us to a window as method:
shown below.
● Select the Data Tab. In the Data tab, we have several
options that can be used to get data from a wide variety of
sources.

● Under the get data tab, there are a variety of options from
which we can get usable data.
Here we can select the file type to be a PDF/XPS document. This will
ensure that we can change the manner in which it is stored and hence
it will be easier to shift it to other devices and transfer the data easily.

Under the change the file type these options are available for
use. We must remember that Excel has some limitations in reading
data and it may not be able to read from all the data sources with
equal accuracy. So it would require human intervention in some
cases.

8 9
 Module 8:Tables in Excel
4. Else, directly click “OK”
In this module, you will learn:
● Create tables
● Navigating directly to tables
● Shortcuts provided by using Tables
● Total Row
● Rename
● Calculated Columns
● Sort and Filter

Create Tables Navigating directly to Tables

Tables are used to connect a selected range of cells and put them into an organised and
fixed structure. Tables make it easy to prepare data for the charts or the pivot tables. To Navigation is done to directly hop onto the table you want to access. Steps involved are:-
create a table, follow the below given steps:
1. Select the range of cells that you want to convert into a table 1. Go to the “Name Box” dropdown menu
2. Go to Insert tab and choose “Table” or use shortcut “Ctrl+T” 2. Click on the arrow for dropdown menu

3. Select the table you want to navigate onto

3. If you data rage have headers

a. Check the box which states “My table has headers”, and then click
“OK”
b. A table with a header in row 1 will be created

1 2
 4. The selected table gets highlighted

Shortcuts provided by using Tables

Shortcuts make it quick and easy to select either a particular column, row or the whole
table with just simple keyboard buttons. It is used to highlight or format the chosen range
of tables.
Steps:

1. Activate the first cell of that row or column you want to select Total Row
It is used to calculate totals in tables without the use of formulas explicitly. It is an
optional row function that can be displayed using “Ctrl+Shift+T” in the table and performs
operations such as Sum, count, min, max etc. Users can toggle this Total Row on and off
as per their wish using the same shortcut.

2. Select the rows using “Shift+space”

3. Select the columns using “Control+space”

4. Select the whole table by activating the first cell of the table and follow steps 2
and 3 in any order.

3 4
Rename

Default name assigned to any table is “Table with an integer in the continuous fashion”
like Table1, Table2, and so on. One can change its name anytime using the following
steps:

1. Select any cell of the table you want to rename

2. Go to the “Table Design” on the ribbon. Under the Table Name, there will be
mentioned the default table name. Sort and Filter

Sorting and Filtering in a table is done through the dropdown arrows in each of the
heading cells.
Users can sort the data in ascending or descending order.

3. Type in the desired name in place of the default name

Calculated Columns
It is a feature in the table that fills formulas easily by automatically copying it through the
entire column without explicitly copy-pasting. All you need is to enter a standard formula
(say using a function SUM() ) in the column’s top cell, and it automatically applies to the
whole of that column.
Users can Filter the data according to colours or numbers or texts.

5 6
 Module 9: More about Tables In Excel

In this module, you will learn:

● Table design
○ Resizing
○ Remove duplicates
○ Table style
○ Conditional Formatting
● Extending a table
● Remove Table
● Drawbacks

Table design
● Resizing a table

One can use the Resize Table command to add or remove rows or columns to
the table
Excel table slicers are also used to quickly filter the data that is present in tables.
● Click on any cell in the table
● Go to the design tab
● In the properties group within this, click on the “Resize Table”

● Select the range that needs to be included in the table and click OK

7 1
● Remove duplicates 5. The number of deleted values along with the number of unique
Duplicates are nothing but the extra copies of data in a particular table. values that are remaining are displayed
Duplicates could be removed when you wish to clean the dataset and
don’t want the repeated data to be visible
To remove duplicates , following are the steps:
1. Select the table

2. On the ribbon , go to the “Table Design” tab

3. Choose the option “Remove Duplicates” under it
● Table style

Table Styling is done to change the look and feel of the excel tables.Excel
provides built-in and ready to use styles that can be applied to its tables. It
makes data look more presentable and easier for the user to read and
interpret the results of the data in a table.

There are 3 major categories of table style- Light, Medium, and Dark

4. Specify the column where you want to remove the duplicates and
click OK

2 3
 One can change the style by:
1. Choosing any cell of the table you want to change the style of
2. Go to the “Table Design” tab in the ribbon
3. Click the “Table Styles” option and choose the style you want to
apply to on the table
4. One can choose more styles from the drop down menu

Extending a table

● To add the new data, excel table expands automatically if the user types
something in the adjacent cell
● It can be done manually by dragging the extension arrow at bottom right corner of
the table, towards right to add more columns or downwards to add more rows

Remove Table
Removing the table means converting the table back to the range. It involves the
● Conditional Formatting
following steps:

Conditional Formatting is used to change the appearance of the cells in a

1. First way
chosen range, based on the specific conditions. The rules in the form of
a. Choose the table and right click on any of its cell
conditions are based on matching text or the numerical values. There are
b. Choose the “Table” option
many built-in conditions and appearances provided under conditional
c. From the list of options, choose “Convert to Range”
formatting like Highlight cell rules, Colour scales etc.
Steps:
1. Go to the HOME tab
2. Choose the “Conditional Formatting” option under it
3. Choose the desired formatting

4 5
 Module 10: Importing Data into Excel
2. Another way is to go to the design tab and in the “Tools” group, choose the
“Convert to range” option and press YES. In this module, you will learn Importing data from:
● Microsoft Access database
● Web Page
● Text File
● SQL Server Table
● SQL Server Analysis Services Cube
● XML File

Importing data from Microsoft Access database

Microsoft Access is a Database Management System (DBMS) that is used to store

information for reference, reporting, and analysis. It is the amalgamation of relational
database engines and graphical user interfaces (GUI).
To import its data into excel, one needs to follow the following steps:
1. Go to the “Data” tab.
2. In the Get and Transform group under it, click “New Query” and Then select
“From Database” and choose “From Microsoft Access Database”

Drawbacks of using Tables

● On the protected sheets, even when the cells that are below the table are
unblocked, tables don’t expand automatically
● User can’t group, copy or move the sheets if the sheets have a table in it
● It is difficult to copy a table across the column as structured references to table
cells lack the option of Absolute setting
● If the excel sheet has at least one excel table, then the Custom views are not
allowed in that workbook
OR
Go to the “Data” tab and Choose “From Access” directly

6 1
 3. Choose the file and click “Import”.
4. Select the table from the display options and click Load.
5. When there is a change in the Access data, the user can refresh it in excel
a. Select any cell inside the table that was imported
b. Go to the Table Design tab
c. Under this, go to the “External Table Data”
d. Select “Refresh”

3. In the dialogue box that appears, enter or paste the URL in the field provided and
press OK

Importing data from Web Page

A web page is a file written in Hypertext Markup Language(HTML) and is viewed through
a web browser. It contains an ample amount of information in the form of text, video,
audio, hyperlinks, graphics, etc. Web pages are stored on a web server and the
collection of web pages forms a website.
4. The components of the webpage are displayed in the Navigator Window. See the
To import its data into excel, one needs to follow the following steps: “Table View”
1. Go to the “Data” tab. 5. Choose Load
2. In the Get and Transform group under it, click “New Query” and then select
“From Other Sources” and choose “From Web” Importing data from Text File
OR
Go to the “Data” tab and Choose “From Web” directly A text file is a collection of lines of electronic text in the form of data. it is stored in the
computer with the extension .txt.
To import its data into excel, one needs to follow the following steps:
1. Go on the File and open it. Click on Browse. A drop-down list is opened. Select
the text file from it.
OR
Go to “Data” and select “From Text” under the “Get External Data”

2 3
2. There will be 2 types of files- normal file and CSV file
a. If the file is a normal text file, then choose the “Text Document” and “open
it”
b. If its a CSV file, then choose Microsoft Excel Comma Separated Values”
file

3. Text Import Wizard will open. Choose the “Delimited” option and press “Next”

5. Now click on “Finish”

4. Check only the Tab option and uncheck all other options
6. Choose the desired location on the worksheet to import your contents from and
click OK

4 5
 3. A data connection wizard will appear. In this, enter the IP address in the server
name box.
4. Choose log-on credentials as “Use windows authentication” if you have windows
installed on a local machine. Else, provide the username and password.

Importing data from SQL Server Table

SQL Server is a relational database management system, which is used to store data in
a structured format, i.e. in the form of tables. Tables are a collection of rows and columns
and hence the collection of tables is known as a Database.
5. Click on Next
6. In the wizard, select the database
To import this table data into excel, one needs to follow the following steps:
7. Then select the particular table that contains the data you want into excel
1. Click on the Data tab
8. Press Next and then Finish
2. In the Get External Data ribbon, choose “From other Sources” and select “From
9. Choose the desired location on the worksheet to import your contents from and
SQL Server”
click OK

6 7
Importing data from SQL Server Analysis Services Cube

An Online Analytical Processing (OLAP) cube, often known as a multidimensional cube or

hypercube, is a SQL Server Analysis Services data structure (SSAS). Data from numerous
sources can be combined in Service Manager from the data warehouse. It is presented using
predefined and modified Microsoft OLAP data cubes in Service Manager. The existing data
warehouse architecture is used by OLAP data cubes to deliver self-service business intelligence
capabilities to end-users.

To import its data into excel, one needs to follow the following steps:

1. Click on the Data Menu from the ribbon

2. In the Get External Data ribbon, choose “Existing Connections”
3. A list of cubes that were previously connected by you, will be displayed.
4. Choose the cube (connection or table) you want to use and press Open

5. “Import data” dialogue box appears

6. Click OK after choosing the desired location/ cell to import

Importing data from XML File

To import its data into excel, one needs to follow the following steps:

1. Click on the Data Menu from the ribbon

2. Go to “ From other sources”

8 9
3. Choose “From XML Data Import” Conditional Functions in Excel

In this module, you’ll learn:

1. What are conditional functions ?
2. Use of Conditional Function
3. Type of conditional functions in excel
4. Criteria vs. Condition
5. Operators

Conditional Function
Conditional functions perform calculations on a cell or range of cells only if those cells meet a
certain condition. These functions test a given range and determine if the condition is true or
false before continuing. A condition can be any relational comparison:

4. Choose the file from your system and press “Open” Examples:

● A3>14 Whether the contents of cell A3 are larger than the number 14
● D5<=2 Whether the contents of cell D5 are less than or equal to the number 2
● T47=”cheese” Whether the cell T47 contains the the word cheese

Use of Conditional Function

At some point in time, when you are faced with a lot of data in your spreadsheets, you may
want to find a way to highlight or “filter” out some of your data based on specific criteria. For
example, if you wanted to see if the value of a cell in column A is equal to the value of a cell in
column B (duplicates), you can use a conditional formula in column C to give you a TRUE or
FALSE result.

Type of conditional functions in excel

1. IF

An IF function in Excel consists of 3 components:

A logical test, using an operator sign for logical comparison;
A value to return if the logical test results in TRUE;
A value to return if the logical test results in FALSE.

10
 Format: =IF(A1>B2; “TRUE”; “FALSE”)

Example:
We own a greengrocery and we have a list of fruits in stock. Whenever the amount in stock is
less than 20, we need to place a new order with the wholesaler. The IF function can help us with
this task. IF the amount of a certain fruit is under 20 (TRUE), we need to place an order. IF the
amount is 20 or more (FALSE), we don’t have to take any action.

We call the function in the ‘status’ column: =IF(B2<20;”Order”;”No action”):

Pressing enter will display the value in cell C2. We will extend the function to the relevant cell
range in column C, to find out which fruits need to be re-ordered, which fruits need to be put on
sale and which fruits require no further action:

When we press enter, the function will publish the result for FALSE: No action, because the
value in cell B2 isn’t less than 20.
3. SUM

2. Nested IF Functions
The SUM function in excel adds the numerical values in a range of cells. Being categorized under
the Math and Trigonometry function, it is entered by typing “=SUM” followed by the values to
It is possible to use an IF statement as a TRUE or FALSE value inside another IF function. This
be summed. The values supplied to the function can be numbers, cell references or ranges.
way you can test for more than one condition within one function and return more than two
results.
Example:
Example
We want to sum the cells A2 and A3 shown in the image.
We will use the same list of fruits, but this time we will reorder when the amount is less than 20
and we will put the fruits on sale when the amount is 30 or greater than 30.
In this case our value for FALSE will be replaced by a second IF function:
=IF(B2<20;”Order”;IF(B2=>30;”Sale”;”No action”)):
 4. SUMIF 7. COUNTIF
COUNTIF is an Excel function to count cells in a range that meet a single condition. COUNTIF can
The SUMIF function is a premade function in Excel, which calculates the sum of values in a be used to count cells that contain dates, numbers, and text
range based on a true or false condition. EXAMPLE:

5. AVERAGE
The AVERAGE function in Excel calculates the arithmetic mean of the supplied values. Such
values can be numbers, percentages or times. In the mean (or average), the sum of all the items 8. AND and OR and NOT
is divided by the number of items on the list.
Example: AND : The AND function is the most popular member of the logic functions family. It comes in
handy when you have to test several conditions and make sure that all of them are met.
Technically, the AND function tests the conditions you specify and returns TRUE if all of the
conditions evaluate to TRUE, FALSE otherwise.
Example:

6. AVERAGEIF
The Microsoft Excel AVERAGEIF function returns the average (arithmetic mean) of all
numbers in a range of cells, based on a given criteria.

OR : As well as AND, the Excel OR function is a basic logical function that is used to compare two
values or statements. The difference is that the OR function returns TRUE if at least one if the
arguments evaluates to TRUE, and returns FALSE if all arguments are FALSE. The OR function is
available in all versions of Excel 2016 - 2000.
 10. SWITCH

The Microsoft Excel SWITCH function compares an expression to a list of values and returns the
corresponding result.
Example

NOT: You use the NOT function in Excel to reverse a value of its argument. In other words, if
logical evaluates to FALSE, the NOT function returns TRUE and vice versa. For example, both of
the below formulas return FALSE:

Criteria vs. Condition

In excel, there is a difference between a criteria and a condition. A condition is when there is an
operator (such as =, <, >=, etc.) that has a value on either side (like this: A2 <= 3). A criteria is
when there is an operator and only one value (to the right of the operator) with the whole
criteria in quotes (like this: “=15”).

9. MINIFS and MAXIFS functions

Operators

Operators specify the type of calculation that you want to perform on elements in a formula
such as addition, subtraction, multiplication, or division.

Types of operators: There are four different types of calculation operators:

1.Arithmetic operators
2.Comparison operators
3.Text concatenation operators
4.Reference operators
 Lookup functions

In this module, you’ll learn:

1. What are lookup functions in excel?
2. Its Use
3. Type of lookup functions in excel

What are lookup functions in excel

The LOOKUP Function is categorized under Excel Lookup and Reference functions. The function performs
a rough match lookup either in a one-row or one-column range and returns the corresponding value
from another one-row or one-column range.
For example, let's say you know the part number for an auto part, but you don't know the price. You can
use the LOOKUP function to return the price in cell H2 when you enter the auto part number in cell H1.

Uses of LOOKUP functions

● You can find the exact or appropriate match by using the lookup function.
● Users can search for data both vertically (columns) and horizontally (rows).
● It is simpler to use and does not require selecting the entire table.

TYPES OF LOOKUP FUNCTION

There are a number of various lookup functions in Excel :

1. ADDRESS Function
2. AREAS Function
3. UNIQUE Function
4. CHOOSE Function
5. COLUMN Function
6. COLUMNS Function
7. INDEX Function
 8. MATCH Function 1 1 4 =ADDRESS(B1, C1) $D$1
9. VLOOKUP Function
10. HLOOKUP Function
2 3 5 1 =ADDRESS(B2,C2,D2) $E$3
11. LOOKUP Function

1. ADDRESS Function 3 2 1 2 1 =ADDRESS(B3, C3, A$2

D3, E3)
The ADDRESS function returns "the address for a cell based on the given row and column numbers,"
according to Excel's documentation.
4 7 11 3 0 sheet1 =ADDRESS(B4, C4, sheet1!R7C1
The most commonly used syntax for the ADDRESS function contains the row and column number:
D4, E4, F4) 1
1=ADDRESS(row_number, column_number)
5 18 12 4 1 =ADDRESS(B5, C5, L18
D5, E5)
Consider a scenario in which you can implement the ADDRESS function:
A B C D E F G H
2.AREAS Function

Sr. Row_Num Column_Num Abs_Num A1 Sheet_text Address Formula Result The AREAS function returns "the number of areas in a given reference where an area is a range of
No. contiguous cells or a single cell," according to Excel's documentation.

1 1 4 =ADDRESS(B1, C1) ? It has the following syntax:

1=AREAS(reference_to_cell(s)_areas)
2 3 5 1 =ADDRESS(B2,C2,D2) ?
Consider this data in which you can implement the AREAS function:

3 2 1 2 1 =ADDRESS(B3, C3, D3, ?

E3)

4 7 11 3 0 sheet1 =ADDRESS(B4, C4, D4, ?

E4, F4)

5 18 12 4 1 =ADDRESS(B5, C5, D5, ?

E5)

A B C D E F G H
After applying the formula, the result will be updated as shown below:
A B C D E F G H
Sr. Row_Num Column_Num Abs_Num A1 Sheet_text AREA Formula Result
No.
Sr. Row_Nu Column_Nu Abs_Nu A1 Sheet_tex Address Formula Result
No. m m m t
1 1 4 =AREAS(B1:C1) ?
 2 3 5 1 =AREAS(B2:C2, ? A B C
D2)
SR. NO. VALUE UNIQUE VALUES
3 2 1 2 1 =AREAS(B3:E3) ?

1 15
4 7 11 3 0 sheet1 =AREAS(B4:D4, ?
E4, F4)
2 18

5 18 12 4 1 =AREAS(B5:C5 ?
3 15
B5)

4 16
After applying the formula, the result will be updated as shown below:
A B C D E F G H 5 18

Sr. Row_Num Column_Num Abs_Num A1 Sheet_text AREA Formula Result You can apply the =UNIQUE(B1:B5) function to get the unique values from the given list of values. The
No. output will be as shown below:
A B C
1 1 4 =AREAS(B1:C1) 1
SR. NO. VALUE UNIQUE VALUES
2 3 5 1 =AREAS(B2:C2, 2
D2) 1 15 15

3 2 1 2 1 =AREAS(B3:E3) 1 2 18 16

4 7 11 3 0 sheet1 =AREAS(B4:D4, 3 3 15 18
E4, F4)

4 16
5 18 12 4 1 =AREAS(B5:C5 1
B5)
5 18

3.UNIQUE Function
4. CHOOSE Function
The UNIQUE function "returns a list of unique values in a list or range," according to Excel's
documentation.It has the following syntax: The CHOOSE function starts with an integer argument which acts as a selection index for the subsequent
arguments.
1=UNIQUE(range_of_cells)
It has the following syntax:
Consider the table below in which you have a few values in different rows: 1=CHOOSE(selection_index, arg1, arg2, arg3, ...)
Consider the following table: 2=COLUMNS([range])
A B C

Here's an example to understand their implementation. The function =COLUMN(B10) returns 2 as output
SR. NO. Function Output
because column B is the second column, whereas=COLUMNS(A1:E1) returns 5 as the output because the
array is spread in five columns.

1 =CHOOSE(4,"Monday", "Tuesday", "Wednesday", "Thursday", ? 6. INDEX Function:

"Friday")
The INDEX function "returns a value or the reference to a value from within a table or range," according
2 =CHOOSE(2, 2, "Cat", 23, 321, "ABC") ? to Excel's documentation.It has the following syntax:

1=INDEX(range, row_number, optional_column_number)

3 =CHOOSE(1,34,323,3221,1221) ?
Consider the example below.
In each row, after applying the function, the result will be updated as shown below:
A B C D E F G
A B C
SR. NAME SUBJECT GRADE RANK FORMULA OUTPUT
SR. NO. Function Output NO.

1 ALISHA MATH A 2 =INDEX(B1:D1, 1, 3) ?

1 =CHOOSE(4,"Monday", "Tuesday", "Wednesday", "Thursday", Thursday
"Friday")
2 BEN SCIENCE A 1 =INDEX(B1:D5, 2, 1) ?
2 =CHOOSE(2, 2, "Cat", 23, 321, "ABC") Cat

3 =CHOOSE(1,34,323,3221,1221) 34 3 CATHY PHYSICS D 3 =INDEX(B1:E5, 3, 2) ?

4 DRAKE CHEMISTRY C 4 =INDEX(B1:E5, 2, 4) ?

5 ELE ECONOMY B 5 =INDEX(B1:E5, 5, 4) ?

5. COLUMN and COLUMNS Function

The COLUMN function "returns the column number of the given cell reference," whereas the COLUMNS After applying the formula, the result will be updated as shown below:
function "returns the number of columns in the given array or reference," according to Excel's
documentation.
A B C D E F G
Here's the syntax:
1=COLUMN([address])
 SR. NAME SUBJECT GRADE RANK FORMULA OUTPUT 3 BEN 78 C =MATCH("F", D1:D5, -1 ) ?
NO.

1 ALISHA MATH A 2 =INDEX(B1:D1, 1, 3) A 4 ELE 94 B =MATCH("A", D1:D5, -1 ) ?

2 BEN SCIENCE A 1 =INDEX(B1:D5, 2, 1) BEN 5 DRAKE 95 A =MATCH("ELE", B1:B5, 0) ?

3 CATHY PHYSICS D 3 =INDEX(B1:E5, 3, 2) PHYSICS

After applying the function, the result will be updated as shown below:
A B C D E F
4 DRAKE CHEMISTRY C 4 =INDEX(B1:E5, 2, 4) 1
SR. NO. NAME MARKS GRADE FUNCTION OUTPUT

5 ELE ECONOMY B 5 =INDEX(B1:E5, 5, 4) 5

1 ALISHA 35 F =MATCH("BEN", B1:B5, 0) 3

7. MATCH Function
2 CATHY 75 D =MATCH(94, C1:C5, 1) 4
The MATCH function "searches a specific item in a range of cells, and returns the relative position of that
item in the given range," according to Excel's documentation.
It has the following syntax: 3 BEN 78 C =MATCH("F", D1:D5, -1 ) 1
1=MATCH(input, range)

Consider the example below. 4 ELE 94 B =MATCH("A", D1:D5, -1 ) 5

A B C D E F

5 DRAKE 95 A =MATCH("ELE", B1:B5, 0) 4

SR. NO. NAME MARKS GRADE FUNCTION OUTPUT

1 ALISHA 35 F =MATCH("BEN", B1:B5, 0) ? 8. VLOOKUP Function

You can use the VLOOKUP function "when you need to find values in a table or a range by row,"
according to Excel's documentation. The VLOOKUP function has the following syntax:
2 CATHY 75 D =MATCH(94, C1:C5, 1) ?
1=VLOOKUP(input, range, selection_index_from_column)

Consider a scenario where you can implement the VLOOKUP function. Say you have a database that
contains information for all teachers in a class, as below:
 value in the same column from a row you specify in the table or array," according to Excel's
documentation. The HLOOKUP function has the following syntax:

1=HLOOKUP(input, range, selection_index_by_row)

Consider once again the teachers' database :

To find the D.O.B. for ID = 115, you would write the =HLOOKUP(115,B1:K5,5,0) function and get the
output 03-Aug-88, as shown below:

If you want to know the D.O.B. for ID = 116, you would write the =vlookup(116,A2:E11,5,0) function and
get the output 12-Aug-92, as shown below:

10. LOOKUP Function

The LOOKUP function can be used "when you need to look in a single row or column and find a value in
the same position in a second row or column," according to Excel's documentation.
The LOOKUP function has the following syntax:

1=LOOKUP(input, range)

Consider the example below.

A B C D E F G

SR. ID NAME LAST DEPARTMENT Formula Output

NO. NAME

2 101 Alexa Das CSE =LOOKUP(103,B2:B6,E2:E6) ?

9. HLOOKUP Function

The HLOOKUP function works in a similar manner as the VLOOKUP function. It’s short for Horizontal 3 102 Alisha Loredo EEE =LOOKUP(107,B2:B6,E2:E6) ?
LOOKUP, and "it searches for a value in the top row of a given table or an array of values, then returns a
 4 103 Dev Raghu ECE =LOOKUP(B3,B2:B6,C2:C6) ?
Text and Date Based Functions
5 104 Doug Verma IT =LOOKUP("alisha",C2:C6,D2:D6) ?

6 105 Jame Will EEE =LOOKUP(105,B2:B6,D2:D6) ? DATE FUNCTIONS

1. DATE Function

DATE function returns a valid date based on the day, month, and year you input. In simple
After applying the LOOKUP function, the result will be updated as shown below: words, you need to specify all the components of the date and it will create a date out of that.
A B C D E F G
Syntax: DATE(year,month,day)

SR. ID NAME LAST DEPARTMENT Formula Output Example: In the below example, we have used cell references to specify the year, month, and
NO. NAME day to create a date.

2 101 Alexa Das CSE =LOOKUP(103,B2:B6,E2:E6) ECE

3 102 Alisha Loredo EEE =LOOKUP(107,B2:B6,E2:E6) EEE

4 103 Dev Raghu ECE =LOOKUP(B3,B2:B6,C2:C6) Alisha

5 104 Doug Verma IT =LOOKUP("alisha",C2:C6,D2:D6) Loredo

2. DATEVALUE Function
6 105 Jame Will EEE =LOOKUP(105,B2:B6,D2:D6) Will
DATEVALUE function returns a date after converting a text (which represents a date) into an
actual date. In simple words, it converts a date into an actual date which is formatted as text.
Syntax: DATEVAUE(date_text)

Example: In the below example, we have inserted a date directly into the function by using
double quotation marks. If you skip adding these quotation marks it will return a #NAME? error
in the result.
 5. DAYS Function

DAYS function returns the difference between two dates. It takes a start date and an end date
and then returns the difference between them in days. This function was introduced in Excel
2013 so not available in prior versions.
Syntax : DAYS(end_date,start_date)
Example:
In the below example, we have referred to the cell A1 as the start date and B1 as the end date
and we have 9 days in the result.

3. DAY Function

DAY function returns the day number from a valid date. As you know, in Excel, a date is a
combination of day, month, and year, DAY function gets the day from the date and ignores the
rest of the part.
Syntax: DAY(serial_number)

Example:
In the below example, we have used the DAY to simply get the day from a date.

6. EDATE Function

EDATE function returns a date after adding a specified number of months to it. In simple words,
you can add (with a positive number) or subtract (with a negative number) months from a date.
Syntax:EDATE(start_date,months)

Example:
Here we have used EDATE with different types of arguments.

And in the below example, we have used DAY with TODAY to create a dynamic formula that ● In the first example, we have used 5 as a several months and it has added exactly 5
returns the current day number and it will update every time you open your worksheet or when months on 1-Jan-2016 and returned 01-June-2016.
you recalculate your worksheet. ● In the second example, we have used -1 month and it has given 31-Dec-2016, a date
which is exactly 1 month back from 31-Jan-2016.
● In the third example, we have inserted a date directly into the function.
7. EOMONTH Function

EOMONTH function returns the end of the month date which is the number of months in the
future or the past. You can use a positive number for a future date and a negative number for
the past month’s date.
● In the FIRST example, we have simply used date and it has returned the 5 in the result
which is the month number of MAY.
Syntax: EOMONTH(start_date,months) ● In the SECOND example, we have supplied the date directly in the function.

Example :In the below example, we have used EOMONTH with different types of arguments:
● In the THIRD example, we have used the TODAY function to get the current date and
MONTH has returned the month number from it.

9. NETWORKDAYS Function

NETWORKDAYS function returns the count of days between the start date and end date. In
simple words, with NETWORKDAYS you can calculate the difference between two dates, after
excluding Saturdays and Sundays, and holidays (which you specify).

Syntax: NETWORKDAYS(start_date,end_date,holidays)

Example: In the below example, we have specified 10-Jan-2015 as a start date and
20-Feb-2015 as an end date.

8. MONTH Function

MONTH function returns the month number (ranging from 0 to 12) from a valid date. As you
know, in Excel, a date is a combination of day, month, and year, MONTH gets the month from
the date and ignores the rest of the part.
Syntax: MONTH(serial_number)

Example:In the below example, we have used a MONTH in three different ways:
 11. TODAY Function
We have 41 days between these two dates, out of which 11 days are weekends. After deducting
those 11 days it has returned 30 working days. The TODAY function returns the current date and time as per the system’s date and time. The
Now in the below example with the same start and end dates, we have specified a holiday and, date and time returned by the NOW function update continuously whenever you update
after deducting 11 days of the weekend and 1 holiday it has returned 29 working days. anything in the worksheet.

Syntax:TODAY()

Example
In the below example, we have used TODAY with other functions to get the current month
number, current year, and current day.

10. NETWORKDAYS.INTL Function

NETWORKDAYS.INTL Function returns the count of days between the start date and end date.
Unlike NETWORKDAYS, NETWORKDAYS.INTL lets you specify which days you want to
exclude from the calculation.
12. WEEKDAY Function
Syntax: NETWORKDAYS.INTL(start_date,end_date,weekend,holidays)
WEEKDAY function returns a day number (ranging from 0 to 7) of the week from a date. In
simple words, the WEEKDAY function takes a date and returns the day number of that date’s
Example : In the below example, we have used 01-Jan-2015 as a start date and 20-Jan-2015
day.
as an end date. And we have specified 1 to take Sunday – Saturday as the weekend. The
function has returned 14 days after excluding 6 weekend days.
Syntax : WEEKDAY (serial_number, [return_type])

Example
In the below example, we have used a WEEKDAY with TODAY to get a dynamic weekday. It will
give you the weekday whenever the current date changes. You can use this method in your
dashboards to trigger some values which need to change when weekday change.
13. WEEKNUM Function
TEXT FUNCTIONS :
WEEKNUM function returns the week number of a date. In simple words, WEEKNUM returns
the week number of dates that you specify ranging from 1 to 54.
1.Left()
Syntax: WEEKNUM(serial_number,return_type)
You can use the Left function when you want to extract the leftmost characters from a
Example
string. Syntax =left(text, num_char)
In the below example, we have used TODAY with WEEKNUM to get the week number of the
current date. It will update the week number automatically every time the date changes.

Similarly, you can also use the Right function to extract the rightmost characters from a
string.

2. Len ()
14. YEAR Function Len function in Excel helps you to know the length of a string that is number of

YEAR Function returns the year number from a valid date. As you know, in Excel a date is a characters in a string. Syntax = LEN(text)
combination of day, month, and year, and the YEAR function gets the year from the date and
ignores the rest of the part. Note – Spaces are included while calculating length.
Syntax : YEAR(date)
Example
In the below example, we have used the year function to get the year number from the dates.
You can use this function where you have dates in your data and you only need the year
number.
3. Mid ()
Mid function in Excel is used to extract the characters from the middle of a string.
Syntax = MID(text, start_char, num_chars)

4. Find ()
Find function in Excel is used when you want to know the position of certain characters
in a particular string. Syntax =FIND(find_text, within_text,[start_num])
 9. Substitute ()
5. Proper ()
Substitute function in Excel helps to replace existing text with a new text in a particular
Proper function in Excel capitalizes each word in the string that is, it converts the case
string. Syntax =SUBSTITUTE(text, old_text, new_text, instance number)
into proper case. Syntax =PROPER(Text)

10. Concatenate ()
6. Rept () Concatenate function in Excel helps to join the text of two or more cells. Syntax
Rept function in Excel is used when you want a certain text to be repeated certain =CONCATENATE(text1, text2….)
number of times. Syntax =REPT(Text, number_times)

7. Trim()
Trim function in Excel removes the unnecessary spaces from a particular string.

Syntax =TRIM(Text )

8. Upper()
Upper function in Excel converts the text into Upper case from lower case. Syntax
=UPPER(Text )
 =SUM (E4:E8)
Excel List Functions and Excel Data Validation As you can see from the above function used to get the sum of a range of cells, it is much more
efficient to use a function to get the sum than using the formula which will have to reference a
In this module, you’ll learn: lot of cells.
1. What are Functions ? Common Excel Functions :
2. Why use Functions?
3. Common Excel Functions : 1. SUM
4. Sum The Microsoft Excel SUM function adds all numbers in a range of cells and returns the result.
5. Count, Count Blank , CountA EXAMPLE :
6. Average
7. Mean, Median , Mode
8. Max, Min
9. What is Data Validation ?
10. Why use Data Validation
11. How to use Data Validation

What are Functions ?

Functions are predefined formulas that perform calculations by using specific values, called
arguments, in a particular order, or structure. Functions can be used to perform simple or 2. Count , CountA , Count Blank
complex calculations. 2.1 COUNT : The COUNT function will count cells that contain numbers. Its syntax is:
You can find all of Excel's functions on the Formulas tab on the Ribbon: =COUNT(value1, value2,...value30).
EXAMPLE :

Why use Functions?

2.1 COUNTA : The Microsoft Excel COUNTA function counts the number of cells that are not
Functions increase user productivity when working with excel. Let’s say you would like to get
empty as well as the number of value arguments provided. See the NOTE section below for
the grand total for the above home supplies budget. To make it simpler, you can use a formula
more information.
to get the grand total. Using a formula, you would have to reference the cells E4 through to E8
Example:
one by one. You would have to use the following formula.
Let's look at some Excel COUNTA function examples and explore how to use the COUNTA
= E4 + E5 + E6 + E7 + E8
function as a worksheet function in Microsoft Excel:
With a function, you would write the above formula as :
 4. Mean, Median , Mode
4.1 Average Function in Excel (Mean)
Simply use the Average function and select the range which needs to be averaged. In the
example below we want to know the average of the marks obtained by the students so we use
=AVERAGE(B2:B12).

2.3 COUNT BLANK : The COUNTBLANK function in Excel is designed to count empty cells in a
specified range. Here is an example of the COUNTBLANK formula in Excel in its simplest form:
=COUNTBLANK(A2:D2)
The formula, entered in E2 and copied down to E7, determines the number of empty cells in
columns A through D in each row and returns these results: 4.2 Median in Excel

Median is a function which is used to find the middle number in a given range of numbers.
When you are finding the median manually, you need to sort the data in an ascending order but
in Excel, you can simply use the Median function and select the range and you will find your
median. We take the same example as above to find the median of marks obtained by students.
So we use =MEDIAN(B2:B12).

3. AVERAGE(Mean) : The AVERAGE function in Excel calculates the arithmetic mean of the
supplied values. Such values can be numbers, percentages or times. In the mean (or
average), the sum of all the items is divided by the number of items on the list.
EXAMPLE : Enter the following formula in cell C3.
=AVERAGE(B3:B7)

4.3 Mode in Excel

Mode helps you to find out the value that occurs the most number of times. When you are
working on a large amount of data, this function can be a lot of help.
example below, we use =MODE(B2:B12) and since 2 students have scored 55 we get the
answer as 55.
5. MIN and MAX :
Data Validation
5.1 MIN Function
To find the lowest value in a range of cells, use the MIN function. For example, this
Data validation is a feature in MS Excel used to control what a user can enter in a cell of an
formula will find the lowest value in cells H2:H17
excel sheet. Like, restrict entries in a sheet, such as a date range or whole numbers only. We
=MIN(H2:H17) can even create dropdowns as well, which saves unnecessary space and shows the values in a
single cell. Also, we can create a customized message which will appear if the user inserts any
incorrect value or an incorrect format.

As an example, A user can specify a meeting scheduled between 9:00 AM and 6:00 PM.
Use data validation in Excel to make sure that users enter certain values into a cell.
Data Validation Example
In this example, we restrict users to enter a whole number between 0 and 10.

5.2 MAX Function

When to Use Data Validation in Excel?

To find the highest value in a range of cells, use the MAX function. For example, this
● Best used when a user wants to share a sheet with another user, and he wants the data
formula will find the highest value in cells H2:H17 entered to be accurate and consistent.
● Restrict entries to predefined items in a list.
=MAX(H2:H17)
● Restrict numbers outside a specified range.
● Restrict dates outside a certain time frame.
● Restrict times outside a certain time frame.
● Limit the number of text characters.
● Validation of the data, which is available on other sheets or workbook.
● Choose to be displayed an Input Message when a user clicks on a cell as a user’s guide.
 ● A user can customize the error alert; it can be anything as per a user-defined.

1. Create Data Validation Rule

To create the data validation rule, execute the following steps.

1. Select cell C2.
2. On the Data tab, in the Data Tools group, click Data Validation.

On the Settings tab:

3. In the Allow list, click the Whole number.
4. In the Data list, click between.
5. Enter the Minimum and Maximum values. 3. Error Alert
If users ignore the input message and enter a number that is not valid, you can show them an
error alert.
On the Error Alert tab:
1. Check 'Show error alert after invalid data is entered'.
2. Enter a title.
3. Enter an error message.

2. Input Message
Input messages appear when the user selects the cell and tell the user what to enter.
On the Input Message tab:
1. Check 'Show input message when cell is selected'.
2. Enter a title.
3. Enter an input message.
4. Click OK.
 4. Data Validation Result Excel Pivot Table
1. Select cell C2.
In this module, you’ll learn:
1. What is a Pivot Table
2. Why Should You Care?
3. Inserting a Pivot Table in Excel
4. The Nuts & Bolts of an Excel Pivot Table
5. Analyzing Data Using the Pivot Table

What is a Pivot Table and Why Should You Care?

2. Try to enter a number higher than 10.

A Pivot Table is a tool in Microsoft Excel that allows you to quickly summarize huge datasets
Result:
(with a few clicks).
Even if you’re absolutely new to the world of Excel, you can easily use a Pivot Table. It’s as easy
as dragging and dropping rows/columns headers to create reports.
Suppose you have a dataset as shown below:

Note: to remove data validation from a cell, select the cell, on the Data tab, in the Data Tools
group, click Data Validation, and then click Clear All.

This is sales data that consists of ~1000 rows.

It has the sales data by region, retailer type, and customer.
Now your boss may want to know a few things from this data:
● What were the total sales in the South region in 2016?
● What are the top five retailers by sales?
● How did The Home Depot’s performance compare against other retailers in the South?
You can go ahead and use Excel functions to give you the answers to these questions, but what
if suddenly your boss comes up with a list of five more questions.
You’ll have to go back to the data and create new formulas every time there is a change.

1
This is where Excel Pivot Tables come in really handy. ● Click OK.
Within seconds, a Pivot Table will answer all these questions (as you’ll learn below). As soon as you click OK, a new worksheet is created with the Pivot Table in it.
But the real benefit is that it can accommodate your finicky data-driven boss by answering his While the Pivot Table has been created, you’d see no data in it. All you’d see is the Pivot Table
questions immediately. name and a single line instruction on the left, and Pivot Table Fields on the right.
It’s so simple, you may as well take a few minutes and show your boss how to do it himself.
Hopefully, now you have an idea of why Pivot Tables are so awesome.

1. Inserting a Pivot Table in Excel

Here are the steps to create a pivot table using the data shown above:
● Click anywhere in the dataset.

The Nuts & Bolts of an Excel Pivot Table

To use a Pivot Table efficiently, it’s important to know the components that create a pivot table.
In this section, you’ll learn about:
Go to Insert –> Tables –> Pivot Table.
● Pivot Cache
● In the Create Pivot Table dialog box, the default options work fine in most of the cases. Here are
a couple of things to check in it:
● Values Area
● Rows Area
○ Table/Range: It’s filled in by default based on your data set. If your data has no blank
rows/columns, Excel would automatically identify the correct range. You can manually ● Columns Area
change this if needed. ● Filters Area
○ If you want to create the Pivot Table in a specific location, under the option ‘Choose
where you want the PivotTable report to be placed’, specify the Location. Else, a new 1.Pivot Cache
worksheet is created with the Pivot Table.
As soon as you create a Pivot Table using the data, something happens in the backend. Excel
takes a snapshot of the data and stores it in its memory. This snapshot is called the Pivot Cache.
When you create different views using a Pivot Table, Excel does not go back to the data source,
rather it uses the Pivot Cache to quickly analyze the data and give you the summary/results.
The reason a pivot cache gets generated is to optimize the pivot table functioning. Even when
you have thousands of rows of data, a pivot table is super fast in summarizing the data. You can
drag and drop items in the rows/columns/values/filters boxes and it will instantly update the
results.

2 3
2.Values Area

The Values Area is what holds the calculations/values.

Based on the data set shown at the beginning of the tutorial, if you quickly want to calculate
total sales by region in each month, you can get a pivot table as shown below (we’ll see how to
create this later in the tutorial).
The area highlighted in orange is the Values Area.

5. Filters Area
Filters area is an optional filter that you can use to further drill down in the data set.
For example, if you only want to see the sales for Multiline retailers, you can select that option
from the drop down (highlighted in the image below), and the Pivot Table would update with
the data for Multiline retailers only.
In this example, it has the total sales in each month for the four regions.

3.Rows Area
The headings to the left of the Values area makes the Rows area.
In the example below, the Rows area contains the regions (highlighted in red):

Analyzing Data Using the Pivot Table

Now, let’s try and answer the questions by using the Pivot Table we have created.
To analyze data using a Pivot Table, you need to decide how you want the data summary to look
4.Columns Area
in the final result. For example, you may want all the regions in the left and the total sales right
The headings at the top of the Values area makes the Columns area.
next to it. Once you have this clarity in mind, you can simply drag and drop the relevant fields in
In the example below, Columns area contains the months (highlighted in red):
the Pivot Table.
In the Pivot Table Fields section, you have the fields and the areas (as highlighted below):

4 5
The Fields are created based on the backend data used for the Pivot Table. The Areas section is
where you place the fields, and according to where a field goes, your data is updated in the
Pivot Table.
It’s a simple drag and drop mechanism, where you can simply drag a field and put it in one of
the four areas. As soon as you do this, it will appear in the Pivot Table in the worksheet.

6 7
 Charts and Graphs in Excel
Bar charts are just like column charts, except they display information in
horizontal bars rather than in vertical columns.
In this module, you’ll learn:
1. What are Charts and Graphs ? Bar
2. Types of Charts and Graphs
3. Choose the Right Charts and Graphs. Area charts are the same as line charts, except the areas beneath the lines are
filled with color.
4. How to create Charts and Graphs ?
Area

What are Charts and Graph Scatter charts are used to plot clusters of values using single points. Multiple
items can be plotted by using different colored points or different point symbols.
Charts and graphs are used to make information clearer and easier to understand. A good XY
picture is worth a thousand numbers. The most common place for people to see charts and (Scatter)
graphs is in the news. News publishers use graphics all the time to show comparisons and
explain important trends for things such as weather, gas prices, crime rate, or who is winning an Stock charts are effective for reporting the fluctuation of stock prices, such as
election and by how much. Charts and graphs are also critical to engineers, scientists and the high, low, and closing points for a certain day.
financial analysts who use them to help visualize large amounts of information, make better Stock
decisions, and communicate their results to other people.
A surface chart is useful for finding optimum combinations between two sets of
Choose the Right Chart data. Colors and patterns indicate values that are in the same range.
Surface
Once you've determined the results you want your chart to display, choose the chart that best
suits this purpose. The most popular charts are column, line, pie, and bar charts. Radar charts compare the aggregate values of multiple data series.

Chart Types in Excel Radar

Column charts are used when you want to compare different values vertically
side-by-side. Each value is represented in the chart by a vertical bar. If there are Create a Chart
several series, each series is represented by a different color.
Column
1. Select the data you want to include in your chart.
Make sure to include your column names if you want them to be in the chart.
Line charts are used to illustrate trends over time. Each value is plotted as a 2. Click the Insert tab.
point on the chart and is connected to other values by a line. Multiple items are
plotted using different lines.
Line

Pie charts are useful for showing values as a percentage of a whole. The values
for each item are represented by different colors. Limit pie charts to eight
sections.
Pie

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 3. Select a chart type in the Charts group. 2. Click the Insert tab.
3. Click Recommended Charts.

4. To see all available chart types click the Charts dialog box launcher. The Insert Chart
dialog box appears, displaying every chart type that is available.
5. Click a chart subtype.
Excel recommended charts based on the data you selected.

4. Select the type of chart you want to use.

Once you select a chart, a preview and description appear at the right.
5. Click OK.

The chart appears in the worksheet and the Chart Tools appear on the Ribbon.
The Chart Tools include three new tabs
1. Design
2. Layout
3. Format
that helps you modify and format the chart.
Types of Graphs in Excel
Create a Recommended Chart We have seen multiple uses of excel in our professional lives; it helps us analyze, sort and
extract insights from data. There is one feature of excel that helps us put insights gained from
Many times, it’s hard to tell what type of chart will best illustrate your data. To help make your our data into a visual form. This feature helps us display data in easy to understand pictorial
decision easier, Excel offers Recommended Charts. This tool looks at the data you have formats. We are talking about graphs in excel. Excel supports most of the commonly used
selected and suggests a few charts that will represent it well. graphs in statistics.

1. Select the data you want to include in your chart.

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Creating different types of graphs in excel according to our data is very easy and convenient
when it comes to analysis, comparing datasets, presentations etc. In this article, we will discuss
the six most commonly used types of graphs in excel. We will also discuss how to select the
correct graph type for some kinds of data.

Common Types of Graphs in Excel

The most common types of graphs used in Excel are:

● Pie Graph
● Column Graph
● Line Graph There are different types of bar graphs available in Excel, such as stacked columns, 100%
● Area Graph stacked columns, 3D columns etc. These types of graphs can be used for expanded datasets.
● Scatter Graph For example, we have been working with only two columns in the last two examples, now; if we
want to include the hours worked as a third column and compare the hours worked with the
Let’s understand what the different types of graphs in Excel are and how to create them. We will number of datasets visually, we can either use a stacked column or a 100% stacked column
start with a few examples of types of graphs in Excel. which would look like this:

1. The Pie Graph

As the name suggests, the pie graph is a display of data in the form of a pie or circle. This graph
type is used for showing proportions of a whole. For example, if we want to compare who did
how much work in a team, we would use a pie graph to display it in an easy way to understand.
So our data looks like this:

The difference between these is that while a stacked column represents actual values, a 100%
stacked column represents the values as percentages. There are 3D versions as well as
horizontal versions of these graphs in excel.

3. The Line Graph

The next type of graph we are going to discuss is called a line graph. This type of graph is used
when we need to visualize data like an increasing or decreasing series over a period. This is an
2. The Column or Bar Graph excellent graph in Excel to use for representing trends and comparing performance. For
example, if we wanted to see how the current rise compares to the last raise for different people
The next one in the list is a column graph, also called a bar graph in statistics. We use these in the earlier examples, we would get something like this:
different types of graphs where we need to see and compare values across a range. The same
data that we used in the pie graph example would look like this:

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We can see that Rohit is the only one whose pay raise has increased while others pay raise
percentages have remained constant over the last year. We have different line graphs or line There are many more types of graphs available in Excel, such as Hierarchy graph, Radar graph,
graphs available for use in excel, such as stacked lines and 100% stacked lines. Waterfall graph and Combo graphs which are combinations of two or more graphs. All these are
used based on specific conditions fulfilled by the data, such as the type of data, the number of
data points etc.

How to Create Graphs in Excel?

Now that we have gone through a few examples of types of graphs in excel, we will learn how to
make these graphs. Basically, the same procedure is used to make all the graphs. They are
enumerated sequentially below:

Stacked lines like stacked columns are used to represent percentages instead of the actual 1. First, choose the data you want to represent in the graph. In this case, we will select Analyst
values. and Datasets from the practice table:

4. The Area Graph

The area graph is available within the line graph menu. This is used for the same purpose as
the line graph, which visualizes trends and compares data. In this example, we represent the
relationship between the number of datasets worked on by an analyst and the number of hours
they worked.

2. Click on Insert on the toolbar and navigate to the Charts menu.

The stacked area graph on the right is used for drawing attention to the difference in magnitude
of two categories and displays the values as percentages.

5. The Scatter Graph

3. Select the required graph from the different types of graphs; in this case, we are making a bar
The Scatter graph is a simple representation of data points in excel. It is used when we need to graph which is basically a horizontal column graph, but you can select any graph that suits the
compare at least two sets of data with a limited number of data points. data you are working on:

4. A graph would appear over your data, move the graph to the required position by clicking on
it and dragging it across the screen, or cut/copy the graph and paste it elsewhere where you
need it:

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By following the above steps and varying the type of graph you select, you can make all types of
graphs available in excel. You can modify these different types of graphs like modifying a table,
by specifying the data which would go into the x-axis and y-axis by right-clicking on the graph
and clicking on select data, then specifying the data in the pop up that appears:

Things to Remember About Types of Graphs in Excel

● Know your data before making a graph. A type of graph that may suit a time series may
not be suitable for a set of unpatterned data.
● Sort the data before making graphs.
● Do not use unnecessary styling while making the graph.