This document provides an introduction to Microsoft Excel, including discussions of data preparation and handling, logical functions and analysis, and pivot tables. It covers entering and formatting data, basic arithmetic and logical functions, text functions, and lookup functions. Shortcut keys for common Excel commands are also included. The document aims to improve participants' Excel skills from a self-rated level of 2 out of 10 and includes practice exercises.
4. Intro to Microsoft Excel
• MS Excel
– Microsoft Spreadsheet application for
• Microsoft Windows and Mac OS.
• Managing data
• Graphing tools
• Calculations
• pivot tables
• (Macro) programming language
– Visual Basic for Applications
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6. Data preps and handling
• Data analysis preparations
– Password protection
– Sorting data
– Conditional formatting
– Data View and freezing pane
– Filtering
– Finding and replacing data
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8. Data analysis
• Basic Arithmetic
– Arithmetic operators
• SUM
• AVERAGE
• COUNT, COUNTA, COUNTBLANK, COUNTIF(S) and RANK
• MAX and LARGE
• MIN and SMALL
• PRODUCT
• SUMPRODUCT
• TRUNC
• DATEDIF, TODAY, NOW, MOD,
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9. Data analysis
• Text Data (Strings)
– CHAR (Inserting special characters - CHAR)
– CLEAN and TRIM
– CONCATENATE and EXACT and REPT and “&”
– UPPER, LOWER, PROPER
– LEN, FIND
– RIGHT, LEFT, MID
– SUBSTITUTE and REPLACE
– VALUE
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10. Data analysis
• Logical arguments
– IF
– AND, OR, NOT
– TRUE, FALSE
– IFERROR
– IS Functions
– MATCH, INDEX
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16. Shortcut keys
Command
Edit the active cell
Create a chart
Insert cell comment
Function dialogue box
Insert a new worksheet
Name manager dialogue box
Visual basic editor
Macro dialogue box
Hide the selected columns
Unhide the columns
Hide the selected rows
Unhide the rows
Select all cells with comment
KEYS
F2
F11
SHIFT + F2
SHIFT + F3
SHIFT + F11
CTRL + F3
ALT + F11
ALT + F8
CTRL + 0
CTRL + SHIFT + 0
CTRL + 9
CTRL + SHIFT + 9
CTRL + SHIFT + O
17. Shortcut keys
Command
Down fill
Right fill
Enter sum function in cell
Euro symbol
Cent symbol
Pound symbol
Yen symbol
Enter new line in active cell
Current date
Current time
Show formula
Select entire column
Select entire row
KEYS
CTRL + D
CTRL + R
ALT + =
ALT + 0128
ALT + 0162
ALT + 0163
ALT + 0165
ALT + ENTER
CTRL + ;
CTRL + SHIFT + ;
CTRL + `
CTRL + SPACEBAR
SHIFT + SPACEBAR
18. Shortcut keys
Command
Applies number format
Applies currency format
Applies percentage format
Applies exponential format
Applies general no. format
Applies time format
Applies date format
Applies outline border
Remove outline border
KEYS
CTRL + SHIFT + !
CTRL + SHIFT + $
CTRL + SHIFT + %
CTRL + SHIFT + ^
CTRL + SHIFT + ~
CTRL + SHIFT + @
CTRL + SHIFT + #
CTRL + SHIFT + &
CTRL + SHIFT + _
19. Shortcut keys
Excel Options Area Alt + F + I
Hide Ribbons Ctrl + F1
Save As F12
Save Ctrl + S
Spelling F7
Undo Ctrl + Z
Copy Ctrl + C
Cut Ctrl + X
Paste Ctrl + V
Go to cell A1 Ctrl + Home
20. Shortcut keys
Select range of calls First cell + Shift + last cell
Select cell ranges that are not adjacent Cell or array + Ctrl +
Additional cells
Move to end of range of data Ctrl + arrow key
Function dialog Shift + F3
Cancel formula in edit mode Esc
Move through ends of worksheet Ctrl + Up/Down Arrow
SUM Alt + =
Types of cell references F4
Insert Row Alt + I + R
Insert Column Alt + I + C
21. Shortcut keys
Paste formula into a range of cells Select range + type formula
+ Ctrl + Enter
Select a table Ctrl + *
Format Cells dialog box Ctrl + 1
Today’s date Ctrl +;
Currency format Ctrl + Shift + $
Select All Ctrl + A
Format chart elements Ctrl + 1
Page Setup Alt + P + S + P
Headers and Footers Alt + N + H
Exit Page Layout View Alt W + L
Filter Ctrl + Shift +L
Open the Subtotals dialog box Alt + A + B
23. Data entry
• Entering data and data types
• Alphanumeric data
• Entering data in arrays
{1,2,3;"a","b","c";"d","e","f"} and
CTRL+SHIFT+ENTER and TRANSPOSE
• Wrapping and merging
• Avoid mistakes
– Data validation
– Dates (today and now)
– Spell check
– Comments
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25. Chart type Features Data type / Use
Area 2-3 dimensional
Comparison in volume
change over time
Bar
2-3 dimensional
Show individual figure at a
time (or compare items)
Bars appears horizontal while categories
are listed vertically
Bars extending to the right => positive
values and extending to the left =>
negative values
Column
2-3 dimensional
Variation of different items
over a period
Categories listed horizontally while bars
are horizontal
Stacked column chart - how
each data series contribute
to the whole variation over a
period of time.
Columns are displayed side by side
Types of graphs in Excel
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26. Chart type Features Use
Line
Similar to area charts but emphasize on
rates of change
Compare trends over time
Pie
2-3 dimensional
Compare the size of the
parts with the whole
(proportions)
Only one data series - to make up 100%
Cab be exploded from the centre
XY Scatter
Two different numeric data series
Can assess whether one data
series depends on another
Useful if data on the X axis have uneven
intervals of time or increments of
measurement
Types of graphs in Excel
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