Basics Of excel

1. Excel

2. Excel-A software program created by Microsoft that uses
spreadsheet to organize numbers and data with formulas and
functions .
The main uses :Data Entry, Data Management, Accounting ,
Financial Analysis, Charting and graphing, Programming ,
Financial Modeling, Time management, Task Management. Etc.
Spreadsheet contains 1 to 1048576 rows and A to XFD in total
16384 columns

3. Shortcuts
A-SELECT ALL
B-BOLD
C-COPY
D-FILL DOWN
E-FLASH FILL
F-FIND
G-GO TO
H-REPLACE
I-ITALICS
K-INSERT HYPERLINK
N-NEW WORKBOOK
O-OPEN WORKBOOK
P-PRINT FILE
Q-SELECT TABLE(CURSOR
ON DATA)
R-RIGHT FILL
S-SAVE
T-INSERT TABLE
U-UNDERLINE
V-PASTE
W-CLOSE WORKBOOK
X-CUT
Y-REDO
Z-UNDO
WITH CTRL KEY

4. Shortcuts
Insert-Snapshot of current screen
Home-Start of worksheet
End-End of work sheet
Page up-Previous work sheet
Page down-Next Work sheet
Left Arrow-Move Left area
Right Arrow-Move Right Area
Up Arrow-Move up Area
Down Area-Move down Area
Space Bar-Select Column
Tab- Next Window
Enter-In edit mode ,put thing in cell
& keep current cell as active cell.
`~(Tilt) key-Show/hide formula
1(!)-Cell Format
2(@)-Bold
3(#)-Italic
4($)-underline
5(%)-Strike Through
8(*)-Outline
9( ( )-Hide Rows
0( ) )-Hide Columns
(-)-Delete selection
( [ )-Direct Dependents
( ] )-All dependents
( ; )-Insert Date
WITH CTRL KEY

5. Shortcuts
F1-Hide/show tabs
F2-Print Preview
F3-Define Name
F4-Close Window
F5-Restore Window Size
F6-Next Window
F7-Move Window
F8-Resize Window
F9-Minimize Workbook
F10-Restore Workbook
F11-New Macro Sheet
F12-Open
Spacebar-Select one whole column
WITH CTRL KEY

6. Shortcuts
Home-Select data till first cell of sheet
End-Select data till last data in sheet
Page up-Sheet selection backward
Page down-Sheet selection forward
Left Arrow-Select current range left
Right Arrow-Select current range
right
Up Arrow-Select current range up
Down Arrow-Select current range
down
Spacebar-Select all
Tab-Previous Window
Tilt(`~)-General Format
1(!)-Number format
2(@)-Time Format
3(#)-Date Format
4($)-Currency format
5(%)-Percentage Format
6(^)-Exponent Format
7(&)-Apply Format
8(*)-Select Region
( - )-No Border
WITH CTRL + SHIFT KEY

7. Shortcuts
A-Formula Argument
F-Font Name
L-Insert/Remove Filters
O-Select Comments
P-Font Size
U-Expand Formula Bar
WITH CTRL + SHIFT KEY

8. Shortcuts
F2-Insert /Edit comment
F3-Paste function
F5-Find
F6-Previous Window
F7-Thesaurus
F9-Calculate Worksheet
F10-Context Menu
F11-Create New Sheet
F12-Save
Spacebar-Select one whole row
WITH SHIFT KEY

9. Shortcuts
Page up- left 1 screen
Page down-Right 1 Screen
Down Arrow-Dropdown list
Spacebar-Control Box
Tab-Next Application
Backspace-Next Application
Enter-Create new line in same cell
F1-Insert Chart Sheet on same sheet
F2-Save as
F4-Quit Excel
F8-Macro List
F11-VB editor
A-Data Tab
E-Edit Menu
F-File Tab
H-Home Tab
L-Developer Tab
M-Formula Tab
O-Format Tab
T-Tool Menu
R-Review Tab
W-View Tab
WITH ALT KEY

10. Shortcuts
Delete-Clear
Page Up-Page up
Page Down-Page Down
Arrow keys-Directionally move
Tab- move right
Backspace-Delete Text in Selected cell
& cursor
Enter-Move one cell down
F1-Help
F2-Edit Mode
F5-Goto
F6-Next pane
F7-Spell check
F8-Extend Selection
F10-Activate Menu
F11-New Chart in in separate
sheet
F12-Save as
WITH SINGLE KEY

11. Basic Formatting
-Merge Cell
-Wrap Text
-Alignment
-Logical Function
-Comparative operators
-Text Function

12. Create Tabs & Groups
• File Options Customize ribbon main tabs New tab
New group ok
Add anything Select group & click rename press ok
• Delete tab file customize ribbon remove

13. Characteristics of cell
Left Alignment – Text
Right Alignment – Number
Middle Alignment – Boolean Expression

14. References
Relative reference- If we drag formula it gets copied with different cell
reference which are relative to adjacent cell.
Absolute Reference- When we put formula and need to compare or
fixed with one cell then we locked that cell by reference lock by F4 key.
It puts the dollar sign in that particular cell name range. This known as
absolute reference.
Mixed reference- When we lock either one row or one column cell
name range during execution of criteria range to make it fixed is known
as mixed reference.

15. Text to columns
To create two different separate column for values in single cell.
Delimiters- Will ask separators
fixed width – click two time

16. Paste Special
Paste Special shortcut is Alt +ctrl + v
Select range – Copy range –
Select the range you want to paste then Click shortcut CTRL+ALT+V
In pop up window select option
o Formulae
o Format
o Value
o Add
o Subtract
o Transpose (To change Column into row & Row into column)

17. Viewing Worksheets
Hiding /Un hiding row and columns
Click the row which need to hide/un hide then right click mouse and
select hide/unhide.
Freeze Panes:
Go to view tab – then select freeze panes ,freeze top row or column to
freeze
Split panes can be used to comparison row/column.
Arrange all can be used to compare different workbook.

18. Insert & Delete rows and columns
-To insert row/column just select entire row/column by mouse click or
By shorts cuts CTRL + Spacebar for column and Shift + Spacebar for row
then click CTRL + to insert and CTRL – to delete.
-If you want to move the data in a row or in column. Select the row
/column and cut and press CTRL + to desired position.

19. Custom Views
-Creating custom views.
-Displaying Views.
-Deleting custom views.
-Go to view tab –click custom views –Add view –name it –click ok
-You can hide/unhide column as per requirement in different views.

20. Auditing Tools
-Displaying dependent & precedent arrows.
-Removing Dependent & precedent arrows
-Evaluate formula.
Go to Formula tab – trace precedent /dependents (which shows linking
between formulas between)
-Show formula- In show formula you can open formulas in cells.
-Evaluate formula- Where you can check the working step of formula
which has been used with in a cell.

21. Logical Functions
Comparative operators:
= Equal to
< > Not equal
> Greater than
< Less than
>= Greater than or equal
<= Less than or equal
These signs are used in logical functions to compare.

22. Functions & Formula
Function always starts after = with in the cell for execution.
If you want output in alphabets always put alphabets “ “ between
double inverted comma within the function.
If you want output in digit form then put numerical value directly
without any special syntax.

23. Logical functions example
-If Condition: =if( Cell no. <,>,>=,<= = condition ,””,””)
-Nested if : In if function we can get one output with in two condition ,but in
3 condition we use nested if.
Example : For Grade =
if(perc.>90,”A”,if(perc.>80,”B”,if(perc.>70,”C”,if(perc.>60,”D”,”E”))))
Output: A or B or C or D or E as per the conditions.
-AND Function: ex- customer bill>20000 & need to buy >=10,Discount will be
30% . Then function will be =if(AND(bill>20000,D.P>=10),”30%”)
In this both condition should be fulfilled.
-OR function- =if(OR(bill>20000,D.P>=5),”20%”). In this either one of them
should be fulfilled.

24. Other rare used logical functions
-Not function & if error function.
In one cell you wrote true in another cell apply =NOT(true or cell no.)
It will show result false.
This function will convert into opposite value or negative.
-if error if you want to show error message if your function has error.
=iferror(cell no.of output,”error”)

25. Text functions
=Trim(Cell no. Or Text) –Remove unnecessary space between words.
=Proper(C.no) –first letter of every word will be converted in capital letters.
=Upper(C.no) –All words will be converted into capital letters.
=Lower(C.no) –All words will be converted into small letters.
=Len(C.no) –will count number of written words within the cell including spaces.
=left(C.no,2) or =right(C.no,2) ,=mid(C.no, position no of words, put the count you
want to extract) –these function exclude 2 letters from the word will make 2 code
name of the word.
=Concatenate(C.no,” “,C.no) –this function is used to merge words of two
different cell. Second method to concatenate =C.no.&,” “,&C.no then press enter.
=Substitute(C.no,word,new word) –used to substitute words.
=Rep(C.no, put the no. of repetition you want) –this function will repeat same
words.

26. Date Functions
>Todays date:=Today()
>Date & Time:=Now()
>Month(02-02-2008):=month (Cell.no)
>year(02-02-2008):=year()
>Date combined:=Date(Cell no., Cell no., Cell no)
Add/Subtract days:Date XX-XX-XXXX
=Date+5 days
=Date-5 days

27. -ADD/SUBTRACT MONTHS:
>EDATE
Date: XX/XX/XXXX
=EDATE(DATE,10)
=EDATE(DATE,-1)
>ADD/SUBTRACT YEARS:
=EDATE(DATE,120) -10y*12m=120
=EDATE(DATE,-120)
DAYS,WEEK DAYS,MONTHS:
XX/XX/XXXX: =text(xx/xx/xxxx,”ddd”)
XX/XX/XXXX: =text(xx/xx/xxxx,”mmm”)

28. Datedif
Date:xx/xx/xxxx
To find out total years from todays date:=datedif(xx/xx/xxxx,today(),”y”)
Total months:=datedif(xx/xx/xxxx, today(),”m”)
Total days:=datedif(xx/xx/xxxx,today(),”d”)
Months gap:=dateif(xx/xx/xxxx,”ym”)
Days gap:=datedif(xx/xx/xxxx,”md”)

29. Name Range
After selection of cell range . Go to formula tab- name manager and
assign name or double click on the name range on sheet and assign
name or press ctrl+f3 from key board.
Name Range with formula:
You can name any range and just remember the name and you can
apply function to that by just putting the name under the functions in
any sheet of the same workbook.i.e you can apply
SUM,COUNT,MINIMUM,MAXIMUM,AVERAGE,COUNTA,COUNTABLANK.

30. General function
=Sum(Cell Range) –To add total numbers.
=Min(C.R) –To find out minimum no. in selected range.
=Max(C.R) –To find out maximum value in selected range.
=Average(C.R) –To find average within the list.
=Count(C.R) –To count non-empty cells.
=Counta(C.R) –To count non-empty cells cell values are alphabets.
=Countblank(C.R) –To count empty cells within the selected range.
=Sumif(R,CRITERIA,SUM RANGE) –Used to calculate identical item values.
=countif(range,criteria) –Counts the total identical items.
=Sumifs(sum range,criteria1,criteria2) –To sum for two different criteria.
=countifs(range,criteria1,criteria2,range) –To count two different range values.
=Sumproduct(Range array1,array2) –To multiply

31. Vlookup and Hlookup
>Vlookup function is used to find out related records vertically items in the
workbook.
=Vlookup(lookup value,Range,column index no.,0).
>Hlookup function is used to find out horizontly related records in the workbook.
=Hlookup(lookup value,table range,row index no.)
Condition:
• lookup value should be unique.
• You can find value left to right and up to down.
• Lookup value should be belong to first column of array in vertical in horizontal it
should be belong to first row.
• Data Name should be in sorted order.

32. Lookup function
=lookup(lookup value ,Table Array)
Lookup for full record:
=lookup(lookup value lock,lookup vector lock,lookup result) then drag.

33. Index & match function
>To find out position no. of values within the table we apply index
function.
=index (cell range,serial no.)
>To find out the position no. of text in entire data or record:
=match(lookup value, cell range,0)

34. Protect Cells and sheet
>If you want to protect cells from editing then select cell range and
right click the mouse- go to format cells option – protection –
untick/tick locked cells option then press ok and close the window.
>Then go to down bar where sheet name is and then click on protect
sheet and assign password. For unlocking same go to sheet name bar
and right click and choose unprotect cell and reassign password and
press ok.
>To lock or unlock entire sheet do the same but select whole sheet.
Short cut to open format cell window is CTRL+1

35. Hyperlink to Sheet
Hyperlink is a function in which we can make a cell value to link a another file or range within in the system.
On the insert tab click hyperlink. Yu can also right click the cell and then click hyperlink on the shortcut menu
,or you can press CTRL+K .
What can you link:
>hyperlink to file :CTRL+K –existing file or web-page.
>hyperlink to place in this documents: you can name the range and make the hyperlink.
>hyperlink to create new document: for this you need to learn the extensions of the file.
>hyperlink to images.
>sub folders like current folder ,browsed pages, recent files.
to remove hyperlink just go to edit hyperlink window and in right bottom click remove
hyperlink , you can also custom your screen tip to mention the link relation as per your
choice.

36. Page Setup for printing
Page Set up for printing:
Margins
Orientation
Page Size
 Print Area
Break
Background

37. Print Titles
Print Layout:
If you want to repeat the rows in headings in every page of print then
select row range and click repeat on top option then press ok.

38. Header & Footer in Excel
For header & footer go to Insert Tab –Select Header & footer.
Design Tab: You can put page no. , Number of pages , Current Time &
Date , Sheet name , File Name , Path Name & Picture.
In footer you can do the same.
To make the first page different –In Design tab tick the box option
Different first page.
And also for different odd/even page tick box option Different Even odd
pages.

39. Sorting
Sort & filter:
You can sort values as:
Alphabetical order A to Z or Z to A.
Numerical Large Largest to Lowest and Vice Versa.
Date Oldest to Newest or Vice Versa.

40. Advance Sorting
Sort by Colour :
Select data table and go to Data tab -then click sort-Dialogue Box sort
by cell / Font colour , values arrange them.
Data-Sort-Dialogue box and Sort.

41. Advance Filter
Go to data tab –then click advance filter- it will select whole table –
then put criteria range –then select on cell to copy.
To apply normal filter: Keep your cursor on data then go to data tab
and apply filter or press CTRL+SHIFT+L or ALT+D+F+F.

42. Create table
For table in excel go to insert tab or create table or you put the Data
and select the data and press CTRL+T or CTRL+L.
For editing in this table keep the cursor on table ,the design tab will
appear. Where you can sum all rows can change table colour, can apply
Banded row or columns first row or column.

43. Advance Functions on Table
Rename- Rename Table.
 Resize .
 Slicer for Table.
 Remove Duplicates.
 Convert Range.
• Table Name: You can select table range and can customize name.
• Resize Table: One column can be deleted.
• Slicer: From design tab insert slicer.
• To Delete Slicer: Select slicer and press del key.

44. Remove Duplicate:
Keep Cursor anywhere in table.
Go to design tab – and select parameters and choose remove duplicate.
> Convert to range: In design tab press ok. It will convert advance table
into normal range.

45. Subtotal
To use subtotal function table should be in sorted order.
Then go to data tab and apply subtotal.
To remove: Keep cursor on table – Select data tab –Subtotal – Remove
all.

46. Charts
 Select table first then press ALT+F1 to create chart in same page.
 Create chart in new pages. Both shortcuts will create default charts
automatically.
 Go to Insert tab and apply chart to selected data.
Chart Types
Column Chart
Pie Chart
Bar Chart
X-Y Chart
Sparklines

47. Chart Elements
Chart Area.
Plot Area.
 Series.
 Data Labels.
 Vertical, Horizontal Areas.
 Gridlines.
 Chart Titles.

48. Pie Chart
Insert –Pie Chart -3d Pie.
Chart Elements –open –format –data series-Angle of first slice- pie explosion.
Click on the chart.
-Want to remove slice any just go to fill- choose no filland untick data labels.
Pie Chart Elements are
Chart titles
Data Labels
Legends
Pie Chart is for one column alphabet and one column numerical data.

49. Bar Chart
-if you want bar chart for the range ,then click- change chart type select
bar chart.
Bar chart represents better view wise than column chart and easy to
understand.

50. Column Vs Line
Just apply column chart and then go to change chart type –combo
chart –choose clustered column with line.
Sparkline Chart
Insert –Sparkline –Choose Data range –Location
To remove the sparkline –Select the entire chart and go to clear
Clear selected sparklines . This chart cant be deleted directly from
delete key of the keyboard.

51. Pivot Charts
Difference between normal chart and pivot chart:
Normal chart are not flexible while pivot charts are very much
flexible.
Normal charts gives detail about every record while pivot charts do
not give detail , it gives subtotal or grand representation about data
or record.
For pivot chart: just select data –go to insert tab –pivot .
It will ask where to place the pivot chart .Then select location .

52. Pivot Table
Difference between Normal tables and Pivot table:
Normal tables are fixed while pivot tables are flexible.
Normal tables gives entire record data while pivot tables gives
summarize data or subtitles or distinguish totals.
-Insert -Pivot table –Select Range –Select location.
Now Pivot table fields
Double click on values. You will get how it comes , it will show in new
sheet which will come before your existing sheet.

53. *If you want to remove written column labels and row label.
Select table or keep cursor on the table –Then go to design –Report
layout –Then select show –Show in outline form.
Want to remove –Grand total –and select options.
Want to put format like currency or want count not sum just click the
dragged label in sheet and go to value field settings , by default it will
be sum or for changing number format.

54. Pivot Table Slice
Put row and column and values .
Analyse –Insert slicer fir table then select lables.
If you want to resize select slice –go to slicer tools & choose buttons
,size and you can change colour too.
Delete Slicer –Just select slicer and press delete key.
If you put two pivot table by copy paste. It will connect both to check
slice tool click report connections.

55. Create Pivot Timeline
Create pivot timeline:
Analyse –Insert timeline to see according date ,month , quarter.
This need to be add if you didn’t add data label in pivot.
This option shows record according to date timeline.

56. Consolidated
3D Sum
Static all same consolidated.
Linked all same consolidated.
Select another sheet:
Select same cell like before in the sheet then:
=sum(Click shift to select all sheet and press enter is called 3D Sum)
Disadvantage of this data should be in same column. 3D Sum.

57. For this we have consolidated:
Keep the cursor in first cell.
Go to data tab –Consolidated
Function –Choose ,Select range and click add.
Select range and click add.
Select range and click add.
Use labels


In static only two select but dynamic you need to


 Create to source data.

58. Consolidation Extended
Static different data consolidation.
Linked different data consolidation.
Consolidated formatting is used for criterial or in case of conditions.
To remove conditional fiormatting just click home –Conditional
formatting and then clear rules –Clear rules from selected cells
-Clear rules from entire sheet.

59. Advance conditional formatting
Highlight cells colour wise as per the requirement.
 Highlight cell rule.
 Data Bars Colour scales.
Icon sets.
New Rules.

60. Data Validation
*Whole Nos. like 10 to 100
*Text Length
*Date
*Drop Down List.
Input Messages.
Error Messages.
*Stop.
*Warning.
*Information.

61. Dependent Dropdown list
Prerequisite : Name range is required for dependent drop down list.
India Malaysia China Canada
Mumbai Kuala lampur Beijing Toronto
Hyderabad Joher Bahru Guangzhou Ottawa
Bangalore Kuching Sanghai Calgany
Chennai
Delhi
Here there is two list country an city.

62. Create name range for list
Select one column first then hold CTRL key and then select next column
top to bottom and so on. Select all.
Now go to formula tabs: Select create from selection.
 tick box top row
Countries
Cell no. of top rows
Cities
In Data Validation
–list-in source
write =in direct
(countries)lock it

63. Import Data
Import data in Excel.
From web.
From Notepad.
-From web
You want to check live financial data , score without opening the webpage.
e. g: www.timeanddate.com
Go to data tab-From web –import –in dialogue box.
If you want to page refresh just manually press refresh all.
If you want to get automatic refresh.
Just keep your cursor in data.
Then click properties and then in refresh control tick refresh 1 minute.

64. For Notepad
Just make one notepad file and save to computer.
Then click data –Get external data –from text –select notepad file you
saved and press ok.
- Now if you change that notepad file and you also want to change
automatically in excel then keep cursor where you want to import
data.
- Then go to properties untick prompt to file or refresh
- You can set timer for refresh.

65. Insert Objects
Insert power point.
Insert Videos.
 Insert PDF.
Insert –Object (It lies near to Header & footer)
Select: ppt/pdf/video.
Create from file .
Display as icon.
Now select icon as per your choice and also rename it.
Now just double click on your object , it will open.

66. Create objects in Excel
Insert –Object –In Window dialog box (create new)
Scroll find what you want create as an objects.
Difference if you select object it will show functions of power point or
whatever you created.
If you want to add just select object and right click and go to edit.
If you want to add slide CTRL+N. Same as word.
If you want to go on presentation mode. Double click on object.

67. Attendance Sheet with Salary Calculation
• Attendance Sheet
Month JAN make this drop down.
-First date : =datevalue(“1” & drop down cell no.)
-Last Date : =eomonth(first date,0)
-Employee id =first date =if(first date<last date lock it , first date+1,”
“) drag right.
-After that in above row =text(first date,”ddd”) drag right to find week
days.

68. Then go to conditional formatting to highlight Sunday and saturday as per
requirement.
*New rules -click use a formula to determine which cells to format then select
cell where sat has been written.
there write command =or(cell no. lock only row =“sat”, cell no. lock only
row=“sun”) select format –Choose color .
It will color one cell .Now click format painter then select whole calendar and
paste format it will apply format as per the condition.
*To apply other color as per the requirement.
Date Range select (Table) –Conditional formatting –Highlight cell rule –Equal to
Leave , Absent ,Holidays and choose color as per your choice.

69. Salary calculation a/c to attendance
*Leave taken: =countif(range ,”L”).
*Allowed leave: Put manually.
*Leave charge: =if(leave taken>allowed leave ,Leave taken –Allowed leave,0).
*Absence: =countif(range,”P”).
*Total day of month: =day(last date.lock).
*Total payable days: =total day – (Absence + leave charge).
*Basic Salary –Manually Type.
*Per day amount: =basic salary / Total payable days.
*Total amount: =per day amount*total payable days.
*PF 5%: =Total amount *5%.
*In hand Salary: =total amount –PF.

70. Payroll
-HRA 3500 of basic salary , if less than 10000 & 5500 for others.
-PF deductible @ 10% DA and basic.
DA – 14%
CCA -4%
TDS -10%
EMPLOYEE NAME: MANUALLY.
BASIC SALARY: MANUALLY.
DEAR ALLOWANCE: BASIC SALARY*14%

71. HOUSE RENT ALLOWANCE: =IF(B.S<10000,35000,5500)
CONVEYANCE AND COMMUNIC*10%
TAXABLE SALARY: =G.S-PF
TDS: =TAXABLE SALARY *10%
SALARY AFTER TDS: =TAXABLE SALARY –TDS.