Excel tips

•Presented By- Mr. Yash Jagati

Microsoft Excel is a spreadsheet program that is designed to
record and analyse numbers and data. Excel is very widely used
for accounting and financial purpose.

The files created in Excel are known as workbooks. In turn, each
workbook can contain one or more worksheets / spreadsheets. An
Excel worksheet is laid out like a grid with horizontal rows and
vertical columns.

Spreadsheets organized by columns & rows and used to:
 perform calculations
 prepare lists
 analyse data
The advantage of a spreadsheet is, it allows you to easily change
data and have all “related” calculations automatically updated.

Menu Bar Standard Toolbar

Formatting
Formula Bar Toolbar

Status Bar

1. Basic Calculations and Linkages 13.SUM functions
2. Insert / Delete – Row, Column, 14.IF function
Sheet 15.Sort command
3. Insert / Delete – Comment 16.Clean-up Text
4. Format Cells 17.Split Window and Freeze Panes
5. Hide and Unhide command 18.VLOOKUP and HLOOKUP
6. Group and Ungroup functions
spreadsheet 19. Paste Special command
7. COUNT functions 20. Subtotal function
8. ROUND functions 21. Pivot Tables
9. LEFT, MID, RIGHT, LEN, 22. Auto filter command
TRIM
23. Auditing features
10.UPPER and lower case
24. Conditional formatting
11. Merge words into sentence
25. Protecting cells and worksheets
12. MIN, MAX functions

1.Basic Calculations and 13.SUM functions
Linkages 14.IF function
15.Sort command
2. Insert / Delete – Row, Column,
Sheet 16.Clean-up Text
3. Insert / Delete – Comment 17.Split Window and Freeze Panes
4. Format Cells 18.VLOOKUP and HLOOKUP
functions
5. Hide and Unhide command
19. Paste Special command
6. Group and Ungroup
spreadsheet 20. Subtotal function
7. COUNT functions 21. Pivot Tables
8. ROUND functions 22. Auto filter command
9. LEFT, MID, RIGHT, LEN, 23. Auditing features
TRIM 24. Conditional formatting
10.UPPER and lower case 25. Protecting cells and worksheets


Why you
Making basic calculations viz. Addition,
need to Subtraction, Division, Multiplication, Percentage,
know this etc.
Linking cells for making simple and complex
calculations. E.g.: Multiplication of Stock quantity
and Rate to ascertain Inventory value.

Snapshot

2.Insert / Delete – Row, 14.IF function
Column, Sheet 15.Sort command
16.Clean-up Text
3. Insert / Delete – Comment
17.Split Window and Freeze Panes
4. Format Cells
18.VLOOKUP and HLOOKUP
5. Hide and Unhide command functions
6. Group and Ungroup 19. Paste Special command
spreadsheet
20. Subtotal function
7. COUNT functions
21. Pivot Tables
8. ROUND functions
22. Auto filter command
9. LEFT, MID, RIGHT, LEN,
TRIM 23. Auditing features
10.UPPER and lower case 24. Conditional formatting
11. Merge words into sentence 25. Protecting cells and worksheets

Why you Adding row/ column to existing data.
need to Deleting extra row/ column from existing data.
know this Adding/ deleting worksheet.

How you Insert
use this Place the cursor on the desired cell in the
feature spreadsheet.
Select the rows, columns or the worksheet option
from the Insert drop down menu.

How you Delete Row/ Column
use this Select the row(s) or column(s) to be deleted.
feature Select Edit : Delete

Delete Worksheet
Select the worksheet(s) to be deleted.
Select Edit : Delete Sheet

Insert Row/Column
Shortcut  ctrl +

Delete Row/Column
Shortcut  ctrl -

3.Insert / Delete – 16.Clean-up Text
Comment Cells 17.Split Window and Freeze Panes
functions
21. Pivot Tables

Why you Insert remarks against a particular cell. E.g.:
need to Rate of interest on loan, Maturity date of an
know this investment, etc.

How you Insert comment
use this Place the cursor on the desired cell in the
feature spreadsheet.
Select Insert : Comment
Existence of comment in a cell is indicated by a
small red sign on the upper right corner of the
cell.
Insert Comment

Shortcut  shift + F2

How you Delete comment
use this Select Edit : Clear : Comment
feature
Edit comment
Right click on the cell containing comment.
Select Edit comment.

4.Format Cells 17.Split Window and Freeze Panes
functions

Why you Changing cell format from Text format to
need to Number, Percentage, Date, etc.
know this Wrapping long text to fit cell size.
Merging of cells.
Changing Font style, Font size, etc.
Showing cell content in Strikethrough form,
Subscript, Superscript form.
Formatting cells with Border, Colors, etc.
How you
use this Select Format : Cells
feature Select the option from the respective tab

Format Cells

Ctrl + 1

5.Hide and Unhide 18.VLOOKUP and HLOOKUP
functions
command
spreadsheet 20. Subtotal function
7. COUNT functions 21. Pivot Tables
8. ROUND functions 22. Auto filter command
9. LEFT, MID, RIGHT, LEN, 23. Auditing features
TRIM 24. Conditional formatting
10. UPPER and lower case


Why you
Allows you hide and unhide particular
need to
know this
rows or columns
Simplifies working with the spreadsheet
Prevent certain information from being
seen

How you Select the row(s) or column(s) to be
use this hidden/unhidden
feature Select Format : Row : Hide/Unhide or
Format : Column : Hide/Unhide

6.Group and Ungroup functions

7. COUNT functions
21. Pivot Tables
8. ROUND functions
10.
11.
UPPER and lower case

Merge words into sentence
12. MIN, MAX functions 25. Protecting cells and worksheets

Why you How often would you like to hide or unhide parts
need to of a complex spreadsheet?
know this
If your answer is “very often”, you will like to
group/ungroup function instead of the hide/unhide
command, since you will be able to toggle between
hidden or displayed columns or rows.

How you Mark the row or column that you would like to
use this “fold”, i.e. hide for the moment.
feature Click on Data: Group and Outline: Group
To “fold” click now on the “minus” sign outside of
your column or row.

7.COUNT functions 20. Subtotal function

Why you Prevents you from wasting time counting items
need to manually or creating dummy variables to count
know this
such items

How you =COUNT(Range1,Range2,Value1,...) ==> count the
use this number of cells containing numbers
feature =COUNTA(Range1,Range2,Value1,...) ==> count
the number of non-empty cells
=COUNTBLANK(Range) ==> count the number
of empty cells in the range
=COUNTIF(Range,”Criteria”) ==> count the
number of cells in the Range containing the
Criteria.

NOTE: The “ ” signs must be used for the Criteria value

8.ROUND functions 21. Pivot Tables

Why you Many situations exist when you need to have
need to exact numbers instead of various fractions in your
know this
calculations (e.g., there cannot be 536.235 person)

How you =ROUND(Number,Digits) ==> Round the number
use this (or cell) to the specified number of digits
feature If Digit = 0, then Number is rounded to nearest
integer
If Digit > 0, then Number is rounded to the
specified number of decimal places
If Digit < 0, then Number is rounded to the
specified number of digits left of the decimal
place

9.LEFT, MID, RIGHT, 22. Auto filter command
LEN, TRIM 23. Auditing features

Why you
need to
Helps making selection of the desired text from
know this the whole text.

How you =left(“microsoft excel”,9) ==>microsoft
use this =right(“microsoft excel”,5) ==>excel
feature
=mid(“microsoft excel”,6,4) ==>soft
=len(“microsoft excel”) ==>15
=trim(“ microsoft excel “) ==>microsoft excel

TRIM
10.UPPER and lower 24. Conditional formatting
case 25. Protecting cells and worksheets

Why you
need to
Converts the text string in Upper or Lower case.
know this

How you =Upper(Cell reference)
use this =Lower(Cell reference)
feature =Proper(Cell reference)

Snapshot

11. Merge words into 25. Protecting cells and worksheets
sentence

Why you Adds up words from selection to form a sentence
need to
know this

How you =Concatenate(Cell reference)
use this =Concatenate(“Microsoft”,”Excel”)
feature =Concatenate("Amount transferrable to Reserves
aggregates to Rs. ",B6)

Snapshot

Why you
need to
Calculate the minimum and maximum value of a
know this database.

How you =Min(Range reference)
use this =Max(Range reference)
feature

Snapshot

Sheet
15.Sort command
spreadsheet
TRIM

Why you SUM is used in virtually all spreadsheets
need to
know this SUMIF adds values if specified criteria matches

How you =SUM(Range1,Range2,Value1,…)
use this
feature =SUMIF(Range,”Comparison”,SumRange)
If a SumRange IS NOT specified, SUMIF sums
the cells meeting the Comparison criteria in the
specified Range
If a SumRange is specified, SUMIF sums the
cells in SumRange where the corresponding cells
in Range meets the Comparison criteria

NOTE: The “ ” signs must be used for the Comparison value

Why you Conditional comparisons are used in virtually all
need to
know this spreadsheets
Knowing how to use IF in a nested manner and
in combination with other functions will save
hours of time

How you =IF(Condition,TrueAction,FalseAction)
use this =IF(Condition,TrueAction,) ==> Cell shows 0 if
feature condition is false
=IF(Condition,TrueAction,””) ==> Cell shows
blank if condition is false

spreadsheet
TRIM

Why you
need to
Correctly sorting a series of rows or
know this columns without disassociating the data.

How you
Select all cells in the data range to be sorted
use this Select Data : Sort from the menu bar
feature Microsoft Excel also allows sorting on
multiple fields simultaneously (max three).

Snapshot

Why you Often our clients have data is in ERP systems. The
need to data you can get for your PC is a text file dump.
know this This trick will help you see through the data “mess“
you‘ve received.
How you One easy method to split text into separate columns
use this is the Data/Text to Column Wizard
feature  Select the cells
 Select Data/Text to Column

Snapshot

How you •Check that Excel choose correct setting, change as
use this needed
feature

Snapshot

How you Be sure to supply the destination
use this Click finish
feature

Snapshot

Note Be sure the are enough empty columns for your
conversion at the destination or Excel will
OVERWRITE the contents of the cells.

Use it to format dates received from ERP dump.

4. Format Cells 17.Split Window and
5. Hide and Unhide command Freeze Panes
spreadsheet
functions
7. COUNT functions
8. ROUND functions
TRIM
21. Pivot Tables
10.UPPER and lower case 22. Auto filter command
11. Merge words into sentence 23. Auditing features


Why you
Splitting a window allows you to work on
need to multiple parts of a large spreadsheet
know this simultaneously.
Freezing the pane allows you to always keep one
part of the spreadsheet (e.g., column or row labels)
visible.

How you Place the cursor on the desired cell in the
use this spreadsheet.
feature Select the split or the freeze panes option from the
window drop down menu.

5. Hide and Unhide command 18.VLOOKUP and
HLOOKUP functions
spreadsheet
7. COUNT functions 19. Paste Special command
8. ROUND functions 20. Subtotal function
9. LEFT, MID, RIGHT, LEN, 21. Pivot Tables
TRIM 22. Auto filter command
10.UPPER and lower case 23. Auditing features
11. Merge words into sentence 24. Conditional formatting

Why you
Allows you to automatically lookup a particular
need to
know this
cell of data from a larger data range. This is
especially useful when you have
A large data section that contains information
for multiple records.
A calculation area somewhere else, and you
need to refer to some specific data elements for
specific records

VLOOKUP and HLOOKUP allows you to find a
How you
use this specific cell of data in a larger data range
feature Use VLOOKUP when each row contains a
separate record and the associated columns
contain data for that one record
Use HLOOKUP when each column contains a
separate record

VLOOKUP(SearchValue,Range,ColumnNumber,Er
How you
use this ror) ==> look for a value in the row specified by
feature SearchValue and the column specified by
ColumnNumber
SearchValue indicates the “match key” (i.e., find
the row that contains the SearchValue in the first
column)
Range specifies the cells containing the data
ColumnNumber specifies the column that contains
the data element you want
Error determines what happens when Excel does
not find the exact SearchValue you want. FALSE
leads Excel to display a #N/A when an exact match
cannot be found. TRUE leads Excel to display the
next smaller value than SearchValue
HLOOKUP(SearchValue,Range,RowNumber,Error
) ==> look for a value in the column specified by
SearchValue and the row specified by RowNumber

VLOOKUP troubleshooting tips

Unexpected results?

 Does this value exist in the left-most column of your lookup table?

 Does the format of the lookup value match the format of the matching
value in the lookup table?

 Are you using a relative reference (e.g., A2:G145) when an absolute
reference (e.g., $A$2:$G$145) is necessary?

 Are you pointing to the correct column in the lookup table?

 The first column or lookup value contains unnecessary leading or trailing
spaces, or extra spaces between words.

6. Group and Ungroup spreadsheet functions
7. COUNT functions 19. Paste Special
8. ROUND functions command
9. LEFT, MID, RIGHT, LEN, 20. Subtotal function
TRIM
21. Pivot Tables

Why you
Retyping formulas
need to
know this
Converting formulas into values
Reformatting cells
Conducting calculations viz: Multiply, Subtract,
etc
Transposing cells (i.e., convert row-entered data
blocks into column)
How you •Copy the cells of you need to copy
use this •Place the cursor where you want to past it
feature •Select Edit : Paste Special from the Menu bar
•Select the appropriate options from the dialog
box

Snapshot

Why you
need to •Want to add lines with subtotals in your database
know this
to check totals per item.

•Click on Data: Subtotal.
How you •Select the column, change in which the Subtotals
use this
feature
will be calculated.
•Select another column with values whose sum/
average/ count,etc is to be taken.

Snapshot

Data has to be sorted based on field column before adding sub-totals

Why you •Most powerful tool to arrange huge amounts of
need to
know this
data in a more structured way than pure sorting.
Helpful to run quick sums, averages, distributions,
etc. in combination with a structure criteria, e.g.
total number and average sales per store size band

How you
use this •Select Data: PivotTable Report…
feature Step 1: Microsoft Excel list

Step 2: Select the relevant data area

Step 3: Drag and drop data elements on row and column (this is your table
structure), the data you want to analyze on the data area.

Step 4: Just press Finish

Why you From a huge database if you need to find some
need to information meeting specific criteria or the top 10
know this
items, etc.

How you Click into your table or better mark the data area
use this and select Data: Filter: Autofilter
feature Using the drop-down boxes per item allows you to
display only specific filtered information
Selecting multiple matches (up to 3 maximum
with autofilter) you can narrow down your search
Or add your own criteria for filtering by clicking
on the custom criteria

TRIM

Why you
need to
Quickly find the cells referenced by a formula
know this and/or quickly find which cells reference a
particular cell of interest

How you Select View : Toolbars : Customize from the
use this
menu bar. Check the Auditing box from the
feature
Toolbars tab
Click on the cell of interest
Select the Trace Precedents or Trace Dependents
icon from the Auditing Toolbar

Snapshot

24. Conditional
formatting

Why you
need to
Sometimes you would like to color the output of
know this cells in different colors, e.g. negative numbers with
red fill, positive numbers in yellow fill, or add a
format, etc.

How you Mark the relevant fields and select Format:
use this Conditional Formatting
feature Select the criteria for the format and adjust the
format. You can actually change the font, the
border and the color
Click on Add to select additional criteria for the
formatting

TRIM
12. MIN, MAX functions 25. Protecting cells and
worksheets

Why you Sometimes you want to give your Excel file to someone
need to else and prevent them from changing the formulas for
know this
seeing some hidden cells

How you
Protecting a spreadsheet or workbook involves two steps
use this
Designating which cells to be locked or hidden
feature Protecting the spreadsheet or workbook
Note several weird peculiarities:
The default for all cells in a spreadsheet is LOCKED.
So if you want the receiver of your worksheet to input
data in cells, unlock the cell before protecting
spreadsheet.
The formulas in a cell can be seen even if the
spreadsheet is lock -- UNLESS you hide that cell before
protecting the spreadsheet.
To lock/unlock and hide/unhide a cell, select the cell(s)
and select Format : Cell. Select the Protection tab when
the dialog box appears.
To protect/unprotect a spreadsheet, select Tools :
Protection : Protect Sheet.

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