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Excel: Basics & Advanced

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reserved.

Objectives

Getting Started with Excel

Working with Formulas and Functions
Creating Charts and Graphics
Analyzing Data with Excel using Pivot Tables
Basics of Macros

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Introducing Excel - What Is Excel Good For?

The worlds most widely-used spreadsheet program, and is part of the
Microsoft Office suite.
Excels forte, of course, is performing numerical calculations, but Excel is also
very useful for non-numerical applications, such as :
Number crunching: Create budgets, analyze survey results, and perform
just about any type of financial analysis you can think of.
Creating charts: Create a wide variety of highly customizable charts.
Organizing lists: Use the row-and-column layout to store lists efficiently.
Accessing other data: Import data from a wide variety of sources.
Creating graphics and diagrams: Use Shapes and the new SmartArt to
create professional-looking diagrams.
Automating complex tasks: Perform a tedious task with a single mouse
click with Excels macro capabilities.

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Introducing Excel - Parts of the Excel That You Need to Know

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Introducing Excel Moving Around a Worksheet

Every worksheet consists of rows (numbered 1 through 1,048,576) and columns
(labeled A through XFD). The intersection of a row and a column is a single cell.
Navigating with your keyboard

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Introducing Excel Moving Around a Worksheet (Contd)

Navigating with your mouse
To change the active cell by using the mouse, click on that cell;
If your mouse has a wheel on it, you can use the mouse wheel and move the
mouse in any direction, the worksheet scrolls automatically in.
Press Ctrl while you use the mouse wheel to zoom the worksheet.
If you prefer to use the mouse wheel to zoom the worksheet without pressing Ctrl,
choose Office Excel Options and select the Advanced section. Place a check
mark next to the Zoom On Roll With Intellimouse check box.

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Introducing Excel Moving between sheets

Each new workbook contains worksheets, named Sheet 1 to Sheet 3. The sheet
name appears on a tab at the bottom of the workbook window.

Mouse
You may click on any sheet tab to go to that sheet.
Keyboard
Press [CTRL][PAGE DOWN] to move to the next sheet, or [CTRL][PAGE UP]
to move to the previous sheet.
If the sheet required is not in view, use the tab scrolling buttons to display the
sheet.
The last tab is to create a new worksheet, be careful or any new sheets may
need to be deleted

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Introducing Excel - Introducing the Ribbon

The most dramatic change in Office 2007 is the new user interface. Traditional
menus and toolbars are gone, and theyve been replaced with the Ribbon.

Home: This tab contains the basic Clipboard commands, formatting commands,
style commands, commands to insert and delete rows or columns, plus an
assortment of worksheet editing commands
Insert: Select this tab when you need to insert something in a worksheeta table,
a diagram, a chart, a symbol, and so on.
Page Layout: This tab contains commands that affect the overall appearance of
your worksheet, including settings that deal with printing.
Formulas: Use this tab to insert a formula, name a range, access the formula
auditing tools, or control how Excel performs calculations.
Data: Excels data-related commands are on this tab.
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Introducing Excel - Introducing the Ribbon (Contd)

Review: This tab contains tools to check spelling, translate words, add comments,
or protect sheets.
View: The View tab contains commands that control various aspects of how a
sheet is viewed. Some commands on this tab are also available in the status bar.
Developer: This tab isnt visible by default. It contains commands that are useful
for programmers.
Note: To display the Developer tab, choose Office Excel Options and then
select Popular. Place a check mark next to Show Developer Tab In The Ribbon.
Add-Ins: This tab is visible only if youve loaded a workbook or add-in that
customizes the menu or toolbars. Because menus and toolbars are no longer
available in Excel 2007, these customizations appear in the Add-Ins tab.

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Whats New in Excel 2007 ?

Quick overview of few changes in Excel 2007 :
New User Interface : The menu-and-toolbar user interface has been scrapped
and replaced with a new tab-and-ribbon interface.
New File Formats : Over the years, Excels XLS file format has become an
industry standard. Excel 2007 still supports that format, but it now uses new
default open file formats that are based on XML (Extensible Markup Language).
Better Looking Charts : Excel charts now look better than ever. For the first
time, you can honestly use the term boardroom quality to describe Excel charts
Enhanced Conditional Formatting : Excel 2007 provides a number of new data
visualizations: data bars, color scales, and icon sets
Formula AutoComplete : When you begin typing a formula, Excel displays a
continually updated drop-down list of matching items, including a description of
each item.
New Worksheet Functions : Excel 2007 has five new worksheet functions
(IFERROR, AVERAGEIF, AVERAGEIFS, SUMIFS, COUNTIFS)

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Whats New in Excel 2007 ? (Contd)

Larger Worksheets : The most common complaint about Excel was the size of a
worksheet. Users who required more rows or columns were simply out of luck.
Microsoft finally responded, and Excel 2007 has upped the ante significantly.

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Entering / Editing Worksheet Data : Types of Data

Exploring the Types of Data You Can Use :
An Excel workbook can hold any of three basic types of data :
Numerical values : Numerical values represent a quantity of some type (e.g.,
sales amounts). Values also can be dates or times.
Text : Most worksheets also include text in their cells. You can insert text to serve
as labels for values, headings for columns, or instructions about the worksheet.
Formulas : Formulas are what make a spreadsheet a spreadsheet. Excel
enables you to enter powerful formulas that use the values or text in cells to
calculate a result.
It can also hold charts, diagrams, pictures, buttons, and other objects. These
objects arent contained in cells. Rather, they reside on the worksheets draw
layer, which is an invisible layer on top of each worksheet.

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12

Entering / Editing Worksheet Data : Modifying Cell Contents

After you enter a value or text into a cell, you can modify it in several ways:
Erase the cells contents :
To erase cell contents, select the required cells that you want to erase and then
press Delete. It doesnt remove any formatting (such as bold, italic, or a
different number format).
For more control over what gets deleted, choose
Home Editing Clear. It has four choices:
Clear All: Clears everything from the cell.
Clear Formats: Clears only the formatting
and leaves the value, text, or formula.
Clear Contents: Clears only the cells contents and leaves the formatting.
Clear Comments: Clears the comment (if one exists) attached to the cell.

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Entering / Editing Worksheet Data : Modifying Cell Contents (Contd)

Replace the cells contents with something else :
To replace the contents of a cell with something else, just activate the cell and
type your new entry, which replaces the previous contents.
Any formatting that you previously applied to the cell remains in place and is
applied to the new content.
You can also replace cell contents by dragging and dropping or by pasting
data from the Clipboard
Editing the contents of a cell :
When you want to edit the contents of a cell, you can use one of the following
ways to enter cell-edit mode:
Double-clicking the cell enables you to edit the cell contents directly in the cell.
Selecting the cell and pressing F2 enables you to edit the cell contents directly
in the cell.
Selecting the cell that you want to edit and then clicking inside the Formula bar
enables you to edit the cell contents in the Formula bar.
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Entering / Editing Worksheet Data : Handy Techniques

Automatically moving the cell pointer after entering data
After entering the data into a cell, Excel automatically moves the cell pointer to
the next cell down.
To change this setting, Select Office Excel Options and click the Advanced
tab.
Specify the required direction under the check box that controls this behavior
After Pressing Enter, Move Selection (down, left, up, or right).
Using Ctrl+Enter to place information into multiple cells simultaneously
Select all the cells that you want to contain the data, enter the value, text, or
formula, and then press Ctrl+Enter.
The same information is inserted into each cell in the selection.
Entering decimal points automatically
Select Office Excel Options and click the Advanced tab.
Select the check box Automatically Insert A Decimal Point and specify the
number of required decimal places.
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Entering / Editing Worksheet Data : Handy Techniques (Contd)

Forcing text to appear on a new line within a cell
Using Alt+Enter you can force Excel to display lengthy text it in multiple lines
within the cell.
Manual line break force Excel to break the text at a specific place within the
text,
Entering numbers with fractions
Leave a space between the whole number and the fraction.
For example to enter 678, enter 6 7/8. In the Formula bar, it appears as a
fraction 6.875
If you have a fraction only, you must enter a zero first, like this: 0 1/8
otherwise, Excel will likely assume that youre entering a date.
Entering decimal points automatically
Excel provides two shortcut keys that do this task for you:
Current date: Ctrl+; (semicolon)
Current time: Ctrl+Shift+; (semicolon)
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16

Entering / Editing Worksheet Data : Applying Number Formatting

Improving readability by formatting numbers :
Formatting numbers by using the Ribbon
The Home Number group in the Ribbon contains controls that let you
quickly apply common number formats

Using shortcut keys to format numbers

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Entering / Editing Worksheet Data : Applying Number Formatting (Contd..)

Formatting numbers using the Format Cells dialog box
Excel offers a great deal of control over number formats through the use of the
Format Cells dialog box. For formatting numbers, use the Number tab.

Note: You can bring up the Format Cells dialog box by several ways :
Choose Home Number and click the small dialog launcher icon.
Right-click and choose Format Cells from the shortcut menu
Press the Ctrl+1 shortcut key
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Entering / Editing Worksheet Data : Applying Number Formatting (Contd..)

The following are the number-format categories, along with some general comments:
General: The default format; it displays numbers as integers, as decimals, or in
scientific notation if the value is too wide to fit in the cell.
Number: Enables you to specify the number of decimal places, whether to use a
comma to separate thousands, and how to display negative numbers (with a
minus sign, in red, in parentheses, or in red and in parentheses).
Currency: Enables you to specify the number of decimal places, whether to use a
currency symbol, and how to display negative numbers (with a minus sign, in red,
in parentheses, or in red and in parentheses). This format always uses a comma
to separate thousands.
Accounting: Differs from the Currency format in that the currency symbols always
line up vertically.
Date: Enables you to choose from several different date formats.
Time: Enables you to choose from several different time formats.

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Entering / Editing Worksheet Data : Applying Number Formatting (Contd..)

Percentage: Enables you to choose the number of decimal places and always
displays a percent sign.
Fraction: Enables you to choose from among nine fraction formats.
Scientific: Displays numbers in exponential notation (with an E): 2.00E+05 =
200,000; 2.05E+05 = 205,000. You can choose the number of decimal places to
display to the left of E.
Text: When applied to a value, causes Excel to treat the value as text (even if it
looks like a number). This feature is useful for such items as part numbers.
Special: Contains four additional number formats (Zip Code, Zip Code +4,
Phone Number, and Social Security Number).
Custom: Enables you to define custom number formats that arent included in
any other category.

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Entering / Editing Worksheet Data : Applying Number Formatting (Contd..)

Creating Custom Number Format
A. Parts of a number format string
A custom format string can have up to four sections separated with a semicolon and
arranged in the following order :
Positive format; Negative format; Zero format; Text format
Example : [Green]General;[Red]General;[Black]General;[Blue]General

When a cell is formatted with this custom number format :

positive number is green, negative number is red, a zero is black, text is blue.
A cell formatted with this custom number format displays its contents in a different
color, depending on the value.
If all four sections are not used, Excel interprets the format string as follows:
If you use only one section, the format string applies to all types of entries.
If you use two sections, the first section applies to positive values and zeros, and the
second section applies to negative values.
If you use three sections, the first section applies to positive values, the second section
applies to negative values, and the third section applies to zeros.
If you use all four sections, the last section applies to text stored in the cell.
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Entering / Editing Worksheet Data : Applying Number Formatting (Contd..)

B. Custom number format codes

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Essential Worksheet Operations : Fundamentals of Excel

Worksheets
Working with Excels windows
An Excel workbook file can hold any number of sheets, and these sheets can be
either worksheets (sheets consisting of rows and columns) or chart sheets (sheets
that hold a single chart).
Excels windows can be in one of the following states:
Maximized: Fills Excels entire workspace. A maximized window doesnt have a
title bar, and the workbooks name appears in Excels title bar. To maximize a
window, click its Maximize button. [Shortcut Key : Alt + Spacebar + X]
Minimized: Appears as a small window with only a title bar. To minimize a window,
click its Minimize button. [Shortcut Key : Alt + Spacebar + N]
Restored: A non-maximized size. To restore a maximized or minimized window,
click its Restore button. [Shortcut Key : Alt + Spacebar + R]

Minimi
ze

Maximi
ze
Restor
e
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Essential Worksheet Operations : Fundamentals of Excel Worksheets

Working with Excels windows
Moving and resizing windows
To move a window, make sure that its not maximized. Then click and drag its
title bar with your mouse.
To resize a window, click and drag any of its borders until its the size that you
want it to be.
Note: You cant move or resize a workbook window if its maximized.

If you want all your workbook windows to be visible, you can

move and resize the windows manually, or you can let
Excel do it for you. Choosing View Window
Arrange All displays the Arrange Windows dialog box.
This dialog box has four window arrangement options.
Just select the one that you want and click OK.
Closing windows :
Excel offers several ways to close the active window:
Choose Office Close.
Click the Close button (the X icon) on the workbook windows title bar.
Press Ctrl+W.
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Essential Worksheet Operations : Fundamentals of Excel Worksheets

Activating a worksheet
To activate a different sheet, just click its sheet tab, located at the bottom of the
workbook window. You also can use the following shortcut keys to activate a different
sheet:
Ctrl+PgUp: Activates the previous sheet, if one exists
Ctrl+PgDn: Activates the next sheet, if one exists
Adding a new worksheet to your workbook
The following are three ways to add a new worksheet to a workbook:
Right-click a sheet tab, choose Insert from the shortcut menu, and click the
General tab of the Insert dialog box. Then select click the Worksheet icon and click
OK.
Press Shift+F11. This method inserts the new sheet before the active sheet.
Press Alt + I(nsert) + W(orksheet)

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Essential Worksheet Operations : Fundamentals of Excel

Worksheets
Deleting a worksheet

The following are three ways to add a new worksheet to a workbook:

Right-click the sheet tab and choose Delete from the shortcut menu.
Choose Home Cells Delete Sheet. If the worksheet
contains any data, Excel asks you to confirm that you
want to delete the sheet. If youve never used the worksheet,
Excel deletes it immediately without asking for confirmation.

To delete multiple sheets, press Ctrl while you click the sheet tabs that you want to
delete.

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Essential Worksheet Operations : Fundamentals of Excel

Worksheets

Changing the Number of Sheets : Three ways to add a new worksheet to a workbook:
1. Choose Office Excel Options to display the Excel Options dialog box.
2. In the Excel Options dialog box, click the Popular tab.
3. Change the value for the Include This Many Sheets setting and click OK.

Changing the name of a worksheet

Double-click the sheet tab and edit the name with a new name ; or
Right-click the sheet tab and choose Rename from the shortcut menu.
Sheet names can be up to 31 characters (with spaces).
Changing a sheet tabs color
Right-click the tab and choose Tab Color.
Select the color from the color selector box. Click Ok.
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Essential Worksheet Operations : Fundamentals of Excel

Worksheets
Rearranging your worksheets
You can move or copy a worksheet in the following ways:
Right-click the sheet tab and choose Move or Copy to display
the dialog box.
To move a worksheet, click the worksheet tab and drag it to its
desired location.
To copy a worksheet, click the worksheet tab, and press Ctrl
while dragging the tab to its desired location.
Hiding and unhiding a worksheet
You cant hide all the sheets in a workbook, so at least one
sheet must remain visible.
Hide : Right-click the sheet tab and choose Hide. The active
(or selected) worksheet(s) will be hidden from view.
Unhide : Right-click any sheet tab and choose Unhide.
Excel opens its Unhide dialog box that lists all hidden
sheets. Choose the sheet that you want to redisplay and
click OK.
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Essential Worksheet Operations : Fundamentals of Excel

Worksheets
Preventing Sheet Actions

To prevent others from unhiding hidden sheets, inserting new sheets, renaming sheets,
copying sheets, or deleting sheets, protect the workbooks structure:
Choose Review Changes Protect Workbook.
In the Protect Workbook dialog box, click the Structure option.
Provide a password, if you like.
Very Hidden
A sheet that is very hidden doesnt appear in the Unhide dialog box :
Activate the worksheet.
Choose Developer Controls Properties. The
Properties dialog box appears.
In the Properties dialog box, select the Visible option and
choose 2 xlSheetVeryHidden.
The only way to unhide such sheet is to use a VBA macro.
E.g.,- VBA statement to unhide Sheet1 in the active workbook:
ActiveWorkbook.Worksheets(Sheet1).Visible = True
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Essential Worksheet Operations : Controlling the Worksheet View

Viewing a worksheet in multiple windows
You can view active workbook in multiple windows :
Choose View Window New Window.
To track, Excel appends a colon and a number to each window.

Comparing sheets side by side

Activate the first window; then choose View Window View Side by Side.
If more than two windows are open, you see a dialog box that lets you select the
window for the comparison.

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Essential Worksheet Operations : Controlling the Worksheet View

Splitting the worksheet window into panes
Excel provides another option for viewing multiple parts of the same worksheet.
Choosing View Window Split
It splits the active worksheet into two or four separate panes.
The split occurs at the location of the cell pointer. If the cell pointer is in row 1 or
column A, this command results in a 2-pane split. Otherwise, it gives you four
panes.
You can use the mouse to drag the individual panes to resize them.

To remove the split panes, choose View Window Split again.

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Essential Worksheet Operations : Controlling the Worksheet View

Keeping the titles in view by freezing panes
Freezing panes keeps the headings visible while youre scrolling through the
worksheet.
Move the cell pointer to the cell below the row that you want to remain visible as
you scroll vertically, and to the right of the column that you want to remain visible as
you scroll horizontally.
Choose View Window Freeze Panes and select the Freeze Panes option
from the dropdown list.
Excel inserts dark lines to indicate the frozen rows and columns. The frozen row
and column remain visible as you scroll throughout the worksheet.

To remove the frozen panes, choose View Window Freeze Panes, and select
the Unfreeze Panes option from the drop-down list.
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Essential Worksheet Operations : Working with Rows and Columns

Rows and columns make up an Excel worksheet.
Every worksheet has exactly 1,048,576 rows and 16,384 columns, and these values
cant be changed
Inserting rows and columns
To insert a new row or rows, you can use any of these techniques:
Select an entire or multiple row(s) by clicking the row numbers in the worksheet
border. Right click and choose Insert from the shortcut menu.
Move the cell pointer to the row(s) that you want to insert and then choose Home
Cells Insert Insert Sheet Rows.
The procedures for inserting a new column(s) is similar, but you choose Home
Cells Insert Insert Sheet Columns.
If the last row / column isnt empty, you cant insert a new row / column.
You also can insert cells, rather than just rows or columns.
Select the range into which you want to add new cells and then
choose Home Cells Insert Insert Cells. To insert cells,
the existing cells must be shifted to the right or shifted down.

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Essential Worksheet Operations : Working with Rows and Columns

Deleting rows and columns
To Delete a new row or rows, you can use any of these techniques:
Select an entire or multiple row(s) by clicking the row numbers in the worksheet
border. Right click and choose Delete from the shortcut menu.
Move the cell pointer to the row(s) that you want to delete and then choose Home
Cells Delete Sheet Rows.
Hiding / Unhiding rows and columns
To hide rows or columns in your worksheet :
Select the row(s) that you want to hide by clicking in the row or column header.
Then right-click and choose Hide from the shortcut menu.
Use the commands on the Home Cells Format drop-down list and select
relevant options.
To unhide rows or columns in your worksheet :
Select the rows / columns that are adjacent to the hidden column or row. (Select at
least one column or row on either side.) Then right-click and choose Unhide
Choose Home Find & Select Go To (or its F5 equivalent) to select a cell. Then
you can choose Home Cells Format Hide & Unhide Unhide Columns.
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To use Paste Special:

For the Paste Special command to be available, you need to copy a cell or range.
(Choosing Home Clipboard Cut doesnt work).
Click the right mouse button over the cell where you want the copied data to
appear.
Choose Paste Special. Dialog box will appear
Select an option in the PASTE section of the dialog
to choose what will be pasted into the destination cells.
Select an option from the OPERATION section
of the dialog to choose the mathematical operation
you want to perform on the copied data.
Check the SKIP BLANKS box to suppress empty cells
being pasted.
Check the TRANSPOSE to paste the cells from column to row and vice versa.

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FORMULA & FUNCTIONS

A formula can consist of any of these elements:
Mathematical operators, such as + (for addition) and * (for multiplication)
Cell references (including named cells and ranges) Values or text
Worksheet functions (such as SUM or AVERAGE)

The Shortcut Key For The Sum Function Is [ALT][=]

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Using relative, absolute, and mixed references

When you use a cell (or range) reference in a formula, you can use three types of
references:
Relative: The row and column references can change when you copy the formula to
another cell because the references are actually offsets from the current row and
column.
Absolute: The row and column references do not change when you copy the formula
because the reference is to an actual cell address. An absolute reference uses two
dollar signs in its address: one for the column letter and one for the row
number
Mixed: Either the row or column reference is relative, and the other is absolute.
Note: You insert dollar signs by F4 repeatedly to have Excel cycle through all four
reference types.

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Function Box

There are some functions that are accessed more than others and for that
reason Excel gives you a slightly quicker method for entering them than the
Paste function dialog. The Function box, groups the most commonly used
functions for quick and easy access.
To enter a function using the Function box:
Mouse
i. Type the equals sign (=) on the formula bar (or
directly into your cell). Excel displays the function
box to the left of the Formula bar.
ii. Click the dropdown list arrow to the right of the
function box to display a list of function names.
iii. Select the function you require by clicking its
name from the list.
OR
i. If your function is not listed, click the More
Functions...
option to access the Paste function dialog (see
above for instructions).
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38

Excel Formula Error Types

If Excel is able to detect a mistake in your formula, there are a number of Excel
error types (eg. #NULL!, #DIV/0!), that may be generated, to indicate different
Excel errors.
This error code provides you with information about the cause of the problem.
If you understand what each of the Excel error codes means, you are halfway
to fixing the problem.
1. #NULL! - Arises when you specify an intersection of two ranges that don't
intersect .
2. #DIV/0! - Your formula is attempting to divide by zero.
3. #VALUE! - One of the variables in your formula is of the wrong type .
4. #REF! - The formula contains an invalid cell reference.
5. #NAME? - Excel doesn't recognize text in a formula.
6. #Num! - Excel has encountered an invalid number.
7. #N/A - Indicates that a value is not available to the formula.
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Text Functions Basic Functions

How Would You Write a Formula to Calculate the length of a supplied text string
ACCENTURE ?
What would be the formula to converts all characters in a supplied text string to
lower case, Proper Case, Upper case ? ?
(Example : bUsInEsS eXcElLeNcE.)
What is the difference between SEARCH and FIND functions ?
Unlike FIND function, SEARCH function is not case-sensitive
Which function joins together a series of supplied text strings or other values, into
one combined text string?
(Example in Cell A1 Jane ; A2 Smith)
Specify the functions that removes excess spaces / nonprinting characters?
TRIM removes all leading and trailing spaces and replaces internal strings of
multiple spaces by a single space.
CLEAN removes all nonprinting characters from a string.
Functions which returns a specified number of characters from the beginning / end
or of a string.?
LEFT (beginnning) / Right (end)
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40

Text Functions SUBSTITUTE & REPLACE Functions

Function

Description

Syntax

SUBSTITUTE

Substitutes all occurrences of a search SUBSTITUTE(

text,
text string, within an original text string, old_text,
new_text,
with the supplied replacement text
[instance_num] )

REPLACE

Replaces all or part of a text string with REPLACE(old_text,

another string (from a user supplied start_num, num_chars,
position)
new_text)

text - The original text string containing the text to be replaced.

old_text - The original text string, that you want to replace a part of.
new_text - The new text that is used to replace the old text.
[instance_num] - An optional argument which specifies which occurrence of old
text should be replaced by the new text.
If [instance_Num] is specified, just that instance of the old text is replaced;
Otherwise, all instances of old text are replaced with the new text.
start_num - The position, within the old text string, of the first character that you
want to replace.
num_chars - The number of characters to replace.
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41

Text Functions SUBSTITUTE & REPLACE Functions (Contd)

Example :

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42

Date & Time DATE Functions

Returns a date, from a user-supplied year, month and day
Syntax : DATE( year, month, day) .
Example :

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43

DATE & TIME NOW and TODAY Function

Function

Description

Syntax

NOW

Returns the current date & time

NOW()

TODAY

Returns today's date

TODAY()

Example : NOW

Example : TODAY

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DATE & TIME YEAR, MONTH, DAY, HOUR, MINUTE and SECOND

All of these functions take a date/time as input and spit out the particular piece that youre
asking for. They differ from TEXT above in that they always return integer numbers and
are primarily used doing further processing rather than presentation.
Syntax & Example :

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DATE & TIME DATEDIF Functions

The DATEDIF function computes the difference between two dates in a variety of
different intervals, such as the number of years, months, or days between the dates
Syntax : DATEDIF (start_date,end_date,interval)
Start_date - (required) the start date of the chosen time period.
End_date - (required) the end date of the chosen time period.
"Interval" - interval is the interval of time to use to calculate the difference between date1
and date2. Below is a list of valid interval values :
Interval
Y
M
D
MD
YM
YD

Explanation
Years - The number of complete years.
Months - The number of complete months.
Days - The number of days.
Days Excluding Years And Months - The difference between the days.
Months Excluding Years - The difference between the months.
Days Excluding Years - The difference between the days

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46

DATE & TIME DATEDIF Functions (Contd)

Example :

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47

DATE & TIME - NETWORKDAYS

It returns the number of whole networkdays (i.e., excluding weekends & holidays),
between two supplied dates
Syntax: NETWORKDAYS( start_date, end_date, [holidays] )
start_date - The start of the period for which we are counting days
end_date - The end of the period for which we are counting days
[holidays]

- An optional argument, which specifies an array of dates (in addition

to weekends) that are not to be counted as working days
Example :

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48

LOGICAL - IF Functions
The Excel IF function tests a user-defined condition and returns one result if the
condition is true, and another result if the condition is false.
Syntax : IF( logical_test, value_if_true, value_if_false )
logical_test - The user-defined condition that is to be tested and evaluated as
either TRUE or FALSE
value_if_true - The result that is to be returned from the function if the supplied
logical_test evaluates to TRUE
value_if_false - The result that is to be returned from the function if the supplied
logical_test evaluates to FALSE

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49

LOGICAL - IF Functions - NESTED IF Example

The Excel IF function tests a user-defined condition and returns one result if the
condition is true, and another result if the condition is false.
Syntax : IF(logical_test,value_if_true,value_if_false)

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50

CONDITIONAL & LOGICAL FUNCTIONS

This part of the IF statement is the "condition", or test. You may want to test to see
if a cell is a certain value, or to compare two cells. In these cases, symbols called
LOGICAL OPERATORS are useful;

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51

LOGICAL - IFERROR
The Excel Iferror function tests if an initial supplied value (or expression) returns
an error, and if so, returns a second supplied argument; Otherwise the function
returns the initial tested value.
Syntax : IFERROR(value,value_if_error)
value - The initial value or expression that should be tested
value_if_error - Value or expression to be returned if the initial value argument
returns an error.

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52

LOGICAL - AND, OR, NOT

Rather than create large and unwieldy formulae involving multiple IF

statements, the AND, OR and NOT functions can be used to group logical tests
or "conditions" together. These three functions can be used on their own, but in
that case they will only return the values "TRUE" or "FALSE". As these two
values are not particularly meaningful on a spreadsheet, it is much more useful
to combine the AND, OR and NOT functions within an IF statement. This way,
you can ask for calculations to be performed or other text messages to appear
as a result.

AND : Tests a number of user-defined conditions and returns TRUE if ALL of the
conditions evaluate to TRUE, or FALSE otherwise
The following example checks that two cells, B1 and B2, are both greater than
100.
=AND(B1>100,B2>100)

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53

LOGICAL - AND, OR, NOT

If either one of these two cells contains a value less than a hundred, the
result of the AND statement is "FALSE. This can now be wrapped inside an
IF function to produce a more meaningful result. You may want to add the
two figures together if they are over 100, or display a message indicating
that they are not high enough.
=IF(AND(B1>100,B2>100),B1+B2,"Figures not high enough")

Another application of AND's is to check that a number is between certain limits.

The following example checks that a number is between 50 and 100. If it is, the
value is entered. If not, a message is displayed;
=IF(AND(B1>50,B1<100),B1,"Number is out of range")
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54

LOGICAL - AND, OR, NOT

Or
Tests a number of user-defined conditions and returns TRUE if ANY of the
conditions evaluate to TRUE, or FALSE otherwise.

=IF(OR(B1>100,B2>100),"at least one is OK","Figures not high enough")

In the above formula, only one of the numbers in cells B1 and B2 has to be
over 100 in order for them to be added together. The message only appears if
neither figure is high enough.

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55

LOGICAL - AND, OR, NOT

Not
Returns a logical value that is the opposite of a user supplied logical value or
expression (ie. returns FALSE is the supplied argument is TRUE and returns
TRUE if the supplied argument is FALSE) .
In the example, the cell contents of B1 are returned unless the number 13 is
encountered. If B1 is found to contain 13, the message "Unlucky!" is displayed;
=IF(NOT(B1=13),B1,"Unlucky!")

The NOT function can only contain one argument. If it is necessary to check that
more than one argument is false, the OR function should be used and the true
and false values of the IF statement reversed. Suppose, for example, a check is
done against the numbers 13 and 666;
=IF(OR(B1=13,B1=666),"Unlucky!",B1)

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56

INFORMATION ISERROR
ISERROR Tests if an initial supplied value (or expression) returns an error and if so,
returns TRUE; Otherwise returns FALSE
Syntax : ISERROR( value )
Where the supplied value argument is either a directly supplied value, a result from a
formula, or a cell reference, that you want to test.

In the examples above, the arguments to the Iserror function calls are :
Simple values in cells B1 - B3
Expressions in cells B4 & B5 (note the division by zero in cell B4 will produce
the #DIV/0! error)
Cell references in cells B6 & B7
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57

LOOKUP FUNCTIONS
Ribbons
Excel can produce varying results in a cell, depending on conditions set by you. For
example, if numbers are above or below certain limits, different calculations will be
performed and text messages displayed. The usual method for constructing this
sort of analysis is using the IF function. However, as already demonstrated, this can
become large and unwieldy when you want multiple conditions and many possible
outcomes.
To achieve this, Excel provides some LOOKUP functions. These functions allow you
to create formulae which examine large amounts of data and find information which
matches or approximates to certain conditions. They are simpler to construct than
nested IFs and can produce many more varied results
Lookup
Before you actually start to use the various LOOKUP functions, it is worth learning
the terms that you will come across, what they mean and the syntax of the function
arguments.

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58

LOOKUP FUNCTIONS - VLOOKUP

The VLOOKUP (Vertical lookup) function looks for a value in the leftmost column of a
table, and then returns a value in the same row from another column you specify.
Syntax: VLOOKUP(lookup_value,table_array,col_index_num,range_lookup)
Lookup_value - The value you want to look up. This can be either a value, text string or
a cell range (the cells value will be used).
Table_array - The table you would like to look the value up in. VLOOKUP will check the
first column in the table looking for the value you have provided.
Col_index_num - What column of the table (not the worksheet) youd like to return the
value from when a match is found.
Range_lookup - Would you like to return an approximate match (TRUE or 1) or an
exact match (FALSE or 0)?
An approximate match returns what Excel interprets as the closest result to what you
have looked up.
An exact match returns #N/A unless the exact thing youre searching for can be found.
The default is true (approximate) if parameter is not declared.
Note: - For approximate match, the values in the first column of table_array must be placed in
ascending sort order; otherwise, VLOOKUP may not give the correct value.
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59

LOOKUP FUNCTIONS - VLOOKUP Exact Match (Contd)

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60

LOOKUP FUNCTIONS - VLOOKUP Approximate Match (Contd)

Note: In such scenario, its advisable to use VLOOKUP instead of NESTEDIF.

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61

LOOKUP FUNCTIONS - HLOOKUP

HLOOKUP works similarly to the VLOOKUP function. HLOOKUP is a lookup and
reference function. This function retrieves data from the table Horizontally. Most of the
tables in Excel, create a vertical, so this feature is rarely used.
Syntax: HLOOKUP(lookup_value,table_array,row_index_num,range_lookup)
Lookup_value - It is the value to be found in the first row of the table. This can be
either a value, text string or a cell range (the cells value will be used).
Table_array - A table of information in which data is looked up. Use a reference to a
range or a range name.
Row_index_num - What row of the table (not the worksheet) youd like to return the
value from when a match is found.
Range_lookup Would you like to return an approximate match (TRUE or 1) or an
exact match (FALSE or 0)?
An approximate match returns what Excel interprets as the closest result to what you
have looked up.
An exact match returns #N/A unless the exact thing youre searching for can be
found. The default is true (approximate) if parameter is not declared.
Note: - For approximate match, the values in the first column of table_array must be placed in
ascending sort order; otherwise, VLOOKUP may not give the correct value.
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62

LOOKUP FUNCTIONS - HLOOKUP (Contd)

Example :

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63

LOOKUP FUNCTIONS - INDEX FUNCTION

The INDEX function search for a value in any column of a table and return the value from
another column in the same row.
Syntax: INDEX( array, row_number, [column_number] )
Array : Required. A range of cells or an array constant.
Row_num : Required. Selects the row in array from which to return a value. If row_num is
omitted, column_num is required.
Column_num : Optional. Selects the column in array from which to return a value. If
column_num is omitted, row_num is required.
Remarks :
If both the row_num and column_num arguments are used, INDEX returns the value in
the cell at the intersection of row_num and column_num.
If you set row_num or column_num to 0 (zero), INDEX returns the array of values for
the entire column or row, respectively. To use values returned as an array, enter the
INDEX function as an array formula in a horizontal range of cells for a row, and in a
vertical range of cells for a column. To enter an array formula, press
CTRL+SHIFT+ENTER.
Row_num and column_num must point to a cell within array; otherwise, INDEX returns
the #REF! error value..
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64

LOOKUP FUNCTIONS - INDEX FUNCTION (Contd)

Example :

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65

LOOKUP FUNCTIONS - MATCH FUNCTION

The MATCH function searches for a specified item in a range of cells, and then returns
the relative position of that item in the range. Use MATCH instead of one of the LOOKUP
functions when you need the position of an item in a range instead of the item itself.
Syntax: MATCH (Lookup_value, Lookup_array, [Match_type])
Lookup_value : Required. The value that you want to match in lookup_array. For
example, when you look up someone's number in a telephone book, you are using the
person's name as the lookup value, but the telephone number is the value you want.
Lookup_array : Required. The range of cells being searched.
Match_type : Optional. The number -1, 0, or 1. The match_type argument specifies how
Excel matches lookup_value with values in lookup_array. The default value for this
argument is 1.
- Match_type = 1 or omitted: It finds the largest value that is less than or equal to the
Lookup_value. The Lookup_array data must be sorted in ascending order.
- Match_type = 0 : It finds the first value that is exactly equal to the Lookup_value. The
Lookup_array data can be sorted in any order.
- Match_type = -1: It finds the smallest value that is greater than or equal to the
Lookup_value. The Lookup_array data must be sorted in descending order.
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66

LOOKUP FUNCTIONS - MATCH FUNCTION (Contd)

MATCH returns the position of the matched value within lookup_array, not the
value itself.
MATCH does not distinguish between uppercase and lowercase letters when
matching text values.
If MATCH is unsuccessful in finding a match, it returns the #N/A error value.

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67

FINANCIAL FUNCTIONS IRR FUNCTION

Internal Rate of Return - It indicates the profitability of an investment and is commonly
used in business, when choosing between investments.
IRR Functions Calculates the internal rate of return for a series of cash flows.
Syntax : IRR( values, [guess] )
Values : A reference to a range of cells containing the series of cash flows (investment
and net income values)
Note: (must contain at least one negative and at least one positive value).
[guess] : An initial guess at what you think the IRR might be. This is an optional
argument, which, if omitted, takes on the default value of 10% (=0.1).

Example :

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68

LOOKUP FUNCTIONS NPV Functions

The NPV function calculates the net present value of an investment, based on a
supplied discount rate, and a series of future payments and income.
Syntax : NPV( rate, value1, [value2],... )
rate : The discount rate over one period.
Value1, [value2],... : Numeric values, representing payments and income, where :
- negative values are treated as payments
- positive values are treated as income
Note :
If the values are supplied individually, numbers, blank cells, logical values and
text representations of numbers are interpreted as numeric values; Other text
values and error values are ignored.
If the values are supplied as an array, all non-numbers in the array are ignored
In Excel 2007, up to 254 payment and income values to the Npv function can
be provided, but in Excel 2003, you can only provide up to 29 values.

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69

LOOKUP FUNCTIONS NPV Functions (Contd)

Example :

In this example, the initial investment of $10,000 (shown in cell B2), is made at
the start of the first period. Therefore, this value is not included in the
arguments to the NPV function. Instead it is added on afterwards.
If the investment was added one year (or period) into the investment, this would
then be the first value1 argument in the NPV function.

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70

MATHEMATICAL SUM Function

The Excel SUM function adds together a supplied set of numbers and returns the
sum of these values.
Syntax: SUM( number1, [number2], ... )
Where the number arguments are a set of numbers (or arrays of numbers) that
you want to find the sum of.
Example :

Note: In Excel 2007 or 2010, you can enter up to 255 number arguments to the
Excel Sum function, but in Excel 2003, the function can only handle up to 30
arguments.
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71

MATHEMATICAL SUMIF Function

You can use this function to say to Excel, Only total the numbers in the
Total column where the entry in the Customer column is Viking Supplies.
The syntax of the SUMIF() function is detailed below:
=SUMIF(range,criteria,sum_range)

Range is the range of cells you want to test.

Criteria is the criteria in the form of a number, expression, or text that

defines which cells will be added.
For example, criteria can be expressed as 32, "32", ">32", "apples".

Sum range these are the actual cells to sum. The cells in sum range are
summed only if their corresponding
cells in range match the criteria. If sum range is omitted, the cells in range
are summed.

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72

MATHEMATICAL SUMIF Function (Contd)

=SUMIF(B2:B11, Viking Supplies, F2:F11)

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73

MATHEMATICAL SUMIF Function (Contd)

SUMIF() Using the INSERT FUNCTION tool
Using the INSERT FUNCTION tool the dialog would look like this and show any
errors in entering the values or ranges

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74

MATHEMATICAL SUMIFS Function

The Excel Sumifs function finds values in one or more supplied arrays, that satisfy a
set of criteria, and returns the sum of the corresponding values in a further supplied
array.
Syntax: SUMIFS(sum_range,criteria_range1,criteria1,[criteria_range2, criteria2], ... )
sum_range : An array of numeric values (or cells containing numbers) which are to
be added together, if the corresponding range entries satisfy all the supplied criteria
criteria_range1 [criteria_range2], ... : Ranges of cells containing values to be tested
against the respective criteria1, criteria2, ...
Note: The supplied criteria_range arrays must all have the same length as the sum_range

criteria1, [criteria2],... : The conditions to be tested against the values in

criteria_range1, [criteria_range2], ...
The function is not case-sensitive and can handle up to 127 pairs of criteria_range
and criteria arguments. Each of the supplied criteria can be either:
a numeric value (which may be an integer, decimal, date, time, or logical value)
(eg. 10, 01/01/2008, TRUE)
Or - a text string (eg. "Name", "Thursday")
Or - an expression (eg. ">12", "<>0")
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75

MATHEMATICAL SUMIFS Function (Contd)

Example :

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76

STATISTICAL - COUNTING CELLS MAX & MIN

Function

Description

Syntax

MAX

Returns the largest value from a list COUNT( value1,

of supplied numbers
[value2], ... )

MIN

Returns the smallest value from a list COUNTA( value

of supplied numbers
1, [value2], ... )

Value : Where the number arguments are a set of one or more numeric
values, or arrays of numeric values, that you want to return the largest /
smallest value of.

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77

STATISTICAL - COUNTING CELLS Small & Large

Functio
n

Description

SMALL

Returns the Kth SMALLEST value from a

list of supplied numbers, for a given SMALL(array,k)
value K

Syntax

Returns the Kth LARGEST value from a

array
array
of numeric
values for
thata you
want
to return the k'th
LARGE- Anlist
of supplied
numbers,
given
PROPER(text)
smallest of value K
K - The function
returns the k'th smallest/largest value from the supplied
Example
:
array

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78

STATISTICAL - COUNTING CELLS COUNT, COUNTA &

COUNTBLANK
Function

COUNT

Description

Syntax

It returns the number of numeric

values in a supplied set of cells or
COUNT( value1,
values.
[value2], ... )
Note: It count includes both numbers and
dates

COUNTA

It returns the count of non-blank cells

COUNTA( value
(i.e., numeric and text) within a
1, [value2], ... )
supplied set of cells or values.

It returns the count of blank cells

COUNTBLAN
COUNTBLANK( r
within a supplied set of cells or
K
ange )
values.
Remarks
1. In Excel 2007 or 2010, you can enter up to 255 value arguments to
the Excel Count function, each of which may consist of any number of
cells or values. However, in Excel 2003, the function can only handle
up to 30 arguments.
2. If you want to count logical values, text, or error values, use the
COUNTA function.
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79

STATISTICAL - COUNTING CELLS COUNT, COUNTA &

COUNTBLANK
Example : COUNT
Formula:

Results

Example : COUNTA
Formula:

Results

Example : COUNTBLANK
Formula:

Results

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80

STATISTICAL COUINTIF
Function

Description

Syntax

Returns the number of cells (of a supplied COUNTIF(

range,
range), that satisfy a given criteria
criteria )
range : The range of cells that should be tested against the supplied criteria and
counted if the criteria is satisfied.
.
COUNTIF

Criteria : A user-defined condition that is tested against each of the cells in range.

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81

STATISTICAL - COUNTIFS
Function

Description

Syntax

COUNTIFS

It returns the number of entries

COUNTIFS( criteria_range1,
(within one or more supplied
criteria1,
[criteria_range2,
arrays), that satisfy a set of given
criteria2], ... )
criteria.

criteria_range1 [criteria_range2], ... : Arrays of values (or ranges of cells containing

values) to be tested against the respective criteria1, criteria2, ...
(The supplied criteria_range arrays must all have the same length)
criteria1, [criteria2],...:The conditions to be tested against the values in
criteria_range1, [criteria_range2], ...

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82

STATISTICAL - RANK
Function

Description

Syntax

RANK

Returns the statistical rank of a given RANK( number,

value, within a supplied array of values.
ref, [order] )

Number : The value for which you want to find the rank
ref : An array of values containing the supplied number
[order] : An optional argument which defines whether the ref list should be ordered
in ascending or descending order. The [order] argument can take the value 0
(descending order) or 1 (ascending order), meaning :
By default it will take the value of 0 (ie. descending order).

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83

STATISTICAL - AVERAGEIF
Function

Description

Syntax

AVERAGEIF

Calculates the Average of the cells in a AVERAGEIF( ran

supplied range, that satisfy a given criteria ge,
criteria,
(New in Excel 2007)
[average_range] )

range : An array of values (or range of cells containing values) to be tested

against the given criteria .
Criteria : The condition to be tested against each of the values in range.
[average_range]: An optional array of numeric values (or cells containing
numbers) for which the average is to be calculated, if the corresponding
range entry satisfies the supplied criteria

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84

STATISTICAL - AVERAGEIF

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85

STATISTICAL - AVERAGEIFS
Function

Description

Syntax

AVERAGEIFS

Calculates the Average of the

AVERAGEIFS( average_range,
cells in a supplied range, that
criteria_range1,
criteria1,
satisfy multiple criteria (New in
[criteria_range2, criteria2], ... )
Excel 2007)

average_range : An array of numeric values (or cells containing numbers) for which
the average is to be calculated, if the corresponding criteria_range entries satisfy all
the supplied criteria.
criteria_range1 [criteria_range2], ... : Arrays of values (or ranges of cells containing
values) to be tested against the respective criteria1, criteria2, ...
Note: The supplied criteria_range arrays must all have the same length.

criteria1, [criteria2],...:The conditions to be tested against

criteria_range1, [criteria_range2], ...

the values in

The function is not case-sensitive. Each of the supplied criteria can be either:
- numeric values (including integers, decimals, dates, times, and logical values) (eg.
10, 01/01/2008, TRUE)
- text strings (eg. "Text", "Thursday") - MUST be supplied in quotes
- expressions (eg. ">12", "<>0") - MUST be supplied in quotes
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86

STATISTICAL AVERAGEIFS (Contd)

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87

SORTING & SUBTOTALLING DATA

LISTS
Excels tabular layout makes it an ideal tool to use for managing lists of data. There
are many commands that you can use to manipulate list data, which are described
in this section, however, before discussing those, it is worth reviewing the best way
to lay out a list in Excel.

Do
MAKE THE FIRST ROW OF YOUR LIST THE COLUMN HEADINGS THAT
DESCRIBE THE DATA.
Do Not
USE AMBIGUOUS WORDS AS COLUMN HEADINGS (E.G. SUM, SUBTOTAL)
AS EXCEL MAY
CONFUSE THEM WITH FUNCTIONS OR NAMES THAT YOU HAVE DEFINED.
USE PUNCTUATION IN COLUMN HEADINGS.
LEAVE A GAP BETWEEN THE COLUMN HEADINGS AND THE FIRST ROW OF
DATA.
LEAVE BLANK ROWS BETWEEN LIST DATA.

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88

SORTING LIST DATA

Where you have lists with lots of columns and rows, you may need to sort
by more than one column. For example the list of orders below has been
sorted by customer, within the customer grouping, you may want to sort by
Product and then by Salesperson.
Quick Sort
Mouse
Click in the column you wish to sort by
DO NOT HIGHLIGHT ANY DATA
Go to the DATA ribbon and the SORT & FILTER group.
Click on the QUICK SORT buttons ascending or descending
Data should now be sorted

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89

Multi Level Sort

To sort using the Sort dialog:

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90

Multi Level Sort

Mouse
Click in the middle of the list you want to sort.
Go to the DATA ribbon and the SORT & FILTER group. And click on the SORT
button
Excel recognizes the column headings from your list and allows you to pick them
from dropdown list boxes in the dialog.
Choose the column you wish to sort by from the drop down box in the column
section
If you have various formats on your cells you can sort on more than just the value
click on drop down arrow to see further options
Set ASCENDING or DESCENDING order for the sort by clicking the relevant
option.
Click on ADD LEVEL, level will be added to the main area
Repeat previous procedure to add more levels of sort
If you wish to change the order of sort. Select the level you wish to change and click
on the movement arrows to move level up or down
To remove a level select it and click on the delete level button it will be removed
Click OK to perform the sort.
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91

SUBTOTALS

Excel can automatically add subtotals to a list of data. Your subtotals can
sum numeric data or find highest and lowest values and averages. You can
also count the number of rows in a group.
Organizing The List For Subtotals
When you issue the subtotals command, Excel will need to know where to
add the subtotals in. In the example below, if you wanted to see subtotals for
the revenue generated per product, you would first need to sort the list into
Product order. Similarly, if you wanted to see how much each salesperson
had sold; you would sort the list by Salesperson before adding the subtotals
in.

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92

To add subtotals to a list:

Mouse
i. Once you have sorted the list, choose SUBTOTALS from the OUTLINE
group on the DATA ribbon. The following dialog box will appear:
ii. Click the dropdown list arrow to the right of the 'at each change in box to
display your column headings. Pick the heading according to which column
you have used to group the data.
iii. Click the dropdown list arrow to the right of the Use function box to
display a list of functions you can use to summarize data in your list.
Click the function that you want.
iv. Use the scroll arrows in the Add subtotal to list to set which columns you
want to add the subtotals to. Check the box next to the column to subtotal.
You can add subtotals to more than one column.
v. Set options for the new subtotals using the check boxes at the bottom of
the dialog.
vi. If you want each subtotaled group on a separate page, check
Page Break between groups.
vii. Summary below detail adds subtotals and an overall total
BELOW the groups of data rather than above.

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93

Text to Columns
To separate the contents of one Excel cell into separate columns, you can use the
'Convert Text to Columns Wizard'.
For example, when you want to separate a list of full names into last and first names, do
the following steps :
1. Select the range with full names.
2. On the Data tab, click Text to Columns.
3. Choose Delimited and click Next.
4. Clear all the check boxes under Delimiters except for the Comma and Space check
box
Input
Output Data
5. Click Finish.
Data

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94

PIVOT TABLES - What is a Pivot Table in Excel?

Excel Pivot Tables are tables, that are produced by Excel, to sort and
summarize large amounts of data in a spreadsheet or database file.
It is called a PivotTable because the headings can be rotated around the data
to view or summarize it in different ways
Once you have finished looking at the summarized data, you can quickly resort your data and look at it from a totally different perspective, and all of this
can be done without using functions or formulas.
The data in a PivotTable cannot be changed as it is the summary of other
data. The data itself can be changed and the PivotTable recalculated. The
PivotTable can be reformatted.

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PIVOT TABLES - Create an Excel Pivot Table

1. Select any cell within the data range or select the entire data range to be used
in your Pivot Table.
Note: If you select a single cell in the data range, Excel will automatically identify, and
select the whole data range for your Pivot Table.

2. Ensure that each column in the data range has a unique header
and the data does not contain any blank rows.
3. Click on the Pivot Table button, which is generally
(in 2010 or 2007) located on the left, within the 'Insert' tab.
4. You will be presented with the window
entitled 'Create PivotTable'
Note: Make sure that the selected range is the
range that you want to use for your Pivot Table.

5. There is also an option asking where you

want the Pivot Table to be placed.
If you are not sure, select the option
'New worksheet
6. Click OK
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PIVOT TABLES - Create an Excel Pivot Table (Contd..)

7. You will now be presented with an empty Pivot Table, and a 'Pivot Table Field
List', which contains several data fields. Note that these are the headers from
your initial data spreadsheet.
8. Within this 'Pivot Table Field List':
- Drag the 'Sales Rep.' field into the area of the 'Pivot
Table Field List' marked 'Row Labels'.
- Drag the 'Amount' field into the area of the 'Pivot Table
Field List' marked ' Values'.
- Check: Make sure that the value in the ' Values'
section of the pivot table reads "Sum of Amount" and
not "Count of Amount
9. Your Pivot Table will be populated with the total sales for
each sales rep, as shown on the right.

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Conditional Formatting
By applying conditional formatting to your data, you can quickly identify variances
in a range of values with a quick glance.
One of the major improvements is the ability to handle more than 3 conditions.
There are also several new types of formatting.
Select the cell(s) to be formatted and then select the Conditional
Formatting option on the Styles tab of the main Home toolbar.
This will cause the drop-down menu to appear.
This menu allows you to select the type of Excel Conditional
Formatting that you want to apply to your cell(s).This can be :
Highlight Cells Rules - Apply formatting to cells that satisfy a
specific condition (eg. greater than, equal to, etc).
Top/Bottom Rules - Apply formatting to cells that satisfy a
statistical condition in relation to other cells in the range.
Data Bars / Color Scales / Icon Sets - Apply formatting to all
cells in the range, depending on their value in relation to one another.

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Heat map plot in excel using conditional formatting

The simple way to generate heat map plot is conditional formatting of cells.
If your data is long form you can generate table by using pivot table function.

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Heat map plot in excel using conditional formatting

Save the file as csv and load back to get rid of pivot table format, but reorganized data.

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Heat map plot in excel using conditional formatting

Now we can conditionally format the cells. In 2003 we can conditionally format only to
three levels. If you want to hide number in the cells, select the color for text exactly same
as the cell color.

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Heat map plot in excel using conditional formatting

Remove everything unnecessary features and print the sheet as pdf.

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Excel Graph Types

Charts are used to display series of numeric data in a graphical format to make it easier
to understand large quantities of data and the relationship between different series of
data.
Bar Graphs
One of the most common types of graph used to display data. sometimes also known
as "column charts
The amounts are displayed using a vertical bar or rectangle. The taller the bar, the
greater number of times the value occurs.
Bar graphs make it easy to see the differences in the data being compared
Line Graphs
Line graphs are often used to plot changes in data over time, such as monthly
temperature changes or daily changes in stock market prices.
Line graphs have a vertical axis and a horizontal axis. If you are plotting changes in
data over time, time is plotted along the horizontal or x-axis and your other data, such
as rainfall amounts is plotted as individual points along the vertical or y-axis.
When the individual data points are connected by lines, they clearly show changes in
your data - such as how a chemical changes with changing atmospheric pressure.
You can use these changes to predict future results.
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Excel Graph Types (Contd)

Scatter Plot Graphs
Scatter plot graphs are used to show trends in data.
They are especially useful when you have a large number of data points. Whereas
line graphs connect the dots or points of data to show every change, with a scatter
plot you draw a "best fit lline.
The data points are scattered about the line. The closer the data points are to the
line the stronger the correlation or affect one variable has on the other.
If the best fit line increases from left to right, the scatter plot shows a positive
correlation in the data. If the line decreases from left to right, there is a negative
correlation in the data.
Pie Charts
Pie charts are a little different from the other three types of graphs discussed.
They are used to chart only one variable at a time. As a result, it can only be used to
show percentages.
The circle of pie charts represents 100%. The circle is subdivided into slices
representing data values. The size of each slice shows what part of the 100% it
represents.
Pie charts can be used anytime you want to show what percent a particular item
represents of a data series.
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Excel Graph Types (Contd)

To create a chart in Excel, you start by entering the numeric data for the chart on a
worksheet. Then you can plot that data into a chart by selecting the chart type that
you want to use on the Office Fluent Ribbon (Insert tab, Charts group).

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Introducing VBA Macros - Displaying the Developer Tab

A macro is a sequence of instructions that automates some aspect of Excel so
that you can work more efficiently and with fewer errors.
Users can simply turn on Excels macro recorder: When you execute this macro,
Excel performs the actions again.
Displaying the Developer Tab
If you plan to work with VBA macros, youll want to make sure that the Developer tab
is present in Excel. To display this tab:
1. Choose Office Excel Options.
2. In the Excel Options dialog box, select Personalize.
3. Place a check mark next to Show Developer tab in the Ribbon.
4. Click OK to return to Excel.

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Introducing VBA Macros About Macro Security

The Developer tab, which does not appear by default, contains useful commands
for VBA users.

About Macro Security

Macro security features in Excel 2007 were created to help prevent macro-related
problems :

By default, Excel uses the Disable All Macros With Notification option. With this
setting in effect, if you open a workbook that contains macros (and the file is not
digitally signed), the macros will be disabled,
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Introducing VBA Macros - Recording VBA Macros

Saving Workbooks That Contain Macros
If you store one or more macros in a workbook, the file must be saved with
macros enabled, which is a file with an XLSM extension.
Recording VBA macros
You can record your actions as a macro and then simply replay the macro.
If simply recording and playing back macros is as far as you go with VBA, you
dont need to be concerned with the language itself
Recording your actions to create VBA code: The basics
To start the macro recorder, choose Developer Code Record Macro (or,
click the Record Macro icon in the status bar). Excel displays the Record Macro
dialog box

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Introducing VBA Macros - Recording VBA Macros

The Record Macro dialog box presents several options:
Macro Name: The name of the macro. By default, Excel proposes names, such as
Macro1, Macro2, and so on.
Shortcut Key: You can specify a key combination that executes the macro. The
key combination always uses the Ctrl key. You can also press Shift when you enter
a letter. For example, pressing Shift while you enter the letter H makes the shortcut
key combination Ctrl+Shift+H.
Store Macro In: The location for the macro. Your choices are the current workbook,
your Personal Macro Workbook (See Storing macros in your Personal Macro
Workbook, later in this chapter), or a new workbook.
Description: A description of the macro (optional). To begin recording your actions,
click OK. When you finish recording the macro, choose Developer
Code Stop Recording (or click the Stop Recording button in the status bar).

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Introducing VBA Macros - Recording VBA Macros

Recording a macro: A simple example
This example demonstrates how to record a very simple macro that inserts your
name in the active cell. To create the macro, follow these steps:
1. Activate an empty cell.
2. Choose Developer Code Record Macro. Excel displays the Record Macro
dialog box.
3. Enter a new single-word name for the macro, to replace the default Macro1
name. A good name is MyName.
4. Assign this macro to the shortcut key Ctrl+Shift+N by entering uppercase N in
the edit box labeled Shortcut Key.
5. Click OK to close the Record Macro dialog box.
6. Type your name into the selected cell.
7. The macro is finished, so choose Developer Code Stop Recording (or click
the Stop Recording button in the status bar).

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Introducing VBA Macros - Recording VBA Macros

Examining the macro
The macro was recorded in a new module named Module1. To view the code in
this module, you must activate the Visual Basic Editor.
You can activate the VB Editor in either of two ways:
Press Alt+F11.
Choose Developer Code Visual Basic.
In the VB Editor, the Project window displays a list of all open workbooks and
add-ins.
This list is displayed as a tree diagram, which you can expand or collapse.
The code that you recorded previously is stored in Module1 in the current
workbook.
When you double-click Module1, the code in the module appears in the Code
window.

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THANK YOU

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