MICROSOFT EXCEL
TOPICS
What is Excel ? Rounding of Numbers
Excel Visual Representation Autofill
Excel Interface Comments
Basic Formatting Insert Table
Excel Formulas Slicer
Save File Insert Picture or Shapes
Protecting Workbook & Worksheet Add link or hyperlink
Clean and Trim Split Text
Filter and Sort Charts in Excel
Conditional Formatting VLOOKUP
Insert or delete rows and columns in Excel Pivot Table
Find and Remove Duplicates VSTACK & HSTACK
Merge & Center Freeze Panes
02/21/2025
WHAT IS MS
EXCEL ? Microsoft Excel is a spreadsheet program
that helps users organize, format, and
calculate data. It's part of the Microsoft
365 suite of software, which also includes
Word, PowerPoint, Teams, and Outlook.
It provides a user-friendly way to analyse
and work with data.
It is an electronic spreadsheet with
numerous rows and columns, used for
organizing data, graphically representing
data(s), and performing different
calculations.
Excel is essential for tasks in finance,
accounting, data analysis, project
management, and more, due to its
versatility and ease of use.
02/21/2025
EXCEL VISUAL REPRESENTATION
02/21/2025
EXCEL INTERFACE
BASIC FORMATTING
Excel offers a variety of formatting options to enhance the appearance and
readability of your data. Here are some common formatting techniques:
Font Formatting: Font, Font Size, Font Color, Bold, Italic, Underline, Text
Wrap, Merge Cells
Number Formatting: General, Number, Currency, Percentage, Date, Time,
Custom
Alignment: Horizontal Alignment, Vertical Alignment, Wrap Text, Indent
Cell Borders: Border, Border Style, Border Color
Conditional Formatting: Highlight cells based on certain conditions
EXCEL FORMULAS
Basic Arithmetic Formulas : Addition: =A1 + B1, Subtraction: =A1 - B1,
Multiplication: =A1 * B1, Division: =A1 / B1, Exponentiation: =A1 ^ B1
Common Functions : SUM: =(A1:A10), AVERAGE: =AVERAGE(A1:A10), COUNT: =
COUNT(A1:A10), COUNTA: =COUNTA(A1:A10), MAX: =MAX(A1:A10), MIN:
=MIN(A1:A10), IF: =IF(A1>50, “PASS”, “FAIL”)
Text Functions : CONCATENATE/CONCAT: =CONCAT(A1, “ ”, B1), LEFT:
=LEFT(A1,5), RIGHT: =RIGHT(A1,5), MID: =MID(A1, 3, 5), LEN: =LEN(A1),
SEARCH/FIND: =SEARCH(“mukul”, A1)
Date and Time Functions : TODAY: =TODAY(), NOW: =NOW(), DATEDIF:
=DATEDIF(A1, B1, “D”), DAY: =DAY(A1), MONTH: =MONTH(A1), YEAR: =YEAR(A1)
Logical Functions : AND: =AND(A1>10, B1<5), OR: =OR(A1>10, B1<5), NOT:
=NOT(A1>10)
.
SAVE FILE
To save a file in Excel, follow these steps:
Step 1: Click on the File tab in the top-left corner of Excel.
Step 2: Select Save As from the menu.
Step 3: Choose a location where you want to save the file (e.g., This PC,
OneDrive, Browse).
Step 4: In the Save As dialog box, enter a name for your file in the File
name field.
Step 5: Select the file format from the Save as type dropdown (e.g., .xlsx for
a standard Excel workbook, .csv for a comma-separated values file, .xlsm for a
macro-enabled workbook).
Step 6: Click Save.
To save updates to an existing file, simply click the Save icon in the top-left
toolbar or press CTRL+S on your keyboard. Excel will automatically update the
existing file.
PROTECTING WORKBOOK & WORKSHEET
I N E XC E L , Y O U C A N P R O T E C T B O T H T H E W O R K B O O K A N D I N D I V I D U A L S H E E T S T O P R E V E N T A C C I D E N TA L O R U N A U T H O R I Z E D C H A N G E S .
WORKBOOK WORKSHEET
Go to the Review tab on the ribbon. Go to the Review tab on the ribbon.
Click Protect Sheet.
Click Protect Workbook.
A dialog box will appear with several
A dialog box will appear with options. options
Enter a password if you want to restrict
Enter a password if you want to
who can unprotect the workbook.(Optional)
restrict who can unprotect the sheet.
(Optional)
Click OK. If you entered a password, you'll Click OK. If you entered a password,
be asked to confirm it. you'll be asked to confirm it.
CLEAN AND TRIM
In Excel, data cleaning is an essential step to prepare data for analysis. Two
commonly used functions for cleaning data are CLEAN and TRIM, which help to
remove unwanted characters and extra spaces from text.
CLEAN() TRIM()
The CLEAN function removes The TRIM function removes extra
spaces from text, leaving only
all non-printable characters single spaces between words.
(such as line breaks, tabs, etc.)
from the text. =TRIM(text)
=CLEAN(text)
FILTER & SORT
In Excel, filtering and sorting are
essential tools for organizing and
analysing data efficiently.
Sorting : Sorting helps to rearrange
data either in ascending or
descending order. You can sort by
one or multiple columns.
Filtering: Filtering helps to display
only the rows that meet certain
criteria, hiding the rest. A small
dropdown arrows will appear in each
header cell.
CONDITIONAL
FORMATTING
Conditional Formatting in Excel is
a feature that automatically applies
formatting (such as colors, icons, or
data bars) to cells based on the
values they contain. It helps to
highlight important data trends or
patterns, making it easier to analyze
and interpret large datasets.
INSERT OR DELETE ROWS
AND COLUMNS IN EXCEL
Inserting Rows or Columns
Select the row or column where you want to insert a new one.
Right-click on the selected row or column header and choose "Insert".
Press CTRL+ : A new row or column will be inserted before the current
position.
Deleting Rows or Columns
Select the rows or columns you want to delete.
Right-click on the selected rows or columns and choose "Delete".
Press CTRL- : The selected row or column will be removed.
FIND AND REMOVE
DUPLICATES
Find Duplicates Using Conditional
Formatting :
Go to the Home tab, and in the Styles
group, click on Conditional
Formatting. Select Highlight Cells
Rules, then click Duplicate Values.
Choose how you want the duplicates to
be highlighted (formatting options).
Click OK.
Remove Duplicates :
Go to the Data tab. In the Data
Tools group, click Remove Duplicates.
A dialog box will appear. Ensure the
correct columns are selected where you
MERGE & CENTER
To Merge and Center cells in Excel, follow these steps:
Select the cells you want to merge.
Go to the Home tab on the Excel ribbon.
In the Alignment group, click on the Merge & Center button.
ROUNDING OF
NUMBERS
ROUND Function : Rounds a
number to the nearest integer.
ROUNDUP Function : Rounds a
number up to the nearest
integer.
ROUNDDOWN Function :
Rounds a number down to the
nearest integer.
AUTOFILL
In Excel, AutoFill allows you to quickly fill cells
with repetitive or sequential data, such as
numbers, dates, formulas, and text.
Basic Steps for AutoFill:
Enter the starting value(s) in a cell or range
of cells.
Select the cell or range you want to auto-
fill.
Hover over the bottom-right corner of the
selection until the small black cross (Fill
Handle) appears.
Drag the fill handle down, up, or across to
the cells where you want the data filled.
Release the mouse, and Excel will fill the
selected cells with a sequence or pattern.
COMMENTS
In Excel, you can add comments
to cells to provide additional
context or explanations.
Inserting Comment :
Right-click the cell where you
want to add a comment.
Select New Comment.
Type your comment in the box
that appears.
Press Enter or click outside the
comment box to save it.
INSERT TABLE
Inserting a table in Excel is a way to visually
organize and structure your data.
Here's how you can do it:
Select the data range: Choose the cells
you want to include in your table.
Insert a table:
Method 1: Go to the Insert tab, then click
Table
Method 2: Select the data, then press
Ctrl+T (Windows)
Confirm the range: Check if the selected
range is correct and if you want the first row
to be headers
SLICER
A slicer in Excel is a powerful tool that allows
you to quickly filter and analyze data within a
table. It provides a visual way to interact with
your data and see different subsets based on
selected criteria.
How to create a slicer:
Select your table: Click anywhere within
your table to select it.
Go to the Insert tab, then click Slicer.
Choose fields: In the Create Slicers
dialog box, select the columns you want to
include in your slicer.
Click OK: Your slicers will be inserted into
your worksheet.
INSERT PICTURE
OR SHAPES
We can easily enhance your Excel
worksheets by adding pictures and
shapes to visualize data, create
diagrams, or add decorative
elements.
Inserting a Picture: Click on the
"Insert" tab Choose the Picture
option Browse and select the
image Resize and reposition.
Inserting a Shape: Click on the
"Insert" tab Choose the Shapes
option Select a shape Draw
the shape Format the shape.
ADD LINK OR
HYPERLINK
We can add hyperlinks in Excel to link to
websites, other cells, files, or email addresses.
Steps to Insert a Hyperlink in Excel:
Select the Cell
Go to the Insert Tab
Click Hyperlink
Choose What to Link To:
Existing File or Web Page
Place in This Document
Email Address
Click OK
DROP-DOWN
LIST
A drop-down list in Excel is a type of data
validation that provides a predefined list of options
for users to choose from. This feature is useful for
limiting input to specific values, making data entry
more consistent and accurate.
Creating a Drop-Down List:
Select the range of cells.
Go to the "Data" tab, then click "Data Validation".
In the "Data Validation" dialog box, select "List"
from the "Allow" drop-down menu.
Enter the list source.
Click OK: Your drop-down list will be created,
and a small arrow will appear in the selected
cells.
SPLIT TEXT
Splitting text in Excel refers to dividing a single cell's content
into multiple cells based on specific criteria.
Steps:
Select the cell(s) containing the text you want to split.
Click the Data tab in the Ribbon.
Click Text to Columns.
Choose Delimited.
Select the delimiter you want to split by (e.g., comma,
space, etc.).
Click Next and Choose Destination.
Click Finish: The text will be split into multiple columns
based on the delimiter or width you specified.
We can also Split Text by Formulas Using LEFT(), RIGHT(),
and MID().
CHARTS IN EXCEL
Charts are a powerful tool in Excel that allow you to visually represent your data,
making it easier to understand trends, patterns, and relationships. Excel offers a
wide variety of chart types to suit different data visualization needs.
Steps : Select your data Insert a chart Customize your chart
VLOOKUP
VLOOKUP is a powerful function in
Excel that allows you to search for a
value in a table and return the
corresponding value from a different
column. It's a great tool for looking
up data based on a specific criterion.
Syntax:
VLOOKUP(lookup_value, table_array,
col_index_num, [range_lookup])
PIVOT TABLE
Pivot Tables in Excel: A Powerful Tool for Data Analysis
Pivot tables are a dynamic data analysis tool in Excel that allow you to summarize
and analyze large datasets quickly and efficiently. They are particularly useful for
aggregating data, calculating totals and averages, and creating various reports.
Benefits of Pivot Tables:
Quickly summarize large datasets.
Dynamic and interactive data analysis.
Easily rearrange fields to explore different views of the data.
Enhanced Data Visualization
Time-Saving
Steps to Create a Pivot Table:
Prepare your data: Ensure your data is in tabular format (rows
and columns), with headers for each column.
Select the data range: Highlight the data range or select the whole
table.
Go to the Insert tab in Excel and Click PivotTable.
In the dialog box, select the range (if not already selected) and
choose where you want to place the Pivot Table (New Worksheet or
Existing Worksheet).
Field Placement: You drag and drop fields from your data source
into different areas of the pivot table.
Here, you can drag and drop fields into four main areas: Rows,
Columns, Values, and Filters.
VSTACK & HSTACK
VSTACK : Vertically stack arrays into HSTACK : Horizontally stack arrays
one array. column wise.
Syntax : =VSTACK(array1, array2, ….) Syntax : =HSTACK(array1, array2, ….)
FREEZE PANES
Freeze Panes is a
feature in Microsoft
Excel that allows
users to lock
specific rows or
columns so they
remain visible while
scrolling through
the rest of the
worksheet.
LOOKUP
The LOOKUP function in Excel is used to
search for a value in one row or column and
return a corresponding value from another
row or column.
It comes in two forms:
1. Vector Form
Syntax: =LOOKUP(lookup_value,
lookup_vector, result_vector)
2. Array Form
Syntax: =LOOKUP(lookup_value, array)
Limitation : LOOKUP Requires Sorted Data
HLOOKUP
The HLOOKUP (Horizontal Lookup)
function in Excel searches for a value in
the first row of a table and returns a
value from a specified row in the same
column.
It works similarly to VLOOKUP, but
searches horizontally instead of
vertically.
Syntax:
=HLOOKUP(lookup_value, table_array,
row_index_num, [range_lookup])
XLOOKUP
XLOOKUP is an advanced lookup function in
Excel that searches for a value in a range and
returns a corresponding value from another
range, working both vertically and
horizontally.
It is a more powerful replacement for
VLOOKUP, HLOOKUP, and INDEX-MATCH.
Syntax –
=XLOOKUP(lookup_value, lookup_array,
return_array, [if_not_found], [match_mode],
[search_mode])
Advantage - Searches in Any Direction (left,
right, up, or down).
DATA
VALIDATION
Data validation in Excel refers to setting specific
criteria for accepting data in a cell or range of cells.
This feature prevents users from entering invalid
data that could lead to errors in calculations,
reports, and automated processes.
Common Ways to Validate
• Ensure emails have "@“.
• Dates follow DD-MM-YYYY.
• Age should be between 18 and 65, prices
shouldn't be negative.
• No two employees should have the same ID.
CONCATENATE AND CONCAT
& AND TEXTJOIN
CONSOLIDATIO
N
It is a technique that summarizes the
data from different worksheets and
combines it into one single worksheet.
This feature also allows the user to
perform operations like sum, average,
max, min, product, etc on the ata to be
consolidated.
