GUINSILIBAN NATIONAL HIGH SCHOOL-INFORMATION AND COMMUNICATION TECHNOLOGY

TABLE OF CONTENTS
I. User Interface

What is a cell. . . . . . . . . . . .
What is a Row
What is a Column
File/Office Button
Features of Excel
Quick Access Toolbar

II. Data and Functions

Selecting Data
Deleting Data
Deleting Row
Deleting Column
Cut and Paste
Inserting Symbol
Check Spelling
Duplicate Value
Fill Handle
Merging Cells
Relative References
Absolute Relative References
Adjusting Margins
Inserting Command
Page Orientation
Page Break
Header and Footer
Borders

III. Data and Formula

Creating Formula
Sum
Subtraction
Multiplication
Division
Direct Use Pre-Defined Formula
Average
If Function

IV. Advance Excel

Setting Margins
Normal Filter
Macros
Sum If Funtion
Freeze Panes
Hyperlink
DatedIf Function

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Copy and Paste

Setting Paper Size
Setting Password
Autocopy Sheet 1 to Sheet 2
External reference to closed workbook
Vlookup Function
Creating Chart
Flash Fill
Combine Cells

V. Shortcut Keys

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PROPERTY OF GUINSILIBAN NATIONAL HIGH SCHOOL

SCHOOL ID: 303991
North Poblacion, Guinsiliban, Camiguin

Microsoft Excel is one of the most use full software applications for every office and normal use.
Millions of people around the world use Microsoft Excel at home or in office. You can use Excel to
enter all sorts of data and perform financial, mathematical or statistical calculations.

By default, in Excel 2013 documents are saved with the .xlsx extension whereas the file extension
of the prior Excel versions are .xls.

Excel is computer application program which is created by Microsoft. It is groups of commands

and worksheet. The worksheet is the collection of rows and column.

What is Cell

Intersection of rows and columns is called cell

What is row

Row runs horizontally and each row is identified by row number, which runs vertically at the left
side of the sheet.

What is column

Column runs vertically and each column is identified by column header, which runs horizontally at
the top of the sheet.

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II. Office Button in Excel

Office button in excel on the top left-corner of excel. This button only available in MS Excel 2007
and yearly version. When you click on office button, you will get number of options to perform
various operation. All office button options are given below;

• New: To create a new file.

• Open: To open an existing file on the computer.
• Save: To save changes made in the open file.
• Save As: To save the file with specific name to a preferred location in the hard drive of the
computer.
• Print: To print the hard copy of the open document.
• Prepare: To prepare the document for distribution.
• Send: To send the copy of the document to others.
• Publish: To distribute the document to others.
• Close: To close the open document.

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Ribbon and Tab in Excel

When you open Excel worksheet you get Ribbon on the top of worksheet, below the title bar or
name of the excel file. Ribbon contains seven tabs: Home, Insert, Page Layout, Formulas, Data,
Review and View.

You can easily create your own tab and add commands to it.

• Right click anywhere on the ribbon, and then click Customize the Ribbon.

• Click New Tab.

• Add the commands you like.

• Rename the tab and group.

Tab in Excel

Each tab has its own specific groups of related commands. These groups have several additional
commands that can be viewed by clicking the arrow at the right bottom corner of any group.

Features of Excel

MS Excel is widely used for various purposes because the data is easy to save, and information
can be added and removed without any discomfort and less hard work.

Most Importaint Features of Excel

• Add Header and Footer: MS Excel allows us to keep the header and footer in our
spreadsheet document.
• Find and Replace Command: MS Excel allows us to find the needed data (text and
numbers) in the workbook and also replace the existing data with a new one.

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• Password Protection: It allows the user to protect their workbooks by using a password
from unauthorized access to their information.
• Data Filtering: Filtering is a quick and easy way to find and work with a subset of data in
a range. A filtered range displays only the rows that meet the criteria you specify for a
column. MS Excel provides two commands for filtering ranges: AutoFilter; which includes
filter by selection, for simple criteria. Advanced Filter; for more complex criteria
• Data Sorting: Data sorting is the process of arranging data in some logical order. MS
Excel allows us to sort data either in ascending or descending order.
• Built-in formulae: MS Excel has got many built-in formulae for sum, average, minimum,
etc. We can use those formulae as per our needs.
• Create different charts (Pivot Table Report): MS Excel allows us to create different
charts such as bar graph, pie- charts, line graphs, etc. This helps us to analyze and
compare data very easily.
• Automatically edits the result: MS Excel automatically edits the result if any changes
are made in any of the cells.
• Formula Auditing: Using formula auditing we can graphically display or trace the
relationships between cells and formulas with blue arrows. We can trace the precedents
(the cells that provide data to a specific cell) or the dependents (the cells that depend on
the value in a specific cell).
• Easy To Store Data: Since there is no limit to the amount of information that can be
saved in a spreadsheet, MS Excel is widely used to save data or to analyse data.
Filtering information in Excel is easy and convenient.
• Easy To Recover Data: If the information is written on a piece of paper, finding it may
take longer, however, this is not the case with excel spreadsheets. Finding and
recovering data is easy.
• Application of Mathematical Formulas: Doing calculations has become easier and
less time-taking with the formulas option in MS excel
• More Secure: These spreadsheets can be password secured in a laptop or personal
computer and the probability of losing them is way lesser in comparison to data written in
registers or piece of paper.
• Data at One Place: Earlier, data was to be kept in different files and registers when the
paperwork was done. Now, this has become convenient as more than one worksheet
can be added in a single MS Excel file.
• Neater and Clearer Visibility of Information: When the data is saved in the form of a
table, analysing it becomes easier. Thus, information is a spreadsheet that is more
readable and understandable.

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Quick Access Toolbar in Excel

It is a customizable toolbar located at top of the worksheet and just above the home tab. When you
click the down arrow at the end of quick access toolbar it displays more commands. You can add
any of these commands to quick access toolbar by a left click on the command.

You can also add frequently used commands from office button and ribbon to quick access toolbar.
Some frequently uesd commands are print, save, undo, copy, paste etc. To add a command to quick
access toolbar, right click on it then click on "Add to Quick Access Toolbar" option. The command will
be added to Quick Access Toolbar.

Mini Toolbar in Excel

It is a floating toolbar that appears above the shortcut menu when you right click a cell or other
objects like a shape or chart. It displays commonly used formatting commands like Bold, Italics,
small, large, merge cell, text center, table border, Font Size and Font Color.

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Title Bar Zoom Control View Buttons in Excel

In this article we discuss about Tital Bar, Zoom Control and View Buttons in Excel also we discuss
few lines about Help Button.

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Title Bar

Title Bar

It appear top of the worksheet or It lies next to the quick access toolbar. It display the name of the
open document.

Zoom Control

It availabe at the right end of the status bar. It helps zoom in and zoom out the document. Move
the slider to right or click on the plus sign to zoom in and move it to left or click on the minus sign to
zoom out.

View Button

It availabe at right hand side below corner of Excel window, to the left of the zoom control. There
are three view buttons on the right end of the status bar.

Help Button

It availabe at right corner of the excel window beside the option to minimize the window. It is in the
form of an encircled question mark. Using the you can get excel related help.

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Select a cell with a single click where you want to enter data; cell B4 is selected in the below
image. After select cell double click in the cell to enter data. In cell you can enter text, numbers and
formulas.

After entering data, you can press Tab key to move to next column and can press Enter key to
move to next row. You can press arrow keys for more options to move to other cells.

How to Select Data in Excel

There are various options to select data. The most common way is a left click on the cell then
dragging the mouse over the data you want to select. Start from the upper-left cell of the data, as
cell B4 in the image given below:

Delete Column in Excel

Select the data you want to delete, right click on it then select delete option from the menu. You
can also delete it by pressing Delete key on the keyboard. See the image:

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Delete Row in Excel

Select the row by a left click on the row number then right click and select the Delete option. If you
want to delete more rows drag the mouse downward to select more rows. See the image:

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Delete Column in Excel

Select the column by a left click on the column header then right click and select Delete option. To
delete more columns drag the mouse horizontally left or right to select more columns. See the
image:

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Cut and Paste data in Excel

Select the data you want to move, right click on it then select the cut option then select the cell
where you want to shift the data. Right click on the selected cell and select paste option. Data will
be moved to the desired location.

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Copy and Paste Data in Excel

Select the data, right click on it then select Copy option. Now select the cell where you want to
paste the data then right click on it and select Paste option. After selecting the data, you can also
press Control+C to copy and Control+V to paste the data. To undo the changes you can press
Control+Z.

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How to Use Quick Excel Functions

Some quick functions are given in Excel that provide you the statistics of your worksheet without
using formulas such as sum of numbers, number of cell, average etc..

You can see in below image, as soon as you select the desired range you will get the statistics in
the status bar, the average of numbers, the number of cells that contain values and the sum of
numbers.

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By a right click on the status bar you can customize it. You can add more functions in the status bar.
Select the function from the menu which you want to add in the status bar. See in below image,
status bar is customized. It is also showing maximum, minimum of the numbers and numerical count.

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How to Insert Symbols in Excel

Some time you need to use specific symbon on your worksheet like Cruncy symbol to solve this
type problem MS-Excel provide predefind symbols in Insert Symbol section.

Steps to Insert Symbols and Specific Character in Excel

• First Select Cell where you need the symbol.

• Click on Insert Tab

• Select Symbol command, on the right end of the ribbon.

• Now you can get numbers of symbols

• Click on Symbols according to your requirment

• Next Click on Insert button to inser symbol in your cell

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How to Check Spelling in Excel

Select the data then click on the review tab it will display spelling command in the left corner of the
ribbon. Lick on this. If there is any spelling mistake in the data, the spell check will suggest
corrections in the spelling dialogue box. To access the spell checker, Choose Review ➪ Spelling
or press F7. See in below image:

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Shortcut key to check spelling mistake in Excel

press F7 to open Spelling dialogue with suggested options.

Exploring Options

• Ignore Once: Ignores the word and continues with spell check.
• Ignore All: Ignores the word and all subsequent occurrences of it.
• Add to Dictionary: Adds the word to the dictionary.
• Change: Changes the word to the selected word in the Suggestions list.
• Change All: Change all word selected word in the Suggestions list without asking.
• AutoCorrect: Adds the misspelled word and its correct spelling.

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How to Find Duplicate Value in Excel

This article is helpful to easly find duplicate value in your excel sheet.

Steps to Find Duplicate Value in Excel Sheet

• Select the Range

• On the Home tab, in the Styles group, click Conditional Formatting.

• Click Highlight Cells Rules, Duplicate Values.

• Select a formatting style and click OK.

• Result. Excel highlights the duplicate names.

Excel highlights duplicates, triplicates, quadruplicates (if we have any), etc. Execute the following
steps to highlight triplicates only.

• First, clear the previous conditional formatting rule.

• Select the range A1:C10.

• On the Home tab, in the Styles group, click Conditional Formatting.

• Click New Rule.

• Select 'Use a formula to determine which cells to format'.

• Enter the formula =COUNTIF($A$1:$C$10,A1)=3

• Select a formatting style and click OK.

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• Result. Excel highlights the triplicate names.

Remove Duplicate Values

• Select Home Tab

• See Conditional Formatting

• Now One Dialog Box will Appear

• Click on Clear Rules

• Clear Rules for Selected Cells or Clear Rules for Entire Sheet

• Work Done

How to Copy and Paste Excel Sheet

Here i will show you how to copy and paste excel sheet data and also copy compete sheet and
paste on other sheet.

To perform this task first open your excel sheet, See left hand side and click on arrow which is
display in below images (for select complete sheet data).

Steps to Copy and Paste Excel Sheet

• First Select all sheet data (See in below Image)

• Copy selected data using Ctrl+C or Right click and copy.

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• Open new Sheet

• Again select complete blank sheet (see in below Image)

• Paste Copied data in i new sheet using Ctrl+V or right click and paste.

Steps to Copy and Paste Excel Sheet Without Lose any Setting

When you direct copy and paste any excel sheet, excel sheet lose all setting like print area, page
margin etc. Use following way to prevent lose excel sheet setting

• First See bottom on Excel Sheet (See in below Image)

• Right Click on Sheet which you want to make copy

• Pop-Up menu will appear here with Move or Copy Option

• Again one Pop-Up menu will appear

• Mark on Create a Copy

• Choose where you want to paste your sheet

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Fill Handle in Excel

Some time you want to copy one cell data to several other cell in your worksheet. This work
perform using copy and paste data in other cell but this is time consuming process. Using fill
handle to quickly copy and paste content to adjacent cells in the same row or column.

To use fill handle bring the mouse cursor at right bottom corner of the cell it will change into a +
sign. Now left click on it and drag it downward to the desired range of cells.

By default, the fill handle and drag-and-drop editing is turned on in Excel so that you can use this
feature.

• Select the cell(s) containing the content you want to use. The fill handle will appear as a
small square in the bottom-right corner of the selected cell(s).

• Click, hold, and drag the fill handle until all of the cells you want to fill are selected.

• 3. Release the mouse to fill the selected cells.

Fill Handler with Text

This is helpful to copy same text in other cell.

Fill Handler with Number

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This is helpful to auto increase number.

Excel Fill Handle with Text and Numbers

Fill handle also works cell which contain both text and number, in this situation the text does not
change but the number increases by one for every cell you select. See in below image;

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Fill Handler with Date

This is helpful to increase data automatically

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Fill Handle With Formula in Excel

Whenever you apply fill handler with formula, auto apply formula on all cell.

Combined Columns in Excel

Some time we need to merge two and more cell according to your requirement. When we create
any report Sheet like below example; in this case this technique is helpful.

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• Select two or more adjacent cells you want to merge.

• Click Home > Merge & Center.

After merge cell

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Relative Referencing in Excel

The main benefit of relative referencing is no need to type formula separately for each calculation
in a row or a column.

In below example first type formula in cell and hit enter key to get result after doing this use fill
handle. Now you can see formula will auto apply on all respective cell. In below example value of
List 1 will added with List 2 values.

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Using above method you can easily add List 1 data with List 2 but in case of, if you want to all all cells
of List 1 with a single cell of List 2 such as B2 then it won't work.

Absolute Referencing in Excel

This method helpful to multiply multiple values with a particular value. You can See in below
image. The list 1 values are added by 4, value of cell B2. In this case, we will use symbol $ in the
formula.

To use this method first put formula in cell then press F4 key. $ Sign will appear in the formula.
See in below image in cell C2 $ sign appear after this press Enter key to get the result. Now drag
the fill handle from cell C3 till cell C7. All values of list 1 will get divisible with 2.

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Adjust Margins in Excel

Today we will discuss about most importain topic which is used on every Excel sheet. Adjust
margint of excel sheet is helpful to print complete page on single paper. Here mainly focus on set
margin or adjust margin of excel sheet print area. You can set margins by various ways as given
below;

• Choose Page Layout

• Page Setup

• Margins drop-down list

• you can select Normal

• Wide, Narrow, or the custom Setting.

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Other way to set margin in Excel is very simple and easy, to apply this method visit right side
bottom corner and click on show margin button.

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Insert Comment in Excel

Adding comment to cell helps in understanding the purpose of cell, what input it should have, etc.
Using comment on cell we can make proper documentation. When you insert comment on cell
bydefaut in comment section show compute name , but you can change it according to your
requirment.

To insert comment on cell first select cell then follow below steps;

• Choose Review

• Comments

• New Comment.

• Right-click the cell and choose Insert Comment from available options.

Shortcut key to insert comment in cell

To insert comment in cell Press Shift+F2.

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How to Change Page Portrait Landscape in Excel

Page orientation or print layout setting refers to how output is print on paper.

To insert comment on cell first select cell then follow below steps;

Types of Page Orientation

There are two types of page orientation in Excel

• Portrait - Portrait to print tall pages (the default).

• Landscape - We can Use Landscape to print wide pages

Steps to Changing Page Orientation

• Choose Page Layout

• Choose Portrait or Landscape according to your requirment.

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Other ways to change page orientation is; Choose File then click Print. In the Page Orientation
drop-down box, under Settings, click Portrait Orientation or Landscape Orientation according to
your requirment.

How to Insert Page Break in Excel

We use page break for give page break within any page where we want break.

Inserting Page Breaks

There are two way to insert page break in Excel

• Horizontal Page Break

• vertical Page break

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Removing Page Breaks

To remove page break follow below steps

• choose Page Layout

• Page Setup

• Breaks

• Remove Page Break.

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Insert Header and Footer in Excel

Header is the infomation that apear at the top of each document and footer is the information that
apear at end of each page. By default, any new workbooks do not have headers or footers.

Steps to add Header in Excel

• Choose page Layout

• Click on Print Title

• Page Setup dialog box will apear

• Choose Header or Footer

• Choose Header or Footer type according to your requirment

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Insert Border and Shades in Excel

Using Excel you can easily apply borders to the cells.

Steps to Insert Border in Excel

• Right Click

• Format cells

• Border Tab

• Select the Border Style

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Insert Border on multiple cell

To insert border on multiple cell or single cell just click on border button and choose all borders.
You can see in below images.

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How to Create Formula in Excel

Excel is frequently used in any corporate sector as well as in small office for data manipulation.
Create won formula for calculation is one of the main feature of excel. Here we discuss about how
to create formula in excel.

To Create formula in Excel first put = sign in any cell where you want to formula. Next put your
formula according to your requirement.

In cell C4 enter the number 20, now in cell C6 type the formula: =C5+10 then press the Enter key.
You will get the result in cell C6. Here formula says 10 is added to the value entered in the cell C4
as the value is 20 the result is 30. You can see in below image;

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In below image you can see we create formula for addition of students marks
(=C5+C6+C7+C8+C9) and result will display in C11.

In below image you can see we create formula for find average of students marks (=C11/5) and
result will display in C12.

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More formulas can be created by typing = in the cell then selecting the appropriate values and
typing correct mathematical symbol in between them.

How to Add Data in Excel

There are two way to add column data in excel first is create foumula and other is direct use pre-
defined formulas.

Create Formula

Choose the cell where you want the result to appear as cell E15 in this example. Then type = sign
in the cell, now select first cell E4 then type "+" sign then select second cell E5, again type + and
select third cell E6 and so on. Now press the enter key, you will get the sum of these salary.

Multiplication- Example: =Cell A1*Cell B1 or =A1*B1

Division- Example: =CellA1/B2 or =A1/B2

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Direct Use Pre-Defined Formulas

• Choose the cell where you want the result to appear as cell E15 in this example.

• Select the Formula tab, then click the Math command.

• Drop down menu will apear now choose SUM
• You can see E4:E14 in this example.

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How to Subtract Data in Excel

There are two way to Subtract column data in excel first is create formula and other is direct use
pre-defined formulas.

Create Formula

Choose the cell where you want the result to appear as cell D5 in this example. Then type = sign in
the cell, now select first cell D3 then type "-" sign then select second cell D4. Now press the enter
key, you will get the subtracted data.

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How to Calculate Average in Excel

Select the cell to display the result in this example cell C10 dispaly result. Now choose predefined
formula AVERAGE and select the data, cells from C4 to C8 then press the Enter key to get the
result.

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If Function in Excel

The IF function or IF statement in Excel is composed of three parts separated by commas.

• Condition

• What to display if the condition is true

• What to display if the condition is false

See in below image how to display pass and fail student if marks is greater than 400 it display pass
otherwise fail.

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How to Create If Function in Excel

To create If function in excel follow below steps;

• Type the code in the cell: =if(

• Type the condition with comma: C7>70,
• Type what you want to show if condition is true. Here we display Pass if condition is true

• Type a comma: ,
• Type what you want to show if condition is false. Here we display Fail if condition is false

• Then close the bracket and press the Enter key.

• Final function look like this =IF(C7>400,"Pass","Fail")

If Condition Apply on Cell

Some time we need to print specific cell value based on condition,use below syntax.

Syntax

=IF(C7>10,A1,A1+10)

Using above syntax we print value of cell A1 if condition is true otherwise print cell A1+10

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How to Set Page Margins in Excel

Print margins indicate how much white space MS-Excel 2007/2010/2013/2016 places between the
worksheet data and the edge of the page. To set margins in excel navigate to Page Layout, Page
Setup, Margins.

Steps to set page Margins in Excel

• Page Layout

• Page Setup

• Margins
To use predefined margins, click Normal, Wide, or Narrow.
To specify custom page margins, click Custom Margins and then, in the Top, Bottom, Left,
and Right boxes, enter the margin sizes that you want.

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How to Filter data in Excel Sheet in Excel

If your worksheet contains a lot of content, it can be difficult to find information quickly. Filters can
be used to narrow down the data in your worksheet, allowing you to view only the information you
need.

Normal Filter Excel Sheet Data

• Select the Data Tab, then click the Filter command.

• A drop-down arrow The drop-down arrow will appear in the header cell for each column.
• Click the drop-down arrow for the column you want to filter. In below example, we will
filter column D to view only HR department data.

• The Filter menu will appear.

• Uncheck the Box next to Select All to quickly deselect all data.

• Check the boxes next to the data you want to filter, then click OK

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Clear Filter

To clear filter select the Data tab, then again click on selected Filter command.

How to Use Macro in Excel

By using Macro you can record your activity or task. It is very useful when you have a task that you
need to perform repeatedly.

Step to Use Macro

• Click on View Tab

• On the right end of the Ribbon you get macro button.

• Click on the arrow shown at the bottom of macro button.

• Here you get three option; view macros, record macro and use relative references.

View Macro: Clicking on view macro option open macro dialog box where we can run, edit or
delete a macro.
Record Macro: Click on this option to record macro. On clicking, it displays the record macro
dialog box where we can fill the details of your macro.

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Use Relative Reference: This option help record macro in relative mode. Using relative mode we
can run the recorded data anywhere on the worksheet.

Steps to record a macro

Click on the Record Macro option. It will display the macro dialog box you need to fill the details of
macro then click ok. See in the below image.

When recording done, click on the arrow below the macro button it will display three options, out of
these options select stop recording. See in the below image:

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Now the macro is created and is ready to use, to run the macro click on the Macro button click
on View Macro option; it will display the dialog box with multiple options like Run, Edit and Delete.
Click on the Run option, it will display the recorded task. See in the below image:

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Sum if Function in Excel

The SUMIF function is a worksheet function that adds all numbers in a range of cells based on one
criteria (for example, is equal to 2000). The SUMIF function is a built-in function in Excel that is
categorized as a Math/Trig Function.
Syntax

=SUMIF(range,criteria, [sum_range])

SUMIF function has three main parts;

Range: It refers to range of cells that you want to evaluate to shortlist the cells that meet the given
criteria.
Criteria: It refers to conditions that tell which cells are to be added. It can be a number or a text.
Sum _range: It provides the actual cells that are to be added. It is an optional argument. If we omit
this part of the function the SUMIF function treats "range" as "sum_range" thus adds the cells of
the range argument.

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See in Below example:

The company wants to know the total salary of the HR department. In this case, by applying the
SUMIF function the company can add the salaries of all employees of HR department. You can
see in below image.

Example

=sumif(D4:D13,"HR",E4:E13)

• Range: D4:D13 is the range to be evaluated to shortlist the cells that belong to marketing
department.
• Criteria: "HR" is the criterion to evaluate the range or to find out the cells that are to be
added.
• Sum_range: E4:E13 is the sum_range that provides the actual values to be added
based on the given criterion.

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How to Freeze Rows in Excel

Freeze is mainly use for fix row and colomn in excel sheet, Suppose you want ot fix your first row
for clear view column name like employee name, address, department, salary etc

Steps to Freeze Rows

• Naviage to View

• Select Rows (if freeze more than or row)

• Click on freeze top row

• Now Done

You can also unfreeze your rows by click on unfreeze button

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How to Create Hyperlink in Excel

A Hyperlink is a link from a document that opens another page or file when you click it. For quick
access to related information in another file or another sheets or on a Web page, you can insert a
hyperlink in a worksheet cell. You can also insert hyperlinks in specific chart elements.

Types of Hyperlinks

• Existing File

• Existing Web Page

• Place in This Document

• Create a New Document

• Send an Email Link

Create Hyperlink in Existing File

• Select cell data and right click where you want to create a hyperlink.

• Mini Toolbar will open click on hyperlick.

• Now one dialogg box open.

• See in image

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Note: You can also select an object, such as a picture or an element in a chart, that you want to
use to represent the hyperlink.

Delete a hyperlink

o delete a hyperlink and the text that represents it, right-click the cell that contains the hyperlink,
and then click Clear Contents.

Calculate Difference Between two Dates in Excel

To Calculate Difference Between two Dates in excel, first make all cell (start date and end date)
date type. Here we use predefined formula DATEDIF() and press the Enter key to get the result.

Use the DATEDIF function when you want to calculate the difference between two dates. First put
a start date in a cell, and an end date in another. Then type a formula like one of the following.

Syntax

DATEDIF(start_date, end_date, unit)

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Calculate day
Syntax

DATEDIF(Start_date,End_date,"d")

Calculate Month
Syntax

DATEDIF(Start_date,End_date,"m")

Calculate Year
Syntax

DATEDIF(Start_date,End_date,"y")

Unit Meaning Explanation

Number of complete years between

Y Years
the start and end dates.

Number of complete months between

M Months
the dates.

Number of days between the start

D Days
date and end date.

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Days excluding years and The date difference in days, ignoring

MD
months months and years.

The date difference in days, ignoring

YD Days excluding years
years.

Months excluding days and The date difference in months,

YM
years ignoring days and years.

Calcuate number of days from today

Use TODAY() function to find number of days from today date.

Syntax

DATEDIF(TODAY(), "5/20/2015", "d")

Change Color of Font in Excel Based on Value

Excel allow you to change your font and cell color automatically on the basis of value. In other
word we can say that we can change font and cell color automatically based on specific conditions.

Steps to Change Cell Color in Excel Based on Condition

• Highlight your cell or range of cells.

• Visit the Format menu, select Conditional Formatting.

• In the Conditional formatting dialog, select Manage Rules.

• Select new rules.

• Use a formula to determine which cells to format.

• In text area write your code or coditions

• Click the Format.. button.

• Choose your format options from the Font, Border and Fill tabs.

• Choose Color for your cell.

• Click OK.

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Print Top Row on Every Page in Excel

Some time we need print top row on every page, in this case you need to manage your sheet.
Choose page layout >>Print Area >> Print Titles >> Sheet >> select row.

Steps to Copy and Paste Excel Sheet

• Open Excel Sheet

• Naviagate to Page Layout

• Click on Print Titles

• Now new window will open, Choose here sheet
• Select your top row for print on every page like $1:$1

• Done

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Set Row Size in MS-Excel

You can easily set row size in ms-excel according to your requirement,to set row size visit on
home then format and choose row height from drop down menu. Same steps follow for set column
width.

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Generally lots of people face with row height problem some rows have small size and some rows
have different height, to solve this problem you can select all row and set same height for all rows.

Step to Set Row Height in Excel

• Visit on Home

• Navigate to Format

• Choose row height from drop down menu

• Set auto row height or set according to your requirement.

Step to Set Column Width in Excel

• Visit on Home

• Navigate to Format

• Choose column width from drop down menu

• Set auto column width or set according to your requirement.

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Simple way to Set Row Height

To set row height in simple and easy way just select your rows and right click, one menu will apear
next choose row height. Here you fill your row height.

How to Insert Page Break in Excel

Page breaks is very useful for print worksheet. It is dividers that break a worksheet into separate
pages for printing purpose. Page break useful in case of when your want ot print some contents of
worksheet on other page.

Steps to Insert Page Break in Excel

• Open worksheet that you want to print.

• Next click on Page Layout tab

• Choose Page Break

• Now Click on Insert Page Break

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Advance way to Insert Page Break

• Open worksheet that you want to print.

• To insert a vertical page break, select the row below where you want to insert page
break.

• To insert a horizontal page break, select the column to the right of where you want to
insert page break.

• On the Page Layout tab

• click Breaks.

• Click Insert Page Break.

How to Set Password in Excel Sheet

Excel give you one of the most useful feature for you important wooksheet. Using password
protection features of MS-Excel you can protect your worksheet.

Steps to Set Password in Excel Sheet

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• Open your worksheet

• Click on File

• Next Click on Info

• Protect Worksheet

• Encrypt with Password

• Create Password

• Click OK

How to Auto Copy Sheet 1 Data in Sheet 2 in Excel

The main use of this concept is if you add some data in sheet 1 it automatically updates in sheet 2.
Here we discuss bout this in detail. To reference a cell or range of cells in another worksheet in the
same workbook, put the worksheet name followed by an exclamation mark (!) before the cell
address.

In other words, in an Excel reference to another worksheet, you use the following format.
Reference to an individual cell:

Syntax

Sheet_name!Cell_address

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we can see in this example: refer cell B1 of sheet 1 in Sheet2, we need to type type Sheet2!B1

Syntax for Reference to a range of cells

Syntax

Sheet_name!First_cell:Last_cell

Example to Reference to a range of cells

Syntax

Sheet_name!First_cell:Last_cell

For example, to refer to cells A1:A15 in Sheet2, you type Sheet2!A1:A15.

Note: If the worksheet name includes spaces or non-alphabetical characters, you must enclose it
in single quotation marks. For example, an external reference to cell A1 in a worksheet named
Monthly Statement should read as follows: 'Monthly Statement'!A1.

How to reference another workbook in Excel

In Microsoft Excel formulas, external references to another workbook are displayed in two ways,
depending on whether the source workbook is open or closed.

External reference to an open workbook

When the source workbook is open, an Excel external reference includes the workbook name in
square brackets (including the file extension), followed by the sheet name, exclamation point (!),
and the referenced cell or a range of cells. In other words, you use the following reference format
for an open workbook reference

Syntax

[Workbook_name]Sheet_name!Cell_address

For example, here's an external reference to cells B2:B5 on sheet Jan in the workbook named
Sales.xlsx:

Syntax

[Sales.xlsx]Jan!B2:B5

If you want, say, to calculate the sum of those cells, the formula with the workbook reference would
look as follows:

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Syntax

=SUM([Sales.xlsx]Jan!B2:B5)

External reference to a closed workbook

When you reference another workbook in Excel, that other workbook does not necessarily need to
be open. If the source workbook is closed, you must add the entire path to your external reference.

For example, to add up cells B2:B5 in the Jan sheet from Sales.xlsx workbook that resides within
the Reports folder on drive D, you write the following formula:

Syntax

=SUM(D:\Reports\[Sales.xlsx]Jan!B2:B5)

Pivot Table in Excel

A pivot table is essentially a dynamic summary report generated from a database. The database
can reside in a worksheet (in the form of a table) or in an external data file. In other words A pivot
table is a program tool that allows you to reorganize and summarize selected columns and rows of
data in a spreadsheet or database table to obtain a desired report.

Where we get Pivot Table

• Insert tab

• PivotTable dropdown

• PivotTable

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Vlookup Function in Excel

Using Vlookup fuction you can filter appropriate value from large amount of data based of give
condition. Vlookup function is mainly used for two purpose, to find an exact match and to find the
closest match.
In other words Vlookup function retrieve data from a specific column in table.
In Vlookup V stands for vertical.

Important point about Vlookup

• VLOOKUP only loop Vertical

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• VLOOKUP only loop Right side

Vlookup Syntax

VLOOKUP (value, table, col_index, [range_lookup])

• value - The value to look for in the first column of a table.

• table - The table from which to retrieve a value.

• col_index - The column in the table from which to retrieve a value.

• range_lookup - [optional] TRUE = approximate match (default). FALSE = exact match.

Find an Exact Match Using Vlookup

In some cases we want exact match value

Vlookup Exact Syntax

=VLOOKUP(H4,B5:E9,2,FALSE) // FALSE = exact match

Find an Closest Match Using Vlookup

Vlookup Closest Match Syntax

=VLOOKUP(C5,$G$5:$H$10,2,TRUE) // TRUE = approximate match

How to Create Chart in Excel

Using Charts we visualize our data in a way that creates maximum impact on our audience. Here
we learn how to creat chart on a single click.

Steps to Inser Chart in Excel

To insert chart in Excel sheet first create complete sheet and press ALT+F1 for create chart, steps
are given below for create chart;

• Select the cells you want to chart, including the column titles and row labels.

• These all selected cell are source of data.

• Select Insert tab

• Click the desired Chart command

• Choose the desired chart type from the drop-down menu

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Shourtcut for Create Chart in Excel

ALT+F1

How to Use Flash Fill in Excel

Flash Fill in Excel used for Separate first name and last name from a single column, or combine
first and last names from two different columns. This is big problem for every working employee to
separate data of any column. Flash Fill is only available in Excel 2013 and later version. Flash Fill
Video Tutorial

Separate First Name and Last Name in Excel

To separate first name and last name from single cell we use flash fill tool in excel which is
availabe in excel 2013 and above version, Steps are given below;

• Suppose first name in A1 and Last Name in B1 column

• Type first name in column C1

• Type last name in D1

• Select all entire column

• press Ctrl+E or Click on Data Tab >> Choose Flash Fill Command

• Now Done

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Combine First Name and Last Name in Excel

To Combine first name and last name in single cell we use flash fill tool in excel which is availabe
in excel 2013 and above version, Steps are given below;

• Suppose Employee Name A1 column with first and last name

• Type first name in column B1

• Type last name in C1

• Select all entire B1 column

• press Ctrl+E or Click on Data Tab >> Choose Flash Fill Command

• All First name fill in

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Shourtcut for Flash Fill in Excel

CLT+E

Add MR. Before All Employee Name

To add MR. before all employee name first type MR. then type employee name next select desired
column and use Flash Fill Command.

If Flash Fill doesn't generate the preview, it might not be turned on. You can go to Data > Flash Fill
to run it manually, or press Ctrl+E. To turn Flash Fill on, go to Tools > Options > Advanced >
Editing Options > check the Automatically Flash Fill box.

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Shortcut Description

F2 Edit the selected cell.

After a name has been created, F3 will

F3
paste names.

Repeat last action. For example, if you

changed the color of text in another cell,
F4
pressing F4 will change the text in cell to
the same color.

F5 Go to a specific cell. For example, C6.

F7 Spell check selected text or document.

F11 Create chart from selected data.

Cancel an entry in the cell or Formula

Esc
Bar.

Create chart from selected data. Enter the current time.

Ctrl+; Enter the current date.

Alt+Shift+F1 Insert New Worksheet.

While typing text in a cell, pressing

Alt+Enter
Alt+Enter will move to the next line,

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allowing for multiple lines of text in one

cell.

Shift+F3 Open the Excel formula window.

Shift+F5 Bring up search box.

Ctrl+1 Open the Format Cells window.

Ctrl+A Select all contents of the worksheet.

Ctrl+B Bold highlighted selection.

Ctrl+I Italic highlighted selection.

Ctrl+K Insert link.

Ctrl+S Save the open worksheet.

Ctrl+U Underline highlighted selection.

Shift+Space Select entire row.

Ctrl+Shift+= Insert a new column or row.

Ctrl+Home Move to cell A1.

Ctrl+End Move to last cell

Ctrl+Arrow key Move to next section of text.

Move between Two or more open Excel

Ctrl+Tab
files.

Ctrl+F4 Close Window

Shift+Page Up Select To Top Of Module

Shift+Page Down Select To End Of Module

Shift+Left Arrow Extend Selection Left 1 Char

Shift+Right Arrow Extend Selection Right 1 Char

Shift+Up Arrow Extend Selection Up

Shift+Down Arrow Extend Selection Down

PROPERTY OF GUINSILIBAN NATIONAL HIGH SCHOOL

SCHOOL ID: 303991
North Poblacion, Guinsiliban, Camiguin

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