Advance Excel

Working With Excel

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A Brief Introduction to Electronic Spreadsheet

 Input of data (Entering text, numbers)
 Select range, copy and moving cells.
 Expanding and contracting the worksheet
 Inserting and deleting cells and worksheet
 Hide/Show Row, Column, Sheet
 Alignment of cells (Wrap text, Merge, Orientation)
 Opening, saving and closing a spreadsheet
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• Microsoft Excel is a spreadsheet program that is used to record and analyze numerical data.
• Think of a spreadsheet as a collection of columns and rows that form a table.
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Inserting and Deleting a Worksheet
Insert Worksheet= Shift-F11
Delete Worksheet= Home -> Delete ->Delete Sheet
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Alignment of Cells (Wrap text, Merge, Orientation)

• Top alignment - Alt + H then A + T

• Middle alignment - Alt + H then A + M
• Bottom alignment - Alt + H then A + B
• Left alignment - Alt + H then A + L
• Center alignment - Alt + H then A + C
• Right alignment - Alt + H then A + R
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How To Open, save, Save as, print new spreadsheet

• Open Spreadsheet= Ctrl + O

• Save Spreadsheet= Ctrl + S

• Save as Spreadsheet= F12

• Print Spreadsheet= Ctrl + P

• New Spreadsheet= Ctrl + N

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Auto recover option
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Formatting

• Format cell

• Editing in cell
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FORMAT CELL – It means formatting the entries written inside a particular cell or a range of
cells. Excel has a Some Tools which are very convenient to apply formatting on different entries.
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Conditional formatting
Step 1

Step 2

Step 3

Step 4
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Creating new rule and managing existing rule

• You create, edit, delete, and view all conditional formatting rules in the workbook by using
the Conditional Formatting Rules Manager dialog box.
• (On the Home tab, click Conditional Formatting, and then click Manage Rules.)
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Insert Menu

• Table
• Insert Picture / Shapes/Smart Art
• Pivot Table
• Page Layout Menu
• Merging , Orientation
• Print Area ,Background
• Printing a Document
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Table
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Insert Picture / Shapes/Smart Art

Pictures can be selected from Shapes Smart Art

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Hiding & Unhiding the Data
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Hiding , Renaming , Deleting and Inserting a Worksheet
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Activity
Sr No. Loan Policy No Applicant Name Loan Amount Intrest Amt EMI Loan Issue Date No of Paid Inst. Pending Amount
1 PS-786 suresh chander 78000
2 PA-90 Teena Gandhi 50000
3 HR-7765 DEEPAK KUMAR 56200
4 PS-4453 TARUN Bhatia 75400
7 ED-1290 Pradeep 42000
8 HR-12 GAGAN DEEP 50000
9 PS-77 anil roy 34000
10 PA-60 P.K. DAS 45600
11 J. Dias
12 HR-4591 Md. Nadeem 35000
13 PA-4527 Youssra Salim 54000
14 PA-4591 Antonio Laplace 54000
15 HR-4341 Yana Klatiklova 60000
16 ED-1332 Shuvashish Behera 42000
17 ED-4565 Saran Bhatia 48000
18 PS-287 Tejinder Pal Singh 50000
19 HR-3188 ana luiza 45000
20 HR-4591 ellena harley 62000
21 PA-2774 MARTIN DESMOND 50000

1. We have to calculate the Interest Amount, we are assuming a flat 7% RI against the Loan Amount.
2. Now Assume that total there are 36 Instalments, so accordingly Calculate the EMI Amount. You have to write down the
necessary formula.
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Activity
Sr No. Loan Policy No Applicant Name Loan Amount Intrest Amt EMI Loan Issue Date No of Paid Inst. Pending Amount
1 PS-786 suresh chander 78000
2 PA-90 Teena Gandhi 50000
3 HR-7765 DEEPAK KUMAR 56200
4 PS-4453 TARUN Bhatia 75400
7 ED-1290 Pradeep 42000
8 HR-12 GAGAN DEEP 50000
9 PS-77 anil roy 34000
10 PA-60 P.K. DAS 45600
11 J. Dias
12 HR-4591 Md. Nadeem 35000
13 PA-4527 Youssra Salim 54000
14 PA-4591 Antonio Laplace 54000
15 HR-4341 Yana Klatiklova 60000
16 ED-1332 Shuvashish Behera 42000
17 ED-4565 Saran Bhatia 48000
18 PS-287 Tejinder Pal Singh 50000
19 HR-3188 ana luiza 45000
20 HR-4591 ellena harley 62000
21 PA-2774 MARTIN DESMOND 50000

3. Fill Loan Issue Date and Try to Change the Format as per DD-MMM-YY Format.
4. Fill the No of Paid Inst. Column with some Numbers and Try to calculate the Pending Amount using appropriate Formula.
5. Try to apply Appropriate Currency Symbol and Restrict all the Figures upto 2 Decimal Places in Each Cell. Try To Change
the Sheet Name as LoanSheet.
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A Formula indicates Simple Calculations and each

Use of Formula in Excel Worksheet Formula is started with = symbol
 Implementation of Formula in Excel Worksheet.
 Use of AutoSum Feature.
 Applying Formula involving Date Values.
 Concept of Relative Cell Referencing, Mixed Cell Referencing & Absolute Cell Referencing.

Although Functions also use = at the beginning

but functions can do a specific task
Introduction To Functions
 Use of Various Text Functions like Upper(), Lower(), Proper() , Len(),Find(), Left(), Right(),
Concatenate() ...etc.
 Use of various Date Functions like Today() , Day() , Month() …etc.
 Use of Statistical Functions & Logical Functions
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What is a Formula ?
• A formula is an expression which calculates the value of a cell. Functions are predefined formulas and
are already available in Excel.
• For example, cell A3 below contains a formula which adds the value of cell A2 to the value of cell A1.
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Types of Cell Referencing

• While Using Formula we can use three types of Cell Referencing , namely –

 Relative Cell Referencing – When no $ sign is associated with row no and column Name.
 Absolute Cell Referencing – We attach $ sign with both row no & column Name while mentioning
a cell address. Short cut key is F4.
 Mixed Cell Referencing – It happens when $ sign gets associated with either Row No or Column
Name.
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Some Important Text Functions
=Upper() - Converts all characters into upper case. For E.g. =Upper(“Its”) will produce the output as ITS.

=Lower() - Converts all characters into lower case. For E.g. =Lower(“Its”) will produce the output as its.

=Proper() - Converts all characters into Proper case. For E.g. =Proper(“our mind”) will produce the output as
Our Mind

=Len() – To Count No. of Characters from a given String For e.g. =Len(“Excel Training”) will produce the
output as 14.

=Left()- It helps to pick some character from Left Most Position. =Left(“ABCD”,2) will produce AB as the
output.

=Right() – It is used to pick some character from Right Most Position. =Right(“ABCD”,2) will produce CD as
the output.

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Some Important Text Functions

=Counta() - It counts no. of cells basis on Text Values only.

=Concatenate() - To combine some text values. For e.g. =Concatenate(“Arjun”,” “,”Singh”) will produce output
as Arjun Singh.

=Char() - It will give the character value of the no. mentioned within the ().The no. should be between 0 to
255. For e.g. char(65) will produce the output as A – since 65 is the ASCII Code For A.

=Code() - It is used to express the ASCII Code against a particular character.

=Exact() - It is used to compare two strings and return TRUE or FALSE.

=Find() : The Excel FIND function returns the position (as a number) of one text string inside another.

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Some Important Date Functions

=Day () - Extracts the day from a given date – for e.g. =Day(“3-Apr-19”) will produce output as 3.

=Month() - Extracts the Month from a given date for e.g. =Month(“23-Apr-19”) will produce output as 4.

=Year() - Extracts the year from a given date for e.g. =Year(“3-Apr-19”) will produce output as 2019.

=Today() - Returns the current date

=Now() - Shows current time and current date.

=WeekDay() – Used to determine weekday from a Given Date. The output comes as a number like 1, 2,…
=Days360(“2-Jan-17”,”4-Jan-19”) will produce output as 722. The first date will be deducted from the second
date

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Some Important Math Functions

=Abs()- To find the absolute value. For e.g.=abs(-10) will give 10 as the output.
=Int() - To extract the Integer value for e.g. int(12.63) will produce output as 12
=Pi() -To represent value of 22/7 - usage is =pi()
=Sqrt() - To calculate the sq. root of a no. For e.g. =Sqrt(81) will give the output as 9.
=power() - To calculate power of a no. For e.g. =Power(3,5) will give the result as 243.
=Round(...) - To Round off a Decimal Figure. Say =Round(45.6782,2) will produce output as 45.68

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Logical Functions

=If()- =IF (logical_test, [value_if_true], [value_if_false]). It either return TRUE or FALSE.

=AND(…)=AND (logical1, logical2, ...) – it can check multiple conditions and will return TRUE only
when all the conditions are satisfied. Else it will return FALSE.

=OR Function() - =OR (logical1, [logical2], ...) – it will return TRUE if at least one condition is
satisfied. If all the conditions are false then it will return FALSE.

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SumIf Functions

=SUMIF() – Usage is =SUMIF (range, criteria, [sum_range]). The Excel SUMIF function returns the sum of cells that supplied
criteria.
Criteria can be applied to dates, numbers, and text using logical operators (>,<,<>,=)

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CountIf Functions

=COUNTIF() - Usage is COUNTIF (range, criteria). COUNTIF is a function to count cells that meet a single
criteria.

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LOOKUP Function

• INTRODUCTION TO LOOK UP Function

• VLOOKUP
• HLOOKUP
• Various Case Studies to be discussed using VLookUp/HLookUp function.
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Lookup Function

=LOOKUP( value, lookup_range, [result_range] )

–Value - The value to search for in the lookup_range.

–lookup_range - A single row or single column of data that is sorted in ascending

order.
– The LOOKUP function searches for value in this range. result_range is Optional.

–It is a single row or single column of data that is the same size as the lookup_range.
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A Sample WorkSheet

ItemCode Item Name Price Remarks

I112 Body Soap 35 Lux Big Size
I231 Body Oil 180 500 ML From Bajaj
I443 Hair Oil 25 100 ML From Keo Karpin
I667 Baby Powder 65 From Pond's
I655 Tea 280 Finest Tea From Tata Tea
I220 Butter 28 100 Gm. From Amul
Suppose We have to Search a Particular Item Code and basis on the Item Code we need to pick
the corresponding values – be it Item Name or Price or may be Remarks. So here we are going to
use VLOOKUP(…) as the searching has to be made downwards.
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C2 Corresponding Item
Name , Rate are to be
retrieved
Sr. No. Customer Name Item Code Item Name Rate Qty Total
1 Pradeep Singh I667
2 Nilima Singh I220
3 Anil Kumar I655
4 Shalini Agarwal I330
5
6
7
8
9
So… How LOOKUP() is going to help us ?
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Activity with HLOOKUP()
Suppose We have a Worksheet which is as follows :-

Sales Target
Qtr
Q1 Q2 Q3 Q4
560000 478600 732100 575000
And We have to pick a Target value against any Qtr – now since the searching will happen row
wise so we have to use HLOOKUP()
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Syntax :
=HLOOKUP(lookup_value, table_array, Row_index_num, True/False).
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Quiz 1
In Case you are searching a value which is not existing then what will be the
output from VLOOKUP / HLOOKUP Function ?

A ) #ERR B ) #N/A C ) #DIV D) NULL

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Activity

Q1. Consider the following worksheet – you have to prepare this in a

new Worksheet. Assign a Name ITEMMASTER as the Worksheet Name.
ItemCode Item Name Price Remarks
I112 Body Soap 35 Lux Big Size
I231 Body Oil 180 500 ML From Bajaj
I443 Hair Oil 25 100 ML From Keo Karpin
I667 Baby Powder 65 From Pond's
I655 Tea 280 Finest Tea From Tata Tea
I220 Butter 28 100 Gm. From Amul
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Activity

Q2. Also prepare the following sheet in another new worksheet –

Assign a Name TRANSACTION as the Worksheet Name.

Sr. Item Item

No. Customer Name Code Name Rate Qty Total
1 Pradeep Singh I667
2 Nilima Singh I220
3 Anil Kumar I655
4 Shalini Agarwal I330
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Activity

Q1. Consider the Following Worksheets –

ORDER NO ORDER DATE STATUS
OR001 3-Sep-19
OR003 5-Sep-19
OR002 21-Aug-19
OR007 29-Aug-19
OR010 3-Sep-09
The second worksheet is as follows –
ORDER NO DATE OF RECEIVING
OR003 12-Sep-19
OR002 9-Sep-19
OR007 10-Sep-19
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• Applying Filters on Data & Advance Filters.

• Data Sorting & Sub Totals
• Grouping of Data
• Using What .. IF Analysis
• Working with Multiple Files
• Working with External Data
• VBA Macros – An Introduction
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Applying Filters on Data

• We can apply Filters to extract only the required Data. This Option is available under Data
Menu. Option is Data -> Filter

• Applying Filters on Data: Clt+Shift+L

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Do the Tasks using the Following Worksheet -

Sr Loan Policy Loan Loan Loan Issue No of Paid Amount Last EMI
No. No Category Applicant Name Amount EMI Date Inst. Pending Date Status
1 PS-786 PS Sureshchander 78000 21-Mar-19 8
2 PA-90 PA Teena gandhi 45600 15-Jul-19 12

3 HR-7765 HR Deepak kumar 56200 7-Jul-19 15

4 PS-4453 PS TARUN bhatia 75400 6-Jun-18 4
5 HR-231 HR Nidhi 29800 5-Dec-17 6
6 ED-45 ED Vivekkaushal 30000 17-Nov-18 9
7 ED-1290 ED Pradeep 42000 27-Apr-19 10
8 HR-12 HR Gagan deep 50000 21-Jun-18 19
9 PS-77 PS Anilroy 34000 2-Mar-19 3
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Data Sorting
• Select the Data tab on the Ribbon, then click the Ascending command to Sort A to Z, or the
descending command to Sort Z to A. In this example, we'll click the Ascending command.

Sort
Option
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Data Sorting
• Select the complete range of Data which You want to Sort. Remember there
should not be any blank rows or columns within the selected Range.
• Next Goto To Data -> Sort Option to sort the data either in Ascending or
Descending way.
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Removing Duplicate Value – Process Flow
• If the data in all three columns is duplicated then the rows shall be deleted. ( The blue ones won’t be deleted
since the age is different)
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Removing Duplicate Value – Process Flow
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Group : It means organizing the data and creating some sub division.
• Shift+Alt+Right Arrow is the shortcut to group rows or columns.

Remember Before Doing

Grouping Your Data Should
be Sorted basis on which you
want to perform the
Grouping.
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Data Ungroup

• Shift+Alt+Left Arrow is the shortcut to ungroup.

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What if Analysis

• What-If Analysis in Excel allows you to analyze the result with various possible combinations of inputs. There
must be at least one formula involved to perform What If analysis.

Production unit Man power Output Target

Morning shift 35 105 300

Day shift 40 120

Night shift 25 75
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Activity
Let us Consider the Below Mentioned Worksheet

Production unit Man power Output Target

Morning shift 35 105 300

Day shift 40 120

Night shift 25 75

Problem Statement : The TARGET has to be doubled which is currently 300 at this time. So
what should be the desired output in the DAY SHIFT to achieve the desired Target ?
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Activity

Problem Statement : The TARGET has to be doubled which is currently 300 at this time. So what
should be the desired output in the DAY SHIFT to achieve the desired Target ?
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Data Consolidate

For Consolidate we create 3 sheets: district1, district2, district3

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Consolidate
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Activity :

Apply sum function among three sheets according to Month sales.

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Activity :-
Apply Data Validation in the No of Paid Inst. Column so that value should not be entered which is <= 0 and it should not be
more than 10 In case if there is any such value then it should be encircled with Circle.

Sr Loan Policy Loan Loan Loan Issue No of Paid Amount Last EMI
No. No Category Applicant Name Amount EMI Date Inst. Pending Date Status

1 PS-786 PS Sureshchander 78000 21-Mar-19 8

2 PA-90 PA Teena gandhi 45600 15-Jul-19 12

3 HR-7765 HR Deepak kumar 56200 7-Jul-19 15

4 PS-4453 PS TARUN bhatia 75400 6-Jun-18 4
5 HR-231 HR Nidhi 29800 5-Dec-17 6

6 ED-45 ED Vivekkaushal 30000 17-Nov-18 9

7 ED-1290 ED Pradeep 42000 27-Apr-19 10
8 HR-12 HR Gagan deep 50000 21-Jun-18 19
9 PS-77 PS Anilroy 34000 2-Mar-19 3
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Activity : Data Validation

Solve These Activities on Same table.

1) Using Data Validation implement validation under Loan Amount Column so that 0 or no negative
values can be entered.

2) Using Data Validation implement validation under Loan Issue Date Column so that no Date should
be entered which is beyond the current Date
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Some More Advanced Options

Some More Advanced Features

1. Freezing Pane

2. Handling Multiple Files in Excel

3. Applying Formula/Functions across different Excel Files

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Freeze pane

 Short cut for open view tab Alt+w

 Short cut for open Freeze pane from view tab Alt+f

 Short cut for Freeze Row Alt+r

 Short cut for Freeze Column Alt+c

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Excel Reference in the Same Worksheet

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Excel Cell Reference in the Same Workbook but from Different Sheet
• Assume you have sheet names Sheet1 & Sheet2.

• In Sheet1 we have sales data and in Sheet2 we need the total of these sales data.

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Excel Reference in the Different Workbook Sheet
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Excel Reference in the Different Workbook Sheet
An external reference in Excel is a reference to a cell or range of cells in another workbook.
Below you can find the workbooks of three divisions (North, Mid and South).

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Excel Reference in the Different Workbook Sheet

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Creating Excel Dash Board

An Excel Dashboard can be an amazing tool when it comes to tracking KPIs, comparing data points, and getting data-backed
views that can help management make decisions. An Excel dashboard is one-pager (mostly, but not always necessary) that
helps managers and business leaders in tracking key KPIs or metrics and take a decision based on it. It contains
charts/tables/views that are backed by data.

A dashboard is often called a report, however, not all reports are dashboards.

Here is the difference:

• A report would only collect and show data in a single place. For example, if a manager wants to know how the sales have
grown over the last period and which region were the most profitable, a report would not be able to answer it. It would
simply report all the relevant sales data. These reports are then used to create dashboards (in Excel or PowerPoint) that
will aid in decision making.

• A dashboard, on the other hand, would instantly answer important questions such which regions are performing better and
which products should the management focus on. These dashboards could be static or interactive (where the user can
make selections and change views and the data would dynamically update).

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Creating Excel Dash Board – Few Important Points to be considered

Q: What is the Purpose of the Dashboard?

The first thing to do as soon as you get the data (or even before getting the data), is to get clarity on what your stakeholder
wants. Be clear on what purpose the dashboard needs to serve.

Q: What are the data sources?

It is best if you can associate the data to make your dashboard more authentic.
Q: Who will use this Excel Dashboard?
For e.g. A manager would probably only be interested in the insights your dashboard provides, however, some data analysts in
his team may need a more detailed view. Based on who uses your dashboard, you need to structure the data and the final
output.

Q: How frequently does the Excel Dashboard need to be updated?

If your dashboards are to be updated weekly or monthly, you are better off creating a plug-and-play model (where you simply
copy-paste the data and it would automatically update). If it’s a one-time exercise only, you can leave out some automation and
do that manually.

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Creating Excel Dash Board – Few Important Points to be considered

Few Best Practices :-

As a best practice, divide your Excel workbook into three parts (these are the worksheets that I create with the same name):

 Data – This could be one or more than one worksheet that contain the raw data.
 Calculations – This is where you do all the calculations. Again, you may have one or more than one sheet for calculations.
 Dashboard – This is the sheet that has the dashboard. In most of the cases, it is a single page view that shows analysis/insights
backed by data.

Remember that the Data is the Backbone of each and every Types of Reports. As a part of our
practice we are going to prepare a Dashboard using Call Report data.

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VBA: Visual Basic for Applications (Popularly Known as VBA Macro)

VBA is a specialized version of Microsoft’s well-known Visual Basic Language.
VBA is an Object-Oriented language within Microsoft Office suite:
◦ Excel, Word, Access, and Power Point …everywhere we can use VBA Coding.
◦ We will focus on Excel.
◦ Shortcut to access the VBA interface in Excel: Alt+F11.
Excel treats everything in a spreadsheet as objets. So, in VBA lets us play with all these objects.
◦ Object that we are interested in: Workbooks, worksheets, cells, rows, ranges.
◦ There are over 200 different class (types of objects) in Excel.
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THANKS