MS-Excel

Excel,

a spreadsheet program part of the Microsoft Office suite.

Several

other spreadsheet programs are available, but Excel is by far the most popular

What Is It Good For?

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 Excel AutoShapes to create simple (and not-so-simple) diagrams. Automating complex tasks: Perform a tedious task with a single mouse click with Excels macro capabilities.

Agenda
Getting Started with Excel Working with Formulas and Functions Analyzing Data with Excel Few Advanced Excel Features Few Tips on working with Excel

Getting Started with Excel

Understanding Cells and Ranges

A cell is a single element in a worksheet that can hold a value, some text, or a formula. A cell is identified by its address, which consists of its column letter and row number.
Cell D12 is the cell in the fourth column and the twelfth row.

A group of cells is called a range. You designate a range address by specifying its upper-left cell address and its lower-right cell address, separated by a colon
C24 A range that consists of a single cell. A1:B1 Two cells that occupy one row and two columns. A1:A100 100 cells in column A. A1:D4 16 cells (four rows by four columns). C1:C65536 An entire column of cells, this range also can be expressed as C:C. A6:IV6 An entire row of cells; this range also can be expressed as 6:6. A1:IV65536 All cells in a worksheet.

Selecting Ranges
Selecting Contiguous Ranges

Use the mouse to drag, highlighting the range. If you drag to the end of the screen, the worksheet will scroll. Press the Shift key while you use the direction keys to select a range. Press F8 and then move the cell pointer with the direction keys to highlight the range. Press F8 again to return the direction keys to normal movement. Type the cell or range address into the Name box and press Enter. Excel selects the cell or range that you specified. Use the EditGo To command (or press F5) and enter a ranges address manually into the Go To dialog box. When you click OK, Excel selects the cells in the range that you specified.

Selecting Ranges
Selecting Non-Contiguous Ranges (multiple selection)

Press Ctrl as you click and drag the mouse to highlight the individual cells or ranges. From the keyboard, select a range as described previously (using F8 or the Shift key). Then press Shift+F8 to select another range without canceling the previous range selections. Select EditGo To and then enter a ranges address manually into the Go To dialog box. Separate the different ranges with commas. When you click OK

Selecting Ranges
Selecting complete rows and columns

Click the row or column border to select a single row or column. To select multiple adjacent rows or columns, click a row or column border and drag to highlight additional rows or columns. To select multiple (nonadjacent) rows or columns, press Ctrl while you click the row or column borders that you want. Press Ctrl+spacebar to select a column. The column of the active cell (or columns of the selected cells) is highlighted. Press Shift+spacebar to select a row. The row of the active cell (or rows of the selected cells) is highlighted. Press Ctrl+A to select all cells in the worksheet, which is the same as selecting all rows and all columns.

Selecting Ranges
Selecting special types of cells
By choosing EditGo ToSpecials option to display the Go To Special dialog box, we can select many other special types of cells

Comments Selects only the cells that contain cell comments. Constants Selects all nonempty cells that dont contain formulas Formulas Selects cells that contain formulas. Blanks Selects all empty cells Current Region Selects a rectangular range of cells around the active cell

Copying to adjacent cells

EditFillDown (or Ctrl+D) copies the cell to the selected range below. EditFillRight (or Ctrl+R) copies the cell to the selected range to the right. EditFillUp copies the cell to the selected range above. EditFillLeft copies the cell to the selected range to the left. EditFillSeries displays the Series dialog box,

Pasting in special ways

All: Equivalent to using the EditPaste command. It copies the cells contents, formats, and data validation from the Windows Clipboard. Formulas: Only formulas contained in the source range are copied. Values: Copies the results of formulas. The destination for the copy can be a new range or the original range. In the latter case, Excel replaces the original formulas with their current Comments: Copies only the cell comments from a cell or range. This option values. doesnt copy cell contents or formatting. Validation: Copies the validation criteria so the same data validation will apply. All except borders: Copies everything except any borders that appear in the source range. Column widths: Copies column width information from one column to another. Formulas and number formats: Copies all formulas and numeric formats, but no values.

Values and number formats: Copies all current values and numeric formats, but not the formulas themselves.

Pasting in special ways

Performing mathematical operations without formulas The option buttons in the Operation section of the Paste Special dialog box let you perform an arithmetic operation. For example, you can copy a range to another range and select the Multiply operation. Excel multiplies the corresponding values in the source range and the destination range and replaces the destination range with the new values. Skipping blanks when pasting The Skip Blanks option in the Paste Special dialog box prevents Excel from overwriting cell contents in your paste area with blank cells from the copied range. This option is useful if youre copying a range to another area but dont want the blank cells in the copied range to overwrite existing data.

Transposing a range
The Transpose option in the Paste Special dialog box changes the orientation of the copied range. Rows become columns, and columns become rows. Any formulas in the copied range are adjusted so that they work properly when transposed. Note that this check box can be used with the other options in the Paste Special dialog

Excels Data Limitations Numerical values

Largest positive number: 9.9E+307 Smallest negative number: 9.9E+307 Smallest positive number: 1E307 Largest negative number: 1E-307 Excels numbers are precise up to 15 digits. For example, if you enter a large value, such as 123,123,123,123,123,123 (18 digits), Excel actually stores it with only 15 digits of precision: 123,123,123,123,123,000

Text Values
A cell can contain a maximum of about 32,000 characters

Date Values
Excel supports dates from Jan 1, 1900 (serial number = 1), through Dec 31, 9999 (serial number = 2,958,465).

Formulas and Functions

Formula Basics
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)

Operator Precedence in Excel Formulas

Symbol
() ^ * / + & = < >

Operator
Parentheses Exponentiation Multiplication Division Addition Subtraction Concatenation Equal to Less than Greater than

Excel Function Categories

Text Functions Statistical Functions Math Functions Logical Functions Data Functions Date and Time Functions Lookup and Reference Functions

Text Functions

Function
LEN LEFT MID RIGHT CLEAN

What It Does
Returns the number of characters in a text string Returns the leftmost characters from a text value Returns a specific number of characters from a text string, starting at the position you specify Returns the rightmost characters from a text value Removes all nonprintable characters from text

TRIM
CONCATENATE

Removes excess spaces from text

Joins several text items into one text item

TEXT

Formats a number and converts it to text

Text Functions
Function
FIND SEARCH REPLACE SUBSTITUTE LOWER UPPER PROPER REPT

What It Does
Finds one text value within another (case sensitive) Finds one text value within another (not case sensitive) Replaces characters within text Substitutes new text for old text in a text string Converts text to lowercase Converts text to uppercase Capitalizes the first letter in each word of a text value Repeats text a given number of times

Statistical Category Functions

Function
COUNT COUNTA

What It Does
Counts how many numbers are in the list of arguments Counts how many values are in the list of arguments

COUNTBLANK Counts the number of blank cells in the argument range MAX MIN AVERAGE COUNTIF Returns the maximum value in a list of arguments, ignoring logical values and text Returns the minimum value in a list of arguments, ignoring logical values and text Returns the average of its arguments Counts the number of cells that meet the criteria you specify in the argument

Math Category Functions

Function
INT POWER ROUND

What It Does
Rounds a number down to the nearest integer Returns the result of a number raised to a power Rounds a number to a specified number of digits

ROUNDDOWN Rounds a number down, toward 0 ROUNDUP SUM SUMIF Rounds a number up, away from 0 Adds its arguments Adds the cells specified by a given criteria

SUMPRODUCTReturns the sum of the products of corresponding array components

SUBTOTAL
PRODUCT ABS

Returns a subtotal in a list or database

Multiplies its arguments Returns the absolute value of a number

SUBTOTAL

Returns a subtotal in a list or database

1 AVERAGE 2 COUNT 3 COUNTA 4 MAX 5 MIN 6 PRODUCT 7 STDEV 8 STDEVP 9 SUM 10 VAR 11 VARP

Logical Functions
Function
AND FALSE IF NOT OR TRUE

What It Does
Returns TRUE if all its arguments are TRUE Returns the logical value FALSE Specifies a logical test to perform Reverses the logic of its argument Returns TRUE if any argument is TRUE Returns the logical value TRUE

Data Category Functions

Function
ISBLANK ISERR ISERROR ISEVEN ISLOGICAL ISNA ISNONTEXT ISNUMBER ISODD ISTEXT NA

What It Does
Returns TRUE if the value is blank Returns TRUE if the value is any error value except #N/A Returns TRUE if the value is any error value Returns TRUE if the number is even Returns TRUE if the value is a logical value Returns TRUE if the value is the #N/A error value Returns TRUE if the value is not text Returns TRUE if the value is a number Returns TRUE if the number is odd Returns TRUE if the value is text Returns the error value #N/A

Data Category Functions

Function
DATE DATEVALUE DAY NOW TODAY YEAR DAY MONTH

What It Does
Returns the serial number of a particular date Converts a date in the form of text to a serial number Converts a serial number to a day of the month Returns the serial number of the current date and time Returns the serial number of todays date Converts a serial number to a year Converts a serial number to a day of the month Converts a serial number to a month

Data Category Functions

Function
LOOKUP VLOOKUP

What It Does
Returns a value either from a one-row or one-column range or from an array Searches for a value in the leftmost column of a table and then returns a value in the same row from a column you specify in the table Searches for a value in the top column of a table and then returns a value in the same column from a row you specify in the table Returns the relative position of an item in an array

HLOOKUP

MATCH

GETPIVOTDATA Returns data stored in a PivotTable

Pivot Tables
A pivot table is essentially a dynamic summary report generated from a database.
A pivot table can help transform endless rows and columns of numbers into a meaningful presentation of the data

Grouping Pivot Table Items

Creating a Calculated Field or Calculated Item

Few Tips
Using Ctrl+Enter to place information into multiple cells simultaneously Using AutoFill to enter a series of values

Using Alt+Enter to start a new line in a cell

Using Names to Work with Ranges Using relative, absolute, and mixed references