ITC Session-2

Pradeep Kumar,
(Room # 201, Faculty Block;
ph: 6657; email: [email protected])
IT & Systems Group,
IIM Lucknow
https://forms.gle/v4jxrUVNbiXizjhf7
 Flash Fill
• Excel Flash Fill is a special tool that
analyzes the information you are entering
and automatically fills data when it
identifies a pattern.
 Flash Fill
• Shortcut Key is Ctrl + E
 Importing Data
• Using Power query of Excel you can
import data from text, web, Database and
other sources

• Power Query allows us to perform

Extraction, Transformation, Loading (ETL)
task
 What is Power Query
• Power Query is a business intelligence
tool available in Excel that allows you to
import data from many different sources
and then clean, transform and reshape
your data as needed.
Steps of Power Query
 Power Query
• Power Query is a tool in Microsoft Excel that
simplifies the process of importing data from
different source files and sorting them into an Excel
sheet in the most convenient and usable format.
• Power Query is a user-friendly business intelligence
tool that does not require the user to learn any
specific code.
• The biggest advantage offered by the Power Query
tool is higher efficiency; using Excel with Power
Query brings the user faster results in a very short
time.
 Practice them
• Workbook, Worksheet and cell
• Fill Series, Custom list, Flashfill
• Importing Data from other Sources
• Paste Special
• Random Number Functions : Rand() and
Randbetween()
• AutoSum
• Count Functions: Countblank(), Count(),
Counta()
 Worksheet
• The primary storage unit for data in a
worksheet is a rectangular-shaped cell
arranged in a grid pattern in every sheet.
• Worksheet specifications for current
versions of Excel include:
– 1,048,576 rows per worksheet
– 16,384 columns per worksheet
– 17,179,869,184 cells per worksheet
Tab

Getting Familiar

Ribbon
Quick Access
Toolbar

Formula
Name Bar
Bar Column
Name

Select all Active

Row
Button Cell Vertical Scroll Bar
Number

Worksheet Name Horizontal Scroll

Zoom Select Bar
 Workbook and cell
• Each Excel file is called workbook.
• The extension of excel file is .xlsx
• Intersection of row and column is called
cell.
 Tabs in Excel 2019
• Home
• Insert
• Draw
• Page Layout
• Formulas
• Data
• Review
• View
• Help
 Enable Fill Handle

File 
Options

Advanced
 Create Custom List
• Let us create a list for Alphabet
• Type A to Z in a column
• Click on File  Options--> Advanced Tab
 Edit Custom Lists
•
 Custom List
• Click on new list
• Click on Add
• In Import from cell
box select the range
containing the series
of alphabet from
Excel sheet
• Click import
• You will see new list
is created
• Click Ok
 Importing Data
DATA 
Get
External
Data
 Managing Worksheet
• Changing the name of the
worksheet
– Double-click a worksheet’s tab.
– Type in a new name and press
Enter.
• Inserting the new worksheet
– Click the New sheet button, which
is located after the last worksheet
tab.
• Deleting the worksheet
– Right-click the worksheet’s tab and
select Delete from the list.
• Move or Copy
– Helps to export worksheet data to
new workbook
 Referencing sheet cell range
• Referencing the worksheet
• Referencing cell
• Referencing Range
 Cell Referencing
• Absolute ($)
• Relative
• Mixed – Combination of both
Understanding Relative Cell
Referencing

• Allows use of a “general” formula

over and over again, but with a
different set of numbers
• Can also copy formulas using the
fill handle
Understanding Absolute and Mixed
Cell Referencing
• Absolute cell referencing
– To indicate that a cell reference
(both column and row) – or even a
part of a cell reference – should
remain unchanged when copying
– Syntax = $ before column letter,
before reference number, or both
• Mixed cell referencing
– A cell reference that has only one $
– Common when you need to copy a formula
both down a column and across a row at the
same time
 Cell Referencing
Relative reference: adjusts during a copy
operation; Specified without dollar signs, i.e.
C2

Absolute reference: remains constant throughout a

copy operation; Specified with a dollar sign before the

column and row, i.e. $D$10

 R1C1 Reference Format
• Uses the letter R and a
number to indicate the
row and the letter C
and a number to
indicate the column.
– For example, cell B2 is
R2C2 in R1C1
reference format.
• File -> Options 
Formulas Check or
uncheck R1C1
Reference Style
 Circular References
• A circular reference occurs when the value
in a cell depends on the value in another
cell that, in turn, is dependent on the value
in the original cell.

• Usually, a circular reference indicates a

formula contains an error – and Excel
displays a warning telling you so!

• Occasionally, a circular reference is needed

to accomplish a particular task.
 Enabling Circular reference

• Goto File  Options 

Formulas
• Click on Enable Iterative
Calculation
Naming a cell, range, worksheet
• Range is a collection of continuous cell
both horizontally and vertically.
• Name of workbook should be application
name
• Worksheet name should be department
name
• Cell name should be name of constant,
variable, entity
 Valid Names of Cell
• Names may be alphanumeric.
• The first character of a name can not be number
• Special characters like underscore (_) backslash (\).
• Names can't look like cell addresses,such as A$35
or R2C2
• Name should not have spaces
• C, c, R, r -- can't be used as names -- Excel uses
them as selection shortcuts
• Names are not case sensitive. For example, North
and NORTH are treated as the same name.
 Naming column as per column
header
• Select the data with header click on
formula tab click on create from selection.
 Protecting a workbook
You can password protect your files by using
options in the General Options dialog box

• Password To Open Excel prompts you to

supply the password before reopening the file.
• Password To Modify Anyone can look at the
file, but they need the password to edit it.
• Read-Only Recommended This politely
suggests that the user open the file as read-only.
 Protecting files
• While saving your file click
on Tools
– Choose General options
– A small window will open
asking for password to open
and password to modify
– Give the password
accordingly
– After clicking Ok it will to
retype the password
– Retype the passwords
 Protecting a cell or range
• By default all the cell in Excel is Locked
• First unlock all the cell and lock the cell which you
want to protect
• Unlocking the cell
– Select all the cell od open worksheet by either pressing
Ctrl + A or Ctrl + Shift + Blankspace Key or clicking on top
left corner below name bar
– Press Ctrl + 1 Format cell dialog box will open
– Using right arrow key goto Protection tab
– Uncheck the lock option
– Click OK
All the cells are now Unlock
 Protecting a cell or range
(Contd…)
• Locking the desired cell
• Continuing from last slide
• Select the cells which you want to lock
• Either right click and select format cell or
press Ctrl + 1 key
• Goto protection tab and check Lock

• Selected cell are Locked

 Protecting a cell or range
(Contd…)
• To protect the locked cell Click on Review
tab and protect sheet Icon
• Provide the password
• As per your requirement check the boxes
to allow permissions to the user
• Reenter Password
• Click Ok
Protecting a Workbook structure
• In Review tab click Protect workbook Icon
• Insert the password
• Retype the password
• Click OK

• In protected workbook structure you can

not add, delete, rename, move/copy a
worksheet.
•
 Hiding a formula from a cell
• Select the cell of which you want to hide
the formula
• The worksheet should be unprotected
• Right click and select Format cell
• Go to Protection Tab and select both lock
and hidden and then click OK
• Now protect the sheet as explained in
previous slide
Error What to Do
####### Widen the column or ensure that dates and times are not negative
(i.e., prior to January 1, 1900).
#DIV/0 The formula is trying to divide by 0-check that you have entered the
correct cell reference or that you have not deleted data by mistake.

#N/A The formula is referring to a cell containing the NA function-check that

you have entered the correct cell reference. If you are using a lookup
function, check that there is a match for the lookup value and that you
have sorted the table correctly. If you are using an array formula, make
sure that any arguments have the same number of rows and columns
as the range holding the array formula. If the formula is a custom
formula, it may not be available or you may have omitted an argument.

#NAME? Check your spelling-you may have spelled a function or defined name
incorrectly or you may have forgotten to enclose text in double
quotation marks. Also check that you have not omitted the colon in a
range reference or the single quotation marks around a sheet name.
 Error What to Do
#NULL! Make sure that you have entered references to cell ranges correctly-the
formula may be referring to a nonexistent intersection between two
ranges. Also check that you are using the correct range operator and
that you have not entered a space instead of a comma.

#NUM! Check that the arguments in the function are numbers or cells
containing numbers. If you are using an iteration function like IRR or
RATE, Excel may not be able to find a result; you can try increasing the
number of iterations in Excel Options. A #NUM! error will also appear if
a number is too large or too small for Excel to calculate.

#REF! Check the cell references-you may have deleted a cell or cut or copied
the formula, rendering any references invalid. If you are using an OLE
link, make sure that the program is running or you may be linking to a
DDE topic that is not available

#VALUE! Check that the arguments in the function are the correct data type, that
you have used the correct operands, or that you have entered an array
formula properly
 Sorting the Data

Sorting a Range - Sort range sorts the

data in a range of cells, which can be
helpful when working with a sheet that
contains several tables. Sorting a
range will not affect other content on
the worksheet.
Sorting a sheet data – Sort
sheet organizes all of the data in your
worksheet by one column. Related
information across each row is kept
together when the sort is applied.
 Sorting Steps
• Select the cell range you want to sort. ...
• Select the Data tab on the Ribbon, then click the
Sort command.
• The Sort dialog box will appear. ...
• Decide the sorting order (either ascending or
descending). ...
• Once you're satisfied with your selection, click
OK.
• The cell range will be sorted by the selected
column.
•
 Sorting Type
• Sorting in ascending order
Numerical Data
Smallest to Largest
Largest to smallest
Text Data
A to Z
Z to A
Date Data
Newest to oldest
Oldest to Newest
• Custom List – User defined list
 Sorting on multiple column
• If you need more control over how your
data is sorted, you can add
multiple levels to any sort. This allows you
to sort your data by more than
one column.
 Data Filtering
• We can filter data with respect to a
particular value in a column
• We can filter based on number, text date
• We can give condition based on number
value or text
• Applying filter on multiple column at a time
creates AND operation
 Data Validation
• Data validation is an Excel feature that you can use to
define restrictions on what data can or should be
entered in a cell. You can configure data validation to
prevent users from entering data that is not valid.
• If you prefer, you can allow users to enter invalid data
but warn them when they try to type it in the cell.
• You can also provide messages to define what input
you expect for the cell, and instructions to help users
correct any errors.
• For example, in a marketing workbook, you can set up
a cell to allow only account numbers that are exactly
three characters long. When users select the cell, you
can show them a message such as this one:

5 - 48
 Data Validation
• For example, in a
marketing workbook, you
can set up a cell to allow
only account numbers
that are exactly three
characters long. When
users select the cell, you
can show them a
message such as this
one:
 Data Validation
• Data validation options are located in
the Data Tab.
When is data validation useful?
• Data validation is invaluable when you want to
share a workbook with others in your organization,
and you want the data entered in the workbook to
be accurate and consistent.
• You can use data validation to do the following:
– Restrict data to predefined items in a list
– Restrict numbers outside a specified range
– Restrict dates outside a certain time frame
– Restrict times outside a certain time frame
– Limit the number of text characters
– Validate data based on formulas or values in other
cells
 Data validation – Input messages

• What users see when they enter invalid data into a cell
depends on how you have configured the data validation.
You can choose to show an input message when the user
selects the cell. This type of message appears near the
cell. You can move this message, if you want to, and it
remains until you move to another cell or press ESC.

• Input messages are generally used to offer

users guidance about the type of data that you
want entered in the cell.
 Data Validation – Error alert
• You can also choose to show an error
alert that appears only after users enter
invalid data.
• There are three types of error alert
Icon Type Use to
Stop Prevent users from entering invalid data in a cell. A Stop alert
message has two options: Retry or Cancel.
Warning Warn users that the data they entered is invalid, without preventing
them from entering it. When a Warning alert message appears,
users can click Yes to accept the invalid entry, No to edit the invalid
entry, or Cancel to remove the invalid entry.
Information Inform users that the data they entered is invalid, without preventing
them from entering it. This type of error alert is the most flexible.
When an Information alert message appears, users can click OK to
accept the invalid value or Cancel to reject it.
 Data validation – Error alert
• You can customize the text that users see in an
error alert message. If you choose not to do so,
users see a default message.
• Input messages and error alerts appear only when
data is typed directly into the cells. They do not
appear under the following conditions:
• A user enters data in the cell by copying or filling.
• A formula in the cell calculates a result that is not
valid.
• A macro enters invalid data in the cell.
Thanks