What is Excel?

Excel is a spreadsheet program developed by Microsoft. It's part of the Microsoft Office Suite
and is widely used for data entry, organization, analysis, and visualization. Excel is popular
across industries, including business, finance, data science, and education, for tasks like
budgeting, data tracking, and statistical analysis.

In modern versions of Microsoft Excel, such as those in Excel 2016, Excel 2019, Excel 2021,
and Excel for Microsoft 365, the maximum number of columns and rows is:

✓ Rows: 1,048,576 rows per worksheet

✓ Columns: 16,384 columns per worksheet
The columns are labeled alphabetically from A to Z, then AA to ZZ, continuing up to XFD. This
large grid provides a total of 17,179,869,184 cells per worksheet!

Office Button
Here’s a step-by-step guide on how to use the basic and essential file management functions in
Excel, including New, Open, Save, Save As, Print, Prepare, Send, Publish, Close, and Excel
Options.

1. New Workbook
To create a new workbook:

1. Open Excel.
2. Click on the File tab in the top left corner to access the backstage view.
3. Select New from the menu.
4. Choose Blank Workbook for a new, empty workbook, or select from the
available templates.
5. The new workbook will open, and you can start entering your data.

2. Open Existing Workbook

To open an existing workbook:

1. Click on the File tab.

2. Choose Open from the menu.
3. Select from Recent Workbooks, or click Browse to locate the file on your
computer or cloud storage.
4. Navigate to the folder where the file is saved, select the file, and click Open.
5. The workbook will open for you to view or edit.

3. Save a Workbook
To save a workbook that you've been working on:

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 1. Click on the File tab.
2. Select Save.
3. If it's a new file that hasn’t been saved yet, Excel will prompt you to choose a
location (e.g., your computer, One Drive) and give the file a name.
1. Once the file is named and saved, any further changes will be saved by clicking
Save again or using the Ctrl + S shortcut.

4. Save As (Save Under a New Name or Format)

To save your workbook under a different name or in a different format:

1. Click on the File tab.

2. Choose Save As from the menu.
3. Select a location where you want to save the file (e.g., your computer, One
Drive).
4. Enter a new name for the file.
5. From the Save as type dropdown, choose a file format (e.g., Excel Workbook
(.xlsx), Excel 972003 Workbook (.xls), CSV (.csv), PDF, etc.).
6. Click Save to complete the process.

5. Print a Workbook
To print a workbook or specific parts of it:

1. Click on the File tab.

2. Select Print from the menu.
3. The Print pane will appear with the following options:
o Printer: Select your printer.
o Settings: Choose to print the entire workbook, active sheets, or a selected
range of cells.
o Copies: Choose the number of copies to print.
o Page Layout: Adjust the layout to portrait or landscape, set margins, and
scale the workbook to fit on one page.
4. You will see a Print Preview on the right side of the screen.
5. Click the Print button to start printing.

6. Prepare a Workbook

Prepare refers to preparing your workbook for distribution, ensuring that sensitive information
is removed and the file is finalized:

1. Click on the File tab.

2. Select Info from the menu.
3. Click Check for Issues under the Inspect Workbook heading.
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 4. Choose Inspect Document to check for hidden properties, personal information,
or other sensitive data.
5. Review the inspection results and remove any unwanted information before
sharing or publishing.

7. Send a Workbook
To send your workbook to others via email or other means:

1. Click on the File tab.

2. Select Share from the menu.
3. Choose how you want to send the workbook:
o Email: Send the workbook as an email attachment (you can send it as an
Excel file, PDF, or XPS).
o Present Online: Share your workbook in an online presentation using
Microsoft Teams or Skype.
o Send Link: If your workbook is stored on One Drive, you can share a link
to it.
4. Follow the onscreen instructions to send the file.

8. Publish a Workbook
To publish your workbook to a web or cloud service:

1. Click on the File tab.

2. Select Publish from the menu.
3. Choose where you want to publish your workbook:
o Power BI: Publish to Power BI for advanced data analysis and
visualization (requires a Power BI account).
o Other Options: Publish to SharePoint, Office 365, or other cloud services
(depending on your organization’s setup).
4. Follow the prompts to complete the publishing process.

9. Close a Workbook
To close a workbook but keep Excel open:

1. Click on the File tab.

2. Select Close from the menu.

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3. If there are any unsaved changes, Excel will prompt you to save the file before
closing. You can choose to save, don’t save, or cancel the action.

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Home Tab

Clipboard group

1. Copy
The Copy function allows you to duplicate selected cells to another location without removing
them from their original position.

Steps to Copy:

1. Select the Cell(s) or Range of Cells:

o Click on the cell or drag to select a range of cells that you want to copy.
2. Copy the Selected Cells:
o Right click on the selection and choose Copy, or
o Go to the Home tab on the Ribbon and click the Copy button (icon of two
pages), or
o Use the keyboard shortcut Ctrl + C.
3. Select the Destination Cell:
o Click on the cell where you want to paste the copied content.
4. Paste the Copied Content:
o Right click on the destination cell and choose Paste, or
o Go to the Home tab and click the Paste button (clipboard icon), or
o Use the keyboard shortcut Ctrl + V.
5. Complete the Operation:
o The copied content will appear in the destination cell, and the original
content will remain unchanged.

2. Cut
The Cut function allows you to remove selected cells from their original location and move them
to another.

Steps to Cut:

1. Select the Cell(s) or Range of Cells:

o Click on the cell or drag to select the range of cells that you want to cut.
2. Cut the Selected Cells:
o Right click on the selection and choose Cut, or
o Go to the Home tab and click the Cut button (scissors icon), or
o Use the keyboard shortcut Ctrl + X.
3. Select the Destination Cell:
o Click on the cell where you want to move the cut content.

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 4. Paste the Cut Content:
o Right click on the destination cell and choose Paste, or
o Go to the Home tab and click the Paste button, or
o Use the keyboard shortcut Ctrl + V.
5. Complete the Operation:
o The content will be removed from the original location and pasted in the
new location.

3. Paste
The Paste function is used to place the copied or cut content into a new location.

Steps to Paste:

1. Copy or Cut Content:

o First, use Copy or Cut as described above.
2. Select the Destination Cell:
o Click on the cell where you want to paste the copied or cut content.
3. Paste the Content:
o Right click on the destination cell and choose Paste, or
o Use the Paste button in the Home tab, or
o Use the keyboard shortcut Ctrl + V.
4. Paste Options:
o Excel offers several paste options for different formatting needs. After
pasting, a small Paste Options icon appears near the pasted content, allowing you
to:
▪ Keep Source Formatting: Retain the formatting of the original
cells.
▪ Merge Formatting: Combine the original formatting with the
destination formatting.
▪ Values Only: Paste only the values, without any formulas or
formatting.
▪ Formulas Only: Paste only the formulas.
▪ Transpose: Swap rows and columns of the copied range.

4. Format Painter
The Format Painter allows you to copy the formatting (like font, color, border, etc.) from one
cell and apply it to another without copying the content.

Steps to Use Format Painter:

1. Select the Cell with Desired Formatting:

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 o Click on the cell that has the formatting you want to copy.
2. Activate Format Painter:
o Go to the Home tab and click on the Format Painter button (paintbrush
icon) in the Clipboard group.
▪ Single Click: Copies the formatting and applies it to one other
selection.
▪ Double Click: Locks the Format Painter, allowing you to apply the
formatting to multiple cells.
3. Apply the Formatting:
o Click or drag over the cell(s) where you want to apply the formatting.
4. Exit Format Painter:
o If you double-clicked the Format Painter, click the Esc key to exit the
mode once you’re done applying formatting.

Example Scenario:
• You have a table with headings styled in bold and blue font. You want the same
formatting for headings in a different table.
1. Select the cell with the blue, bold heading.
2. Click on Format Painter.
3. Click on the new heading cells to apply the same bold, blue formatting.

Font Group

1. Font Family

The Font Family option allows you to change the style of the text in your selected cell(s).

Steps to Change Font Family:

1. Select the Cell(s):

o Click on the cell or drag to select the range of cells whose font you want to
change.
2. Change Font Family:
o Go to the Home tab on the Ribbon.
o In the Font group, click on the dropdown arrow next to the Font Family box.
o Choose the desired font from the list (e.g., Arial, Times New Roman, and
Calibri).
3. Apply:
o The selected cells will now display text in the new font style.

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2. Font Size

The Font Size option allows you to adjust the size of the text in your selected cell(s).

Steps to Change Font Size:

1. Select the Cell(s):

o Highlight the cells where you want to adjust the font size.
2. Change Font Size:
o In the Home tab, look for the Font Size dropdown in the Font group.
o Click the dropdown and select the desired font size (e.g., 10, 12, and 14).
3. Apply:
o The text in the selected cells will change to the chosen font size.

3. Grow Font

The Grow Font button increases the font size incrementally.

Steps to Grow Font:

1. Select the Cell(s):

o Highlight the cells where you want to increase the font size.
2. Click Grow Font:
o In the Home tab, click the Grow Font button (big "A" with an upward arrow).
3. Apply:
o Each click will increase the font size by one unit.

4. Shrink Font

The Shrink Font button decreases the font size incrementally.

Steps to Shrink Font:

1. Select the Cell(s):

o Highlight the cells where you want to decrease the font size.
2. Click Shrink Font:
o In the Home tab, click the Shrink Font button (small "A" with a downward
arrow).
3. Apply:
o Each click will decrease the font size by one unit.

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5. Bold

The Bold button makes the text in your selected cells bold.

Steps to Apply Bold:

1. Select the Cell(s):

o Highlight the cells where you want to apply bold formatting.
2. Click Bold:
o In the Home tab, click the Bold button (B icon) in the Font group, or
o Use the keyboard shortcut Ctrl + B.
3. Apply:
o The selected text will now be bold.

6. Italic

The Italic button makes the text in your selected cells italicized.

Steps to Apply Italic:

1. Select the Cell(s):

o Highlight the cells where you want to apply italic formatting.
2. Click Italic:
o In the Home tab, click the Italic button (I icon), or
o Use the keyboard shortcut Ctrl + I.
3. Apply:
o The selected text will now be italicized.

7. Underline

The Underline button adds an underline to the text in your selected cells.

Steps to Apply Underline:

1. Select the Cell(s):

o Highlight the cells where you want to underline the text.
2. Click Underline:
o In the Home tab, click the Underline button (U icon), or
o Use the keyboard shortcut Ctrl + U.
3. Apply:
o The selected text will now be underlined.

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8. Border

The Border option allows you to add borders around selected cells.

Steps to Apply Borders:

1. Select the Cell(s):

o Highlight the cells to which you want to add borders.
2. Click Border:
o In the Home tab, go to the Font group and click the Border button (square icon
with a grid).
o Choose the type of border from the dropdown menu (e.g., All Borders, Outside
Borders, and Thick Box Border).
3. Apply:
o The borders will be applied to the selected cells.

9. Fill Color

The Fill Color option changes the background color of selected cells.

Steps to Apply Fill Color:

1. Select the Cell(s):

o Highlight the cells where you want to change the background color.
2. Click Fill Color:
o In the Home tab, go to the Font group and click the Fill Color button (paint
bucket icon).
o Choose a color from the palette.
3. Apply:
o The selected cells will now have the chosen background color.

10. Font Color

The Font Color option changes the color of the text in selected cells.

Steps to Change Font Color:

1. Select the Cell(s):

o Highlight the cells whose font color you want to change.
2. Click Font Color:
o In the Home tab, go to the Font group and click the Font Color button (A with a
color bar underneath).

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 o Choose a color from the palette.
3. Apply:
o The selected text will now be in the chosen font color.

Alignments Group
1. Align Left
Aligns the text to the left side of the cell

Steps:

1. Select the Cell(s): Click on the cell or highlight the range of cells where you want to
align the text.
2. Click Align Left:
o Go to the Home tab.
o In the Alignment group, click the Align Left button (icon showing horizontal
lines aligned to the left).
3. Apply: The text in the selected cells will now be aligned to the left.

2. Align Right
Aligns the text to the right side of the cell

Steps:

1. Select the Cell(s).

2. Click Align Right:
o Go to the Home tab.
o Click the Align Right button (icon showing horizontal lines aligned to the right).
3. Apply: The text in the selected cells will now be aligned to the right.

3. Center Align
Centers the text horizontally within the cell

Steps:

1. Select the Cell(s).

2. Click Center Align:
o Go to the Home tab.
o Click the Center button (icon showing horizontal lines centered in the middle).
3. Apply: The text in the selected cells will now be centered.

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4. Top Align
Aligns the text to the top of the cell vertically

Steps:

1. Select the Cell(s).

2. Click Top Align:
o Go to the Home tab.
o In the Alignment group, click the Top Align button (icon showing lines aligned
to the top of a cell).
3. Apply: The text will align to the top of the selected cells.

5. Middle Align
Centers the text vertically within the cell

Steps:

1. Select the Cell(s).

2. Click Middle Align:
o Go to the Home tab.
o Click the Middle Align button (icon showing lines centered vertically in a cell).
3. Apply: The text in the selected cells will be vertically centered.

6. Bottom Align
Aligns the text to the bottom of the cell vertically

Steps:

1. Select the Cell(s).

2. Click Bottom Align:
o Go to the Home tab.
o Click the Bottom Align button (icon showing lines aligned to the bottom of a
cell).
3. Apply: The text will align to the bottom of the selected cells.

7. Wrap Text
Wraps text to display it on multiple lines within a cell, instead of overflowing into adjacent cells

Steps:

1. Select the Cell(s).

2. Click Wrap Text:

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 o Go to the Home tab.
o In the Alignment group, click the Wrap Text button.
3. Apply: The text in the selected cells will now wrap within the cell, fitting the content into
multiple lines if needed.

8. Merge & Center

Merges selected cells into one large cell and centers the content.

Steps:

1. Select the Cells to Merge: Highlight the cells you want to merge and center the content.
2. Click Merge & Center:
o Go to the Home tab.
o In the Alignment group, click the Merge & Center button.
3. Apply: The selected cells will merge into one, and the content will be centered.

9. Merge Across
Merges cells across the selected columns but keeps the rows separate.

Steps:

1. Select the Cells to Merge: Highlight the range of cells across multiple columns.
2. Click Merge Across:
o Go to the Home tab.
o Click the dropdown arrow next to the Merge & Center button.
o Select Merge Across from the menu.
3. Apply: The cells across each row will merge, but the rows will remain separate.

10. Merge Cells

Merges selected cells into one large cell without centering the content.

Steps:

1. Select the Cells to Merge.

2. Click Merge Cells:
o Go to the Home tab.
o Click the dropdown arrow next to the Merge & Center button.
o Select Merge Cells from the menu.
3. Apply: The selected cells will merge into one without changing the alignment of the
content.

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11. Unmerge Cells
Splits merged cells back into individual cells.

Steps:

1. Select the Merged Cell(s): Click on the merged cells that you want to unmerge.
2. Click Unmerge Cells:
o Go to the Home tab.
o Click the dropdown arrow next to the Merge & Center button.
o Select Unmerge Cells from the menu.
3. Apply: The merged cells will be split back into individual cells.

12. Text Rotation (Orientation)

Changes the direction of the text within a cell

Steps:

1. Select the Cell(s).

2. Click Text Rotation (Orientation):
o Go to the Home tab.
o In the Alignment group, click the Orientation button (angled "ab" icon).
o Select the desired rotation from the dropdown menu (e.g., Angle
Counterclockwise, Angle Clockwise, Vertical Text, etc.).
3. Apply: The text in the selected cells will be rotated according to your choice.

13. Increase Indent

Moves the content in the selected cells further to the right

Steps:

1. Select the Cell(s).

2. Click Increase Indent:
o Go to the Home tab.
o In the Alignment group, click the Increase Indent button (right pointing arrow
icon).
3. Apply: The content in the selected cells will be indented to the right.

14. Decrease Indent

Moves the content in the selected cells closer to the left edge

Steps:
1. Select the Cell(s).

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 2. Click Decrease Indent:
o Go to the Home tab.
o In the Alignment group, click the Decrease Indent button (left pointing arrow
icon).
3. Apply: The content in the selected cells will be indented to the left.

Number Group

Open Excel and Select a Cell

• Open Microsoft Excel.

• Click on the cell (or select multiple cells) that you want to format.

2. Access Format Cells Dialog

• Right click on the selected cell(s).

• Choose Format Cells from the context menu.
• Alternatively, you can go to the Home tab on the Ribbon, and in the Number group,
click the small arrow in the bottom right corner.

3. Choose the Number Format

• In the Format Cells dialog box, go to the Number tab.

4. Select the Desired Format

Here’s how to select each format:

• General
o This is the default format. No specific formatting is applied. Select General from
the list.
• Number
o Select Number. You can set decimal places and whether to use a comma
separator for thousands.
• Currency
o Select Currency. Choose the symbol (like $, €, etc.), decimal places, and how to
display negative numbers.
• Accounting
o Select Accounting. Similar to Currency but aligns the currency symbols and
decimal points in a column.
• Short Date

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 o Select Date, and then choose Short Date from the options. It usually displays
dates in a format like MM/DD/YYYY or DD/MM/YYYY depending on your
regional settings.
• Long Date
o Select Date, and then choose Long Date. This format displays the full date, such
as Monday, January 1, 2024.
• Time
o Select Time. Choose a format like HH:MM AM/PM or HH:MM: SS.
• Percentage
o Select Percentage. Specify the number of decimal places you want to display.
• Fraction
o Select Fraction. You can choose how you want the fractions to be displayed (like
1/2, 2/3, etc.).
• Scientific
o Select Scientific. This format is useful for displaying very large or very small
numbers in scientific notation (e.g., 1.23E+10).
• Text
o Select Text to treat the data as text, even if it looks likes a number (this is useful
for IDs or other alphanumeric strings).

5. Confirm Your Selection

• After selecting the desired format, click OK to apply it to the selected cell(s).

6. Verify the Format

• Check that the cell displays the data in the format you selected.

Example Usage

• Currency: For a cell containing 1000, applying the Currency format with the $ symbol
will display it as $1,000.00.
• Percentage: For a cell containing 0.25, applying the Percentage format will display it as
25%.

Styles Group

Conditional Formatting in Excel allows you to automatically apply formatting to cells based on
specific criteria. The Highlight Cells Rules option is one of the most commonly used features,
enabling you to highlight cells that meet certain conditions. Here’s a detailed breakdown of how
to use Highlight Cells Rules and the various options available:

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1. Accessing Highlight Cells Rules

• Select the Range: Start by selecting the range of cells you want to apply conditional
formatting to.
• Open Conditional Formatting: Go to the Home tab on the Ribbon, click on
Conditional Formatting, and hover over Highlight Cells Rules in the dropdown menu.

2. Options in Highlight Cells Rules

Here are the key options you can choose from under Highlight Cells Rules:

A. Greater Than

• Usage: Use this option to highlight cells with values greater than a specified number.
• Example: If you want to highlight all sales figures greater than 1000:
o Choose Greater Than.
o Enter 1000 in the dialog box.
o Choose a formatting style (e.g., Light Green Fill with Dark Green Text).
o Click OK.

B. Less Than

• Usage: Use this option to highlight cells with values less than a specified number.
• Example: To highlight all expenses less than $500:
o Choose Less Than.
o Enter 500.
o Select your desired formatting.
o Click OK.

C. Between

• Usage: Highlight cells that fall between two specified values.

• Example: To highlight scores between 70 and 90:
o Choose Between.
o Enter 70 and 90.
o Select formatting style.
o Click OK.

d. Equal To

• Usage: Highlight cells that are exactly equal to a specified value.

• Example: To highlight all cells that equal 100:

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 o Choose Equal To.
o Enter 100.
o Choose your formatting.
o Click OK.

e. Text that Contains

• Usage: Highlight cells that contain specific text.

• Example: To highlight any cell containing the word "urgent":
o Choose Text that Contains.
o Enter urgent.
o Choose formatting.
o Click OK.

f. A Date Occurring

• Usage: Highlight cells with dates that fall within a specific timeframe (e.g., today,
yesterday, and last week).
• Example: To highlight dates that are today:
o Choose A Date Occurring.
o Select today from the dropdown.
o Choose formatting.
o Click OK.

g. Duplicate Values

• Usage: Highlight cells that contain duplicate values.

• Example: To highlight any duplicate entries in a list:
o Choose Duplicate Values.
o Select the formatting style for duplicates.
o Click OK.

3. Modifying or Deleting Rules

• Manage Rules: To modify or delete any of the highlight rules you’ve created, go to
Conditional Formatting > Manage Rules. You can edit existing rules or delete them as
needed.

4. Examples of Practical Applications

• Sales Data: Highlight sales figures that exceed a target to quickly identify top
performers.

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 • Performance Metrics: Highlight scores below a passing threshold in an exam or
assessment.
• Project Management: Use the "Text that Contains" rule to highlight tasks marked as
"Overdue."

5. Benefits of Highlight Cells Rules

• Quick Visual Analysis: Easily identify trends, outliers, and critical data points at a
glance.
• Customizable: Tailor the rules to fit your specific data and needs.
• Dynamic Updates: The formatting will automatically update as you change data in the
cells.

By using Highlight Cells Rules, you can enhance your data presentation and analysis in Excel,
making it easier to focus on key information! If you have specific scenarios or examples in mind,
feel free to ask!

Top & Bottoms Rules

In Excel, Top & Bottom Rules are a specific category of Conditional Formatting that allows
you to highlight cells based on their relative ranking within a selected range. This can be
particularly useful for quickly identifying high and low values in your data set. Here’s a detailed
explanation of how to use these rules:

Accessing Top & Bottom Rules

1. Select Your Data: Start by selecting the range of cells that you want to analyze (e.g., a
list of sales figures, test scores, or other numerical data).
2. Open Conditional Formatting: Go to the Home tab in the Ribbon, click on Conditional
Formatting, and hover over Top/Bottom Rules in the dropdown menu.

Options Available under Top & Bottom Rules

1. Top 10 Items

• Usage: This rule highlights the top N items (default is 10) in a selected range.
• Example:
o If you want to highlight the top 5 sales amounts:
1. Choose Top 10 Items from the menu.
2. In the dialog box, change the number from 10 to 5.
3. Choose a formatting style (e.g., light green fill).

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 4. Click OK.

2. Top 10%

• Usage: Highlights the top N percent of values in a range (default is 10%).

• Example:
o To highlight the top 20% of exam scores:
1. Choose Top 10%.
2. Change the percentage from 10% to 20% in the dialog box.
3. Select your desired formatting style (e.g., green fill).
4. Click OK.

3. Bottom 10 Items

• Usage: This rule highlights the bottom N items (default is 10) in a selected range.
• Example:
o To highlight the bottom 3 sales amounts:
1. Choose Bottom 10 Items.
2. Change the number from 10 to 3.
3. Select formatting (e.g., light red fill).
4. Click OK.

4. Bottom 10%

• Usage: Highlights the bottom N percent of values in a range.

• Example:
o To highlight the bottom 25% of scores:
1. Choose Bottom 10%.
2. Change the percentage from 10% to 25%.
3. Select the desired formatting style (e.g., red fill).
4. Click OK.

How to Modify or Delete Top/Bottom Rules

• To manage the rules you’ve created, go to Conditional Formatting > Manage Rules.
Here, you can:
o Edit existing rules to change the parameters or formatting.
o Delete rules that are no longer needed.

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Practical Applications of Top & Bottom Rules

• Sales Analysis: Quickly identify the top 10 products based on sales figures and the
bottom 10 for inventory management.
• Performance Evaluation: Highlight the top and bottom performers in employee
evaluations, assessments, or competitions.
• Financial Data: Assess and visualize financial metrics like revenues, expenses, and
profits by highlighting key figures.

Benefits of Using Top & Bottom Rules

• Quick Visual Insights: Instantly see which values are the highest or lowest without
needing to sort or filter data manually.
• Dynamic Updates: As your data changes, the formatting will automatically adjust to
reflect the current top and bottom values.
• Customizable Parameters: You can tailor the number of items or percentages based on
your specific analysis needs.

Example Scenario

Imagine you have the following sales data:

Using Top 10 Items: If you want to highlight the top 2 sales amounts, you would select the
data, choose Top 10 Items, enter 2, and apply a green fill. Charlie and Eva’s sales would be
highlighted.

Using Bottom 10%: To highlight the bottom 50% of sales amounts, you would choose
Bottom 10%, adjust it to 50%, and apply a red fill. Bob and David’s sales would be highlighted.

1. Using Data Bars:

o Choose Data Bars > Select a style.
o This will automatically apply a colored bar in each cell based on the cell's value.

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 2. Using Color Scales:
o Choose Color Scales and select a scale style (e.g., green yellow red).
o This will apply a color gradient based on the values in the selected range.
3. Using Icon Sets:
o Choose Icon Sets and select a set.
o Excel will apply icons based on the values in your cells.

Step 5: Manage Rules

1. Open Conditional Formatting Rules Manager:

o To view, edit, or delete rules, go to Conditional Formatting > Manage Rules.
o In the dialog, you can see all the rules applied to the selected range or the entire
sheet.
2. Edit a Rule:
o Select the rule you want to edit and click Edit Rule.
o Make your changes and click OK.
3. Delete a Rule:
o Select the rule you want to remove and click Delete Rule.

Step 6: Apply Formatting

• Once you’ve set your rules, Excel will automatically apply the formatting based on the
conditions you defined.

Example Use Cases

• Highlighting Sales Performance: Use conditional formatting to highlight sales figures

above a target.
• Identifying Low Stock: Format cells in a stock inventory to highlight any stock levels
below a certain threshold.
• Visualizing Data Trends: Use color scales to visualize performance metrics over time.

Step 7: Clear Conditional Formatting (if needed)

1. To Remove All Formatting:

o Select the range of cells with conditional formatting.
o Go to Conditional Formatting > Clear Rules > Clear Rules from Selected
Cells or Clear Rules from Entire Sheet.

Using Format as Table in Excel allows you to quickly convert a range of data into a well
formatted table, enhancing the readability and functionality of your data. This feature also

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enables various functionalities, such as filtering and sorting. Here’s a step-by-step guide on how
to use Format as Table:

Step 1: Prepare Your Data

1. Open Excel: Launch Microsoft Excel and open the workbook containing your data.
2. Select Your Data: Ensure your data is organized in a rectangular range with headers in
the first row. For example:

Name Age City

Alice 30 New York

Bob 25 Los Angeles

Charlie 35 Chicago

Step 2: Select the Range

• Click and drag to select the entire range of data you want to format, including the header
row.

Step 3: Apply Format as Table

1. Go to the Home Tab: Click on the Home tab in the Ribbon.
2. Select Format as Table: In the Styles group, click on Format as Table. A dropdown
menu will appear with different table styles.

Step 4: Choose a Table Style

• Scroll through the available styles and click on the one you prefer. Excel will
automatically highlight the selected range to confirm your choice.

Step 5: Create the Table

1. Create Table Dialog Box: After selecting a style, the Create Table dialog box will
appear.
o Ensure the range displayed is correct.
o If your data includes headers, make sure the checkbox labeled my table has
headers is checked.
2. Click OK: Click the OK button to create the table.

Step 6: Modify the Table (Optional)

Once your table is created, you can modify it in various ways:

• Change Table Style: You can change the table style at any time by selecting the table
and going back to Format as Table to choose a different style.

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 • Add Total Row: To include a totals row:
o Click anywhere in the table.
o Go to the Table Design tab (or Table Tools tab in older versions).
o Check the Total Row option.
• Filter and Sort: Use the dropdown arrows in the header row to filter or sort your data.
• Resize the Table: Drag the bottom right corner of the table to expand or reduce its size.

Step 7: Using Table Features

• Structured References: When working with tables, Excel allows you to use structured
references in formulas, which makes it easier to refer to table columns.
• Table Design Options: Under the Table Design tab, you can find options to add features
like banded rows or columns, customize the table name, and more.

The Table Design Options in Excel provide a set of features and settings that allow you to
customize the appearance and functionality of your formatted tables. Once you've converted a
range of data into a table using Format as Table, you can utilize these design options to enhance
the usability and presentation of your data. Here’s a breakdown of the Table Design Options:

Accessing Table Design Options

1. Select the Table: Click anywhere inside the table you've created.
2. Open the Table Design Tab: This will reveal the Table Design tab (or Table Tools
Design in some versions) on the Ribbon.

Key Features in the Table Design Tab

1. Table Name
• Description: This allows you to assign a unique name to your table.
• Usage: Useful for referencing the table in formulas or when working with multiple tables
in a worksheet.
• Example: You might name a table of sales data as Sales Data.

2. Table Styles
• Description: A collection of predefined styles that dictate the table's appearance,
including colors, borders, and font styles.
• Usage: Click the dropdown arrow to browse through different styles. You can also hover
over a style to see a live preview on your table before selecting it.
• Example: Choose a light-colored style for a more modern look or a bold style for better
visibility.

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3. Banded Rows and Banded Columns
• Description: Options to apply alternating row colors (banded rows) or alternating
column colors (banded columns) for improved readability.
• Usage: Check or uncheck these options to enable or disable banded formatting.
• Example: Banded rows can help distinguish between different records quickly.

4. Header Row
• Description: Displays the header row of your table, which usually contains the column
names.
• Usage: This option is enabled by default. You can toggle it off if you want to hide the
headers.
• Example: Useful when you want a clean look without headers in certain presentations.

5. Total Row
• Description: Adds a row at the bottom of your table that can perform various
calculations, such as sum, average, count, etc.
• Usage: Check the Total Row option to display it. You can then click on any cell in the
Total Row to select a function (e.g., SUM, AVERAGE).
• Example: You could use this feature to quickly calculate the total sales from your sales
table.

6. Filter Button
• Description: Displays filter buttons on each header for easy sorting and filtering of data.
• Usage: This is enabled by default. You can toggle it off if you prefer not to have filter
options.
• Example: Use filter buttons to quickly sort sales data by date or filter to show only
specific regions.

7. First Column
• Description: Formats the first column differently (usually bold or with a different
background color) to distinguish it from the rest of the table.
• Usage: Check this option to enable special formatting for the first column.
• Example: Useful for tables where the first column contains categories or labels.

8. Last Column
• Description: Similar to the First Column option, it applies special formatting to the last
column.
• Usage: Check this option to highlight the last column differently.
• Example: Useful for tables with summary data or totals in the last column.

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Example Scenario
Suppose you have a sales table with the following data:

Salesperson Sales Amount Region

Alice $2,500 East

Bob $1,800 West

Charlie $3,600 North

David $1,200 South

Eva $2,900 East

• You can select a table style that colors the header row blue and banded rows to alternate
between white and light gray for better readability.
• Enable the Total Row to calculate the total sales at the bottom of the table.
• Use filter buttons to sort by Sales Amount or filter to show only sales from the East
region.

Accessing Cell Styles

1. Open Excel: Launch Microsoft Excel and open the workbook where you want to apply
cell styles.
2. Select the Cells: Click and drag to select the cell(s) you want to format.
3. Open Cell Styles: Go to the Home tab on the Ribbon, and look for the Styles group.
Click on Cell Styles to see the available options.

Types of Cell Styles

Excel provides several predefined cell styles, which are categorized as follows:

1. Normal

• Description: The default style for any cell in Excel.

• Usage: Used for general data entry and is often the baseline for other styles.

2. Good, Bad, and Neutral

• Good: Typically used to indicate positive data (e.g., profits, growth).

• Bad: Used for negative data (e.g., losses, declines).
• Neutral: Used for data that does not fit into good or bad categories (e.g., averages).
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3. Input

• Description: Used to highlight cells where users can enter data, often formatted with a
border or different background color.
• Usage: Helps indicate which cells are interactive for data entry.

4. Output

• Description: Used to format cells that display results or calculated values.

• Usage: This style often has a distinct look to differentiate it from input cells.

5. Calculation

• Description: Applied to cells those contain formulas or calculations.

• Usage: Useful for visually distinguishing calculated results from manually entered data.

6. Headline and Title

• Headline: A style used for headers or titles, often bold and larger.
• Title: Similar to headline but typically used for the main title of a worksheet or report.

How to Apply Cell Styles

1. Select the Cells: Highlight the cell(s) you wish to format.

2. Open Cell Styles: Navigate to the Home tab, and click on Cell Styles.
3. Choose a Style: Click on the desired cell style from the dropdown list. The selected style
will be applied to your chosen cells.

Cell Group
Format
• Description: This option opens a dropdown menu with various cell formatting options.
• Usage: Allows you to change the format of the selected cells. The dropdown includes:
o Format Cells: Opens the Format Cells dialog box where you can adjust number
formats, alignment, and font, border, fill, and protection settings.
o AutoFit Row Height: Automatically adjusts the height of the selected row(s) to
fit the content.
o AutoFit Column Width: Automatically adjusts the width of the selected
column(s) to fit the content.
o Hide & Unhide: Lets you hide or unhide rows or columns.

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2. Insert
• Description: Provides options for adding new cells, rows, or columns.
• Usage:
o Insert Cells: Opens a dialog box that allows you to insert new cells, shifting
existing cells left or down.
o Insert Sheet Rows: Adds a new row above the selected row(s).
o Insert Sheet Columns: Adds a new column to the left of the selected column(s).
o Insert Table: Converts the selected range into a formatted table.

3. Delete
• Description: Offers options for removing cells, rows, columns, or sheets.
• Usage:
o Delete Cells: Opens a dialog box that allows you to delete selected cells and
choose how to shift the remaining cells (left or up).
o Delete Sheet Rows: Removes the selected row(s).
o Delete Sheet Columns: Removes the selected column(s).
o Delete Sheet: Deletes the active worksheet.

4. Clear
• Description: Allows you to remove contents or formatting from cells without deleting
the cells themselves.
• Usage: Clicking on Clear reveals several options:
o Clear All: Removes everything from the selected cells, including data,
formatting, and comments.
o Clear Formats: Removes only the formatting from the selected cells, leaving the
data intact.
o Clear Contents: Deletes only the data in the selected cells, retaining formatting.
o Clear Comments and Notes: Removes any comments or notes from the selected
cells.

5. Format as Table
• Description: Converts a selected range into a table with predefined styles and features.
• Usage: Clicking this option opens a gallery of table styles. After selecting a style, a
dialog box will confirm the data range and whether your table has headers.

6. Cell Styles
• Description: Provides quick access to predefined formatting options for cells.
• Usage: You can select different cell styles (like Input, Output, Good, Bad, etc.) to apply
consistent formatting throughout your worksheet.

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7. Protection
• Description: Provides options to lock or protect cells and worksheets.
• Usage:
o Format Cells: Opens the Format Cells dialog where you can lock or unlock
specific cells.
o Protect Sheet: Protects the entire worksheet, preventing changes to locked cells
unless a password is provided.
o Unprotect Sheet: Disables protection on the currently protected worksheet

Editing group
In Excel, the Editing Group is located on the Home tab of the Ribbon and provides various
tools for modifying and managing the content within your worksheet. Here’s a detailed
explanation of each option in the Editing Group, along with step-by-step instructions on how to
use them:
1. Find & Select
• Description: This option allows you to search for specific data within the worksheet and
perform actions on selected cells.
• Steps to Use:
1. Click on Home Tab: Open Excel and navigate to the Home tab.
2. Find & Select: In the Editing Group, click on Find & Select. This will open a
dropdown menu with several options.
3. Options:
▪ Find: Opens a dialog box where you can enter the text or number you
want to find. You can also specify options like matching case or searching
within formulas.
▪ Steps: After entering your search term, click Find Next to locate
the first instance or Find All to see all occurrences.
▪ Replace: Opens a dialog box for finding specific text and replacing it with
new text.
▪ Steps: Enter the text you want to find and the replacement text.
Click Replace to change one instance or Replace All to change all
instances.
▪ Go To: Quickly jump to a specific cell reference (like A1 or B5).
▪ Steps: Click on Go To, enter the cell reference in the dialog box,
and click OK.
▪ Go To Special: Allows you to select specific types of cells (like formulas,
constants, blanks, etc.).
▪ Steps: Click Go to Special, chooses the desired option, and click
OK.
2. AutoSum
• Description: Automatically adds a sum function for a range of numbers.

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 • Steps to Use:
1. Select the Cell: Click on the cell where you want the sum to appear (usually
directly below or to the right of the range).
2. Click AutoSum: In the Editing Group, click on the AutoSum button (Σ). Excel
will automatically select the range of numbers to sum.
3. Verify Range: Check the highlighted range to ensure it’s correct. If not, you can
click and drag to adjust the range.
4. Press Enter: Hit Enter to complete the formula. Excel will calculate the sum of
the selected range.
3. Fill
• Description: Quickly fill a series of numbers, dates, or other patterns in adjacent cells.
• Steps to Use:
1. Select a Cell: Enter a number or date in a cell to start your series.
2. Click Fill: In the Editing Group, click on the Fill button. This opens a dropdown
menu with options.
3. Options:
▪ Down: Fill the series downward into selected cells.
▪ Right: Fill the series to the right.
▪ Up: Fill the series upward.
▪ Left: Fill the series to the left.
▪ Series: Opens a dialog box where you can specify more complex series
options.
▪ Steps: Select the type of series (linear, growth, date) and define the
step value.
4. Clear
• Description: Removes content or formatting from selected cells without deleting the
cells themselves.
• Steps to Use:
1. Select the Cells: Highlight the cells from which you want to clear content or
formatting.
2. Click Clear: In the Editing Group, click on Clear. This opens a dropdown menu
with options.
3. Options:
▪ Clear All: Removes everything (data, formatting, comments) from the
selected cells.
▪ Clear Formats: Removes only the formatting, leaving the data intact.
▪ Clear Contents: Deletes only the data, keeping the formatting.
▪ Clear Comments and Notes: Removes any comments or notes attached
to the selected cells.

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5. Sort & Filter
• Description: Helps organize data in ascending or descending order and apply filters to
display specific information.
• Steps to Use:
1. Select the Data: Click on a cell in the column you want to sort or filter.
2. Sort: In the Editing Group, click Sort & Filter.
▪ Sort A to Z: Sorts the selected column in ascending order.
▪ Sort Z to A: Sorts the selected column in descending order.
▪ Custom Sort: Opens a dialog box for more complex sorting options
(multiple columns, order types).
3. Filter: To filter data, click Filter in the dropdown. This will add filter buttons to
the column headers.
▪ Steps: Click the dropdown arrow in a column header to choose specific
filtering options (like checking or upchucking items).
Example Scenario
Imagine you have a sales data table with the following information:

Salesperson Sales Amount Date

Alice $2,500 20240101
Bob $1,800 20240102
Charlie $3,600 20240103
Here’s how you might use the Editing Group options:
1. Find & Select: Use Find to locate "Bob" quickly.
2. AutoSum: Use AutoSum to calculate the total sales amount at the bottom of the Sales
Amount column.
3. Fill: If you want to fill in consecutive dates for the next week, enter the first date and use
Fill to extend it.
4. Clear: If you want to remove the Sales Amount data for a salesperson, select the cells
and use Clear Contents.
5. Sort & Filter: Use Sort to arrange the data by Sales Amount in descending order or
apply filters to show only specific salespersons.
6.

Insert Tab
Tables Group

This group provides options for creating and managing tables within your worksheet.

• Table:

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 o Description: Converts a selected range of data into a structured table.
o Usage: Click the Table button, select your data range, and confirm if your table
has headers.
• PivotTable:
o Description: Creates a PivotTable to summarize and analyze data.
o Usage: Click PivotTable to choose the data range and where to place the
PivotTable.

2. Illustrations Group

This group is for inserting graphical elements into your worksheet.

• Pictures:
o Description: Inserts images from your computer.
o Usage: Click Pictures, navigate to the image you want to insert, and click Insert.
• Clip Art:
o Description: Allows you to search for and insert clip art images from the Office
Clip Art gallery.
o Usage: Click Clip Art, search for a keyword, selects an image, and click Insert.
• Shapes:
o Description: Provides a variety of shapes (like rectangles, circles, lines) to add to
your worksheet.
o Usage: Click Shapes, choose a shape, and draw it in your worksheet.
• Smart Art:
o Description: Inserts predesigned graphics for displaying information visually,
such as lists and hierarchies.
o Usage: Click Smart Art, selects a category, chooses a layout, and enters your
information.

3. Charts Group

This group provides options for inserting different types of charts to visualize your data.

• Recommended Charts:
o Description: Suggests charts based on the selected data.
o Usage: Click Recommended Charts, choose from the suggestions, and insert the
desired chart.
• Insert Column or Bar Chart:
o Description: Quickly insert a column or bar chart.
o Usage: Click this button, and choose from options like clustered column, stacked
column, or 3D column.

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 • Insert Line Chart:
o Description: Inserts line charts for displaying trends over time.
o Usage: Click to choose from standard line charts or area charts.
• Insert Pie Chart:
o Description: Inserts pie charts for showing proportions.
o Usage: Click to select a 2D or 3D pie chart.
• Insert Other Charts:
o Description: Offers additional chart types like scatter plots, radar charts, and
surface charts.
o Usage: Click to explore these options.

4. Apps Group

This group allows you to insert apps and extensions into your worksheet.

• Get Addins:
o Description: Opens the Office Store to find and install Addins that enhances
Excel’s capabilities.
o Usage: Click to browse and install useful Addins.

5. Links Group

This group is used for creating hyperlinks and connections within your document.

• Hyperlink:
o Description: Inserts a hyperlink to a webpage, document, or email.
o Usage: Click Hyperlink, enters the link details, and click OK.
• Bookmark:
o Description: Creates bookmarks within the document to link to specific locations.
o Usage: Select a location, click Bookmark, name it, and use it to create a link
later.

6. Text Group

This group contains options for inserting various text elements.

• Text Box:
o Description: Inserts a text box for adding custom text.
o Usage: Click Text Box, draws the box on your worksheet, and enters your text.
• Header & Footer:
o Description: Opens the header and footer area for adding titles or page numbers.
o Usage: Click Header & Footer to customize your document’s header and footer.

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 • Signature Line:
o Description: Inserts a signature line for digital signatures.
o Usage: Click Signature Line, fills in details, and places it in your worksheet.
• WordArt:
o Description: Inserts stylized text with various artistic effects.
o Usage: Click WordArt, choose a style, and enter your text.

7. Symbols Group

This group provides options for inserting special characters and symbols.

• Equation:
o Description: Inserts mathematical equations into your worksheet.
o Usage: Click Equation, choose a predefined equation or create your own.
• Symbol:
o Description: Inserts special symbols that are not available on the keyboard.
o Usage: Click Symbol, selects a symbol from the dialog box, and click Insert.

Example Scenario

Suppose you are creating a presentation on sales data and want to enhance it:

1. Insert Table: Click Table to create a formatted table from your sales data.
2. Insert Chart: Use Recommended Charts to find a suitable chart to visualize sales
performance.
3. Add Shapes: Insert shapes to highlight key points in your presentation.
4. Insert Header: Use Header & Footer to add a title and date to your printed report.
5. Insert Signature Line: If approvals are needed, adds a Signature Line for a digital
signature.
6. Add WordArt: Use WordArt to make the title of your presentation more visually
appealing.

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Page Layout Tab
Themes Group

This group allows you to change the overall design and appearance of your workbook.

• Themes:
o Description: Choose from a selection of predefined themes that change the
colors, fonts, and effects throughout your workbook.
o Usage: Click the Themes button to browse and select a theme.
• Colors:
o Description: Customize the color scheme used in your workbook.
o Usage: Click the Colors dropdown to select from predefined color sets or create a
new custom color scheme.
• Fonts:
o Description: Change the font style for headings and body text in your workbook.
o Usage: Click the Fonts dropdown to choose from available font sets or create a
new custom font set.
• Effects:
o Description: Apply visual effects to objects within your workbook, like shadows
and reflections.
o Usage: Click the Effects dropdown to choose a style that fits your needs.

2. Page Setup Group

This group contains options for configuring how your worksheet will appear when printed.

• Margins:
o Description: Adjust the margins of your printed page.
o Usage: Click the Margins dropdown to select from predefined margins (Normal,
Wide, Narrow) or create custom margins.
• Orientation:
o Description: Change the page orientation to portrait (vertical) or landscape
(horizontal).
o Usage: Click Orientation and select either Portrait or Landscape.
• Size:
o Description: Choose the size of the paper for printing your worksheet.
o Usage: Click Size and select from standard paper sizes (e.g., Letter, A4).
• Print Area:
o Description: Define which part of the worksheet you want to print.

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 o Usage: Select the desired range of cells, click Print Area, and choose Set Print
Area.
• Breaks:
o Description: Insert or remove page breaks for controlling how content is split
across pages when printed.
o Usage: Click Breaks to insert page breaks or reset them.
• Background:
o Description: Add a background color or image to your worksheet.
o Usage: Click Background, selects an image from your computer, and click
Insert.

3. Scale to Fit Group

This group helps to manage the scaling of your worksheet to fit on a single page when printed.

• Width:
o Description: Adjust the width of your printed worksheet to fit a specific number
of pages.
o Usage: Enter the number of pages wide you want your content to fit.
• Height:
o Description: Adjust the height of your printed worksheet to fit a specific number
of pages.
o Usage: Enter the number of pages tall you want your content to fit.
• Scale:
o Description: Set a specific percentage to scale your printed content.
o Usage: Enter a percentage to resize the printout of your worksheet.

4. Sheet Options Group

This group allows you to control the visibility of gridlines and headings in your worksheet.

• Gridlines:
o Description: Show or hide gridlines on your printed document.
o Usage: Check the box for Print to include gridlines or uncheck it to exclude
them.
• Headings:
o Description: Show or hide row and column headings in your printed document.
o Usage: Check the box for Print to include headings or uncheck it to exclude
them.

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Example Scenario

Suppose you are preparing a report for printing and want to ensure it looks professional:

1. Choose a Theme: Click on Themes to select a cohesive color and font scheme for your
report.
2. Set Margins: Click on Margins and select Narrow to maximize the space available for
data.
3. Change Orientation: If your data is wide, click on Orientation and select Landscape to
fit more content horizontally.
4. Define Print Area: Select the relevant data range, click on Print Area, and choose Set
Print Area to specify what should be printed.
5. Adjust Scaling: If the content is too large, adjust the Scale percentage to ensure
everything fits on one page.
6. Hide Gridlines: If you want a cleaner look, check the box next to Gridlines under the
Sheet Options Group to exclude gridlines from printing.

Formula Tab
Functions Library
1. Financial

2. Logical

3. Text

4. Date & time

5. Lookup & reference

6. Math & Trig

7. Statistical

8. Database

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Financial
1. PMT: Calculates the payment for a loan based on constant payments and a constant interest
rate.

=PMT (rate/12, nper12, PV)

Example:

You take out a loan of $10,000 at an annual interest rate of 5%, with monthly payments over 5
years. You want to calculate the monthly payment.

1. RATE: 5% annual rate, but since you're making monthly payments, divide by 12. So,
5%/12 = 0.05/12.
2. NPER: 5 years of monthly payments, so 512 = 60.
3. PV: $10,000 loan, so PV = 10000.
4. FV: 0 (you want the loan to be fully paid off), so fv = 0.
5. TYPE: 0 (end of the period), so type = 0.

=PMT (0.05/12, 60, 10000, 0, 0)

2. PPMT: function in Excel calculates the principal portion of a payment for a loan or
investment, based on constant periodic payments and a constant interest rate. It helps you
figure out how much of a specific payment goes toward reducing the principal of the loan.

=PPMT (rate/12, per, nper12, PV)

Example:

You take out a loan of $10,000 at an annual interest rate of 5%, with monthly payments over 5
years. You want to calculate the interest for the first payment.

1. Rate: 5% annual, so divide by 12 for monthly payments: 0.05/12.

2. Per: 1 (for the first payment).
3. Nper: 5 years 12 months = 60 months.
4. PV: $10,000 loan.

=IPMT (0.05/12, 1, 60, 10000)

3. IPMT: function in Excel calculates the interest portion of a payment for a loan or investment
based on constant periodic payments and a constant interest rate. This helps you determine
how much of a specific payment goes toward interest.

=PMT (rate/12, nper12, PV)

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Example:

You take out a loan of $10,000, with monthly payments of $200 over 5 years, and you want to
calculate the interest rate per month.

1. Nper: 5 years 12 months = 60 months.

2. Pmt: $200 monthly payment (enter as a negative value because it is an outgoing
payment, so 200).
3. PV: $10,000 loan (positive value).
4. Fv: 0 (you want the loan to be fully paid off).

4. RATE function in Excel is used to calculate the interest rate per period for a loan or
investment. It requires the total number of periods, payment amount, and present value (loan
or investment amount), and it returns the interest rate per period.

=RATE (nper, pmt, PV, [fv], [type], and [guess])

Example:

You want to calculate how many months it will take to pay off a $10,000 loan with monthly
payments of $200 and an annual interest rate of 5%.

1. Rate: Since payments are monthly, the annual interest rate is divided by 12: 0.05/12.
2. Pmt: The payment is $200 per month, so 200 (negative because it's an outgoing
payment).
3. PV: The present value is the loan amount of $10,000.
4. Fv: 0, because you want to fully repay the loan.

5. The NPER function in Excel calculates the number of periods required to pay off a loan
or reach an investment goal, based on constant periodic payments and a constant interest
rate. It's useful for determining how long it will take to repay a loan or achieve a sav ings
target.

=NPER (rate, pmt, PV, [fv], [type])

Example:

You want to calculate how many months it will take to pay off a $10,000 loan with
monthly payments of $200 at an annual interest rate of 6%.

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1. Rate: Since payments are monthly, divide the annual interest rate by 12: 6%/12 or
0.06/12.
2. Pmt: The monthly payment is $200, so 200 (negative because it's an outgoing payment).
3. PV: The present value (loan amount) is $10,000.
4. Fv: 0, because you want to fully repay the loan.

6. The PV function in Excel calculates the present value of a loan or an investment based on
a constant interest rate and regular periodic payments.

Example:

You want to calculate the present value of a loan where you will make monthly payments
of $200 for 5 years, with an annual interest rate of 6%.

1. Rate: Annual interest rate is 6%, but for monthly payments, divides by 12: 6%/12 or
0.06/12.
2. Nper: 5 years × 12 months = 60 periods.
3. Pmt: $200 monthly payment, so 200 (negative because it’s an outgoing payment).
4. Fv: 0 (you want the loan to be fully paid off).

=PV (rate, nper, pmt, [fv], [type])

7. The DB function in Excel calculates depreciation for an asset using the declining
balance method over a specified period. The declining balance method assumes that the
asset loses a higher percentage of its value early in its life.

Example:

You purchase an asset for $10,000, expect it to have a salvage value of $1,000 after 5
years, and want to calculate the depreciation for the first year using the declining balance
method.

1. Cost: $10,000.
2. Salvage: $1,000.
3. Life: 5 years.
4. Period: 1 (for the first year).
5. Month: Leave blank or set to 12 (since we are calculating for the full year).

=DB (10000, 1000, 5, 1)

8. The DDB function in Excel calculates the depreciation of an asset for a specified period
using the double declining balance method or another method you choose by changing

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 the factor. The double declining balance method is an accelerated depreciation method,
which means the asset depreciates faster in the earlier periods of its useful life.

Example:

You purchase an asset for $10,000, expect it to have a salvage value of $1,000 after 5
years, and want to calculate the depreciation for the first year using the double declining
balances method.

1. Cost: $10,000.
2. Salvage: $1,000.
3. Life: 5 years.
4. Period: 1 (for the first year).
5. Factor: 2 (for the double declining method, or you can adjust this to use a different
declining rate).

=DDB (cost, salvage, life, period, [factor])

=DDB (10000, 1000, 5, 1, 2)

9. The SLN function in Excel calculates the depreciation of an asset for a single period
using the straight-line method. This method spreads the cost of an asset evenly over its
useful life, so the depreciation amount is the same for each period.

Example:

You purchase an asset for $10,000, expect it to have a salvage value of $1,000 after 5
years, and want to calculate the straight-line depreciation per year.

1. Cost: $10,000.
2. Salvage: $1,000.
3. Life: 5 years.

=SLN (10000, 1000, 5)

=SLN (cost, salvage, life)

Logical Functions

IF Formula
The IF function in Excel is a logical function used to return one value if a condition is true and
another value if it is false It's a powerful tool for decision-making within formulas.

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Formula:
=IF (logical test, value if true, value if false)
Arguments:
1. Logical test: The condition you want to test (e.g., a comparison such as A1 > 10).
2. Value if true: The value to return if the condition is true.
3. Value if false: The value to return if the condition is false.

Example 1:
You want to test if the value in cell A1 is greater than 50. If it is, the result should be "Pass"; if
not, it should be "Fail."

=IF (A1 > 50, "Pass", "Fail")

If A1 contains 60, this formula would return "Pass". If A1 contains 40, it would return "Fail".

Example 2 (with calculations):

You want to give a discount if the total amount in A1 is more than $100. If it is, apply a 10%
discount; otherwise, no discount applies.

Excel

=IF (A1 > 100, A1 0.9, A1)

If A1 contains 150, the formula returns 150 0.9 = 135. If A1 contains 80, the formula returns 80
(no discount).

Example 3 (Nested IF):

If you want more than two possible outcomes, you can nest IF functions. For example, you want
to grade based on these criteria:

• "A" if the score is greater than 90,

• "B" if the score is greater than 75,
• "C" if the score is greater than 50,
• "F" otherwise.

=IF (A1 > 90, "A", IF (A1 > 75, "B", IF (A1 > 50, "C", "F")))
If A1 is 80, the formula returns "B".

Notes:
• The IF function can work with text, numbers, or even other formulas as the results.
• You can combine multiple IF functions for more complex decision-making (nested IFs).

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IFERROR FORMULA
The IFERROR function in Excel is used to catch and handle errors in a formula. It allows you
to display a custom message or value when a formula results in an error, rather than showing the
default Excel error (e.g., DIV/0, N/A, VALUE!, etc.).

Formula:
=IFERROR (value, value if error)
Arguments:
1. Value: The formula or expression you want to check for errors.
2. Value if error: The value or result to return if an error is found.

Example 1:
You want to divide A1 by B1, but if B1 is 0 (which would result in a DIV/0! error), you want to
return "Error" instead of the error message.

=IFERROR (A1/B1, "Error")

If B1 is 0, the formula will return "Error". If B1 has a valid value (not 0), it will return the result
of A1/B1.

Example 2 (Handling N/A errors with VLOOKUP):

If you’re using VLOOKUP and the value is not found, it returns a N/A error. To replace that
with a custom message like "Not Found," you can use IFERROR.

=IFERROR (VLOOKUP (A1, B1:C10, 2, FALSE), "Not Found")

If VLOOKUP can’t find the value in the lookup table, it will return "Not Found" instead of N/A.

Example 3 (Handling errors in a complex formula):

You want to calculate the square root of a number in A1, but if the number is negative (which
would result in a NUM! error), you want to return 0.

=IFERROR (SQRT (A1), 0)

If A1 contains a negative number, the formula will return 0 instead of an error.

Notes:
• IFERROR works with any type of error, including DIV/0!, N/A, VALUE!, REF!,
NAME?, NUM!, and NULL!.

AND FORMULA
The AND function in Excel is a logical function that returns TRUE if all the conditions or
arguments are true, and FALSE if any of the conditions are false. It's commonly used in
combination with other functions like IF to test multiple conditions at once.

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Formula:
=AND (logical1, [logical2],)
Arguments:
• logical1, logical2, These are the conditions you want to test. You can enter up to 255
conditions (each condition must evaluate to either TRUE or FALSE).

Example 1:
You want to check if the value in A1 is greater than 10 and if the value in B1 is less than 20.

=AND (A1 > 10, B1 < 20)

• If both conditions are true, the formula returns TRUE.
• If either condition is false, it returns FALSE.

Example 2 (Using AND with IF):

You want to assign a "Pass" grade if a student has a score greater than 50 in A1 and attendance
greater than 75% in B1. If either condition fails, the result should be "Fail."

=IF (AND (A1 > 50, B1 > 75), "Pass", "Fail")

• If both conditions are met, it returns "Pass".
• If either condition is not met, it returns "Fail".

Example 3:
You want to check multiple conditions: if A1 is between 50 and 100 and if B1 equals "Yes."

=AND (A1 >= 50, A1 <= 100, B1 = "Yes")

• If all conditions are true, it returns TRUE.
• If any of them are false, it returns FALSE.

Notes:
• AND can handle multiple conditions at once (up to 255), and it will return TRUE only if
all conditions are met.
• You can use AND inside other functions like IF, OR, NOT, etc., to create more complex
logical tests.

OR FORMULA
The OR functions in Excel checks if any of the specified conditions are true. It returns TRUE if
at least one condition is true, and FALSE if all conditions are false.

=OR (logical1, [logical2],)

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Arguments:
• logical1, logical2, Conditions or logical expressions you want to test. These conditions
can evaluate to TRUE or FALSE.
• TRUE is returned if any condition is true.
• FALSE is returned if all conditions are false.

You can include up to 255 conditions in the OR function

NOT FORMULA
He NOT function in Excel is a logical function that reverses the result of a given condition. It
returns TRUE if the condition is false and FALSE if the condition is true.

Formula:
=NOT (logical)
Arguments:
• Logical: A condition or logical expression that can be either TRUE or FALSE.

Key Points:
• If the condition evaluates to TRUE, the NOT function returns FALSE.
• If the condition evaluates to FALSE, the NOT function returns TRUE.

TEXT FUNCTION
1. CHAR:
The CHAR function returns the character associated with a specified numeric code in the
character set used by your computer.

Formula:
=CHAR (number)
• Number: A number between 1 and 255 that corresponds to the character code.

Example:
=CHAR (65)
This returns "A", as 65 is the ASCII code for "A".

2. CODE:
The CODE function returns the numeric code for the first character of a text string.

Formula:
=CODE (text)

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 • Text: The text string whose first character's code you want to find.

Example:
=CODE ("A")
This returns 65, the ASCII code for "A".

3. CLEAN:
The CLEAN function removes all nonprintable characters from a text string.

Formula:
=CLEAN (text)
• Text: The text from which you want to remove nonprintable characters.

Example:
=CLEAN (A1)
This will clean any nonprintable characters from the text in cell A1.

4. CONCATENATE (now TEXTJOIN or & operator in newer versions):

The CONCATENATE function joins two or more text strings into one.

Formula:
=CONCATENATE (text1, [text2],)
• text1, text2, The text strings or cell references to combine.

Example:
=CONCATENATE (A1, " ", B1)
This will join the text in A1 and B1 with a space in between.

5. DOLLAR:
The DOLLAR function converts a number to text in a currency format, with a specified number
of decimal places.

Formula:
=DOLLAR (number, [decimals])
• Number: The number to format.
• Decimals: The number of decimal places (optional).

Example:
=DOLLAR (1234.567, 2)
This returns "$1,234.57" (rounded to two decimal places).

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6. FIXED:
The FIXED function rounds a number to a specified number of decimals and returns the result as
text.

Formula:
=FIXED (number, [decimals], [no commas])
• Number: The number you want to round.
• Decimals: The number of decimal places to round to (optional).
• No commas: TRUE to omit commas in the returned text, FALSE (default) to include
commas.

Example:
=FIXED (1234.567, 2, FALSE)
This returns "1,234.57" (rounded to two decimals and includes commas)

7. EXACT:
The EXACT function compares two text strings and returns TRUE if they are exactly the same
(case sensitive), and FALSE otherwise.

Formula:
=EXACT (text1, text2)
• text1, text2: The two text strings to compare.

Example:
=EXACT ("apple", "Apple")
This returns FALSE because the comparison is case sensitive.

8. FIND:
The FIND function returns the position of a substring within a text string. It is case sensitive.

Formula:
=FIND (find text, within text, [start_num])
• Find text: The substring you want to find.
• Within text: The text in which to search.
• start_num: The character position to start the search (optional).

Example:
=FIND ("p", "apple")
This returns 2, because "p" is the second character in "apple".

Here’s a detailed explanation of each function along with an example:

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9. LEFT
Extracts a specified number of characters from the beginning of a text string

Formula:
=LEFT (text, [num_chars])

Text: The text string you want to extract from.

num_chars: The number of characters to extract (optional, default is 1).

Example:

=LEFT ("Excel", 3)

Returns "Exec".
10. LEN
Returns the number of characters in a text string (including spaces)

Formula:

=LEN (text)

Text: The text string you want to measure.

Example:

=LEN ("Hello World")

Returns 11 (since there are 11 characters, including the space)

11. LOWER
Converts all characters in a text string to lowercase

Formula:

=LOWER (text)

Text: The text string to convert.

Example:

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 =LOWER ("HELLO WORLD")

Returns "hello world"

12. MID
Extracts a specific number of characters from the middle of a text string, starting at a
defined position

Formula:

=MID (text, start_num, num_chars)

Text: The text string to extract from.

start_num: The position to start extraction (1 for the first character).
num_chars: The number of characters to extract.

Example:

=MID ("Excel Formula", 7, 7)

Returns "Formula" (extracts 7 characters starting from the 7th position).

13. PROPER
Capitalizes the first letter of each word in a text string, while converting the rest to
lowercase

Formula:

=PROPER (text)

Text: The text string to capitalize.

Example:

=PROPER ("hello world")

Returns "Hello World".

14. REPLACE
Replaces part of a text string with another string, starting at a specific position.

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 Formula:

=REPLACE (old text, start_num, num_chars, new text)

Old text: The original text.

start_num: The position where the replacement starts.
num_chars: The number of characters to replace.
New text: The new text to insert.

Example:

=REPLACE ("Hello World", 7, 5, "Excel")

Returns "Hello Excel".

15. REPT
Repeats a text string a specified number of times.

Formula:

=REPT (text, number_times)

Text: The text string to repeat.

number_times: The number of times to repeat the text.

Example:

=REPT ("A", 5)

Returns "AAAAA".

16. RIGHT
Extracts a specified number of characters from the end of a text string

Formula:

=RIGHT (text, [num_chars])

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 Text: The text string to extract from.
num_chars: The number of characters to extract (optional, default is 1).

Example:

=RIGHT ("Excel", 2)

Returns "el"

17. SEARCH
Finds the position of a substring within a text string, case in sensitive

Formula:

=SEARCH (find text, within text, [start_num])

Find text: The substring to search for.

Within text: The text string to search in.
start_num: The position to start the search (optional, default is 1).

Example:

=SEARCH ("World", "Hello World")

Returns 7 (the position where "World" starts)

18. SUBSTITUTE
Replaces specific occurrences of a substring with another substring

Formula:

=SUBSTITUTE (text, old text, new text, [instance_num])

Text: The original text.

Old text: The text to replace.
New text: The new text to replace with.
instance_num: The specific instance to replace (optional, default is all instances).

Example:

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 =SUBSTITUTE ("apple banana apple", "apple", "orange")

Returns "orange banana orange"

19. T
Returns the text portion of a value or an empty string if the value isn't text

Formula:

=T (value)

Value: The value to test.

Example:

=T (123)

Returns an empty string because the value is a number, not text

20. TEXT
Converts a value to text in a specific format

Formula:

=TEXT (value, format text)

Value: The number or value to format.

Format text: The format to apply (e.g., "dd/mm/yyyy", ",0.00").

Example:

=TEXT (1234.567, "$,0.00")

Returns "$1,234.57"

21. TRIM
Removes all extra spaces from a text string, leaving only single spaces between words

Formula:

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 =TRIM (text)

Text: The text string to clean.

Example:

=TRIM (“Hello World “)

Returns "Hello World".

21. UPPER
Converts all characters in a text string to uppercase

Formula:

=UPPER (text)

Text: The text string to convert.

Example:

=UPPER ("hello world")

Returns "HELLO WORLD".

22. VALUE
Converts a text string that represents a number into a numeric value
Formula:
=VALUE (text)
Text: The text string to convert.
Example:
=VALUE ("123.45")
Returns 123.45 (as a number)
These text functions provide a powerful way to manipulate and format textual data in
Excel. Let me know if you need further clarification or examples!
Date & times
1. DATE
Creates a date from year, month, and day values
Formula:
=DATE (year, month, day)

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 • Year: The year number.
• Month: The month number (1-12).
• Day: The day number (1-31).
Example:
=DATE (2024, 10, 10)
Returns 10/10/2024
2. DATEDIF
Calculates the difference between two dates in years, months, or days Note: It is a hidden
function in Excel, so it won’t auto-suggest as you type it
Formula:
=DATEDIF (start date, end date, unit)
• Start date: The starting date.
• End date: The ending date.
• Unit: The unit for the result, e.g., "Y" (years), "M" (months), "D" (days).
Example:
=DATEDIF ("01/01/2020", "10/10/2024", "Y")
Returns 4 (years)
3. DATEVALUE
Converts a date in text format to a date serial number
Formula:
=DATEVALUE (date text)
• Date text: A date in text format.
Example:
=DATEVALUE ("10/10/2024")
Returns 45219, which is the serial number for 10/10/2024.
4. DAY
Extracts the day of the month from a date
Formula:
=DAY (serial number)
• Serial number: A valid Excel date or a reference to a cell containing a date.
Example:
=DAY ("10/10/2024")
Returns 10
5. DAYS360
Calculates the number of days between two dates based on a 360-day year (used in some
financial calculations)
Formula:
=DAYS360 (start date, end date, [method])
• Start date: The beginning date.
• End date: The ending date.

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 • Method: Optional, TRUE uses the European method (30-day months); default is FALSE
(US method).
Example:
=DAYS360 ("01/01/2024", "12/31/2024")
Returns 360
6. HOUR
Extracts the hour from a time value
Formula:
=HOUR (serial number)
• Serial number: A valid Excel time or reference to a time cell.
Example:
=HOUR ("10:30 AM")
Returns 10
7. MINUTE
Extracts the minute from a time value
Formula:
=MINUTE (serial number)
• Serial number: A valid Excel time or reference to a time cell.
Example:
=MINUTE ("10:30 AM")
Returns 30
8. MONTH
Extracts the month from a date
Formula:
=MONTH (serial number)
• Serial number: A valid Excel date or a reference to a date cell.
Example:
=MONTH ("10/10/2024")
Returns 10
9. NETWORKDAYS
Calculates the number of working days (excluding weekends and optionally holidays) between
two dates
Formula:
=NETWORKDAYS (start date, end date, [holidays])
• Start date: The start date.
• End date: The end date.
• Holidays: Optional, a range of dates to exclude as holidays.
Example:
=NETWORKDAYS ("01/01/2024", "01/31/2024")
Returns 22 (working days in January 2024)

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10. NETWORKDAYS.INTL
Similar to NETWORKDAYS, but allows custom weekend definitions.
Formula:
=NETWORKDAYS.INTL (start date, end date, [weekend], [holidays])
• Weekend: Specifies which days of the week are weekends (e.g., "0000011" for Saturday
and Sunday).
Example:
=NETWORKDAYS.INTL ("01/01/2024", "01/31/2024", "0000011")
Returns 22, assuming weekends are Saturday and Sunday.
11. NOW
Returns the current date and time
Formula:
=NOW ()
Example:
=NOW ()
Returns the current date and time, e.g., 10/10/2024 10:00 AM
12. SECOND
Extracts the seconds from a time value
Formula:
=SECOND (serial number)
Example:
=SECOND ("10:30:45 AM")
Returns 45
13. TIME
Creates a time value from hour, minute, and second values
Formula:
=TIME (hour, minute, second)
Example:
=TIME (10, 30, 0)
Returns 10:30:00 AM
14. TIMEVALUE
Converts a time in text format to a time serial number
Formula:
=TIMEVALUE (time text)
Example:
=TIMEVALUE ("10:30 AM")
Returns 0.4375, which represents 10:30 AM in Excel time
15. TODAY
Returns the current date (without the time)

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Formula:
=TODAY ()
Example:
=TODAY ()
Returns 10/10/2024
16. WEEKDAY
Returns the day of the week as a number (1 for Sunday, 7 for Saturday)
Formula:
=WEEKDAY (serial number, [return type])
• Serial number: The date.
• Return type: Optional. Specifies the numbering system for the week (1 for Sunday start,
2 for Monday start).
Example:
=WEEKDAY ("10/10/2024")
Returns 5 (Friday)

17. WEEKNUM
Returns the week number in the year for a date
Formula:
=WEEKNUM (serial number, [return type])
• Serial number: The date.
• Return type: Optional. Specifies which day the week starts on (1 for Sunday start, 2 for
Monday start).
Example:
=WEEKNUM ("10/10/2024")
Returns 41 (41st week of the year)
18. WORKDAY
Returns a date that is a specified number of working days before or after a start date
Formula:
=WORKDAY (start date, days, [holidays])
• Days: Number of working days to add or subtract (negative values subtract days).
Example:
=WORKDAY ("10/10/2024", 5)
Returns 10/17/2024 (5 working days after October 10, 2024)
19. WORKDAY.INTL
Similar to WORKDAY, but allows custom weekend definitions.
Formula:
=WORKDAY.INTL (start date, days, [weekend], [holidays])
• Weekend: Specifies the weekend days (e.g., "0000011" for Saturday and Sunday).

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Example:
=WORKDAY.INTL ("10/10/2024", 5, "0000011")
Returns 10/17/2024, assuming weekends are Saturday and Sunday.
20. YEAR
Extracts the year from a date
Formula:
=YEAR (serial number)
Example:
=YEAR ("10/10/2024")
Returns 2024
The EDATE function in Excel is used to calculate a date that is a specific number of months
before or after a given start date. It’s helpful when you need to add or subtract months from a
date without worrying about day-to-day differences.
Syntax:
Excel
Copy code
=EDATE (start date, months)
• Start date: The starting date (can be a date or a reference to a cell containing a date).
• Months: The number of months you want to add (positive value) or subtract (negative
value) from the start date.
Example 1: Adding Months
Suppose you want to add 6 months to October 10, 2024.
Formula:
=EDATE ("10/10/2024", 6)
Result:
April 10, 2025.
Example 2: Subtracting Months
If you want to subtract 3 months from October 10, 2024:
Formula:
=EDATE ("10/10/2024", -3)
Result:
July 10, 2024.
The EOMONTH function in Excel is used to calculate the last day of the month that is a
specified number of months before or after a given start date. It’s commonly used for financial or
project planning where you need to find the end of a particular month.
Syntax:
=EOMONTH (start date, months)
• Start date: The starting date (can be a date or a reference to a cell containing a date).
• Months: The number of months to add (positive value) or subtract (negative value) from
the start date.

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Example 1: Finding the Last Day of the Month after Adding Months
Suppose you want to find the last day of the month 6 months after October 10, 2024.
Formula:
=EOMONTH ("10/10/2024", 6)
Result:
April 30, 2025.
Example 2: Finding the Last Day of the Month after Subtracting Months
If you want to find the last day of the month 3 months before October 10, 2024:
Formula:
=EOMONTH ("10/10/2024", -3)
Result:
July 31, 2024.

Lookup & Reference

HLOOKUP (Horizontal Lookup)

The HLOOKUP function searches for a value in the first row of a table and returns a value from
a specified row in the same column.

Syntax:
=HLOOKUP (lookup value, table array, row_index_num, [range_lookup])
• Lookup value: The value you want to search for in the first row.
• Table array: The table where the lookup is performed.
• row_index_num: The row number from which to return a value (starting from the first
row of the table).
• range_lookup: Optional. Use TRUE for an approximate match or FALSE for an exact
match.

Example:
If you have a table with years in row 1 (A1) and corresponding sales in rows below:

A B C
1 2022 2023 2024
2 1000 1500 2000
To find the sales for 2023, use:

=HLOOKUP (2023, A1:C2, 2, FALSE)

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Result:
1500

2. VLOOKUP (Vertical Lookup)

The VLOOKUP function searches for a value in the first column of a table and returns a value
from a specified column in the same row.

Syntax:
=VLOOKUP (lookup value, table array, row_index_num, [range_lookup])
• Lookup value: The value you want to search for in the first column.
• Table array: The table where the lookup is performed.
• row_index_num: The column number from which to return a value (starting from the
first column of the table).
• range_lookup: Optional. Use TRUE for an approximate match or FALSE for an exact
match.

Example:
If you have a table with product names in column A and prices in column B:

Mathematic
A B
1 Product 1 100
2 Product 2 150
3 Product 3 200
To find the price for Product 2, use:

=VLOOKUP ("Product 2", A1:B3, 2, FALSE)

Result:
150

3. LOOKUP
The LOOKUP function is used to search for a value either in a one-row or one-column range
and returns a corresponding value in another one-row or one-column range.

Syntax:
=LOOKUP (lookup value, lookup vector, [result vector])
• Lookup value: The value you want to search for.
• Lookup vector: The range of cells where you want to look for the value.
• Result vector: Optional. The range of cells from which to return the value (must be the
same size as lookup vector).

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Example:
If you have names in column A and their corresponding scores in column B:

A B
1 Alice 85
2 Bob 90
3 Charlie 95
To find the score for Bob, use:

=LOOKUP ("Bob", A1:A3, B1:B3)

Result:
90

4. INDEX
The INDEX function returns the value at a specified row and column in a table or range.

Syntax:
=INDEX (array, row_num, [column_num])
• Array: The range or table from which to return a value.
• row_num: The row number in the array from which to return a value.
• column_num: Optional. The column number in the array from which to return a value (if
the array is two-dimensional).

Example:
If you have the following table:

A B C
1 Apple Banana Orange
2 100 150 200
To get the value at row 2, column 3 (which is 200), use:

=INDEX (A1:C2, 2, 3)
Result:
200

5. MATCH
The MATCH function searches for a specified value in a range and returns the relative position
of that value.

Syntax:
=MATCH (lookup value, lookup array, [match type])
• Lookup value: The value you want to search for.

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 • Lookup array: The range of cells to search.
• Match type: Optional. Use 1 for less than (default), 0 for exact match, and -1 for greater
than.

Example:
If you have the following list:

A
1 Apple
2 Banana
3 Orange
To find the position of Banana, use:

=MATCH ("Banana", A1:A3, 0)

Result:
2

Using INDEX and MATCH Together

You can combine INDEX and MATCH to perform a more flexible lookup (like a better version
of VLOOKUP).

Example:
Suppose you have the following table:

A B
1 Apple 100
2 Banana 150
3 Orange 200
To find the price of Banana, use MATCH to find the row and INDEX to get the value:

=INDEX (B1:B3, MATCH ("Banana", A1:A3, 0))

Result:
150

Summary:
• HLOOKUP: Looks horizontally across the top row.
• VLOOKUP: Looks vertically down the first column.
• LOOKUP: Searches a one-dimensional range and returns a corresponding value.
• INDEX: Returns a value from a specific row and column in a table.
• MATCH: Returns the position of a value in a range.

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Math & Trig

ABS (Absolute Value)

Returns the absolute value of a number, removing any negative sign

Syntax:
=ABS (number)
Example:
=ABS (-10)
Result: 10

2. CEILING
Rounds a number up to the nearest multiple of significance

Syntax:
=CEILING (number, significance)
Example:
=CEILING (7.4, 0.5)
Result: 7.5

3. FLOOR
Rounds a number down to the nearest multiple of significance

Syntax:
=FLOOR (number, significance)
Example:
=FLOOR (7.4, 0.5)
Result: 7.0

4. EVEN
Rounds a number up to the nearest even integer

Syntax:
=EVEN (number)
Example:
=EVEN (7.1)
Result: 8

5. FACT (Factorial)
Returns the factorial of a number
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Syntax:
=FACT (number)
Example:
=FACT (5)
Result: 120 (since 5! = 5 × 4 × 3 × 2 × 1)

6. INT (Integer)
Rounds a number down to the nearest integer

Syntax:
=INT (number)
Example:
=INT (7.9)
Result: 7

7. MOD
Returns the remainder after dividing one number by another

Syntax:
=MOD (number, divisor)
Example:
=MOD (7, 2)
Result: 1 (7 divided by 2 gives a remainder of 1)

8. ODD
Rounds a number up to the nearest odd integer

Syntax:
=ODD (number)
Example:
=ODD (6.3)
Result: 7

9. POWER
Returns the result of a number raised to a power.

Syntax:
=POWER (number, power)
Example:
=POWER (2, 3)

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Result: 8 (2^3 = 8)

10. PRODUCT
Multiplies all the numbers given as arguments

Syntax:
=PRODUCT (number1, [number2],)
Example:
=PRODUCT (2, 3, 4)
Result: 24 (2 × 3 × 4)

11. RAND
Generates a random decimal number between 0 and 1

Syntax:
=RAND ()
Example:
=RAND ()
Result: A random number such as 0.682

12. RANDBETWEEN
Generates a random integer between two specified numbers

Syntax:
Excel
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=RANDBETWEEN (bottom, top)
Example:
=RANDBETWEEN (1, 10)
Result: A random integer between 1 and 10, such as 6.

13. ROUND
Rounds a number to a specified number of digits

Syntax:
=ROUND (number, num_digits)
Example:
=ROUND (7.567, 2)
Result: 7.57

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14. ROUNDDOWN
Rounds a number down to a specified number of digits

Syntax:
=ROUNDDOWN (number, num_digits)
Example:
=ROUNDDOWN (7.567, 2)
Result: 7.56

15. ROUNDUP
Rounds a number up to a specified number of digits

Syntax:
=ROUNDUP (number, num_digits)
Example:
=ROUNDUP (7.123, 2)
Result: 7.13

16. SQRT (Square Root)

Returns the square root of a number

Syntax:
=SQRT (number)
Example:
=SQRT (16)
Result: 4

17. SUBTOTAL
Returns a subtotal in a list or database it can sum, average, count, etc.

Syntax:
=SUBTOTAL (function_num, ref1, [ref2],)
• function_num: Specifies which function to use (e.g., 1 for AVERAGE, 9 for SUM).

Example:
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=SUBTOTAL (9, A1:A10)
Result: The sum of cells A1

18. SUM
Adds up all the numbers in a range
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Syntax:
=SUM (number1, [number2],)
Example:
=SUM (A1:A5)
Result: The total sum of values in A1

19. SUMIF
Adds the cells that meet a single condition

Syntax:
=SUMIF (range, criteria, [sum range])
Example:
=SUMIF (A1:A5, ">10")
Result: The sum of cells in A1

That is greater than 10.

20. SUMIFS
Adds the cells that meet multiple conditions

Syntax:
=SUMIFS (sum range, criteria_range1, criteria1, [criteria_range2, criteria2],)
Example:
=SUMIFS (A1:A5, B1:B5, ">10", C1:C5, "<20")
Result: The sum of cells in A1

Where values in B1 are greater than 10 and C1 are less than 20.

21. SUMPRODUCT
Multiplies corresponding values in given arrays or ranges and returns the sum of those products.

Syntax:
=SUMPRODUCT (array1, [array2],)
Example:
=SUMPRODUCT (A1:A3, B1:B3)
Result: The sum of the products of corresponding values in A1and B1

22. SUMSQ (Sum of Squares)

Returns the sum of the squares of the numbers provided.

Syntax:
=SUMSQ (number1, [number2],)

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Example:
=SUMSQ (2, 3)
Result: 13 (2^2 + 3^2 = 4 + 9)

23. SUMX2MY2
Returns the sum of the differences of squares of corresponding values in two arrays

Syntax:
=SUMX2MY2 (array, array)
Example:
=SUMX2MY2 (A1:A3, B1:B3)
Result: The sum of (A1^2 - B1^2) + (A2^2 - B2^2) + (A3^2 - B3^2).

24. SUMX2PY2
Returns the sum of the sums of squares of corresponding values in two arrays

Syntax:
=SUMX2PY2 (array, array)
Example:
=SUMX2PY2 (A1:A3, B1:B3)
Result: The sum of (A1^2 + B1^2) + (A2^2 + B2^2) + (A3^2 + B3^2).

25. SUMXMY2
Returns the sum of squares of the differences between corresponding values in two arrays

Syntax:
=SUMXMY2 (array x, array y)
Example:
=SUMXMY2 (A1:A3, B1:B3)
Result: The sum of (A1 - B1) ^2 + (A2 - B2) ^2 + (A3 - B3) ^2.

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Database Function

DAVERAGE
Calculates the average of a set of values in a database that meet specified criteria

Syntax:
=DAVERAGE (database, field, criteria)
• Database: The range of cells that make up the database.
• Field: The column name or index number of the column from which to average (enclosed
in double quotes or the header cell reference).
• Criteria: The range of cells that contain the conditions you want to apply.

Example:
If you have the following database in range A1: C5

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A B C
1 Name Age Salary
2 John 28 3000
3 Jane 25 3200
4 Tom 30 3500
5 Sue 22 2800
To calculate the average salary for people under 30 years:

=DAVERAGE (A1:C5, "Salary", E1:E2)

Where E1

Contains:

Markdown
E
1 Age
2 <30
Result: 3066.67 (average salary for John, Jane, and Sue)

2. DCOUNT
Counts the number of cells containing numbers in a field that meet specified criteria

Syntax:
=DCOUNT (database, field, criteria)

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 • Database: The range of cells that make up the database.
• Field: The column name or index number from which to count (enclosed in double
quotes or the header cell reference).
• Criteria: The range of cells that contain the conditions you want to apply.

Example:
Using the same database as above, to count how many people are over 25 years old:

=DCOUNT (A1:C5, "Age", E1:E2)

Where E1

Contains:

Markdown

E
1 Age
2 >25
Result: 3 (Jane, Tom, and Sue).

3. DCOUNTA
Counts the number of non-empty cells in a field that meet specified criteria

Syntax:
=DCOUNTA (database, field, criteria)
• Database: The range of cells that make up the database.
• Field: The column name or index number from which to count (enclosed in double
quotes or the header cell reference).
• Criteria: The range of cells that contain the conditions you want to apply.

Example:
Using the same database, to count how many people have a name entered:

=DCOUNTA (A1:C5, "Name", E1:E2)

Where E1

Contains:

Mathematic
E
1 Name
2 <> ""

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Result: 4 (all names are non-empty).

4. DGET
Extracts a single value from a database that meets specified criteria if multiple values meet the
criteria, it returns an error.

Syntax:
=DGET (database, field, criteria)
• Database: The range of cells that make up the database.
• Field: The column name or index number from which to extract the value (enclosed in
double quotes or the header cell reference).
• Criteria: The range of cells that contain the conditions you want to apply.

Example:
To get the salary of a person named "Tom":

=DGET (A1:C5, "Salary", E1:E2)

Where E1

Contains:

Markdown
E
1 Name
2 Tom
Result: 3500.

5. DMAX
Returns the maximum value from a set of values in a database that meet specified criteria

Syntax:
=DMAX (database, field, criteria)
• Database: The range of cells that make up the database.
• Field: The column name or index number from which to get the maximum value
(enclosed in double quotes or the header cell reference).
• Criteria: The range of cells that contain the conditions you want to apply.

Example:
To find the maximum salary for people aged 25 or older:

=DMAX (A1:C5, "Salary", E1:E2)

Where E1

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Contains:

Markdown

E
1 Age
2 >=25
Result: 3500 (Tom's salary).

6. DMIN
Returns the minimum value from a set of values in a database that meet specified criteria

Syntax:
=DMIN (database, field, criteria)
• Database: The range of cells that make up the database.
• Field: The column name or index number from which to get the minimum value
(enclosed in double quotes or the header cell reference).
• Criteria: The range of cells that contain the conditions you want to apply.

Example:
To find the minimum salary for people under 30 years old:

=DMIN (A1:C5, "Salary", E1:E2)

Where E1

Contains:

Markdown
E
1 Age
2 <30
Result: 2800 (Sue's salary).

7. DPRODUCT
Returns the product of the values in a specified field that meet the criteria

Syntax:
=DPRODUCT (database, field, criteria)
• Database: The range of cells that make up the database.
• Field: The column name or index number from which to get the product (enclosed in
double quotes or the header cell reference).
• Criteria: The range of cells that contain the conditions you want to apply.

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Example:
To find the product of the salaries for people aged 25 and older:

=DPRODUCT (A1:C5, "Salary", E1:E2)

Where E1

Contains:

Markdown
E
1 Age
2 >=25
Result: 12200000 (1500 × 3500).

8. DSUM
Calculates the sum of a set of values in a database that meet specified criteria

Syntax:
=DSUM (database, field, criteria)
• Database: The range of cells that make up the database.
• Field: The column name or index number from which to sum (enclosed in double quotes
or the header cell reference).
• Criteria: The range of cells that contain the conditions you want to apply.

Example:
To find the total salary of people under 30 years:

=DSUM (A1:C5, "Salary", E1:E2)

Where E1

Contains: markdown

E
1 Age
2 <30
Result: 5800 (3000 + 2800).

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