Excel Basics

Arumugam M
06-Aug-2015
© Copyright 2015 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.

© Copyright 2015 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice.
 Help protect your files in case of a crash

Crashes happen. The power goes out. And sometimes, people

accidentally close a file without saving. To avoid losing all your work
when stuff like that happens, make sure AutoRecover and AutoSave
are turned on.
1.Click File > Options > Save.
2.Make sure the Save AutoRecover information every x minutes box
is selected.
3.In Word, Excel, and PowerPoint, make sure the Keep the last
autosaved version if I close without saving box is selected.

IMPORTANT The Save button is still your best friend. To be sure

you don’t lose your latest work, click Save (or press Ctrl+S) often.

Tips
To be extra safe, enter a small number in the minutes box, like 10.
That way, you’ll never lose more than 10 minutes of work.
On the other hand, if you want to make Office faster, try entering a
larger number in the minutes box, like 20.
 Agenda
Ground Rules
Warm-up
Getting started
Conditional & Logical Functions
Special Functions
Data Lookup
Thanks
 Warm Up
Fast Navigation (Ctrl + Arrow Button)
Create a New Shortcut Menu(Quick Access Toolbar)
Speedily Move and Copy Data in Cells
Generate a Unique Value in a Column(Data -> Advanced)
Input Restriction with Data Validation Function(Data->Data
Validation)
Hide Data Thoroughly(Format Cells->Number->Custom ;;;)
Compose Text with &
Transforming the Case of Text (UPPER/LOWER/PROPER)
Input Values Starting with 0
Speed up Inputting Complicated Terms with
AutoCorrect(Options ->Proofing)
 Getting started

Define Name (Cell-Range Naming) & Names in Formula

Text to Columns

Paste Special (Transpose)

Goal Seek

Show Ink

Essential Shortcuts
NAMES
When entering formulae or referring to any area on the spreadsheet, it is usual to refer to a "range".
For example, B6 is a range reference; B6:B10 is also a range reference.

Defining Names
There are a number of ways to set up names on a spreadsheet.
A common way is to use the Insert, Name, Define menu.
In the example, there is a range of sales figures that could be
named “1st_Qtr”;

Selection of
cells for
naming

To name range:

i. Select the cells you wish to name.

ii. Click the DEFINE NAME button in the NAMES GROUP in the insert tab
iii. The DEFINE NAME dialog box appears
iv. To name the cells, simply type a name in the Name box and choose OK.

To manage names:
The Define Name Dialog box also lets you manage the range names you
can add delete or modify the existing range name in the same dialog box.
Names In Formulae
Names can be used in any simple formula, as well as any of Excel's built in functions. Instead of typing
cell references or selecting cells, simply type the name or paste the name into the formula.
 Text to Columns
Paste Special
Goal Seek
Show Ink
Essential Shortcuts
Shortcut Description
Ctrl O Open a spreadsheet.
Ctrl S Save a spreadsheet.
Ctrl N Create a new blank spreadsheet.

Ctrl X Cut
Ctrl C Copy
Ctrl V Paste
Ctrl P Print
F2 Enter edit mode for a cell.
F4 Change formula references
between absolute, relative and
mixed references.
E.g. Absolute - $A$1, Relative A1,
Mixed $A1 or A$1.
Ctrl Enter Fill several cells with what you
type.
Ctrl ; Insert the current date.
Ctrl Shift ; Insert the current time.
CTRL + Tab cycles through open workbooks
ALT + NVT Creates a new Pivot Table
 Conditional & Logical
Functions
Excel has a number of logical functions which allow you to set various
"conditions" and have data respond to them. For example, you may only want a
certain calculation performed or piece of text displayed if certain conditions are
met. The functions used to produce this type of analysis are found in the Insert,
Function menu, under the heading LOGICAL.

OTHER USEFUL FUNCTIONS

If Statements
IFERROR
Nested If
Find & Replace
SUMPRODUCT
AND, OR, NOT
 If Statements
The IF function is used to analyze data, test whether or not it meets certain conditions and then act upon its decision.

the IF statement is accompanied by three arguments enclosed in one set of parentheses; the condition to be met (logical_test);
the action to be performed if that condition is true (value_if_true); the action to be performed if false (value_if_false). Each of
these is separated by a comma, as shown;
=IF ( logical_test, value_if_true, value_if_false)

Logical Test
This part of the IF statement is the "condition", or test. You may want to test to see if a cell is a certain
value, or to compare two cells. In these cases, symbols called LOGICAL OPERATORS are useful;
> Greater than
< Less than
> = Greater than or equal to
< = Less than or equal to
= Equal to
< > Not equal to

NESTED IF
When you need to have more than one condition and more than two possible outcomes, a NESTED IF is
required. This is based on the same principle as a normal IF statement, but involves "nesting" a secondary
formula inside the main one. The secondary IF forms the FALSE part of the main statement, as follows;
=IF(1st logic test , 1st true value , IF(2nd logic test , 2nd true value , false value))
Only if both logic tests are found to be false will the false value be returned.
 AND, OR, NOT
Rather than create large and unwieldy formulae involving multiple IF statements, the AND, OR and NOT functions can be used
to group logical tests or "conditions" together. These three functions can be used on
their own, but in that case they will only return the values "TRUE" or "FALSE". As these two values are not
particularly meaningful on a spreadsheet, it is much more useful to combine the AND, OR and NOT functions within an IF
statement. This way, you can ask for calculations to be performed or other text messages to appear as a result.

And
This function is a logical test to see if all conditions are true. If this is the case, the value "TRUE" is returned. If any of the
arguments in the AND statement are found to be false, the whole statement produces the value "FALSE". This function is
particularly useful as a check to make sure that all conditions you set are met. Arguments are entered in the AND
statement in parentheses, separated by commas, and there is a maximum of 30 arguments to one AND statement. The
following example checks that two cells, B1 and B2, are both greater than 100.
=AND(B1>100,B2>100)
OR
This function is a logical test to see if one or more conditions are true. If this is the case, the value "TRUE" is returned. If just
one of the arguments in the OR statement is found to be true, the whole statement produces the value "TRUE". Only when
all arguments are false will the value "FALSE" be returned. This function is particularly useful as a check to make sure that at
least one of the conditions you set is met.
=IF(OR(B1>100,B2>100),"at least one is OK","Figures not high enough")

In the above formula, only one of the numbers in cells B1 and B2 has to be over 100 in order for them to be
added together. The message only appears if neither figure is high enough.

NOT
NOT checks to see if the argument is false. If so, the value "TRUE" is returned. It is best to use NOT as
"provided this is not the case" function. In other words, so long as the argument is false, the overall statement is true. In
the example, the cell contents of B1 are returned unless the number 13 is encountered. If B1 is found to contain 13, the
message "Unlucky!" is displayed;
=IF(NOT(B1=13),B1,"Unlucky!")

The NOT function can only contain one argument.

 Special Functions
LEFT and RIGHT

TRIM and CONCATENATE

NOW

ISERROR

COUNTIF/AVERAGEIF/SUMIF
 Right Function
the Right function extracts a substring from a string starting from the right-most
character.
The syntax for the Right function is:
=Right( text, number_of_characters )

text is the string that you wish to extract from.

number_of_characters indicates the number of characters that you wish to extract

starting from the right-most character.

Based on the given example

would return "soup"

=Right(A1, 4)

=Right(A1, 6) would return “t Soup"

=Right ("Excel", 3) would return "cel"

Left Function

would return “Alph"

=Left(A1, 4)

=Right(A2, 6) would return “techon"

 Trim Function
the Trim function returns a text value with the leading and trailing spaces removed.

The syntax for the Trim function is:

=Trim( text )

text is the text value to remove the leading and trailing spaces from.

Based on the given example

would return "Tech on the Net"

=Trim(A1)
=Trim(A2) would return "1234"
=Trim(A3) would return "alphabet soup"
=Trim(" apples ") would return "apples"

Now Function

the Now function returns the current system date and

time.

The syntax for the Now function is:

=Now()
Concatenate
the Concatenate function allows you to join 2 or more strings together.

The syntax for the Concatenate function is:

Concatenate( text1, text2, ... text_n )

There can be up to 30 strings that are joined together.

Based on the given example

would return "Alphabet"

=Concatenate(A1, A2)
=Concatenate (A2,” would return “bet ter”
“ ,”ter”)
=Concatenate(A1, "bet would return "Alphabet
soup") soup"
ISERROR
ISERROR is a very useful function that tells you if the formula you look at with
it gives any error value.
Iserror (Value)
Value refers to any error value (#N/A, #VALUE!, #REF!, #DIV/0!, #NUM!,
#NAME?, or #NULL!)
To use ISERROR function
In the example below the average functions in the column G is trying to divide
empty cells and giving the
error message #DIV/0! The error function checking that cell gives the value
true there is an error this could
be nested in an IF function with an AVERAGE function so that the error
message does not show in column G

COUNTIF

COUNTIF counts the number of cells in a range based on a given

criteria.
COUNTIF(range,criteria)

RANGE is one or more cells to count, including numbers or names,

arrays, or references that contain
numbers. Blank and text values are ignored.

CRITERIA is the criteria in the form of a number, expression, cell

reference, or text that defines which cells
will be counted. For example, criteria can be expressed as 32, "32",
">32", "apples", or B4.
AVERAGEIF
A very common request is for a single function to conditionally average a range of numbers – a complement
to SUMIF and COUNTIF. AVERAGEIF, allows users to easily average a range based on a specific criteria.

AVERAGEIF(Range, Criteria, [Average Range])

RANGE is one or more cells to average, including numbers or names, arrays, or references that contain numbers.
CRITERIA is the criteria in the form of a number, expression, cell reference, or text that defines which cells are averaged. For example,
criteria can be expressed as 32, "32", ">32", "apples", or B4.
AVERAGE range is the actual set of cells to average. If omitted, RANGE is used.
Here is an example that returns the average of B2:B5 where the corresponding value in column A is greater
than 250,000:
=AVERAGEIF(A2:A5, “>250000”, B2:B5)

Sumif
the SumIf function adds all numbers in a range of cells, based on a given criteria.
The syntax for the SumIf function is:
SumIf( range, criteria, sum_range )

range is the range of cells that you want to apply the criteria against.
criteria is used to determine which cells to add.
sum_range are the cells to sum.

Based on the given example

would return 218.6
=SumIf(A2:A6, D2, C2:C6)

=SumIf(A:A, D2, C:C) would return 218.6

=SumIf(A2:A6, 2003, C2:C6) would return 7.2

=SumIf(A2:A6, ">=2001", C2:C6) would return 12.6

 Data Lookup

LOOKUP FUNCTIONS
These functions allow you to create formulae which examine large amounts of data and
find information which matches or approximates to certain conditions. They are
simpler to construct than nested IF’s and can produce many more varied results.

Lookup

The syntax for LOOKUP is as follows;

IMPORTANT:
It is essential that data in the
=LOOKUP( lookup_value , lookup_vector , result_vector )
lookup vector is placed in
ascending order, i.e. numbers
from lowest
number or text entry to
to highest, text from A to Z. If
look for
area in which to this is not done, the LOOKUP
search for the lookup_value adjacent row or function may return the wrong
column where the result.
corresponding
value or text is to be
found
Vlookup
The VLOOKUP searches vertically.
*whereas HLOOKUP searches the value in horizontally.

The syntax for the VLOOKUP function follows the same pattern as HLOOKUP, except that instead of
specifying a row index number, you would specify a column index number to instruct VLOOKUP to move
across to a specific column in the array where the required value is to be found.

=VLOOKUP( lookup_value , table_array , col_index_number )

In the case of VLOOKUP, data in the first column of the array should be in ascending order, as VLOOKUP
searches down this column for the lookup_value.
In the same spreadsheet as before, a VLOOKUP formula could be used to search for a specific time period,
then return the appropriate rate for a fixed amount. In the following example, a time period is entered in
cell A54 and in B54 the VLOOKUP formula is contained;

The cell A54 is the lookup_value (time period), the

table_array is as before, and for this example rates are
looked up for a loan of £40000, hence the
column_index_number 5. By changing the value of cell
A54, the appropriate rate for that time period is
returned. Where the specific lookup_value is not found,
VLOOKUP works in the same way as HLOOKUP. In other
words, the nearest value in the array that is less than
the lookup_value will be returned. So, a £40000 loan
over 17 years would return an interest rate of 16.00%.

Cell B54 holds this formula;

=VLOOKUP(A54,C43:H48,5)
 Fun
• Scientists Tell Us
• The average person spends:
• 9.5 years sleeping
• 4.2 years eating
• 3.8 years on the toilet
• 2.8 years traveling

and...

1.9 years waiting for Excel to recalculate!

30 shortcuts to speed up your calculations.

1. Select the current column [Ctrl] + [Space]

2. Select the current row [Shift] + [Space]
3. Edit the active cell [F2]
4. Move to the beginning of the worksheet [Ctrl] + [Home]
5. Move to the last cell on the worksheet [Ctrl] + [End]
6. Paste a name into a formula [F3]
7. Paste a function into a formula [Shift] + [F3]
8. Alternate value/formula view [Ctrl] + [`] (on key [1])
9. Calculate all sheets in all open workbooks [F9]
10. Display the Go To dialog box [F5]
11. Display the Find dialog box [Shift] + [F5]
12. Display the Format Cells dialog box [Ctrl] + [1]
13. Create a chart [F11]
14. Insert a new sheet [Alt] + [Shift] + [F1]
15. Repeat the last action [F4]
16. Repeat Find [Shift] + [F4]
17. Open [Ctrl] + [F12]
18. Exit [Ctrl] + [F4]
19. Check spelling of current cell [F7]
20. Activate the menu bar [F10]
21. Display the Macro dialog box [Alt] + [F8]
22. Apply outline to active cell [Ctrl] + [Shift] + [&]
23. Convert to a percentage [Ctrl] + [Shift] + [%]
24. Select all filled cells around active cell [Ctrl] + [Shift] + [*]
25. Move to next sheet [Ctrl] + [Page Down]
26. Move to previous sheet [Ctrl] + [Page Up]
27. Complete a cell entry and move up [Shift] + [Enter]
28. Complete a cell entry and move right [Tab]
29. Complete a cell entry and move left [Shift] + [Tab]
30. Edit a cell comment [Shift] + [F2]