Excel 2023

The Practical Step-by-Step Manual of Microsoft Excel for Learning Basic and Advanced Features, Formulas, and Charts with Easy and Clear Examples | From Beginner to Advanced in 7 days

Alan Roberts

Bonus Liber

Copyright

Copyright © 2022 by Alan Roberts - All rights reserved.

No portion of this book may be reproduced in any form without written permission from the publisher or author except as permitted by U.S. copyright law.

This publication is designed to provide accurate and authoritative information in regard to the subject matter covered. It is sold with the understanding that neither the author nor the publisher is engaged in rendering legal, investment, accounting, or other professional services. While the publisher and author have used their best efforts in preparing this book, they make no representations or warranties concerning the accuracy or completeness of the book's contents and specifically disclaim any implied warranties of merchantability or fitness for a particular purpose. No warranty may be created or extended by sales representatives or written sales materials. The advice and strategies contained herein may not be suitable for your situation. You should consult with a professional when appropriate. Neither the publisher nor the author shall be liable for any loss of profit or any other commercial damages, including but not limited to special, incidental, consequential, personal, or other damages.

The mention of Excel and Microsoft in this book is for informational purposes only and is not intended to infringe upon any trademark or intellectual property rights held by Microsoft Corporation. Excel and Microsoft are registered trademarks of Microsoft Corporation and are used here only to refer to the software and company, respectively. No endorsement or affiliation with Microsoft Corporation is implied or intended.

Published by Bonus Liber (www.bonusliber.com)
Email: admin@bonusliber.com
Edited by Melissa Fields
Book Cover by Karen Davies

First Edition – January 2023

Contents

Introduction

1. An Overview of MS Excel

1.1 History

1.2 Six Reasons Why You Should Learn to Use Excel

1.3 Different Uses of MS Excel

1.4 Where Can You Download Excel?

2. Excel 101: The Basics You Need to Know

2.1 Understanding the Spreadsheet

2.2 Excel Basic Components

2.3 Ten Tips to Start Using Excel

2.4 Setting Up Your First Spreadsheet

3. Working with Worksheets and Workbooks

3.1 Excel Workbook

3.2 Excel Worksheet

3.3 Excel Worksheets and Workbooks: Further Explanation

4. Navigating the Excel Ribbon: Tabs and Their Functions

4.1 Basic Ribbon Components

4.2 Home Tab

4.3 Insert Tab

4.4 Page Layout Tab

4.5 Formulas Tab

4.6 Data Tab

4.7 Review Tab

4.8 View Tab

4.9 Help Tab

5. The Power of Excel Formulas: How to Transform Your Data

5.1 What is a Formula in Excel?

5.2 How to Use Formulas in Microsoft Excel

5.3 Most Common Excel Formulas

5.4 Advanced Excel Formula and Functions

5.4 Advanced Formula Techniques

6. Excel Tables: Best Practices for Organizing and Analyzing Data

6.1 Improving Data Analysis with Tables

6.2 Making a table in Microsoft Excel

6.3 Table formatting

6.4 Excel Table Features

7. Mastering Excel Charts: From Static to Dynamic Data Visualization

7.1 What are Charts in Excel?

7.2 Types of Charts and Their Use

7.3 How to Make a Chart in Excel

7.4 Dynamic Charts

8. Mastering the Art of Pivot Tables

8.1 Setting Up a Pivot Table

8.2 Customizing the Pivot Table

8.3 Advanced Pivot Table Techniques

8.4 Troubleshooting Pivot Tables

9. Excel Data Management: From Data Entry to Data Analysis

9.1 Freezing and Viewing Panes

9.2 Data Sorting

9.3 Data Filtering

9.4 Find and Replace

9.5 Validation of Data

9.6 Importing and Exporting Data

9.7 Advanced Data Management Techniques in Excel

10. Troubleshooting Common Excel Errors

10.1 How to Avoid the Most Common Mistakes

10.2 Most Common Excel Problems

10.3 Fixing Simple Errors

11. Excel Shortcuts and Hacks: Boost Your Efficiency and Save Time

11.1 Keyboard Shortcuts for Common Tasks in Excel

11.1 Daily Tips

11.2 Advanced Hacks and Tips for Efficient Excel Use

11.3 Protecting Data

11.4 Printing

Conclusion

Introduction

If you're here, you probably already know that Excel proficiency is a must-have in almost any professional setting. Have you heard that it's also one of the easiest to learn?

With our help, you may learn the essentials of MS Excel and get started right away. Everything from the fundamentals, such as data sorting and cell formatting, to more advanced functions, such as making charts and graphs, will be covered.

You'll also discover why learning this software is so important—it can help you in a variety of ways! You can use Excel to present information, organize data for analysis, create sophisticated spreadsheets with numbers or text, and so on. I am confident that at the end of this guide, you will have a clearer understanding and be able to achieve all of these things and more.

Today's world is all about data, statistics, and figures. Whether historical calculations or those related to space science, the importance of spreadsheets is rapidly increasing, and so is the need for professionals who can create them. With such skills, you can make huge amounts of money without having to invest anything yourself.

Even the most difficult problems can be broken down into manageable bits with the right tools. One of these tools is Excel. It is a spreadsheet tool that allows you to easily organize data and numbers in one place, making it ideal for financial analysis and data management in businesses of all sizes and sectors worldwide.

Excel is an essential tool for many different sorts of businesses, but most users just scratch the surface of its potential. In fact, many people are intimidated by Excel's advanced features and never learn how to use them.

This guide aims to help you get the most out of your Excel experience. We'll start from square one and teach you everything you need to know about Excel fundamentals—and then we'll take it a step further, showing you how to get the most out of your data analysis and reporting. You'll learn how to use formulas and functions, manipulate data in unique ways, and even create charts and graphs that will impress your boss.

Every professional, employee, student, and anyone else who wants some kind of order and efficiency in their work to perform the most basic to the most complex tasks, should learn how to use Excel. In the following chapters, we will produce a series of materials based on concepts, techniques, functions, and formulae to help both a novice and an expert understand the benefits of this spreadsheet, which Dr. Charles Simonyi created in 1985.

Whether you're a student, a business professional, or just someone who needs to know their way around a spreadsheet, this guide to MS Excel will help you get started! Are you ready to go on this journey with me? Let’s go then!

Chapter one

An Overview of MS Excel

Microsoft Office's Excel program is one that many people already use, and almost everyone has heard of it. The program's spreadsheet-based design allows for a wide variety of uses. Different data types make it possible to organize, calculate, and store data for later use. Using the Excel grid interface, you can organize almost any type of data you can imagine. Excel's strength in data management is its ability to customize the look and feel of the data in any way you see fit.

Microsoft Excel is the most popular spreadsheet program on the planet. You can work with tables of numerical data organized in columns and rows in Microsoft Excel spreadsheets. These tables can be updated using various arithmetic operations and mathematical functions. Excel enables you to make pivot tables, use graphing tools, build macros, and perform a wide range of other useful features and activities. In addition to textual information, they can also show data graphs, including bar charts, histograms, and line graphs. Microsoft Excel is compatible with a number of operating systems, including Mac OS X, iOS, Android, Windows, and Windows Phone. Spreadsheet programs like Microsoft Excel, which use rows and columns to organize and modify data, make it easier to manage and organize data. In spreadsheets, rows are represented by numbers, while alphabets represent column headings. You can use Microsoft's Dynamic Data Exchange (DDE) to get data from external sources and Visual Basic for Applications (VBA) to program with Excel.

1.1 History

Microsoft Excel is a spreadsheet program that was first released in 1985 as part of the Microsoft Office suite of productivity tools. Excel was developed by a team led by programmer Bruce Artwick and was designed to be a more powerful and feature-rich alternative to existing spreadsheet programs such as Lotus 1-2-3.

The first version of Excel was released for Macintosh and was quickly followed by a version for Windows in 1987. Over the years, Excel has undergone numerous updates and has become an essential tool for businesses, financial analysts, and individuals around the world.

One of the key features of Excel is its ability to perform calculations on large amounts of data using a variety of built-in functions. This makes it an ideal tool for financial modeling, data analysis, and other tasks that require the manipulation of large data sets. In addition to its calculation capabilities, Excel also includes a range of formatting options, making it easy to create professional-looking spreadsheets and charts.

Throughout its history, Excel has continued to evolve and add new features. In the 1990s, Excel introduced support for macros, which allowed users to automate tasks and streamline workflows. In the early 2000s, Excel added support for pivot tables, which made it easier to analyze and summarize data. In the 2010s, Excel added support for data visualization tools such as sparklines and conditional formatting, making it easier to create interactive and visually appealing spreadsheets.

In the most recent versions of Excel, Microsoft has continued to focus on improving the program's data analysis capabilities. This includes the addition of new functions for machine learning and data analysis, as well as improved support for data integration and visualization.

Excel has become a staple of the Microsoft Office suite and is used by millions of people around the world. It continues to evolve and add new features, making it a powerful and versatile tool for anyone looking to work with data.

1.2 Six Reasons Why You Should Learn to Use Excel

Excel is a powerful tool for anyone who wants to make data-driven decisions. Whether you're a manager, a business owner, or an analyst, it's important to understand how to use Excel effectively.

Here are six reasons why you should learn how to use Excel:

It’s an industry standard

You might ask how Excel can come in handy. So, how many hours do you think they spend on Excel if you work in finance? Usually, a lot. They may use other systems for mathematical calculations, but they always export data from those systems into a more user-friendly standard format and use it in Excel. Excel is the appropriate tool for finance professionals who need to create reports, charts, simulations, and undertake "what if" data analyses. Furthermore, it has several finance-specific built-in functions, such as PMT, IPMT, PPMT, SLN, etc.

If you work in sales, you will be required to report totals, averages, margins, simple computations, charts, and possibly magnificent Dashboards. This is a popular buzzword right now, with many businesses aiming to create excellent user-friendly, engaging dashboard-style interfaces to their back-end data sheets, including charts, interactive menus, dropdown options, button-driven reports, and charts. Slicers and Timelines can also be added to dashboards.

Engineers will need to use calculations, projected numbers, quantities, VLOOKUP functions, and various sorts of charts, as well as a variety of built-in functions particular to that domain, such as CONVERT, SIN COS, and TAN functions.

It improves your productivity

Excel may increase corporate productivity tenfold if you know how to rapidly generate a quality spreadsheet. Then you are a valuable asset to that company because you have very useful skills. Excel is a logical application that is relatively easy to master. Yes, some formulas are more complicated, yet the logic is frequently simple. Knowing and using keyboard shortcuts to speed up your usage of Excel and features like copy/paste and dragging formulas across columns and rows will allow them to re-adjust to their new cell references, which can enhance productivity. Large volumes of data can be processed fast in Excel by filtering, sorting, calculating, performing what-if analysis, and visualizing data as pie charts or line charts with trendlines. Conditional formatting can provide a splash of color, such as traffic light controls in red, yellow, and green. Ticks, crosses, data bars, thermal scales, and smiley faces can all be added. Because it is interoperable with other office apps, you may rapidly exchange data using Excel or copy it to Word or PowerPoint for reports and presentations.

It enhances your work’s quality

Excel can help you improve your work's quality by allowing you to quickly generate appealing dashboards, reports, interfaces, charts, and properly formatted data. This can easily be copied and pasted into a PowerPoint presentation or Word document to use. Working with a standard template also means that someone else has generated and tested the template for mathematical accuracy, standard formatting layout, and positioning.

It's versatile

Businesses would be sad places without spreadsheets. Without your finance simulator worksheet, Peter couldn't calculate that enormous data from online sales, and Acme Ltd couldn't anticipate the next quarter's profits. Without Excel, how can David see orders over the next twelve months on his dashboard? Will Anna select her new product line without the pie charts, or will Ben know who he needs to call this week without Mark's Excel-based sales contact data sheets? How will Kate determine the end-of-term stationary requirements, or what should Frank charge his clients for the following year's rentals based on the previous year + 4%?

So many operations would require specialized and probably costly software if we didn't have our beloved spreadsheets. Why bother when Excel can do everything?

It boosts collaboration

Excel now offers several collaborative tools that can help you get things done no matter where your employees are. MS Office is truly a global set of tools, and with Excel, we can share spreadsheets and ask managers or team members to add data, edit existing cells, tweak formulas, and change or add styling and graphics. You can then control and track the modifications, approve or reject cell changes, and add comments to data cells as appropriate.

Office 365 is already being deployed to many businesses, and the possibilities for working on a spreadsheet with other colleagues are limitless. Collaboration over the internet is the way to go!

It transforms you into the god of the office

You might think that only investment bankers and accountants use Excel, but it's also used by scientists, teachers, business owners, graphic artists, and many others. Whatever you do in the office, there's a good chance Excel can help you do it better; it's just a matter of figuring out how it works.

Even better, excel proficiency can make you the office's go-to guy; you never know when your employer or a colleague will need someone with Excel skills to work their magic, and you could be that person. Who wouldn't want a gold star?

***

One of my latest findings revealed that the majority of recruiting organizations or employment positions require basic or advanced Excel knowledge. As a result, many job-seekers are discovered to be competitively falling behind and unable to ace the interview rounds.

Excel, believe it or not, is a proven skill to help you land a job and stand out from the crowd. The three occupations account for 80% of job vacancies that require spreadsheet and word-processing software skills.

Now, you may be wondering why young professionals aren't learning how to use this software at a younger age. This is due to our education system's emphasis on traditional syllabus-based learning. Most educational institutions do not emphasize implicit practical learning and instead focus on theoretical teaching.

Students struggle to navigate the traditional learning system, resulting in poor industrial skills or knowledge. Furthermore, they need to be made aware of the industry's leading practices due to a lack of mentorship. Therefore, it is critical for students and young professionals to develop this skill early on.

1.3 Different Uses of MS Excel

Excel is a versatile and essential tool used in a wide range of settings and for various purposes.

In the Workplace

One of the most common uses of Excel in the workplace is for data analysis. Excel allows users to organize, sort, and filter large amounts of data, making it easier to identify trends, patterns, and relationships. It can also be used to create pivot tables, which allow users to quickly summarize and analyze data from different angles.

Excel is also frequently used for financial modeling, which involves creating detailed projections of a company's financial performance over a period of time. This can be useful for making business decisions, such as whether to invest in a new product or expand into a new market.

In addition to data analysis and financial modeling, Excel is often used for project management. It can help project managers track progress, allocate resources, and manage budgets. Excel can also be used to create Gantt charts, which are graphical representations of a project's timeline, tasks, and dependencies.

In Education

Excel is also widely used in education, particularly in business and economics courses. It can be used to organize and analyze data, create graphs and charts to visualize data, and prepare reports and presentations.

In addition to these applications, Excel can be used to teach students important skills, such as problem-solving, critical thinking, and decision-making. It can also help students develop their analytical and communication skills, as they learn how to present data and insights in a clear and concise manner.

1.4 Where Can You Download Excel?

There is a separate version of Microsoft Excel that you can download from the Microsoft website. You can find it at https://www.microsoft.com/en-us/ww/microsoft-365/excel on the official Microsoft website.

You can buy it or first try it for free. On the website, you can sign up for the newsletter. You can choose from many different plans and licenses for this software. There are licenses for both personal and commercial use. With the Home license, you can choose three different licenses. There is one for you, one for a family of two to six people, and one for a student who can only use one computer or laptop at a time. Each one has a different price and is good for a year. Business One has four different types of plans: Basic, Standard, Premium, and Apps for Business. Each plan has different features and prices for a whole year. Check out the pricing and licensing plans for more information.

It's time to get started.

The next chapter will help you get your feet wet in Excel. You'll learn how to navigate the program and use some of its basic features, but don't forget that this guide is just a starting point—you'll have to practice what you've learned to become an expert!

Chapter two

Excel 101: The Basics You Need to Know

There are several spreadsheet programs available, but Excel is the most extensively used. People have been using it for the previous 30 years, and it has been enhanced with more and more functions over that time.

The nicest thing about Excel is that it can be used for a wide range of business operations, including statistics, finance, data management, forecasting, analysis, inventory and billing tracking, and business intelligence.

Here are a few examples of what it can accomplish for you:

Store and Import Data

Number Crunching

Automation of Tasks

Charts and Graphs

Templates/Dashboards

And Much More…

The three most crucial Excel components to grasp first are:

Cell

A cell is the tiniest yet most powerful component of a spreadsheet. You can enter data into a cell by entering or copy-pasting. Data can take the form of text, numbers, or dates. You can also change the size, text color, background color, borders, and so on. Every cell is identifiable by its cell address, which includes the column and row numbers (If a cell is on the 11th row and on column AB, then its address will be AB11).

Worksheet

A worksheet is made up of separate cells that can have a value, a formula, or text in them. It also includes an invisible drawing layer for charts, pictures, and diagrams. By clicking the tab at the bottom of the workbook window, you can access each worksheet in the workbook. A workbook can also store chart sheets, which display a single chart and are accessed by clicking a tab.

Workbook

A workbook, like any other application, is a separate file. Worksheets are included in each workbook. A workbook can alternatively be defined as a collection of many worksheets or as a single worksheet. You can add and remove worksheets, hide them without removing them, and rearrange the order of your worksheets within the workbook.

2.1 Understanding the Spreadsheet

A spreadsheet is a popular tool for working with numbers and performing operations on them. Anyone can use this spreadsheet to deal with a large amount of data and numbers. It contains a lot of integrated capabilities that let you do technical, financial, mathematical, and statistical calculations.

For discussing the significance of the Excel spreadsheet, it is important to draw attention to some computer tool features, which today have a broad range of applications.

The vast number of experts using this technology is another aspect that should be brought up to emphasize its importance. Various professions with no connection to mathematics use this tool and its ability to automate operations because it is an excellent ally for administrators, inventory managers, students, accountants, scientists, and enterprising communicators.

As it enables viewing the impact that changes in the variables have on the desired result, this program is incredibly adaptive and versatile, ideal for decision-making.

As you can see, the spreadsheet's purpose is to arrange and save data and information in a workspace that resembles a matrix on a piece of graph paper. When a document is opened in the application, you can see that it has a specific number of rows and columns that are also distinguishable. It is crucial to recognize and comprehend that the rows are named with numbers on the left and that the columns are denoted by letters at the top. The cells take on the shape at the point where the rows and columns connect.

2.2 Excel Basic Components

In order to get the most out of it, you should familiarize yourself with the layout of its interface before you begin using it. The essential building blocks for mastering Microsoft Excel are listed below.

Active cell – An active cell is one that is currently selected. A rectangle box will emphasize it, and its address will be displayed in the address bar. You can activate a cell by either clicking on it or using your arrow keys. To edit a cell, double-click on it or press F2.

Columns – A column is a vertical group of cells. A single worksheet has a total of 16384 columns. Each column has its own letter for identification, ranging from A to XFD. By clicking on a column's heading, you can pick it.

Rows – A row is a horizontal group of cells. A single worksheet has a total of 1048576 rows. For identification, each row has its unique number ranging from 1 to 1048576. By clicking on the row number shown on the left side of the window, you can select a row.

Fill Handle - This is a little dot in the bottom right corner of the active cell. It assists you in filling numeric values, text series, inserting ranges, inserting serial numbers, and so on.

Address bar – This bar displays the address of the currently active cell. If you have picked more than one cell, the address of the first cell in the range will be displayed.

Formula bar – The formula bar is an input bar located beneath the ribbon. It displays the active cell's content and can also be used to enter a formula into a cell.

Title bar – The title bar will display the name of your workbook, followed by the name of the application ("Microsoft Excel").

File Menu - The File menu, like all other programs, is a simple menu. It includes possibilities such as (Save, Save As, Open, New, Print, Excel Options, Share, etc).

Quick Access Toolbar - A toolbar for quick access to frequently used features. You can add your preferred settings to the fast access toolbar by adding new options.

Ribbon – Beginning with Microsoft Excel 2007, all options menus have been replaced by ribbons. Ribbon tabs are a collection of specific option groups that include the choice.

Worksheet Tab - This tab displays all of the worksheets in the workbook. By default, your new workbook will have three worksheets with the titles Sheet1, Sheet2, and Sheet3 accordingly.

Status Bar - This is a small bar located at the bottom of the Excel window. It will provide you with immediate assistance once you begin working in Excel.

2.3 Ten Tips to Start Using Excel

If you're reading this, odds are you're a beginner. Maybe you've never used Excel at all, or maybe you just want to learn some new tricks. Either way, we've got your back: we'll walk you through everything from setting up your first spreadsheet to using functions and templates, as well as teaching you how to use the most important commands in the software. You'll be able to do everything from creating simple tables to building complicated formulas in no time at all!

Once you're done reading this book, here are some helpful tips:

Start by familiarizing yourself with the layout and interface of MS Excel. Take note of the different tabs and menus available to you, and how to navigate between them.

Begin by creating a new spreadsheet using the "File" menu or the "New" button on the Home tab. Enter the desired data into the cells of the spreadsheet, using the keyboard or mouse to navigate and edit the cells.

Use the various formatting options available in MS Excel to make your data more readable and organized. These include changing the font size, style, and color, as well as adjusting cell borders and alignments.

Take advantage of the formulas and functions available in MS Excel to perform calculations and analysis on your data. These include basic math operations, as well as more complex statistical and financial formulas.

Use the "Sort" and "Filter" tools to organize and analyze your data in different ways. These tools allow you to rearrange your data based on specific criteria, and to quickly highlight specific subsets of data.

Use the "Insert" menu to add additional features and visualizations to your spreadsheet, such as charts, graphs, and images. These tools can help you better understand and present your data.

Use the "Print" option to create a physical copy of your spreadsheet, or save it as a PDF or other file type for sharing or archiving. This will allow you to share your data with others, or to access it on different devices.

Take advantage of the collaboration features in MS Excel, such as sharing your spreadsheet with others, or working on the same spreadsheet simultaneously with multiple users.

Use the built-in help resources and tutorials to learn more about the advanced features and capabilities of MS Excel. This will help you to become more proficient and efficient with the program.

Finally, practice regularly and experiment with different features and tools to become more comfortable and confident with using MS Excel. With time and experience, you will be able to master the program and use it to its full potential.

2.4 Setting Up Your First Spreadsheet

Setting up a spreadsheet in Microsoft Excel is a crucial first step in organizing and analyzing data. Whether you're new to Excel or an experienced user, it's important to understand the basics of creating a new workbook and navigating the interface.

Opening Excel and Creating a New Workbook

To open Excel on a Windows or Mac computer, simply click on the Excel icon in the Start menu or the Applications folder. Once Excel is open, you'll see a blank workbook with a single sheet called "Sheet1." You can create a new workbook by clicking on the "File" tab in the top left corner of the ribbon and selecting "New." From here, you can choose to create a blank workbook or select from a variety of templates, such as a budget planner or invoicing template.

If you want to create a new workbook from scratch, simply select the "Blank Workbook" option. You can then give your workbook a name and choose a location to save it. It's a good idea to save your workbook frequently as you work on it to ensure that you don't lose any important data.

Navigating the Interface and Understanding Basic Terminology

Excel consists of a series of sheets that are organized into rows and columns. The rows are numbered, starting with row 1 at the top of the sheet, and the columns are lettered, starting with column A on the left side. The intersection of a row and column is called a cell. Cells can contain data, formulas, or formatting.

The ribbon at the top of the Excel window contains all of the tools and options you'll need to work with your data. The ribbon is divided into tabs, each of which contains a different set of tools and options. For example, the "Home" tab contains tools for formatting cells, the "Insert" tab contains tools for inserting objects into a sheet, and the "Data" tab contains tools for working with data.

Setting Up Columns and Rows and Adjusting Column Widths and Row Heights

When setting up a new spreadsheet, you'll need to decide how many columns and rows you need. You can add or delete columns and rows using the ribbon or the right-click menu. To add a column or row, simply click on the "Insert" tab in the ribbon and select "Insert Columns" or "Insert Rows." To delete a column or row, right-click on the column or row header and select "Delete."

You can adjust the width of columns and the height of rows by dragging the boundary line between two columns or rows. Alternatively, you can use the ribbon to set the width of all columns or the height of all rows to a specific value. Simply click on the "Home" tab in the ribbon and use the "Column Width" and "Row Height" options in the "Cells" group.

Adding and Deleting Sheets Within a Workbook

Excel workbooks can contain multiple sheets, which can be useful for organizing data into different categories or for creating separate sheets for different purposes. For example, you might have a sheet for sales data, a sheet for expenses, and a sheet for budget projections.

To add a new sheet to a workbook in Microsoft Excel:

Click on the "Home" tab in the ribbon.

In the "Cells" group, click the "Insert" dropdown arrow.

Select "Insert Sheet" from the dropdown menu.

To delete a sheet from a workbook in Microsoft Excel:

Right-click on the sheet tab that you want to delete.

Select "Delete" from the context menu.

Click "OK" in the confirmation prompt to delete the sheet.

Note: You cannot delete a sheet if it is the only sheet in the workbook. You must have at least one sheet in a workbook at all times.

Chapter three

Working with Worksheets and Workbooks

Worksheets and workbooks are two fundamental components of Microsoft Excel. A worksheet is a single page within a workbook, and a workbook is a collection of one or more worksheets.

Worksheets are typically used to store and manipulate data, and are made up of a grid of rows and columns. Each row is identified by a number, and each column is identified by a letter or combination of letters. The intersection of a row and column is known as a cell, and each cell can contain a value, formula, or text.

A worksheet can be used to track expenses, create a budget, calculate loan payments, or organize any other type of data. The built-in formulas and functions in Excel make it easy to perform calculations and analysis on the data in a worksheet. For example, the SUM function can be used to quickly calculate the total of a range of cells, while the IF function can be used to apply conditional logic to data.

One of the key benefits of using a worksheet is the ability to create relationships between different cells or ranges of cells. This is known as creating a reference, and allows for the values in one cell or range of cells to be used in a formula in another cell or range of cells. For example, a reference can be created between the total cost of an item in one cell and the quantity of that item in another cell, allowing for the calculation of the cost per unit.

A workbook is a collection of one or more worksheets, and is used to organize and manage related data. For example, a workbook can be used to track the sales, expenses, and profits of a business across multiple worksheets, each representing a different month or quarter.

One of the main advantages of using a workbook is the ability to easily switch between different worksheets within the same file. This allows for the data in one worksheet to be used in formulas and calculations on another worksheet, allowing for cross-worksheet analysis and comparison.

Additionally, workbooks can be easily shared with others, allowing for collaboration and data sharing. Excel also offers the ability to protect certain worksheets or workbooks with a password, allowing for control over who has access to the data.

In summary, worksheets and workbooks are essential components of Excel, providing a way to organize, manipulate, and analyze data. Whether used for personal or business purposes, these tools offer a powerful and versatile way to manage data.

3.1 Excel Workbook

As just mentioned above, a workbook is a collection of one or more worksheets containing various connected data, much like a file or a book. The fundamental objective is to compile all pertinent data in one location, however different categories (worksheet). Additionally, there is no upper limit on the number of worksheets you can create and maintain. Consider a college that has to keep track of the information on its students. If so, other spreadsheets could be utilized, such as one for attendance, personal information, fee deposit information, etc.

What You Must Understand About Excel Workbook

A workbook is a document or book that includes one or more worksheets with different kinds of data.

Moving a workbook from one workbook to another is difficult.

The most typical sort of data is information in the form of a workbook.

A maximum quantity of data can be entered into a workbook.

Workbooks are frequently utilized in a formal setting.

A worksheet may be used to automatically create a workbook.

Workbooks do not permit the modification of data. The data's face, or front page, is all that the workbook is.

Click the File tab and choose a blank worksheet to create a workbook. Then a new workbook will be available for you, where you can enter different pieces of information into numerous worksheets.

Multiple worksheets can be used simultaneously.

3.2 Excel Worksheet

In Excel, a worksheet is a single spreadsheet comprised of a matrix of square cells arranged in rows and columns and tabulated. It has a total of 17,179,869,184 cells on a page of an Excel spreadsheet where you can modify, write, and edit data. It has 1,048,576 rows and 16,384 columns. Rows are indicated by numbers starting at 0, while columns are marked by an alphabet(s) starting with A. The number of worksheets you can maintain in a workbook is often unbounded. It is merely a piece of system memory.

The Things You Should Know About Excel Worksheet

Worksheets are favored in a learning or educational setting.

A worksheet can be converted into a workbook.

Workbooks cannot be used for data analysis or management; only worksheets can do so.

Go to the bottom of the screen, hit the + keys, click the Home tab on the ribbon, select Insert, and then choose the Insert Sheet option to add a new tab and worksheet. By clicking the tabs, you can switch between worksheets while you work.

Using a new worksheet for each task could be challenging or even problematic.

3.3 Excel Worksheets and Workbooks: Further Explanation

An organized workbook with several sheets is one of the greatest uses for such a document. I want you to know that learning to appreciate the distinction between a workbook and a worksheet will serve you well in this situation.

For instance, if you use Excel to generate reports for work, you might set up a plan to do so on a regular basis. The report's iterations can be stored and shared in the same file by using the workbook's worksheets.

A recipient of such an Excel workbook file would have access to a history of reports by clicking on the tabs at the bottom of the file.

In Excel, you can make as many blank sheets as needed (up to 255). However, if you have a lot of worksheets, you may need help keeping track of them all because the tabs are so tiny.

Simply right-click on the worksheet you want to rename and select the Rename option from the context menu. Worksheets can be hidden or removed using the same technique.

Go to File > Options > and edit the Include this many sheets option to alter the default number of worksheets added to a new Excel file.

One-page spreadsheets don't necessitate a cross-sheet approach to data management, but if you want to select many sheets at once, you can do so by holding down the Ctrl key while clicking on each sheet.

Any modifications made while multiple worksheets are selected will be applied to all of the selected worksheets. As a result, you can easily update all of your sheets at once.

An extra comparison

A worksheet is a standalone page on which data is input, while a workbook is a collection of worksheets that can be combined for use.

Working with multiple worksheets in a workbook is convenient, as switching back and forth between them can be a pain.

Workbooks are utilized in the workplace, while worksheets are more common in educational settings.

The number of rows and columns that can be entered into a single worksheet varies from workbook to workbook and from worksheet to worksheet.

Both the worksheet and the workbook can be transformed into workbooks automatically or by hand.

Worksheets are where the bulk of data entry and editing occurs, with the workbook itself serving as a storage and retrieval mechanism.

Worksheets have the capability of generating workbooks on their own, and they can also be converted into workbooks manually.

Chapter four

Navigating the Excel Ribbon: Tabs and Their Functions

One of the key features of Excel is its user-friendly interface, which is organized into a series of tabs and ribbons that make it easy to access the various tools and functions available within the program.

Excel Ribbon tabs are the primary means of navigating and accessing the various features and tools available in Microsoft Excel. The Ribbon is located at the top of the Excel window, and is divided into a series of tabs, each containing a set of related commands and tools.

The Home tab is the default tab that is displayed when you open Excel, and it contains a range of tools and commands that are commonly used in Excel, such as formatting tools, insertion tools, and data management tools. Other tabs on the Ribbon include the Insert tab, which contains tools for inserting various types of content into a spreadsheet, such as charts, tables, and shapes; the Page Layout tab, which contains tools for customizing the appearance and layout of a spreadsheet; and the Formulas tab, which contains a range of tools and functions for performing calculations and data analysis.

In addition to the main tabs on the Ribbon, Excel also includes a number of contextual tabs, which are tabs that are displayed only when you are working with a specific type of content, such as a chart or a table. These tabs contain tools and commands that are specifically tailored to working with that type of content.

4.1 Basic Ribbon Components

Start-Ribbon button

It is used for tasks like making new documents, saving work in progress, printing, opening Excel customization options, etc.

Ribbon Tabs

Related commands are grouped together using these tabs. The home tab is used for fundamental operations, including sorting and finding specific data inside the spreadsheet, formatting the data for better presentation, and so on.

Ribbon Bar

Similar instructions are grouped using the ribbon bars. For instance, all the commands required to align data are gathered in the Alignment ribbon bar.

There are nine tabs on the Excel Ribbon: File, Home, Insert, Page Layout, Formulas, Data, Review, View, and Help. The Home tab is the default tab when Excel is opened.

4.2 Home Tab

This tab contains a wide range of formatting and editing tools, including options for font, alignment, and cell formatting. It also includes a clipboard that allows you to cut, copy, and paste data within and between Excel workbooks.

Clipboard

You can display the Clipboard Task Pane by clicking on the dialog launcher in the bottom right corner of the Home tab.

Paste: The most recent contents of the clipboard will be pasted when this button is pressed. The following options are available in the drop-down menu: Paste, Formulas, Paste Values, Use Text Import Wizard, Refreshable Web Query, Paste Link, No Borders, Transpose, Paste as Hyperlink, and Paste Special. The as Picture extension offers three choices: Paste Picture Link, Copy as Picture and Paste as Picture. Which commands can be used to copy an object will depend on what kind of object it is.

(Ctrl + X) "Cut": Keeps the present selection in the clipboard after being cut.

"Copy" (Ctrl + C): The present selection is copied to the clipboard, so it can be pasted later. The option Copy as Picture is also available in the drop-down menu.

Format Painter: This allows you to paste the format from one range or cell into another.

Font

By selecting the dialog box launcher in the Home tab's lower right corner, you can bring up the dialog box of "Format Cells" and the Font tab. The options under this tab, which include font type, font size, increase and decrease font size, bold, italic, and underline, are used to format the type and size of your fonts.

Font Size: Drop-Down. This enables you to change the text's character size.

Font Format: Drop-Down. This is a list of every font style offered for your selection.

Decrease Font Size: When you do this, the present selection's font size changes to the next smaller size in the Font Size box.

Increase Font Size: This makes the font size of the present selection the next size up in the Font Size box.

"Italic" (Ctrl + I): Changes the present selection's italics.

"Bold" (Ctrl + B): You can use it to make the currently selected option bold.

(Ctrl + U) "Underline": With the Drop-Down Button. The button alters the present selection's boldness. The commands Double Underline and Underline are available in the drop-down menu.

Borders: Button with a drop-down. To the present selection, the button adds a border. There are the following commands in the drop-down menu: Bottom, Top, Right, Left, No, Outside, All, Thick Box, Thick Bottom, Bottom Double, Top and Bottom, Top and Double Bottom, Top and Thick Bottom, Line Color, Draw Border Grid, Draw Border, Erase Border, Line Style, and More Borders.

Fill Color: Button with a drop-down. The contextual of the currently selected option receives a color application from the button. No Fill, Standard Colors, Theme Colors, and More Colors are available as drop-down menu options.

Font Color: Button with a drop-down. The button alters the font's color for the currently chosen typeface. Automatic, Standard Colors, Theme Colors, and More Colors are available as drop-down menu options.

Alignment

By clicking the launcher of the dialog box at the bottom-right of the home tab, on the Alignment tab, you can show the "Format Cells" box.

Top Align: Align the text to the cell's top.

Middle Align: The text should be centered within the cell.

Bottom Align: The text should be aligned to the cell's bottom.

Orientation: Drop-Down. It turns the active selection in either a vertical or diagonal direction. The following commands are available in the drop-down menu: Vertical Text, Angle Clockwise, Format Cell Alignment, Rotate Text Down, and Rotate Text Up.

Wrap Text: Wrap the text so it appears on multiple lines, allowing you to see the entire thing.

Left align: Data is aligned to the cell's left side.

Center: Aligns the data to the center of the cell.

Align Right: The cell's right side is where the data is aligned.

(Ctrl + Alt + Shift + Tab) "Decrease Indent": Removes all traces of the indent or reduces it by one level.

(Ctrl + Alt + Tab) "Increase Indent": Gives a level 1 increase in the indent.

Merge and center: Drop-down. The button unifies the contents of the selected cells into a single new cell and merges them. Merge Cells, Merge Across, Merge and Center, and Unmerge Cells are the commands that are available in the drop-down menu. The Merge Across command combines a similar row of cells.

Number

By choosing the dialog box launcher in the home tab's bottom right corner, you can see the "Format Cells" dialog box on the Number tab.

Number Format: This gives a list of all the number formats offered. General, Currency, Number, Accounting, Time, Long Date, Short Date, Fraction, Percentage, Scientific, and Text are the built-in number formats.

Accounting Number Format: With the Drop-Down Button. After pressing the button, your "default" accounting figure format is now included in the present selection. The commands Euro, English (US), English (UK), and More Formats of Accounting are available in the drop-down menu.

(Ctrl + Shift + %) "Percent Style" converts the current option to a percent number format.

Comma Style: It will format the numbers in your present selection using the comma style.

Decrease Decimal: The current choice is reduced by one decimal spot.

Increase Decimal: Adds one decimal placement to the present selection.

Styles

Conditional Formatting: Drop-Down. It gives access to commands for conditional formatting, which could be utilized to automatically apply formatting to cells. These commands are included in it: Manage Rules, Color Scales, Top/Bottom Rules, Icon Sets, Data Bars, Clear Rules, Manage Rules, and New Rules.

Format as Table: Drop-Down. This designates your current selection as the table and adds a Table Style to it. The commands Medium, Light, Dark, New PivotTable Style, and New Table Style are all included in the drop-down menu. The dialog box of "New Table Style" is displayed by the New Table Style. The dialog box of "New PivotTable Style" is displayed by the New PivotTable Style.

Cell Styles: Drop-Down. This updates your current selection with the provided cell style. These commands are included in the drop-down menu: Good, Bad, Custom, and Neutral, Titles and Headings, Data and Model, Number format, New Cell Styles, Themed Cell Styles, and Merge Styles.

Cells

Insert: Drop-Down Button. By inserting cells into the present selection and pressing the button, cells are shifted downward. The commands Insert Sheet Columns, Insert Sheet Rows, Insert Cells, and Insert Sheet is available in the drop-down menu.

Delete: Drop-Down Button. The delete button always clears the present selection, moving cells up. The commands "Delete Sheet Columns," "Delete Sheet Rows," "Delete Cells," and "Delete Sheet" is available in the drop-down menu.

Format: Drop-Down Button. Various helpful instructions that apply to columns, rows, and sheets are provided via the format option. AutoFit Column Width, Column Width, Row Height, Hide and Unhide, Protect Sheet, AutoFit Row Height, Move or Copy Sheet, Rename Sheet, Default Width, Tab Color, Format Cells, and Lock Cell are the instructions that may be found in the drop-down menu. The commands: Unhide Rows, Hide Rows, Unhide Columns, Hide Sheet, Hide Columns, and Unhide Sheet are all included in the Hide and Unhide extension.

Editing

AutoSum: Drop-Down Button. The similar command, which includes the commands Sum, Count Numbers, Average, Max, Min, and More Functions, is accessible through the Formulas Tab.

Fill: Drop-Down. With this option, either group of neighboring cells in whichever direction can be filled with the selection. The commands Up, Down, Left, Right, Across Worksheets, Justify, Series, and Flash Fill are all available in the drop-down menu.

Clear: Drop-Down. This eliminates every item from the present selection or specific items. Clear Hyperlinks, Clear All, Clear Contents, Clear Formats, Clear Comments, and Remove Hyperlinks are among the commands available in the drop-down menu.

Sort and Filter: Drop-Down. This allows you to apply filters to reduce the number of obvious rows and sort the currently selected data or present region descendingly or ascendingly.

Find and Select: Drop-Down. You can use this option to search for and replace a specific input or a set of data. The commands: Replace, Find, Comments, GoTo Special, GoTo, Select Objects, Constants, Formulas, Conditional Formatting, Data Validation, and Selection Pane are all available in the drop-down menu.

4.3 Insert Tab

This tab allows you to insert various types of content into your Excel workbook, including tables, charts, and graphics. It also includes options for creating and inserting links, headers and footers, and page numbers. The insert choices are as follows:

Tables

PivotTable: This function shows the dialog window for "Create PivotTable." In a pivot table, complex data is organized and condensed. The commands PivotChart and PivotTable are available in the drop-down menu. The dialog box of "Create PivotTable" is displayed in the PivotTable, and the dialog box of "Create PivotTable and PivotChart" is displayed in the PivotChart.

Recommended PivotTables: The dialog box of "Recommended PivotTables" is displayed here. A list of customized pivot tables appropriate for your data is displayed.

"Table" (Ctrl + T): The dialog box of "Create Table" appears. When your data is organized as a table, filtering, sorting, and applying to format are simpler.

Illustrations

Pictures: Allows you to access a file on your system files by displaying the "Insert Picture" dialog box.

Online Pictures: Find images from numerous online sources, then place them.

Shapes: Drop-Down. Recent Shapes, Rectangles, Lines, Stars and Banners, Basic Shapes, Equation Shapes, Flowcharts, Block Arrows, and Callouts are among the commands available in the drop-down menu.

Icons: The dialog box of "Insert Icons" appears. You can put an icon to illustrate what you are symbolically trying to say.

3D Models: Drop-Down. You can join a 3D model to turn around and view it from all angles. These commands are available in the drop-down both from a file and online resources.

SmartArt: The dialog box of "Choose a SmartArt Graphic" is displayed in this. It allows you to select from the List, Cycle, Process, Hierarchy, Picture, Matrix, Relationship, Pyramid, and Office.com series of SmartArt.

Screenshot: Drop-Down. You can use it to insert a Windows snapshot. The commands Screen Clipping and Available Windows are available in the drop-down menu.

Clip Art: Snaps the Clip Art task pane's display to allow you to enter images, audio, movies, and other content.

Add-ins

Get Add-ins: This enables you to view all add-ins available in the Office store by displaying the window of Office Add-ins.

My Add-ins: Button with the Drop-Down. Opens the window of Office Add-ins, which shows you every add-in that is currently installed.

Charts

By choosing your data and launching a dialog box from the launcher in the tab's bottom right corner, the dialog box of "Insert Chart" can be displayed. The "Change Chart Type" box will appear if a chart is active.

Recommended Charts: Charts that are recommended for the chosen data are inserted using this method. Excel will recognize your data type and suggest some suitable charts for you.

Column or Bar: Drop-Down. It is used to compare values between a few categories graphically. These commands are included in the drop-down menu: 3-D Column, 2-D Column, 3-D Bar, 2-D Bar, and more column charts are available.

Line or Area: Drop-Down. It displays trends across time, including year, day, and month. The commands 3-D Line, 2-D Area, 2-D Line, and More Line Charts are available in the drop-down menu.

Hierarchy: Drop-Down. It is used to contrast a part with a whole. The commands Sunburst, Treemap, and More Hierarchy Charts are available in the drop-down menu.

Pie or Doughnut: Drop-Down. It is used to display a percentage of a whole. The commands 3-D Pie, 2-D Pie, Doughnut, and Other Pie Charts are available in the drop-down menu.

Statistic: Drop-Down. Your data will be statistically analyzed using it. The commands Box and Whisker, Histogram, and More Statistical Charts are available in the drop-down menu.

Waterfall or Stock: The commands Funnel, Waterfall, Stock, Radar, Surface, and More Stock Charts are available in this drop-down menu.

Scatter XY or Bubble: Drop-Down. The relationship between a group of values is demonstrated using it. The commands Bubble, Scatter, and More Scatter Charts are available in the drop-down menu.

Combo: This is employed when there is a wide range of values or mixed data. The commands Create Custom Combo Chart and Combo are available in the drop-down menu.

Maps: Drop-Down. More Map Options and Filled Map are available commands in the drop-down menu.

PivotChart: Button with the Drop-Down. You can insert this to explore and graphically summarize difficult data. The dialog box of "Create PivotChart" is displayed when the button is pressed. The PivotChart and PivotChart, and Pivot table commands are available in the drop-down menu.

Surface or Radar: Radar, Surface, and More Charts are the available commands in the drop-down menu.

Other Charts: Drop-Down. Gives access to additional chart kinds. The commands Doughnut, Stock, Radar, Surface, Bubble, and All Chart Types are available in the drop-down menu.

Tours

3D Map: Button with a Drop-Down. On a 3D map, this is used to set graphic data. You can do so in your workbooks to build data visualizations. The button displays the "Power Maps for the Excel" window. These commands are included in the drop-down menu: Power Map should be opened, and selected data should be added. In order to use this 3D map feature, the Data Analysis add-ins must be enabled.

Sparklines

Line: The dialog box of "Create Sparklines" is displayed, allowing you to insert a line chart into a solo cell, with each column representing a row of data from your selection.

Column: Reveals the dialog box of "Create Sparklines," allowing you to place a column chart inside a solo cell.

Win/Loss: The dialog box of "Create Sparklines" is displayed, allowing you to insert a win/loss chart into a solo cell.

Filters

Slicer: Data in your Tables is visually filtered by the slicer.

Timeline: This filter dates interactively in your pivot charts and tables.

Links

Link (Ctrl + K): Button with a drop-down. creates a dialog box for "Insert Hyperlink." It is used to build links in your document to provide easy access to the website.

Text

Text Box: Places a textbox in the document that can be placed anywhere on the page.

WordArt: Drop-Down. Allows you to insert Word Art in a variety of styles. There is a selection of several styles in the drop-down.

Header and Footer: Your cursor will now be automatically placed in the header box. The "Header and Footer Tools - Design" contextual tab will subsequently appear as a result.

Signature Line: Button with a Drop-Down. The option puts a signature line after the details of the needed signer. These commands are displayed in the drop-down: Add Signature Services and the Microsoft Office Signature Line.

Object: Enables you to insert embedded objects by displaying the dialog box of "Object."

Symbols

You can use this to insert symbols that are not available on your system keyboard.

Equation: Drop-Down. You can add the desired equation from here to your workbook. The instructions Fourier Series, Binomial Theorem, Area of Circle, Expansion of Sum, and Add New Equation are all available in the drop-down menu.

4.4 Page Layout Tab

This tab contains options for formatting and layout, including margins, page orientation, and column width. It also includes options for adding and customizing page breaks.

Themes

Themes: Drop-Down. This changes your workbook's aesthetic, including the fonts, colors, and effects. These commands are included in the drop-down: More themes are built-in, you can browse themes, and you can save the current theme. Some pre-installed themes are Office, Facet, Ion, Integral, Organic, Retrospect, Boardroom, Wisp, Slice, Berlin, and Frame. A tooltip indicates the current theme, and "Office" is the default theme.

Colors: Drop-Down. The color of the document will change as a result. You can alter the color element of the current theme and see a list of all the currently used colors. The built-in and customized colors commands are available in the drop-down.

Fonts: Drop-Down. It enables you to change the text's font style. It allows you to alter the font element of the current theme and presents a list of all the available fonts. Built-in and Customize Fonts are the available options in the drop-down.

Effects: Drop-Down. You can change the overall appearance of your document using the effect tool, which includes shadowing and shading. It allows you to alter the effect element of the current theme and lists all the effects that are currently accessible.

These commands are available in the drop-down: Office 2007 to 2010, Office, Glossy, Frosted Glass, Inset, Riblet, Frosted Edges, Grunge Texture, Smokey Glass, Subtle Solids, Glow Edge, Top Shadow.

Page Setup

You have access to changing the workspace settings through the page setup. You can modify the orientation, page size, margin, background, and other settings here.

Margins: Drop-Down. Allows you to pick one of your pre-built margin settings or to create your own. The commands Narrow, Normal, Wide, and Custom Margins are available in the drop-down.

Size: Drop-Down. You can choose your document's paper size from all the options. The dialog box of the "Page Setup" Page tab is displayed by selecting More Paper Sizes.

Orientation: Drop-Down. You can alternate between a portrait and a landscape layout using this.

Print Area: Drop-Down. This allows you to select the part of the document you want to print. The commands Clear Print Area and Set Print Area are available in the drop-down.

Breaks: Drop-Down. The commands Remove Page Break, Insert Page Break and Reset All Page Breaks are available in this drop-down.

Background: This function can provide the worksheet with a backdrop image. Delete Background replaces this caption if a picture has been allocated to the current worksheet.

Print Titles: The Sheet tab of the "Page Setup" dialog box is displayed. With this, you can enter columns or rows that will repeat on each printed page.

Scale to Fit

Width: This causes the printout's width to shrink to fit a specific number of pages. There are three options in the combo box: Automatic, one to nine pages, and More Pages. The "Page Setup" dialog box, Page tab, is displayed by selecting More Pages.

Height: This reduces the printout's height to allow a specific number of pages. There are three options in the combo box: Automatic, one to nine pages, and More Pages. The dialog box of "Page Setup," Page tab, is displayed by selecting More Pages.

Scale: This alters the printout's size to a fraction of its original size. It adjusts the scale of a page in 5% steps. Additionally, a shortcut to Page Setup is provided.

Sheet Options

Gridlines View: Activates or deactivates the gridlines displayed on the currently selected worksheet.

Gridlines Print: Toggle that determines whether or not the gridlines are printed.

Headings View: Switches between displaying column and row headers on the currently active worksheet.

Headings Print: Adjusts the visibility of the column and row headers when they are printed.

Arrange

Bring Forward: Button with a Drop-Down. Pressing the button moves the selected object up one level, bringing it forward so that fewer other items conceal it. These options can be selected from the drop-down: Bring forward and bring to the front of the group. Bringing an object to the front of its stack will bring it ahead of all other objects.

Selection Pane: Drop-Down. Displays the Selection Task Pane, which provides a list of all your items so you can more easily modify their order or visibility.

Send Backward: Button with a Drop-Down menu. Pressing the button will move the selected item back to one level, where it will be hidden under further items. Send Backward and Send to Back are two commands that can be found in the drop-down.

Align: Drop-Down. When you click this button, it will rearrange the selected object on the worksheet. The following instructions can be found in this drop-down menu: Align Center, Align Bottom, Align Left, Align Top, Align Right, Align Bottom, and Align Middle. Distribute objects vertically, distribute objects horizontally, snap to shape or grid, view gridlines, and distribute objects horizontally and vertically.

Group: Drop-Down. By selecting this option, you can merge separate objects into a single entity, making it possible to format the combined object. This drop-down provides access to the following commands: Ungroup, Group, and Regroup.

Rotate: Drop-Down. The chosen object can be rotated or flipped with this feature. The following commands can be found in this drop-down menu: rotate left 90 degrees, rotate right 90 degrees, flip horizontal, flip vertical, and other rotation options.

4.5 Formulas Tab

This tab contains a variety of tools and functions that allow you to perform calculations on your data. It includes options for inserting and editing formulas, as well as functions for financial, statistical, and other types of data analysis.

Insert Function - (Shift + F3): Drop-Down. You will be able to introduce a function (formula) into the cell you are currently working in with this. It brings up the "Insert Function" dialog box, which enables you to search for a particular function or display the list of functions based on how they are categorized.

AutoSum: It’s a drop-down button. The Sum formula will be inserted into the cell when you click the button. This will calculate the sum of the cells that have been selected and place the result underneath those cells. The following commands are in the drop-down: sum, count numbers, average, maximum, minimum, and additional functions.

Recently Used: Drop-Down. It gives you instant access to the ten functions you have been using most recently.

Financial: Drop-Down. It gives you rapid access to all of the many financial functions available for you to add to your worksheet in the area of Financial.

Logical: Drop-Down. The Logical category gives you easy access to all the logical functions that may be added to your worksheet.

Text: Drop-Down. It gives you speedy access to all of the text capabilities that are available in the Text category and that you may add to your worksheet.

Date and Time: Drop-Down. It gives you rapid access to all the date and time functions available in the Date and Time category and may be added to your worksheet.

Lookup and Reference: Drop-Down. Offers convenient access to all of the lookup and reference functions available in the Lookup and Reference category and may be added to your worksheet.

Math and Trig: Drop-Down. It gives you speedy access to all the mathematical and trigonometric functions available in the Mathematics and Trigonometry category and may be added to your worksheet.

More Functions: Drop-Down. Opens a drop-down menu that provides access to additional functions such as the Statistical, Compatibility, Information, Engineering, Cube, and Web categories.

Defined Names

Name Manager: Because of this, you will have permission to search for and change any name that appears in the workbook.

Define Name: The button with a drop-down. The following commands are accessible via the drop-down: Define Names and Apply Names. The "New Name" dialog box is displayed when you utilize the Define Names function, which allows you to define workbook and worksheet-level names used.

Use in Formula: Drop-Down. The drop-down box shows a list of all the names found in the worksheet, allowing you to copy and paste them into the formula that is now in use.

Create from Selection: This will automatically produce names based on the picked cell. It allows you to name a selected range of cells by employing a column or row title you have previously entered.

Formula Auditing

Trace Precedents: This brings up arrows pointing to the cells that affect the worth of the cell that is now chosen.

Trace Dependents: Also, arrows will be provided indicating which cells will be modified based on the selected cell's value.

Remove Arrows: Drop-Down. By pressing the button, all the arrows generated by the trace predecessors and trace dependents will be removed. Remove Precedent Arrows, Remove Arrows and Remove Dependent Arrows are the three options that can be selected from the drop-down.

Show Formulas - (Ctrl + '): This display shows the formulas instead of the results in each cell.

Error Checking: Drop-Down. This check looks for common errors that can happen when working with formulas. Trace Error, Error Checking, and Circular References are the commands that can be accessed using the drop-down. Only if there is at least one circular reference on the active worksheet will the Circular References extension become active and be available for use.

Evaluate Formula: This lets you debug a complicated formula so that you can analyze each formula element independently. To put it another way, it enables you to walk through the calculation of the formula to validate whether it is accurate.

Watch Window: While you are updating other portions of the worksheet, you will still be able to observe the cells' contents and the results they produce.

Calculation

Calculation Options: Drop-Down. Except for Data Tables, you can rapidly switch the active workbook's calculation setting between Automatic and Manual by using the drop-down.

(F9) - Calculate Now: The calculation of the full workbook can now be done more quickly.

(Shift + F9) - Calculate Sheet: Offers the shortcut to calculate the currently active worksheet.

4.6 Data Tab

This tab contains tools and functions that allow you to work with data in your Excel workbook, including options for sorting and filtering, as well as tools for importing and exporting data.

Get Data - Drop-Down: Find connections between different data sources, and merge the information you find. Launch Query Editor, Query Options, Data Combine Queries, and Source Settings are some functions that may be accessed using the drop-down menu. Other sources that can be accessed include Online Services, Other Sources, and Files.

From Text/CSV: Import data from a file that is either formatted text, comma-separated values, or plain text.

From Web: Import information obtained from a website page.

From Table/Range: You can use this feature to generate a new query that is connected to the table you have chosen. If the selected range is not already part of a table, one will be created if it does not already exist.

Recent Sources: Maintain and establish connections to recent data sources.

Existing Connections: Import data from popular sources.

Queries and Connections

Refresh All - (Ctrl + Alt + F5): Drop-Down. By pressing the button, the user is presented with all the information imported into the current worksheet from external sources. The following commands are available when the drop-down is selected: Refresh, Refresh Status, Cancel Refresh, and Connection Properties.

Queries and Connections: You will now be able to access data connections tied to data sources outside the workbook.

Properties: This describes how cells connected to data sources will be updated and the material that will be shown in those cells.

Edit Links: This allows you to view all of the various file types your current spreadsheet is related to, allowing you to either change or remove the link entirely.

Sort and Filter

Sort A to Z: Sorts information numerically from lowest to highest and alphabetically from A to Z, in that order.

Sort Z to A: Sorts information numerically from highest to lowest, alphabetically from Z to A, and by highest to lowest value.

Sort: By sorting your data, you may rapidly find values.

Filter: Activates or deactivates filtering for the selected cell.

Clear: Removes the filter and sorts for the newly selected data range.

Reapply - (Ctrl + Alt + L): This makes it easier for you to sort and filter the present selection again to include your changes.

Advanced: Use complicated criteria to filter.

Data Tools

Text to Columns: This enables you to divide a single text column into multiple columns.

Flash Fill: This automatically fills the cell with values.

Remove Duplicates: This eliminates extra sheets from a row.

Data Validation: Drop-Down. By doing so, you can restrict the kind of information that can be entered into a cell. These commands are available in the drop-down: Draw a circle around the invalid data, then remove it.

Consolidate: This combines data from various ranges into a single output range after being summarized.

Relationships: Using the relationship function to display linked data from different tables on the same report, you can create or change relationships between tables.

Manage Data Model: This enables you to add and prepare data or to carry on working with data in the workbook by opening the Power Pivot window.

Forecast

What-If Analysis: Drop-Down. Using the drop-down options, you may use this function to experiment with different values for the formula on your sheet. Scenario Manager, Goal Seek, and Data Table are the commands that are available in the drop-down.

Forecast Sheet: Using this tool, you can make a new worksheet to forecast data trends. You may forecast your timeline data with it.

Outline

Group: Drop-Down. You can use the button to group several rows and columns. Group and Auto Outline are the commands available in the drop-down. An automatic outline is generated from the current section by the Auto Outline command option.

Ungroup: Drop-Down. You can use the button to ungroup a selection of previously grouped cells. It eliminates the current rows' and columns' outlines. Ungroup and Clear Outline are the commands available in the drop-down menu. All levels of an outline are cleared when using the Clear Outline command option.

Subtotal: This option automatically inserts subtotals for the selected rows to calculate related data rows.

Show Detail: Expand a group of cells that have collapsed.

Hide Detail: Collapse a group of cells.

4.7 Review Tab

This tab contains tools for reviewing and commenting on your Excel workbook, including options for tracking changes, adding comments, and spelling and grammar checks.

Proofing

(F7) - Spelling: You can verify the spelling on the current worksheet using the spelling tool.

Research: This changes how the Research Task Pane is displayed.

Thesaurus: Using this function, you can look for other ways of expressing your meaning.

Accessibility

Check Accessibility: This brings up the Task Pane for the Accessibility Checker. This tells you what parts of your workbook could be changed to help disable them.

Insights

Smart Lookup: The Smart Lookup Task Pane is shown as a result. This enables you to get additional information about the text you've chosen by looking up definitions, pictures, and other articles that are connected to it.

Language

Translate: This performs a language translation of the selected text.

Comments

(Shift + F2) - New Comment / Edit Comment: The inclusion of a comment in the cell that is active.

Delete: Removes the selected cell's comment.

Previous Comment: This moves you to the previous comment in the open workbook.

Next Comment: In the open workbook, this moves you toward the next comment.

Show Comments: The Comments task pane's display is toggled to be visible.

Notes

Notes: Drop-Down. The commands Previous Note, New Note, Next Note, Show All Notes, Show/Hide Note, and Convert to Comments are all available in the drop-down menu.

Protect

Protect Sheet: You can stop unauthorized changes from third parties and restrict their access to change your worksheet.

Protect Workbook: Doing this may prevent anyone from changing the workbook's structural elements.

Allow Edit Ranges: With the use of this function, certain users can modify certain ranges in a worksheet or workbook. Your workbook ranges might have password protection set up.

Unshare Workbook: This is turned off by default. The ability to unshare a workbook will be triggered whenever you open a worksheet shared through the "Share Workbook" option. In the 2020 revision, co-authoring has replaced shared workbooks.

Ink

Hide Ink: The Drop-Down. With this option, the ink in your workbook will be hidden rather than removed. The commands Delete All Ink on Workbook, Hide Ink, and Delete All Ink on Sheet are available in the drop-down menu.

4.8 View Tab

This tab allows you to control how your Excel workbook is displayed on screen, including options for zooming in and out, hiding and unhiding rows and columns, and splitting and freezing panes.

Workbook Views

Normal: This enables you to view the worksheet in its standard layout. Additionally, a shortcut to this view may be found in the status bar's lower right corner.

Page Break Preview: This allows you to see where the page break will occur when the document is printed, which is useful for adjusting page breaks. Additionally, a shortcut to this view may be found in the status bar's lower right corner.

Page Layout: This displays the worksheet as it would look printed out. It shows a very handy horizontal and vertical ruler, and you can also add or edit headers and footers, choose row- and column-level scaling, and check margins.

Custom Views: You can save your current display settings this way for later use.

Empty Screen: The workbook appears in full-screen mode as a result. To switch back to the standard screen mode, hit Esc.

Show

Formula Bar: Changes how the formula bar is shown so you can see the formula in a cell.

Ruler: This assists in switching between the display of your document's vertical and horizontal rulers. You may only access it from the Page Layout view. By default, the ruler displays the units selected according to the region.

Gridlines: This makes the sheet simpler to read by drawing a line separating the rows from the columns.

Headings: Switches between showing the column heading and row numbers.

Message Bar: This displays the message bar, enabling the completion of any necessary activities.

Zoom

Zoom: This enables you to zoom in on your worksheet to the appropriate level.

100%: Zoom your workbook to fill the page 100% of the way.

Zoom the selection: Zoom the worksheet to fill the entire window with only the cells that are now being selected.

Window

New Window: This enables you to open your current workbook in a new window.

Arrange All: Here, you can arrange all the open windows side by side on the screen.

Freeze Panes: Drop-Down. Freeze First Column, Freeze Panes, Freeze First Column, and Freeze Top Row are available as drop-down options.

Split: You can quickly divide the window into numerous resizable panes, allowing you to examine the same workbook in various ways.

Hide: Hides the active window or workbook.

Unhide: You can then show a workbook or window again.

View Side by Side: Comparing and contrasting the contents of two workbooks is made possible by comparing them side by side.

Synchronous Scrolling: With the help of this option, you may coordinate the scrolling of two windows. The View Side by Side option must be selected to enable this command.

Reset Window Position: By doing this, the two windows being compared have their window positions reset to evenly divide the screen.

Save Workspace: This enables you to store the current state of every open workbook so that it can be opened later.

Switch Windows: Drop-Down. You may now switch between your windows, thanks to this. All of the open workbooks and windows are listed in the drop-down.

Macros

Macros: Drop-Down. The button serves as a shortcut to the View Macros, which lists all available macros. The commands Record Macro, View Macros, and Use Relative References are available in the drop-down.

4.9 Help Tab

This tab provides easy access to several helpful internet links and the Help Task Window panel.

Help and Support

Help: Displays the Help task pane with the Microsoft home page so you can access help.

Contact Support: Reveals the Help task pane, which enables you to contact an Office support representative for help.

Feedback: The Feedback tab from the File tab is shown in this pane.

Show Training: The Help task pane is shown. This displays instructional materials.

What's New: The What's New task window, which is displayed, allows you to view the most recent updates that have been installed.

Community

Community: This makes it easier for you to connect with Excel specialists. It will take you to the Excel homepage when you click it.

Excel Blog: To connect with other Excel users, this opens your usual browser and launches the Excel blog.

Suggest A Feature: Additionally, it launches your normal browser and directs you to the Excel page, where you can recommend a feature you'd like to see in future iterations of Excel.

Chapter five

The Power of Excel Formulas: How to Transform Your Data

When it comes to organizing and analyzing spreadsheets in MS Excel, most marketers will feel like they've hit a brick wall. "There must be a better way to accomplish this," you think as you write lengthy math on paper and manually rewrite columns.

One of the key features of Excel is its ability to use formulas, which are equations that automatically perform calculations on data.

Excel formulas can be used for a wide range of purposes, from simple calculations like adding or subtracting numbers, to more complex operations like finding the average or maximum value in a range of cells. Formulas can also be used to combine data from different cells or sheets, or to perform logical tests and conditional statements.

To create a formula in Excel, you simply enter an equals sign (=) followed by the function or operation you want to perform. For example, the formula =SUM(A1:A5) will add up the values in cells A1 through A5. You can also use cell references in your formulas, so that the result of the formula is automatically updated whenever the data in those cells changes.

Excel includes a large number of built-in functions that you can use in your formulas, including functions for common mathematical operations, financial calculations, statistical analysis, and more. You can also create custom formulas using a combination of functions, cell references, and other operators.

In addition to the standard formulas, Excel also supports array formulas, which allow you to perform calculations on multiple cells at once. Array formulas are often used for more complex operations, such as finding the maximum value in a range of cells or calculating the average of a series of numbers.

Overall, the use of formulas in Excel is an essential part of working with data in the program. By mastering the different types of formulas and functions available, you can unlock the full potential of Excel and make it a powerful tool for data analysis and decision-making.

5.1 What is a Formula in Excel?

A formula in Excel is a combination of values, cell references, and operators that results in a value. It can be as simple as adding two cells together, or as complex as using multiple functions to perform multiple calculations.

Excel includes a wide range of built-in functions that can be used in formulas, such as SUM, AVERAGE, and MAX. These functions make it easy to perform common calculations, such as summing a range of cells or finding the average of a group of numbers.

In addition to built-in functions, Excel also allows users to create custom formulas using logical and mathematical operators.

Basic syntax and structure of formulas

To enter a formula in Excel, type an equal sign (=) followed by the formula. For example, to add the values in cells A1 and B1, you would type the following formula into a cell:

=A1+B1

This formula uses the plus sign (+) as the mathematical operator to add the values in cells A1 and B1.

The basic syntax and structure of formulas in Excel includes:

Operators: Mathematical operators such as +, -, *, and / are used in formulas to perform calculations.

Cell references are used to refer to the values in specific cells and can be used in formulas to perform calculations. For example, A1 refers to the value in cell A1.

Functions are predefined formulas that perform specific calculations. They are usually denoted by a name followed by a set of parentheses, and may include arguments within the parentheses. For example, the SUM function adds the values of a range of cells and is used like this: =SUM(A1:A10).

Parentheses are used to group parts of a formula and to specify the order in which the calculations should be performed. For example, the formula =(A1+B1)*C1 would first add the values in cells A1 and B1, and then multiply the result by the value in cell C1.

5.2 How to Use Formulas in Microsoft Excel

You might not know what the "Formulas" tab on the Microsoft Excel toolbar at the top does. In the latest versions of Microsoft Excel, the horizontal menu helps you find and add Microsoft Excel formulas to specific cells in your spreadsheet.

The more you use Microsoft Excel formulas, the easier they will be to remember and do by hand. Still, you can use the above symbols as a reference for formulas that you can search for and return to as your skills with spreadsheets improve.

Formulas in Microsoft Excel are sometimes called "functions." To add one to your spreadsheet, choose a cell where you need a formula and tap the "Insert Function" button on the far left to search for basic formulas and functions.

Select "Insert Function" until you find the right formula.

To add the formula using the Simple Method

Follow the steps below to put in a formula.

To begin, select a cell to work with.

Use the equal sign (=) to let Excel know that you want to type in a formula.

Type the formula A1+A2 as an example.

Make the number 3 appear in cell A1.

Excel will automatically change the value in column A3.

To change a formula

When you click on a cell in Excel, that cell's value or formula shows up in the formula bar.

To change a formula, click on the formula bar and make the necessary changes.

Hit the "Enter" button on your keyboard.

Priority of operator

Excel can be set up so that calculations are done in a certain order by default. If a part of the formula is in parentheses, it will be worked out first. After that, it does addition, subtraction, multiplication, and division.

When you are done, Excel will add and subtract the rest of your numbers. Look at the picture on the right.

Excel starts by multiplying the numbers (A1 x A2) in A1 and A2 and then adds the value of column A3 to this consequence.

By copying and pasting, you can make a formula

When you copy a formula, Excel changes the cell references for every cell where the copied formula is pasted. Do the following instructions to get a better grasp on this.

Type the following formula =A1* (A2+A3) into cell A4.

Right-click on cell A4, go to the "Paste Options" menu, and select "Copy and Paste."

You can move the formula to cell B4 and drop it there. Cell A4 is selected, and its bottom right edge is clicked and dragged to cell B4. It is much less work for the same result.

Result. The formula in cell B4 uses the numbers in column B.

Inserting a Function Key into the Formula

You can use the Insert Function command on the Formula bar to use more Excel functions (the one with the FX). When you press the Insert Function button in Excel, the Insert Function dialogue box pops up. Then, you can use its options to find the function you want to select and use. You can also tell it what parameters or arguments it needs to do its work. Each function is built the same way. Take SUM as an example (A1:A4). SUM is the name of this function. The part within the brackets (called "arguments") shows that we're telling Excel to use the range A1:A4. Use this function to add the numbers in cells A1, A2, A3, and A4.

Follow the steps below to add a function:

Select a cell.

Select Insert Function from the drop-down menu. The "Insert Function" box comes up.

Try to find the function or select one from a list. For instance, in the Statistical section, choose COUNTIF.

Click the INSERT FUNCTION.

The "Function Arguments" box comes up.

To select the A1:C2 range, click on it in the Range box.

Type >5 in the Criteria box and click OK.

COUNTIF counts how many groups of more than five cells are in a row.

AutoSum Option

AutoSum is a useful tool for quick and regular tasks. So, in the far right corner of the Home page, select the AutoSum option. Then, use the mouse pointer to show more previously hidden formulas. You can also find this choice on the Formulas tab.

5.3 Most Common Excel Formulas

I have put together a list of helpful formulas, shortcut keys, and other tools and features to help you get the most out of MS Excel and save a lot of time.

Formulas for Microsoft Excel 2022/23 are in this part. If you have an older version of MS Excel, some of the functions below may be in a different place.

SUM

The SUM formula in Excel is used to add together a range of cells or numbers. For example, if you have a range of cells in a column or row that contain numbers, you can use the SUM formula to quickly add them up and display the total in a separate cell. To use the SUM formula, you would enter "=SUM(range)" in the cell where you want the total to appear, replacing "range" with the range of cells or numbers you want to add together. For example, if you have a range of cells in column A that contain numbers, you could use the formula "=SUM(A1:A10)" to add up the numbers in those cells and display the total in the cell where the formula is entered.

AVERAGE

The AVERAGE formula in Excel is used to calculate the average of a set of numerical values. It takes the form =AVERAGE(range of cells), where the range of cells is the group of cells containing the numerical values to be averaged. For example, if the values in cells A1, A2, and A3 are 2, 4, and 6, respectively, the formula =AVERAGE(A1:A3) would return the value 4, which is the average of the three values.

COUNT

The COUNT formula in Excel allows users to count the number of cells that contain numeric values in a specified range. This formula can be useful for quickly tallying up a list of numbers or for determining the number of cells that have data entered in them. To use the COUNT formula, the user must specify the range of cells to be counted, and the formula will return the number of cells in that range that contain numeric values.

=COUNT (value#1, [value#2],)

Example:

COUNT (A: A) - Add all the numbers in column A.

To count rows, you must alter the range in the calculation.

COUNT (A1:C1) – Now, it can easily count the rows.

COUNTA

COUNTA counts all the cells in a range, just like the COUNT function. However, it counts all cells, regardless of their type. This function counts more than just numbers, unlike COUNT, which only counts numbers. It counts dates, times, strings, empty strings, logical values, errors, and text.

=COUNTA (value1, [value2] ….and so on)

Example:

COUNTA (C13:C2) But you cannot use the same algorithm to count rows as you can with COUNT. For example, if you change the selection inside the brackets for COUNTA (H2:C2), it will count columns C to H.

IF

When you want to sort your data based on a set of rules, you often use the IF function. The IF formula is useful because it includes both formulas and functions.

=IF (logical test, [value if true], [value if false])

Example:

=IF (D3C2,'TRUE,''FALSE,') =IF (D3C2,'TRUE,''FALSE') The statement is accurate if the value at C3 is lower than the value at D3. Set the value of the cell to TRUE if the logic is right. Set the value of the cell to FALSE if it is incorrect.

A difficult-to-grasp example of IF logic is =IF (SUM (C10:C1) > SUM (D10:D1). The two pairs of numbers are first added, C1 to the C10 and D1 to the D10, before being compared. A cell's value is equal to C1 through C10 when the sum of C1 through C10 is higher than the total of D1 through D10. Without it, the Total of C1 through C10 is determined.

TRIM

Using the TRIM feature, you can keep disorganized areas from getting in the way of your daily tasks. This method makes sure there are no empty spots. When TRIM is used, it only affects a single cell, not a group of cells, like other activities might. So, it is a problem that it duplicates data on your spreadsheet, which is a negative point.

=TRIM (text)

Example:

TRIM(A2) - Take out any empty spaces from the value of cell A2.

MAXIMUM AND MINIMUM

The MAXIMUM formula in Excel returns the largest value from a given range of cells. For example, if you have a range of cells containing numbers, you can use the MAXIMUM formula to find the largest number in that range.

To use the MAXIMUM formula, you will need to specify the range of cells you want to check. For example, if your data is in the range A1:A10, you would use the following formula:

=MAXIMUM(A1:A10)

The MINIMUM formula in Excel is similar to the MAXIMUM formula, but it returns the smallest value from a given range of cells. For example, if you have a range of cells containing numbers, you can use the MINIMUM formula to find the smallest number in that range.

To use the MINIMUM formula, you will need to specify the range of cells you want to check. For example, if your data is in the range A1:A10, you would use the following formula:

=MINIMUM(A1:A10)

Percentage

To use the percentage formula in Excel Spreadsheets, you need to type =A1/B1 into the cells where you want to find a percentage. To change a decimal number to a%, select the cell, go to the Home tab, and select the percentage "%" from the number menu.

Even though Microsoft Excel does not have a "formula" for percentages, it makes it easy to convert the value of any cell to a%, so you do not have to waste any time measuring and re-entering the numbers.

The option to change the value of a cell to a percentage can be found on the Home tab of Microsoft Excel. Choose Conditional Formatting from the drop-down menu next to this column, then select the cell(s) you want to change to a percent (this menu tab might say "General" first).

Then, from the drop-down menu that appears, select "Percentage." The meaning of each cell you have marked will be changed into a percentage. You will find it about halfway down the page.

Remember that if you use other formulas, like the (notated =A1/B1) division formula, to make new numbers, the outcomes will be decimals. Before or after using this method, choose the cells and use the home tab to change their formatting to "Percentage."

Subtraction

Enter the cells you want to subtract in the format =SUM (A1, -B1) in Microsoft Excel to run the subtraction algorithm. To subtract it, use the SUM formula and place a minus sign in front of the cell you wish to delete. For instance, 4 is produced by =SUM (A1, -B1) instead of 10 + -6 if A1 is 10 and B1 is 6.

There is no method for subtraction in MS Excel, including fractions, but it does not mean it cannot be done. There are two ways to eliminate certain values (or inside cells).

The formula used was =SUM. Enter the cells you desire to subtract in the layout =SUM (A1, -B1) with the minus sign (indicated by a hyphen) immediately before the cell whose value you wish to delete. Enter to determine how far away the two cells in the parenthesis are.

Enter =A1-B1 in the format field. Enter an equal sign, the first value or cell, a hyphen, and then the value to be subtracted to remove multiple values from one another. The difference between the two numbers can be obtained by entering.

Multiplication

To use the multiplication formula, enter the multiplying cells in Microsoft Excel in the format =A1*B1. This equation multiplies cell A1 by cell B1 by an asterisk. The outcome of =A1*B1 is 60; for instance, if A1 is 10 and B1 is 6.

You may assume that there is a formula for multiplying numbers in Microsoft Excel or that the "x" character stands for many multiplied values.

Only an asterisk (*) needs to be used.

To multiply two or more values, mark an empty cell in a spreadsheet using Microsoft Excel. Afterward, group the values or cells you want to multiply into a group in the pattern =A1*B1*C1... The asterisk would effectively double each value in the calculation.

To return your favorite item, press Enter.

Division

To use the division formula in Microsoft Excel, enter =A1/B1 into the cells you want to divide by. Cells A1 and B1 are separated in this process using the forward slash, "/." For instance, if A1 is 5 and B1 is 10, =A1/B1 will yield the decimal value of 0.5.

One of Microsoft Excel's most essential operations is division. To do this, create a new cell and enter the two (or more) values you desire to divide, separated by a forward slash, "/," after the symbol "=." The outcome should be formatted as =B2/A2.

When you press Enter, the colored cell will show your selected quotient.

DATE

The DATE formula in MS Excel is DATE =DATE (year, month, day). A date that matches the information in the brackets and values from other cells will be provided by this formula. For instance, =DATE (A1, B1, C1) returns 7/11/2018 if A1 is 2018 and B1 and C1 are 7 and 11.

Sometimes, it can be challenging to enter dates into the cells of a Microsoft Excel database. Fortunately, using a formula simplifies the process of formatting dates. There are two methods to use this formula:

Use a succession of cell values to create dates. Choose an empty cell, type "=DATE," and then place parenthesis around the values of the cells that make up your selected date, beginning with the year, month, and day. DATE= (year, month, day).

Automatically set a date for today. Enter =DATE (YEAR (TODAY ()), MONTH (TODAY ()), DAY (TODAY ()) in an empty cell. The most recent date in your MS Excel spreadsheet will be displayed when you press enter. Assume that your copy of Microsoft Excel is configured differently. Your returned date must always be in the format "mm/dd/yy" when using the date formula in Microsoft Excel.

5.4 Advanced Excel Formula and Functions

While Excel has a plethora of functions, only the most basic ones are used by 95% of consumers. For complex calculations, there are functions and advanced Excel formulas available. Advanced excel formulas are used to extract new information from a specific set of data. Simultaneously, the functions are intended to make it simple to search and prepare large amounts of data.

VLOOKUP

With the help of this function, you may extract a specific piece of information from a sizable collection and place it on a brand-new table. If you went to the function section, it would be helpful. You can either look it up in the list or type "VLOOKUP" into the insert function tab. A wizard box with a new set of box options will open once it has been selected.

The fields below accept input from the following variables:

Lookup value

If you choose this option, your typed variables will look for data in the larger table's cells.

Array of tables

The enormous table size from which the data will be extracted is specified. It establishes the range of the data you want to select.

Col index num

The user can use this command box to specify the column from which data should be retrieved.

Range lookup

In this box, you can enter true or false. The true option will gather data most closely related to what you want to learn when none of the variables match. False will either provide the exact number you are looking for or #N/A if the data cannot be retrieved.

INDEX MATCH

Formula

=INDEX (E#9:C#3, MATCH (C#3, B#13:C#9,0), MATCH (B#14, E#3:C#3,0))

Although this formula has several limitations and drawbacks, the VLOOKUP and HLOOKUP formulas have been upgraded. A powerful combination of Excel formula called INDEX MATCH might assist you in strengthening your analysis of finances and modeling.

Based on the row and column numbers, the table function INDEX returns the cell value.

The column or row location of a cell is returned by MATCH.

Here's a picture of what happens when you combine the INDEX and MATCH formulas. In this example, we look up and find a person's height using their name. We can change the name or the height because they are both variables.

How to use INDEX

The names, weights, and heights of the participants are listed below. Kevin's height should be looked up using the INDEX formula.

Take the next actions:

Select the table area, then add a comma after writing "=INDEX (".

"4" and a comma should be typed after Kevin's row number.

After entering the height column number, "2," which is required, close the bracket.

What occurs is "5.8."

How to use MATCH

Let's use MATCH to decide which row Kevin belongs in using the identical example as before.

Follow these instructions:

By typing "=MATCH (" and linking to the cell containing "Kevin,"... the name we want to look up, we can link to the cell where the name is present.

Selecting the "Name" header and all cells in the Name column is required.

Enter "0" to get an exact match.

Therefore, Kevin is placed in row "4".

Use MATCH once more to determine which column Height is in.

Take the following actions:

Enter "=MATCH (" and connect to the cell containing "Height"...the criterion we wish to search for by typing "Height." Choose every cell in the top row of the table.

Type "0" for an exact match.

Height thus shows up in column "2."

Combine MATCH and INDEX

The "4" and the "2" from the original INDEX calculation can now be swapped out for the two MATCH formulas. You will have an INDEX MATCH formula in the end.

Take the following actions:

The "4" in Kevin's MATCH formula has to be removed and changed.

In the MATCH formula for height, swap out the "2" for it.

The estimated height of Kevin is "5.8."

Your dynamic INDEX MATCH formula is now complete.

SUMIF

The SUMIF function in Excel adds all numbers in a range of cells based on a specific condition (for instance, it is equal to 2000).

The built-in Excel function SUMIF can also be used as a worksheet function.

Example:

Select the Formulas tab from the toolbar at the top of the screen to view named ranges. From the Defined Names drop-down menu in the Defined Names group, choose Name Manager.

Now, the Name Manager window should appear.

ROUNDDOWN

The Excel ROUNDDOWN function returns a number rounded down to a given number of places. Unlike standard rounding, where only numbers less than 5 are rounded down, ROUNDDOWN rounds all numbers down.

It goes as this: ROUNDDOWN (number, digits)

Example:

ROUNDDOWN (A1, 0)

Result is 662

ROUNDUP

The ROUNDUP function in Microsoft Excel creates a number that rounds off to a predetermined number of values.

Excel includes a built-in function called ROUNDUP, categorized as a numeric function.

The syntax is ROUNDUP (number, digits)

Example:

ROUNDUP (A1, 0)

Result is 663

SUMPRODUCT

The SUMPRODUCT function in Microsoft Excel is used to multiply the elements in arrays and gives you back the total. SUMPRODUCT is a built-in Excel function that falls under the "Number Function" category.

Syntax is SUMPRODUCT (array1, [array2, ... array_n])

Example:

SUMPRODUCT (A#1: B#2, D#1: E#2)

Outcome is 70

TEXT

The Microsoft Excel TEXT function turns a result into text in a specific format. The TEXT function can be employed as a formula component in the worksheet cell.

The arrangement is TEXT (value, format)

Example:

Depending on the Excel file described before, the following samples of TEXT will be returned:

=TEXT (A1, "$#, ##0.00")

The final figure is $7,678.87.

AND

Excel includes the AND function, which is a logical operation. If all requirements are met, the AND function in Microsoft Excel returns TRUE. If even one of the requirements is not met, it returns FALSE.

The syntax is AND (condition1, [condition2], ...)

Example:

=AND(A1>10, A1>40)

The result is TRUE.

IF

The IF function in Microsoft Excel returns one result if the circumstance is TRUE and a different value if the circumstance is FALSE. The IF function is a logical function that comes with Excel.

The syntax is IF (condition, value if true, [value if false])

Example:

=IF (B210, "Reorder", "") =IF (B210, "Reorder", "") = "Reorder" is the outcome.

COUNT

The COUNT function in Microsoft Excel counts the number of inputs and the number of cells containing numbers. A built-in statistical/counting function in Excel is the COUNT function.

Syntax is COUNT [argument2,... argument n])

Example:

=COUNT (A1:A6)

The final result is 3.

COUNTA

The COUNTA function in Microsoft Excel counts the number of specified value parameters as well as the number of cells that are not empty. A built-in statistical/counting function in Excel is the COUNTA function.

COUNTA (argument1, [argument2,... argument n]) is the syntax.

Example:

=COUNT (C2:C7)

Result: The number of students who received a math grade is 3.

IF combined with AND / OR

Syntax:

=IF(AND(C4>=C2, C2<=C5), C7, C6)

Models are aware of the difficulty of multilayered IF formulas. Calculations may be easier to verify and understand for other users if the IF function is combined with the AND/OR function.

OFFSET combined with SUM/AVERAGE

Syntax:

=SUM (Offset: B4 (0, B4,1-E2))

When paired with other functions like AVERAGE or SUM, the OFFSET function, which is not particularly complex on its own, can result in a quite complex formula. Think about the following example: you need to build a dynamic function that can add a variety of cells. With the standard SUM formula, you can only perform static calculations, but by adding OFFSET, you can change the cell reference.

CHOOSE

Syntax:

=CHOOSE (choice, option#1, option#2, option#3)

In financial modeling, the CHOOSE function is great for analyzing what might happen. It gives you the option to select from a variety of options and can give you the results of your "choice." Let's say you anticipate three different sales growth rates for the upcoming year: 5%, 12%, and 18%. The CHOOSE method can yield a 12 percent return if you tell Excel you want option #2.

Functions of CELL, LEFT, MID, and RIGHT

These sophisticated Excel functions may produce some complex and sophisticated formulas. Various information about a cell's contents can be provided using the CELL function (such as its location, name, row, column, and more). The RIGHT function delivers text from any cell's start point (left to right), the MID method gives text from the beginning of the cell (left to right), and the LEFT method returns the text from the cell's finish (right to the left).

CONCATENATE

Syntax:

=A1and" more text"

Concatenate is just a smart way to combine data from different cells to give spreadsheets more life. It is not a function in and of itself. For financial analysts that are doing financial modeling, it is a very powerful tool.

LEN and TRIM

Financial analysts, who deal with massive amounts of data, may find them helpful. Unfortunately, there may be extra spaces at the beginning or end of cells since the data we get is not always well-organized.

When determining how many characters are in a text, the LEN formula provides the number of characters in a given text string.

Syntax: =LEN (text) and =TRIM (text)

PMT and IPMT

If you work in commercial banking, FPandA, real estate, or any other financial analyst profession that deals with debt schedules, you must be familiar with these two formulas.

The value of making equal payments throughout the course of a loan's life is calculated using the PMT formula. It can be used in conjunction with IPMT, which calculates the interest rate you will pay on the same type of loan, and is followed by separate principal and interest payments.

The monthly mortgage payment for a $1 million loan with a 5% interest rate over 30 years can be calculated using the PMT formula.

Syntax is =PMT (interest rate, # of periods, present value)

XNPV and XIRR

These formulas will be useful if you work in equity research, investment banking, financial planning and analysis (FPandA), or any other corporate finance discipline that requires discounting cash flows.

Consequently, each discounted cash flow can be given a specific date using XNPV and XIRR. The problem with Excel's default NPV and IRR formulas is that they assume constant time intervals between cash flows. This formula is how you fix it when you routinely meet situations as an analyst where cash flows are not uniformly spaced.

The syntax is =XNPV (discount rates, cash flows, dates)

SUMIF and COUNTIF

These two complex formulations make efficient use of conditional functions. All cells that meet specific criteria are tallied in COUNTIF, and all cells that do so are added in SUMIF. For instance, assume you want to count all cells that are more than or equal to 21 to determine how many bottles of champagne you need for a client event (the legal drinking age in the United States).

Syntax is =COUNTIF (D5:D12,”>=21″)

5.4 Advanced Formula Techniques

There are a few advanced techniques for using formulas in Excel that can help you perform more complex calculations and manipulate data in your spreadsheet. These include:

Nested formulas: A nested formula is a formula that is used within another formula. This allows you to perform multiple calculations within a single formula. For example, you could use the SUM function to add the values in cells A1 through A5, and then use the AVERAGE function to calculate the average of those values, like this: =AVERAGE(SUM(A1:A5)).

Array formulas: An array formula is a formula that can perform multiple calculations on one or more sets of values, and then return a single or multiple results. Array formulas use array arguments, which are cell ranges containing multiple values. To enter an array formula, you must press Ctrl + Shift + Enter after typing the formula. For example, you could use the SUM function in an array formula to add the values in cells A1 through A5 and the values in cells B1 through B5, like this: =SUM({A1:A5,B1:B5}).

Conditional formatting: Conditional formatting allows you to apply formatting to cells based on the values in those cells. You can use formulas in conditional formatting to specify the conditions that determine the formatting applied to a cell. For example, you could use a formula to highlight cells that contain a value above a certain threshold, like this: =A1>100.

Some examples

Here are some examples of how advanced techniques for using formulas in Excel can be used to manipulate data:

Nested formulas:

To calculate the total cost of an order, including a 10% markup, you could use a nested formula like this: =(SUM(A1:A5)*1.1). The SUM function calculates the total cost of the order, and the 1.1 value represents the 10% markup.

Array formulas:

To calculate the total cost of an order for multiple customers, you could use an array formula like this: =SUM(A1:A5,B1:B5,C1:C5). This formula adds the values in cells A1 through A5, B1 through B5, and C1 through C5 to calculate the total cost for each customer.

Conditional formatting:

To highlight cells that contain a value above a certain threshold, you could use a formula like this in the conditional formatting rule: =A1>100. This formula specifies that cells with a value greater than 100 should be highlighted.

Chapter six

Excel Tables: Best Practices for Organizing and Analyzing Data

Excel tables are a powerful tool for organizing and managing data. With their ability to easily sort, filter, and perform calculations on data, they provide a convenient way to manipulate large amounts of information.

One of the key benefits of Excel tables is their ability to automatically expand and contract as data is added or removed. This means that as your data grows, your table will automatically adjust to accommodate it, eliminating the need to manually adjust cell ranges or formulas.

Excel tables also come equipped with a range of built-in features that make working with data easier. For example, you can easily sort and filter data within a table, allowing you to quickly locate specific records or isolate specific data points. Additionally, you can use the table's built-in formulas to perform calculations on your data, such as calculating sums, averages, or other metrics.

Another advantage of Excel tables is their ability to be linked to other worksheets or workbooks. This allows you to easily combine data from multiple sources and create more complex reports or analyses. You can also use this feature to create dynamic reports that automatically update as the source data changes.

To create an Excel table, simply select the data you want to include and click the "Table" button on the Insert tab of the ribbon. This will bring up a dialog box where you can customize the table's appearance and behavior. You can choose a table style, set up sorting and filtering options, and even add headers and footers to your table.

Once you have created your table, you can use its built-in features to quickly manipulate and analyze your data. For example, you can use the table's sorting and filtering options to isolate specific data points or group similar records together. You can also use the table's built-in formulas to perform calculations on your data, such as calculating sums or averages.

Overall, Excel tables are a valuable tool for organizing and managing data. With their ability to automatically expand and contract, their built-in features for sorting, filtering, and calculation, and their ability to be linked to other worksheets or workbooks, Excel tables make it easier to work with large amounts of data.

6.1 Improving Data Analysis with Tables

Excel tables are a powerful tool for organizing, analyzing, and presenting data. They provide a structured and intuitive way to view and manipulate data, making them an essential part of any data-driven organization. In this article, we will explore five examples of how excel tables can be used to improve data management and analysis.

Financial analysis: Excel tables are often used in finance to organize and analyze financial data, such as budgeting, forecasting, and performance metrics. For example, a table can be used to track expenses by category, compare revenue and expenses over time, and calculate key financial ratios such as profit margin and return on investment.

Inventory management: Excel tables are a convenient way to manage inventory, whether it's a small personal collection or a large commercial operation. Tables can be used to track stock levels, item descriptions, cost and selling prices, and other relevant data. This information can then be used to generate reports, such as a summary of inventory levels or a list of items that need to be restocked.

Project management: Excel tables can be used to organize and track the progress of a project, whether it's a small task or a large-scale endeavor. Tables can be used to track tasks, assignees, deadlines, and other relevant information, and can be linked to other tables to create a visual representation of the project timeline.

Customer relationship management: Excel tables can be used to organize and manage customer information, such as contact details, purchase history, and preferences. This information can then be used to create targeted marketing campaigns, provide personalized customer service, and identify trends and insights.

Data visualization: Excel tables can be used to create visually appealing and informative data visualizations, such as bar charts, line graphs, and scatter plots. These visualizations can be used to communicate data-driven insights, such as trends and patterns, to stakeholders and decision-makers.

In conclusion, excel tables are a versatile and powerful tool for managing and analyzing data. They provide a structured and intuitive way to view and manipulate data, making them an essential part of any data-driven organization.

6.2 Making a table in Microsoft Excel

Users may call linked data a "table" when they add it to a spreadsheet; however, this is incorrect terminology. You must first select the format of the range of cells as a table in order to convert a range of cells into a table. When using Excel, finding multiple methods for doing the same task is normal.

Making an Excel Table

For creating a table in Excel, there are three possible techniques.

Organize your data into rows and columns in Excel, then click any individual cell in your data set and choose one of the methods indicated below:

The Tables section of the Insert tab is where you may find the table. By using this command, a table with the default style will be inserted.

You can choose from a selection of pre-made table styles by selecting Format as Table from the Styles category on the Home menu.

Excel Table quick key: The quickest approach to create a table if you prefer to work with your keyboard over a mouse is to type the following key combination: Ctrl+T

Whatever method you use, Microsoft Excel will automatically select the entire block of concerned cells. Afterward, confirm that the range you selected is accurate, check or uncheck the "My table includes headers" option, and click OK.

This results in the formation of a well-arranged table in your worksheet. It appears to be a typical range at first glance, complete with header row filter buttons, but it is much more than that!

6.3 Table formatting

Style and Formatting Should Be Taken into Account

Excel displays the information visually when the data has been turned into a table. However, that can be changed based on circumstances. Users can choose from various table design styles by selecting them from the Table Design menu.

An Excel table automatically expands as more data is added to a neighboring row or column when new data is added to the table. Excel's table automatically enlarges and encircles itself. Another property is that the extra rows or columns are arranged uniformly with the rest of the table based on the row and column numbers.

Change the Table's Name

One of Microsoft Excel's features is the ability to give a table a meaningful name. Using the data in the table as a reference while dealing with calculations is considerably simpler. Remember that some names are prohibited. When naming a table, there are a few guidelines to follow:

A worksheet must contain a unique name for each table.

A table's name should only contain letters, numbers, and the underscore character. Spaces and other special characters are not allowed.

A letter or an underscore must be the first character in a table name; a number cannot be the first character.

A table's name can contain up to 255 characters.

If the Table Tools Design tab is chosen in the Table Tools group, any cell within the table will appear on the ribbon. The general name will be replaced with a new one; enter to make the change. The Table Name can be found in this tab's Properties section.

6.4 Excel Table Features

There are numerous helpful features in Excel tables.

As previously mentioned, Excel tables offer many advantages in terms of presentation over conventional data ranges. So why not use the incredible features now accessible with just one click?

Integrated Options for Sorting and Filtering

A spreadsheet usually needs a few steps to sort and filter data. Filter arrows are automatically included in the header row of tables, allowing you to apply a variety of text and numeric filters, sort in ascending or descending order, sort by color, or create your custom sort order.

The filter arrows can be quickly and easily hidden by selecting the Design tab > Table Style Options group and unchecking the Filter Button box. You can rapidly hide the filter arrows if you do not want to filter or sort your data by ticking the Filter Button box and deselecting the Filter Button box.

The Shift+Ctrl+L keyboard shortcut will allow you to change between hiding and showing the filter arrows.

Additionally, if you use Excel 2013 or later, you may build a slicer to quickly and effectively filter the table data.

Even When Scrolling Down the Page, Column Heads Are Still Visible

The header row is always visible, even with a sizable table that does not fit on a screen. If you experience this problem, you must first choose a cell from the table before scrolling through it.

Simple Formatting (Excel Table Styles)

In addition to other characteristics, a newly constructed table already has banded rows, borders, color, and other aspects. Selecting one of the more than 50 pre-designed layouts available in the Table Styles gallery under the Design menu makes it simple to change the default table format.

The Design tab also enables you to turn the following table components on and off in addition to changing table styles:

Header Row:

The column headings in this row are scrollable table data that remain accessible.

Total Row:

With a variety of predefined features to choose from to modify the design, this function adds a total row at the conclusion of the table.

Banded Row and Banded Columns:

Using banded rows or columns will result in a different row or column shading.

The First Column and Final Column:

The table's first and last columns will have a different format than the others.

Filter Button:

The Filter button toggles on and off the filter arrows in the header row.

Automatic Table Expansion to Incorporate Fresh Data

Additional formatting and data reformatting are frequently required when adding new rows or columns to a spreadsheet. But not if your data is organized in a table! When you write something next to a table in Excel, the software interprets your action as an addition, expanding the table to include the new data.

A table automatically enlarges when new data is added to it.

To Add or Remove Columns and Rows from a Table

As you already know, the quickest and easiest way to add a new row or column to an existing table is to put any value in any cell directly beneath the table or any value directly to the right of the table.

While the Totals row is disabled, choose the bottom-right cell in the table and press the Tab key on your keyboard to add a new row.

By choosing Insert from the Home tab > Cells group on the ribbon bar, you can add a new row or column to an existing table. Alternatively, you can right-click a cell above which you want to add a row, select Insert > Table Rows Above, and then choose Table Columns to the Left from the drop-down menu to add a new column.

Select Delete from the context menu of any cell in the row or column you wish to delete, and then select Table Rows or Table Columns from the drop-down menu. This will allow you to remove the row or column from the table. Alternatively, select the appropriate option by clicking the arrow next to Delete on the Home Tab’s Cells group:

Making Changes to a Table in Microsoft Excel

You can insert additional rows or columns to a table while excluding some existing rows or columns by using the triangle resize handle situated at the bottom right of the table.

Chapter seven

Mastering Excel Charts: From Static to Dynamic Data Visualization

Charts are a quick and easy way to visualize data. Excel offers a wide variety of chart types, including column, bar, line, pie, and scatter plots, as well as more specialized options like bubble and radar charts.

With Excel's charting capabilities, users can quickly and easily highlight trends, patterns, and relationships within their data. For example, a column chart can show the relative sizes of different data categories, while a line chart can illustrate changes over time.

Creating a chart in Excel is straightforward and intuitive. Simply select the data to be included in the chart, and then choose a chart type from the Insert tab on the ribbon. Excel will automatically generate the chart and display it on the worksheet, allowing users to customize various aspects of the chart, such as its title, axes, and data labels.

Excel also offers a wide range of formatting options for charts, including colors, fonts, and line styles. This allows users to tailor the appearance of their charts to their specific needs and preferences. Excel's charting tools also enable users to add data markers, trend lines, and other visual elements to their charts to enhance their clarity and impact.

In summary, Excel's charting capabilities are a valuable asset for anyone working with data. With its wide range of chart types, easy-to-use interface, and flexible formatting options, Excel allows users to quickly and easily create professional-looking charts that effectively communicate their data.

7.1 What are Charts in Excel?

The data is shown visually in the form of a chart with columns and rows. People often use charts to look at large amounts of data and find trends and patterns. Data visualization tools like charts and graphs help you understand your data by showing numerical values in a way that is easy to understand. Even though the two words are often used together, they are two different things. Graphs are the most basic way to show data, and they are frequently used to show how the values of data points change over time. Charts are more complicated than tables because they let you compare different parts of the same set of data. People also think charts are more pleasing to the eye than other data types.

Charts and graphs are frequently used in presentations to show customers, management, or other team members a rapid summary of results or progress, among other things. You can make a chart to show almost any type of statistical data. This saves you the time and effort of looking through spreadsheets to discover patterns and connections in the data. For instance, Excel makes it easier to make charts and graphs because you can store your data in the Excel Workbook instead of importing it from another program. Excel also comes with various charts that you can use to make your own or choose the one that best shows the data connections you like to highlight.

7.2 Types of Charts and Their Use

Excel has a huge library of chart types that you can use to show your data visually. There may be more than one chart style that "works" for a certain set of data, but it is important to choose the one that best tells the story you want the data to tell about that set of data. Of course, you can use and include graphic parts to improve and change a chart.

Here are the Excel charts that are used most often:

Column Charts.

Bar Charts

Pie Charts

Combo Charts

Line Charts.

Scatter Charts

Columns Charts

Column charts are especially helpful when comparing data or showing many categories for a single variable. Excel lets you use stacked, clustered, 100% stacked, 3-D stacked, 3-D clustered, 3-D percent stacked, and 3-D 100 pictured stacked chart styles for seven-column charts. There are also three-dimensional stacked, clustered, and 100-stacked styles. The numbers in this graph are in a line going up and down.

Bar Charts

The major difference between a bar chart and a column chart is that bar charts have horizontal bars rather than vertical ones. Even though both column charts and bar charts are frequently used, when working with negative values, some people prefer column charts because it is extremely easy to see negatives when they are shown vertically on the y-axis.

Pie Charts

You can compare how much of a whole something is (the sum of all your data's values) with the help of a pie chart. Each value is shown as a slice of a pie, which lets you compare the sizes of the values. There are five types of pie charts: the pie, the pie of pie (which splits one pie in half to show the proportions of subcategories), the pie bar, the 3-D pie, and the doughnut. The most common type of pie chart is the pie bar.

Combo Charts

A Combo Chart is a single visual representation of two different types of charts: a column chart and a line chart. A Combo Chart is a single chart that shows several different kinds of charts. Combo charts can show different sizes of data on one chart. It can show how something is connected to something else.

Line Charts

The best way to show trends over time is with a line chart instead of a fixed data point table. A line connects each data point, showing how the value has changed over time and how it has grown or shrunk. On the 7-line chart, you can choose from the line, stacked line, 100% stacked line, stacked line with markers, line with markers, 3-D line, and 100 percent stacked line with markers. Bar charts and pie charts can also be made with seven lines.

Scatter Charts

With the help of several variables, scatter charts can demonstrate how one factor influences another. They can be used the same way as line graphs to show how variables change over time. Correlation is the word for this kind of relationship. The bubble diagram is a type of chart that fits into the scattered category. The seven scatter chart options are:

Scatter.

Scatter with the smooth lines.

Scatter with lines and markers.

Scatter with straight lines and 3D bubbles.

Scatter with straight lines and markers.

There are four more categories of charts. These charts are more specific to each case:

Area Charts

Surface Charts

Stock Charts

Radar Charts

Area Charts

Line charts, like area charts, demonstrate how something has changed over time. On the other hand, area charts are useful for demonstrating how changes in various factors differ because the area under each line is clear.

Surface Charts

A surface chart can be used to display data in three dimensions. Data sets containing more than two components or categories inside a single variable can benefit from this extra dimension for more accurate findings. A surface chart is more difficult to read, so be sure your audience understands what it represents before you display it. There are various alternatives available, including 3-D wireframe surface, 3-D area, and 3-D wireframe contour.

Stock Charts

Often, this kind of chart is utilized to look at finances. Conversely, you can always use these kinds of charts to show a number's range and its correct value. Select a type of stock chart to show on your computer's screen, such as volume-high-low-close, high-low-close, volume-open-high-low-close, and open-high-low-close.

Radar Charts

Using a radar chart, you can show data from many variables that are all related to each other. All variables start at the middle point, which is also their starting point. The most important thing about a radar chart is that it lets you look at all the different things that affect each other. They are frequently used to look at the weaknesses and strengths of goods or employees. There are almost three kinds of radar charts: those with markings, those without markings, and those that are filled in.

7.3 How to Make a Chart in Excel

Charts are a great way to show other people facts and information visually. The information shown in the charts is what holds them together. The first and most important step in making a chart is choosing the data you want to show. To start, you need to put your data into Excel. You can highlight cells in your graph by dragging your cursor over the columns in your graph that hold the data you want to use. After putting in your data and choosing a cell range, you can choose the type of chart that will show your data.

Think about the following situation: You have a spreadsheet with two columns of information. In column A, you will find the variable Year. In column B, you will find the variable Value. You want to make a chart that shows the variable Value on the vertical axis and the year on the horizontal axis.

After you've selected the data for the chart, follow the steps below to add it to your spreadsheet.

Choose what information you want to use and why you want to use it.

Select Insert from the drop-down menu on the ribbon.

Select Insert Chart from the ribbon.

To see the previews, go to the Chart settings and click on Show Previews.

Please pick the right chart and click on it to add it.

When you press the line chart icon, a list of other chart types appears in a drop-down menu.

When you click the line chart icon, a drop-down menu with different types of charts appears. Before making the chart, you must tell Excel which data to use as a starting point. After choosing the chart canvas, you can click on it, go to the "Chart Design" menu and click on "Select Data." You can also right-click on the graph and choose "Select Data" from the menu that shows up.

You can see the different ways to choose the data. It’s possible to use the whole data area at the top if you want to. You can choose which data to show on the left panel's vertical axis (y-axis) and which variable to show on the right panel's horizontal axis (x-axis) (x-axis).

Let's start by telling Excel what information to use for the vertical axis. Click "Add."

Now, you should see a menu. Fill in the blanks with the series' name and a short description of what it will be about. You can write a series description in the "Series name" column if you want to.

Click the up arrow to see the "Series Values." Select all the cells with the values you want to show on the vertical axis.

You can choose the series for the horizontal axis by clicking "Edit" in the panel on the right. Use the same method you used for the vertical axis to choose the data for the horizontal axis, and then click the OK button to finish.

Click "OK" to finish the "Select Data" process.

Your chart will be inserted.

7.4 Dynamic Charts

Excel dynamic charts are a powerful tool for data visualization and analysis. They allow users to create charts that automatically update and change based on the data in their worksheets. This can be especially useful for large datasets or when data is constantly changing, as it allows users to quickly and easily see trends and patterns in their data without having to manually update the chart every time.

The main difference between dynamic charts and standard charts is that dynamic charts are linked to a specific data range in the worksheet. This means that any changes made to the data in that range will automatically be reflected in the chart. In contrast, standard charts are not linked to any specific data range, so changes to the data will not be reflected in the chart unless the chart is manually updated.

Several types of dynamic charts can be created in Excel, including line charts, column charts, bar charts, and pie charts. Each type of chart has its own unique features and benefits, so it is important to choose the one that best suits your needs.

Line charts show data as a series of points connected by straight lines. They are often used to show trends over time or to compare multiple data sets.

Column charts show data as vertical bars. They are often used to compare data sets or to show changes over time.

Bar charts are similar to column charts, but the bars are horizontal rather than vertical. They are often used to compare data sets or to show changes over time.

Pie charts show data as a series of slices of a pie. They are often used to show proportions or percentages.

Scatter plots show data as a series of points on a grid. They are often used to show relationships between two variables.

Area charts show data as a series of areas filled in with color. They are often used to show changes over time or to compare data sets.

Bubble charts show data as a series of bubbles, with the size of the bubble representing a third variable. They are often used to show relationships between three variables.

Gantt charts show data as a series of horizontal bars that represent tasks or events over a specific period of time. They are often used to track project progress or to schedule events.

Advantages

Some of the main advantages of using dynamic charts include:

Automatic updates: One of the biggest advantages of dynamic charts is that they automatically update to reflect changes in the data. This can be especially useful for large datasets or when data is constantly changing, as it allows users to quickly and easily see trends and patterns in their data without having to manually update the chart every time.

Time-saving: Dynamic charts save time and effort by automatically updating whenever the data changes. This can be a huge benefit for users who work with large datasets or constantly changing data, as it allows them to focus on other tasks rather than constantly updating the chart.

Customization: Dynamic charts can be easily customized to meet the specific needs of the user. For example, users can change the data range that the chart is linked to, or they can customize the appearance of the chart by changing the colors, fonts, and other visual elements. This flexibility makes dynamic charts a powerful tool for data visualization and analysis.

Multiple data sources: Dynamic charts can be linked to multiple data sources, allowing users to easily compare data from different sources and see how they relate to each other.

Multiple chart types: There are several different types of dynamic charts that can be created in Excel, including line charts, column charts, bar charts, and pie charts. This allows users to choose the chart type that best suits their needs and data.

How to create

There are several different ways to create dynamic charts in Excel, including using the chart wizard, using the insert chart feature, or using a macro. Here is a step-by-step guide on how to create dynamic charts in Excel:

First, open your Excel workbook and select the data that you want to include in the chart. Make sure to include a row or column with labels for each data series, as this will be used as the chart's legend.

Next, click on the "Insert" tab in the ribbon and then click on the "Chart" button. This will open the chart wizard, which will guide you through the process of creating a chart.

In the chart wizard, select the chart type that you want to use. There are several different chart types to choose from, including line charts, column charts, bar charts, and pie charts.

Select the data range that you want to include in the chart. This should be the same data range that you selected in step 1.

Customize the appearance of the chart by changing the colors, fonts, and other visual elements. You can also add a title and a legend to the chart if desired.

Once you are satisfied with the appearance of the chart, click on the "Finish" button to create the chart. The chart will be inserted into your worksheet and will be linked to the data range that you selected.

To make the chart dynamic, right-click on the chart and select "Select Data." This will open the "Select Data Source" window, which allows you to specify the data range that the chart is linked to.

In the "Select Data Source" window, click on the "Edit" button next to the "Chart data range" field. This will open the "Edit Series" window, which allows you to specify the data range that the chart is linked to.

In the "Edit Series" window, enter the data range that you want to use for the chart. Make sure to include a row or column with labels for each data series, as this will be used as the chart's legend.

Click on the "OK" button to close the "Edit Series" window and return to the "Select Data Source" window. Click on the "OK" button again to close the "Select Data Source" window and return to your worksheet.

Your dynamic chart is now complete! Any changes made to the data in the linked data range will automatically be reflected in the chart.

Chapter eight

Mastering the Art of Pivot Tables

A pivot table is a tool in Excel that allows users to quickly and easily summarize and analyze large datasets. It is designed to help users find patterns, trends, and relationships in their data, and to present the data in a more meaningful and useful way.

Pivot tables work by organizing and summarizing data in a table format with rows, columns, and values. Users can choose which data to include in the pivot table and can specify the rows, columns, and values that they want to see. This allows users to customize the pivot table to meet their specific needs and goals. Pivot tables are often used to analyze data from large datasets, such as sales data or financial data.

Benefits of using pivot tables

There are several benefits of using pivot tables in Excel, including:

Quick and easy summarization of large datasets: Pivot tables allow users to quickly and easily summarize large datasets, making it easier to understand and analyze the data.

Customization and flexibility: Pivot tables can be customized to meet the specific needs of the user. Users can choose which data to include in the pivot table, and can specify the rows, columns, and values that they want to see. This allows users to tailor the pivot table to their specific goals and needs.

Improved data visualization: Pivot tables allow users to present data in a more meaningful and useful way. They can help users identify trends, patterns, and relationships in the data that may not be immediately apparent, and can be a powerful tool for data visualization.

Time-saving: Pivot tables save time and effort by allowing users to quickly and easily summarize and analyze large datasets. This can be a huge benefit for users who work with large datasets on a regular basis.

Improved decision-making: Pivot tables can help users make more informed decisions by allowing them to see trends and patterns in their data that may not be immediately apparent. This can be especially useful for business users who need to make data-driven decisions.

Features and functionalities

Some of the key pivot table features and functionality include:

Data organization and summarization: Pivot tables allow users to organize and summarize data in a table format, with rows, columns, and values. Users can choose which data to include in the pivot table, and can specify the rows, columns, and values that they want to see. This allows users to customize the pivot table to meet their specific needs and goals.

Filtering and sorting: By using pivot tables, users can filter and sort the data in the table based on specific criteria. This can be useful for finding specific data points or for organizing the data in a more meaningful way.

Calculated fields and items: With pivot tables, you can add calculated fields and elements to the table, which are derived from the data in the table. This can be useful for performing advanced calculations or for adding additional data points to the table.

Grouping and ungrouping: Pivot tables are also helpful for grouping and ungrouping data in the table. . This can be useful for organizing data into meaningful categories or for displaying data at different levels of detail.

Pivot charts: Pivot tables can be linked to pivot charts, which allow users to visualize the data in the table in a graphical format. This can be a powerful tool for data visualization and analysis.

8.1 Setting Up a Pivot Table

Choosing the data source for the pivot table

Before creating a pivot table in Excel, you need to choose the data source you want to use. This data source can be an entire worksheet, a range of cells in a worksheet, or an external data source, such as a database or website.

To choose the data source for a pivot table, follow these steps:

Open your Excel workbook and select the data that you want to include in the pivot table. Make sure to include a row or column with labels for each data series, as this will be used as the pivot table's legend.

Click on the "Insert" tab in the ribbon and then click on the "Pivot Table" button. This will open the "Create Pivot Table" window.

In the "Create Pivot Table" window, select the data range that you want to use for the pivot table. This should be the same data range that you selected in step 1.

Choose where you want to place the pivot table. You can choose to place it in a new worksheet, or you can choose to place it in an existing worksheet.

Click on the "OK" button to create the pivot table. The pivot table will be inserted into your worksheet and linked to the data range you selected.

Now that you have chosen the data source for your pivot table, you are ready to define the rows, columns, and values for the pivot table. This will allow you to customize the pivot table to meet your specific needs and goals.

Defining the rows, columns, and values for the pivot table

Here is a step-by-step guide on how to define the rows, columns, and values for a pivot table:

Open your Excel workbook and select the data that you want to include in the pivot table. Make sure to include a row or column with labels for each data series, as this will be used as the pivot table's legend.

Click on the "Insert" tab in the ribbon and then click on the "Pivot Table" button. This will open the "Create Pivot Table" window, which will guide you through the process of creating a pivot table.

In the "Create Pivot Table" window, select the data range that you want to use for the pivot table. This should be the same data range that you selected in step 1.

Click on the "OK" button to create the pivot table. The pivot table will be inserted into your worksheet, and the "PivotTable Field List" window will appear on the right side of the screen.

In the "PivotTable Field List" window, drag and drop the fields that you want to use as rows, columns, and values into the appropriate boxes. You can also specify the type of calculation that you want to use for the values (e.g., sum, average, count, etc.).

Once you have defined the pivot table's rows, and values for the pivot table, click on the "OK" button to close the "PivotTable Field List" window and return to your worksheet. Your pivot table is now set up and ready to use!

Adding filters and slicers to the pivot table

Filters allow users to hide or display specific data points, while slicers allow users to slice the data in the table based on specific criteria. Here is a step-by-step guide on how to add filters and slicers to a pivot table in Excel:

First, select the pivot table that you want to add filters or slicers to. You can do this by clicking on any cell in the pivot table.

Next, click on the "Analyze" tab in the ribbon and then click on the "Insert Slicer" button. This will open the "Insert Slicers" window, which allows you to choose which fields you want to use as slicers.

In the "Insert Slicers" window, select the fields that you want to use as slicers and then click on the "OK" button. This will insert the slicers into your pivot table.

To add filters to the pivot table, click on the "Analyze" tab in the ribbon and then click on the "Filter" button. This will open the "Filter" window, which allows you to choose which fields you want to use as filters.

In the "Filter" window, select the fields that you want to use as filters and then click on the "OK" button. This will insert the filters into your pivot table.

To use the filters and slicers, click on the slicer or filter and select the criteria you want. The pivot table will automatically update to reflect the selected criteria.

8.2 Customizing the Pivot Table

Changing the layout and appearance of the pivot table

Customizing the layout and appearance of a pivot table in Excel is a simple and effective way to make the table more meaningful and useful. Here is a step-by-step guide on how to customize the layout and appearance of a pivot table in Excel:

First, select the pivot table that you want to customize. You can do this by clicking on any cell in the pivot table.

Next, click on the "Design" tab in the ribbon. This tab contains a number of options for customizing the layout and appearance of the pivot table.

Use the "Report Layout" options to change the layout of the pivot table. You can choose from a tabular layout, a compact layout, or an outline layout.

Use the "Total & Filters" options to add or remove grand totals and subtotals from the pivot table. You can also use these options to show or hide filter buttons in the pivot table.

Use the "Style Options" options to customize the look of the pivot table. You can choose from a variety of different styles, or you can create your own custom style.

Use the "PivotTable Style Options" options to modify specific elements in the pivot table. For example, you can change the font and color of the row and column labels, or you can change the color of the pivot table data.

Use the "Table Options" options to personalize the appearance of the pivot table data. For example, you can add banded rows or columns to the pivot table or add alternating colors to the rows or columns.

Adding calculated fields and items

Calculated fields and items are valuable features in Excel pivot tables that allow users to add calculated data points to the table. Calculated fields are derived from the data in the table, while calculated items are based on specific data points in the table. Here is a step-by-step guide on how to add calculated fields and items to a pivot table in Excel:

First, select the pivot to which you want to add calculated fields or items to. You can do this by clicking on any cell in the pivot table.

Next, click on the "Analyze" tab in the ribbon and then click on the "Fields, Items, & Sets" button. This will open the "PivotTable Field List" window, which allows you to choose which fields and items to include in the pivot table.

In the "PivotTable Field List" window, click on the "Calculations" tab and then click on the "New Calculated Field" button. This will open the "New Calculated Field" window, which allows you to create a new calculated field.

In the "New Calculated Field" window, enter a name for the calculated field and then enter the formula that you want to use. Make sure to use the correct syntax for the formula, as any errors will prevent the calculated field from being created.

Once you have entered the formula for the calculated field, click on the "OK" button to create the calculated field. The calculated field will be added to the pivot table.

To add a calculated item to the pivot table, click on the "Calculations" tab in the "PivotTable Field List" window and then click on the "New Calculated Item" button. This will open the "New Calculated Item" window, which allows you to create a new calculated item.

In the "New Calculated Item" window, enter a name for the calculated item and then enter the formula that you want to use. Make sure to use the correct syntax for the formula, as any errors will prevent the calculated item from being created.

Once you have entered the formula for the calculated item, click on the "OK" button to create the calculated item. The calculated item will be added to the pivot table as a separate data point.

Sorting and filtering the pivot table data

Once you have set up a pivot table in Excel, you may want to sort and filter the data in the table to better organize and analyze it. Here is a step-by-step guide on how to sort and filter a pivot table in Excel:

To sort the data in a pivot table, click on the row or column label that you want to sort by. This will highlight the label and display a small drop-down arrow.

Click on the drop-down arrow to open the sorting menu. From here, you can choose to sort the data in ascending or descending order, or you can sort it by one of the data fields in the pivot table.

To filter the data in a pivot table, click on the row or column label that you want to filter by. This will highlight the label and display a small drop-down arrow.

Click on the drop-down arrow to open the filtering menu. From here, you can choose which data points to include or exclude in the pivot table. You can also use the search function to find specific data points.

You can also use slicers to filter the data in a pivot table. Slicers are interactive buttons that allow you to filter the data in the pivot table by clicking on a specific value. To add a slicer to the pivot table, click on the "Analyze" tab in the ribbon and then click on the "Insert Slicer" button.

Select the data field that you want to use for the slicer and then click on the "OK" button. The slicer will be added to the pivot table, allowing you to filter the data by clicking on specific values.

8.3 Advanced Pivot Table Techniques

Grouping and ungrouping data

Grouping data in a pivot table allows users to organize the data into meaningful categories or groups, while ungrouping data allows users to display the data at different levels of detail.

To group data in a pivot table, follow these steps:

Click on the pivot table to select it. This will bring up the "PivotTable Tools" tab in the ribbon.

In the "PivotTable" group, click on the "Group" button. This will open the "Group" dialog box, which allows you to specify the grouping criteria for the pivot table.

In the "Group" dialog box, select the column or field that you want to group by. You can choose to group the data by date, number, or other criteria.

Once you have specified the grouping criteria, click on the "OK" button to close the "Group" dialog box and apply the grouping to the pivot table.

To ungroup data in a pivot table, follow these steps:

Click on the pivot table to select it. This will bring up the "PivotTable Tools" tab in the ribbon.

In the "PivotTable" group, click on the "Ungroup" button. This will ungroup the data in the pivot table and display it at the lowest level of detail.

Grouping and ungrouping data in a pivot table can be a powerful way to customize and analyze the data. By organizing the data into meaningful categories or groups, users can more easily see trends and patterns in the data and make better-informed decisions. Conversely, by ungrouping the data and displaying it at different levels of detail, users can drill down into the data and see more granular information.

Creating pivot charts

Pivot charts are linked to the pivot table, so any changes made to the pivot table will be reflected in the pivot chart. This can be a useful tool for data visualization and analysis, as it allows users to see trends and patterns in their data in a graphical format.

To create a pivot chart in Excel, follow these steps:

First, create a pivot table by selecting the data that you want to include in the table and clicking on the "Insert" tab in the ribbon. Then, click on the "Pivot Table" button to open the "Create PivotTable" dialog box.

In the "Create PivotTable" dialog box, select the data range that you want to include in the pivot table. You can also choose to place the pivot table in a new worksheet or in an existing worksheet.

Click on the "OK" button to create the pivot table. This will open the "PivotTable Fields" pane, which allows you to specify the pivot table's rows, columns, and values.

In the "PivotTable Fields" pane, select the fields that you want to include in the pivot table. You can also specify the pivot table layout by dragging and dropping the fields into the rows, columns, or values area.

Once you have specified the pivot table layout, click on the "Insert" tab in the ribbon and then click on the "Pivot Chart" button. This will open the "Create PivotChart" dialog box.

In the "Create PivotChart" dialog box, select the pivot table that you want to use as the data source for the pivot chart. You can also choose the chart type and customize the appearance of the chart by changing the colors, fonts, and other visual elements.

Click on the "OK" button to create the pivot chart. The pivot chart will be inserted into your worksheet and will be linked to the pivot table.

Using pivot tables with multiple data sources

Using pivot tables with multiple data sources allows you to examine and compare data from different sources and identify their correlations. To use pivot tables with multiple data sources, follow these steps:

First, open your Excel workbook and select the data that you want to include in the pivot table. Make sure to include a row or column with labels for each data series, as this will be used as the pivot table's legend.

Next, click on the "Insert" tab in the ribbon and then click on the "PivotTable" button. This will open the "Create PivotTable" dialog box, which will guide you through the process of creating a pivot table.

In the "Create PivotTable" dialog box, select the data range that you want to use for the pivot table. This should be the same data range that you selected in step 1.

Click on the "Change Data Source" button to open the "Change PivotTable Data Source" dialog box.

In the "Change PivotTable Data Source" dialog box, click on the "Choose Connection" button to open the "Existing Connections" dialog box.

In the "Existing Connections" dialog box, select the data source that you want to use for the pivot table. You can choose from an existing data connection or create a new one.

Once you have selected the data source, click on the "Open" button to close the "Existing Connections" dialog box and return to the "Change PivotTable Data Source" dialog box.

In the "Change PivotTable Data Source" dialog box, select the data range that you want to use for the pivot table. Make sure to include a row or column with labels for each data series, as this will be used as the pivot table's legend.

Click on the "OK" button to close the "Change PivotTable Data Source" dialog box and return to the "Create PivotTable" dialog box.

Click on the "OK" button in the "Create PivotTable" dialog box to create the pivot table. The pivot table will be inserted into your worksheet and linked to your selected data source.

8.4 Troubleshooting Pivot Tables

Common pivot table errors and how to fix them

Pivot tables are a useful tool in data analysis, but like any tool, they can sometimes be subject to errors or issues. Here are some common pivot table errors and how to fix them:

Refreshing the pivot table: If the pivot table is not updating to reflect changes in the data, it may be necessary to refresh the pivot table. To refresh the pivot table, right-click on the pivot table and select "Refresh." This will update the pivot table to reflect any changes in the data.

Changing the data source: If the pivot table is linked to the wrong data source, or if the data source has been changed or moved, the pivot table may not display the correct data. To fix this issue, right-click on the pivot table and select "Select Data." This will open the "Select Data Source" window, which allows you to specify the data source for the pivot table.

Incorrect data formatting: If the data in the pivot table is not formatting correctly, it may be necessary to check the data formatting in the source data. Make sure that the data is formatted correctly and that there are no errors or inconsistencies in the data.

Missing data: If data is missing from the pivot table, it may be necessary to check the data source for any errors or inconsistencies. Make sure that the information is complete and accurate, and that there are no missing or corrupted data points.

Performance issues: If the pivot table is slow to load or update, it may be necessary to optimize the pivot table to improve performance. This can involve reducing the size of the data source, using calculated fields and items sparingly, and avoiding using multiple pivot tables on the same worksheet.

Tips for improving pivot table performance

Here are some tips for improving pivot table performance and avoiding performance issues:

Use the right data source: Pivot tables can be linked to a variety of data sources, including Excel worksheets, external databases, and text files. Choosing the right data source for the pivot table can help improve performance. For example, using an Excel worksheet as the data source may be faster than using an external database.

Avoid using unnecessary data: Pivot tables are designed to work with large datasets, but including unnecessary data in the pivot table can slow down performance. To improve performance, try to include only the data that is necessary for the pivot table.

Use the right data type: Pivot tables work best with data that is in the right format. For example, using text data in a field that is meant for numerical data can slow down performance. Make sure to use the right data type for each field in the pivot table to improve performance.

Use calculated fields sparingly: Calculated fields can be a powerful tool for adding additional data points to the pivot table, but using too many calculated fields can slow down performance. Try to use calculated fields sparingly, and consider using standard Excel formulas instead.

Use filters wisely: Filters are a powerful tool for analyzing data in a pivot table, but using too many filters can slow down performance. Try to use filters wisely, and consider using slicers instead of filters when possible.

Advanced pivot table troubleshooting techniques

Troubleshooting pivot tables in Excel can be a challenging task, but there are several advanced pivot table troubleshooting techniques that can help users diagnose and fix common issues. Some of these advanced pivot table troubleshooting techniques include:

Checking the data source: One of the most common issues with pivot tables is that the data source is incorrect or corrupt. To check the data source, right-click on the pivot table and select "Change Data Source." This will open the "Change PivotTable Data Source" dialog box, allowing you to specify the data range to which the pivot table is linked. Make sure that the data range is correct and that the data is not corrupted.

Refreshing the pivot table: If the data in the pivot table is not updating, it may be necessary to refresh the pivot table. To refresh the pivot table, right-click on the pivot table and select "Refresh." This will update the pivot table with the latest data from the data source.

Clearing the pivot table cache: If the pivot table is not displaying the correct data, it may be necessary to clear the pivot table cache. To clear the pivot table cache, right-click on the pivot table and select "PivotTable Options." In the "PivotTable Options" dialog box, click on the "Data" tab and then click on the "Clear" button in the "PivotTable Data Cache" section.

Repairing the data source: If the data source is corrupt or damaged, it may be necessary to repair the data source. To repair the data source, open it and save it as a new file. If the data source cannot be saved, it may be necessary to recreate it or repair the file using a tool like Microsoft Office File Validation.

Checking for errors in the pivot table formula: If the pivot table is not calculating correctly, it may be necessary to check for errors in the pivot table formula. To do this, right-click on the pivot table and select "PivotTable Options." In the "PivotTable Options" dialog box, click on the "Formulas" tab and then click on the "Error Checking" button. This will open the "Error Checking" dialog box, which allows you to view any errors in the pivot table formula.

Chapter nine

Excel Data Management: From Data Entry to Data Analysis

Data management is a crucial aspect of any business or organization, as it helps in making informed decisions based on accurate and organized data. Excel provides a range of tools and features for organizing, manipulating, and analyzing data, as well as for creating charts, graphs, and other visual representations of data.

Some of the key capabilities of Excel as a data management tool include:

Inputting and organizing data in rows and columns

Sorting and filtering data to find specific records or groups of data

Using functions and formulas to perform calculations on data

Creating pivot tables to summarize and analyze data in different ways

Importing data from external sources, such as databases or other spreadsheet programs

Exporting data to other formats, such as CSV or PDF

Creating charts and graphs to visualize data in a more meaningful way

Using macros and Visual Basic for Applications (VBA) to automate repetitive tasks and create custom functions and tools

Using Power Query to transform and manipulate data from various sources.

9.1 Freezing and Viewing Panes

Freezing panes in Excel allows you to keep certain rows or columns visible as you scroll through the rest of the spreadsheet. This can be useful for data management if you have a large dataset and want to keep the column headings or certain rows visible as you work with the data.

To freeze the rows

Some columns or rows in your spreadsheet should always be visible, especially those with header cells. You can move through the information by "freezing" columns or rows while only seeing frozen cells.

To freeze panes in Excel, follow these steps:

Select the cell that you want to freeze the panes below or to the right of.

In the "View" tab of the ribbon, click on the "Freeze Panes" button.

From the "Freeze Panes" menu, choose whether you want to freeze the panes above the selected cell, below the selected cell, or to the right of the selected cell.

The rows and columns above or to the left of the selected cell will be frozen, and you will be able to scroll through the rest of the spreadsheet while keeping those rows and columns visible.

Splitting a worksheet

You may want to be able to compare different parts of the same worksheet without having to open a new window. Split divides the worksheet into multiple windows, and each window can be scrolled independently.

To split the screen into panes in Excel, follow these steps:

Select the cell where you want to split the screen.

In the "View" tab of the ribbon, click on the "Split" button.

A horizontal and vertical line will appear on the screen, dividing the spreadsheet into four panes. You can drag the lines to resize the panes as needed.

Use the scrollbars in each pane to scroll through the different parts of the spreadsheet.

Tap the Divide command again to put the split back together.

9.2 Data Sorting

As you add more information to a worksheet, it becomes more important to set it up properly. Sorting data will make it much easier to change how a spreadsheet is set up. For instance, a database of contact information might be set up by the last name. You can sort information by number, letter, or several other ways. Before you can sort files, you have to decide if you want to sort the whole worksheet or just a range of cells.

All the information in the worksheet is put into a single column by the sort sheet.

Sort range puts information in a range of cells in a way that makes sense. When you sort a range, it does not affect the other spreadsheet data. This is helpful when working with a lot of tables on the board.

Sorting a sheet

In this case, T-shirt orders are sorted by last name (column C).

Select a cell in one of the columns you want to sort by. In this case, select cell C2.

Choose Ascending on the Ribbon Data tab to sort from A to Z or Descending to sort from Z to A. As an instance, the command "ascending" is used.

The selected column would be used to sort the worksheet. In this case, the worksheet was organized based on the last name.

9.3 Data Filtering

If there is a lot of information on the worksheet, it may not be that easy to quickly find what you're looking for. You can narrow down the information in your worksheet to find what you need by using filters.

Filtering data

For filtering to work, each column's name should be written in a row at the top of the worksheet.

Choose the Data tab and then the Filter command.

The drop-down arrow would show up in the header cell of each column.

Use the drop-down arrow to select the column you want to look at.

You should see the Filter menu.

Uncheck the box next to "Select All" to quickly remove all the data from the list.

Check the boxes next to the information you want to sort, then click OK.

Use the Filter function on a Data tab to eliminate all the filters on your worksheet.

9.4 Find and Replace

When using Excel to handle a lot of information, it can be hard and take a long time to find specific information. The Find function makes it easy to look through your workbook, and the Replace option lets you change the information.

To locate material

On the Home page, click the Find and Choose button. Then, from the drop-down menu, click Find... out.

The dialogue box for Find and Replace will show up. Fill in the blanks with the information you need.

Select Next from the Find menu. If the information is found, the cell in which it is kept is selected.

Select Discover Next to find more times the search phrase is used, or select Find All to see all the times it is used.

Select Dismiss to close the Find and Replace dialogue box when you are done.

Tip #1: You can also type Ctrl+F on your computer to use the Find command.

Tip #2: In the Find and Replace dialogue box, click Options to see more search options.

To replace the content of the cell

You may discover numerous errors in your workbook, such as spelling issues or the necessity to substitute one phrase or word for another. Excel's Find and Replace feature can be used to make rapid adjustments.

Select Replace... from the dropdown menu after choosing the Find and Choose command on the Home page.

There will be a box that says "Find and Replace." In the Find what: box, type the text you like to look for.

In the Replace box, type the text you want to change and click Next.

If the information is discovered, the cell in which it is found is selected. Check the words again to see if they need to be changed.

If you want to change it, you can do one of the following: Using Replace, each occurrence would be changed. Use Replace All to change all the text in a worksheet at once.

A dialog box will appear showing the number of replacements made. To continue, click OK.

When you are done, click the "Dismiss" button to close the "Find and Replace" box.

9.5 Validation of Data

Data validation is a feature in Excel that allows you to set rules for the data that can be entered into a cell or range of cells. This can be helpful in ensuring the accuracy of your data by preventing incorrect or invalid data from being entered. Once data validation is set up, Excel will automatically check any new data that is entered into the validated cells and prevent any invalid data from being entered. You can also choose to display an error message or warning when invalid data is attempted to be entered.

Dialogue Box for Data Validation

This feature is easy to use. Select the cell(s) and click the "Data" tab to create and use a validation rule.

Then, on the "Data" page, under "Data Tools," choose "Data Validation."

The message about data validation will open right away.

You can choose from seven (7) different types of data:

List

Decimal

Time

Date

A complete number

Custom

The length of the text

Depending on the information you've chosen, you can select from the following options:

not in the between

between

not the same as

the same as

fewer than

higher than

equal to or less than

equal to or more than

After you choose the criteria, you will be given the following options to fill out:

not in the between

between

not the same as

the same as

fewer than

higher than

equal to or less than

larger than or comparable to

If the user's entry does not follow the validation rule, they will get a message like the one below:

How can I use whole numbers and decimals?

The only numbers that can be used are whole numbers and decimals:

Select the cell(s) where the rule will be used.

From the drop-down menu, select "Data Validation."

Select any data under "Allow."

Set the criteria under data.

Add anything else you think is important.

Example:

There is a list of employees whose ID numbers range from 100000 to 999999.

How to Make Drop-down Menus

To make a list with data validation in Excel, do the following:

Select the cell(s) to which the drop-down menu should be added to open the data validation dialogue box.

Select "List" under "Allow."

Select "In-cell drop-down" from the menu.

Finally, add the information under "Source."

There are two ways to use the source:

Use cell references

Type the answers into the text box.

Example:

From a list of employees, it is hard to decide which department each person works in.

Think about the following: You have three factors:

Production

Admin

Sales

You can put them in the text field and separate them with a comma when you choose "Source" from the drop-down menu (,).

After you click "OK," the drop-down choice will appear in the cells.

A table or a group of cells can be used to make a data validation list, which is great.

If you are in the workbook, list the categories or options on the same worksheet or another.

Look in the "Source" option for the cells that hold the groups or options in the drop-down list. When you are done, click "OK."

Validating Time and Dates

The dates and times for validation are easy to fill out. On the other hand, it is possible to get around the criterion.

Do the following to make sure that the dates and times are correct:

When you click the "Validate Data" button, the "Data Validation" box will appear. Select "Date" or "Time" under "Allow" to put the validation on the selected cell (s).

Choose the best set of criteria (there are lots of them; select the best that completes your needs)

Add any other information that's needed (preferably, write the dates in the worksheet)

Example:

A timesheet for an employee should only list days in the current or selected week.

How to make a rule depending on the length of a text?

In addition, you can specify a maximum character count or minimum character length for the text entered into a cell. Follow the steps below:

Decide which cell or cells the rule will apply to.

Select "Text length" under "Allow" in the data validation dialogue box.

Select the right settings from the "Data" menu.

Fill in the blanks with the information needed.

9.6 Importing and Exporting Data

Importing data from external sources into Excel

Excel provides several ways to import data from external sources into your spreadsheet. This can be useful if you need to work with data that is stored in a different format or location, or if you want to combine data from multiple sources.

Here are some common methods for importing data into Excel:

Importing from a file: You can import data from various file types, such as CSV, TXT, or XLSX, by using the "Import" feature in Excel. To do this, go to the "Data" tab of the ribbon and click on the "From Text/CSV" button. Then, choose the file that you want to import and follow the prompts to specify the data format and import options.

Importing from a database: If you need to import data from a database, such as an Access database or a SQL Server database, you can use the "Import Data" feature in Excel. To do this, go to the "Data" tab of the ribbon and click on the "From Access" button (for an Access database) or the "From SQL Server" button (for a SQL Server database). Then, specify the database connection details and follow the prompts to select the data that you want to import.

Importing from a web page: You can also import data from a web page by using the "Import Data" feature in Excel. To do this, go to the "Data" tab of the ribbon and click on the "From Web" button. Then, enter the URL of the web page that you want to import data from, and follow the prompts to select the data and specify the import options.

Exporting data from Excel to other formats

Excel allows you to export data from your spreadsheet to other formats, such as CSV, TXT, or PDF. This can be useful if you need to share your data with others who may not have Excel, or if you need to import your data into another application that does not support the XLSX file format.

To export data from Excel to another format, follow these steps:

Select the cells that you want to export.

Go to the "File" tab of the ribbon and click on the "Save As" button.

In the "Save As" dialog box, choose the location where you want to save the exported file.

From the "Save as type" drop-down menu, choose the format that you want to export the data to. Options include CSV, TXT, PDF, and others.

Click "Save" to export the data.

9.7 Advanced Data Management Techniques in Excel

Using macros to automate repetitive tasks

Macros are small programs that you can create in Excel to automate repetitive tasks. They allow you to record a series of actions and then play them back as many times as you want, saving you the time and effort of performing the same steps over and over again.

To create a macro in Excel, follow these steps:

Go to the "View" tab of the ribbon and click on the "Macros" button.

In the "Macros" dialog box, click on the "Record Macro" button.

In the "Record Macro" dialog box, enter a name for the macro and, if desired, a shortcut key to run the macro.

Click "OK" to start recording the macro.

Perform the actions that you want to include in the macro.

When you are finished, go to the "View" tab of the ribbon and click on the "Macros" button again.

In the "Macros" dialog box, click on the "Stop Recording" button.

To run a macro in Excel, follow these steps:

Go to the "View" tab of the ribbon and click on the "Macros" button.

In the "Macros" dialog box, select the macro that you want to run from the list of available macros.

Click on the "Run" button to execute the macro.

You can also create more advanced macros using Visual Basic for Applications (VBA), which is a programming language built into Excel. This allows you to create custom functions and tools, and to customize the behavior of your macros in more sophisticated ways.

Using VBA to create custom functions and tools

Visual Basic for Applications (VBA) is a programming language that is built into Excel and other Microsoft Office applications. It allows you to create custom functions and tools, and to customize the behavior of your macros in more sophisticated ways.

To create a custom function or tool using VBA in Excel, follow these steps:

Go to the "Developer" tab of the ribbon (if it is not already visible, you may need to enable it in the "Customize Ribbon" options).

Click on the "Visual Basic" button to open the VBA editor.

In the VBA editor, create a new module by going to the "Insert" menu and clicking on "Module".

In the module, type the code for your custom function or tool. You can use VBA to perform a wide range of tasks, such as manipulating data, creating custom formulas, and controlling the behavior of Excel.

Test your function or tool by running it from the VBA editor, or by calling it from a macro or from a cell in your spreadsheet.

VBA can be a powerful tool for creating custom functions and tools in Excel. It allows you to extend the capabilities of Excel in ways that are not possible with the built-in features alone. However, it does require some programming knowledge and can be more complex to use than other features in Excel.

Using Power Query to transform and manipulate data

Power Query is a feature in Excel that allows you to import, transform, and manipulate data from various sources. It provides a range of tools and features for cleaning and shaping data, and for combining data from multiple sources.

To use Power Query in Excel, follow these steps:

Go to the "Data" tab of the ribbon and click on the "Get Data" button.

From the "Get Data" menu, choose the type of data source that you want to connect to (e.g. a file, a database, or a web page).

Follow the prompts to specify the connection details and select the data that you want to import.

Once the data is imported, it will be displayed in the "Power Query Editor" window.

In the "Power Query Editor", you can use the various tools and features to transform and manipulate the data as needed. For example, you can:

Remove or keep specific columns or rows of data

Split or merge columns

Convert data types

Group and summarize data

Apply filters and conditions

Combine data from multiple sources

6. When you are finished transforming the data, click on the "Close & Load" button to load the data back into your Excel spreadsheet.

Power Query can save you a lot of time and effort by allowing you to quickly and easily clean and shape data from various sources, and by providing a wide range of tools and features for data manipulation. It is especially useful when working with large or complex datasets, or when you need to combine data from multiple sources.

Chapter ten

Troubleshooting Common Excel Errors

Excel is a powerful tool that can help you do a lot of things, from calculating sales figures to creating financial models. But it’s also kind of confusing and complex, which makes it easy for people to make mistakes. Here are some tips to avoid the most common spreadsheet mistakes you've probably made in the past.

10.1 How to Avoid the Most Common Mistakes

Check Calculations

Not using Excel’s built-in error checking and error correction tools. Excel has a variety of built-in tools that can help you identify and correct errors in your data. For example, the “Trace Errors” feature allows you to trace the source of errors in a formula, while the “Error Checking” feature can help you identify and fix errors in your formulas. To access these tools, go to the “Formulas” tab and click on “Error Checking” or “Trace Errors.”

Not using the proper formulas and functions

Excel has a wide range of formulas and functions that you can use to perform complex calculations and analysis on your data. However, using the wrong formula or function can lead to incorrect results. To avoid this mistake, make sure you understand the purpose and syntax of the formulas and functions you’re using. You can also use the “Formulas” tab to access a list of all the available formulas and functions in Excel, as well as their definitions and examples.

Don't create rows just for design reasons

Excel handles blank rows differently depending on the function you are using, and it treats data in different lists as if they were in different lists. For instance, autofill and formulas will stop at an empty row, so you may discover that your worksheet does not change how you expected it to. Try not to leave rows or columns of a worksheet blank. Instead, use formatting to draw attention to crucial information, making the worksheet simpler to read and comprehend.

Not formatting your data properly

Proper formatting is crucial for making your data easy to read and understand. For example, you should use different fonts, font sizes, and colors to highlight important data or to group similar data together. You can also use formatting tools like “Borders” and “Shading” to add visual cues to your data. To access these tools, go to the “Home” tab and click on the “Formatting” section.

Getting a copy of the whole spreadsheet on paper

Users often make the mistake of pressing the "Print" button and then realizing that the entire worksheet, including any empty rows and columns, has been printed. Choose the information you like to print instead, then go to File > Print > Print Selection to print only the information you chose. This will save trees (and printer toner) and keep your coworkers from getting mad at you for making the printer take a long time to work.

You can choose the whole column when formatting a column

Excel makes it easy to select a whole column or row by letting you click on the header. You can color it, add a line, or do anything else. This may have effects that we did not plan for. For instance, it could make your computer run slower, harming its performance, and it could be a pain when you try to print. The biggest problem is that it makes people confused, especially if they think there is a mistake. For instance, they might wonder if you meant for all the rows under your data to be bright yellow. Is there something missing or a mistake in how the page is set up? When people stop to ask you questions about your data, it slows you down and makes you doubt the accuracy of your data and formatting.

Instead, you should only choose the data, not the whole column (or row) (or make a RANGE)

Integrating data validation in your models

Excel does an excellent job of making an effort to be of assistance, especially with the "autofill" feature, which tries to make your text appear uniform as you type free text. This, however, leaves room for the possibility that users may use various typing styles.

Users should instead utilize data validation to ensure they select the correct text label, such as the company name. You may create criteria that ensure users can only select the correct data by going to Data > Data Validation and entering the necessary data.

Not using cell references properly

Cell references are an essential part of Excel formulas, as they allow you to reference specific cells or ranges of cells in your formulas. However, using cell references improperly can lead to errors and incorrect results.

To avoid this mistake, make sure you understand the different types of cell references (relative, absolute, and mixed) and how to use them correctly. You can also use the “Formulas” tab to view the cell references in your formulas, as well as to edit them if necessary.

Including red as an accent color

This is a common practice when you want a specific piece of data to stand out from the crowd. However, every color has connotations. For example, red represents negativity and may give your accountant the creeps! Furthermore, your emphasis may be lost once the worksheet is printed (if they use BandW, greyscale).

Not using named ranges

Named ranges are a powerful feature in Excel that allows you to assign a descriptive name to a cell or range of cells. This makes it easier to reference those cells in formulas, as you can simply use the named range instead of the cell reference. To create a named range, select the cells you want to name, go to the “Formulas” tab, and click on “Define Name.” Then, enter the name you want to use and click “OK.”

Be cautious when merging cells

A formula over the merged cell may be extremely inconvenient for sorting and filtering data due to the inability to easily "fill down." Combining cells as a result of a design decision is common practice, although utilizing Format Cells > Alignment > Center is usually preferable throughout your selection. This will have the same effect as improving the appearance of your data headers.

Errors in the spreadsheet's logic

Spreadsheets are infamously strict when it comes to things like the order in which operations are performed. If you enter your calculations and formulas incorrectly, you will get the incorrect output, which could result in the spreadsheet going entirely nuts. The good news is that this is easily avoidable by just adding extra parenthesis. To get the outcome you want, use certain calculation components.

10.2 Most Common Excel Problems

Excel spreadsheets are an incredibly useful tool for organizing, analyzing, and storing data. However, as with any software, they are not without their problems. Let's discuss five common problems that users encounter when working with Excel spreadsheets, and provide solutions for each.

Incorrect formulas

One of the most common problems that users encounter when working with Excel is incorrect formulas. This can happen for a variety of reasons, such as accidentally deleting part of a formula, or using the wrong type of reference (e.g. using a relative reference instead of an absolute reference).

To solve this problem, the first thing you should do is carefully check your formula for any errors. If you can't spot the error yourself, try using the "Evaluate Formula" tool, which can help you identify the source of the problem.

Once you've identified the error, you can fix it by editing the formula. Be sure to double-check your changes to make sure they are correct.

Slow performance

Excel spreadsheets can become slow and unresponsive if they contain too much data or if they use complex formulas. This can be frustrating and can make it difficult to work with the spreadsheet.

To improve the performance of your Excel spreadsheet, you can try the following:

Remove any unused data or unnecessary formulas from the spreadsheet

Use the "Find and Select" feature to locate and remove any duplicate data

Use the "Consolidate" feature to combine data from multiple sources into a single sheet

Use the "Data Validation" feature to ensure that only valid data is entered into the spreadsheet

Formulas not updating automatically

One of the most common Excel spreadsheet problems is when formulas do not update automatically. This can happen when the formula contains a reference to a cell that has been changed, but the formula itself has not been updated.

To solve this problem, you need to use the F9 key to force Excel to recalculate all formulas. This will ensure that the formulas are updated with the latest data.

Alternatively, you can use the "Calculate Now" and "Calculate Sheet" options under the "Formulas" tab. These options will force Excel to recalculate all formulas on the current sheet or the entire workbook, respectively.

Corrupted spreadsheet

Sometimes, an Excel spreadsheet can become corrupted, which can cause it to crash or prevent it from opening at all. To fix this problem, you can try one of the following solutions:

If your spreadsheet is crashing, you can try using the "Safe Mode" option to open it. To do this, hold down the Ctrl key while you open the spreadsheet. This will open the spreadsheet in Safe Mode, which disables some features that may be causing the crash.

If your spreadsheet won't open at all, you can try using the "Open and Repair" feature to fix the corruption. To do this, go to the File menu and select "Open." In the Open dialog box, select the corrupted spreadsheet and click the "Open and Repair" button. This will try to fix the corruption and allow you to access the data in your spreadsheet

Incorrect cell formatting

Excel spreadsheets often contain a variety of formatting options, such as font size, font color, and cell background color. However, these formatting options can sometimes be applied incorrectly, resulting in a messy and unprofessional-looking spreadsheet.

To fix incorrect cell formatting, you can try the following:

Use the "Clear Formatting" option to remove all formatting from the selected cells

Use the "Format Painter" feature to quickly apply formatting from one cell to another

Use the "Conditional Formatting" feature to apply formatting based on the values in the cells

10.3 Fixing Simple Errors

Doing work in Excel? One day or another, these Excel errors will show up on your computer screen as Excel error messages. Here is a list of all the Excel mistakes and how to fix them, so you can keep your spreadsheet work running smoothly and without errors.

Let's look at some Excel errors and how to fix them.

###### Error (#######)

One of the most frequent and simplest errors to correct is this one. It is not a formula-based error; it happens when the column width is narrow. The number 15000000 is too large, and the column width is just too narrow in the example below, resulting in an error.

Solution: If you make column A wider, you will notice that the error goes away.

Name Error (#NAME?)

This error message appears when a formula contains a name that Excel doesn't recognize. This can happen if you mistyped the name or if you deleted a named range that is used in the formula. To fix this problem, you can try one of the following solutions:

If you mistyped the name, simply correct the spelling, and the error will go away.

If you deleted a named range that is used in the formula, you can either recreate the named range or update the formula to use a different cell reference.

Excel gives this error when it cannot figure out what the text within the formula is. Like in the example below, where SUN is typed instead of SUM, which is why we can see #NAME? in A5.

Solution: As soon as you change the formula to =SUM (A1:A4), you will see that the result is accurate.

Value Error (#VALUE!)

Every time the variable specified in the formula is incorrect, Excel displays a Value error. As you can see in the image below, cell A4 in the formula is text, while the other three cells are numerical values, which is why there is a #VALUE! Error.

Solution: You will get the right answer without mistakes if you adjust the formula to A1+A2+A3.

Division Error (#DIV?0!)

It is really easy to remember this. The #DIV/0! error symbol appears when you try to divide a number by zero. The reason why the answer for A1/A4 is #DIV/0 The error in the example below occurs because the A4 cell has a value of 0.

Solution: You will see the correct outcome without errors if you substitute the zero with a different number (4 in this case).

Null Error (#NULL!)

Among the most typical errors is this one. If you fail to divide the two cell references correctly, this error will appear. The #NULL! error is displayed in the example below because there is no command within cells A3 and A4.

Solution: You will successfully achieve your goal by properly combining the 2 cell references with a command.

Reference Error (#REF!)

"#REF!" error: This error message appears when a cell references another cell that has been deleted or moved. To fix this problem, you can try one of the following solutions:

If you know the location of the missing cell, you can simply update the formula to reference the correct cell.

If you don't know the location of the missing cell, you can use the "Trace Error" feature to help you find it. To do this, go to the Formulas tab and click on the "Trace Error" button in the "Formula Auditing" group. This will highlight all cells that are causing the error, so you can fix them.

You can see that your data is accurately filled out and error-free in the sample below.

If we accidentally remove the third row, a reference error will occur because the third row's value is included in the original calculation.

Chapter eleven

Excel Shortcuts and Hacks: Boost Your Efficiency and Save Time

With its vast array of features and functions, Excel can be overwhelming for those who are new to the program. However, by following a few helpful tips, users can take advantage of Excel and maximize its potential.

11.1 Keyboard Shortcuts for Common Tasks in Excel

One of the best Excel tips is to learn how to use shortcuts. You might not be aware of some of the shortcuts listed below. Although several of these are common to all Microsoft Office applications (such as Word, PowerPoint, and others), they are especially useful in Excel. Here is a list of some common keyboard shortcuts for tasks in Excel:

Navigating and selecting cells:

Ctrl + Arrow keys: Move to the last non-empty cell in the specified direction

Shift + Arrow keys: Select a range of cells

Ctrl + Shift + Home: Select all cells from the current cell to the beginning of the sheet

Ctrl + Shift + End: Select all cells from the current cell to the end of the sheet

Ctrl + A: Select all cells in the sheet

Formatting cells and data:

Ctrl + B: Bold selected text

Ctrl + I: Italicize selected text

Ctrl + U: Underline selected text

Ctrl + 1: Open the Format Cells dialog box

Ctrl + Shift + $: Apply currency formatting to the selected cells

Ctrl + Shift + %: Apply percentage formatting to the selected cells

Ctrl + Shift + #: Apply date formatting to the selected cells

Working with formulas and functions:

F2: Edit the active cell

F4: Repeat the last action (e.g. if you just inserted a formula, it will insert the same formula again)

Ctrl + Enter: Enter the same formula or data into a range of cells

Shift + F3: Open the Insert Function dialog box

Ctrl + Shift + Enter: Enter an array formula

Manipulating rows and columns:

Ctrl + Space: Select the entire column of the active cell

Shift + Space: Select the entire row of the active cell

Ctrl + Shift + +: Insert a new row or column

Ctrl + -: Delete the selected row or column

11.1 Daily Tips

Select All

This option is quite useful and saves time when selecting the full Excel document. By pressing Ctrl+A at the same time, you can quickly shade all of the data.

Open Multiple Files

There is a quick way to open many files simultaneously, so there is no need to waste time opening files one at a time. Select the files you want to open and click the Enter key to accomplish this.

Create Shortcuts

Shortcuts on the top menu are another simple way to quickly access a program, folder, or file.

Add Multiple New Rows or Columns

Most users are well aware that adding a new one is as simple as selecting a row or column and then selecting it from the Insert menu.

Additional simple methods include dragging and selecting rows or columns, then right-clicking on the selected rows or columns and selecting Insert from the drop-down menu.

Bulk Excel File Opening

When you have a lot of files to manage, there is a convenient way to open them all with just one click rather than opening them one at a time. Select the files you want to open, then press the Enter key on your computer to open them all at once.

Columns in Rows

This function is used when data should be in rows or vice versa but instead in columns. You must copy the original cell block, right-click the target cell, select Paste Special, and then select Transpose to accomplish this.

Make a Diagonal Line Inside a Cell

For example, when creating a friend address list, you may require a diagonal link to separate the features of distinct columns and rows in the first cell. How can it be improved? You can change a cell's border and add different colors by going to Home-> Font-> Borders. However, if you select Additional Borders, you will get more interesting surprises, like a diagonal line. Now that you have clicked it, you can create it and save it immediately.

Hide Particular Cells

The steps to do this are as follows: Select the cell you wish to hide, then use the right-click menu to select Format Cells. On the Number tab, change the formatting to Custom and type; (three semicolons) as the formatting.

Quickly Remove Blank Cells

For various reasons, some default data will be empty. The quickest technique is to filter out all the blank cells and delete them all at once if you need to eliminate them to preserve accuracy, especially when computing the average value. Simply select the column you want to filter, go to Data->Filter, then click Undo. When the downward arrow appears, select All, and the last option is Blanks. Every cell will appear empty right away. If you return to Home and select Delete from the drop-down menu, all of them will be gone.

Freeze Rows and Column Headers

Select Freeze Panes from the VIEW menu. Place the cursor in the upper-left cell, where the data begins. By doing so, you can position the row and column headings at the top.

Using a Wild Card in a Vague Search

You may know how to use Ctrl + F for a quick search. However, the question mark and asterisk are the two main wild cards used in spreadsheets to start a general search. When you are unsure of the desired result, you use it. An asterisk indicates one or more characters, whereas a question mark indicates one character. What if you need to find a result that contains a question mark and an asterisk? Always create a Wave Line in front of everything.

Fill in the Formulas with Comments

To do this, take these steps: Add a space and + N ("your comment here") to comment on a formula. The formula bar displays these remarks, which may also be searched, rather than in the cell itself.

Validation of Data Function with Input Restriction

You might need to restrict the input values and offer some direction for the subsequent steps to maintain the data's validity. For instance, all survey respondents must be between the ages of 18 and 60, and age should only be expressed in whole numbers. Go to Data->Data Validation->Settings, add the criteria, and then switch to Input the Message to display prompts like "Please insert your age as a whole number, that must range from around 18 to 60." to ensure that data outside this range of age is not accepted. The user will see this question when the pointer hangs in this area, along with a warning message if the data they provide is inaccurate.

Ctrl + Arrow Key for Quick Navigation

By holding down Ctrl and pressing any keyboard arrow, you can navigate to a sheet's edges in several different ways. Use Ctrl + downward to move to the bottom of the data.

Automatically Add Decimal Points

It can be time-consuming to manually add decimal points. Still, following these easy steps can be added automatically: choose File > Options > Advanced, and the option is located at the top. Numerous helpful parameters, including program behavior, number formats, etc., will be requested by Excel.

Save Tables as Templates

You can store user-relevant color and layout combinations. To accomplish this, simply right-click any created chart and select Save as Template from the menu that appears.

With AutoCorrect, You Can Input Complicated Terms Faster

The best alternative is to use the AutoCorrect tool, which will automatically substitute the text with the correct information if you need to enter the same value repeatedly but find it difficult to do so. Think of Liza Browns, which can be abbreviated to LZ. Because of this, if we type LZ, Liza Brown will be autocorrected. In the red rectangle part of File-> Options-> Proofing-> AutoCorrect Options, as shown below, replace the incorrect text with the proper text.

Draw Equations

You can do this with touchscreen computers by going to the Insert tab in the ribbon menu, selecting Equation and Ink Equation, and then drawing in the resulting yellow box.

With Only One Click, Get More Status

Most users are familiar with the data status indicators at the bottom of the Excel sheet, such as Average and Sum Values. Do you know that you can get more status by dragging the pointer to the bottom tab and right-clicking, as seen below?

Double-Click a Sheet to Rename it

There are numerous methods for renaming sheets, but many users simply right-click and choose Rename, which is time-consuming. The easiest way is to click twice, at which point you can rename it right away.

Format Painter

The cell whose format you want to duplicate should be selected. On the Home page, select Format Painter (the little paintbrush) from the top toolbar. Alternatively, after right-clicking and selecting the cell you want to format, click the paintbrush in the pop-up file menu bar.

11.2 Advanced Hacks and Tips for Efficient Excel Use

Autosum tool

The Auto Sum tool is used to quickly sum a range of cells by selecting them and clicking the Auto Sum button (it looks like a Greek Sigma symbol). Here's how to use the AutoSum tool:

Select the cell where you want the sum to appear.

Click the AutoSum button on the Home tab of the ribbon.

Excel will automatically select a range of cells to sum based on the surrounding data. You can also manually select a range of cells by dragging your mouse over them.

Press Enter to complete the sum.

The AutoSum tool is especially useful when you have a long column or row of numbers that you need to add up. It's a quick and easy way to get the sum without having to type out the formula manually.

You can also use the AutoSum tool to find the average, minimum, or maximum of a range of cells. To do this, click the AutoSum button and then select the function you want to use from the drop-down menu that appears.

Flash Fill

This feature allows you to quickly fill in a series of data by typing a few examples and letting Excel recognize the pattern. Here's how to use Flash Fill:

Start typing the series of data you want to fill in.

When Excel recognizes the pattern, it will show a suggestion for how to fill in the remaining cells. You'll see a green fill handle appear in the bottom-right corner of the cell.

Press Enter to accept the suggestion and fill in the data.

You can use Flash Fill when you have a large dataset that follows a specific pattern, such as a list of names or dates. It can save you a lot of time and effort compared to typing out the data manually.

Keep in mind that Flash Fill is not always able to recognize the pattern you want. If this happens, you can manually fill in the data or use a formula to generate the series.

Conditional formatting

Conditional formatting allows you to apply formatting to cells based on specified criteria. It's useful for highlighting important data or making your spreadsheet more visually appealing. Here's how to use conditional formatting:

Select the cells you want to apply conditional formatting to.

On the Home tab of the ribbon, click the Conditional Formatting button.

Choose a rule or create a custom rule based on the criteria you want to use to highlight the data.

Select the formatting options you want to apply.

Some examples of how you can use conditional formatting include:

Highlighting cells that contain values above or below a certain threshold (e.g. all cells with a value greater than 100 might be highlighted in red).

Highlighting cells that contain a specific text or data type (e.g. all cells containing the word "urgent" might be highlighted in yellow).

Highlighting cells that meet multiple criteria (e.g. all cells with a value greater than 100 and containing the word "urgent" might be highlighted in red).

You can use a variety of formatting options, including cell colors, font colors, font styles, and border styles.

11.3 Protecting Data

Password protection is a simple way to prevent unauthorized access to your Excel files. To password-protect a file, open the file in Excel and go to the "File" tab. From there, select "Info" and then click on "Protect Workbook" in the right-hand menu. You'll be prompted to enter a password that will be required to open the file. It's important to choose a strong password that is difficult to guess and to keep it in a secure location.

Data encryption is another way to protect sensitive information in your Excel files. Data encryption scrambles the data in the file, making it unreadable to anyone without the proper decryption key. To encrypt a file in Excel, go to the "File" tab and select "Info." From there, click on "Protect Workbook" and then select "Encrypt with Password." You'll be prompted to enter a password that will be required to open the file. It's important to choose a strong password and to keep it in a secure location.

Both password protection and data encryption are useful tools for protecting sensitive data in Excel, but it's important to keep in mind that they are not foolproof. A determined hacker could potentially crack a password or decrypt the data, so it's always a good idea to take additional steps to protect your information.

One way to further secure your Excel files is by using additional security measures like two-factor authentication or biometric authentication. These methods require an additional step, such as entering a code sent to your phone or using a fingerprint, in order to access the file.

Another tip for protecting sensitive data in Excel is to use a separate sheet or workbook for sensitive information. This way, you can password protect or encrypt the separate sheet or workbook, while still allowing others to access the non-sensitive data.

11.4 Printing

Printing in Microsoft Excel is a useful way to create a hard copy of your spreadsheet for reference or presentation. Whether you're printing a single sheet or an entire workbook, Excel makes it easy to customize your print settings to suit your needs. Here are some practical examples of printing in Excel:

Printing a single sheet: To print a single sheet in Excel, go to the "File" tab and select "Print." From there, you can choose the printer you want to use and select the specific sheet you want to print. You can also customize the print settings, such as the number of copies, page orientation, and page margins.

Printing multiple sheets: If you have a workbook with multiple sheets, you can print all of them at once or select specific sheets to print. To print multiple sheets, go to the "File" tab and select "Print." From there, select the sheets you want to print in the "Print" dialog box. You can also customize the print settings as needed.

Printing a selection: If you only want to print a specific range of cells, you can use the "Print Selection" option. To do this, select the cells you want to print, go to the "File" tab, and select "Print." From there, choose "Print Selection" in the "Print" dialog box.

Printing a chart: To print a chart in Excel, first select the chart and then go to the "File" tab. From there, select "Print" and choose the printer you want to use. You can also customize the print settings as needed.

Printing a large spreadsheet: If you have a large spreadsheet that spans multiple pages, you may want to adjust the print settings to fit the data on a smaller number of pages. To do this, go to the "File" tab and select "Print." From there, select "Page Setup" in the "Print" dialog box and adjust the scaling or orientation as needed.

Conclusion

So, you've made it to the end of this book. I hope you've enjoyed this guide as much as I've enjoyed writing it!

I want to thank you for taking the time to read it, and I hope that you'll take the time to practice it soon. You'll find that some of the skills are easier than others, but even those will take time and effort. But don't worry—I’m here for you every step of the way!

The benefits of using Excel properly are endless. At school, it can help you learn how to make a budget for a class trip or keep track of your grades. At home, it can help you manage your finances, plan for the future, and keep track of your spending. At work, it can help you do your job more efficiently and effectively by providing timely data analysis and forecasting that allows you to make better decisions.

You've got the knowledge and the power to take your Excel game to the next level! Just remember to keep practicing what you've learned here, especially when you're trying out new techniques.

In this book, we've covered all the knowledge you need to get started in Excel. You've learned everything from making a spreadsheet to using some of the more advanced functions. I hope these lessons have been illuminating and inspired you to continue exploring what's possible with Excel.

If you find yourself struggling with something, don't hesitate to come back here and consult this guide again. If all else fails, you will find a QR code on the next pages to get some extra bonus (video tutorials, free templates, etc.) that can help. But remember, Excel is a powerful tool, and I hope this guide will provide you with a solid foundation for future success.

However, now that you know the basics of Excel, it's time to put those skills into practice! Good luck!

Thanks

First of all, thank you for purchasing Excel 2023: From Beginner to Advanced in 7 Days. I know you could have picked any number of books to read, but you picked this book, and for that I am incredibly grateful. I hope that it added value and quality to your everyday life.

If you enjoyed this book and found some benefit in reading this, I’d like to hear from you and hope that you could take some time to post a review on Amazon. Your feedback and support will help me to improve his writing craft significantly for future projects and make this book even better. I wish you the best in all that you do!

Get Your Free Bonuses

As a bonus for purchasing EXCEL 2023, you will receive a variety of professionally designed spreadsheet templates to help you get started with your Excel projects. These templates cover a range of topics, including budgeting, project management, and data analysis, and are fully customizable to meet your specific needs.

In addition to the spreadsheet templates, you will also receive access to amazing video tutorials on how to use Excel effectively. This tutorial is designed for beginners, but is also useful for more experienced users looking to refresh their skills or learn new techniques. The tutorial covers all the essential features of Excel, including formatting, functions, and charts, and is presented in an easy-to-follow format that makes it easy to understand and apply to your own projects.

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About the Author

Alan Roberts has always been fascinated by technology and its potential to make life easier and more efficient. He pursued a degree in computer science and later landed a job as a software engineer at a tech company. After a few years of working in the industry, Alan decided to start his own business as a business coach and software consultant.

As part of his business, Alan regularly writes about the latest trends and tools in the tech world on his blog. When the last version of Excel was released, he was excited to dive in and learn everything there was to know about the new software. He spent countless hours testing and experimenting with different features, and eventually decided to compile all of his knowledge into a comprehensive guide for others to use.

The result was his book, "Excel 2023: From Beginner to Advanced in 7 Days." The book covers everything from basic functions to advanced formulas and features, making it a valuable resource for anyone looking to improve their Excel skills.

Alan is also a regular speaker at tech conferences and workshops, sharing his expertise with others and helping them to improve their businesses through the use of technology. In his spare time, Alan enjoys hiking, traveling, and spending time with his family. He is constantly seeking new ways to improve her own skills and help others to do the same.