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8/18/2019 Excel Basics Training
1/25
1
MS Excel
8/18/2019 Excel Basics Training
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INDEX
Overview Of Excel Office Button Ribbons Conditional Formatting
Paste !ecial orting Cell Referencing Functions
"loo#u! Pivot $able Concatenate Protect %eet %ortcut &e's (
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Overview of Excel
)icrosoft excel consists of wor#boo#s*
+it%in eac% wor#boo#, t%ere is an infinite
number of wor#s%eets*
Eac% wor#s%eet contains Columns and
Rows.
+%ere a column and a row intersect is
called a cell. For e*g* cell D5 is located
w%ere column D and row 5 meet*
$%e tabs at t%e bottom of t%e screenre!resent different wor#s%eets wit%in a
wor#boo#* -ou can use t%e scrolling
buttons on t%e left to bring ot%er
wor#s%eets into view*3
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Office Button Office button contains**
New.to o!en new wor#boo#* /Ctrl0n1
O!en.to o!en existing document
/ctrl0o1
ave.to save a document* /Ctrl0s1
ave as.to save co!' document* /F2(1
Print.to !rint a document* /Ctrl0!1
Pre!are.to !re!are document for distribution*
end.to send a co!' of document to ot%er !eo!le*
Publis%.to distribute document to ot%er !eo!le*
Close.to close a document /ctrl0w1*4
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TABS:$HERE ARE SEVEN TABS ACROSS THE TO
O! THE E"CE# $%NDO$.
&RO'S3 &RO'S ARE SETS O! RE#ATED
CO((ANDS)D%S#A*ED ON TABS*
CO((ANDS: A CO((AND %S A B'TTON)A
(EN' OR A BO" $HERE *O' ENTER
%N!OR(AT%ON.
THE THREE ARTS
O! THE R%BBON
ARE
R I B B O N
$4B
5RO6P
CO))4ND
5
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CONDI$ION47 FOR)4$$IN5
TO A#* COND%T%ONA#
!OR(ATT%N&:elect t%e cells 'ou would li#e to format*
elect t%e Home tab*
7ocate t%e St+les grou!*
Clic# t%e Conditional !o,mattin- command* 4 menu will
a!!ear wit% 'our formatting o!tions*
TO RE(OVE COND%T%ONA#
!OR(ATT%N&:Clic# t%e Conditional !o,mattin- command*elect Clea, Rules*
C%oose to clear rules from t%e enti,e wo,s/eet or t%e selected
cells*
6
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CONDI$ION47 FOR)4$$IN5
TO (ANA&E COND%T%ONA#
!OR(ATT%N&:Clic# t%e Conditional !o,mattin-
command*
elect (ana-e Rules from t%e menu*
$%e Conditional Formatting Rules
)anager dialog box will a!!ear* From
%ere 'ou can edit a rule, delete a rule, or
c%ange t%e order of rules*
TO A#* NE$
!OR(ATT%N&:Clic# t%e Conditional !o,mattin-
command* elect New Rules from t%e
menu* $%ere are different rules, 'ou can
a!!l' t%ese rules to differentiate
!articular cell*7
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• In addition to the standard data pasting, Excel
allows you to paste data in a special way. nli!enor"al pasting, in Paste Special you ha#e "orecontrol o#er how the pasted content will loo!
li!e. $he Paste Special wor!s only when youcopy ¬ cut' the contents o( a cell.
Paste Special Commands:
1) All:
)astes e#erything &(or"ulas, (or"atting, and text' .
&Sa"e as )aste'.
2) Formulas:
It ena*les pasting +ust the (or"ulas ignoring e#erythingelse
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P4$E PECI47
3) Values:
It )astes only #alues without (or"atting. It doesnt "atter i( the source
cell has a (or"ula in it. I( you wish to paste data (ro" one wor!sheet to
another that contains lin!s, this option is use(ul to a#oid lin!s to
another (ile.
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01 !o,mats:
$%is o!tion enables to !aste onl' t%e formatting /and conditional formatting1 from t%e co!ied cellsto destination cells* $%is is useful if 'ou %ave content formatted in a certain wa' t%at 'ou would
li#e to co!' to anot%er location*
51 Comments:
81 $%is o!tion enables !asting onl' comments from t%e co!ied cell to t%e new cell, wit%out
!asting an' of t%e formats or data from t%e source cell*
21 Validations:
81 +%en creating Data "alidation rules, 'ou mig%t want to a!!l' t%ose rules to ot%er cells* -ou
can do t%at wit% t%is o!tion wit%out co!'ing an' source data or formats, and !reserving t%e
destination data and formats*
31 All e4cet bo,de,s:
81 $%is o!tion !astes numbers, formulas, text, comments and formats exce!t borders from t%e
source cell in t%e destination cell*
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P4$E PECI47
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8) Column widths:
It allows you to copy colu"n&s' width and apply it to any colu"ns you select. I( your
spreadsheet has one wider colu"n o( data, and you want that wider colu"n loo! si"ilar toother colu"ns, select the other colu"n&s' and paste -olu"n idth, so that all colu"ns are
o( e/ual width.
9) Formulas and number ormats:
$his option pastes only the (or"ula (ro" the source cell and nu"*er (or"ats applied to that
cell. It only pastes nu"*er (or"atting, such as percentage, currency, accounting, scienti(ic,
etc. and other (or"ats li!e *order, (ill color, (ont, etc., are not pasted.
1!) Values and number ormats:
$his option pastes the sa"e in(or"ation as the 0or"ulas and nu"*er (or"ats option a*o#e,
except it only pastes #alues and not (or"ulas.
11) S"ip #lan"s:$he S!ip *lan!s option tells Excel to paste only where there is data in the source cells. I(
the cells are *lan!, Excel will s!ip o#er the" and not paste anything.
12) $ranspose:
$he $ranspose option ta!es a copied list o( nu"*ers (ro" a colu"n and pastes the" across a
row, or copies a list o( nu"*ers (ro" a row and pastes the" down a colu"n.
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671 Oe,ation Section:
) $%e O!eration section allows 'ou to !erform a mat%ematical o!eration wit% t%e co!ieddata to t%e !asted destination cell values*
) For exam!le, let us su!!ose t%at a source cell contains number 2=, and t%e destination
cell contains number (=*
) None: $%is o!eration !erforms no arit%metic, and t%erefore resulting number in t%e
destination cell will be 2=*
) Add: B' selecting 2= from t%e source cell and !asting it into t%e destination, w%ic%
contains (=, Excel adds (=02= to return >=*
) Subt,act: Excel subtracts (=.2= to return 2=*
) (ultil+: Excel multi!lies (=?2= to return (==*) Di8ide: Excel divides (=92= to return (*
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P4$E PECI47
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OR$IN5
TO SORT %N A#HABET%CA#
ORDER:elect a cell in t%e column 'ou want to sort /In
t%is exam!le, we c%oose a cell in column @1*
Clic# t%e So,t 9 !ilte, command in t%e
Editin- grou! on t%e Aome tab*
elect So,t A to * Now t%e information in t%e
Categor' column is organied in al!%abeticalorder*
TO SORT !RO( S(A##EST TO
#AR&EST:elect a cell in t%e column 'ou want to sort /In
t%is exam!le, we c%oose a cell in column @1*Clic# t%e So,t 9 !ilte, command in t%e
Editin- grou! on t%e Aome tab*
elect !,om Smallest to #a,-est* Now t%e
information is organied from t%e smallest to
largest amount* 1
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CE77 REFERENCIN5
RE#AT%VE RE!ERENCE 4 RE#AT%VE
CE##RE!ERENCE 4
/421 I B4ED
ON $AE
RE74$I"E
POI$ION OF$AE CE77* IF
$AE POI$ION
OF $AE CE77
$A4$ CON$4IN
$AE
REFERENCECA4N5E, $AE
REFERENCE
I$E7F I
CA4N5ED*
IN CE77 /C21 6) F6NC$ION I 6ED*
$AEN F6NC$ION FRO) CE77 /C21 I COP- $O CE77 /D>1*
+AEN $AE POI$ION OF $AE CE77 I CA4N5ED FRO)
/C21 $O /D>1,$AEN $AE REFERENCE I 47O CA4N5ED
FRO) /42,B21 $O /B>,C>1*
13
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CE77 REFERENCIN5
ABSO#'TE RE!ERENCE4N ABSO#'TE
CE##
RE!ERENCE 4
/421 47+4-
REFER $O 4
CE77 IN 4
PECIFIC
7OC4$ION* IF$AE POI$ION OF
$AE CE77 $A4$
CON$4IN $AE
FOR)674
CA4N5E, $AE4BO76$E
REFERENCE
RE)4IN $AE
4)E*
IN CE77 /C21 6) F6NC$ION I 6ED*
$AEN F6NC$ION FRO) CE77 /C21 I COP- $O CE77 /D>1*
+AEN $AE POI$ION OF $AE CE77 I CA4N5ED FRO)
/C21 $O /D>1,$AEN $AE 4BO76$E REFERENCE
RE)4IN $AE 4)E/42,B21*; %S 'SED !OR CONSTANT
RO$ OR CO#'(N.
14
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CE77 REFERENCIN5
(%"ED RE!ERENCE
IN CE77 /C21 6) F6NC$ION I 6ED*
$AEN F6NC$ION FRO) CE77 /C21 I COP- $O CE77 /D>1*
+AEN $AE POI$ION OF $AE CE77 I CA4N5ED FRO)
/C21 $O /D>1,$AEN RO+ REFERENCE I CA4N5ED/FRO)
2 $O >1 B6$ CO76)N REFERENCE RE)4IN 4)E/4,B1*
4 )IXED
REFERENCE A4EI$AER 4N
4BO76$E
CO76)N 4ND
RE74$I"E RO+ OR
4BO76$E RO+
4ND RE74$I"E
CO76)N* 4N
4BO76$E
CO76)N
REFERENCE $4&E
$AE FOR) 42,B2*4N 4BO76$E
RO+ REFERENCE
$4&E $AE FOR)
42, B2*15
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F6NC$ION
S'(%! !'NCT%ON S*NTA" O! S'(%!
6)IF/R4N5E,CRI$ERI4,6)R4N5E1
RAN&E<Range of cells on w%ic% conditions are
a!!lied*
CR%TER%A<Condition t%at defines w%ic% cell or
cells will be added*
S'( RAN&E<4ctual cells to sum*
NOTE:<If sum range is not used t%en range is
used for sum*$%THO'T
S'(=RAN&E
+I$A
6)R4N5E
17
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F6NC$ION
%! !'NCT%ON S*NTA" O! %!IF/7O5IC47 $EX$, "476E IF $R6E, "476E IF
F47E1
#O&%CA# TE"T<4n' value or ex!ression t%at can be evaluated to
$R6E or F47E*
VA#'E %! TR'E<"alue t%at is returned if logical text is $R6E*
VA#'E %! !A#SE<"alue t%at is returned if logical text is F47E*
%N CO#'(N B D%!!ERENT COND%T%ONS ARE
'SED AND BASED ON TH%S) %N CO#'(N C
D%!!ERENT RES'#TS ARE SHO$N.
12
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CO6N$ F6NC$ION
S*NTA" O! !'NCT%ONS6. CO'NT CO6N$/"476E2,"476E(,1
>. CO'NTA CO6N$4/"476E2,"476E(,1
7. CO'NTB#AN? CO6N$B74N&/R4N5E1
0. CO'NT%! CO6N$IF/R4N5E,CRI$ERI41
CO6N$ ON7-
CE77 $A4$
CON$4IN
N6)BER*
CO6N$
CE77 $A4$
4RE NO$
E)P$-*
CO6N$
CE77 $A4$
4RE B74N&*
CO6N$ NO* OF
CE77 $A4$
)EE$ 5I"EN
CONDI$ION*
6. >. 7. 0.
1
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O$AER F6NC$ION
NO$ RE$6RN C6RREN$ D4$E 4ND $I)E*
TODA* RE$6RN C6RREN$ D4$E ON7-*
(OD RE$6RN $AE RE)4INDER 4F$ER 4 NO* I DI"IDED B- 4 DI"IOR*
#EN RE$6RN $AE NO* OF CA4R4C$ERIN 4 $EX$ $RIN5*
S'( 4DD 477 $AE N6)BER*
'SES O! !'NCT%ONS
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" 7oo#u!
$%is function scans down t%e row %eadings at t%e side of a table to find a
s!ecified item*
+%en t%e item is found, it t%en scans across to !ic# a cell entr'*
G"7OO&6P/7oo#u!"alue,table arra',Colindexnum,Hrange loo#u!1
$%e #oou=Value is a single item s!ecified b' t%e user*
$%e table a,,a+ is t%e range of data wit% t%e row %eadings at t%e left %and
side*
$%e Col=inde4=num is %ow far across t%e table t%e function s%ould loo#
to !ic# from*
$%e @,an-e loou is a logical value t%at s!ecifies w%et%er 'ou want
V#OO?' to find an exact matc% or an a!!roximate matc%1
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Pivot $able
Pivot$able re!ort is an Interactive Excel re!ort w%ic% is used to
ummarie, 4nal'e, and Ex!lore data
Pivot $ables are great $ools for Com!aring Data using Cross.tabulation.
4 !ivot table classifies numeric data in a list based on ot%er fields in t%e
list*
Provides a !owerful tool for summariing large amounts of tabular data*@uic#l' summarie data from a wor#s%eet or from an external source*
Calculate totals, averages, counts, etc* based on an' numeric fields in t%e
table
i8ot Table Ad8anta-es
Interactive3 easil' rearrange t%em b' moving, adding, or deletingfields
D'namic3 results are automaticall' recalculated w%enever fields are
added or dro!!ed, or w%enever categories are %idden or dis!la'ed Eas' to u!date3 Jrefres%ableK if t%e original wor#s%eet data c%anges
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Concatenate
$o +oin two or "ore text strings into one string.
Pivot $ables are great $ools for Com!aring Data using Cross.tabulation.
4 !ivot table classifies numeric data in a list based on ot%er fields in t%e
list*
Provides a !owerful tool for summariing large amounts of tabular data*
@uic#l' summarie data from a wor#s%eet or from an external source*Calculate totals, averages, counts, etc* based on an' numeric fields in t%e
table
i8ot Table Ad8anta-es Interactive3 easil' rearrange t%em b' moving, adding, or deleting
fields D'namic3 results are automaticall' recalculated w%enever fields are
added or dro!!ed, or w%enever categories are %idden or dis!la'ed Eas' to u!date3 Jrefres%ableK if t%e original wor#s%eet data c%anges
3
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41116 4
Protecting +or#s%eet
elect t%e cell or
range 'ou want tounloc#*
In t%e Font grou! on
t%e Aome tab, clic#
t%e Dialog Box
7aunc%er
In t%e Format Cells
dialog box, clic# t%e
Protection tab, clic#
t%e 7oc#ed c%ec# box
to remove t%e c%ec#mar#, and t%en clic#
t%e O& button
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41116 5
Protecting +or#s%eet
In t%e C%anges grou! on t%e Review
tab, clic# t%e Protect %eet button Enter a !assword /o!tional1
elect all of t%e actions 'ou want to
allow users to ta#e w%en t%e
wor#s%eet is !rotected
Clic# t%e O& button
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41116 6
%ortcut &e's
To do this Press
New
workbook CTRL+N
Save CTRL+S
Undo CTRL+Z
Redo CTRL+Y
Cut CTRL+X
Print CTRL+POpen fes CTRL+O
!ind te"t CTRL+!
Cop# CTRL+C
Paste a CTRL+$
Paste spe%ia CTRL+<+$
Cose CTRL+'
!i ri(ht CTRL+R
!i down CTRL+)
*nsert&utoSu
<,
To do this Press
See%t a CTRL+&
See%t row S-*!T+Spa%ebar
*nsert %es. rows. or%ouns
CTRL+S-*!T+Pus si(n
)eete %es. rows. or%ouns
CTRL+/inus si(n
0dit !orua !1
$iew 2oruas CTRL 3
Chan(e re2eren%e t#pe !4To do this Press
Current )ate CTRL + 5
Current Tie CTRL + S-*!T + 5
Nuber !orats
CTRL+S-*!T +
6S#bo7New Line in sae Ce < + 0nter
&pp# !iter CTRL+S-*!T + L
*nsert New 'orksheet S-*!T + !88
Cose See%ted workbook CTRL+!4