•Presented By- Mr. Yash Jagati
Microsoft Excel is a spreadsheet program that is designed torecord and analyse numbers and data. Excel is very widely used...
Menu Bar       Standard Toolbar                          FormattingFormula Bar                Toolbar  Status Bar
1. Basic Calculations and Linkages   13.SUM functions2. Insert / Delete – Row, Column,    14.IF function  Sheet           ...
1.Basic Calculations and            13.SUM functions      Linkages                      14.IF function                    ...
Why you            Making     basic calculations viz. Addition,need to     Subtraction, Division, Multiplication, Percent...
Snapshot
1. Basic Calculations and Linkages   13.SUM functions2.Insert / Delete – Row,             14.IF function  Column, Sheet   ...
Why you     Adding row/ column to existing data.need to     Deleting extra row/ column from existing data.know this   A...
How you    Delete Row/ Columnuse this   Select the row(s) or column(s) to be deleted.feature    Select Edit : Delete    ...
1. Basic Calculations and Linkages 13.SUM functions2. Insert / Delete – Row, Column, 14.IF function   Sheet               ...
Why you     Insert remarks against a particular cell. E.g.:need to     Rate of interest on loan, Maturity date of anknow ...
How you    Delete commentuse this   Select Edit : Clear : Commentfeature           Edit comment           Right click on...
1. Basic Calculations and Linkages   13.SUM functions2. Insert / Delete – Row, Column,    14.IF function  Sheet           ...
Why you     Changing cell format from Text format toneed to     Number, Percentage, Date, etc.know this   Wrapping long ...
1. Basic Calculations and Linkages   13.SUM functions2. Insert / Delete – Row, Column,    14.IF function      Sheet       ...
Why you            Allows you hide and unhide particularneed toknow this            rows or columns            Simplifie...
1. Basic Calculations and Linkages   13.SUM functions2. Insert / Delete – Row, Column,    14.IF function      Sheet       ...
Why you     How often would you like to hide or unhide partsneed to     of a complex spreadsheet?know this            If...
1. Basic Calculations and Linkages   13.SUM functions2. Insert / Delete – Row, Column,    14.IF function  Sheet           ...
Why you     Prevents you from wasting time counting itemsneed to      manually or creating dummy variables to countknow t...
1. Basic Calculations and Linkages   13.SUM functions2. Insert / Delete – Row, Column,    14.IF function  Sheet           ...
Why you     Many situations exist when you need to haveneed to     exact numbers instead of various fractions in yourknow...
1. Basic Calculations and Linkages   13.SUM functions2. Insert / Delete – Row, Column,    14.IF function  Sheet           ...
Why youneed to            Helps making selection of the desired text fromknow this    the whole text.How you      =left(“...
1. Basic Calculations and Linkages   13.SUM functions2. Insert / Delete – Row, Column,    14.IF function    Sheet         ...
Why youneed to            Converts the text string in Upper or Lower case.know thisHow you     =Upper(Cell reference)use ...
1. Basic Calculations and Linkages   13.SUM functions2. Insert / Delete – Row, Column,    14.IF function  Sheet           ...
Why you     Adds up words from selection to form a sentenceneed toknow thisHow you     =Concatenate(Cell reference)use th...
1. Basic Calculations and Linkages   13.SUM functions2. Insert / Delete – Row, Column,    14.IF function  Sheet           ...
Why youneed to            Calculate the minimum and maximum value of aknow this   database.How you     =Min(Range referen...
1. Basic Calculations and Linkages   13.SUM functions2. Insert / Delete – Row, Column,    14.IF function  Sheet           ...
Why you     SUM is used in virtually all spreadsheetsneed toknow this   SUMIF adds values if specified criteria matchesH...
1. Basic Calculations and Linkages   13.SUM functions2. Insert / Delete – Row, Column,    14.IF function  Sheet           ...
Why you     Conditional comparisons are used in virtually allneed toknow this   spreadsheets            Knowing how to u...
1. Basic Calculations and Linkages   13.SUM functions2. Insert / Delete – Row, Column,    14.IF function  Sheet           ...
Why youneed to            Correctly sorting a series of rows orknow this   columns without disassociating the data.How yo...
1. Basic Calculations and Linkages   13.SUM functions2. Insert / Delete – Row, Column,    14.IF function  Sheet           ...
Why you     Often our clients have data is in ERP systems. Theneed to     data you can get for your PC is a text file dum...
How you    •Check that Excel choose correct setting, change asuse this   neededfeatureSnapshot
How you    Be sure to supply the destinationuse this   Click finishfeatureSnapshotNote       Be sure the are enough emp...
1. Basic Calculations and Linkages   13.SUM functions2. Insert / Delete – Row, Column,    14.IF function  Sheet           ...
Why you            Splitting a window allows you to work onneed to     multiple parts of a large spreadsheetknow this   s...
1. Basic Calculations and Linkages   13.SUM functions2. Insert / Delete – Row, Column,    14.IF function  Sheet           ...
Why you            Allows you to automatically lookup a particularneed toknow this            cell of data from a larger ...
VLOOKUP(SearchValue,Range,ColumnNumber,ErHow youuse this   ror) ==> look for a value in the row specified byfeature    Se...
VLOOKUP troubleshooting tipsUnexpected results?   Does this value exist in the left-most column of your lookup table?   ...
1. Basic Calculations and Linkages   13.SUM functions2. Insert / Delete – Row, Column,    14.IF function  Sheet           ...
Why you            Retyping formulasneed toknow this            Converting formulas into values            Reformatting...
1. Basic Calculations and Linkages   13.SUM functions2. Insert / Delete – Row, Column,    14.IF function  Sheet           ...
Why you     need to      •Want to add lines with subtotals in your database     know this                   to check total...
1. Basic Calculations and Linkages   13.SUM functions2. Insert / Delete – Row, Column,    14.IF function  Sheet           ...
Why you     •Most powerful tool to arrange huge amounts ofneed toknow this             data in a more structured way than ...
Step 2: Select the relevant data area
Step 3: Drag and drop data elements on row and column (this is your table structure), the data you want to analyze on the ...
1. Basic Calculations and Linkages   13.SUM functions2. Insert / Delete – Row, Column,    14.IF function  Sheet           ...
Why you     From a huge database if you need to find someneed to      information meeting specific criteria or the top 10...
1. Basic Calculations and Linkages   13.SUM functions2. Insert / Delete – Row, Column,    14.IF function  Sheet           ...
Why youneed to            Quickly find the cells referenced by a formulaknow this   and/or quickly find which cells refer...
1. Basic Calculations and Linkages   13.SUM functions2. Insert / Delete – Row, Column,    14.IF function  Sheet           ...
Why youneed to            Sometimes you would like to color the output ofknow this    cells in different colors, e.g. neg...
1. Basic Calculations and Linkages   13.SUM functions2. Insert / Delete – Row, Column,    14.IF function  Sheet           ...
Why you     Sometimes you want to give your Excel file to someoneneed to      else and prevent them from changing the for...
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Excel tips

  1. 1. •Presented By- Mr. Yash Jagati
  2. 2. Microsoft Excel is a spreadsheet program that is designed torecord and analyse numbers and data. Excel is very widely usedfor accounting and financial purpose.The files created in Excel are known as workbooks. In turn, eachworkbook can contain one or more worksheets / spreadsheets. AnExcel worksheet is laid out like a grid with horizontal rows andvertical columns.Spreadsheets organized by columns & rows and used to: perform calculations prepare lists analyse dataThe advantage of a spreadsheet is, it allows you to easily changedata and have all “related” calculations automatically updated.
  3. 3. Menu Bar Standard Toolbar FormattingFormula Bar Toolbar Status Bar
  4. 4. 1. Basic Calculations and Linkages 13.SUM functions2. Insert / Delete – Row, Column, 14.IF function Sheet 15.Sort command3. Insert / Delete – Comment 16.Clean-up Text4. Format Cells 17.Split Window and Freeze Panes5. Hide and Unhide command 18.VLOOKUP and HLOOKUP6. Group and Ungroup functions spreadsheet 19. Paste Special command7. COUNT functions 20. Subtotal function8. ROUND functions 21. Pivot Tables9. LEFT, MID, RIGHT, LEN, 22. Auto filter command TRIM 23. Auditing features10.UPPER and lower case 24. Conditional formatting11. Merge words into sentence 25. Protecting cells and worksheets12. MIN, MAX functions
  5. 5. 1.Basic Calculations and 13.SUM functions Linkages 14.IF function 15.Sort command2. Insert / Delete – Row, Column, Sheet 16.Clean-up Text3. Insert / Delete – Comment 17.Split Window and Freeze Panes4. Format Cells 18.VLOOKUP and HLOOKUP functions5. Hide and Unhide command 19. Paste Special command6. Group and Ungroup spreadsheet 20. Subtotal function7. COUNT functions 21. Pivot Tables8. ROUND functions 22. Auto filter command9. LEFT, MID, RIGHT, LEN, 23. Auditing features TRIM 24. Conditional formatting10.UPPER and lower case 25. Protecting cells and worksheets11. Merge words into sentence12. MIN, MAX functions
  6. 6. Why you Making basic calculations viz. Addition,need to Subtraction, Division, Multiplication, Percentage,know this etc. Linking cells for making simple and complex calculations. E.g.: Multiplication of Stock quantity and Rate to ascertain Inventory value.Snapshot
  7. 7. Snapshot
  8. 8. 1. Basic Calculations and Linkages 13.SUM functions2.Insert / Delete – Row, 14.IF function Column, Sheet 15.Sort command 16.Clean-up Text3. Insert / Delete – Comment 17.Split Window and Freeze Panes4. Format Cells 18.VLOOKUP and HLOOKUP5. Hide and Unhide command functions6. Group and Ungroup 19. Paste Special command spreadsheet 20. Subtotal function7. COUNT functions 21. Pivot Tables8. ROUND functions 22. Auto filter command9. LEFT, MID, RIGHT, LEN, TRIM 23. Auditing features10.UPPER and lower case 24. Conditional formatting11. Merge words into sentence 25. Protecting cells and worksheets12. MIN, MAX functions
  9. 9. Why you Adding row/ column to existing data.need to Deleting extra row/ column from existing data.know this Adding/ deleting worksheet.How you Insertuse this Place the cursor on the desired cell in thefeature spreadsheet. Select the rows, columns or the worksheet option from the Insert drop down menu.
  10. 10. How you Delete Row/ Columnuse this Select the row(s) or column(s) to be deleted.feature Select Edit : Delete Delete Worksheet Select the worksheet(s) to be deleted. Select Edit : Delete Sheet Insert Row/Column Shortcut  ctrl + Delete Row/Column Shortcut  ctrl -
  11. 11. 1. Basic Calculations and Linkages 13.SUM functions2. Insert / Delete – Row, Column, 14.IF function Sheet 15.Sort command3.Insert / Delete – 16.Clean-up Text Comment Cells 17.Split Window and Freeze Panes4. MIN, MAX functions 18.VLOOKUP and HLOOKUP functions 19. Paste Special command 20. Subtotal function 21. Pivot Tables 22. Auto filter command 23. Auditing features 24. Conditional formatting 25. Protecting cells and worksheets
  12. 12. Why you Insert remarks against a particular cell. E.g.:need to Rate of interest on loan, Maturity date of anknow this investment, etc.How you Insert commentuse this Place the cursor on the desired cell in thefeature spreadsheet. Select Insert : Comment Existence of comment in a cell is indicated by a small red sign on the upper right corner of the cell. Insert Comment Shortcut  shift + F2
  13. 13. How you Delete commentuse this Select Edit : Clear : Commentfeature Edit comment Right click on the cell containing comment. Select Edit comment.
  14. 14. 1. Basic Calculations and Linkages 13.SUM functions2. Insert / Delete – Row, Column, 14.IF function Sheet 15.Sort command3. Insert / Delete – Comment 16.Clean-up Text4.Format Cells 17.Split Window and Freeze Panes5. Hide and Unhide command 18.VLOOKUP and HLOOKUP functions6. Group and Ungroup spreadsheet 19. Paste Special command7. COUNT functions 20. Subtotal function8. ROUND functions 21. Pivot Tables9. LEFT, MID, RIGHT, LEN, 22. Auto filter command TRIM 23. Auditing features10.UPPER and lower case 24. Conditional formatting11. Merge words into sentence 25. Protecting cells and worksheets12. MIN, MAX functions
  15. 15. Why you Changing cell format from Text format toneed to Number, Percentage, Date, etc.know this Wrapping long text to fit cell size. Merging of cells. Changing Font style, Font size, etc. Showing cell content in Strikethrough form, Subscript, Superscript form. Formatting cells with Border, Colors, etc.How youuse this Select Format : Cellsfeature Select the option from the respective tab Format Cells Ctrl + 1
  16. 16. 1. Basic Calculations and Linkages 13.SUM functions2. Insert / Delete – Row, Column, 14.IF function Sheet 15.Sort command3. Insert / Delete – Comment 16.Clean-up Text4. Format Cells 17.Split Window and Freeze Panes5.Hide and Unhide 18.VLOOKUP and HLOOKUP functions command 19. Paste Special command6. Group and Ungroup spreadsheet 20. Subtotal function7. COUNT functions 21. Pivot Tables8. ROUND functions 22. Auto filter command9. LEFT, MID, RIGHT, LEN, 23. Auditing features TRIM 24. Conditional formatting10. UPPER and lower case11. Merge words into sentence 25. Protecting cells and worksheets12. MIN, MAX functions
  17. 17. Why you Allows you hide and unhide particularneed toknow this rows or columns Simplifies working with the spreadsheet Prevent certain information from being seenHow you Select the row(s) or column(s) to beuse this hidden/unhiddenfeature Select Format : Row : Hide/Unhide or Format : Column : Hide/Unhide
  18. 18. 1. Basic Calculations and Linkages 13.SUM functions2. Insert / Delete – Row, Column, 14.IF function Sheet 15.Sort command3. Insert / Delete – Comment 16.Clean-up Text4. Format Cells 17.Split Window and Freeze Panes5. Hide and Unhide command 18.VLOOKUP and HLOOKUP6.Group and Ungroup functions spreadsheet 19. Paste Special command 20. Subtotal function7. COUNT functions 21. Pivot Tables8. ROUND functions 22. Auto filter command9. LEFT, MID, RIGHT, LEN, TRIM 23. Auditing features10.11. UPPER and lower case Merge words into sentence 24. Conditional formatting12. MIN, MAX functions 25. Protecting cells and worksheets
  19. 19. Why you How often would you like to hide or unhide partsneed to of a complex spreadsheet?know this If your answer is “very often”, you will like to group/ungroup function instead of the hide/unhide command, since you will be able to toggle between hidden or displayed columns or rows.How you Mark the row or column that you would like touse this “fold”, i.e. hide for the moment.feature Click on Data: Group and Outline: Group To “fold” click now on the “minus” sign outside of your column or row.
  20. 20. 1. Basic Calculations and Linkages 13.SUM functions2. Insert / Delete – Row, Column, 14.IF function Sheet 15.Sort command3. Insert / Delete – Comment 16.Clean-up Text4. Format Cells 17.Split Window and Freeze Panes5. Hide and Unhide command 18.VLOOKUP and HLOOKUP6. Group and Ungroup functions spreadsheet 19. Paste Special command7.COUNT functions 20. Subtotal function8. ROUND functions 21. Pivot Tables9. LEFT, MID, RIGHT, LEN, 22. Auto filter command TRIM 23. Auditing features10.UPPER and lower case 24. Conditional formatting11. Merge words into sentence 25. Protecting cells and worksheets12. MIN, MAX functions
  21. 21. Why you Prevents you from wasting time counting itemsneed to manually or creating dummy variables to countknow this such itemsHow you =COUNT(Range1,Range2,Value1,...) ==> count theuse this number of cells containing numbersfeature =COUNTA(Range1,Range2,Value1,...) ==> count the number of non-empty cells =COUNTBLANK(Range) ==> count the number of empty cells in the range =COUNTIF(Range,”Criteria”) ==> count the number of cells in the Range containing the Criteria. NOTE: The “ ” signs must be used for the Criteria value
  22. 22. 1. Basic Calculations and Linkages 13.SUM functions2. Insert / Delete – Row, Column, 14.IF function Sheet 15.Sort command3. Insert / Delete – Comment 16.Clean-up Text4. Format Cells 17.Split Window and Freeze Panes5. Hide and Unhide command 18.VLOOKUP and HLOOKUP6. Group and Ungroup functions spreadsheet 19. Paste Special command7. COUNT functions 20. Subtotal function8.ROUND functions 21. Pivot Tables9. LEFT, MID, RIGHT, LEN, 22. Auto filter command TRIM 23. Auditing features10.UPPER and lower case 24. Conditional formatting11. Merge words into sentence 25. Protecting cells and worksheets12. MIN, MAX functions
  23. 23. Why you Many situations exist when you need to haveneed to exact numbers instead of various fractions in yourknow this calculations (e.g., there cannot be 536.235 person)How you =ROUND(Number,Digits) ==> Round the numberuse this (or cell) to the specified number of digitsfeature If Digit = 0, then Number is rounded to nearest integer If Digit > 0, then Number is rounded to the specified number of decimal places If Digit < 0, then Number is rounded to the specified number of digits left of the decimal place
  24. 24. 1. Basic Calculations and Linkages 13.SUM functions2. Insert / Delete – Row, Column, 14.IF function Sheet 15.Sort command3. Insert / Delete – Comment 16.Clean-up Text4. Format Cells 17.Split Window and Freeze Panes5. Hide and Unhide command 18.VLOOKUP and HLOOKUP6. Group and Ungroup functions spreadsheet 19. Paste Special command7. COUNT functions 20. Subtotal function8. ROUND functions 21. Pivot Tables9.LEFT, MID, RIGHT, 22. Auto filter command LEN, TRIM 23. Auditing features10.UPPER and lower case 24. Conditional formatting11. Merge words into sentence 25. Protecting cells and worksheets12. MIN, MAX functions
  25. 25. Why youneed to Helps making selection of the desired text fromknow this the whole text.How you =left(“microsoft excel”,9) ==>microsoftuse this =right(“microsoft excel”,5) ==>excelfeature =mid(“microsoft excel”,6,4) ==>soft =len(“microsoft excel”) ==>15 =trim(“ microsoft excel “) ==>microsoft excel
  26. 26. 1. Basic Calculations and Linkages 13.SUM functions2. Insert / Delete – Row, Column, 14.IF function Sheet 15.Sort command3. Insert / Delete – Comment 16.Clean-up Text4. Format Cells 17.Split Window and Freeze Panes5. Hide and Unhide command 18.VLOOKUP and HLOOKUP6. Group and Ungroup functions spreadsheet 19. Paste Special command7. COUNT functions 20. Subtotal function8. ROUND functions 21. Pivot Tables9. LEFT, MID, RIGHT, LEN, 22. Auto filter command TRIM 23. Auditing features10.UPPER and lower 24. Conditional formatting case 25. Protecting cells and worksheets11. Merge words into sentence
  27. 27. Why youneed to Converts the text string in Upper or Lower case.know thisHow you =Upper(Cell reference)use this =Lower(Cell reference)feature =Proper(Cell reference)Snapshot
  28. 28. 1. Basic Calculations and Linkages 13.SUM functions2. Insert / Delete – Row, Column, 14.IF function Sheet 15.Sort command3. Insert / Delete – Comment 16.Clean-up Text4. Format Cells 17.Split Window and Freeze Panes5. Hide and Unhide command 18.VLOOKUP and HLOOKUP6. Group and Ungroup functions spreadsheet 19. Paste Special command7. COUNT functions 20. Subtotal function8. ROUND functions 21. Pivot Tables9. LEFT, MID, RIGHT, LEN, 22. Auto filter command TRIM 23. Auditing features10.UPPER and lower case 24. Conditional formatting11. Merge words into 25. Protecting cells and worksheets sentence
  29. 29. Why you Adds up words from selection to form a sentenceneed toknow thisHow you =Concatenate(Cell reference)use this =Concatenate(“Microsoft”,”Excel”)feature =Concatenate("Amount transferrable to Reserves aggregates to Rs. ",B6)Snapshot
  30. 30. 1. Basic Calculations and Linkages 13.SUM functions2. Insert / Delete – Row, Column, 14.IF function Sheet 15.Sort command3. Insert / Delete – Comment 16.Clean-up Text4. Format Cells 17.Split Window and Freeze Panes5. Hide and Unhide command 18.VLOOKUP and HLOOKUP6. Group and Ungroup functions spreadsheet 19. Paste Special command7. COUNT functions 20. Subtotal function8. ROUND functions 21. Pivot Tables9. LEFT, MID, RIGHT, LEN, 22. Auto filter command TRIM 23. Auditing features10.UPPER and lower case 24. Conditional formatting11. Merge words into sentence 25. Protecting cells and worksheets12. MIN, MAX functions
  31. 31. Why youneed to Calculate the minimum and maximum value of aknow this database.How you =Min(Range reference)use this =Max(Range reference)featureSnapshot
  32. 32. 1. Basic Calculations and Linkages 13.SUM functions2. Insert / Delete – Row, Column, 14.IF function Sheet 15.Sort command3. Insert / Delete – Comment 16.Clean-up Text4. Format Cells 17.Split Window and Freeze Panes5. Hide and Unhide command 18.VLOOKUP and HLOOKUP6. Group and Ungroup functions spreadsheet 19. Paste Special command7. COUNT functions 20. Subtotal function8. ROUND functions 21. Pivot Tables9. LEFT, MID, RIGHT, LEN, 22. Auto filter command TRIM 23. Auditing features10.UPPER and lower case 24. Conditional formatting11. Merge words into sentence 25. Protecting cells and worksheets12. MIN, MAX functions
  33. 33. Why you SUM is used in virtually all spreadsheetsneed toknow this SUMIF adds values if specified criteria matchesHow you =SUM(Range1,Range2,Value1,…)use thisfeature =SUMIF(Range,”Comparison”,SumRange) If a SumRange IS NOT specified, SUMIF sums the cells meeting the Comparison criteria in the specified Range If a SumRange is specified, SUMIF sums the cells in SumRange where the corresponding cells in Range meets the Comparison criteria NOTE: The “ ” signs must be used for the Comparison value
  34. 34. 1. Basic Calculations and Linkages 13.SUM functions2. Insert / Delete – Row, Column, 14.IF function Sheet 15.Sort command3. Insert / Delete – Comment 16.Clean-up Text4. Format Cells 17.Split Window and Freeze Panes5. Hide and Unhide command 18.VLOOKUP and HLOOKUP6. Group and Ungroup functions spreadsheet 19. Paste Special command7. COUNT functions 20. Subtotal function8. ROUND functions 21. Pivot Tables9. LEFT, MID, RIGHT, LEN, 22. Auto filter command TRIM 23. Auditing features10.UPPER and lower case 24. Conditional formatting11. Merge words into sentence 25. Protecting cells and worksheets12. MIN, MAX functions
  35. 35. Why you Conditional comparisons are used in virtually allneed toknow this spreadsheets Knowing how to use IF in a nested manner and in combination with other functions will save hours of timeHow you =IF(Condition,TrueAction,FalseAction)use this =IF(Condition,TrueAction,) ==> Cell shows 0 iffeature condition is false =IF(Condition,TrueAction,””) ==> Cell shows blank if condition is false
  36. 36. 1. Basic Calculations and Linkages 13.SUM functions2. Insert / Delete – Row, Column, 14.IF function Sheet 15.Sort command3. Insert / Delete – Comment 16.Clean-up Text4. Format Cells 17.Split Window and Freeze Panes5. Hide and Unhide command 18.VLOOKUP and HLOOKUP6. Group and Ungroup functions spreadsheet 19. Paste Special command7. COUNT functions 20. Subtotal function8. ROUND functions 21. Pivot Tables9. LEFT, MID, RIGHT, LEN, 22. Auto filter command TRIM 23. Auditing features10.UPPER and lower case 24. Conditional formatting11. Merge words into sentence 25. Protecting cells and worksheets12. MIN, MAX functions
  37. 37. Why youneed to Correctly sorting a series of rows orknow this columns without disassociating the data.How you Select all cells in the data range to be sorteduse this Select Data : Sort from the menu barfeature Microsoft Excel also allows sorting on multiple fields simultaneously (max three).Snapshot
  38. 38. 1. Basic Calculations and Linkages 13.SUM functions2. Insert / Delete – Row, Column, 14.IF function Sheet 15.Sort command3. Insert / Delete – Comment 16.Clean-up Text4. Format Cells 17.Split Window and Freeze Panes5. Hide and Unhide command 18.VLOOKUP and HLOOKUP6. Group and Ungroup functions spreadsheet 19. Paste Special command7. COUNT functions 20. Subtotal function8. ROUND functions 21. Pivot Tables9. LEFT, MID, RIGHT, LEN, 22. Auto filter command TRIM 23. Auditing features10.UPPER and lower case 24. Conditional formatting11. Merge words into sentence 25. Protecting cells and worksheets12. MIN, MAX functions
  39. 39. Why you Often our clients have data is in ERP systems. Theneed to data you can get for your PC is a text file dump.know this This trick will help you see through the data “mess“ you‘ve received.How you One easy method to split text into separate columnsuse this is the Data/Text to Column Wizardfeature  Select the cells  Select Data/Text to ColumnSnapshot
  40. 40. How you •Check that Excel choose correct setting, change asuse this neededfeatureSnapshot
  41. 41. How you Be sure to supply the destinationuse this Click finishfeatureSnapshotNote Be sure the are enough empty columns for your conversion at the destination or Excel will OVERWRITE the contents of the cells. Use it to format dates received from ERP dump.
  42. 42. 1. Basic Calculations and Linkages 13.SUM functions2. Insert / Delete – Row, Column, 14.IF function Sheet 15.Sort command3. Insert / Delete – Comment 16.Clean-up Text4. Format Cells 17.Split Window and5. Hide and Unhide command Freeze Panes6. Group and Ungroup spreadsheet 18.VLOOKUP and HLOOKUP functions7. COUNT functions 19. Paste Special command8. ROUND functions 20. Subtotal function9. LEFT, MID, RIGHT, LEN, TRIM 21. Pivot Tables10.UPPER and lower case 22. Auto filter command11. Merge words into sentence 23. Auditing features 24. Conditional formatting12. MIN, MAX functions 25. Protecting cells and worksheets
  43. 43. Why you Splitting a window allows you to work onneed to multiple parts of a large spreadsheetknow this simultaneously. Freezing the pane allows you to always keep one part of the spreadsheet (e.g., column or row labels) visible.How you Place the cursor on the desired cell in theuse this spreadsheet.feature Select the split or the freeze panes option from the window drop down menu.
  44. 44. 1. Basic Calculations and Linkages 13.SUM functions2. Insert / Delete – Row, Column, 14.IF function Sheet 15.Sort command3. Insert / Delete – Comment 16.Clean-up Text4. Format Cells 17.Split Window and Freeze Panes5. Hide and Unhide command 18.VLOOKUP and6. Group and Ungroup HLOOKUP functions spreadsheet7. COUNT functions 19. Paste Special command8. ROUND functions 20. Subtotal function9. LEFT, MID, RIGHT, LEN, 21. Pivot Tables TRIM 22. Auto filter command10.UPPER and lower case 23. Auditing features11. Merge words into sentence 24. Conditional formatting12. MIN, MAX functions 25. Protecting cells and worksheets
  45. 45. Why you Allows you to automatically lookup a particularneed toknow this cell of data from a larger data range. This is especially useful when you have A large data section that contains information for multiple records. A calculation area somewhere else, and you need to refer to some specific data elements for specific records VLOOKUP and HLOOKUP allows you to find aHow youuse this specific cell of data in a larger data rangefeature Use VLOOKUP when each row contains a separate record and the associated columns contain data for that one record Use HLOOKUP when each column contains a separate record
  46. 46. VLOOKUP(SearchValue,Range,ColumnNumber,ErHow youuse this ror) ==> look for a value in the row specified byfeature SearchValue and the column specified by ColumnNumber SearchValue indicates the “match key” (i.e., find the row that contains the SearchValue in the first column) Range specifies the cells containing the data ColumnNumber specifies the column that contains the data element you want Error determines what happens when Excel does not find the exact SearchValue you want. FALSE leads Excel to display a #N/A when an exact match cannot be found. TRUE leads Excel to display the next smaller value than SearchValue HLOOKUP(SearchValue,Range,RowNumber,Error ) ==> look for a value in the column specified by SearchValue and the row specified by RowNumber
  47. 47. VLOOKUP troubleshooting tipsUnexpected results? Does this value exist in the left-most column of your lookup table? Does the format of the lookup value match the format of the matching value in the lookup table? Are you using a relative reference (e.g., A2:G145) when an absolute reference (e.g., $A$2:$G$145) is necessary? Are you pointing to the correct column in the lookup table? The first column or lookup value contains unnecessary leading or trailing spaces, or extra spaces between words.
  48. 48. 1. Basic Calculations and Linkages 13.SUM functions2. Insert / Delete – Row, Column, 14.IF function Sheet 15.Sort command3. Insert / Delete – Comment 16.Clean-up Text4. Format Cells 17.Split Window and Freeze Panes5. Hide and Unhide command 18.VLOOKUP and HLOOKUP6. Group and Ungroup spreadsheet functions7. COUNT functions 19. Paste Special8. ROUND functions command9. LEFT, MID, RIGHT, LEN, 20. Subtotal function TRIM 21. Pivot Tables10.UPPER and lower case 22. Auto filter command11. Merge words into sentence 23. Auditing features12. MIN, MAX functions 24. Conditional formatting 25. Protecting cells and worksheets
  49. 49. Why you Retyping formulasneed toknow this Converting formulas into values Reformatting cells Conducting calculations viz: Multiply, Subtract, etc Transposing cells (i.e., convert row-entered data blocks into column)How you •Copy the cells of you need to copyuse this •Place the cursor where you want to past itfeature •Select Edit : Paste Special from the Menu bar •Select the appropriate options from the dialog boxSnapshot
  50. 50. 1. Basic Calculations and Linkages 13.SUM functions2. Insert / Delete – Row, Column, 14.IF function Sheet 15.Sort command3. Insert / Delete – Comment 16.Clean-up Text4. Format Cells 17.Split Window and Freeze Panes5. Hide and Unhide command 18.VLOOKUP and HLOOKUP6. Group and Ungroup functions spreadsheet 19. Paste Special command7. COUNT functions 20. Subtotal function8. ROUND functions 21. Pivot Tables9. LEFT, MID, RIGHT, LEN, 22. Auto filter command TRIM 23. Auditing features10.UPPER and lower case 24. Conditional formatting11. Merge words into sentence 25. Protecting cells and worksheets12. MIN, MAX functions
  51. 51. Why you need to •Want to add lines with subtotals in your database know this to check totals per item. •Click on Data: Subtotal. How you •Select the column, change in which the Subtotals use this feature will be calculated. •Select another column with values whose sum/ average/ count,etc is to be taken. SnapshotData has to be sorted based on field column before adding sub-totals
  52. 52. 1. Basic Calculations and Linkages 13.SUM functions2. Insert / Delete – Row, Column, 14.IF function Sheet 15.Sort command3. Insert / Delete – Comment 16.Clean-up Text4. Format Cells 17.Split Window and Freeze Panes5. Hide and Unhide command 18.VLOOKUP and HLOOKUP6. Group and Ungroup functions spreadsheet 19. Paste Special command7. COUNT functions 20. Subtotal function8. ROUND functions 21. Pivot Tables9. LEFT, MID, RIGHT, LEN, 22. Auto filter command TRIM 23. Auditing features10.UPPER and lower case 24. Conditional formatting11. Merge words into sentence 25. Protecting cells and worksheets12. MIN, MAX functions
  53. 53. Why you •Most powerful tool to arrange huge amounts ofneed toknow this data in a more structured way than pure sorting. Helpful to run quick sums, averages, distributions, etc. in combination with a structure criteria, e.g. total number and average sales per store size bandHow youuse this •Select Data: PivotTable Report…feature Step 1: Microsoft Excel list
  54. 54. Step 2: Select the relevant data area
  55. 55. Step 3: Drag and drop data elements on row and column (this is your table structure), the data you want to analyze on the data area. Step 4: Just press Finish
  56. 56. 1. Basic Calculations and Linkages 13.SUM functions2. Insert / Delete – Row, Column, 14.IF function Sheet 15.Sort command3. Insert / Delete – Comment 16.Clean-up Text4. Format Cells 17.Split Window and Freeze Panes5. Hide and Unhide command 18.VLOOKUP and HLOOKUP6. Group and Ungroup functions spreadsheet 19. Paste Special command7. COUNT functions 20. Subtotal function8. ROUND functions 21. Pivot Tables9. LEFT, MID, RIGHT, LEN, 22. Auto filter command TRIM 23. Auditing features10.UPPER and lower case 24. Conditional formatting11. Merge words into sentence 25. Protecting cells and worksheets12. MIN, MAX functions
  57. 57. Why you From a huge database if you need to find someneed to information meeting specific criteria or the top 10know this items, etc.How you Click into your table or better mark the data areause this and select Data: Filter: Autofilterfeature Using the drop-down boxes per item allows you to display only specific filtered information Selecting multiple matches (up to 3 maximum with autofilter) you can narrow down your search Or add your own criteria for filtering by clicking on the custom criteria
  58. 58. 1. Basic Calculations and Linkages 13.SUM functions2. Insert / Delete – Row, Column, 14.IF function Sheet 15.Sort command3. Insert / Delete – Comment 16.Clean-up Text4. Format Cells 17.Split Window and Freeze Panes5. Hide and Unhide command 18.VLOOKUP and HLOOKUP6. Group and Ungroup functions spreadsheet 19. Paste Special command7. COUNT functions 20. Subtotal function8. ROUND functions 21. Pivot Tables9. LEFT, MID, RIGHT, LEN, 22. Auto filter command TRIM10.UPPER and lower case 23. Auditing features 24. Conditional formatting11. Merge words into sentence 25. Protecting cells and worksheets12. MIN, MAX functions
  59. 59. Why youneed to Quickly find the cells referenced by a formulaknow this and/or quickly find which cells reference a particular cell of interestHow you Select View : Toolbars : Customize from theuse this menu bar. Check the Auditing box from thefeature Toolbars tab Click on the cell of interest Select the Trace Precedents or Trace Dependents icon from the Auditing ToolbarSnapshot
  60. 60. 1. Basic Calculations and Linkages 13.SUM functions2. Insert / Delete – Row, Column, 14.IF function Sheet 15.Sort command3. Insert / Delete – Comment 16.Clean-up Text4. Format Cells 17.Split Window and Freeze Panes5. Hide and Unhide command 18.VLOOKUP and HLOOKUP6. Group and Ungroup functions spreadsheet 19. Paste Special command7. COUNT functions 20. Subtotal function8. ROUND functions 21. Pivot Tables9. LEFT, MID, RIGHT, LEN, 22. Auto filter command TRIM 23. Auditing features10.UPPER and lower case11. Merge words into sentence 24. Conditional12. MIN, MAX functions formatting 25. Protecting cells and worksheets
  61. 61. Why youneed to Sometimes you would like to color the output ofknow this cells in different colors, e.g. negative numbers with red fill, positive numbers in yellow fill, or add a format, etc.How you Mark the relevant fields and select Format:use this Conditional Formattingfeature Select the criteria for the format and adjust the format. You can actually change the font, the border and the color Click on Add to select additional criteria for the formatting
  62. 62. 1. Basic Calculations and Linkages 13.SUM functions2. Insert / Delete – Row, Column, 14.IF function Sheet 15.Sort command3. Insert / Delete – Comment 16.Clean-up Text4. Format Cells 17.Split Window and Freeze Panes5. Hide and Unhide command 18.VLOOKUP and HLOOKUP6. Group and Ungroup functions spreadsheet 19. Paste Special command7. COUNT functions 20. Subtotal function8. ROUND functions 21. Pivot Tables9. LEFT, MID, RIGHT, LEN, 22. Auto filter command TRIM 23. Auditing features10.UPPER and lower case 24. Conditional formatting11. Merge words into sentence12. MIN, MAX functions 25. Protecting cells and worksheets
  63. 63. Why you Sometimes you want to give your Excel file to someoneneed to else and prevent them from changing the formulas forknow this seeing some hidden cellsHow you Protecting a spreadsheet or workbook involves two stepsuse this Designating which cells to be locked or hiddenfeature Protecting the spreadsheet or workbook Note several weird peculiarities: The default for all cells in a spreadsheet is LOCKED. So if you want the receiver of your worksheet to input data in cells, unlock the cell before protecting spreadsheet. The formulas in a cell can be seen even if the spreadsheet is lock -- UNLESS you hide that cell before protecting the spreadsheet. To lock/unlock and hide/unhide a cell, select the cell(s) and select Format : Cell. Select the Protection tab when the dialog box appears. To protect/unprotect a spreadsheet, select Tools : Protection : Protect Sheet.
  64. 64. QUESTIONS??
  65. 65. THANK YOU
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