This document provides a summary of Microsoft Excel tools and functions for beginners. It explains that Excel is a spreadsheet program used to organize and analyze data in tables consisting of rows and columns. The document then covers navigation within Excel, basic functions like sums and subtotals, filtering data, lookups, text functions, and concatenating cells. The goal is to give an overview of common Excel tools to improve daily work efficiency.

1. Microsoft Excel Manual
Presented by:
CA Jitesh Khushalani

2. Important Information
Purpose and Overview The purpose of this manual is to provide an overview of Microsoft Excel tools and
functions which are most useful to improve daily operational efficiency
This is only beginners module. This document has been provided for reference purposes only

3. Contents
1. What is Excel
2. Navigation
3. Basic Excel Functions and Formulas

4. Contents
1. What is Excel
2. Navigation
3. Basic Excel Functions and Formulas

5. What is Excel ?
Microsoft Excel is a spreadsheet application that is commonly used for a variety of uses. At its core, Excel is
a table consisting of rows and columns. Excel is composed of rows and columns and uses a spreadsheet to
display data.
What can I do with this?
The data within a table can be sorted by any column, which means that the rows can be ordered by last
name or first name alphabetically, by the ID number ascending or descending, by the amount paid
ascending or descending, or by the date. You can also filter the data in the table to have only specific
values show.
What is a cell?
A cell, outlined in green below, is an individual block within a table in which you can enter values, such as
words or numbers.
What are rows and columns?
Rows, outlined in red below, are a horizontal group of cells. Columns, outlined in blue below, are a vertical
group of cells. (Refer picture on next slide)

6. What is Excel ?

7. What is Excel ?
Inserting rows and columns
To Add / Delete a Row / column:
1. Select the entire row below where you want to add the new row / column to the right of where you
want to add the new column
2. Right click, select Insert (or press “Ctr” “+” / “Ctr” “Shift” “+” )
3. Right click, select Delete (or Press “Ctr” “-” )

8. Contents
1. What is Excel
2. Navigation
3. Basic Excel Functions and Formulas

9. Navigation
Navigating through your spreadsheet doesn’t have to be difficult. Using some very simple keystrokes, you
can move from one end of your spreadsheet to the other faster than using the scroll bar.
1. Moving Between Cells: Use the arrow keys on your keyboard to move from one cell to another Use the
Tab key to move horizontally to the right. Hold the Shift key and press the Tab key to move horizontally
to the left. Use the Enter key to move vertically downward. Hold the Shift key and press the Enter key
to move vertically upwards. To jump to the last cell (without any gaps in between), press Control and
arrow keys together.
2. Selecting Multiple Cells: To select a range of data, select the first cell in the data range, select the last
cell in the data range (holding the Shift key) OR Select the beginning range of data, drag the cursor to
select the range of data
3. Selecting Entire Rows and Columns: Excel organizes a data sheet by numbering the rows and lettering
the columns.
To select an entire row: Select the number of the row (or press “Shift“ “space”)
To select an entire column: Select the letter of the column (or press “Control“ “space”)

10. Contents
1. What is Excel
2. Navigation
3. Basic Excel Functions and Formulas

11. Basic Excel Functions and Formulas
Excel has many different functions and formulas which can be used to manipulate data in a variety of ways,
such as sums, subtotals, subtraction etc
1. Sums: One of the most commonly used functions of Excel is summation. If you have a data table for a
single student with amounts and dates of payment, to find the sum of all payments, you would use the
summation function
To add numbers in a column, select the cell directly beneath the last entry and select Auto Sum located on
the Formulas tab or pressing “Alter””+”

12. Basic Excel Functions and Formulas
2. Subtotaling: The Subtotal tool is used to sum data by group. Subtotaling data eliminates the need to
manually insert a row and perform a summation
Below is a sample data sheet for which we need to calculate the total amount paid for each semester
To Subtotal a data sheet, select the subtotal button in Data tool bar:
To subtotal this data sheet by semester:
• Choose Semester for the At Each Change In dropdown.
• Select Sum for the Use Function dropdown.
• Choose Amount Paid for the Add Subtotal To field.
• Click Ok.

13. Basic Excel Functions and Formulas
3. Custom Filter: When you need more flexibility in choosing records, use the Custom Filter option. The
Custom option provides the ability to use math operators such as “less than,” “greater than,” and “does
not equal.” You can also select two conditions using the And or Or options. And will find records that
meet both criteria, while Or will find records that meet either criteria.
Click on the Cost drop-down arrow, click on the Number Filters option, and then select Custom Filter
option.

14. Basic Excel Functions and Formulas
4. VLOOKUP: You probably do a VLOOKUP in your head every time you look at a food menu. The goal of
the VLOOKUP function is to return a value from a single cell in a column based on a lookup value.
To find the price of the Caffe Mocha size Grande, we look down the first column of items until we find
Caffe Mocha, then look to the right to find the price, $3.95. This is exactly how VLOOKUP works!
VLOOKUP has 4 Arguments that help it Return a Cell’s Value

15. Basic Excel Functions and Formulas

16. Basic Excel Functions and Formulas
5. Text Functions (Lower/Upper Case)
• Use the LOWER function to convert all letters in a text string to lowercase.
• Use the UPPER function to convert all letters in a text string to uppercase.
• Use the PROPER function to convert a text string to proper case. That is, the first letter in each word in
uppercase, and all other letters in lowercase

17. Basic Excel Functions and Formulas
5. Text Functions (Left, Right, Mid, Large, Small)
• The LEFT function allows you to find what the first characters in a text string are. The syntax of the LEFT
function is “LEFT(text,num_chars)”
• The RIGHT function allows you to find what the last characters in a text string are. The syntax of the
RIGHT function is “RIGHT(text,num_chars)”
• The MID function returns a certain number of characters from the middle of a piece of text. The syntax
of the MID function is “MID(text,start_num,num_chars)”
• The LARGE function allows you to find what is the kth largest value in the given set of data. The syntax
of the LARGE function is “LARGE(array, k)” where k is the number of maximum value
• The SMALL function allows you to find what is the kth smallest value in the given set of data. The
syntax of the SMALL function is “SMALL(array, k)” where k is the number of minumum value

18. Basic Excel Functions and Formulas
5. Text Functions (Concatenate)
• Sometimes data distributed over multiple columns in an excel spreadsheet is more efficient to use
when combined into one column. For example, when downloading Census data from a Indian website,
name of each personnel may be presented in different cells as follows:
• The purpose of this function is used to join two or more words or text strings together. For purposes of
creating a join between the names for record keeping, it will be more convenient to have a single
column combining them using CONCATENATE function as follows:
• The syntax for the CONCATENATE function is: = CONCATENATE ( text1, text2, ... text255 )
First Name Middle Name Last Name
Raj Rishi Malhotra
Mahesh Kumar Arora
Ajay Harish Devla
First Name Middle Name Last Name Concatenate
Raj Rishi Malhotra Raj Rishi Malhotra

19. Thank You