This document provides an introduction to Microsoft Excel, including discussions of data preparation and handling, logical functions and analysis, and pivot tables. It covers entering and formatting data, basic arithmetic and logical functions, text functions, and lookup functions. Shortcut keys for common Excel commands are also included. The document aims to improve participants' Excel skills from a self-rated level of 2 out of 10 and includes practice exercises.

1. Microsoft Excel for survival

2. Our experience in excel
• Discussion:
– On a scale of one to ten, how much do you think
you know excel?
2

3. Discussion Outline
Introduction to MS Excel1
2
3
4
(Text) data prep and handling
Logic – functions and analysis
Pivot tables
3

4. Intro to Microsoft Excel
• MS Excel
– Microsoft Spreadsheet application for
• Microsoft Windows and Mac OS.
• Managing data
• Graphing tools
• Calculations
• pivot tables
• (Macro) programming language
– Visual Basic for Applications
4

5. MS Excel – an intro
• The Face of Excel
5

6. Data preps and handling
• Data analysis preparations
– Password protection
– Sorting data
– Conditional formatting
– Data View and freezing pane
– Filtering
– Finding and replacing data
6

7. Data preps and handling
Practice
7

8. Data analysis
• Basic Arithmetic
– Arithmetic operators
• SUM
• AVERAGE
• COUNT, COUNTA, COUNTBLANK, COUNTIF(S) and RANK
• MAX and LARGE
• MIN and SMALL
• PRODUCT
• SUMPRODUCT
• TRUNC
• DATEDIF, TODAY, NOW, MOD,
8

9. Data analysis
• Text Data (Strings)
– CHAR (Inserting special characters - CHAR)
– CLEAN and TRIM
– CONCATENATE and EXACT and REPT and “&”
– UPPER, LOWER, PROPER
– LEN, FIND
– RIGHT, LEFT, MID
– SUBSTITUTE and REPLACE
– VALUE
9

10. Data analysis
• Logical arguments
– IF
– AND, OR, NOT
– TRUE, FALSE
– IFERROR
– IS Functions
– MATCH, INDEX
10

11. Data analysis
Practice
11

12. Data analysis
• Logical arguments - Lookup Functions
– LOOKUP**
– *** Locking cells using F4 key
– MATCH, INDEX
– VLOOKUP
– HLOOKUP
12

13. Data analysis
• Pivot Tables
13

14. Housekeeping
• Trace precedents and Dependents
• Evaluating and showing formulae
• Checking Errors
• Goal Seek Using What if Analysis
14

15. Data analysis
Practice
15

16. Shortcut keys
Command
 Edit the active cell
 Create a chart
 Insert cell comment
 Function dialogue box
 Insert a new worksheet
 Name manager dialogue box
 Visual basic editor
 Macro dialogue box
 Hide the selected columns
 Unhide the columns
 Hide the selected rows
 Unhide the rows
 Select all cells with comment
KEYS
F2
F11
SHIFT + F2
SHIFT + F3
SHIFT + F11
CTRL + F3
ALT + F11
ALT + F8
CTRL + 0
CTRL + SHIFT + 0
CTRL + 9
CTRL + SHIFT + 9
CTRL + SHIFT + O

17. Shortcut keys
Command
 Down fill
 Right fill
 Enter sum function in cell
 Euro symbol
 Cent symbol
 Pound symbol
 Yen symbol
 Enter new line in active cell
 Current date
 Current time
 Show formula
 Select entire column
 Select entire row
KEYS
CTRL + D
CTRL + R
ALT + =
ALT + 0128
ALT + 0162
ALT + 0163
ALT + 0165
ALT + ENTER
CTRL + ;
CTRL + SHIFT + ;
CTRL + `
CTRL + SPACEBAR
SHIFT + SPACEBAR

18. Shortcut keys
Command
 Applies number format
 Applies currency format
 Applies percentage format
 Applies exponential format
 Applies general no. format
 Applies time format
 Applies date format
 Applies outline border
 Remove outline border
KEYS
CTRL + SHIFT + !
CTRL + SHIFT + $
CTRL + SHIFT + %
CTRL + SHIFT + ^
CTRL + SHIFT + ~
CTRL + SHIFT + @
CTRL + SHIFT + #
CTRL + SHIFT + &
CTRL + SHIFT + _

19. Shortcut keys
 Excel Options Area Alt + F + I
 Hide Ribbons Ctrl + F1
 Save As F12
 Save Ctrl + S
 Spelling F7
 Undo Ctrl + Z
 Copy Ctrl + C
 Cut Ctrl + X
 Paste Ctrl + V
 Go to cell A1 Ctrl + Home

20. Shortcut keys
Select range of calls First cell + Shift + last cell
 Select cell ranges that are not adjacent Cell or array + Ctrl +
Additional cells
Move to end of range of data Ctrl + arrow key
Function dialog Shift + F3
Cancel formula in edit mode Esc
Move through ends of worksheet Ctrl + Up/Down Arrow
SUM Alt + =
Types of cell references F4
Insert Row Alt + I + R
Insert Column Alt + I + C

21. Shortcut keys
Paste formula into a range of cells Select range + type formula
+ Ctrl + Enter
Select a table Ctrl + *
Format Cells dialog box Ctrl + 1
Today’s date Ctrl +;
Currency format Ctrl + Shift + $
Select All Ctrl + A
Format chart elements Ctrl + 1
Page Setup Alt + P + S + P
Headers and Footers Alt + N + H
Exit Page Layout View Alt W + L
Filter Ctrl + Shift +L
Open the Subtotals dialog box Alt + A + B

22. Thank you

23. Data entry
• Entering data and data types
• Alphanumeric data
• Entering data in arrays
{1,2,3;"a","b","c";"d","e","f"} and
CTRL+SHIFT+ENTER and TRANSPOSE
• Wrapping and merging
• Avoid mistakes
– Data validation
– Dates (today and now)
– Spell check
– Comments
23

24. Data entry
• (Password) protecting worksheets
Practice
24

25. Chart type Features Data type / Use
Area 2-3 dimensional
Comparison in volume
change over time
Bar
2-3 dimensional
Show individual figure at a
time (or compare items)
Bars appears horizontal while categories
are listed vertically
Bars extending to the right => positive
values and extending to the left =>
negative values
Column
2-3 dimensional
Variation of different items
over a period
Categories listed horizontally while bars
are horizontal
Stacked column chart - how
each data series contribute
to the whole variation over a
period of time.
Columns are displayed side by side
Types of graphs in Excel
25

26. Chart type Features Use
Line
Similar to area charts but emphasize on
rates of change
Compare trends over time
Pie
2-3 dimensional
Compare the size of the
parts with the whole
(proportions)
Only one data series - to make up 100%
Cab be exploded from the centre
XY Scatter
Two different numeric data series
Can assess whether one data
series depends on another
Useful if data on the X axis have uneven
intervals of time or increments of
measurement
Types of graphs in Excel
26

27. Graphs in Excel
Practice
27