About

the Author
The Author of this book has Bachelors in Engineering (Comp. Sc.), Masters in Business
Administration
(E Commerce) and is a certified Analyst. He has working Experience from one of the
worlds top Management Consulting MNC and US top Fortune Healthcare Company.
For any suggestion, consulting or queries you can email at sumitsaxena87@gmail.com.
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Table of Contents

Chapter 1

1. Introduction to MS Excel
2. Around the Excel Sheet
3. Operators in Excel
4. References in Excel
5. SUM, AVERAGE, PRODUCT, POWER (AN INTRODUCTION TO EXCEL
MATH FUNCTIONS)
6. PROPER, UPPER, LOWER, LEN, TRIM (YOUR FIRST FIVE TEXT
FUNCTIONS)
7. YOUR FIRST 10 EXCEL KEYBOARD SHORTCUTS
8. Format Painter in Excel
9. Concatenate
10. Count, Counta, Countblank, Countif (Counting Functions in Excel)

Chapter 2

1. Important Date Functions (TODAY, NOW, YEAR, MONTH, DAY, DATE )
2. Age Calculations
3. Calculate End of Probation period using EDATE & WORKDAY
4. Calculate no. of working days between two dates (Networkdays Function)
5. Common Error types in Excel and error handling by Iferror function.
6. Substitute and Find
7. Left, Right and Mid
8. Common IS Functions : Istext, Isnumber, Isblank, Iserror
9. Len and Text

Chapter 3

1. Validation
2. Text to Column
3. Sheet Protection, Share workbook, Workbook Protection
4. Formatting in Excel

5. Conditional Formatting
6. Type of calculation
7. How to remove the duplicate value
8. Freeze Pane

Chapter 4

1. Max, Min, Large, Small
2. Percentage Calculation
3. Efficiency, Growth Rate
4. Pivot Table
5. EXCEL ROUNDING FUNCTIONS (ROUND, ROUNDUP, ROUNDDOWN,
MROUND)
6. More Shortcuts in Excel


Chapter 5

1. Vlookup, Hlookup,Lookup
2. Index and Match
3. Name Manager
4. Offset and Indirect
5. GetPivotData

Chapter 6

1. Sumif, Sumifs & Countif, Countifs
2. Paste Special Command
3. AutoFill
4. Hyperlinking
5. Sorting
6. Filter and Advance Filter

Chapter 7

1. Logical Functions (AND, OR, NOT, IF)
2. Array Function (SumProduct, Sum, if, Max, Min, Average)
3. Database Function (Dsum, Dcount, Dcounta, Dmax, Dmin, Daverage)

Chapter 8

1. SparkLines (Line, Column and Win/Loss)
2. Charts and Its Types(Column, Line, Pie, Bar, Area, Scatter etc.)
3. Design & Layout
4. Format
5. Dashboard & KPI(Key Performing Indicators)
6. Pareto Chart
7. Camera Tool

1. Introduction to MS Excel



Microsoft Excel is a spreadsheet application developed by Microsoft for Microsoft
Windows, Mac OS X, and iOS.

It features calculation, graphing tools, pivot tables, and a macro programming language

called Visual Basic for Applications

Is easy to learn and use but cannot handle very big size data.



2. Around the Excel Sheet

Number

Contains

Description

Title Bar

Contains the name of the file that is currently

open.

Menu Bar

Contains various commands that can be

performed by Excel.

Tool Bar

Contains buttons for some commonly commanded

tasks.

Formula
Bar

Displays the content of an active cell. The left

hand side of the bar is theaddress of the active
cell.

Column

Label

Row Label Contains the heading of the rows.

Enters and stores the actual data (i.e. text, date and
Sheet Area numbers).

Sheet Tab

Gives identities to sheet which is currently active.

Status Bar

Gives a status update of the entire currently active

sheet.

Contains the heading of the columns.

.
3. Operators in Excel



There are four different types of Operators in Excel : Arithmetic, Comparison, text
concatenation, and Reference.



Arithmetic operators



To perform basic mathematical operations, such as addition, subtraction, multiplication, or
division; combine numbers; and produce numeric results, use the following arithmetic
operators.



Arithmetic
operator

Meaning

Operation Performed

+ (plus sign) Addition

3+3

(minus
sign)

Subtraction

31

Negation

-1

Output
6

2
-1

* (asterisk)

Multiplication

3*3

/ (forward
slash)

Division

3/2

% (percent
sign)

Percent

20%

^ (caret)

Exponentiation 3^2

1.5

0.20
9

Comparison operators



You can compare two values with the following operators. When two values are compared
by using these operators, the result is a logical value either TRUE or FALSE.




Comparison operator

Meaning

Example

= (equal sign)

Equal to

A1=B1

> (greater than sign)

Greater than

A1>B1

< (less than sign)

Less than

A1<B1

>= (greater than or

equal to sign)

Greater than or
equal to

A1>=B1

<= (less than or equal

to sign)

Less than or
equal to

A1<=B1

<> (not equal to sign)

Not equal to

A1<>B1

Text concatenation operator

Use the ampersand (&) to concatenate (join) one or more text strings to produce a single
piece of text.



Text
operator

Meaning

Connects, or concatenates, two

&
values to produce one continuous
(ampersand) text value

Example

North&wind
results in Northwind

Reference operators



Combine ranges of cells for calculations with the following operators.



Reference
Meaning
operator

Example

: (colon)

Range operator, which produces one

reference to all the cells between two
references, including the two
references.

, (comma)

Union operator, which combines

SUM(B5:B15,D5:D15)
multiple references into one reference

(space)

Intersection operator, which produces

one reference to cells common to the B7:D7 C6:C8
two references

B5:B15




Note: AND,OR etc are logical functions not logical operators as they return value on
passing arguments



4. References in Excel



Three Types - Absolute, Relative and Mixed references



Relative references A relative cell reference in a formula, such as A1, is based on the
relative position of the cell that contains the formula and the cell the reference refers to. If
the position of the cell that contains the formula changes, the reference is changed. If you
copy or fill the formula across rows or down columns, the reference automatically adjusts.
By default, new formulas use relative references. For example, if you copy or fill a
relative reference in cell B2 to cell B3, it automatically adjusts from =A1 to =A2.












Absolute references An absolute cell reference in a formula, such as $A$1, always refer
to a cell in a specific location. If the position of the cell that contains the formula changes,
the absolute reference remains the same. If you copy or fill the formula across rows or
down columns, the absolute reference does not adjust. By default, new formulas use
relative references, so you may need to switch them to absolute references. For example, if

you copy or fill an absolute reference in cell B2 to cell B3, it stays the same in both cells:
=$A$1.











Mixed references A mixed reference has either an absolute column and relative row, or
absolute row and relative column. An absolute column reference takes the form $A1, $B1,
and so on. An absolute row reference takes the form A$1, B$1, and so on. If the position
of the cell that contains the formula changes, the relative reference is changed, and the
absolute reference does not change. If you copy or fill the formula across rows or down
columns, the relative reference automatically adjusts, and the absolute reference does not
adjust. For example, if you copy or fill a mixed reference from cell A2 to B3, it adjusts
from =A$1 to =B$1.















5. SUM, AVERAGE, PRODUCT, POWER (AN INTRODUCTION TO EXCEL MATH
FUNCTIONS)



Formula

Input

Output

Sum

=SUM(3,4,5)

12

Average

=AVERAGE(2,4,6)

Product

=PRODUCT(2,3,4)

24

Caret

=POWER(2,2)

6. PROPER, UPPER, LOWER, LEN, TRIM (YOUR FIRST FIVE TEXT
FUNCTIONS)

7. YOUR FIRST 10 EXCEL KEYBOARD SHORTCUTS


1. Ctrl+Z Undo

2. Ctrl+Y Redo

3. Ctrl+C Copy

4. Ctrl+V Paste

5. Ctrl+S Save

6. Ctrl+N New Workbook

7. Ctrl+O Open

8. Ctrl+F Find

9. Ctrl+P Print

10. Ctrl+A Select All



8. Format Painter in Excel



Format Painter copies formatting from one place and applies it to another quickly. It is
usefull in Tables, Value and Header formatting.

Double click the Format Painter button to apply the same formatting to multiple
cells



9. Concatenate


CONCATENATE is a text function used to join two or more text strings into one
string.



Syntax: CONCATENATE(text1, [text2], )



10. Count, Counta, Countblank, Countif



Count - Count only numeric value in a range not text

Counta- Calculates all except blank and including space in a range

Countif - Count no. of cell within a range that meet the given condition.

Countblank - Count blank cells space will be counted as zero.

CHAPTER 2


1. Important Date Functions (TODAY, NOW, YEAR, MONTH, DAY, DATE )


A
TODAY

NOW

B
Returns Current Date

C
=TODAY()

Returns Current Date and Time =NOW()

Returns numeric month from

D
11/29/2015
11/29/2015
17:43

MONTH date

=MONTH(D4)

YEAR

Returns year in YYYY format

from date

=YEAR(D4)

DAY

Returns numeric day from date

=DAY(D4)

DATE

=DATE(YEAR,MONTH,DAY) =DATE(2015,4,1)

11

2015
29
4/1/2015

2. Age Calculations

=datedif(d1,d2,x)

d1- old date
d2- new date
x- It can be Y, M, D, YM, MD
Y- Return no of year between 2 dates
M- Return no. of months between 2 dates

D - Return no. of days between 2 dates
YM- Return no. of month in current year

MD- Return no of days in current months


Example
Date1 - 10/29/1992 (Written in cell C14)
Date2 - 10/25/2015 (Written in cell C16)

=CONCATENATE(DATEDIF(C14,C16,Y), Years ,DATEDIF(C14,C16,YM),
Months ,DATEDIF(C14,C16,MD), Days)

22 Years 11 Months 26 Days


3. FIND END OF PROBATION PERIOD USING EDATE


Returns no of month before or after the start date.

=EDATE(Start_date,Months) , Months can be positive or negative

So type in =EDATE(, click on the cell that contains their start date, type a comma, then
enter the number of months. 3 months? 6 months? Type a 3 or a 6 or whatever it is. Then
close your brackets ) and press enter.

Done.


4. Calculate no. of working days between two dates (Networkdays Function)


Calculate employee benefits that accrue based on the number of days worked during a
specific term. The calculation includes all weekdays (Mon - Fri)

=NETWORKDAYS(startDate,endDate,[holidays])


holidays - [optional] A list of one or more dates that should be considered non-work days.
E.g- 25 Sept 2015 is written as 25

Note that the start_date, end_date and [holidays] arguments should be input as
either:
References to cells containing dates
or
Dates returned from formulas.
- If you attempt to input these date arguments as text, Excel may misinterpret them, due to
different date systems, or date interpretation settings

Dates should be entered by using the DATE function, or as results of other formulas or
functions. For example, use DATE(2012,5,23) for the 23rd day of May, 2012. Problems

can occur if dates are entered as text.

5. Common Error types in Excel and error handling by Iferror function.


#NAME? error
The #NAME? error occurs when Excel does not recognize text in a formula.

e.g- SU to SUM





#VALUE! error
Excel displays the #VALUE! error when a formula has the wrong type of
argument.






#DIV/0! error
Excel displays the #DIV/0! error when a formula tries to divide a number by 0 or an
empty cell.






#REF! error

Excel displays the #REF! error when a formula refers to a cell that is not valid.

e.g- Delete B column it will give error

6. Substitute and Find

=substitute(text,old, new)
Substitute old text with new text
e.g- Singh is replaced with kumari

=SUBSTITUTE(A89,Singh,Kumari)

Arti Kumari Chauhan

=Find(find_text,text) Find the position of one text within other text

e.g - g is at 9 position in Arti Singh Chauhan

9 =FIND(g,A89)

7. Left, Right and Mid




8. Commomon IS Functions : Istext, Isnumber, Isblank, Iserror


IS functions, checks the specified value and returns TRUE or FALSE depending on the
outcome.

e.g- isblank

9. Text

=text(value,format_text) - Convert a value to specific text format


FORMATS
-

11/10/2011

Monday, October 10,

2011

Oct/11

10/12/11 12:00 AM

6/5/09 2:34
AM

06/05/2009

Friday, June 05, 2009

Jun/09

06/05/2009 02:34:25 AM

6/7/12
12:34 PM

=TEXT(A125,mm/dd/yyyy)

=TEXT(A125,dddd,
mmmm dd, yyyy)

=TEXT(A125,mmm/yy)

=TEXT(A125,mm/dd/y
hh:mm:ss AM/PM)

5000 =TEXT(A128,00.00)

=TEXT(A128,00.00)

5000 =TEXT(A129,.00$)

=TEXT(A129,.00$)

CHAPTER 3


1. Validation



Data Validation - It allows you to define validation on cells for entering value. Common
Validations are - List, Date, Time, Text Length etc.



List Validation - It will create a drop down containing a range or defined values




Select the Cell/Range to Validate -> Goto Data -> Data Validation ->

select the Validation criteria here and press OK. Now cell will take only defined
values

Circle Invalid Data - It will put cirlcle on cell containing Invalid values, when validation is
defined after entering values



2. Text to Column



To separate the contents of one Excel cell into separate columns, you can use the Convert
Text to Columns Wizard.

For example - when you want to separate a list of full names into last and first
names.



Full Name

Last

First

Polamalu, Troy

Polamalu

Troy

Johnson, Andre

Johnson

Andre

Revis, Darrelle

Revis

Darrelle

1. Select the range with full names.

2. On the Data tab, click Text to Columns.

The following dialog box appears.

3. Choose Delimited and click Next.

4. Clear all the check boxes under Delimiters except for the Comma and Space check
box.

5. Click Finish.

Note: Commas and spaces are common delimiters. You may have other delimiters in your
data.

3. Sheet Protection, Share workbook, Workbook Protection

(1)Worksheet Level Protection and Locking/Unlocking of Cell

Format Cells -> Protection

NOTE: Make sure to lock the cells before you protect the sheet or document. Once a sheet
or a document has been protected, you cannot access menu selections that allow you to
make changes to cells.



In Menu bar goto Review - Protect Sheet -> Give Password and select/unselect the various
access for user













(2)Workbook Level Protection



You can prevent a workbook from having its structure and windows modified or resized
by another user.

Structure

Prevents the user from changing the order of the sheets within a workbook. This includes
adding or deleting worksheets.

Windows

Prevents the user from being able to resize or move the window.

(3)File Level Protection

To password protect Excel file - Save as - Tools - General Options and can give password
here to open and edit.

OPTIONAL: If you would like Excel to recommend that this file be opened as a read-only
file each time it is opened, select Read-only recommended

HINT: Read-only files can be modified, but the changes cannot be saved without creating
a new file.

If you no longer need to password-protect the file, you can remove the password by going
to save As -> Tools -> and delete the current password, save it and replace old file




4. Formatting in Excel



Formatting is avaiable under Home Tab in Excel -



Format Painter - Used to Copy formatting from one Cell/Range to other. Double click this
option to apply multiple time

Font Formatting - It consists of Font Name, Size and Bold/Italics/Underline option


Border Formatting - It allows you to modify cell borders

Text Formatting - It has various alignment option and Wrap Text option

Number Formatting - It gives various options of formatting Number like Currency,
Percentage, Decimals etc.

Table Formatting - Format table data, various styles available to choose from.


Cell Formatting (Cell Styles) - It allows to adjust height, width, insert and delete
options



You can do formatting manually, by selecting fonts, font color and size, background colors
and borders, or you can do the formatting quickly and automatically using styles.


A style is a mixture of formatting that you can apply over and over, like paint. You can use
-

Modifying a Built-In Style OR

Creating and Applying a Custom Style



5. Conditional Formatting



Highlight Cells
Rules

Highlight cells according to selected condition

Top/Bottom
Rules

Highlight cells with Top- Bottom rule. E.g - Top 5,

Bottom 5 etc. Applicable on numeric values

Data Bars

Show the values of cell with a databar to give graphical

view

Color Scales

Shade of the color reprent the value in cell

Icon Sets

Display the value of cell with the help of icon sets

New Rules, Clear Rules and Manage Rules allows you to create, delete and modify
formatting rules



6. Type of calculation



In a Excel sheet Formulas Calculation have 3 options -

1). Automatic - Calculates every time any formula/text is entered

2). Manual - Calculates only when a sheet is refreshed or reopened. This option is
preferred when data is huge to prevent sheet from large calculation during work.


3). Automatic Except for Data Tables - Calculation is automatic except for Data
Tables



7. How to remove the duplicate value



Using Remove Duplicate, it will delete duplicate from last and keep the first data
only.

Goto Data - Remove Duplicates - Select fields for which you want to remove duplicate
and click OK.



8. Freeze Pane



Used to keep an area of a worksheet visible while you scroll to another area of the
worksheet, you can lock specific rows or columns in one area by freezing or splitting
panes.

You may want to see certain rows or columns all the time in your worksheet,
especially header cells.

By freezing rows or columns in place, youll be able to scroll through your content while
continuing to view the frozen cells.



1. Select the row below the row(s) you want to freeze.

2. Click the View tab on the Ribbon.

3. Select the Freeze Panes command, then choose Freeze Panes from the drop-down

menu.



The rows will be frozen in place, as indicated by the gray line. You can scroll down the
worksheet while continuing to view the frozen rows at the top.

Repeat the same for column freezing

To unfreeze rows or columns, click the Freeze Panes command, then select Unfreeze
Panes from the drop-down menu.

CHAPTER 4


1. Max, Min, Large, Small

=MAX(n1,n2,.)

Returns largest
value in set of
values ignoring
logical values
and text
=MAX($G$3:$G$9)

=MIN(n1,n2,.)

Returns
smallest value
in set of values
ignoring
logical values
and text

=MIN($G$3:$G$9)

Returns the Kth

largest value in
=LARGE(values,K) data set
=LARGE($G$3:$G$9,2) 6

Returns the Kth

smallest value
=SMALL(values,K) in data set
=SMALL($G$3:$G$9,2) 2

2. Percentage

Calculation

Percentage calculation have 3 major type -


Percentage as a Proportion - E.g. if, Out of 180 questions John answer 135
correctly, what is Johns percentage score ?
=135/180 75%

Percentage Change - E.g. Sales of Iphone is $12,50000 in January and $15,00000
in February, what is the percentage increase in Feb, compared to last month?

=1500000/1250000 120%

Decrease/Increase by % - E.g. Salary of Mary increased by 30%, her monthly

salary was 10,000 dollar, calculate new monthly salary

=old_salary(1+.3) 13000

Eg - Annual CTC - 6 lac, Basic - 30% of CTC, PF - 12% of Basic, Calculate monthly PF
contribution ?

=(600000/12)*0.3*0.12 1800

3. Efficiency, Growth Rate

Efficiency -
Ratio of the effective or useful output to the total input in any system. It is usually
expressed in percentage.

Total Work Hours - 8 Efficiency
No. of hours worked - 10

Efficiency

=10/8

125%

Growth Rate -

(1). Average Annual Growth Rate -
You have to calculate the annual growth rate of every year with the formula =
(CurrentYearValue - PreviousYearValue) / PreviousYearValue, and then average these
annual growth rates





(2). CAGR (Compound Annual Growth Rate)


CAGR is similar to Rate of Compound Interest calculated for Loans. To calculate CAGR
we have many ways, two are common -


1) CAGR = (LastYearValue/FirstYearValue)^(1/TotalYears)-1
Dont worry its similar to (A/P)^(1/N) 1 which is derived from A = P *
(1+R/100)^N
=(915/518)^(1/9)-1 6.5%

2) CAGR = IRR(Range of all values)

3) CAGR = RATE(NoOfYears,,-FirstYearValue,LastYearValue) * Leave 2nd
parameter blank
=RATE(nper,pmt,pv,[fv],[type],[guess])

nper the number of periods
pmt the payment per period
pv present value
fv future value
type whether the interest is calculated at the beginning or end (default) of the
period
guess a user input that can be used if the iterative calculation does not converge on a
rate

4. Pivot Table

Pivot Table is one of the powerful feature of Microsoft Excel. It is used to summarize the
huge data with necessary fields only. For e.g In below data we can summarize it using

pivot table to get different views. We can COUNT the no. of employees Department wise,
SUM the salary department wise etc.

Pivot Tables - Field List, Report Filter, Row Label, Column Label, Value Field

Slicers in Pivot Table
Calculated Field


5. EXCEL ROUNDING FUNCTIONS (ROUND, ROUNDUP, ROUNDDOWN,
MROUND)


Used to round figure the nos.



ROUND(number,No of
digits)

=ROUND($B$80,2)

1234.57

ROUNDUP(number,No of
digits)

=ROUNDUP($B$80,2)

1234.57

ROUNDDOWN(number,No
of digits)

=ROUNDDOWN($B$80,2) 1234.56

MROUND(number,multiple) =MROUND($B$80,10)

1230

ROUNDUP rounds a no. up while ROUNDDOWN rounds the no. down towards
zero.
MROUND, or Multiple Round, rounds your number to the nearest multiple of your
choice.
So above we decide to round to the nearest 10, and it uses standard rounding and returns
the figure up or down to the nearest multiple of 10


6. More Shortcuts in Excel

EXCEL KEYBOARD SHORTCUT COMBOS


1. Change font type and font size Alt+HFF [type font name], Alt+HFS [type font
size]
2. Ungroup all grouped rows and columns CTRL+A, Alt+AJ

3. See what part of a formula works out to F2, [optionally select part of the formula] F9,
Escape

4. All borders, with a thick border around the outside Alt+HBA, Alt+HBT

5. Close a workbook and re-open it Alt+FC, Alt+FR1


KEYBOARD SHORTCUTS FOR TEXT ALIGNMENT


Using HOT keys in combination with ALT key for Text Alignment

ALT + H + .

AL - Align Left
AC - Align Centre
AR - Align Right

AT - Align Top
AM - Align Middle
AB - Align Bottom

5 EXCEL KEYBOARD SHORTCUT COMBOS


1. Apply autofilters and freeze panes on top row CTRL+Shift+L, Alt+WFF

2. Unmerge all cells in workbook CTRL+A then Alt+HMC

3. Add a new worksheet and name it Shift+F11, Alt+HOR

4. Close the current workbook and re-open it Alt+FC, Alt+F,1 (or in 2010 its
Alt+FR1)
5. Select column and remove/highlight duplicates CTRL+Space,Remove:Alt+AM or
Highlight: Alt+HLHD

EXCEL KEYBOARD SHORTCUTS CONTROL WITH SYMBOLS

CTRL + ____
` Toggles between displaying cell values and formulas in the current worksheet.

~ Cell format is General.
! Cell format is Number with two decimal places, commas, and minus symbol for
negative values.
@ Cell format is Time hour and minute, and AM or PM.

# Cell format is Date (dd-mmm-yy).
$ Cell format is Currency (with 2 decimal places and negatives in brackets).

% Cell format is Percentage (with no decimal places).

^ Cell format is Exponential with two decimal places.

& Adds outline border on selected cells.

* Selects the range of cells around the active cell.

( Unhides all hidden rows in the selection.

) Unhides all hidden columns in the selection.

Delete the selected cells.
_ Removes outline border on selected cells.

+ Insert cells.
; Enters the current date.
: Enters the current time.
Copies a formula from the cell above.

Copies the value from the cell above.


EXCEL KEYBOARD SHORTCUTS WITH FUNCTION KEYS



F1 Excel Help
F2 Edit active cell
F3 Brings up the Paste Name box allowing you to easily refer to any named
ranges
F4 Repeats the last action (or in a formula cycles through absolute reference
options)
F5 Go To
F6 Flicks through the worksheet, ribbon, task pane, and zoom controls

F7 Spell checker
F8 Toggle Extended Selection keeps highlighting cells until you switch it off

F9 Calculate now (on active worksheet)

F10 Just like pressing Alt
F11 Create chart uses range around the active cell

F12 Save As

EXCEL KEYBOARD SHORTCUTS WITH CONTROL + Nos.(0-9)


1 Format cells
2 Bold
3 Italic
4 Underline
5 Strikethrough
6 Hide/Unhide Object
7 Hides or displays the standard toolbar

8 Hides or displays the outline symbols

9 Hide selected row(s)

0 Hide selected column(s)

A-Z OF EXCEL KEYBOARD SHORTCUTS WITH CONTROL + Alphabets(AZ)

A Select All
B Bold
C Copy
D Fill down
E N/A
F Find
G Go to
H Replace
I Italic
J N/A
K Insert hyperlink
L Create table
M N/A
N New workbook
O Open
P Print
Q N/A
R Fill across
S Save
T Create table
U Underline
V Paste
W Close workbook
X Cut
Y Redo
Z Undo

CHAPTER 5



1. Vlookup, Hlookup,Lookup


LOOKUP(lookup_value, lookup_vector, [result_vector])

LOOKUP is an old version of VLOOKUP and HLOOKUP

It looks in a one-row or one-column range.

Values in lookup_vector must be sorted in ascending order else it may not give exact
match.


LOOKUP is not used now and Office introduced HLOOKUP and VLOOKUP with more
features.



VLOOKUP (lookup_value, table_array, col_index_num, [range_lookup])


TRUE/1 - Assumes the first column in the table is sorted either numerically or
alphabetically, and will then search for the closest value. This is the default parameter in
vlookup.

FALSE/0 - Search for the exact value in the first column(or lookup value, not the exact

match of value you are fetching by giving column index no.)

Best Practices for Vlookup and Hlookup -

1. Use absolute references in lookup range to fill-down a formula so that it always looks at
the same exact lookup range.

2. Dont store number or date values as text, Otherwise, VLOOKUP will not
work.

3. Sort the first column of table_array when using match type as 1.

4. Make sure the data in the first column doesnt have leading spaces, trailing spaces,
inconsistent use of straight ( or ) and curly ( or ) quotation marks, or nonprinting
characters

Use CLEAN() and TRIM() to correct data.

5. IF lookup value is text use wildcard character ? And *. A ? matches any single character
and * matches any sequence of characters


HLOOKUP(lookup_value, table_array, row_index_num, [range_lookup])

Searches for a value in the top row of a table or an array of values

Use HLOOKUP when your comparison values are located in a row across the top of a
table of data, and you want to look down a specified number of rows

Cost of File Folders using

HLOOKUP.

=HLOOKUP($C$32,$C$32:$C$40,7,0)

Product Table

2. Index and Match


=INDEX(range,row_num,[col_num])

For e.g -

=INDEX($A$32:$D$40,2,3) will return 13 as 13 is at 2nd row and 3rd column in
product table

E.g Have a 2X2 matrix {1,2;3,4}

=INDEX({1,2;3,4},2,2) will return 4, as 4 is at 2nd row and 2nd col in matrix given in
range

=MATCH(lookup_value,range,[match_type])


MATCH function searches for a specified item in a range of cells, and then returns the
relative position of that item in the range.

Works both horizontally and vertically

Pens

42

Returned 3 as Pen is at 3rd no.

vertically

Returned 2 as 42 is at 2 no.
horizontally

In other words,It gives row no. when applied to vertical range and column no. when
applied to horizontal range.

Hence match can be used in second parameter in Index function to return row
number.

Use MATCH instead of one of the LOOKUP functions when you need the position of an
item in a range instead of the item itself

INDEX functions grabs a cell from an array, and the MATCH function contributes the row
and/or column position hence they can be used together to perform vlookup task

MATCH does not distinguish between uppercase and lowercase letters when matching text
values.


If MATCH is unsuccessful in finding a match, it returns the #N/A error value.


If match_type is 0 and lookup_value is a text string, you can use the wildcard
characters the question mark (?) and asterisk (*) in the lookup_value argument. A
question mark matches any single character; an asterisk matches any sequence of
characters. If you want to find an actual question mark or asterisk, type a tilde (~) before
the character.


Match_type Behavior

MATCH finds the first value that is exactly equal

to lookup_value. The values in the lookup_arrayargument
can be in any order.

1 or omitted

-1

MATCH finds the value that is less than or equal

to lookup_value. The values in thelookup_array argument
must be placed in ascending order.
MATCH finds the smallest value that is greater than or equal
tolookup_value. The values in thelookup_array argument
must be placed in descending order, for example: TRUE,
FALSE, Z-A, 2, 1, 0, -1, -2, , and so on.

Example

=MATCH(39,B71:B74,1)

Match
Type 1

=MATCH(41,B71:B74,0)

Match
Type 0

Match
Type =MATCH(40,B71:B74,-1) #N/A (-1)


3. Name Manager


By using names, you can make your formulas much easier to understand and maintain.
You can define a name for a cell range, function, constant, or table in Name
Manager

It is available under Formula menu or you can use CTRL + F3 to open Name
Manager


Goto New - Give Name and select range for that name

e.g - Name - Disc , Range = Cell containing discount value and OK

Quick Tip - Name Manager is not just for defining range only, you can define a single
constant value also which is frequently used in your workbook and value will change in
future.

For e.g - In a shop items 10% discount is applied on items and after 1 month shopkeeper
decided to sell them on 5% so it ll be hard to update 5% in every item value,so define it in
name manager or by giving cell reference

Use these Name range directly in your all formulas instead of selecting ranges
separately


4. Offset and Indirect


Offset( BaseRef, rows, columns, [height], [width] )

Returns a reference to a range that is a specified number of rows and columns from a cell
or range of cells. The reference that is returned can be a single cell or a range of
cells.

You can specify the number of rows and the number of columns to be returned.

Note - For array, select whole range first write formula in formula bar and press
CTRL+SHIFT+ENTER


Sum using Offset function

=SUM(OFFSET(D94,1,-2,8))

Starting from Amt column it

moves two column left for
274 column value = -2

=SUM(OFFSET(A94,1,1,8,1))

274 Default width taken as 1

INDIRECT(ref_text, [a1])

Returns the reference specified by a text string





=INDIRECT(B&A1)
Combines B with the value in A1, which is 10. This, in turn, refers to cell B10 value.
208.05

5. GetPivotData


Returns data stored in a PivotTable table according to specified field and you can put filter
on other Fields Item as well.

=GETPIVOTDATA(data_field, pivot_table, [field1, item1, field2, item2], )


Data_field - Field for which the data you want to retrieve.


Pivot_table - A reference to any cell, range of cells, or named range of cells in a
PivotTable report.


Field1, Item1, Field2, Item2 - Optional.


Row
Labels

Sum of
Amt

File
Folders

40

Paper

390

Pens

338

Staplers

1072

Grand
Total

1840

Getpivotdata to fetch Amt for Paper


=GETPIVOTDATA(Amt,F131,Product,Paper)
Where F131 is refers to any cell in pivot

390

CHAPTER 6


1. Sumif, Sumifs & Countif, Countifs

=sumif(range,criteria,[sum_range])

Add the cells specified

by given condition or
criteria

Add the cells specified

by given conditions or
=sumifs(sum_range,criteria_range1,criteria1.) criterias

=countif(range,criteria)

Count the cells that

meet given condition or
criteria

=countifs(criteria_range1,criteria1,,,)

Count the cells that

meet given conditions
or criterias

Add example

2. Paste Special Command

Shortcut to paste special window - Copy the text and then press Alt + E + S


A- All, F - Formula, V - Values, C - Comment, N - Validation, W - Column Width, X - All
except borders
S - Substract, D -Add, M - Multiply

Skip blank - It will not paste blank value and old values will be there.

3. AutoFill

AutoFill can be a handy tool to use, when you want to complete a known sequence like
days of the week, months, and even formulas.

Position your mouse pointer to the bottom right of the B3 cell

When you can see the AutoFill cursor(right corner in black), hold down your left mouse
button and drag to the right or down.


E.g - Drag Jan cell to right it will autofill rest months in sequence.


Jan

Feb

Mar

Apr

May



4. Hyperlinking (CTRL+K)


Hyperlinking is used for quick navigation in Excel application and other program also like
webpage, word file, outlook mail, image etc.

It can be used with shapes also e.g arrow.

E.g- Click below link to goto Index sheet and screenTip of Click to goto Home is also
given here. Contact US is used to send mail to Admin.

In screentip, by default path is stored, edit it and give custom message.

Index

Contact US

5. Sorting

Sort below data according to ranking and then by Name if rank is same (Hint: Add first
level of filter as Ranking and another level as Name)

Ranking

Name

Albert

Alice

Kabir

Madonna

Parker

Kaira








To Sort using Formula only

6. Filter and Advance Filter

As a good practice, always try to use filter after sorting data. It will avoid paste of other
data.

Advance filter is available under data menu, shortcut is Alt+A+Q

It gives facility to filter according to criteria range. Refer the box below

Write all criteria in a row and apply it like we use criteria in database function.


How many parameters in advance filter?

Ans - 5 (location, list range,criteria range, copy to, unique records only)

CHAPTER 7


1. Logical Functions (AND, OR, NOT, IF)


=AND(condition1,
[condition2],.)

Return True if all confition are true

=OR(condition1,[condition2]
..)
Return True if any of the condition is true

=NOT(logical)

Returns the reversed logical value of

condition.

=IF(condition,
[value_if_true],
[value_if_false])

Check condition and if True return one

value and if False return other value.

Function Description

AND

OR

Returns TRUE
if all of the
arguments
evaluate to
TRUE.

Returns TRUE
if any argument
evaluates to
TRUE.

Formula
Example

Formula Description

=AND(A2>=10,
B2<5)

The formula returns

TRUE if a value in cell
A2 is greater than or
equal to 10, and a value in
B2 is less than 5, FALSE
otherwise.

=OR(A2>=10,
B2<5)

The formula returns

TRUE if A2 is greater
than or equal to 10 or B2
is less than 5, or both
conditions are met. If
neither of the conditions it
met, the formula returns
FALSE.

=XOR(A2>=10,
B2<5)

The formula returns

TRUE if either A2 is
greater than or equal to 10
or B2 is less than 5. If
neither of the conditions
is met or both conditions
are met, the formula
returns FALSE.

XOR

Returns a
logical
Exclusive Or of
all arguments.

NOT

Returns the
reversed logical
value of its
argument. I.e. If
the argument is
FALSE, then
TRUE is
returned and
vice versa.
=NOT(A2>=10)

The formula returns

FALSE if a value in cell
A1 is greater than or
equal to 10; TRUE
otherwise.

Arguments of logical function excludes text values and empty cells.

If an argument of a logical function contains numbers, then zero evaluates to FALSE, and
all other numbers including negative numbers evaluate to TRUE

Logical function are used with IF,,function to check multiple conditions and hence is the
alternative of Nested If.

XOR works in Excel 2013 and above, e.g - Player winning 2 or more match can play final
hence check for Game 3 first

Player
Roger
Federer
Andy
Murray

Game1

WON

WON

Rafel Nadal LOST

Novak
Djokovic

LOST

Game2

Play Game 3 ?

Play
Final
?

WON

=XOR(B24=WON,
C24=WON)

LOST

=XOR(B24=WON,
C24=WON)

WON

=XOR(B24=WON,
C24=WON)

LOST

=XOR(B24=WON,
C24=WON)

If logical evaluates to FALSE, the NOT function returns TRUE and vice versa.

e.g - Exclude resources who are from North and include all others for Hiring
Interview

Name

Region

Eligible for
Hiring?

Andy

South

TRUE

=NOT(B33=North)

Sumit

East

TRUE

Raj

Middle

TRUE

Jenny

North

FALSE

Mark

West

TRUE

Iqbal

North

FALSE

IFNA function (Excel 2013+) - Returns the value you specify if the expression
resolves to #N/A, otherwise returns the result of the expression

IFERROR - Returns a value you specify if a formula evaluates to an error;
otherwise, returns the result of the formula


2. Array Function (SumProduct, Sum, Nested If, Max, Min)

=SUMPRODUCT(ARRAY1,[ARRAY2],.)

To find the count of nos. greater than 10 and less than 15 using SUMPRODUCT

=SUMPRODUCT(($E$57:$H$65>10)*
8 ($E$57:$H$65<15)*1)


To find the 2 word names in given range of data

3 =SUMPRODUCT((LEN($E$43:$G$46)=2)*1)
OR Using Countif- 2 question marks for 2 letter
3 =COUNTIF(E43:G46,??)



Nested If

=if(logical_test,if(logical_test,[valueIfTrue],[valueIfFalse])).,[valueIfFalse]))

To find the count of nos. greater than 10 and less than 15
using nested if
8 {=SUM(IF($E$57:$H$65>10,IF($E$57:$H$65<15,1,0)))}


To find the 2 word names in given range of data
3 {=SUM(IF(LEN($E$43:$G$46)=2,1,0))}






=MIN(number1, [number2], )


MIN salary where department is HHS and hiring is after year 2000

{=MIN(IF(Data!$C$2:$C$101=HHS,IF(YEAR(Data!$I$2:$I$101)>2000,Data!$B$2:$B$101,


=MAX(number1, [number2], )


MAX salary where department is HHS and hiring is after year 2000

{=MAX(IF(Data!$C$2:$C$101=HHS,IF(YEAR(Data!$I$2:$I$101)>2000,Data!$B$2:$B$101


=AVERAGE(number1, [number2], )


AVERAGE salary where department is HHS and hiring is after year 2000


{=AVERAGE(IF(Data!$C$2:$C$101=HHS,IF(YEAR(Data!$I$2:$I$101)>2000,
Data!$B$2:$B$101))) }

Data Table -




3. Database Function (Dsum, Dcount, Dcounta, Dmax, Dmin, Daverage)

=Dfunction(Database,Field,Criteria)

For department HHS and Assignment Category as Fulltime-Regular, D functions for
salary are -

DSUM

=DSUM(Scrapbook!$A$1:$I$101,Salary,$A$96:$B$97)

1842443.86

DCOUNT

=DCOUNT(Scrapbook!$A$1:$I$101,Salary,$A$96:$B$97)

DCOUNTA

=DCOUNTA(Scrapbook!$A$1:$I$101,Salary,$A$96:$B$97)

DMAX

=DMAX(Scrapbook!$A$1:$I$101,Salary,$A$96:$B$97)

DMIN

=DMIN(Scrapbook!$A$1:$I$101,Salary,$A$96:$B$97)

206492

35766

DAVERAGE =DAVERAGE(Scrapbook!$A$1:$I$101,Salary,$A$96:$B$97) 73697.7544

CHAPTER 8


1. SparkLines (Line, Column and Win/Loss)

Sparklines are mini graphs in the form of Line, Column and Win/Loss that you can add to
cells

2. Charts and Its Types(Column, Line, Pie, Bar, Area, Scatter etc.)

Types of Charts

1). Column charts

Data that is arranged in columns or rows on a worksheet can be plotted in a column chart.
Column charts are useful for showing data changes over a period of time or for illustrating
comparisons among items.
Used to represent nos.


2). Line Chart
Data that is arranged in columns or rows on a worksheet can be plotted in a line chart.
Line charts can display continuous data over time, set against a common scale, and are
therefore ideal for showing trends in data at equal intervals.
In a line chart, category data is distributed evenly along the horizontal axis, and all value
data is distributed evenly along the vertical axis.

You should use a line chart if your category labels are text, and are representing evenly
spaced values such as months, quarters, or fiscal years. This is especially true if there are
multiple seriesfor one series, you should consider using a category chart.
You should also use a line chart if you have several evenly spaced numeric labels,
especially years. If you have more than ten numeric labels, use a scatter chart instead.
To represent % and trend

3). Pie Chart
Data that is arranged in one column or row only on a worksheet can be plotted in a pie
chart. Pie charts show the size of items in one data series, proportional to the sum of the
items.
The data points in a pie chart are displayed as a percentage of the whole pie.

Consider using a pie chart when:
You only have one data series that you want to plot.
None of the values that you want to plot are negative.
Almost none of the values that you want to plot are zero values.
You do not have more than seven categories.
The categories represent parts of the whole pie.

Leader lines are lines connecting Data labels with chart area


4). Bar charts

Data that is arranged in columns or rows on a worksheet can be plotted in a bar chart. Bar
charts illustrate comparisons among individual items.
Creating and Applying a Custom Style

Ctrl + 1 - Format Box
To select a object if it is not visible on graphs properly goto Layout and select from dropdown(leftmost side) the object to select
For Date representation, convert to text axis by going to right click format data cell

3. Design & Layout

Design allow you to select Chart Layouts and Styles.

In Layout you have the option of Chart Title
Axis Title
Legend
Data Labels
Data Table
Axes
Gridlines
Trend Lines


To avoid zero values from Data labels select Number formatting as custom and put #

4. Format

It allows you to do formatting with text and shape. Colors and text effects



5. Dashboard & KPI(Key Performing Indicators)

Dashboard reports allow managers to get high-level overview of the business and help
them make quick decisions.
Dashboards are often called as management dashboards or information dashboards or
dashboard reports.

6. Other Important Derived Charts (Pareto, Speedometer, Thermometer)


1). Pareto Chart (Derived from Column and Line Chart)

Pareto diagram is an advanced type of chart in Excel. Consists of both a column chart and
line chart. It presents a graphical incidence of certain factors (eg, causes complaints or
defects).
It is used mainly for quality control, to show what the focus mainly to get the best results
(eg, elimination of one defect may reduce the number of complaints by half.) Pareto
Diagram was the originator of the Italian economist Vilfredo Pareto.
During his research he concluded that 80% of the countrys wealth is held by only 20% of
the people. In this way, the so-called. The Pareto Principle, which is based on the
proportion of 20 / 80.
According to the Pareto Principle: 80% of the complaints come from 20% of complaint
types.

Most common damages in TV Sets

Damage

Cumulative
Count %

Internal
Circuits

41

41%

Screen
Damage

20

61%

IC Damage

14

75%

Remote Set

11

86%

Speakers

95%

Others

100%



Steps for Pareto Chart
1. First, sort your data in descending order.
2. Calculate the cumulative %. Enter the formula
(=SUM($B$103:B103)/SUM($B$103:$B$108)) shown below into cell C103 and drag the
formula down.
3. Select the data in column A, B and C.
4. On the Insert tab, click Column and select Clustered Column.
5. Right click on the red bars (cumulative %) and click Change Series Chart Type and
Select Line with Markers.
6. Right click on the red line and click Format Data Series.
7. Select Secondary Axis.
8. Right click the percentages of secondary Axis on the chart, click Format Axis, set the
Maximum to 1 and click Close.




2). Speedometer (Derived from Donut and Pie Chart)

Speedometer chart are used to show the progress of any task. It can be made using
combination of Donut and PIE chart.

3). Thermometer (Derived from 2 column chart)

Thermometer chart can be made in excel using 2 column charts. It is used to represent a
state or position.

7. Camera Tool

Camera tool is your way of creating visual reference in an excel sheet. It enables you to
place a live picture anywhere in the worksheet.
Whenever the contents of original rectangular area changes (charts, drawings or cell
values) the mirror image changes too.