Professional Documents
Culture Documents
Fast Keys
Data selection : + + +
Sort : + D +S
Filter
Function : To select a value
from drop down list or
define range of values to
be displayed.
Fast Keys
Filter : +D+F+F
IF Function
Use :
IF(A1=A2,1,0)
1= True , 0=False
Advanced :
IF(G5>1000,VLOOKUP(E5,Sheet1!$
A$12:$C$500,3,0),0)
IF(C9<40,"unsatisfactory",IF(C9<70,"
needs
improvemet",IF(C9<90,"satisfactor
y",IF(C9<100,"exemplary"))))
AND & OR
Use:
IF(OR(SUM(C3:C8)>40,AVERAGE(C
3:C8)>10),"satisfactory","unsatisfa
ctory")= One condition True
IF(AND(SUM(C3:C8)>40,AVERAGE(
C3:C8)>10),"satisfactory","unsatisf
actory")= Both conditions True
Upper & Lower Case
Use:
Upper (Cell reference)
Lower (Cell reference)
Sub Total
Function : Want to add lines with
subtotals in your P&L or balance
sheet, but still need to run the total
over all numbers? Don’t want to
get confused with nested subtotals
and totals in your spreadsheet?
Use:
– At each change – Can be
character, value, etc
– Function – Can be count, sum,
average product of the value
defined in the range above.
– Add Subtotal to : Place where
subtotal is to be defined.
Round up
Function : To round off the decimals.
Use:
– ROUND(Number,Digits) ==> Round
the number (or cell) to the specified
number of digits
• 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
– ROUNDDOWN(Number,Digits) and
ROUNDUP(Number,Digits) work the
same way as ROUND, but the
direction of rounding is specified by
the function
MID Function
Function : Gives the characters
from middle of text based on
starting position and length
Use:
– Text :Cell reference where
function is to be applied
– Start number : Position of
number which is to be extracted
based on count of numbers
– Num chars : Numbers of
characters from the text to be
extracted
– Eg : MID(B1,3,4)
Auditing
Use:
– Select View : Toolbars : Customize from the menu bar.
Check the Auditing box from the Toolbars tab
– Click on the cell of interest
– Select the Trace Precedents or Trace Dependents icon from
the Auditing Toolbar
Goal Seek
Use:
– Select the calculated cell
– Select Tools : Goal Seek from the menu bar
– Enter the desired resulting calculation into the “To Value”
form in the dialog that appears
– Enter the input cell in the “By changing cell:” form
NPV Function
Function : Helps in
calculation of NPV without
working out the discounted
table.
Use:
– Rate: The rate of discount.
– Value 1 to __ : Cash flow
values for period 1 to n
PMT Function
Use:
– Rate: The Interest rate on
loan.
– Nper : Period of loan
– PV : Amount of loan
– FV : Value if any after
payment of loan
– Type : Whether installment
is in advance or arrears.
IPMT Function
Function : Returns the Interest
payment for given period of
investment based on periodic
constant payment & Interest rate.
Use:
– Rate: The Interest rate on loan.
– Period for which interest payment
is to be determined.
– Nper : Period of loan
– PV : Amount of loan
– FV : Value if any after payment of
loan
– Type : Whether installment is in
advance or arrears.
PPMT Function
Function : Returns the Principal
payment for given period of
investment based on periodic
constant payment & Interest rate.
Use:
– Rate: The Interest rate on loan.
– Period for which interest payment
is to be determined.
– Nper : Period of loan
– PV : Amount of loan
– FV : Value if any after payment of
loan
– Type : Whether installment is in
advance or arrears.
NPER Function
Use:
– Rate: The Interest rate on
loan.
– Pmt : Payment to be made
each period
– PV : Amount of loan
– FV : Value if any after
payment of loan
– Type : Whether installment is
in advance or arrears.
Converting Text File
Function : To convert a text
file into excel
Use:
– Click Next (Step 2 of 3)
– Data range is defined here. The
same can be changed by
clicking browse
– Step 3 of 3 – Location of the
pivot table needs to be
specified whether in new
worksheet o existing worksheet
– In case of existing worksheet
cell reference from where pivot
table should be made is to be
specified.
– Layout of the chart and options
should be defined.
Pivot Table (Cont.)
Use : Layout
– Page: A field that's assigned to a
page orientation in a PivotTable.
You can either display a summary of
all items in a page field, or display
one item at a time, which filters out
the data for all other items. More
than one page fields can be defined.
– Row: A field that's assigned a row
orientation in a PivotTable. Items
associated with a row field are
displayed as row labels.
– Column: A field that's assigned a
column orientation in a PivotTable.
Items associated with a column field
are displayed as column labels.
– Data: A field from a source list,
table, or database that contains data
that is to be summarized in a
PivotTable. A data field usually
contains numeric data, such as
statistics or sales amounts.
Customize Toolbar
Function : To customize the toolbar
for the functions used frequently.
Use :
• View>Toolbars>customize
• Click on command menu
• Drag items on & off toolbars
OR
• Right click toolbar area
• Select Customize
• Select Commands tab in
Customize dialog box
• From appropriate menu, find
the command for which you
want to add button
• Drag button to location on
toolbar
Customize Toolbar
Some Favorite shortcuts :
Select Visible
Show All
Auto filter
Merge Cells
Freeze Panes
Paste Values
Save As
Break Links
Break Links : Vlookup
function in worksheet or
other links between
worksheets increases the
size of file due to links and
calculation. Subsequent
calculation in same sheet
becomes time consuming.
+E+K+B+B
Protecting Worksheet
Function : Protecting a spreadsheet or
workbook involves two steps
• Designating which cells to be locked or
hidden
• Protecting the spreadsheet or workbook
– Please Note :
• The default for all cells in a spreadsheet if
LOCKED. So if you want the receiver of your
worksheet to change the content of a cell,
unlock the cell before protecting the
spreadsheet
• The formulas in a cell can be seen even if the
spreadsheet is lock -- UNLESS you hide that
cell before protecting the spreadsheet
Use :
– 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
Keyboard Shortcuts
Formatting Keys
• Ctrl + Shift + ~ – General Num. Format
• Ctrl + Shift + $ – Currency format
• Ctrl + Shift + % – Percentage format
• Ctrl + Shift + ! – Comma format
• Ctrl + Shift + & – Outline border
• Ctrl + Shift + _ – Remove borders
• Ctrl + b – Bold
• Ctrl + i – Italic
• Ctrl + u – Underline
• Ctrl + 9 – Hide rows
• Ctrl + Shift + 9 – Unhide rows
• Ctrl + 0 – Hide columns
• Ctrl + Shift + 0 – Unhide columns
• Ctrl + 1 – Format Dialog Box
• Ctrl + 5 – Strike Through
• Shift + Space – Select the entire row
• Ctrl + Space – Select the entire column
Keyboard Shortcuts (cont.)
Formatting Keys