MS Excel

Learning objectives

• Anatomy of Excel
• Linking Worksheets – Workbook, renaming worksheet, moving and copying
worksheet
• Formatting – Auto format, Conditional formatting

• Tables and Graphs- Create Table, Propagation of a Formula in a Table, Remove

Duplicates,
• Functions in Excel –
MATHEMATICAL
STATISTICAL FUNCTION
FINANCIAL FUNCTIONS
LOGICAL FUNCTIONS
TEXT FUNCTION
DATE FUNCTIONS
LOOKUP AND REFRENCE FUNCTIONS

• DATA ANALYTICS :
Filters, Sorting of data ,Pivot Tables and Charts- Creating PivotTable, Nesting in
the PivotTable, Filters

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 INTRODUCTION

A spreadsheet is essentially a matrix of rows and columns. Consider a sheet of paper on which
horizontal and vertical lines are drawn to yield a rectangular grid. The grid namely a cell, is the result
of the intersection of a row with a column. Such a structure is called a Spreadsheet.
A spreadsheet package contains electronic equivalent of a pen, an eraser and large sheet of paper with
vertical and horizontal lines to give rows and columns. We can enter text or numbers at any position
on the worksheet. We can enter a formula in a cell where we want to perform a calculation and results
are to be displayed.
MS-Excel is the most powerful spreadsheet package brought by Microsoft. The three main
components of this package are Electronic spreadsheet, Database management, Generation of Charts.
Each workbook provides a worksheet with facility to increase the number of sheets. For MS Excel
2010, Row numbers ranges from 1 to 1048576; in total 1048576 rows, and Columns ranges from A to
XFD; in total 16384 columns.

ANATOMY OF EXCEL WORKBOOK

The Microsoft Office Quick Access Toolbar allows for a customizable toolbar displaying a set of
commands independent of the tab on the Ribbon that is currently displayed.

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By default, it includes the Save, Undo, and Repeat commands. You can add other commands
depending on your preference.
The Ribbon
Excel uses a tabbed Ribbon system instead of traditional menus. The Ribbon contains multiple tabs,
each with several groups of commands. You will use these tabs to perform the most common tasks in
Excel.

To minimize and maximize the Ribbon

The Ribbon is designed to respond to your current task, but you can choose to minimize it if you find
that it takes up too much screen space.
1. Click the Ribbon Display Options arrow in the upper-right corner of the Ribbon.

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2. Select the desired minimizing option from the drop-down menu:

Auto-hide Ribbon: Auto-hide displays your workbook in full-screen mode and completely hides the
Ribbon. To show the Ribbon, click the Expand Ribbon command at the top of screen.
Show Tabs: This option hides all command groups when not in use, but tabs will remain visible. To
show the Ribbon, simply click a tab.
Show Tabs and Commands: This option maximizes the Ribbon. All of the tabs and commands will
be visible. This option is selected by default when you open Excel for the first time.

The Formula Bar

In the formula bar, you can enter or edit data, a formula, or a function that will appear in a specific
cell.
In the image below, cell C1 is selected and 1984 is entered into the formula bar. Note how the data
appears in both the formula bar and in cell C1.

The Name Box

The Name box displays the location, or "name" of a selected cell.

In the image below, cell B4 is selected. Note that cell B4 is where column B and row 4 intersect.

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You can name cell or a group of cells

Why name cells in Excel

As mentioned, the default name for each cell in an Excel spreadsheet is based on the relevant column
and row. One of the reasons why you may want to change this name is to make it easier to find what
you are looking for, especially when there’s a lot of information in a particular spreadsheet. For
instance, if you name a particular cell ‘Total’, searching for this word is much faster than scrolling
through the spreadsheet to find the correct cell or trying to remember its specific column and row.

How to name cells in Excel

Naming cells in Excel can be done in two ways. The first is by changing the name directly on the name
box

Step 1: Select the group of cells to be named

Step 2: Take the mouse pointer to the name box shown above and left click the mouse button

Step 3: Type a suitable name without space between the alphabets

The other one is by defining names under the Formulas menu. The difference is that when naming a
cell through the define name feature of the menu you can select its specific scope.

This determines where the specific name will be recognized as having the same value, such as in the
entire workbook or in a specific spreadsheet only. Changing the name in the name box will
automatically determine the workbook as its scope rather than the whole spreadsheet.

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 THE WORKBOOK FUNCTIONS

In Excel 2013, when you open up a new workbook it now contains only 1 worksheet There can be a
max of 1,048,576 rows and 16,384 columns in an excel work sheet.

The Worksheet

Excel files are called workbooks. Each workbook holds one or more worksheets (also known as
"spreadsheets").
Whenever you create a new Excel workbook, it will contain one worksheet named Sheet1. A
worksheet is a grid of columns and rows where columns are designated by letters running across the
top of the worksheet and rows are designated by numbers running down the left side of the worksheet.

When working with a large amount of data, you can create multiple worksheets to help organize your
workbook and make it easier to find content. You can also group worksheets to quickly add
information to multiple worksheets at the same time.

To rename a worksheet

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Whenever you create a new Excel workbook, it will contain one worksheet named Sheet1. You can
rename a worksheet to better reflect its content. In our example, we will create a training log organized
by month.
1. Right-click the worksheet you wish to rename, then select Rename from the worksheet menu.

2. Type the desired name for the worksheet.

3. Click anywhere outside of the worksheet, or press Enter on your keyboard. The worksheet will be
renamed.

To insert a new worksheet

1. Locate and select the New sheet button.

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 Click to add a new
worksheet

2. A new, blank worksheet will appear.

To delete a worksheet

1. Right-click the worksheet you wish to delete, then select Delete from the worksheet menu.

Warning: The Undo button will not undo the deletion of a worksheet.

To copy a worksheet
If you need to duplicate the content of one worksheet to another, Excel allows you to copy an existing
worksheet.
1. Right-click the worksheet you want to copy, then select Move or Copy from the worksheet menu.

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2. The Move or Copy dialog box will appear. Choose where the sheet will appear in the Before sheet:
field. In our example, we'll choose (move to end) to place the worksheet to the right of the existing
worksheet.
3. Check the box next to Create a copy, then click OK.

4. The worksheet will be copied. It will have the same title as the original worksheet, as well as a
version number.
TIP: You can also copy a worksheet to an entirely different workbook. You can select any workbook
that is currently open from the To book: drop-down menu.

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 To move a worksheet

Sometimes you may want to move a worksheet to rearrange your workbook.

1. Select the worksheet you wish to move. The cursor will become a small worksheet icon.

2. Hold and drag the mouse until a small black arrow appears above the desired location.

3. Release the mouse. The worksheet will be moved.

LINKING WORKSHEETS
Linking will dynamically pull data from a sheet into another, and update the data in your
destination sheet whenever you change the contents of a cell in your source sheet.
Step 1 : Open a Microsoft Excel workbook.
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Step 2 : Click your destination sheet from the sheet tabs. You will see a list of all your
worksheets at the bottom of Excel. Click on the sheet you want to link to another worksheet.

Step 3 : Click an empty cell in your destination sheet : This will be your destination cell. When
you link it to another sheet, the data in this cell will be automatically synchronized and updated
whenever the data in your source cell changes.

Step 4 : Type = in the cell. It will start a formula in your destination cell.

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Step 5 : Click your source sheet from the sheet tabs. Find the sheet where you want to pull data
from, and click on the tab to open the worksheet.

Step 6 : Check the formula bar. The formula bar shows the value of your destination cell at the
top of your workbook. When you switch to your source sheet, it should show the name of your
current worksheet, following an equals sign, and followed by an exclamation mark.

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Step 7 : Click a cell in your source sheet. This will be your source cell. It could be an empty cell,
or a cell with some data in it. When you link sheets, your destination cell will be automatically
updated with the data in your source cell.
• For example, if you're pulling data from cell D12 in Sheet1, the formula should look
like =Sheet1!D12.
Step 8 : Enter on your keyboard. This will finalize the formula, and switch back to your
destination sheet. Your destination cell is now linked to your source cell, and dynamically pulls
data from it. Whenever you edit the data in your source cell, your destination cell will also be
updated.

Step 9 : Click your destination cell. This will highlight the cell.

Step 10 : Click and drag the square icon in the lower-right corner of your destination cell. This
will expand the range of linked cells between your source and destination sheets. Expanding
your initial destination cell will link the adjacent cells from your source sheet.
You can drag and expand the range of linked cells in any direction. This could include the entire
worksheet, or only parts of it.
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 FORMATTING CELLS

All cell content uses the same formatting by default, which can make it difficult to read a workbook
with a lot of information. Basic formatting can customize the look and feel of your workbook, allowing
you to draw attention to specific sections and making your content easier to view and understand. You
can also apply number formatting to tell Excel exactly what type of data you’re using in the workbook,
such as percentages (%), currency ($), and so on.

Wrapping text and merging cells

Whenever you have too much cell content to be displayed in a single cell, you may decide to wrap the
text or merge the cell rather than resizing a column. Wrapping the text will automatically modify a
cell's row height, allowing cell contents to be displayed on multiple lines. Merging allows you to
combine a cell with adjacent, empty cells to create one large cell.
1. Select the cells you wish to wrap.

2. Select the Wrap Text command on the Home tab.

3. The text in the selected cells will be wrapped.

To merge cells using the Merge & Center command

1. Select the cell range you want to merge together.

2. Select the Merge & Center command on the Home tab.

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3. The selected cells will be merged, and the text will be centered.
To access more merge options
Click the drop-down arrow next to the Merge & Center command on the Home tab. The Merge drop-
down menu will appear. From here, you can choose to:
Merge & Center: Merges the selected cells into one cell and centers the text

Merge Across: Merges the selected cells into larger cells while keeping each row separate

Merge Cells: Merges the selected cells into one cell, but does not center the text

Unmerge Cells: Unmerges selected cells

AUTO FORMAT

When we format cells in Excel, we change the appearance of a number without changing
the number itself. We can apply a number format (0.8, $0.80, 80%, etc) or other formatting
(alignment, font, border, etc).
1. Enter the value 0.8 into cell B2.
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 2. By default, Excel uses the General format (no specific number format) for numbers. To
apply a number format, use the 'Format Cells' dialog box.
3. Select cell B2.
4. Right click, and then click Format Cells (or press CTRL + 1).

The 'Format Cells' dialog box appears.

5. For example, select Currency.

Note: Excel gives you a life preview of how the number will be formatted (under Sample).
6. Click OK.

Cell B2 still contains the number 0.8. We only changed the appearance of this number. The most
frequently used formatting commands are available on the Home tab.

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7. On the Home tab, in the Number group, click the percentage symbol to apply a Percentage
format.

8. On the Home tab, in the Alignment group, center the number.

9. On the Home tab, in the Font group, add outside borders and change the font color to blue.

10. Result:

AUTO FORMATTING
There are 17 AutoFormat styles available in Excel. These styles affect six main formatting
areas:

• Number formatting
• Borders
• Fonts
• Patterns and background color
• Alignment
• Column and row size

Steps – Auto formatting

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 1. Highlight the data in the worksheet that you want to format.
2. Click on the AutoFormat button on the Quick Access Toolbar to bring up the feature's
dialog box.
3. Click on one of the available styles.
4. Click OK to apply the style and close the dialog box.

Modify an AutoFormat Style Before Applying It

If none of the available styles is quite to your liking, they can be modified either before or after
they have been applied to a worksheet.

1. Click on the Options button at the bottom of the AutoFormat dialog box.
2. Deselect any of the six formatting areas such as font, borders, or alignment to remove these
formatting options from all of the available styles.
3. The examples in the dialog box window update to reflect the changes.
4. Click OK to apply the modified style.

Modify an AutoFormat Style After Applying It

Once applied, a style can be further modified using Excel’s regular formatting options
located—for the most part—on the Home tab of the ribbon.
The modified AutoFormat style can then be saved as a custom style, which makes it easier
to reuse with additional worksheets.

CONDITIONAL FORMATTING

• Conditional formatting in Excel enables you to highlight cells with a certain color,
depending on the cell's value
– Highlight Cells Rules |

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 – Clear Rules |
– Top/Bottom Rules

Conditional formatting allows the user to automatically apply formatting—such

as colors, icons, and data bars—to one or more cells based on the cell value. To do this, the
user need to create a conditional formatting rule. For example, a conditional formatting
rule might be: If the value is less than $2000, color the cell red. By applying this rule, you'd
be able to quickly see which cells contain values less than $2000.

To create a conditional formatting rule

A worksheet containing sales data, and the user want to see which salespeople are meeting
their monthly sales goals. The sales goal is $4000 per month, so he has to create a conditional
formatting rule for any cells containing a value higher than 4000.
1. Select the desired cells for the conditional formatting rule.

2. From the Home tab, click the Conditional Formatting command. A drop-down menu will
appear.
3. Hover the mouse over the desired conditional formatting type, then select the desired
rule from the menu that appears. In this example, the user want to highlight cells that
are greater than $4000.

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 A dialog box will appear. Enter the desired value(s) into the blank field. In this
example, we'll enter 4000 as our value.
4. Select a formatting style from the drop-down menu. In our example, we'll choose Green Fill
with Dark Green Text, then click OK.

5. The conditional formatting will be applied to the selected cells. In our example, it's easy to see
which salespeople reached the $4000 sales goal for each month.

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6. User can apply multiple conditional formatting rules to a cell range or worksheet, allowing
you to visualize different trends and patterns in your data.

Conditional formatting presets- Data Bars

Excel has several predefined styles—or presets—you can use to quickly apply conditional
formatting to your data. They are grouped into three categories:
• Data Bars are horizontal bars added to each cell, much like a bar graph.

• Color Scales change the color of each cell based on its value. Each color scale uses a two-
or three-color gradient. For example, in the Green-Yellow-Red color scale,
the highest values are green, the average values are yellow, and the lowest values are red.

•
• Icon Sets add a specific icon to each cell based on its value.

To use preset conditional formatting:

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1. Select the desired cells for the conditional formatting rule.

2. Click the Conditional Formatting command. A drop-down menu will appear.

3. Hover the mouse over the desired preset, then choose a preset style from the menu that
appears.

4. The conditional formatting will be applied to the selected cells.

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 Removing conditional formatting
1. To remove conditional formatting:
2. Click the Conditional Formatting command. A drop-down menu will appear.
3. Hover the mouse over Clear Rules, and choose which rules you want to clear. In our
example, we'll select Clear Rules from Entire Sheet to remove all conditional
formatting from the worksheet.

4. The conditional formatting will be removed.

FORMULAS AND FUNCTIONS

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One of the most powerful features in Excel is the ability to calculate numerical information using
formulas.

Simple Formulas
Just like a calculator, Excel can add, subtract, multiply, and divide. In this lesson, we'll show you how
to use cell references to create simple formulas.
Mathematical operators
Excel uses standard operators for formulas, such as a plus sign for addition (+), a minus sign for
subtraction (-), an asterisk for multiplication (*), a forward slash for division (/), and a caret (^) for
exponents.

All formulas in Excel must begin with an equals sign (=). This is because the cell contains, or is equal
to, the formula and the value it calculates.
Understanding cell references

While you can create simple formulas in Excel manually (for example, =2+2 or =5*5), most of the
time you will use cell addresses to create a formula. This is known as making a cell reference. Using
cell references will ensure that your formulas are always accurate because you can change the value
of referenced cells without having to rewrite the formula.

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By combining a mathematical operator with cell references, you can create a variety of simple
formulas in Excel. Formulas can also include a combination of cell references and numbers, as in the
examples below:

To create a formula

1. Select the cell that will contain the formula.

2. Type the equals sign (=). Notice how it appears in both the cell and the formula bar.

1. Type the cell address of the cell you wish to reference first in the formula: cell D1 in our example.
A blue border will appear around the referenced cell.

2. Type the mathematical operator you wish to use. In our example, we'll type the addition sign (+).

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3. Type the cell address of the cell you wish to reference second in the formula: cell D2 in our example.
A red border will appear around the referenced cell.

4. Press Enter on your keyboard. The formula will be calculated, and the value will be displayed in
the cell.

TIP: If the result of a formula is too large to be displayed in a cell, it may appear as pound signs
(#######) instead of a value. This means that the column is not wide enough to display the cell content.
Simply increase the column width to show the cell content.

FORMULAS AND FUNCTIONS

In Excel, a formula is an expression that operates on values in a range of cells or a cell. For
example, =A1+A2+A3, which finds the sum of the range of values from cell A1 to Cell A3.
A function is a predefined formula that performs calculations using specific values in a particular
order. Excel includes many common functions that can be used to quickly find the sum, average, count,
maximum value, and minimum value for a range of cells. Formula =A1+A2+A3+A4+A5+A6+A7+A8
Function =SUM(A1:A8)
The parts of a function
In order to work correctly, a function must be written a specific way, which is called the syntax. The
basic syntax for a function is an equals sign (=), the function name (SUM, for example), and one or
more arguments. Arguments contain the information you want to calculate.

function adds all of the values of the cells in the argument.

Listing of the most useful Microsoft Excel functions are:

1.MATHEMATICAL FUNCTIONS
SUM - Adds up all the values in a range
SUMIF - Adds all the values in a range that meet specific critera
SUMIFS (2007+) - Adds values in a range based on multiple criteria

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SUMPRODUCT - Sum a range of cells that meet multiple criteria
ROUND - Round a number to a specified number of digits
1. SUM

The SUM function is the first must-know formula in Excel. It usually aggregates values from a
selection of columns or rows from your selected range.

=SUM(number1, [number2], …)

Example:

=SUM(B2:G2) – A simple selection that sums the values of a row.

=SUM(A2:A8) – A simple selection that sums the values of a column.

=SUM(A2:A7, A9, A12:A15) – A sophisticated collection that sums values from range A2 to
A7, skips A8, adds A9, jumps A10 and A11, then finally adds from A12 to A15.

=SUM(A2:A8)/20 – Shows you can also turn your function into a formula.

2.PRODUCT

The Microsoft Excel PRODUCT function multiplies the numbers and returns the product.

The PRODUCT function is a built-in function in Excel that is categorized as a Math/Trig

Function. It can be used as a worksheet function (WS) in Excel. As a worksheet function, the
PRODUCT function can be entered as part of a formula in a cell of a worksheet.

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3. SUMIF

The SUMIF function totals the values of a range that meet specific criteria. For example it will
total only the orders from a specific company or after a specific date.

The syntax for SUMIF is:

=SUMIF(range, criteria, [sum_range])

Argument

Purpose

Range

The range of cells to evaluate.

Criteria

The condition that defines which cells are to be added.

Sum range

The actual cells to sum. If omitted the values in range are added.

The example below demonstrates SUMIF being used to sum the total sales of wardrobes.

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2. STATISTICAL FUNCTIONS

COUNT - Counts all the values in a range

AVERAGE - Calculates the average number from a range of values

MAX - Finds the maximum value in a range

MIN - Finds the minimum value in a range

COUNTA - Counts all non-empty cells in a range

COUNTBLANK - Counts all blank cells in a range

COUNTIF - Counts all the cells in a range that meet specific critera

COUNTIFS (2007+) - Counts all the cells in a range that meet multiple criteria

1. AVERAGE

The AVERAGE function should remind you of simple averages of data such as the average
number of shareholders in a given shareholding pool.

=AVERAGE(number1, [number2], …)

Example:

=AVERAGE(A1:A10) – Shows a simple average, also similar to (SUM(A1: A10)/9)

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2. COUNT

The COUNT function counts all cells in a given range that contains only numeric values.

=COUNT(value1, [value2], …)

Example:

COUNT(A:A) – Counts all values that are numerical in A column. However, it doesn’t use
the same formula to count rows.

COUNT(A1:C1) – Now it can count rows.

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 3. MAX & MIN

The MAX and MIN functions help in finding the maximum number and the minimum
number in a pull of values.

=MIN(number1, [number2], …)

Example:

=MIN(B2:C11) – Finds the minimum number between column B from B2 and column C
from C2 to row 11 in both column B and C.

=MAX(number1, [number2], …)

Example:

=MAX(B2:C11) – Similarly, it finds the maximum number between column B from B2 and
column C from C2 to row 11 in both column B and C.

AVERAGE: This function determines the average of the values included in the argument. It calculates
the sum of the cells and then divides that value by the number of cells in the argument.

COUNT: This function counts the number of cells with numerical data in the argument. This function
is useful for quickly counting items in a cell range.

MAX: This function determines the highest cell value included in the argument.

MIN: This function determines the lowest cell value included in the argument.
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4. AVERAGEIF

The Microsoft Excel AVERAGEIF function returns the average (arithmetic mean) of all numbers
in a range of cells, based on a given criteria.
The AVERAGEIF function is a built-in function in Excel that is categorized as a Statistical
Function. It can be used as a worksheet function (WS) in Excel. As a worksheet function, the
AVERAGEIF function can be entered as part of a formula in a cell of a worksheet.
Syntax
The syntax for the AVERAGEIF function in Microsoft Excel is:
AVERAGEIF( range, criteria, [average_range] )

The Excel AVERAGEIF function computes the average of the numbers in a range that meet the
supplied criteria. The criteria for AVERAGEIF supports logical operators (>,<,<>,=) and
wildcards (*,?) for partial matching.

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5.MEDIAN

Median is a function which is used to find the middle number in a given range of numbers. When
you are finding median manually, you need to sort the data in an ascending order but in Excel,
you can simply use the Median function and select the range and you will find your median. We
take the same example as above to find the median of marks obtained by students. So we use
=MEDIAN(B2:B12).

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5.LARGE

The Excel LARGE function returns numeric values based on their position in a list when sorted
by value. In other words, it can retrive "nth largest" values - largest value, 2nd largest value, 3rd
lagest value, etc.
Purpose : Get the nth largest value
Return value : The nth largest value in the array.
Syntax
=LARGE (array, n)
Arguments
• array - The array from which you want to select the kth largest value.
• n - An integer that specifies the position from the largest value, i.e. the nth position.

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6.SMALL
The Excel SMALL function returns numeric values based on their position in a list ranked by
value. In other words, it can retrive "nth smallest" values - smallest value, 2nd smallest value,
3rd smallest value, etc.
Purpose : Get the nth smallest value
Return value : The nth smallest value in the array.
Syntax
=SMALL (array, n)
Arguments
• array - A range of cells from which to extract smallest values.
• n - An integer that specifies the position from the smallest value, i.e. the nth position.

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 7. MAX AND MIN

The MAX and MIN functions help in finding the maximum number and the minimum
number in a pull of values.
=MIN(number1, [number2], …)
Example:
=MIN(B2:C11) – Finds the minimum number between column B from B2 and column C
from C2 to row 11 in both column B and C.
=MAX(number1, [number2], …)
Example:
=MAX(B2:C11) – Similarly, it finds the maximum number between column B from B2 and
column C from C2 to row 11 in both column B and C.

3. Enter the cell range for the argument inside parentheses. In our example, we'll type (D3:D12).

4. Press Enter on your keyboard. The function will be calculated, and the result will appear in the cell.

3.FINANCIAL FUNCTIONS

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PMT - Calculates loan repayments based on constant payments and a constant interest rate
RATE - Returns the interest rate per period of a loan or investment
PV - Returns the present value of an investment based on a constant interest rate and payments
FV - Returns the future value of an investment based on constant payments and a constant interest rate
NPV - Returns the net present value of an investment based on a series of cash flows and a discount
rate.

1.PMT FUNCTION

The Excel PMT function is used to calculate loan repayments based on constant payments and a
constant interest rate.
The syntax for the PMT function is:
=PMT(rate, nper, pv, [fv], [type])

Argument
Rate
The interest rate for the loan
Nper
The total number of payments for the loan
PV
The present value, or total amount a number of future payments is worth now
FV
The future value, or total remaining after the last payment has been made.
This argument is optional, and if omitted the total is assumed to be 0
Type
When the payments are due. It can be entered as 1 or 0 and is optional. If omitted the value is assumed
to be 0
0 - Payments are made at the end of the period
1 - Payments are made at the beginning of the period
The examples below show the PMT function being used to calculate loan payments based on different
parameters.

Function
Result
=PMT(C4/12,B4*12,A4,0,1)
£1,156.20 in monthly payments
C4/12 - annual interest rate divided by 12 to return the monthly rate
B4*12 - period of loan in years multiplied by 12 to return the number of monthly payments
A4 - loan amount that i owe
0 - The final total after the last payment will be 0 as the loan is completely paid off
1 - Payments will be made at the beginning of each period
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=PMT(C4/52,B4*52,A4)
£268.10 in weekly payments

Function
=PMT(C4/12,B4*12,A4,0,1)
Result =1,156.20 in monthly payments
• C4/12 - annual interest rate divided by 12 to return the monthly rate
• B4*12 - period of loan in years multiplied by 12 to return the number of monthly payments
• A4 - loan amount that i owe
• 0 - The final total after the last payment will be 0 as the loan is completely paid off
• 1 - Payments will be made at the beginning of each period

=PMT(C4/52,B4*52,A4)
• £268.10 in weekly payments

2.RATE

The Excel RATE function is used to return the interest rate per period of a loan or investment.
The syntax for the RATE function is:
=RATE(nper, pmt, pv, [fv], [type], [guess])

Argument
• nper
The number of payments for the loan or investment
• pmt
e payment made each period
• pv
The present value, or total amount a number of future payments is worth now
• fv
The future value, or total remaining after the last payment has been made.
This argument is optional, and if omitted the total is assumed to be 0
• type

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 When the payments are due. It can be entered as 1 or 0 and is optional. If omitted the value
is assumed to be 0
0 - Payments are made at the end of the period
1 - Payments are made at the beginning of the period
• guess
Your guess at what the rate may be. It is optional and if omitted, the guess is assumed to be
10%
The examples below show the RATE function being used to return the interest rate
dependent upon different parameters.
The examples below show the RATE function being used to return the interest rate dependent upon
different parameters.

Function
=RATE(B4*12,-C4,A4)
Result
3.49%
Interest rate returned on a £5,000 loan paid in £200 monthly payments for 5 years. Payments are
made at the end of each period

=RATE(B4*12,-C4,A4,,1)
Result = 3.67%
Interest rate returned on a £5,000 loan paid in £200 monthly payments for 5 years. Payments are
made at the beginning of each period

=RATE(B4*52,-C4,A4)
Result = 4.00%
Interest rate returned on a £5,000 loan paid in £200 weekly payments for 5 years. Payments are
made at the end of each period

3.NPV Function

The Excel NPV function is used to return the net present value of an investment based on a series
of cash flows and a discount rate.

39
 The syntax for the NPV function is:
=NPV(rate, value1, [value2], ...)
Argument
• rate
Discount rate during one period of the investment
• value
Payments made each period. Payments made in the past should have a negative value, and
payments made in the future should be positive. This argument can take up to 29 values
The example below shows the NPV function being used to return the net present value for
an investment with a discount rate of 6% and payments in range B3:B8.

4.LOOKUP AND REFERENCE FUNCTIONS

VLOOKUP - Looks vertically down a list to find a record and returns information related to that record
HLOOKUP - Looks horizontally across a list to find a record and returns information related to

1. VLOOKUP
Formula: =VLOOKUP(lookup_value, table_array, col_index_num, range_lookup)
Basically, VLOOKUP lets you search for specific information in your spreadsheet. For example, if
you have a list of products with prices, you could search for the price of a specific item.
We’re going to use VLOOKUP to find the price of the Photo frame. You can probably already see
that the price is $9.99, but that’s because this is a simple example. Once you learn how to use
VLOOKUP, you’ll be able to use it with larger, more complex spreadsheets, and that’s when it will
become truly useful.

40
As with any formula, you’ll start with an equal sign (=). Then, type the formula name.
=VLOOKUP(“Photo frame”
The second argument is the cell range that contains the data. In this example, our data is in A2:B16.
As with any function, you’ll need to use a comma to separate each argument:
=VLOOKUP(“Photo frame”, A2:B16
Note: It’s important to know that VLOOKUP will always search the first column in this range. In this
example, it will search column A for “Photo frame”. In some cases, you may need to move the columns
around so that the first column contains the correct data.
The third argument is the column index number. It’s simpler than it sounds: The first column in the
range is 1, the second column is 2, etc. In this case, we are trying to find the price of the item, and the
prices are contained in the second column. That means our third argument will be 2:
=VLOOKUP(“Photo frame”, A2:B16, 2
The fourth argument tells VLOOKUP whether to look for approximate matches, and it can be either
TRUE or FALSE. If it is TRUE, it will look for approximate matches. Generally, this is only useful if
the first column has numerical values that have been sorted. Since we’re only looking for exact
matches, the fourth argument should be FALSE. This is our last argument, so go ahead and close the
parentheses:
=VLOOKUP(“Photo frame”, A2:B16, 2, FALSE)
And that’s it! When you press enter, it should give you the answer, which is 9.99.

41
5.LOGICAL FUNCTIONS

• IF - Tests a condition and takes an alternative action depending on the result

• AND - Test up to 30 conditions using logical And
• OR - Test up to 30 conditions using logical Or

IF Statements
Microsoft Excel provides 4 logical functions to work with the logical values. The functions are
AND, OR, XOR and NOT. You use these functions when the user want to carry out more than
one comparison in the formula or test multiple conditions instead of just one. Logical operators,
Excel logical functions return either TRUE or FALSE when their arguments are evaluated.
The following table provides a short summary of what each logical function does to help to choose
the right formula for a specific task.

Function Description Formula Example Formula Description

AND Returns TRUE if all =AND(A2>=10, The formula returns
of the arguments B2<5) TRUE if a value in
evaluate to TRUE. cell A2 is greater than
or equal to 10, and a
value in B2 is less
than 5, FALSE
otherwise.
OR Returns TRUE if any =OR(A2>=10, B2<5) The formula returns
argument evaluates to TRUE if A2 is greater
TRUE. 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.

42
NOT Returns the reversed =NOT(A2>=10) The formula returns
logical value of its FALSE if a value in
argument. I.e. If the cell A1 is greater than
argument is FALSE, or equal to 10; TRUE
then TRUE is otherwise.
returned and vice
versa.

AND Function

The AND function is the most popular member of the logic functions family. It comes in handy
when user have to test several conditions and make sure that all of them are met. Technically, the
AND function tests the conditions specified and returns TRUE if all of the conditions evaluate to
TRUE, FALSE otherwise.

The syntax for the Excel AND function is as follows:

AND(logical1, [logical2], …)
And now, the below table depicts formula examples that demonstrate how to use the AND functions
in Excel formulas.
Formula Description
=AND(A2="Bananas", B2>C2) Returns TRUE if A2 contains "Bananas" and B2
is greater than C2, FALSE otherwise.
=AND(B2>20, B2=C2) Returns TRUE if B2 is greater than 20 and B2 is
equal to C2, FALSE otherwise.
=AND(A2="Bananas", B2>=30, B2>C2) Returns TRUE if A2 contains "Bananas", B2 is
greater than or equal to 30 and B2 is greater than
C2, FALSE otherwise.

IF function (with one condition)

The IF function can perform a logical test and return one value for a TRUE result, and another
for a FALSE result. For example, to "pass" scores above 70: =IF(A1>70,"Pass","Fail"). More
43
than one condition can be tested by nesting IF functions. The IF function can be combined with
logical functions like AND and OR.
Purpose : Test for a specific condition

44
Return value : The values you supply for TRUE or FALSE
Syntax
=IF (logical_test, [value_if_true], [value_if_false])
Arguments
• logical_test - A value or logical expression that can be evaluated as TRUE or FALSE.
• value_if_true - [optional] The value to return when logical_test evaluates to TRUE.
• value_if_false - [optional] The value to return when logical_test evaluates to FALSE.
Use the IF function to test for or evaluate certain conditions, and then react differently depending
on whether the test was TRUE or FALSE.
In the example shown, we want to assign either "Pass" or "Fail" based on a test score. A passing
score is 70 or higher. The formula in D6, copied down, is:

=IF(C6>=70,"Pass","Fail")

Translation: If the value in C6 is greater than or equal to 70, return "Pass". Otherwise, return "Fail".
The logical flow this formula could be reversed. A formula with the same result could be written
like this:

=IF(C6<70,"Fail","Pass")

IF function (with multiple conditions)

45
Nested IF statements

The IF function can be "nested". A "nested IF" refers to a formula where at least one IF function
is nested inside another in order to test for more conditions and return more possible results. Each
IF statement needs to be carefully "nested" inside another so that the logic is correct.
For example, the following formula can be used to assign an grade rather than a pass / fail result:
=IF(C6<70,"F",IF(C6<75,"D",IF(C6<85,"C",IF(C6<95,"B","A"))))
Up to 64 IF functions can be nested. However, in general, you should consider other functions, like
VLOOKUP or HLOOKUP for more complex scenarios, because they can handle more conditions
in much more streamlined fashion.

Testing more than one condition

If you need to test for more than one condition, then take one of several actions, depending on the
result of the tests, you can nest multiple IF statements together in one formula. You'll often hear
this referred to as "nested IFs".

The idea of nesting comes from embedding or "nesting" one IF function inside another. In the
example shown, we are using nested IF functions to assign grades based on a score. The logic for
assigning a grade goes like this:

Score Grade
0-63 F
64-72 D

46
73-84 C
85-94 B

To build up a nested IF formula that reflects this logic, we can start by testing to see if the score is
below 64. If TRUE, we return "F". If FALSE, we move into the next IF function. This time, we
test to see if the score is less than 73. If TRUE, we return "D". If FALSE, we move into yet another
IF function. And so on.
Eventually, the formula we have in cell D5 looks like this:
=IF(C5<64,"F",IF(C5<73,"D",IF(C5<85,"C",IF(C5<95,"B","A"))))
You can see that it's important in this case to move in one direction, either low to high, or high to
low. This allows us to return a result whenever a test returns TRUE, because we know that the
previous tests have returned FALSE.
AND function
The AND function is a logical function used to require more than one condition at the same time.
AND returns either TRUE or FALSE. To test if a number in A1 is greater than zero and less than
10, use =AND(A1>0,A1<10). The AND function can be used as the logical test inside the IF
function to avoid extra nested IFs, and can be combined with the OR function.
Purpose : Test multiple conditions with AND
Return value : TRUE if all arguments evaluate TRUE; FALSE if not
Syntax :

=AND (logical1, [logical2], ...)

Arguments
logical1 - The first condition or logical value to evaluate.
logical2 - [optional] The second condition or logical value to evaluate.

47
Use the AND function to test multiple conditions at the same time, up to 255 conditions. Each
logical condition (logical1, logical2, etc.) must evaluate to TRUE or FALSE, or be arrays or
references that contain logical values.
For example, to test if the value in A1 is greater than 0 and less than 5, use the following formula:
=AND(A1>0,A1<5)
It can be useful to extend the functionality of functions like IF with AND. Using the above
example, you can supply AND as the logical_test for the IF function like so:
=IF(AND(A1>0,A1<5), "Approved", "Denied")
This formula will return "Approved" only if the value in A1 is greater than 0 and less than 5.

OR function
The OR function is a logical function to test multiple conditions at the same time. OR returns either
TRUE or FALSE. For example, to test A1 for either "x" or "y", use =OR(A1="x",A1="y"). The OR
function can be used as the logical test inside the IF function to avoid extra nested IFs, and can be
combined with the AND function.

48
Purpose : Test multiple conditions with OR
Return value : TRUE if any arguments evaluate TRUE; FALSE if not.
Syntax :
=OR (logical1, [logical2], ...)
Arguments
• logical1 - The first condition or logical value to evaluate.
• logical2 - [optional] The second condition or logical value to evaluate.

Usage notes
Use the OR function to test multiple conditions at the same time, up to 255 conditions total.
For example, to test if the value in A1 OR the value in B1 is greater than 75, use the following
formula:
=OR(A1>75,B1>75)
OR can be used to extend the functionality of functions like IF. Using the above example, you can
supply OR as the logical_test for an IF function like so:
=IF(OR(A1>75,B1>75), "Pass", "Fail")
This formula will return "Pass" if the value in A1 is greater than 75 OR the value in B1 is greater
than 75.

49
6.

6.TEXT FUNCTIONS

LEFT - Extracts a specific number of characters from the start of a cell

RIGHT - Extracts a specific number of characters from the end of a cell
MID - Extracts a specific number of characters from the middle of a cell
UPPER - Converts the contents of a cell to uppercase
LOWER - Converts the contents of a cell to lowercase
PROPER - Converts the contents of a cell to proper case

1.LEFT FUNCTION

The LEFT function is used to extract a specific number of characters from the start of a cell.

This can be useful to when needing to remove unwanted characters in a cell that appear on the right of
the cells content. This can happen as a result of importing data into Excel from another application or
database.

The syntax for the LEFT function is:

=LEFT(text, [num_chars])

Purpose

50
The example below shows the LEFT function being used to extract the first 2 characters from the
content of cell A1.

2.RIGHT FUNCTION

The RIGHT function is used to extract a specific number of characters from the end of a cell.

This can be useful to when needing to remove unwanted characters in a cell that appear on the left of
the cells content. This can happen as a result of importing data into Excel from another application or
database.

The syntax for the RIGHT function is:

=RIGHT(text, [num_chars])

The example below shows the RIGHT function being used to extract the last 4 characters from the
content of cell A1.

3. UPPER FUNCTION

The UPPER function is used to convert the text in a cell to uppercase.

The syntax for the UPPER function is:

=UPPER(text)

4. LOWER Function

The LOWERfunction is used to convert the text in a cell to LOWER case.

The syntax for the LOWER function is:

=LOWER(text)

51
5.CONCATENATE

The Excel CONCATENATE function concatenates (joins) join up to 30 text items together and
returns the result as text. The CONCAT function replaces CONCATENATE in newer versions
of Excel.
Purpose : Join text together
Return value :Text joined together.
Syntax
=CONCATENATE (text1, text2, [text3], ...)
Arguments

• text1 - The first text value to join together.

• text2 - The second text value to join together.
• text3 - [optional] The third text value to join together.

7. DATE AND TIME FUNCTIONS

TODAY - Returns the current date

NOW - Returns the current date and time

DATE - Returns the sequential serial number for the specified date and formats the result as a date

52
DAY - Returns the day corresponding to a date represented by a number between 1 and 31

MONTH - Returns the month corresponding to a date represented by a number between 1 and 12

YEAR - Returns the year corresponding to a date represented by a number in the range 1900 to 9999

To enter today's date in Excel, use the TODAY function. To enter the current date and time, use
the NOW function. To enter the current date and time as a static value, use keyboard shortcuts.

1.Today and Now

To enter today's date in Excel, use the TODAY function.

2.Year, Month, Day

To get the year of a date, use the YEAR function.

Note: use the MONTH and DAY function to get the month and day of a date.

3.Date Function
1. To add a number of days to a date, use the following simple formula.

2. To add a number of years, months and/or days, use the DATE function.

53
Note: the DATE function accepts three arguments: year, month and day. Excel knows that 6 + 2
= 8 = August has 31 days and rolls over to the next month (23 August + 9 days = 1 September).
4.Current Date & Time
To get the current date and time, use the NOW function.

Note: use the TODAY function to enter today's date in Excel.

Hour, Minute, Second
To return the hour, use the HOUR function.

Note: use the MINUTE and SECOND function to return the minute and second.

5.Time Function
To add a number of hours, minutes and/or seconds, use the TIME function.

Note: Excel adds 2 hours, 10 + 1 = 11 minutes and 70 - 60 = 10 seconds.

54
6.DATEDIF Function

The Excel DATEDIF function returns the difference between two date values in years, months,
or days. The DATEDIF (Date + Dif) function is a "compatibility" function
Purpose : Get days, months, or years between two dates
Return value : A number representing time between two dates
Syntax :
=DATEDIF (start_date, end_date, unit)
Arguments

• start_date - Start date in Excel date serial number format.

• end_date - End date in Excel date serial number format.
• unit - The time unit to use (years, months, or days).

Unit Result
"Y" Difference in complete years
"M" Difference in complete months
"D" Difference in days
"MD" Difference in days, ignoring months and years
"YM" Difference in months, ignoring days and years
"YD" Difference in days, ignoring years

EXERCISE :AGE CALCULATION FROM DATE OF BIRTH

Generic formula

55
 =INT(YEARFRAC(birthdate,TODAY()))
If you need to calculate a person's age from their birth date, you can do so with the YEARFRAC,
INT, and TODAY functions. In the generic version of the formula above, birthdate is the person's
birthday with year, and TODAY supplies the date on which to calculate age. Because this formula
uses the TODAY function, it will continue to calculate the correct age in the future as well.
In the example, the active cell contains this formula:
=INT(YEARFRAC(D4,TODAY()))

TABLES AND CHARTS

WORKING WITH CHARTS

Creating a chart in Microsoft Office Excel is quick and easy. Excel provides a variety of chart types
that you can choose from when you create a chart. Excel offers Pie, Line, Bar, and Column charts to
name but a few. Showing data in a chart can make it clearer, more interesting and easier to read. Charts
can also help you evaluate your data and make comparisons between different values.

56
Understanding charts
Excel has several different types of charts, allowing you to choose the one that best fits your data. In
order to use charts effectively, you'll need to understand how different charts are used.

TYPES OF CHARTS:
Column charts use vertical bars to represent data. They can work with many different types of data,
but they're most frequently used for comparing information.

Line charts are ideal for showing trends. The data points are connected with lines, making it easy to
see whether values are increasing or decreasing over time.

Pie charts make it easy to compare proportions. Each value is shown as a slice of the pie, so it's easy
to see which values make up the percentage of a whole.

Bar charts work just like Column charts, but they use horizontal bars instead of vertical bars.

Area charts are similar to line charts, except that the areas under the lines are filled in.

Surface charts allow you to display data across a 3D landscape. They work best with large data sets,
allowing you to see a variety of information at the same time.

To insert a chart
1. Select the cells you want to chart, including the column titles and row labels. These cells will be the
source data for the chart.

2. From the Insert tab, click the desired Chart command.

3. Choose the desired chart type from the drop-down menu.

57
4. The selected chart will be inserted in the worksheet.

TIP: If you're not sure which type of chart to use, the Recommended Charts command will suggest
several different charts based on the source data.

Chart layout and style

After inserting a chart, there are several things you may want to change about the way your data is
displayed. It's easy to edit a chart's layout and style from the Design tab.
Excel allows you to add chart elements—such as chart titles, legends, and data labels—to make your
chart easier to read. To add a chart element, click the Add Chart Element command on the Design tab,
then choose the desired element from the drop-down menu.

58
To edit a chart element, like a chart title, simply double-click the placeholder and begin typing.

If you don't want to add chart elements individually, you can use one of Excel's predefined layouts.
Simply click the Quick Layout command, then choose the desired layout from the drop-down menu.

Excel also includes several different chart styles, which allow you to quickly modify the look and feel
of your chart. To change the chart style, select the desired style from the Chart styles group.

TIP: You can also use the chart formatting shortcut buttons to quickly add chart elements, change the
chart style, and filter the chart data.

59
 OTHER CHART OPTIONS

There are lots of other ways to customize and organize your charts. For example, Excel allows you to
rearrange a chart's data, change the chart type, and even move the chart to a different location in the
workbook.

To switch row and column data

Sometimes you may want to change the way charts group your data. For example, in the chart below,
the Book Sales data are grouped by year, with columns for each genre. However, we could switch the
rows and columns so the chart will group the data by genre, with columns for each year. In both cases,
the chart contains the same data—it's just organized differently.
1. Select the chart you wish to modify.

2. From the Design tab, select the Switch Row/Column command.

3. The rows and columns will be switched.

60
 To change the chart type
If you find that your data isn't well suited to a certain chart, it's easy to switch to a new chart type. In
our example, we'll change our chart from a Column chart to a Line chart.
1. From the Design tab, click the Change Chart Type command.

2. The Change Chart Type dialog box will appear.

3. The selected chart type will appear.

ANALYTICS USING EXCEL

WORKING WITH DATA

Whenever you're working with a lot of data, it can be difficult to compare information in your
workbook.
Freezing Panes and View Options
Excel includes several tools that make it easier to view content from different parts of your workbook
at the same time, such as the ability to freeze panes and split your worksheet.
TO FREEZE ROWS
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, you'll be able to scroll through your content while continuing
to view the frozen cells.
1. Select the row below the row(s) you wish 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.

61
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.

TO FREEZE COLUMNS
1. Select the column to the right of the column(s) you wish 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.

4. The column will be frozen in place, as indicated by the gray line. You can scroll across the worksheet
while continuing to view the frozen column on the left.
To unfreeze rows or columns, click the Freeze Panes command, then select Unfreeze Panes from the
drop-down menu.
SORTING DATA
As you add more content to a worksheet, organizing that information becomes especially important.
You can quickly reorganize a worksheet by sorting your data. For example, you could organize a list
of contact information by last name. Content can be sorted alphabetically, numerically, and in many
other ways.
When sorting data, it's important to first decide if you would like the sort to apply to the entire
worksheet or just a cell range.
Sort sheet organizes all of the data in your worksheet by one column.

62
Sort range sorts the data in a range of cells, which can be helpful when working with a sheet that
contains several tables. Sorting a range will not affect other content on the worksheet.

TO SORT A SHEET
In our example, we'll sort a T-shirt order form alphabetically by Last Name (column C).
1. Select a cell in the column you wish to sort by. In our example, we'll select cell C2.

2. Select the Data tab on the Ribbon, then click the Ascending command to Sort A to Z, or the
Descending command to Sort Z to A. In our example, we'll click the Ascending command.

3. The worksheet will be sorted by the selected column. In our example, the worksheet is now sorted
by last name.

63
 FILTERING DATA

If your worksheet contains a lot of content, it can be difficult to find information quickly. Filters can
be used to narrow down the data in your worksheet, allowing you to view only the information you
need.

To filter data
1. In order for filtering to work correctly, your worksheet should include a header row, which is used
to identify the name of each column.

2. Select the Data tab, then click the Filter command.

64
3. A drop-down arrow will appear in the header cell for each column.

4. Click the drop-down arrow for the column you wish to filter.

5. The Filter menu will appear.

6. Uncheck the box next to Select All to quickly deselect all data.

7. Check the boxes next to the data you wish to filter, then click OK.

To remove all filters from your worksheet, click the Filter command on the Data tab.
Remove Duplicates
1. Click any single cell inside the data set.
2. On the Data tab, in the Data Tools group, click Remove Duplicates.

The following dialog box appears.

3. Leave all check boxes checked and click OK.

Result. Excel removes all identical rows (blue) except for the first identical row found (yellow).

65
To remove rows with the same values in certain columns, execute the following steps.
4. For example, remove rows with the same Last Name and Country.
5. Check Last Name and Country and click OK.

Result. Excel removes all rows with the same Last Name and Country (blue) except for the first
instances found (yellow).

66
 PIVOT TABLES AND PIVOT CHARTS

PivotTables are a well-respected feature of Excel and are used in a myriad of ways for dynamically
exploring and analyzing large datasets in order to summarize data and make informed decisions. Once
you create your initial PivotTable, you can quickly rearrange (or pivot) it in order to view your data in
various ways. PivotTables derive their name from the way they can be used to easily pivot data— that
is, to interchange rows and columns. This ability to change the way you view the data can help you to
spot important trends or to summarize the data using the most appropriate and informative layout.

To create a pivot table

1. If you want to create a PivotTable using data within Excel, select a cell in the range or table that
you want to create a PivotTable from.

2. Select the Insert tab on the Ribbon and, in the Tables group, click PivotTable to open the Create
PivotTable dialog box. (If your data range is an Excel table, you can also select Summarize with Pivot
from the Tools group on the Design tab under Table Tools.)

67
Choose the data that you want to use for your PivotTable and the worksheet that you want the
PivotTable to appear on.

3. Enter the range for your data in the Table/Range field; if your source data is a table, the table name
will already be entered here. If the range is in a different worksheet in the same workbook or in a
different workbook, enter the workbook and worksheet name in the following way:
[workbookname]sheetname!range.

4. Select whether you want to place the PivotTable on a new or the existing worksheet. If you select
Existing Worksheet, enter the first cell of the destination range in the Location box.

5. Click OK. An empty PivotTable will appear on the grid with a Field List task pane detailing the
fields that can be included in the PivotTable. PivotTable Tools will be added to the Ribbon,
incorporating an Options tab and a Design tab.

68
Add fields to the different areas of the PivotTable by selecting the checkboxes or by dragging them to
the appropriate areas in the PivotTable Field List task pane.

Adding (and removing) fields to the different areas of the PivotTable is really simple. You can use the
checkboxes or the new area drop zones within the PivotTable Field List task pane to distribute fields
on the PivotTable. For those of you who prefer to use the traditional method, you still have the option
to drag and drop onto the PivotTable area by selecting the Classic PivotTable layout option on the
Display tab of the PivotTable Options dialog box (select the Options tab under Pivot-Table Tools and,
in the PivotTable group, click Options to open the PivotTable Options dialog box).
To populate the PivotTable, you can select the fields you want to include by using the checkboxes
provided in the Field List task pane. As you select each field, Excel will automatically add the field to
the PivotTable using the following rules:

• If the field has a numeric data type, it will be added to the Values area along with a summary function
of Sum (provided it does not contain any blank cells).
• If the field has a non-numeric data type, it will be added to the Row Labels area.
• As more non-numeric fields are added, they will be placed on the inside of the fields already in the
PivotTable, therefore building a hierarchical structure.
Each of the four areas in the PivotTable is represented by an area in the Pivot-Table Field List task
pane. The Report Filter area holds fields that the entire

69
PivotTable is filtered by (previously known as page fields), allowing you to focus on a subset of data.
The Row Labels area is where you place fields that you want to use as labels for the values and to
appear to the left of the values. The Column Labels area can also be used to hold fields that will act as
labels for the values and will appear above the values. Finally, the fields that are summarized by the
PivotTable will go in the Values area. If the fields are numeric (and do not contain blank cells), the
Sum function is applied by default; if the fields are non-numeric, the Count function will be applied.

As you select the fields for your PivotTable you will notice that, in addition to being added to the
PivotTable report, the name of each field will appear in the appropriate area in the areas section at the
bottom of the PivotTable Field List task pane.
The areas make it easier for you to identify which part of the PivotTable a field is currently placed in.
You can add fields to specific areas of the PivotTable by dragging them to the appropriate box in the
areas section and you can also drag fields between areas to pivot or change the location of the fields
on the PivotTable. Another way that you can change the layout of the PivotTable is by clicking on a
field in the areas section of the PivotTable Field List task pane and selecting where you want it to go
from the menu that appears.

Adding and Removing Fields

In order to cross-tabulate and summarize your data, you need to lay out your Pivot- Table report by
selecting the fields you want to appear in each area of your PivotTable as follows:

1. Add the fields you want to be included in your PivotTable by selecting their checkboxes in the Field
List task pane or by dragging them to the correct area of the list. You can add a field more than once
in order to summarize it in different ways. If you cannot see a field that you require in the list, refresh
the PivotTable report by right-clicking the PivotTable and selecting Refresh. This will update the
PivotTable Field List task pane with any new fields, calculated fields, measures, calculated measures,
or dimensions that you have added since creating the PivotTable.
2. To change the location of a field, drag it to another area or click on it in its current area of the
PivotTable Field List task pane and, from the menu that appears, select Move to Report Filter, Move
to Row Labels, Move to Column Labels, or Move to Values.
3. To change the position of a field within an area in relation to other fields in the same area, click on
it in the area of the PivotTable Field List task pane and select Move Up, Move Down, Move to
Beginning, or Move to End from the menu as appropriate.
4. To remove a field from the PivotTable, deselect the checkbox in the PivotTable Field List task pane
and all instances of the field will be removed from the report. Alternatively, click the field in the areas
section of the list and select Remove Field, or right-click the field in the PivotTable and select Remove
“field name”.

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Self-Assessment Questions

2 marks questions
1. Write any four shortcut keys used in MS excel
2. How many worksheet are found in an MS Excel Workbook by default ?
3. What do you mean by range in Excel ? give example
4. Differentiate between table and pivot table
5. Give the difference between sorting and filtering.
6. What is conditional formatting ?
7. List any three function of excel?
8. List any two formulas in Date and time function with correct syntax.
9. Write the correct formula of calculating average.
10. Write the correct formula of calculating NPV.

4 marks questions
1. What is Pivot table? Write the steps for creating pivot table and chart.
2. What are the different types of function in Excel? Explain any one function with syntax.
3. Give syntax for calculating your age from your birthdate.
4. Write the syntax for nested if function with example.
5. What is the use of CONCATENATE function ?
6. Explain the syntax and component of Vlookup function.
7. Give out the reasons for the usage of LARGE and SMALL function instead of MAX and
MIN.
8. Suppose we are working on the following data set on cash inflows and outflows:

Calculate NPV .Write and explain the formula with proper arguments.
9.How many cell in the following table have quantity equal to 9. Write the formula and answer .

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 11. From the following table, calculate using excel formula
a) Average marks for each students,
b) Lowest score for all the test
c) Highest score for all the test
d) Median score for all the test

Unit
Unit 1 Quiz Unit 1 Unit 2 Quiz 2
Student Name Average
1 Test 1 Quiz
2
Jackson Love 70 75 88 90
Priya Patel 97 100 92 95
Sharia Clemmons 95 97 45 79
Ming Lu 91 93 89 95
Sadie Carter 86 84 93 89
Jensen Howard 54 70 87 72
Tyriq Hilton 77 85 76 90
Maria Saldana 100 96 93 87
Kyle Jacobs 90 89 91 93
John Feinstein 89 67 84 87
Carter Zhou 75 68 82 83
Jose Marco Hernandez 93 87 86 91
Betsy Michaels 90 95 80 73
Dexter Cooper 62 71 76 84
Quanisha Johnson 100 98 86 89
Lowest Score
Median Score
Highest Score
72
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