Contents

Microsoft Excel..................................................................................................................1

Getting Started:..............................................................................................................1

Excel Environment:........................................................................................................1

Entering Text..................................................................................................................3

Entering Values:.............................................................................................................4

To Save the File:............................................................................................................4

Editing Cells:..................................................................................................................5

Page Setup.....................................................................................................................6

To Format the Title Labels:............................................................................................9

Conditional Formatting:................................................................................................11

Cell Styles:...................................................................................................................12

Inserting column or Row:.............................................................................................12

Sheet Tab (hide, rename, color and delete):...............................................................14

Creating Formulas:..........................................................................................................18

To Create a Formula:...................................................................................................18

Auto-sum Function:......................................................................................................19

Excel Functions:..............................................................................................................20

Flash Fill (Ctrl+E):........................................................................................................22

Find and Replace:........................................................................................................25

How to use Pivot Table:...............................................................................................26

For Table:.....................................................................................................................28

Insert an Image:...........................................................................................................29

Online Picture:..............................................................................................................29

Shapes:........................................................................................................................29

Page. 1
 SmartArt:......................................................................................................................30

Screenshot:..................................................................................................................30

Creating a Basic Chart:................................................................................................30

Chart Design:...............................................................................................................31

Spark-lines:..................................................................................................................31

Slicer:...........................................................................................................................34

Timeline:.......................................................................................................................34

Hyperlink:.....................................................................................................................34

Background:.................................................................................................................35

Text to Column:............................................................................................................36

Remove Duplicates:.....................................................................................................37

Data Validation:............................................................................................................38

Data consolidate:.........................................................................................................38

What-if Analysis...........................................................................................................38

Create Different Scenarios...........................................................................................39

Scenario Summary.......................................................................................................41

Goal Seek.....................................................................................................................42

One Variable Data Table.............................................................................................44

Two Variable Data Table.............................................................................................47

Group:..........................................................................................................................49

Basic Formulas................................................................................................................50

SUM:............................................................................................................................50

AVERAGE:...................................................................................................................51

COUNT:........................................................................................................................51

COUNT A:....................................................................................................................52

Page. 2
 COUNTBLANK:............................................................................................................53

IF:.................................................................................................................................53

TRIM:............................................................................................................................54

MAX, MIN:....................................................................................................................55

Position:........................................................................................................................56

Pass/ fail:......................................................................................................................57

Salary sheet Formulae:................................................................................................57

Shortcut Keys for Excel:..................................................................................................59

Page. 3
 Microsoft Excel
This is one of the most popular spreadsheet applications that helps you manage,
creates visually persuasive charts, and thought provoking graphs.

Excel is supported by both MAC and PC users. It can also be used to balance the check
book, create an expense report, build formulas and edit them.

Getting Started:
To begin Microsoft Excel, you have to do one of the following;

 Click once on the shortcut of the Excel in Taskbar.

 Double click on the shortcut of the Excel on desktop.

 Go to start and search for Microsoft Excel.

Excel Environment:

Address bar

Page. 4
Ribbon:

The Ribbon is designed to help you quickly find the commands that you need to
complete a task. Commands are organized in logical groups, which are collected
together under Tabs. Each Tab relates to a type of activity, such as formatting or laying
out a page. To reduce clutter, some Tabs are shown only when needed. For example,
the Picture Tools tab is shown only when a picture is selected.

File Menu

Here you will find the basic commands such as open, save, print, etc.

Quick Access Toolbar:

The place to keep the items that you not only need to access quickly, but want to be
immediately available regardless of which of the Ribbon's tabs you're working on. If you
put so many items on the Quick Access Toolbar that it becomes too big to fit on the title
bar, you can move it onto its own line.

Formula Bar:

A place where you can enter or view formulas or text.

Expand Formula Bar Button:

This button allows you to expand the formula bar. This is helpful when you have either a
long formula or large piece of text in a cell.

Worksheet Navigation Tabs:

Page. 5
By default, every workbook starts with 1 sheet.

Insert Worksheet Button:

Click the Insert New Worksheet button to insert a new worksheet in your workbook.

Normal View:

This is the “normal view” for working on a spreadsheet in Excel.

Page Layout View:

View the document as it will appear on the printed page.

Page Break Preview:

View a preview of where pages will break when the document is printed.

Zoom Level:

Allows you to quickly zoom in or zoom out of the worksheet.

Horizontal/Vertical Scroll:

Allows you to scroll vertically/horizontally in the worksheet.

Entering Text
Any items that are not to be used in calculations are considered, in Excel’s terminology,
labels. This includes numerical information, such as phone numbers and zip codes.
Labels usually include the title, column and row headings.

To Enter Text/Labels:

1) Click in a cell

2) Type text

Page. 6
3) Press Enter

NOTE: By default, pressing the Enter key will move you to the cell below the active cell.

The label actually “lives” in the cell you typed it into, if you type long text it might appear
to be in multiple columns. It is important to understand this concept when trying to
apply formatting to a cell. Using the formula bar will confirm where the label actually
“lives.”

 This tool allows preprogrammed lists, as well as custom lists, to be easily added
to a spreadsheet. Some examples of the automatic auto fill lists are months,
days, etc.

Entering Values:
Numerical pieces of information that will be used for calculations are called values. They
are entered the same way as labels. It is important NOT to type values with characters
such as “,” or “$”.

To Enter Values:

1) Navigate to a cell

2) Type a value

3) Press Enter.

Saving a Worksheet:

When working in Excel it is necessary to save your files. It is also very important that
while working, your file is saved frequently. When naming a file, you are restricted to
255 characters. Avoid most punctuation; spaces are acceptable.

To Save the File:

1) Click on the File tab

Page. 7
2) Click Save

3) Type a file name

4) Click Save.

Editing Cells:
Excel provides a major enhancement over earlier spreadsheet products in its ability to
edit cells easily. There are various methods for cell editing, including double-clicking in
the cell, using the F2 key, and typing in the formula bar.

To Edit a Cell in the Worksheet:

1) Position yourself in the cell you would like to edit

2) Press the F2 key on the keyboard or double-click in the cell

3) Use the backspace or delete keys to edit the cell 4) Press Enter when you have
finished editing the cell.

~OR~

5) Click in the cell you would like to edit

6) Click in the formula bar and make any necessary changes

7) Press Enter when you have finished editing the cell

Undo:

Excel and other Windows applications have a convenient method of correcting mistakes
known as Undo. In many applications, including Excel, you can undo an almost limitless
number of commands. The Undo button has a small down-pointing arrow next to it.
When pressed, it will display a list of actions that can be undone.

Redo works in the same way, allowing you to repeat actions.

Page. 8
Excel will undo actions in reverse chronological order, meaning that the most recent
command is reversed first, then the one prior to that, and so on. You cannot reverse an
earlier action using Undo without first undoing the actions that were performed after it.

NOTE: The list of commands to undo is reset after the file is saved. You cannot use
Undo to fix an error after the file is saved.

 To Undo a Command:

 Click Undo

Clearing Cells As we begin to look at formatting, it is important to understand what

makes up the contents of a cell. There are three distinct items that can be in a cell:

• Contents • Formats • Comments

These allow items to be formatted properly, even if the values change. However, when
trying to delete or clear a cell, it can be a bit tricky. Excel stores formats and contents
separately, simply deleting the contents does not delete the format.

Printing a Worksheet:

To Print, Preview and Modify Page Setup

1) Click on the File tab.

2) Click on Print.

The spreadsheet shows as it will be printed. You can proceed to print the document
from here, or you can change things to make the printed output look different.

Page Setup
You can change options under Settings or you can click on Page Setup.

Clicking on Page Setup will open a dialog box with four tabs:

Page. 9
• Page

• Margins

• Header/Footer

• Sheet

Page:

1) Change the Orientation.

2) Adjust the Scaling.

3) Change the Paper Size.

Margins:

1) Change the margins.

2) Center on the page either horizontally, vertically or select both.

Header/Footer:

Page. 10
1) To select from one of the already created headers/footers, click on the drop-down
arrow for Header and also for Footer and choose from the list.

2) To create a custom header and/or footer, click on Custom Header and Custom
Footer. This area is made of three sections – left, center and right.

Any information added in these sections will appear in that area (left, center or right) in
the header or footer. You will also see a row of buttons in this dialog box. Following are
their functions.

Format text

Page number

Total number of pages

Date

Time

File path

File name

Sheet name

Picture

Format picture

3) Click in a section to position your cursor.

4) Enter text/fields.

5) Click OK when finished

Page. 11
Sheet Tab:

1) Repeat Rows and Columns under Print Titles.

2) Check off what to print under Print.

3) Change the Page Order.

To Format the Title Labels:

1) Highlight the cell(s)

2) Select a font from the Font group.

3) Select a point size from the Font group.

Using the Dialog Box:

1) Highlight the cells

2) Click on the arrow in the corner of one of the formatting groups (Font, Alignment, and
Number) to open the Format Cells dialog box and click on one of the tabs (number,
Alignment, font, border, fill, protection).

Page. 12
To Change a Cell’s Alignment:

1) Highlight the cell(s).

2) Click the orientation button on the Alignment group.

3) Select an alignment.

Centering Text across Columns:

When it comes to titles, it may be preferable to have the information centered across the
document, rather than in only one cell. Excel uses the feature Merge Cells to
accomplish this.

To Center the Title across Columns:

1) Highlight cell(s)

2) Click the Merge and Center button on the Alignment group.

NOTE: Each cell must be done individually. Excel will delete the contents of all
but the top most cell if multiple cells are selected.

This option basically takes all the cells in the highlighted range and merges them into
one large cell. For example, the range A1:F1 became cell A1 after the Merge Cells
button was selected. There is no cell B1, C1, etc. any longer.

Page. 13
Apply the Currency Format

1) Highlight the cells.

2) Click on the Currency Style button on the Home tab in the Number group.

3) If necessary, click on the Increase or Decrease Decimal button on the Number group.

To Apply the Comma Format:

1) Highlight cells.

2) Click on the Comma Style button on the Number group.

3) If necessary, click on the Increase or Decrease Decimal button on the Number group.

Conditional Formatting:
Conditional Formatting spots and highlight the important values from the table. It
contains bars, icons and colors to prominent the value been selected.

How it works?

 Select the table or range from the sheet you want to put icons, bars etc.
 Click on the Conditional Formatting from the Home Tab in Styles group.
 Select the required option from the list.

Page. 14
Let’s suppose a student have a list of numbers and she/ he had to give the style to the
value that stands above 50.

Select the table, click on the conditional Formatting and select Greater than.

Cell Styles:
Cell Styles is command use to format your cell.

 Select the cell and click on the Cell Styles, under the Home Tab in Styles group.
 Hover your mouse over the style for your cell.
 Click on the style.

Page. 15
Inserting column or Row:
For inserting row or column. Do any of the following;

 If you want to insert a column, right click on the letter and select Insert

(New column will be inserted at the left of the selected column and the data will
automatically move to the next column).

 If you want to add a row, right click on the number and select Insert.

(New row will be inserted above the selected row and the data on that row will
automatically move down).

Another way to insert a cell, row, column and even a sheet.

 Click on the Insert command, under the Home tab in the Cells group.
 Select the option.

Page. 16
  Whenever you select insert cell, a dialog box will appear.
 Shift cells right/down means where want to move your selected cell’s data.
 If you select Shift cells down, your selected cell’s data will move down.
 If you select Shift cells right, your selected cell’s data will move to right. And new
cell is inserted to the left.

Sheet Tab (hide, rename, color and delete):

You can add, rename, change the color and hide/ unhide the rows, columns or sheet.

Click on the Format, under Home Tab in Cells group.

You can choose the option you need.

Another ways to do such things;

Page. 17
For deleting the sheet;

 Right click on the Sheet Tab.

 Select delete.

For Renaming the Sheet:

 Right click on the Sheet Tab.

 Select rename.
 Write the name for your sheet.

For changing Tab Color:

 Right click on the Sheet tab.

 Select Tab Color.

For Protecting Sheet:

 Right click on the sheet tab.

 Select Protect Sheet.
 Write the password.
 Click OK.

Page. 18
For unprotecting the Sheet:

 Again same procedure and click on Unprotect Sheet.

 Type the password.
 Click OK.

For Hiding your Sheet:

 Right click on the Sheet Tab.

 Select hide.

For un-hiding the sheet;

 Right click on the Sheet Tab.

 Select Unhide.

If you’ve hided more than one sheet, a dialog will appear to ask you which sheet do you
want to open.

 Click on the sheet.

 Click OK.

Page. 19
Format Painter:

Frequently, you will need to take a format that is applied to one cell and apply it to other
cells.

A quick way to do this is by using the Format Painter.

To Apply a Format to Cells:

1) Highlight cell(s).

2) Format the cell(s) to the desired format.

3) Select the formatted cell(s).

4) Click the Format Painter from the Clipboard group of the Home tab.

5) Highlight the cells you wish to format.

Page. 20
Tips and Tricks:

If you would like the Format Painter to remain active, double-click the Format Painter. It
will remain active until you press the Esc key.

Creating Formulas:
Formulas perform calculations or other actions on the data in your worksheet. A formula
starts with an equal sign (=). It is possible to create formulas in Excel using the actual
values, such as “4000*.4” but it is more beneficial to refer to the cell address in the
formula, for example “D1*.4”.

One of the benefits of using a spreadsheet program is the ability to create a formula in
one cell and copy it to other cells. Most spreadsheet formulas use a concept called
relative referencing.

This is the explanation of relative referencing from Excel’s help file: “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 the formula across
rows or down columns, the reference automatically adjusts. By default, new formulas
use relative references. For example, if you copy a relative reference in cell B2 to cell
B3, it automatically adjusts.”

It is also important to know the operators Excel uses for formulas:

To Create a Formula:
1) Click in a cell

2) Press the = key

Page. 21
3) Type the formula

4) Press Enter

Copying Formulas:

Like many things in Excel, there is more than one way to copy formulas. Feel free to
choose what works best for you.

To Copy Formulas Using Auto fill:

1) Click in the cell that contains the formula

2) Position the mouse on the Auto fill handle (a thin black cross will appear)

3) Click and drag to copy the formula

To Copy Formulas Using Copy and Paste:

1) Click in the cell that contains a formula

2) Select Copy on the Home Ribbon in the Editing group.

3) Highlight the cell where you would like to paste the formula.

4) Select Paste on the Home Ribbon in the Editing group.

Auto-sum Function:
The most common formula in Excel is SUM, or the addition of multiple values. In this
example, we could create a formula that reads =C6+D6+E6+F6+G6+H6. That’s a lot of
typing! Instead, we can use the SUM function and specify a range of cells.

Functions are more complex formulas that are invoked by typing their name. In this
example, we will use the SUM function. Excel has over 200 functions that can be used.

Page. 22
Because SUM is the most common function, it is the only one with its own toolbar
button.

When working with functions, the cells used in the formula are referred to as the range.

Range: A range is a group of cells that are specified by naming the first cell in the group
and the last cell. For example, A1:D1 is a range that includes cells A1, B1, C1 and D1.

To Create the Total Column’s Values Using Auto-sum:

1) Click in the cell where you would like the Total to be located

2) Press the Auto-sum button on the Home Ribbon.

The Auto-sum function automatically looks for cells that have values in them. It will read
values until it finds the first blank cell. Auto-sum will always look for values in the cells
above it first, then to the left. This means that you need to be aware of what cells will be
in the formula. Auto-sum will select the range of cells to use in the formula by
highlighting the range.

3) Press Enter.

Excel Functions:
As we have previously seen, the power of Excel lies in its ability to perform calculations.
The real strength of this is shown in Functions. Functions are more complex formulas

Page. 23
that are executed by using the name of a function and stating whatever parameters the
function requires.

To Enter the SUM Function:

1) Click in a cell.

2) Click on the AutoSum button in the Editing group.

3) Highlight the range of cells that are to be added (The colon means “through”).

4) Press ENTER.

To Insert the Average Function into the Worksheet:

1) Click in a cell.

2) Click on the drop-down arrow next to the AutoSum button.

3) Click on Average.

4) Highlight the range of cells be calculated.

5) Press ENTER.

To Insert the MAX Function into the Worksheet:

1) Click in a cell.

2) Click on the drop-down arrow next to the AutoSum button.

3) Click on Max.

4) Highlight the range of cells be calculated.

Page. 24
5) Press ENTER.

To Insert the MIN Function into the Worksheet:

1) Click in a cell.

2) Click on the drop-down arrow next to the AutoSum button.

3) Click on Min.

4) Highlight the range of cells be calculated.

5) Press ENTER

To Insert the COUNT NUMBERS Function into the Worksheet:

1) Click in a cell.

2) Click on the drop-down arrow next to the AutoSum button.

3) Click on Count Numbers.

4) Highlight the range of cells be calculated.

5) Press ENTER.

Flash Fill (Ctrl+E):

It is use when are going to insert same value or data in the rest of the cells.

 Once you’ve write your data in a cell.

Page. 25
  Click on it, and drag it to the required range (when the cursor points like white
plus sign).
 Click on the Fill command in Editing group under home tab.
 And select the position for filling the value in the rest of the cells.
 In the figure, the student has to choose the position Down why because the cell
has been dragged downward.

Another way of flash fill is that;

 Fill at least two 2, 3 cells having the same data. (both should be in either column
or row)
 Select the cells and drag it down to the desired range (when the cursor looks like
a white plus sign).
 Click on the Flash, under the Data Tab in Data Tools group.
 The data will automatically fill with the same value in the rest of the cells that has
been dragged
down.

Page. 26
OR

 Select the cell and put your cursor on the cell at the bottom right corner (when
the cursor looks like black plus sign).
 Drag it to your desired range.
 The data will be filled automatically in the cells that has been dragged.

To Clear a Cell Format:

1) Click in the cell that contains formatting

2) Click the drop-down arrow next to the Clear button on the Home tab in the Editing
group.

Page. 27
3) Click Clear Formats.

Formatting Values:

Applying formats to any cell(s) can be done either using the Font, Alignment and
Number groups or using the dialog box which will include all the formatting options.

Select the Sort & Filter Command to sort the data.

Sorting means the data may be in ascending and descending order.

Find and Replace:

You can replace or can find the word in the Editing group under Home Tab.

Or press Ctrl+H to replace text.

And Ctrl+F to find the text.

Page. 28
Replace shortcut key opens a dialog box, having both functions of finding and replacing.

You can also use Conditional formatting, Data Validation, selection pane, comments etc
in the drop down of Find & Select

“Insert Tab”

How to use Pivot Table:

When you have a table containing a lot of data, and you’ve to choose specific
information from that table, so for that purpose Pivot table is used.

In other words, Pivot table is used to summarize and arrange complex data.

For creating pivot table;

 Select the entire table.

 Click on the Insert Tab and select Pivot Table.
 Select the range and click on New Worksheet (if you want Pivot table on new
Sheet).
 Click OK.

Page. 29
  A new sheet will appear, having features of Pivot table.

In this new sheet, a column on the right of the sheet named as Pivot Table Fields. Here,
is the data you’ve selected to make Pivot table of.

Now check the specific data you want to be displayed on the sheet.

In the figure above, the student have selected name and Ob/ marks, so Pivot Table only
gives you the required information from the selected Table.

For Table:
Select the cells, click on the Table, under Insert Tab in Tables group.

Page. 30
Check mark the “my table has headers”

Click OK.

Once you’ve clicked Table, a table along with header “column” appears.

Write data in every cell.

Click on the small down arrow, to display only specific data you want.

Click on the Select All box, to unselect all.

Now click on the data, you want in your list.

Click OK.

Page. 31
Change the style of table by;

Click on the Design Tab.

Select the style in Table Styles.

Insert an Image:
 Click on Pictures in Illustration group under Insert Tab.
 Select the picture from PC.
 Click Insert.
 For editing picture, go to Format Tab.

Online Picture:
Discussed earlier.

Shapes:
Discussed earlier in MS-Word.

SmartArt:
Discussed earlier.

Screenshot:
Discussed earlier.

Creating a Basic Chart:

1) Highlight the data to be charted.

2) Click on the Insert tab.

Page. 32
3) Click on a Chart Type in the Charts group.

4) Click on a Chart Style.

To Move your Chart:

Click and drag the chart to a new location on the worksheet.

When the chart is selected you will notice a new tab “Chart Tools” on the Ribbon.

If you do not see the Chart Tools, click on the chart to select it.

Under Chart Tools you will find 2 tabs:

• Design • Format

Chart Design:
There are various different features that you can change to make your chart more
beautiful and attractive.

Page. 33
To make changes to your chart, you’ve to click on the chart.
You’ll see new Design Tab in the Menu Bar.
Click on any of the format/ design.

Spark-lines:
Line: This function is use to show your data in the form of graph.

First you’ve to merge the cells to use all of the spark -lines options.

 Select the cells to be merged.

 Click on the Merge & Center.

 Now select the values (must be in the same row or column).

 Click on the Line under Insert Tab in Spark-lines group.

Page. 34
  It will ask you for the area you want to draw your Line in.
 Click on merged area.
 Click OK.

You can even format your lines.

Click on the Line, you’ll see a new Tab named

as Design.

In Show group, you can point out the High point, Low point, and Last point etc.

Column: column is used to arrange a data in a single row in the form of columns.

The data which is positive is shown upward, negative data is shown downward.

Page. 35
Design Tab allows you to change styles and of the column in Styles group.

Win/Loss: it is same as Column, but it has different colors to show the negative or the
loss data.

Same procedure as for Column.

Don’t mixed the range of data (Data range) and the range you want to make column or
line in (Location range) (always in merged cells).

Slicer:
Slicer makes it faster and easier to filter tables, Pivot tables and Pivot Charts etc.

Timeline:
To select time period in order to filter tables, Pivot Charts and Pivot Tables.

Hyperlink:
In computing, a hyperlink, or simply a link, is a reference to data that the reader can
directly follow either by clicking or tapping. A hyperlink points to a whole document or to
a specific element within a document.

How to create Hyperlink?

Page. 36
The fastest way to create a basic hyperlink in an Office document is to press ENTER or
the SPACEBAR after you type the address of an existing webpage, such
as http://www.contoso.com Office automatically converts the address into a link.

In addition to webpages, you can create links to existing or new files on your computer,
to email addresses, and to specific locations in a document. You can also edit the
address, display text, and font style or color of a hyperlink.

 Click on the Hyperlink in Links group under Insert Tab.

 A dialog box will appear, select the file you want to give hyperlink of.
 Click OK.

When you hover

your mouse over the Hyperlink, it will show you how to open it.

You need to hold Ctrl and then press left button of mouse.

Text, Equation and symbols are discussed earlier.

Themes, Page Setup has discussed earlier.

Background:
If you want to beautify your background of the worksheet.

 Click on the Page Layout Tab.

 Select Background from Page Setup group.

Page. 37
  Click on Work offline.
 Select the picture you want to add in your background.
 Click Insert.

If you aren’t satisfy with your background,

Click on Delete Background. (Page Layout> Page Setup> Delete background)

“Data”

Text to Column:
Text to column means if you write something in a cell more than one word, this
command splits the text in other cells.

Page. 38
For an instance;

 Click on the cell.

 Write anything in the cell.
 Click on the cell and click on the Text to Column under Data in Data tools.
 Click Next trice.
 Finish.

Remove Duplicates:
This command is applied to cells in which the data has been repeated mistakenly.

It deletes the duplicated rows in a sheet.

 Select the column, in which data is repeated.

 Click on the Remove Duplicates under Data Tab in Data Tools group.
 Click OK.

Page. 39
A message is displayed that how man duplicates has been removed from the column.

Data Validation:

Data validation is a feature in Excel used to control what a user can enter into a cell. For
example, you could use data validation to make sure a value is a number between 1
and 6, make sure a date occurs in the next 30 days, or make sure a text entry is less
than 25 characters.

Data validation can simply display a message to a user telling them what is allowed on
the selected cells.

Data consolidate:

To summarize and report results from separate worksheets, you can consolidate data
from each sheet into a master worksheet. The sheets can be in the same workbook as
the master worksheet, or in other workbooks. When you consolidate data, you
assemble data so that you can more easily update and aggregate as necessary.

Page. 40
For example, if you have an expense worksheet for each of your regional offices, you
might use consolidation to roll these figures into a master corporate expense worksheet.
This master worksheet might also contain sales totals and averages, current inventory
levels, and highest selling products for the entire enterprise.

What-if Analysis

What-If Analysis in Excel allows you to try out different values (scenarios) for formulas.
The following example helps you master what-if analysis quickly and easily.
 Assume you own a book store and have 100 books in storage. You sell a certain
% for the highest price of $50 and a certain % for the lower price of $20.

If you sell 60% for the highest price, cell D10 calculates a total profit of 60 * $50 + 40 *
$20 = $3800.

Create Different Scenarios

But what if you sell 70% for the highest price? And what if you sell 80% for the highest
price? Or 90%, or even 100%? Each different percentage is a different scenario. You
can use the Scenario Manager to create these scenarios.
Note: You can simply type in a different percentage into cell C4 to see the
corresponding result of a scenario in cell D10. However, what-if analysis enables you to
easily compare the results of different scenarios. Read on.

Page. 41
1. On the Data tab, in the Forecast group, click What-If Analysis.

2. Click Scenario Manager.

The Scenario Manager dialog box appears.

3. Add a scenario by clicking on Add.

4. Type a name (60% highest), select cell C4 (% sold for the highest price) for the
Changing cells and click on OK.

Page. 42
5. Enter the corresponding value 0.6 and click on OK again.

6. Next, add 4 other scenarios (70%, 80%, 90% and 100%).

Finally, your Scenario Manager should be consistent with the picture below:

Page. 43
Note: to see the result of a scenario, select the scenario and click on the Show button.
Excel will change the value of cell C4 accordingly for you to see the corresponding
result on the sheet.

Scenario Summary
To easily compare the results of these scenarios, execute the following steps.

1. Click the Summary button in the Scenario Manager.

2. Next, select cell D10 (total profit) for the result cell and click on OK.

Result:

Conclusion: if you sell 70% for the highest price, you obtain a total profit of $4100, if you
sell 80% for the highest price, you obtain a total profit of $4400, etc. That's how easy
what-if analysis in Excel can be.

Page. 44
Goal Seek
What if you want to know how many books you need to sell for the highest price, to
obtain a total profit of exactly $4700? You can use Excel's Goal Seek feature to find the
answer.
1. On the Data tab, in the Forecast group, click What-If Analysis.

2. Click Goal Seek.

The Goal Seek dialog box appears.

3. Select cell D10.

4. Click in the 'To value' box and type 4700.

5. Click in the 'By changing cell' box and select cell C4.

6. Click OK.

Result. You need to sell 90% of the books for the highest price to obtain a total profit of
exactly $4700.

Page. 45
Instead of creating different scenarios, you can create a data table to quickly try out
different values for formulas. You can create a one variable data table or a two variable
data table.
Assume you own a book store and have 100 books in storage. You sell a certain % for
the highest price of $50 and a certain % for the lower price of $20. If you sell 60% for
the highest price, cell D10 below calculates a total profit of 60 * $50 + 40 * $20 = $3800.

One Variable Data Table

To create a one variable data table, execute the following steps.

1. Select cell B12 and type =D10 (refer to the total profit cell).

2. Type the different percentages in column A.

3. Select the range A12:B17.

We are going to calculate the total profit if you sell 60% for the highest price, 70% for
the highest price, etc.

Page. 46
4. On the Data tab, in the Forecast group, click What-If Analysis.

5. Click Data Table.

6. Click in the 'Column input cell' box (the percentages are in a column) and select cell
C4.

We select cell C4 because the percentages refer to cell C4 (% sold for the highest
price). Together with the formula in cell B12, Excel now knows that it should replace cell

Page. 47
C4 with 60% to calculate the total profit, replace cell C4 with 70% to calculate the total
profit, etc.

Note: this is a one variable data table so we leave the Row input cell blank.

7. Click OK.

Result.

Conclusion: if you sell 60% for the highest price, you obtain a total profit of $3800, if
you sell 70% for the highest price, you obtain a total profit of $4100, etc.

Note: the formula bar indicates that the cells contain an array formula. Therefore, you
cannot delete a single result. To delete the results, select the range B13:B17 and press
Delete.

Page. 48
Two Variable Data Table
To create a two variable data table, execute the following steps.

1. Select cell A12 and type =D10 (refer to the total profit cell).

2. Type the different unit profits (highest price) in row 12.

3. Type the different percentages in column A.

4. Select the range A12:D17.

We are going to calculate the total profit for the different combinations of 'unit profit
(highest price)' and '% sold for the highest price'.

5. On the Data tab, in the Forecast group, click What-If Analysis.

6. Click Data Table.

Page. 49
7. Click in the 'Row input cell' box (the unit profits are in a row) and select cell D7.

8. Click in the 'Column input cell' box (the percentages are in a column) and select cell
C4.

We select cell D7 because the unit profits refer to cell D7. We select cell C4 because
the percentages refer to cell C4. Together with the formula in cell A12, Excel now knows
that it should replace cell D7 with $50 and cell C4 with 60% to calculate the total profit,
replace cell D7 with $50 and cell C4 with 70% to calculate the total profit, etc.

9. Click OK.

Result.

Page. 50
Conclusion: if you sell 60% for the highest price, at a unit profit of $50, you obtain a
total profit of $3800, if you sell 80% for the highest price, at a unit profit of $60, you
obtain a total profit of $5200, etc.

Note: the formula bar indicates that the cells contain an array formula. Therefore, you
cannot delete a single result. To delete the results, select the range B13:D17 and press
Delete.

Group:
It helps you to make group of selected data.

 Select the data you want to make group of.

 Click on the Group under Data Tab in Outline group.
 Click on the row, if you want group shown in row.
 Click on the column if you want group shown in column.
 Click OK.

Click on + to show the group, click on - to hide the group.

Page. 51
Review and View has been discussed earlier.

Basic Formulas

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.

Page. 52
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).

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.

Page. 53
COUNT A:

Like the COUNT function, COUNTA counts all cells in a given range. However, it counts
all cells regardless of type. That is, unlike COUNT that relies on only numeric, it also
counts dates, times, strings, logical values, errors, empty string, or text.

=COUNTA(value1, [value2], …) 

Example:

COUNTA(A:A) – Counts all cells in column A regardless of type. However, like COUNT,
you can’t use the same formula to count rows

Page. 54
COUNTBLANK:

This function is used to count the blank cells among the selected range.

For example:

=COUNTBLANK(A1:A4)

Equals to 2, why because there are 2 blank spaces in specified range.

IF:

The IF function is often used when you want to sort your data according to a given logic.
The best part of the IF formula is that you can embed formulas and function in it.

=IF(LOGICAL_TEST, [VALUE_IF_TRUE], [VALUE_IF_FALSE])

Example:

=IF(C2<D3, ‘TRUE,’ ‘FALSE’) – Checks if the value at C3 is less than the value at D3.
If the logic is true, let the cell value be TRUE, else, FALSE.

Page. 55
=IF(SUM(C1:C10) > SUM(D1:D10), SUM(C1:C10), SUM(D1:D10)) – An example of a
complex IF logic. First, it sums C1 TO C10 and D1 TO D10, then it compares the sum.
If the sum of C1 to C10 is greater than SUM of D1 TO D10, then it makes the value of a
cell equal to the sum of C1 TO C10. Otherwise, it makes it the SUM of C1 TO C10.

TRIM:

The TRIM function makes sure your functions do not return errors due to unruly spaces.
It ensures that all empty spaces are eliminated. Unlike other functions that can operate
on a range of cells, TRIM only operates on a single cell. Therefore, it comes with the
downside of adding duplicated data in your spreadsheet.

=TRIM(TEXT)

Example:

TRIM(A4) – Removes empty spaces in the value in cell A4.

Page. 56
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.

Page. 57
Position:
=rank(percentage, drag the percentage) //place the dollar symbol before and after the
variable after comma.

For example:

Select the percentage, drag it down to the

required range. Put dollar symbol after and before the variable as shown if figure. Press
enter.

Pass/ fail:
=if(percentage>33,”pass”,”fail”)

Page. 58
A dialog box will appear, from that, select the color you want to give to the values that
stands above 50. Click OK.

Salary sheet Formulae:

Total days 30

Present days: =countif(select the row,select P)

Absent days: =countif(select the row,select A)

Total present Days: =select total days-absent days

Per day salary: = write down by yourselves

Basic Salary: =p/day*30

Deduction: =p/day*absent days

Month Salary: =basic salary-deduction

House rent: it is always in percentage and is related to basic salary.

= basic salary*8%

Medical Allowance: =basic salary*5%

Expense: per day cost. Write down by yourselves

Total Salary: =month salary+house rent+ medical allowance+ expense

You can also use the SUM formula for adding these cells.

Page. 59
Income Tax: =if(basic salary>100000,basic salary*15%, if(basic salary>50000,basic
salary*10%, if(basic salary>20000,basic salary*5%)))

You can give as many conditions as you want and at the end you’ve to put

Hand Salary: Total salary- Income tax.

Shortcut Keys for Excel:

Tab Move to the next cell, to the right of the currently selected cell.
Ctrl + A Select all contents of worksheet.
Ctrl + B Bold all cells in the highlighted section.
Ctrl + C Copy all cells in the highlighted section.
Ctrl + D Fill down. Fill the cells beneath with the contents of the
selected cell. To fill more than one cell, select the source cell
and press Ctrl + Shift + Down to select multiple cells. Then
press Ctrl + D to fill them with the contents of the original cell.
Ctrl + F Search current worksheet.
Ctrl + G Go to certain area.
Ctrl + H Find and replace
Ctrl + I Puts italics on all cells in the highlighted section.
Ctrl + K Inserts a hyperlink.
Ctrl + N Creates new worksheet.
Ctrl + O Opens a worksheet.

Page. 60
Ctrl + P Prints the current worksheet.
Ctrl + R Fill right. Fill the cells with the contents of the selected cell. To
fill more than one cell, select the source cell and press Ctrl +
Shift + Right to select multiple cells. Then press Ctrl + R to fill
them with the contents of the original cell.
Ctrl + S Saves the open worksheet.
Ctrl + U Underlines all cells in the highlighted sections.
Ctrl + V Pastes everything copied onto the clipboard.
Ctrl + W Closes the current worksheet.
Ctrl + X Cuts all cells in the highlighted sections.
Ctrl + Y Repeats the last entry.
Ctrl + Z Undo the last action.
Ctrl + 1 Changes the format of the selected cells.
Ctrl + 2 Bolds all cells in the highlighted sections.
Ctrl + 3 Puts italics all cells in highlighted sections.
Ctrl + 4 Underlines all cells in highlighted section.
Ctrl + 5 Puts a strikethrough all cells in the highlighted sections.
Ctrl + 6 Shows or hides objects.
Ctrl + 7 Shows or hides toolbar.
Ctrl + 8 Toggles the outline symbol.
Ctrl + 9 Hides rows.
Ctrl + 0 Hides columns.
Ctrl + Shift + : Enters the current time.
Ctrl + ; Enters the current data.
Ctrl+ ‘ Copies the formula from above cell.
Ctrl + Shift+ “ Copies value from cell above.
Ctrl + - Delete the selected column or row.
Ctrl + Shift + = Inserts new row or column
Ctrl + Shift + ~ Switches between showing Excel formulas or their values in
cells.
Ctrl + Shift +@ Applies Time formatting

Page. 61
Ctrl + Shift + ! Applies comma formatting.
Ctrl + Shift + # Applies date formatting.
Ctrl + Shift + % Applies percentage formatting.
Ctrl + Shift + ^ Applies exponential formatting.
Ctrl + Shift + & Places border around selected cells.
Ctrl + Shift + _ Removes a border
Ctrl + Shift + ( Unhide rows
Ctrl + Shift + ) Unhide columns
Ctrl + Shift + { Selects all cells directly or indirectly referred the active cell.
Ctrl + Shift + } Select cells which contain formulas that directly or indirectly
reference the active cell.
Ctrl + / Selects the array containing the active cell.
Ctrl +\ Select cells that have static value or don’t match the formulas
in the active cell.
Ctrl + [ Selects all cells referenced by formulas in highlighted section.
Ctrl + ] Select cells that contain formulas that reference the active
cell.
Ctrl + + Insert.
Ctrl + End Move to last cell of the worksheet.
Ctrl + Spacebar Selects the entire column.
Ctrl + Tab Move between two or more open Excel files.
Ctrl + Shift + Tab Activates the previous workbook.
Ctrl + Home Move to cell A1.

Page. 62
Page. 63