Introduction to MS Excel

Introduction to MS OFFICE SUITE

Microsoft Office is a suite of office-related programs. Each application serves a distinct purpose and
provides exceptional service to its users. As an example,

● Microsoft Word is used to create documents.

● Microsoft PowerPoint is used to create presentations.

● Microsoft Outlook is used to manage email and calendars.

● Microsoft Excel is a spreadsheet program that features calculation, graphic tools, pivot tables,
and macro programming language support for Windows and Mac

● Microsoft OneNote is a free-form note-taking program for Windows and Mac operating
systems.

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 BASICS OF EXCEL
● Quick Access Toolbar
● Excel Ribbon
● Address Bar
Quick Access
● Formula Bar
Toolbar

Address Excel
Formula
Bar Ribbon
Bar

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 USE CELL REFERENCES

Cell references Refer to values in

A10 the cell in column A and row 10
Cell references identify individual cells or cell ranges in
A10,A20 cell A10 and cell A20
columns and rows.
the range of cells in column A and rows 10
A10:A20
through 20
the range of cells in row 15 and columns B
Cell references tell Excel where to look for values to use
B15:E15
through E in a formula.
the range of cells in columns A through E and
A10:E20
rows 10 through 20

Excel uses a reference style called A1, which refers to columns with letters and to rows with numbers. The numbers and
letters are called row and column headings.

This lesson shows how Excel can automatically update the results of formulas that use cell references, and how cell
references work when you copy formulas.

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 Other Ways to Enter Cell References

You can type cell references directly into cells,

or you can enter cell references by clicking
cells, which avoids typing errors.

Imagine that you want to know the combined

cost for video rentals and CDs in February

The example shows you how to enter a

formula into cell C9 by clicking cells.

1. In cell C9, type the equal sign, type SUM, and type an opening parenthesis.

2. Click cell C4. The cell reference for cell C4 appears in cell C9. Type a comma after it in cell C9.

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 Other Ways to Enter Cell References

Here’s a little more information about how this

formula works.

The arguments C4 and C6 tell the SUM* function what values to calculate with. The parentheses are required to separate
the arguments from the function.

The comma, which is also required, separates the arguments

(*SUM function will be covered later in the class).

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 REFERENCE TYPES

Now that you’ve learned about using cell

references, it’s time to talk about the different
types.

The picture shows two types, relative and

absolute.

1. Relative references automatically change as they’re copied down a column or across a row.
When the formula =C4*$D$9 is copied from row to row in the picture, the relative cell references change from C4 to C5
to C6.

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 REFERENCE TYPES

Now that you’ve learned about using cell

references, it’s time to talk about the different
types.

The picture shows two types, relative and

absolute.

2. Absolute references are fixed. They don’t change if you copy a formula from one cell to another. Absolute references
have dollar signs ($) like this: $D$9.

As the picture shows, when the formula =C4*$D$9 is copied from row to row, the absolute cell reference remains as
$D$9.

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 REFERENCE TYPES

There’s one more type of cell reference.

The mixed reference has either an absolute

column and a relative row, or an absolute row
and a relative column.

For example, $A1 is an absolute reference to column A and a relative reference to row 1.

As a mixed reference is copied from one cell to another, the absolute reference stays the same but the relative reference
changes.

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 USING AN ABSOLUTE CELL REFERENCE

You use absolute cell references to refer to cells

that you don’t want to change as the formula is
copied.

References are relative by default, so you would have to type dollar signs, as shown by callout 2 in the picture, to change
the reference type to absolute.

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 USING AN ABSOLUTE CELL REFERENCE

Say you receive some entertainment coupons

offering a 7 percent discount for video rentals,
movies, and CDs. How much could you save in a
month by using the discounts?

You could use a formula to multiply those February expenses by 7 percent.

So start by typing the discount rate .07 in the empty cell D9, and then type the formula in cell D4.

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 USING AN ABSOLUTE CELL REFERENCE

Say you receive some entertainment coupons

offering a 7 percent discount for video rentals,
movies, and CDs. How much could you save in a
month by using the discounts?

1. Then in cell D4, type =C4*. Remember that this relative cell reference will change from row to row.

2. Enter a dollar sign ($) and D to make an absolute reference to column D, and $9 to make an absolute reference to row 9.
Your formula will multiply the value in cell C4 by the value in cell D9.

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 USING AN ABSOLUTE CELL REFERENCE

Say you receive some entertainment coupons

offering a 7 percent discount for video rentals,
movies, and CDs. How much could you save in a
month by using the discounts?

3. Cell D9 contains the value for the 7 percent discount.

You can copy the formula from cell D4 to D5 by using the fill handle. As the formula is copied, the relative cell reference
changes from C4 to C5, while the absolute reference to the discount in D9 does not change; it remains as $D$9 in each
row it is copied to.

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 Basic Shortcuts in Excel.

Class Practice 1

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 Basic Shortcuts in Excel.

Class Practice 1

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 Basic Formulas in Excel.
Formulas & Functions –

A formula is a mathematical expression that operates on values in a set of cells. Even if the result is an error, these formulas
return a result. Excel formulas allow you to perform addition, subtraction, multiplication, and division calculations. In addition to
these, you can use Excel to find averages and percentages for a range of cells, manipulate date and time values, and much
more.

Functions are used to perform complex calculations that are difficult to achieve manually. Excel functions have names that
reflect their intended use.

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 BASIC FUNCTIONS
1. SUM
Syntax -> =SUM(Number1, Number2..)
The SUM() function, as the name suggests, gives the total of the
selected range of cell values. It performs the mathematical
operation which is addition. Here’s an example of it below:
● Sum with Range (Start Cell : End Cell)

● Sum with Shortcut – Alt + =

● Sum of a Range with Texts in some cells

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 BASIC FUNCTIONS
1. SUM

● Running Total – Sum(A$1:A1)

● Sum Specific Items – SUMIF

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 BASIC FUNCTIONS
2. Average
Syntax-> =AVERAGE(Number1,number2,number3…)
The AVERAGE() function focuses on calculating the average of the
selected range of cell values. As seen from the below example, to
find the avg of the total sales, you have to simply type in
“AVERAGE(C2, C3, C4)”.

Multiple Ways to Use Average-

● Formula

● Function

● Sum & Count

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 BASIC FUNCTIONS
3. Count
Syntax -> =COUNT(Number1,Number2…)
The function COUNT() counts the total number of cells in a range
that contains a number. It does not include the cell, which is blank,
and the ones that hold data in any other format apart from
numeric.

Various Usage of Count functions are –

● Count with Numbers

● CountA

● CountBlank

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 BASIC FUNCTIONS
COUNTIF

Syntax -> =COUNTIF(range, criteria)

This function is used to count cells in a range that meet a single

condition. This function can be used to count cells that contain
dates, numbers, and text.

As seen above, in E3, we are counting the number of cells from

range B2:B7 that are equal to 20.

Same can be done for dates and text. Also, keep in mind that the
function is not case- sensitive in case of texts. Text strings in
criteria must be enclosed in double quotes(“”).

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 BASIC FUNCTIONS
COUNTIFS

Syntax -> =COUNTIFS (range1, criteria1, [range2], [criteria2], ...)

This function is used to count cells that meet one or more criteria.
It can be used with criteria based on dates, numbers, text, and
other conditions.

As seen above, we are counting items that are in stock (value in

column b>0) but have not been sold yet (value in column C =0)
and the count is 2 (“Toy 2 and Toy 4”)

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 BASIC FUNCTIONS
4. Subtotal
Syntax-> =SUBTOTAL(Function num, ref1, ref2..)
Moving ahead, let’s now understand how the subtotal function
works. The SUBTOTAL() function returns the subtotal in a
database. Depending on what you want, you can select either
average, count, sum, min, max, min, and others.
SUBTOTAL Function Numbers-
1 - Average
2 - Count
3 - COUNTA
4 - MAX
5 - MIN
7 - STDEV
9 - SUM
10 - VAR

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 BASIC FUNCTIONS
5. MODULUS
Syntax -> =MOD(Number,Divisor)
The MOD() function returns the remainder when a particular
number is divided by a divisor. Let’s now look at the examples
below for a better understanding.
In the first example, we have divided ten by 3. The remainder is
calculated using “=MOD(A2, A3)”. The result is stored in B2. We
can also directly type “=MOD(10,3)” to give the same answer.
Similarly, if we have divided 12 by 4, the remainder is 0.

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 BASIC FUNCTIONS
6. SUMPRODUCT
Syntax -> =SUMPRODUCT(array1, [array2], [array3]...)
This function multiplies the numbers in the specified arrays, and
returns the sum of those products.
As seen above, suppose you have quantity in cells B2:B4, prices
in cells C2:C4, and you wish to find out the total. If you were doing
a school math test, you would multiply the quantity by price for
each item, and then add up the subtotals. In Excel, you can get the
result with a single SUMPRODUCT.
In actual, SUMPRODUCT performs the following mathematical
operations (B2*C2 + B3*C3 + B4*C4)
Please keep in mind that SUMPRODUCT treats non-numeric items
in arrays as zeros and array arguments must be the same size,
otherwise SUMPRODUCT will generate a #VALUE! error value.

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 BASIC FUNCTIONS
7. POWER
Syntax-> =POWER(Number, Power)
The "Power()" function returns the result of a number raised to a
specific power. Take a look at the following examples:
As shown above, we must type "= POWER (A2, A3)" to find the
power of 10 stored in A2 raised to 3. This is how Excel's power
function works.

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 BASIC FUNCTIONS
8. .Ceiling
Syntax-> =CEILING(Number, Significance)
The CEILING() function rounds a number up to its nearest multiple
of significance.

9. Floor
Syntax-> =FLOOR(Number, Significance)
Contrary to the Ceiling function, the floor function rounds a
number down to the nearest multiple of significance.

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 BASIC FUNCTIONS
10. Concatenate
Syntax-> =CONCATENATE(Text1, Text2)
This function merges or joins several text strings into one text
string. Given below are the different ways to perform this function.
In this example, we have operated with the syntax
=CONCATENATE(A2&B2)

10. Len
Syntax-> =LEN(Text)
The function LEN() returns the total number of characters in a
string. So, it will count the overall characters, including spaces and
special characters. Given below is an example of the Len function.

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 BASIC FUNCTIONS
11. REPLACE
Syntax-> REPLACE(old_text, start_num, num_chars, new_text)
As the name suggests, the REPLACE() function works on replacing the part of a text string with a different text string.
The syntax is “=REPLACE(old_text, start_num, num_chars, new_text)”. Here, start_num refers to the index position you want to
start replacing the characters with. Next, num_chars indicate the number of characters you want to replace.
Let’s have a look at the ways we can use this function.
Here, we are replacing by typing “=REPLACE(A2,7,1," Ramesh ")”

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 BASIC FUNCTIONS
12. SUBSTITUTE
Syntax-> =SUBSTITUTE(text, old_text, new_text, [instance_num])
The SUBSTITUTE() function replaces the existing text with a new text in a text string.
The syntax is “=SUBSTITUTE(text, old_text, new_text, [instance_num])”.
Here, [instance_num] refers to the index position of the present texts more than once.
Given below are a few examples of this function:
Here, we are substituting “Ganguly” with “Sachin” by typing =SUBSTITUTE(A2,A3,B2)”.

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 BASIC FUNCTIONS
13. LEFT, RIGHT, MID
Syntax
= LEFT(text, [num_chars])
=RIGHT(text,[num_chars])
=MID(text, start_num, num_chars)
The LEFT() function returns the number of characters left from the
beginning of a text string. Meanwhile, the MID() function, given a
starting position and length, returns the characters from the middle of a
text string. Finally, the right() function returns the number of characters
between the beginning and end of a text string.
Let’s understand these functions with a few examples.

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 BASIC FUNCTIONS
14. UPPER, LOWER, PROPER
Syntax
=UPPER(text)
=LOWER(text)
=PROPER(text)
Using the UPPER () function, any text string can be converted to
uppercase using the UPPER() function. The LOWER() function, on the
other hand, converts any text string to lowercase. The PROPER()
function converts any text string to proper case, which means that the
first letter in each word is in uppercase and the rest are in lowercase.
Let’s understand this better with the following examples:
Here, we have converted the text in B2 to a full uppercase one in C2.

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 BASIC FUNCTIONS
15. NOW()
The NOW() function in Excel gives the current system date and time.

16. TODAY()
The TODAY() function in Excel provides the current system date.

17. DAY()
The function DAY() is used to return the day of the month. It will be a number between 1 to 31. 1 is the
first day of the month, 31 is the last day of the month.
The MONTH() function returns the month, a number from 1 to 12, where 1 is January and 12 is
December.
Fig: Month function in Excel
The YEAR() function, as the name suggests, returns the year from a date value.

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 BASIC FUNCTIONS
17. TIME()
The TIME() function converts numbers representing hours, minutes, and seconds to an Excel serial
number formatted with a time format.

18. HOUR, MINUTE, SECOND

The HOUR() function returns the hour as a number ranging from 0 to 23 from a time value. In this
context, 0 denotes 12 a.m. and 23 denotes 11 p.m.
MINUTE() returns the minute from a time value as a number ranging from 0 to 59.
The SECOND() function returns the second as a number ranging from 0 to 59 from a time value.

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 FORMATTING BASICS IN EXCEL
CONDITIONAL FORMATTING
Use conditional formatting to explore and analyse data visually, detect critical issues, and identify patterns and trends.
Conditional formatting allows you to easily highlight interesting cells or ranges of cells, highlight unusual values, and visualise data
by using data bars, colour scales, and icon sets that correspond to specific variations in the data.
The appearance of cells in a conditional format is determined by the conditions you specify. If the conditions are met, the cell
range is formatted; otherwise, the cell range is not formatted. There are many pre-existing conditions, and you can also add your
own (including by using a formula that evaluates to True or False).

(Class Assignment)

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 FORMATTING BASICS IN EXCEL
Conditional formatting of monthly high-temperature data for different locations, with colors that intuitively correspond to the
values (hotter values are more orange/red, while cooler values are more yellow/green).

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 THANK YOU

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 In the next class we will study:

Logical and Reference Functions

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