What is Excel?

Excel is pronounced "Eks - sel"

It is a spreadsheet program developed by Microsoft. Excel organizes data in columns and

rows and allows you to do mathematical functions. It runs on Windows, macOS, Android
and iOS.

The first version was released in 1985 and has gone through several changes over the
years. However, the main functionality mostly remains the same.

Excel is typically used for:

 Analysis
 Data entry
 Data management
 Accounting
 Budgeting
 Data analysis
 Visuals and graphs
 Programming
 Financial modeling
 And much, much more!

Why Use Excel?

 It is the most popular spreadsheet program in the world
 It is easy to learn and to get started.
 The skill ceiling is high, which means that you can do more advanced things as
you become better
 It can be used with both work and in everyday life, such as to create a family
budget
 It has a huge community support
 It is continuously supported by Microsoft
 Templates and frameworks can be reused by yourself and others, lowering
creation costs
Overview
Excel's structure is made of two pieces, the Ribbon and the Sheet.

Have a look at the picture below. The Ribbon is marked with a red rectangle and
the Sheet is marked with a yellow rectangle:

The Ribbon
The Ribbon provides shortcuts to Excel commands. A command is an action that allows
you to make something happen. This can for example be to: insert a table, change the font
size, or to change the color of a cell.

The Ribbon may look crowded and hard to understand at first. Don't be scared, It will
become easier to navigate and use as you learn more. Most of the time we tend to use the
same functionalities over again.

The Ribbon is made up by the App launcher, Tabs, Groups and Commands. In this
section we will explain the different parts of the Ribbon.
App launcher
The App launcher icon has nine dots and is called the Office 365 navigation bar. It allows
you to access the different parts of the Office 365 suite, such as Word, PowerPoint and
Outlook. App launcher can be used to switch seamlessly between the Office 365
applications.

Tabs
The tab is a menu with sub divisions sorted into groups. The tabs allow users to quickly
navigate between options of menus which display different groups of functionality.

Groups
The groups are sets of related commands. The groups are separated by the thin vertical
line break.

Commands
The commands are the buttons that you use to do actions.

The Sheet
The Sheet is a set of rows and columns. It forms the same pattern as we have in math
exercise books, the rectangle boxes formed by the pattern are called cells.

Values can be typed to cells.

Values can be both numbers and letters:

Each cell has its unique reference, which is its coordinates, this is where the columns and
rows intersect.

Have a look at the picture below. Hello world was typed in cell C4. The reference can be
found by clicking on the relevant cell and seeing the reference in the Name Box to the
left, which tells you that the cell's reference is C4.
Note: The reference of the cell is its coordinates. For example, C4 has the coordinates of
column C and row 4. You find the cell in the intersection of the two. The letter is always
the column and the number is always the row.

Multiple Sheets
You start with one Sheet by default when you create a new workbook. You can have
many sheets in a workbook. New sheets can be added and removed. Sheets can be named
to making it easier to work with data sets.

Let's create two new sheets and give them useful names.

First, click the plus icon, shown in the picture below, create two new sheets:

Tip: You can use the hotkey Shift + F11 to create new sheets. Try it!

Second, right click with your mouse on the relevant sheet and click rename.

Third, enter useful names for the different sheets

Summary
The workbook has two main components: the Ribbon and the Sheet.

The Ribbon is used to navigate and access commands.

The Sheet is made up of columns and rows, which make cells.

Each cell has its unique reference. You can add new sheets to your workbook and name them.

Excel Formula
Formula
A formula in Excel is used to do mathematical calculations. Formulas always start with
the equal sign = typed in the cell, followed by your calculation.
Note: You claim the cell by selecting it and typing the equal sign (=)

Creating formulas, step by step

 Select a cell
 Type the equal sign (=)
 Select a cell or type value
 Enter an arithmetic operator
 Select another cell or type value
 Press enter

For example =1+1 is the formula to calculate 1+1=2

Note: The value of a cell is communicated by reference(value) for example A1(2)

Using Formulas with Cells

You can type values to cells and use them in your formulas.

Lets type some dummy values to get started. Double click the cells to type values into
them. Go ahead and type:

 A1(309)
 A2(320)
  B1(39)
 B2(35)

Compare with the picture shown below:

Note: Type values by selecting a cell, claim it by entering the equal sign (=) and then
type your value. For example =309.

Now we can use them to create formulas.

Here is how to do it, step by step.

1. Select the cell C1

2. Type the equal sign (=)
3. Left click on A1, the cell that has the (309) value
4. Type the minus sign (-)
5. Left click on B2, the cell that has the (35) value
6. Hit enter

Tip: The formula can be typed directly without clicking the cells. The typed formula
would be the same as the value in C1 (=A1-B2).
The result after hitting the enter button is C1(274).

Note: You can make formulas with all four arithmetic operations, such as addition (+),
subtraction (-), multiplication (*) and division (/).

Here are some examples:

 =2+4 gives you 6

 =4-2 gives you 2
 =2*4 gives you 8
 =2/4 gives you 0.5

Ranges
Range is an important part of Excel because it allows you to work with selections of
cells.

There are four different operations for selection;

  Selecting a cell
 Selecting multiple cells
 Selecting a column
 Selecting a row

Before having a look at the different operations for selection, we will introduce the Name
Box.

The Name Box

The Name Box shows you the reference of which cell or range you have selected. It can
also be used to select cells or ranges by typing their values.

Selecting Cells
Cells are selected by clicking them with the left mouse button or by navigating to them
with the keyboard arrows.

It is easiest to use the mouse to select cells.

To select a cell (say) A1, click on it.

Selecting Multiple Cells
More than one cell can be selected by pressing and holding down CTRL or Command and
left clicking the cells. Once finished with selecting, you can let go of CTRL or Command.

Selecting a Column
Columns are selected by left clicking it. This will select all cells in the sheet related to the
column. To select column A, click on the letter A in the column bar.

Selecting a Row
Rows are selected by left clicking it. This will select all the cells in the sheet related to
that row. To select row 1, click on its number in the row bar:

Selecting the Entire Sheet

The entire spreadsheet can be selected by clicking the triangle in the top-left corner of the
spreadsheet:

Note: You can also select the entire spreadsheet by pressing Ctrl+A for Windows, or Cmd+A for
MacOS.

Selection of Ranges
Selection of cell ranges has many use areas and it is one of the most important concepts
of Excel. There are two ways to select a range of cells

1. Name Box
2. Drag to mark a range.

The easiest way is drag and mark. Let's keep it simple and start there.

How to drag and mark a range, step-by-step:

1. Select a cell
2. Left click it and hold the mouse button down
3. Move your mouse pointer over the range that you want selected. The range that is
marked will turn grey.
4. Let go of the mouse button when you have marked the range
Let's have a look at an example for how to mark the range A1:E10.

Select cell A1

Press and hold A1 with the left mouse button. Move to the mouse pointer to mark the
selection range. The grey area helps us to see the covered range.

Let go of the left mouse button when you have marked the range A1:E10.

You have successfully selected the range A1:E10.

The second way to select a range is to enter the range values in the Name Box. The range
is set by first entering the cell reference for the top left corner, then the bottom right
corner. The range is made using those two as coordinates. That is why the cell range has
the reference of two cells and the: in between.

Top left corner reference: Right bottom corner reference

The range shown in the picture has the value of A1:E10:

The best way for now is to use the drag and mark method as it is easier and more visual.
Excel Fill
Filling
Filling makes your life easier and is used to fill ranges with values, so that you do not
have to type manual entries.

Filling can be used for:

 Copying
 Sequences
 Dates
 Functions (*)

How to Fill
Filling is done by selecting a cell, clicking the fill icon and selecting the range using drag
and mark while holding the left mouse button down.

The fill icon is found in the bottom right corner of the cell and has the icon of a small
square. Once you hover over it your mouse pointer will change its icon to a thin cross.

Click the fill icon and hold down the left mouse button, drag and mark the range that you
want to cover.
In this example, cell A1 was selected and the range A1:A10 was marked.

Fill Copies
Filling can be used for copying. It can be used for both numbers and words.

Let's type the value A1(1):

Filling the range A1:A10 creates ten copies of 1:

The same principle goes for text. Let’s type A1(Hello World).

Filling the range A1:A10 will create ten copies of "Hello World".

Fill Sequences
Filling can be used to create sequences. A sequence is an order or a pattern. We can use
the filling function to continue the order that has been set.

Sequences can for example be used on numbers and dates.

Let's start with learning how to count from 1 to 10.

This is different from the last example because this time we do not want to copy, but to
count from 1 to 10.

Start with typing A1(1) and A2(2).

Now, fill A1:A10 again. Remember to mark both the values (holding down shift) before
you fill the range:
The fill function understands the pattern typed in the cells and continues it for us.

It will create copies if we enter the value (1) in both cells. Let's create another sequence.
Type A1(2) and A2(4) and now fill A1:A10:
It counts from 2 to 20 in the range A1:A10. This is because we created an order with A1(2) and A2(4).

Sequence of Dates
The fill function can also be used to fill dates. Test it by typing A1(29.07.2021).

And fill the range A1:A10.

The fill function has filled 10 days from A1(29.07.2021) to A10(07.08.2021).

Combining Words and Letters

Words and letters can also be combined. Type A1(Hello 1) and A2(Hello 2):

Next, fill A1:A10.

The result is that it counts from A1(Hello 1) to A10(Hello 10). Only the numbers have
changed.

It recognized the pattern of the numbers and continued it for us. Words and numbers can
be combined, as long as you use a recognizable pattern for the numbers.

Double Click to Fill

The fill function can be double clicked to complete formulas in a range:

Note: For the double click to work it has to see a recognizable pattern.

For example: by using headers, or with the formulas in the columns or rows next to the
data.

Let's use the Double click fill function to calculate the Attack (B2:B20) +
Defense (C2:C20) for the Pokemons in the range (D2:D20).

1. Select D2, Type =

2. Select B2 and type +
3. Select C2 and Hit enter
4. Double click the fill function
The function understands the pattern and completes the calculation for D2:D20. Note that
it stops when there is no more data to calculate, at row 20.

A Non-Working Example
Delete values in the range D1:D20

Enter the formula "=B2+C2" in E2

Note: There is no header for Columns D and E. There are blank cells in between.

Double click the fill function.

The fill function is just loading without filling the rows. It is not understanding the
pattern.

Give it more clues. Add a header to see what happens. Enter "Atk+def" in E1 and now
double click the fill function.
Loading... Still nothing...

One more header. Enter "Random" in D1

Double click the fill function.

The function recognized the pattern and filled in the formulas for each row.

Adding headers helped the function to understand the relationship between the data.

Excel Delete Cells

Delete Cells
Cells can be deleted by selecting them, and pressing the delete button.

Note: The delete function will not delete the formatting of the cell, just the value inside of
it.
Excel Undo and Redo
Undo
The Undo function lets you reverse an action.

Undo is helpful if you regret an action and want to go back to how it was before.

Examples of use

 Undo deleting a formula

 Undo adding a column
 Undo removing a row

Note: You cannot Undo things that you do in the File Menu, such as deleting a sheet,
saving a spreadsheet or changing the options. The thumb rule is that you can Undo things
you do in your sheet.

There are two ways to access the Undo command.

1) Pressing the Undo button in the Ribbon:

2) Using the keyboard shortcut CTRL + Z / Command + Z

Note: It is recommended to practice using the keyboard shortcut. It saves you time!

Redo
The Redo function has the opposite effect as Undo, it reverses the Undo action.

Redo is helpful if you regret using Undo.

Note: The Redo command is only available if you have used Undo.
There are two ways to access the Redo command.

1) Pressing the Redo button in the Ribbon:

2) Using the keyboard shortcut CTRL + Y / Command + Y

Tip: Practice for yourself to get familiar with Undo and Redo.

Excel Formulas
Formulas
A formula in Excel is used to do mathematical calculations. Formulas always start with
the equal sign (=) typed in the cell, followed by your calculation.

Formulas can be used for calculations such as:

 =1+1
 =2*2
 =4/2=2

It can also be used to calculate values using cells as input.

For example, type or copy the following values:

Now we want to do a calculation with those values.

Step by step:

1. Select C1 and type (=)

2. Left click A1 and type (+)
3. Left click A2 and press enter

You have successfully calculated A1(2) + A2(4) = C1(6).

Note: Using cells to make calculations is an important part of Excel and you will use this
alot as you learn.

Excel is great in this way. It allows you to add values to cells and make you do
calculations on them.

Let's consider new data for the next example, where we will help the Pokemon trainers to
count their Pokeballs.

Type or copy the following values:

The data explained:

 Column A: Pokemon Trainers

 Row 1: Types of Pokeballs
 Range B2:D4: Amount of Pokeballs, Great balls and Ultra balls

Note: It is important to practice reading data to understand its context. In this example
you should focus on the trainers and their Pokeballs, which have three different types:
Pokeball, Great ball and Ultra ball.

Let's help Iva to count her Pokeballs. You find Iva in A2(Iva). The values in row 2 B2(2),
C2(3), D2(1) belong to her.

Count the Pokeballs, step by step:

1. Select cell E2 and type (=)

2. Left click B2 and Type (+)
3. Left click C2 and Type (+)
4. Left click D2 and Hit enter
You have helped Iva to count her Pokeballs.

Now, let's help Liam and Adora with counting theirs.

Do you remember the fill function that we learned about earlier? It can be used to
continue calculations sidewards, downwards and upwards. Let's try it!

Lets use the fill function to continue the formula,

Select E2 and Fill E2:E4

The fill function continued the calculation that you used for Iva and was able to
understand that you wanted to count the cells in the next rows as well.

Let's see how many Pokeballs Iva, Liam and Adora have in total.

The total is called SUM in Excel.

There are two ways to calculate the SUM.

 Adding cells
 SUM function

Excel has many pre-made functions available for you to use. The SUM function is one of
the most used ones.

Sum by adding cells, step by step:

1. Select cell E5, and type =

2. Left click E2 and Type (+)
3. Left click E3 and Type (+)
4. Left click E4 and Hit enter
The result is E5(33).

Let's try the SUM function.

Remember to delete the values that you currently have in E5.

SUM function, step by step:

1. Type E5(=) and type SUM

2. Double click SUM in the menu
3. Mark the range E2:E4 and Hit enter
Great job! You have successfully calculated the SUM using the SUM function.

Let's change a value to see what happens. Type B2(7):

The value in cell B2 was changed from 2 to 7. Notice that the formulas are doing
calculations when we change the value in the cells, and the SUM is updated
from 33 to 38. It allows us to change values that are used by the formulas, and the
calculations remain.

Excel References
Relative and Absolute References
Cells in Excel have unique references, which is its location. References are used in
formulas to do calculations, and the fill function can be used to continue formulas
sidewards, downwards and upwards.
Excel has two types of references:

1. Relative references
2. Absolute references

Absolute reference is a choice we make. It is a command which tells Excel to lock a

reference. The dollar sign ($) is used to make references absolute.

Example of relative reference: A1

Example of absolute reference: $A$1
Relative reference

References are relative by default, and are without dollar sign ($). The relative reference
makes the cells reference free. It gives the fill function freedom to continue the order
without restrictions.

Let's have a look at a relative reference example, helping the Pokemon trainers to count
their Pokeballs (B2:B7) and Great balls (C2:C7).

The result is: D2(5):

Next, fill the range D2:D7:

The references being relative allows the fill function to continue the formula for rows
downwards.

Have a look at the formulas in D2:D7. Notice that it calculates the next row as you fill.

A Non-Working Example
Fill D2:G2, filling to the right instead of downwards. Resulting in strange numbers:

Have a look at the formulas.

It assumes that we are calculating sidewards and not downwards.

The numbers that we want to calculate need to be in the same direction as we fill.

Absolute References
Absolute reference is when a reference has the dollar sign ($). It locks a reference in the
formula. Add $ to the formula to use absolute references.

The dollar sign has three different states:

 Absolute for column and row. The reference is absolutely locked.

Example =$A$1
 Absolute for the column. The reference is locked to that column. The row remains
relative.
Example =$A1
 Absolute for the row. The reference is locked to that row. The column remains
relative.
Example =A$1

Consider an example of the Pokemon trainers to calculate prices for Pokeballs. Help them
to calculate the prices for the Pokeballs.

Type or copy the following data:

Data explained

• There are 6 trainers: Iva, Liam, Adora, Jenny, Iben and Kasper.
• They have different amount of Pokeballs each in their shop cart
• The price per Pokeball is 2 coins
The price's reference is B11, we do not want the fill function to change this, so we lock it.

The reference is absolutely locked by using the formula $B$11.

How to do it, step by step:

1. Type C2(=) and Select B11

2. Type ($) before the B and 11 ($B$11)
3. Type (*) and Select B2
4. Hit enter and Auto fill C2:C7
Excel Parentheses
Parentheses
Parentheses () is used to change the order of an operation. Using parentheses makes
Excel do the calculation for the numbers inside the parentheses first, before calculating
the rest of the formula. Parentheses are added by typing () on both sides of numbers,
like (1+2).

Examples
No parentheses:

=10+5*2

The result is 20 because it calculates (10+10)

With parentheses

=(10+5)*2

The result is 30 because it calculates (15)*2

Formulas can have groups of parentheses.

=(10+5)+(2*4)+(4/2)

Note: Cells can be used as values in the formulas inside parentheses, like =(A1+A2)*B5.
We have used manual entries in our examples to keep things simple.

Nesting Parentheses
When using more advanced formulas you may need to nest parentheses. You can look at
this like an onion, which has many layers. Excel will calculate the numbers inside the
parentheses first, layer by layer, starting with the inner layer.

Example nesting

=((2*2)+(3*4)+(5*5))*2

Let's break it down and explain.

Nesting creates layers like an onion. You can have many layers. This example uses two,
the inner and outer layers.

It starts with calculating the numbers in the inner layer:

1. =((2*2)+(3*4)+(5*5))*2
2. =((4)+(12)+25))*2 Calculates the inner layer
3. =(41)*2 Calculates the outer layer
4. 82

Basic Excel Formulas

Functions in Excel are the predefined formulas that have their specific meaningful
work. They make our task easy and quick like finding the sum, count, average,
maximum value, and minimum values for a range of cells. For example, the SUM
function will calculate the sum of the range passed to it as an argument.
Functions increase productivity while working in Excel.

Basic Functions in Excel

We have data on Vegetables used in 1 week in a house, and we find the total cost of
vegetables. Now, we’ll apply basic Excel Functions on the data.
 Sum(): It adds all the values in a range of cells.

=SUM(C3:C8) will find sum of values given in the range from C3 to C8.

Adding Using Absolute Reference

You can also lock a cell and add it to other cells. How to do it, step by step:

1. Select a cell and type (=)

2. Select the cell you want to lock, add two dollar signs ($) before the column and
row
3. Type (+)
4. Fill a range

Let's have a look at an example where we add B(5) to the range A1:A10 using absolute
reference and the fill function. Type the values:
Step by step:

1. Type C1(=)
2. Select B1
3. Type dollar sign before column and row $B$1
4. Type (+)
5. Select A1
6. Hit enter
7. Fill the range C1:C10

Great! You have successfully used absolute reference to add B1(5) with the
range A1:A10.

 Max(): It will find the maximum value in the given range of values.
 Min(): It will find the minimum value in the given range of values.

MIn value from C5 to C10 is 12.

 Average(): It calculates the average value in a range of cells.

 Count(): It will count the number of cells in a range of cells.

 Len(): It will return the number of characters in a string text.

 Sumif(): It Adds all the values in a range of cells that meet a specified condition. =
SUMIF(range,criteria,[sum_range]).
 AverageIf():- It Calculates the average value in a range of cells that meet the
specified criteria. =AVERAGEIF(range,criteria,[average_range]).

List of some other Excel functions:

Function Description

=AVERAGEIF Calculates the average of a range based on a TRUE or FALSE

condition

=COUNTA Counts all cells in a range that has values, both numbers and
letters
=COUNTBLANK Counts blank cells in a range

=COUNTIF Counts cells as specified

=COUNTIFS Counts cells in a range based on one or more TRUE or FALSE

condition

=IF Returns values based on a TRUE or FALSE condition

=MEDIAN Returns the middle value in the data

=MODE Finds the number seen most times. The function always returns
a single number

=RAND Generates a random number

=STDEV.P Calculates the Standard Deviation (Std) for the entire

population

=SUM Adds together numbers in a range

=SUMIFS Calculates the sum of a range based on one or more TRUE or

FALSE condition
 =TRIM Removes irregular spacing, leaving one space between each
value

Basic Shortcuts in Excel

These are the Shortcuts that are used to perform some basic tasks such as opening help,
undoing, redoing the last action, and many more.
Shortcuts Descriptions
F1 To open Help

Ctrl + Z This will undo your most recent action.

Ctrl + Y This will Redo your most recent action.

Ctrl + C To copy the Selected data

F4 To Repeat the last action

Ctrl +X To cut the selected data

Ctrl + V To paste the Content from the clipboard

Ctrl + Alt + V To display the paste special dialog box

Ctrl+ F To display the find and replace with the find tab selected

To display the find and replace with the Replace tab

Ctrl + H
selected

Ctrl+ Shift + F4 Find the previous match

Shift +F4 Find the next match

 Shortcuts Descriptions
Alt + F1 Insert Embedded chart

F11 Insert a chart in a new sheet

Ctrl + T or Ctrl + L Create Table

Shift + Space Select Table row

Ctrl + Space Select Table column

Shift + F11 Insert a new worksheet

Ctrl +PgDn Go to the next Worksheet

Ctrl + PgUp Go to the previous worksheet

Alt +O, H, R Rename current worksheet

Alt + E, L Delete current worksheet

Ctrl + P Print

Ctrl + F2 Open print preview window

Alt + P, R, S Set Print area

Alt + P + R,C Clear Print area

 Shortcuts Descriptions
Ctrl + Mouse Wheel up Zoom in

Ctrl + Mouse Wheel

Zoom in
Down

Alt + R, P, S Zoom in

Ctrl + N This will create a new workbook

Ctrl + O This will open an existing workbook

Ctrl + S This will save a workbook

Ctrl + W This will Close the current workbook

Ctrl + F4 This will Close Excel

Ctrl + PageDown This will move to the next sheet

Ctrl + PageUp To move to the previous sheet

Alt + M To go to the Formula tab

Right side arrow Move one cell Right

Left side arrow Move one cell Left

 Shortcuts Descriptions
Upward arrow Move one cell up

Downward arrow Move one cell down

Alt + PgDn Move one screen Right

Alt + PgUp Move one screen Left

PgUp Move one screen up

PgDn Move one screen down

Excel Shortcut Keys to Enter data

Shortcuts Description
Enter Enter data and move down

Shift + Enter Enter data and move up

Tab Enter data and move right

Shift +Tab Enter data and move left

Ctrl + Enter Enter data and stay in the same cell

Ctrl + D Fill down from the cell Above

Ctrl + R Fill right from the cell on the left

 Shortcuts Description
Ctrl + ‘ Copy the formula from the cell above(the formula is an exact copy)

Ctrl +Shift + “ Copy value from the cell above

Ctrl + K Insert hyperlink