What is Microsoft Excel?
• A commercial spreadsheet application
produced and distributed by Microsoft
for Microsoft Windows and Mac OS.
• It features the ability to perform
basic calculations, use graphing tools,
create pivot tables and create macros.
Minimize Restore/ Maximize
Title Bar
Menu Close
Bar
Ribbon
Name Box Formula Bar
Active Cell
Sheet Tab/s Scroll Bars
The Excel Screen
Keyboard Shortcuts
1. Alt + = Inserts a SUM formula
2. Ctrl + Tab Switches between open Excel Windows
3. Ctrl + A This has various scenarios:
If you are in a regular data range press Ctrl + A all
the data is selected.
If you press Ctrl + A the second time in the same
range selects the entire spreadsheet.
Keyboard Shortcuts
3. Ctrl + A This has various scenarios:
If you are in a table then pressing the CTRL+A key
selects the data excluding the total row AND
titles.
If you press the CTRL+A key a second time it
selects the data, titles, and total row
Keyboard Shortcuts
3. Ctrl + A This has various scenarios:
It does not make any difference whether the
spreadsheet contains data or not, if you are
outside the data area, in a blank area with no
directly adjacent cells containing data, CTRL+A
selects the entire sheet.
Keyboard Shortcuts
3. Ctrl + A This has various scenarios:
If you have one or more objects e.g. Charts,
selected then pressing CTRL+A selects them all.
4. Ctrl + 1 Displays the Format Cells dialog box.
5. Ctrl+Shift+” Copies the values from the cell above
the active cell into the cell or the
Formula Bar.
Keyboard Shortcuts
6. F4 Repeats an action, or if you’re editing a cell and
the cursor is in between the cell references it
will insert the $ signs for absolute references.
Repeated pressing F4 will scroll through
different levels of absolute references.
7. Ctrl + Z Uses the Undo command to reverse the
last command or to delete the last entry that
you typed.
Keyboard Shortcuts
8. Ctrl + ‘ Copies a formula from the cell above the
active cell into the cell or the Formula Bar.
9. Ctrl + K Opens a hyperlink dialog box
10. Ctrl + F Opens the Find dialog box
11. Ctrl + HOpens the Find & Replace dialog box
12. Ctrl + N Opens a new workbook
Keyboard Shortcuts
13. Ctrl + O Displays the Open dialog box to open or
find a file. Note: In Excel 2013 it opens
the File tab of the ribbon.
14. Ctrl + P Opens Print dialog box
15. Ctrl + S Saves workbook
16. Ctrl + C Copy
17. Ctrl + V Paste
Keyboard Shortcuts
13. Ctrl + O Displays the Open dialog box to open or
find a file. Note: In Excel 2013 it opens
the File tab of the ribbon.
14. Ctrl + P Opens Print dialog box
15. Ctrl + S Saves workbook
16. Ctrl + C Copy
17. Ctrl + V Paste
Must Know Formulas
1.IF -test for or evaluate
certain conditions, and
then react differently
depending on whether the
test was TRUE or FALSE.
Syntax:
=IF(logical_test;value_if_true;value_if_false)
Must Know Formulas
2. NESTED IFs – refers to using more
than one IF function so
that you can 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.
Must Know Formulas
Example; (Nested IFs)
Syntax:
Must Know Formulas
LOGICAL OPERATORS
When you are constructing a test with
IF, you can use any of the
following logical operators:
Comparison Operator Meaning Example
= Equal to A1=D1
> Greater than A1>D1
>= Greater than or Equal to A1>=D1
< Less than A1<D1
<= Less than or Equal to A1<=D1
<> Not equal to A1<>D1
Must Know Formulas
NOTES:
• If any of the arguments to IF are
supplied as arrays, the IF function
will evaluate every element of the
array.
• To count things conditionally, use
the COUNTIF or the COUNTIFS functions.
• To sum things conditionally, use
the SUMIF or the SUMIFS functions.
Must Know Formulas
3.COUNTIF- is a function to count
cells that meet a single
criteria. COUNTIF can be
used to count cells with
dates, numbers, and text
that match specific
criteria.
SYNTAX: =COUNTIF (range; criteria)
Must Know Formulas
4.CONCATENATE-simple yet very effective
and useful formula for
many day to day
operations in office
-also denoted by ampersand
(&) sign and it is used
for joining the values in
different cells.
SYNTAX:=CONCATENATE(text1;[text2];[text3];…)
Must Know Formulas
5.AVERAGEIF- 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.
SYNTAX: =AVERAGEIF (range, criteria, [average_range])
Excel’s Error Values
Error Value Meaning Causes
The division operation in your formula
#DIV/0 Division by zero refers to a cell that contains the value 0
or is blank
Technically, this is not an error value but
a special value that you can manually
#N/A No value available enter into a cell to indicate that you
don’t have yet a necessary value.
This error value appears when you
#NAME Excel doesn’t recognize name incorrectly type the range name, after to
a deleted range name, or forget to put
quotation marks around a text string in a
formula.
Excel’s Error Values
Error Value Meaning Causes
You specified an intersection of two cell Because a space indicates an
#NULL! ranges whose cells don’t actually intersect intersection, this error will occur if you
insert a space instead of comma (the
union operator between ranges used in
function arguments.
This error can be caused by an invalid
#NUM! Problem with a number in the formula argument in an Excel function or a
formula that produces a number too
large or too small to be represented in
the worksheet.
This error occurs when you delete a cell
#REF! Invalid cell reference referred to in the formula or if you paste
cells over the ones referred to in th
formula.
Excel’s Error Values
Error Value Meaning Causes
This error Is most often the result of
#VALUE! Wrong type of argument in a function or specifying a mathematical operation
wrong type of operator with one or more cells that contain text.
