Excel tutorial

MS EXCEL
QUICK, CLEAN AND
DIRECT TO THE POINT
TUTORIALS
- Beethoven Jon Ocubillo -

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WHAT IS MS EXCELWHAT IS MS EXCEL

A SPREADSHEET
PROGRAM USED TO
STORE AND RETRIEVESTORE AND RETRIEVE
DATA IN A GRID
FORMAT

YOU CAN ALSO PERFORM
FINANCIAL,
MATHEMATICAL
OR
STATISTICAL
CALCULATIONS

LET’S START BUILDING
OUR MS EXCEL SKILLS!!!OUR MS EXCEL SKILLS!!!

AND NOW
WE START
WITH THE
BASICS

RELATIVE,
ABSOLUTE
ANDAND
STRUCTURAL
REFERENCE

RELATIVE REFERENCE
POINTS TO AN ADDRESS
THAT IS RELATIVE TO
THE LOCATION OF THE
REFERENCE CELL
AND CHANGES WHEN
COPIED TO ANOTHER CELL

TO GET THE TOTAL VALUE;
WE’LL MULTIPLY THE ENTRIES
IN CELLS C2 AND D2

PRESS LEFT CLICK ON YOUR MOUSE
TWICE TO APPLY OR COPY THE SAME
FORMULA FOR CELLS E3 TO E5

ABSOLUTE REFERENCE
DESIGNATED BY A
($)DOLLAR SIGN
AND DOES NOT CHANGEAND DOES NOT CHANGE
WHEN COPIED TO ANOTHER
CELL

TO GET THE TOTAL VALUE;
MULTIPLY THE ENTRIES IN CELL C2
TO THE ENTRY IN CELL C7

THE DOLLAR SIGN ($) IS USED BEFORE
THE COLUMN AND ROW TO LOCK IN THE
ENTRY IN CELL C7(HOURLY RATE)

TWICE TO APPLY OR COPY THE
SAME FORMULA FOR CELLS E3 TO E5

STRUCTURAL REFERENCE
STRUCTURAL REFERENCE
FOCUS ON CELL COLUMN NAMES
INSTEAD OF CELL DATA
ADDRESSES

IN THIS EXAMPLE, WE’LL USE THE
STRUCTURED REFERENCE FORMULA
TO AUTOMATICALLY GET THE AVERAGE
(COLUMN E) FOR ALL ENTRIES

ON THE INSERT MENU, SELECT TABLE

MAKE SURE THAT “My table has headers”
OPTION BOX IS SELECTED, THEN CLICK OK

NOTICE HOW THE CELLS’S APPEARANCE
HAVE CHANGED AND THE FILTER OPTION
HAS BEEN ACTIVATED

WE’LL NOW NAME CELL E1 AS AVERAGE
FOR ITS COLUMN HEADING

SUMIF FORMULA
ADDS ALL NUMBERS IN A
RANGE OF CELLS BASEDRANGE OF CELLS BASED
ON A SINGLE CRITERIA

SELECT THE DATA RANGE THAT WILL BE
USED AS CRITERIA FOR THE
SUM IF FUNCTION

SELECT CELL F2, THE DATA ENTERED IN
THIS CELL WILL BE USED AS BASIS FOR
THE SUMIF FORMULA

SELECT THE CELLS ADJACENT TO
THE DATA RANGE USED AS CRITERIA

INPUT THE DATA IN CELL F2UNDER ITEM
YOU WANT TO GET THE SUM OF

VLOOKUP FORMULA
USED TO LOOK UP A VALUE
FROM A DIFFERENTFROM A DIFFERENT
LOCATION IN YOUR
WORKBOOK

WE WILL USE THE VLOOKUP FUNCTION
TO GET THE CORRESPONDING TAX RATE
OF THE FOLLOWING INDIVIDUALS

SELECT CELL F2 AS LOOKUP VALUE
THEN HIT ,

SELECT THE DATA RANGE THAT WILL BE
USED AS TABLE ARRAY, PRESS F4 TO
LOCK IN THE CELLS THEN HIT ,

TYPE 2 SO THAT IT WILL RETURN
THE DATA FOUND IN THE 2ND COLUMN
OF THE TABLE ARRAY THEN HIT )

DRAG THE MOUSE OVER UP TO THE
LAST CELL TO APPLY THE
SAME FORMULA OF THE DATA RANGE

INDEX + MATCH
FORMULA
IS A LOT MORE FLEXIBLE FORMULA
THAN HLOOKUP AND VLOOKUP THAT
IT CAN LOOKUP A VALUE IN A TABLE
USING BOTH ROWS AND COLUMNS

WE WILL USE INDEX + MATCH FORMULA
TO GET THE NUMBER OF UNITS SOLD
BY SPECIFYING THE
AGENT’S NAME AND CAR MODEL

HIGHLIGHT THE TABLE SHOWING THE
NUMBER OF UNITS SOLD PER CAR MODEL
AND HIT F4 TO LOCK THE DATA RANGE
AND TYPE ,

HIGHLIGHT THE TABLE SHOWING
THE LIST OF AGENTS AND HIT F4 TO
LOCK THE DATA RANGE AND TYPE ,

HIT 0 TO SPECIFY EXACT MATCH
AND TYPE ,

HIGHLIGHT THE TABLE SHOWING
THE LIST OF CAR MODELS AND HIT F4 TO
LOCK THE DATA RANGE AND TYPE ,

HIT 0 TO SPECIFY EXACT MATCH
AND TYPE )) TO CLOSE OUT
THE INDEX + MATCH FORMULA

IN CELL I2, TYPE IN THE NAME OF
THE AGENT YOU WANT TO VIEW
FROM THE TABLE

IN CELL I4, TYPE IN THE CAR MODEL
TO SHOW HOW MANY UNITS THE
AGENT YOU EARLIER SPECIFIED HAD
SOLD FOR JANUARY 2017

SMALL, LARGE
FORMULA
RETURNS THE NTH SMALLEST ORRETURNS THE NTH SMALLEST OR
LARGEST VALUE IN A DATA SET
ACCORDING TO A PARTICULAR
RELATIVE STANDING

WE WILL GET THE FIRST, SECOND
& THIRD SMALLEST VALUE
IN THIS EXAMPLE

HIGLIGHT THE TABLE CONTAINING
THE SALES FIGURES AND HIT F4
TO LOCK IN THE DATA RANGE AND TYPE ,

TYPE 1 TO GET THE FIRST SMALLEST
VALUE AND HIT ENTER

REPEAT THE SAME STEPS. TYPE IN 2 & 3
TO GET THE SECOND & THIRD SMALLEST
VALUE FOR CELLS E4 & E5 RESPECTIVELY

WE WILL GET THE FIRST, SECOND & THIRD
LARGEST VALUE IN THIS EXAMPLE

TYPE 1 TO GET THE FIRST LARGEST
VALUE AND HIT ENTER

REPEAT THE SAME STEPS. TYPE IN 2 & 3
TO GET THE SECOND & THIRD SMALLEST
VALUE FOR CELLS E4 & E5 RESPECTIVELY
END

NETWORKDAYS
FORMULA
GET THE TOTAL NUMBER OFGET THE TOTAL NUMBER OF
WORKING DAYS IN A GIVEN PERIOD
OF TIME EXCLUDING SATURDAYS,
SUNDAYS AND HOLIDAYS(OPTIONAL)

TYPE IN =NETWORKDAYS( IN CELL E4

HIGHLIGHT THE COLUMN CONTAINING
THE HOLIDAYS LIST AND HIT F4 TO LOCK
IN THE DATA RANGE AND PRESS ENTER

BASIC TEXT
FORMULA
USED TO CONVERT A NUMBER
INTO A TEST STRING
IN A SPECIFIED FORMAT

TRANSFORM
NUMBERS TO CURRENCY
WE WILL TRANSFORM THE DATA CONTAINED
IN COLUMN A TO CURRENCY WITH A
SEPARATOR AND 2 DECIMAL PLACES

TYPE IN “$#,##0.00” AND HIT ENTER

PRESS LEFT CLICK ON YOUR MOUSE TWICE
TO APPLY OR COPY THE SAME FORMULA
FOR CELLS E3 TO E6

TRANSFORM
NUMBERS TO DATE
WE WILL TRANSFORM THE DATA
CONTAINED IN COLUMN A TO DATE
IN THIS FORMAT: YYYY-DD-MM

TYPE IN ”0000-00-00” AND HIT ENTER

COMBINE TEXT FROM
DIFFERENT CELLS
WE WILL COMBINE THE DATA
CONTAINED IN COLUMN A AND COLUMN B

FOR CELLS C3 TO C6

EXTRACT TEXT FROM
A SINGLE CELL
WE WILL EXTRACT THE DATA FOUND
IN COLUMN A AND PUT IT SEPARATELY
IN COLUMNS B & C

IN THIS EXAMPLE, EACH CELL IN THE
DATA RANGE HAS A VARIABLE NUMBER
OF CHARACTERS AND
A COMMON DELIMITER (BLANK SPACE)

DELIMITER
A BLANK SPACE, COMMA OR
OTHER CHARACTER OR SYMBOL
THAT INDICATESTHAT INDICATES
THE BEGINNING OR
END OF A
CHARACTER STRING,
WORD OR DATA ITEM

WE’LL FIRST EXTRACT THE
FIRST NAME FROM THE
DATA FOUND IN COLUMN A
AND PUT IT IN COLUMN BAND PUT IT IN COLUMN B
USING THE
LEFT AND SEARCH FUNCTION

LEFT FUNCTION
RETURNS A SPECIFIED NUMBER OFRETURNS A SPECIFIED NUMBER OF
CHARACTERS FROM THE START
OF A SUPPLIED TEXT STRING

SEARCH FUNCTION
RETURNS THE POSITION
OF THE SPECIFIED CHARACTEROF THE SPECIFIED CHARACTER
OR SUB-STRING WITHIN
A TEXT STRING AND
IS NOT CASE SENSITIVE

FOR CELLS B3 TO B9

TO GET THE LAST NAME,
WE’RE GOING TO HAVE TO USE
THE RIGHT, LEN(LENGTH)
AND SEARCH FUNCTIONS
TO GET THE
CORRECT RESULTS

RIGHT FUNCTION
RETURNS CHARACTERSRETURNS CHARACTERS
FROM THE END

LEN FUNCTION
RETURNS THE LENGTHRETURNS THE LENGTH
INCLUDING BLANK SPACES

FOR CELLS C3 TO C9

AND, OR, NOT
FORMULA
THEY ARE THE
LOGICAL FUNCTIONS
IN MS EXCEL USED TO WORK
WITH LOGICAL VALUES
(TRUE OR FALSE)

THESE FUNCTIONS ARE
USED TO CARRY OUT ONE
OR MORE THAN ONE
COMPARISON
IN A FORMULA

OR
TEST MULTIPLE CONDITIONS
INSTEAD OF JUST ONEINSTEAD OF JUST ONE
AS WELL AS
LOGICAL OPERATORS

AND FUNCTION
TESTS A NUMBER OF
SUPPLIED CONDITION/S
AND RETURNS THE RESULT OFAND RETURNS THE RESULT OF
TRUE IF ALL OF THE CONDITIONS ARE MET
OR
FALSE IF ANY OF THE CONDITIONS ARE
NOT MET

IN THIS EXAMPLE, WE ARE GOING TO USE
THE AND FUNCTION TO TEST
IF THE EMPLOYEE HAS
PERFECT ATTENDANCE OR NOT

WE WANT THE RESULTS IN COLUMN D
TO RETURN TRUE IF THE EMPLOYEE
HAS PERFECT ATTENDANCE,HAS PERFECT ATTENDANCE,
OTHERWISE FALSE IF THE EMPLOYEE
WORKED LESS THAN 20 DAYS

TYPE = AS YOUR LOGICAL CONDITION

SELECT CELL B1 AND
HIT F4 TO LOCK IN THE CELL

FORMULA FOR CELLS C4 TO C7

OR FUNCTION
TESTS A NUMBER OF
SUPPLIED CONDITION/S
AND RETURNS THE RESULT OFAND RETURNS THE RESULT OF
TRUE IF ANY OF THE CONDITIONS ARE MET
OR
FALSE IF ALL OF THE CONDITIONS ARE
NOT MET

THE OR FUNCTION TO TEST IF THE
TARGET SALES ARE MET

WE WANT THE RESULTS IN COLUMN D
TO RETURN TRUE IF THE ACTUAL SALES
IS EQUAL(=) OR GREATER(>) THAN
THE SET TARGET, OTHERWISE
FALSE IF ACTUAL SALES
IS LESSER (<)THAN THE SET TARGET

TYPE IN ANY ORDER >=
AS YOUR LOGICAL CONDITIONS

FORMULA FOR CELLS C3 TO C6

not FUNCTION
RECEIVES A LOGICAL VALUE
AND RETURNS THEAND RETURNS THE
OPPOSITE LOGICAL VALUE

THE NOT FUNCTION TO REVERSE THE
TRUE OR FALSE ENTRIES IN COLUMN D

FORMULA FOR CELLS E3 TO E6

DATE FORMULA
RETURNS A SERIAL NUMBERRETURNS A SERIAL NUMBER
OF A DATE YOU SPECIFY

RETURNS A SERIAL NUMBER
OF A DATE YOU SPECIFY

FOR THIS EXAMPLE, TYPE 2017
FOR YEAR AND HIT ,

FOR MONTH AND HIT ,

FOR DAY AND HIT ENTER

SUBTRACTING
TWO DATES IN EXCEL
IN CASE WE WANT TO KNOW
HOW MANY DAYS ARE
IN BETWEEN

IN THIS EXAMPLE, WE WANT TO KNOW
HOW MANY DAYS IT TOOK
TO COMPLETE A CERTAIN PROJECT

ADD OR SUBTRACT
# OF DAY/S IN EXCEL
THE EXACT DATE WHEN WETHE EXACT DATE WHEN WE
ADD OR SUBTRACT A
NUMBER OF DAY/S
TO A GIVEN DATE

IN THIS EXAMPLE, WE ARE GOING TO
ADD 10 DAYS TO THE DATE IN CELL A2
FOR CELL B2

SUBTRACT 13 DAYS TO THE DATE
IN CELL A2 FOR CELL C2

ADD OR SUBTRACT
# OF week/s IN EXCEL
ADD OR SUBTRACT
WHOLE NUMBER OF WEEK/S
TO A GIVEN DATE

ADD 3 WEEKS TO THE DATE IN CELL A2
FOR CELL B2

SUBTRACT 10 WEEKS TO THE DATE

ADD OR SUBTRACT
# OF MONTH/S IN EXCEL
ADD OR SUBTRACT
WHOLE NUMBER OF MONTH/S
TO A GIVEN DATE

ADD 19 MONTHS TO THE DATE IN CELL A2
FOR CELL B2

SUBTRACT 10 MONTHS TO THE DATE

IF ERROR FORMULA
USED TO TRAP ERRORS IN A FORMULA
AND CAN RETURN A SPECIAL VALUEAND CAN RETURN A SPECIAL VALUE
YOU SPECIFY IF A FORMULA PRODUCES
AN ERROR. OTHERWISE, THE FORMULA
RESULT IS RETURNED

YOU CAN USE IFERROR FORMULA
TO CORRECT THE FOLLOWING ERRORS:
#VALUE!
#N/A
#NAME?#NAME?
#REF!
#NUM!
#DIV/0!
AND #NULL!

IN THIS EXAMPLE, WE HAVE A TABLE THAT
SHOWS AN EMPLOYEE’S SALARY AND
IT’S CORRESPONDING TAX RATE

SOME EMPLOYEES ARE TAX EXEMPT
BECAUSE THEIR SALARIES DO NOT
MEET THE TAXABLE AMOUNT

WE’LL USE THE IFERROR FORMULA
TO REPLACE THOSE WITH #N/A RESULTS
WITH THE WORD “TAX EXEMPT”

PRESS DOUBLE LEFT CLICK
IN SELECTING CELL F2

HIGHLIGHT THE EXISTING FORMULA
EXCEPT THE = SIGN AND
CUT BY HITTING CTRL+X

PASTE THE FORMULA YOU EARLIER
COPIED BY HITTING CTRL+V

GO BACK TO CELL F2 AND PRESS
LEFT CLICK ON YOUR MOUSE TWICE TO
APPLY OR COPY THE SAME FORMULA
FOR CELLS E3 TO E10

THE END
THANK YOU!!!
- BEETHOVEN JON OCUBILLO -

Excel tutorial

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