MICROSOFT EXCEL is a spreadsheet program that allows you to store, organize,

and analyze information.

1. The Quick Access Toolbar lets you access common commands no matter
which tab is selected. You can customize the commands depending on your
preference.
2. The Ribbon contains all of the commands you will need to perform common
tasks in Excel. It has multiple tabs, each with several groups of commands.
3. The Tell me box works like a search bar to help you quickly find tools or
commands you want to use.
4. The Name box displays the location, or name, of a selected cell.
5. In the formula bar, you can enter or edit data, a formula, or a function that will
appear in a specific cell.
6. A column is a group of cells that runs from the top of the page to the bottom.
In Excel, columns are identified by letters from A to XFD.
7. Each rectangle in a workbook is called a CELL. A cell is the intersection of a
row and a column. Simply click to select a cell.
 8. A row is a group of cells that runs from the left of the page to the right. In
Excel, rows are identified by numbers from 1 to 1,048,576.
9. Excel files are called workbooks. Each workbook holds one or
more worksheets. Click the tabs to switch between them, or right-click for
more options.
10. Worksheet view options. There are three ways to view a worksheet. Simply
click a command to select the desired view.
Worksheet View:
a. Normal view is the default view for all worksheets in Excel.
b. Page Layout view displays how your worksheets will appear
when printed. You can also add headers and footers in this view.
c. Page Break view allows you to change the location of page
breaks, which is especially helpful when printing a lot of data
from Excel.
11. The scroll bars allow you to scroll up and down or side to side. To do this,
click and drag the vertical or horizontal scroll bar.
12. Click and drag the slider to use the zoom control. The number to the right of
the slider reflects the zoom percentage.

One of the most powerful features in Excel is the ability to calculate numerical
information using formulas. Just like a calculator, Excel can add, subtract, multiply,
and divide. In this lesson, we'll show you how to use cell references to create simple
formulas.
Mathematical operators
Excel uses standard operators for formulas: a plus sign for addition (+), minus
sign for subtraction (-), asterisk for multiplication (*), forward slash for division
(/), and caret (^) for exponents.
All formulas in Excel must begin with an equals sign (=). This is because the cell
contains, or is equal to, the formula and the value it calculates.

To create a formula:

In our example below, we'll use a simple formula and cell references to calculate a
budget.
Select the cell that will contain the formula. In our example, we'll select cell D12.
1. Type the equals sign (=). Notice how it appears in both the cell and
the formula bar.

2. Type the cell address of the cell you want to reference first in the
formula: cell D10 in our example. A blue border will appear around
the referenced cell.
3. Type the mathematical operator you want to use. In our example,
we'll type the addition sign (+).
4. Type the cell address of the cell you want to reference second in the
formula: cell D11 in our example. A red border will appear around the
referenced cell.

5. Press Enter on your keyboard. The formula will be calculated, and

the value will be displayed in the cell. If you select the cell again,
notice that the cell displays the result, while the formula bar displays
the formula.
If the result of a formula is too large to be displayed in a cell, it may appear as pound
signs (#######) instead of a value. This means the column is not wide enough to
display the cell content. Simply increase the column width to show the cell content.

Modifying values with cell references

1. The true advantage of cell references is that they allow you
to update data in your worksheet without having to rewrite formulas. In
the example below, we've modified the value of cell D10 from $1,200 to
$1,800. The formula in D12 will automatically recalculate and display
the new value in cell D12.

Excel will not always tell you if your formula contains an error, so it's up to you to
check all of your formulas.

To create a formula using the point-and-click method:

Instead of typing cell addresses manually, you can point and click the cells you want
to include in your formula. This method can save a lot of time and effort when creating
formulas. In our example below, we'll create a formula to calculate the cost of ordering
several boxes of plastic silverware.

1. Select the cell that will contain the formula. In our example, we'll select
cell D4.
2. Type the equals sign (=).
3. Select the cell you want to reference first in the formula: cell B4 in our
example. The cell address will appear in the formula.

4. Type the mathematical operator you want to use. In our example,

we'll type the multiplication sign (*).
5. Select the cell you want to reference second in the formula: cell C4 in
our example. The cell address will appear in the formula.
 6. Press Enter on your keyboard. The formula will be calculated, and
the value will be displayed in the cell.

Copying formulas with the fill handle

Formulas can also be copied to adjacent cells with the fill handle, which can save a
lot of time and effort if you need to perform the same calculation multiple times in a
worksheet. The fill handle is the small square at the bottom-right corner of the
selected cell(s).

1. Select the cell containing the formula you want to copy. Click and drag
the fill handle over the cells you want to fill.
 2. After you release the mouse, the formula will be copied to the selected
cells.

To edit a formula:

Sometimes you may want to modify an existing formula. In the example below, we've
entered an incorrect cell address in our formula, so we'll need to correct it.

1. Select the cell containing the formula you want to edit. In our example,
we'll select cell D12.
2. Click the formula bar to edit the formula. You can also double-
click the cell to view and edit the formula directly within the cell.

3. A border will appear around any referenced cells. In our example,

we'll change the first part of the formula to reference cell D10 instead
of cell D9.
4. When you're finished, press Enter on your keyboard or select
the Enter command in the formula bar.

5. The formula will be updated, and the new value will be displayed in
the cell.
If you change your mind, you can press the Esc key on your keyboard or click
the Cancel command in the formula bar to avoid accidentally making changes to
your formula.

To show all of the formulas in a spreadsheet, you can hold the Ctrl key and
press ` (grave accent). The grave accent key is usually located in the top-left corner
of the keyboard. You can press Ctrl+` again to switch back to the normal view.
Relative references

By default, all cell references are relative references. When copied across multiple
cells, they change based on the relative position of rows and columns. For example,
if you copy the formula =A1+B1 from row 1 to row 2, the formula will
become =A2+B2. Relative references are especially convenient whenever you need
to repeat the same calculation across multiple rows or columns.

To create and copy a formula using relative references:

In the following example, we want to create a formula that will multiply each
item's price by the quantity. Instead of creating a new formula for each row, we can
create a single formula in cell D4 and then copy it to the other rows. We'll use
relative references so the formula calculates the total for each item correctly.

1. Select the cell that will contain the formula. In our example, we'll select
cell D4.

2. The formula to calculate the desired value. In our example, we'll

type =B4*C4.
3. Press Enter on your keyboard. The formula will be calculated, and the
result will be displayed in the cell.
4. Locate the fill handle in the bottom-right corner of the desired cell. In
our example, we'll locate the fill handle for cell D4.

5. Click and drag the fill handle over the cells you want to fill. In our
example, we'll select cells D5:D13.

6. Release the mouse. The formula will be copied to the selected cells
with relative references, displaying the result in each cell.
You can double-click the filled cells to check their formulas for accuracy. The
relative cell references should be different for each cell, depending on their rows.

Absolute references

There may be a time when you don't want a cell reference to change when copied to
other cells. Unlike relative references, absolute references do not change when
copied or filled. You can use an absolute reference to keep a row and/or
column constant.

An absolute reference is designated in a formula by the addition of a dollar sign ($). It

can precede the column reference, the row reference, or both.

You will generally use the $A$2 format when creating formulas that contain absolute
references. The other two formats are used much less frequently.

When writing a formula, you can press the F4 key on your keyboard to switch
between relative and absolute cell references, as shown in the video below. This is an
easy way to quickly insert an absolute reference.
Using cell references with multiple worksheets

Excel allows you to refer to any cell on any worksheet, which can be especially
helpful if you want to reference a specific value from one worksheet to another. To do
this, you'll simply need to begin the cell reference with the worksheet name followed
by an exclamation point (!). For example, if you wanted to reference
cell A1 on Sheet1, its cell reference would be Sheet1!A1.

Note that if a worksheet name contains a space, you'll need to include single
quotation marks (' ') around the name. For example, if you wanted to reference
cell A1 on a worksheet named July Budget, its cell reference would be 'July
Budget'!A1.

To reference cells across worksheets:

In our example below, we'll refer to a cell with a calculated value between two
worksheets. This will allow us to use the exact same value on two different
worksheets without rewriting the formula or copying data.

1. Locate the cell you want to reference, and note its

worksheet. In our example, we want to reference
cell E14 on the Menu Order worksheet.

2. Navigate to the desired worksheet. In our example, we'll select the Catering
Invoice worksheet.
 3. Locate and select the cell where you want the value to appear. In our example,
we'll select cell C4.

4. Type the equals sign (=), the sheet name followed by an exclamation
point (!), and the cell address. In our example, we'll type ='Menu
Order'!E14.

5. Press Enter on your keyboard. The value of the referenced cell will appear.
Now, if the value of cell E14 changes on the Menu Order worksheet, it will
be updated automatically on the Catering Invoice worksheet.

If you rename your worksheet at a later point, the cell reference will be updated
automatically to reflect the new worksheet name.

If you enter a worksheet name incorrectly,

the #REF! error will appear in the cell. In our
example below, we've mistyped the name of the
worksheet. To edit, ignore, or investigate the
error, click the Error button beside the cell and
choose an option from the menu.
A function is a predefined formula that performs calculations using specific values
in a particular order. Excel includes many common functions that can be used to
quickly find the sum, average, count, maximum value, and minimum value for a
range of cells. In order to use functions correctly, you'll need to understand the
different parts of a function and how to create arguments to calculate values and
cell references.

The parts of a function

In order to work correctly, a function must be written a specific way, which is called
the syntax. The basic syntax for a function is the equals sign (=), the function
name (SUM, for example), and one or more arguments. Arguments contain the
information you want to calculate. The function in the example below would add the
values of the cell range A1:A20.

Arguments can refer to both individual cells and cell ranges and must be enclosed
within parentheses. You can include one argument or multiple arguments,
depending on the syntax required for the function.

For example, the function =AVERAGE(B1:B9) would calculate the average of the
values in the cell range B1:B9. This function contains only one argument.

Multiple arguments must be separated by a comma. For

example, the function =SUM(A1:A3, C1:C2, E1) will add the
values of all of the cells in the three arguments.
Creating a function

There are a variety of functions available in Excel. Here are some of the most
common functions you'll use:

 SUM: This function adds all of the values of the cells in the argument.
 AVERAGE: This function determines the average of the values
included in the argument. It calculates the sum of the cells and then
divides that value by the number of cells in the argument.
 COUNT: This function counts the number of cells with numerical data
in the argument. This function is useful for quickly counting items in a
cell range.
 MAX: This function determines the highest cell value included in the
argument.
 MIN: This function determines the lowest cell value included in the
argument.

To create a function using the AutoSum command:

The AutoSum command allows you to automatically insert the most common functions
into your formula, including SUM, AVERAGE, COUNT, MAX, and MIN. In the example
below, we'll use the SUM function to calculate the total cost for a list of recently
ordered items.

1. Select the cell that will contain the function. In our example, we'll select
cell D13.
 2. In the Editing group on the Home tab, click the arrow next to
the AutoSum command. Next, choose the desired function from the drop-
down menu. In our example, we'll select Sum.

3. Excel will place the function in the cell and automatically select a cell
range for the argument. In our example, cells D3:D12 were selected
automatically; their values will be added to calculate the total cost. If Excel
selects the wrong cell range, you can manually enter the desired cells into the
argument.

4. Press Enter on your keyboard. The function will be calculated, and

the result will appear in the cell. In our example, the sum of D3:D12
is $765.29.

The AutoSum command can also be accessed from the Formulas tab on the Ribbon.
You can also use the Alt+= keyboard shortcut instead of the AutoSum command. To
use this shortcut, hold down the Alt key and then press the equals sign.

Other Functions

Math and Trigonometry Functions

Several math functions can help expedite analysis. This section highlights on a few.

ABS - When there is a need to get the absolute value of a number, the ABS function is
helpful.

ROUND, ROUNDUP, and ROUNDDOWN - There are various options with rounding,
depending on the need. The functions’ argument tooltip specifies how many decimal
places or to which nearest integer it should round.
 ROUND – This function helps users to round to the nearest value.
 ROUNDDOWN – This function helps users to round values down to the
nearest value based on the desired decimal place or integer.
 ROUNDUP - This function helps users to round values up to the nearest
value based on the desired decimal place or integer.
Statistical Functions

When presented with large datasets, it is helpful to sort and summarize the information
at hand.

COUNT, COUNTA, and COUNTBLANK - The counting functions are especially

helpful with large datasets to identify anomalies and to get general summary statistics.
 COUNT – This function counts the number of cells that contain numbers.
 COUNTA – This function counts cells containing any type of information,
including error values and empty text (as shown in the example below,
it counts the cell marked “VOID”).
 COUNTBLANK – This function counts only the empty cells within the
dataset, with no information contained in the cells.

AVERAGE, MEDIAN, MIN, and MAX - With large datasets, it is often helpful to run
basic summary statistics before doing further analysis.
 AVERAGE – This function calculates the average value in a dataset.
 MEDIAN – This function calculates the median, middle value, in a dataset.
 MIN – This function returns the lowest value in a dataset.
 MAX – This function returns the largest value in a dataset.
QUARTILE - The quartile function helps users to understand the distribution of
values.
The first argument identifies the values or cells that users want to calculate and the
argument tooltip identifies which quartile (0 – minimum value; 1 – first quartile or
25th percentile; 2 – median value or 50th percentile; 3 – third quartile or 75th
percentile; and 4 – maximum value).

Date and Time Functions

Sometimes when we export data from a database system, the date does not extract
as neatly. Other times, we are looking to calculate the duration from one date to
another.

DATE -This function is useful when information related to year, month, and date are
in separate cells and the preference is to have the date in one cell.

YEAR, MONTH, and DAY

These functions are helpful to capture the appropriate piece of information in a date
cell.

DATEDIF
This function calculates the interval between two dates. The second argument
specifies the type of interval, e.g., day, month, year, etc.
Lookup and Reference Functions

Sometimes we need to identify and search for a particular value in our dataset. This
is when lookup and reference functions are helpful.

VLOOKUP -This function returns a value based on reference information presented

in a vertical layout.
 In the example below, Columns A and B represent reference information.
Columns D through F represent data we want to review.
 In Column H, we are telling Excel to use the value in E2 to find the value for H2
by looking at the information in Columns A and B.
 The first argument tooltip in our example is a “2.” This represents the Column
B. We have information on the revenue code (Column E) and want to return
information on the revenue name (Column B
 The second argument tooltip is for Excel to identify the appropriateness of the
match. “False” denotes an exact match, while “True” denotes an appropriate
match. We want an exact match for this scenario.

HLOOKUP -This function returns a value based on reference information presented

in a horizontal layout.
Using the examples used for VLOOKUP, the reference data is presented in a different
format. The reference information is contained in A1:E2. In H4, we are instructing
Excel to use the value in H2 to find the value for H4 by looking at the information in
A1:E2.
(Note: Dollar signs ($) before a cell letter and number makes it stationary to prevent
Excel from shifting the reference when we drag or copy the formula across.)
The first argument tooltip in our example is a “2.” This represents the Row 2. We have
information on the revenue code (Row 1) and want to return information on revenue
name (Row 2).
The second argument tooltip is for Excel to identify the appropriateness of the
match. “False” denotes an exact match, while “True” denotes an appropriate
match. We want an exact match for this scenario.
Text Functions

Text functions are helpful when we seek to only get a portion of the information
contained within a cell or we are trying to combine information contained in multiple
cells.

LOWER, UPPER, and PROPER

Formatting can be an issue when exporting data. Information may be in upper cases,
lower cases, or a combination of both. To make clean tables and charts can require
formatting or use of the following functions:
 LOWER – This function returns text values in a cell in all lower case.
 UPPER – This function returns text values in a cell in all upper case.
 PROPER – This function returns text values in a cell with the each of the first
word capitalized.

CONCATENATE is helpful to combine information contained in separate cells into

one cell. The function contains arguments referencing the cells containing the
information.
The example below shows how the function returns values. In the first example, first
name and last name is combined, but look closely because there isn’t a space. By
adding to the argument by including spaces (“ “), commas (“, “), and other desired
punctuation or words (“ of “) the appropriate desired value can be returned.

Logical Functions
Logical functions are useful when we are seeking to perform conditional actions or
calculations.

COUNTIF -This function counts the number of cells that meet a criterion. The two
examples below show how COUNTIF operates. The argument is the range of cells
that we want Excel to review. The tooltip specifies the criterion, e.g. code 100 and
vendor ABC, respectively.
SUMIF -This function sums the values in a range that meet criteria specified. The two
examples below show how SUMIF operates. The first part of the argument is the range
of cells we want evaluated based on our criteria. The first tooltip is the criteria itself,
e.g. code 100 and vendor ABC, respectively. The following tooltip is the range of cells
for Excel to perform the summarization function, e.g., amount in both instances.

IF -If statements are helpful to return one value if the statement is true and another if
the statement is false. In the example below, we are comparing the payment amount
(C2:C7) to the invoice amount (B2:B7). If the payment amount is greater than the
invoice amount, then Excel returns a value of “Overpayment.” If the payment
amount is not less than the invoice amount, then Excel return a value of “Not
Overpayment.” Please note the attention to the value we selected to return if the
statement is false because the logic statement is also capturing instances where the
payment amount equals the invoice amount (Rows 3 and 6).

AND -Similar to if statements, the AND function returns a value of “TRUE” if the
statement is true and “FALSE” if the statement is false. The function tests multiple
criteria. In the example below, the statement is testing two criteria. The first is
whether there has been an underpayment (Column E is less than Column C) and
whether the payment took more than 30 days from time of invoice (Column D minus
Column B is greater than 30). Both conditions must be true in order for Excel to
return the value “TRUE.” If only one of the conditions is true, either there is an
underpayment or payment took over 30 days from time of invoice, then Excel
returns the value “FALSE
OR -This function tests multiple logic criteria and returns a value of “TRUE” if one
criterion is true. The example below is similar to the one for the AND function.
However, if one of the conditions, e.g., underpayment (Column E is less than Column
C) or payment taking more than 30 days from time of invoice (Column D minus
Column B is greater than 30), is met, then Excel returns the value “TRUE.” If both
conditions are not met, then Excel returns the value “FALSE.”

Common Errors in Excel and how to resolve it.

1. #VALUE!

Excel displays the #VALUE! error when it finds spaces, characters, or text in a
formula where it is expecting a number.

Excel requires formulas to contain numbers only and won't respond to formulas
associated with numbers, so it will show you an error is if you've included anything
else.

How to Resolve This Error :

An easy solution to this error is to double

check your formula to make sure that you
only used numbers. If you're still seeing an
error, check for blank cells, missing
formulas linking to cells or any special
characters you may be using.

In the example above, the "Sum" column is

referring to empty cells. Excel can't
calculate the sum of empty columns, so it
gives us an error.
2. #NAME?

This is a slightly more complex Excel error.

Why do I get #NAME in Excel?

The #NAME? error message appears if Excel can't understand the name of the
formula you're trying to run, or if Excel can't compute one or more values entered in
the formula itself. To resolve this error, check the formula's spelling, or use the
Formula Builder to have Excel build the function for you.

No, Excel isn't looking for your name in this case. The error, #NAME?, appears in a
cell when Excel can't read certain elements of a formula you're trying to run.

For example, if you're trying to conduct the =VLOOKUP formula, and you spell
"VLOOKUP" wrong, Excel will return the #NAME? error after you input the values
and press Enter. Check this error out below -- as you can see, the cell is missing the
"U" in "=VLOOKUP."

You might also have spelled the formula correctly, but don't have enough
information entered in the formula's individual entries. Check out how this error
might look below -- as you can see, the table array entry is incomplete. It needs an
actual spreadsheet name to know where to look up our desired value.

How to Resolve This Error :

To fix the #NAME? error in Excel, check the spelling of the formula you're trying to
run.
If the formula is spelled correctly, and your spreadsheet is still returning an error,
Excel is probably getting confused over one of your entries inside the formula. An
easy way to fix this is to have Excel insert the formula for you. Highlight the cell in
which you want to run a formula, then click the "Formulas" tab in the top navigation.
Select "Insert Function" (If you're using Microsoft Excel 2017, this option will be on
the far left of the Formulas navigation bar).

Once you select "Insert Function," a Formula Builder will appear to the right-hand
side of your spreadsheet where you can select your desired formula. Excel will then
walk you through each step of the formula in separate fields, as shown below, to
ensure no errors are made and the program can read your cell correctly.
3. #####

When you see ##### displayed in your cell, it can look a little scary. The good news
is that this simply means the column isn't wide enough to display the value you've
inputted. And that's any easy fix.

How to Resolve This Error :

Click on the right border of the column header and increase the column width.

Pro Tip: You can double-click the right border of the header to automatically fit the
widest cell in that column.
3. #DIV/0!

When you see #DIV/0!, you are asking Excel to divide a formula by zero or an empty
cell. In the same way that this task wouldn't work if you were doing division by hand,
or on a calculator, it won't work in Excel either.

How to Resolve This Error

This error is pretty easy to resolve. Simply change the value of the cell to a value that
is not equal to 0 or add in a value if your cell was blank. Here's an example:

In some cases, you might find that you're simply waiting for input in a particular cell.
Rather than including a "0" as a placeholder, and subsequently turning up a #DIV/0!
error, you can add a custom display message.
4. #REF!

This one can sometimes be a little tricky to figure out, but Excel usually displays
#REF! when a formula references a cell that is not valid. Here's a summary of where
this error typically comes from:
What is the #REF error in Excel?

The #REF! error in Excel appears if you're running a formula that is referring to a cell
that doesn't exist. If you delete a cell, column, or row in your spreadsheet, and build
a formula including a cell name that has been deleted, Excel will return the #REF!
error in the cell holding the formula.

Now, what does this error really mean? That means you may have accidentally deleted
or pasted over a cell that was used in your formula. For example, let's say the
"Outcome" column, below, references the formula: =SUM(A2,B2,C2).

If we were to accidentally delete the "Number 2" column, we'd see this error:

How to Resolve This Error :

Before you paste over a set of cells, make sure there are no formulas that refer (hence,
"REF") to the cells you're deleting. Also, when deleting cells, it’s important to double
check what formulas are being referred in those cells.
Pro Tip: If you accidentally delete a few cells, you can click the Undo button on the
Quick Access Toolbar (or press CTRL+Z for PC / Command + Z for Mac ) to restore
them.
5. #NULL!

#NULL! errors occur when you specify an intersection of two areas that don't actually
intersect, or when an incorrect range operator is used.

To give you some additional context, here's how Excel reference operators work:
 Range operator (semi colon): Defines a references to a range of cells.
 Union operator (comma): Combines two references into a single reference.
 Intersection operator (space): Returns a reference to the intersection of two
ranges.

How to Resolve This Error

First things first, check to make sure that you are using the correct syntax in your
formula.

 You should be using a colon to separate the first cell from the last cell when
you refer to a continuous range of cells in a formula.
 On the other hand, you should be using a comma should when you refer to
two cells that don't intersect.
6. #N/A

When you see #N/A, this typically means that the numbers you are referring to in
your formula cannot be found.

You may have accidentally deleted a number or row that's being used in your
formula, or are referring to a sheet that was deleted or not saved.

For advanced users, one of the most common causes of the #N/A error is when a cell
can't be found from a formula referenced in a VLOOKUP.
How to Resolve This Error

Triple check all your formulas and be sure to look closely at which sheets or rows
may have been deleted or incorrectly referenced. If you have a few formulas linked
together, check to see that everything in every formula has a value.
7. #NUM!

If your formula contains numeric values that aren't valid, you'll see an #NUM! error
appear in Excel. Often times this happens when you enter a numeric value that's
different than the other arguments used in your formula.

For example, when you're entering an Excel formula, make sure you don't include
values like $1,000 in currency format. Instead, enter 1000 and then format the cell
with currency and commas after the formula is calculated.

How to Resolve This Error

Check to see if you have entered any formatted currency, dates, or special symbols.
Then, make sure to remove those characters from the formula, only keeping the
numbers themselves.

Here's how you can format numbers after removing the commas and currency from
your formula: