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Excel is a spreadsheet software in the MicrosoftOffice Suite. It allows you to store, organize, andanalyze numerical and text data.

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Splitting a window allows you to work on multiple partsof a large spreadsheet simultaneously

Freezing the pane allows you to always keep one part ofthe spreadsheet (e.g., column or row labels) visible

How youuse this

feature

Drag the split horizontal and split vertical icons to thedesires positions

Click on the freeze pane icon from the tool bar to freezethe panes

Why youneed to

know this

*Split Windows and Freeze Panes

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Allows you hide and unhide particular rows or columnsSimplifies working with the spreadsheetPrevent certain information from being seen

How youuse this

feature

Select the row(s) or column(s) to be hidden/unhiddenSelect Format :Row : Hide/Unhide or Format : Column :

Hide/Unhide

Why youneed to

know this

*Hide and Unhide Command

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Save you lots of timeMove the first or last cell of a contiguous data blockwithout scrolling

How youuse thisfeature

Ctrl-Arrow : Move to the first/last data cell in the arrowdirection

Ctrl-Shift-Arrow : Selects the cells between the currentcell and the first/last data cell

Why youneed toknow this

*Moving around a Spreadsheetwith Ctrl, Shift, and Arrow Keys

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Allows specific cells or cell ranges to be referred to byname

Allows you to write equations such as = Quantity*Costinstead of =$B$12*$C$4

How youuse this

feature

Select the cell or cell rangeSelect Insert : Name : Define from the menu bar

Why youneed to

know this

*Name Cells / Ranges

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Correctly sorting a series of rows or columns withoutdisassociating the data is critical to many modelingefforts

How youuse this

feature

To sort by single category, just click into column, NEVERhighlight column (would destroy table integrity)

To use multiple criteria, click any cell of data table, selectDataSort

Why youneed to

know this

*Sort Command

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Saves you lots of timeAllows for copying of cell content to contiguous cells witha single keystroke

How youuse this

feature

Select the cell with the content to be copied and drag toselect the cells to which the content should be copied

Ctrl-R to fill rightCtrl-D to fill down

Why youneed to

know this

*Fill down and Fill right Commands

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Conditional comparisons are used in virtually allspreadsheets

Knowing how to use IF in a nested manner and incombination with other functions will save hours of time

How youuse this

feature

IF(Comparison,TrueAction,FalseAction) IF(Comparison,TrueAction,) ==> Cell shows 0 if

condition is false IF(Comparison,TrueAction,) ==> Cell shows blank ifcondition is false

Why youneed to

know this

*If Function

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SUM is used in virtually all spreadsheetsSUMIF can save lots of time in most spreadsheets if youknow how to use the function

How youuse this

feature

SUM(Range1,Range2,Value1,)SUMIF(Range,Comparison,SumRange)

If a SumRange IS NOT specified, SUMIF sums the cellsmeeting the Comparison criteria in the specified RangeIf a SumRange IS specified, SUMIF sums the cells in

SumRange where the corresponding cells in Rangemeets the Comparison criteria

NOTE: The signs must be used for the Comparison

value

Why youneed to

know this

*SUM and SUMIF Functions

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Want to add lines with subtotals in your P&L or balancesheet, but still need to run the total over all numbers?Dont want to get confused with nested subtotals andtotals in your spreadsheet?

How youuse this

feature

Instead of =sum(range) add =subtotal(9,range) whereyou need a subtotal or total.

You may nest this function as you like. Excel keeps trackof everything ,)

Why youneed to

know this

*SUBTOTALS function

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Prevents you from wasting time counting items manuallyor creating dummy variables to count such items

How youuse this

feature

COUNT(Range1,Range2,Value1,...) ==> count the numberof cells containing numbers

COUNTA(Range1,Range2,Value1,...) ==> count thenumber of non-empty cellsCOUNTBLANK(Range) ==> count the number of emptycells in the range

COUNTIF(Range,Criteria) ==> count the number ofcells in the Range containing the Criteria. NOTE: The

signs must be used for the Criteria value

Why youneed to

know this

*COUNT Functions

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Allows you to automatically lookup a particular cell ofdata from a larger data range. This is especially usefulwhen you haveA large data section that contains information for

multiple records somewhere on the spreadsheet (e.g., asmall database)

A calculation area somewhere else, and you need torefer to some specific data elements for specific records

Why youneed to

know this

*VLOOKUP Functions

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How youuse this

feature

VLOOKUP and HLOOKUP allows you to find a specific cell of data in alarger data range Use VLOOKUP when each row contains a separate record and the

associated columns contain data for that one record

VLOOKUP(SearchValue,Range,ColumnNumber,Error) ==> look for avalue in the row specified by SearchValue and the column specified byColumnNumber SearchValue indicates the match key (i.e., find the row that contains

the SearchValue in the first column) Range specifies the cells containing the data ColumnNumber specifies the column that contains the data element

you want Error determines what happens when Excel does not find the exact

SearchValue you want. FALSE leads Excel to display a #N/A when anexact match cannot be found. TRUE leads Excel to display the nextsmaller value than SearchValue

* VLOOKUP Functions (Continued)

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The CONCATENATE function, one of Excel's textfunctions, is used to join two or more words or textstrings together.

How youuse this

feature

The syntax for the CONCATENATE function is:= CONCATENATE ( text1, text2, ... text255 )

Why youneed to

know this

*CONCATENATE function

http://spreadsheets.about.com/od/s/g/syntax_def.htmhttp://spreadsheets.about.com/od/s/g/syntax_def.htm

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Most powerful tool to arrange huge amounts of data in amore structured way than pure sorting. In particularhelpful to run quick sums, averages, distributions, etc. incombination with a structure criteria, e.g. total numberand average sales per store size band

How youuse this

feature

Select Data: PivotTable Report

Why youneed to

know this

*PIVOT TABLES

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You have a huge pile of data and quickly want to findsome specific information, e.g. all sets that meet a criteriaor the top 10 items etc.

How youuse this

feature

Click into your table or better mark the data area andselect Data: Filter: Autofilter

Using the drop-down boxes per item allows you to displayonly specific filtered information

Why youneed to

know this

*Filter Command

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Avoid having to redo your work on multiple spreadsheetsin a single workbook.

How youuse thisfeature

Select the first spreadsheet to be editedHold the Ctrl key while clicking on the additionalspreadsheets

Do your editing

Why youneed toknow this

*Editing Multiple Worksheets

Simulateously

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Often clients have data on their mainframe. The best youcan get for your PC is a text file dump. This trick will help

you see through the data mess youve received.

How youuse this

feature

One easy method to split text into separate columnsis the Data/Text to Column Wizard

Select the cellsSelect Data/Text to Column

Why youneed to

know this

*Clean Up Text

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*KEYBOARD SHORTCUTS

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Alt +

Ctrl + Shift + ~Ctrl + Shift + $

Ctrl + Shift + %

Ctrl + Shift + !

Ctrl + Shift + &

Ctrl + Shift + _

Ctrl + b

Ctrl + i

Ctrl + u

Ctrl + 9

Ctrl + Shift + 9

Ctrl + 0Ctrl + Shift + 0

Ctrl + 1

Ctrl + 5

Shift + Space

Ctrl + Space

Display the style dialog box

General Num. FormatCurrency formatPercentage formatComma formatOutline borderRemove bordersBold ItalicUnderlineHide rowsUnhide rows

Hide columnsUnhide columnsFormat Dialog BoxStrike ThroughSelect the entire row

Select the entire column

Formatting keys

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Ctrl + a

Ctrl + x/c/vCtrl + d/r

CTRL+SHIFT+*

SHIFT+ arrow key

CTRL+SHIFT+ arrow key

SHIFT+HOME

CTRL+SHIFT+HOME

CTRL+SHIFT+END

Select the entire worksheet

Cut/copy/pasteFile cells down/rightSelect the current region around the active cell

(the current region is an area enclosed by blankrows and blank columns)

Extend the selection by one cell

Extend the selection to the last nonblank cell inthe same column or row as the active cell

Extend the selection to the beginning of the rowExtend the selection to the beginning of theworksheet

Extend the selection to the last cell used on theworksheet (lower-right corner)

Formatting keys

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Ctrl + F4

Alt + F4Ctrl + F10

Ctrl + F9

Ctrl + F5

F6

Shift + F6

Ctrl + F6

Ctrl + Tab

Shift + F11

F11

Ctrl + s

F12Ctrl + o

Ctrl + n

Alt + F8

Alt + F11

Closes workbook window

Closes ExcelMaximizes the workbookMinimizes the workbookRestore window sizeNext panePrevious paneNext windowNext window Inserts a new sheetCreate a Quick Chart SheetSaves the workbook

Saves AsOpens a workbookCreates a new workbookMacros Dialog BoxVisual Basic Editor

Windows and Workbook keys

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ALT + TAB

CTRL + TABCTRL + Page Up/Page Down

CTRL + Home/End

CTRL + arrow key

Switch between applications

Switch between open Excel filesGo to previous/next worksheetGo to the first/last cell of the worksheetGo to the next empty cell

Windows and Workbook keys

Auditing and Calculation keys

Ctrl + ( ~ )

Ctrl + [

Ctrl + Shift + {

Ctrl + ]

Ctrl + Shift + }

F9

Shift + F9F2

Toggle formula displaySelects cells directly referred to by formulas

(Precedent Cells)

Selects directly and indirectly referred to cells

Selects only cells with formulas that referdirectly to the active cell (Dependent Cells)

Selects all cells within formulas that directly orindirectly refer to the active cells

Calculate all worksheets

Calculate worksheetToggle cell edit mode

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Auditing and Calculation keys

SHIFT+BACKSPACE

SHIFT+PAGE DOWN

SHIFT+PAGE UP

CTRL+SHIFT+SPACEBAR

CTRL+6

CTRL+7

If multiple cells are selected, select only the

active cellExtend the selection down one screenExtend the selection up one screenWith an object selected, select all objects on a

sheet

Alternate between hiding objects, displayingobjects, and displaying placeholders for objectsShow or hide the Standard toolbar

Useful Number formats

;;;#,

,##0.00_);(,##0.00)

#,##0_);(#,##0);---;@

Hides the contents of a cellDisplays numbers in thousands. (e.g., 1,000,000displays 1,000)

1000 = &1,000.00 -1000 = (&1,000.00) 1000 = 1,000 -1000 = (1,000)

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ASCII Characters

Ctrl + F3

Alt + 0149

Alt + 0163Alt + 0165Alt + 0153Alt + 0169Alt + 0188

Alt + 0189Alt + 0190Define Name (Range Name)