MS Excel Basic Knowledge: An Introduction to Excel Tutorial

MS Excel Basic Knowledge: An Introduction to Excel Tutorial. Microsoft Excel Tutorial for Beginners, Basic tasks in Excel, Learn MS Excel Tutorial, Notes About MS Excel.

Microsoft Excel is one of the most popular spreadsheet software applications available on the market. It is an essential tool for businesses, professionals, students, and anyone who needs to manage data efficiently. This article is a comprehensive guide to the basic knowledge of MS Excel, from its introduction to its practical applications.

1. What is MS Excel?

MS Excel is a spreadsheet program developed by Microsoft that allows users to organize, analyze, and manipulate data using a grid of cells arranged in rows and columns. It is a part of the Microsoft Office suite and is compatible with various operating systems such as Windows, Mac OS, iOS, and Android.

2. History of MS Excel

The first version of Excel was released in 1985 for Macintosh computers. It was later introduced for Windows in 1987, and since then, it has undergone significant updates and improvements. The current version of Excel is Excel 2019, which offers advanced features for data analysis, visualization, and collaboration.

3. Why Learn MS Excel?

Learning MS Excel is essential for many reasons, including:

• Managing large amounts of data efficiently
• Analyzing data using statistical tools and formulas
• Creating charts and graphs to visualize data
• Automating repetitive tasks using macros and VBA
• Collaborating with others on the same document using cloud services

4. Excel Workbook and Worksheets

An Excel workbook is a file that contains one or more worksheets. A worksheet is a grid of cells arranged in rows and columns. Each cell is identified by a unique address that consists of a column letter and a row number.

Excel is a powerful tool for organizing and analyzing data. At its most basic level, an Excel workbook is a file that contains one or more worksheets. A worksheet is essentially a grid of cells, where you can enter text, numbers, and formulas.

When you first open Excel, you will see a blank workbook with three worksheets. You can add or delete worksheets as needed by clicking on the plus or minus sign next to the worksheet tabs at the bottom of the screen.

Each worksheet in Excel can contain up to 1,048,576 rows and 16,384 columns, which provides ample space for organizing and analyzing data. You can format cells, rows, and columns to make your data easier to read, and you can also create charts and graphs to visualize your data.

Excel workbooks can also contain macros, which are small programs that automate repetitive tasks. Macros can be created using Excel’s built-in macro recorder, or they can be written in VBA (Visual Basic for Applications), which is a programming language used to automate tasks in Excel and other Microsoft Office programs.

Overall, Excel workbooks and worksheets are incredibly versatile tools that can be used for a wide range of tasks, from simple data entry and calculations to complex data analysis and automation.

5. Excel Interface

The Excel interface consists of various elements such as the Ribbon, Quick Access Toolbar, Formula Bar, and Status Bar. The Ribbon is the main tool that contains all the commands and features needed to work with Excel.

The Quick Access Toolbar is a customizable toolbar that allows users to access frequently used commands quickly. The Formula Bar displays the contents of the active cell, while the Status Bar shows the current status of Excel.

Excel has a user-friendly interface that allows you to easily navigate through the various features and functions. The interface is made up of several elements that work together to help you manage your data and perform calculations.

Here are some of the key elements of Excel’s interface:

1. Ribbon: The Ribbon is located at the top of the screen and contains tabs, groups, and commands that allow you to perform tasks in Excel. Each tab contains a different set of groups, and each group contains related commands.

Here are some of the most commonly used tabs in Excel’s Ribbon:

• Home: This tab contains basic commands for formatting, font styles, and alignment, as well as commands for managing worksheets and workbooks.
• Insert: This tab contains commands for inserting charts, tables, pivot tables, pictures, and other objects into a worksheet.
• Page Layout: This tab contains commands for managing the layout of your worksheet, including page setup, margins, and orientation.
• Formulas: This tab contains commands for working with formulas, including inserting, auditing, and managing formulas.
• Data: This tab contains commands for importing, sorting, filtering, and analyzing data.
• Review: This tab contains commands for reviewing and editing your worksheet, including spell check, track changes, and comments.
• View: This tab contains commands for managing how you view your worksheet, including zoom, freeze panes, and page breaks.

In addition to these tabs, Excel’s Ribbon also includes a Quick Access Toolbar, which provides quick access to commonly used commands, and a search box that you can use to find specific commands.

By familiarizing yourself with Excel’s Ribbon and the commands it contains, you can quickly and easily perform a wide range of tasks in Excel.

2. Quick Access Toolbar: The Quick Access Toolbar is located above the Ribbon and provides quick access to commonly used commands. You can customize the toolbar by adding or removing commands.

By default, the Quick Access Toolbar contains a few commonly used commands, such as Save, Undo, and Redo. However, you can add or remove commands as needed by following these steps:

• Click on the dropdown arrow on the Quick Access Toolbar.
• Select the command that you want to add or remove from the list of available commands.
• To add a command, simply click on it in the list. To remove a command, click on the command to deselect it.

You can also customize the Quick Access Toolbar by clicking on “More Commands” at the bottom of the dropdown menu. This will open the Excel Options dialog box, where you can choose from a wider range of commands to add to the toolbar.

Once you have customized the Quick Access Toolbar, your chosen commands will be easily accessible from anywhere in Excel, making it faster and more convenient to perform common tasks.

3. Formula Bar: The Formula Bar is located above the worksheet and displays the contents of the active cell. You can use the Formula Bar to enter and edit formulas.

Here are some of the key features of the Formula Bar:

• Formula Bar Input: This is where you can enter or edit the contents of the active cell, including text, numbers, and formulas. When you select a cell in Excel, its contents are displayed in the Formula Bar Input. This can include text, numbers, or formulas. If the cell contains a formula, you can use the Formula Bar Input to view, edit, or create new formulas. If the cell contains text or numbers, you can use the Formula Bar Input to enter or edit the contents of the cell. To enter data into a cell using the Formula Bar Input, simply click on the cell to select it, and then click on the Formula Bar Input to begin typing. You can also use the arrow keys or the mouse to move the cursor within the Formula Bar Input to make edits or corrections. To create or edit a formula using the Formula Bar Input, click on the cell that you want to contain the formula, and then click on the Formula Bar Input to begin typing. You can then enter the appropriate formula syntax, using cell references, operators, and functions as needed. Excel will automatically display the results of the formula in the cell. Overall, the Formula Bar Input provides a convenient and efficient way to enter and edit data in Excel, making it easier to perform calculations, analyze data, and organize your worksheets.
• Formula Bar View: This displays the current contents of the active cell, including any formulas, text, or numbers. When you select a cell in Excel, its contents are displayed in the Formula Bar View. This allows you to quickly and easily review the contents of the cell, as well as any formulas that may be present. If the cell contains text or numbers, the Formula Bar View will display the contents of the cell as entered. If the cell contains a formula, the Formula Bar View will display the formula syntax, including any cell references, operators, or functions that are used. You can also use the Formula Bar View to edit the contents of the active cell. Simply click on the Formula Bar View to place the cursor at the appropriate location, and then make your changes. Overall, the Formula Bar View provides a convenient way to review and edit the contents of cells in Excel, making it easier to work with data and perform calculations.
• Formula Bar Buttons: These are a series of buttons located on the right-hand side of the Formula Bar that allow you to switch between different views and edit the contents of the active cell. Here is a brief overview of each of the Formula Bar Buttons: Cancel: This button cancels any changes made to the contents of the active cell since it was last saved or edited. Checkmark: This button accepts any changes made to the contents of the active cell and applies them to the worksheet. Insert Function: This button opens the Insert Function dialog box, which allows you to search for and insert a function into the active cell. Name Box: This button displays the Name Box, which shows the name or cell reference of the active cell. Expand Formula Bar: This button expands the Formula Bar to show more of the contents of the active cell, if they cannot all be displayed. Collapse Formula Bar: This button collapses the Formula Bar to its normal size. By using the Formula Bar Buttons, you can easily switch between different views, edit the contents of the active cell, and insert functions as needed. This can make it easier to work with data and perform calculations in Excel.

By using the Formula Bar, you can easily view, edit, and create formulas in Excel, making it easier to perform calculations and analyze data. Additionally, the Formula Bar provides a convenient way to enter or edit text and numbers in cells, making it easier to organize and present your data.

4. Workbook Window: The Workbook Window displays the current workbook, which contains one or more worksheets. You can switch between worksheets by clicking on their tabs at the bottom of the screen.

Each Workbook Window can contain one or more worksheets, which are organized as tabs along the bottom of the window. You can switch between worksheets by clicking on their tabs.

The Workbook Window also contains a number of other features, including:

• Scroll Bars: These are located along the right-hand side and bottom of the Workbook Window, and allow you to scroll up, down, left, or right to view different parts of the worksheet.
• Status Bar: This is located at the bottom of the Workbook Window, and displays information about the current status of the worksheet, such as the current cell reference or the status of certain features.
• View Options: These are located in the View tab of the Ribbon, and allow you to change the appearance and layout of the worksheet, such as zoom level, gridlines, and page breaks.

Overall, the Workbook Window is the primary interface element in Excel, and provides a flexible and powerful environment for working with data, performing calculations, and creating visualizations.

5. Status Bar: The Status Bar is located at the bottom of the screen and displays information about the current workbook, such as the number of cells selected and the sum of selected cells.

Here are some of the elements that are typically displayed on the Status Bar:

• Ready: When Excel is not currently processing a command, this message will appear in the Status Bar.
• Cell Reference: This displays the cell reference of the currently selected cell, such as A1 or B4.
• Sum/Average/Count: These buttons display the sum, average, or count of the selected cells.
• Num Lock: This displays the current status of the Num Lock key on your keyboard.
• Scroll Lock: This displays the current status of the Scroll Lock key on your keyboard.
• Caps Lock: This displays the current status of the Caps Lock key on your keyboard.

The Status Bar can also be customized to display additional information by right-clicking on it and selecting the desired options from the context menu.

Overall, the Status Bar provides a quick and easy way to get information about the current worksheet or workbook, and is an important part of the Excel interface.

6. Cell: A cell is the basic unit of a worksheet and is identified by a unique row and column intersection. You can enter text, numbers, and formulas in a cell, and you can format cells to make them easier to read.

For example, cell A1 is the cell located in the first column and first row of the worksheet, while cell C3 is the cell located in the third column and third row of the worksheet.

Cells can contain a variety of different types of data, including numbers, text, dates, and formulas. You can also apply various formatting options to cells to make them easier to read and understand.

When you select a cell in Excel, it becomes the active cell, and its contents are displayed in the Formula Bar. You can then edit the contents of the active cell directly in the Formula Bar, or in the cell itself.

Overall, cells are a fundamental building block of Excel worksheets, and provide a flexible and powerful way to organize and work with data.

These are just a few of the key elements of Excel’s interface. By familiarizing yourself with these elements, you can navigate Excel more easily and take advantage of its many powerful features.

6. Ribbon and Quick Access Toolbar

The Ribbon is divided into several tabs, each containing groups of related commands. The Home tab contains the most commonly used commands, such as formatting, cell editing, and data manipulation. Other tabs such as Insert, Page Layout, Formulas, Data, Review, and View offer additional features and functionalities.

The Quick Access Toolbar is a customizable toolbar that contains frequently used commands such as Save, Undo, Redo, and Print. Users can customize the toolbar by adding or removing commands to suit their needs.

The Quick Access Toolbar is a customizable toolbar located above or below the Ribbon that provides one-click access to frequently used commands and tools. By default, the Quick Access Toolbar includes buttons for commands like Save, Undo, and Redo, but you can customize it to include additional buttons for commands you use frequently. Customizing the Quick Access Toolbar can save you time and make it easier to work with Excel.

Both the Ribbon and Quick Access Toolbar are designed to make it easy to access the commands and tools you need to work with your data in Excel. By familiarizing yourself with these interface elements and customizing them to suit your needs, you can work more efficiently and get more done in less time.

7. Basic Excel Functions

Excel offers a variety of functions to perform various tasks such as arithmetic operations, date and time calculations, text manipulation, and statistical analysis. Functions are pre-built formulas that can be used to perform complex calculations efficiently.

Here are some of the basic functions that are commonly used in Excel:

• SUM: SUM is a basic Excel function that adds up a range of numbers. To use the SUM function, you need to select the range of numbers that you want to add up and then enter the function name, followed by the cell references or range of cells in parentheses. For example, if you want to add up the numbers in cells A1 through A5, you would enter the following formula into another cell: =SUM(A1:A5). Excel will then calculate the sum of the numbers in the specified range and display the result in the cell where you entered the formula. The SUM function can be used with any range of numbers, regardless of whether they are in a row, column, or scattered throughout the worksheet. You can also use the SUM function with multiple ranges by separating them with commas within the parentheses, like this: =SUM(A1:A5, B1:B5). In addition to adding up numerical values, you can also use the SUM function to concatenate text strings or combine numbers and text strings. However, it is important to note that any non-numeric values in the specified range will be treated as zero by the SUM function.
• AVERAGE: AVERAGE is an Excel function that calculates the arithmetic mean of a range of numbers. To use the AVERAGE function, you need to select the range of numbers that you want to average and then enter the function name, followed by the cell references or range of cells in parentheses. For example, if you want to calculate the average of the numbers in cells A1 through A5, you would enter the following formula into another cell: =AVERAGE(A1:A5). Excel will then calculate the average of the numbers in the specified range and display the result in the cell where you entered the formula. The AVERAGE function can be used with any range of numbers, regardless of whether they are in a row, column, or scattered throughout the worksheet. You can also use the AVERAGE function with multiple ranges by separating them with commas within the parentheses, like this: =AVERAGE(A1:A5, B1:B5). It is important to note that the AVERAGE function calculates the mean of all the numbers in the specified range, including any zeros. If you want to exclude zeros or other non-numeric values from the calculation, you can use the AVERAGEIF or AVERAGEIFS function instead. These functions allow you to specify a condition that Excel should use to filter the values in the range before calculating the average.
• MAX: MAX is an Excel function that returns the largest value in a range of numbers. To use the MAX function, you need to select the range of numbers that you want to find the largest value of and then enter the function name, followed by the cell references or range of cells in parentheses. For example, if you want to find the largest number in cells A1 through A5, you would enter the following formula into another cell: =MAX(A1:A5). Excel will then find the largest number in the specified range and display the result in the cell where you entered the formula. The MAX function can be used with any range of numbers, regardless of whether they are in a row, column, or scattered throughout the worksheet. You can also use the MAX function with multiple ranges by separating them with commas within the parentheses, like this: =MAX(A1:A5, B1:B5). It is important to note that the MAX function returns only one value, even if there are multiple cells with the same highest value in the range. If you want to find all cells that contain the highest value, you can use the conditional formatting feature in Excel to highlight them.
• MIN: MIN is an Excel function that returns the smallest value in a range of numbers. To use the MIN function, you need to select the range of numbers that you want to find the smallest value of and then enter the function name, followed by the cell references or range of cells in parentheses. For example, if you want to find the smallest number in cells A1 through A5, you would enter the following formula into another cell: =MIN(A1:A5). Excel will then find the smallest number in the specified range and display the result in the cell where you entered the formula. The MIN function can be used with any range of numbers, regardless of whether they are in a row, column, or scattered throughout the worksheet. You can also use the MIN function with multiple ranges by separating them with commas within the parentheses, like this: =MIN(A1:A5, B1:B5). It is important to note that the MIN function returns only one value, even if there are multiple cells with the same lowest value in the range. If you want to find all cells that contain the lowest value, you can use the conditional formatting feature in Excel to highlight them.
• COUNT: COUNT is an Excel function that counts the number of cells in a range that contain numbers or other data. To use the COUNT function, you need to select the range of cells that you want to count and then enter the function name, followed by the cell references or range of cells in parentheses. For example, if you want to count the number of cells in cells A1 through A5 that contain data, you would enter the following formula into another cell: =COUNT(A1:A5). Excel will then count the number of cells in the specified range that contain data and display the result in the cell where you entered the formula. The COUNT function can be used with any range of cells, regardless of whether they are in a row, column, or scattered throughout the worksheet. You can also use the COUNT function with multiple ranges by separating them with commas within the parentheses, like this: =COUNT(A1:A5, B1:B5). It is important to note that the COUNT function counts only cells that contain data, including text, numbers, and formulas. If you want to count only cells that contain numbers, you can use the COUNTA function. If you want to count only cells that meet a certain condition, you can use the COUNTIF or COUNTIFS function.
• COUNTA: COUNTA is an Excel function that counts the number of cells in a range that are not empty. To use the COUNTA function, you need to select the range of cells that you want to count and then enter the function name, followed by the cell references or range of cells in parentheses. For example, if you want to count the number of non-empty cells in cells A1 through A5, you would enter the following formula into another cell: =COUNTA(A1:A5). Excel will then count the number of non-empty cells in the specified range and display the result in the cell where you entered the formula. The COUNTA function can be used with any range of cells, regardless of whether they are in a row, column, or scattered throughout the worksheet. You can also use the COUNTA function with multiple ranges by separating them with commas within the parentheses, like this: =COUNTA(A1:A5, B1:B5). It is important to note that the COUNTA function counts cells that are not empty, including cells that contain text, numbers, and formulas. If you want to count only cells that contain numbers, you can use the COUNT function. If you want to count only cells that meet a certain condition, you can use the COUNTIF or COUNTIFS function.
• IF: IF is an Excel function that allows you to test a condition and return one value if the condition is true and another value if the condition is false. The IF function takes three arguments: the condition to test, the value to return if the condition is true, and the value to return if the condition is false. The syntax of the IF function is as follows: =IF(condition, value_if_true, value_if_false). For example, suppose you have a column of scores in cells A1 through A5 and you want to label each score as either “Pass” or “Fail” based on whether it is above or below a certain threshold. You could use the following formula in cell B1: =IF(A1>=70,”Pass”,”Fail”). In this formula, the condition to test is whether the score in cell A1 is greater than or equal to 70. If the condition is true, the formula will return the value “Pass”. If the condition is false, the formula will return the value “Fail”. You can use the IF function with a wide variety of conditions and values to create custom calculations and data formatting rules in Excel. It is a powerful tool for automating calculations and data analysis tasks in spreadsheets.
• CONCATENATE: CONCATENATE is an Excel function that allows you to combine two or more strings of text into one cell. The CONCATENATE function takes two or more text strings as arguments and joins them together in the order specified. The resulting text string can then be displayed in a cell or used in a formula. The syntax of the CONCATENATE function is as follows: =CONCATENATE(text1, [text2], [text3], …). For example, suppose you have a list of first names in column A and last names in column B, and you want to create a list of full names in column C. You could use the following formula in cell C1: =CONCATENATE(A1, ” “, B1). In this formula, the first argument (A1) is the first name, followed by a space character in quotes, and the second argument (B1) is the last name. The CONCATENATE function combines these two values and creates a full name in cell C1. You can use the CONCATENATE function to combine any number of text strings, using either literal text or cell references as arguments. This function is useful for creating custom labels, formatting text, and manipulating data in a variety of ways.
• LEFT: LEFT is an Excel function that allows you to extract a specified number of characters from the beginning (left) of a text string. The LEFT function takes two arguments: the text string to extract from, and the number of characters to extract. The syntax of the LEFT function is as follows: =LEFT(text, [num_chars]). For example, suppose you have a list of email addresses in column A and you want to extract the first part (the username) of each address. You could use the following formula in cell B1: =LEFT(A1, FIND(“@”,A1)-1). In this formula, the first argument (A1) is the email address to extract the username from. The second argument uses the FIND function to locate the position of the “@” symbol in the email address, and subtracts 1 to exclude the “@” symbol from the extracted text. The LEFT function then extracts the specified number of characters (the username) from the beginning of the email address. You can use the LEFT function to extract any number of characters from the beginning of a text string, depending on your needs. This function is useful for manipulating text data in a variety of ways, such as extracting names, addresses, or other identifying information from longer strings.
• RIGHT: RIGHT is an Excel function that allows you to extract a specified number of characters from the end (right) of a text string. The RIGHT function takes two arguments: the text string to extract from, and the number of characters to extract. The syntax of the RIGHT function is as follows: =RIGHT(text, [num_chars]). For example, suppose you have a list of phone numbers in column A and you want to extract the last four digits of each number. You could use the following formula in cell B1: =RIGHT(A1, 4). In this formula, the first argument (A1) is the phone number to extract the last four digits from. The second argument (4) specifies the number of characters to extract from the end of the phone number. The RIGHT function then extracts the specified number of characters (the last four digits) from the end of the phone number. You can use the RIGHT function to extract any number of characters from the end of a text string, depending on your needs. This function is useful for manipulating text data in a variety of ways, such as extracting part numbers, IDs, or other codes from longer strings.

These are just a few examples of the many functions available in Excel. By using functions, you can save time and reduce errors when working with data. To use a function, you simply need to enter the function name and its arguments into a cell. Excel will then calculate the result based on the specified inputs. You can also use functions in formulas to perform more complex calculations and analysis.

8. Cell References

Excel allows users to refer to cells using various types of cell references such as relative, absolute, and mixed. Relative references change when copied to another cell.

In Excel, cell references are used to identify and manipulate the contents of specific cells within a worksheet. A cell reference is simply the combination of a column letter and a row number that identifies a particular cell, such as “A1” or “B4”.

There are two types of cell references in Excel: relative and absolute. Relative cell references are the default type and are adjusted automatically when a formula is copied or moved to another location. For example, if you have a formula in cell B2 that references cell A1, and you copy that formula to cell C3, the cell reference in the formula will automatically change to B2.

Absolute cell references, on the other hand, remain fixed when a formula is copied or moved to another location. Absolute references are identified by a dollar sign ($) placed before the column letter or row number in the cell reference. For example, if you have a formula in cell B2 that references cell A$1, and you copy that formula to cell C3, the cell reference in the formula will still reference A$1.

Mixed cell references combine relative and absolute references, allowing you to anchor a row or column while allowing the other part of the reference to change. For example, if you have a formula in cell B2 that references cell $A1, and you copy that formula to cell C3, the column reference will stay fixed as column A, but the row reference will change to row 2.

Understanding cell references is essential for creating effective and flexible Excel formulas that can be easily copied and reused throughout a worksheet.

9. Basic Formatting in Excel

Excel allows users to format cells in various ways, such as font size, color, borders, and alignment. Formatting helps users to organize and present data in a clear and professional manner. Users can also use conditional formatting to highlight specific cells based on certain criteria, such as the highest or lowest value in a range.

Formatting in Excel refers to the visual appearance of cells, rows, and columns. Basic formatting options include changing the font type, font size, font color, cell background color, cell borders, and text alignment.

To change the formatting of a cell or range of cells, select the cells you want to format and then click on the Home tab in the ribbon. From there, you can use the various formatting tools available to adjust the appearance of your selected cells.

For example, to change the font type, select the cells you want to format, and then click on the drop-down menu in the Font group on the Home tab. From there, you can select a new font type.

To change the font size, use the drop-down menu in the Font group or click the increase or decrease font size buttons.

To change the font color, click on the drop-down menu in the Font group and select a new font color.

To change the cell background color, click on the drop-down menu in the Font group, and then select Fill Color. From there, you can choose a new cell background color.

To add borders to cells, select the cells you want to format, and then click on the drop-down menu in the Font group. From there, you can select a border style, color, and thickness.

To align text within a cell, select the cells you want to format, and then click on the drop-down menu in the Alignment group. From there, you can select text alignment options such as left, center, or right alignment.

These are just a few basic examples of the many formatting options available in Excel. Formatting is an important aspect of creating professional-looking and easy-to-read spreadsheets.

10. Sorting and Filtering Data in Excel

Excel provides several options to sort and filter data in a worksheet. Sorting allows users to arrange data in ascending or descending order based on one or more columns. Filtering allows users to display only the data that meets certain criteria, such as values greater than or less than a certain value.

Sorting and filtering data in Excel allows you to organize and analyze large amounts of information quickly and efficiently. Here are some basic steps to sort and filter data in Excel:

Sorting Data:

• Select the column you want to sort by.
• Click on the Sort A to Z or Sort Z to A button in the Sort & Filter group on the Home tab in the ribbon.
• The data will be sorted based on the selected column.

Filtering Data:

• Select the range of data you want to filter.
• Click on the Filter button in the Sort & Filter group on the Home tab in the ribbon.
• Arrows will appear in the header row of each column.
• Click on the arrow in the column you want to filter by.
• Select the filter options you want to apply to that column.
• Repeat steps 4-5 for each column you want to filter.
• To remove the filters, click on the Clear button in the Sort & Filter group on the Home tab in the ribbon.

Filtering allows you to quickly isolate and view specific data that meets certain criteria, such as all sales transactions that occurred in a certain month or all customers who live in a particular state.

Sorting and filtering can be used in combination to quickly and easily analyze data in Excel. By sorting and filtering data, you can quickly identify trends, outliers, and other patterns that can help you make informed decisions based on your data.

11. Simple Excel Formulas

Excel formulas are expressions that can perform calculations, manipulate data, and return results. Simple Excel formulas involve basic arithmetic operations such as addition, subtraction, multiplication, and division. Users can also use formulas to perform more complex calculations, such as calculating percentages, averages, and standard deviations.

Here are some simple Excel formulas that you can use to perform basic calculations:

• SUM: Adds a range of cells together. Example: =SUM(A1:A5)
• AVERAGE: Calculates the average value of a range of cells. Example: =AVERAGE(A1:A5)
• MAX: Returns the maximum value in a range of cells. Example: =MAX(A1:A5)
• MIN: Returns the minimum value in a range of cells. Example: =MIN(A1:A5)
• COUNT: Counts the number of cells that contain numbers in a range of cells. Example: =COUNT(A1:A5)
• COUNTA: Counts the number of cells that contain any type of data, including text and empty cells, in a range of cells. Example: =COUNTA(A1:A5)
• IF: Returns one value if a condition is true and another value if it is false. Example: =IF(A1>10, “Greater than 10”, “Less than or equal to 10”)
• CONCATENATE: Joins two or more text strings into one. Example: =CONCATENATE(“First”, ” “, “Last”)
• LEFT: Returns the leftmost characters of a text string. Example: =LEFT(“Excel is cool”, 5)
• RIGHT: Returns the rightmost characters of a text string. Example: =RIGHT(“Excel is cool”, 4)

These are just a few examples of simple formulas that you can use in Excel. By learning how to use formulas, you can perform a wide range of calculations and data manipulations to help you analyze and make decisions based on your data.

12. Conditional Formatting in Excel

Conditional formatting is a powerful feature that allows users to highlight specific cells based on certain conditions. For example, users can highlight cells that contain certain values, dates, or text strings. Conditional formatting can be used to identify trends, patterns, and outliers in data.

Conditional formatting is a feature in Excel that allows you to apply formatting to cells based on certain conditions. This can help you quickly identify and highlight important data in your spreadsheet.

To apply conditional formatting in Excel:

• Select the range of cells that you want to apply the formatting to.
• Go to the “Home” tab on the ribbon and click on “Conditional Formatting”.
• Choose the type of formatting you want to apply, such as “Highlight Cells Rules” or “Data Bars”.
• Choose the specific condition you want to apply the formatting to, such as “Greater Than” or “Duplicate Values”.
• Set the formatting options, such as the color or font style you want to use.
• Click “OK” to apply the conditional formatting.

Here are some examples of how you can use conditional formatting:

• Highlight cells that contain a specific value, such as all cells that contain the word “Overdue”.
• Color code cells based on their value, such as all cells that are greater than a certain value.
• Use data bars to visually represent the values in a range of cells.
• Highlight duplicate values in a list of data.

Conditional formatting is a powerful tool that can help you quickly identify and analyze data in your Excel spreadsheet.

13. Excel Charts and Graphs

Excel provides several types of charts and graphs to visualize data, such as column charts, line charts, pie charts, and scatter plots. Charts and graphs help users to understand complex data and communicate their findings effectively. Users can customize the appearance of charts and graphs, such as changing the colors, font sizes, and styles.

Excel offers a variety of chart types and options to help you present your data in a visually appealing and easy-to-understand way. Here are some common chart types and how to create them in Excel:

1. Column Chart: A column chart is a vertical bar chart that is used to compare data across categories.

To create a column chart, select the range of cells that contain your data and go to the “Insert” tab on the ribbon. Click on the “Column Chart” button and select the specific type of column chart you want to create.

To create a column chart in Excel, follow these steps:

• Select the range of cells that contain the data you want to include in the chart.
• Go to the “Insert” tab on the ribbon.
• Click on the “Column Chart” button in the “Charts” section.
• Select the type of column chart you want to create. Excel offers several different variations of column charts, such as clustered, stacked, and 100% stacked.
• The chart will be inserted onto the worksheet. You can then format it by adding a chart title, axis titles, data labels, and other features using the “Chart Tools” tab on the ribbon.

2. Line Chart: A line chart is used to display trends over time or continuous data.

To create a line chart, select the range of cells that contain your data and go to the “Insert” tab on the ribbon. Click on the “Line Chart” button and select the specific type of line chart you want to create.

To create a line chart in Excel, follow these steps:

• Select the range of cells that contain the data you want to include in the chart.
• Go to the “Insert” tab on the ribbon.
• Click on the “Line Chart” button in the “Charts” section.
• Select the type of line chart you want to create. Excel offers several different variations of line charts, such as 2-D, 3-D, and stacked.
• The chart will be inserted onto the worksheet. You can then format it by adding a chart title, axis titles, data labels, and other features using the “Chart Tools” tab on the ribbon.

3. Pie Chart: A pie chart is a circular chart that is used to show proportions or percentages.

To create a pie chart, select the range of cells that contain your data and go to the “Insert” tab on the ribbon. Click on the “Pie Chart” button and select the specific type of pie chart you want to create.

To create a pie chart in Excel, follow these steps:

• Select the range of cells that contain the data you want to include in the chart, including the labels for each category.
• Go to the “Insert” tab on the ribbon.
• Click on the “Pie Chart” button in the “Charts” section.
• Select the type of pie chart you want to create. Excel offers several different variations of pie charts, such as 2-D, 3-D, and exploded.
• The chart will be inserted onto the worksheet. You can then format it by adding a chart title, data labels, and other features using the “Chart Tools” tab on the ribbon.

4. Bar Chart: A bar chart is a horizontal chart that is used to compare data across categories.

To create a bar chart, select the range of cells that contain your data and go to the “Insert” tab on the ribbon. Click on the “Bar Chart” button and select the specific type of bar chart you want to create.

To create a bar chart in Excel, follow these steps:

• Select the range of cells that contain the data you want to include in the chart, including the labels for each category.
• Go to the “Insert” tab on the ribbon.
• Click on the “Bar Chart” button in the “Charts” section.
• Select the type of bar chart you want to create. Excel offers several different variations of bar charts, such as clustered, stacked, and 100% stacked.
• The chart will be inserted onto the worksheet. You can then format it by adding a chart title, data labels, and other features using the “Chart Tools” tab on the ribbon.

5. Scatter Chart: A scatter chart is used to show the relationship between two sets of data.

To create a scatter chart, select the range of cells that contain your data and go to the “Insert” tab on the ribbon. Click on the “Scatter Chart” button and select the specific type of scatter chart you want to create.

To create a scatter chart in Excel, follow these steps:

• Select the range of cells that contain the data you want to include in the chart, including the labels for each set of values.
• Go to the “Insert” tab on the ribbon.
• Click on the “Scatter Chart” button in the “Charts” section.
• Select the type of scatter chart you want to create. Excel offers several different variations of scatter charts, such as scatter with straight lines, scatter with smoothed lines, and scatter with markers only.
• The chart will be inserted onto the worksheet. You can then format it by adding a chart title, data labels, and other features using the “Chart Tools” tab on the ribbon.

Excel also offers a variety of formatting options for charts, including changing the colors, fonts, and styles. Additionally, you can add titles, labels, and legends to make your chart more informative and visually appealing.

14. Excel PivotTables and PivotCharts

Excel PivotTables and PivotCharts are powerful tools that allow users to summarize and analyze large amounts of data quickly. PivotTables and PivotCharts can be used to create interactive reports, dashboards, and visualizations. Users can drag and drop fields to create PivotTables and PivotCharts, and customize them to suit their needs.

To create a PivotTable in Excel, follow these steps:

• Select the range of cells that contain the data you want to include in the PivotTable.
• Go to the “Insert” tab on the ribbon.
• Click on the “PivotTable” button in the “Tables” section.
• In the “Create PivotTable” dialog box, select the location where you want the PivotTable to be placed (e.g. a new worksheet or an existing one).
• Choose the fields that you want to include in the PivotTable by dragging them from the “Fields” pane to the “Rows,” “Columns,” and “Values” areas.
• Excel will automatically generate a PivotTable based on your selections. You can then modify the PivotTable by adding filters, changing the summary functions, or rearranging the fields.

To create a PivotChart in Excel, follow these steps:

• Create a PivotTable as described above.
• Click on any cell within the PivotTable.
• Go to the “Insert” tab on the ribbon.
• Click on the “PivotChart” button in the “Charts” section.
• Select the type of chart you want to create (e.g. column chart, line chart, pie chart).
• Excel will generate a PivotChart based on your PivotTable. You can modify the chart by adding titles, changing the chart type, or formatting the data series.

PivotTables and PivotCharts are highly customizable and can be used to quickly summarize and visualize data from a variety of sources. They are especially useful for working with large datasets, where it may be difficult to manually sort and filter the data.

15. Tips and Tricks for Excel

Excel offers several tips and tricks that can help users work more efficiently, such as using keyboard shortcuts, using the Fill handle to copy data, and using the AutoSum feature to quickly calculate totals. Users can also use advanced features such as macros and VBA to automate repetitive tasks and create custom functions.

Some tips and tricks for Excel:

• Use keyboard shortcuts to save time: Instead of using the mouse to navigate through menus, use keyboard shortcuts to speed up your work. Some useful shortcuts include Ctrl + C to copy, Ctrl + V to paste, and Ctrl + Z to undo.
• Use the autofill feature: If you have a list of items that you need to enter into multiple cells, use the autofill feature to automatically fill in the cells. Simply enter the first item in the series and then drag the fill handle to fill in the remaining cells.
• Use conditional formatting to highlight important data: If you want to draw attention to specific data points, use conditional formatting to highlight them. For example, you can set up a rule to highlight cells that contain values above or below a certain threshold.
• Use the VLOOKUP function to quickly retrieve data: If you need to look up data from a table, use the VLOOKUP function to quickly retrieve the data. This function allows you to search for a value in one column of a table and return a corresponding value from another column.
• Use the IF function to perform conditional calculations: If you need to perform calculations based on certain conditions, use the IF function to set up conditional statements. For example, you can use the IF function to calculate a bonus based on sales performance.
• Use PivotTables to summarize data: If you have a large dataset and need to summarize the data, use PivotTables to quickly create summaries and analyze the data. PivotTables allow you to group, filter, and sort data based on different criteria.
• Use named ranges to make formulas easier to understand: Instead of using cell references in formulas, use named ranges to make the formulas easier to understand. For example, you can name a range of cells “SalesData” instead of using the cell references.
• Use data validation to prevent errors: If you want to prevent users from entering incorrect data, use data validation to set up rules for what data can be entered into specific cells. For example, you can set up a rule to only allow whole numbers to be entered into a cell.
• Use the CONCATENATE function to combine text: If you need to combine text from multiple cells into one cell, use the CONCATENATE function to quickly combine the text. This function allows you to join text strings together.
• Use the Freeze Panes feature to keep headers visible: If you have a large spreadsheet with multiple rows and columns, use the Freeze Panes feature to keep headers visible while scrolling through the data. This feature allows you to freeze certain rows or columns so that they remain visible while the rest of the data scrolls.

16. Conclusion : MS Excel Basic Knowledge

In conclusion, MS Excel is a powerful tool for managing and analyzing data. Learning the basic knowledge of Excel can help users work more efficiently, make better decisions, and communicate their findings effectively. Excel offers a wide range of features and functionalities, from basic formatting to advanced data analysis and visualization.

17. FAQs : MS Excel Basic Knowledge

Source: https://en.wikipedia.org/wiki/Microsoft_Excel