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Contents
Formatting
Functions
Tools
Managing

Data

Formatting
Conditional

Formatting
Locking cells and hiding formulas
Style

Conditional Formatting
Used

## when we need to highlight data satisfying

certain conditions (like equal to, <,>,
Maximum, minimum etc)
Select the range of data
Go to Format Cond. Formatting

## Choose appropriate conditions and formats

Maximum 3 conditional formatting can be
Note: Each of the three conditions are
related to each other with a logical operator
OR. This means, if any one or more of the
3 conditions is/are true, then the command
(formatting) will be executed.

Enter conditions
here ! (TYP)

here! (TYP)

## Formatting: Locking Cells and

Hiding formulas
Check the boxes as
reqd

## NOTE: LOCKING CELLS OR HINDING FORMULAS HAS NO EFFECT UNLESS

WORKSHEET IS PROTECTED.

Formatting : Style
Used to change
default formatting
settings for entire
worksheet

default formatting
setting

Functions

which predefined
Functions are
available

## Date & Time

Maths & Trigonometry
Statistics
Finance
Lookup and Reference
Database
Text
Information

Functions

## Functions Date & Time

FUNCTION : DATE
DESCRIPTION

YIELDS DATE

SYNTAX

=DATE(YR,MONTH,DAY)

ILLUSTRATION

=DATE(1947,08,15)08/15/1947

DESCRIPTION

SYNTAX

## =DAY(DATE) ; =MONTH(DATE); =YEAR(DATE)

ILLUSTRATION

=DAY(08/15/1947)15
=MONTH(08/15/1947)08
=YEAR(08/15/1947)1947

DESCRIPTION

## TODAY: GIVES CURRENT DATE

NOW: GIVES CURRENT DATE AND TIME

SYNTAX

=TODAY() ; =NOW()

ILLUSTRATION

=TODAY()CURRENT DATE
=NOW()CURRENT TIME AND DATE

## Functions: Date & Time

TO DO: ADD NUMBER OF DAYS TO A DATE
ILLUSTRATION : ADD 5 DAYS TO DATE 1947/08/15
SYNTAX & RESULT

=DATE(1947,08,15)+5 1947/08/20
OR
=DATE(YEAR(1947/08/15),
MONTH(1947/08/15),DAY(1947/08/15)+5
1947/08/20
TO DO: ADD NUMBER OF MONTHS TO A DATE
ILLUSTRATION : ADD 5 MONTHS TO DATE 1947/08/15
SYNTAX & RESULT

=DATE(YEAR(1947/08/15),MONTH(1947/08/15)+5,
DAY(1947/08/15))
1948/01/15

## TO DO: ADD NUMBER OF YEARS TO A DATE

ILLUSTRATION : ADD 62 YEARS TO DATE 1947/08/15
SYNTAX & RESULT

=DATE(YEAR(1947/08/15)+62,MONTH(1947/08/15),
DAY(1947/08/15))
2009/08/15

## TO DO: FIND OUT NUMBER OF WORKING DAYS BETWEEN TWO DATES

ILLUSTRATION : HOW MANY WORKING DAYS ARE THERE BETWEEN
DATE (D1) = 2009/10/01 & DATE (D2) = 2009/10/31
SYNTAX & RESULT

=NETWORKDAYS(D1,D2) 22

## Functions: Maths &

Trigonometry
Important Functions available
Sr #

ROUNDING

MATH

TRIGONOMETRIC

CEILING

EXP

SIN,COS,TAN

FLOOR

POWER

COSEC,SEC,COT

MROUND

SQRT

ASIN,ACOS,ATAN (Inverse)

EVEN

LN, LOG

ACOSEC,ASEC,ACOT
(Inverse)

ODD

FACT, COMBIN

SINH,COSH,TANH
(Hyperbolic)

INT

SUBTOTAL,
SUMIF,
COUNTIF

COSECH,SECH,TANH
(Hyperbolic)

ROUND

SUMPRODUCT,
SUMSQ,

ASINH,ACOSH,ATANH
(Inverse of Hyperbolic)

ROUNDUP

MDETERM,
MINVERSE,

ACOSECH,ASECH,ATANH
(Inverse of Hyperbolic)

ROUNDDOWN,

MMULT, INDEX

Functions- Rounding
FUNCTION : CEILING
DESCRIPTION

## RETURNS ROUNDED VAL AWAY FROM ZERO IN MULTIPLES OF

SIGNIFICANCE

SYNTAX

=CEILING(NUMBER, SIGNIFICANCE)

ILLUSTRATION

=CEILING(31,10)40 ; =CEILING(-31,-10)-40
;=CEILING(31,0.1)31
=CEILING(-31,10)ERROR (NUMBER & SIGNIFICANCE MUST
HAVE SAME SIGN)

FUNCTION : FLOOR
DESCRIPTION

## RETURNS ROUNDED VAL DOWN TOWARDS ZERO IN MULTIPLES

OF SIGNIFICANCE

SYNTAX

=FLOOR(NUMBER, SIGNIFICANCE)

ILLUSTRATION

=FLOOR(31,10)30 ; =FLOOR(-31,-10)-30 ;
=FLOOR(31,0.1)31
=FLOOR(-31,10)ERROR (NUMBER & SIGNIFICANCE MUST HAVE
SAME SIGN)
FUNCTION : MROUND
DESCRIPTION

## RETURNS THE NUMBER TO THE DESIRED MULTIPLE

SYNTAX

=MROUND(NUMBER, MULTIPLE)

ILLUSTRATION

=MROUND(31,10)30 ; =MROUND(-31,-10)-30 ; =MROUND(31,10) ERROR (NUMBER & MULTIPLE MUST HAVE SAME SIGN)

Functions- Rounding
FUNCTION : EVEN
DESCRIPTION

## ROUNDES POSITIVE VAL UP AND NEGATIVE VALUE DOWN TO THE

NEAREST EVEN NUMBER

SYNTAX

=EVEN(NUMBER)

ILLUSTRATION

=EVEN(31)32
=EVEN(-31)-32

FUNCTION : ODD
DESCRIPTION

## ROUNDES POSITIVE VAL UP AND NEGATIVE VALUE DOWN TO THE

NEAREST ODD NUMBER

SYNTAX

=ODD(NUMBER)

ILLUSTRATION

=ODD(32)33
=ODD(-32)-33

FUNCTION : INT
DESCRIPTION

## ROUNDES VAL DOWN TO THE NEAREST INTERGER

SYNTAX

=INT(NUMBER)

ILLUSTRATION

=INT(31.1)31 ; =INT(31.9)31
=INT(-31.5)-31 ; =INT(-31.5)-31

Functions- Rounding
FUNCTION : ROUND
DESCRIPTION

## ROUNDES UP THE NUMBER TO THE SPECIFIED NUMBER OF

DIGITS

SYNTAX

=ROUND(NUMBER,NUMBER_DIGITS)

ILLUSTRATION

=ROUND(100.88,1)100.9
=ROUND(100.81,1)100.8

FUNCTION : ROUNDUP
DESCRIPTION

## ROUNDES A NUMBER UP, AWAY FROM ZERO

SYNTAX

=ROUNDUP(NUMBER, NUMBER_DIGITS)

ILLUSTRATION

=ROUNDUP(100.88,1)100.9
=ROUNDUP(100.81,1)100.9

FUNCTION : ROUNDDOWN
DESCRIPTION

## ROUNDES NUMBER DOWN, TOWARDS ZERO

SYNTAX

=ROUNDDOWN(NUMBER,NUMBER_DIGITS)

ILLUSTRATION

=ROUNDDOWN(100.88,1)100.8
=ROUNDDOWN(100.81,1)100.8

Functions- Math
FUNCTION : EXP
DESCRIPTION

## RETURNS VALUE OF e TO THE POWER OF A GIVEN NUMBER

SYNTAX

=EXP(NUMBER) enumber

ILLUSTRATION

=EXP(1)2.718

FUNCTION : POWER
DESCRIPTION

## RETURNS RESULT AS A NUMBER RAISED TO THE POWER

SYNTAX

=POWER(NUMBER, POWER)

ILLUSTRATION

FUNCTION : SQRT
DESCRIPTION

SYNTAX

=SQRT(NUMBER)

ILLUSTRATION

=SQRT(100)10

DESCRIPTION

## LN RETURNS NATURAL LOG OF A NUMBER, LOG RETURNS

LOGARITHM

SYNTAX

=LN(NUMBER) , LOG(NUMBER)

Functions- Math
FUNCTION : FACT
DESCRIPTION

## RETURNS FACTORIAL OF A NUMBER

SYNTAX

=FACT(NUMBER) (NUMBER)!

ILLUSTRATION

=FACT(5)5X4X3X2X1 120

FUNCTION : COMBIN
DESCRIPTION

## RETURNS NUMBER OF POSSIBLE COMBINATIONS FOR A GIVEN

NUMBER OF ITEMS

SYNTAX

=COMBIN(NUMBER, # OF ITEMS)

ILLUSTRATION

## THERE ARE 10 FRUITS IN A BAG. A GROUP OF 3 FRUITS NEEDS

TO BE FORMED. HOW MANY GROUPS CAN BE FORMED?
=COMBIN(10,3) nCk = n!/[k!*(n-k)!] 120

Functions- Math
FUNCTION : SUBTOTAL
DESCRIPTION

## RETURNS SUBTOTAL OR LIST IN A DATA BASE

SYNTAX

=SUBTOTAL(FUNCTION_NUMBER,DATA RANGE)

ILLUSTRATION

## FUNCTION_NUMBER: STANDARD NUMBERS ALLOTED BY EXCEL

FUNCTION_NUM
(including hidden
cells)

FUNCTION_NUM
(excl. hidden cells)

FUNCTION

101

AVERAGE

102

COUNT

103

COUNTA

104

MAX

105

MIN

106

PRODUCT

107

STDEV

108

STDEVP

109

SUM

10

110

VAR

11

111

VARP

Functions : SUBTOTAL()

A
1 Data
2 120
3 10
4 150
5 23

## Ex 1: Find out the

summation of the
data between
range A2 to A4
using subtotal.
Include hidden
rows (Row 3 is
hidden!!!)
Syntax :
=subtotal(9,A2:A4
)-------9 is the
function number
for summation.
Result: 280

A
1 Data
2 120
3 10
4 150
5 23

## Ex 2: Find out the

summation of the
data between
range A2 to A4
using subtotal.
Exclude hidden
rows (Row 3 is
hidden!!!)
Syntax :
=subtotal(109,A2:
A4)-------109 is
the function
number for
summation.
Result: 270

Functions : SUMIF()
FUNCTION : SUMIF
DESCRIPTION

CRITERIA

SYNTAX

## =SUMIF(RANGE, CRITERIA,SUM RANGE)

RANGE : ACTUAL DATA TO BE EVALUATED
CRITERIA: CONDITION COULD BE <,>,text string etc
SUM RANGE: ACTUAL CELLS TO BE ADDED

## ILLUSTRATION: SUPPOSE WE HAVE A DATA CONSISTING OF FACILITY

# AND MANHOURS AGAINST THEM, AS BELOW. WISH TO ADD THE
MANHOURS ONLY FOR THE FACILITIES HAVING FACILITY # < 300
FAC. #

Manhour

300

1000

200

1450

210

500

340

300

250

500

SYNTAX:
=SUMIF(A1:A5,<300,B1:B5) 2450
(1450+500+500)

Functions : COUNTIF()
FUNCTION : COUNTIF
DESCRIPTION

## COUNTS NUMBER OF CELLS FULFILLING THE SPECIFIC

SYNTAX

=COUNTIF(RANGE, CRITERIA)
RANGE : ACTUAL DATA TO BE EVALUATED
CRITERIA: CONDITION COULD BE <,>,text string etc

## ILLUSTRATION: HOW MANY FACILITIES (FROM THE LIST BELOW) HAS

A FACILITY NUMBER BELOW 300
A
FAC. #
1

300

200

210

340

250

SYNTAX:
=COUNTIF(A1:A5,<300) 3
(THERE ARE THREE FACILITIES WHICH HAS
FACILITY # < 300 AND THEY ARE FACILITY #
200,210 AND 250.

Functions : MDETERM()
FUNCTION : MDETERM
DESCRIPTION

## CALCULATES DETERMINANT OF A MATRIX

SYNTAX

=MDETERM(DATA RANGE)

## ILLUSTRATION: FIND OUT THE DETERMINANT OF THE MATRIX AS

BELOW
B

SYNTAX:

1 Data

Data

Data

=MDETERM(A2:C4) -2000

2 10

20

25

3 15

25

50

4 10

30

40

Functions : MINVERSE()
FUNCTION : MINVERSE
DESCRIPTION

## CALCULATES INVERSE OF A MATRIX

SYNTAX

=MINVERSE(DATA RANGE)

## ILLUSTRATION: FIND OUT THE INVERSE OF THE MATRIX AS BELOW

SYNTAX:
=MINVERSE(A2:C4)

Functions : MINVERSE()
1. ENTER ELEMENTS INTO
4. PRESS
THE EXCEL
CTRL+SHIFT+ENTER
TO GET THE RESULT
2. TO GET THE RESULT,
SELECT THE CELLS
RANGE EQUAL TO
THE EXPECTED SIZE
OF THE INVERSE
MATRIX (3X3 IN THIS
CASE)
3. PRESS F2 AND ENTER
THE SYNTAX
=MINVERSE(A2:C4)

Functions : MMULT()
FUNCTION : MMULT
DESCRIPTION

SYNTAX

## ILLUSTRATION: FIND OUT THE PRODUCT OF THE MATRIX AND A

VECTOR AS BELOW
B

1 Data

Data

Data

Data

2 10

20

25

25

3 15

25

50

50

4 10

30

40

40

SYNTAX:
=MMULT(A2:C4,E2:E4)

Functions : MMULT()
1. ENTER ELEMENTS
INTO THE EXCEL

## 2. TO GET THE RESULT,

SELECT THE CELLS
RANGE EQUAL TO
THE EXPECTED SIZE
OF THE RESULTANT
MATRIX (3X1 IN THIS
CASE)
3. PRESS F2 AND ENTER
THE SYNTAX
=MMULT(A2:C4,E2:E4)

4. PRESS CTRL+
SHIFT+ENTER
TO GET THE
RESULT

Functions : INDEX()
FUNCTION : INDEX
DESCRIPTION

SYNTAX

## =INDEX(ARRAY, ROW #, COLUMN #)

NOTE: IN EXCEL, FIRST ROW & COLUMN # ALWAYS STARTS FROM
1

## ILLUSTRATION: WHAT ARE THE ELEMENTS @ LOCATIONS A2 & C3 ?

SYNTAX:

1 Data

Data

Data

ELEMENT @ A2

2 10

20

25

=INDEX(A2:C4,1,1) 10

3 15

25

50

ELEMENT @ C3

4 10

30

40

=INDEX(A2:C4,2,3) 50

Functions : Trigonometry
A TYP ILLUSTRATION HAS BEEN SHOWN FOR SIN() AND ASIN()
FUNCTION. SIMILAR FUNCTIONS ARE AVAILABLE FOR ALL OTHER
TRIGONOMETRIC FUNCTIONS
FUNCTION : SIN
DESCRIPTION

SYNTAX (TYP)

ILLUSTRATION

FUNCTION : ASIN
DESCRIPTION

SYNTAX

ILLUSTRATION

DESCRIPTION

## CONVERS ANGLE FROM DEGREES TO RADIANS

SYNTAX

ILLUSTRATION

Functions: Statistics
Sr #

STATISTICS

BRIEF DESCRIPTION

AVERAGE

## Returns average for a set of data

containing numbers only

AVERAGEA

## Returns average for a set of data

containing numbers as well as
texts/blanks

COUNT

## Counts number of cells containing only

numbers. Ignores texts, blanks & error
msg.

COUNTA

## Counts number of cells containing only

numbers and texts. Ignores blanks.

COUNTBLANK

blanks.

MEAN, MEDIAN,
FREQUENCY

distribution

## STDEV, VAR, KURT

Functions : Statistics
FUNCTION : AVERAGE
DESCRIPTION

## RETURNS AVERAGE VALUE (ARITHMATIC MEAN) OF A SET OF

DATA CONSISTING OF NUMBERS ONLY!!

SYNTAX

## =AVERAGE (NUMBER 1, NUMBER 2,. ) OR =AVERAGE( DATA

RANGE)
NOTE: THE ARGUMENT LIST MUST BE A NUMBER OR DATA RANGE

ILLUSTRATION

=AVERAGE(10,15,20,25,30,35) 20

FUNCTION : AVERAGEA
DESCRIPTION

## RETURNS AVERAGE VALUE (ARITHMATIC MEAN) OF A SET OF

DATA CONSISTING OF TEXT AS WELL AS NUMBERS

SYNTAX

## =AVERAGEA(NUMBER 1, NUMBER 2,) OR =AVERAGEA(DATA

RANGE)

ILLUSTRATION

=AVERAGEA(10,15,20,MANGO,25,30,35) 16.67
NOTE: AVERAGEA() ASSIGNS VALUE 0 (ZERO) TO THE CELL
CONTAINING TEXTS.

Functions : Statistics
FUNCTION : COUNT
DESCRIPTION

## COUNTS NUMBER OF CELLS CONTAINING NUMBERS. IGNORES,

BLANK CELLS, DATES, TEXTS, ERROR MESSAGES

SYNTAX

## =COUNT (NUMBER 1, NUMBER 2,. ) OR =COUNT( DATA RANGE)

=COUNT(A1:A6) 2
NOTE: EMPTY CELLS, DATES, TEXTS ETC ARE
IGNORED
TO COUNT THE CELLS
TO COUNT ONLY BLANKS USE
CONTAINING ANY DATA
FUNCTION COUNTBLANK
EXCEPT BLANKS , USE
FUNCTION COUNTA
SYNTAX:
=COUNTBLANK(RANGE)
SYNTAX:
=COUNTBLANK(A1:A6) 1
=COUNTA(A1:A6) 5

Reference
Sr #

## LOOKUP & REF

BRIEF DESCRIPTION

INDIRECT()

VLOOKUP()

HLOOKUP()

LOOKUP()

OFFSET()

## Looks for a value from a specified reference at

a specified location

MATCH()

## Returns relative position of an item in an array

that
matches a specified value in specific format

References
9

TRANSPOSE()

vice versa

10

COLUMN()

11

COLUMNS()

12

ROW()

13

ROWS()

DESCRIPTION

ROW #

SYNTAX

## =ADDRESS (ROW_NUM, COL_NUM, ABS_NUM,a1, SHEET_TXT)

ROW AND COL_NUM : ROW # & COL # OF THE ELEMENT
ABS_NUM: EXCEL SPECIFIED CODES (AS BELOW)
a1(OPTIONAL):
TYPE TRUE IF ADDRESS IS DESIRED IN THE FORM OF \$A\$1 (ROW
A COLUMN 1)
:TYPE FALSE IF ADDREDD IS DESIRED IN THE FORM OF
R1C1(ROW 1 COLUMN 1)
SHEET_TXT: IF USER REQUIRES TAB/WORKSHEET NAME ALONG

Abs_num

reference

1 or
omitted

Absolute

## Relative row; absolute column

Relative

Absolute col; Absolute row
Relative col; Absolute row
Absolute col ; Relative row
Relative col; Relative row
Case
#

## Row # Col # Abs_Num a1

Sheet_txt

Optional Optional

Optional Optional

Optional Optional

Optional Optional

Functions : INDIRECT()
FUNCTION : INDIRECT
DESCRIPTION

SYNTAX

ILLUSTRATION

## USING FOLLOWING ADDRESSES OF CELLS FROM PREVIOUS

SLIDE, FIND OUT THE DATA CONTAINED IN THEM

CASE
#

S

FORMULA

RESULT

\$A\$1

=INDIRECT(\$A\$1)

10

\$A2

=INDIRECT(\$A2)

25

A\$2

=INDIRECT(A\$2)

25

Functions : VLOOKUP()
FUNCTION : VLOOKUP
DESCRIPTION

## LOOKS FOR A VALUE IN THE LEFT MOST COLUMN OF A TABLE

AND THEN RETURNS THE VALUE IN THE SAME ROW YOU SPECIFY

SYNTAX

## =VLOOKUP(LOOKUP_VAL, TABLE_ARRAY, COL_INDEX_NUM,

RANGE_LOOKUP)
Lookup_val : It is value user want Excel to search in the left most
column of the table
Table_array: Range of data we are dealing with
Col_Index : Index of a column ,from the left most column of the
table, in which user wish to search the value. Index of left most
column of the table is 1.
Range_lookup (optional): can either be TRUE or FALSE
TRUE : Data base should be arranged in an ascending order. This
instructs excel to search for closest match for the lookup_value
FALSE: Data base need not to be arranged in any order. This
instructs excel to search for EXACT match for the lookup_val

Functions : VLOOKUP()
DATA RANGE C4:F8
LOOKUP_VA
L

## ILLUSTRATION: FROM A SUPPORT REACTIONS AS ABOVE, SEARCH THE

VALUE OF FY CORROSPONDING TO LOAD COMB 103
SOLUTION:
LOOKUP_VAL = 103 ; TABLE ARRAY : C4:F8
COL_INDEX_NUM = 3 ; RANGE_VALUE : SAY TRUE
SYNTAX :
=VLOOKUP(103,C4:F8,3,TRUE) 200

Functions : HLOOKUP()
FUNCTION : HLOOKUP
DESCRIPTION

LOOKS FOR A VALUE IN THE TOP ROW OF THE TABLE AND THEN
RETURNS THE VALUE IN THE SAME COLUMN YOU SPECIFY

SYNTAX

## =HLOOKUP(LOOKUP_VAL, TABLE_ARRAY, ROW_INDEX_NUM,

RANGE_LOOKUP)
Lookup_val : It is value user want Excel to search in the top most
row of the table
Table_array: Range of data we are dealing with
Row_Index : Index of a row ,from the top most row of the table,
in which user wish to search the value. Index of top most row of
the table is 1.
Range_lookup (optional): can either be TRUE or FALSE
TRUE : Data base should be arranged in an ascending order. This
instructs excel to search for closest match for the lookup_value
FALSE: Data base need not to be arranged in any order. This
instructs excel to search for EXACT match for the lookup_val

Functions : HLOOKUP()
LOOKUP_VA
L

DATA RANGE
C4:F8

## ILLUSTRATION: FROM A SUPPORT REACTIONS AS ABOVE, SEARCH THE

VALUE OF FY CORROSPONDING TO LOAD COMB 103
SOLUTION:
LOOKUP_VAL = 103 ; TABLE ARRAY : C5:G8
ROW_INDEX_NUM = 3 ; RANGE_VALUE : SAY TRUE
SYNTAX :
=HLOOKUP(103,C5:G8,3,TRUE) 200

Functions : LOOKUP()
FUNCTION : LOOKUP
DESCRIPTION

## LOOKS FOR A VALUE IN THE USER SPECIFIED ROW/COL OF THE

TABLE AND THEN RETURNS THE VALUE FROM USER DEFINED
COLUMN/ROW

SYNTAX

## =HLOOKUP(LOOKUP_VAL, LOOK UP VECTOR, RESULT VECTOR)

Lookup_val: It is value user want Excel to search in the top most
row of the table
Lookup_Vector: It the data range of a vector in which user want
Excel to seek Lookup_val
Result_Vector: A data range of a vector from which user expects
Excel to return the value
NOTE: NO SORTING OR ARRANGEMENT OF DATA NEEDS TO BE
DONE FOR LOOKUP UNLIKE HLOOKUP AND VLOOKUP.

Functions : LOOKUP()
RESULT_VECTOR
LOOKUP_VECTO
R

## ILLUSTRATION: FROM A SUPPORT REACTIONS AS ABOVE, SEARCH THE

VALUE OF FY CORROSPONDING TO LOAD COMB 103
SOLUTION:
LOOKUP_VAL = 103 ; LOOKUP_VECTOR = C4:C8;
RESULT_VECTOR : E4:E8
SYNTAX :
=LOOKUP(103,C4:C8,E4:E8) 200

Functions: OFFSET()
FUNCTION : OFFSET
DESCRIPTION

## LOOKS FOR A VALUE FROM A SPECIFIED REFERENCE AT A

SPECIFIED LOCATION

SYNTAX

=OFFSET(REFERENCE, ROW,COL,HEIGHT,WIDTH)
Reference: It is cell from which user wish Excel to get the
required value
Row: Number of row(s) from the specified reference.
Col: Number of column(s) from the specified reference.
Height (Optional): height of the reference cell
Width (Optional): width of the reference cell
NOTE:
ROW # & COL # COULD BE +VE OR VE.
EX:
ROW--> 5 WOULD MEAN 5 ROWS BELOW THE ROW OF
REFERENCE
ROW-->-5 WOULD MEAN 5 ROWS ABOVE THE ROW OF
REFERENCE
SIMILARLY,
COL--> 5 WOULD MEAN 5 COLUMN RIGHT THE COLUMN OF
REFERENCE
COL-->-5 WOULD MEAN 5 COLUMN LEFT THE COLUMN OF

Functions: OFFSET()
ILLUSTRATION: GET THE QTY CORROSPONDING TO HEAVY STEEL FROM
MEDIUM STEEL ITEM
SYNTAX:
=OFFSET(REFERENCE, ROW, COL,
HEIGHT,WIDTH)
REFERENCE : A4 ;
ROW:1 (target value is in the next row of
reference)
COL:3 (target value is 3 columns right from
the column of the reference)
TARGET VALUE

## HEIGHT, WIDTH : OPTIONAL

=OFFSET(A4;1,3) 8800kg

Functions : MATCH()
FUNCTION : MATCH
DESCRIPTION

## RETURNS RELATIVE POSITION OF AN ITEM IN AN ARRAY

THAT
MATCHES A SPECIFIED REFERENCE IN SPECIFIC FORMAT

SYNTAX

## =MATCH(LOOKUP_VAL, LOOKUP_ARRAY, MATCH_TYPE)

Lookup_val : It is value user wish Excel to match
Lookup_array: Range (Row or column) of data
Match type (Optional) : A number 1,0 or -1

Matc
h
Type

Brief Description

Requirement

## MATCH() finds largest value in the array

that is less than or equal to the
LOOKUP_VAL

Array needs to be
arranged in ascending
order

## MATCH() finds exact value/text matching

with the LOOKUP_VAL

order

-1

## MATCH() finds the smallest value in the

array that is greater or equal to
LOOKUP_VAL

Array needs to be
arranged in descending
order

## Note: if Match_type is not specified explicitly, by default, Excel assumes it to

Functions: MATCH()

Sr
No

Lookup_v
al

Looku Matc
p_arra h_nu
y
m

Syntax

Resul
t

Medium

A3:A6

=match(Medium,A3:A6,0)

Length:11
0

C3:C6

=match(110,C3:C6,0)

Kg/m:112

B3:B6

=match(112,B3:B6,1)

Functions : DATABASE
Sr #

Database

BRIEF DESCRIPTION

DAVERAGE()

## Returns average of the values in columns that

match the user specified conditions

DCOUNT()

## Counts the cells containing the value in the

column or database satisfying the user
specified conditions

DCOUNTA()

## Counts the nonblank cells in the column or

database satisfying the user defined conditions

DGET()

## Extracts from the records the values satisfying

the user defined conditions

DMAX() / DMIN()

DSUM()

## Adds the numbers in column satisfy user

defined conditions

DPRODUCT()

## Multiplies the numbers in column satisfy user

defined conditions

Functions : DAVERAGE()
FUNCTION : DAVERAGE()
DESCRIPTION

## RETURNS AVERAGE OF THE VALUES IN COLUMNS THAT

MATCH THE USER SPECIFIED CONDITIONS

SYNTAX

## =DAVERAGE(DATA RANGE, FIELD, CRITERIA)

Data_Range : Range including labeling, if any
Field: Column or row containing values
Criteria: User defined condition

## Find out the average of the Qty which

includes steel >1000 MT
1. Define the condition steel >1000 MT
as defined in cells A2 & B2
2. Syntax
=DAVERAGE(A4:C10,QTY,A1:B2)
2250
Or
=DAVERAGE(A4:C10,3,A1:B2) 2250

Functions : DCOUNT()
FUNCTION : DCOUNT()
DESCRIPTION

## COUNTS THE CELLS CONTAINING THE VALUE IN THE

COLUMN OR DATABASE SATISFYING THE USER SPECIFIED
CONDITIONS

SYNTAX

## =DCOUNT(DATA RANGE, FIELD, CRITERIA)

Data_Range : Range including labeling, if any
Field: Column or row containing values
Criteria: User defined condition

## Count the number of times the QTY of steel

exceeded 1000 MT
=DCOUNT(A4:C10,QTY,A1:B2) 2

Functions : DGET()
FUNCTION : DCOUNT()
DESCRIPTION

## EXTRACTS FROM THE RECORDS THE VALUES SATISFYING

THE USER DEFINED CONDITIONS

SYNTAX

## =DGET(DATA RANGE, FIELD, CRITERIA)

Data_Range : Range including labeling, if any
Field: Column or row containing values
Criteria: User defined condition

Sr
No

Condition

Formula

Result

<1500
,A1:B2)

850

## Steel QTY =DGET(A4:C10,QTY

<1500 & ,A1:C2)
>500

850

Functions : TEXTS
Sr #

Database

BRIEF DESCRIPTION

CONCATENATE()

DOLLAR()

format

EXACT()

## Matches two text strings exactly and return

TRUE or FALSE. Case sensitive

TEXT()

## Converts value to a specific text format

(For Ex: 1000 to \$1000.00)

VALUE()

## Converts text string that is a number to number

(\$1000.00 to 1000.00)

REPT()

TRIM()

## Removes extra spaces from the text string

except spaces between words

FIND()

RIGHT(), MID(),
LEFT()

## Returns characters (texts) present at right, mid

or left of the text string

LOWER(),
PROPER(),

## Changes case of the text to lower, Proper,

UPPER respectively

10

Functions: CONCATENATE()
FUNCTION : CONCATANATE()
DESCRIPTION

SYNTAX

## =CONCATENATE(TEXT 1, TEXT 2,..)

ILLUSTRATION

4 Text strings
1) Bechtel
2) India
3) Private
4) Limited
NOTE: In the syntax, is inserted so as to
instruct Excel to provide a single space
between the words

Functions : DOLLAR(),
EXACT()
FUNCTION : DOLLAR()
DESCRIPTION

## CONVERTS NUMBER TO TEXT IN DOLLAR CURRENCY

FORMAT

SYNTAX

=DOLLAR(NUMBER, DECIMALS)

ILLUSTRATION

= DOLLAR(1000,2) \$1000.00
= DOLLAR(5000,3) \$ 5000.000

FUNCTION : EXACT()
DESCRIPTION

## MATCHES TWO STRINGS EXACTLY. IF TWO STRINGS

MATCH EXACTLY RETURNS TRUE ELSE FALSE. CASE
SENSITIVE

SYNTAX

=EXACT(STRING 1, STRING 2)

ILLUSTRATION

## = EXACT(BECHTEL, BEHCTEL) FALSE

Functions : TEXT ()
FUNCTION : TEXT()
DESCRIPTION

## CONVERTS VALUE TO A SPECIFIC FORMAT

SYNTAX

=TEXT(VALUE, FORMAT_TEXT)
FORMAT_TEXT : AS PER MAIN

ILLUSTRATION:
=TEXT(100,\$0.00) \$100.00
=TEXT(85,%) 85%

Functions : VALUE()
FUNCTION : VALUE()
DESCRIPTION

## CONVERTS TEXT STRING THAT IS A NUMBER TO NUMBER

SYNTAX

=VALUE(TEXT)
TEXT : A NUMBER IN TEXT FORMAT, SAY, \$1000.00 OR 85%

ILLUSTRATION

=VALUE(\$1000.00) 1000
=VALUE(85%) 0.85

## Functions : REPT(), TRIM()

FUNCTION : REPT()
DESCRIPTION

SYNTAX

## =REPT(TEXT, NUMBER OF TIMES)

TEXT : IS THE TEXT WHICH USER WISH TO REPEAT
NUMBER OF TIMES: NO. OF TIMES USER WISH TO REPEAT THE
TEXT

ILLUSTRATION

=REPT(*,5) *****
=REPT(-, 3) ---

FUNCTION : TRIM()
DESCRIPTION

## REMOVES EXTRA SPACES FROM THE TEXT STRING

EXCEPT SPACES BETWEEN WORDS

SYNTAX

=TRIM(TEXT)

ILLUSTRATION

## =TRIM(_ BECHTEL INDIA PVT LIMITED__.) [ _ REPRESENTS

SPACES]
BECHTEL INDIA PVT LIMITED.

Functions : FIND()
FUNCTION : FIND()
DESCRIPTION

CASE SENSITIVE

SYNTAX

## =FIND(FIND_TEXT, TEXT_WITHIN, START_NUMBER)

FIND_TEXT: TEXT WHOSE LOCATION IS REQUIRED
TEXT_WITHIN: TEXT IN WHICH FIND TEXT IS PRESENT
START_NUMBER(OPTIONAL): CHARACTER NUMBER FROM WHICH
USER WISH TO START THE SEARCH. BY DEFAULT, IT IS 0 (ZERO)

## Functions : RIGHT(), MID(),

LEFT()
FUNCTION : RIGHT(), MID(), LEFT()
DESCRIPTION

## RETURNS TEXTS PRESENT AT RESPECTIVE LOCATION

W.R.T. TO TEXT STRING

SYNTAX

## =RIGHT(TEXT, NUMBER OF CHAR)

=MID(TEXT,START_NUMBER, NUMBER OF CHAR)
=LEFT(TEXT, NUMBER OF CHAR)

Functions : LOGICAL
Sr #

Database

Brief Description

AND()

Else FALSE

OR()

## Returns TRUE if at least one of the arguments

is/are true. Else FALSE

FUNCTION : AND()
DESCRIPTION

FALSE

SYNTAX

## =AND(LOGICAL 1, LOGICAL 2,.)

LOGICAL 1 : LOGICAL CONDITIONS

ILLUSTRATION

SAY X = 100
=AND(X>200,X<200) FALSE
=AND(X<200, X>50) TRUE

FUNCTION : OR()
DESCRIPTION

## RETURNS TRUE IF AT LEAST ONE OF THE ARGUMENTS

IS/ARE TRUE. ELSE FALSE

SYNTAX

## =OR(LOGICAL 1, LOGICAL 2,.)

LOGICAL 1 : LOGICAL CONDITIONS

ILLUSTRATION

SAY X = 100
=OR(X>200,X<200) TRUE
=OR(X<200, X>50) TRUE

Tools
Sr #

Database

Brief Description

GOAL SEEK

Else FALSE

SCENARIO

## Returns TRUE if at least one of the arguments

is/are true. Else FALSE

SHARED
WORKSPACE

SHARED
WORKBOOK

Often

## it happens that we know the result

of the equation or formula but not the
input value.
In the following equation, taking M@T=0
(fb*x*B)*(a+0.5L-0.5x)+P(f+e)=0

e
e
x
x

LL

ffb
a

## T: AB tension, fb: Conc. bearing pr., e:Ecc, P: Axial load, L

& B: Length & Breadth of Base plate, x: Bearing length.
Assuming certain values for variables except x, above
equation modifies to
-6990x2 +18593x - 964 = 0 i.e.
ax2 -bx + d = 0
We know the result of the equation (zero), need to find
value of x satisfying the equation

Cell pertaining
to the formula
RHS of the
equation
Seeking value

## Reqd value of x satisfying

the condition LHS=RHS
RHS after inserting value of
x: Note: RHS0

Tools: Scenario
Sometimes,

we need to check an
equation or condition for different sets,
each consisting of set of variables
Scenario is a saved set of variables. In
Excel, multiple scenarios can be created
Upon invoking the scenario, the
respective saved set of values are
inserted into the worksheet wherever
required

Tools: Scenario
Suppose, we want to check the
result of the equation for
following set of values.
Eqn : a + b
Set 1: a=5 ; b = 10
Set 2: a=-5; b = -10
Set 3: a = 10 ; b=-10

Tools: Scenario
Name the
scenario here
Provide cell ids need
to be changed (b7
and c7 in this case)
Insert comment if
required

## Enter values for a & b pertaining to

Follow the same procedure as that for
entering Set 1 details to enter Set 2 & 3
details

Tools: Scenario

Tools: Scenario

## Upon selecting Set1 and clicking

Show, inputted values of a and
b corresponding to Set 1 and the
result is displayed in the Worksheet
Try selecting Set 2 and click Show
and see the changes in the
worksheet.

Tools: Scenario

Data : Forms
FORMS

## is a tool to insert data in to

the Excel with absolute control
Sometimes area of the is larger than
the screen area. In such a case,
inserting data into the worksheet we
may need to scroll back/front or
FORMS comes to the rescue.

Data : FORMS

For example: As seen below, a complete data range (Jan to Dec) is not
visible in the single screen. To access September month, we need to
scroll front. Imagine, the how much pain it would cause if data base
for 10 yrs is required to be created.

## Select the labeled cell

range (i.e. cells
comprising of labels Jan
to December)

Data : FORMS
New set of
labels and data
can be entered
by clicking this

Note: Labels
which are in
horizontal
direction are in
Vertical
direction here!!!
Easy to
maneuver.

Find / search
criteria

here!!

Data: Validation
How

## do we ensure that a particular

cell will accept nothing but either of
Any

## decimal within the range

Any date with the range
Any value within the List
Text of certain text length

?????
Using Validation !!!!

Validation
tabs

Validation criteria

Data : Validation
Illustration:
Cell should not accept anything other
than
Whole # between 1 to 10
Cell should not accept anything other
than

Number

## Error Alert : Due to

unexpected entry!!

Input
Message

Data: TABLE
Useful

## for tabular calculation

Lets calculate Nominal AB tensile
strength for various rod diameter and
ultimate tensile strengths
Observe, with how much ease, one
can perform calculation efficiently

Data: TABLE
Step 1: Create Input

## Only for reference

Step 2: Prepare the tabular format.
AB dia. Only for
reference. Used to
calculate the area
Nominal c/s
area

Data: TABLE
Step 3: Copy or calculate the result for a sample case using
data from input (Data created in Step1)
Copied result
from B8
(Refer Step1)
to here
Step 4: Select the table as
shown

## For Excel, Copied result is an sample calculation. This calc is a function

of Ultimate stress and rod diameter. In the next step, we need to
instruct Excel what are the values that we have entered in the top row
and leftmost column of the table

Data : TABLE
Step 5: Go to Data>Tables and get the dialogue box
as,
This will instruct Excel that, the value @ cell
\$B\$7 which is used in the calculation of the
result (Nominal tensile strength of the rod)
needs to be replaced by the various values
present in the top most row of the table
This will instruct Excel that, the value @ cell
\$B\$5 which is used in the calculation of the
result (Nominal tensile strength of the rod)
needs to be replaced by the various values
present in the left most column of the table

Data: TABLE
Step 6: Get the result as,

## Values in the blue background are the values of

Nominal tensile strength of AB with various bolt dia

Used

## to segregate the text into the

separate columns which would help user to
This text could be text present in the
Excel or text copied from other files. For
to be copied into excel
Lets segregate the text present into the
excel into different columns using Text to
Column tool.

## Data: Text to Columns

Step 1: Get the excel file containing texts, in this case, the file
contains the drawing numbers which consists of Project Code, Facility
code, Material (Steel/concrete), drawing serial #

## Target is to segregate the texts into different columns: project code,

facility code, Material and drawing serial numbers into different
columns.

## Data: Text to Columns

Step 2: Select the text range and go to Data>Text to range, this
dialogue box will appear
Choosing Delimited will instruct
Excel that User want to
segregate the text wherever
excel finds characters such as -
,comma,/ or user defined
character. In this case it is -.
Go through Step 2 to 3 to get the
Choosing
Fixed Width, will
result
instruct Excel that User wish to
separate text as per his/her
requirement. After clicking over
Next> tab, user can click over
Preview and select the
appropriate columns

## Data: Text to Columns

Step 3: Get the result as

## Data: Pivot Table and

Pivot Chart Report
Powerful

## tool for rapid and dynamic

data analysis.
Allow pick and drag the items to
produce meaningful data
We can rearrange huge data in a
meaningful format in a matter of
minutes
Pivot tables and pivot charts go hand to
hand

## Data: Pivot Table

Step1: Identify the data of which Pivot table is to be created. Ensure
that each column of the data must have a meaningful name

## Data: Pivot Table

Step2: Goto Data & Click Pivot Table & Pivot Chart Report

Step
3

Step
4

Step 5:

## Excel gives an opportunity to

user to arrange fields as per
his/her requirement

## Provide the cell reference where

User wish to create the pivot
table

Step
6:

## Drag items from

here and drop
them to the pivot
table

Pivot Table

## Individual items can be

area from here also.

## A typical pivot table looks

like this!!! Appearance
changes when the items
are placed in different
fields. Try!!!

## Data: Pivot Chart

Step 7: Click on the pivot table and see the Pivot Table toolbar.
Click over Pivot Chart. Excel creates the chart as per the pivot
table fields. It will be displayed in different worksheet

Chart
Fields

## in Pivot Table are non-editable.

In order to do so, make changes in the
base data (Step1) and right click over
Pivot Table and select Refresh!. Pivot
table as well as chart will be updated.
All types of charts are available. To
select different chart type other than
the default, go to Pivot Table bar (Step
7)