MS Excel Basic to Intermediate Level · MS Excel Basic to Intermediate Level Ramzan Rajani 17 | P a g e Freeze / Unfreeze If you have a large table of data in Excel, it can be useful

MS Excel Basic to Intermediate Level Ramzan Rajani

MS Excel Basic to Intermediate Level


Contents

Conditional Formatting ....................................................................................................................................... 1

Remove Duplicates .............................................................................................................................................. 4

Sorting ................................................................................................................................................................. 5

Filtering ................................................................................................................................................................ 6

Charts →Column ................................................................................................................................................. 7

Charts → Line .................................................................................................................................................... 10

Charts → Bar ..................................................................................................................................................... 10

Charts → Pie ...................................................................................................................................................... 11

Header & Footer ................................................................................................................................................ 12

Text to Column .................................................................................................................................................. 13

Sub total ............................................................................................................................................................ 15

Inserting comments ........................................................................................................................................... 16

Freeze / Unfreeze .............................................................................................................................................. 17

View multiple Excel workbooks ......................................................................................................................... 18

Hyperlinking ....................................................................................................................................................... 19

Paste Special ...................................................................................................................................................... 20


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Conditional Formatting

By applying conditional formatting to your data, you can quickly identify variances in a range of values with a quick glance

• After selecting the data select one of the options to apply it to the selected cells.

A cascading menu will appear.

Data Bars: This is an interesting option that formats the selected cells with colored bars. The length of the data bar represents the value in the cell. The longer the bar, the higher the value.


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Icon sets:

Highlight duplicate records


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Clear conditional formatting effect

You can also highlight Top 10 & Bottom 10 sales with conditional formatting


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Remove Duplicates

This example teaches you how to remove duplicates in Excel

1. Click any single cell inside the data set.

2. On the Data tab, click Remove Duplicates.

The following dialog box appears.

3. Leave all checkboxes checked and click OK.

Result. Excel removes all identical rows (blue) except for the first identical row found (yellow).


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Sorting

When you sort information in a worksheet, you can see data the way you want and find values quickly. You can sort a range or table of data on one or more columns of data; for example, you can sort employees first by department and then by last name.

Sorting lists is a common spreadsheet task that allows you to easily reorder your data. The most common

type of sorting is alphabetical ordering, which you can do in ascending or descending order.

To Sort in Alphabetical Order:

• Select a cell in the column you want to sort (In this example, we choose a cell in column A).

• Click the Sort & Filter command in the Editing group on the Home tab.

• Select Sort A to Z. Now the information in the Category column is organized in alphabetical

order

OR

Remember all of the information and data is still here. It's just in a different order.

Shortcut of sorting: Alt D S


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Filtering

By filtering information in a worksheet, you can find values quickly. You can filter on one or more columns of data. With filtering, you can control not only what you want to see, but what you want to exclude. You can filter based on choices you make from a list, or you can create specific filters to focus on exactly the data that you want to see.

This allows you to focus on specific spreadsheet entries.

To remove all filters, click the Filter command once again or press the below shortcut

Shortcut of filtering: Ctrl Shift L


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Charts →Column

A chart is a tool you can use in Excel to communicate your data graphically. Charts allow your audience to more easily see the meaning behind the numbers in the spreadsheet, and make showing comparisons and trends a lot easier.

To Create a Chart:

• Select the cells that you want to chart, including the column titles and the row labels.

• Click the Insert tab.

• Hover over each Chart option in the Charts group to learn more about it.

• Select one of the Chart options. In this example, we use the Columns command.

• Select a type of chart from the list that appears. For this example, we use a 2-D Clustered

Column. The chart appears in the worksheet.

Identifying the Parts of a Chart


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To Change the Chart Type:

• Select the Design tab.

• Click the Change Chart Type command. A dialog box appears.

• Select another chart type.

• Click OK.

To Change Chart Layout:


• Locate the Chart Layouts group.

• Click the Morearrow to view all your layout options.

• Left-click a layout to select it.


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To Change Chart Style:


• Locate the Chart Style group.

• Click the Morearrow to view all your style options.

• Left-click a style to select it.

To Move the Chart to a Different Worksheet:


• Click the Move Chart command. A dialog box appears. The current location of the chart is

selected.

• Select the desired location for the chart (i.e., choose an existing worksheet, or select New Sheet

and name it).


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Charts → Line

Data that is arranged in columns or rows on a worksheet can be plotted in a line chart. Line charts can display continuous data over time, set against a common scale, and are therefore ideal for showing trends in data at equal intervals.

Charts → Bar


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Charts → Pie

Useful when you want to show the data in percentage %


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Header & Footer

Headers and footers are lines of text that print at the top (header) and bottom (footer) of each page in the spreadsheet. They contain descriptive text such as titles, dates, and/or page numbers.

(1)

(2)

(3)


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Text to Column

To separate the contents of one Excel cell into separate columns, you can use the 'Convert Text to Columns Wizard'. For example, when you want to separate a list of full names into last and first names

1. Select the range with full names

2. On the Data tab, click Text to Columns

The following dialog box appears.

3. Choose Delimited and click Next.


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4. Clear all the checkboxes under Delimiters except for the Comma and Space checkbox.

5. Click Finish

Note: This example has commas and spaces as delimiters. You may have other delimiters in your data. Experiment by checking and unchecking the different checkboxes. You get a live preview of how your data will be separated.

Result:

Practice file name: text-to-columns


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Sub total

Total several rows of related data together by automatically inserting subtotals and totals for the selected cells.

Steps:

1) Sort the data on the column on which you need to do subtotals

2) Go to data Ribbon and click on Subtotal (see below screen shot)

3) At each change in → Select -- Region

4) Use function→ Sum

5) Add subtotal to→Select -- Sales column


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Inserting comments

You can insert a comment to give feedback about the content of a cell.

Insert Comment

To insert a comment, execute the following steps.

1. Select a cell.

2. Right click and then click Insert Comment.


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Freeze / Unfreeze

If you have a large table of data in Excel, it can be useful to freeze rows or columns. This way you can keep rows or columns visible while scrolling through the rest of the worksheet

To freeze the top row, execute the following steps. 1. On the View tab, click Freeze Panes, Freeze Top Row.

2. Scroll down to the rest of the worksheet.

Result. Excel automatically adds a black horizontal line to indicate that the top row is frozen.

Unfreeze Panes

Practice file: freeze-panes


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View multiple Excel workbooks

If you want to view multiple Excel workbooks at the same time, execute the following steps.

1. First, open two or more workbooks. 2. On the View tab, click Arrange All.

3. Select the desired arrange setting. For example, click Horizontal.

4. Click OK.

5. To switch back to normal view, click Arrange All and check 'Windows of active workbook'.


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Hyperlinking 1. To different sheets

2. To same sheets

3. To excel file

4. Linking formulas with =

Hyperlink to sheets of same file & also to other files or different applications.

Shortcut of Hyperlink: Ctrl K


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Paste Special

Copy specific cell contents or attributes in a worksheet.

You can copy and paste specific cell contents (such as formulas, formats, or comments) from the Clipboard in

a worksheet by using the Paste Special command.

Steps:

1) On a worksheet, select the cells that contain the data or attributes that you want to copy.

2) On the Home tab, in the Clipboard group, click Copy . Or Press CTRL C

3) Select the other sheet or any other cell where you want to paste

4) Press CTRL ALT V to paste

Click this option To

All Paste all cell contents and formatting.

Formulas Paste only the formulas as entered in the formula bar.

Values Paste only the values as displayed in the cells.

Formats Paste only cell formatting.

Comments Paste only comments attached to the cell.

Validation Paste data validation rules for the copied cells to the paste area.

Column widths Paste the width of one column or range of columns to another column or range of

columns.

Values and number formats Paste only values and number formatting options from the selected cells.

Transpose To convert Horizontal data in Vertical


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Documents

MS Excel Basic to Intermediate Level · MS Excel Basic to Intermediate Level Ramzan Rajani 17 | P a g e Freeze / Unfreeze If you have a large table of data in Excel, it can be useful