EXCEL SOFTWARE: MICROSOFT EXCEL SOFTWARE (MS EXCEL)

I. FUNCTIONS OF MICROSOFT EXCEL

Excel includes many common functions that can be used to quickly find the sum,
average, count, maximum value, and minimum value for a range of cells. In order to use
functions correctly, you’ll need to understand the different parts of a function and how to
create arguments to calculate values and cell references.

1. The SUM Function

The sum function is the most used function when it comes to computing data
on Excel. This function works to sum a group of numbers in a specific set of cells.
This means you don’t need to type a long cumbrous formula just to calculate the
sum of all the data you need. Because of its popularity, newer versions of Microsoft
Excel have a button specifically for this function.
This function is performed by typing the formula on the function bar and
highlighting the cells you want summed before clicking “Enter”. You also need to be
careful in highlighting cells, as Excel will sum everything you include. If this happens,
you can easily click the “Undo” button to reset the values back to its original state.
The syntax formula for sum function is “=SUM” (number1, number2, etc.).
In this image, the sum function for the cells C2 through C7 is obtained through the
formula “=SUM(C2:C7)”, giving you the result of 33161.

2. The TEXT Function

Text function is a useful tool that helps convert a date (or number) into a text
string in a particular format. It falls in the category of string formulas that converts
numerical values to a string. It is handy when users need to view numeric data in a
readable format. Take note that the “TEXT” formula only works to convert numeric
values to text. Therefore, its results cannot be calculated.
The syntax formula for text function is “=TEXT” (value, format_text).
 “Value” refers to the particular number you wish to convert to text.
 “Format_text” defines the format of the conversion.
In this example, the user uses a text formula to find the abbreviated day for
the date “=TEXT (B2, “ddd”)”.

3. The VLOOKUP Function

 VLookup is powerful Excel function that is often overlooked. Users will find it
useful when they need to find specific data on a large table. You can also use
VLookup to search for names, phone number, or specific data on your sheet. Instead
of manually looking for the names and wasting time scrolling through hundreds of
data, the VLookup function makes this process faster and more efficient.The
VLookup formula is “=VLOOKUP” (lookup_value, table_array, col_index_num,
*range“=AVERAGE (A2:A10)” – computes the average of numbers in cells A2 through
A10.

“=AVERAGE (B2: B10, 7)” – computes the average of the numbers in cells B2
through B10 and the number 7.

5. The CONCATENATE Function

This function is a good time saver when you need to combine data from 2 or
more cells. Unlike the merge tool which physically merges two or more cells into a
single cell, the concatenate function only combines the contents of the combined
cells. In the latest version of Excel ( 2016), the concatenate function has been
replaced with concat function and will be incorporated in more future versions of
Excel.

_lookup*).

 is the data you want to find.

 “table_array” is the data column where you want to limit your search.
 “col_index_num” is the column number within the table that you
want to return a value from.
 “range_lookup” is an optional argument that allows you to search for
the exact match of your lookup value without sorting the table.

4. The AVERAGE Function

The average function is an extremely useful tool for getting the average value
in a range of cells. Like the sum function, it is frequently used in computing and
analyzing data on spreadsheet. Basically, the average function works to find the
“arithmetic mean” for a group of cells. Aside from the average function, Excel also
has the median and mode function.
The syntax formula for the average function is “AVERAGE” (number1,
number2, etc.).
 “Number 1” refers to the first number in the range where you want
the average.
  “Number 2” is the additional reference of the average range. You can
get an average of up to a maximum of 255 cells.
Additional Examples:
 “=AVERAGE (A2:A10)” – computes the average of numbers in cells A2
through A10.

 “=AVERAGE (B2: B10, 7)” – computes the average of the numbers in

cells B2 through B10 and the number 7.

5. The CONCATENATE Function

This function is a good time saver when you need to combine data from 2 or
more cells. Unlike the merge tool which physically merges two or more cells into a
single cell, the concatenate function only combines the contents of the combined
cells. In the latest version of Excel ( 2016), the concatenate function has been
replaced with concat function and will be incorporated in more future versions of
Excel.
The syntax formula for the concatenate function is “CONCATENATE” (text1,
[text2…text_n]),
 “Text1, Text2…text_n” are the data you want to combine.

II. MICROSFT EXCEL INTERFACE

The worksheet control

buttons allow you to
Worksheet control buttons minimize,
maximize/restore, or close
the worksheet.

The formula bar allows you

Formula bar to enter and edit data in the
worksheet.

JustWorksheet window The worksheet window

contains the open, active
worksheet. Worksheet
windows can be moved
and sized. You can have
 more than one worksheet
window open at the same
time.

The vertical and horizontal

scroll bars enable you to
Scroll bars move quickly through the
worksheet, vertically and
horizontally.

The Ribbon is designed to

help you quickly find the
commands that you need
to complete a task.
Commands are organized
in logical groups, which are
Ribbon collected together under
tabs. Each tab relates to a
type of activity, such as
writing or laying out a page.
To reduce clutter, some
tabs are shown only when
needed.

The title bar contains the

Title bar (extreme top right of the Excel window) name of the application and
the active file.
 Clicking on the File Button
displays a drop down menu
containing a number of
options, such as open,
save, and print.
File Button The options in the File
Button menu are very
similar to options found
under the Office Button and
File menu in previous
versions of Excel.

The sheet tabs let you

switch between worksheets
in a workbook by clicking
Sheet tabs (Worksheet tabs) the appropriate tab.
 The Quick Access Toolbar
(see Figure 1-5) is a
customizable toolbar that
contains a set of
commands that are
independent of the tab that
is currently displayed. You
Quick Access Toolbar
can move the Quick
Access Toolbar from one of
the two possible locations,
and you can add buttons
that represent commands
to the Quick Access
Toolbar.

III. MICROSOFT EXCEL SHORTCUTS AND KEYS

ItSho
rtcut Action Menu

Ctrl+A Ctrl Select All None

Ctrl+B Ctrl Bold FormatCellsFontFont StyleBold

Ctrl+C Ctrl Copy EditCopy

Ctrl+D Ctrl Fill Down EditFillDown

Ctrl+F Ctrl Find EditFind

F
 ItSho
rtcut Action Menu

Ctrl+G Ctrl Goto EditGoto

Ctrl+H Ctrl Replace EditReplace

Ctrl+I Ctrl Italic FormatCellsFontFont StyleItalic

Ctrl+K Ctrl Insert InsertHyperlink

Hyperlink
K

Ctrl+N Ctrl New FileNew

Workbook
N

Ctrl+O Ctrl Open FileOpen

Ctrl+P Ctrl Print FilePrint

Ctrl+R Ctrl Fill Right EditFill Right

Ctrl+S Ctrl Save FileSave

Ctrl+U Ctrl Underline FormatCellsFontUnderlineSingle

Ctrl+V Ctrl Paste EditPaste

Ctrl W Ctrl Close FileClose

Ctrl+X Ctrl Cut EditCut

 ItSho
rtcut Action Menu

Ctrl+Y Ctrl Repeat EditRepeat

Ctrl+Z Ctrl Undo EditUndo

F1 F1 Help HelpContents and Index

F2 F2 Edit None

F3 F3 Paste Name InsertNamePaste

F4 F4 Repeat last EditRepeat. Works while not in

action Edit mode.

F4 F4 While typing None

a
formulaswitc
h between
absolute/rela
tive refs

F5 F5 Goto EditGoto

F6 F6 Next Pane None

F7 F7 Spell check ToolsSpelling

F8 F8 Extend mode None

F9 F9 Recalculate ToolsOptionsCalculationCalc,No
all workbooks w

F10 F10 Activate N/A

Menubar

F11 F11 New Chart InsertChart

F12 F12 Save As FileSave As

Ctrl+: Ctrl Insert None

Current Time
:
 ItSho
rtcut Action Menu

Ctrl+; Ctrl Insert None

Current Date
;

Ctrl+" Ctrl Copy Value EditPaste SpecialValue

from Cell
"
Above

Ctrl+' Ctrl Copy Fromula EditCopy

from Cell
'
Above

Shift Shift Hold down none

shift for
additional
functions in
Excel's menu

Shift+F1 Shift What's This? HelpWhat's This?

F1

Shift+F2 Shift Edit cell InsertEdit Comments

comment
F2

Shift+F3 Shift Paste InsertFunction

function into
F3
formula

Shift+F4 Shift Find Next EditFindFind Next

F4

Shift+F5 Shift Find EditFindFind Next

F5

Shift+F6 Shift Previous None

Pane
F6

Shift+F8 Shift Add to None

selection
F8

Shift+F9 Shift Calculate Calc Sheet

active
 ItSho
rtcut Action Menu

F9 worksheet

Shift+F10 Shift Display None

shortcut
F10
menu

Shift+F11 Shift New InsertWorksheet

worksheet
F11

Shift+F12 Shift Save FileSave

F12

Ctrl+F3 Ctrl Define name InsertNamesDefine

F3

Ctrl+F4 Ctrl Close FileClose

F4

Ctrl+F5 Ctrl XLRestore Restore

window size
F5

Ctrl+F6 Ctrl Next Window...

workbook
F6
window

Shift+Ctrl+ Shift Previous Window...

F6 workbook
Ctrl
window
F6

Ctrl+F7 Ctrl Move XLMove

window
F7

Ctrl+F8 Ctrl Resize XLSize

window
F8

Ctrl+F9 Ctrl Minimize XLMinimize

workbook
F9

Ctrl+F10 Ctrl Maximize or XLMaximize

 ItSho
rtcut Action Menu

F10 restore
window

Ctrl+F11 Ctrl Inset 4.0 None in Excel 97. In versions

Macro sheet prior to 97 - InsertMacro4.0
F11
Macro

Ctrl+F12 Ctrl File Open FileOpen

F12

Alt+F1 Alt Insert Chart InsertChart...

F1

Alt+F2 Alt Save As FileSave As

F2

Alt+F4 Alt Exit FileExit

F4

Alt+F8 Alt Macro dialog ToolsMacroMacros in Excel 97

box ToolsMacros - in earlier versions
F8

Alt+F11 Alt Visual Basic ToolsMacroVisual Basic Editor

Editor
F11

Ctrl+Shift+ Ctrl Create name InsertNameCreate

F3 by using
Shift
names of row
F3 and column
labels

Ctrl+Shift+ Ctrl Previous Window...

F6 Window
Shift

F6

Ctrl+Shift+ Ctrl Print FilePrint

F12
Shift

F12
 ItSho
rtcut Action Menu

Alt+Shift+F Alt New InsertWorksheet

1 worksheet
Shift

F1

Alt+Shift+F Alt Save FileSave

2
Shift

F2

Alt+= Alt AutoSum No direct equivalent

Ctrl+` Ctrl Toggle ToolsOptionsViewFormulas

Value/Formul
`
a display

Ctrl+Shift+ Ctrl Insert No direct equivalent

A argument
Shift
names into
A formula

Alt+Down Alt Display None

arrow AutoComplet
e list

Alt+' Alt Format Style FormatStyle

dialog box
'

Ctrl+Shift+ Ctrl General FormatCellsNumberCategoryGe

~ format neral
Shift

Ctrl+Shift+! Ctrl Comma FormatCellsNumberCategoryNu

format mber
Shift

Ctrl+Shift+ Ctrl Time format FormatCellsNumberCategoryTim

@ e
Shift
 ItSho
rtcut Action Menu

Ctrl+Shift+ Ctrl Date format FormatCellsNumberCategoryDat

# e
Shift

Ctrl+Shift+ Ctrl Currency FormatCellsNumberCategoryCur

$ format rency
Shift

Ctrl+Shift+ Ctrl Percent FormatCellsNumberCategoryPer

% format centage
Shift

Ctrl+Shift+ Ctrl Exponential FormatCellsNumberCategory,

^ format
Shift

Ctrl+Shift+ Ctrl Place outline FormatCellsBorder

& border
Shift
around
& selected cells

Ctrl+Shift+ Ctrl Remove FormatCellsBorder

_ outline
Shift
border
_

Ctrl+Shift+ Ctrl Select EditGotoSpecialCurrent Region

* current
Shift
region
*

Ctrl++ Ctrl Insert Insert(Rows, Columns, or Cells)

Depends on selection
+

Ctrl+- Ctrl Delete Delete(Rows, Columns, or Cells)

Depends on selection
-
 ItSho
rtcut Action Menu

Ctrl+1 Ctrl Format cells FormatCells

dialog box
1

Ctrl+2 Ctrl Bold FormatCellsFontFont StyleBold

Ctrl+3 Ctrl Italic FormatCellsFontFont StyleItalic

Ctrl+4 Ctrl Underline FormatCellsFontFont

StyleUnderline
4

Ctrl+5 Ctrl Strikethrough FormatCellsFontEffectsStrikethr

ough
5

Ctrl+6 Ctrl Show/Hide ToolsOptionsViewObjectsShow

objects All/Hide
6

Ctrl+7 Ctrl Show/Hide ViewToolbarsStardard

Standard
7
toolbar

Ctrl+8 Ctrl Toggle None

Outline
8
symbols

Ctrl+9 Ctrl Hide rows FormatRowHide

Ctrl+0 Ctrl Hide columns FormatColumnHide

Ctrl+Shift+( Ctrl Unhide rows FormatRowUnhide

Shift

Ctrl+Shift+) Ctrl Unhide FormatColumnUnhide

columns
Shift
 ItSho
rtcut Action Menu

Alt or F10 Alt Activate the None

menu
/

F10

Ctrl+Tab Ctrl In toolbar: None

next toolbar
Tab

Ctrl+Tab Ctrl In a None

workbook:
Tab
activate next
workbook

Shift+Ctrl+ Shift In toolbar: None

Tab previous
Ctrl
toolbar
Tab

Shift+Ctrl+ Shift In a None

Tab workbook:
Ctrl
activate
Tab previous
workbook

Tab Tab Next tool None

Shift+Tab Shift Previous tool None

Tab

Enter Enter Do the None

command

Shift+Ctrl+ Shift Font Drop FormatCellsFont

F Down List
Ctrl

Shift+Ctrl+ Shift Font tab of FormatCellsFont

F+F Format Cell
Ctrl
Dialog box
 ItSho
rtcut Action Menu

Shift+Ctrl+ Shift Point size FormatCellsFont

P Drop Down
Ctrl
List
P

IV. MICROSOFT EXCEL FORMULAS

1 . SUM
The SUM function is the first must-know formula in Excel. It usually aggregates
values from a selection of columns or rows from your selected range.

=SUM(number1, [number2], …)

Example:

=SUM(B2:G2) – A simple selection that sums the values of a row.

=SUM(A2:A8) – A simple selection that sums the values of a column.

=SUM(A2:A7, A9, A12:A15) – A sophisticated collection that sums values from range
A2 to A7, skips A8, adds A9, jumps A10 and A11, then finally adds from A12 to A15.

=SUM(A2:A8)/20 – Shows you can also turn your function into a formula.

Basic Excel Formulas for Beginners SUM Function

Image: CFI’s Free Excel Crash Course.

2. AVERAGE
The AVERAGE function should remind you of simple averages of data such as the
average number of shareholders in a given shareholding pool.

=AVERAGE(number1, [number2], …)
Example:

=AVERAGE(B2:B11) – Shows a simple average, also similar to (SUM(B2:B11)/10)

Excel average function

3. COUNT
The COUNT function counts all cells in a given range that contain only numeric
values.

=COUNT(value1, [value2], …)

Example:

COUNT(A:A) – Counts all values that are numerical in A column. However, you must
adjust the range inside the formula to count rows.

COUNT(A1:C1) – Now it can count rows.

Basic Excel Formulas for Beginners Count Function

Image: CFI’s Excel Courses.

4. COUNTA
Like the COUNT function, COUNTA counts all cells in a given rage. However, it counts
all cells regardless of type. That is, unlike COUNT that only counts numerics, it also
counts dates, times, strings, logical values, errors, empty string, or text.

=COUNTA(value1, [value2], …)

Example:

COUNTA(C2:C13) – Counts rows 2 to 13 in column C regardless of type. However,

like COUNT, you can’t use the same formula to count rows. You must make an
adjustment to the selection inside the brackets – for example, COUNTA(C2:H2) will
count columns C to H
Basic Excel Formulas for Beginners COUNTA Function

6. IF
The IF function is often used when you want to sort your data according to a given
logic. The best part of the IF formula is that you can embed formulas and function in
it.

=IF(logical_test, [value_if_true], [value_if_false])

Example:
=IF(C2<D3, ‘TRUE,’ ‘FALSE’) – Checks if the value at C3 is less than the value at D3. If
the logic is true, let the cell value be TRUE, else, FALSE

=IF(SUM(C1:C10) > SUM(D1:D10), SUM(C1:C10), SUM(D1:D10)) – An example of a

complex IF logic. First, it sums C1 to C10 and D1 to D10, then it compares the sum. If
the sum of C1 to C10 is greater than the sum of D1 to D10, then it makes the value
of a cell equal to the sum of C1 to C10. Otherwise, it makes it the SUM of C1 to C10.

Basic Excel Formulas for Beginners – IF function

7. TRIM
The TRIM function makes sure your functions do not return errors due to unruly
spaces. It ensures that all empty spaces are eliminated. Unlike other functions that
can operate on a range of cells, TRIM only operates on a single cell. Therefore, it
comes with the downside of adding duplicated data in your spreadsheet.

=TRIM(text)

Example:

TRIM(A2) – Removes empty spaces in the value in cell A2.

Basic Excel Formulas for Beginners – TRIM function

Image: CFI’s Free Excel Crash Course.

8. MAX & MIN

 The MAX and MIN functions help in finding the maximum number and the minimum
number in a range of values.

=MIN(number1, [number2], …)

Example:

=MIN(B2:C11) – Finds the minimum number between column B from B2 and column
C from C2 to row 11 in both columns B and C.

=MAX(number1, [number2], …)

Example:

=MAX(B2:C11) – Similarly, it finds the maximum number between column B from B2

and column C from C2 to row 11 in both columns B and C.

Basic Excel Formulas for Beginners – MAX function

Basic Excel Formulas for Beginners – MIN function

V. REFERENCES

• Stec, C. (n.d.). 15 Excel Formulas, Keyboard Shortcuts an Tricks that’ll Save your
lots of time. Retrieved from https://blog.hubspot.com/marketing/excel-
formulas-keyboard-shortcuts
• Microsoft Excel Function List. (n.d.). Retrieved from computergaga:
https://www.computergaga.com/excel/functions/?
fbclid=IwAR1sLhUGDljf7PgfV65K2pvXX6dSyUkxrO-g-xZTREFfXDfOtcV1zTZ6JcE
• Microsoft Excel Shortcut Keys. (n.d.). Retrieved from officearticles:
https://www.officearticles.com/excel/microsoft_excel_shortcut_keys.htm?
fbclid=IwAR1KBgoVVrdNV4ECdMgYX5BsfTp9wrTazsFBaq6u_I--
f3qn097If6OZwMU
•