Advanced Excel Utilities

ContentsFormattingFunctionsToolsManaging Data

FormattingConditional FormattingLocking cells and hiding formulasStyle

Conditional FormattingUsed when we need to highlight data satisfying certain conditions (like equal to, , Maximum, minimum etc)Select the range of dataGo to Format Cond. Formatting

Choose appropriate conditions and formatsMaximum 3 conditional formatting can be done simultaneously (Using Add>> button)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.Set desired format here! (TYP)Enter conditions here ! (TYP)

Formatting: Locking Cells and Hiding formulasCheck the boxes as reqdNOTE: LOCKING CELLS OR HINDING FORMULAS HAS NO EFFECT UNLESS WORKSHEET IS PROTECTED.

Formatting : StyleUsed to change default formatting settings for entire worksheetClick here to change default formatting setting

FunctionsFollowings are the broad categories for which predefined Functions are available Date & TimeMaths & TrigonometryStatisticsFinanceLookup and ReferenceDatabaseTextInformation

Functions

Functions Date & Time

FUNCTION : DATEDESCRIPTIONYIELDS DATESYNTAX=DATE(YR,MONTH,DAY)ILLUSTRATION=DATE(1947,08,15)08/15/1947

FUNCTION : DAY, MONTH & YEARDESCRIPTIONEXTRACTS DAY, MONTH AND YEAR FROM SPECIFIED DATESYNTAX=DAY(DATE) ; =MONTH(DATE); =YEAR(DATE)ILLUSTRATION=DAY(08/15/1947)15=MONTH(08/15/1947)08=YEAR(08/15/1947)1947

FUNCTION : TODAY, NOWDESCRIPTIONTODAY: GIVES CURRENT DATENOW: GIVES CURRENT DATE AND TIMESYNTAX=TODAY() ; =NOW() ILLUSTRATION=TODAY()CURRENT DATE=NOW()CURRENT TIME AND DATE

Functions: Date & Time

TO DO: ADD NUMBER OF DAYS TO A DATEILLUSTRATION : ADD 5 DAYS TO DATE 1947/08/15SYNTAX & RESULT=DATE(1947,08,15)+5 1947/08/20OR=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 DATEILLUSTRATION : ADD 5 MONTHS TO DATE 1947/08/15SYNTAX & 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 DATEILLUSTRATION : ADD 62 YEARS TO DATE 1947/08/15SYNTAX & RESULT=DATE(YEAR(1947/08/15)+62,MONTH(1947/08/15), DAY(1947/08/15)) 2009/08/15

Functions: Date & Time

TO DO: FIND OUT NUMBER OF WORKING DAYS BETWEEN TWO DATESILLUSTRATION : HOW MANY WORKING DAYS ARE THERE BETWEEN DATE (D1) = 2009/10/01 & DATE (D2) = 2009/10/31 SYNTAX & RESULT=NETWORKDAYS(D1,D2) 22NOTE: ALWAYS DEFINE DATES USING =DATE FUNCTION

Functions: Maths & TrigonometryImportant Functions available

Sr #ROUNDINGMATHTRIGONOMETRIC1CEILINGEXPSIN,COS,TAN2FLOORPOWERCOSEC,SEC,COT3MROUNDSQRTASIN,ACOS,ATAN (Inverse)4EVENLN, LOGACOSEC,ASEC,ACOT (Inverse)5ODDFACT, COMBINSINH,COSH,TANH (Hyperbolic)6INTSUBTOTAL, SUMIF, COUNTIFCOSECH,SECH,TANH (Hyperbolic)7ROUNDSUMPRODUCT, SUMSQ,ASINH,ACOSH,ATANH (Inverse of Hyperbolic)8ROUNDUPMDETERM, MINVERSE, ACOSECH,ASECH,ATANH (Inverse of Hyperbolic)9ROUNDDOWN, TRUNCMMULT, INDEXRADIANS

Functions- Rounding

FUNCTION : CEILINGDESCRIPTIONRETURNS ROUNDED VAL AWAY FROM ZERO IN MULTIPLES OF SIGNIFICANCESYNTAX=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 : FLOORDESCRIPTIONRETURNS ROUNDED VAL DOWN TOWARDS ZERO IN MULTIPLES OF SIGNIFICANCESYNTAX=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 : MROUNDDESCRIPTIONRETURNS THE NUMBER TO THE DESIRED MULTIPLESYNTAX=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 : EVENDESCRIPTIONROUNDES POSITIVE VAL UP AND NEGATIVE VALUE DOWN TO THE NEAREST EVEN NUMBERSYNTAX=EVEN(NUMBER)ILLUSTRATION=EVEN(31)32=EVEN(-31)-32

FUNCTION : ODDDESCRIPTIONROUNDES POSITIVE VAL UP AND NEGATIVE VALUE DOWN TO THE NEAREST ODD NUMBERSYNTAX=ODD(NUMBER)ILLUSTRATION=ODD(32)33=ODD(-32)-33

FUNCTION : INTDESCRIPTIONROUNDES VAL DOWN TO THE NEAREST INTERGERSYNTAX=INT(NUMBER)ILLUSTRATION=INT(31.1)31 ; =INT(31.9)31=INT(-31.5)-31 ; =INT(-31.5)-31

Functions- Rounding

FUNCTION : ROUNDDESCRIPTIONROUNDES UP THE NUMBER TO THE SPECIFIED NUMBER OF DIGITSSYNTAX=ROUND(NUMBER,NUMBER_DIGITS)ILLUSTRATION=ROUND(100.88,1)100.9=ROUND(100.81,1)100.8

FUNCTION : ROUNDUPDESCRIPTIONROUNDES A NUMBER UP, AWAY FROM ZEROSYNTAX=ROUNDUP(NUMBER, NUMBER_DIGITS)ILLUSTRATION=ROUNDUP(100.88,1)100.9=ROUNDUP(100.81,1)100.9

FUNCTION : ROUNDDOWNDESCRIPTIONROUNDES NUMBER DOWN, TOWARDS ZEROSYNTAX=ROUNDDOWN(NUMBER,NUMBER_DIGITS)ILLUSTRATION=ROUNDDOWN(100.88,1)100.8=ROUNDDOWN(100.81,1)100.8

Functions- Math

FUNCTION : EXPDESCRIPTIONRETURNS VALUE OF e TO THE POWER OF A GIVEN NUMBERSYNTAX=EXP(NUMBER) enumberILLUSTRATION=EXP(1)2.718

FUNCTION : POWERDESCRIPTIONRETURNS RESULT AS A NUMBER RAISED TO THE POWERSYNTAX=POWER(NUMBER, POWER)ILLUSTRATION=POWER(12,2) 122 144

FUNCTION : SQRTDESCRIPTIONRETURNS SQUARE ROOT OF THE NUMBERSYNTAX=SQRT(NUMBER)ILLUSTRATION=SQRT(100)10

FUNCTION: LN AND LOGDESCRIPTIONLN RETURNS NATURAL LOG OF A NUMBER, LOG RETURNS LOGARITHMSYNTAX=LN(NUMBER) , LOG(NUMBER)

Functions- Math

FUNCTION : FACTDESCRIPTIONRETURNS FACTORIAL OF A NUMBERSYNTAX=FACT(NUMBER) (NUMBER)!ILLUSTRATION=FACT(5)5X4X3X2X1 120

FUNCTION : COMBINDESCRIPTIONRETURNS NUMBER OF POSSIBLE COMBINATIONS FOR A GIVEN NUMBER OF ITEMSSYNTAX=COMBIN(NUMBER, # OF ITEMS)ILLUSTRATIONTHERE 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 : SUBTOTALDESCRIPTIONRETURNS SUBTOTAL OR LIST IN A DATA BASESYNTAX=SUBTOTAL(FUNCTION_NUMBER,DATA RANGE)ILLUSTRATIONFUNCTION_NUMBER: STANDARD NUMBERS ALLOTED BY EXCEL

FUNCTION_NUM(including hidden cells)FUNCTION_NUM(excl. hidden cells)FUNCTION1101AVERAGE2102COUNT3103COUNTA4104MAX5105MIN6106PRODUCT7107STDEV8108STDEVP9109SUM10110VAR11111VARP

Functions : SUBTOTAL()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: 280Ex 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

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Functions : SUMIF()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 # < 300SYNTAX:=SUMIF(A1:A5,

Functions : COUNTIF()ILLUSTRATION: HOW MANY FACILITIES (FROM THE LIST BELOW) HAS A FACILITY NUMBER BELOW 300SYNTAX:=COUNTIF(A1:A5,

Functions : MDETERM()ILLUSTRATION: FIND OUT THE DETERMINANT OF THE MATRIX AS BELOWSYNTAX:=MDETERM(A2:C4) -2000

FUNCTION : MDETERMDESCRIPTIONCALCULATES DETERMINANT OF A MATRIX SYNTAX=MDETERM(DATA RANGE)

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AData101510

BData202530

CData255040

Functions : MINVERSE()ILLUSTRATION: FIND OUT THE INVERSE OF THE MATRIX AS BELOWSYNTAX:=MINVERSE(A2:C4)

FUNCTION : MINVERSEDESCRIPTIONCALCULATES INVERSE OF A MATRIX SYNTAX=MINVERSE(DATA RANGE)

Functions : MINVERSE()4. PRESS CTRL+SHIFT+ENTERTO 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)1. ENTER ELEMENTS INTO THE EXCEL

Functions : MMULT()ILLUSTRATION: FIND OUT THE PRODUCT OF THE MATRIX AND A VECTOR AS BELOWSYNTAX: =MMULT(A2:C4,E2:E4)

FUNCTION : MMULTDESCRIPTIONMULTIPLIES TWO ARRAYSSYNTAX=MMULT(DATA RANGE, DATA RANGE)

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AData101510

BData202530

CData255040

EData255040

Functions : MMULT()4. PRESS CTRL+ SHIFT+ENTER TO GET THE RESULT 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)1. ENTER ELEMENTS INTO THE EXCEL

Functions : INDEX()ILLUSTRATION: WHAT ARE THE ELEMENTS @ LOCATIONS A2 & C3 ?SYNTAX: ELEMENT @ A2=INDEX(A2:C4,1,1) 10ELEMENT @ C3=INDEX(A2:C4,2,3) 50

FUNCTION : INDEXDESCRIPTIONUSED TO ACCESS INDIVIDUAL ELEMENTS OF A MATRIX/VECTORSYNTAX=INDEX(ARRAY, ROW #, COLUMN #)NOTE: IN EXCEL, FIRST ROW & COLUMN # ALWAYS STARTS FROM 1

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AData101510

BData202530

CData255040

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

FUNCTION : SINDESCRIPTIONRETURNS APPROPRIATE VALUESSYNTAX (TYP)=SIN(NUMBER) [NOTE: NUMBER HERE IS IN RADIANS]ILLUSTRATION=SIN(PI()/2) 1 ; =SIN(PI()/4) 0.707

FUNCTION : ASINDESCRIPTIONRETURNS VALUE OF SINE INVERSESYNTAX=ASIN(NUMBER) [NOTE: NUMBER HERE IS IN RADIANS]ILLUSTRATION=ASIN(1) 1.5707 RADIANS 1.5707*PI()/180 90 DEGREES

FUNCTION : RADIANSDESCRIPTIONCONVERS ANGLE FROM DEGREES TO RADIANSSYNTAX=RADIANS(ANGLE IN DEGREES)ILLUSTRATION=RADIANS(90)1.5707 RADIANS ;

Functions: Statistics

Sr #STATISTICSBRIEF DESCRIPTION1AVERAGEReturns average for a set of data containing numbers only2AVERAGEAReturns average for a set of data containing numbers as well as texts/blanks 3COUNTCounts number of cells containing only numbers. Ignores texts, blanks & error msg.4COUNTACounts number of cells containing only numbers and texts. Ignores blanks.5COUNTBLANKCounts number of cells containing only blanks.6MEAN, MEDIAN, FREQUENCYTo compute typ. Properties of required distribution7STDEV, VAR, KURT8BITADIST, EXPODIST9GAMMADIST, NORMALDIST10POISSSON

Functions : Statistics

FUNCTION : AVERAGEDESCRIPTIONRETURNS 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 RANGEILLUSTRATION=AVERAGE(10,15,20,25,30,35) 20

FUNCTION : AVERAGEADESCRIPTIONRETURNS 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=COUNT(A1:A6) 2 NOTE: EMPTY CELLS, DATES, TEXTS ETC ARE IGNOREDTO COUNT THE CELLS CONTAINING ANY DATA EXCEPT BLANKS , USE FUNCTION COUNTA

SYNTAX: =COUNTA(A1:A6) 5TO COUNT ONLY BLANKS USE FUNCTION COUNTBLANK

SYNTAX: =COUNTBLANK(RANGE)=COUNTBLANK(A1:A6) 1

FUNCTION : COUNTDESCRIPTIONCOUNTS NUMBER OF CELLS CONTAINING NUMBERS. IGNORES, BLANK CELLS, DATES, TEXTS, ERROR MESSAGESSYNTAX =COUNT (NUMBER 1, NUMBER 2,. ) OR =COUNT( DATA RANGE)

Functions : Lookup & Reference

Sr #LOOKUP & REFBRIEF DESCRIPTION1ADDRESS()Returns address (reference or id) of a cell2INDIRECT()Returns value present @ the ADDRESS()3VLOOKUP()Looks for a value in columns of a data range4HLOOKUP()Looks for a value in a rows of a data range5LOOKUP()Looks for a value in any row as well as column6OFFSET()Looks for a value from a specified reference at a specified location7MATCH()Returns relative position of an item in an array that matches a specified value in specific format

Functions: Lookup & References

9TRANSPOSE()Converts vertical range of data to horizontal & vice versa10COLUMN()Returns absolute column number of a reference11COLUMNS()Returns number of columns in a array12ROW()Returns absolute row number of a reference13ROWS()Returns number of row in a array

Functions : ADDRESS()

FUNCTION : ADDRESSDESCRIPTIONRETURNS CELL ADDRESS AS A TEXT FOR THE GIVEN COL AND ROW # SYNTAX=ADDRESS (ROW_NUM, COL_NUM, ABS_NUM,a1, SHEET_TXT)ROW AND COL_NUM : ROW # & COL # OF THE ELEMENTABS_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 WITH ADDRESS, PROVIDE TAB/WORKSHEET NAME

Abs_numReturns this type of reference1 or omittedAbsolute2Absolute row; relative column3Relative row; absolute column4Relative

Functions: ADDRESS()Relative col; Absolute rowAbsolute col ; Relative rowRelative col; Relative rowAbsolute col; Absolute row

Case #Row #Col #Abs_Numa1Sheet_txt1111OptionalOptional2212OptionalOptional3213OptionalOptional4214OptionalOptional

Functions : INDIRECT()

FUNCTION : INDIRECTDESCRIPTIONRETURNS THE NUMBER/DATA PRESENT IN A PARTICULAR CELL FROM ITS ADDRESS.(ADDRESS IS IN TEXT FORMAT) SYNTAX =INDIRECT(ADDRESS TEXT)ILLUSTRATIONUSING FOLLOWING ADDRESSES OF CELLS FROM PREVIOUS SLIDE, FIND OUT THE DATA CONTAINED IN THEM

CASE #ADDRESSFORMULARESULT1$A$1=INDIRECT($A$1)102$A2=INDIRECT($A2)253A$2=INDIRECT(A$2)25

Functions : VLOOKUP()

FUNCTION : VLOOKUPDESCRIPTIONLOOKS 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 tableTable_array: Range of data we are dealing withCol_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 FALSETRUE : Data base should be arranged in an ascending order. This instructs excel to search for closest match for the lookup_valueFALSE: Data base need not to be arranged in any order. This instructs excel to search for EXACT match for the lookup_val

Functions : VLOOKUP()ILLUSTRATION: FROM A SUPPORT REACTIONS AS ABOVE, SEARCH THE VALUE OF FY CORROSPONDING TO LOAD COMB 103SOLUTION:LOOKUP_VAL = 103 ; TABLE ARRAY : C4:F8COL_INDEX_NUM = 3 ; RANGE_VALUE : SAY TRUESYNTAX : =VLOOKUP(103,C4:F8,3,TRUE) 200

Functions : HLOOKUP()

FUNCTION : HLOOKUPDESCRIPTIONLOOKS 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 tableTable_array: Range of data we are dealing withRow_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 FALSETRUE : Data base should be arranged in an ascending order. This instructs excel to search for closest match for the lookup_valueFALSE: Data base need not to be arranged in any order. This instructs excel to search for EXACT match for the lookup_val

Functions : HLOOKUP()ILLUSTRATION: FROM A SUPPORT REACTIONS AS ABOVE, SEARCH THE VALUE OF FY CORROSPONDING TO LOAD COMB 103SOLUTION:LOOKUP_VAL = 103 ; TABLE ARRAY : C5:G8ROW_INDEX_NUM = 3 ; RANGE_VALUE : SAY TRUESYNTAX : =HLOOKUP(103,C5:G8,3,TRUE) 200

Functions : LOOKUP()

FUNCTION : LOOKUPDESCRIPTIONLOOKS 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 tableLookup_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()ILLUSTRATION: FROM A SUPPORT REACTIONS AS ABOVE, SEARCH THE VALUE OF FY CORROSPONDING TO LOAD COMB 103SOLUTION:LOOKUP_VAL = 103 ; LOOKUP_VECTOR = C4:C8; RESULT_VECTOR : E4:E8SYNTAX : =LOOKUP(103,C4:C8,E4:E8) 200

Functions: OFFSET()

FUNCTION : OFFSETDESCRIPTIONLOOKS FOR A VALUE FROM A SPECIFIED REFERENCE AT A SPECIFIED LOCATIONSYNTAX =OFFSET(REFERENCE, ROW,COL,HEIGHT,WIDTH)Reference: It is cell from which user wish Excel to get the required valueRow: Number of row(s) from the specified reference. Col: Number of column(s) from the specified reference.Height (Optional): height of the reference cellWidth (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 REFERENCEROW-->-5 WOULD MEAN 5 ROWS ABOVE THE ROW OF REFERENCESIMILARLY,COL--> 5 WOULD MEAN 5 COLUMN RIGHT THE COLUMN OF REFERENCECOL-->-5 WOULD MEAN 5 COLUMN LEFT THE COLUMN OF REFERENCE

Functions: OFFSET()ILLUSTRATION: GET THE QTY CORROSPONDING TO HEAVY STEEL FROM MEDIUM STEEL ITEMSYNTAX:=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)HEIGHT, WIDTH : OPTIONAL=OFFSET(A4;1,3) 8800kg

Functions : MATCH()

FUNCTION : MATCHDESCRIPTIONRETURNS RELATIVE POSITION OF AN ITEM IN AN ARRAY THAT MATCHES A SPECIFIED REFERENCE IN SPECIFIC FORMATSYNTAX =MATCH(LOOKUP_VAL, LOOKUP_ARRAY, MATCH_TYPE)Lookup_val : It is value user wish Excel to matchLookup_array: Range (Row or column) of data Match type (Optional) : A number 1,0 or -1

Match TypeBrief DescriptionRequirement1MATCH() finds largest value in the array that is less than or equal to the LOOKUP_VALArray needs to be arranged in ascending order0MATCH() finds exact value/text matching with the LOOKUP_VALArray can be in any order-1MATCH() finds the smallest value in the array that is greater or equal to LOOKUP_VALArray needs to be arranged in descending orderNote: if Match_type is not specified explicitly, by default, Excel assumes it to be = 1

Functions: MATCH()

Sr NoLookup_valLookup_arrayMatch_numSyntaxResult1MediumA3:A60=match(Medium,A3:A6,0)22Length:110C3:C60=match(110,C3:C6,0)43Kg/m:112B3:B61=match(112,B3:B6,1)3

Functions : DATABASE

Sr #DatabaseBRIEF DESCRIPTION1DAVERAGE()Returns average of the values in columns that match the user specified conditions 2DCOUNT()Counts the cells containing the value in the column or database satisfying the user specified conditions3DCOUNTA()Counts the nonblank cells in the column or database satisfying the user defined conditions4DGET()Extracts from the records the values satisfying the user defined conditions5DMAX() / DMIN()Max/Min from column or database6DSUM()Adds the numbers in column satisfy user defined conditions7DPRODUCT()Multiplies the numbers in column satisfy user defined conditions

Functions : DAVERAGE()Find out the average of the Qty which includes steel >1000 MTDefine the condition steel >1000 MT as defined in cells A2 & B2Syntax=DAVERAGE(A4:C10,QTY,A1:B2) 2250Or=DAVERAGE(A4:C10,3,A1:B2) 2250(1500+3000/2) =2250

FUNCTION : DAVERAGE()DESCRIPTIONRETURNS AVERAGE OF THE VALUES IN COLUMNS THAT MATCH THE USER SPECIFIED CONDITIONSSYNTAX =DAVERAGE(DATA RANGE, FIELD, CRITERIA)Data_Range : Range including labeling, if anyField: Column or row containing values Criteria: User defined condition

Functions : DCOUNT()Count the number of times the QTY of steel exceeded 1000 MT=DCOUNT(A4:C10,QTY,A1:B2) 2

FUNCTION : DCOUNT()DESCRIPTIONCOUNTS THE CELLS CONTAINING THE VALUE IN THE COLUMN OR DATABASE SATISFYING THE USER SPECIFIED CONDITIONSSYNTAX =DCOUNT(DATA RANGE, FIELD, CRITERIA)Data_Range : Range including labeling, if anyField: Column or row containing values Criteria: User defined condition

Functions : DGET()

FUNCTION : DCOUNT()DESCRIPTIONEXTRACTS FROM THE RECORDS THE VALUES SATISFYING THE USER DEFINED CONDITIONSSYNTAX =DGET(DATA RANGE, FIELD, CRITERIA)Data_Range : Range including labeling, if anyField: Column or row containing values Criteria: User defined condition

Sr NoConditionFormulaResult1Steel QTY

Functions : TEXTS

Sr #DatabaseBRIEF DESCRIPTION1CONCATENATE()Joins several text strings in to single string2DOLLAR()Converts number to text in dollar currency format3EXACT()Matches two text strings exactly and return TRUE or FALSE. Case sensitive4TEXT()Converts value to a specific text format(For Ex: 1000 to $1000.00)5VALUE()Converts text string that is a number to number ($1000.00 to 1000.00)6REPT()Repeats the required text number of times7TRIM()Removes extra spaces from the text string except spaces between words8FIND()Returns the location of the letter in a text string9RIGHT(), MID(), LEFT()Returns characters (texts) present at right, mid or left of the text string10LOWER(), PROPER(), UPPER()Changes case of the text to lower, Proper, UPPER respectively

Functions: CONCATENATE()4 Text stringsBechtel IndiaPrivate LimitedNOTE: In the syntax, is inserted so as to instruct Excel to provide a single space between the words

FUNCTION : CONCATANATE()DESCRIPTIONJOINS SEVERAL TEXT STRING IN TO SINGLE STRINGSYNTAX =CONCATENATE(TEXT 1, TEXT 2,..)ILLUSTRATION

Functions : DOLLAR(), EXACT()

FUNCTION : DOLLAR()DESCRIPTIONCONVERTS NUMBER TO TEXT IN DOLLAR CURRENCY FORMATSYNTAX =DOLLAR(NUMBER, DECIMALS)ILLUSTRATION= DOLLAR(1000,2) $1000.00= DOLLAR(5000,3) $ 5000.000

FUNCTION : EXACT()DESCRIPTIONMATCHES TWO STRINGS EXACTLY. IF TWO STRINGS MATCH EXACTLY RETURNS TRUE ELSE FALSE. CASE SENSITIVESYNTAX =EXACT(STRING 1, STRING 2)ILLUSTRATION= EXACT(BECHTEL, BEHCTEL) FALSE

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

FUNCTION : TEXT()DESCRIPTIONCONVERTS VALUE TO A SPECIFIC FORMATSYNTAX =TEXT(VALUE, FORMAT_TEXT)FORMAT_TEXT : AS PER MAIN MENU>FORMAT>CELLS>NUMBER>CATEGORY>CUSTOM>TYPE

Functions : VALUE()

FUNCTION : VALUE()DESCRIPTIONCONVERTS TEXT STRING THAT IS A NUMBER TO NUMBERSYNTAX =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()DESCRIPTIONREPEATS THE REQUIRED TEXT NUMBER OF TIMES SYNTAX =REPT(TEXT, NUMBER OF TIMES)TEXT : IS THE TEXT WHICH USER WISH TO REPEATNUMBER OF TIMES: NO. OF TIMES USER WISH TO REPEAT THE TEXTILLUSTRATION=REPT(*,5) *****=REPT(-, 3) ---

FUNCTION : TRIM()DESCRIPTIONREMOVES 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()DESCRIPTIONRETURNS LOCATION OF THE TEXT IN A TEXT STRING. CASE SENSITIVESYNTAX =FIND(FIND_TEXT, TEXT_WITHIN, START_NUMBER)FIND_TEXT: TEXT WHOSE LOCATION IS REQUIREDTEXT_WITHIN: TEXT IN WHICH FIND TEXT IS PRESENTSTART_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()DESCRIPTIONRETURNS 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 #DatabaseBrief Description1AND()Returns TRUE only if all arguments are true. Else FALSE2OR()Returns TRUE if at least one of the arguments is/are true. Else FALSE

Functions: AND(), OR()

FUNCTION : AND()DESCRIPTIONRETURNS TRUE ONLY IF ALL ARGUMENTS ARE TRUE. ELSE FALSESYNTAX =AND(LOGICAL 1, LOGICAL 2,.)LOGICAL 1 : LOGICAL CONDITIONSILLUSTRATIONSAY X = 100=AND(X>200,X200,X

Tools

Sr #DatabaseBrief Description1GOAL SEEKReturns TRUE only if all arguments are true. Else FALSE2SCENARIOReturns TRUE if at least one of the arguments is/are true. Else FALSE3SHARED WORKSPACE4SHARED WORKBOOK

Tools : GOAL SEEKOften 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 LPTxfefb(fb*x*B)*(a+0.5L-0.5x)+P(f+e)=0T: 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 = 0We know the result of the equation (zero), need to find value of x satisfying the equation

Tools: GOAL SEEKCell pertaining to the formulaRHS of the equationSeeking valueReqd value of x satisfying the condition LHS=RHSRHS after inserting value of x: Note: RHS0

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

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

Tools: ScenarioName the scenario hereProvide cell ids need to be changed (b7 and c7 in this case)Insert comment if requiredEnter values for a & b pertaining to Set 1 and click Add. Follow the same procedure as that for entering Set 1 details to enter Set 2 & 3 details

Tools: Scenario

Tools: ScenarioUpon selecting Set1 and clicking Show, inputted values of a and b corresponding to Set 1 and the result is displayed in the WorksheetTry selecting Set 2 and click Show and see the changes in the worksheet.

Tools: Scenario

Data : FormsFORMS is a tool to insert data in to the Excel with absolute controlSometimes 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 up/down. Daunting task !!!FORMS comes to the rescue.

Data : FORMSFor 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)Main menu>Data>Forms

Data : FORMSNote: Labels which are in horizontal direction are in Vertical direction here!!! Easy to maneuver.Enter your data here!!New set of labels and data can be entered by clicking thisFind / search criteria

Data: ValidationHow do we ensure that a particular cell will accept nothing but either ofAny decimal within the rangeAny date with the rangeAny value within the ListText of certain text length????? Using Validation !!!!

ValidationValidation criteriaAdd Input Message and Error Alert by clicking respective tabs

Data : ValidationIllustration:Cell should not accept anything other thanWhole # between 1 to 10Cell should not accept anything other thanConcrete grade M25,M30 & M35

Data: Validation Whole NumberError Alert : Due to unexpected entry!!Input Message

Data : Validation Concrete Grades

Data: TABLEUseful for tabular calculationLets calculate Nominal AB tensile strength for various rod diameter and ultimate tensile strengthsObserve, with how much ease, one can perform calculation efficiently

Data: TABLEStep 1: Create InputStep 2: Prepare the tabular format. Nominal c/s areaOnly for referenceAB dia. Only for reference. Used to calculate the area

Data: TABLEStep 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 hereStep 4: Select the table as shownFor 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 : TABLEStep 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 tableThis 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: TABLEStep 6: Get the result as,Values in the blue background are the values of Nominal tensile strength of AB with various bolt dia and grades

Data : Text to ColumnsUsed to segregate the text into the separate columns which would help user to perform sort/add/subtract etc operationsThis text could be text present in the Excel or text copied from other files. For example STAAD support reactions required to be copied into excelLets segregate the text present into the excel into different columns using Text to Column tool.

Data: Text to ColumnsStep 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 ColumnsStep 2: Select the text range and go to Data>Text to range, this dialogue box will appearChoosing 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 resultChoosing Fixed Width, will 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 ColumnsStep 3: Get the result as

Data: Pivot Table and Pivot Chart ReportPowerful tool for rapid and dynamic data analysis.Allow pick and drag the items to produce meaningful dataWe can rearrange huge data in a meaningful format in a matter of minutesPivot tables and pivot charts go hand to hand

Data: Pivot TableStep1: 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 TableStep2: Goto Data & Click Pivot Table & Pivot Chart Report

Data: Pivot TableStep4 Step3

Data: Pivot TableStep 5:Excel gives an opportunity to user to arrange fields as per his/her requirementProvide the cell reference where User wish to create the pivot table

Data: Pivot TableStep 6:Drag items from here and drop them to the pivot tablePivot TableIndividual items can be added to the row/col/data area from here also.

Data: Pivot TableA typical pivot table looks like this!!! Appearance changes when the items are placed in different fields. Try!!!

Data: Pivot ChartStep 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

Data: Pivot Chart

Data: Pivot Table and Pivot ChartFields 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)

Relative position: Ex: F5Absolute position: $F$5The excel snap shows, the arguments can also be given in the form of cell references.Rest all tabs in this dialogue box are self-explanatory.

Scenarios can be edited, deleted. Scenarios from the other worksheet can also be merged to the current worksheet. User need to explore more regarding the tool.