Data store
1. File approach : word ,notepad , notepad++
2. Tabular approach : excel ,access , sql , walnut
Electronic Spreadsheet
An electronic spreadsheet application accepts data values and makes
relationships between the data values in a tabular format consisting of rows and
columns. It allow users to perform calculations on these values. It also manipulate
data in a desired format.
Excel
Excel is a software program created by Microsoft that uses spreadsheets to
organize numbers of data with formulas and functions. It is typically used to
organize data and perform financial analysis.
Terminology of spreadsheet
Workbook: A workbook is a collection of many worksheets. In single
workbook, you can store information in an organized manner.
Worksheet: A worksheet (spreadsheet) is a sheet made up of rows &
columns. It is used for planning a project of financial document.256
sheet
Row: A row is horizontal block of cells. The rows are numbered 1 to
1048576.
Column: A column is a vertical block of cells, the columns are
numbered A to XFD i.e. 16384 columns.
Cell: A cell is the intersection of row & column that actually contain
values. A cell can contain 255 characters. Every cell has a unique
identification known as cell reference, such as A1.
Formula: Formula is the equation that perform calculations on values in
your worksheet. It is an order of values, cell reference, functions &
operators. It starts with equal (=) sign.
 To fill series in the column
Shortcut key  Alt+E+I+S
 To insert new Sheet  Shift + F11
 To switch between sheets
Previous Sheet  Ctrl + Pg Up
Next Sheet  Ctrl + Pg Down
Functions: Functions are predefined formulas that take values, perform
complex calculations by using a specific values in a particular order to
give a result.
 SUM()  This function adds all the numbers specified in a range.
SYNTAX: =SUM(number1, number2,……)
Example: =SUM(A3,B3,D3)
OR
=SUM(A3:D3)
 Average()  This function returns the average of all the numbers
specified in a range.
SYNTAX: =AVERAGE(number1, number2,……)
Example: =AVERAGE(A3, B3,D3)
OR
=AVERAGE(A3:D3)
 Max()  This function return the largest value in a range
SYNTAX  =max(number1, number2, number3,…..)
Example: =max(A3, B3,D3)
OR
=max(A3:D3)
 Min()  This function return the smallest value in a range
SYNTAX  =min(number1, number2, number3,…..)
Example: =min(A3, B3,D3)
OR
=min(A3:D3)
 If()  this function is use to work as decision making . if() is use
to perform conditional calculation or messaging , which widely
used in excel
Syntax  =if(condition ,true part ,false part)
To drag formulaDownward- CTRL+D
Rightward- CTRL+R
LOGICAL FUNCTIONS
1.
2.
3.
4.
AND()
OR()
NOT()
IF()
OPERATORS  >, <, >=, <=, =
And()  This Function returns TRUE if all the conditions given as
arguments are TRUE
SYNTAX: =AND(logical1, logical2, logical3,…)
EXAMPLE: =AND(a1>b1, b1<c1)
OR()  This functions checks whether all the conditions are true. If any
one condition is TRUE, then returns TRUE and if all the conditions are
false, then it returns false.
SYNTAX: =OR(logical1, logical2, logical3,…)
EXAMPLE: =OR(a1>b1, b1<c1)
NOT()  This function changes True to False and False to True
SYNTAX: =NOT(condition)
EXAMPLE: =NOT(a1>b1)
IF()  This function checks whether the condition met. Return one
value if true, and another value if false
SYNTAX: =if(logical test, True part, False Part)
EXAMPLE: =if(average>=50,”PASS”, “ FAIL”)
=IF(NUMBER>=0,”POSITIVE NUMBER”,”NEGATIVE
NUMBER”)
=IF(AGE>=18,”ELIGIBLE FOR VOTE”,”NOT ELIGIBLE FOR
VOTE”)
NESTED IF : nested if() , is additional working of if() , which allow us to
define one or more than one if() , inside if body .
Syntax :
=if(condition, true part, if(condition, true part, false part))
Example:
=IF(AVERAGE>=50,"PASS",IF(AVERAGE>=33,"COMPT","FAIL"))
Sorting  The sorting tool allows to arrange the data in specific order
such as by date, number, alphabetic order or more.
Filter  The filter tool gives the ability to filter a column of data within
a table to isolate the key components according to the need.
ADVANCE FILTER
A. CREATE A DATABASE
B. CRITERIA : FIELD NAME + VALUE
C. Selection: ! only one
ADVANTAGE:
1. DATA IN OTHER PALACE
2. NO DUPLICATION
3. MORE THEN ONE CONDITION AT A TIME
.
Statistics function:
COUNT() : This function counts the number of cells
in a specified range that contain number values.
SYNTAX  =count(value1,value2,…)
EXAMPLE  =count(a1:a9)
COUNTA() : This function counts number of cells in
a specified range that are not empty(count all type
of data ).
SYNTAX  =counta(value1,value2,…)
EXAMPLE  =counta(a1:a9)
COUNTBLANK() : This function count the number
of empty cells in a specified range.
SYNTAX  =countblank(value1,value2,…)
EXAMPLE  =countblank (a1:a9)
COUNTIF(): This function counts the number of cells
in a specified range that meets the condition.
SYNTAX  =countif(range,criteria)
EXAMPLE  =countif(a1:a10, “manager”)
OR
=countif(a1:a10,”>30000”)
COUNTIFS() : This function counts the number of
cells by a given set of condition or criteria.
SYNTAX 
=countifs(criteria_range1,criteria1,criteria_range2,c
riteria2,…..)
EXAMPLE  Suppose we have to count the total
number of Assistant in finance department
=countifs(department_range,”finance”,Designation
_range,”Assistant”)
=COUNTIFS(D2:D11,"FINANCE",C2:C11,"ASSISTANT")
Macro  An excel macro is an action or set of
actions that can be recorded, given a name,
saved and run as many times as requirement.
Macros help to save time on repetitive tasks
involved in data manipulation and data reports
that are required to be done frequently.
How to create buttons using Macro in excel?
1. Type the data in excel sheet
2. Select the entire tableApply Filter
3. Start the Macro (ViewRecord Macro)
Recording will start, as per example of
Mark sheet data.
4. Click on the arrow of Result column
a.Select Pass ok
5. Now stop the macro (View  Macro 
Stop Recording)
Same goes for Fail option
For Button:6. Go to Insert Tab  Shapes Select the
shape of your choice
7. Place it in Sheet  Type the text over it
To Assign Macro on button
8. Right Click on the shape
9. Assign Macro select the macro to
assign
How to create buttons using Macro in excel?
(Using Advance Filter)
1. Type the data in excel sheet
2. Make the criteria in sheet
3. Start the Macro (ViewRecord Macro)
Recording will start, as per example of
Mark sheet data
4. After starting the macro, Go to Data Tab
 Click on Advance Filter
5. A dialog box will appear asking for some
selection
First will be the action
1. Filter the list, in-place
2. Copy to another location
Second
1. List Range Here, select the entire
table
2. Criteria Range Select the criteria
long with heading
3. Copy to another location (optional)
 It will be used to show the filtered
data in another place. This option will
be used only if you have selected
“Copy to another location”.
6. Now stop the macro (View  Macro 
Stop Recording)
For Button:7. Go to Insert Tab  Shapes Select the
shape of your choice
8. Place it in Sheet  Type the text over it
To Assign Macro on button
9. Right Click on the shape
10. Assign Macro select the macro to
assign
TEXT FUNCTIONS
1. UPPER  This function converts the
text to upper case letters.
SYNTAX  =upper(text)
Example =upper(“hello”)
OutputHELLO
OR
=upper(a3)
2. LOWER  This function converts the
text to lowercase letters.
SYNTAX  =lower(text)
Example =lower(“HELLO”)
Outputhello
OR
=lower(a3)
3. PROPER  This Function Converts The
Text To Proper Case Letters. The First
Letter Of The Text Will Be Upper And All
Other Letter Will Be In Lowercase.
SYNTAX  =proper(text)
Example =proper(“hello”)
OutputHello
OR
=proper(a3)
4. LEFT This function returns the
specified number of characters from the
start of the string.
SYNTAX  =left(text,
number_of_characters)
EXAMPLE =left(“DELHI”) Output  D
OR
=left(“DELHI”,3) Output ->DEL
5. RIGHT This function returns the
specified number of characters from end
of the string.
SYNTAX  =right(text,
number_of_characters)
EXAMPLE =right(“DELHI”) Output  I
OR
=right(“DELHI ”,3) Output LHI
6. MID This function returns the
specified number of characters from
middle (specified position) of the string.
SYNTAXMID(text, start position,
number_of_characters)
7. LEN  This function returns the total
number of characters of the
text.
SYNTAX  =len(text)
EXAMPLE =len(“DELHI”) Output 5
8. CONCATENATE  This function joins
several string into one string.
SYNTAX  =concatenate (text1, text2,
text3,)
EXAMPLE =concatenate
(“Hello”,”World”)
Output HelloWorld
=concatenate (“Hello”,” “,”World”)
Output Hello World
9. TEXT()this function is used to convert
the formatting type
SYNTAXTEXT(VALUE,FORMAT)
Lookup function :
They are the special function , because they are
use to fetch a signal piece of information from
a large data base .
Lookup function always work column/row
wise and compare value by each cell
Most commonly used lookup function :
1.
2.
3.
Vlookup()
Hlookup()
Match()
4.
Index()
VLOOKUP() : it is a lookup function , which use
vertical searching /column wise searching .
Syntax :
VLOOKUP(lookup_value, table_array, col_index_num,
[range_lookup])
Value search in
first column
Complete data
selection
Number of column ,
which value is fetch
Match /related
HLOOKUP() : it is also a lookup function , which
use horizontal searching /row wise searching.
hLOOKUP(lookup_value, table_array, row_index_num,
[range_lookup])
Value search in
first row
Complete data
selection
Number of row ,
which value is fetch
Match /related
INDEX() This function returns the value or
reference of the cell at the intersection of a
particular row and column, in a given range
SYNTAX  =INDEX(array, row_num,
col_num)
EXAMPLE  =index(selection of table,2,5)
=INDEX(A2:E11,5,2)
Note: Do not include heading area in selection
MATCH() This function returns the relative
position of an item in an array that matches a
specified value in a specified order.
SYNTAX 
=MATCH(lookup_value,lookup_array,match
_type)
EXAMPLE =MATCH(searching value,
selection of column, exact match)
=MATCH(I3,B2:B11,0)
INDEX WITH MATCH
This can be used in alternative for
vlookup(). It helps to lookup for specific
value.
=INDEX(A2:E11,MATCH(H9,A2:A11,0),2)
SELECTION OF
TABLE
SEARCHING
VALUE CELL
SELECTION OF
COLUMN
=INDEX(A2:E11,MATCH(H12,A2:A11,0),MATCH(G13,A1:E1,0))
SELECTION OF
TABLE
HEADING
RANGE
EMP_ID
COLUMN OF
EMP_ID
LIST OF
COLUMN_HEADING
VLOOKUP AND MATCH
=VLOOKUP(EMP_ID,TABLE ARRAY,MATCH(COLUMN
NAME,SELECTION OF HEADINGS,0),FALSE)
=VLOOKUP(D13,A1:E11,MATCH(C14,A1:E1,0),FALSE)
CELL REFERENCE
Cell reference refers to a cell or range of
cells on a worksheet or a different
worksheet within the spreadsheet.
The simplest reference appears as a
simple mention of the referred cell after
an equal sign.
For example: (=c5) refers to the value
within cell c5.
Types of cell reference
1. Relative cell reference
2. Absolute cell reference
3. Mixed cell reference
Relative Cell Reference Relative
reference changes when a formula is
copied or dragged to another cell. In
Excel, cell referencing is relative by
default.
For Example : A5, A2:A5
Absolute Cell Reference  Absolute
cell reference remains constant even if
it copied or dragged to another cell. It
contains dollar sign attached to each
letter or number in a reference.
For Example  $A$5
Mixed Cell Reference  It is a
combination of relative and absolute
references. It contains dollar signs
attached to either the letter or the
number in a references.
For Example  $B2, B$4
PIVOT TABLE
A pivot table is a powerful tool to
calculate, summarize, and analyse data.
A pivot table is a table of statistics that
summarizes data of a more extensive
table. This summary might include
sums, averages, or other statistics,
which the pivot table groups together in
a meaningful way.
Pivot tables are commonly used in
situations where data needs to be
aggregated, summarized or analysed.
1. select data
2. go to insert tab
3. Select Pivot table
Data Tab
To import data from Text file
Steps
1. Go to Data Tab Get External Data
From Text
2. Select the text file that you want to
import import
3. Text Import wizard window will
appear, select the data type that
describes the data of file
There are two options:
i. Delimited  Characters such as
commas and tabs
ii. Fixed width  Fields are aligned
in columns with spaces
Choose any one of above option
4. If data has headers, then put tick ()
in “My data has header” Next
5. Now, the second window will appear
where you have to set the delimiters
that have been used in text file, such
as tabs, commas, spaces, etc.
6. In data preview box, you can see the
separation of fields in columns.
Next
7. Third window will appears, this
screen lets you set the data format.
8. Select the format such as general,
date, etc. Finish
9. After that, select the range where
you want to put data.  OK
DATA TAB:
1.
2.
3.
4.
5.
6.
ADVANCE FILTER
SORT
TEXT TO COLUMN
FLASH FILL
GET EXTERNAL DATA (SHARING)
VALIDATION
Text to Column
This option is used to split a single column
of text into multiple columns. You can
choose how to split it up;
Fixed width or split at each comma, period,
or other characters.
Steps:
1. Select the cell that have the text
2. Go to Data Tab  Text to Column
3. Follow the Text Wizard Instructions
4. Then the data will be separated in each
column.
Flash Fill
Flash fill is a data tool in excel that will
allow you to combine, extract or transform
data based on few examples.
Shortcut key  Ctrl + E
Data Validation
Data validation is a feature that restricts
(validates) user input to a worksheet.
Technically, you can create a validation rule
that controls what kind of data can be
entered into a certain cell.
Data Validation can do following:
 Allow only numeric or text values in a
cell.
 Allow only numbers within a specified
range.
 Allow data entries of a specific length.
 Restrict dates and times outside a given
range.
 Restrict entries to a selection from a
drop- down list.