Essential Excel Skills for Data Preparation and Analysis

Hi and welcome to the Excel Essentials course. My name is Gabriel Soong, also known as Cricket.
I am a registered Electronics and Communications Engineer, and I work in social impact. This course is
for those who are new to the field of data science and analytics. Every journey has a beginning, and for
you, it starts with learning the fundamentals of Excel. This course aims to teach you how: To perform
basic spreadsheet tasks that may be used to have better efficiency and productivity in carrying out
business tasks. To be proficient in Excel calculations using various functions and formulas that will
strengthen business reports and analysis. To professionally use Excel in creating visualizations and
summary of data through tables, charts and graphs. As a general tip for this course, make sure to write
down the name of the tasks and functions on one column and the corresponding keystrokes on a second
column. These will be your notes for the course, and such will aid in memorizing the keystrokes
and functionalities. Your notes will definitely come in handy when you take the weekly assessment
quizzes.

1.1.2 Course Overview

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The purpose of this course is to introduce and equip learners with Excel tasks and functions that
are essential to data science and analytics.

This course will take you through the basic functionalities of Excel for data analysis
and visualization. The key concepts to be learned include functions for data
organization, manipulation, visualization, and task automation.

Course Organization
This course is divided into five weeks. Each week contains:
 Video Lessons

 Activities

 Assessments

Course Prerequisites:

Learners need a computer or laptop with Microsoft Excel installed. Computer or

laptop requirements are:

 For Windows: Core i3 or better, 4GB RAM or better, MS Excel 2007 or better

 For MacBook: ideally MS Excel 2013 or newer should be installed (some functions require this
version on the Mac). If the version of MS Excel is 2011, download and install StatPlus. 
Time Commitment
 It will take approximately 1-3 hours to complete each week.
 
Technical Issues

If you have any technical issues (problems unrelated to the course content itself,
such as questions about uploading assignments or tracking your progress), you can
visit our Learner Support Page which is a public repository that is constantly
updated with solutions to the most common learner issues. If there are any issues
that cannot be addressed through the Learner Support Page, you can reach out to
Coursebank directly through learn@coursebank.ph.

1.1.3 Capstone Project Overview

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It’s great to have you here in our online course. As you learn data gathering and manipulation
through this course, it would be great to keep the capstone project in mind. It is a culminating
activity to exemplify the skills you’ve learned through this course. 

Accomplish the task at the end of each week to build the components of your final project. This
will be peer-reviewed and will focus on how you use Excel as a tool - not (yet) the robustness of
your study.

How far is your residence from your school or place of work? How long do you travel to get to
work, or on your way home? Do you get to sleep on your commute?

For your capstone project in Week 5, you will be asked to pick any of the following
criteria and create a set of 5 to 10 survey questions based on your choice. You will
be inviting 35 to 50 individuals to answer your survey, and you will be encouraged
to interview more. You may add information or demographics like gender, age,
educational background, work industry, and other details you may wish to learn
about your respondents.

Method of travel

 Types of transportation used

 Number of trip segments

Time use survey

 Duration of travel

 Relative to other activities in the day

 Time spent waiting in line

Distance traveled

 From residence to school or place of work

 Per mode of travel

 Walking

Refer to the sample survey for ideas, and feel free to build on it. You are free to do face-to-face
interviews or use other online tools.

Sample survey: Intercity Travel Survey

At the end of this course, you will be asked to show relationships between your gathered data
that are based on any of the criteria you chose through Excel. You will also be asked to derive
conclusions from your data sets, and finally, propose a hypothesis based on them.

Overview
For Week 1, we will go over two topics: Basic Spreadsheet Tasks and Basic Excel Functions.
You will learn about cell functions, including editing, labeling and basic computations. You will also gain
knowledge about worksheet functions and formula creation. As with the whole course, these topics will
be taught through lectures, demonstrations, and a quiz at the end of the week. As a tip, remember to
take notes as you learn each task and function.

1.3.1 Part 1
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Selecting a Range

In this lesson, we will learn how to select a range. A range is a collection of selected
cells. In this lesson, we will demonstrate how to make what we call a symmetrical
range of cells.

The first way to do this is to:

HOLD SHIFT + "ARROW UP/DOWN/LEFT/RIGHT"

Keep pressing the different direction arrow buttons until you highlight the desired collection of
cells.

The second way to do this is to:

LEFT CLICK A CELL + DRAG

You can drag horizontally, vertically, or diagonally.

The GIF demo that follows demonstrates both modes of selecting a range.
Selecting Multiple Ranges

Well done on selecting ranges!

To add to that lesson, we will now learn how to select multiple ranges. This is usually a
precursor step to other tasks such as formatting cells that are not adjacent to one another.

To select multiple ranges, begin by first selecting an initial range, whether by click-drag method
or by SHIFT + ARROW KEYS.

To create additional selected ranges,  

PRESS CTRL + CLICK ON A TARGET CELL, THEN DRAG THE CURSOR TO CREATE A
NEW SELECTED RANGE

This creates a second highlighted range. Repeat this step to make even more selected ranges. If
the next range is a single cell, note that you can simply press CTRL and LEFT CLICK on that
range.
 The GIF demonstrates the selection of the initial range, followed by several other ranges, including
single cell ranges.

Copying and Pasting

In this lesson, we will learn about copying and pasting. These functions are familiar to most
people who use smartphones or computers, and operate is much the same way in Excel. The
purpose of copying and pasting is to replicate the content of a spreadsheet cell or range in
another location.

To do the copy and paste combination, begin by selecting a cell or range to copy. Then execute
the following commands:

1. Press CTRL + C

2. Left Click on a different cell outside of the initial range.

3. Press CTRL + V

You can also Right Click the selected range, then select Copy, Right Click another location,
then select Paste.
One last option is to select a range, click Home on the ribbon then select Copy, Right Click on
another location, then select Paste on the ribbon.

The GIF demonstrates all three methods of copying and pasting. It also demonstrates how to repeatedly
paste the same copied range in different locations.

Copying and Pasting Special

Now that you’ve completed copying and pasting, we will briefly touch on the PASTE
SPECIAL function in Excel.

An Excel cell with content may look simple enough (i.e. a box with numbers and or letters), but
sometimes there are many things going on under the hood. Its values can either be manually
encoded or typed into a cell, could be a product of a mathematical formula, or it could be linked
to another cell, sheet or even document. Its appearance could also be the product of formatting
options.

When copying the contents of a cell, it may be important to know if you only want what appears
in the cell, or if you want the underlying functions that accompany it. To specify what exactly
you would like to copy and paste elsewhere, you can select PASTE SPECIAL, and choose what
exactly you the aspects to paste. 
 Without getting into detail, you should know that you have the option to paste aspects such as
content, formatting, formulas, values, comments, notes, data validation, column widths, number
formats, and values without formulas.

To do a PASTE SPECIAL, start by copying a target cell or range. Choose another location on
the spreadsheet, then execute a PASTE SPECIAL by:

1. Pressing CTRL + ALT + V ; or 

2. Right Clicking and hovering over the many choices for PASTE SPECIAL or PASTE
OPTIONS

3. Left Clicking on the drop-down menu of PASTE on the ribbon.

4. Choose the appropriate pasting option.

The GIF demonstrates the three methods of pasting, with a particular focus on pointing out the special
paste options.

Cutting and Pasting

 Now that we’ve covered copying and pasting, including pasting special, it is time to explore a
very similar function - CUTTING & PASTING. Instead of replicating a selected cell or range,
this combination function ‘transfers’ the same to another location. The selected cell or range will
disappear from its initial location, and reappear elsewhere in a spreadsheet.

To perform this function, begin by selecting a cell or range. To initiate the cutting, 

1. Press CTRL + X.

2. Press CTRL + V to paste in a new location.

Like in copying cells or ranges, the methods of using the Right Click drop-down menu or using
the cutting option on the ribbon are also available.

The GIF demonstrates how a cut cell or range is transferred to a new location.

1.3.2 Part 2
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Sorting
There are two options in sorting data. They are as follows: 

Option 1:

SELECT CELLS TO SORT, RIGHT CLICK + SELECT SORT CHOOSE DESIRED SORTING
OPTION 

Option 2:

SELECT CELLS TO SORT, LOOK FOR SORT AND FILTER IN HOME RIBBON +
CHOOSE DESIRED SORTING OPTION 

NOTE: When sorting tables or multiple columns, always select "EXPAND SELECTION" to

avoid ruining the data. 

This is demonstrated in the GIF below.

Cell Formatting

Cell Formatting specifies how Excel treats the data entered into each cell.
1. Cell formatting can be accessed directly under the Home Tab to modify font orientation and size.

2. Cell formatting can be accessed through the Formatting button under the Home Tab in the Cells
group. A Cell Format Dialog box will come out to prompt the user once accessed.

3. Cell formatting can also be found in the context menu (right-click) of the active cell.

To distinguish between numeric data and text strings, you can specify the data format under the
Home Tab, in the Number group. Both data types are handled differently by Excel. Numeric
data, can be defined in the first tab of the Format Cells dialog box. Each type has a short
description and a defined format.

Alignment, Font, Border, Fill and Protection are also accessible from here.

Watch the GIF below for a demonstration of Cell Formatting.

Filling a Series
This allows the user to fill up the rest of a series based on the content of the previous cells or the
parameters given by the user. A very helpful function when continuing a number or letter series.

Method 1:

Select VALUE or CELL to FILL. HOVER the mouse pointer over the lower right corner of the
active cell.

The mouse pointer will change into a "+" sign, then left click mouse and drag to the desired
direction. the AUTO FILL option will appear on the last cell with value. Select SERIES for
SERIES FILL or COPY only.

Method 2:

Select desired cell top copy. Start with cell to copy and select desired range to fill. On the home
ribbon, choose FILL. Select Desired option. 

Method 3:

When there are values on the left or right column, select the first cell to fill. Out the mouse
pointer on the lower right corner of the selected cell (Pointer will change into a cross "+" sign). 

Double left click the mouse. Then, the AUTO FILL option will appear on the last cell with value.
Select desired option. To guide the excel for a pattern, type the next value below the first cell and
select both values and put the mouse pointer on the right corner of the selected cell.

The mouse pointer will again turn into a "cross" sign. Left click the mouse and drag to the
desired direction.

See the GIF below for a demonstration of this function. 

Absolute and Relative Addresses

Excel is a modern spreadsheet software capable of numerous functions. While it is not the first,
it’s use has been widespread in recent decades. During the early years of digital spreadsheets,
cell addressing or how we reference cells was different than what we commonly see now as fixed
- columns with letters and rows with numbers.

The importance of addressing may not seem evident this early in your training, but it has its
applications in certain formulas and functions. There are two types of cell references:
ABSOLUTE address and RELATIVE address. They differ mainly in how formulas respond
when they are copied into other cells.

Absolute Address

Absolute addressing refers to a fixed location on the spreadsheet. When this is used and encoded
in a formula, anywhere the formula is copied, it still references back to the same cell. This
assures the user that any change in the location of the formula will always reference the value in
the absolute address.

In absolute addresses, a dollar sign ($) precedes the column and row, eg. =$D$4.
It is also possible to keep only either the column [=$D4] or row [=D$4] absolute, but this is
seldom practiced.

HINT : A quick way to toggle absolute addressing is pressing F4 [Fn+F4 on some] while an
active cell is highlighted.

Relative Address

The other style is relative addressing. Results depend on where the formula is encoded because it
references data relative to the position of the formula like subtotals.

Relative addresses are useful to formulas that change depending on where they reference their
input data. These are particularly helpful when the formula has to be repeated across multiple
cells on a table or worksheet.

This is the default setting on a spreadsheet, eg. =D4.

The GIF below shows the aforementioned addresses.

Transposing a Range
 Now that we’ve done some formula creation and data handling in the previous topics, this is
another layout function that helps reorganize our data. Sometimes we may want to change the
orientation of our ranges, from columns to rows or vice versa. The function we use for this is
TRANSPOSE(). As you’re nearing the end of this topic, bear in mind that the functions you’ve
learned so far are important and will surely  come in handy.

As with most commands in Excel, there are a couple of ways to execute TRANSPOSE().

Note: if data (range or array) is not a continuous block of cells, the function will only transpose
cells with data. Empty cells will not be copied.

Approach 1: PASTE SPECIAL

1. Select and copy the data to transpose.

2. On the worksheet, select the first cell on the new destination.

3. Select PASTE SPECIAL, then select TRANSPOSE, and CLICK "OK".

Approach 2: TRANSPOSE()

1. SELECT FIRST CELL OF DESIRED DESTINATION

2. TYPE"=transpose ([select data on which to apply transpose])" press enter

Keyboard Shortcut:

After selecting the range, key-in: ALT + E + S

1. Select and copy data to transpose.

2. Select the new cell destination you wish to place your transposed data on.

3. Key-in ALT + E + S

4. From the dialog box, choose transpose.

A GIF below shows how this function is done.

Once you’ve finished this topic, take some time to go over your notes to see if you missed any
points. Feel free to go back if anything remains unclear.

Now you can reorient your data to match your needs for a more effective presentation of
information.

1.5.1 Part 1
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Documenting with Cell Comments and Text Box

Comments and text boxes are notes that can be inserted into any cell in Excel. Used for
reminders, notes for others, and for cross-referencing.

How to make a cell comment: 

1. Select cell where to add comment.

2. Right click and choose “new comment” a window will appear showing comment owner and
cell address of the comment.
3. Type in the comment in “start conversation box” after typing, the arrow below will turn green.
Click arrow to post comment. Click anywhere to hide the comment.

4. There will be a purple tab on the upper right corner of the cell with comments.

How to make a text box:

1. Select cell to add a note.

2. Right click, choose “NEW NOTE”; a text box will appear.

3. Type in the note, select anywhere to save.

4. There will be a red indicator on the upper right portion of the cell.

5. The text box can be moved using the scale guides on the sides of the text box to hide note
select cell with note.

6. Choose “show/ hide note”.

How to edit text/comment: 

Method 1

Select cell with note. Show the note by hovering over the cell.  Click on the text box & edit.
Click outside to save. 

Method 2 

Select cell with note, then right click. Choose edit note, edit, click outside to save.

Just a last note: For cell comment, these can be marked as resolved or can be deleted. Resolving
these will not result in the deletion of the comment. You can do this by right-clicking the cell
with the comment, click the three dots, then picking RESOLVE from the drop-down
menu. There is no option to resolve text boxes.For both cell comment and text, the author has the
option to delete the thread. This will permanently remove the comment/text box.

Refer to the graphical demonstration of creating cell comments, text boxes and resolving
comments.
 Undoing Actions

This part is for undoing actions. As soon as you commit a mistake, whether it is a
small typing error or accidentally erasing the whole spreadsheet, you can easily
undo the error by executing the UNDO ACTION. Even after you have save an Excel
file, you can still undo your most recent changes

To do this, you can either:

1. LEFT CLICK UNDO ICON ON THE TOP LEFT CORNER OF THE RIBBON; or

2. Press CTRL + Z 

The GIF below shows how to execute this function. 

Splitting Screen

This function divides a single worksheet into two windows. It enables the user to view
data at different parts of the worksheet simultaneously.

How to split screens: 

1. Select an entire row or column;

2. Click on “view” from the ribbon, then 

3. Select “split”

4. In each window, navigate to the separate parts you wish to examine.

In the GIF demonstration, you can see how screen splitting creates two windows with
identical spreadsheets, but each one viewed independent of the other.
In some cases, we need to compare data from more than one sheet or even file. If
you will need such a function, consider the following Additional Learning: for
Viewing date across multiple worksheets or files. Explore this on your own, this
feature can be found in the following tab. 

VIEW >WINDOW

>New Window >View Side by Side (same workbook)

>View Side by Side (2 different workbook/ files)

>New Window (for each, more than 2 different sheets

button on the top lefting, Deleting, Hiding, and Unhiding Rows and Columns

These 4 unique functions, namely INSERT, DELETE, HIDE & UNHIDE, are executed

somewhat differently for Spreadsheet Rows compared to Columns. 
Inserting rows/columns is used to add a row or column into a spreadsheet.

Deleting is used when you wish to remove a specific row or column.

Hiding conceals a row or column. 

Unhiding reveals hidden rows or columns.

How to insert a column or row:

Method 1:

1. Highlight column or row where to insert. 

2. Select "Insert" from the home tab ribbon.

3. Click "Insert Sheet Column" or "Insert Sheet Row."

Method 2: 

1. Highlight the Column or Row on where to insert. 

2. Right click mouse, then click "Insert". 

Method 3: 

1. Highlight the Column or Row on where to insert. 

2. Press "ctrl" +  "shift"  +  "+"(cross sign)

NOTE: All methods can be used to insert multiple rows or columns by highlighting

multiple rows or columns.  

How to hide or unhide a column or row: 

Method 1: 

1. Highlight rows or columns that you wish to hide or choose the rows or columns
before and after the hidden rows or columns to unhide.
2. Select "Format" in the cells group from the home tab ribbon. 

3. Choose "Hide": Unhide under visibility.

4. There must be selected rows or columns to be hidden. Otherwise, all rows and
columns will be hidden. 

Method 2: 

1. Highlight rows and columns that you wish to hide or choose the rows or columns
before and after the hidden rows or columns to unhide. 

2. Right click mouse, and choose "Hide" or "Unhide".

Method 3: 

1. Highlight rows and columns that you wish to hide or choose the rows or columns
before and after the hidden rows or columns to unhide. 

2. To hide a row, press ctrl + 9;  to unhide a row, press (in order) ALT+O+R+U.

3. To hide a column, press ctrl + 0;  to unhide a column, press (in order) ALT + O + C
+ U.

NOTE: All methods can be used to hide multiple rows or columns by highlighting

multiple rows or columns to hide. 

The GIF demonstrates Insert, Delete, Hide and Unhide using the ribbon, right click and
shortcut methods.
This lesson is loaded with several functions with multiple methods of execution, so
please do not forget to review the GIF, take written notes and repeat these on your
computer.

Manipulating Worksheets

These commands allow the user to CREATE, RENAME, change the ORDER, DELETE
or SELECT single or multiple worksheets.

Work space is a valuable asset, more so for your computer screen. Efficiency largely
depends on how quick you can access your data in your spreadsheet. Can you
imagine a sheet with 100 rows and 100 columns? How about 1000 rows and
columns? Excel can accommodate up to 1,048,576 rows and 16,384 columns. Try it
out.

How to create new worksheets:

1. At the bottom part of the Excel sheet to the right of the sheet names, click the "+"
(plus sign) to "add new sheet." 

2. The default name should be "Sheet + Number". The new sheet will be located
next to the active sheet. 

How to rename sheets: 

1. Select sheet to rename. 

2. Right click mouse and choose "Rename". 

3. Type in desired name and then press "enter" to save. 

How to change sheet order:

1. Select sheet to change position. 

2. Press and hold the mouse left button. 

3. Drag to the desired position. 

How to delete sheets: 

1. Select a sheet to delete. 

2. Right click mouse and choose "Delete". 

WARNING: Undoing a deleted sheet is not possible. 

How to select multiple sheets: 

1. Press ctrl + left click on the mouse.

Please refer to the graphical presentation for the execution of these

functions. 
1.5.2 Part 2
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Showing Formulas in R1C1 Notation

This topic will focus on notation or reference style. It determines how Excel “understands and
processes” cell addressing. It uses notation in the form R1C1 (a style of absolute and relative
addressing) where: R=row, C=column. This is a software-level setting , and it changes the layout
of ALL spreadsheets. 

Notation

For a bit of history, older spreadsheet software handled cell addressing via R1C1 notation. This
simply meant that any cell address is written as a combination of R(rows) and C(columns) with a
corresponding number. A cell on the fourth row, under the fifth column will look like this in the
Name Box, R4C5.

On the other hand, the environment of Excel is built on the A1 reference style. It is the most
commonly used style because it is the default setting on Excel. This style determines a fixed set
of rows and columns with fixed addresses. Rows are assigned numbers on the leftmost side of
the worksheet; columns are listed with corresponding letters on the topmost of the worksheet,
hence cell addressing like A1 or D4.

How to show formulas in the R1C1 notation: 

1. Click "File", then choose "Options". 

2. Select "Formulas".

3. Under "Working with formulas", put a check on the "R1C1 Reference" style, then click "Ok". 

The GIF below demonstrates the aforementioned function. 

Auditing Formulas

Formula auditing in excel allows you to track relationships between cells. 

It provides a visual representation with arrows of data flow and processes through tracing.
Auditors can follow formulas in a forward or backward manner to determine causes of errors.
This is vital in troubleshooting large and complicated spreadsheets.

Where to find formula auditing: 

These functions are found on the Formula Auditing group.

1. On the ribbon tab select "Formulas".

2. Choose function from "Formula Auditing (group)".

Trace Precedents (ctrl + "[")

Shows the cells related to the selected cell and formula (backward tracing)
1. Select cell to audit.

2. Select Formulas >

     Formula Auditing(group) > 

     Trace Precedents(button)

Trace Precedents (button)

- An arrow will identify sources (dot) of the data in the active cell (arrowhead).

- Each click of the "Trace Precedents" button will reveal the previous step in the
data.

Shows where the current cell and formula is used (forward tracing).

1. Select cell to audit

2. Select Formulas > 

     Formula Auditing(group) > 

     Trace Dependents(button)

Trace Dependents(button)

- An arrow will identify succeeding cells (arrowhead) of the data in the active cell
(dot).

- Each click of the "Trace Dependents" button will reveal the next step further in the
data.

Other Functions: 

To remove arrows:

      Select Formulas > Formula Auditing > Remove Arrows

  Removes all arrows with one click

  Drop-down menu allows for removing precedent

or dependent arrows one by one

To show formula:

      Select Formulas > Formula Auditing > Show Formula

 Toggles data displayed in the cell between formula

or value

To check error/s:

      Select Formulas > Formula Auditing > Error Checking

 Used to check for errors in the whole spreadsheet

 Also has "Trace Error" function

To evaluate formula:

      Select Formulas > Formula Auditing > Evaluate Formula

 Used to evaluate complex formulas by verifying

part by part

 Allows user to step into or out of a formula

The GIF below demonstrates how each function works.

Summation Button

The summation button is a single button tool for immediate addition.

Excel automatically creates the formula, =sum() in the selected cells when the button is clicked.
This helps make data processing more efficient  through mouse clicks or shortcut keys. It allows
a more continuous workflow without having to type in the formula yourself.

There are two ways to do this:

Approach 1: Auto Sum, Select cell

1. Select the blank cell for the data set to be summed.

- Bottom cell for Columns

- Rightmost  cell for Rows

2. Locate and click from:

A. "Home" Ribbon > Editing Tab, or

               B. "Formulas" Ribbon > Function Library

Approach 2: Auto Sum, Range Selection

1. Select the cells with data for summation, plus a blank cell for the result

- Bottom cell for Columns

- Rightmost cell for Rows

2. Locate and click "Auto Sum". 

NOTE: When used on an array with blank cells on the rightmost  and bottom cell, it will
perform across (rows) and downwards (columns). 

HINT: Excel will display a green marker on the top left corner of the result if the computed
range has data adjacent to the selection.

Watch the GIF below to see how this is done. 

 Range Names

This allows name assignments for cells or groups of cells for referencing.

By using a "Range Name", the data within the range is assigned to a variable within
Excel. The range name can be referenced in any other part of the spreadsheet for
data manipulation.

Naming Rules: 

1. First characters must begin with any of the following: 

 Letter

 Underscore (_)

 Backslash (/)

2. Remaining characters can be: 

 Letter

 Number

 Period

 Underscore

3. Not Allowed

 A space and most punctuation characters

 Similar to cell addresses 

 Excel shortcut

 Single letters "R" and "C"

Method 1: Name Box

1. Select cell or cells to be named.

2. Click "name box" on the left of the formula bar.

3. Type in desired name adhering to the naming rules (names are not case-
sensitive).

4. Press "Enter".

5. To rename or change, click the drop down arrow on the name box.

6. Select the range to be renamed.

7. Type in the new name & press "enter".

Method 2: Formula Ribbon

1. On the "Formulas" Ribbon, select "Name Manager". 

2. In "Name Manager" window, click "New".

3. Enter your range name.

4. On the "Name Manager" dialog, click the arrow to minimize. 

5. Left click and drag to select cells. 

6. Confirm selection by clicking on the green check. 

7. To edit range within "Name Manager", select range name then click the "edit"
button. 

To delete: 

1. Click 'Name Manager" on the formulas tab.

2. Choose name to delete.

3. Click "delete" and "OK". 

     NOTE: Deleting the range name does not delete the data in the cells.

Method 3: Header as Automatic Name

1. Select cells; The first cell with header to be the name of the insert

2. Follow Method 2.

Refer to the GIF for a graphical presentation of this function.

1.7.1 Basic Navigation Tasks
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Moving to the Top of the Sheet

Most Excel users tend to use rather small worksheets, and therefore it is relatively easy to scroll
up to the top of the document just by using the mouse roller, pressing the UP button, or clicking
and dragging the scroll bar up to the top.

As an aspiring data professional, you will soon contend with extremely large worksheets. By
large, I mean it could be in the tens of thousands, or even hundreds of thousands of lines. 

Using the roller, UP button or clicking and dragging in this instance will take too long. Instead of
these, you can simply use the Move to the Top of Sheet command by pressing CTRL + HOME.

The GIF below demonstrates how to move to the top of the sheet. 

Using End-Arrow Key Combinations

End-arrow key combinations allow a user to move or select by sections in a spreadsheet. One can
skip consecutive non-blank cells to reach the last non-blank cell. One can also skip consecutive
blank cells to reach the next non-blank cell.

How to use end-arrow key combinations: 

1. END + ARROW UP/DOWN/LEFT/RIGHT

If the selected cell is blank, the cursor will go to the next non-blank cell; 

or 

If the selected cell has values, the function will go to the last non-blank cell.

2.  SHIFT + END + “ARROW UP/DOWN/LEFT/RIGHT”

If the selected cell is blank, the task will select from initially selected cell until the next non-
blank cell; 

or 

If selected cell has values the function will select from initially selected cell until the last non-
blank cell. 

See GIF for the two ways of executing the task. 

Go to Option 

In some instances that we may be looking for a particular cell address, this function makes that
easy.

It is accessible through the "Home" Tab found in the ribbon.

Alternately, the dialog box can be made to appear using the keyboard shortcut CTRL + G.

1. In the "Home" ribbon, select find and select.  

2. Choose "Go to".

3. Then, the "Go to" window will appear.

4. Type in cell reference (e.g  "A1", then press "OK" to jump to the desired reference.)

Watch the GIF below to know how to do this task. 

Wrong
1.9.1 fx Button (function wizard); SUM and AVERAGE
Functions
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Fx Function (Function Wizard [ fx button])

A formula determines the value of a cell.

A function is a predefined formula within Excel that can be repeatedly used to perform specific
actions

The Fx button can be found under "Formulas" >Insert Function.

This helps find a specific function and guide users to the correct syntax. It provides predictive
entry for most functions. Hovering over the entry displays the syntax, a short description and
required input.

Syntax:

=FUNCTION(input)

Where:  function - must have the correct spelling, no space before or after

input - any value, cell reference, range or another function

How to use Fx Function: 

1. Select cell where to insert formula.

2. From the insert function window, the user may choose to type or choose a category to search a
function.

3. Choose from the list-- a function guide and what it does will be shown below.

4. Click “ok”. Then, there will be an equals sign (=) on the selected cell and window.

5. Finally, the function argument will appear.

6. Type in or click the underlined arrow up to select cell or range needed.

7. Click underlined arrow down to return.

8. After filling out all the data, click “ok”. If there is an error, a warning window will appear.
Otherwise, the result will appear on the selected cell.

Shown In the GIF is an application of this function. 

Sum and Average Functions

Sum and Average functions are the basic operations found in Excel.

These functions allow direct entry of data or referenced cells as input. It is valuable for accurate
and fast computations. Both functions return a value --  the sum or the average.

SUM() (Sum Function)

The SUM function sums all numbers in a range of cells.

Method 1: fx Button

1. Select cell where to show result.

2. Choose insert function from formulas ribbon.

3. Search and choose "sum", then click "ok".

4. Select the cells to add, then click “ok”.

Method 2:

1. Select cell where to show result.

2. Type “=SUM(“ (when fx button is clicked, it will show the argument window)

3. Choose a cell or range of cells by left clicking mouse or dragging for multiple selection.

4. Type “)”

5. Press "enter".

NOTE: To select multiple cells or range, add comma (,) after cell or range, or simply press ctrl
& select by left clicking or dragging the mouse.

Syntax (Method 2)

=SUM(range)

Where: SUM - adds all values in the range

range - any value or collection of values: (number, number1,...), or

    - a collection of cells: (start_cell:end_cell), (cell, cell1, cell2,...)

Average

An average shows the arithmetic mean of a selected range of cells.

1. Select cell where to show result.

2. Type “=AVERAGE(”

3. Select a range of cells by left clicking to select individual cells or left click and dragging the
mouse. 
*for multiple cells- press ctrl to select multiple range

4. Close argument by typing ")"

5. Hit "enter".

NOTE: Fx button can also be used to select multiple cells or range, add comma (,) after cell or
range or simply press ctrl & select by left clicking or dragging the mouse.

Syntax:

=AVERAGE(range)

Where: AVERAGE - gets the average of the values in the range

range - any value or collection of values: (number, number1,...), or

    - a collection of cells: (start_cell:end_cell), (cell, cell1, cell2,...)

The GIF below will give a clear demonstration of the functions discussed. 
1.9.2 COUNT, COUNTA, and COUNTBLANK Functions;
MAX and MIN Functions
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COUNT, COUNTA, COUNTBLANK Functions

Counting cells is a tedious process. Even counting ten cells takes time.

Thankfully, there are several functions to facilitate the counting swiftly.

COUNT – used to count cells in a range that contains numbers

COUNTA - used to count non-empty cells in a range 

COUNTBLANK – used to count empty cells in a specified range 

There are several ways of executing the COUNT, COUNTA, COUNTBLANK Functions: 

Method 1: fx Button

Using the fx button, Excel will give suggestions on how the syntax is encoded. You can try it for
yourself, before we move on.

Method 2: Function Syntax

1. Select cell where to show result. 

2. The function syntax for each are as follows:

=COUNT(range)

=COUNTA(range)

=COUNTBLANK(range)

* Range can be selected via mouse (Click and drag over chosen cells) or coded in
start_cell:end_cell.

           These functions can accept ranges.

3. Type close parenthesis “)”

4. Hit "enter". 

Check-out the graphical presentation on how to execute each. 

MIN and MAX Functions

These functions return the minimum or maximum values within a range.

They identify the highest or lowest numerical values within the selected range.
These functions disregard text values, and revert it to zero if there are no numbers
in the range.

MIN function – shows the smallest number in a set of values. This ignores text and
logical values.

MAX function – shows the largest number in a set of values. This function ignores
text and logical                                      values. 

How to use the MIN and MAx functions: 

1. Select the cell where to show result. 

2. Type “=” followed by the function name, then open parenthesis  “(“ 

3. Select cells or ranges for a set of values. 

NOTE: To select multiple cells or ranges, add comma (,) after the cell or range, or
simple press ctrl and select by left clicking or dragging the mouse. 

4. Hit "enter". 

Watch the GIF below and try to follow the given steps. 

1.9.3 IF Function; VLOOKUP and HLOOKUP Functions

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IF Function
 This is the first conditional function you will encounter in Excel. The IF function has
three parts: the logical test, a replacement value if true, and a replacement value if
false.

It checks whether a condition or criteria is met. If met, it  yields "TRUE". Otherwise, it
yields "FALSE".  

 The value to show when True or False is optional to the

user. The user can set the number, text, special character, or a combination of the
said values.

 These values, aside from the number, should be quoted

like in (“RED”).

Syntax: 

FUNCTION =IF(logical text, value if true, value if false)

How to use the IF function:

1. Select the cell for the result.

2. Type “=” followed by “if”, then open parenthesis “(“

3. Type the condition or criteria, then comma (,) 

4. Pick a value: when criteria is met then comma (,)

5. Pick a value: when criteria is not met; then, close parenthesis “)”

6. Press "enter".

Also, the user is allowed to use the following logical operators:

=  Equal to

˃  Greater than

˃= Greater than or Equal to

˂ Less than

˂= Less than or Equal to

˂˃ Not equal to

Additional Information: 

It is possible to use this function with other functions AND() and OR() to define a
series of narrowing parameters. This is called a nested if statement. It will not be
covered in this course, but you are encouraged to read up on it and practice.

Refer to the sample sheet below to know how this function can be used.

VLOOKUP and HLOOKUP Functions

LOOKUP functions are reference functions that use an IF argument as a logical test.
 Vertical or VLOOKUP and horizontal or HLOOKUP use a reference range to find the
corresponding cell (v or h) and returns that value.

 HLOOKUP – looks for value in the top row of a table and returns
the value in the same column from a specified row

 VLOOKUP – looks for value in the leftmost column of a table and

returns a value in the same row from a specified column

Syntax: 

hlookup      =HLOOKUP(lookup_value, table_array, row_index, range_lookup)

vlookup      =VLOOKUP(lookup_value, table_array, col_index, range_lookup)

Other important functions: 

lookup_value – the value that the function needs to look for in the given table

table_array – data where look_up value can be located

row_index – number of row starting from the top-most row in the table 

col_index - number of column starting from left-most column in the table

range_lookup – 1 or true for approximate match

                            2 or false for exact match

How to use the VLOOKUP and HLOOKUP Functions:   

1. Select the cell where you want to see the result. 

2. Type equals sign“=” followed by the function name (HLOOKUP/VLOOKUP).

3. Type the LOOKUP value or simply select the cell where it is located, then type comma “,”

4. Select the table of values, then type comma “,”

5. Type the number of columns for VLOOKUP or row for HLOOKUP. This is the location
where the function will base the result. 
6. Type comma “,”, then type “range_lookup”.

1  or True for approximate match

2 or False for exact match

7. Then, type close parenthesis “)”

8. Hit "enter".

The GIF below will give a clear idea on how to use the functions. 
1.9.4 Common Math Functions
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Common Math Functions 

These functions allow the user to perform common mathematical functions within cells. These
include mathematical operations between cells, simplified data presentation (round) or using
mathematical constants like pi.

A. ROUND – used to round numbers to a specified number of digit

=ROUND(number,num_digits)

How to use the ROUND Function: 

1. Select cell for the result.

2. Type formula “ =ROUND( “

3. Choose cell with a number to ROUND, then put a comma “,”

4. Type the number of digit, then close parenthesis  ")"

5. Hit "enter".

B. RAND – used to return random number greater than or equal to (0) zero and less than (1)
one. 

How to use the RAND Function:

1. Type “ =RAND() “

2. Hit "enter".

C. MOD – used to find the remainder after dividing a number by another number 

 =MOD(number,divisor)

How to use the MOD Function:

1. Select cell where to show result.

2. Type “ =MOD( “

3. Select the number to be divided, then put comma “,” 

4. Choose/Type divisor and type clos parenthesis “)“

5. Hit "enter".

D. INT – used to convert a decimal number to a lower integer

=INT(number)  

How to use the INT Function:

1. Select a cell for the result, type“=INT(” 

2. Choose a number to convert, then close parenthesis “)” 

3. Hit "enter".

E. ABS – used to return the absolute value of a given number, without a sign 

=ABS(number) 

How to use the ABS Function: 

1. Select cell for the result. 

2. Type “=ABS(“ , then choose a number to convert followed by a close parenthesis  “)”

3. Hit "enter". 

F. SQRT – used to return the square root of a number 

=SQRT(number)  

How to use the SQRT Function: 

1. Type equals sign followed by “SQRT”, then open parenthesis “(“ 

2. Choose a number, then type close parenthesis “)” 

3. Hit "enter". 

G. LCM – used to show the least common multiple

=LCM(number1,number2 and so on) 

How to use the LCM Function: 

1. Select cell for the result. 

2. Type equals sign “=” followed by “LCM”, the open parenthesis“(“ 

3. Choose cells or range. 

4. Type close parenthesis “)” 

5. Hit "enter". 

H. PI – return of value of pi

=PI() 

How to use the PI Function:

1. Type the function,  “=PI()” , after the equals sign.

2. Hit "enter".  

I. COMBIN – returns a number of combinations for a given number of items 

=COMBIN(number,number_chosen)

How to use the COMBIN Function:

1. Type function, “=COMBIN(“,  after the equals sign. 

2. Choose a number, then type comma  “,” 

3. Provide a digit, then type a close parenthesis  “)”

4. Hit "enter". 

Other Common Math Functions:

Math Operations

Addition   (+) Plus Sign

Subtraction  (-) Minus Sign

Multiplication (*) Asterisk

Division (/) Forward Slash

Exponential  (^) Caret

Please refer to the graphical presentation to better understand how each function works. 
This week, we focused on the familiarization of the Excel environment and its basic functions. It is
important to establish this early in your training, as future tasks get complicated. You are expected to
remember the operations to make data input and basic manipulation. As you progress through the
course, keep the habit of note-taking for your own quick reference. Next week, we will delve into data
types and encoding. It will be crucial for you to remember syntax, as succeeding functions become
complicated.