Easy Excel

A Pocket Guide

By J Hammett
Table of Contents

PREFACE........................................................................................ 4

INTRODUCTION ............................................................................. 5

LAYOUT .......................................................................................... 6

NAVIGATION ................................................................................ 10

FORMULAS................................................................................... 13
Sum ............................................................................................ 15
Upper .......................................................................................... 16
Proper ......................................................................................... 16
Max ............................................................................................. 17
Min .............................................................................................. 17
If.................................................................................................. 18
And ............................................................................................. 19
Or................................................................................................ 19
Trim ............................................................................................ 20
Substitute ................................................................................... 20
Left ............................................................................................. 21
Right ........................................................................................... 21
Len ............................................................................................. 22
Round ......................................................................................... 22
Sumif .......................................................................................... 23
Countif ........................................................................................ 23
Concatenate ............................................................................... 24
Vlookup ...................................................................................... 25

2
Table of Contents cont….

FORMATTING ............................................................................... 26
Sorting ........................................................................................ 26
Filtering ....................................................................................... 28
Format Cells ............................................................................... 29
Insert .......................................................................................... 30
Delete ......................................................................................... 30
Merge Cells ................................................................................ 31
Wrap Text ................................................................................... 31
Explanation of Home Ribbon ...................................................... 32

EXCEL HINTS ............................................................................... 33

COPYRIGHT PAGE ...................................................................... 36

3
Preface

This book was written to help people that have most of the
knowledge to get the job done but struggle when the tasks involve
Excel. For several years, I have trained numerous employees and
have compiled the necessary information that has assisted them in
these situations. This book is not intended to be an advanced guide
for those already versed in Excel. It is meant to be a quick
reference when completing a spreadsheet, for those new to Excel.
I suggest you follow along with the examples while coming up with
your own data to analyze. The basic data provided is a good start
to understand each instruction.

4
Introduction

This guide will provide the tools you need to build on your Excel
knowledge. It lists several of the most commonly used functions
used in Excel. It also is an excellent reference to have at your
fingertips to assist in completing some daily tasks within Excel.

There are numerous formulas to learn in Excel. It may come as a

surprise to some that many of us do not want to become experts.
Most of us would just like to learn what we need to know to do our
jobs successfully. Have you been in a situation where you are
given a project, your boss rattles off a list of data he/she needs and
wants it yesterday? Follow along and you will be well on your way
to impressing her/him with your Excel skills!

Excel is a program used to analyze data in worksheets made of

rows and columns.

We will review the following details:

-Spreadsheet layout
-Navigation
-Most common formulas
-Make it pretty!
-Excel hints!

5
Layout

Let’s face it, there’s a lot to look at in Excel. One can go cross-
eyed trying to make sense of it all. Here is a breakdown so it is a
bit easier.

What am I looking at?

Columns are headed with letters and rows are headed with
numbers.

6
Each box, which is called a cell, is identified according to a
column/row combination (ex: A1, A2, B3, B4).

Each sheet/spreadsheet included in the file/workbook is listed on

the bottom of the window.

7
Sheets can be added, deleted and copied by right clicking on the
name of each and selecting one of the options.

8
The sheet names default to “Sheet 1, Sheet 2, etc.”. These can be
renamed by double clicking on the name and typing in a new name.

The order of the tabs can be rearranged by clicking and dragging

them to the desired position.

9
Navigation

How do I move around in the spreadsheet?

Move from cell to cell using the arrows on your keyboard or by
clicking with your mouse.

Select specific cells by clicking with the mouse on single cell.

To select an entire column, click on the letter at the top of that

column. Click and drag to select multiple columns. It should be
outlined in bold and the column will normally be highlighted in grey.

Likewise, to select an entire row click on the number on the side of

that row.
10
To select a group of cells, click and drag within the sheet until all
selected cells are outlined in bold.

11
Click in the upper left corner of the spreadsheet to select the entire
sheet.

The above guidelines show the basic navigation with an Excel

spreadsheet. We will go over more navigation hints later.

12
Formulas

Formulas allow you to calculate and transform data in your

spreadsheet
Basic arithmetic expressions can be used to perform basic
mathematic operations.

Values can be compared with the following operators. When two

values are compared with the operators below the result is either
TRUE or FALSE.

13
Combine ranges of cells with the operators below.

Excel performs operations in the order shown below. To change

the order of evaluation, enclose in parentheses the part of the
formula to be calculated first.

14
Sum

This function creates a total from a list of numbers.

It can be used for numbers listed horizontally or vertically.
The numbers can be in single cells, ranges or from other formulas.
Formula translation: Take the range or selection of numbers and
add them.

15
Upper

This function converts all characters in a piece of text to upper

case.
Formula translation: Take the selected cell and make all letters in
Upper Case

Proper

This function converts the first letter of each word to uppercase,

and all subsequent letters are converted to lower case
Formula translation: Take the selected cell and make the first letter
in the word an Upper Case and the rest of the letters Lower Case.

16
Max
This function picks the highest value from a list of data.
Formula translation: Return the value of the cell with the highest
value from the selected cells.

Min
This function picks the lowest value from a list of data.
Formula translation: Return the value of the cell with the lowest
value from the selected cells.

17
If
This function tests a condition. If the condition is met it is TRUE, if
the condition is not met it is FALSE. Depending upon the result,
one of two actions will be carried out. The action if TRUE and the
action if FALSE can be numbers or text or calculations.

Formula translation: (translation specific to first formula below) IF

cell B2 plus cell C2 is greater than or equal to 600, then return the
text “Do Not Order”. IF cell B2 plus cell C2 is not greater than or
equal to 600, then return the text “Re-Order.”

Formula translation: (translation specific to first formula below) IF

cell B2 plus cell C2 is greater or equal to 600, then return the text
“No Order”. IF cell B2 plus cell C2 is not greater or equal to 600,
then return the answer from 600 minus the total of cell B2 plus cell
C2.

18
And

This function tests two or more conditions to see if they are all true.
It is usually used with the IF function. When used alone it returns a
TRUE or FALSE result.

Formula translation: (translation specific to first formula below) If

both cell B2 is greater than or equal to 200 AND cell C2 is greater
than or equal to 200, then return the text “TRUE”. If either of those
cells are not greater or equal to 200, then return the text “FALSE”.

Or
This function tests two or more conditions to see if any of them are
true. It is also usually used with the IF function. When used alone
it returns a TRUE or FALSE result.

Formula translation: (translation specific to first formula below) If

either cell B2 is greater than or equal to 200 OR cell C2 is greater
than or equal to 200, then return the text “TRUE”. If neither of
those cells are greater or equal to 200, then return the text
“FALSE”.

19
Trim

This function removes unwanted spaces from a piece of text. The

spaces before and after the text will be removed, multiple spaces
within the text are trimmed to single space.
Formula translation: Take this selected cell and take out all
unnecessary spaces.

Substitute

This function replaces a specified piece of text with a different piece

of text.
Formula translation: (translation specific to first formula below)
Take cell A2 and SUBSTITUTE the word in cell B2 with the word in
cell C2.

20
Left

This function displays a specified number of characters from the left

hand side of a piece of text.
Formula translation: (translation specific to first formula below)
Separate the first 2 characters from the left in cell A2.

Right

This function displays a specified number of characters from the

right hand side of a piece of text.
Formula translation: (translation specific to first formula below)
Separate the first 2 characters from the right in cell A2.

21
Len

This function counts the number of characters, including spaces

and numbers, in a piece of text.
Formula translation: Count the amount of characters and spaces
within the selected cell.

Round

This function rounds a number to a specified number of decimal

places. If 0 is used the number is rounded to the nearest whole
number. If a negative amount of rounding is used the numbers to
the left of the decimal point are rounded.
Formula translation: (translation specific to first formula below)
Round cell A2, to the place specified in cell B2.

22
Sumif

This function adds the value of items which match criteria set by the
user.
Formula translation: (translation specific to first formula below) IF
any cells from A2 through A7 contain the text “Green Widgets”,
then add the corresponding totals in cells B2 through B7.

Countif

This function counts the number of items which match criteria set
by the user.
Formula translation: (translation specific to first formula below) IF
any cells from A2 through A7 contain the text “Green Widgets”,
then count the total occurrences.

23
Concatenate

This function joins separate pieces of text into one item.

Formula translation: (translation specific to first formula below) Join
together cell A2 and cell B2.

To insert text or space between the two joined cells separate them
with a comma and insert between quotation marks.

Formula translation: (translation specific to first formula below) Join

together cell A2 then a – and then cell B2.

The same result can be achieved by using the & instead of

CONCATENATE.

24
Vlookup

This function looks for a value in the leftmost column of a table and
returns a value in the same row that you specify.

VLOOKUP is used to look up a value in a different location within

your workbook.
Formula translation: (translation specific to first formula below) Find
the text in cell E3, which is “Green Widgets”. Look up this text
within cells A2 through C8, return the value in column 2 that
corresponds with “Green Widgets”.

Formula translation: (translation specific to formula below) Find the

text “Blue Widgets”. Look up this text within cells A1 through B4,
return the value in column 2 that corresponds with “Blue Widgets”.

25
Formatting

Many of us look at Excel spreadsheets often and don’t want to

spend a lot of time trying to decipher what exactly the preparer is
trying to deliver. Formatting helps to make the data easier to
understand.

Formatting Tips
-Name the file accurately
-Name Worksheets within workbook
-Add a Title
-Limit the use of different fonts, pick a font that is readable
-Limit the use of too many font sizes
-Put any column or row headers in Bold
-Align Text
-Limit the use of too many colors

Sorting can quickly organize your spreadsheet to make it easier to

find what you need. This feature is located within the “Data” ribbon
at the top of your workbook.

-Select the data that you would like sorted or filtered.

26
-Click the “Sort” button within the “Data” ribbon. The box below
appears

-Choose the column that will be sorted and then select the other
criteria to be specific. In this example, we sort by the highest price
to the smallest price. Click OK. Results are below.

27
Filtering can quickly organize your spreadsheet to make it easier
to find what you need. Select the “Filter” button within the “Data”
ribbon. Drop down arrows appear on your column headers.
Only show the data for Red Widgets.

28
Format cells is a feature that formats cells to different
appearances. This feature is located either on the “Home ribbon”
or on the top task bar under “Format – Cells…”.

-Select the cells that need to be changed. Several different

changes can be made to the appearance of the data. The $ has
been taken out of the selected cells by using the “Number” category
rather than the “Accounting” category.

29
Insert and Delete is a feature that can be used to add or take away
rows, columns or individual cells.

To Delete a whole row, select the row and right click. The option to
insert or delete is in the pop up box. Columns and individual cells
can be inserted and deleted using the same process.

There are also buttons within the home ribbon similar to those
below that perform the same functions.

30
Merge cells is a feature that takes a selection of cells and merges
them into one cell. Merge & Center combines two features, one to
merge the cells and the other to center the data within that merged
cell.

This feature is often used to add a title to a specific set of data.

Wrap Text is a feature used to expand the height of a row that

includes a header that is too long for the length of the column.
Column D “Total Price” above is an example of this type of header.
The Wrap Text feature is used on the same header below.

31
Explanation of Home ribbon format options

Cell Text Left Right

Bold Underline Fill Color Column Column
Font Font Alignment
Color Alignment

Italics Add Center

Font Borders to Column
cells Alignment

Top
Cell Cell Row
Paste Font Font Alignment
Data Size
Cell Font Center
Copy Cut Size Row
Data Data Increase Alignment

Copy Data Cell Font Bottom

Formatting Size Row
Decrease Alignment

32
Excel Hints

There are several keyboard shortcuts that can be used in Excel.

Several of these can save you time during your day, which will
allow you to work more efficiently.

*Autofill can be used to populate a range of cells with either a

repeat value or a series of numeric values.

Drag the Fill Handle to the end of the column or row where you
would like a formula extended.

Another way to autofill would be to move the cursor to the corner of

the cell until your cursor turns into bold crosshairs. Double-click
and it will autofill down the column.

33
*End down, End up can be used as a shortcut to dragging your
mouse or scrolling through data. Type End then the down arrow to
get to the bottom of your filled data. Type End then the up arrow to
get to the top of your filled data.

This can be used in conjunction with the Shift key to select a range
of data.

*Ctrl X, C, V (Mac: Command instead of Ctrl) is used to Cut,

Copy and Paste cells. This shortcut is used in other applications as
well. It cuts down so much time in Excel when working with large
amounts of data we could not leave it out.
34
This guide is a resource you can reference when you need to “fake
it until you make it” or when you need a quick refresher.

You should have a basic understanding now of the layout,

navigation, most common formulas and the formatting of a
spreadsheet.

35
Easy Excel : A Pocket Guide by J Hammett

Published by Casual Cache Publishing

www.casualcache.com

© 2016 J Hammett

All rights reserved. No portion of this book may be reproduced in

any form without permission from the publisher, except as
permitted by U.S. copyright law.

For permissions contact: casualcache@yahoo.com

Cover by J Hammett

36