Microsoft Excel - All Notes

            Introduction to Microsoft Excel
  •  Spreadsheet: A spreadsheet is a program that is used to organize, store, and analyze data in a table made of rows and columns.
  • Example: MS-Excel, Google Sheets, LibreOffice Calc, Apple numbers, etc. 
  • What is MS-Excel?
  • MS Excel is a spreadsheet program developed by Microsoft for windows ,Mac OS, Android ,etc. It contains a number of columns and rows, where each intersection of a column and a row is called a cell.                                                     
  • In MS-Excel, we can perform various financial operations, mathematical calculations, text-based operations, sorting & filtering of data, and displays graphs and charts.
  • Important Points:
  1. The development of MS-Excel started in 1985, and Microsoft officially launched Excel 2.0 for windows in 1987.
  2. The main developers were Charles Simonyi and Doug Klunder.
  3. In MS-Excel, a file is called a workbook.
  4. A Workbook contains multiple sheets. By default, 1 sheet is available. More sheets can be added depending on your purpose.
  5. .XLSX is the extension of an MS-Excel file.
  6. One sheet can hold up to 16,384 columns and 1,048,576 rows.
  7. Every formula in excel starts with the equal sign(=). 

Functions in MS Excel

In Microsoft Excel, a function is a predefined formula that performs specific calculations using values, called arguments, in a particular order. Functions help automate calculations and analyze data efficiently.

Types of Functions in MS Excel
1. Mathematical Functions
Used to perform numeric calculations.
Examples: SUM(), AVERAGE(), ROUND(), INT(), ABS()

 2. Text Functions
Used to manipulate and format text strings.
Examples: CONCATENATE(), LEFT(), RIGHT(), LEN(), UPPER(), LOWER(), TEXT() 

3. Logical Functions
Used to return logical values like TRUE or FALSE based on conditions.
Examples: IF(), AND(), OR(), NOT(), IFERROR()

4. Date & Time Functions
Used to work with dates and times.
Examples: TODAY(), NOW(), DATE(), TIME(), YEAR(), MONTH(), DAY()
                         Mathematical functions:
                        
1. SUM(): Adds all the numbers in a range of cells.

  • Syntax: =SUM(number1, number2, ...)

  • Example: =SUM(A1:A5) → Adds values from cell A1 to A5.

2. SUMIF():Adds the numbers in a range that meet a specific condition.

  • Syntax: =SUMIF(range, criteria, [sum range])

  • Example: =SUMIF(A1:A5, ">50") → Adds values greater than 50 in range A1 to A5.

3. COUNT(): Counts the number of numeric values in a range.

  • Syntax: =COUNT(value1, value2, ...)

  • Example: =COUNT(A1:A10) → Counts how many cells in A1 to A10 contain numbers.

4. COUNTIF():Counts the number of cells that meet a specified condition.

  • Syntax: =COUNTIF(range, criteria)

  • Example: =COUNTIF(B1:B10, ">=60") → Counts cells with values ≥ 60 in B1 to B10.

5.AVERAGE(): Returns the average (arithmetic mean) of a group of numbers.

  • Syntax: =AVERAGE(number1, number2, ...)

  • Example: =AVERAGE(C1:C5) → Calculates average of values from C1 to C5.

6. MAX():Returns the largest number in a range.

  • Syntax: =MAX(number1, number2, ...)

  • Example: =MAX(D1:D10) → Returns the maximum value in cells D1 to D10.

7. MIN(): Returns the smallest number in a range.

  • Syntax: =MIN(number1, number2, ...)

  • Example: =MIN(D1:D10) → Returns the minimum value in cells D1 to D10.

8. ABS( ): The function converts negative numbers to positive numbers while positive numbers remain unaffected.
Syntax:
=ABS(number)
Examples:
=ABS(-128) returns 128
=ABS(128) returns 128
9.SQRT() –This function returns the square root of a given number.
Syntax:
=SQRT(number)
Example:
=SQRT(49) returns 7
10. POWER() – Power Function
This function returns the result of a number raised to a given power.
Syntax:
=POWER(number, power)
Examples:
=POWER(4, 2) returns 16
=POWER(3, 3) returns 27

                              Text-Based Functions:

1. UPPER( ) – Converts lowercase characters of the string into uppercase.
Syntax:
= UPPER("Text")
= UPPER("ram") → RAM
= UPPER("RAM") → RAM

2. LOWER( ) – Converts uppercase characters of the string into lowercase.
Example:
= LOWER("RAJ") → raj

3. LEFT( ) – Returns the desired number of characters from the left side of the given string.
Syntax:
= LEFT(Text/Cell_Address, Number_of_Characters)
Examples:
= LEFT("RAM KUMAR SINGH", 3) → RAM
= LEFT("Ram Kumar SINGH", 5) → Ram
= LEFT("RAM.KUMARSINGH", 7) → RAM.KUM

4. RIGHT( ) – Returns the desired number of characters from the right side of the given string.

Syntax:
= RIGHT(Text/Cell_Address, Number_of_Characters)
Examples:
= RIGHT("Ram Kumar SINGH", 3) → G H
= RIGHT("Ram Kumar SINGH", 5) → SINGH
= RIGHT("Ram Kumar SINGH", 7) → R SINGH

5. MID( ) – Returns a specific number of characters from the middle of the string.

Syntax:
= MID(Text/Cell_Address, Start_Position, Number_of_Characters)

6.  LEN( ) – Returns the total number of characters in a text string, including spaces.
Syntax:
= LEN("String")
= LEN("RAJ KUMAR") → 9

7. REPT( ) – Repeats a text string a specified number of times.
Syntax:
= REPT(Text, Number_of_Times)
Example: = REPT("*", 5) → *****

     Date& Time Functions: 
1. TODAY(): This function returns the current system date.
Syntax: =TODAY()
Example: =TODAY() → 05/12/2025(MM/DD/YY)
2.NOW(): This function returns the current system date and time.
 =NOW( ) - 05/12/2025 16:04




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