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MS Excel for Data Analysis

MS Excel for Data Analysis

@excel_analyst

✅ Learn Basic & Advaced Ms Excel concepts for data analysis

✅ Learn Tips & Tricks Used in Excel

✅ Become An Expert

✅ Use The Skills Learnt Here In Your Career

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Post #2341 2.46K
📊 Excel Shortcuts — Part 3

This part focuses on Formatting Shortcuts — quickly format cells, numbers, rows, and columns without repeatedly using the ribbon.

🟢 Basic Formatting

1️⃣ Ctrl + B → Bold

2️⃣ Ctrl + I → Italic

3️⃣ Ctrl + U → Underline

4️⃣ Ctrl + 1 → Open Format Cells dialog box

5️⃣ Ctrl + 5 → Apply / remove strikethrough

🔵 Number Formatting

6️⃣ Ctrl + Shift + ~ → General format

7️⃣ Ctrl + Shift + $ → Currency format

8️⃣ Ctrl + Shift + % → Percentage format

9️⃣ Ctrl + Shift + # → Date format

🔟 Ctrl + Shift + @ → Time format

1️⃣1️⃣ Ctrl + Shift + ! → Number format with commas and two decimal places

🟣 Rows & Columns

1️⃣2️⃣ Ctrl + Shift + + → Insert cells, rows, or columns

1️⃣3️⃣ Ctrl + - → Delete selected cells, rows, or columns

1️⃣4️⃣ Alt + H + O + A → AutoFit row height

1️⃣5️⃣ Alt + H + O + I → AutoFit column width

🟠 Useful Formatting Actions

1️⃣6️⃣ Alt + H + H → Open Fill Color menu

1️⃣7️⃣ Alt + H + FC → Open Font Color menu

1️⃣8️⃣ Ctrl + Shift + & → Apply border

1️⃣9️⃣ Ctrl + Shift + _ → Remove border

2️⃣0️⃣ Ctrl + E → Center-align text

💡 Real-World Example

Suppose you receive a raw sales report.

Instead of manually formatting everything:

➡️ Select the header → Ctrl + B

➡️ Format sales as currency → Ctrl + Shift + $

➡️ Format percentages → Ctrl + Shift + %

➡️ AutoFit columns → Alt + H + O + I

➡️ Insert a new column → Ctrl + Shift + +

➡️ Open detailed formatting options → Ctrl + 1

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Post #2340 2.15K
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Post #2339 2.47K
📊 Excel Shortcuts — Part 2

This part focuses on Navigation & Selection shortcuts — especially useful when working with large datasets.

🟢 Navigation Shortcuts

1️⃣ Arrow Keys → Move one cell

2️⃣ Ctrl + Arrow Key → Jump to the edge of a data region

3️⃣ Home → Move to the beginning of the row

4️⃣ Ctrl + Home → Go to the beginning of the worksheet

5️⃣ Ctrl + End → Go to the last used cell

6️⃣ Page Up → Move one screen up

7️⃣ Page Down → Move one screen down

8️⃣ Alt + Page Up → Move one screen left

9️⃣ Alt + Page Down → Move one screen right

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🔵 Selection Shortcuts

1️⃣1️⃣ Shift + Arrow Key → Extend selection by one cell

1️⃣2️⃣ Ctrl + Shift + Arrow Key → Select data up to the edge of a data region

1️⃣3️⃣ Ctrl + Space → Select the entire column

1️⃣4️⃣ Shift + Space → Select the entire row

1️⃣5️⃣ Ctrl + A → Select the current data region / all data

1️⃣6️⃣ Ctrl + Shift + Space → Select the entire worksheet 

💡 Real-World Example

Imagine you have 50,000 rows of sales data.

Instead of scrolling manually:

Ctrl + ↓ → Jump to the bottom of the data

Ctrl + ↑ → Jump back to the top

Ctrl + Shift + ↓ → Select data down to the end

Ctrl + Space → Select the entire column

Shift + Space → Select the entire row 

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Post #2338 1.92K
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Post #2337 2.32K
📊 Excel Shortcuts — Part 1

Master these basic shortcuts first. They will save time every day when working with Excel.

🟢 File & Workbook Shortcuts

1️⃣ Ctrl + N → Create a new workbook

2️⃣ Ctrl + O → Open a workbook

3️⃣ Ctrl + S → Save the workbook

4️⃣ Ctrl + Shift + S → Save As

5️⃣ Ctrl + P → Print

6️⃣ Ctrl + W → Close the current workbook

🔵 Editing Shortcuts

7️⃣ Ctrl + C → Copy

8️⃣ Ctrl + X → Cut

9️⃣ Ctrl + V → Paste

🔟 Ctrl + Z → Undo

1️⃣1️⃣ Ctrl + Y → Redo / Repeat

1️⃣2️⃣ F2 → Edit the active cell

1️⃣3️⃣ Delete → Clear the contents of selected cells

🟣 Find & Select

1️⃣4️⃣ Ctrl + F → Find

1️⃣5️⃣ Ctrl + H → Find & Replace

1️⃣6️⃣ Ctrl + A → Select the current data region / all data

1️⃣7️⃣ Esc → Cancel the current action or entry

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Post #2336 2.21K
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Post #2335 2.27K
📊 Excel Formulas — Part 8

This part focuses on Advanced Calculation Functions — useful for working with filtered data, multiple calculations, and large datasets.

1️⃣ SUBTOTAL

Performs calculations while respecting filtered or hidden rows depending on the function number.

=SUBTOTAL(9,B2:B100)

Here, 9 means SUM.

Common function numbers:

1 → AVERAGE

2 → COUNT

3 → COUNTA

9 → SUM

4 → MAX

5 → MIN

💡 Very useful when working with filtered tables.

2️⃣ AGGREGATE

Performs calculations while allowing you to ignore errors, hidden rows, or nested subtotals.

=AGGREGATE(9,5,B2:B100)

Here:

9 → SUM

5 → Ignore hidden rows

It supports functions such as:

• AVERAGE

• COUNT

• MAX

• MIN

• SUM

• LARGE

• SMALL

3️⃣ SUMPRODUCT

Multiplies corresponding values and then adds the results.

=SUMPRODUCT(B2:B10,C2:C10)

Example:

Product Price Quantity

Laptop 50000 2

Mouse 800 5

Keyboard 1500 3

=SUMPRODUCT(B2:B4,C2:C4)

This calculates:

50000×2 + 800×5 + 1500×3

Result → 107,500

💡 Extremely useful for weighted calculations and business analysis.

4️⃣ LARGE

Returns the nth largest value.

=LARGE(B2:B10,1)

→ Largest value

=LARGE(B2:B10,2)

→ 2nd largest value

5️⃣ SMALL

Returns the nth smallest value.

=SMALL(B2:B10,1)

→ Smallest value

=SMALL(B2:B10,2)

→ 2nd smallest value

6️⃣ RANK.EQ

Returns the rank of a number within a dataset.

=RANK.EQ(B2,$B$2:$B$10,0)

0 → Highest value gets rank 1

1 → Lowest value gets rank 1

Example:

Sales = 95000

Rank → 2

7️⃣ SUMPRODUCT + Conditions

SUMPRODUCT can also perform conditional calculations.

=SUMPRODUCT((A2:A10="East")*(B2:B10))

This calculates the total of values in column B where the region is East.

💡 Useful when you need flexible calculations without creating helper columns.

🧠 Quick Reference

SUBTOTAL → Calculations that work well with filtered data

AGGREGATE → Advanced calculations with options to ignore certain values

SUMPRODUCT → Multiply and sum corresponding values

LARGE → nth largest value

SMALL → nth smallest value

RANK.EQ → Rank values

SUMPRODUCT + Conditions → Flexible conditional calculations

💡 Practice

Using a sales dataset, try to calculate:

1.

Total visible sales → SUBTOTAL

2.

Average visible sales → SUBTOTAL

3.

Sum while ignoring hidden rows → AGGREGATE

4.

Total revenue from Price × Quantity → SUMPRODUCT

5.

3rd highest sale → LARGE

6.

2nd lowest sale → SMALL

7.

Rank each salesperson → RANK.EQ

8.

Total East-region sales → SUMPRODUCT

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Post #2334 2.12K
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Post #2333 2.33K
Excel Shortcuts
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Post #2332 2.77K
📊 Excel Formulas — Part 6

This part focuses on Date & Time formulas — essential for reporting, deadlines, ageing analysis, trends, and time-based calculations.

1️⃣ TODAY

Returns the current date.

=TODAY()

• Example: Automatically display today's date.

2️⃣ NOW

Returns the current date and time.

=NOW()

• Example: Track when a workbook was last recalculated.

3️⃣ DATE

Creates a date from year, month, and day.

=DATE(2026,9,24)

• Result: 24-Sep-2026

4️⃣ YEAR

Extracts the year from a date.

=YEAR(A2)

• Example: 24-Sep-2026 → 2026

5️⃣ MONTH

Extracts the month number.

=MONTH(A2)

• Example: 24-Sep-2026 → 9

6️⃣ DAY

Extracts the day of the month.

=DAY(A2)

• Example: 24-Sep-2026 → 24

7️⃣ EOMONTH

Returns the last day of a month.

=EOMONTH(A2,0)

• If A2 is 24-Sep-2026 → Result: 30-Sep-2026

• You can also move between months:

• =EOMONTH(A2,1) → Last day of next month

8️⃣ DATEDIF

Calculates the difference between two dates.

=DATEDIF(A2,B2,"Y")

• Returns the number of complete years.

Other units:

• "Y" → Years

• "M" → Months

• "D" → Days

Example:

• =DATEDIF(A2,B2,"D") → Number of days between the dates.

9️⃣ DAYS

Returns the number of days between two dates.

=DAYS(B2,A2)

• Example:

• Start Date → 01-Sep-2026

• End Date → 24-Sep-2026

• Result → 23

🔟 NETWORKDAYS

Calculates the number of working days between two dates, excluding weekends.

=NETWORKDAYS(A2,B2)

• You can also exclude holidays:

• =NETWORKDAYS(A2,B2,E2:E10)

🧠 Quick Reference

• TODAY() → Current date

• NOW() → Current date + time

• DATE() → Create a date

• YEAR() → Extract year

• MONTH() → Extract month

• DAY() → Extract day

• EOMONTH() → Last day of month

• DATEDIF() → Difference between dates

• DAYS() → Number of days between dates

• NETWORKDAYS() → Working days between dates

💡 Practice

• Employee → Joining Date → End Date

• Rahul → 10-Jan-2022 → 24-Sep-2026

• Priya → 15-Mar-2023 → 24-Sep-2026

• Amit → 20-Jul-2024 → 24-Sep-2026

• Neha → 05-Feb-2025 → 24-Sep-2026

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Post #2329 2.49K
📊 Excel Formulas — Part 5

This part focuses on Text Functions — essential for cleaning, extracting, and combining text in Excel.

1️⃣ LEFT

Extracts characters from the beginning of a text.

=LEFT(A2,5)

Example:

INDIA123 → INDIA

2️⃣ RIGHT

Extracts characters from the end of a text.

=RIGHT(A2,3)

Example:

INV123 → 123

3️⃣ MID

Extracts characters from the middle of a text.

=MID(A2,4,5)

Example:

EMP-12345 → 12345

4️⃣ LEN

Counts the number of characters in a text.

=LEN(A2)

Example:

Excel → 5

Spaces are also counted.

5️⃣ TRIM

Removes unnecessary spaces from text.

=TRIM(A2)

Example:

"  John   Smith  " → "John Smith"

Very useful when cleaning imported data.

6️⃣ UPPER

Converts text to uppercase.

=UPPER(A2)

excel → EXCEL

7️⃣ LOWER

Converts text to lowercase.

=LOWER(A2)

EXCEL → excel

8️⃣ PROPER

Capitalizes the first letter of each word.

=PROPER(A2)

john smith → John Smith

9️⃣ CONCAT

Combines text from multiple cells.

=CONCAT(A2," ",B2)

Example:

A2 = John

B2 = Smith

Result → John Smith

🔟 TEXTJOIN

Combines multiple values using a delimiter.

=TEXTJOIN(", ",TRUE,A2:A5)

Example:

SQL, Excel, Power BI, Tableau

The TRUE tells Excel to ignore empty cells.

🧠 Quick Reference

LEFT → Extract from beginning

RIGHT → Extract from end

MID → Extract from middle

LEN → Count characters

TRIM → Remove extra spaces

UPPER → Convert to uppercase

LOWER → Convert to lowercase

PROPER → Capitalize words

CONCAT → Combine text

TEXTJOIN → Combine text with a separator

💡 Practice

Suppose:

A2 = "  john smith  "

Try creating formulas to:

1. Remove extra spaces → TRIM

2. Convert to uppercase → UPPER

3. Convert to lowercase → LOWER

4. Capitalize properly → PROPER

5. Count characters → LEN

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Post #2326 2.99K
📊 Excel Formulas — Part 4

This part focuses on Lookup formulas — essential when you need to find information from another table.

1️⃣ XLOOKUP

Searches for a value and returns the corresponding result.

=XLOOKUP(A2,E2:E10,F2:F10,"Not Found")

Example: Find an employee's department using their Employee ID.

Why it's useful:

• Can look left or right

• Exact match by default

• Can return a custom result when nothing is found

2️⃣ VLOOKUP

Searches vertically in the first column of a table.

=VLOOKUP(A2,E2:G10,3,FALSE)

Example: Find a product's price using its Product ID.

Remember: FALSE → Exact match

TRUE → Approximate match

3️⃣ HLOOKUP

Searches horizontally across the first row of a table.

=HLOOKUP(B1,B2:F5,4,FALSE)

Useful when your lookup values are arranged horizontally.

4️⃣ INDEX

Returns a value from a specific position in a range.

=INDEX(B2:B10,4)

Example: Return the 4th value from the range B2:B10.

5️⃣ MATCH

Finds the position of a value within a range.

=MATCH("Laptop",A2:A10,0)

0 means you want an exact match.

6️⃣ INDEX + MATCH

A powerful combination for lookups.

=INDEX(C2:C10,MATCH(A2,A2:A10,0))

Here:

MATCH → Finds the position

INDEX → Returns the value from that position

💡 Sample Data

Product ID Product Price

P101 Laptop 50000

P102 Mouse 800

P103 Keyboard 1500

P104 Monitor 12000

P105 Headphones 2500

Try finding the Price for Product ID P103 using:

1. XLOOKUP

2. VLOOKUP

3. INDEX + MATCH

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Post #2325 2.54K
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📊 Excel Formulas — Part 3

Conditional Calculations

This part focuses on conditional calculations — extremely useful when working with real-world datasets.

1️⃣ SUMIF

Adds values that meet one condition. 
=SUMIF(A2:A10,"Sales",B2:B10)

Example: Add sales only for rows where the category is Sales.

2️⃣ SUMIFS

Adds values based on multiple conditions. 
=SUMIFS(C2:C10,A2:A10,"East",B2:B10,"Laptop")

Example: Calculate laptop sales only for the East region.

Syntax: 
=SUMIFS(sum_range, criteriaᵣange1, criteria1, criteriaᵣange2, criteria2)

3️⃣ COUNTIF

Counts cells that meet one condition. 
=COUNTIF(B2:B10,">=50")

Example: Count how many students scored 50 or more.

4️⃣ COUNTIFS

Counts cells/rows that meet multiple conditions. 
=COUNTIFS(A2:A10,"East",B2:B10,">=100")

Example: Count transactions from the East region where sales are at least 100.

5️⃣ AVERAGEIF

Calculates an average based on one condition. 
=AVERAGEIF(A2:A10,"Sales",B2:B10)

Example: Calculate the average sales for the Sales category.

6️⃣ AVERAGEIFS

Calculates an average based on multiple conditions. 
=AVERAGEIFS(C2:C10,A2:A10,"East",B2:B10,"Laptop")

Example: Calculate the average laptop sales in the East region.

💡 Sample Data

Region | Product | Sales 
East | Laptop | 500 
West | Mouse | 200 
East | Laptop | 700 
South | Keyboard | 300 
East | Mouse | 250 

Try calculating:

1. Total East sales → SUMIF
2. Total East Laptop sales → SUMIFS
3. Number of transactions above 300 → COUNTIF
4. Number of East transactions → COUNTIF
5. Number of East Laptop transactions → COUNTIFS
6. Average East sales → AVERAGEIF
7. Average East Laptop sales → AVERAGEIFS

🧠 Remember

• IF → Make a decision
• SUMIF → Add based on a condition
• SUMIFS → Add based on multiple conditions
• COUNTIF → Count based on a condition
• COUNTIFS → Count based on multiple conditions
• AVERAGEIF → Average based on a condition
• AVERAGEIFS → Average based on multiple conditions

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