Microsoft Excel Basic to Advanced Training with Power Query

1. Course Introduction: Welcome to Microsoft Excel Basic too advanced training course, where you will get the expert knowledge of the world's leading productivity software. Hi, my name is Sad, and I'll be leading you throughout this course. I'm an SEC qualified professional with over ten plus years of experience in training and implementation of all the business software, and I'm very excited to share this journey with you because not only in Excel, but in all of our trainings, we use the practical project Based method. That means we will not work on the software just like you are reading a book or understanding all the functions theoretically, rather we will work on the practical projects so that you can easily apply what you learn directly into your job or in your business. We will start off by working on the basic functionality like understanding the Excel interface, and then we will work on the field series, edit custom list, basic formatting, and learning all the keyboard shortcut case. Now, once we have total grip on the basic functionality, we will start moving on to the application of basic formulas like sum count and all. And once we get the knowledge of the basic functions on how formula works, we will move on to advanced functions where we will learn the efficient use of Lou edge Lou pivotable dashboard reporting, if then conditions, and more. Not only we will work on these functions, but we will also compare it to what we have in the latest version of the software like Lou Dgt aggregate and much Me. We'll also combine this course with the smart use of Power Query where we will learn how we can consolidate multiple files or multiple Excel worksheets into one, and we will also learn how we can split the Excel sheets into multiple files and much more functions with Power Query. So that not only you get the knowledge of how the Excel functionality works, you will also know much more advanced techniques of data cleaning and data scrapping. So by the end of this course, you will have the complete Excel skill set that you can apply in your job or in your business. So we learn no boring theory, we will only learn the real skills that you can directly apply. So this might be the only course you need. Feb to check out the course description, and I will see you inside the class. 2. Introduction to Excel Course: Video, we are going to understand about the Excel interface. That is, whenever you open a blank worksheet for the first time, what things do you need to consider and how you can read different data through it? What is cells, what is columns, what is rows, I'll just explain you quickly, and then we will move into more advanced functions. When we see this Excel sheet for the first time, we have A, B, CD up to Z. That is columns, means all the alphabets are columns, and on our left, we have some numbers that goes beyond 1 billion. So all of these rows are denoted in numbers and all the columns are in alphabets. This is all about the columns and rows, but when we click on any particular box, as you can see here, we have boxes all around the sheet. When we click on any box, you will automatically notice that this etch is highlighted from here and from here, seventh is highlighted. That means we are in the Etch column and seventh row. This is the address of this cell. This box is called cell, and you also find the address right here in the name box on your left. That's about it. This is a simple blank spreadsheet. And if you want to explore some functions, we will look into all of these menus like home tab, insert tab page layout, but we will not learn about each functions theoretically. Rather, we will implement that on a practical project that you can find with the resources section of that particular video. So in the next video, we will learn how we can work on these cells, but with more productivity and smart techniques. So just try this by yourself. Just click on different cells, see if you can identify the cell numbers and I'll see you in the next. 3. Using Fill Series to Work Smartly: Video, we are going to see how we can use the function of fill series in Excel to work more efficiently on data. So let's say that if I want to write the numbers, I want to write one, I want to write two, and I want to continue writing the numbers, let's say, a serial number in all of these rows. So if I continue writing up to 100, let's say, it will take a lot of time. So what I'll do is I'll just write a pattern that first will be one, then two then I can select both of them. Just notice that how I selected the cells. I selected one cell from the center, not from the corner, from the center when you see this thick plus sign. After that, just select both of them with your mouse, make a simple selection, like you select two icons, and then I will just go to this little dot which you find at the bottom right when you come on that dot, you will notice the sign changes. First one, it's thick and white, and when you go near to it, it will turn black and small. After that, you can hold it with your mouse, hold your left click, and then start scrolling downwards. So you will automatically notice that the next number, you can see it in the preview that it will be three. Next is four, and you can drag to whatever point you want up til let's say 100 and I release the mouse, and you can see that immediately Excel automatically identified the series based on our selection and then continued through that series, which is called filled series option. So that's the smart way of doing this. Now let's take another example, but this time with an Alpha numeric combination, let's say that I want to write student IDs, and the ID is a combination of Alpha numeric. So let's say STU stands for student 2025 and double 01. So this is for student one. Now if I just want to drag it until the last point, that means until the row number 100 or up to the numbers of 100 till the point where I drag it, I don't need to hold this from the fill handle. This is called filled handle this dot. I don't need to hold it and go up till that point man I can just double click to send it down, and you will automatically notice that it will continue the series automatically, even though we select it only 001 because that's the rule of Excel that if it is just a number, you need to let Excel know what is the pattern. Whether the pattern is the continuous numbers or the odd numbers or even numbers, when you use it with alphabets, with the combination of Alphabets, after that, whatever number is there, it will continue that series automatically by just double click to send it down. But that happens when you already have the filled data in the first column. In the next all columns, you don't need to tell Excel up til which point you need to drag this. It will automatically identify where the last data has ended, and it will continue until that point. Now let's generate some odd number series. Odd numbers first is one, then is three. If we select both of them and just go to the fill handle and double click to send it down, it will automatically fill the data up till the row where my data has ended, and it will continue that odd numbers in the same sequence like I have defined. Let's try this for even numbers. First, I write two, then four. Just identify the pattern by just selecting these two cells, double click to send it down, and it will continue this series. Now let's try one more thing on an example that let's say that you have already number like 100 invoices, and then you want to continue that number number continuation. I'll just title this as it. And let's say up till 500, we have created some invoices, and then we want to continue with that number. So we have two choices. Either we'll write 501 and 502 and then select that pattern and just continue in the same way that we have done before. But if I just write 501 here and just simply double click to send it down with fill handle, what will happen is it will copy the same result through all the cells. But that's not a problem. By default, for all the numbers, it copies the cell above in all of the columns below. But if you notice that as soon as we drag it down, is little auto fill options that you can customize. So when you click on this, when you hover over it, you will see this dropdown. So when we click on this dropdown, it says that right now it's copying the cells of the first data in all of the other rows. But if you want to fill the series with the sequential numbering, you can do that as well. And that's exactly what we want. Just select fill series, and you will notice that we don't have to write the number on the second one, it automatically continues the pattern, and that's very helpful if you especially have long serial numbers, you don't have to rewrite that on the second row. Let's do this again. Write one number, double click to send it down. And as soon as you send it down, you will automatically see these auto fill options where you can change it to fill series. So that's how the fill series function works in Excel. It works like magic. Describe this by yourself, and I'll see you in the next one. 4. Edit Custom List in Excel: Video, we are going to see how we can use the custom list in Excel and also how we can use that custom list to make our own. So in the previous lecture, we have already seen how the sequential numbers automatically works by just using the fill series function, but that identifies a pattern. We have to write one, we have to write two, and then it will continue through that series, and we will do the same for odd numbers, even numbers, and even number contribution, we just fell in the first cell and then you can write that we want that to be in series. Let's try Mans now. Mons, full name. This is the title. And by the way, guys, you will notice that whenever I write a title, which is bigger than the column, it goes between two columns. So if you don't want that, you can either go in between this G and F, which is the center right here, and you will notice that by default, the cursor in Excel looks like this, but when you go between that, it will show something like this, a stick with a right and left arrow option. That means if you hold your mouse from the left click and you keep it holding, you can adjust the size of column however you want. Otherwise, if you want to auto edges, let's say, I don't want to make corrections like this manually, so you can auto djust that as well. Just go in between these columns and just double click to auto adjust the field. Let's continue with our example, and we want to try January. If I double click this to send it down, you will notice that it will automatically identify the month's name. That's awesome. Let's try month's short form. Let's try Jan. If I double click to send it down, it will automatically identify the short forms as well. But you might be thinking how it's doing that. There's no pattern in that, how it knows in the alphabets or in any kind of word that the next word should be this. That means anything might be preprogrammed in Excel to identify this month's name automatically. Let's write this days full name. How will I adjust the column? Just go between the two columns when you see this sign with a stick and the right and left ok, just double click to auto adjust. Let's write Monday. Double click to send it down and we see all the full names of the Ts. Let's try these in short form. The short, write MON. And let's try this. Double click to send it down, and it is able to identify that as well. But how it is doing that, that means that these series or these names are preprogrammed in Excel to be automatically identified. Let's try seasons now. If I write summer Summer winter, autumn, spring, it should automatically do that, but will it do that? No, because these seasons are not preprogrammed. It's not in the custom list. So what we can do is by seeing this that it's able to identify months and days, we can customize some seasons or whatever we like for our organization. Let's say I write the first name of Andrea. And when I scroll down or double click to send it down, it automatically writes all the name of the employees in sequence, and that can be done. Only if you identify this as a list once, and then you are able to do this in the new blank worksheet as well. Let's write seasons first, summer, winter. It's autumn and spring. After that, just go to the file and click on Options, and I'll go to the formulas here. And in the Excel options, I'll go to Advance and scroll all the way down to the bottom where we see this. Under the general section, we have Edit custom list option, and here you can see all of the list that is identified by default in Excel. It's already feeded here, but we can list down our own. You have two choices. Either you can list down manually, like writing summer, winter, autumn and spring. And after that, you add this or otherwise, let's delete this. The other method is even simpler. You just open the worksheet where your employee names are, where the seasons names are, and you just click on Import list from the cells. After that, you don't have to mention the reference manually. You didn't have to read through it, rather you just put the cursor here. And just make sure you are not on that data. That means the window where you are defining the custom list should not be on this data. Just get it aside, and after that, just start selecting this. It will automatically put a reference that it is from column J second row till J five. So this is J five, and the selection is in the dancing dashers as well. Just leave this dollars sign for now. This is a very important concept for absolute and relative references, but I'll explain to you later on. Click on Import and you can see the list is imported here. Click Okay. Click Okay. Now if I try this, we just have to write Summer, and when we scroll down, it is able to identify all the seasons. Not only for this sheet, let's try it on the new one. Let's write summer here. And if we scroll down, it's automatically able to identify the names. Now let's try feeding it with names, and for that, I am using Chat JBT. I just wrote a simple prompt, write employee names in sequence first, one should start with A, second with B and continue until Z, it should be American names. So these are the American style names, as you can see, all of what we can do is just copy all of them like this, and we can paste it either in the brand new worksheet or in the book that we are using. Let's copy and paste the names here like this. Okay, so we have these names here, but as you are able to see that A Adam Parker, B Britney Morgan, and we have gaps between these names as well. I want to clean this in Excel, but since we are in the topic of how we can make the custom list, let me ask ChatGBT do so I have demanded chat GPT that res shouldn't have gaps and starting alphabets with dashes and should not be starting alphabets with dashes, just directly mentioned the name. So here is the revised version. It's able to it just in a single click. But in the next video, we will see how we can resolve this problem as well. And that's the quality of this training that we will not see the functions in a theoretical way. We will identify when a problem comes and how these should be solved in Excel, how this data cleaning can be done in Excel. So let's paste it here and now it's a clean list. Let's paste it somewhere else. So here's the list. Now what we can do is just go to the file, click on Options and click on Advance, scroll all the way down to the bottom, which says Edit custom list. Here we just go to the import list of the cells, select the whole range up till the bottom and click on Import, and now the list of entries is identified. All the employees, even if we open a blank new workbook, just we have to know the first name, and then when we scroll down, we are able to generate all the employee names. How cool is that? So this is how the custom list functions works in Excel. Just try this by yourself, and I'll see you in the next one. 5. Data Cleaning Technique Using Text to Columns: Video, we are going to see how we can use the text to columns feature in order to clean this data. In our previous example, we have seen this kind of data that we asked Chat GBD to extract the data, but it extracted it in such a way that it has spaces when we paste it into Excel and also it shows the separate Alphabet, then and finally, the name of the person come. Although we ask hat GBT to clean the data, and we just instructed Chat GBT, and it has cleaned the data in no time. But when you have a lot of data like thousands of rows, Chat JBT won't be able to handle all of that data. So instead, what we need to do is we need to work on any Excel functions in order to do. So here we are going to see how the text to column functions works. For example, we have this data right here, select the whole column and we just want to separate it with the alphabet and dash and only the name should appear. What we'll do is just select the whole column, click on the data and click on text to columns, and we have two choices. Either we can just use fixed width, and we are able to mark a column or a line after which it will separate the data into the next column. And that also works here. Let me just try this, click on next. And we can put the column right here. That means we have the alphabet, then the space, then dash, then space, and then finally the final name comes. So you can just double click to remove that earlier divine and we only want to divide the results from this point on. So if you have multiple characters or you have multiple spaces, the fixed width works more properly, click on finish, and you can see that now we have a clean version of names. We can get rid of the rest of this. But let's say if I want to divide this into first name, and last name. How will we do this? Let's see. Here we cannot draw a straight line because first name, as you can see, is of less length, and Brittany Morgan Charles Bennett involves more characters. So you cannot draw a straight line here. Rather, we can define something which is common between the first name and last name for all. And that is, space. Space is common. So just select this, click on data and click on text two columns. I'll use the delimited function where we just can't define any kind of characters such as commas tabs to separate each field. So click on next. It will ask you by what character do you want to separate, which is common for all. I'll just select the space here, and as you can see in the data preview, that the first name will appear something like this and the last name appears like this. And after that, we can just correct the first and last name columns. Click on finish to see the results, click Okay, and here we have it. This is first name and these are last names. So that's how we do it in the text to columns function using fixed with and delimited functions. Just try this by yourself, and I'll see you in the next one. 6. Smart Data Cleaning Technique Using Flash Fill: Video, we are going to see how we can clean the data by using Flash Fill option, which is much more smarter way of doing things, especially if you have a lot of things to do. So for example, in this particular area, where we have the alphabets, we have the dashes, and then we want to separate it in the first and last name as well. So this involves multiple jobs to be performed. If you want it to be simpler, what we can do is just write here that this is messed up data. And I want to extract the first name and the last name here. What we will do is just do nothing. Just write the sample name from here. Just write Adam. And then you must align the second name in the sequence. That means if it has the space, you have to give the space, write Brittany. And then after that, if we write Charles, one thing is it might automatically recommend you the rest of first names or otherwise, since there are some spaces, what we can do is we can manually select all of these and just double click to send it down, or again, we have spaces, so it won't be able to drag it down. So we manually drag it down until this point. After that, what we will do is just click on this little options as we drag and click on Flash Fill. What this will do is it will automatically identify based on the parallel column that, okay, you only extracted Adam from this messed up data, and you only extracted the Brittany from this messed up data again. So this means that you want the same to be done for all the first names. Same goes for last names. I'll just select Parker here and I'll just select Morgan here. It will be great if we had no spaces. And in the next video, I'll show you the same how you can remove that extra spaces. But here we will consider that if we want to do it with spaces, how we can do that, just select the sample, and you have to manually drag that because we have spaces. So manually drag it until the bottom, and you can see that it is showing something very messed up. So no problem with that. Just make sure that you get the autofill options right here. On autofil options and click on Flash Fill, and that's how we can easily do this, and it's separated in the first and last name. Now, guys, if you don't see this autofill options as you drag down, what you can do is just go to the file and click on Options and go to Advance and make sure you have this configuration set where we have enabled the fill handle alert before overwriting the cells, enable Auto complete for cell values and automatically flash fill. This should be checked on and click Okay. And that's how you do it. By the way, guys, I'll attach this file with the resources section of this video so that you can download it for your next project. So just download this file and I'll see you in the next one. 7. Blank Rows Cleanup Ninja Technique: Video, we are going to see that if we have the mesup data and we have managed to clean it by separating the first and last name out of the data, but we still have a lot of blank rows. So how we can delete this not one by one, but together in a single formula or with a single technique. So how we can do that, let's see. But before that, you have already noticed my training pattern up until this point that we are just working on our data. We see different problems, we solve the problems, and that's how we learn the software. And after that, we will start our new project and we will see a couple of advanced project as well, where we will learn the functions just in the same way we face the problem and we solve the problem, and that is divided into different topics. As you see, first, I defined the flash fill in the separate video, then the text to columns, and now we are cleaning the extra rows. That's because whenever you want to refer to any specific video in future, you can easily do that by finding the small chunks of each topic. So that's what I wanted to let you know, and let's continue. Now, in this, we have a lot of data and we want to delete these rows, but we cannot do it one by one because it will take a lot of time. We'll just consider ourselves as a very lazy person, so we always find a smart technique of doing things. What we want to do is we want to just select all data. And let's say that we are lazy enough that we don't even want to select the other columns. I just selected the first column as a sample, and that's pretty much it. Just click on Control G, Control G on your keyboard, and then we see this special reference here where it asks, What do you want to select here? I just want to select the blanks. Click Okay. You will notice that it has selected all the blanks. Now, guys, it's very important. Don't click anywhere else because otherwise it will clear the selection like this. So let's do it again. Click on Control G, click on special and select blanks. Now, it has selected the blanks again, right click here on any of the selection and select delete. Will ask you, what do you want to do? Do you want to shift the cells up? But we don't want to shift the cells up. We want to clear this entire row so that not only this data pushes up, but also the first name and last name contains the spaces as well. So it is complete blank row that we want to remove. I'll select here entire row and click Okay. And this is how you can clean the data just by using a simple functions of the special function in the got option. Just write this by yourself, and I'll see you in the next. 8. Efficient Use of Common Keyboard Shortkeys in Excel: You, we are going to see the common keyboard short keys that you can use in Excel to work efficiently. So we have some common short keys. Let's say that I want to copy this cell data and paste it anywhere else. So when you make the selection, control C on your keyboard, and as you can see that the selection is being made and control V to paste it anywhere. Let's say we have a lot of data that you just want to copy on your right. So instead of using Control C and Control V, what you can do is just make the clear selection on where you want to paste the data and press Control R. Control R is copied towards right. After that, let's say that this little list that I copied towards right, let's say I want to move this complete list towards the column G. So what we can do is just make the clear selection, and let's say the list is too long. So what we can do is just select the first cell and hold the control and shift key on your keyboard and then press down Ero key. What this will do is, if you don't have the spaces in the data, it will completely select the data from the top cell to the last cell. And after that, what we can do is just go to this little corner where we see the corners of the cell. You will notice that the cursor sign changes like this. When we bring it close to the column it changes it into the four arrows, four dimensional arrows. That means you can now hold your mouse click from the left. That means you can hold your mouse click, the left mouse click and just place it anywhere you want. Let's say I want to place it here, you can see the selection indication and just drop it or leave the mouse key, and you will notice that the complete list moves here. Now, one more thing is let's say by using the same logic that we can copy the data towards our right by just using Control R and making the selection, let's try it on our left. Now the data is towards right, and let's say I want to copy towards left. So should I use Control L, let's try using this. If I press Control L, Control L is for an other function. That means you cannot copy the data towards left. And just remember that this happens in most of the formulas as well. That you can only use the formula working towards the right of the data and not the left because Excel identifies the data in the forward sequence and not in the backward sequence. We have a couple of formulas to do that, but that's not the basic pattern of Excel. So even the short keys doesn't work on our left. We have to use the manual pasting option or just use the V and control C option. The other short keys could be that if you want to, let's say, cut the data, control X, control V, Similarly, if you want to print any document like this one, we just press Control P to print. And similarly, let's say that we have pasted something on the wrong cell, and we just want to undo that. Control Z is for undo, Control R is for redo. These are some of the common short keys that you can use. Similarly, if you want to bold this, Control B, if you want to underline this, Control U, if you want to make it Italic Control I, if you want to open a new Excel file, just press Control N, and we are in Book three now. And if you want to make the selection for all of the data, press Control A, and notice that whatever data has gaps, and then the other data starts, it will not make the selection because it will consider that this little portion is our data or our dataset that we need to select. So if you want to make the complete selection, make sure that you don't have the spaces or otherwise, just steal in the data which don't have spaces. Like this one, this is a clean virgin press Control A, and it should be able to select the complete data. But let's say in some cases, where we have some kind of breaks in the data like this one still, we can select our data manually, not manually, but with keyboard shortcuts. Just hold the control shift and move towards right first, and it's able to pass this first blank. But if we have multiple blanks, it might stop there. So control shift, right, and you have to press right multiple times until it crosses the blank cells. And when you make the top selection, then we just hit Control Shift and down, and here you can make this complete selection. Similarly, one more thing that can save you a lot of time and that's very commonly used short key in Excel is that if you want to just print the current date without writing, you just hold the control and just press the semicolon button next to L alphabet on your keyboard. Just hold the control and press the semicol. This will do is it will bring the current date. What happens after that is, let's say you are quickly entering through all of the data or let's say you have a lot of invoices that you are using for data entry, and you just want to copy this date down here. So instead of manually doing this or writing this, click on Control D, Control D, Control D, Control D. Control D stands for copy down. And let's say same goes for here. Let's say, let's say we want to write the department and this is accounting department. This person is for accounting department, and up till this point, all of these belongs to accounting department. So instead of manually pressing Control D for all, what we will do is just shift, just hold the shift key and start pressing downwards uptil this point. And these are all related to accounting rate. Make sure the first selection is made, otherwise, it won't be able to copy down. And the just select the blank cells, press Control D, and it will be copied to all the cells. Same thing here. Let's write HR and let's say a couple of them belong to HR as well. Select the blank cells and just press Control D. But every time, make sure that the first cell is of the selection that you want to copy down. Press Control D to copy it down, and that's how you do it. Similarly, we will learn more about the filters in detail. Let's say this. Let me just clean the data by just undoing what I have done. Let's say I want to apply the filter. So if you want to do it this quickly, Control Shift and L is the short key. Just make the selection of the headings, Control Shift L. And here it is applied. Filters, you can use it to filter your data. We will learn more about it in detail and see amazing functions of this. But these are some of the common short keys that can help you to save a lot of time when entering data in Excel. In the next video, we will see even more smarter technique to use the complete Excel on short keys because as you can see that we have only learned a couple of short keys, but let's say that you want to completely use Excel on keyboard shortcuts, you might need to remember a lot of short keys, right? No, you are wrong, because we have a smart technique of golden trot key, which is able to do that. So just try this by yourself, and I'll see you in the next one. 9. Golden Shortkey to Use Complete Excel: We are going to learn how you can use the complete axle on a single golden short key, and that is alternate. Let's say that we want to color the complete cells. Let's say that we press Control A on the home tab, we see this little bucket which is for filling the color. It fills the color like this, but we don't have mouse, and we want to use this on shortcuts. Let me just spin the ribbon so that it doesn't disappear. So we have the data selection made, but do we know the short key of this fill color? No, we don't. So instead, what we'll do is just select the data and then simply press Alternate. What Alternate will do is it will convert this menu and sew the short keys below each menu automatically. So if you want to go to Insert menu, just press N, page layout, press P, and we want to go here in the home menu. So press H then for each function, you have a little short key that appears right at the bottom. So it is pretty self explanatory. We just press H. It opens the seam colors, and then let's keep the mouse aside. I just make the selection from my arrows and whatever selection is made, let's say I want to make it green or blue like this. And after that, let's press Enter, and that's how we do it. So when we try to do it for the first couple of times, you might be thinking that, Okay, why do we need to do this? We can use it manually as well. Let's say if you want to clear the formats, sometimes it happens that you have to messed up data and messed up formats as well, and you want to clean the data formats first. So go to home and you can clean the formats directly from here. Click on Clear, click on formats. But once we remember the short keys, it will save you a lot of time, especially if you remember the combination. Like, I remember this. D HEF. So it always takes lesser time for the one who remembers the short keys. Let's do this again. Let's say I want to apply the filter, but I don't know the short key. So let's go to alternate. Let's press H. And for sort and filter, we press S here. Oh, S F. And now the filters are applied. If we remember the short keys now, alternate HSF. As you can see, we can smartly apply all the short keys in Excel just by using these short keys. So this is how the cold and short keys in Excel is used. Just try this by yourself and you in the next one. 10. Using Transpose Function to Adjust the Data: We are going to work on our first practical project, and I have kept it very simple so that each one of you can easily understand the examples, and we will use more complex formulas in that project as well. But just a day to day example on how you can create the data, we will take an example of creating a mark Sheet. So if you want to open a blank workbook, just click on the file and click on Blank Workbook here, and it is able to open this. Let me just hide the cells so that our working area gets bigger. And as you already know the training pattern, we are going to see a couple of functions. We will see each one of them topic by topic. So first of all, let's insert the name of five subjects and 50 students. In fact, what we will do is just ask Chat GBD to do it for you. Hit Enter, I just written, generate the name of five subjects and 50 students, and here are the student names. Now, if we copy these subjects, we can easily do that because one, two is not copied with that. Even if it is copied, we know how to resolve that. Click on copy, click paste here. But as we see that we have two problems when we copy and paste the data. One, there is spaces. We just press Control G, go to special, click on blanks, remove the space by just clicking on delete an entire row. So that's how we are able to delete this. But now we want the subjects to appear in the columns and not in the row. What we want to do is we want to change the direction or transpose this. So just copy this and paste it anywhere. Let's say the data starts from here. So let's try it at this point, or let's get rid of this point because I just don't want to confuse you. I've copied all the data, but I now want to paste it not in rows, but in columns. So just right click here, click on Paste Special, and we want to transpose this. Click Okay. And now you can see that we have the data in the columns. We can just get rid of this data. And the subjects are here, but they are not in the accurate size, as you can see, English literature says. So this needs more space. Similarly, computer science needs more space, and it's messed up. So what we want to do is we want to auto adjust the columns. Just make the selection of all the columns and just go between any columns, and we now can use the function which we have learned in the earlier videos. Just double click and this is how you can auto adjust the data. Let's now copy and paste the student names. And if we face any problem, we will again see how we can solve that problem. So when we paste this, again, we have spaces, Control G, special, blanks, Okay, right click, delete entire row and clean this up. So just write students names here, and that's how we do it. So basically, what we have learned is a new technique on how you can transpose the data in Excel. Just try this by yourself, and I'll see you in the next one. 11. Generate Random Numbers Data to Create a Sample Data Sheet: We are going to see how we can generate the random numbers data in Excel so that we can fill in this sheet quickly. Now we have taken the condition of student names, and we fill in with different subjects, but here's the problem. If you are strategy to do it, it will be a lot of numbers for them to manage. So instead of that, we use a simple formula in Excel that can generate all of these numbers, and we have a specific criteria as well that for each number in each subject for a student, the number should not be below 30 and above 90 or above 95, let's say. We have a formula in Excel for that, and every formula starts with an equals to sign. So let's say if you want to apply the formula here, we just write equals two. And since I have already explained to you that I want to design a formula or work on a formula that automatically generates the random numbers between the specific range. So just write rand. And as you can see, we have a lot of formula suggestions, but here is what works for us, which is rand between. It also explains you that it generates random numbers between the numbers that you specify. So if you want to use that, you don't need to write it complete just make sure that you are on this selection by moving the arrow keys and then press tab, I will automatically follow through it and it will even open the bracket. And not only that, it will suggest the further treatment as well. If you notice this is called tool tip. This is the method of applying the formula. First of all, you need to select a bottom range or you need to write the bottom range. So I just asked it to generate a number that is not below 30, so the lower limit is 30 and the upper limit is 95. And what we need to do between that, it is also suggesting this that after bottom, we need writer comma, and then the top value should be 95. To that. Even if you forget to close this bracket like this, because after every formula, it should close. But even if we don't close, Excel is smart enough to identify and close it automatically here. So if you want to see your formula, you just click on the cell, and on the top, you have this formula bar where it automatically generates the number. What is the benefit of it? You just hold it from the fill handle, move towards right, and then double click to send it down and it will follow through the end of the student, and all the numbers are now generated. So this is how you do it. Describe this by yourself, and I'll see you in the next. 12. Remove Formula but keep the values in Excel: This video, we are going to see how we can remove the formula but keep the data or keep the values only. So right now, I have applied RN between formula. But if you notice some of the figures here, they are 74, 44, and 42. But even if I make any kind of changes, let's say, I just opened this and I didn't even change anything. But when we press Enter again, basically, the sheet refreshes and on each refresh, what RN between formula does is it will change all the values again. I will process the formula and then generate the random values again. So that's not what I want I want to just keep the values and remove the formula in the background. So what we can do is if you have a lot of data and you don't want to scroll down, you select all the columns which contains the formulas. So I selected from B till F, and then I just copy this or press Control C. As you can see, the selection is made. And after that, just right click again and click on pay special. And it asks you, what do you want to paste now? I just want to paste the values and not the formulas. Click Okay. And now if I check the values or numbers, I only have the numbers. How do I know it? You can check it by just double clicking. You don't have the formula now, and also you can check it on the formula bar. It shows the number directly. So that's how you can remove the formula. One other quick method of doing the same thing is, I just press Control Z to undo, select all the columns. And on the right hand corner, when you see this arrow signs, just hold it from the right click. And just move back. And when you release the mouse, it shows you copy here as values only. I just select that, and it's so much quicker than the earlier method. Let me just rew you again, again, do. You can move a little bit on any side and then drop it again. Just hold the right lick, keep it holding. And I don't know if you can notice this. I just swipe it towards my left and then back to the original order. We release the mouse after that, it shows the options, and I choose copy here as values only, and this is the quickest method of pasting the values while removing the formula in Excel. Just wry this by yourself, and I'll see you in the next one. 13. Applying Sum Formula: We are going to see how we can apply a simple sum formula to our data. So here in our mark Sheet, we have already dendertd the data names and the subjects. Let me just make it English so that it occupies the less space. And again, computer. I just remove the extra things so that I can reduce the size of the column a little bit. Now we have marks obtained. And we want to sum all of these figures. And what we want to do is we want to sum all of these figures. So to apply the formula, every formula starts with an equal so sin, and after that, we write sum and press tab. Now, what is the benefit of pressing tab every single time whenever you see the formula situation? One is it will auto complete the formula. Let's say the formula is bigger, sum product. You don't need to write that together. You just write some, choose a formula, and then automatically follow by just pressing tab. But we are using some next benefit is it will automatically open the bracket and show you the tool tip right here. So here it says, you select number one, number two, number three. We can do that, but it will again take a lot of time to write that manually or select that manually like this. Press suggests to select number two. I don't want that. What I need to do is select all of these range here. So it shows that you want to sum sell B two up til sell F two. If you don't close the bracket, Excel will automatically do this for you. And now, since we have only applied formula in one, cell, if you want to apply it in all the cells, just double click to send it down and it calculates it for all cells here. Now, if you want to do this with a short key, there is a very important short key that is alternate equal sign. Just hold the alternate button and press equal sign, and it will automatically show you the sum formula along with the selection of range. But normally this short key works on the vertical sequence, but we don't have anything vertical available. So that's why it automatically smartly picked the horizontal data instead. But whenever the short key has the vertical selection preference, it always go for that. So let's say I want to make the total here, alternate equal sign, hit Enter, and we are able to see the totals here. So that's how we can apply some in all of the data. Just try this by yourself, and I'll see you in the next one. 14. Extracting Percentage: This video, we are going to see how we can apply a simple percentage formula in order to extract the percentage. But for that, we have already extracted the marks obtained by applying a sum formula. So this is a total that the student obtained in all of the subjects, but we need to mention the total marks as well for each subject, and that is 100. So out of 100, he obtained 58. Let's mention total marks here, and the subjects are five, so 500 is the total. Just double click to send it down and it will be same for all. Now we apply the percentage. And it's a very simple formula with no specific formula in words. Like, you cannot apply it like this. You don't have to write the percentage. You will manually apply it equals to this cell, like marks obtained, divide it by total marks. You multiply it by 100 as well. But right now I will not multiply it by 100. Let me show you after that when I apply this, and it's 0.656. Then we go to the home type and under Home tab, you see this formatting area where you can see this is set to general, but if we set it to percentage style, it will automatically convert it to 66%. That means multiply by 100 is the part of this format. It automatically made this 66%. Just double click to send it down and it will extract it for all the cells. What this does is, since this is a movable reference, G two, divided by a two, whenever we use the fill handle to send the formula down, what this will do is it will automatically scroll the selection, both for marks obtained in total marks. And this is how it is done, it will automatically scroll through cells. Now, if you want to increase or decrease the decimal places, I'll just select this again and let's say that I want two decimal places as well. I just increase the decimal places. This is increase, this is decrease. So let's increase the decimal places. I think we only need to select the percentage and not any kind of text. So let's select that control shift down. Go to home and increase the decimal places. 65.60. That's how we set the percentage or any number in the decimal places. So this is a simple formula of percentage. Just try this by yourself, and I'll see you in the next one. 15. Freeze Multiple Rows and or Columns: We are going to see how we can apply the freeze panes function in Excel. So let's say that if we scroll down in this data, you will notice that as we scroll down, the headings disappeared, so it is very difficult to identify which subject this is. You need to check every time from the top, and that brings a lot of confusion. Similarly, if I bring forward, let's say that I have a lot of data, as we scroll down forward, we are unable to see the students' names now. So what I want is I want to put a cursor somewhere that behind this point, I'll just select this. I will make the selection here. I just colored this to show you put the cursor here, and I want to apply the conditions that behind this, whatever is there should be freeze and above this, whatever is there should be freezed. So above this are all the hearings, and behind this is all the names. After that, we just go to the View tab and click on freepens and you can see a similar example here that whatever selection you make, behind this and above this, everything will be freezed. So you have the option of freezing the top row or the first column, but I want to do both. I want to freeze the first column and also the top row. So instead of this, I just put the cursor here above this and behind this, everything should freeze. So click on freepens you will notice a little line here, a little continuous line that is different from here if you notice. This means that when I scroll down now, the headings will not disappear. And when I scroll forward, the names will not disappear. So this is how you can use this amazing function in order to use your Excel sheet more effectively and more easily. Just write this by yourself and I'll see you in the next one. 16. Applying First Logical Formula - Simple Use of If Then Condition: Video, we are going to define our first logic formula, logical condition, and that is an if then formula. It's very effective and we will use in much more complex and advanced requirements. But just for the sake of this example, in order to make this very simple for you, we just apply this on a student mark sheet. So let's say that I just define this as status and the status is should print here as pass or fail, and we will apply the condition that if the total percentage of any particular student is less than 50%, then he is fail, otherwise, he is pass. So the formula is as simple as this sentence that I just spoke. Every formula starts with equals to sine, so I'll just put equals to I automatically press tab after that so that it can automatically follow. If the student percentage, just select where the percentage is. If this cell or the student percentage in this cell is less than a less than sine, it's like this. Less than 50%. Since it is defined in the percentage, we have to write percentage here. So if the student percentage is less than 50%, then instead of then, I'll put a comma. So comma means then what should be the answer? Then the answer should be fail. I just open the inverted commas, we fail, and then close it. Why is that? Because the logical conditions in Excel or any formula in Excel doesn't identify what fail is. Fail is just a simple text for Excel, so I just want to print it as it is without trying to process it. So it can process number, but it cannot process the text. So I want to present or print as it is. That's why I put an inverted commas on both sides. So let's read it again. If the percent date of the student is less than 50%, then he failed otherwise. So otherwise, so for otherwise, we will again use coma otherwise, he is pass. Inverted commas close, and we can close the bracket at the end, or otherwise, Excel will close this for. This is a simple sentence converted to a formula that if the person date of the student is less than 50%, then he is fail, otherwise, he is pass, hit Enter, and now this student is pass. But when we scroll down or double click to send it down, it will automatically apply it in all the cells, and as you can notice, if it is below 50%, it automatically changes it to fail, and a couple of students are fail here. So this is the simplest way and simplest example on which I applied this conditional formula of if then, try this by yourself and I'll see you in the next one. 17. Applying Basic Conditional Formatting in Excel: This video, we are going to see how we can apply the conditional formatting based on our logical results here. And again, it is a very simple explanation of the first conditional formatting that we are going to apply. Obviously, we will see much more complex and advanced functions here. But in this practical example, I just want to highlight all of the past students in green and all of the field students in red. So it's very simple, select the whole column, go to the home. Under the conditional formatting, I want to just highlight the cell rules based on equals to because it's not greater than, it's not less than, it's not a number, or we can use equals to or we can use text that contains. In fact, let's use highlight cell rules and text that contains pass. All pass are highlighted, but I want to change the color to green. All the students which are pass should be highlighted in green, and that's what it select this again, condition formatting, highlight the cell rules, text that contains fail, highlight this in red. So click Okay, and that's how we can apply a simple conditional formatting. Now, if we want to customize this format, what we can do is just go to the Conditional Formatting and click on managed rules. This will show up the ones that you have applied. You can just double click to edit this. You can format this from here and let's say I want to apply a white color as a text. But in the fil I want to make it dark red. Or let's make it this color. And click Okay. Now if I click Okay again, this is the new format color. When I apply this, you will see the fail looks like this. Let's do the same four pass. Double click on this and click on format. Just go to the fill area, make it, let's say, green, and the font should be in white. Click Okay. Okay, and apply. And now it looks like this, but let me just make it a little darker color. It's too much bright. So let's just make this. Okay. Okay, and apply. This is how it looks now, and that's how we work on the condition formatting. Now, what is the benefit of this? It's not a fixed format. It's a conditional format, like the name suggests. So let's make this computer marks as zero. Now it is 48%. The status is automatically changed to fail and the format also changed. Same thing here. You can see the status is changed, and when it reached the status as fail, it automatically formats it in red. So that's the power of it. This is just a little taste of what the Excel functions can do. Just try this by yourself, and I'll see you in the next. 18. Multiple conditions within an IF function: This video, we are going to see how we can apply the multiple Is function in a single formula. And again, we are going to see it in a simple example of grading system. If the percentage of the student is below 40%, he's fail, but if it is 40 to 50%, it should be D grade, and if it is 51-60%, let's say it B, and similarly, we want to define that. So on our right, I just write the grading system for you quickly just to make it clear what we are trying to make. So this is the grading system that we have defined, which says that if any student obtains less than 40% then As fail, but if they obtain between 40% to 49%, they get D 50 to 59% will get C grade, 60 to 69% will get B, 70 to 79% will get A and 80% or above will get A plus. First of all, we need to adjust this stratus criteria as well, because here we just define that if a percentage of student is less than 50% then he's failed. But according to the new grading system, only less than 40% will get fail. Otherwise, most of them will be passed. So let's reduce some marks here as well. Let's make this 50. Let's make this 30. Or in fact, what we can do is just change the rand between numbers. So we set the lower limit to 25 and the upper limit should be 90. Let's see if some people fail or not. Okay, let's make this 20 and 85. Or let's make it 70 and 20. I just want to ensure that a couple of students fail so that we can filter out their results as well, and we can define how many students. So basically, what I want is a couple of students to fail, why? Because then we can count, use the count formula to understand how many of them failed, how many of them passed. So just select this all and I can simply just go to the corner and just hold it from the right click and just go back again, copy here as values only. So now the rand between formula is removed, and we have all the values fixed. Now let's try to work on the grading system. But the problem is we need to define these multiple conditions within a single formula. And the base of this is exactly the same that we have done earlier. That is defining a simple if logic. So we will start off with this equals to if the student obtain percentage which is less than 40%, then then we will use comma, then he is fail. Otherwise, he's not just pass. Otherwise, I will ask them to check that again that if the person has obtained the percentage which is less than 50%, less than 50% is obviously 49. So if that's the case, then D, D should be defined in inverted commas because it is a text so I just ask the system that if it is less than 40%, then he otherwise check again that if this is less than 50%, then it should be D. Otherwise, check that again that if the percentage is less than 60%. If that's the case, then he should get what? Less than 60 is 59, C, otherwise, check again if the percentage of the student is less than 70%. If that's the case, then it will be what? It will be P grade. Otherwise, check again if the percentage is less than 80%, then you will get A grade, otherwise, A plus. So why I have just defined otherwise as A plus finally? Because in the percentages, below 80%, we have already defined different levels. So above that goes in otherwise condition. Simply, if we read it in an English sentence, we are just asking Excel to check if the percentage of the student is less than 40%, then he should get fail. Otherwise, just check again, if it is less than 50%, then D it's not less than 50%, then check again if it is less than 60%. If that's the case, then he will get C. Otherwise, check again if it is less than 70%, then B, otherwise, check again if this is less than 80%, then it's A. Otherwise, it should be above. So on all the above percentage, they should get what 80% or above will get A plus. So after that, we should just check how many brackets we have opened. So we have this one, one is open, but not closed, second, third, fourth, and fifth, five brackets are open but not closed. So we have to close it at the end, one, two, three, four, five, and hit Enter. As you can see, now it's reading. But even if we don't put all of these brackets, as we hit Enter, it will suggest you that we found a typo in your formula and tried to correct it to this thing. And we think that you should close all the brackets at the end. It has smartly done this and just asking for your confirmation. Do you want to accept this correction? I say yes, and it should automatically close all the brackets at the end. Just double click to send it down and see how this system works. So this student has obtained, what? 55%. So 50 59% is C grade. Perfect. 46%. 46% falls in this area, D and B, 62%. So 62% falls in this area, so they will get B and above will get A plus. So let's increase some marks 74 and let's say 85 and let's 95. And even let's increase the marks here as well, 78. So now it's A plus. Let's copy the same in any other ones to make sure they also get this. So these are the grades. I'm just trying to manually change in some because most of these students are only getting degrades. So you can manually correct that if you want to. Okay, so I have made some corrections, and now we have every type of grade, and that's how we apply the multiple logics or continuous if then statements in a single formula, and that is also called looping. So just try this by yourself, and I'll see you in the next. 19. Dealing With Sort and Filter Basics: We are going to learn about the sorting and filtering functions in Excel. So we have the list of student names here, which is arranged in the alphabetical sequence from eight till Z. But if I just want to sort these names, what we can do is just right here, click on sort and click on sort A to Z. What you will notice that automatically, not only it sorted these students by name, but also all the data will change accordingly. That's the power of it. But if I just want to make the options readily available so that we can apply the filters and we can sort the data on the face of the hearings. What we can do is either select all the hearings. Just go to the Home tab and click on Sort and Filter and then apply the filter or otherwise, use a short key of Control Shift L. So just select all the headings, or even if you don't select the hearings, just hold the control Shift key and then press L, and it will apply a filter for you. So here, now we can easily sort this smallest to largest. Let's say I want to arrange this by mathematics number. You want to sort it by color, or let's say that I want to put all the fields and all the pass together. So what we will do is just click on this drop down of sorting and pick A to Z. So now, fail R group together and pass is shown separately. So it's very easy to manage. Similarly, we can do this for the grades. It's sorted grade wise. So basically, all the options above this line is for sorting and below these lines is for filtering. So now I want to just filter all the failed students, we just click here and we uncheck pass. So this means only failed data is selected. Click Okay. Now we have only the data for fail that we can filter. Whenever you have checked it completely or let's say printed out the report. After that, if you want to clear this, you just click here and click on Clear Filter from status, and then you should be able to see it this again. Same thing in the grades, let's filter it by grades. Let's say that I want to see who obtained A plus, click Okay, these are a couple of students who obtained A plus grade in class. So that's how you can do this. What we can also do is we can sort by numbers. So let's say that any student that has obtained greater than 90% in English, I want to sort or I want to filter that. So what we'll do is just open this up, click on number filters, and we have a lot of conditions here, greater than or equal to. I'll select 90. Click Okay. And then it will filter all the students who have obtained more than 90 marks in English. So that's how easy it is to look for different data. And let's say that I want to find a student whose name starts or end with Clark, but I don't know the exact name. So we can filter that as well. Just click on this filter, and you can use text filters and contains Clark, when we click Okay, we should be able to see the student. So this is how the sort and filter basic function works in Excel. Just try this by yourself, and I'll see you in the next one. 20. Use Rank Or Position Formula In MS Excel: Video, we are going to see how we can extract the rank or the position of any particular student in class as compared to all the percentages. So obviously, the rank or position of the student is determined when we compare their result with all the other percentages that different students have obtained. So first of all, let's remove the filter because we will apply filter on all headings. Just remember that. And then we will write rank here. So we have a simple formula for rank. That is this one, rank this formula was used earlier for 2007 version and earlier. So we have different functions. So basically, it is an indication that it's an older formula. Let's continue with that. No problem. This is the tool tip that is asking which number or percentage do you want to check the rank of? So I want to check this student percentage and extract the rank, comma. Now it's asking for the reference, and it's simply asking that with how many students do you want to compare this percentage in order to extract the rank? So I will select this range here, all of this range, and then simply hit Enter. So his rank in class is sixth. After every formula, we don't have to apply it over and over again. We just double click to send it down, but you will notice that there are big mistakes here. A is getting sixth rank and some B grade is also getting first rank. Why is that? That's because if we check any particular formula, whenever you find any difficulty in applying the formula or you feel that the results are not correct, just simply open this and you will automatically know the problem. What we have noticed that it's comparing this percentage with not all the students, but it has dragged the range down. The range is slipped down to this one. It's selecting some of the blank cells because it just slips down as the formula is applied or dragged down to all the cells. This should not be done, rather, the range should always be intact at this position till that point. Means always any new percentage should be compared to the complete range and not the remaining ones. So whatever is the benefit of relative references in Excel formulas, sometimes it becomes a disadvantage. Relative references means that every time you select any cells or range, as you drag down the formula, the ranges and the cells automatically drag down. And that's very beneficial since we don't have to apply the formula over and over again. But when it comes to ranges, you want to fix that. First of all, what we'll do is just select this complete range and we will simply press F four key. In some of the keyboards, it's function plus F four. So you will quickly notice that all the dollars are associated with each character with all the columns and row references. This is like the nails in the wall that keeps it static. Just understand that. All the dollars are applied, that means they won't allow the range to be moved now. Don't want to do this four number because we should drag down for each student in order to compare it with the whole range. Now we have always make the changes in the first row. Just remember that whenever you feel that there is some mistake, you don't make the change here, you make the change in the first cell. And after that, just double click to send it down and you should be able to see the results properly. Some of the students has exact same percentage. That's why their rank is shown as sen, but that's how you do it, and that's how you can rank this use the relative and absolute references here. It's just a basic concept you will see much in detail. Now, the other method can be a little bit different. That is, if you don't know about the ranges in how to fix that, instead of selecting this manually, you select the whole column. So it's eye to I. Means complete I column is selected, so it's not possible for the I column to move further because we have selected the whole column. This means that now we don't need to fix this. So it's your choice, always. How do you want to select the ranges? Double click to send it down and it will be reapplied to all the cells, and that's how we get the position or the rank by using a simple formula in Excel. Describe this by yourself, and I'll see you in the next. 21. Create and Format Visually Appealing tables in Excel: Video, we are going to see how we can improve the visual appearance of this sheet by formatting. So right now we have this data, but this sheet looks very simple. What we need to do is just add some colors to it. Let me just add filters, and let's say that I want a specific format for the hearing, just like so and I want the text to be white, and let's say that I want to make a colorful combination, that one row should be a little light gray, and then the next one should be white, and again, the next one should be gray. But if I do this manually, it will take a lot of time. So instead, what we will do is we will use a simple thing that is formatting this as stable. Just go to the home tab, click on Format as stable, and you can choose whatever format you like. So the same that I have discussed just now is available here, readily available. Just select this. It will automatically select the range. Just confirm the range is like this, and you don't have to read this in detail. Rather, you can just identify it by the dancing dashes because that indicates the selection. So our complete data is selected, and it says, My table has headers. Yes, we do have headers that is used in each column. So we have these hearings that we want to form it as well and make the part of it and make the part of table. So click Okay. And as you can see, instantly the table will be formatted. And not only that, as soon as we inserted the table, we also get a special menu here, which is table design where we can change the formatting to whatever we need. Let's say that I extract this and I can play around and see different previews of it. Whatever I like, I just need to click on that. So let's say I want this simple formatting, I just clicked on this, and now this is our format. We also have a short key for this. Let's say I just reverse this by Undo and now I want to format it again. I just hold the Control key, press T here. Control T is the short key. Hit Enter, and that's how you can easily format that. It will form it in a default table. So let's say it always do it blue. But after that, you can change it from table design to whatever format you want. That's how we can format this. And also, you will notice that even if no filter is applied, it will not only insert the table, it will apply the filter which each heading as well, and that's why it was asking that, does your table has headers? So if they have headings, I will apply filter through them as well. So this is how you do it. Just try this by yourself, and I'll see you in the next one. 22. Remove Table in Excel without losing Data and Convert to Normal Range: Video, we are going to see how we can convert the table to a normal range. So although formatting the table has a lot of benefits, that is that if you feel anytime in future that you don't want this particular design, you want to change this, you can just go to Table Design and can simply select whatever you want. So I have changed it to this. And also, let's push this grading system aside, and that's very simple insert a couple of columns and it will push it further. After that, let's say I want to add remarks. You will notice that as soon as I write remarks and hit Enter in this heading, it will be automatically formatted in the complete column. Now if I want to add the remarks based on the status that if let's say the student is passed then good, otherwise bad, just to keep it simple, you can work on the ranking system as well just add different detailed remarks. But let's just try this. First to this cell. Now, you will notice that instead of J two, it's picking some other reference, it's picking the reference according to a whole column. And that's not a problem because we are still able to apply this. If this cell is equal to pass, then good, otherwise, bad. Hit Enter, we might need to, okay. We didn't close the inverted commas, hit Enter, and it's easily able to pick this and formula is applied correctly. But let's say that if we want to understand the true concept of absolute and references, we have different combinations that we will see in future. It's like this. This is full fixing. This is only column is free and row is fixed. Like column is relative and row is absolute. One is column is absolute and row is relative. So we have the complex scenarios where we need to fix different parts in a cell. In that scenario, it might cause some problems and you are not able to see the references properly. That's why we want to convert it to a range. So now you understand that although there are a lot of benefits for designing it as table when you are working in complex scenarios, it might cause you some problems. So instead of this, I just want to convert it to a range. Right click here, go to the table and convert it to a normal range. Again, ask you, do you want to convert the table to a normal range? Yes. Now, it has changed the reference style as well, although it is showing the sheet reference, but that's not a problem. We can continue with this. Now, the positives here is you can simply select the reference, and it will always show you the right reference equals to this cell, as you can see, now it's showing I two. You can fix different parts now. But the negatives, if we scroll down, we have to freeze panes, otherwise, we won't be able to see the headings, so we have to do it like this. Just select wherever you want to fix this. On this point, I want to fix all the headings and behind that is the student name that I want to fix. This is the reference point view, free spans, freepans. We have already done that. Also this format. Whatever is the table format, you cannot change it simply by going in to a table design because we don't have thetab now. Now, whatever you want to make the changes of, you need to remove the complete format and then reapply it by the help of format as table, and then you can convert it to a normal range again, but that's how you do it. Although there are some positives in the complex scenarios where you write some difficult formulas, it might cause some problems as well. This is how you can convert that. Just try this by yourself and I'll see you in the next one. 23. Basic and Advance Use of Format Painter: Video, we are going to understand the use of format painter and in what kind of conditions you can easily do that. For example, we are seeing here that in remarks, we have applied the formula. But let's say that I make any changes, and let's say that the table format is designed by myself, or I have already converted this to arrange. So now we apply this. So we apply this equals to if this cell is equal to pass, then good. Otherwise, bad. I apply this formula, it's all fine. But let's say I want to refresh this and apply it to all, so I just double click to send it down. But when I send this down or even with this format, even if we have this filled, from the first cell, if we drag this again, it will disturb the overall formatting just because it has copied the format in all the other cells which is in the first cell. So if you want to make the format same even without formatting is as stable again. What we can do is just select the parallel column which has the right formatting. So this one has the accurate formatting. I'll just take this one as a sample by selecting the whole column. It's very simple to select the whole column, select it from the column reference like the letter L. After that, just go to the home tab and use Format Painter. Basically, this takes this format as a sample and wherever you want to paste it, you have this brush sign along with the normal sign of Excel. So we copied it from the complete column, we paste it on the complete column. So what this will do is it will copy this format and paste it here simply by just a simple click, like this. As you can see, it instantly formatted that. Not only this, let's say I want this same formatting of 23 columns, and up until this point, I just want the format to be copied. I just select this, click on Format Painter, and wherever you want to paste this, you can do this. But sometimes we might need to create some different tables, a couple of them. But every time we select the range, we select format table, and as soon as we click this, now we have to select it again. So if you don't want that, we'll do is just first time when you were making this selection, instead of single click, you just press double click. And now it will not be finished as soon as you paste one. So this way, you can create multiple formats or multiple tables based on the format quickly. So this is how you can do it. Just try this by yourself, and I'll see you in the next. 24. Quickest Way to Remove All Formatting: Video, we are going to see an amazing quickest way of removing all the formats from your Excel sheet. So in the previous example, I've inserted some of the tables using format painters, and now I quickly want to remove this with a single click or a quickest way. So what we'll do is just select all the data and just watch this what I have done. So how much time did it take? 1 second or less than 1 second? The question is, how did I do it? You just have to select whatever you want to remove as a format. And like I said, the golden short key is the way to success. I already remember all the combinations. The golden key is alternate, and then it will guide you through since we already know that all the clear and format related functions are in the home tab, so after Alt comes the H function or H short key, clear is E, and clear formats is F. So what I have done is I just selected the data or formats that I want to remove and alternate H E F. So that's the power if you remember the short keys. Similarly, here in the complete sheet, I just press Control A to select the whole format, alternate HEf that's how quickly you can remove all the formats back to the original one. Just try this by yourself, and I'll see you in the next. 25. Effective Use of Count Count A Countblank: Video, we are going to see how we can effectively use the count formulas, that is count A, count blank, count I, and what kind of situations does it apply. So again, we are working on our very simple example of mark sheet, and let's say some of the students didn't even appeared in the exams. So let's say that I just remove the marks from a couple of cells because that should be considered as absent, and then I will use that to see the formula. So I've removed some. And now let's say that I want to extract a couple of details in the summary. I want to extract The student present subject wise, and the student that are absent subject wise. So if you want to just see how many students are present, obviously, they are present. That's why their numbers are marked. So I will just use equal to formula, use count. It counts the number of cells in a range that contain numbers. So whatever is empty, it will not count that. It's that simple. Stab, and you can either manually select the range or you just select the first cell or the bottom cell and then press Control Shift and up. But you might not be satisfied here. That's because whenever the cells are empty, it stops at that point. So we have to push through it just by pressing control shift up a couple of times until it hits the roof or the heading. So after that, just enter, and it says 47 students are present in the mathematics subject. Now if we apply it for the first one, we just have to use the fill handle in order to drag this to all subjects. Or if you want to use this as a short key, just select the first cell containing the formula and just hold the shift and continue through all the blank cells. Select all the blank cells and press Control R. What this will do is it will copy the formula towards in all the other cells. Let's do this for the absent student subject wise. I'll just use the formula of count blank equals to count blank. What count blank does is very simple, as the name suggests, whatever is blank in the cells, it will only count those. So we just have to select the range. I'll just select the range until it touches the heading. I need to push through it until we select the headings as well. And it says only three cells are empty, so only three students are absent in mathematics. Just drag towards right, and that's how you can do it. Just try this by yourself, and I'll see you in the next one where I show you a different examples of count A. So that's how you can use the count and count blank functions. Just try this by yourself, and I'll see you in the next one. 26. Basic Use of Find and Replace in Excel: Video, we are going to see a quick example of how you can use the fine and replace function effectively. And this is just a basics. We will see it in much detail. But let's say that I have made a couple of cells blank just because these students were absent. But let's say that I am facing a confusion that whether this cell is accidentally removed or they were genuinely absent. So for that, I want to replace all of these blank cells with A. How can I do it? It's very simple select the range. And just press Control F. And here we just go to the replace function. Now what you want to find here? We want to find blank. So I'll just keep it blank, and I want to replace all of this with A, so click on replace all and it's done. By default, the formatting of the alphabets in Excel is left aligned by the numbers are right align. So if you want to align that again, just select the data and align it however you want. And that's how you can use the basic function of fine and replace. Just try this by yourself, and I'll see you in the next one. 27. Smartly Use Count A and Count IF: This video, we are going to see the example of count A and count I in Excel. So in the last video, we have converted all the blank cells and replaced it with A to make sure that they are genuinely absent and we haven't accidentally removed the numbers from the cell just by keeping it blank. So when we scroll down, we see the effect of it. Here, we just apply the formula of count blank, but now this is not blank, right? So what formula do we use? Let's see what options do we have equals to count now there is something which says count A. But when we see it, it says, count the numbers of the cells in a range that are not empty. So basically, if you want to count all the alphabets and numbers, the count A function is used. So let's say I want to see the total students count. In that situation, I can use count A. So even if it is a number or an absent, just stop before the subject name, otherwise, it will count that as well. So if we hit Enter, it is able to count both alphabets and numbers, while the count function only counts for the numbers. But here, what we'll use? Because we just have to count whatever is A means absent. Is to count if works here. So it has a condition where we just have to select the range. I'll just select this complete range. Doesn't matter if we select or include the heading in that. And after that, the criteria is, I just want to count A, select the whole range and count A out of that. So it is able to identify that only three students were absent. Let's scroll towards right. You can make the total here as well. It's very accurate. 46 students were present, four were absent. So all of these makes the rule of 50, and that's how we can also confirm that the formula is working perfectly fine. So that's how you can apply the count A and count I. And guys, these are all the functions that is very important. So I'm explaining you all on this simple example so that you can easily grasp that. We will see some further complex examples as well, and we will see many amazing AI functions in Excel. But what I want is I want you to practice it and learn some techniques as well so that we can effectively use AI. If you're completely blank to Excel and you don't know how different formulas work and what kind of requirements are there in order to customize a formula, according to the situations, then you can't even use AI with effectiveness. First of all, we will learn all the functions. We will see smarter and smarter techniques of doing things then we will move to the AI functions because AI is just on a next level. It is able to everything, no matter if you don't know a single thing about Excel. But what we are planning here that if you want to use professionally, there are some situations that you need to learn first, then you can even explain AI. Otherwise, you won't be able to mention the right prompt because you yourself will not know what requirements do you have? We will see everything step by step. Just write this by yourself, and I'll see you in the next one. 28. Remove Duplicate Values From Data: Video, we are going to see that if you want to remove the duplicates from your data and only keep the unique values so that you can perform some calculations or whatever you want, how we can do that. So here, in this particular example, let's say that I want to use the grade here. I want to filter all the grades. Let's say I want to count them using a formula, but I don't want to mention them one by one. One is A, A plus. I don't want to write that. What I will do is I'll just completely copy this particular column copy this, paste it right here, but as we can see here two problems. One, as soon as I pasted it here, it automatically turns everything to fail. Why? Because it had a formula and the formula just moved from that position, so it's not able to work. What is the solution of that? We've already seen this, and now it's getting interesting because this is the time where you apply what you have learned. How can I simply paste this here without getting any error? How can I remove the formula and just paste the values? Yes, just right click here, go to pay special and paste special as values only. That's what you need to do. Click Okay. And now we have all the grades, but they are in the repeated form. I just want it to be unique and only mentioned one time. So now I have to remove the duplicates. Just keep the data selected and just go to the data and select remove duplicates. It will ask you just to confirm that if your data is in Qu column, that's perfectly mentioned. Click Okay and 44 duplicate values found and remove seven unique values removed. And that's how you can simply do it. Just try this by yourself, and I'll see you in the next one. 29. Countif With Multiple Criterias: Video, we are going to continue with the counter example, and we are going to see that if I want to extract, how many students have obtained A grade, how many of them obtained A plus, B plus, and so on. But I don't want to repeatedly apply the formula. How can I effectively define the formula, which saves me a lot of time. So I'll use the same formula of count if equals to count if Range. First of all, range means a couple of cells or a range of data. Always identify range as a bigger data. So criteria is this, and the range is bigger data where we need to actually find this. I need to find a. Where will I find this or count this in the K column. Remember, here you get the reference of a complete K column, so we don't need to fix this. But if you manly select the range like this, you need to fix it with dollar sign. Just select this and press FNF four to totally fix this because otherwise, when we drag the formula downwards, this range will automatically slip down from here. So we don't want that. And the simplest way of doing this is just select the whole K column because the column cannot move downwards further. It's complete column selected. Now, from this column, what do you want to count? From the grades, I want to count how many times this comes. So instead of writing it manually like we did in the absence, I just wrote A. Instead of writing that, I just mentioned the criteria should be taken from here because when we scroll down, it will automatically in the next cell, take the criteria from here and the results will automatically change this way. So it's able to count that only one person has obtained a grade. Let's double click to send it down and boom. Here you have the criteria is always scrolled down and the range is already fixed, and it's able to pick the grades in every single cell just by applying a formula single time. And that's the power of Excel that we are actually here to learn. We don't need to apply formula many times, rather we will apply a single time formula in such a way that it should be applied to all in one go. So that's how we do it. Just wry this by yourself and I'll see you in the next one. 30. Keyboard Shortcuts Practice With Tasks: Video, we are going to learn about all the amazing shortcut keys that we have available in Excel. So some of them, we have already seen that, but many times there are some other important shortcut keys that doesn't work with the golden key like alternate. And also, it's not a common short key like Control B, Control X, Control V. So here are all the short keys mentioned that if you want to mention the current time, the current date, these are all the short keys that you can use. It's pretty simple. And you can find this file with the resources section of this video. Not only that, I have also attached over 200 shortcut keys that you can memorize in order to work efficiently in Excel. So it has a complete table of contents that you can find. So I want you to read through all of these examples so that you can graphs the knowledge in a better way. So these are some of the combinations, and also if you are using MacBook these are the combinations that's different from Windows. So you can try that as well. As you can see, it's clearly defined along with all the combination keys. So I want you to try a couple of them so that you can refer to this document in future whenever you need any particular short key. And also, since it is a Period file, if you want to search for anything like what is the replace shortcut key or what is formatting shortcut key? So you just write format here, press Control F, write format here. You will get into the formatting section where you can see all of these short keys. Similarly, let's say that I want to see the short keys of Pivot Table, although we haven't discussed this functionality, but PivotTable is a very important dashboard reporting tool. So just write Pivot here and you can see all of these amazing shortcut keys. Always, you need short keys to work efficiently in Excel, and the most important part is if you are practicing it on Mac, you can find the relevant short key on Mac as well. So let's say that I have defined some short key, which is Windows baase you can immediately open this document and find it by yourself form MAC. Not only that, I have compiled a document for you in Excel that you can also find with the resources section of this video. So basically, these are three files. So in this Excel file, I have categorized it in different sequences like all the journal short keys to open the new file, save file, save as, all short keys are there. Next, we have navigation short keys to move between the sections to move between the menus and different functions. Then we have the formatting cells, editing text, short keys, and highlighting short keys, inserting new text automatically. So these are some of the short keys that you can also refer to. And we also have seen some of the amazing short keys in the starting, if you remember. So these are a little exercises that we will together do here. So it's kind of a game that we will practice keyboarding examples. What we need to do in this exercise one is hold down the control key. Let's hold a Control key and press arrow keys to move to the end of the continuous block of data. Since you can see that there is no break or there is no empty cells in between this data. So if you want to jump from the beginning till the end, just hold the control key and press a down arrow key. Similarly, if I want to jump up in the next one, what we can do is just move with the arrow key and just hold the Control key and jump up. Jump down, jump up. You can move freely when there is continue series of data. But when there is a break, as you can see here, when we hold the Control key and press down, it stops here. Then we hold the Control key and press down again, it stops here again, and then it continues through the bottom. So just remember that if there is space, you might need to press a couple of times in order to go till the end of the data. So this is a simple exercise. Let's move to the keyboard exercise too. Here, we need to hold down the control key and press the arrow keys to move to the end of the continuous black of data. So here the task is we should not move the cursor out of this continuous row or rod. So let's move on this road, control down. We move to the first point, control, right, move to the second point, control up, move to the third point, fourth point, and fifth point. Similarly, let's practice this. If we hold the Control key, we can move between the points very easily, as you can see, Control up, control left, control up, control right, control up, control left, control up and control right. So this is how you can do it. Very simple project. Let's move to keyboard exercise three, and this is about the selection, how you can select the different data. What we need to hold down the Shift plus control, Control plus shift, and press the arrow keys to select the cells while moving at the end of the continuous bloss. So let's say that I want to select it from this point to this point, and then I want to select the whole data. Although I can do this by pressing Control A as well because this is a separate dataset from this one. But let's practice the Control shift as well. Control Shift write and then down, or otherwise, you can do Control Shift down and then write. Same thing. Let's do it on exercise two, Control Shift write, and down, it's selected the complete data or Control Shift down and write. So this is how you can select it and you can select simple data of a single column as well, Control shift down, and that's how you can select it until the bottom. Again, if you have some kind of breaks here, it will stop at multiple points. Let's try it now. Control shift down, it stops here. Continue moving. Control shift down, Control shift down, and then it finally moved till the end. You can find this keyboard short keys along with these exercises with the resources section of this video. And I want to practice all of these documents and see in detail what works for you because this keyboard shortkese is very important in order to work efficiently in Excel for future. So just try this by yourself, and I'll see you in the next one. 31. Use of AI In Excel Introduction: Video, we are going to see how we can use the AI functionality in order to work on Excel efficiently. So let's say that we want to discuss a particular functionality with all the advanced functions like Vlookup. I want to discuss all the functionalities here. So what I'll do is I'll open the chat GBT and write a simple prompt with all the requirements that should exist in a particular project along with all the data. Because obviously, in order to practice in Excel for any kind of formulas or functions, you need data. With the help of AI, it's super simple to get any kind of data you want. So I have put a requirement, create me an Excel project considering car decoration business in which I can learn and solve a unique searching technique. Vlookup with name ranges. These are all the topics that we're going to learn about. We look up with data validation, data validation with error alerts, we look up in discount tables, dynamic application, error modification, edge lookup application, and with payroll taxation, advanced Vlookup technique, additional fixed charge, wildcard character, index match, large data reconcilation, hyperdlinks, and hyperlinks for data mapping. So I have mentioned at the end, you can create multiple Excel sheets if you want in a single file, but make sure to make a large set of at least 100 rows, which is like a real world project. So here it has mentioned, here's your Excel project file for the car decoration business designed to help you learn and apply what Vlookup Data Validation, as Lookup Index Match, and it has attached a file for us. This one was the file, as you can see here, it involves multiple sheets. And if we check the number of rows, it's around 100 rows of data. So a perfect example, but here I want the real customer names, one thing. And the decoration items is properly defined. That's all fine. Under the discounts, we have different discounts policies, perfect payroll. We have different employees. Here, we also want the real employee names so that it can look. Of a professional kind of assignment. Any kind of charges, the taxation charges, we have this here, perfect wildcard use of characters. We have this assignment, index match functions, and hyperlinks. So we will use all of this, but we need some customization. So what we can do is, first of all, read the requirements that the sheet include this kind of data. I just mentioned that write real American customer names and employee names and also write the requirements of the task that student needs to complete on the dataset. So task requirements are this ones for you that we are going to work on. So let me just copy this, and I'll attach this with the resources section of this video as well. Or it's asking let me know if you would like PDF of Instruction guide or step by step tutorial sheets added to this file. Please give me a period of file for task requirements of students. And also, I can download the updated Excel file. So let's just process this. And meanwhile, I just download the updated file. When we check this, again, this has again downloaded a file. Check that. And now we can see that it has successfully converted the customer names into real names. That's how simple it is in Excel to generate the data with the help of AI. So we can work on all of these projects. And by the way, guys, you can find this project with the resources section of this video so that we can work on this in future. And meanwhile, let's scroll down and let's see what kind of video file did it generate. But it is able to generate only a few in the free version. So what we can do is just copy this all requirements and paste it in a Word file. By the way, guys, you can find this in the resources section of this video as well. So now it's very easy for us to just simply see these requirements and we can work on a practical dataset easily. We don't need to spend a lot of time in order to generate the data. We have the data generated perfectly, and we have all the requirements that we need to learn on that particular project. It's very simple to follow it now, and that's the power of AI that you can use. This is just a small example on how you can generate data. In future, we will see a lot of advanced techniques as well that you can use to work efficiently on Excel. We will see some very amazing techniques. But right now, just download both of these projects and I'll see you in the next. 32. Using Vlookup Basics: Video, we are going to see how the Vlookup basic functionality works. So let's say that I have these simple product names, product IDs, make and unit price. And let's say that whenever the customer comes, I have a lot of items. So I want a system that I just enter the products in the search box, whatever the customer has asked for, and all the information regarding that product should appear here, and I don't have to find it manually or apply filters to it, so I need to create a search box which can automatically look up for the products. Let's make the search box. Let's make an item search. Give it a professional touch by formatting. Let's make this like this, and all the information should appear here. I'll also apply the borders, apply the boers on the first column as well. And now it's ready. Now what I need to do is I can simply search any product here seat covers, and it should automatically give me all the details like product name, product ID, make, and unit price. So I'll just copy the headings here and paste it at the bottom. Let's reformat this. I'll just go to the home tab again. And since the formatting is disturbed, we need to change it back to the original one, and let's even change it for the first headings as well. It's done. I want a system now that whenever we enter any product name, all the information related to that product should automatically appear here and we don't have to look up manually. But before understanding the functionality, let's suppose that you have all these products along with the details on a paper. So what you will do, let's say that someone asked for the Window tin price. So we've noted that what the customer has asked. Now we will search it thoroughly in the results and we will start looking up from the top to bottom. We will search for the product, and here it is. Now what we have done manually is look up. V lookup means vertical lookup. That means you are searching for the item in a vertical sequence. And when we find the item, we will see its relevant results. Let's say that we want to see the price of it, so we will manually jump our eyes to fourth column automatically. So it's one, two, three, and four. And fourth column is the relevant price of it. This is exactly how Vlookup works. The only thing is it will work automatically. We just have to mention the product name here and it will extract the product ID, make and unit price for you. I was to look up. We don't need to write this completely. We can just follow this automatically by just pressing tab and look up value. This is the tool tip that we need to concentrate on. It's simply asking, what do you want to find? Means if you want to find the product ID for what kind of item. So this is the field that I want to look up to. Why I have selected the field and not written the item manually. That's because whatever in this field, I want to find the results related to that. So when I change the product, it will change the results automatically. And after that, according to Tool tip, press when you selected the of value table array. In which table do you want to find the relevant results? So this complete table is my table array. I'll select that comma. Column index number. In which relevant column do you want to find the result? So the column number starts from here, one, two, three, and four. So fourth is for price, but if I want to see the product ID, let's say, it is in the second column. As you can see, product ID is the second column. I'll write two here and comma. Do you want to find it exactly or approximately? Now, just guys remember that approximate match is used only in text conditions or discount conditions where it is defined that if a person, let's say, buys between thousand to 2000, they get 2% discount. Between 2000 5,000, they get 3% discount. So if they fall within that particular numbers, then only they can get the discount. So in that kind of conditions where there is no exact it lies between a particular range. Approximate match is applied. Otherwise, in all of these conditions where you have to find the exact value, exact match is applied. So we can just double click and it will write false for us. But for all the Axl pro users, they always write zero, zero is for false, and one is for true. That means zero is for exact match, and one is for approximate match. Just remember that, hit Enter, and this is that simple. Product ID is successfully extracted for Windows stint. Now, if you want to find for roof box, I can just change the product and it will change and find the relevant ID for you. And not only that, we can do it for all the other fields, but I just want you to try it by yourself, and I'll see you in the next one. 33. Applying Vlookup Using Named Ranges: Video, we are going to see the smart use of name ranges and how we can apply this in Vlookup to make our life so much easier. So we've already applied the Vlookup formula, but in this, we have manually selected the table array. And the drawback of this is either we have to fix it with the dollar sign, we just hold it and use FNF four or just F four in some cases, and then fix it at this point. What this does is if we scroll it towards right, it will not scroll the table array like this. Let's check and undo this to just see that if we don't apply this, what happens? Here it somehow picks the right values because it's changing the look of values as well, but this is not how we do it. When we drag the formula towards right, you will notice that the table array also shifts in its position, and we don't want that. So what we will do is we can use the name ranges. Not only that we don't need to select the complete table, but also it will be fixed at this point. So for example, I select this whole table for once, and in the name box, wherever you are, you can see the name box on your let me just show you even if the menu is pinned. So wherever in whatever menu we are, we can always see the name box here. So just select the complete table and name it from here. We can name it anything we want, like product underscored table. Why underscore? Because it doesn't allow any kind of space or special characters in between. So if you want to put the space, we have to use the underscored sign for it. Hit Enter, and now it's saved, make sure that it shows up here, and after that, it will be much easier to apply a Vlookup formula. So if it was to Vlookup, Lou value is this one. I want to look up whatever in this field. Table array, we don't need to go and select the whole table. We just write here, product table. And here it is, our name is suggested, press tab, and it will automatically select it for you. Now you might be thinking that we can select it manually as well. So what's the use of this? The use of it is, let's say that you are using a very big table with lots of rows and columns. So not only you will face difficulty every time to select the data manually, but also let's say that you are in some other sheet and then you want to apply a Vlookup formula perfectly. So in that case, you don't need to switch between sheets. You can apply the formula by being on the other sheet as well. So it's that simple. Click on right comma. Now column index four, this is two, since we want to extract the details from the second column and its exact match. Now if we drag the formula towards right, it shows not available. Why it's not available? Because now we just need to fix the lookup value. We can fix this name as well. Not only for the range, but only for a single cell, we can write this. Name, Lou, let's say, hit Enter, and now we can again use the formula. This way, you will get a good grip on the Vlookup formula as well, equals to Vlookup. A value is name look up. So not only the name is fixed, but also when we scroll it towards right, it will not move. We don't need to fix it by pressing F four key or applying the dollar sign. C, here is the product table. Now, although we can't see the data fully due to whatever reason, still we don't need to see the data because once we have confirmed and marked this range as product table. So always, it will select the correct range. Product ID is two and its exact match because we want to extract the results from second column. So here it is. And finally, if we drag it towards right, we see the same results in every single cell. Why is that? Because in the make, we don't need the results from column two. Instead, we need the results from column three. Let me just zoom it out, double click to open this. So here we just need to change the column index number to three. Now it's showing the right make. And in unit price, since it is one, two, three, four, fourth column, we need to manually change this four as well. Now our formula is ready. We just need to check this. Let's write trunk organizer, hit Enter, and you can see all of the details are extracted right away as soon as I wrote the product name. So that's the power of using the name ranges. Not only it gets the data fixed, but also it always picks up the data in the right order, and in the right range, you don't need to confirm it every single time, even if you are in some other sheet, let's say on this one, and we want to use Vlookup. Let's say I want to look up this, but I want to use the product table for there. Don't need to go back and check and manually highlight that table. Neither do I need to fix any of the table. I just use this. Column index number is, let's say, two exact match. Obviously, this is not the look of value, but if it is, it will extract the results very easily. Now it's your task. What we need to do is just you copy this search engine. And paste it somewhere else in the new sheet. And then try to apply the same formula, just remove this, and you try to apply this formula by being on this sheet only. We don't need to see the previous sheet where original data is. We can just make a search engine here. So that's your task. Just try this by yourself, and I'll see you in the next one. 34. How to Edit and Extend Named Ranges in Excel: This video, we are going to see how we can edit or expand or basically extend any kind of name ranges that we have already defined. So let's say in this particular product list, it's not necessary that only these are the products ever available in your business, rather, you might be dealing with other products as well, or you need to add a couple of products every single time or every single month, and then you want to update your search results as well. So for that, I have added this two products extension, and you can find this file with the resources section of this video. I just copied it from here and I just paste it here. Now, these are some new products added. And if we want to create the gap between this data and the search results, we can just insert a new cell here. And let's remove all of this formatting. Go to home and set to no fill. So these are the new products. When we try to copy this and write it in the product name, it is unable to find the results. Why is that whenever you make any mistake or find any kind of mistakes, what you do is just simply double click to open the formula. And how will you double click this? Just make sure that you are not in the corners but in the center of the cell. Just double click and we can notice here that the lookup is correctly set, but the product table is set to this point on. And it's not extending it. So that's the problem that we need to resolve because we don't want to apply the formula in every single cell again and again. I will take a lot of time. And second, it is a lot of effort, especially if you have applied multiple kind of Vlookup, and you need to reapply this because the data is extended. So we don't need to do this. Now, in order to extend the name ranges, what we need to do is just go to the formula Sab and click on name Manager here. So not only you can delete this, you can edit from here as well, you can create some new name ranges as well. So the name lookup is correctly defined because this is the main lookup value, the product able. I'll just double click and it refers to this particular range. What I'll do is I'll just delete this reference to reference and just re select it from the background. Just select it like this and click Okay and click Close. Now, you will notice as soon as I close this, it will automatically show the right results because the data is now updated. So close, and here is the magic. Every time you just go to the formulas, click on Name Manager, and you can make all of these changes, you can edit the name of the name range as well. But in that case, you have to update the formula as well. So just try this by yourself, and I'll see you in the next one. 35. How to Extend or Expand the Named Range Automatically in Excel: This video, we are going to see how we can automatically extend or expand the name range as we add new values because every time we add new products here, we have to make all of these changes, although it's very convenient we don't need to adjust the formula we go to the formulas, go to name manager, and we simply edit that. But every time for each single item, all the editing and this stuff, it doesn't suit me. So what I'll do instead is there are two solutions. One, we can cut all of this search box and don't place it ever in the middle of the data because one, we always need to move it down when the data increases. And two, we cannot apply a SMAT techniques when the search box is just behind the data. So I'll just pase it here, cut it, Control X, Control V, and here is our search box. Now, what we will do is, instead of selecting the manual range from this point up till the last point of the data, we select all of these columns as our data. Happens is whatever goes between these columns later on, whether it's row number 14, 15th or up to 100 or thousands or lacks, whatever is within these columns will automatically be the part of data. So what we'll do is we will not make all the changes in the formulas, rather we just go to the formulas, click on the name manager, and we just edit this. Instead of deleting, I just prefer to edit, go to the product table, and we simply remove this reference to and select all the columns in the reference. Not only it is more convenient, but also the references, if you notice, it's very simple. Just consider equals to a tilt. So from A column til D column, this is just the sheet name to make sure that sheet reference is correct. When you use multiple sheets, it refers to the sheet as well whenever you select the data. Click Okay, click Close. And now, we want to add some new products. So here are a couple of new products that you can find with the resource section of this video. So the file name is further extended card decoration products. I just highlighted it in different colors as well. So just piece it right here, and let's test this. Ambient footwe Light ambient footwll Lights. So it's a difficult name, so I prefer to copy and paste it simply here, and you will notice that the product ID make and unit price is automatically mentioned, even if it was mentioned in not this area, even if it was mentioned in this area, still it should work on one 11th row. I can just paste it here. And as you can see here, 214 chill rive, and unit price is 180. Unit price is 180 hill rive. It has extracted the right product every single time, and that's the power of adjusting the name range to make the products automatically update in the name ranges. The other method can be a simple option as well. And that is just select the complete table press Control for table. Click Okay, and it will automatically not just format it for you, but it will convert this into a table. Then you can see a special tab where you can customize the formatting. And not only that, this table, if you go to the table design has a name. So you can redefine this name to, let's say, product range. Hit Enter, make sure the name is fixed, and after that, what we can do is whenever you want to add the new products, not only you can add it from here, just write it here in the next line or otherwise, just press tab, tab, tab, and tab, and every single time, a new field is inserted. But you can notice the formatting doesn't look right. That's because we have already formatted it in a particular way. I just need to adjust that. I used the format painter to correct the formatting. You can do the same. And every time we press tab, it will show us the new results in a new line. Let me just remove the formatting first. So just undo this and remove this color and then reapply the formatting so that everything goes well. Now let's do this. Add a new line, press tap, tap tab, add a new line, or even if we write anything here, it automatically makes it the part of the table. And now what we can do is in our Vlookup formula, instead of using product table, as a table array, we can just use the table name as well. So I just removed that one. Let's define this table again. Go to the table design and Table two. I just make it table, revised. Table. Hit Enter, make sure it is saved. So hit Enter or click anywhere in the table, and it will update. Now, let's update our Vlookup formula equals to Vlookup automatically applied. But in the table array, I can just write instead revised table. As you can see, it's able to pick this range and column two and zero. And this is how it should work automatically as well. Just you have to drag it over to apply the formulas on the rest of the cells, and we just have to make the corrections in the column index number. Don't worry. I'll show you the automated method for this as well. But just for now, let's make it simple. So unit price is column number four. Let's make column number four, and that's how it works. This method of defining the table and then naming that table and using it in Vlookup, it's very effective, especially if you have a lot of different ranges or different tables upside down. So let's say that you have a data here, and then after some spaces, you have a data here, and then after some spaces, you have data here. And there are multiple tables that you cannot remove simply you can add it in the table, and then you don't have to select the range as a columns. And they will work fine. And not only that, it will automatically update the results as well, even if we add the new probs. Let's add this ABC, 100, 200, 300, let's say. So let's write ABC here, and we can see it is able to identify and look up for this in the table. So just try this by yourself, and I'll see you in the next one. 36. Create a Dropdown Menu in Excel Using Data Validation: Video, we are going to see how we can create a drop down list in Excel so that we can easily find and enter the products anywhere we want. So here we have an example of Vlookup, and we have applied the formula in nearly every field, but we need to only mention the product, and then we will get the results. Sometimes, as you can see here, dashboard camera, steering wheel cover, under seat subwoofer. So one, it is difficult to add, and maybe you make some spelling mistakes, and the results won't be shown properly. So in that case, I just have to copy and paste it here, and then it shows the results. But the problem is, let's say that this data is in some other sheet. So instead of finding it manually, what we want is we want to create a dropdown. For that, we just select all the products and we define it as a product list. If you see on the left hand corner, we have a name box, and here we write product PROD prod, underscore list. It's the name. Hit Enter and make sure it is saved just by opening this in the dropdown, and we see the product list here. Now, our list is defined, and we want to add it here so that whenever we click on the dropdown, we see all the list. What we will do is just go to the data menu and here we have the option of data validation. Make sure to select the cell first where we want to apply that drop down and under the validation criteria, allow any value. That means it has allowed any value to be entered, and we can simply enter it manually. But we want to allow a complete list here. So what is the source? Source will be equals to PROD, underscore list. Make sure that you select the right name, write the right name, click Okay, and now we have a little dropdown. In here, if you click, we can see complete product list that is very easy to use now. We don't need to enter any name manually. We can search it from the list and enter it right away. So that's how we add our drop down menu using the data validation tool in Excel. Just try this by yourself, and I'll see you in the next one. 37. Create Custom Error Alert in Data Validation: For you, we are going to see how we can design the custom error alerts. Let's say that you make any error in writing the product name, like a spelling error or you enter a product that's not in the list, so it should automatically show you the error. Let's say I just write mats here. It's automatically picking floor mats. Let's write system. It is able to find sound system here. That's because I am using the latest version of Excel. That is 2024. Make sure you use that. Otherwise, you will see a lot of difference if we try it in the earlier versions. It's not able to find that. So car wrapping. But let's say I just write the name that is simply out of the list, sample or something like that. By default, Excel two shows the error and doesn't allow you to enter this and says this value doesn't match the data validation restrictions defined for the cell. Do you want to retry, cancel or whatever you want to do? So this is an error alert that is set by default, but if you want to customize and make your own, how can I do that? Just go to the data and data validation. Here we have already allowed the list. Make sure you select the cell first, which contains that list. And let's go to the error alerts, and I want to stop this. But if you just want to show the warning or an information, let's say that any customer, whenever it exceeds the credit limit, it just shows you a warning or information that now the credit limit is exceeded. So you can use those as well. But if you just want to stop this and disallow the wrong entry, you can do that. Wrong entry is the title. Either the product is not available or incorrect spelling. Check again. Make sure to check again. I want to convert it into this error. Let's write sample here. And now it will show my customized error. Wrong entry, either the product name is not available or in or incorrect spelling. Check again. So do you want to retry that or cancel that? It's up to you. But if we want to convert this to an other error alert, let's say that we just want to show the warning. Right sample here. Now, it shows you this message, but it asks you as well. Do you want to continue? If we still want to continue, we will just write yes, and then it will allow that product. But still, it won't be able to find the dereals about it, so that can be done as well. The other thing is information, click Okay, and now if we enter any wrong data, it will just show you that this is the case and you can continue through it, click Okay, and then it will allow that. So it's up to you. I just want to set it back to stop, and that's how it can be done. Just try this by yourself, and I'll see you in the next one. 38. How to Replace NA Error in Excel with Custom Text: We are going to see how we can replace the NA error in Excel with a custom text. Let's say I want to turn it into some other error or any other custom text, not found or something like that, how can I convert that? It's very simple. What I have to do is just open the existing formula, and in the starting just after equal to, I'll just write if error, if error, we don't even need to write it fully. We just select this, press tab, and boom, this is done. So it's asking on which value you can see the error. I just keep the value as it is. Whatever is written in the formula, I'm not concerned with that. I am just concerned with that when the error comes on any situation in this value or in this formula, then what you need to do. So in starting, we just use if error just after the equals to sine. And in the end, whatever the formulas is, even we have multiple and long formulas, just you have to go to the end, put a comma and just define the value if the error comes. So instead of not available, what do you want to show up? I just want to show up not found. And since this is just a text, this is not a formula, this is not a number or anything that Excel can understand. Have to put the double quotation marks to open and close this hit Enter. It will make the correction and close the bracket at the end, like, and now we can convert it like this. If we just drag it towards right, all the errors are converted, we just have to customize the column index number. Just make sure to do that. And then whenever we have the right data, it will show us the results whenever we have anything else. We just see this error. So that's how it works. Just try this by yourself, and I'll see you in the next one. 39. Using Match Function to Extract Column Index Number Automatically in Vlookup: Video, we are going to see how the match function works in Excel and in what kind of situations and in combination of which formulas, it's very, very effective. So we have an example of look up here where we just mentioned the product name and it automatically extract the ID, details, the make, and the unit price. So what we have done is simply we applied the Vlookup formula. Let me just make it simple. Just wrote here equals rule, we look up. Lou value is this. Table array is product table, here it is, and column index number is two, because we are extracting the data from the second column because it's not any kind of range where we have to find the number, so it's an exact match. When we hit Enter, Vlookup is done. When we change any kind of product, it automatically shows us the result of the product ID. But let's say that we want to apply the same formula on all the other cells. If we drag it towards right, it will show us the same results. And why is that? Because the column index number is changed. So for M, we need to shift and move to column number three. So here's column number three. And then we make column number four. But this takes a lot of time, especially if you don't only have one or four fields. We have many. So in that case, what we will do is, let me just move this down the search box. I'll just copy this and paste it right here. In fact, let's cut this and paste it right here. Okay. So what you can do to make it more efficient, let's say we are making changes like we did earlier, we added if error formula, we added other formula with that, and every time we have to drag it to apply it to all. So instead of making the changes every single time in the column index number, what we'll do is we will just write the column index number according to the original data. Remember that if the product ID in the original data is on third number, then no matter if in your search engine, it's on the second number, we will still use the number that appears in the original table. So in this situation, it's same four, sorry, three. This one is three, and this one is four, the same exact sequence. Now what's the benefit of this? We have just written the numbers, but it's very effective. We just open the first Vlookup, and instead of mentioning the column index number manually, we just refer it to above. We just ask it to take it from the cell above. What is the difference? What difference does it make? It makes a lot of difference that when we scroll or drag it towards right, the excel functionality is by default set to shifting the cells or moving the cells as well, moving the references. So this is relative reference which moves whenever we scroll the results. So now if you want to add thing in the existing formula if error, then let's say Nil, hit Enter, make the correction, and we don't have to make the manual changes in every single elf for the column index number. We just drag it towards right and we can see that it automatically takes the column index number from above. So this is one way of doing this. But let's say that the original data is in some other sequence, and let's say this one is in some other sequence. Let's make the changes. Let's say that we first have the unit price and then is the product ID and unit price and Mg and everything else. This is our order of search engine. We always want the details like that because there are, let's say, a lot of columns, and we only want certain details to be mentioned here. We don't want every detail. Let's say a customer comes and it asks for a particular product, we don't need to tell them all the results. We just need essential details. So here are the details, but it's in some different sequence. So instead of manually locating every single field number, we can use the match formula, and match formula does a great job in that. It just identifies on which position any particular text is. It looks like the Vlookup, but it's a little bit different equals to match. We'll extract the same number using the match function. Let me just remove all of these formulas so that we can see how effective it is. Match, Lou value is this heading. That means I want to find this heading position. Ma. Look up ray. Where do you want to find it? I want to find it in all of these headings. In fact, I can just fix this headings name, select all the headings first and just name it as headings. Make sure it is saved properly by ensuring that it appears in the drop down of the name box. So let's write again, equals to match. I want to look up for this hearing name, and I want to find in what number does it show up? In what position does it show up. So look up array will be headings. I want to check this heading in all the headings of the data. And I want to match it exactly. That's the only thing we need to do it enter, and it will show us that the product name appears in the first position of the original data. Now if we just scroll towards right, automatically, it will mention it in the right sequence in the right positions. Unit price is able to find that this look of value appears at the fourth position in all the headings. We have many useful functions as well to be attached with match function, but here we are using it for Vlookup, as you can see the effectiveness and you can imagine that even if we have hundreds and thousands of columns, or we have some results in the other sheet in the other Excel sheet. Still it is able to find it exactly using different criteria. So that's how we can do it. And now here, it's already referred to the Vlookup. We need to assign it to what is above that. So what is above the relevant field, we'll only select that as a column index number, and when we scroll towards right, it shows us the right details. Let's see for roof box. Let's test this Roof box, product ID is 208, and the price is 450. So price is showing first, then PAC pro and the product ID shows at the end because we need this information least. So that's how you can do it. After that, we have a choice that for this text, if you don't want to see this, either we can make this text at white or otherwise, we can just totally hide this. But since this row contains the data as well, we can paste it somewhere else or we can just use the high function for this. So this is how it's done. Just try this by yourself, and I'll see you in the next one. 40. Applying Vlookup Using Approximate Match: Video, we are going to see how we can practically apply the Vlookup with approximate match, and we are going to see a practical example of this. So we are using this same project that we have started for the use of AI in Excel. This is an AI created worksheet that we will practice on, and what you need to do is just switch on to the orders sheet. Here we have an example of the customer data where the customer has ordered different car decoration products in different units with different prices, and these are the total prices or total sales amount that the customer will pay us in future. But at this stage, this is just an order, and I want to extract how much discount is applicable based on their purchases. So we offer certain discounts. If you check the other sheet of discounts, let's click here. And it says on minimum purchase, there's 0% discount, and above 5,000, there's 5% discount. Above 10,000, there's 10% discount, but you cannot see it properly in 10%. That's because we haven't applied the percentage sign yet. So it's very simple just select the column. Go to the Home tab and apply the percentage. So here you go. Basically, this is the upper and lower limit. You can define it in this way as well. So let's say 024999. Up this amount, there's only 0% discount, but above 5,000 till 9,999, there is 5% discount, and above 10,000, there is 10% discount. But we can keep it like this as well. It's very easy to understand. Zero up till 4,099 is 0% falls under this category, and above 5,000 is 5%, above 10,000 is 10% discount and above 20,000 is 15%. So because this particular table is on an other sheet, and I want to apply the Vlookup on, let's say, this one, this sheet, what you can do is just select this whole area and just name it as D table. Discount table, hit Enter and make sure from the top down that it is showing in the name here. You can also make sure that it is properly saved by going into formulas and Name Manager, and you can find the range here, which you can expand later on based on the data. Anyways, let's extract the discount because we want the discount here next to each order or total sales. Let's say this is total s let's extract the discount applicable now. Equals to Vlookup. Look up value is this because we want to find out how much discount is applicable on this particular amount. Where do you want to see this in the D table? So you will notice that we don't need to go in the other sheet in order to select the data. We can directly select it from here, and the column index is the second row because in first, the range is mentioned, and in the second one, the percentage is mentioned. So it's the second column always what is it? Approximate match or exact match? If you notice, there is no certain thing as 5,000, 10,000, so it doesn't matches exactly with the sales amount. We just have to find out in which range does it fall. So that's why we will not be applying the exact match, we will be applying approximate match. By the way, guys, if you are in the formula in middle of applying the formula, you will notice that when we switch the sheets, it will show the sheet reference here. So you have to manually remove it if you don't want and you're back on this sheet. I'll just write one for the approximate match, hit Enter, and there you go. It's 0% because it's below 5,000, let's go to the home tab and apply the percentage. And after that, it's very simple just double click to send it down, and you should be able to see all the percentages of discount applicable. So that's how you can use the approximate match in Vlookup. Now if you just want to extract the actual discount amount, we can simply write equals to this cell, multiply by this cell, hit Enter. So 3,618 multiply by 0% is 0% is zero discount, and just double click to send it down, and you will see all the discounts that are applicable on the certain sales. So that's how you can do it. Just try this by yourself, and I'll see you in the next one. 41. Combining and Mixing of Two Formulas into One in Excel: Video, we are going to learn about the art of mixing the two formulas into one, combining the multiple formulas into one so that we can save some space and also extra columns. So here in the previous example, we have seen that we had the total sales of each customer on the basis of which we have extracted the discount percentage that is applicable based on their level or minimum purchase, and we have offered them some discount percentages. But let's say that I just want to extract a discount amount in total and I don't want to create a separate column based on percentage. Instead of creating a new column for discount amount, we want to extract it in the same column in which we have already apply weed lookup to extract the percentage. And after that, since this is a percentage, we want to see the result of it, I'll just hold the FN key and press press F nine, and you will see that 10% is applicable. You can see this little tip here, and that can be only seen in the latest version of office and not in the previous versions. So we are using 2024 version. This means that this formula extracts the percentage. After that, what we can do is just to extract the total amount, we can just multiply it by the total seals. So you have the choice. If you want to apply it in the starting, you just select the cells and multiply it by the percentage because this one extracts the percentage. So total sales multiply by percentage, give us a direct result. After that, we just have to remove the percentage formula and you calculate this in numbers or accounting, whatever you. I just extract this in numbers, double click to send it down and we have a direct discount amount now. So this is just a basic on how you can mix the two formulas or combine the two formulas into one to save space and extra columns. Now, if I want to remove or reduce the decimal places, just select the whole column, go to the home tab and just click on this increase or decrease decimal places, and we can reduce the extra decimal place. Similarly, if you want to convert the zeros into dash, which looks more professional, you can turn it into a comma style which will show you amounts like this. So that's how you do it. Just try this by yourself, and I'll see you in the next. 42. How to Resolve Formatting Issues in Excel: Video, we are going to see how we can clean up the formatting issues in Excel just by using some simple techniques. So here we have the example of this particular data. By the way, guys, you will find this file with the resources section of this video. So we have this kind of data here as we can notice that some of the borders are applied and some are not, and also some of the columns are filled in a particular color. I don't want that and I want it to be a proper format. Even in the hearings, you will notice that around some hearings, there are borders at the end, and in the other ones, that's not the case. So what we do is just select the whole table, Control A, and I'll use a simple golden short key or H EF, see how quickly I remove the format. How did I remove it? Just press alternate key and press H to guide you through the home tab. And since we know that it's under clear, we want to clear the formats, E and then F. So HE F is the combination to remove the formatting completely. After that, we will just apply Control T to format it as table and hit Enter. Now you will get a certain format and you will notice that it's in the table design. Not only that, you will get a special tab of table design. You can change it to any format you want like this, and that's how you can resolve it. Now, if you don't want that additional table features that comes with it, you can just right click here, go to the table and convert it back to the range, like, and after that, we just have to make a small change in the formatting. For example, for the date format, I need to change it to a short date, and for the monthly pay, we might need to change it to the comma style. And after that, we just remove or decrease the decimal places, and that's how we can make the formatting corrections in Excel. Just try this by yourself and I'll see you in the next one. 43. Applying Hlookup Function with Advanced Techniques: Video, we are going to see how we can work on the Etched lookup function, and it's similar to Vlookup. So this means that whoever knows about lookup and how to apply that can easily work on the Etched lookup function. But here, I have adjusted the table for Etch lookup according to its scenario, where we have taken an example of different employees IDs, and related to those employee ID, we have the name, we have department, we have date of fire, and we have the monthly so it's kind of an payroll information that we need to work on. And this is the database, and let's say that if I want to search anything, any important information related to a particular employee ID, I just need to enter it here and I can extract the net salary. So this is the scenario of the He lookup, but I have an other sheet here, which is the transpose example. What happens is normally we get the data in this form. Most of the times, we have the employee ID, and next to it, in the parallel columns, we have the name, department, date of hire, and monthly pay. But in this scenario, if we create a search box, that will work according to the Vlookup. Means the formula will vertically search for a particular employee ID, and then on the parallel columns, they will extract the results as required. Here in the H L of function, it's exactly the opposite of it. So in the rows, they will search for IDs like this, and in the relevant row, we can search the further details like monthly pay and other things. So this means that we need to twist or transpose this database in order to create that. So we can just simply select the complete table and right click and go to the special and click on transpose to change how the data looks. So we have changed it in this form. But after that, I have just worked on the formatting and now it looks like this. So this is the complete scenario. Let's create a search box, and instead of manually entering all the IDs, I want you to create a drop down list. You already know what we have done earlier. Using data validation, we can create a list, a drop down list. So you can stop at this point and just try this by yourself and resume this. Okay. So hopefully you are able to design the dropdown list. It's very simple. Even if you have the data in row and not in the columns, still, you can just select the data and you can just write employee underscore ID. Why underscore? Because the name box or name ranges doesn't allow any kind of spaces. So hit Enter and just make sure that it's properly saved. Now, guys, this is a new file, which you will find with the resources section of this video. So that's why you only see this one name ranges in the dropdown. Okay. Now we want to attach this drop down list here in the employee ID section where we need to search it. What do we do is just select this cell and then go to the data and click on Data Validation. It's allowing any value to be entered now, but we will set to list, and the source we will write here equals to employ underscore ID. Like Okay, and we have the dropdown right here. Now, let's create a lookup but this is he lookup. Because we want to search it according to an ID, let's enter an ID here. So we want to search the net salary based on the particular employee ID. So what it will do, it will horizontally look up for any particular ID, and related to that employee ID, they will then verticularly search for the relevant results. So any kind of horizontal lookup is called Hlookup equals to h Lou Look at value is this. Table array is same as we selected in the VLC function. We can just select it like this or we can select it. We can select it like this. Obviously, we need to fix it or we can give a table name. So let's fix this FNF four and row index number. And row index number is, let's say that we have found the employee ID here, and we need to go on to extract the monthly pay. So one, two, three, four, and under the fifth row is our row index number. And it is exact match because it is not upper and lower lvment, we want to find an exact result related to the ID. So I'll just write zero here, hit Enter, and you can see we have the relevant results for this particular ID. Change the employee ID, you get different results. And let's say that I want to create the rest of details as well. So what we can do is just copy this, and let's transpose this pay special transpose. Okay. So we have all the fields now. Let's remove net salary from here. So now we have name, department, date of fire, and monthly pay. All the fields are there. And before applying the He lookup, we just select this data and HL underscore data. That means Hlookup data. I'll just write the name like that equals to Hlookup a value is this table array is achL table so we don't have to manually select. Neither do we want to fix that. Ru index number is one and two because it starts from here. So I'll take it from here. Let me just fill it afterwards, zero for exact match. So whatever I write here, this employee ID comes in one position, second, third, fourth, fifth. But instead of that, we can use the match function. See, whatever you have learned earlier is coming now step by step, and it started to make more sense that you can apply the same function in different areas. So I want to see the position of employee ID in this particular list, whether it's on number one, number two, or what else. So equals to match. Value is this. I want to search for the employee ID or whatever is in this field, and look up array is this, all the titles. We can also name this as headings, or otherwise, we can just select screen, but after that, you have to fix that an exact match. 00, it enter. Now, this shows not available because the name or title is not same. It must be exactly same. I'll just copy it from here and paste it right here. If we now drag the formula towards right, you will see how easily it is able to pick all the row index numbers, it just changes the lookup value in every single cell, and then it is able to identify the position. Now it's very simple to apply H Lou. I just take the row index number from here and just drag it towards right. But still, it shows some error. That's because the lookup value must be fixed at this point as well. So AHL underscore look value. Let's fix it with this name equals to ACL, Hlookup, Lou value is you are unable to select any particular cell, just select the cell above that and then scroll through it so that it drags in the bottom, or otherwise, you can just select that. But you can also create a space so that you can easily select that or otherwise, like I said, equals to Etch lookup. Now, it occupies the space, so I'm unable to click here. In this scenario, I can, but if you're not able to do this, just select the cell above and then head down Aoki so that it can select this lookup value properly. This is the lookup value. HL underscore data is our table, and row index number is the second row and its exact match. So it picks up the data, just drag it towards right, and these are all the details. One more thing that if I want to merge the match function in Vlookup, how can I do that? It's very simple, nothing complex, nothing fancy. Just open this match function. Besides equals to sine, just copy everything. Double click the Hooker formula. And instead of row number select row index selection from the top because this formula is actually extracting the row index number. So instead of this, I just remove the upper reference and pase the formula directly here. Hit Enter, and now if you double click, it looks very complex, but the basic logic I have explained you already that this is basically the row index number, which the math function is extracting. So you can do and merge the formulas in the same way. First of all, just apply that separately, and then you can copy and paste it in your main formula so that we are not dependent on this rows now. Just drag it towards right to apply it to every single cell, and now we are not dependent on the row index numbers. So this is an advanced way of applying the etched lookup formula in Excel. Just try this by yourself, and I'll see you in the next one. 44. Vlookup to Calculate Tax on Employees Payroll: Where you are going to see how we can apply the Vlookup in payroll sheets to calculate the overall text that should be applied on a particular employee. So here we have the payroll sheet that you can find with the file that you have downloaded earlier that is use of AI in Excel. So just find this payroll sheet, and we have different employee IDs, employee name, base salary, their bonus, and total pay. We want to extract their tax deduction. How will we apply that? For that, we don't have any kind of ads. So what I will do, I will use help of AI to provide that data to me, and I just copy and pasted it right here. Create text labs for this data. And as you can see, it has created these text labs. What I only need to do is I'll just insert a new sheet. And just write here text slabs for payroll. You can do the same and paste it right here. If you want to adjust in the formatting, just uncheck rap text, increase the size of the text. You can increase it from here, or otherwise, I'll just hold the control key on my keyboard and just scroll the wheel of the mouse so you can increase the size. Total pay lower limit, upper limit. Total pay lower limit. That means from zero onwards, all the tax rates are zero up till the next limit comes. So from 30,000 onwards, all is 5%, from 35,000, all will become 10%, and here is the list available. So let's name this table as tax bands payroll. Hit Enter and make sure it is properly saved and shows in the results in the name range. And after that, let's extract the percentage tax percentage equals to Lou. Look up value is this since we want to see the text applied on total pay. And just right here text band payroll. This is stable array. Column index number is two, and it's approximate match, so we will use one. 0.15 is the text. If you want to apply and convert it into a percentage, you can just go to the Home tab and apply the percentage sign. Double click to send it down, and we're good to go. And if you want to separately extract the text amount after that, just multiply this total pay with the text amount. Or text percentage. So here's the text amount, but let's say that I want to combine both of these into a single column. We've already seen the example, but let's see that again. Let's make it text amount. I don't want to create many columns unnecessarily. So this overall formula extracts the percentage. What I'll do is I'll just multiply it again by total pay to extract the amount. So this gives the percentage, free lookup gives the percentage, and then I multiply it by the total pay. Percentage, multiply by total pay is tax amount directly, but we have already applied percentage style. So let's go to the home, format, and just change it to number or currency, whatever you want, and you can reduce the decimal places if you like. And after that, just double click to send it down. And here is our results. Now let's extract net salary to pay. Net salary to pay is, let's say, after deduction, so equals to total pay minus tax amount. This is the net salary. And if you want to just turn on the comma style, here's how you can do it and just reduce decimal places after that. So this is a little project of yours that you need to apply all what we have learned in the Vlookup in the form of text slabs and extract the relevant tax percentage on the payroll salaries. Just wry this by yourself, and I'll see you in the next one. 45. Combining Two Lookups in a Formula: Video, we are going to see how we can add up the two amounts that is extracted with VL formulas and combine both of them in a single formula. Now, don't get confused. It's very simple to do. We have this payroll information, total pay tax amount is already calculated, and we have the net salary to pay after the deduction of text. And if we see the text labs, we only have the lower limit and the text applied. But let's say that we have any kind of fixed charge as well. So above a certain percentage, we also need to pay a fixed charge or let's say on all of the salaries, we need to pay the fixed charge. Instead of manually creating and adjusting the fixed charge, let me just ask the AI or Chat JBT to do this for me. I'll just write a simple command here that add a fixed charge as well that's compulsory text deductions in the text laps. So we have already generated this kind of text laps here. These are the suggested text labs where from zero onwards, there's 0% tax, and from 30,000, it's 5% from 35,000, it's 10%. So let's add this scenario. Now we can see these are all the fixed charges that is applicable. Let me just adjust this and ask him to write in and let's ask again, it should be different for upper slabs. So here's the fixed charge. Let's update our project. Copy this and paste it right here and we have the fixed charge calculated. Now you want to do is, let me just uncheck the wrap text. And these are all the fixed charges, but as you can see, that the dollar sign is applied as a text. So we need to remove that otherwise the formula won't work. In order to remove all of this, select the fixed charge, all rows, Control F, replace. I want to find dollars and replace it with Nil, replace all. And now we are good. Let's go to the payroll and let's adjust this in the text amount. So this is one single formula where we have extracted the text based on the percent ad of taxation. After that, we will apply plus look up. Look up value is again this and under the text labs for payroll, from the lower limit till the fixed charge, I'll select this data. Or otherwise, what we can do is, I need to use this text band formula, but for the text baan if I select this text band it's only selected up to here. So how will we expand or extend this range? Just go to the formulas, click on Name Manager, and here we see this text band payroll, double click and adjust this. It's simple to remove this altogether and just select the data again. Click Okay, and now we have the new data close out of let's make sure once that the data is properly selected, let's go back. And under the text amount, I'll just write plus here, and again, look up. Look of value is this table array is that text band payroll, and under there, we have to pick the data from the third column. So whenever you move between the sheets, it will give you the sheet reference. So make sure to remove that. We have L value. We have the table array that was already picked up column index number. So column index number is three. And here, since that was a fixed charge, will count as an exact match no. Even though it was a fixed charge, still, it is between the upper and lower limit. We don't have the exact results of 42,160 against that we have to match, but we have zero to 50,000, something like that. So in all of these conditions, we use the approximate match with this one and you just want to see the results of it, you can see that select this area and it will give you 100 as a addition. Hit Enter. So 100 is in 42,000 range. You can see it's 100 as charges. Double click to send it down, and now we have both of these added. And our formula looks like this. So this is how you can merge multiple lookups and even use the add formula plus formula in between. Just try this by yourself, and I'll see you in the next one. 46. Index Match Function: With you, we are going to see how the index match function works in Excel. So we have this dataset named Index Match, where we have the order ID, customer name, car model, and total price. Right now, if we want to search anything regarding the order ID, let's say the customer name, car model or total price, we can easily apply Vlookup in this situation. We just create a search box on our right, paste all the headings, and then we can apply the Vlookup based on the order ID. But let's say that the order ID, instead of at this point, I'll just select the first heading and just press Control Shift down. And from the corner, let's move it. So when we see this kind of sign of the rookies, we can move it towards right and delete the empty column. Okay, so this is the order ID. I'll just mention copy and paste the order ID here. And by looking at this order ID, how can I go backwards? That's where the Vlookup struggles because just remember that Vlookup only works from left to right and not in the other direction. It cannot work towards left. It cannot work upwards or downwards. We have to use some other formula for that. So first of all, we will use the combination of index match here. Now, index and match both are separate formulas, but in combination, their power is much greater. First of all, what we need to do is we need to find the position of this order ID whenever any order ID is ended. So for example, this is the order ID. It needs to find that on which position it is. So it is on one, two, and three third position. So the match function does this job for us. Equals to match, I want to look up this order ID in which area in this area, Control shift down. And obviously, after that, we need to fix this array Fn and F four to fix this exact match, and here it is. It's in position number three. But in position number three, now I want to ask that go parallel to this and just see the total price in the parallel column, but that should be on the left. So I'll merge another formula which is index. Whenever you want to add formula to existing formula, just open that cell, double click, and after equals two, I'll just write index and just mention the array. So just mention the peril array, but make sure that this is starting from the same point as the order ID, which we have used in the match function. Otherwise, it will not work. So let's say that you have selected the whole column, you will select the whole column here as well. So comma, Array is selected where we want the answer. Sorry, but in this case, we want the customer name. So customer name, I'll just choose customer name array, and then we will fix that. And the Ro number can be picked up from the match function, and that's it. Hit Enter and yes. And as you can see, order number 102 is for Linda Davis. Let's try it on any other order number. Let's mention that, and it is Suzanne Wilson. That's perfect. Let's do the same for the car model. First of all, we match here, select the array, but this time, I'll select the whole column and against that exact match. So don't worry about the sequence because this time it will be including the first heading as well. Let's match it against the index, apply index at the starting, and array. The relevant array is car model. Row number can be picked from the match function. So we just have to mention the peril array where we want to select the answer. So that's how it works. Basically, index, like if you remember the table of contents, you have the chapter names and you have the relevant number relevant page number. So if you want to see on that page number, just go to that page number and you will see that chapter. It works in the same way. You extract the number first page number, and against that, you linked it to all the chapters, and whatever is parallel to that number will be extracted by Index Match. Yes, and you can see Suzanne Villan for BMW three Series. But unfortunately, we have to do it separately for every single column. Now, this was a very simple example. Let's see another example of index match, and you will find this particular file with the resources section of this video. So let me just remove both of these, and let me just remove the formatting as well for now. So if you want to remove the formatting, select the whole table. Alternate H EF, H for home, E for clear, as you can see here, and F for clear formatting. HE F is for clear formatting. After that, you can just apply Control T, hit Enter, and you can modernize these colors just like so here is our new data. Let's start working on it. But before that, we want to convert it back to the range. Right click, go to the table and click on Convert to Range. Click. Now, the scenario is very simple. We have different products here, and for all of these products, we ask the quotation from different vendors. So these are all the proposed prices from different vendors for all of these products. Now what we have done is we have compiled it in Excel and put it together. We want to do is, first of all, we will identify the lowest bid according to the product, and then we will identify the vendors against that. And after that, we will analyze which vendor is offering the lowest bid for the maximum products, and we will choose that vendor. So how can we do that? This is the quotations for all the products against different vendors, and for this product one, we want to find the lowest number here or lowest price here. So we have already worked on this formula, but since the scenario has changed, you might be confused what will be implemented here. We want to find the minimum number, and the formula is very simple, which is Min us to men, just select this whole range and hit Enter. So this is the lowest quotation. 38.99 is the lowest rate for product one. Let's double click to send it down, and here we have it. Now, don't worry about the formatting. We will correct this later on, but let's identify the vendor. Now what we want is whoever gives this lowest quotation, I need to find it here. It's this one. Then I need to move up to see the relevant results. Now, Vlookup cannot do this because Vlookup only works from left towards right. If you want to go up, if you want to go down, if you want to go left, index match is the ideal thing for that. What we'll do is equals to. First of all, we will match this because we have to locate the lowest bid. And we want to see on which position it is, exact match. Now, we are practicing this on different scenarios because as you can see, the earlier example was totally different. And here, the example is totally different, but the logic works in the same way and the formula works in the same way. So lowest bid is this, we need to find on which position this lowest bid is. So this is on position number one. An exact match. So this gives the answer of one. I need to now see what is parallel to one upside. So I'll just link it again. Double click to open this right Index at the starting, and we want to index it against this row. Make sure the length of the match and index is same, and then press comma. Hit Enter, it will close the brackets at the end as well. Click, and this is how we identify this. Now we only need to identify what needs to be moved when we track down the formula and what should be fixed. So this vendors names should be fixed only, and this all data, which contains the lowest bid and identifying it with the relevant range should move with every single cell. So double click to send it down now, and we have all of these results. Now what we will do is we will create a unique values, copy this list, paste it at the bottom. But what is this? When we pasted these names, this gives error because this is not a direct text. This is based on a formula. So when we copy this, we need to always paste special as values. And after that, we want to remove the duplicates, go to the data, remove duplicates. Okay. And this is the list. If you want to organize it, write here, sort A to Z, one, two, three, four. Now, we will count each of them. Equals to count if count if range is this one, and criteria is this. So if we double click to send it down, we can see that all of them are equal because they have given the lower quotation in three products, each of them. We can choose any of them. But if, let's say one vendor has given the lowest quotation in six items and the other ones into three or less, so we can choose that vendor. Now, when it comes to formatting, it's very simple identify any column which has the right formatting. Here, I will choose this as a sample. Select the whole, select the whole column, go to the home tab, use the format painter, and then just apply it on both of these cells. And now formatting is correct. So that's how the index match function works in Excel. Just write this by yourself, and I'll see you in the next. 47. Amazing Use of Xlookup Function: Video, we are going to see the amazing use of X lookup and how it is better than H lookup, Vlookup and Index Match combined. So we have the same examples in which we learned the simple look up example. I just changed this example to Xlookup example, and here we have simple data, different product names are there, product ID, make, and unit prices there. So let's say that we want to add a product name. This is my search box, and I want to extract all of the results. Product name is here. We have already attached a drop down list. So when we select any particular product, it should show us the unit price. So although we can do this in Vlookup as well, but let's try Xlookup. Xlookup, Lou value is this. We have already named this. You know how we can do this. Look up array. This product can be found in which column in the original data. That's what it means. Look up array is this. That means this lookup value can be found in this product list. Prefer to select the whole column because when we add the data later on, it will still show the results correctly, and we don't need to update the formula. Return Array. What do you want to return or what should be the answer? So the answers should be picked up from here unit price column. If not found, if not found. Then show not found. So you will notice that earlier we used if error separately. But here we don't need to do this. Exact match, bracket close, hit Enter, and you should be able to see this result. Now, if you change this to mobile holder, mobile holder, let's see, this is mobile holder and the relevant price is 25. So it picks up perfectly. Let's see other example where we have the problem in applying Vlookup, and that is if all of these products are not here, but we move it towards right here at the end. And let's delete the extra column. Now, the products are here and the relevant price is behind that. That means we have to work on right to left. So here, Vlookup doesn't work. Let's try this formula again, equals to X lookup. Look up value is this, Lou array, where the products can be. Here. Return array is this, if not found, I just need to mention not found and exact match, and we are still able to find it properly. Let's see seat covers, seat covers is 130, so that's how we can do it. And when we remove any particular product, it will show us not found or when there is error, it will show us not found like this. If it is blank, it will show zero, but let's write new product, not found. So also we don't need to enter if error separately. Let's see an advanced example. Let's say that I want to quickly find any particular product, and I just know MTS. I just write mats here. So the power of this data validation dropdown list, which we have inserted from here is that it immediately suggests the right product name. We just search this and we are able to see the right price. Again, wrapping Again, camera. Someone will just write camera here, and it was added in the database with dashboard camera. So immediately, it is able to find this dashboard camera. You can just correct it here and you can see the unit price. But that happens only in the latest version. And since we are using 2024 office version, only in this version, updated. Otherwise, you might have to use the combo box function and other functions to do this. But let's say that we haven't applied this and we change it to any value. Let's remove this and let's see that if we now write match, it's not able to suggest anything, and even if we hit Enter, it's not able to find the price as well. So there we need to adjust the X looku with a wildcard character, and that's a very useful function. Let's say that I want to enable the search, even if we write a part of particular. Because normally the employees will make this mistake, especially if you have long names steering wheel cover, ambient foot well lights. They might only enter foot weell lights, but they should be still able to find the product. So what we will do is we will make an adjustment in the formula that the look of value is this. But if whatever is behind this name, write a inverted commas, steric inverted commas and function and combine it with the formula means I'm seeing whatever is additional to this lookup name behind this. So behind this is what? Floor mats. Just consider that in the lookup as well and the original lookup value which we have written and whatever comes after that. Let's say that we only search for Val and whatever comes after that, just include that as well. And inverted commas, Steric and inverted commas. So it will extract the results in every situation. Look up a Ray seam return a ray seam, if not found is same. But in the match found, we will use the wildcard character match, which is two and hit Enter. Now you can see that even if we wrote mats, we can still get the results, even if we write floor. We can still give the results. Even if we write tint, it can still give the results and even if it write Windows tint instead of window tint, no, it doesn't give the result in this situation, but in most of the situation, it does. Let's try woofer, as you can see, under seat Woof, 250. Let's write tire, so it's able to pick this wireless tire inflator, 95. So that's how it works in most of the situations. Now, we will move on to more complex transactions later on, but let's see that if whatever we done with H lookup, can we do this in the same way with X lookup or not? Let's try Index Match, for example. So in here, we just use the order ID in order to extract the customer name, car model, and the total price. Why we have used Index Match in this example because the customer name is behind the order ID. So let's try Xlookup here, Xlookup. Look up value is this and where this value can be found in the order ID, we select the whole column and return array. What we need to return is the customer name. So look all these order IDs and find the relevant customer name. After that, if not found, I'll just need to write not found or Nill, exact match. So here it is able to find this and you can do the same for other ones. But let's check this accuracy. O double 05 is James Garcia. Here it is. So index match can easily be replaced by Xlookup. Let's try another example of this one in which we have experimented with index match. But here, we need to find the lowest bid and the relevant results is upwards. Let's see if the index match function instead of that, Xlookup works or not. Equals to Xlookup. Lookup value is this. Look up array is this because this value can be found in this relevant lookup array. And the return array, whatever you want to return is this, and we need to fix this in the same way because we don't want to scroll down the hearings. If not found, I'll just write here Nil. Match mode should be the exact match, and that's it. Hit Enter, and it's able to identify that it's vendor one. Just double click to send it down and we can see the relevant results for each. So vendor three is 37.62, 37.62. Let's go parallel to it. It's vendor three. That's perfect. So index match can be fully replaced by Xlookup. Let's now look at Hlookup examples. So here is the H lookup example in which the employee ID is on the top and the relevant results in at the bottom, exactly the opposite of Vlookup. So according to the employee ID, I need to extract the details. Let's try this in the Xlookup function. So equals to Xlookup, lookup value is this where this lookup value can be found in the lookup array. So all of this is lookup array. Let's fix that and we don't even need to fix because we have already given the name of employee IDs. Return array is since we are trying to find the names, so all of this is return array. Let's fix this. No, don't fix this. Or you can fix that because this is only a single search box, if not found, right here, not found, so we don't need to separately apply for. If error, match mode is exact match, and that's it. Hit Enter, and now it totally works and replaced the Etch lookup as well. How cool is that? Let's do the same for department. So here we just space this and scroll it down. This is department. Just do that. Scroll one cell down, dt of fire, and we can correct the date form it from here, change it to short date, and then again, scroll towards right. And we are just changing the relevant selection or the return array. That's how we can get it. In the monthly pay, it looks like a date, but let's change it to journal format, and now you can see the results. Let's see one more time if all the results are showing correctly US 002. Noah Smith, it works in the IT department, and date of fire is this, and the total salary is this. Totally replaced the H lookup function as well. So Vlookup Index Match, and Hlookup all covered by Xlookup. And that's the power of it. It's a very important formula. It only works in the advanced version of office. So make sure that you have at least 2021 plus version of Microsoft Office. So just try this by yourself, and I'll see you in the next one. 48. Xlookup Advanced Functions: Video, we are going to work on some of the advanced functions of Xlookup. So here in this project, we are starting it from scratch again, and we have one, two, three, four, and five along six examples, approximately six examples, and we will do it one by one from easy to hard. And by the way, guys, you can get this file with the resources section of this video so that you can follow along. So in the first sheet, we have the car parts, and we have the revenue along with that. Simple. This replaces Vlookup if we are able to do this. So carp name is Rofac. Let's find the revenue of it using Xlookup. So X Lou Lou value is this. Look up array. We can find all of these carps here in this column and why we have selected the column because we don't need to fix that afterwards, and later on if we enter any new item, we should be able to get the results without changing the formula. Return array, whatever you want to return as a result is this complete column if not found, then write, not found or not available. C. Match mode is exact match here, hit Enter, and this should be able to pick the right value. If we enter a new item and the price of this is 50, you can see that we can immediately enter a new item, and we should be able to get the results even if it is a new record because we have selected the data as a complete column, but make sure that you don't have multiple tables within this simple range. This is one way of doing it, and obviously you can apply some advanced methods like attaching a drop down list with it. Next scenario is a little different. Let's say that we only want to find it from the roof or rack, we only enter not the complete details, but a part of it. So in that scenario, the formula will work in the same way, X lookup Lookup value is this. Lo array is this column. Return array is this column and not found is Nill. Or you can ignore this if you want to, write the comma again, and this should be wildcard character match. And in the beginning, I'll say whatever is behind the lookup value, and use the N function. So Steric is whatever is in behind. And since Steric is a text, it should be in the inverted commas on both sides. So whatever is behind the lookup value, whatever is after the look of value. So let's after the lookup value and Steric. So this is the complete form. Whatever is behind the u value, whatever is after the lookup value, still it is able to find the results. Using the Wildcard character, hit Enter, and it should be able to find this. But if we just write lights or fog, it can still find the results here. So this is another example on how the Xlookup in work efficiently in all of these situations, especially helpful in reconciliations. Let's see the third example. And yes, this is a very important example where we have the car parts, and we want to see the sales of any particular month. So we have two searching criteria. We can search for the car part here and we can write the month name here, and it will immediately get the relevant results based on the month and the car part, both. So to make it simple, we just make the list of it. Car parts. These are all months. Make sure that these named ranges are saved, and then let's apply a drop down here. In the car part, I'll just select the cell next to it, we actually write the values, and under the data and data validation, it's right now set to allow any value, but I'll just set it to list, and the range is car parts, equals to car underscore parts. Hit Enter and now the list is attached, makes it very simple to work. Then we have months. Let's select the second cell, go to the data validation and set it to list, and we equals to months. Okay. And now we have months to be selected and car parts to be selected. So first of all, we will apply Xlookup in the revenue, and the lookup value is, first of all, we will search it by car parts. Look value is this. Look up array, we will choose this complete range, so you can set it like this car parts. Let's select the limited range, and it's car parts. Okay. Name is already selected, return array Return array is not fixed because we don't know what will be the criteria. Return array could be this, could be this, could be this and could be this. So return array will be picked up by Xlookup again. So Xlookup it is based on what we set here. So lookup value here is March or whatever is the month we mentioned. Look up array where this month can be found. Here, months. Return array could be from all of these regions. So when the criteria changes, it will look in the relevant data. So that's why we have selected all the data. After that, if you don't want to mention what if not found, you don't need to convert it into an error or otherwise, you can just write Nill if we don't find it. It will show up that and makes exact match. Once we are done with this, first of all, since we have opened two Vlookup and after that, we can just hit Enter and you will notice that it opened two Xlookup. When we hit Enter, it is able to suggest that these both should be closed at the end. So click, and let's see. Ford seat covers March sale, we have 5851, perfect. And let's make it car vacuum, February sales. February sales is 6818. Car vacuum, February sales is 6818. Perfect. So if you have multiple criterias like this or in any situation, Xlookup can perfectly work for you, and it can be applied very easily. 49. Use of Xlookup With Approximate Match: Video, we are going to see an example of approximate match and how the Xlookup function can work perfectly in approximate match conditions. So we have some sales employed that have made these kind of sales, and we have promised them to issue bonus based on their sales. So if they see above 3,000, the bonus percentage starts from of 3,000 is 5% until it met the next threshold, which is 4,000 and above 7% is offered here, and same goes for all the levels. So we have different slabs. Here, nothing is exactly match from the revenue, so we will use an approximate match conditions. Here's how we can apply the formula. I'll just write here. Let me just delete some cells or make it closer. I'll just write here equals to X lookup Lookup value is this. I need to find this revenue where in the lookup array. That means the relevant data where we need to search for this revenue first is this revenue column. We need to fix this FNF four so that if we scroll down or drag down the formula, it should not slip from its place. Return value. What do you want to return? I want to return the bonus percentages. So all of this is data. Again, we want to fix this. So I'll select this FNF four, comma. Not found, you can change it to Nill or dash, if not found. So instead of showing the not available error, it will show us a dash. This is not an exact match. This is an approximate match. So exact match or the next larger item. I'll use that. Just like B Lou, we will use one. So let's say that 0% criteria doesn't meet, it will move to the next threshold, 3,000 and above. Percent. Otherwise, it will move to the next threshold, 4,000 and onwards, like this. So if you hit Enter, we get a percentage. But let's change this to a percentage formula or percentage format style from the home tab, and we get 7976 in 18%. So this means I don't need to move to the next one. I want to make it exact match or the next smaller item. Why? Because for east threshold, we want to see a smaller side of that below 8,000 till the next threshold. So all of them, which is less than this threshold, we need to check off that. Hit Enter, and now it's showing perfectly 15%, which falls under this. So 7976 is less than 8,000 threshold. So here, the match mode says exact or next smaller item which falls below that next level. Like to send it down, and we have the percentages, make sure that everything is shown correctly. 5460 falls under this area, 10%, 7902 falls in this area, 15%, 2974 is less than 3,000, so it's 0%, and we have 5%. Now, if we want to extract bonus directly instead of percentages and instead of creating a separate column, what we can do is just multiply it again at the end from the revenue. Just multiply it by revenue. And in this case, we need to change the formatting back to journal or number, whatever we want. So just tin it to number and make it a comma style. You can decrease the decimal places if you want to, and after that, just double click to send it down. And here we have the final results. So that's how you do it. In the approximate match conditions, it's very interesting feature. It's very interesting that Xlookup is able to handle all the H lookup, index match, Vlookup criterias in a single formula. So just try this by yourself, and I'll see you in the next one. 50. Get Multiple Answers Using Xlookup: This video, we are going to see how we can get the multiple answers by using a simple single formula in Xlookup. So here in this example, we have all these unique customers with different names and revenue profit new customers and rating. So all of this database is available. Now you can consider it like a student information, hotel reservations, customer details, or whatever is the data if you have a lot of unique database, and you want to create a simple search here. We have written a customer, we have written a couple of customer names, we want to extract their relevant profit, new customers and rating. What we can do because we just want to apply a single formula and that should be applied to all. It's a very powerful tool. I'll just write equal to Xlookup I want to look up this customer because we need to extract the details regarding this, Lou array. Where will this customer details be found in the original database. Original database is this. So lookup array is a single column. I'll just choose this. Return array. Since we want three kind of answers, we want the profit, new customers and rating all together. So I'll just select these three columns. Or let's start selecting from here, profit, new customers and rating. Comma. If not found, I don't need to mention this or otherwise, just open the inverted commas and Proto dash and then close it. And this is exact match. Hit Enter, and you will see the magic that it will be spilled through all of these cells. If you see this, this is grade out. That means you cannot change it from here. It works with a single cell. So if you double click to send it down, it will be sent down for all the other columns as well. That's a powerful formula. Let's check the results. So we have these details. Let me just paste it above just to check. We have all of these details. Profit is this for Hanna Cook, new customers are 14 that this customer is engaged. New customer is 14 and five Star. Okay, so that's perfect. Let's make this salespersons. All of this is salespersons. They have earned this certain revenue. They have engaged the new customers, and they have got these ratings. So sales persons or service staff, whatever you want to write. So that's more accurate. So that's how we can apply a single Xlookup formula to get multiple answers in Excel. Just write this by yourself, and I'll see you in the next one. 51. Using Sum if Conditions and Xlooup Limitations: Video, we are going to see what are the limitations in Xlookup and in what conditions some other kind of formulas are used. So if you have these countries with the repeated transactions and revenue, and we have Spain revenue and profit, we have France, Italy and Germany, and Portugal. So let's say that we have created a search list, we want to find the total profit in this specific country. But since in the original database, we have Spain in three different rows, and they all have different profits, so Xlookup won't be able to sum all of this. There's no way you can sum or combine the results. In these conditions, we only use sum if, equals to sum if. It's just a sum with a condition that asks for the range. First of all, the range. What do you need to find in the original data? I want to find all the countries and from all the countries, I want to search the results of which country? The first one. So if you can't directly approach the first one, what you do is just click on the cell above and then press the down arrow key to push through it to select the first one, or let's create a gap. Equals to sum if. Range is this criteria is this. From all of these countries, I want to combine the results or sum the results for Spain. And what is the sum range? I want to make the rules of profits. And that's it, hit Enter. We don't need to fix any of these cells or columns because we have selected the whole column. So as I drag it down to extract the results for the next countries, this will not slip from its place because we have selected the whole column, hit Enter and double click to send it down. Now we have the results for all of the criteria. So that's how the sum works, and these are some of the conditions in which Xlookup has some limitations. Just try this by yourself, and I'll see you in the next. 52. Dget vs Vlookup: Video we are going to see how the Dget function works and how it's much better than Vlookup, Index Match, and Xlookup combined. So we have different sheets in which I will compare it with each of the function like Index Match, Xlookup, Vlookup, and we will see in different situations what works best for us. So you can download this file with the resources section of this video so that you can follow along. All right. The first sheet is of Vlookup. So here we have the sheet where we have the country, the product, and the sales amount. Let's say that if we want to find a country wise total sales, how we can do this because each country is separately mentioned in a single transaction, and there are no multiple transactions. So that means we don't have to add up the sales. We just simply have to find it. In Vlookup, we apply a very simple formula that is equals to VLookup. Look a value is this, or maybe let's create a gap so that we can easily use the formula. Equals to VLU. Local value is this. Up array or table array is this complete table. Or otherwise, if you select the table manually like this, then it will give you a Table two reference if you have formatted this as a table. Otherwise, you have to press FNF function K and Four to fix the range. So here, since we have designed this completely as a table, that's why it's showing this table design menu as well. But if you want to convert it to a normal range, right here, click to convert to range and click yes. Now, it's just like we have manually formatted it. Write again, equals to look up. Look up value is this. Lou array is this complete table, and this time it will show us the reference of B three to D 22. So if you want to fix this reference, select all of this and just press F four key in order to put the dollar signs which fix the table array at this point. And the column index number. So when we find this particular country in this list, we have to jump to column number three in order to see the sales. So one, two, and three, three, an exact match. Hit Enter. So this is how the Vlookup function works. Let's try Dget. So in Dget equals to Dget. It asks for database first. So here is our database, and we will fix the database. But here we make sure always that we select the headers to otherwise, the formula will not work, and that is the difference in Dget. In Vlookup, it might still work, even if you don't select the headings, but Dget formula works on the field basis. So make sure you cover all the headings or fields here. And let's fix this. Next requirement is field. Field is, what do you want to extract out of this? We want to see the sales, so I'll just select the field here. And if you're dragging it across the multiple cells, then you might need to fix this. Ma. And under criteria, I'll just select whatever is in this cell. But like I said, the Dget formula works considering the hearings. So whatever is the heading, it will choose the relevant criteria in that. So in the criteria, we will select both of them. So we will select the country header and also the country name, whatever we write in this field. And after that, it's your choice if you want to fix this, let's choose that since this is the only search box we are using right now and hit Enter. So as you can see, the results are the same. But unlike Vlookup, where if you change the field, let's say I want to find the country wise product. So if I write product here, nothing will change and we have to manually change the index number 3-2, and now it shows the product. But in Dget, as soon as we write a different criteria here, it can change it in real time. So that's how a simple version of Dget works, and this is how it differs from Vlookup. Just try this by yourself, and I'll see you in the next. 53. Using DGET Instead of Index Match is More Powerful: Video, we are going to see the power of Dget function and how it works very smoothly, very easily in a multidimensional data. So here we can see that we have the countrywide sales data for each month. So we want to define a search box like this that we entered the country name, we entered the month, and then it should look up both of these criteria and extract the results based on that. So let's say for Canada and April, it will look up for Canada first from here, and then it will extract the results for April. Index match function, it's quite difficult. So first of all, I'll just write index here. So index is a complete table. Let's select that the row number. We will extract the row number using the match function, so I'll write match here. Look up value is whatever country I have mentioned here. Because I cannot select this cell directly, I have to click up and then press the down arrow key. We can find the country names in this list. So let's select the whole list along with the hearings. Look up array, exact match, close out of here, close the bracket, column number. A column number. In the column number, we will again write match. Local value is this, and we will find all the months in here, and that should also be fixed and exact match. And after that, just hit Enter, and it will automatically close the data for you by closing the brackets. Click. And as we can see the data is picked up correctly, Canada and April sales is, Okay, there is some mistake. Table is, I'll select from this point to this point. It Enter. Okay, we need to select the array from the starting because in this one, we have included the hearings, and we have selected all the data. So in this dimension as well, we will select this hearing from start to finish, and this is how we select the data, hit Enter, and now it's showing the correct results for Canada in March. But as you can see, the formula is little complex to apply using index match, but in Dget, it's very, very simple. Equals to Dget. I'll just select the complete database, comma. And the field is within April that we want to find the result of, and the criteria is based on the country along with the country names, we will select the heading and the country name where we will customize this. Mention both of this in the criteria. If you want to fix all of this, you just select this, press FNF four, function KF four, and all of them are fixed. If we enter, we get the same results. Let's select March. Let's select Japan. So as you can see, that we are getting the same results, but with fraction of effort. So in Dget, it's very simple to apply the formula, and in index match, it's a bit complex, and there's more chances of error. Again, let's see, equals to Dget, I just select the database as complete, including the headings. Just make sure to include the hearings on both sides. Ma. The field is whatever is above you, whatever is the main criteria. So we want to search it according to the country, but for the month of March, so March is our field, and under the criteria, we are searching it firstly by the countries. So include the headings and the field in which we will be writing the country name. And all of them are selected just fix this and hit Enter. So this is how you can do it. Let's enter Kenya. Let's enter Pakistan, and it's 17,224 March. Let's try it in May. And we have 18,060 in May. So that's how you do it. Just try this by yourself and I'll you in the next. 54. DGET Works Even Better than XLOOKUP: Video we are going to compare the Xlookup function with Dget. As we already know, Xlookup is already very advanced and has a tons of features, which makes it better than Vlookup, which makes it better than Index Match and Hlookup combined. But let's compare it with Dget to see which works best in this situation, particularly where we have multiple criterias. We have to find sales according to the country. But first, what we need to do is just need to check the database if it is designed as a table or if it is formatted manually. So if it is defined as a table, what this will do is, whenever we select any particular data, it will show us a different kind of reference, just like so. So if we want to make it simple so that we can easily understand it, we can right click go to the table and convert to range. This doesn't cause any problem in applying the formulas, but just to make it simple so that you can easily understand the references. So let's apply the Xlookup function equals to Xlookup. Look a value is whatever is the country name. Let's create a gap so that we can easily work on the formula. Equals to Xlookup. Lo of value is this. Look up array. Were these country names can be found is this list completely. Return array. What do you want to return? So here, if you want to check the Apple seals since we are in the Apple field, you can select this return array, and when we hit Enter, we can find the results. We can fix all of these cells together in the end. So if F four and all of them are fixed, hit Enter, and we are good to go. The only problem with this one is when we change the country, it gives us the updated results, but for April only. If you want to drag towards right, nothing will change. That's because if we open this, it's already fixed, and even if it is not fixed, the next field is not May, it's January. So whatever is return above that, it won't people to read it, and you have to manually change the return array field. I can just scroll it from here to January and then enter. So this is how it works, but we have to manually change the fields. In Dget, let's see how it works. Dget, it's approximately the same function, and you can easily get it Dget. Database in the database, along with the hearings, we select the whole data. So after that, we fix this F and F four. Field is whatever is above us in whatever column we are, so we are in the Apple column, so we'll select April and the criteria according to which country names, we are trying to find this. So, along with the heading, I'll select the country name, which we will manually write later on, and we can fix all of this. But in here, we will just fix the criteria because when we drag it towards right, the criteria shouldn't change. The database shouldn't change, but the field should change to Gener. So we will notice that we don't need to adjust it. Let's say for USA, it's 17,650, but like in Xlookup, we needed to manually change the fields. Here, if you just drag it towards right, we automatically adjust it according to the multiple criteria. So not only the countries are fixed, but also for the fields, it automatically scrolls towards right, and that's the power of it, that the selection is such that you can take the benefit of absolute and relative references in Excel that we are going to see in detail, especially if you are fixing it partially, you fix something and you move the other element. So, but that's the part for later on. So in this situation, if we compare Xlookup with Dget, Dget is much better than X lookup. So just try this by yourself, and I'll see you in the next one. 55. XLOOKUP Wildcard Limitations vs DGET Magic: This video, we are going to see how the Dget function automatically uses the Wildcard character, and it is very simple to apply this formula, especially if you have a database where the names are too long and you only know, let's say, the first name or last name of the person and still you want to extract the results. First of all, we will compare it via Xlookup and then we will see how the Dget works better in this scenario. Here we have the example that Sophia Michel. So it's too long Ms in Renauls. Let's say that we only remember the last name or the first name of the person, and we still should be able to find their saled amount. How will we do that? Just write X, look up here. Look up value is this, and we want to find it in the lookup array of this. Just select the whole column so that we don't have to fix this return array, what do you want to return as an answer? This whole column, if not found, it should show dash, match mode should be the Wildcard character match, and that's it hit Enter. But it is unable to find this because although we have chosen the match mode as Wildcard character, we have to insert this Wildcard character here as well. Inverted commas steric, and that means whatever comes behind this name, it should also be ignored and still the main keyword should be taken from here. And whatever comes after that. So staic cell and steric. But there is a general format that whatever you write as an additional character should be in inverted commas mentioned as a text, and it should be joined with the cell formula or with another text using the A function. So steric and cell and steric. So whatever comes before this keyword, whatever comes after this keyword, it will be able to ignore that and still focus on the main keyword. So this way, it should find this. So, Sophia, let's try Brooks here. Ethan Brooks, and still it is able to pick up the sales, right? Let's enter this Ami, and it's 16,130. So that's how you can work on the X L of function. Now let's try this Dget. In Dget, it's very, very simple. Apply Dget database, we will select the complete database, including the hearings. That is the main condition. Field, since we are trying to find the sales, this is the main field that we are finding the results in and a name, we will include both of these fields including the heading, and that's pretty much it. Hit Enter, and it should be able to pick up the wildcard character as well. So even if we write grant Isabella Grant or Ava or Eva, 19 060. Let's write Grant again. I think I'm making some mistake. Daniel, Sophia. So it is able to pick the right details, and it doesn't need to separately include the wildcard character. So this is a very useful and easy to implement formula. Just try this by yourself, and I'll see you in the next one. 56. Limitations and Solutions of DGET: For you, we are going to talk about some of the limitations that the DC function has. So no matter how efficient the formula is, it might still have some kind of limitations. So here, as you can see, it is able to read through wildcard characters, and all good functions are here. But if I make a single mistake, let's say I've added an additional space, it won't be able to show the results, and let's say I have added S with it, it won't be able to show the results because it reads data through headings. So most of the times, if you want to avoid this, you always have to copy this same name from the headings, from the main database, and paste it here, no matter how you do you want to paste it. Even if you want to keep the formatting, just past specialized values only so that in this way, you don't make any mistakes. While in the other functions like index match like Vlookup, we don't have this limitation because it reads through the column index number. Next is limitation number two in which we have an example of index match, which can work easily no matter how you have the arrangement of all of these headings. But in the Dget formula, you must have the arrangement in such a way that the country and the country name should be together like this in the separate area, and the field should be of that. So if you have an arrangement like this, it won't be able to work. Let's test this. Let's say that I make the country name Sam and the month name a SM and we use the Dget formula. First of all, let's try it here, Dget. Database is the complete data, including the headings Field is whatever month we are finding for criteria should be country along with the country name that is mentioned here. So it entered Mexico April seal. Let's check this. Mexico April seal is 11780, and let's try this here now. Equals to Dget, we select the database in the field, like we have selected the month of April here, we will select this month name. And the criteria is in a horizontal way, not in the vertical sequence. So if we now hit Enter, we won't be able to find this. That's because, like I said, it's always should be in the vertical sequence. So this is a limitation of Dget that you need to arrange the fields in a certain order. And the second limitation is you won't be able to drag the formula down. So let's say for Xlookup, we can apply the formula. Let me just quickly apply it for you. So let's check this Brazil. April seals is 254 and 90. Now if we just want to drag it towards right, we need to make some changes to the formula. It looks very complex. That's because we have used it in the table format. So it shows the references like this. But if, let's say, right click on the table and go to Table convert to range, like, yes, then it should show this in this order. Even if you can remove the sheet names if you want Okay. So if we want to drag the formula towards right and then to the bottom, we need to make certain changes in the a function. When we drag it towards right, obviously, this will leave its place and will go with us towards right, and that should not be done. So here you can see the cell selection and the cell itself is highlighted in the same color so that you can easily identify the certain areas in the formula. What we need to do is the column shouldn't move, but when we scroll down or drag down the formula, it should automatically move to the Mexico. So here, the row should move, but the column should be fixed. I'll put $1 sign only here. Don't worry, we will see the combination of absolute and relative references more in detail. But since this is a scenario right now, we will make all of these changes. And here in the April column, if you drag the formula towards right, the column should move, but the row should be fixed. It should not slide from here, but it should move to the other columns. That means the column should be free and the row should be fixed. After that, let's drag it towards right and drag it towards down, and we see the results for all the items easily in index match function. Let's confirm it once. Mexico apparel sales is 11780, 10780 for January, 10780 for January, all set. But if we use a Dget function, although it's very simple to apply, equals to Dget, we select the complete database along with the hearings, field is April, and criteria is these two cells. Hit Enter and we will see the results. South Korea April seals, South Korea April seals is this one right here, 6480 exactly matches this. And now if we try to fix this in the same sequence, database should be completely fixed field should be moved between the columns and not in the rows. So I'll just fix the and the criteria, we can expand this part only. That means when we drag it towards the bottom, the first point of reference, that means I eight should be completely fixed, and the other one should be completely free. Let's drag it towards right. And for South Korea, January, it is able to show the sales correctly, but when we scroll down. So as you can see that in the criteria, since the country and name of the country both are selected, when we scroll it down, either, it leaves the place and doesn't include the headings in the selection. Or even if we try to fix the earlier point, that means the country should be fully fixed and the lower portion should be changed. Now, it includes both of these criterias and still it is unable to show the results. So that's the problem that you can drag this towards right, but you cannot drag this formula towards bottom. While in index match, you can work in both directions if you fix the formulas properly and you know the combination of absolute and relative references. So this is the only limitation that Dget function has. But obviously, if you don't have the data where you need to drag it in two dimensions, this should still work. So just practice all of these functions and see their limitations on your own, and I'll see you in the next one. 57. Use of VLookup In Large Data Reconcilliation (Real Company Project): We are going to see how we can use the Vlookup function for the large data reconciliation. So we have two accounts here. One is Purchase tax Control account. Let's say this is an account that we maintain, and we have filed something to the tax authorities, and these are all the records. But because of some problems, they asked us to check all of these records again and match each of the transactions and just highlight what transactions are not reflected in the other account. So if we want to manually check it, will take us days to reconcile this because these are a lot of transactions if we scroll down, as you can see, the quantity of transactions is a lot, so it will take us a lot of time to do this. The traditional method, how most of the people will do it and spend a lot of time in reconciling is just matching each of them against a unique reference. Obviously, the amount will be in many transactions, but the invoice number should be unique. What they will do is they will copy the unique reference number and check it in the relevant field of the other records. So here, whatever is invoice number is the reference field in the other data. Just choose the whole column, press Control F, and here we just paste the invoice number, click on Find Next, and we should be able to find this. After we find this, you can easily highlight this in whatever color you want. So let's say we highlight it in orange, that's how our first transaction is reconciled. It will take us a lot of time in order to reconcile all of these transactions because if we select any one of the columns, you can see the total number of transactions. The count is 576, so this will take a lot of time. But we do have a simple solution that we can reconcile via Vlookup. Also most of you guys will notice here that the formula is sometimes exactly the same, but due to the quantity or type of data, you might get confused. So what we have to do is just write here amount as per PTCA, means purchase tax control account which is this ledger. So we will write a formula of equals to Vlookup, where the lookup value will be this because this is the invoice number that we want to find in the other records. A table array. Now, just remember, guys, the table in Vlookup starts from the column in which the lookup value should exist. That means the data should be started from here because we want to always make sure that if the lookup value is invoice number in the table array, it should always contain in the first column first selection. So if we select it from here, it is not in the first column. So we have to select it from here. And that is the requirement of Vlookup. We have selected the complete columns so that we don't have to fix this when we scroll down or drag down the formula. Column index number. We will count the column index number from this point, one, two, three, four and five. I'll select five here and it's an exact match. So when we hit Enter, it is showing us this column result. That means we should use six instead. Times because of the columns are too close, we are unable to read the right column. So let's try six, and here is your result. It is able to find this invoice in the complete 560 or something rows, and it is able to put the figure here. That means that invoice not only exists there, but also the amount is same. So our first transaction is reconciled and the benefit of this is we will see it later on. Let me just hide it and make the space bigger. Let's identify the difference. I'll just write here, difference, and then we can simply select this cell minus this cell, which is showing us zero. Now just double click to send it down, and it is able to match every single transaction here. As you can see, it is able to search for every single transaction. And whenever there is reference based discrepancies, we have applied the formula in the very next column. That is this cell minus this cell. So just double click to send it down. And wherever you see non zero values, you can only check for that ones. So let's apply the filter, select the whole column. Go to the sort in filter and apply filters. And here, we just uncheck the zero. So zero is here, just uncheck that. And the only transactions that need to be checked now are these ones. Whether the difference is in minus or plus doesn't matter. We only have to reconcile 56 transaction now. So that means out of 560 rows, we only have to check 56 manually. And that's the power of using these formulas, although you still might need to do and correct some of the figures manually because that might be an entry mistake, but that is how you can reduce your work instead of manually checking every single one of them, which is already reconciled. So clear the filter. And even if you want to clear the confusion of zeros and you might skip the actual figure here, what you can do is just go to the home tab and format as the comma style. So now the difference is shown as dash, and you can clearly see whatever figure has a minor difference. And even in the filter, it's very simple to apply now. Let's find dash, and you can uncheck this and click Okay. Or you can find it easily here and you can uncheck this. So this is how the Vlookup function is used for large data reconciliation. Just try this by yourself on this particular project, and I'll see you in the next one. 58. Effective Use of Hyperlinks: Video, we are going to learn and see about hyperlinks. So you can find this file with the resources section of this video so that you can follow along. So although hyperlinks is a very simple concept that you link a particular reference to some particular details, when you click on it, it should go in that details. Here we have applied hyperlinks. So let me just show you from scratch. I've just cleared this and let me just do the same formatting here. Here, we have two sheets. One is hyperlinks, one, and one is hyperlinks data. So as you can see, we have some kind of income here. Number of clients is 27 client fee is 200 subtotal is this, investment income is this, and we also have the total income that is just link from here, but there are some expenses as well of 4950. So although we can see the income on the face of this sheet, but where's the expenses. If you want to see the details of expenses, how can we find this? And let's say that we have a lot of sheets here. So we have to go in exactly that same reference sheet where the expenses are. That's where the hyperlinks will be used. So if we call it the expenses sheet, let's go back. Total expenses. I'll just select both of these fields and right click, click on Link Link right here. Here we can either link it to an external page or external Word document or external file. If the expenses detal is, let's say, in a pero form, whenever you click, it will open up a Perio form for you. So for example, this is the details. If you link it to this, as soon as we open, it will show us that would you like to open this file, click Okay, and then it will open a PDF file for you, where the expenses are shown. But if you want to link it in the same sheet, let me just clear the hyperlink, remove hyperlinks. Right, click Link it again. You can also link it to place in this document. Place in this document, where we have two sheets name, one is Hypendings one, one is Expenses sheet. So let's link it to that. Click Okay. And now, as soon as we click here, it will take us to the expenses sheets right away. But let's take an example that when we click on this expenses sheet, on this expenses sheet, there are a lot of expenses mentioned here relevant to other sheets as well. Let's say our expense details come in this area. So we are in row number 131 to 136, and let's say that there are lots of data above here as well. So in that case, what we can do is we can just select the whole data and just name it as expenses. For January expenses. You can also mention the reference. Let's say this is more January. I'll just write underscore Genre, hit Enter. Now what we can do is we can just adjust the link. Instead of removing this, what we can do is just make the selection. Just make sure that you select it from the keyboard. Otherwise, if you click on any particular cell, it will directly take you to the reference. So just manually select this arrow keys on the keyboard and just right click here, go to the link, and instead of referencing it to a particular sheet, we will reference it to the defined names. As you can see here, we have the defined names mentioned here. Click Okay. Now what this will do is, if you click on it, it will directly take us to this reference. So no matter how many details are on this sheet, we will still land on the relevant area. The final thing, sometimes it feels like the formatting is not proper because the hyperlinks are inserted, so it might be showing in purple, blue with a highlight or underline. So what we can do is we can just copy the above cells format and you can easily paste it right here. So not only the hyperlinks are inserted, but it will show the proper formatting here. So that's how you can do it. Just try this by yourself, and I'll see you in the next. 59. Hyperlink for Data Mapping: Video, we are going to see the effective use of hyperlink for data mapping. So we are using this particular sheet that you will find with the resources section of this video. Here we have multiple sheets that we have worked on earlier as well. But let's say that I want to map all the sheets so that we can navigate through each one of them. Never required. So if you have a lot of sheets and maybe you daily want this three to four task or five to six sheets every day, and you have hundreds of sheets. So what you can do is you can index that at the start. So let's rename this. I'll just rename this sheet to data mapping. Let's say and now what I want is whenever I want to see all the order details, it's in sheet name orders. So that's just for our reference. If we want to just link the category to the particular sheets, what we'll do is right click here, click on Link, place in this document, and I'll link it to the sheet name orders. Click Okay, and then we can do the same for discount table, right click link to discounts. And let's do the same quickly for all of the rest. So now I have linked all of these categories to the relevant sheet name. And like I said, this is just for our reference. What we'll do now is just copy this same format and use the format printer so that we can see this particular sheet in the required format. That means if you don't want to appear it in blue with an underline, we can change the format. We can just simply select that. Otherwise, we can do like that as well. Let's say that we don't want format painted to be used. What we can do is just manually change it. Go to home. Let me just fix it so that we can properly see it. And after that, we can change the text color to black and just click on underline ones so that it can remove that. After that, if you want to format this, let's say in a particular order, you want to make the text black and we want to apply, let's say, all borders in thick border. We can do it this way and after that, sheet name, we've used that already, and this is the data mapping now. It is most convenient to switch between all the functions. If you want to go in order details, we just click here and we are directly switched to Order Sheet. Let's access payroll data, click here, and now we are in the payroll sheet. Okay, now what we want to do is since we have a lot of sheets and from every sheet, although we can switch from data mapping, like an index to any sheet. But whenever you want to go back to the first sheet, you always click on the first sheet directly from here. So if you want, you can create some buttons as well. I'll just go to the insert, click on Sheets, and I'll select rectangular shape, draw it in a certain way, and you can further format it however you want. I prefer to keep it like this, and we can name it as Minshet. So this is the main button. I'll just right click here, link it to the data mapping, which is our first sheet, which is our main sheet, click Okay. And now what we can do is whenever we click on this button, it will take us back to the original sheet. After that, we will copy this and paste it in every single sheet. Copy this, paste it right here, paste it here, or anywhere where there's free space. So unfortunately, you have to do all of this manually, not only because the function doesn't allow you to paste it this way, even if the function has allowed you, still the data length in every single sheet is different, so I still prefer to paste it manually like this. So now it will be very much convenient. I'll just switch to the main sheet from every single sheet. Just click on this main button, and now you can switch between all the sheets. Let's click on fixed charges, and we have the main sheet. Now you can easily switch back Wildcard items, we can switch back. So that's how it will be more convenient for you. Another example in this is, I'll just create a new sheet. Go to Link. I just need to insert some links. And let's see that I just wrote here open Link, and I want to link it to a certain address. I can easily do that, right click here, click on the link and link it to existing file or a webpage, and you can simply write the address here, www.google.com, lick Okay and now we can reformat it however you want, like this. And the text now shows something else. But if I click, it is able to open google.com directly. Similarly, let's say I want to link it to an external website, and here is the link about Elon Mask from Wikipedia. I just paste it directly here, and when we paste any kind of link, I need to double click it and hit Enter again in order to make it a proper link. Now what we can simply do is instead of this whole website address, I can just change it to a simple text. Just right click here, click on Edit Hyperlink and under the screen tip, text to display. I'll just write here more about or about Elon Musk, click Okay, and now the text has changed. You can reformat it however you want. You can make the text black like this, and now it's a clickable link. Whenever we click on it, it just switch directly to the website. And also, when we refer to this or we hover over to this, it shows us this link. But if you want to change this screen tip as well, just right click here, click on Edit Hyperlink and click on the screen tip, and you can write anything you want. Wikipedia details. About Elon Musk life. Click Okay. Click Okay. Now when I hover over to it, it will show us the screen tip like this. So until now, I want you to try all of these techniques, and I'll see you in the next one. 60. How to Add Hyperlinks Across Multiple Sheets in Excel: Video, we are going to see a simple technique on how you can add hyperlink across multiple sheets in Excel. So here in this example, we have a data mapping sheet, which is the main table of contents, and we've already seen how we can link this data mapping to different sheets. So whenever we want to switch between any of the sheet, we can do it from here. This is our main page. So if you want to go to payroll, we are here. After that, we have learned how we can create the buttons and link it to a hyperlink so that it looks like a clickable button, and whenever we click on it, we are back on this sheet, and we have separately inserted this for every single sheet. If you have only a couple of sheets, it will be easy for you. But if you, let's say, have 50 or hundred sheets, it will take a lot of time. Let's see an other solution. So if we, let's say, directly want to include a hyperlink in all of these sheets, what I can do is I can select the first sheet, and I can hold the shift key and select the last one. What you will notice that it will select all the sheets like this. But if I right link on any cell, let's say I one, I cannot add a link to it. What is the method? The method is very simple, but it involves a couple of steps that need to be followed in the same way. Otherwise, it won't be able to insert it. First of all, just choose the first sheet where you want to insert the link, and we can write anything main or go to main whatever we want. So I'll just keep it main. Format it in a certain way. However you want, let's make the text white. And then we click on the link and just link it to place in document, and I'll link into data mapping or the main sheet. We might need to reformat it a little bit after that. So I've reformatted it as well. Now, if you want to edit the screen tip as well, because the screen tip is showing a long link, so it looks all messed up. I'll just click on the screen tip and go to main Sheet. I'll change it in this way. So again, I might need to change the formatting. And whenever I now hover over to it, it will show us the reference like this. So that's all good. The task is we need to apply it to every single sheet. After that, it's very simple copy this and just select the first sheet whereever you want to paste next and hold the shift key, select the last one. And let's say in I one, I want to paste this, just control V to paste. And after that, you will notice that it will be inserted in every single sheet. And whenever I click on this, it will work and go to Main for all. So the trick is just do this for one sheet, create the link, format it however you want, and then just multi select all the sheets and paste it on any particular cell, and it should work. Just try this by yourself, and I'll see you in the next. 61. Change Defaut Colour of Hyperlink: Video, we are going to see how we can change the default color scheme of hyperlinks. So we have already seen in the previous video how many times whenever we make any changes, we always need to make the changes again to the formatting of the hyperlinks. So what I need to do is I need to set up a default format for hyperlinks so we don't have to change this. So let's try to insert any link. I'll just page it right here. Double click and hit Enter. This is the default layout. But I want to change this. So what we can do is make sure that you have selected the relevant cell where the hyperlink has been inserted. After that, just go to the home tab and click on the self styles where we see this default hyperlink layout. As you can see, it's exactly the same. Right click here, click on Modify and just format it however you want. Just click on this format button. And you can select the font. You can select the style, whatever you want to do. Let's say I want to make it bold, I want to make it black, and I just don't want any kind of underline under the borders, let's say I want to apply any border or outline, fill it in a certain way. Let's say in this color or let's say in this color, and I want to make the text white, click Okay, click Okay, and now it looks like this. And not only for this, it has changed the formatting for the other ones as well. So every time we insert any link, let's say this one, double click here, hit Enter, and it will always follow this default. Similarly, when we click on any particular link, it always format it in a certain way. But let's say I want to change that as well. What I will do is, again, just keep the cell selected. Cell styles followed hyperlink. This is the format. Modify format. And let's say I want to make it white as well. And instead, let's make it black, and let's make this orange and outline. Like, Okay. Okay. Now, whenever I click on any particular link, it's going to change it in a certain way. Clear all. Let's try again. Copy and paste this link. Double click. Hit Enter, hyperlink is formatted when we click on it. Okay, it's still changing in black. But basically, you can find different styles and you can work through it to customize this. So just try this by yourself, and I'll see you in the next. 62. Turn All Web Links into Named Hyperlinks in 1 Click: We are going to see how we can convert all of these URLs and make them clickable so that it shows a friendly name. But when we click on it, it will operate it in a same way like the URL does. So what we can do is we can use the Hyperlink formula equals to hyperlink. Link location is this, and friendly name is right beside it hit Enter. So not only now this is clickable, but this is a friendly name as well. Just double click to send it down and now it can do it for all of them. After that, you can either format it manually, or what you can do is just change the format for the first one, like we have seen earlier. We will just right click, modify this format in a certain way, let's say I want it to be simple in the black color and underline should be none. Look, and now it shows like this. Since it is a followed link, that's why it's showing like this. But if we double click to send it down, rest all of them will be shown properly. When we click on any of them, it will change color. Otherwise, it's a simple black formatting, and that's exactly how we can save a lot of time instead of converting all of this URL to the friendly names. So just try this by yourself, and I'll see you in the next one. 63. Combine Multiple Excel Sheets in to One: This video, we are going to see how we can combine multiple Excel sheets into a single Excel sheet or a single Excel file. So here in this example, we have January, February and March separately created in separate sheets, and we have a couple of transactions for each month separately mentioned. So let's say that you want to combine all of this so that we can apply Pivot Table or any other embodied formula. So we have a couple of methods for that. Let's insert a new sheet. Let's make a total sheet. And one method is a traditional method where you can manually just copy the first whole sheet, paste it in the totals. And then after the data ends, you just go to the next sheet and ignore the headings because headings is already there, you just copy the data and paste it in the total. So that way you can combine multiple months. But the problem is if you have a lot of sheets, it will be very time taking, and it's also not dynamic. That means if something changes in the original data, it won't be updated in the total sheet. So it's not a very good method of doing the work or combining all of the data. Another way of doing this is using the V stack formula. So what I'll do is just go to the total sheet, paste the hearings. And in the very first cell, I'll just use V stack formula. Let me just zoom it for you so that you can easily see V stack. In here, it is just asking to select the array. So basically what it allows is to select multiple sheets. So I'll just select the first sheet and hold the shift key, select the last sheet. And if the data is of same length, what we can do is just select the first line where the data is starting from. Just select that first cell, Control Shift right and Control Shift down and hit Enter. What this will do is it will combine all of the results for you into a single sheet. After that, you just have to format this, and as you can see, the data is pasted here. As we can see, in this particular example, we don't have the exact same length of the data, and also we have this error where we can ignore. But whenever we make any updates, it will not be shown here, as you can see. So for these kind of situations, we will use a special functions named Power Query that can easily work on these kind of scenarios. So just press Control N. It will insert a new sheet for and from here, I'll just go to the data and click on Get Data, select from File and then select the Excel workbook. In here, you select the sheet, click on Import, and by the way, guys, you will find this sheet with the resources section of this video so that you can follow along And once I click on Import, it will take some time, and it's going to pop up this navigator here. And we have these three sheets in this folder. So this is all reference. We can start from one name Gener and click on Transform Data. It will open this up in the Power Query editor, maximize it. But on our right, we have some applied steps. What we want to do is we want to get back to the source. So we just cancel out all of these other changes, and this is the main source. So basically, we want to combine all of these sheets. We don't want all of these other columns. So let me just select all of them. So select Control and select all of these, remove the columns. Now what we want to do is we want to expand and combine all of this data, so we will click on this little icon, and it says expand and click Okay. So what you will notice is if we'll easily combine the data, but once the next month is started, it is including the hearings as well for the second sheet. So what I'll do is on the top, you can see this option. Use first row as headers. So click on that, and now it is changed to headers. Now for the January, since it is not January, this is all months. I'll just change the title two months. Hit ender. But if we scroll down, we will still see that these headings are shown. And after that, what we can do is just hit any drop down and filter that out. So we have all the brands here, but whatever sees brand, basically, that's the heading name. So just unselect all and select only brand. Li o. So we can either delete this two rows, or otherwise, what we can do is select all and just uncheck the brand, click Okay, and now you have the filtered data. Now you might have noticed that the order dt or the deeds are showing in some other sequence. That's because our data is in such a way. So that's not a problem. Ignore it for now. And whenever after that, you want to insert the data now, we just go to the corner and click on Close and Load, and it will be updated in your main sheeet. After that, you can format it however you want. Let's say I want it to be in this particular way, and the dates, you can format it in the date sequence like this and you can arrange it in order. So after that, if we click on the months, you can see that it has combined all of the results like January, February, March, like okay. But after that, let's say that the April data comes in. I need to see whether it can account for it and it can automatically combine or not. So let's go back to the set, and let's add a new sheet, right April. Or instead what we can do is just delete this. Let me just create a duplicate of March, move or copy, move to the end, create a copy. And let's say this is the data for April and Control F. Instead of 03, we'll change it to 04, replace all. So now it's the data four April. Let me just replace three with four as well. So this is April data now. Like save and now we will go to our Power Query sheet. On our right, we can see the queries and connections. Until now, we can see only Mach data is updated. But when we write it here, click on refresh, it should be able to add new data here. And that's an amazing thing which can save you a lot of time to update the data. So that's how we can consolidate multiple Excel sheets into one in Excel. Just try this by yourself, and I'll see you in the next one. 64. Split Excel Workbook Into Multiple Files Automatically: With you, we are going to see how we can split each Excel sheet into a separate file or into a separate workbook. So here in this example, we have January, February and March. Let's keep it to March, delete April. So we want to create simple Excel files, separately mentioned all of these data. So let's see a quick technique of it. Now, just notice, guys, there is no direct way of doing this in Excel. What you need to do is just enable the developer tab and paste a little VV code. It's very simple to do. If you don't see the developer tab by default, what we can do is just go to any particular menu and on the white space, just write it here, click on Customize Ribbon, and you will see on the right hand side, the developer tab will be there, but it's disabled. I'll just enable this, click Okay, and then we have the developer tab right here. Go to the developer tab, use the visual basic and click on Insert a new module. Insert a new module, and paste this VV code that you will find with the resources section of this video. Just press Control A, copy it and paste it here. After that, we just run the code from here, click on Run, and you will notice it will process a little bit. And then if you go to the same folder, you have new separate sheets created. So this is a very useful code that, again, you can find it with the resources section of this video. Let's open any single file. Let me just save it. Let's open January. So we have January. This is for the month of February. As you can see, all the deeds are for February, and we have separately mentioned it for March. So that's how you can do it. Just try this by yourself, and I'll see you in the next one. 65. Combine Multiple Excel Files in a Folder Using Power Query: We are going to see how we can combine the multiple Excel files in a particular folder using Power Query. So here we have an example of multiple Excel sheets, and I have also included some text documents in order to show you how we can exclude other files from that particular folder. We have also some CSV formats and normal Excel files. As you can see, there are a lot of files. So we will deal with the scenario where we can get rid of the extra files or extra tables. So first of all, we will insert a blank workbook. And here we will click on the data, click on Get data from file and from folder. Now we will choose this relevant folder, click Open. Now, this opens the preview window where you can see all the files, including the Excel files and the other text files. So if you don't want to work on all of these files, what this will do is it will open the Power Query editor, and it will show us all the data along with the extension. So here I can easily filter the other extensions if I don't want that. So I want only the Excel format file. So what I'll do is just open this up, and under the text filters, I can use any filter or otherwise, I'll just select the ExcelS format. And after that, just click Okay. Now, all the extensions are filtered. If we see on our left the very first column, the content column says binary. Whenever I click on any particular row, you will see that at the bottom, it contains the whole file. So if I want to just combine all of this because it is now mentioned in a single document, we can click on combined files here, but it is going to show you an error. Let me just show you how. If you click here, it's going to process, and it will only show you one single region. So the problem is they are going to show this thing. That the first one is just for ease data, and it is a table. The second one is a sheet. But even if I combine any of them, it's only going to show the ease data. Click Okay. It's not going to combine all of this. It will evaluate the query and at the bottom, when you are trying to add a new data, it is going to show you an error that the key didn't match any rows in the table. So that's the problem that you will face. Now, if I want to go back to the original steps, I'll just see on R right that we have changed type, we have expanded table columns, we have other columns, rename columns. So you can uncheck all of these steps, and we are back to the original step here. Or otherwise, we can it says rename the columns. I'll just uncheck all of these as well. Let me just keep the first one, which is filtered rows. So source and filtered rows should only be there in the applied steps. Now what I need is, first of all, I'll get rid of all the extra columns and we will use a formula to work on it. What I'll do is just hold a Control key, select both of these first columns that is content and name and right click and remove all the other columns. As you can see, in Power Query, you can easily do that. Now what I'll do is I'll just go to the add column and custom column. And here we will insert a column name tables. And I'll write a simple formula excel dot workbook. You can see it here as well. And under here, I want to load the content. Notice that you don't need to mention the content. You can just double click from the available columns, and it will show you here. But sometimes it doesn't put this bracket sign at the opening and the closing. So we need to manually put that then close it. So when I now click Okay, it is going to show us all the names as tables. So now, each of these cells has tables, as you can see here. If I click on any one of them, you will see a table kind of format. So basically, we are able to fetch the complete table from this particular file. Here you will notice that if I click on any of the table, there are two kinds. One is sheet, one is stable. So now since I don't need binary, I'll just right click to remove this. And basically, we only have name and tables now. Now when I click on Expand, it is going to show us all the contents in here, but I will uncheck this one. Use original column name as prefix. So now if I click Okay, it will give me all of these data points. As we can see that for each Excel file like East data, Midwest data, north Theta, we have two kinds. One is sheet, one is table. But since I want to combine all of the tables in a single sheet, what I'll do is just I'll open this kind and I'll just uncheck this sheet. Click Okay, and now we only have tables in the kind. Now when our purpose is fulfilled, what I can do is I can just hold these two names. One is the sheet name, one is the data name that is tables. And since we have already filtered out the sheets and we only kept the data type as stable, we can just right click and remove all the other columns. Now if I click here, I'll keep this all selected and make sure that this one is unchecked because otherwise it will do is, after the completion of E stable, it will unnecessarily put the other headings for the next sheet as well. So I'll just uncheck this, click Okay. Now you can see all the data is combined, whether it's East data, it continues through the next sheet that is midwge data, and then, if I scroll down further, we have north data and we have South data. Now the final thing that we need to do is, for example, the names are all shown correctly, and that's how we identify that it belongs to W sheet name. The only problem is if we want to replace this underscore with a space, I'll just click here in the filter. Or I'll just hold the heading right click on this and go to replace values. I want to find underscore and replace with a space. So I'll put a space here, click Okay, and now my data is in perfect condition. Now, if I want to drag it to any other point, let's say I want to keep the data first and I want to place it at the end, so I can drag it towards the end and shows like this. Now, let's check the data type. I'll just select the whole dat column and if I click on transform, the data type is selected to any. That means even if there is text in between this data, it will still allow it. But if I want to filter that out or make sure that I only have the dt data, I'll just change it to dt and it will filter out all the rest of the things. Let me just change these other data to text as well. I'll select all of these columns and make sure we change it to text. You will also see whatever is in text, you will see a little sign of ABC here. And for the commission or percentage, I'll just change this to percentage like this. And also, if we still see any particular row as errors, what we can do is we can filter that out easily as well. Just right click on this data and click on remove errors. Make sure that you select it from the heading and then click on it, click remove errors. And after that, just click on Home and click on Close and Load. What this will do is it will insert a new worksheet, and you have all of this data combined for the multiple Excel files into a single one. If you want to change the format, let's say to this one, we can easily do that. Now, the benefit of this is, let's say that from this particular folder, whenever I want to remove any data, I'll just cut it here and let's say that I placed it in some other folder, and this is the only data we have. Right now, Midwest data is included here. But when I click on our right in the other queries and I click on Refresh, right now, you can notice that we have 18 44 rows. But as soon as I click on Refresh, it will update the data instantly, and we now have only 1403 rows. So if you want to take the condition that now we are trying to add some new data, all you have to do is just from the new data, copy this from the folder into this one, which works with Power Query and as soon as you right click and refresh it, it will update the data and include this in the results. As you can see, Midwest data is now included. After that, let's save it, and I will just save it as a finished file with this name so that you can download and see this as a reference. So this is how you can combine multiple Excel files from a particular folder using Power Query into a single file. Just try this by yourself, and I'll see you in the next one. 66. How to Resolve Expression error the key didn't match any rows in the table: We are going to see a very important topic, and that is, if you see any kind of error, which looks like this expression dot error, the key didn't match any rows in the table, especially when you are trying to combine all the Excel files into one using Power Query, you normally see an error like this. So we are going to see the right method in which you won't get error. Let me show you with an example of the three files I have within a particular folder, and I want to combine the results of all into a single sheet and a single file. So I'll open up a new blank workbook, and normally what we do is just go to the data and click on Get Data, and let's say that you want to combine this from a folder, I'll just go from file from folder. And if I select the folder, click Open. The data will look like this. And if we click on, let's say, combine and load, you see only this parameter that is only one sheet of Fabri. And let's say that if I select that and click Okay to continue. You will notice that it will try to load it directly in the sheet, and that way, it will give you an error. So how we can resolve and what is the method of combining all the files into one? Let's see. I'll just close out of here. Open up a blank workbook again. Just go to the data, get data, go from file to from folder, and I'm again going to select this same folder, click Open. So let's say that we have multiple other files as well. What we need to do is even if you have only one type of extensions that is Excels, or even if you want to filter the other files that is in the folder, you can easily do that. What I'll do is I'll click on transform data. First of all, I need to make sure that it doesn't load directly in Excel. It opens up the Power Query. Now, if you want to filter the other files, you can filter it easily based on extensions. You just select Excels and you are good to go. But since we only have one extension, we can continue with it. Now, if I select anything from the binary, as you can see on our first column, if I select any of these, it holds a complete file here. So it looks like if we just click on combined files, it will combine it simply, but it is going to give us an error. So let me just try this. Click on Expand. And as you can see, we again see this parameter, we only see the data of a single file like Fabri. We don't see any fabrian Marsal. Even if I serect this and click Okay, it is going to show us all the data regarding Febri and when I scroll it towards bottom, where it should show and continue with the data, it is going to show us this error that we have seen earlier as well. The key didn't match any rows in the table. So let me just delete the steps again and we are going to see it in other examples so that you can easily grasp it, although we have seen this earlier as well. So we have applied steps of source and filtered rows. Just remove all of the other steps. So after that, what we'll do is, since this binary code or this binary content holds the entire file, what I'll do is I'll just use these two columns in order to extract the further data using a formula, and the rest of them, I don't want that. I'll just right click here, remove other columns, and now we only have these. Now let's add a new column. Just go to the ad column and click on, add a custom column, and we can call it anything like combined data, let's say. And the custom formula that I will write here is since we want to combine all the Excel workbooks Excel dot workbook, open the bracket, make sure that you select the content only from the available els, and you don't need to write this because it is going to select some square brackets as well. So it's better to just directly double click here so that it will load up in the formula and just close the round bracket at the end. And make sure there is no entered press. You need to have the cursor at the end. Click Okay. And now we have all the combined data as tables. You can also rename it as tables if you want to because the main name of the content is also tables. So let me just rename it as table. So now if I click on any of the tables, we have only one kind that is sheet. So what I'll do is I'll expand that. But for example, since we have already extracted the tables, I don't need this content, I'll just remove this, remove this. And now we only have name and the table. Now if I click on Expand, I don't want to use the original column as a prefix. What this will do is at the end of each table data, it will again put the headings related to the next sheet. I don't want that. I just want to use a common column headings at the starting and nothing else. So I'll just remove that, check this. Click Okay. Now, if you only see one type that is sheet or tables, whatever, you can keep it. Otherwise, you need to filter it via tables or sheets, whatever you want. Here we have not formatted all the sheets as tables. So that's why we only see sheets here. But if, let's say the data is formatted as a table, you will see the table format as well. Now the data is filtered, I just want the names and the data column. That's it. And right click and remove other columns. Now, I have the sheet names right here, and that's very important to identify where the next data is starting from otherwise you will be confused. So it's better to keep the sheet names in the starting and then later on you can delete that as well. Now let's expand this, and again, I can select all of these columns. I can just keep it selected and use original column as a prefix. I don't want to use that. Click Okay. And now you can see the data is easily combined for February, for January, and for March. It's arranged in the alphabetical sequence, so F come first, then J, then M. Now, whatever we need to do is, let's say that I want to change this, rename this two months. And it's in ABC format, and 123 is also mentioned. That means it is in any format. If you want to make it only one format, what we'll do is just go to the transform by selecting the column. The data type, as you can see, is set to any. That means it will not restrict the data even if any number is mentioned or any text is mentioned. So I want to keep this to text only. Now you only see that it's ABC. The problem with this is since you can see that all of these column headers are mentioned as column one, column two, column three, and we have headings right below it. So what we need to do is just select the entire table or use this first headings rows, and click on this. Use first row as headers. Click on it, and you will notice that it will automatically shift to headings. Again, the date format is not properly selected here, so what I will do is, I'll just keep it as it is for now. I'll keep it to N because if I transform this to date, it might not show some of the data. So that's why I want to keep all kind of data here. So let's uncheck this change type, and it is back toN. Similarly, for the price per unit, we know that the dollar is placed manually, and that's why it won't be able to work, sales it put manually. So again, it won't be able to work. So what I can do is after that, I'll just go to the home type and click on Close and road. And now you see the QI is resolved and we don't see any kind of error. The only problem is we still get the headers repeated, and that can be deleted manually as well. Like I said, I didn't format it because whenever I click on any particular cell, you see that the dollar is included within the column. So this will be treated as a text. And even if we try to sum all of these figures, it won't be able to sum this. We try to sum this, hit Enter, and it will show us zero. Why? Because we need to remove the dollars, which is mentioned at the text. Control F, replace. I'll just remove the dollars, replace it with nothing, replace all. Now if I want to format it as dollar, we need to go to the home tab and from here we select any kind of currency, whether it's dollars, rupees, whatever. I can click on Format Sells further and from the currency, I'll just choose dollars. United States dollars, that's it. Now it has dollars, but within the figures, it doesn't have that. So it can easily show the totals now. Same thing goes here. We need to remove this dollars manually and the date format should be done like this. Now, if you want to correct the date format into a proper format, what we need to do is, first of all, it creates a lot of confusion that we have the month first, then the date, and then the year. So from the Windows settings, I'll just right click and adjust date and time. I'm using it for Windows 11. Just right click on the corner, adjust date and time and click on additional clocks. Then we click on date and time again. Change date and time, change calendar settings. From here, click on additional settings. From here, just select DD. It's very simple. We have to click on change change and change, dm YY. I'll just change it to this format. Click Okay, apply and Okay Okay and o. Now you will notice that for some of the cells, it is changed, but for the other ones, it's not changed, so we can use the flash fill option to do that. So for example, this first one is for February, but as you can see, even if we corrected the teat, it is showing us the wrong format. So instead of what we will do is we will write the correct format. 01, 02, and then 24. Here again, 02, then again, 02-0224. Then again, it's third February. So now the tear first, then month and then year. What we need to do is just select all of this pattern, double click to send it down, and from this autofill options, we'll use Flash Fill. So it will correct the sequence. Similarly for February, again, this is February, so I'll just have to mention it again. It's 13 February 24, and it will correct it further. Then we have January all corrected. Make sure it is shown as month of January, and then we have March. It says 13th March here, as you can see. So I'll just change it to 13 March. And it will correct automatically. Let me just see again all of this is February until the end, and it's February here as well. And now January has started, so make sure all of this is shown as January. Just notice the second one where the month is shown. Up till here, it's January, and then comes March. So all corrected now we can format this as date if we want to, and no problem will be shown here. January February March properly identified in 2024, and in the order data if we check, we will see the data like this. It's very scattered, it's not clean. So that's how you can clean this up as well. So we can delete this and we can change this to order. Date. Now, let's say that if I want to place it after contact and I want the other data to shift, what I'll do is I'll just hold the shift key and then hold this column from the corner. Make sure you see this four arrows. That's four moving. Hold the shift key and scroll it towards the left wherever you want to drop it and just keep holding the shift key and then release. You will see that the data is placed here and the other data will automatically shift towards right. So that's how basically you can combine all of the sheets in Excel along with the data cleaning. Just try this by yourself, and I'll see you in the next one. 67. Creating a Master Total from Multiple Sheets Using Simple Sum Function: This video, we are going to see a simple technique with which you can add up the sales from multiple sheets into a single one. So here we have an example of the sum sheet, which is totally blank in which we want to extract the total weekly sales based on each day, the quantity is this and the ordered totals is this. So we have sheet number one, we have sheet number two, and we have sheet number three, four, three weeks sales, as you can see. So we want to combine this simply into one, and you will find this file with the resources section of this video so that you can download and follow along. So the technique is very simple. What we will do is just go to the first sheet where we want to make the sum in the sum sheet. Make sure any other dataset should not be selected. Only the first one should be selected. Equals to sum, bracket open. And I want to sum the first sheet. So just select the first sheet simply, and I want to sum of C six. On the top, it will show you the reference that for sheet one, C six cell is selected. So do you want to sum only for one sheet? No. We want to combine it with sheet number three. Means up till sheet number. All the sheets, C six cells in all sheets should be add up. So after that, just hold the Shift key and select the last one. That's it. The reference will be adjusted like this. We want to sum from sheet number one till sheet number three, just for C six cells. Hit Enter, and it will show you the total on the first sheet that is 51. You can see let's see what is the total quantity in sheet number one, that is 12, 14 and five. Let's add it up manually, 12, 14 and 25. This makes a Rule 251. When this is done for a single cell, after that, it's very simple, drag it towards right and double click to send it down and it will total it for all the cells. Let me just make sure. For Saturday, we have 15 as total. So three plus three, six plus nine, six plus nine is 15. Similarly, let's make sure the totals are here correct as well. 821, we can also total it like this. For sheet number one, it was Friday. Okay. So equals to this cell plus, go to sheet number two, this cell, plus this cell. It's 821. So instead of adding all of these cells, which will take you a lot of time, especially if you have 50 or 100 sheets, it is much better to apply a simple formula of sum like this to combine all the totals. Now, let's see another example. Again, you can get this with the resources section of this video. We have a lot of data here. We have the data from January till December. As you can see, at the bottom, we have a lot of sheets. The salesperson name is same because this is the only team we have and they are selling different products in January, February, March, April, May, and the list goes on. So if you want to make any kind of bulk changes and then I'll also show you how you can auto summit, it's very easy to do. First of all, just select Janary and I'll hold the shift key and select it until December. I because I want to, let's say, increase the size of Eachet, I want to zoom in. So just hold a Control key, move the mouse wheel, and let's say this is the perfect size. After that, we will make the changes. And for some of the columns, you can see it's not properly visible, so you can select all the columns and auto adjust this according to the fields required. After that, let's say I want to format it further. Just notice that whatever I'm doing for a single cell will be automatically done for all of these sheets. That's an amazing function of Excel. Let's say now I want to apply some borders. I want to format it in the comma style and I want to decrease the decimal places. Now, whenever I select any other sheet or let's say I click on any one, you can notice that all of these sheets are formatted. Now what we want to do is just make the sum. I have just inserted a new sheet and let's write totals here. What I need to do is I'll just copy the whole data, paste it right here, zoom it a little bit, or auto adjust this, and let's delete all of this data. Now what I need is since the placement of each particular sheet is same for all the months, I can simply sum it. Have already seen that if you want to sum it equals to sum is the formula. You just select Genre, first cell, and then hold the shift key and select the last cell, hit Enter, and you will get the results, and you can then drag it towards right and drag it towards down like this. And even for the totals, we can make the totals like this. Whenever you see any kind of hashes, that means the space is not sufficient. So you just double click to auto adjust and then drag it down. So this is one way of doing it, and other smart way of doing this is, even if you don't want to select all the sheets, what you can do is use the AutoSum function in the home tab. So just click on the home tab and click on autosum. What it will do is it will put the Equus two sine sum and the brackets as well. Or otherwise, you can also use the short function key that is Alt equal. Just hold the alternate key and then press equal sign, it will automatically show you this formula. What we need to do is just see it carefully. First of all, we will put a single comma, which is called apostrophe. Then we will write steric here, close apostrophe, and then write exclamation mark, and write B two. Now why B two? Because that is the cell I want to add up across all of the sheets. So as soon as I press Enter, it will sum all the sheets, and it will automatically change the reference from January till December. The benefit of this is if you have even more sheets, it will take you some time to go until the last point. But what this formula does is it is automatically identifying all of the sheets, and it will combine it for you just by writing this simple reference. And I can simply copy this formula down, double click to send it down, and just drag it towards right as well, and it is able to sum all of the sheets. So you can practice on this sheet as well. So just try this by yourself, and I'll see you in the next one. 68. Introduction to Sumif: Video, we are going to see a simple example in which we can do the conditional sum that is called Sumif, and it is a very important formula in Excel. So we have this sheet right here. You have already downloaded it previously, and you can also get it with the resources section of this video as well. So here we have a data from Sumif Basics one, where we have the region wise product sales, and these are all the sales in the relevant products or the regions. I, let's say, ask you to make the total of all of these sales, you will say it's very simple, equals to sum tab, and we select the complete range just like that. And even if we don't close the bracket at the end, Excel will do this for you. Or otherwise, we can simply hit alternate equals, and this will put all of this together, and it will sum the data for you. But if I ask you to extract the region wise sales only, that is, I want to know each region seals separately, or I want to know each product seals separately or maybe both. How will you do it? That's where SI plays a very important role. Now, instead of writing each individual name of the regions manually, we might make some mistakes. It's better to copy the complete list and paste it in the corner wherever you want to make the sum or conditional sum. I'll just paste it here, but as you can see, it involves duplicate. So I'll just go to the Data tab and click on remove duplicates. The region column or data is selected. That's perfect. Lo. And now we only have the unique values for unique values remain a duplicate values found and removed. So that's perfect. Now we want to make the sales total sales total, let's say, I want to make this. And if you want to format it in the same way, what we'll do is just select all of this data, go to the Home tab and use the Format Painter and click here once. Until now, you have already noticed that we have started to use all the techniques that we have learned earlier like Format Painter and other stuff. So that's how in future Everything will relate that we are learning individually into a bigger project. Now, let's apply Sumif formula, but before that, I want to make clear of something. Whenever Excel formula says range, that means range is always a collection of cells like multiple cells or a list of data. So that is called range, and when it says cell, it is only referring to one single cell. So that's a very important thing. Let me just make our area bigger like this. I just minimize this home tab, collapse the ribbon. Now let's apply some if. We have some if, press tab so that it can automatically open the bracket for you. The range. Just always remember that criteria is whatever you want to extract in this particular cell. So I want to extract the results or sum all the results of East region. So that's our criteria. And the range is in which column this data will be found. So this data can be found here. Will select a complete column so that we don't have to fix it. Otherwise, you can select the range as well if you have more data downwards and you don't want to mix it up. So in that case, you want to select this, but in that case, you have to fix it as well, because if we drag it down, this will slip down from its position. So I prefer to select the whole column criteria is from this column, I want to find out the results for East. And when you find out all the East regions, what do you want to sum? It's sum range. If we have multiple columns, let's say, sales profit, cost of goods sold, whatever, you can choose between them. But since we only have one column here to sum, I'll just select C column and hit Enter. Now, like I said, if you look at this formula, the range is already fixed because once you select the column, it cannot be dragged down or slip down from its position, and the criteria is already selected, I will slip down from its position, but that's what when we drag down, it should pick the next criteria, which is north. And similarly, I can just double click to send it down and we have the sum for all. If you want to confirm that the totals are correct, just ordinate equal sine, hit Enter, and the totals exactly matches this one. So this is how you can extract different results using a Sumif formula. Dest try this by yourself, and I'll see you in the next one. 69. Smarter Use of Sumif Function: Video, we are going to find an other way of applying some A formula with a more smarter way. So I'll just make sales total two along with this. Let's say I want to format this, I'll just select all of these cells, go to the home menu, use the format painter and piece it right here. And here we will apply the same formula, but with a different method. I'll just use equals to sum if. Under the range, I'll select this range, under the criteria. I will not select a single cell, rather I'll select a complete column to see if it is able to pick what is parallel to it or not. And in the sum range, I'll select the same. Hit Enter, and it will close the formula, like, and you will see the same results here as well. So that means even if you don't select the criteria manually, it is still able to identify what is parallel to it. So this is an other way to work on this. It has put an operator with it. So that's how it works. Just try this by yourself, and I'll see you in the next. 70. Use of Countif and Average if Functions in Excel: With we are going to see how we can use the count if average if formulas in Excel so that we can identify the number of transactions that are done for a particular region or for a particular project. So here we have already extracted the seals for this particular region, but if you want to count the number of transactions in the data, it's very simple. Either you can add more columns here, or otherwise, I'll just copy this complete data. And instead of seals, I'll just remove this data. I want to see count I Method one and count if method two. Control R, count two, and the formula is very simple, and it will be applied approximately the same way as we did for the SLS or sum if equals to count if the range is where the original data is. So I'll select this complete column. And from here, the criteria is this region right here. And after that, just double click to send it down, and the method two is the same as we have done earlier for sum if Range is this, and under the criteria, I just want to check that if I select the whole criterias, whether it's able to pick it or not in the right way. So click and it's still able to pick the relevant parallel criteria. Similarly, if I want to extract the average function, I'll just write here, average if one and average if two, delete the data. Let's apply it again, equals to average if range is the original data. Criteria is the one for which we want to select or extract the average. Average range is whatever we have in the seals. So the average seals is 117. You can also extract the average seals if we select all of this. But this shows 386 because that is for all the regions. If you want to check or double check it, we will apply the filters here. And we will filter east first, and then we select all of this data. After that, it will give you 117 average. So that's how the average formula is very effective because otherwise, you have to check it this way by applying different filters. And let's say if you have a lot of filters, it will take you a lot of time to extract or identify average for each. If you want to just decrease the decimal places, just go to the home tab and decrease the decimal places however you want, and just double click to send it down. That's done in Method one. Let's do a method two, average if, same. The data is selected here. Criteria, I'll select the whole column. Even if we do have multiple criterias, we are able to extract this. Let's select seals and hit Enter, hit yes, and it is able to identify the parallel cells in which we are. So just double click to send it down, and this is how you can work for count if and average if functions in Excel. Just try this by yourself and I'll see you in the next. 71. Concept of Absolute and Relative References: Video, we are going to learn a very important concept, and that is the use of mix of absolute and relative references. That means whenever you see any particular select equals to and I select this, this is H three. That means H is the column reference and three is the row reference. But whenever I want to fix this to a particular position so that if I drag down the formula, the cells won't change its position. Just hold the function key and press F four. So this is completely fixed because this dollar sign acts as a nail. That means it fixed it at this position. So I have added a nail or fixed the column in its position, and I have also fixed the row in its position. Dollar is applied with both, and that's totally fixed. Whenever I drag it, it will always take the same reference because it is fixed in this position. But we have already seen in past as well that if we just press function key and F four again, we have different combinations. Some places only row is fixed and column is free in some places, the column is fixed and row is free, and in some cases, both are free, and in some cases, both are fixed. So what is the use of absolute and relative references in a proper way? We are going to see it by example and we are going to practically implement it in a very important formula as well. So let's insert a new sheet in any of the project. I'm using the same project that we have done earlier as well. Insert a sheet, and I'll just name it as multiplication table. I want to give you a simplest example so that you can easily identify this, how it works. What you need to do is just leave one space. That means A one should be free. From A two, I'll just write one and drag it down. You will see that one is copied through all the cells, but if I click on autofill Options and click on Fill Series, it will fill in all the numbers. So make sure you have ten numbers here. Make sure you have ten numbers on the vertical side as well. So just drag it towards right and fill series, and we can continue until ten. This is our data. It's very simple numbers. What we need to do is we need to make multiplication. That means one multiply by one, the answer should reflect here, one multiply by two, the answer should reflect here, one multiply by three, the answer should reflect here. But we only need to apply the formula once, and then it should be able to drag in all of the cells and perform all the multiplication in the correct order. So that's how you can easily learn the absolute and relative references concept in a very simple example. Us to this cell, multiply by this cell. That means one multiply by one is one. When we drag this formula towards right, you will notice that it leaves its position. It should be static in the first cell. It should not drag towards right. But when we see above, one multiply by one should be one, one multiply by two. That means this should move, and that's correct, but this should not move from its position. So what we'll do is always whenever we identify any problem, we always remove the formula and go to the first formula wherever we applied it on the first cell. We will see that whenever we drag towards right, it slips down from its position. That means the column is changing, and I want to fix that. So what we'll do is just add $1 sign behind the column so that the column should not change. When we drag down, the formula should be for the table of two. Then formula should be table of three. That means the row should change, but the column should not change whenever I drag towards right. Here, the condition is opposite. One multiplied by one is one, one multiplier by two is two, one multiplier by three is three, so you can see that one is static at this position, that means the column is not changing. But this data keeps on changing. That means here, the column should change, but the row should be static. So column, I'll not put $1 sign here, but when we go towards second cell, two multiply by one is two, two multiply by two is four, two multiply by three is six. So this means that whenever I drag the formula down, it's for two, then it's for three table. So this means that the column is changing. So you will notice that for each single table, it is always multiply by the first row. That means four multiply by one, four multiply by two, four multiply by three. It always doesn't leave this row. All the data is in this row. That means the row should be fixed when I drag it towards down. Apply this towards right. One, two, two. Let me just drag it further. And for one table, it's very simple one multiply by ten, as you can see, even if I drag it towards right, it won't leave its position from the column, and the column for the multiplication table is moving. When I drag it towards down, it should also work to multiply by one. That means when I drag it down, it doesn't allow it to drag the selection to which I'm actually multiplying. It won't allow to go down. That's because the one row number is fixed. Even if I drag it towards right, the column position here it's not changing, and the rope position here is fixed. So that's how it works. And when you are able to identify this, just double click to send it down and you can do this for all the cells. As you can see here, column is not changing and the row is changing so that it goes in the next table. Here the multiplied by five multiplied by six, always, it should be the first row. So first row is fixed in this position and the column keeps on changing because we have to multiply it by five, then by six, then by seven, so it should change. So this is a very simple example and don't worry even if you don't understand it now because we are going to see it a lot of times, and you will ultimately learn this concept of mix of absolute and relative references. If you want to learn it in detail, let's create some new assignments, and that's very simple with AI. I'll just ask Chat GBD to do this particular task. Please create a data that shows the grocery products, their prices in text. Also tell me a fixed tax percentage. Let's see what it creates. Let me just make it full screen. So as you can see, this Excel sheet is already created. Let me just download this. Let's open this. Even don't need to create a sheet. It automatically creates it for us. These are all the products. The price is in PKR, but if you want to convert it into dollars, we can do that as well. The percent t of text is 7.5%. So according to 7.5%, this is the rate. But let's say that we have data in this way that the text is 7.5%, but it's mentioned here. So how will we extract this text now? I'll use equals to price multiply by text, price multiptex here. But in this example, the price should always be multiplied by text, so the text in its position should be fixed. And also it's very simple to identify any particular cell. You can just refer with colors as well. So both of these selection is in the red color, so we can easily identify what is being selected here. Ungian Gi, just fix this, and it will be fixed completely because no matter what happens, it should not leave its column, it should not leave its row. And here, it should scroll down in the rows, but should not change in the column, let's say, if I drag it over to the next column. So this way, and fix the column if I want to, even if I don't need it in this example. Still we can learn that we can fix the column because we don't want to drag it towards R or leave its column. But in the products down below, it always needs to drag down so that we can find the percentage of text for each separate item, hit Enter. So it's 13.5 double click to send it down, and we see that always the next product is multiplied by the same cell. So that's a perfect example on how you can use the first combination of absolute and relative references. So let's write here. One, and by the way, guys, you will find the sheet with the resources section of this video. So that's another example on how you can use the absolute and relative references. In the next video, we are going to see how we can apply the concept in the Sumifs formula. So just try this by yourself, and I'll see you in the next one. 72. Applying Two Dimensional Sum Using Sumifs: Video, we are going to see how we can learn the Sumifs function. That is, if we want to find the sum based on two criteria, how we can do that. So let's see, and we will make a space for it. So we will push this all data aside. What we'll do is just select all the columns, right here and click Insert. What this will do is it will create a space for us. Let's say, that I write the product here, games, and I write a product here, East. Now I want to sum in the East region for games or let's say that I want to paste all of this data. So these are all the regions, and this is a simple other criteria. That is games. Let me just highlight this. First of all, I am keeping the example simple so that you can easily identify that. Let's format it a little bit. So here is it and we want to extract all the results. What we will do is, since we want to apply the formula from here, we now not only want to sum for the regions, we want to see the total sales of the region just for games. How will I do it? It's very simple equals to sum Is because this time, there are two criterias. So sum range, whatever you want to sum as a result of all the criteria is sales. So ultimately, we have to make the total of sales. C. But the criteria range one. What is the criteria one? We want to identify region wise seals. So where is its original data? In the main database, it's here, right? Comma. From all of these regions, for what region do you want to find the sales? I want to find it for this particular region, criteria range two. That means the second criteria is this. So where it is original data, always the range means a bigger data, a collection of cells. So that's asking about the complete database. Where is the range for all the games or products? It's right here. And out of this criteria two. For which product do you want it? I want to find for this product. That's it. There is no criteria range three, only we have two criteria, hit Enter, and we can see the sales is extracted. So for East region, in games, we only have the sales of three. But if we double click to send it down, you will see zero in all of the other cells. Why? Whenever you see any error, just open that up and you will identify why is that happening. Some range, it is also identified by colors. So blue colors right here, all set criteria range one is fine. Criteria is fine. Criteria range two is products, but the criteria two is now shifted from this place to bottom. So this should always be fixed at its point because it should not slip down. What I'll do is whenever you identify any kind of error, just go to the first cell and fix this cell in place. This is game it is also identified in the proper color that is a pink color or a dark pink color, you can say. So I'll just fix it at this point, so it won't drag double click to send it down. And whenever I check references now, the criteria two is always fixed at this position. So that's fine. Now let's make example two, that is the same cell, and we will identify it in a different way. Let me just remove this. So ranges this criteria range is all of this range, out of which all of these regions are selected as a criteria one. Criteria range two. Under criteria range two, I'll select all of this range and criteria two, since we have it in the overlapping field, if I select the whole column, will show us an error because the formula is applied on the same data where the results are shown. That means this formula is part of the data which is under selection. So you will notice that we will get an error. There's one or more circular references directly or indirectly applied. So this means that we cannot do this for criteria to, and that's an important thing that whenever you see this error, that means you're selecting a range in which formula is part of it. So that's way it will not be shown. So for this criteria, too, I'll just have to fix this cell, and rest of them will work fine. So this is how you do it. But that is for moving in one dimension only, although it's a double criteria, but let's say that we want to make it even more complex. What we want to do is just make some more space. I'll just remove all of this formatting, go to home, clear and clear formats or clear all. Or otherwise, we can use the short key of alternate H EF, alternate HF, and that clears the formatting. What we want to do is just copy this data, paste it right here, leave the first row because we are going to paste the products horizontally. Let's go to the data and remove duplicates. Click Okay, and we have the unique values here. For the products, I'll just first of all, remove duplicates. Otherwise, if I pasted it here, it will go too far. So I'll just paste it here wherever you want to paste, remove duplicates, click Okay. And now we only have the unique values aster. But this is arranged in a vertical sequence. What I'll do is just copy this and I want to transpose this. Right click here, p special and just simply select transpose, click Okay, and it is pasted horizontally now. This is the exact condition where we have a two dimensional data, alternate H EF to remove the formatting, and let's do the formatting in a certain way home and paste it right here, paste it here as well. Okay? So alternate HbA to apply all border and let's just remove this extra field as well. For region, I don't want that, shift cells up, shift cells left. I just want to shift cells up. That's fine. Let's remove this formatting as well. So this is perfect. Now we will apply a simple formula. Let me zoom it a little bit so that you can see the data clarity. Equals to some if and some ifs because we want to find the sales for all the regions and for all the products. So if I apply a single formula in the field, it should find for all the regions for this product, and when I drag it towards right, it should find it for the next product for all the regions. So I want to sum it like this. Sum range is this whole column, no problem. Criteria range one. That means our first criteria is region wise seals. So where is the original data? Range means where is the original data? Original data is right here, out of here, what is our criteria? I want to find it for this particular region. Criteria range two. What is the criteria range to? Our second criteria is products. So where is the range or where is the original data? Here it is. And I want to find this product for this particular column. Hit Enter and we will see the sales result. But normally in all of the earlier formulas, we haven't fixed the ranges here. But just consider that when we drag this towards right will move all these selections. Although when we select the whole column, it doesn't move row wise, but it can still move column wise, right. So this means that we always have to fix it. If you notice the sum range is now in D column, and D column is blank. So that's why it's showing zero. It should always be static at this position. That means when we drag this towards, it will automatically shift the columns, and that should not be done. So I'll select this, hold the function key and press F four to fix this. So now, since the column references has dollars or nails attached to it, that means it is. Firmly fixed at its position and it cannot shift. Same goes for criteria range one. When I drag it towards right, it shifts. So basically, the column reference should not fixed, and we will do the same thing. Function key and fix it. Criteria one. Now, here it becomes a little tricky, but don't worry. I'll try to explain to you in a very simple way. Whenever I drag it towards down, obviously, here in this particular cell, we want to find the sum of east, but in the next cell, we will be looking for the results of north. That means whenever I drag down this formula, it should automatically shift its cell reference. So here, what is shifting 2-3, that means row should shift. But whenever I drag it towards right, it should not leave it position from the regions and it goes in the random cells. It should not do that. That means the column reference should always be fixed. So this means that whatever you want to fix in its place, we will put $1 sign just behind that. So E, that means column reference should be fixed. I'll just put $1 sign here, and the row should be free. You will always do it in this way, no matter how much time it will take because you will identify all of the fixing and non fixing one by one, because when you get command over it, you will automatically know immediately how we can do that. Let's move to the criteria range too. When I drag the formula downwards, it will not move from its position because we have selected the whole column and the rows will not shift. But when we drag this formula, the same formula towards right, it starts shifting the columns, and that should not be the case. It should be fixed at its position. So this means the column should be fixed function E and F. For we didn't feel the need of it, but now it's compulsory. Similarly, F one. This is the reference. When I drag the formula towards right, that means now what I want, I want to find the total for the Es region, but for sports product, that means this should shift its position. Right now it's for games for the first cell, and the next column should be. Or sports. That means we need the sum of sports in the next column. So this means that column should move. We will not put our dollar sign behind that. And when we drag the formula downwards, we always want it for games. That means for the first row. I should not move down to a random cell. It should always remain at the product level. That means the headings should not scroll down or move down. So this means that we are placing the dollar sign just behind the row because the top headings is in row one and it should not shift from its row. So we need to fix the row reference. Hit Enter and now you will see the magic of it. We have only applied the formula once and just drag it towards right and double click to send it down and we have the results for every single cell. That's the power of fixing at the right positions with the right references. So this is the combination of absolute and relative references, although for the sum Is function, there are many alternatives you can even use Pivot Table void that we will see later on. But that's a very important concept to learn, and the perfect example here could be sum Is for this. I click to open this, and you will see that it is automatically taking all the right references. The data is fixed in its place, and we are finding in this particular cell, for the South region and for the sports we want to find the total. Here is your total. You want to cross check, how will you do that? For South and sports, I'll apply filters. 133 is the rule. Let's apply a South filter, and let's apply a sports filter. So although we have one product, but we can still confirm that it's 133. And guys, whenever you want to clear the totals from all the cells or from all the columns, just go to the Home tab and go to the sort and filter and clear it from here. So this is how you can apply some Is formula with the mix of absolute and relative references. Just try this by yourself, and I will see you in the next one. 73. Sum if using Named Ranges Using Auto Creation Mehthod : We are going to see the efficient use of the Sumifs function using the name ranges that we will create from selection. So we have already seen in the past that if you want to name a particular range, we just select that and we name it from here. But there is a smarter technique for this. First of all, let's copy the data, paste it right here, remove all of these formulas because we are going to apply it using a different method. That, all the ranges needs to be named so that we don't have to select it manually. We just give the reference of the name. Manually, we know how to do it. We just select the complete range, whether it's a combination of cells or range of cells or the whole column. And after that, we name it from here, like region, hit Enter, and we make sure that it's saved properly. But that's an old method. I'll show you an other method that's even more smarter. In order to delete this formulas, name manager, go in here, just delete this range like close. And let's say that if we have 30 columns, it will take us a lot of time to name all of them individually. So rather just select the complete range including the headings and just go to the formulas and click on Create From Selection. It will ask you create the names from the values in the top row because top row is for headings. There is nothing in the left column. Uncheck this. Click Okay. And after that, we see the magic that when we open this name manager, we have all of these saved. So this will save you a lot of time, especially if you have a lot of columns. Now let's apply this equals to Sum Fs. So range is sales. Criteria range is whatever is the original data of this particular criteria. So criteria is this one. What is the criteria range? That means original data exist in the region. It's automatically named from this option, create from selection. Let's choose this. And as we can see, the data is perfectly applied. Out of this range, criteria is this means out of all of these regions, I want to find the sales of each region. Let's do the same four criteria in ge two, which is all the products. So range, that means a collection of cells. It's always the original data. Let's write products here. Let's choose this. Out of all of the products, I want to find the sales of games because I am right below this cell hit ender, and that is the result generated for one single cell, as you can see here, it gives the same results, but in the previous example, we had to fix all of these ranges. It's not only difficult to identify, but it's difficult to read as well. Instead of this example, if we see this, it's much easier to read. We just have to apply the combination of absolute and relative references so that we don't have to apply formula every single time. So if we drag the formula towards right, this east region should always not leave its column. That means the column shouldn't change, but if we drag this towards down, it should automatically find the North sal south sail west sales. That means the rows are changing, but the columns are not. So in the Eine reference, we need to fix the column. Whatever you want to fix, we will put $1 sign behind that. Same goes for the products. The product should change. That means we drag it towards right, it should automatically apply and find the sports products results. So this means that the columns should change and the row shouldn't. When we drag it towards the bottom, it should not leave its herrings. This means the row should be fixed, but the columns should change. I'll just go behind the number and put $1 sign here. Now it's fixed and we can simply drag it towards right and double click to send it down, and that's how we extract the results. As you can see, it's exactly the same, but it's much simpler to read it in this way. So not only we have learned how we can apply the sums function using the named ranges, but also we have applied a smart technique of automatically naming all the ranges using Create from selection. It's an amazing function, so just try this by yourself, and I will see you in the next. 74. Sumifs Functions By Selecting Range as Criteria (Spill Formula Function): This video, we are going to see the efficient use of the Sumifs function using the name ranges that we will create from selection. So we have already seen in the past that if you want to name a particular range, we just select that and we name it from here. But there is a smarter technique for this. First of all, let's copy the data, paste it right here, remove all of these formulas because we are going to apply it using a different method. That, all the ranges needs to be named so that we don't have to select it manually. We just give the reference of the name. Manually, we know how to do it. We just select the complete range, whether it's a combination of cells or range of cells or the whole column. And after that, we name it from here, like region, hit Enter, and we make sure that it's saved properly. But that's an old method. I'll show you an other method that's even more smarter. In order to delete this formulas, name manager, go in here, delete this range like close. And let's see that if we have 30 columns, it will take us a lot of time to name all of them individually. So rather just select the complete range, including the hearings and just go to the formulas and click on Create From Selection. Will ask you create the names from the values in the top row because top row is for headings. There is nothing in the left column. Uncheck this. Click Okay. And after that, we see the magic that when we open this name manager, we have all of these saved. So this will save you a lot of time, especially if you have a lot of columns. Now let's apply this equals to SFS. So range is sales. Criteria range is whatever is the original data of this particular criteria. So criteria is this one. What is the criteria range? That means original data exist in the region. It's automatically named from create from selection. It's automatically named from this option, create from selection. Let's choose this. And as we can see, the data is perfectly applied. Out of this range criteria is this means out of all of these regions, I want to find the sales of East region. Let's do the same four criteria in g two, which is all the products. So range. So range, that means a collection of cells. It's always the original data. Let's write products here. Let's choose this. Out of all of the products, I want to find the sales of games because I am right below this cell hit ender, and that is the result generated for one single cell, as you can see here, it gives the same results, but in the previous example, we had to fix all of these ranges. It's not only difficult to identify, but it's difficult to read as well. Instead of this example, if we see this, it's much easier to read. We just have to apply the combination of absolute and relative references so that we don't have to apply formula every single time. So if we drag the formula towards right, this east region should always not leave its column. That means the column shouldn't change, but if we drag this towards down, it should automatically find the North sal south seal west sales. That means the rows are changing, but the columns are not. So in the Eine reference, we need to fix the column. Whatever you want to fix, we will put $1 sign behind that. Same goes for the products. The product should change. That means we drag it towards right. It should automatically apply and find the sports products results. So this means that the columns should change and the row shouldn't. When we drag it towards the bottom, it should not leave its herrings. This means the row should be fixed, but the columns should change. I'll just go behind the number and put $1 sign here. Now it's fixed, and we can simply drag it towards right and double click to send it down, and that's how we extract the results. As you can see, as you can see, it's exactly the same, but it's much simpler to read it in this way. So not only we have learned how we can apply the sums function using the named ranges, but also we have applied a smart technique of automatically naming all the ranges using Create from selection. It's an amazing function, so just try this by yourself, and I will see you in the next one. In this video, we are going to see a smarter technique of using the sum ifs formula, and this time we will see that even if we don't want to fix in the absolute and relative references and all the other complexity, we simply want to select our range in the criteria as well and just fix it fully. How we can do that. Let's see the example. I'll just copy this data here, paste it right here, and let's remove the data. Now, let's apply some ifs in the sum range Sales will be selected in the criteria range one. That means the original data is for regions. Out of those regions, what do we need? We need criteria one. Right now we are in the parallel to east criteria. That means we want the sales in this particular cells for east region and for games. But this time we will try to select all the data. We can select full column as well, but since we have the data above here as well, although it won't matter, but still let's select this as a criteria. Let's fix it fully criteria range two. Criteria range two is the original data for the products. So let's select products here, and out of that, this is our criteria range two, and we will fully fix this. Criteria Range three is not applicable, so let's enter. And not only will apply for one, it will also spill the formula and apply it to every single cell. So that's the power of it, and the spilling function will only work in the latest version of office. That means if you're using office 2024 plus, you can get these features. So as we can see, the results is almost the same, but it's much simpler to apply it this way. So this is another way of applying the Sumif formula using the full fixing of criteria range. Just try this by yourself, and I will see you in the next one. In this video, we are going to see how we can cross verify any particular formula if we have already applied and got some results, but we want to check the accuracy of formula. For example, in the north for the games, we have 452 as sales. But how do we know that we have applied the right formula or the results are correct? Can be easily done by applying the filters. So we have applied the filters. But if you want to apply it again, just select all the hearings in the original data and write alternate HsF. So this means alternate for the golden short key. Then we will go in Home tab sort and filter and filter. There we have it. Now let's search North and Games. What we'll do is we will simply filter out north, and from here, we will filter out only games. So we have 452 sales, 450 is mentioned here as well. So this is how we can check. Let's try another one, 309 West for toys. This is West. This is toys. So this is just a small example. That's why we only have one for each. But that's how we can reconcile or recheck for the accuracy of formula, whether we have applied it properly or not. So just write this by yourself, and I will see you in the next one. In this video, we are going in this video, we are going to apply what we have learned earlier in this test assignment. So you will find this in the sum if basic Sab within the same assignment, and that's your test. What we need to do is on our left, we have a fixed asset register with class. As you can see, the classes are defined. So even if the tools are of different type or equipments are of different type, still the class will remain the same, and this is the total cost. What we have to do is we need to create a summary by group. So for that, we need all the classes along with the totals for each group. We need to find a smartest way of doing this. So what we can do is just pause it until this point, try it by yourself and then release because I'm going to show you the answers here as well. But I want you to practice first and then release to see the answer. Okay, I hope you have already completed this. It's a very simple technique that we will use here since we have the classes already filtered down here. Since we have the classes already filtered here, we just need to create the totals in the group. So we will use a sum if formula because we don't have multiple criterias. We only have the single criteria. So it's very, very simple. So ifs, some if will be used. Range is the original data of our criteria. So criteria is this, the original data is this complete column. Why I have selected the complete column Because even if we add further classes in future, still it will incorporate this. The criteria, we can select the whole criteria. So this means that it will be automatically spilled out, but we need to fix this, alternate A for, otherwise, it will leave its place like this. Or what we can do is, if you want to make it even more simpler, we can select the whole criteria, the whole column. And in the sum range, we will select this complete column, hit Enter, and hit yes. So this way so this way, it will apply the formula, double click to send it down. You will get all the results. Let's try another way. What we can do is instead of selecting the criteria like this, let's select this whole area, fix it, hit Enter, and this way, it will also spill it or all the other cells. If you want to cross verify any particular formula, it's very simple. We just apply the filters here and we just filter it by, let's say tools. It's 1.5 million. Let's filter tools here. Lo, let's select this whole column. The total is mentioned down here, 1.5 million. That's exactly the same. Now, this formula was very simple, and we have already seen how we can tackle these kind of situations. In the second requirement, we have all the sales total that I want to find, which is above 200,000. So there are many sales, but I want to total only, which is above 200,000. So only these ones. What we can do, first of all, we will finish the criteria in the proper way. That means the text shouldn't be there. The comma is manually placed here, the dollar is manually placed here, and there is a space. So I need to remove all of this, make sure that you remove any kind of text here, and just keep greater than 200,000. Hit Enter, and now we can simply apply the sum if function. I always told you that the range is the original data of criteria. So if the criteria is a number or the cost, what will be the range? Range will be cost. Ma. Out of this cost, what do we want to find? We want to sum all of the numbers, which is above 200,000. So this is our simple criteria, or what we can do is just write it manually here, greater than the number. But that's not right. But that's not very efficient. I'll just select this as criteria, and in the sum range, I'll select the same. Hit Enter, and we can easily find the result this way as well. Let's make sure that the results are correct. Apply the number filters. It's 1.35 million, greater than 200,000. Let's select this whole column, and 1.35 million is mentioned right here. By the way, guys, if you don't see any kind of by the way, guys, if you don't find anything here, when we select the whole column, you don't find count, average or sum, we can easily include that, right click here, and whatever you want to include, you can select that like this. So now it's showing so now it's showing min max, and everything. That's how it can be done. Just try this by yourself, and I will see you in the next one. In this video, we are going to practically apply what we have learned earlier in this practice assignment or the test assignment where we have a simple data of different drivers who are delivering the orders of different items. The number of items are this. It is loaded in these particular trucks, and it goes to these destinations. So we have some of the data, but it's incomplete, as we can see, the two columns needs to be filled. On our right, we have a lot of requirements, but first of all, we need to fill in. But first of all, we need to fill in the complete data. Now, the data is not complete because we have all the items along with the quantities that we have to load in the truck and deliver to different destinations, but we don't have the price of these items. Where's the price? If we scroll towards right, there we have the price list. So this means we need to extract all of these prices, and it should automatically pop up here. It should automatically be picked up here using a simple formula that's able to do it for you because manually, it will take you a lot of time, even though if you filter, if you put the prices still, every time we need to consider something that even if it is 25 rows of data, you need to consider a technique that can work even in 25,000 rows. So in 25,000 rows, it will take you a lot of time to extract the prices manually. So what we will do, what we will use as a formula. Just stop it until this point. Think it by yourself. I want you to pause this video completely. Think it by yourself, what formula will be used. Try it and only then just resume the video to see the solution because I'm going to explain it to you within the same video. But first of all, you need to identify in what situations what formula should work. Until now, you might have figured out what formula will be used, but let me just show you on our right, we have the price list. So what we will do is we need to see this item in the vertical sequence, and when we find the item, we need to go in the parallel column to see the results and then extract it here. So this is called Vlookup. You are searching for the product price vertically in the order of price list, and when we locate that particular item, only then we will go in the parallel column to see the results. So let's select this whole range, name it as price. List or otherwise, if you want to give a gap, we can use underscore here. Space is not allowed, hit Enter. Now we can easily use this equals to Vlookup. Lookup value is what? Item. We need to see it in the table array. So either we can select this whole two columns. It makes it easier even if we have further data, or what we can do is we can select this range, but in that way, we have to fix this but the fixing issue is solved since we have already named it as price list, as you can see, even if we selected the range like this, it still shows the price list as the table array. So that's perfect. When we find this product in this particular list, where do you want to locate the price in the second column? So second column is the column index number. And this is the situation of exact match where we are finding for the same product, and it's not and it's not an upper or lower limit from which we have to find a tax rate or discount rate. Only in that situation, approximate match should apply. So here, this is exact match because we are just finding the price of the TV or any relevant product. Exactly. So close the bracket, hit Enter. Now here is the question before dragging it down. Do we need to fix this o value? No, we don't because when we drag down, it will automatically pick the item in the next row for washing machine, and that's exactly what we want. Always locate in the same table array, that should not move, but the products will change and that extract the prices. Double click to send it down and we have the prices for all the items in a single click. After that, when we got the prices, we got the number of items. What is the sales total that we have made? It's very simple just apply a multiplication formula, this multiplier. This gives us the results, double click to send it down again. And if you want to bring it to a comma style, go to the home tab and apply the comma and we can reduce the decimal places however we want. So this is a simple so this is the requirement one that needs to be done, and this is how you can do it. Just try this by yourself, and I will see you in the next one. This video, we are going to work on our task to for the practice project, and on our right, we have a lot of requirements that we need to work on with the most efficient way. I've already written the requirements, but you should identify as you see the requirements, number of orders in Boston. So even if it is not written, you can easily identify that we need to simply count all the number of orders in Boston. So what we can do is if we filter it this way, open the destination, select Poston, we can count it like this. All of this just select all of this after filtering and you will see the count total right at the bottom. But this will take a lot of time if we do it like this. What we use is a count I function equals to count I. And since it is a single criteria because we just need to find the total orders in Boston and other criteria is not applied like Boston Fruck four, it's not the case. So we will use simple Countif. Range is the original data where this criteria can be found. Where this criteria can be found is the destination. So out of all of these destinations, we are searching for Boston. Now if we select it like this as a criteria, it will give us an error. That's because this is a complete sentence. And it's not only Boston. So in these cases, what we have to do is just open the inverted commas and write Boston manually, close the inverted commas and hit Enter. So we will do it this way. But if we want to make it even faster because we have the microwave orders, we have a number of journeys with truck three, we have number of Peter wide journeys, all of these things. So this means that every time we need to refer to the data and select a particular range from there. Instead of that, we can number. Instead of that, we can name all of these ranges within a single click, how, select the complete data. Now, again, I want you to stop at this point and use your knowledge what we have learned in the previous examples because I'm going to show you the answers afterwards. Okay, hopefully that you have tried it by yourself by pausing this video, but if not, This is how you can do it. Just select the complete data. Go to the formulas, click on Create From Selection, but make sure that you select the headings or you include the headings in the data as well. Create From Selection. From what selection do you want to name all of these rows? So all of these columns should be named in the name of the heading. So top row, I'll select only that right column. I'll uncheck that, click Okay, and then we can simply refer to this name ranges. Just drop down the list and look at this magic. Whatever you select, it's referring to a particular data. So if we select transport, this is the whole column selected, and that's exactly what we want. Now, the method of application is very simple. The formula is count if, but in the range for the microwave orders, it should be found in items, and out of the items, we need microwave. Just make sure the spellings are correct. It enter, then we have equals to count if again, Range, number of journeys for truck three. Where the trucks data will be found in the transport. So from the transport, we only need truck three. So it's very convenient, as you can see. Number of Peter white journeys. Peter white might be the driver name equals to count F. Again, driver's name. And the criteria is Peter White. Hit Enter. Now, guys, before continuing, let me just tell you that there are a lot of smart way of doing things, especially if you already know Excel, you might already know or you might be thinking that why we are not applying Pivot tables or other formulas. That's because if we have data in multiple sheets or multiple files, the Pivot Table will not work easily. In that kind of situations, either you have to work on Power Query, Power BI or otherwise, we need to know these formulas so that it can work in every single situation. So not only we learn the advanced functions in future, even we will use the AI functions. But right now, it's very essential that we learn all of these small tools so that we can work in every single situation. Okay, let's continue. How many times are the number of items less than 20? So here the criteria gets a little difficult. It's not actually difficult count F out of the number of items because we need to select the range which contains all the items. So that's number of items already there named criteria is we only need to count which are less than 20. So less than 20 will be mentioned like this, less than 20. Hit Enter, and these are nine. Let's try it manually to cross verify. I'll just apply the number filters. Less than 20. Here's the result. These are all items, which is nine. Let's uncheck the min max because it creates a lot of confusion. Let's uncheck average as well. We only have count now. So count is mentioned here as nine. Perfect. Let's move to the next requirement which is sum if or some ifs. It's your choice. You have to identify in which criteria what should be applied. So sum of refrigerator items. What is refrigerator items? That means we need to sum all of the refrigerators total. Refrigerator sales total equals to sum if whenever you want to find the sum with a criteria, that's sum if. It's only a single criteria, so we will use some if only, not some ifs. In the range, what is the original data, name, it's items. So item column is selected. Out of that, we need refrigerators total. So inverted commas, write refrigerator. Make sure the spellings are correct. Sum range is sales total. Make sure you only select what is the hearing name because we have two seals saved as name ranges, so make sure you select the right one, hit Enter, and this is the total. Whenever you want to confirm the total, what you need to do is just apply a filter to the refrigerator, and then we can select those seals manually, and the total is 110 to 50. 110 to 50. Here we have if you want to apply the comma style, just apply it here, decrease the decimal places, and we are good to go. Next is washing machines. So if range is items. Out of those items, our criteria is washing machine. Close it. So range is sales total. And there we have it. Let's apply it again. Oops, equals to sum F. Range is the transport. Out of the transport, we want the total of just truck four. So just inverted commas right here, truck four, make sure the spellings are correct. And in the sum range, we have the seals. Total. Make sure you select the right range, sum range. Hit Enter. And finally, we have the sum F for the trucks. Now, here is the situation where it gets triky some of items transported by trucks, that means we need to find the total of all the transport which is trucks. If it is a simple trucks, if it is simple criteria, then we can have selected all of these range. Then we could have selected all of these range, but this involves truck four, truck three, truck one, truck two. So not only the numbers are included, that means we have different trucks. We have airplanes as well. So out of all of these criteria, we only have to find trucks. Whatever is the truck number, we need to total that and exclude the airplane at the same time. But don't worry, that's very simple. Sales, but don't worry that's very simple. The range is the original data, where the data is contained in the transports, and out of these transports, we want to find it for trucks. So just try to write whatever is common in the transport. So truck and space is common for all, or truck name is common for all. The numbers are different. So what we'll do is just write here, TRUCK and space because that's common for all, and after that, whatever comes. So for whatever comes, we will use a wildcard character and inverted commas close. Whatever is there, just find that. But in the starting, that should be a truck. Sum range, very simple. Sales total. And hit Enter. So this is 326,650. Let's take the total by just excluding the airplanes, and let's select the sales. So that's exactly the same. Three, two, 6650, 326650. That's how perfectly the sum range work using different criterias. Just try this by yourself, and I will see you in the next one. In this video, we are going to work on our third requirement for our test assignment, and that is using the count ifs and sum ifs if we have multiple conditions. So here we can see number of microwave orders we need to extract for Boston. That means not only we need to count microwave first, but we also need to count it in Boston only. So that should be a count if situation equals to count I count ifs criteria range. That means our first criteria is microwave. Where it can be found, it is the original data, which should be criteria range. So that's items. Make sure whenever you select it from the name ranges, it should select in the background. You will see it here. Out of that, we want microwave. Make sure the spellings are correct. Criteria range too. That means our second criteria is the location or destination. And criteria range means a collection of cells within the original data. So original data is this one, and we have automatically named all the ranges using the create from selection option. So destination is our range, and out of that, we need the count for Boston. Hit Enter, and that is two. Whenever you want to cross check, it's very simple to do filter Microwave from here and just filter Boston from here, and you should be able to see the count of that. Let's clear the filters now, and the next requirement is number of Peter white journeys with Ruck one. That means this Peter white is the driver name, and we want to find out how many journeys on Ruck one is done. So again, that's a multiple criteria crown Is will be used. In criteria range one, we will select the driver's name field. Driver's name range is all selected. Out of that, we need more Peter white. Again, since we are writing the spellings manually, make sure it is correct. Otherwise, you won't be able to see the results. Next criteria is the trucks and where the trucks can be found in the criteria range two, which is transport. So out of this transport range, we want for truck one and hit Enter. Again, it's two Now the third requirement is a bit different, and it says we need to extract the number of orders in Boston after third of February. So this is a multi criteria. I'll use count ifs. Criteria range is the original range of the data for our first criteria, which is Boston. So Boston can be found in destinations. Out of IF, we will choose Boston. Let's select the criteria range two, which is dates. So if we scroll down, so if we scroll back, we can see the dates here. So if we scroll back, we can see the dates here, use the date field or range, and out of it, the criteria is after third February. Criteria is after. So after means greater than, greater than what? Third of February. A inverted commas close. Let's it enter, and again, we got the answer. Next requirement is of the date range. We have to count the number of orders between third of February to sixth of February. Again, it's very simple, count ifs. Criteria range one is dates, out of those dates the criteria is greater than or equal to third of fab inverted commerce close, and the criteria range two is, again, date. Out of that, we need less than or equal to sixth fab inverted commerce close, and hit Enter we entered we have added an additional inverted commas here. Let's exclude that. All of this criteria should be under one inverted commas open and close, hit Enter, and the count should be 14. So that's also done. Then again, in the next requirement, we have the sum ifs criteria. That means we have a double criteria. We need to find sum of the microwave sold or transported to New York. So some Is some range is Sales total, make sure you select the right field. And whenever you select the field, make sure it is selected in the background. Criteria range one is the products. Out of those products, we need microwave. Here, we will not write microwaves because the original name in the data is named as microwave. Inverted commas close criteria range two, we will select destination. Out of those destination, we need it for the New York or NY. However it is mentioned in the destination, we will mention it in the same way like the original data, it Enter, we see an error. Let's resolve this. First is sales total, then is criteria range one. Okay, criteria range one is items, not the products. Item, make sure it is selected in the background, all done, hit Enter, and you should see 6250. So if we need to cross check whether we do have 6250 as the total, let's just check this. We have microwaves transported to New York to NY, and that's it. This is the total. All good. Clear the filter for both fields. But let's say that we have applied multiple filters and we want to clear them all together. How will we do it? Let's go to the Home tab, click on sort and filter and clear from here. Let's continue to the next one, which have some of items transported to Pittsburgh by Truck one. It's again, some Is some range is sales total. Make sure the field is selected, or range is selected in the background. Criteria range one is transported to Pittsburgh, so that's destination. Out of those destination, we want it to be Pittsburgh. What we can do is if you have some spelling confusions, I'll just copy it from here, paste it here. So you can separate it if you want to and then select the criteria from there. Out of the destinations, I want it for criteria one. Criteria one is right below this field, but since we have opened the formula, we can't see that name, but we need to fix that. Function G and F four. Criteria range two is transport, transport field or transport range, and out of that, we need it for truck one and hit Enter. So that should be 30,000. Let's cross check, filter Pittsburgh, then we have truck. If we select all of this, the sum comes to 30,000 in the background at the bottom. Now, just remember that we have extracted all of these records. Now, just remember that we have extracted all of these records based on the sales total. We have considered that we need the sum of microwave seals transported to New York, sum of items transported to Pittsburgh, so we need to calculate a total sales. If you want to sum the items, the sum range will only be changed to number of items, and then you can get that result. Let me just show you if you want, let's say, sum of microwave in units transported to New York. So in that case, sum range will be number of items, criteria range one is the items. Out of that, we need the total for microwave, and the criteria range two will be destination, out of which we need a total of NY. So this is 25. And that's your requirement. What we need to do is we need to mark it as sales total and units total. I've already shown you how we can extract the sales total of each. What you need to do is in all the sum ranges, you need to calculate the total for number of items units total. So just extract it here and extract it here. Alright, let's continue with our example. And the next one is sum of items ordered between second of March till second of June. So again, we are finding the total for sales, some ifs, some range will be sales total. And from that sales total, our first criteria is dates. So we'll select the date range out of that. We need to find out what's greater than or equals to second of March, inverted commas close, criteria range two is, again, date. Out of that, out of that, we need less than or equals to second of June 2025, inverted commas close hit Enter. Okay, we have this data until February only. So let's adjust it for February. We want it to be second of February, let's say sixth of February. Second of February, I'll make it sixth of February, hit Enter, and this is the total, save it. Now, we also have the requirement of some of items that you need to calculate, as you can see, some of the items transported, some of the items transported. I've already calculated. I've already calculated the sales and you need to calculate the units total. Similarly, the last requirement is sum of items transported to New York, Baltimore, and Philadelphia. So we need to sum so we need to combine all of these sums for these three regions. Now, just remember that here some ifs will not be used because there is no multi criteria. We need to sum for all of them. That means we will apply a simple sum if, but we will add a plus to it and then again, use the Sumifs. Let me show you how. First of all, I'll use sum I. What I have done is I have placed all the criterias here. You can just copy the complete range, paste it here, and remove duplicates, or otherwise, we can select it from here as well. So equals to sum if, first of all, range is nation. The criteria is, first of all, New York, so we can select it from here, but we need to fix it, and some range is number of items, since we want the total number of items transported. Bracket close, here is the answer. After that, we will go to the N plus SF. Again, the range is destination. Out of the range, our second criteria is Baltimore. We will select this function K and F four to fix, and some range is number of items. Close and plus, again, some if range is destination. Out of that, we need it for Philadelphia. Again, it's a difficult name, so we will choose it from the range. And the sum range is number of items total. Hit Enter, and we should be able to see the total like this. Make sure it is right. So what we can do is we will filter all of these locations, New York, Baltimore, and Philadelphia, select all of them. And if we select the number of items, we should be able to see the total right at the bottom, and sum is 386. Let me just clear it again. And we have the exact total showing right here. So what we need to do so what you need to do now is just find a sales total here and the units total for all of these, and the units total for all of these, as well. So what this will do is it will give you a crude. So what this will do is it will give you a good grip on applying the formulas. So just try this by yourself, and I will see you in the next. In this video, we are going to understand and learn the concept of auto totaling with Subtotals within the database. So until now, we have seen that if you want a particular sales like month wise sales or month wise profit, what we do is usually we just copy all of these fields, paste it here, go to the data, remove duplicates, click Okay, and then we write sales amount, and we extract it with sum if, where we select the range as months, we select criteria as this one or the whole column, and we select the sum range whatever we want the total of, and we hit Enter to apply it. But that is the sum outside the range. And also, if you want to find out for every single criteria, it will be a difficult job for you and we won't be able to create a summary within the data as well. So I am going to introduce you a subtotal. That is a very important concept. First of all, we will apply the filters because as we can see the month is repeated or it's in haphazard form, it's not arranged. So what we'll do is just go to the home tab and go to sort and filter on our right and apply the filters. After that, we need to sort it with A to Z or Z to A, whatever you want. And once it is done. Now, you will notice that the months are sorted, but it is in alphabetical order and not in the sequence of the original months. That means the Genu should come first. So if you want to filter or sort it that way, what we can do is use the custom sort. And it's very simple to do. 75. How to Cross Verify the Accuracy of Formula in Excel: We are going to see how we can cross verify any particular formula if we have already applied and got some results, but we want to check the accuracy of formula. For example, in the north for the games, we have 452 as sales. But how do we know that we have applied the right formula or the results are correct? That can be easily done by applying the filters. So we have applied the filters. But if you want to apply it again, just select all the hearings in the original data and write alternate Hsf. So this means alternate for the golden short key. Then we will go in Home tab sort and filter and filter. There we have it. Now let's search North and Games. What we do is we will simply filter out north and from here, we will filter out only games. So we have 452 sales, 450 is mentioned here as well. So this is how we can check. Let's try another one, 309 West for toys. This is West. This is toys. So this is just a small example. That's why we only have one for each. But that's how we can reconcile or recheck for the accuracy of formula, whether we have applied it properly or not. So just write this by yourself, and I will see you in the next one. 76. Sumif Test Project: With you, we are going to apply what we have learned earlier in this test assignment. So you will find this in the sum if basic Sab within the same assignment, and that's your test. What we need to do is on our left, we have a fixed asset register with class. As you can see, the classes are defined. So even if the tools are of different type or equipments are of different type, still the class will remain the same, and this is the total cost. What we have to do is we need to create a summary by group. So for that, we need all the classes along with the totals for each group. We need to find a smartest way of doing this. So what we can do is just pause it until this point, try it by yourself and then release because I'm going to show you the answers here as well. But I want you to practice first and then release to see the answer. Okay, I hope you have already completed this. It's a very simple technique that we will use here. Since we have the classes already filtered here, we just need to create the totals in the group. So we will use a sum if formula because we don't have multiple criterias. We only have the single criteria. So it's very, very simple. Sum if will be used. Range is the original data of our criteria. So criteria is this, the original data is this complete column. Why I have selected the complete column? Because even if we add further classes in future, still it will incorporate this. The criteria, we can select the whole criteria. So this means that it will be automatically spilled out, but we need to fix this, alternate A for, otherwise, it will leave its place like this. Or what we can do is, if you want to make it even more simpler, we can select the whole criteria, the whole column. And in the sum range, we will select this complete column, hit Enter, and hit yes. So this way it will apply the formula, just double click to send it down. And you will get all the results. Let's try another way. What we can do is instead of selecting the criteria like this, let's select this whole area, fix it, hit Enter, and this way, it will also spill it or all the other cells. If you want to cross verify any particular formula, it's very simple. We just apply the filters here and we just filter it by let's say tools. It's 1.5 million. Let's filter tools here. Lo and let's select this whole column. The total is mentioned down here, 1.5 million. That's exactly the same. This formula was very simple, and we have already seen how we can tackle these kind of situations. In the second requirement, we have all the sales total that I want to find, which is above 200,000. So there are many sales, but I want to total only, which is above 200,000. So only these ones. What we can do, first of all, we will finish the criteria in the proper way. That means the text shouldn't be there. The comma is manually placed here, the dollar is manually placed here, and there is a space. So I need to remove all of this, make sure that you remove any kind of text here, and just keep greater than 200,000. Hit Enter, and now we can simply apply the sum if function. I always told you that the range is the original data of criteria. So if the criteria is a number or the cost, what will be the range? Range will be cost. Out of this cost, what do we want to find? We want to sum all of the numbers, which is above 200,000. So this is our simple criteria, or what we can do is just write it manually here, greater than the number. But that's not very efficient. I'll just select this as criteria, and in the sum range, I'll select the same. Hit Enter and we can easily find the result this way as well. Make sure that the results are correct. Apply the number filters. It's 1.35 million, greater than 200,000. Let's select this whole column, and 1.35 million is mentioned right here. By the way, guys, if you don't find anything here, when we select the whole column, you don't find count, average or sum, we can easily include that we click here. And whatever you want to include, you can select that like this. So now it's showing min, max, and everything. So that's how it can be done. Just try this by yourself, and I will see you in the next. 77. Test Assignment Task 1: Video, we are going to practically apply what we have learned earlier in this practice assignment or the test assignment where we have a simple data of different drivers who are delivering the orders of different items. The number of items are this. It is loaded in these particular trucks, and it goes to these destinations. So we have some of the data, but it's incomplete, as we can see, the two columns needs to be filled. On our right, we have a lot of requirements, but first of all, we need to fill in the complete data. Now, the data is not complete because we have all the items along with the quantities that we have to load in the truck and deliver to different destinations, but we don't have the price of these items. Where's the price? If we scroll towards right, there we have the price list. So this means we need to extract all of these prices. It should automatically be picked up here using a simple formula that's able to do it for you because manually, it will take you a lot of time, even though you filter, if you put the prices still every time we need to consider something that even if it is 25 rows of data, you need to consider a technique that can work even in 25,000 rows. So in 25,000 rows, it will take you a lot of time to extract the prices manually. What we will use as a formula. Just stop it until this point. Think it by yourself. I want you to pause this video completely. Think it by yourself, what formula will be used. Try it and only then just resume the video to see the solution because I'm going to explain it to you within the same video. But first of all, you need to identify in what situations what formula should work. Now you might have figured out what formula will be used, but let me just show you on our right, we have the price list. So what we will do is we need to see this item in the vertical sequence, and when we find the item, we need to go in the parallel column to see the results, and then extract it here. So this is called Vlookup. You are searching for the product price vertically in the order of price list, and when we locate that particular item, only then we will go in the parallel column to see the results. So let's select this whole range, name it as price List or otherwise, if you want to give a gap, we can use underscore here. Space is not allowed, hit Enter. Now we can easily use this equals to Vlookup. Look up value is what? Item. We need to see it in the table array. So either we can select this whole two columns, it makes it easier even if we have further data, or what we can do is we can select this range, but in that way, we have to fix this but the fixing issue is solved since we have already named it as price list, as you can see, even if we selected the range like this, it still shows the price list as the table array. So that's perfect. When we find this product in this particular list, where do you want to locate the price in the second column? So second column is the column index number. And this is the situation of exact match where we are finding for the same product, and it's not an upper or lower limit from which we have to find a tax rate or discount rate. Only in that situations, approximate match should apply. So here, this is exact match because we are just finding the price of the TV or any relevant product. Exactly. So close the bracket, hit Enter. Now, here's a question before dragging it down. Do we need to fix this of value? No, we don't because when we drag down, it will automatically pick the item in the next row for washing machine, and that's exactly what we want. Always locate in the same table array, that should not move, but the products will change and that extract the prices. Double click to send it down and we have the prices for all the items in a single click. After that, when we got the prices, we got the number of items. What is the sales total that we have made? It's very simple just apply a multiplication formula, this multiplier. This gives us the results, double click to send it down again. And if you want to bring it to a comma style, just go to the home tab and apply the comma and we can reduce the decimal places however we want. So this is the requirement one that needs to be done, and this is how you can do it. Just try this by yourself, and I will see you in the next. 78. Test Assignment Task 2: Video, we are going to work on our task to for the practice project, and on our right, we have a lot of requirements that we need to work on with the most efficient way. I've already written the requirements, but you should identify as you see the requirements, number of orders in Boston. So even if it is not written, you can easily identify that we need to simply count all the number of orders in Boston. So what we can do is if we filter it this way, open the destination, select Poston, we can count it like this. Just select all of this after filtering, and you will see the count total right at the bottom. But this will take a lot of time if we do it like this. What we use is a count if function equals to count I. And since it is a single criteria because we just need to find the total orders in Boston and other criteria is not applied like Boston Foruck four, it's not the case. So we will use simple count if. Range is the original data where this criteria can be found. Where this criteria can be found is the destination. So out of all of these destinations, we are searching for Boston. Now if we select it like this as a criteria, it will give us an error. That's because this is a complete sentence. And it's not only Boston. So in these cases, what we have to do is just open the inverted commas and write Boston manually, close the inverted commas and hit Enter. So we will do it this way. But if we want to make it even faster because we have the microwave orders, we have a number of journeys with truck three, we have number of Peter wide journeys, all of these things. So this means that every time we need to refer to the data and select a particular range from instead of that, we can name all of these ranges within a single click. How, select the complete data. Now, again, I want you to stop at this point and use your knowledge what we have learned in the previous examples because I'm going to show you the answers afterwards. Okay, hopefully that you have tried it by yourself by pausing this video, but if not, this is how you can do it. Just select the complete data. Go to the formulas, click on Create From Selection, but make sure that you select the headings or you include the headings in the data as well. Create From Selection. From what selection do you want to name all of these rows? So all of these columns should be named in the name of the heading. So top row, I'll select only that right column. I'll uncheck that. Click Okay. And then we can simply refer to the name ranges. Just drop down the list and look at this magic. Whatever you select, it's referring to a particular data. So if we select transport, this is the whole column selected, and that's exactly what we want. Now, the method of application is very simple. The formula is count if, but in the range for the microwave orders, it should be found in items, and out of the items, we need microwave. Just make sure that spellings are correct. It enter, then we have equals to count if again, Range. Number of journeys for truck three. Where the trucks data will be found in the transport. So from the transport, we only need truck three. So it's very convenient, as you can see. Number of Peter white journeys. Peter white might be the driver name equals to count F. Again, driver's name. And the criteria is Peter White. Hit Enter. Now, guys, before continuing, let me just tell you that there are a lot of smart way of doing things, especially if you already know Excel, you might already know or you might be thinking that why we are not applying Pivot tables or other formulas. That's because if we have data in multiple sheets or multiple files, the Pivot Table will not work easily. In that kind of situations, either you have to work on Power Query, Power BI or otherwise, we need to know these formulas so that it can work in every single situation. So not only we will learn the advanced functions in future, even we will use the AI functions. But right now, it's very essential that we learn all of these small tools so that we can work in every single situation. Okay, let's continue. How many times are the number of items less than 20? So here the criteria gets a little difficult. It's not actually difficult. Count F out of the number of items because we need to select the range which contains all the items. So that's number of items already there named criteria is we only need to count which are less than 20. So less than 20 will be mentioned like this, less than 20. Hit Enter, and these are nine. Let's try it manually to cross verify. I'll just apply the number filters. Less than 20. Here's the result. These are all items, which is nine. Let's uncheck the min max because it creates a lot of confusion. Let's uncheck average as well. We only have count now. So count is mentioned here as nine, perfect. Let's move to the next requirement which is sum if or some ifs. It's your choice. You have to identify in which criteria, what should be applied. So sum of refrigerator items. What is refrigerator items? That means we need to sum all of the refrigerators total. Refrigerator sales total equals to sum if whenever you want to find the sum with a criteria, that's sum if. It's only a single criteria, so we will use some if only, not some ifs. In the range, what is the original data? Name, it's items. So item column is selected. Out of that, we need refrigerators total. So inverted commas, write refrigerator. Make sure the spellings are correct. Sum range is sales total. Make sure you only select what is the hearing name because we have two seals saved as name ranges, so make sure you select the right one, hit Enter, and this is the total. Whenever you want to confirm the total, what you need to do is just apply a filter to the refrigerator, and then we can select those sales manually, and the total is 110 to 50. 110250. Here we have if you want to apply the comma style, just apply it here, decrease the decimal places, and we are good to go. Next is washing machines. So if range is items. Out of those items, our criteria is washing machine. Close it. So range is sales total. And there we have it. Let's apply it again. Oops, equals to sum F. Range is the transport. Out of the transport, we want the total of just truck four. So just inverted commas right here, truck four, make sure the spellings are correct. And in the sum range, we have the seals. Total, make sure you select the right range, sum range. Hit Enter. And finally, we have the sum F for the trucks. Here is the situation where it gets triky. So of items transported by trucks, that means we need to find the total of all the transport, which is trucks. If it is simple criteria, then we could have selected all of these range, but this involves truck four, truck three, truck one, truck two. So not only the numbers are included, that means we have different trucks. We have airplanes as well. So out of all of these criteria, we only have to find trucks. Whatever is the truck number, we need to total that and exclude the airplane at the same time. But don't worry that's very simple. The range is the original data where the data is contained in the transports, and out of these transports, we want to find it for trucks. So just try to write whatever is common in the transport. So truck and space is common for all or truck name is common for all. The numbers are different. So what we'll do is just write here TRUCK and space because that's common for all, and after that, whatever comes. So for whatever comes, we will use a wildcard character. And inverted commas close. Whatever is there, just find that. But in the starting, that should be a trunk. Sum range, very simple. Sales total, and hit Enter. So this is 326,650. Let's check the total by just excluding the airplanes, and let's select the sales. So that's exactly the same. Three, two, 6650, 326650. That's how perfectly the sum range work using different criterias. Just try this by yourself, and I will see you in the next one. 79. Test Assignment Task 3: Video, we are going to work on our third requirement for our test assignment, and that is using the count ifs and some Is if we have multiple conditions. So here we can see number of microwave orders we need to extract for Boston. That means not only we need to count microwave first, but we also need to count it in Boston only. So that should be a count if situation equals to count if count Is criteria range, that means our first criteria is microwave. Where it can be found, it is the original data, which should be criteria range. So that's items. Make sure whenever you select it from the name ranges, it should select in the background. You will see it here. Out of that, we want microwave. Make sure the spellings are correct. Criteria range too. That means our second criteria is the location or destination. And criteria range means a collection of cells within the original data. So original data is this one, and we have automatically named all the ranges using the create from selection option. So destination is our range, and out of that, we need the count for Boston. Hit Enter, and that is two. Whenever you want to cross check, it's very simple to do filter Microwave from here and just filter Boston from here, and you should be able to see the count of that. Let's clear the filters now, and the next requirement is number of Peter white journeys with rack one. That means this Peter white is the driver name, and we want to find out how many journeys on Ruck one is done. So again, that's a multiple criteria crown Is will be used. In criteria range one, we will select the driver's name field. Driver's name range is all selected. Out of that, we need more Peter white. Again, since we are writing the spellings manually, make sure it is correct. Otherwise, you won't be able to see the results. Next criteria is the trucks and where the trucks can be found in the criteria range two, which is transport. So out of this transport range, we want for truck one and hit Enter. Again, it's two now the third requirement is a bit different, and it says we need to extract the number of orders in Boston after third of February. So this is a multi criteria. I'll use count ifs. Criteria range is the original range of the data for our first criteria, which is Boston. So Boston can be found in destinations. Of W, we will choose Boston. Let's select the criteria range two, which is dates. So if we scroll back, we can see the dates here, use the date field or range, and out of which criteria is after. So after means greater than, greater than what? Third of February. And inverted close. Let's it enter, and again, we got the answer. Next requirement is of the date range. We have to count the number of orders between third of February to sixth of February. Again, it's very simple, count ifs. Criteria range one is dates. Out of those states, the criteria is greater than or equal to third of fab, inverted commas close, and the criteria range two is, again, date. Out of that, we need less than or equal to six fab inverted commas close, and hit Enter, we have added an additional inverted commas here. Let's exclude that. All of this criteria should be under one inverted commas open close, hit Enter, and the count should be 14. So that's also done. Then again, in the next requirement, we have the sum ifs criteria. That means we have a double criteria. We need to find sum of the microwave sold or transported to New York. Some range is Sales total, make sure you select the right field, and whenever you select the field, make sure it is selected in the background. Criteria Range one is the products. Out of those products, we need microwave. Here, we will not write microwaves because the original name in the data is named as microwave. Inverted commerce close criteria range two, we will select destination. Out of those destination, we need it for the New York or NY. However, it is mentioned in the destination, we will mention it in the same way like the original data. Enter, and we see an error. Let's resolve this. First is sales total, then is criteria range one. Okay, criteria range one is items, not the products. Item, make sure it is selected in the background, all done, hit Enter, and you should see 6250. So if we need to cross check whether we do have 6250 as the total, let's just check this. We have microwaves transported to New York to NY, and that's it. This is the total. All good. Clear the filter for both fields. But let's see that we have applied multiple filters and we want to clear them all together. How will we do it? Let's go to the Home tab, click on sort and filter and clear from here. Continue to the next one, which have some of items transported to Pittsburgh by truck one. It's again, some ifs. So range is sales total. Make sure the field is selected or range is selected in the background. Criteria range one is transported to Pittsburgh. So that's destination. Out of those destination, we want it to be Pittsburgh. What we can do is if you have some spelling confusions, I'll just copy it from here, paste it here. So you can separate it if you want to and then select the criteria from there. Out of the destinations, I want it for criteria one. Criteria one is right below this field, but since we have opened the formula, but we need to fix that. Function G and F four. Criteria range two is transport, transport field or transport range, and out of that, we need it for truck one and hit Enter. So that should be 30,000. Let's crosscheck, filter Pittsburgh, then we have truck one. If we select all of this, the sum comes to 30,000 in the background at the bottom. Now, just remember that we have extracted all of these records based on the sales total. We have considered that we need the sum of microwave seals transported to New York, sum of items transported to Pittsburgh. So we need to calculate a total sales. If you want to sum the items, the sum range will only be changed to number of items, and then you can get that result. Let me just show you if you want, let's say, sum of microwave in units transported to New York. So in that case, sum range will be number of items, criteria range one is the items. Out of that, we need the total for microwave, and the criteria range two will be destination, out of which, we need a total of NY. So this is 25. And that's your requirement. What we need to do is we need to mark it as sales total and units total. I've already shown you how we can extract the sales total of each. What you need to do is in all the sum ranges, you need to calculate the total for number of items units total. So just extract it here and extract it here. Alright, let's continue with our example. And the next one is sum of items ordered between second of March till second of June. So again, we are finding the total for sales, some ifs, some range will be sales total. And from that sales total, our first criteria is dates. So we'll select the date range out of that. We need to find out what's greater than or equals to second of March, inverted commas close, criteria range two is, again, date. Out of that, we need less than or equals to second of June 2025, inverted commas close. Hit Enter. Okay, we have this data until February only. So let's adjust it for February. We want it to be second of February till let's say sixth of February. Second of February, I'll make it sixth of February, hit Enter, and this is the total, save it. Now, we also have the requirement of some of items that you need to calculate, as you can see, some of the items transported, some of the items transported. I've already calculated the seals and you need to calculate the units total. Similarly, the last requirement is sum of items transported to New York, Baltimore, and Philadelphia. So we need to combine all of these sums for these three regions. Now, just remember that here, some ifs will not be used because there's no multi criteria. We need to sum for all of them. That means we will apply a simple sum if, but we will add a plus to it and then again, use the Sumifs. Let me show you first of all, I'll use some if. What I have done is I have placed all the criterias here. You can just copy the complete range, paste it here, and remove duplicates, or otherwise, we can select it from here as well. So equals to sum if. First of all, range is destination. The criteria is, first of all, New York, so we can select it from here, but we need to fix it, and some range is number of items, since we want the total number of items transported. Bracket close, here is the answer. After that, we will go to the N plus some if. Again, the range is destination. Out of the range, our second criteria is Baltimore. We will select this function K and F four to fix, and some range is number of items. Close and plus, again, sum if range is destination. Out of that, we need it for Philadelphia. Again, it's a difficult name, so we will choose it from the range. And the sum range is number of items total. Hit Enter, and we should be able to see the total like this. Make sure it is right. So what we can do is we will filter all of these locations, New York, Baltimore, and Philadelphia, select all of them. And if we select the number of items, we should be able to see the total right at the bottom, and sum is 386. Let me just clear it again and we have the exact total showing right here. So what you need to do now is just find the sales total here and the units total for all of these, and the units total for all of these as well. This will do is it will give you a good rip on applying the formulas. So just try this by yourself, and I will see you in the next one. 80. Concept of Auto Totalling With Subtotal: Video, we are going to understand and learn the concept of auto totaling with Subtotals within the database. So until now, we have seen that if you want a particular sales like month wise sales or month wise profit, what we do is usually we just copy all of these fields, paste it here, go to the data, remove duplicates, click Okay, and then we write sales amount, and we extract it with some if where we select the range as months, we select criteria as this one or the whole column. We select the sum range, whatever we want the total of and we hit Enter to apply it. But that is the sum outside the range. Also if you want to find out for every single criteria, it will be a difficult job for you and we won't be able to create a summary within the data as well. I am going to introduce you a subtotal. That is a very important concept. First of all, we will apply the filters because as we can see the month is repeated or it's in hphazard form, it's not arranged. What we'll do is just go to the home tab and go to sort and filter on our right and apply the filters. After that, we need to sort it with A to Z or Z to A, whatever you want. And once it is done. Now, you will notice that the months are sorted, but it is in alphabetical order and not in the sequence of the original months. That means the Gener should come first. So if you want to filter or sort it that way, what we can do is use the custom sort. It's very simple to do. We'll just go to the data and click on SOT, and here we will see different options. We need to sort the month field and cell values, the order should be not A to Z, not Z to A, but we will follow custom list. In the custom list, we have already identified January February March in sequence, so we need to sort it according to that. Lo and now you will get it sorted in the right sequence. That's the only requirement in the subtotal. If you want to make the total of a single column, you will sort it that way. If you want it for multiple columns, which I'll show you later, you will sort, you will multi sort it. But let's apply it for this one. After it's done, what we need to do is just go to the data and apply a subtotal on our right. The data menu and the subtotal here it will ask you some questions. At each change in month, that means I am telling that when the month changes in the data field, what should you do? You can calculate the sum, sum of what? If you want multiple sums like number of units sold, customer reach, sales amount, and profit, all of them together, you can do it. So whenever the month will change, at the bottom, it will create a new feed of envy total, and it will calculate all the sum for you within the database. Replace the current Subtotals, summary below the data. All okay. Let's click Okay again, and we have the totals for each month, just like that. We didn't apply any formula and we should be able to see the total. So when January ends, January total is here and it has made the total for all of these fields. Same goes for February total and March total, and we have the grand total as well. So on our left, we can see that we have three levels of reporting. One is three, which is most at level, then is two, which if you click, it will automatically just close all of these summaries, and it will show you the total summary. How cool is that? And if you just click on level one, it only shows you the grand total. So it is very useful especially if you want the summary within the data. If you want to clear it, it's also very simple. Just go to the data, go to the same area and remove them all. You should be able to remove it just like that. So that's how we can apply a simple subtotal within the data using a simple technique. Just try this by yourself, and I will see you in the next one. 81. How to Change Subtotal Criteria: Video, we are going to see that if you want to change the criteria in subtotal and apply it to a different situation, how we can do that. So in the previous example, we have created the Subtotals for months, so we have sorted the months. Now, if we want the salesperson total for all of these fields, how we can do it. It's very simple. We can just sort it first, A to Z. And once it's sorted and all of these salesperson are put together, what we can do is just go to data, apply Subtotals. And this time at each change in salesperson, what do you want to do? I want to sum number of units sold, customer reach, sales amount, and profit for all of these, replace the current Subtotals. Summary below the data, all okay. Lo. We have the sales total created at the end of each salesperson for all of these fields, and we have the three levels as well. If we click on two, we see the summary that if we manually create, it will take us a lot of time, and if you click on one level, we have the grand total. Now, if you want to remove any subtotal, it's very simple as well. Just go to the data, simply click on Subtotals and remove them all, and that should bring you back to the original data. That's how we can apply or change the criteria by sorting the other column and applying the subtotal there. Just try this by yourself, and I will see you in the next one. 82. Application of Multiple Subtotals: Video, we are going to learn how we can apply the multiple subtotaling in our data using the subtotal function. So we've already seen how we can extract the total for, let's say, months or total for the sales person of all of these fields. But what if I want the total of the month? But within January, let's say, I want to see the total sales of each salesperson as well. So within January, how much assets sold, how much Farhan sold, Avaz Saad and Omer. We will move to February and within February total sales, we also have to see the salesperson sales within the month of January or February. So this is double sorting. And in these kind of situations, we need to multi sort the data. But first of all, the final total or the big total is of months. Within that total, we need the sales percent total as well for that particular month. So this means the final total is four months or big total is four months, so we will sort it first. Now, double sorting cannot be done from here because if we sort one, the other will be disarranged. So we'll go to the data tab and click on SOT and just delete all the levels. First of all, we need to sort it by months in the cell values and order. We'll choose a custom list here because we want to sort it exactly by January, February, March, and not by alphabetical order. Then we will add the level. After that, we want it to be salespersons. A to Z. So this means, first of all, it will try to put all of the months together, and then it will reshuffle this to adjust the salesperson within their data as well in the sorting. Okay. And you will see that first of all, it will sort the ganar and within that, it will then try to sort or reshuffle to adjust and put all the sales person together so that the totals can simply work. So not only months are collected in one area, but also the sales person are collected in the area together. We can simply apply the Subtotals. First of all, whatever is a bigger total, we will apply a subtotal on that first. So just go to the data on Subtotals, and we will find it first for the months. You want to sum it. You can use any function. You can try it by yourself, count average maxmin. But right now, we will only stick to sum. So whatever is the numeric value, we can make the subtotal of that. So number of units sold, customer read, save the amount and profit all can be added in the Subtotals. Click Okay, and we have it like this. Now let's go to the data again. Click on subtotal. It will automatically select the data for you, and this time, we will use the salesperson and we want to sum all of these fields but replace the current Subtotals? No. So here is the catch that you don't want to remove the current subtotal. Click Okay, and then we have multiple Subtotals. Situation, it looks that the Subtotals is not correctly applied, but here you can notice that we have not three levels, we have four levels now. So if we click on Level three, we should be able to see a great summary here where we have the salesperson individual totals and then the January total, then we have salesperson individual totals, then February total as a whole, and then we have individual salesperson total and finally the MS total. And again, we click on level two. So in that level, we only see the month wise sales total, and for one, we only see the grand total. And again, whenever you want to clear them all, just go to the data, click on Subtotals and remove them all, and you should be able to go back into the original data. So this is how you can apply multiple subtotaling. Just try this by yourself, and I will see you in the next one. 83. Comparison of Subtotals Vs Sumif Which is More Effective: Video, we are going to compare the sum if function with Subtotals because until now, you might be thinking that, okay, Subtotals can automatically be applied without any effort without applying the formula. So what is the purpose of sum if and sum ifs then? And that's a very important question. The main difference is the subtotal only works on a single G. That means if you have the criteria range and all of the data, within a single sheet and it's arranged without any gaps. Only in that clean situations, the subtotal function works, but the Sumif function can work with multiple sheets, even with multiple files. That means if you are trying to pick the range from some other file as well, it can provide you accurate results, and it can also take it from other sheets. And also if there are gaps in the data or data is not sorted properly, still sum if function should be able to work without any problem. But in Subtotals, it needs to be properly arranged, otherwise it will not give you proper results. So to see a practical example of it and how sum if is still the best option wherever the advanced functions like pivotables, Subtotals and all of these creative functions doesn't work, the sum if function will still work. Let me show you with example in the very next assignment, which is Sumif assessment test, where we have the January February up til December sales for all of these products, and I need to create something like whenever I select a particular month like December, it should show me the total here. But the totals are down at the bottom. And it's not arranged in the traditional sequence like that. So how will we collect the totals from the bottom? Let's see. This means the month is in the horizontal sequence and the sum range is right at the bottom, only sum function can be work here, not pvable tables, not Subtotals because in Subtotals, the month needs to be repeat in every single field. Here we have it repeated in every single cell, otherwise, it won't be able to work. So in all of these situations, only Sumif function works. Let's do the calculations. But before that, whenever I click on January 25, it's actually first of January 2025, it's picking it as a date. So although I wrote January 25, but it is picking it as a date. So what we will make the changes here, we will just write a simple January here and just track this till December. Now we have it right. Here, we just want to create the drop down list based on the months. Select all the months, right months here, and we will apply a data validation here. Select the cell where you want to apply it. Go to the data, go to the data validation, and here we allow it to be selected from list. And what is the source? We have already named it as months. Click Okay. And we should be able to see all the months here. So now the selection problem is solved. Let's apply a sum if formula equals to sum if range. Range is the original data where the months can be found. So it's all this. So it doesn't matter for sum if, whether it's arranged in the rows in the columns, vertically, horizontally, in whatever situations, it can still work. Criteria is this whatever I select it here, it should be able to select and create the totals. Now some range, we will select it from the bottom right at the bottom, we have the totals for each month. Hit Enter and we should be able to see the results. So for July, this is the total sales. Here you can see, and if we change the months, it is working perfectly. 107238, 107338 right at the bottom of January. So that's how we can apply the sum if function and make the totals of the data in whatever situation. Just try this by yourself, and I will see you in the next one. 84. Using Subtotal Function is Better than All Common Functions: Video, we are going to see the subtotal formula and in what situations it can work wonders and how it is much better than sum function. So right now, we have this data that we have used earlier before as well that you can find with the resources section of this video. So here we have it scattered. That means I have sorted it by salesperson, so it will automatically scatter the months. And that's exactly what we want here because I don't want it to put together so that we can see the discrepancy that the sum function has. And let's write sum and subtotal peril to each other. And let's apply a simple formatting. I'll just use the format printer paste right here, and then we have to make the text white so that we can properly see this. So in the sum function, let's say we want the total of the customer reach, I'll just use the sum function and select the whole column, hit Enter, and we see 270. Now, the subtotal, here's how you can apply this, right, Subtotals. When we use the subtotal, not only it will allow you to sum, but it will allow you to use any function you want. That's the power of subtotal that you can use all of these functions within a single formula. We will use sum, which is nine. In the reference, I'll select this simple range and let's hit Enter. The results are obviously the same, but let me just show you in what situations does the sum function won't work, but still the subtotal function works. If we filter the data and we filter out March, click Okay. Now the subtotal automatically shows the right answer, which is 164. So the customer each if we select all of them together, because March is gone from the filters, we only have January and February seal it shows the total of 164, and that's exactly how subtotal is showing. But in sum, it doesn't work. It is not considering it as hidden, and still it shows a total of 270 which is wrong. And especially this happens when the data is not sorted. That's why we haven't put the months together. So that's not a problem with the sum function only. That's a problem with every single function that you use simply. Let's use the average or mean, whatever you want. Average. Let's select the customer, and this is showing average. We can use it in the subtotal as well. Or average we will use one com reference can be simply selected like that, hit Enter. Right now it's showing same. Let me just reduce the decimal places. But when we filter out any particular month, let's say February, click Okay. And although this one is hidden in the results, so let me just filter out something else. Let me just filter out January. Okay. Let's just make the copy of it, create a copy. Okay, we have the copy here. Let's just move it aside. We will create some fields above that so that it won't disturb the data. Let's just paste all of these above so that we can make our calculations easily, remove the extra spaces. Now let's apply this. If we filter out February like this, click Okay, subtotal is automatically updating the average, while the simple average function that we make it average won't be able to do that. Similarly, let's say that we only have one month, it will automatically increase the average, but the average function still is on the same position. Most of you might be thinking that if we use and format it as a table, that means the problem should be solved. But let's try this Control hit Enter, and now it's formatted as a table. And even if you want to do it from scratch, what we can do is remove all the formatings first. Just go to the Home tab, clear and clear formats, and then we can apply Control hit Enter so that you can see the properly formatted fields. And once we are able to see this, let's reapply the sum equals to sum. And this time, I'll use this number of units sold, select all the fields, and you will notice that when the table is applied, it will show you the reference of the complete table. So disclose out of here, hit Enter, and we will do the same using subtotal. Use the sum function. Sorry, we will select it from here. And in the reference, we will select all the units sold just like so and hit Enter. And for the timing, it's showing me the same answer, but when we filter out any of the particular months, still, subroodle is able to update while the sum function doesn't update even if we apply a table. So this means in all of these situations, subtotal is working fine. And not only that, the subtotal is built in with the table function as well. We just need to activate it, and it's very simple to do. Already, we have formatted this as a table, we have to go in the table design and the total row, as you can see, it's unchecked. If you check this, we should be able to see the totals right at the bottom. And if you double click on any of them, you should be able to see subtotal formula applied here. Double click here, you see the subtotal formula and you can see it in the formula bar as well. And not only for some function, we can make it any function we want. Let's say we want to count this, we just change it to count from the drop down and we want to average this, we can make that as well. So this is how it can work in the data. If we format as a table. Let's go back to our dional data, which is this one right here. And we've already learned how the subtotal function works that if we sort it by months and we want the total of it, we just go to the data and click on Subtotals and we want to sum at the change of each month. Of all of these fields and click Okay, so it should be able to make the Subtotals this way, and it is also showing me three different stages where we can see the results. If you just want to see the totals of the month, we can see it here. We can see the grand doodle, and we can see the full details. But let's see further that if we want to sum any of the particular field, let me just fix it from the top so that we can see the headings even if we scroll down. So let's say that if I try to sum all of these fields from March till January, is showing me 13,000 something because it's including the totals as well, these total fields. But if you want to subtotal here, let me just write Subtotals equals to subtotal, and we want to use the sum function in the range you will select from March up til the top hit ended, it is showing us eight to 08. This means that it is not incorporating the Gener totals February totals that comes in between. So that's also a situation where Subtotals work perfectly, and the sum function doesn't. So if you want to remove something like Gener total, if we remove that, it is changing the sum, while for Subtotals, it remains the same because it is not incorporating it automatically. So let's remove the Subtotals, remove them all. And that's how the subtotal function works in different situations, including the formula and the automated method of creating the summary using the subtotal function. Just try this by yourself, and I will see you in the next one. 85. Why Excel Pros Use AGGREGATE Instead of SUM or AVERAGE: This video, we are going to see how the aggregate function works in Excel, especially in these kind of situations where you have different data. The rows might be missing or hidden, and there is some errors, too. So how we can make the totals even if we have the messed up data like this. So not only that, we will compare it with the simple functions like sum count as well and see what's better for us. Here we have this shed that you can find with the resources section of this video, and you will notice that in the sales field, there are some strange errors here. And on the left hanside, you will also notice that some rows are missing, so they are not actually missing. They are hidden. So let's apply some different common formulas that we normally apply. Let's say that I want to make the totals here. Totals, we will make it bold. And let's try to sum this. If we select the sum and we select the complete range hit end, it is going to give us an error because the data has the errors. And even in the bonus field, we write not available or NA or something like that. Let's try it this way. Equals to sum, if we select all of this, although it's not an error in the data. If we sum this, it is going to show us. But just remember that in the office 2024 latest versions, it is able to read this through the data. Otherwise, if you are using the older version, I recommend you to upgrade because you are going to see the error here. As we have seen, that if we do it in this way, it is going to give us an error. So here we applied a simple sum. Let's try the same function using the aggregate. This time, I'll sum using the aggregate formula, which allows you to use any kind of function you want. If you want to average, count count A, maxmin or whatever. We want to sum. So we will select sum here, comma options. And now we need to select what we need to ignore in this formula. So whenever we select the data, what do we want to ignore? We want to obviously ignore the errors and the hidden rows. So here it is. I'll select seven here, ignore hidden rows and error values. And finally, I will select the range of data which is right here, and we hit Enter. As you can see, even though we have the errors in the data, it is still going to give us the total. In the bottom, the result is 12,700 if we select these three cells. But if we unhide the remaining rows, we also have 8,500. So this means that whenever I hide a particular row, it is going to ignore that. And that's exactly what we want here that whenever we apply any particular filter, it should show you the results that is on the face of the sheet. Now, let's try an other example. Let's count using the aggregate function equals to aggregate. And this time we will use count which is on number two. And the options that we want to use is this option number three, which is ignore hidden rows error values nested Subtotals. Even if we have Subtotals formulas applied, it will ignore that values as well. Let's choose the array and this time, I'll choose it until this point. That means even if we have the aggregate total already applied within the range, it will ignore this. It's going to give you the count of three. That means all of these values which are shown only, and it's not hidden, it's not an error and it's not a total, only that will be counted. So if we unhide these, it is going to change the count. Now, it's four numbers that can be easily readable and that is not total. And finally, if you want to use some other function like average using the aggregate it's also simple and similar to it. Function, we will use average options, we will use three, which is ignore the hidden rows, error values, nested Subtotals and all. So aggregate formulas will also be ignored. Array, we will select all of this array. Even if we select until this point, it is going to give us an average of only these numbers. So if you want to just cross verify this, just select these manually, and you should be able to see the average down here when you make the selection. Otherwise, you just right click, enable the average, and you should be able to see the total here. Average 5,300 exactly matching this one. So this is how it works, and it's much better than the simple formulas because if you have errors, text, totals, or even hidden rows, the aggregate function will still be able to work with all of these problems in the data. So that's how we use the aggregate function in Excel. Just try this by yourself, and I will see you in the next one. 86. Advance Filters Use in Excel: Video, we are going to see how the sorting and filtering function works in Excel. We are going to see some of the examples that we haven't explored yet, and then we are going to see how the Advanced filter functions works. So first of all, to follow this assignment, you need to download this file with the resources section of this video so that you can follow along in which I have two files, AF one Master and AF two Google Search, where I have just inserted a Google search image. So first of all, we already know how we can apply the filters. We can apply it by selecting all the headings and just going to the Home tab and applying the filters from here, and then we can filter out whatever we want. If you want a particular lead source only, let's say the LindnOreach, we will just select that and we only get the results for that. We can also apply multiple filters like all the Linn outreach for the city of Houston, I want to see the results, and I want to see only which are inquiries or interested. Let's say. So interested is only one, and let's say inquiries, inquiries are two, and after that, let's say we want to contact them. So here is how filters works and you can apply multiple filters. But we have some other functions as well. Let's say that you are trying to search and look into some of the figures let's say for some of the phone numbers you want to contact later on, or maybe they have some problems and you want to correct that later on. You're just randomly checking all the numbers, and wherever you see any problem, you just highlight this for later on. Now, not only text, you can also filter it by color. Whenever we want to correct this and see what's the problem, just open this up and you can filter Bicolor, select the color, and here we have. Also, if we have multiple colors, let's say, some of them are orange as well. By the way, guys, if you want to repeat the color, you don't have to go every time to Home tab and then select the color. You can just repeat the last recorded action. Let's say that we have colored the last cell as orange. Whenever we repeat the function by just pressing function G and F four, it repeats the last recorded action. Whatever it is recorded, even if it is recorded to delete the row, it will do this. When we have multiple colors, it is very simple to filter that ones as well. Just select the color that you want to filter. Right click here, we'll click on the filter and filter by selected s color, and that's how we do it. So these are some of the functions, and also we have the sorting function, let's say that we want to sort it in a particular order arranged by name, sort by color. We can do it simply like this. And whenever we want to sort back with a serial number, we can do that as well. So it's always advisable to create the serial numbers column as well, because when you sort it by name or lead source, sometimes you are not able to arrange it back to the original order. So that's why it's recommended to put the serial numbers as well. Now, let's learn about the advanced filters. First of all, we will create some additional space in this sheet, repeat the action function KNF four, and here we just copy all the hearings and put it right here. Make sure the hearings are all same. And after that, let's say that I want to apply the filter using the Chicago and New York. And for Chicago, let's say that I want only who are interested. Make sure the spellings are correct. And for New York, I only want the inquiries. So in all of these conditions where you have multiple criterias to choose from, we need advanced filters. So what we'll do is just go to the data tab and click on Advance, and it says filtered the list in place. And if you notice the original data is all selected up till the bottom, so that's perfectly identified. Criteria range is also very simple. Whatever is your criteria, you select all of that, including the header rows. And now I click on Okay, and the list range will be filtered with my criteria. In Chicago, there's no one interested. Now, if I want to clear this filter, how will we do it? Let's go through the data and click on Clear. There we have it. Let's confirm that we don't have any interested candidate in Chicago, interested in Chicago. Okay. So here we notice something. In Chicago, the status is interested, but we did a spelling mistake here. Let's update this and let's apply the filter again. Clear, clear from here, go to the data, click on Advanced filters. Range is already selected. Criteria range is this one right here. The complete criteria, I just remove that earlier, and let's reapply. Click Okay. And now we have the results filter out perfectly. So this is the way you do it. Whenever you update any particular field, let's say the lead source, I want to see from this list, I will put the lead source here, and then just go to the data advance and the range is already selected, click Okay, and now we only see the linked in outreach. And for other one, it's showing for all because in New York, we haven't specified it yet. So you will notice that in Chicago, only the LinkedIn reach is shown. But let's say for New York, we want the Google Ads campaign. I'll put it here and we can update it. Go to Advance, click Okay. And now we have this data filtered. So you have analyzed that it's very simple to put in different criterias while you are looking at the data, and it will give you the results in real time. So just try this by yourself, and I will see you in the next one. 87. How to Copy Filtered Data to Another Sheet in Excel Automatically: We are going to see that if we want to copy the filtered data results on the other page or other sheet, how will we do it? So in the last example, we have created a space right above the database and applied the advanced filter using some of the criterias that whatever we write here, it is able to filter the data down here. But this is the original data. Let's say that I want to keep the original data as it is. I don't want to filter this data. Rather, what I want is to be filtered data placed on the sheet too. Will we do it? First of all, we just select whatever criteria and hearings do we have. Paste it here on the second sheet. Let's remove all of this from here so that this is in the original condition and always remains the same. Now, just remember to stay on the page where you want to now apply the filter, and that's a very important step in applying advanced filter. Otherwise, you are going to get an error. Just stay on the sheet where you are actually applying it in the new sheet. So click on data afterwards, on Advance and select copy to another location. In the list, you will just go back, select the complete database. Then we click on the criteria range. I will automatically move back to the sheet where you want to get the results, select all of the searches. Let's say I want two and copy two wherever you want the results to be pasted from, I want to put or show the filtered data from here, and that's it. Click Okay, and you will get the filtered results right here. Now, if we check the original sheet, the original sheet is intact while this sheet is filtered out. Let's say that I want to make any changes. Instead of Chicago, I want it for Austin. So let's filter that again. Go to the data. Click on Advance. Again, we select copy to another location. In the list range, we select the complete database like this. Criteria range, we will select all of this criteria and copy two, we will choose the location, click Okay. You will notice one thing. It is not able to show the proper results. Why? Because the earlier data is already pasted. First of all, we have to clear that and then we have to reapply this. But that's a tedious job, and it looks like the advanced filter is purposeless, or it is too much of a hassle. But that's not the case. Here we can use macros. But first of all, I want you to apply the advanced filters this way so that you are able to place it properly on the new sheet. You just clear it manually and then try that again using the data, advance, copy to another location. In the list range, we select the original data. Criteria range, we will select the criteria and I need to paste it from here. So you will notice that when we cleared the data, now it will show us the proper results. Here's Austin, here's New York, and all of that is perfectly shown. So first of all, just practice this how you can place it on the other sheet, and I'll see you in the next. 88. How to Resolve Excel Error You can only copy filtered data to the active sheet in Excel: Guys, in this video, we are going to discuss a very important error before moving forward that if you are trying to apply an advanced filter and you see this error, you can only copy filtered data to the active sheet. And you're not sure why it's showing this error. You have tried a couple of times and every time you're selecting the right data, you are doing everything, right. So why it's showing this error? You might be doing it in this way. First of all, I'll show you the wrong way, and then what is the major catch here? I'll show you that. First of all, let's go to the data and click on Advance filter. But before that, we need to see our second sheet where we have created a Google search. Let's say this is our criteria, and we want to place the results here. So we will just move to the original sheet. Go to the data, click on Advance, copy to another location. In the list range, the data is all selected. We go to the criteria range, we select it like this, and we copy it back to the sheet where we want to place the results, we place it here, so everything is perfect. But as soon as I click Okay, it is going to show us why is that? The catch here is very simple. You always need to be on the sheet where you want to see the results and then apply the advanced filter. In the last example, what I have done is we started applying advanced filter from here, being on this sheet, but we want to apply the Advanced filter on the second sheet. We should be on the second sheet first and then go to the data and use the same procedure, go to the Advanced tab, copy to another location, select it first. List range, just go back to the first sheet. Select the complete data. Criteria range, whenever you select the criteria range, it will automatically move you back to the sheet where you are applying it. Make sure the criteria is on the second sheet as well. And now we select wherever we want to place this, start pasting it from here, click Okay, and it works perfectly. So if you're seeing this error, this is how you can resolve it. Ust try this by yourself, and I will see you in the next. 89. How to Apply Macros to Automate Any task (Using Advance Filters With Macros): Video, we are going to see a very important use of macros, and this is the basic video. We will see more in detail for the future scenarios, but here we are trying to solve an important problem. In the last video, we have seen how we can apply the filters or advanced filters. But as we can see that if you want to do it properly on the other sheet, every time we have to remove the data and then reapply it altogether, and that's how it is refreshed. So the problem is, whenever you change anything, you have to do it all over again. Otherwise, it won't work. But the macro functions comes into play here, and that's a very important function. What it does is it will simply see you do things, and it will record it automatically in the VBA programming. And then it can repeat itself whenever you need it. That simple. But for that, we need a developer tab. If you have the developer tab, that's good. But if not, you can go to any menu and just right click on the white space and click on customized ribbon. Here on the right hand side, you will see this developer tab, but it will be unchecked. Just check it like this and click Okay. Just go to the developer tab, record macro. And let's say I name it as refresh underscore search. Again, the spaces are not allowed, so that's why I put an underscore. Let's put a short key Control J whenever I want to play this macro and click Okay. Notice that in the developer tab, it says, Stop recording. That means recording is started. Now, whatever I do, the system will record it and will perform the same things again. So let's say that I change the city here. What steps are involved in order to reapply the advanced filters? First of all, we need to clear the whole database, and we will not select it like this because this will only select a limited area. What we'll do is we will select the first cell that is B 18, we always have to put the data from here, and then we will hold Control shift towards right. So this will record in the system that select the whole database towards right and hold the control shift, press down. That means whatever is the result, it will always go to the last area. And then we will go to the home tab, clear all. That's done. We will select a single cell to clear the selection, and then we will apply the Advance filter again. Go to the data, click on Advance. All of these steps are recorded. Just remember that. Copy to another location. List range, we have to do it only one more time, and then our problems will be resolved, go to the other sheet because we are trying to apply the advance filters on a different sheet to keep the original data intact. List range, I have selected the complete data. Criteria range, it will move back to the original sheet where I'm trying to filter this, select of these including the headers, and copy two is always B 18. So these are the steps involved. What this will do is click Okay. Now, the filters is placed and we have the results. Every time it will automatically refresh and reapply the filter whenever I just click on the short key or I play the macro. Let's stop the recording, and let's test this. Let's say that I want it for Phonic City, and I want to search for the CPA marketing campaign. Now we don't have to do all the steps. We simply can go to the Developer tab, go to Macros and click on Run. And you will notice instantly, it will do all of these activities in no time. And that's an amazing power of macros. Now, if you want to make it even more fancy, what we can do is just go to insert, click on shapes, and let's insert a particular shape. It works like a Google search. Once the shape is inserted, just go to the shape format and customize it however you want. Let's say I want to format it like this or let's say I make the button black. Let's write search here, make it centered at just the size if you want, and we can just adjust it according to the needs. Now we have this search button ready, but in order for it to work, we need to assign a macro to it. What I'll do is right click here and click on Assign Macro. And click on Refresh search and associate with it. Now let's change the criteria. Even we can design dropdowns and apply to each one of them. Let's just quickly do this. Let's even get all of these data names automatically. That name ranges automatically using a simple method. We just select the complete data, go to the formulas, create from selection, and whatever is the top row will be the name of that particular column. Click Okay. And now we have all of these as selected. We want to use now, let's say, both of these, I want to apply a drop down here so that I can easily change it without looking at the original data. Go to the data validation, click on the list, and we will associate equals to city. We already know that it will be the exact name like city here because we have copied the hearings from the last data. Click Okay, and we can see all the list here. Similarly, for the lead source, we can easily apply the list, data validation, go to is Notice that we have selected both of the cells. Equals to lead underscore source because it doesn't allow space, so it will automatically always place an underscore here. Let's see that. It's also selected status. Let's apply the status, data validation. Apply list equals to status. Like, Okay. And now we can change whatever we want. We want the Google Ads campaign results, and here we want the LinkedIn outreach or online webinar signup or t city or Los Angeles and on the other we want just for Austin or Philadelphia. And then we click on search and you can see the power of it. Now in the Los Angeles, we might not have the results. So that's why I didn't show anything. In the Chicago Google Ads campaign, here we have the results. And it's not compulsory to use both of these criterias, even we can use anyone anything. If you want to see the Google Ads campaign result, click on search, and we only have this right here. But as we can see, it's not the case. We either have to use two criterias or we have to select in both of these. So it's your choice if you want to create a simple single search box, we can do it like that, but if you want to use it like this, you need to make an adjustment to the formula where we just select the advance and in the criteria range, we only select the headers with a single blank space right below it. So all of this is working perfectly, but a very important thing is, in order for it to work in future, what we need to do is just go to the file, click on saves, name it whatever you want. And in the Save As type, just always use the macro enabled workbook. Otherwise, next time, the search button will not work. So whatever you use as a macro, in order for it to work next time, you always have to save it like this. Click on Save and then we can simply use and apply different filters however we want. Click on search, and we always have the results right away. So that's an amazing function to learn. Just try this by yourself, and I will see you in the next one. 90. How to Remove Gridlines from Entire Sheets Or Specific Cells in Excel: We are going to see how we can remove the grad lines from the Excel sheet. As you can see here, the normal sheet in Excel looks like this, but I have made it plain white without any grad lines. So we will learn a couple of functions, and we will also learn that if you want to enable for a specific part and disable for the rest, how we can do that. And by the way, guys, from this lecture, we will start working on a smaller functions of Excel that will contribute into the bigger projects that we will do in future, like all the conditions, if then statements, if or formulas, and even into a bigger projects like bank reconciliation, Pivot Table or dashboard reporting. So you can find a lot of sheets attached with a single file. So just download this to follow along. All right. Let's move back to our topic, which is clearing the grid lines. Let's say that you want to completely disable the grid lines from the entire sheet. What you have to do is just go to the View tab and just turn this off. It's grid lines in the view tab, just turn this off and you will see the magic. It's gone. Now what do you do if we want it to be enabled for a specific area like this? In here, you can use the home tab and apply borders to it. You can simply apply borders. It looks like this. But let's say that before applying, you want it to look the same as the original grid lines. So as you can notice that it's of light gray color. And when we apply the borders, it's of dark black color. What we can do is before applying this line color, we will apply it light gray or very little gray. And then let's try to apply all borders. We will just click k because we are not drawing that borders manually. Click all borders, and now we can see it's of very light color. After that, you can format it however you want. Let's say I want the headings to be in a specific way. And whenever you want to enable all the grid lines back, just go to the View tab and just check this box and you are good to go. So that's how you can remove or re enable the grid lines in Excel sheet. Just try this by yourself, and I will see you in the next one. 91. Show Current Date and Time Automatically Using Shortcut Keys and Formulas: Video, we are going to see a very important formula that is, if you want to always show the current date or current time in Excel Sheet whenever you open that so that you can link it with some formulas. Let's say that you want to track the due dates for specific payments or for loan payments of banks, and you always want to see the days remaining until you should make the payment so that you don't miss any deadlines and you have a lot of loans. So in that conditions, you might always need to include the today's date or today's time. Manually entering this is very time consuming, so we will use a formula for it. But first of all, we will see how we can generate or automatically print the today's date in Excel. Just hold the Control key on your keyboard and press the semi colon sign. There you go. This is the current date, hit Enter, and here it is saved. If you want to see the current time, it's alternate and semicolon. It's Control Shift and semicolon. So hold Control Shift and then press the same button semicolon, and here is the time. But this time or date will not change because as you can see, when we select this cell, in the formula bar, the current date is written. But if you want it to be dynamic so that whenever we open, let's say, tomorrow, it should be second of August automatically. So the formula for that is equals to today. And you don't have to write anything in today, hit Enter. It will show you the same date as this one, but here is the formula applied. If you change the system date or you check it the very next day, it will automatically update. Similarly, for time equals to now, hit Enter. Pack it open and it close, and it should show you the date and the time itself. So if you want to change the format, let's say, if we want to see the time only, just right click here, click on format Sells, and you have a lot of custom formats here where if we want to see only time in AM and PM, here's how you can show it. Sample is shown right here whenever I select Rs minutes in Am PM. So it shows that right now the time is 3:56 P.M. Click Okay, and you should see it like this. But whenever the time changes, even a single minute changes, it will be automatically updated in Excel, and that's very useful, especially if you want to maintain payroll records or time in timeout or maintain time sheets of employees. These formulas are very effective. So just try this by yourself, and I will see you in the next one. 92. Formula to Extract Day Month and Year From Date in to Seperate Columns: Video, we are going to see how we can extract the date, month, and the year from a specific date in Excel. So let's say that you have multiple dates written in this format. Let me zoom it for you. It's day, month, and year. And for some reason, maybe you want to apply some formula. You want to separate all of these into different columns. How will we do it? It's very simple and the formula is exactly the same what is written here. So if you want to extract month, it's very, very simple, equals to month, and select the serial number. Now, serial number is basically whatever the date is. But let me just try it in today's formula because we already know that it will work in the complete date which is written manually, but does it work here? In the formula as well? Let's see. So it is able to separate the month from the complete date. Let's try D formula. Again, it's very simple to select the date, and it will identify and separate the date. If you want to extract the year similarly, the formula is year, select the date, and you are good to go. But what if we want to separate it this way? Let me just write in text form here. And let's actually create a little gap. You want it to be in the text form, that means instead of eight, it should show August or AUG, that is the short form of August. We have a specific formula that can work in many situations, and that is text function. Although we have the function written here down at the bottom, but we will use the text function here. The value is the same, but the format format should be mentioned in DD, MM, YY, whatever you require. So here, I'll just open the inverted commas. Now if you want the month to appear in the full name, that is August. So I'll write MMM four times and inverted commas close, I will show you complete August. But if you want just short form, I'll just remove one. That means the short form. Now it's showing AUG. If we remove one other, it will show us 08, and if we remove an other, it will show only eight. So let's keep the full name. Similarly, the day equals to text function again, select the original date, and in the format, if we write DD DD, it's Friday. If we remove one, it will show us the short form if we remove one, again, 01, and finally one. So let's keep it to Friday. And for the year, again, we can use text. Value is this yy, y, y. Doesn't matter if you use the capital letters or small letters, three times, it still shows 2025, two times it shows 25 and one time it will still show 25 because 25 is the minimum year that can be shown. So let's make it full again. And this is how you can separate the month, day, and here, both in the text forms and in the number forms in Excel. And that is very useful, especially if we are working on some advanced scenarios that we are going to see in future. As you can see here, we might need to separate all of these. Again, we will see it right here. So just try this by yourself, and I will see you in the next. 93. Combine Separate Day Month and Year with the DATE Function and Extracting DATEVALUE: Video, we are going to see how we can combine the day, month, and year into a date within a single cell. So there might be situations where we have the opposite scenario. We already have it separated into separate cells or in separate columns, and we have to combine it into a single date just to show it like this. How will we do it? Let's see. So the formula is very simple. We will use the date function. Guys before that, let me just clean and make the space for working. As you can see, it's looking so much congested. What we'll do is just go to the home tab and just collapse the ribbon from the right. And also on the left hand side, you can see that these are two groups. So let's just remove these groups. I'll just go to the Theta and click on Ungroup Ungroup rows. Again, go to the data, Ungroup. So all is ungrouped now. And we can still see that in this particular area, these rows are hidden. We have one, two, three, four, and then is 16. So how to unhide rows. Let's select all of these rows, right click here and click on Unhide, and there we go. Similarly, for the text functions at the bottom, we have 18 and then 32. Just select both of these rows, right click, unhide. Anyways, we were working on the date formula. So equals to date. First of all, we have to select the year. Y is from this cell, then we will select month, then we will select day, hit Enter, and you should be able to see a combined date. Just double click to send it down for all the other rows if you have many rows in the data. So let's see how we can use the date value function. Sometimes what happens is you have a specific date in the formula and it's also formatted in the date sequence. Just go to the home and if we convert it to a general format, this is the actual date value. So let's say that we want the date columns to be intact and we need to insert some other columns where we need the date value separately, not by changing the format. How will we do it? The date value is the formula. I'll just select the date text, hit Enter here we see an error, so how will we resolve it? Basically, date value is to convert any kind of date text into the date value. So what we'll do we have to write it in a certain way. Let's say that there are some problems with the date and you want to convert it into a value, you have to manually write it in inverted commas, and then it should convert it into a value. Although this formula is not much used, but you might see some scenarios where this formula will be used. So that's another choice. And the text function we have already seen this, it will convert the serial number of months, date, and year into the proper full form of the names. So this is how you can combine the date using the individual serial number of month, day and year. Describe this by yourself, and I will see you in the next. 94. Understanding TIME, HOUR, MINUTE and SECOND Functions: Video, we are going to see some of the important time functions that is available in Excel, like now minutes second time time value, and all, because this is very effective, especially if you are working on any of the streets related to time. You might need some calculations where you might be using these formulas, especially in maintaining the time sheets and all the other records related to time. First of all, if you want to show the current time in the Excel sheet automatically, that means not only it will show the current time, it will automatically update it the very next time if you open the sheet or even in the live sheet. So the formula is very simple. Equals to now, hit Enter, bracket open and bracket close, then hit Enter. This will do is this will show the date and time both, and the time will be in the 24 Rs format. But let's say I want it into a specific format like this one, how will we do it? Just right click here, click on format Ls are in custom format. Were the format is show the date in DD MM format and show the Rs and minutes as well. But as you can see, we have a lot of options to choose from. If you want to just show the hours and minutes and not the seconds, we will choose this other one, the third option, which shows the AM PM as well. That means this is in the 12 hour format. Not only that, you always see the sample at the top, how it will be shown. Click Okay, and now it shows the proper time. Also, if you want to generate the time, just by printing it directly from the clock and writing it as a text, you don't have to write it manually. Just hold Control and Shift on your keyboard and press the Sami Colin sign, and it will show you the current time in the text format. Let's learn how we can separate the time into Rs, minutes and second, and that's very simple. Almost the same like we did for the deeds equals to R, it only separates the R from here, and it's always in the 24 Rs format. So you can convert it manually. Let's say that I want it to be 12 hours, I can divide it by 12, and now you have serial number that you need to convert into a general format. Sorry, we will not divide it by 12, we will -12 from here. And just go to the Home tab and make it general format, and now it's showing the proper Rs. But I'll keep it to the original one, which is 16 s equals to minutes minutes. Let's select the date, and it will extract the minutes. We can also extract the seconds if we want. So seconds, let's select that, hit Enter. Now, in some situations, we have this scenario where we have to combine all Rs, minutes and seconds into a proper time. And here we use the time format. Time, first of all, Rs, then we will press a comma, minutes and then seconds. Hit Enter, and we have the time again. Some situations, we should have the time value extracted. And here we just have to mention the time in text format. Let's write PM as well. Hit Enter, and it will show you the percent date, but don't worry if you just see the percentage, just convert it from the home tab to general. And it will show you something like that. Now, we do have some text function as well, and text function will work here in time scenarios as well. Just select the time in the value and format text. Let's say from this scenario, we only want to show the Rs. That's it. Hit Enter, and it will extract 16 Rs, if we want it to show only Rs and seconds. It will show us Rs and seconds. If we only want to show minutes and seconds, it will show us minutes and second from this state. That's how you can use different combinations in the text function as well. And you might have noticed that the text function works in all of the scenarios, especially if you want, let's say, only a specific part like hours, minutes, seconds, it is able to extract every kind of information that you need. So that is how all the time function works in Excel. Just try this by yourself, and I will see you in the next. 95. Using TRIM Function in Excel for Data Cleaning: We are going to see how we can use the trim function in order to clean the data. So we have this example text right here where the data is messed up. We have a lot of problems here, but the main problem is the extra spaces. Now, if we figure out it manually, where's the extra space, it might take us a lot of time. So here, especially if you have the extra space right at the starting or right at the end. You won't be able to identify and you might be thinking why your formula is not working. So here, trim function is very important to remove the extra spaces. Equals to trim and you just select the text, hit Enter, and it will remove all the extra spaces that you have. So we will use it practically when we see and work on the specific projects where we might need the combination of all of these formulas. So just try this by yourself, and I will see you in the next. 96. Excel Change Case Using UPPER , lower and Proper Functions: Video, we are going to use the upper, lower and proper functions in Excel so that you can convert this messed up data into either completely capital letters, completely small letters, or the first letter of each word should be capital. So there are different scenarios, but we can see here that the proper function is right here and the upper and lower is right here. So if we want to put that up and automatically want the other functions to shift down, what we can do is just select this data. Just go to the corner, but I will hold the shift key as well and then start to move it or drag it upwards. Just select the data, hold the shift key, and just go to the corner until you see the four arrows. Shift key, and just hold it and place it wherever you want. I want to place it in between the proper insert, release this mouse, and you will see that it will move that up and replace it, and the other data will automatically n. So let's use this. First of all, if you want to make all of these as capital, equals to upper is the formula. It will turn all of this into uppercase, just like this. Then is lower. This will turn all of this text into a lowercase. But if you want the first letter of each word to be capital, we will use proper formula, select the text, hit Enter, and this will do this job. So that's another useful formula so that you can convert the messed up text into much meaningful text in Excel. Just try this yourself and I will see you in the next one. 97. How to Use Substitute Formula in Excel: Video, we are going to see how we can use the substitute function in order to replace a specific text with an other specific text. So right now we have the search and substitute formula, but we will use the search formula later on. Let me just page it right here and let's move this up. So substitute. Let's say that this is the text fully converted, but I have to use it in a particular formula or let's say I have to name the ranges. So this means the spaces needs to be replaced by underscores. How will we do it? We'll use a substitute formula for that equals to substitute. Text reference needs to be selected, so I will select this one. Old text, I'll just put an inverted commas, give a space, inverted close. That means the old text that we need to replace is space. The new text is inverted commas open, underscore, and inverted commas close. This means space needs to be replaced with underscores. Hit Enter, and instantly all the text will be converted into the new text. This is a simple example of the substitute formula. In future, when we will see all the complex scenarios, these formulas will also be used as a part of bigger assignments. So just try this by yourself, and I will see you in the next one. 98. Use of Search Function in Excel: Video, we are going to see how the search function works in Excel. So we are in the middle of discussing all of these important features in Excel. But since we are discussing the search function right now, it's right at the bottom. If you want to move up, you just hold it from the corner and put it up like that. Now, the search function is basically used to return the character number on which a specific word is starting. Let's say that I want to find within this text that at what character word band is starting. So it will show you that it's starting at the sixth character. That is, four characters is used for this, then a space, fifth character, and from sixth character, this word is shown. So although you might not see the use right now, but when we discuss some future projects, this search function will be very effective. So let me just close it. Equals to search, find text. I want to find what band. I want to find its position inverted close. Within which text, I want to find it here. Hit Enter because the third requirement is not compulsory for the starting number, we don't have to tell the starting number here. And as we can see that it's showing us that it's starting from sixth character. And that's the main functionality of search function. Later on when we practically implement it in the other scenarios, this will be very effective for us. So just try this by yourself, and I will see you in the next one. 99. Left Mid and Right Function in Excel: Video, we are going to see how the left, mid and right function works in Excel, and what is the use of it, we will also see with an example. So here we have the text on our left that says this band rules, and if we want to extract the left characters, that means on our left is this word. We will use the left. Formula. So just select the text. And how many characters do we need to extract? I four hit Enter and we have this separated. Now for the mid function, we use something like search as well. Because mid is a little bit complicated. What is the middle part that we want to extract? Equals to mid, we have to select the text. The text is right here, the starting number. Let's say that the starting number is band. So either we have to write six or we can use a search function here. We have to find band, within which text, within this text, and it will automatically extract it for you. A number of characters is four, so we will extract four out of here. As you can see, that it has successfully extracted it with the mid formula. And for right, let's say for w, we want to select this text, and out of here, we want how many characters one, two, three, four, five, six, seven, eight, nine, nine characters. So now it has combined, but if we change it to, let's say, five characters, it will only select a part of it. These are some of the functions. Let's see a practical demonstration of it where it can be effective. I will show you some other method as well to work with a simpler method. First of all, we have the employee ID and we have the full name only. And let's say that we want to extract the department from here. It's right at the front with the two keywords that is HR IT, finance for FN, MK for marketing, PR for other departments. So on our left, we have to extract only two characters, equals to left, and we need to extract two characters. It has extracted the department. Double click to send it down. Y of joining, it's in the middle. So after the employee ID comes the year of joining in the employee ID. So equals two, I'll just write mid. Text is this out of here, the starting number is three after two characters. And number of characters, since we want the complete here name, it's four characters, hit Enter, and you have the years of joining. For first name and last name, since the length of the name is not always the same, but the common thing that we can still identify is the space. After space is the last name and before it is the first name. So first of all, let's identify the space. We will use a search function for it, find this text, find a space within this text, hit Enter, and space is in fifth character, and it will be different for all, as you can see. And now we will use a left formula with that. Left on our left is the first name. So in the text, I'll just select simply this one. So on our left is the first name, select this comma and the number of characters. We will keep it as it is just to see the answers. That means search function will identify the number of characters. It entered, click yes, and it is able to identify the first name. Just double click to send it down, and it is able to do for all of these. So now you see how the search function is combined with the left function in order to make the results. Let's do the same for the last First of all, we will use the search function, find what, find space within this text, hit Enter, and after that, we will combine it with the right function. Text is this, and the character will automatically be identified by search function. Hit Enter, click yes, and it is cutting one letter. Let's double click to send it down, and it's doing the same for all the last names. So this means we need to add minus one. Whatever is the number, we need to add minus one to it. So this means we need to add a number plus one because we want to add one character from our right. Let's hit Enter, and now it's showing properly. Double click to send it down. But here the problem is different. We have different length of characters for each, so it won't be able to read it. In these cases, we will use a formula like this where we will use the n function, fine function, and write function, but that's a bit complex for us at this moment. And also, in these kind of scenarios, it's not very handy to use these formulas because we have other solutions as well. We can either use the split function directly. Let me just show you. Let's say I want to split it into the first name and last name. I'll just insert more columns, more two columns. Set the full name, go to the data, se text to column feature. Now, text to column feature allows you to separate the text based on a specific criteria into separate columns. So we will use delimited function and it will ask you after what you need to separate. After space, I need to separate it into two. So as you can see, it's perfectly identifying it. Click finish, click, and we are good to go. Now we just rename it to first name, rename it last name, and that's all done. If we let's say don't want it like that, we can write here first name and last name. Use the Flash Fill to do it. Just write one name and other name. And as you can see, the moment I start writing the other name, it will automatically identify a pattern that out of this text, we just want the first name, and it will suggest automatically for all the rest. Hit Enter and you will get your answers. Otherwise, you just select a simple pattern. Double click to send it down, I will show you the same results for all, but go to the autofil options manually and click on Flash Fill and it is able to identify that. Same thing for the last name, it's very simple to extract, double click to send it down and use the flash viel. Even if we start writing the second word after writing the first one, it should be able to identify or let's say, on the third one, it's able to identify. But if not, you can manually just select both of these cells, double click to send it down, and you click on Autovill options to use the flash Vl. So this is how you can use left mid and right function in some scenarios while you can use other preferred options like Flash Fill and text to column features for other kind of scenarios. So just try this by yourself, and I will see you in the next one. 100. Using Text Join Function: Video, we are going to talk about the newest function of text join, which can easily replace the concatenate and function, especially if we are talking about the text like this. Let's say the text is split into three columns and we just want to join it. In concatenate, it involves a lot of steps, and even if we use and function, it will take us a lot of time. So the latest function, the most convenient one is text join or let's join it already. Text join is the function name equals to text join, and we just select all of these. Equals to text join, the delimiter. That means after each word, what do you want to place it? What do you want to place after each word? We want to put a space, Ignore empty. If there are empty cells, yes, ignore the empty cells. Let's start selecting the text, but we don't need to do it separately for each, we can select a complete range and hit Enter and you are good to go. It will easily put a space with each. But here in this scenario, you can see that we have double spaces. That's because the right function should have eight characters, and now it's fine. So this is how the text join function works in Excel. Stry this by yourself, and I will see you in the next one. 101. Split Text Easily in Excel with TEXTBEFORE and TEXTAFTER Functions: Video, we are going to explore some of the newest text function that is text before and text after or TextSplit functions. And these are all the new functions that you will find in the latest version of Microsoft Office. So if you have Microsoft Office 2024 or plus, that functions will work for you. And the benefit of this is if you're performing some complex task, you don't need to merge many formulas to obtain these results. So let's see what are these functions? To practice on it, you can find this file with the resources section of this video. And here we have taken an example of the full name and their designation at the starting like doctor, professor, engineer, PhD, captain. You can notice that all of these professions have different starting initials, but they are ending on a specific pattern. And sometimes what happens is people have two titles instead of one. So Captain professor, major doctor, if you have professions like that, it won't be able to extract it properly, even if you use text to column functions or maybe Flash Fill will not be able to resolve these kind of things. So here we want just the titles. We will use a simple formula that is text before. Now, what text before does is returns the text that's before the delimiting characters. So for example, delimiting character is dot and space. So whatever is before that, it will automatically extract that. Hit tab so that it can automatically open the bracket for you. The text, I'll select this text. Delimiter is inverted commas dot and space because at the end, whether it's two titles or just one, it ends finally on dot and space, and after that is the full name. So we will mention it as dot and space both and inverted commas close. We have other options as well, but this is the only thing that needs to be done in order to extract the titles. Let's hit Enter to see the results. But here, as we can see, it has obtained only the first title, and I want the second one as well. So how we are going to resolve this, let's say that we want two instances where this criteria is met. So I'll just write two, hit Enter. In this case, it has extracted the right title, but where we have only one instance, it is going to show us an what we will do is we will skip this part to instance number because we want to go to the end of some of the functions. So we have to scrip through some parts. In the instance number, if you want to skip this, don't want to mention this, just mention comma afterwards. And again, it says it is case sensitive or non case sensitive, so we are not going to mention any requirement whether it's case sensitive, whether it's non case sensitive in both conditions, it should work. So we will skip this one as well. Now, here is the interesting part, match end. Don't match to end is set by default, and it says that if a match could not be found for the delimited return not available. As we have seen that we have defined the two instance numbers, and whenever it doesn't find that, it showed us an error. But what match to end does is match the delimiter against the end of the text. That means it will always search this criteria at the end. After that, it's not there. So whatever it is before that, it will take that completely. Let's use this. Tab, and now if we hit Enter, but still if we scroll down, some of them are showing correctly, but our problem is still not resolved. It's only picking the first title. So how will we resolve it? Now, here is a little trick. We go back to the delimiter and after the delimiter or criteria is set, what we'll do is we start working not from here because it always ends up here where it finds the first delimiter. So we want the condition to work backwards. That means from right to left and not from left to right. We want to move it to opposite direction so that whenever the first delimiter comes, if it checks from the opposite direction, there it splits the name or the titles, and that's how we can resolve our problem. So whether it's one title, two titles, or even three titles, it should be able to work. But how will we reverse the direction of checking? Very simple. Just use minus one. If you set the instance number to minus one, it will work in the opposite direction, and that should solve the problem. Let's hit Enter, and as you can see, it's working fine. Let's try for the second one. It's working fine. And let's try for this one. Also, it's working fine, but it is confused in Sark. So we will just remove this title, and now it's showing perfectly PSD. And wherever no title is available, it's showing an error, and that's fine. And after that, match mode, I don't want to match it against anything, match to end. Now, here is where we want to use the match to end function because it will not give us an error. Just remember that whenever you are making changes to any of the formula, you always have to make it from the first cell and just double click to set it down, and now our problem is resolved. So even if we have, like misses doctor Professor, hit Enter, and it should be able to separate the title right away. If we set it to miss dot, it will pick it as a title. Now, what do we do if we just want the full names afterwards? And that's where we want the text after. Equal to text after. Used in the same method to select the text. Delimiter is dot and space. And what we want to put here is minus one again because again, we are going to check it backwards, and whenever they find the first delimeter, that's where our criteria is, and it will instantly separate the full name like that. If we do it from here, it will separate the rest of the details right after the first delimiter. But if we check it right to left, that's where our criteria will meet. Hit Enter, and we are able to see and extract just the names. Olick to send it down, and we are able to separate just the names. But we can easily solve this within this formula. Just use the match mode. We don't want that, skip through it. And here we will just match to end, hit Enter, double quick to apply it again, and it is now able to show all the names. So basically, wherever there is no delimiter, it is considering the delimiter is at the start. So whatever is after that, it is able to separate this as a name. So this is how this new function works. Just try this by yourself, and I will see you in the next one. 102. How to Use TextSplit Function: Video, we are going to see an amazing function of TextSplit, which can be found in the newer versions of office. So that might be very helpful for you, and it can get rid of many formulas that you have learned earlier in most of the situations like mid left, right, all of these functions can be gone by using this formula. So make sure to download this file with the resources section of this video. Now here in this first task, we have different names that we want in different columns. How will we do it? We can simply use the text functions. So, for example, I'll just write here name one, and these are one, two, three, four, and five names. Let's drag it towards right, and that's our five name space. I'll just use the function of TextSplit function, and under the text I'll use this comma. Now it says column delimiter. Means, how do you identify where the next name is starting from? So we basically identify where the next name is starting from by using the delimited as coma. So wherever coma comes after that is the new name, comma now it asks for the row delimiter. But here, even if we skip this part and we just select this formula in our example, hit Enter, and you will see that not only it has obtained the results for one column, it has placed it or spill the formula out in the rest of the columns as well. So that's the power of this formula, and like I said, it's very simple to use. Let's go to the next task, which is task number two. Here we have different departments that we want to split, but we want to split not in columns, but in rows. How will we do it? Let's write departments here. And if you want to format in the same sequence, what we can do is just use the format painter and paste it right here. Use the function TextSplit. Under the text, I'll select this. Column delimiter is again, style, row delimiter, but here's the catch. This is not a column delimiter anymore. There should be a row delimiter because we want to split it into rows. So we can ignore this column delimiter just by pressing us again. We have to remove this. First of all, just select the text under the column delimiter. We'll just press a comma again, and the row delimiter, is inverted, inverted close, and that's pretty much it. Hit Enter, and you should be able to see all of these departments arranged in the rows. Now let's move to our next example on sheet number three, where we have the data of different computer accessories like mouse, keyboard, printer, and laptop. And we want the data to be arranged both in rows and columns. In the rows, we should see all the products, and in the other column, we should see all the prices. And we have this data like this, maybe because we have downloaded it from a software or we have extracted it from Internet. Here's how you can solve and split it into both rows and columns. So TextSplit is the function. We will choose this as a text. Column delimitter, what do you want to separate as a column? So after the products, the prices should appear in the separate column. So every price is separated by equals to sine. Let's choose a delimiter of equals to sine here. The row delimiters, what we want to do is put all the products in the rows. So after every product, if you want to split the next one in the next row, we can use the row delimiter as a comma sign, hit Enter, and you should be able to see all the products like this mouse, keyboard, printer, laptop. All of these prices are mentioned. Now let's move on to the next example of task four, where we want this text of courses, different courses that we are offering into the separate columns. We've already seen this example. In the first here we have separated all the names, but let's do the same, but with different conditions afterwards. First of all, we want to split this. It's very simple, select the text. The limiter between each course is the comma sine, hit Enter and you should be able to separate this all into separate columns. And it's showing perfectly, double click to send it down or drag it manually, and you will see the results for all. Now, what do we do if we want to, let's say, arrange it in the alphabetical order within the rows. So even if it is in the rows, we want it to be arranged in alphabetical sequence within this row. It's a very simple formula, but we will use a combination here. Double click to open the existing formula. First of all, we need to get rid of these extra spaces, even though it is not causing us any problem. But if we want to just get rid of any kind of extra space, we will use a trim function for that. So whatever TextSplit function is picking, I want to trim it as well. Lick, yes. Here's the trim function. As you can see, it is almost giving us the same results. But let's sort this now. So we will use a sort function. Array is whatever this whole function picks up. Sort index, we will not use any sort index here. Sort order should be by column. So in the sort order, we will not mention anything, and we just want to sort it by column. So in the extreme right, we will choose true, hit Enter, click, yes. And you will notice something very amazing that in the alpha Btical sequence, E comes first, and then F, even though we have Quickbooks online in between, it is able to sort it in the right order. According to the alphabetical sequence, if we double click to send it down, it will rearrange all of that in the right order. And that's the power of this function that in whatever sequence the data is, it is still able to not just split, but sort and split together by using these simple functions. So these are all the TextSplit functions that you can try and use in your daily working. You can find the finish file with the resources section of this video so that you can tell your results. And if you're facing any problem, you can just consult with us. So just try this by yourself, and I will see you in the next one. 103. Calculate Age or Years of Experience: O, we are going to see how we can calculate the age of a particular employee or a person or how we can calculate the years of experience that a particular employee has. So in order to follow this, you can open the same file that we were working on earlier. That is for date index functions in project number 89. Here we have an example of region wise employees. These are employees ID, joining date, name, location, designation, and their gross salary. So let's say that we want to calculate the years of experience for these particular employees. I'll just write here the years of experience sharing. Let me just zoom it for you so that you can clearly see the formula. Now, this one is a hidden formula that you normally don't see in the situations. That means even if I write dated, if it won't be able to show the suggestion, I'll just write dated, if and then when we open the bracket, it shows that there is some hidden formula, but even then the tool tip is not mentioned. That's why most of the people don't know how to apply this. But the syntax is very, very simple. First of all, we have to select the start date. So let's say that if you want to calculate the age of the employees, their date of birth will be the start date until today will be their age. But in this case, we have the joining date as a start date, and we want to compare it with the end date. Now what's end date? This is your current calendar date. Because the calendar date, if you relate it to that, it will automatically update the years of experience automatically, even if you don't update the data. So we will link it to in the end date, we will just write today. So whatever is today's date in the Windows, it will automatically update it here and calculate the years of experience comparing it by joining date. Now, that's sorted. Just press a comma once again and we want to calculate the years of experience. So just simply write years or Y, inverted commas close, hit ender. I will ask you to make some corrections at the end. That means they want to close the brackets. Do you want to accept this correction? Yes. And now we have the years of experience. What I have done is I've made a little adjustments in the project. We have removed the totals, so you can remove all of these with rows. Also we have changed this experience. 2024, I have made this 2014, 2022. I just give random years so that we can see some of the years of experience. Double click to send it down and we have all of these experience mentioned here. But let's say that we want to mention a text with it that three years, 23 years, 11 years. If I want to join any kind of text with this function, it's very simple open the first cell where you apply the formula first and write an A formula. What A does is A is for concatenation. Concatenation means that if you want to join any formula with any particular text, any particular formula, you always have to use the A function. And inverted commas open, give us space and write years. Why space? Because otherwise it will join it with number. So we want the number, then a space, and then years as a text. Hit Enter and you will see the years of experience like that. Just double click to send it down and it will be updated for all. So that's how it is done. But let's say that this is the completed years of experience. Let's say that we want it to be more exact. That means how many months are spent by these employees, how many completed years and months? Like three years and five months, it should mention it like that. So again, it is a joining of formula. We will use an sign and again, dated r date is the same. Joining date. If you're unable to select the cell, just select an above heading and press a down arrow key that should take you to the selection. End date is today. Make sure to close the brackets. And now we want to not only calculate the months from the starting of the joining date, we want to only count the months after the completed year. So years is already completed. After that, we have to count months. So y will be the Centex? That means after completed years count only months. Hit Enter, it will recommend you to close the brackets at the end. Click. And it says four, three years, four, and you will notice that it doesn't have a space. So what we will do is with years, we already had a space in the starting, we will put it at the end as well so that it can be properly separated. Three years four, four, what? If you want to join it with a text, again, write and inverted commas open space, and then write months, it enter, and now we can see it like this. Similarly, finally, if you want to join it again with days, we will again use dated a formula, start date is same, joining date, and date is today's date. And now after the completed months, days should be calculated after the completed months. So MD, hit Enter. Again, we see a problem. After months, it is joining it directly with number without any space. So we have to give a space after the months. Not only that, we should see a complete text 11 years, three months, and this many days. So not only we will give a space, we will write and just to use as a text and then again space. I know it sounds complex, but it's just used as a text. Just remember that. So 11 days are mentioned. Again, just open this up. And we again want to join it with days. How many days 11 is already mentioned, we just have to add it with a text. So space and days. So finally, it looks like this. If you're getting confused, just stay with the basics. That means years. But this is very simple. Just add the text, add the formula using the A function, and the sentax is pretty much simple that you can find with the resources section of this video as a completed project. So wherever you have confusion, you can check that out. So that's how we can calculate the age of employees or the years of experience. The age, the simple change is you will link the start date only to the date of birth. Rest of the formula is exactly the same. So that's how it works. Just try this by yourself, and I will see you in the next one. 104. Remove Unnecessary Blank Spaces for Data Cleaning: Video, we are going to see how we can remove the unnecessary spaces or blanks for data cleaning purpose because we already know that if we want to apply any kind of filters or formulas, it will cause us lots of confusion and lots of problems just because of these extra spaces. So it's very simple to remove. If you have a lot of data, we can either choose by just holding the mouse and scrolling it down, or otherwise, we can use some short keys, hold the shift key, and press pace down, pace down, paste down. Will make us easy for you to go up till the end. And after that, we just selected a single column as a sample. Just press Control G. This is the option to go to special. Although we can go from Home tab and Fine and select and go to special, but this one is simpler. Press Control G, and we will select special from special, we only want to select blanks. Click Okay. And now all the blanks are selected. We just have to command, what do we want to do with it? Right click here, click on delete. And it will ask us the question, do you want to shift the cells up? Just notice that if we shift the cells up, it will misplace the data. The other data will remain at the same point, and this data only will move because we have selected only a single column as a sample. So we don't want to shift the cells up instead what we want it to delete the entire row based on this sample. So if in one particular column there are blank spaces, just completely remove the entire row. Let's select entire row, click Okay, and that's how we can clean this data. So just try this by yourself, and I will see you in the next. 105. Highlight Entire Row Using Conditional Formatting: Video, we are going to see how the Conditional Formatting function works, and especially we will explore how we can define a custom, self made or self defined Conditional Formatting formula. So we have a simple example here where we are tracking different payments, and we're just checking the status that whether this amount is cleared from bank or not. Let's say for the status, we want to highlight if they are cleared, they should be highlighted in green. If they are uncleared, they should be highlighted in red. And that's very simple. We have already seen the example before in the mark Sheet criteria where we highlighted the failed and past students. So that's very simple to do, select the whole go to the home tab Conditional Formatting, highlight SL rules, and they are equal to cleared. So if they are cleared, they should be highlighted in green, and we can customize the color as well. Click Okay. You'll see it later on. Conditional Formatting, again, highlight CL rules, equal to or we can also use texts that contains uncleared. They should be highlighted in red. Click Okay. And that's very simple to apply. We have already seen that. But let's say we want to make customization to the formatting. It's also very simple, go to the home tab. But now these formulas or these conditions are already applied. What we'll do is just click on the managed rules option, and here we see the conditions applied. Just double click here, go to the format, and here is from where you can access it. Let's make the fill color as dark red. And even if we want to fill effects, we can do it in a certain way like this, vertical diagonal, however you want, let's mix it with dark color. Like this, diagonal up. Okay. Font should be white. Click Okay. And this is the sample. Click Okay. And apply. You will notice that it is highlighted in a different color. Let's do the same format, fill, fill effects, vertical, diagonal, whatever you want. You'll choose diagonal down. And let's highlight this one in multicolors as well. This screen, this screen, the combination of both. Okay. Click Okay. And the format or font should be in white and should be bold. Now it's looking like this. Click Okay. Apply and Okay. That's how we can make the customization of formatting. But let's say what we want to do is whenever the status is cleared, it should highlight a complete row and not a single column. So the method is very simple. All you have to do is just select all the data, and then we will go to the home tab, go to the condition formatting, and if you want to define your own rule, just click on this new rule option, and the last option is use a formula to determine which cells to format. We just select the first cell as a sample that if this cell is equal to what is equal to cleared, so if this condition is true, it will automatically form it. So we will just simply mention this condition that this cell should be equal to cleared, and then we can simply format whatever we want. So, for example, I want it to be highlighted in this color, and the font should be white. All okay. But do we want to format it only for this cell? No. We want the condition formatting to scroll down and check it for each single row. That means the column should not change. Why column should not change? Because it should automatically highlight the complete row, but based on the results of F column. It shouldn't check every column for different criterias. It should only check F column for the criteria, but it should check it in every single row. That means the column should be fixed, but the row should be free. That's it. Click Okay, and you will see the magic. As soon as I did this, the status will be changed to cleared. It will highlight a complete row. So now what we will do is, let's remove the earlier formatting, go to home, Conditional Formatting, manage rules, and we will delete both of these rules. Select both of them, delete rule, delete rule, apply, and now whenever I change the status to cleared, it will highlight an entire row. Let's do it one more time for the uncleared payments. Select the complete data without headings, go to the home tab, Conditional Formatting. New rule, use a formula to determine which cells to form it, and we will simply say this cell should be equals to uncleared. And if it is the condition, go to fill, highlight this font and color white. But do we just check the single cell or do we require that condition formatting should check it in every single row? Yes, we want to free the row, but always check the results from F column that is status. So column is fixed and row is free. Click Okay, and we can see our results. Whenever we change any status to uncleared, it is highlighting it in red. But this red color is very sharp. Let me just make some changes. Go to manage rules, select that, and let's fill it with a lighter version. Click Okay, apply. That's how we can highlight an entire row using condition formatting. This formula is very effective in different situations and it allows you to manage things clearly because of this proper formatting. Just try this by yourself, and I will see you in the next one. 106. Bank Book Reconcilliation: Video, we are going to see how we can perform the bankbook reconciliation using the knowledge that we have gained from the earlier examples. So let's say that this is a big company who normally maintain all of the records in the software like SAP, Oracle or any other specific software. But in order to make the entries, first of all, they need to check on Excel whether all of these are reconciled or balanced so that they always make sure that there is no discrepancy when they finally enter it in the software. So let's say that the opening balance in both of these conditions, books and bankbook at the opening point was balanced, and the balance is 200,000 on each side. So let me put it here as well. And what we want is we want to check our books that whenever we make any kind of payments or we receive anything in books, which we have recorded as per our records, is it reflected in bank as well or not? So let's say that if the person is completely maintaining the records in Excel, what they will do is whenever they make any entry like payments, they will enter a payment out in books, but in the bank, they will only enter it when they actually check it in the bank statement and it's reflected properly in the bank statement. After that, they will just mention it in the debit, and that's how they cleared the payment and reconcile both of the transactions. This is the scenario where they check the physical bank statement, and they search for the check number from here, and then they put the relevant amount right in front of the R books record in the bankbook. Just mentioned the amount and the clearing date. Now, our first requirement in this particular sheet is to calculate our running balance, and that's super simple, although we haven't seen it yet, but it involves a basic logic. How will we calculate it? The running balance means that after every transaction, we should see an updated balance after each entry. So let's say 200,000 was the opening balance, we have entered 100 as a payment, so it should show the remaining balance. Again, 100 payment, again, again, 300 payment, it should automatically update the balance on every single entry, whether it's receipt or up payment. The formula is very simple, equals to opening balance, but wherever we have on the top, plus debit because that increases the balance in RBoks minus credit because that decreases the balance in RBoks. This is the running balance right after the next transaction. What we do is we will not fixed anything. Why? Let me just show. We drag it down. What this will do is instead of picking the opening balance as the balance, the formula will pick the balance right above that, and that's exactly what we want because we want to see that after the recent running balance, what is the addition and what is the subtraction out of it? So again, this is a payment. It will calculate the remaining balance, and again, it will scroll down to the most recent opening balance plus debit minus credit. So double credit to send it down and it will show you the running balance for all of the transactions. Just make sure till the end you see all of the records. And you can do many experiments with this. That's why I have provided you a practical demonstration of the bankbook where we have a lot of transactions. Now, let's make the balance for the bankbook equals to opening balance plus debit minus credit. But do you think this is the right balance? No, because as we can see here, the difference is 199900 is on our books. And the bankbook shows 200,100. But the transition is same. So why it's showing this difference? That's because the bank balance is recorded in the opposite sequence. 200,000 is the opening balance, and bank balance increases when it's credited and decreases when it's debited. So now, both balances match, and again, we don't fix anything because when we drag down, the recent balance becomes our relevant running balance, and that's what we want to use. Just double click to send it down and we can see the updated results for all. And you will notice that up till a certain point, the balances are exactly matching in both of the records. But after that, there might be discrepancies in future. Like here from row number 770, you started to see some different balances. Here it's 121940, here it's 122146. So this means we need to add one more column that is related to status. Now what is status? We need to simply identify where the discrepancy is because in lots of balances, you won't be able to identify where the discrepancies are starting from or what transactions didn't match. So we want to write a simple formula then that if a particular entry is not shown on the debit side of the bank and the credit side of the books or on both of the relevant sides, in case of let's say income, it's not shown on the debit side and credit side, the status should show uncleared. Means if both of the sides are not balanced, the status should be uncleared. Otherwise, it should be cleared. So this is a simple requirement, and the formula is very simple. We will just simply write if then statements. We will use an if condition that if this cell means the credit side of our books is equal to debit side of bankbook, then the status should show cleared. Let me just zoom it on our right. Then the status should show cleared. Otherwise, it should be uncleared, right? But this is workable just for the payments because we are matching both of the sides for the payments only. So instead of status, let's change it to payment status. And let's create a same formula, but for receipts, status, what will be the formula equals to debit should be equals to if the debit on our books is equal to the credit in the bank book, then the status should be cleared. Where you can see this formula is right above the data which is in the formula bar, cleared. Otherwise, it should be uncleared. Hit Enter, and we can see the results. Now just double click to send it down for both of these, and this will easily help you to identify whatever is not cleared. So we can clearly see that here, the payment is made in our records, but it's not mentioned in the bankbook records. So maybe it's an error because on the debidend grade side, both sides of our books, we can see this entry. So we can just nullify this entry or we can find a different solution for it. And also, we can try it in any record. Let's say that we entered the payment here, but it's not cleared from bank. So if we remove it from here, we need to see parallel to it that whether in the payment status, it is shown as uncleared, it is showing as uncleared. So that's what we want. And even if it is not fully cleared, that means the amount that we entered in the bank book is 80. Still the status will remain uncleared. And that's exactly what we want here. And after that, since the payment status and receipt status are both defined, we want to define a conditional formatting. Let's say that we want that whenever the status is cleared, it should be grayed out. Even if it is a light gray color, we want to gray it out, and that's the practical applications where we will apply the conditional formatting on a practical long data. So let's select the complete data. Just don't include the headings. Select the data only where the status are properly shown. Control Shift left, left, left, make sure that we select every single row and then Control Shift down, continue down until you see the endpoint. You might have to enter or press down Aero key many times because there might be some spaces as well in the data. So just go as far as you can. But in the last option, when we are in row number thousand and 85, if we just hold the Control shift and press down, we go till the end of the row that is 148,576. We don't want to go that far. What we'll do is we will release the Control key. We'll just keep holding Shift, and up til this point, we will select it like this. Row by row. After that, just scrawl up from this right area and make sure we see the status clearly only then we can apply it without any confusion. Make sure we are in the first rows where the data we started from is sit there. So when we see this, just click on the new rule because we want to define formula. Use a formula to determine which cells to form it. We will select this payment status. That needs to be checked for every single row. So we will remove the fixation from the rows and we will keep the column reference as intact because every time for every complete row, we always want to check the status column from the L column. Equals to if it is cleared, then it should be shown in what color? Let's say light gray. Click Okay, and click Okay again. And we should be able to see many of them grade out. Only the uncleared status remain white. But this way, the complete sheet will turn gray because only few of the transactions are uncleared. So let's make the adjustment and make the condition opposite of it. We don't have to delete the condition, we will adjust it. Go to the home tab and click on Conditional Formatting and click on managed rules. And here we have the cleared status, highlighted. And this ones we don't want to use. I don't know why it's applied. Let's delete rest of them. This is what we have applied. Just double click and let's change this status to uncleared. Just write. Let's remove this right uncleared. Make sure the spellings are correct, click Okay, and apply, and you should be able to see that now, whenever the status is uncleared, it's highlighted in gray. Let me just make some changes, delete a transaction from one side, and the status is turned to gray, and not only that, it is showing the payment status as uncleared. So up till this point, I want you to practice on this practical project so that you can easily learn to apply it in the bulk data, and that's where the real skills comes. When you see a large amount of data in Excel, although the method is same, but you might be confused, how will you manage all of this data? And that's exactly the case here, where the conditions and all the requirements are pretty much the same that we have covered earlier as well, but only the data is in much quantity. So we need to apply it like this. Just try this by yourself, and I will see you in the next one. 107. Dealing With Simple IF Conditional Formula : This video, we are going to talk about the if then conditions and how these conditional formulas work in Excel because that will be very helpful to you in future projects as well, where we will discuss some advanced techniques. And how you can easily make the calculations in that scenarios. But first of all, we will start with the basics in the sales and bonus report, and by the way, you will find this file with the resources section of this video so that you can download and follow along. So here is the records of the salesperson who have sold different units, approach new customers, and make some sales. Now, this is regarding a new product that we recently launched in the market, and we want the salesperson to see AMS as possible. So we are thinking of linking a bonus criteria. Based on their performance. So whether it's new customer reach, we want them to approach new customers every single month, and we want them to at least sale a specific number of units. So we are deciding on the bonus criteria whether it should apply only on the units sold, whether it should apply on customer reach, or whether it should apply on both. So these are the records where if the conditions will apply. The criteria is mentioned at the right. If we have a single criteria, what we will do, if we have multiple criterias, what we will do, and so on and so forth. First of all, let's extract the sales price. We have the sales amount as a total. We have the units sold, so it's no problem to extract the sales price. We just insert a new column, and right here, sales price. You might have already figured out how we can extract this. It's super simple. Sales divided by number of units is the sales price. It's this cell divided by units sold, hit Enter, and we have the sales price. Double click to send it down, or we can manually rack it. So like I said, it's a new product, only one item is there, so the sales price is same for all. Okay. For the first scenario on our right, we have a single criteria that a person should sell a specific number of units or more in order to qualify for the bonus. We want to just mention the qualify criteria, whether it's yes or no. That is, we want to apply a condition that if this unit sold or the specific units sold by each salesperson is equals to or greater than this rate, this units sold target, then it should show yes that they are eligible for the bonus. Otherwise, it should show no. So the condition is super simple. We have already learned it in the mark Sheet at the starting as well. But here we are going to work on different scenarios up till advance. Let's start with the basics equals to F. Logical test is this unit should always be greater than or equal to what are target. If it is, if the value is true, then yes, they qualify for it. And again, we have to mention any kind of text in inverted commas because it is not identified by Excel as a formula. We just have to print as it is. So whatever you want to print as it is, you have to use it in inverted. Value false. If they don't satisfy the criteria, then the answer should be no. Hit Enter, and for the first one, it doesn't meet the criteria, so it shows no, double click to send it down and we will see wrong results. Here, we notice that it's 338. Still, it shows no. Wherever you see the problem, just double click there, and we can easily notice that on our left, the criteria is correctly selected for the unit sold, but for the target, it slips down from its position. So what we need to do is we need to fix it. Whenever we see the problem, we always open the first cell and make the correction. So function key and F four, we will fully fix this or we can name this cell as target. Let's select this cell. We can name it as target on our left, hit Enter, and now it's even simpler. We just link it to this target. If the unit sold is greater than or equals to target, then yes, otherwise, no. Double trick to send it down, and now we see it correctly. Whenever it exceeds the target, they qualify for the bonus. Now, in the very next column, we have the bonus amount, and we need to apply a condition that if the qualified status is yes, then multiply sales amount total by 8% because that's our rate of bonus. Otherwise, show Nil. So we will apply equals to F. If this cell is equal to yes, then then what should happen? Sales amount should be multiplied by 8%. And again, whenever we drag, everything that we selected as a cell will drag, and we don't want the rate cell to slip down from its position, so we will fix it function G and F four. So this criteria is set that if the qualified strat is yes, then seal the amount multiplied by 8% otherwise shown NIL. So inverted commas inverted commas close, hit Enter. First of all, first one doesn't meet the criteria, so it's NIL Double click to send it down, and we will notice that for every single cell, it has calculated it according to the criteria. Let's insert a new heading now, bonus amount to make it even more simpler. We don't need to apply the conditions two times. That's just to let you know how to apply the conditions because we are beginner at this stage. So let's apply it directly now. We will apply that if the unit sold of a specific person is greater than or equal to the target, and target should be fixed. It's already set in the name, then what should happen? Directly multiply sales amount by 8%. Otherwise, show what show blank. So this is a super simple criteria. We can apply it directly, so we don't have to apply it two times. We just said the criteria that if the unit sold is greater than or equal to 330, then directly multiply sales by 8% we don't need yes, we don't need no. We just directly multiply it by that. Hit Enter, and we will see the same results. Double click to send it down. We have the results right here. But for this particular column, the formatting is not correct. On our left, just select this one as a sample. Use the format painter and paint it wherever you want. So this is about if then basic conditional formula, that you need to practice and have grip on before moving to the next one where we will see the if or and if and conditions. So just try this by yourself, and I will see you in the next. 108. Working on IF AND Conditional Formulas in Excel: In this video, we are going to see how we can apply the if and formulas and in what kind of conditions it's helpful. So we have already seen how we can apply a simple if conditions. That is, if you have a single criteria and your salesperson are making some specific number of seals and you are encouraging them to seal a specific number of units sold. So if they see at least that amount or above, they qualify for the criteria. So in that case, we have applied a simple if conditions that if the unit sold is greater than or equals to target, then we should give them bonus based on the sales amount multiply by 8%. So that's good. But since this is a new product, and if we only link the salesperson bonus to the target unit based sales, then they might not approach the new customers. So we have to find out a way that they should meet both targets. They should at least sale 330 or above units, and they should at least meet 150 customers or call 150 customers to get new leads, only then they qualify for the criteria. So both of the criteria should meet at the same time. Let's extract the sales price first because we have this as an empty field, and it's very simple. Sales divided by units sold is our sales price. Double click to send it down. Qualify. First of all, we will apply it with Method one and then with method two, because we want to have grip in every possible situation. So we want to find out, does this salesperson qualify for the bonus? First of all, w equals to F. And since there are two criterias that the unit sold and customer reach both should meet. So when both criterias are there, we will use and function. That means this criteria and that criteria, both should meet. As soon as we started and depress tab, and we will see that after I comes in, and there are unlimited logics that we can apply now. The criteria is very simple. Just select if this cell is greater than or equals to units sold target and we can fix that target, or we can name it as target two. Let me just skip this. Let's set it as target two so we don't have to fix it. Let's apply it again, equal to F, press tab so that the bracket opens. And for the to logical test, and again, press tab to let the bracket open, the unit sold should be greater than or equals to target two. Comma, and what is the logical two? The customer reach should also be greater than or equals to target customer reach. So if we didn't define the name for it, we have to fix it manually. So a four or function key or a four, if we have only two logics, that means this logic and this logic. Both should meet. Both of the criteria should meet if they meet bracket close, the logical test is complete. I will work as one where it will check both of the conditions whether this and this is meeting if it is the case, what is the value if true? That means if they both meet, then the condition is true, and what should be the answer? Yes. The answer should be, yes, that they qualify for the bonus. Otherwise, no. Enter. I will try to prote the bracket at the end. Do you want to accept this correction? Yes, and they doesn't meet the criteria. Just double to send it down and only one meets the criteria. Let's check it one by one. Madison Carter, unit sold is 338, but the customer reach is less than 150, so they didn't meet the criteria. Joshua Miller, again, the target of unit sold is achieved, and customer reach is also greater than 154. So they qualify. The other one, customer reach is greater than 150, but the units sold are not, and same goes for other ones. Now, if we want to apply the bonus amount, it's very simple. If this cell is set to yes or is equals to yes, then simply take the sales amount and multiply it by the percentage of the bonus. And whenever we drag it down, it should not skip from its position, so we will fix it. You will notice that by the time we are learning different functions, we are getting more and more skillful here. Why? Because we already considered the scenario that we have to drag this formula in future, so we fix it according to that comma. If it doesn't meet the criteria, then show dash or blank. Double click to send it down like this. And whenever the status is yes, they will calculate the sales amount. But what is the method two? How we can make this complex calculation in Method two. Now that we have already learned how we can apply the I ten conditions or if and conditions, it's very simple to apply it in one single formula equals to if, but there are two logics and both should meet, so and this and that the word should meet. Logical one is the unit sold should be greater than or equals to the target, and logical two is Comma, logical two is customer reach is greater than or equals to 15150 should be fixed because we didn't give it a name. So if both criteria meet there's more criteria, no. Disclose the bracket, and if both of the conditions meet, just directly pick the sales amount and multiply it by the rate of bonus and rate of bonus should be fixed because if we drag it down, it will slip down from its position. So just multiply it and calculate the bonus. Otherwise, do what? Show dash. So this is the complete formula that we will use, hit Enter. It will close the bracket at the end. Yes, double click to send it down and we get the exact same results. If you want to match the formatting, just select the parallel data where we have the right formatting. Go to the Home tab, select the format printer, paste it right here. So all set, and this is how we can work on the IN criteria, logical formulas in Excel. Just try this by yourself, and I will see you in the next. 109. Handling IF OR Criterias In Excel: Video, we are going to see how we can apply the if or conditions in Excel. So we have the data of salesperson, and we want to set criteria now that any of one criteria should meet, because we have already seen under if and criteria that if we set a lot of targets, it might be very difficult for the new salesperson to achieve it. To make the unit sales and approach the new customers as well and meet the targets, it's very difficult for them, and that's why only one person is getting the bonus here. So we might loosen our bonus criteria a little bit so that everyone can take the benefit or whoever is performing good in any specific area, they might get the bonus. So now we want to set a criteria that if a person either sold the units that is greater than the target or equals to target, or they have approached 150 or more customers in a month, then they qualify for the criteria. So even if they don't meet this unit sold criteria, they might still meet the customer reach area. So we have to calculate this. Let's fill this empty field, paste it right here. Qualify for the bonus. First of all, we will apply the simple qualify criteria that if conditions do start, press tab, the logical test is either this condition or this condition should meet this or that, any of the one. So we will use what we will use or formula here, or press tab, and then we apply the logic in the same way like we did before. If this unit sold is greater than or equals to what? Equals to unit sold target. And since we didn't give it a name, we can manually fix it. That means, or the customer reach should be greater than or equals to the target. Again, we will fix the customer reach target. If any of these criteria, either this one or this one is meeting, then what should be the result? Yes. Otherwise, they will not be eligible for the bonus. Hit Enter, it will close the bracket at the end automatically click, double click to send it down and we have the results. And now we have defined a successful policy where we can easily see many of them are qualifying this way. So the bonus criteria is very simple equals to if T cell is equals to, then see if the amount, multiply by percentage. Otherwise, blank. Hit Enter, double click to send it down, and we have the bonus criteria. Now, it's not compulsory to always apply it like this. You can also apply it in the other way equals to if this cell is equal to no, we can start from no as well. Then what happens, Showah. Otherwise, make the calculation. Otherwise, take the sales amount and multiply it by 8% and 8% target should be fixed. Hit Enter, and we will notice that we get the exact same results. So it's your choice however you want to apply the formula. For all the logical tests and even in all of the formulas, just the back end logic should remain intact. And if the logic is right, then any formula sequence can be followed. Bonus two. Now here, I want you to stop or pause this video at this point and try it by yourself and then release this. So I hope you have already done that. Let me show you the answer. If you want to apply the IF condition directly without a separate qualified status criteria, equal to F or if the unit sold is greater than or equal to target, target is fixed, or the customer reach is greater than or equals to the target. And again, the target is fixed. If any of these criterias meet bracket close, then what should we do? Take the sales amount and multiply it by the bonus rate. And again, bonus rate is fixed, otherwise, set Nill. So we have seen step by step how we can apply the simple to complex formulas. And even though we can see a lot of references here, we still know the complete story behind that so that we can easily apply these kind of formulas. So at this point, I want you to practice on all of these scenarios and some more, even if you have some other data of your own. Just practice on that because in future, we will learn some complex and the practical scenario of implementation by combining all of these logics on a particular practical project. So just try this by yourself, and I will see you in the next one. 110. Combination of IF AND and OR Formulas in a Single Cell (Practical Scenario): In this video, we are going to see how we can apply the combination of I and N or formulas in a single cell using a practical project of the company insurance premium policies. So here we have a long data of approximately 800 employees for which the company is planning to issue insurance premium, but since the employees quantity is a lot, have to set a criteria on who is eligible for the premium and how much the company will issue as a premium. So the company has decided that they have certain threshold that if the employee meets, they are eligible for the 50% contribution that the company will pay, and 50% they have to pay by themselves. So on our right, if we scroll from the bottom towards right, we have these criteria hurdles. Any employee with grade six and with the dependence of either spouse or child is eligible for the premium, and the company will give them how much premium percentage, 50%, right? So here we can customize the data. This is dependency one. This is dependency two. That means we have three criteria. But, in fact, we will use and and or conditions both in a single formula. Because if you notice we have all the grades in a single column and we have all the dependency in a single column. So although we have two criteria that if the employee has grade six or above and their dependency is either spouse or child. But in the second criteria, we have an or condition. That means the dependency should either be spouse or either be child. It shouldn't be principal. Only then the person is eligible for the premium contribution. So if we compare grade and dependency, there are two conditions. One is grade, one is dependency, but in dependency, there are further two conditions, either of which should meet. So this is the combination of if and and or scenarios. First of all, we will try to make our formula application as simple as possible. What we do is we will select all of these fields. Let's even bring it closer. One is grade, one is dependency, one, dependency two, premium percentage. Just mention dependency one and dependency two so that we have the unique names. And in order to name these individual fields, we don't have to do it by ourselves. What we'll do is we will select both of these fields, and we will automatically name it. Right now, we have nothing as name. By the way, guys, you can download this file with the resources section of this video to follow along. We go to the formulas and click on Create From Selection. We have already seen how we can pick the entire column name and name it as a range using the top row. But here, we have to select the names based on what? Based on what are the heading names on our left. So left column, you will pick from that, click Okay, and we can see that we have different dependency one, dependency two grade and premium percentage. Let's select dependency two. Dependency two, it is automatically selecting the child. Premium percentage is this, dependency one is this, so all are set, and that makes our formula application much easier. Let's apply the formula in the staff premium contribution, equal to F, and we have two conditions grade and dependency. So basically, in the starting, we will apply and. First logic is the grade. Let's select the parallel cell in the front of first employee. So the grade of this employee should either be greater than or equal to what? Equals to grade. Comma. In logical two, we have a choice. So we will apply or condition. Either the dependency should be equal to dependency one, or the dependency should be equals to what? Dependency two. So this completes our logic that by default, we have two conditions to meet. Grade and dependency both should meet. But in dependency, we have further two conditions. So this formula says, if the employee grade is greater than or equals to grade, we have already named it. The benefit of this is it's easier to read and we don't have to fix it. So logical one is complete, grade should either be greater than or equals to six. Grade two has two logics, either or or condition. That means this dependent should either be dependent one or this dependent should either be dependent two. If both of conditions meet, if all of these conditions meet, then what happens? But first of all, just consider how many brackets have we opened. If condition is still there, but and and or conditions are fulfilled. So one is closed for, one is closed for and and now we are back to logical tests. So this condition as a whole, works as a logical test. What happens when all of these conditions satisfies? Of the gross premium total amount, the company agrees to pay what premium percentage? That means 50%, the company will contribute. What is the benefit of selecting it from here? Not only we have to fix it, but also it's easier to read, and if the company changes its policy in future, to allow a different percentage, let's say, 30%, we can just simply update it from the criteria hurdles and our results will automatically be upgraded. So if all of this condition is satisfied, then the company agrees to pay the 50% of the gross premium. Otherwise, they have planned to issue nothing. So all of this is clear. Let's enter. It will close the bracket at the end, like, yes, and we have no contribution by the company. Double tick to send it down. For a couple of starting staff, we don't have the criteria met. But here we started to see the grade six employees. So they have grade six and their dependent is spouse, so they are getting the premium percentage of 50%. Same goes for here. But if we, let's say, try to change something like the grade is six, but the dependent is principle, that means he has no dependent. Then no premium or insurance is issued. Control C. Let's try it in some other scenario if we change this to grade seven, it will automatically pop up the premium contribution. But if we change it to principal, they are not eligible for that. So this is the practical implementation of if and and or conditions. Just try this by yourself, and I will see you in the next one. 111. Practical Application of IF Conditions With Multiple AND and OR Criterias: This video, we are going to see that if we want to add further criterias to our conditions of if and and OR, there is age based criteria. We already have a condition that the company agrees to pay the staff premium of 50%, only if the grade of the employee is greater than six and the dependent is either spouse or child, then the company agrees to pay 50%. But what if we add the age related criteria. And we only issue, let's say this is a life insurance, we only issue if the age of employee is greater than 55. If you want to name it, it's very simple, select both of these cells and go to the formulas, create from selection, and create from left column. Now when we select this cell, we have this saved as age. First of all, we have the date of birth. We have to calculate the age as of today, and that's very simple to do. We will use a hidden formula for that. That is dated dated I open the bracket. Start date is date of birth, end date is today. Bracket close. We don't have to write anything in today and the format, the format will be Y. That means only the years. Hit Enter, hit Enter. The age of this employee is 47. Just double click to send it down, and let's see now. We have already defined this long formula, but let's make it even more complex. Actually, it's not complex. You have to know how different formulas and logics are applied. Even if a single criteria is added, you must know how to address your formula. Equal to F, and now we have three criteria and the grade of employee should be greater than or equal to what? Grade. We have the cell named as grade. So as you can see, it has properly selected it. Logical two is the age of employee. This cell should be greater than or equal to what? Age. That's our logical two. Logical three however is dependency. And here we have a choice. Either the dependent is spouse or the dependent should be child. So there is an or condition here. Logical one says that the dependent should be either equals to what dependency one, or the dependent should be equal to dependency two. So if all of these conditions meet, bracket close for or bracket close for and and we have our logical test complete. If all of these conditions meet, then the gross premium 50% multiply by premium percentage. Issued by the company. Otherwise, otherwise, what happens? What falls, nothing is issued. Hit Enter, hit yes, and just double click to send it down, and we have the results for all. We can see that all of these three criterias meet. The grade is six, dependent is child, and the age is greater than 55. Age is 60, and that's how it goes. So it's an other addition to our practical assessment that if we want to add three criterias of and with multiple criterias of, how will this system work? Just try this by yourself, and I will see you in the next one. 112. Aged Debtors Analysis: In this video, we are going to see how we can prepare a complete age debtor analysis so that we can manage our receivables effectively and we can collect the debts from them or receivable amount from them in a better way. So here we have extracted a report for all of our customers, and as you can see that we have a lot of invoices that's receivable so if we see all of these invoices as a whole, we won't be able to define a strategy on how we should start collecting the spending amount because we need to categorize for how long this customer has the spending balance. So we need to categorize it either zero to 30 days, 31 to 60 days, 61 to 90 days or more. If you want to learn more about age data analysis and you are not from accounting background, here is the complete explanation of how the age Data analysis work, and we have some practical examples as well that you can find with the resources section of this video. So just read through all of the documents so that you can understand this assignment in a better way. So we will start categorizing it into different periods. But before that, since this report is exported from a soffit, that means that they might have some extra spaces that we need to delete. So what we'll do is just hold the column, column A, and just keep it holding and select all the columns. And between any two columns, just double click to open this up. And then we manually try to close it, close the distance to a certain extent because some of them are stretched by the maximum details in that particular column. This F column, first of all, we see the customer details and then the details heading. But if we scroll down, we only see contact contact and contact here mentioned all together in this column. So that's an extra column. I'll consider that and we can delete it. If we talk about the next column, we only have these headings. We can also see the count here, which is three. So let's cut this piece the headings right here. And now if we check, it's completely empty. There's no count, no sum. Let's right click and delete this. Let's bring it closer. And now the data looks better. Let's start creating the categories. We will create different columns, and we can write zero to 30 days like that. But since we will analyze automatically using the formula, so I will use zero here, 30 here, zero to 30 days like this. Then 31 to 60 days, 61 to 90 days. After that, once we have defined 31 to 60 and 61 to 90, we can identify this as a pattern and then we can drag it forward. Drag it forward, 91, 121, 151, and we can drag it till 361, let's say. Same thing. Select 60 and 90 and just continue the pattern towards right. Now the second last one is 331, 360 days, and finally, we can decide that if it is greater than 360 days, it will be considered as older invoices that needs to be received. Let's also write here old let's select all of them, make it bold. After that, what we will do is we have to create a day's past column where we will compare this due date of the invoice and compare it to the current system date so that not only it creates the age stated analysis on the current date, but it will automatically upgrade the categorizations in here on a daily basis. So what we need to do is extract the days passed here, and I want to stop it at this point because I want you to practice along, complete all of this, clean the data, make these categorizations, and also extract the days passed, which compares the date that is due in the invoice with the current system date so that we can know how many days have passed. But in future, the project that you will see is from first of January 2024 till 31st of December, I have updated all the dates. Whatever project you will download will have the same dates as I have it here. So just try this by yourself, extract the dates passed, and I will see you in the next one. 113. Aged Debtors Analysis Advance Calculation: In this video, we are going to continue with our assignment of age data analysis, and by the time you have already extracted the days passed because it's a very simple logic and formula. We just have to compare the sales invoice due date with today's date. So hopefully you have done that, but if not, let me just explain to you how you might have done that. So first of all, we will extract days past. From the invoice due date, we want to compare it with today's system date, and that will tell us how many days has passed after the due date. Let me just increase the size so that we can see the formula clearly and let's bring it back. Okay. Or, in fact, what we can do is just remove the column from here and let's add a new column right in front of the date. Right click Insert, and let's mention here Ds passed. Now we just have to compare the today's date. We have already learned the formula of today. It brings the today's date directly from the system date. So let me just reopen it and we will minus the today's date with the due date. Just select this cell today minus this cell, hit Enter, and you will see some kind of a date because the format of this whole column is set to date. We'll just go to the home tab and make it journal, and now it says 201 days have passed since this due date. So that's perfect. Let's double click to send it down. And here we can see that some of the days are showing in negative 117. Why is that? Because we are not yet in December 2025. So what we can do in that kind of scenarios, we will take an example like we are in 31st December 2025. So if we want to compare it with a specific date, instead of today's date, we can do that as well because I have adjusted this project way ahead of its time. So let me just compare this as a today's date. But you will consider the same scenario. By the time you're watching this video, the 31 December might already have passed. So this past formula will remain the same today minus this date. But if it is not passed, you can consider this as a starting point. Let's fix this so that it won't move. Double click to send it down. And let's continue by dragging it further down. But as we can see that we have some extra spaces, so that's why it won't be able to drag down manually. What we have to do is we will continue by holding this fill handle and manually dragging it until the bottom. And once we reach at the bottom, we will release this key. But if we scroll up, we will notice some problems. One is, it will extract some numbers even the date is not there. So for blank cells, it's still going to give some numbers. And we might also see this value formula. So these are the problems that we need to resolve. So what we can do is we can add the condition that if this cell has no date, then it should show nothing. Let's double click to open it. Let's add this formula. If this cell is equal to blank, that means inverted open and inverted commas close, then show blank. Otherwise, make this calculation. I enter, and it will easily resolve the problem. Just double click to send it down again and we can notice that the extra numbers are gone from the blank spaces. Now if we scroll down further, we can still see that there are some errors, especially where are some date problems, so we can manually adjust this as well. Maybe it's not recognized as a proper date. So in that case, what we can do is just paste the other cell right here. Notice the date. It's 29th of February. Just copy and paste the other cell date and just manually adjust that. So let's try changing the date to something else. Let's make it 28 February. Doesn't matter for now. So all are okay, but let's say that we still get some value errors, even if we don't must know how to resolve that. If condition is already applied, but if we go back right at the starting just after equals to, and we will see that if the error occurs, if the error still occurs, whether it's not available error, value error, whatever, if error comes on what value on whatever is the calculation here, if the error comes on that, what is the value if error? We want to show Nill. That means if the error comes on this particular calculation, whatever it is, instead of error, show blank, inverted commas open and inverters commas close. The method of applying this is whatever formula you have inserted, just go at the starting point just after the equest and just add if error. Value will be considered whatever is written here. Just go right at the end and inverted commas open and inverted commas close. That means if the error comes, show blank. Except the changes at the end, Bracket should be closed, done. Double click to send it down, and we have this formula reapplied. So we have applied the days past formula. Let's scroll towards right to apply if then conditions so that we can automatically extract what falls under 030, 31 to 60, 61 to 90 and so on and so forth. It will divide all the invoices in between these columns. But for that, we need to see the days past. When we scroll towards right, the days passed disappears. So what we want to do here is we want to fix these three columns or four columns when we scroll towards right. And the headings also shouldn't disappear. So I'll put the cursor here. Go to the view, free spins and free spins. You will notice that all of these three columns are fixed when we scroll towards right or left, and when we scroll down, the headings are fixed. So that's perfect. Let's apply the formula now. We must see days past amount paid and outstanding. So this way, it's much more convenient for us to see all of the data in one place and we can easily apply the formula as well. Let's define the formula now. What we want is if the days passed is within zero to 30 days, then the outstanding amount should be categorized here. If it falls 31-60 days, it should automatically categorize here, and the list goes on up til the end. So it should automatically put it in the right category. Like here, the days passed is 350. So this should fall under this category, 31 to 360, but we have to define a single formula that should work for all. Condition is very simple. We will use if condition that if the days passed is greater than or equal to zero, and is less than or equals to 30 at the same time. That means it should fall between this range. Then take the value of the cell and put it here, otherwise, show nothing. That's it. This is the formula that will work for all. Equals to if logical test is very simple. The days passed if the days passed is greater than, but the problem is that here we have two conditions. So let's apply again equal to F, is there one logic or two logic? There are two logics because it should be greater than or equals to zero, and it should be less than or equals to 30 at the same time. So if and logical one says the T's pass should be greater than or equals to zero. Logical two says the Ts pass should be less than and equals to 30. If both of the conditions meet, then, don't worry about this if it brings it to this corner. We can still easily see the formula right at the top, and we can see it here as well. Then what happens is we can show the outstanding amount. Now, if you're unable to select the outstanding amount, no problem. Select the above or below cell and then press down Aoki to slide through it. Then show this cell result, otherwise, show nothing or dash. Hit Enter, it will automatically recommend to close the bracket at the end, Li yes. And right now it's showing nothing. But let's just test the formula. Let's say the days past is 25. It will automatically show this outstanding balance figure within this range. And that's the power of the formula. Let me just press Control Z for undo because we don't want to disturb the formula here. Now what happens is we only have to decide what needs to be fixed, what needs to be movable. That means we have to define the absolute and relative references. Obviously, we note that whenever we apply a single formula, we will drag it towards right and drag it to the bottom as well. Let's notice and see individual details. Logical one is D 13, D 13 is this cell. When I drag this formula towards right, it should not leave the days past column. That means the column shouldn't change. So we will fix the column by putting $1 sign, and when we drag this formula towards down, it should automatically move the rows to check the remaining days passed and where it falls under the category. So row should move and the columns shouldn't move. We affixed the column and not the rows. Then is again, D 13. We will do the same thing here, no matter how many times it comes. And let's do it all for rows based. Then outstanding formula, again, for outstanding, same rule applies. When I drag it towards right, it shouldn't change its column, but it should change its row when we drag it downwards. So that means the column should be fixed and row should be free. For zero to 30 days, the different logic applies because when we drag it towards right, it should automatically pick 31 to 60 das category in the next cell. So that means the column should change because in the next column, we have 31 to 60 das. So the column should change. We will not fix it right here. But when we drag it towards down, it shouldn't slip down from its headings or positions. It shouldn't do that. So this means the row should be fixed. Same goes for zero, same goes for 30. So J 11 is 30. We can also reference it by colors. Let's fix this one and hit Enter. You might need to practice it many times before getting a grip on it, but getting a solid grip on it is very, very helpful because you're just about to experience the magic of this fixing and the formula itself. Once we define a complete formula for a single cell, we drag it towards right, no matter how much theta we have. And we double click to send it down, and we see the magic of auto categorization for every single cell. So if we check this one, this is 37 days. It automatically falls 31-60 days. If it is 66 days, it automatically falls here. But we notice something that some of the cells are blank. That means if we want to resolve this issue, we can go to the home, sort and filter. We can apply a filter to blank ones just to see what is the issue. Let's apply a filter on zero and blanks. Lo. And for this, we can see an issue. Let's make it 28 because 29 is not readable by Excel. So that is basically causing the problem. All the dates that is 29th and 31st might not be readable, but 31st is fine. 29th is not readable. Let's make it 28. Or what we can do is, let's replace it. We will replace all the 29th February with 28 February. Replace all, and that solves our problem for most of the cells. Let's apply the filter again just by clicking Okay, and we can see that zero days is fine because we are considering we are at 31st of December, so zero days have passed, that's fine, but we have resolved it for all the rest of details. Let's clear the filter, or we can clear it from here. If we have applied many filters, go to the home tab and go to sort and filter and clear it from here. We've already done that and we can see the magic of it. Let's check some more. 116 days. It falls between this category automatically, and the list goes on. But for these kind of conditions where it is older than 360 days, we might need to adjust some formula that let's replace the formula altogether. But just make sure that we are in the first cell where we apply the formula, equals to if if the days passed is greater than 360, or we can simply write 360 here. Let's apply the formula now E equals to F. The D is passed is greater than this cell, and this cell should be fixed totally because we don't have to further drag it write or drag it down. Then show what show the outstanding value from here. We don't need to fix this, but if we want, we can fix it column wise and row wise. Otherwise, show dash or blank, hit Enter, double click to send it down, and there we have it. So if any of them is 360 plus days, we can easily see it right here. But what we notice is it's also showing some outstanding figures. So in that case, if we are unable to figure out why it's showing an outstanding balance, we can apply a simple condition here as well. That says that if this co starting if the result of all of this calculation is equal to outstanding then instead of outstanding show blank, otherwise, what? Otherwise, just continue making this calculation. So just copy and paste it again here. Like, yes, double click to send it down and we can see that now outstanding is removed. We simply define a condition that if the result of all of this is equal to outstanding, then instead of outstanding show Nil, otherwise, just continue the calculation, and in the calculation, we just copy the data from here and paste it right at the end. Even after applying a detailed formula, we still see some problems like here on row number 80, 70,377. If we scroll it towards left, it's the total that is categorized there. So that should not be categorized. The individual invoices should only categorize. So this means we need to change the formula. Let's remove it altogether. We will define a simple version of it, and it's nice that you are seeing all of these problems as well in real time so that you can accurately resolve these problems and see different solution of it. But even after applying multiple formulas, we're not getting the results. So let's try again. This time we will apply a condition of if days passed cell is equal to blank, then show blank, otherwise, make the calculation. So first of all, we will apply the formula in the same way equals to if if the days passed is greater than or equal to not equal to only greater than, because if it is equal to 360, it will lie in the earlier column. So if it is greater than this, let's fix this. Then show the outstanding amount, show this, otherwise, show blank. Hit Enter, and this formula is done, but we only want to make the calculations if the days passed cell is filled with any number. If not, don't make any calculation. Let's open this formula again and we will go right at the starting and we will add if the Ds passed cell is equals to blank, then show blank, otherwise, make this calculation. We can also writes because that continues with our formatting style. I enter, click yes, and double click to send it down, and now we confirm the row number 80 if the problem is resolved. In row number 80, we had some totals. So the total should not appear at the end. Now the problem is fully resolved. We don't see any outstanding texts shown here, and we don't see any kind of totals or zeros. It's all clean. Now, what to do if we want to reconcile it to make sure that all of these transactions are categorized in any of the column. So what we can do at the end is just make two columns, categorize total and actual total. So let's press all equal, and let's continue till the starting point 0-30 days up till all of these categories, we want to sum this into a single total, and let's match it with the actual total, which is equals to whatever is in the outstanding field, let's pick it here. Double click to send it down and double click to send it down from here as well. And let's write here difference. In the difference field, just categorize total minus actual total is the formula, double click to send it down, and we can easily manage it by formatting this whole column as the comma style. So in that case, it will show dashes. And wherever there is any kind of discrepancy, we can locate that balance. So in the actual total, we need to adjust this formula because 21,000 404 is picked up from this cell, and that's the outstanding cell reference. So we will say that if the days passed is equal to blank, then show blank, otherwise, show cell number, cell results of outstanding balance. Just double click to send it down and we can make all of this as as well. The difference can now simply be calculated, double click to send down. And if there are errors, still because of whatever reason, let's apply if error, then show blank. Simply after resolving a couple of issues, we can see the difference easily, even if we have hundreds and thousands of invoices. We can still see whether it is categorized in any of the area or not and match it against the actual totals to make sure all of them are categorized properly. So difference is not shown anywhere. That means our formula is properly applied. We can just randomly check some of the invoices to make sure that they are shown up in the right area. But we can see that difference is nill. Let's check it for one category 258. Sales invoice number. The Ds pass is 258, so it must be categorized 241-70 days. And that's perfectly shown here. So this is how you can make the stator analysis in Excel. Just try this by yourself, and I will see you in the next one. 114. Advanced Subtotals in Excel for Large Data Sets: This video, we are going to see how we can create the Subtotals for all of these fields using an advanced technique. So for example, after the completion of each customer invoices, like this one, this is for AIB Foods Limited. When all of the transactions for this particular customer completes, let's say that I have the requirement that I have to see the totals for each field separately. Now, one way of doing this is we can create a manual sum right in front of this total equals to sum, choose this total and drag it all the way towards for totaling all the fields. But this way, it will take us a lot of time because we have a lot of data here. So instead, what we can do is we can use the subtotal, but subtotal has a drawback. If you want to use the subtotal, all of the fields are put together because whenever any field changes into something else, it will immediately make us total there. So we cannot apply the total here because the amounts for all the fields are different, not for paid, we cannot do that. For amount, again, the amounts are changing in every single cell, so it will make the totals after every change. We cannot do it for description as well, cannot do it for reference, days pass, date, all are different. The type is something which is unique. So we can try making the total here, but if we notice down here, we have some blanks, then we have the customer name, then we have the type heading. So at each change in data, it will automatically make a subtotal. So that makes this field invalid as well. So we have to find a way around or a technique that will enable us to do this. What we'll do is we will create a new column. And name it as status, and under this status, we can define that equals to if we want to make the total right in front of this total. So we want the status to appear in such a way that it only shows something different right in front of this area. Otherwise, it continues through any kind of text. So for example, equals to if we will use this field because whenever it is equal to this field, then we can change the criteria. Otherwise, we can keep the same criteria. Equal to F if this cell is equal to total, and we have to write total in exact same way. Notice that there is columns as well. So we will put the columns in the text like this and inverted commerce close. If this cell is equal to total, then show blank. Otherwise show no. That means we don't have to make the total there. Now if we double click to send it down, you will see the magic. You might not understand it now. The status simply differs the normal data to the data where we want to actually make the total. So if you understand the logic, it's written, no, no, no, that means we don't have to make the total or just simply we wrote a simple text, whatever it could be. But when the status thins, that means at any change in this field, it will make the total right in front of this area, and that's exactly what we want. Now, finally, we need to select all data, and that's very simple. Just select the headings right above the data, not the second ones, but the first one that is right above the data. Control Shift write, and we will continue to move it manually. If there is some blank spaces, it will obviously stop there. Control Shift write, Control shift dt, Control Shift write. Have to press it a couple of times until we reach till the end, but we see an other problem here. The problem is we have given a space in this data. So what we can do is we can just remove the space, right? Like, delete, shift cells up or delete the entire row. We want to shift cells up like o, no. We actually want to move these fields down like this. And you will notice that in the latest versions of Microsoft Office, the formula will automatically adjust it according to the references point. So we don't have to manually adjust that. Now our problem is resolved. Let's start selecting from the very next heading right at the top. Double take hold control shift, drag it towards right, select, select, select until the end. In fact, we will not select these fields. We will select up to this point only. Then start selecting downwards. Control Shift down, Control Shift down, and we are right at the end. We can also use Control Shift and Page Down if you are having some trouble to select the data, and now it makes it very simple to make the Subtotals. Just go to the data, click on Subtotals and if it shows you some error, no worries. Okay. At each engine, what? At each ange in status. At each change in status, we want to make the total. We want to make a sum. So some of which fields, some of these fields. But if you notice we haven't selected the upper and lower limit. This is the only heading that we need to see and make the total of. So let's continue, like, Okay, at each engine status, we want to sum sum of what this field, 60 field, 90 range, and we will continue to select all of the numbers which are right in this heading. So up til the bottom A good. Replace the current Subtotals. All good. Click Okay. It will take some time and make the Subtotals instantly for you. So it's not exactly at this point because it inserted a new row and shifted it upwards. But still, our problem is resolved and we have the total right in front of each field, which is the same as this one. So if we select it like this, 21404, see it at the bottom, 21404 is the sum, and we have the total exactly mentioned here like this. So this is the total for the customer based on the aging. If you want to see the sum right here and we can see it in the status bar, right click here at the bottom, and we can enable whatever we want. So that's how we can make the total. In the next video, we will see some advanced techniques of automatically formatting all this data to make it look professional. So just try this by yourself, and I will see you in the next one. 115. Advance Formatting Technique Using Find and Replace Function: In this video, we are going to see an advanced techniques with which you can format the data using the fine and replace function. If we have and there is no such criteria where the condition formatting can be applied. So let's say that after each totals, we want to make the formatting of these totals. So this AIB foods categorization is complete, totals are done using the Subtotals, and we now simply want to format it. Let me just zoom out so that we can see it all let's say that we want to format it like this. We want to make it bold. We want to apply a top end down water, something like this, and we want to add some colors to it. Let's say this is the color that I want to add. But if we do it manually, it will take us a lot of time because, again, we have a lot of customers to deal with. So can we use the Conditional Formatting and just define a condition to automatically format all the cells? No, we cannot because we have the different details in every single total. We have the equals two subtotal starting and ending as common, but the ranges are different. So let's try using the fine and replace function, and then we will also try it using the Conditional Formatting. Maybe we are able to do that as well. So let's select all of these columns and press Control F Control F. We will go to the replace, but we will use the advanced options here. Now, whatever cell we want to form it, there is a subtotal formula there. But the ranges and the references are different. So we will use a reference. Find what? Find subtotal. Because subtotal is common for all. Bracket open is common for all, only the middle part is different. We will use a steric for it. That means whatever is in between that, just still find that, and it should end with bracket close. Replace with what? Replace with not a specific text. We want to replace it with a format. Let's go to the format and explore some different options. In the film, let's use, let's say, the light green color borders. We want to apply a top border, a thick top border. And a bottom border only font should be bold and all good. Click Okay, this is a preview, and if we replace this all done, we made 676 replacements. So how cool is that? We are able to make the totals along with the formatting right away. Let's undo this and let's try this with Conditional Formatting. If we go to home Conditional Formatting, manage rules, there's no rule set, so create a new rule, and let's try to use this, use a formula to determine which cells to format. Equals two, we will write subtotal. Bracket open, sic, bracket close, and let's say that we want to format it in a different way, fill it with this, apply a top down water, and let's apply a font. Click Okay. And this is how we want it. Click Okay. And we have to give the cell reference. So that's why we cannot apply the conditional formatting here. So as we can see, the conditional formatting doesn't work here, but we are easily able to format it using find and replace function. So let's apply this again. I just skipped that part, so that's why it also removed the Subtotals. So let's just quickly apply this. Go to data, apply Subtotals, click Okay to ignore. At each engine status, I want the totals of all of these fields. Click Okay. And then we want to format the totals. First of all, make sure that totals are showing correctly. And once we have confirmed that, we need to select all of these columns. Whatever has the total, make sure you select them all. Role F, replace formula is already there, replace with this format, replace all, and we are good to go. Here is your finished format. So that's how we can automatically format all the cells using an advanced technique of find it replace function. Just try this by yourself, and I will see you in the next one. 116. Advanced Conditional Formatting Techniques for Large Excel Data Sets: This video, we are going to see an amazing technique using the conditional formatting to format all of these headings in a certain way. So let's say that we have these two headings at each completion of the customer details. So we want to format it in a particular way so that it can look better. Let's say that we want to make the format like this. Let's make it dark blue. Let's make the text white, and let's apply any kind of borders. And for the second row, we want it to be light gray or let's say light gray color. And let's apply the border here as well. So immediately, you will notice that it looks much better now. But what if we want to do it for all the customers? If we use the format painter, it saves time. We just select the pattern by selecting the rose, go to the Home tab, just double click here so that it doesn't need to be selected every single time, we can just paste it wherever we want for how many times. But still, since we have more than 100 customers, it might take us some time. So what is the solution? The solution is conditional formatting. And that's very simple to apply. First of all, we will create two ranges where we want to format the headings. Let's select it from the very first cell where our criteria is. Just notice a unique criteria, which is in every first heading. First line heading always has a count at the starting. So we will take this as criteria. Is common for all. In the first heading, there is a count. So let's start from this first heading and select the data up till this point right above the outstanding field, and just start selecting downwards. Control shift down. The way to make it faster is just leave the Control key and keep holding shift and then pase down. Press page down, paste down, page down until we get to the bottom. Go a little up, and this is where our data ends. Let's name this as heading one underscore range. Hit Enter. Now let's scroll up and we will create a second range, but that should start with the unique value of what we have in heading two. Heading two always have these common fields that is available in all of the headings. Let's take number as the reference. So make sure to select the range from the second row or from the second heading. Don't include the first one here. It should always start from the second row for the first reference. Start selecting from here, select it until this point, and to move faster after the bottom, hold the shift key and press pace down pase down until we go end. Now when we are at the end, we should end our data here at exact same place. Let's name this as heading to underscore range, hit Enter. And every time just make sure that we have the right ranges selected by just clicking on the dropdown and make sure it is saved. Let's scroll up again. And now it's very simple. We just go to the home type Conditional Formatting and we have to define a new rule where we will determine which cells to format. Use a formula to determine which cells to format. So now to format the first heading, we will take this reference, and we just say that this cell should be equal to what should be equal to account. A C colon and inverted commerce Close. In this cell, the reference should be what account. It looks weird, but what is the logic behind this? We have taken the first reference in the data and said that this should be equals to account. Just check if it's true or not. For this cell, it is true, but what if we want to check it for every single draw? That's where we need to free the row. We don't need to fix this. So just remove the dollar sign right behind the row and we're good to go. Just that's it. But we have missed an important point here, and that is that we haven't selected the data at the background. So if the data is not selected, it won't be able to apply the formats in all of the data. So let's click Cancel. Not a problem. We can simply select it by selecting Heading one range, and now that's selected. Let's go back to the home tab. Conditional Formatting, apply the new rule, use a formula to determine with cells to format. We want to select this one, free the row from here, and it should be equals to A C, call sign, make sure it is exactly the same as written here. Otherwise, it won't be able to apply the formatting. So once that is selected, we want to just decide that whenever it sees it rose wise, if any of the cell contains this herring, just format the complete range what we have selected in the background uptil this point. So how do we want to format this? Let's define the formatting. Just go in the formatting. Click on fill. Let's say we want it to be filled with blue font should be bold and white, and the borders should be apply on the top and at the bottom. Click Okay. And this is how the format looks. Let's see the magic of it. Click Okay, and we can see that how it has easily formatted all the herrings just in a single click by defining a simple condition with Conditional Formatting. Let's do it for the second heading, but make sure we scroll up to the first point in the data, and we can easily select the data because we have already defined it as a name range. So on our left, we have this drop down, heading two range and make sure it's always selected to the second range reference or second heading reference, I shouldn't start from the first one. Go to the home tab, Conditional Formatting and define a new rule again. Use a formula to determine which cells to format, and in here, we will define that this cell on the E column should be equals to what should be equal to no or number. So that is our condition. That is our simple condition that wherever in column A, it finds no or number, it should be formatted in a certain way. So if the criteria is true, it will automatically format it. It only works on true and false conditions. But do we have to check it for a single row? No. We have to scroll it down so that the condition formatting automatically checks it for every single row. That means we need to free the row. Let's remove the dollar sign from here. And let's start formatting it. We want it to be formatted in the light gray color. We want to apply the top and down borders, and we want to set bold font. Click Okay. All good. Click Okay, again. And we should be able to see all of the second headings are formatted as well. So that's how you can easily format your complete sheet just in a few clicks if you know the right application technique of Conditional Formatting. Just try this by yourself, and I will see you in the next one. 117. Page Layout and Print Settings in Excel: This video, we are going to learn about the page layout and print preview options in Excel, where we will discuss how we can manage this large sheet of payroll, if you want to print it or if you want to customize it. So just download this file with the resources section of this video, and also this is a very effective sheet, as you can see here, it's built on UA layout where they have the employee Unique ID, employee account, agent ID, and all of this stuff. So it's very effective, especially if you are in UA or South AR region. We have many columns here starting from one till 26, which means it will be very difficult for us to manage all of this in the print settings. So how we can figure out this kind of problem, let's see. So if we want to print this out, there are two kinds of layout that we can use. Either we can use a portrait style or we can use the landscape style. But as we already know that the landscape style has greater capacity because it's in horizontal form and our data is arranged in the same way. So we will prefer landscape instead of portrait. Let's see how we can change the page orientation from portrait to landscape. But if you want to see the default view, we can just click on the file and click on Print. And here we only have these five columns to be printed. And if we print out like this, all of our 42 pages, you can see the counting at the bottom, 42 pages will be wasted because it's not arranged properly. And if we scroll through the data, see that the first page only have five columns. That means it has in consistent and incomplete information. If we check page two, it's only showing the rest of the part of information without any headers. Rest of the pages are all empty, and we have a little weird information, then we have only some hearings and a couple of flank pages. So as we can see, the data is much scattered and we need to arrange this. Otherwise, all of our print pages will be wasted. That's why we need to adjust the layout first. And if we want to change the orientation style, what we can do is just go to the file menu and click on Print, and from here, the portrait orientation can be changed to landscape. As we can see, the capacity gets better and we have more columns adjusted on a single page, but still the counting remains 41. That means we need some further settings as well. Before moving forward, if you are using some other version of Microsoft Office, you might see this orientation settings in the Pid setup option. You can change it from here as well. All right. This means that we need to adjust all of this layout. And how will we adjust this? First of all, we need to figure out why the person will be printing this salary sheet or payroll sheet at all. Reason why you print the salary sheet is because you want to attach it with a supporting document, let's say against all the checks issued or all the salaries transferred, you want to attach this in the file as a supporting document. So that means that we can hide multiple columns that is not very important to show in the supporting document. We can hide the date of joining, right click and click on Hide. We can hide the serial number. And actually, we can hide all of these details as well. Employ Unique ID, agent ID, employee account, pay start date, days days work department and designation. Right click and hide this. And if we see towards right, we have the bank visa company and payment status, we can hide all of these details as well. Let's hide this. So now if we check the position, if we are able to manage this in limited pages, click on file and click on Print, it is able to now manage this in six pages, and that's a great thing, but we need to still check whether we have unnecessary information printed in a wrong way. So first of all, it looks fine with the first page, but still the information is broken into two parts into two pages. So obviously, it's not fine. On the third page, it's nothing printed properly. On the fourth page, remaining information that should be with the first page is printed here, and then the remaining part of that. So, still, it is not okay. So this means the page is getting breaked at different points. We need to adjust that. But first of all, just try this by yourself, adjust and hide all the unnecessary columns and adjust the page orientation, and I will see you in the next one. 118. Adjust Page Breaks in Excel for Perfect Printing of Large Documents: This video, we are going to see how we can adjust all of this sheet, which is many columns long into a single page or into a couple of pages. But if we check the file and print, we can see the information is getting break and it's not properly printing on different sheets. We have this preview right here, although it's printing on six sheets after hiding a couple of columns. But still, we need to adjust it. If we want to decide where the page should be broken, that means we want all of these information, all of these columns to appear on a single page. But if you notice this dotted line shows that the page is getting breaked here and it is shifted to the next page. More on that. So how will we just click on View and click on Page Break preview. What this will do is this will show you all the data that will be printed on physical sheets with the page references. So on page one, you will get the print of this on page two, you will get this. On page three, you will get some random information at the end, and page six is also wasted. Page four is the broken part of page one. Page five is the broken part of page two. That's tool scattered and useless kind of information. What we need to do is we need to adjust all of the pages. First of all, just get the extra pages out of the way. What we can do is just hold it from the bottom. And when you see this arrow sign, just hold the left click and move it up. Let's say I want the information up until this point. Only. So now we can see that information is only printed in four pages, but we don't want that as well. So in order to adjust this, what we will do is just hold this page break from the middle and just drag it all the way towards right. Now, the information is only printed in two pages, but still on page one, there is too much information printed, and on page two, there's too little. So what we can do is we can adjust it to a middle point so that we can see it properly. Now the information is only printed in two pages. Let's go to the file and click on print. The information is properly printed. But if you want to see it more properly, what we can do is we can manually adjust the columns. Just click on how margins on the right hand corner and we can adjust the spacing. What we can do is this extra spaces, if we want to reduce this or skip this area so that we can get a bigger area to we can manually adjust some of the columns that needs less space. So for example, overtime amount, you can see that the amount is too little, but because the heading was big, it occupies more space. So we can close it, bring all of these columns closer up to the minimum point where the information can be adjusted. Salary expense, as you can see, the column size is too big, the information is too little, so we can reduce the column size, and it will wrap the text. Same goes for overtime days, make sure you see adding say. Similarly, we can adjust it upwards. We have the advances and loans. We can bring it closer. Other deductions bring it closer, total deductions bring it closer. Net salary, we can even make this closer, and mode of payment can be adjusted as well. So all of this is done, and we can see that now we can increase the size even further so that we can see all of information clearly. Before it was too small, if we print it this way, it will be printed in very small font, so it will be very difficult for you to read. So what we can do is just go to page setup from here and just adjust it to 80%. We now have even more space on page setup, we still have space, so bring it to 90. Again, let's go, bring it to 100 and this looks fine. We can adjust this to the bottom as well. So I think this is properly done. Now we can print it only on two pages, and the text size or scaling size is adjusted to normal, which is 100%. Next video, we will see that if we want to continue the headings on all of the pages, even though we have the page break in the middle and we don't want to add extra headings to it to the original data, how we can repeat these headings in each page. But before that, this is how you can adjust all the page margins and adjust the page break preview in Excel. Just try this by yourself, and I will see you in the next one. 119. How to Repeat Header Row on Every Page in Excel - Easy Print Setup: In this video, we are going to see how we can add the headers or repeat the headers on every page while you are printing your data. So although we have adjusted this complete data within two periods using the page break settings, but when we go to the file and click on print, the first page is perfectly fine, but if we scroll to the second page, the headings are missing. So if you want to repeat the headings no matter how long your data is, what you can do is you can just simply enable the repeat titles option, and that can be done by going to the page layout and click on print Titles. Now, what titles in the rows do you want to repeat? We want to repeat this title. Is in the row, so rows to repeat at the top is this complete range. Click Okay, and that's done. Click on file and click on Print. The first page is this, the second page will continue the headings. So no matter how long your data is, it will continue to repeat the headings up til the end of the data. So just try this by yourself, and I will see you in the next one. 120. How to Create and Use Custom Sheet Views in Excel: In this video, we are going to see an amazing function of setting the custom views in Excel, and that's very effective, especially if you have a long information which is adjusted in two pages. Let's say, in this example, we have adjusted this payroll sheet within two pages. And for that, if we go back, we have adjusted a lot of column sizes. If we go to the view and click on the normal view, not only we have adjusted the column sizes for each, we have hidden some columns as well. But let's say that for the next month, we want to prepare and finalize the payroll. So what we will do is, obviously, we will open or unhide all of the columns and we might adjust the size for it as well. Let's say this one is for me. If you want to do this for, let's say, June payroll, June, might need to open all of these columns in order to adjust it according to the June. So what we can do is just hold all of the columns, select all the columns, and just write click and click on nhid. So we can see many columns are open, and now we can adjust the P start date from May to June, and date is 30th June, and we can adjust all of the time periods as well. And not only that, if we want to work conveniently on this sheet, we might select all of this data and double click to auto adjust as well. But here's the problem. When we finalize this payroll sheet for the next month and let's say then we want to print it, we have to do all of the stuff that we adjusted. We have hidden some columns. We have adjusted the column size. We have to do it all over again. So do we have a quick solution for that? Yes, we do. What we'll do is just go to the view option and click on Custom Views. Here we can manage the current view as a custom view. So what we'll do is let's reverse the steps Control Z, Control Z, Control Z, we have this as a view. Let's go to the View tab, click on custom views, and let's add this as a view. Let's make it printable view. I will keep the record of all of the current settings. We are in the page Beakview. We have adjusted the column sizes, bring all of the columns closer. We have hidden some columns and all. Hidden rows columns and filter settings all will be done. Lo Let's say if we go back, click on the normal view, and let's unhide all the columns. Select all of this, right click and click Unhide. Say now we want to work on the next month, and finally, we have completed the Saturday for the June. If you want to quickly print this, we go to the file menu, and if we check the print, it's going on four pages, and the problem is similar to what we have seen before. The information is getting breaked into different pages. We don't want that. So what we do is just go to the view, click on custom view, and select the printable view. Just click on Show and see the magic. Show, and not only all the columns are hidden, but it is back to the page review as well. Just click on the file and click on print, and the information is as it is. This information is very effective, especially if you want to apply some kind of filters, some kind of pages hidden, and you want to name it as different reports. Let's say the sales report might be different. The HR report might be different. They might be only interested in employees' names and their departments. The finance report might be different. They might need different information from the same sheet, and you might have a lot of columns where you apply the filter settings as well to customize any particular report. So we can see and save all of these views to easily adjust in future whenever we want. So this is a very time saving technique in Excel. Just try this by yourself, and I will see you in the next one. 121. Create Custom Headers and Footers in Excel: This video, we are going to see how we can define the custom headers or footers in Excel, and we have an example of the payroll sheet. At the end of each page, we want to add the custom footers, which would show either page number or let's say that we want to add prepared by signed and checked by these three signature options. And let's say we have many pages, how we can automatically adjust this. Let's see. But first of all, we will see whether we do have the accurate space for it. Click on the file menu and click on print. At the bottom, we do have the space that if we add prepared by sign B, we still have the space so that the person can easily sign on the page. Let's check the second sheet, and again, we have this ample space. So let's go to the page layout and click on print titles, and from here, we click on headers and phoos. If you want to add a header, like you want to choose it from here, which is page reference page one of ten, two of ten like this, or you want to add the current date, file name, or any kind of location, as well. Again, if you want to add a custom header, that means you want to write your own text or you want to attach an image, you can do that as well. We have these three options, left section, sender section, right section. We can add any kind of text. We can insert any kind of paint number, number of pages, reference, insert the date, insert time, we can insert a file path, and we can also insert a picture. See what we have in the footer options. So all of the default options are same as we have it in the headers. But if you want to add a custom footer, let's say signed by prepared by, we can use this custom footer option right here, authorized, checked by signed by. If you want to make it bold, just select the text. Go to the font style, click on bold. You can increase the text size as well. And let's say if we want to add an underline at the bottom, click on the superscript and click on single. It will show it like this. Lo. So now it shows like this. Let's select the second one, click on bold, make it 14. Superscript and select single, it shows like this. And then we have this one, select the complete text, go to the option, click on bold, make it 14. Use single dash L o, and it looks like this. It just the size. Okay. And all of these options look like this. Click Okay. Go to the file and click on Print Preview, and we have all of these options right at the bottom. If we want to bring this little up, we can adjust the margins manually, and now we have this kind of look off the page. On the second page, the same footers are repeated. Let's try the headers. Go to the page layout, click on print titles, and let's say in the headers, I want to add a custom header, and let's go to the center, and let's insert an image. Say, this is the image I want to use, insert this. This is a picture. Click Okay. And it looks like this, click Okay, file and print. We have this shown right here, but we need to adjust the rest of information. We can bring this information down, and now it is shown properly. Since that image is too big, what we can do is make it smaller, and then you can use it. Similarly, if you want to add any kind of page number like this, page reference, click Okay. It shows one, two, and all the counting. Click Okay. Click on the Print Preview. And here we have the pages number or references shown at the top. So that's how we can add any kind of custom header or photo in Excel. Just try this by yourself, and I will see you in the next one. 122. Print Unlimited Cheques in Excel Using Cheques Printing System Part 1: This video, we are going to see how we can develop an awesome check printing system that can print automatically unlimited checks directly from Excel into the Word template, and we will combine both of these applications using the mail merge feature. So if you want to follow along, you can find this file in the resources section of this video and a couple of more files like the check writer. And this spell number VBA code. So just download all of these files so that you can follow along as well. And we have taken an example of different employees with different payroll accounts and brokerage accounts, contractor accounts. So these are their monthly salary in US dollars. Now, if you want to print all of these details on a check printer, check printer is simply a template based on which we print unlimited number of checks on their specific locations. Now, here, just notice that every bank has different settings. Some of the banks might have the date field here or name might appear at a different place. So we have to adjust accordingly. What you will do is just take the blank photocopies of a check and then try to adjust the fields by watching the check physically and then try different settings like placing a little bit here and then trying to print it. And once it is set, you can set the check writer according to the certain bank. So, for example, after adjusting a little bit, it's adjusted according to the standard charted being template. So what we will do is just go to the Save As and we save it anywhere we want, and the check writer should be of standard chartered bank. SCB, like, Okay, and this is how you can save it. But as far as this check template is concerned, we must have all of this information that can be printed directly onto the checks. We have date, name, total amount, and amount in words. But here we have the name. We have the amount, but we don't have two fields. One, we don't have date, and two, we don't have amount in words. So date is very simple. Let's say that we are paying all of these salaries on 30th of July, double click to send it down, and we can click on this film series option and click on copy sells to make all the dates same. After that, if you want to paste a specific format onto this column as well, just hold this specific column, go to the Home tab, click on Format Painter, and just paste it directly onto the column. But after pasting, we might notice a little change in the date format because it has followed the text format or general format now from the parallel column. So what we can do is just select the column, go to the Home tab and change it to the short date. So that's done. And if you want to decrease the decimal places, just hold the complete column, go to the home tab and decrease the decimal places like this. Let's select only the numbers so that we can easily remove that. So all done. But one thing still needs to be mentioned in the database that is amount in words. So we need amount in words. Now, if we try to mention each amount in words manually, it will take a lot of time, and there is no purpose of automation here if we have to write all of the amount in words manually. We must have any kind of formula that can spell this number for us, but by default, there is no formula in here. Even in the latest version, you don't have anything like spell number or something. But if we want to insert any kind of new formula in Excel, it's very easy to do. All you have to do is just go to the developer tab and enable that function, and we can easily insert a formula from there. But if you don't have the developer tab, that's very simple to enable let's say that we are in any menu, like formula space layout. Whenever you see this white space in any of the menu, right click here, click on customized ribbon, and you will see a developer tab on your right. You just need to enable this. It will be disabled like that. You just need to enable this and click Okay. And then we will have a developer tab. Now, after the developer tab is enabled, you just go to the developer tab, click on Visual Basic, and we insert a new module directly. In here, we just have to paste a code that will execute that formula of spell number. So here is the code. You just copy this, paste it in here, close this, close out of visual basic. And now, if we try to write this formula, which is equals to spell number, we have a new formula here. Just choose that, press tab and select this amount, hit Enter, and it has fully converted this amount into words. According to the check, you can see 5,200 durhams only. Just double click to send it down and you have this converted for all of the figures. The problem is only one. This format is only according to the durhams. What if we want to convert it into dollars? It's very simple. Just go to the developer tab, locate that in the visual basic. We have this new module inserted on our left. Just double click here, select all of this, or just simply press Control F we will use a simple find and replace option, go to the replace function, and we will write drums, replace with what? Dollars, replace all. 11 replacements are made. And then we convert Durham to dollar, replace all, two replacements are made. Now the Durham's smaller currency is fills, so fills should be converted to cents, replace all, ten replacements are made. And we have this fill, which should be converted to cent, replace all. One replacement is made. Now this is fully adjusted according to the new currency, which is US dollars. All you have to do is just double click to send it down again, and we have this converted into dollars. You notice additional double spaces, we can adjust that as well. Even though we are not familiar with the code, what we can simply do is with dollars, we have this little extra space. So just reduce that space, close close, double click to send it down again, and we have this extra space eliminated. Now we just paste it in the same format, go to the Home tab format painter, paste it on the other column. So now this is fully converted. According to the check, we have all the contents of the check here. Just you need to keep one thing in mind. You use Developer tab and add an additional formula in Excel, that will only work if you save it as a macro enabled workbook. Otherwise, it will be disabled next time. So just remember that whenever you use any developer functions, you have to click on File, click on SaveSG to the location and click on Save As type as Macro Enabled workbook, click on Save, and we are done. So this is how we can adjust all of our data according to the checks. And finally, we will link Microsoft Word with Excel using the mail merge feature, and we will print the unlimited checks in one click. So just try this by yourself, and I will see you in the next. 123. Print Unlimited Cheques in Excel By Connecting with Word Document Part 2: You, we are going to see how we can use the mail merge feature to automatically print unlimited amount of checks directly by combining the Excel sheet on which we have the payroll details directly to the word template that will print the checks for us. So this function is called the mail merge function. And we have already customized our Excel sheet by inserting all of the contents that is required on the physical check. We need a date. We need the name of the person to whom we are issuing the check, the amount in figures and the amount in words. I've already explained how we can define this spell number by using the VBA code. You can check the previous video. And now you have to download this particular check writer template. You have already downloaded this here, it is adjusted for Emirates NBD Bank, but you can adjust the fields to different places and try it on a blank. Just take out the photocopies like ten to 15 photocopies and just try printing it every single time. You adjust a couple of fields by watching the check physically and then adjusting the fields accordingly. After that, you can save it according to that particular bank. Now, once we have done that, we have all of these fields. I'll just remove all the figures here. Now we just need to link all of the columns directly from Excel. What we'll do is in Microsoft Word, just go to the mailings and click on Select recipient and since we already have the data, we will use an existing list feature. It will ask you for the location. We have this as a finished file 121, so let's place it on the desktop and let's try to link it with that. What do the mailings? Select recipient, use an existing list. We will choose the desktop and we have this file right here, click open. And since we have multiple tables that is connected to this sheet, what we'll do is we will just scroll down and select this specific sheet that is salary given, like, Okay. And now we have that particular sheet linked into Word. We just have to give the reference of different fields that we need to pull out from Excel. Just go to the mailings again and click on this insert merge field dropdown. Now once we click on that, you will notice that all of the fields that is available in Excel, are showing up here so that we can easily link it in the Word template. So at this place, we need the date. So let's put the date here. Here, we put the name. Let's put the name. Here, the amount in words is required, and this goes for amount in USD. Once all of this is done, let's see the magic of it. Click on Preview results. We have this check completely mentioned at different places properly. Let's check the next, next one, and we have unlimited checks showing right here. If you want to finish and merge it in a single document, what you can do afterwards is click on finish and merge and click on Edit individual documents. Although you can print it this way as well, just go to the file, click on print and just try to print it. But here, it shows the counting of one, but when you print it, it will print all one by one. But if you are not satisfied with that, what you can do is just click on finish and merge and click on individual documents, edit individual documents, and merge records. Let's give it to all. You will notice that it will create a separate document named Letters one, and we have all of these checks ready to print, so that's how it can be done. Now obviously, you need to adjust some of the fields, let's say that the figure is too big or the font is too big here. You need to adjust that. And also for some of the checks, let's say you want to prevent any kind of forgery, so you need to insert equals to at the start and slash and dash at the end so that no one can insert or edit anything here. What you can do is just select this right click and click on Edit field. On our right, we see this text to be inserted before. So before should be equal to text to insert after that should be slash and dash. Then we click Okay, and you will notice that with every single amount, equals two is added at the starting and slash and dash is added at the end. So if you want to check the remaining ones, just click on the mailings and we can check different previews here. Now, what to do if we want these figures to appear in a comma style. For that, we will first disable the equals to slash and dash sign because we have to access the back end codes. Right click here, click on dit field. We will just close it for now to make it simple. We will bring it to an area so that we can easily expand this in order to see the proper codes. Right click after that on this figure and click on Toggle Field Codes. Now, this is the default backend code that says that it's a merged field taken from amount USD. And if let's say we want to insert a simple comma style, what we do is just put a space, make sure you just select the cursor once. Put a space, backslash, write a hash, give a space again, and then write in what format do you want that? So inverted commas open, hash for the single figure, and after that, let's say we want the comma style, and let's say we want this into thousands. So hash hash and zero. It ends with zero. That means and close the inverted commas. After that, right click and click on Update field, and you will notice that the comma style is added with every single field. So this complete code, I will mention with the resources section of this video so that you can easily follow and even rectify your mistakes if you are making some mistake. That's done. Now what we can do is, if you want to add further, right click here, click on dit field. Let's insert the text before and text after. The text before was equals to the text after was slash and dash, click Okay, and now all of these things are added. Right click, Toggle field codes. And this is all added, but we see the same problem that when this is enabled, the previous one that we have just enabled for the comma style is now removed. No worries, we have the codes written. So I'll just piece that from the word document and right click here and click on Update field. But we see that it's not implemented. So in these cases, what we can do is we can either use one. We just have to choose that text before and after. Remove that. Forward slash, put a backslash, hash, give us piece, hash. Inverted commas, we give us hash hash hash, zero, inverted commas close and let me just put.00 at the end so that no one adds the figures at the end. So toggle field course or update field now, and it shows like this. So that's also fine. We can do any one of the things. If we, let's say, add any field on edit field, click on text before, and let's say we put equals to, it will remove the earlier formatting adjustment that we have done. So Control Z, place it right here, at just the field, however you need. Finally, just go to the mailings and let's say that we want to keep the record of the printed checks and we want to see it all together on a single sheet. Just go to the mailings, click on finish and merge, edit individual documents and click all, and we can see each individual check on a single page separately. So this is letters two. This is a separate file. We can save it as ready to print checks as a Word document, and we can even send it to anyone if you want them to print. So click on Save. Click Okay. That's how we can use the meal merge function to print unlimited checks in Excel by connecting it to the Word document. Just write this by yourself and I will see you in the next. 124. Data Analysis Using Pivot Table Basics: This video, we are going to see how we can perform the data analysis using the pivot tables. But before that, we need to understand the significance of the Subtotals and sum if, and we will also use the sum ifs function if we have multiple dimensions of data. So we have this data right here where on different dates, different items are sold in different regions by different salespersons, and these are the records for approximately two years. So if we want to make a single dimensional analysis, let's say we want the region wise sales, what we have to do is, first of all, we need to decide that whether we want the totals of sales and cost of goods sold within data or outside the data. If we want it within the data, then the Subtotals will apply here. So the rule for that is we have to bring all of the regions together. How we can do that, it's very simple to do. First of all, just select all hearings, go to the Home tab and click on sort and filter and apply a filter. After that, just click on the regions and click on sort A to Z. This will bring all the regions together, so at each change in region, it will make the totals of either units sold, sales amount, and cost of goods sold. You have this data sorted, just go to the Data tab and click on Subtotals. Now, just remember guys, if you have formatted this complete table using the format as table option, then the subtotal option will be disabled. Let me just show you Control T. If you format it like this and then go to data, the subtotal option will be disabled. So that's why we need to convert it to range, go to table and convert it to range. I've already done that, so I have this option enabled. No, we want the region wise totals. We have already sorted it according to the regions. Go to the Subtotals, and at each indian region, we want the sum of what? What average sum is possible. Units sold, sale price cannot be summed, sales amount and cost of goods sold. We want these three fields to be summed up. Like, okay. We have multiple levels here. At each engine region, we can see the total within the data. That means a separate row is inserted within the data to show you the totals and also we have three level of reporting. This is the most detailed level. If you click on the second option, we have this summary, and if we click on one, we have the grand totals. Let's remove the Subtotals, remove all, and let's say that if we want this to be outside of the data, how we can do that. First of all, we will copy all the regions, paste it in any specific area, make sure you scroll all the way up. And we have these regions, but we want to keep the unique values only and remove the duplicates. Go to the data. Click on remove duplicates. Click Okay, because this is just highlighting that, do you want to select a column which has a heading of region? Yes, it is. Click Okay. And we have this five unique values remain. You want to make the totals like that, let's say for units sold, or even let's say for sales amount and cost of goods sold. We want two totals. So what we can do is we can apply some if range is the original data that we have in the database. It's in this area. These are the regions. Out of these regions, what is the criteria? We can select a simple criteria. But if we select a single criteria, we have to decide what needs to be fixed and what needs to remain free. Why we just select the whole column. Actually, smart enough to automatically identify the sales amount based on the parallel region. That means we are in this field, so it will automatically read that we need the sales total for Great Lakes. After that, whatever you want the sum of should be selected as a sum range. So this should be in the original database, which is this one, seal the amount total, hit Enter, like, and double click to send it down, we can see the totals for all. Let's make this one for cost of goods sold again. And if you want to just drag this formula towards right, we need to fix all the ranges. Function G and F four criteria is function Key F four, and the sum range should automatically rack towards right. So it should be free. Drag it towards right. Make sure all the regions and everything is intact. And only the sum range is dragged towards right. W to send it down and we can format it like this, go to the Home tab and select the formatting. And this should be it. But let's say that we have multiple criteria where we want the region wise salesperson sales amount total. And for that, I have used a different example. You can download this particular file, pivot example two, and you should just download the start assignment. This one is finished, so just download the start one. So if you want to just place the regions, first of all, we'll just copy the regions, go to the top, paste it in some particular corner. Let me just zoom it a little bit so that you can see it clearly. After that, we just have to remove the duplicates, go to the data, remove duplicates, click Okay. Let's say that we want this sales to be for each salesperson. These are salesperson's name. Again, we rag it to the top, remove the duplicates, go to data, remove duplicates. Click Okay. And then we paste this data horizontally. That means we need to copy this and transpose this. Pase special and transpose. We've already done all of these steps, so that's why I'm quickly explaining you all of this. And regions, we just format paint it like this. Let's say that we want this multiple criterias. In Gulberg, I need the sales for Ali. In Gulberg, I need the sales for ITAs. So not only for one specific region or one specific criteria, we have multiple criterias now. So equals to some Is will be used. So range is, let's say we want the total of sales amount. For each. In criteria range one, criteria range one is, if this is criteria one, the range is the original data of that. Out of that, what do we need? Criteria one. So if we select a single cell, we have to fix it both horizontally and vertically when we drag it towards right, we need to fix the columns and rows. So if you want to make it simple, let's try selecting the whole column. Criteria Range two criteria second criteria is salesperson. So let's select its range that is original data, and out of that, we want it for this particular salesperson, but we can select the complete row as. Just to make sure that it shows the total, click yes, and it shows the total for that. Let's drag it towards right, but it is not showing anything in other cells. That means that when some ifs are used, we have to select the data, especially for the criterias manually. So sales amount is there. Criteria range one is the regions. So out of that regions, we want the sales for this particular region. Criteria range. Is, this is the range two. Out of that, we need the report for Ali, hit Enter. But before dragging it towards right, we need to fix the data. Just make sure that all the ranges are totally fixed, and we just have to make the changes to criteria one and criteria two. Criteria one is regions. So when we drag it towards right, it should not change its column, I should only change its row because in the next row, we want the result for the next region. So that means the column shouldn't change, but the row should change. Fix the column using the dollar sign. For salesperson, when we drag it towards right, the column changes so that it can get the results for the next salesperson. But when we drag down, the row shouldn't change, and it should not slip down from its position. So that means we need to place $1 sign before the row reference. Hit Enter, let's drag it towards right and drag it towards bottom. Double click to send it down. We have all of these results like this, using the sum if, some ifs and subtotal function that we have already used before. But the problem is it involves a lot of steps, and especially if we add one more criteria, it will become even more time consuming to apply this formula. What we have as a solution is Pivot Table. But why do we learn some if and some ifs in this condition? Because the Pivot Table only works if the data is super clean. That means this data is without any spaces, without any errors. And it is all in a single sheet. So if it is not, if you want to apply a formula based on multiple sheets and still want to summit, you have to use some ifs. If you have the data on multiple files and you still want to submit, you can use some ifs, some if and some ifs. But in these kind of conditions where the data is super clean without any spaces, without any gaps, without any formatting issues, and on a single sheet, then you can apply a Biwt table as well. So it's very helpful. It will just take a few seconds to make this kind of analysis. Let me show you how. So first of all, we have this data. Just go to Insert, click on Pivot Table, and where do we want to paste it in a new worksheet. So not only we can make the analysis, we can make this on a completely new worksheet because that doesn't involve any kind of formula. Have the short keys as well, alternate N for insert, V for Pivot Table, and T, Enter. So alternate NVT, Enter. Let me just again do it. Alternate NVT, New worksheet, Enter. Now, it just simply asks you how do you want to place these fields? These are all the pivots fields that comes from the original data, and it will just ask you simple question, how do you want to place it? Rows are these. It is showing you the sample as well. These are rows. These are columns. What do we want in Rs? Let's say we want to repeat it, what we have already done as a calculation. In rose we have placed the regions. In columns, we have placed the salesperson, and in the data, we want the sales report to be created. Just make sure that you are within the pivotable. If we select any cell outside the data, it will not show the pivotable fields, and you cannot apply it. Just make sure you are inside the data. So on our left, we want the regions. That means in the rows, we want the regions. Row is right here, columns is right here, values is right here, and on the top, you have the fields. Just drag the regions in the rows. That's it. Not only place the data, it has removed all the duplicates and refined the data for you. In the columns, what do we want? On the sealed persons. So as soon as we select the columns, not only it plays the data, it formatted it in the right way. I removed the duplicate. I also transposed it. So how cool is that? Now, for this particular region and this salesperson, what do you want? You want the sales amount total, put drag and drop this into the values. And that's pretty much it. Not only it make the ideal accurate analysis without any problems, but it showed the total as well with each single region and each single column on both sides. So that's the power of pivot table. Let's say that we want to make it even more complex that for each region, we want the total sales, and we want the beverage wise sales. That means this should be divided into beverages as well. Let's just hold the beverage and place it in the rows as well. Now, we have the region wise individual totals and for each specific product within that region. This might take you a lot of time to create manually. Also, there are a lot of chances for errors. But this way, you can easily make this kind of analysis without any effort. And also, it's very easy to manipulate, as well. Let's remove this beverage item for now. If you want to remove any multiple criterias like here, we can just simply uncheck that beverage item. Let's uncheck that. Or otherwise, what we can do is just hold this and put it on the main sheet. It shows the Kensil sign. That means it will be removed from the pivot table. So we have this basic analysis. Let's say that I want to reverse this analysis. Let's say I identified that my sales person are more, but regions are less. So I want to transpose that positions. The sales person should be here and the regions should be there. If you use any kind of sum ifs and all of that formulas, it needs a lot of adjustment, but here it's super simple. Just bring the regions up, bring the salespersons down. And we have the new analysis completely unique based on simple dragon drop. We can also design it in whatever form we want, let's say, like this. So this looks more professional. So this is the simple use of Pivot Table. Just try this by yourself, and I will see you in the next. 125. Multiple Criteria Analysis With Pivot Table: In this video, we are going to see that if we want to extract the month wise sales or month and year wise sales using the Pivot Table, how we can easily do that. So here is our data, and we have this on different dates, the sales record, sales amount, and cost of goods sold. To insert a pivot table. So the short key is alternate N V, and enter on a new worksheet. So here's a new sheet inserted. In the original data, we can see that we only have dates. We don't need to insert a new column and extract months using a month formula or text formula. We don't need to do any of that stuff. We simply drag the dates on the rows and the sales amount on the values. Soon as I drag the dates into the rows, you will notice that it will analyze the complete data, and it will break it in two years because this is two years of data, and it will break it quarter wise as well. Whatever you don't want, you can just skip all of that. So if, let's say want just dates of data, we can simply place that. But by default, it automatically do this on the latest versions. If you have an older version of office, it might only show you this dates field. But let's say even we have the date field, we can just place the sales amount in the values, and it will make the total daily day wise total. But let's say that we want to club it in two months. Let me just zoom it. Right click on the dates, click on Group, and here we can decide how do we want to club it? Let's say we want to club it in months. But for that, we need to make sure that we don't select 2024 up to 2026 because that will combine months of both years together. So let's say we want the analysis up until 31st of December 2024. We set the ending date like this, we can extract the month wise report for 2024. Otherwise, if the ending date is in multiple years, then we have to club it in months and in years. In months and in years, we will select both of them, click Okay, and it will divide the sales in both years and within that years, we have the month wise sale. So that's pretty awesome. And whenever we want to, let's say, expand or collapse this, it's also very simple. We have the Pivot Table Analyze option. We can just select this plus sign, go to the Pivot Table Analyze option where this is a specific men we can collapse all and expand all. Right now, it's already expanded. Let's click on collapse, and both of the fields. Even if we have multiple fields, it will be automatically collapsed. Let's ungroup this and let's move to something else. Just clear all of this. Whenever you want to clear something, you just drag and drop to the white sheet. And all of this is cleared, Let's say we want the beverage wise sales total. So this is a simple beverage wise sales total. Let's say that we want to divide it into different regions. This is the region wise beverage report. Let's say we want to divide it into salespersons like this. So each product is sold by these salespersons. A very detailed analysis, but if we want to collapse it just to the product wise sales, as we can see, we have multiple products, but it's easier to collapse, go to the Pivot Table options and just click on the collapse fields and we have the summary right here. We can expand it like this as well. But let's say that we want to interchange the position. Let's say we want Ali as a major category, and all of the sales that Ali made for different products in different regions, that should be the report. So the first preference is beverage item, and according to the beverage item, salesperson is shown. We will change this and place it to the top. Now, for Ali, all of these products in different regions, sales analysis are shown. Let's say that whenever we want to see the total, we can see that Ali made seven up sales in Barrier toown and the total is 746,820. But how this total is made up, let's see. Just double click and it will show you the separate report which is filtered and place it on a separate sheet. So you can check all of these details. And you can reconcile with the original data just by applying the filters as well. So this is how the multiple criteria analysis is made in Pivot Table. Just try this by yourself, and I will see you in the next one. 126. How to Use Show Value as Options in Pivot Table: In this video, we are going to see how we can use this show value as options in Pivot Table. So let's take an example. Let's say that from the main data, we want the Beverages wise sales total. So for each bit, we want the sales total. Now, if we use the Sumif formula, we just copy the complete data, remove the duplicates, and then apply a Sumif formula here. But in Pivot Table, it's very simple. Press alternate N V T. Place it on a new worksheet. We want the beverages, right. So put the beverages in the rows and save the amount in the values. That's it. We have the beverage wise sales total. But let's say that we have this grand total, which is 100%, right, for all the products. Out of that 100%, what is the contribution in terms of percentage for each product? We want to convert it into percentage, like how much it contributed in the total sales. So what we can do is we can easily convert it into percentages, right like how value as percentage of grand total. That's it. If the total seal is 100%, out of that, Coca Cola has contributed 18% in sales while Sprite contributed 25%, 13% is for seven up. Let's say that we want both. We will just remove the sealed amount. Let's say we place it like this, seal them out. And if you want the percentage comparison, just put the seal amount again, and we have sum of sealed amount, too, but that should be changed as percentage contribution. Enter then we convert it to show value as percentage of grand total. Not only we have save the amount, we have the percentage comparison as well. That's how not only we can show value as different things like percentage comparison, we can also get double comparison based on the same fields. Just try this by yourself, and I will see you in the next one. 127. Adding New Custom Fields in a PivotTable using Calculated Fields: This video, we are going to see how we can work with field item and sets option to create new calculated fields in PivotTable. So we have already made some kind of analysis, but if we go back to our original suit, we have this record, and let's say that we want the region wise sales total, cost of goods sold total, and also the profit total, but we don't have the profit field yet. So should we create it in the database or it can be automatically created using the calculated feed option? Let's see. But first of all, let's rename a couple of analysis that we made sales persons region wise sales. This one is an extra sheet. This is multi level analysis. This one is beverage wise contribution as percentage. We've learned that. And now let's insert a new one, alternate N, V, T, and Enter, and this one should be called use of calculated fields. Now we want the region wise sales. So region should be put in rows and the sales amount should be put in values. But this is sales total. We can change the caption however we want. Let's make it sales total. Let's put the cost of goods sold total as well, so we have to put it in the values. Again, cost of goods sold total, total CGS, double click to adjust the size. Now this is all sorted. Let me just reduce the size so that we can clearly adjust the third field, which should be for profit. Now, the profit formula is sales minus cost of goods sold. But we don't have this in the original data, but that's not a problem. Pivot Table provides you this facility as well. Just go to the Pivot Table Analysis, click on field item in sets and use this amazing option called Calculated Fields. Here, we just define the field name, which is profit. And in the formula, we have all the fields showing at the bottom. So we can just define the formula by using that field. Equal to should be kept as it is. Let's double click to choose the sales amount, sales amount minus, put a minus sign, minus cost of goods sold. Just double click and click Okay. And as you can see, a new field on our right is activated, and also it is showing the sum of profit. So let's make it only profit or let's say gross profit. After that, like we did earlier, let me just reduce the size. Let's say that we want to format it in a different form in a different style. We can easily do that. Let's choose this one. Similarly, let's say that we want to change this analysis not region we sales, but we want to club it to month wise sales or year wie sales, and the rest of the values calculated should be intact. So what we'll do is we will just remove the regions and we will put the date instead. So that's it. Just clear the other categories, and let's keep it to date. Let's say that we are using an older version, so that allows you to manually do that every single time. We have to manually group it from here. It will not automatically group. So in that case, let's click on group. And like I said, if it is the data for multiple years, you have to club it according to months and according to years as well. Otherwise, it will combine the 2024 January with 2025 January. So that's not right. Club it to months and years, like, Okay, and that's how the analysis immediately changed to month by sales, cost of goods sold and profit and gross profit. Similarly, if we have multiple years, you will see a long analysis, and whenever you want to collapse all the fields, just select one which needs to be collapsed and go to the Pivot Table analysis and collapse all. These are the field, so it should be all collapsed. And when we want to expand it, we can expand it like this. Finally, if you want to make it in comma style, just select all the fields, go to the Home tab and click on this comma style, and it should be all converted. Let's decrease the decimal places to two. And that's basically how the calculated function in field item and sets option work in Pivot Table. Just wry this by yourself, and I will see you in the next. 128. Use Filters and Create Multiple Pivot Table Reports with Show Report Filter Pages: This video, we are going to see how we can use the filter option in pivot table. And not only that, we will use a SMRT option in pivot able analysis option, and in options, we have show report filter pages. That's a very effective tool right now. It's hidden. But let me show you how we can do that. First of all, let's move back to our original database, which is this one. Let me just change this to database. Let's insert a new pivotable alternate NVT Enter. Now, let's make an analysis. I want the beverage wise sale in each region. So let's put the region in the rose beverage in the columns, and we want the sales total like this. Let's say we design it in a particular way, something like this. So this is finalized. But let's say that I want to see this particular report for the region wise beverage sales, but for a particular salesperson. Let's say for one single salesperson. So what we'll do is we need to apply the filters to don't want to include the salesperson within their data like this. We want the same analysis to be made just by applying a filter for a particular salesperson. So what we will do is we will hold a salesperson and drop it in the filters field. Here, we have this shown for all salesperson. But let's say that we only want this for Ali, you will choose Ali, click Okay. And all of the sales is adjusted for Ali. So Ali has made this sale of seven up in Barrier toown and in all of these regions. Similarly, if you want to select multiple salesperson, we can do that as well just by enabling this option. Click Okay. And we have multiple items to choose from. But that's one way of doing it. Let's say that you have a requirement that the salesperson report should be placed separately in each sheet with the salesperson name. So let's say we do it like this. We apply the filter of Ali and we make it Ali report, and then we create a duplicate of it, and then we filter it again for ASED. Now, that can be done if we have less than ten employees, but let's say that we have 50. So it will still take a lot of time in order to create that. So here comes the role of Show report filter pages. What we'll do is we will just keep it to all and go to the pivot table analysis option, go to the options again. Click on Show Report Filter Pages. What this will do is it will apply the filter by each salesperson and then create a separate report in each sheet, and it will also name each sheet with that salesperson. Let's see the magic of it. Show Report Filter pages. By salesperson, click Okay and see the magic at the bottom. Click Okay, and that's done. If processed a little bit, this report is now for Ali. This one is for Arshad. This one is for Hamid. This one is for Imtiaz Navid, sad, Salman, and Omer. So just imagine the power of this tool that it can immediately analyze and categorize different salesperson report just by using this simple option. So that's how we can use the filter options in Pivot Table, along with Show report filter pages function. Just try this by yourself, and I will see you in the next one. 129. Dashboard Reporting Basics: In this video, we are going to see how we can create and develop some awesome dashboard reports so that we can visually present all of this raw data into graphical forms or in chart forms. As we've already seen in previous videos that we made different analysis, but it's on different sheets, and also it's very difficult to analyze the overall company position if they are on different sheets and not on a single page. So if you want to present it all on a single page in the graphical form, that's called the dashboard. So let's name it ash dashboard. And we want to visually present all of the data that we analyzed in the previous sheets and place it on a single dashboard in the graphical form. As we will make this interactive so that the managers or the company owners can make the decision by changing the criteria a little bit. For example, if they click on a button and all of the reports should change for a particular time or for particular region so that they can easily analyze the data and then come up with some meaningful decision. For starting with this, we have shown an example where we can create multiple pivot tables based on the sales person, but that's an extra requirement. We don't need this in the dashboard reporting. So let's delete this because these are many sheets. So just hold the first one. Hold the shift key then and select the last one. You will notice that all of the sheet tabs are selected. Right click and click on Delete, click Delete again. We have the sheets only. Similarly, we have this sheet three, that is the example of this distribution in which we have used this show report filter pages option. So let's delete this one as well. Okay, now, when we cleaned up this, let's open up the first analysis, and that was the sales analysis of each salesperson region wise. If we talk about charts and we want to convert it into graphical representation, we have three options. Normally, a chart can be a bar chart, a pie chart or a line graph. And normally these charts look like this. Bar chart is something like this. Pi diagram is like this, and we have the line chart which looks something like this. We have to decide in which situation what chart is ideal. Let's suppose that we have the cricket score that is changing with every ball. So that means we have a lot of data to present on a single area. So in that kind of situations, line graph is preferred. If we have something like month by month comparison or region wise comparison, areas wise comparison, in that cases, bar chart is ideal. And if we have situations like that, where we have to find the contribution of each beverage sales into the total contribution in terms of percentage. For those kind of analysis, the pie chart is suitable which shows the overall Pi and the potion contribution shown in different colors for each region. So here is another example of bar chart with examples, spy chart, and line graph with examples. So in bar chart, if we are comparing the quantities of different categories like we have the categories of the prototype regions and departments, we want to compare different regions with each other departments with each other. So in that cases, bar chart will be used. And basically, you want to show the differences between the categories, one category sales is up. One category sales is down in any particular area, or maybe you want to compare it month by month. So basically, this condition, this kind of chart works with small data we have so many categories, it may create so many bars and will make the data or chart overcrowded. And here is an example of that. Similarly, for Pie chart, this kind of data is suitable. For example, the market share of brand A is 40% brand B, 35% brand C is 25%. So this contributes to the overall seal, where each brand is contributing a different percentage in a Pi. Line graph is for continuously changing data like series, days, months, declining growth or seasonality to identify multiple trends, day by day change in price, like I said, the stock prices changes continuously. So in that situation, the line graph might be suitable. By the way, guys, you can download this document with the description of this video or resources section of this video so that you can see and read much in detail about each chart. So basically, this one is for any kind of long term analysis, shorter data. And low fluctuation. Line graph is exactly the opposite of it. Let me just bring it up, hold the shift key so that it moves the other one down. So if we have short term analysis, like what? Like the heartbeat changing with each and every second, you can notice that line graphs is used to represent that. Our scoreboard changes with each ball, so we can use the line graph for that. Even if we have different departments or different months, but we have a long data. In that case, there will be too many bars, so that will make the data overcrowded. So in that kind of situations, we use line graph. So if we have detail data and frequent fluctuation. Like the stock prices changes with each and every minute. Now, Pie chart is only used for one kind of comparative. If you just want to see the overall contribution of the beverages in 100% of sales, what is the portion of each beverage contribution in sales? That is one comparative only. There's no multidimensional data. So in that kind of situations, Pie chart can be used. So only two columns data. Let me just write it here. Two columns data should be shown. So these are some of the rules that we can mention on a separate sheet. Let's cut it. Let's mention it in rules. And here is the usage of different charts. Now let's see and analyze our data from scratch. We have this data in page one. Let me just bring it closer. Double click to adjust it. So we have two dimensional data. That means not only for regions, but for the salesperson as well, we want this sales detail. So if you want to present it in charts, just remember that line graph and Pie chart both works on a single dimensional data and not two dimensional. So that means we only have one option to put here, and that is Br chart. Let's insert the bar chart, and it's very simple to do, click on the pivot table analysis, but make sure you are within the pivot table. Otherwise, it will not show up. Pivot table analyze, either you can find it here or you can find it in the design option. So we have pivot charts here. It's similar to these kind of charts that you find in insert option. We can find this in insert as well. But let's go to the pivot chart. We have column chart. Column chart is similar to bar chart. Bar chart is only horizontal, column chart is vertical. So that means we need to insert the column chart. So that means we need to insert the column chart. Let's insert this chart. Click Okay. But as we can see, this chart is inserted, but it's overcrowded. It has so many bars art should be designed in such a way that it should be immediately showing some kind of performance, some kind of company position. You don't need to focus on too many bars. So that means we need to customize this and limit this data. That can easily be done. But if you want to just change this without deleting, just we click here, click on change chart type. You should be able to change this. Now, this one is clustered column, understand why it created so many bars because for a single salesperson, they are making sales in five regions. So for a single salesperson, all five regions are represented in different bars, but I want the total bar along with different colors in between. That means for A only 1 bar should be shown, and the portion should be shown in different colors for each region. That can easily be done, right click chain chart type, and we will change it to stack column. What stack column does is it will create and convert the data like this. You can see the sample before inserting and once you are sure, just click Okay. And now we have the overall seal of Ali which is around 74341, two, and each portion contribution is shown separately. So we can easily identify in what areas we made more sales than the others and also it's manageable. Let's take a further example. Let's say that one region has a very high seal and the other one has very low seal. So if we compare it like that, if let's say this seals person have made a lot of seals, but all the other sales person has two less. So that means the graph will maximum come to this point. And within this bar, different colors will be represented. So it will be very difficult for you to read that data if the bar length is too short and we have different distribution of colors within that length. So how will we manage this kind of data? Just right click, change chart type, and we change it to 100 person stack column. What this will do is it will show you the hundred percent of occupancy of charts, but each color can be easily seen here. Now, the question is, how will you see the sales data here? The overall sales numbers. That can easily be done. You can just go to the design tab and you can use the quick layout option and we can insert the sales amount down at the bottom. So this is how you can insert and customize the data. You can insert different fields that can represent different sales amount. I prefer to keep it simple. So let's change the chart type back to stated columns, and let's design it further from this page. Now, I want to keep the theme in black. So let's choose black. And after inserting this chart, let's cut this and paste it on the main sheet. That is dashboard. What we'll do is we will make the complete sheet black, select this whole sheet, go to the home tab and make it black. Paste it anywhere you want, and just name it by title, which is sales by age person region wise, something like that. And we can place it around here. We will keep the top area empty because we are going to insert a timeline here. So that's how you can start compiling the dashboard reporting using the pivot charts and customizing it in Excel. Just write this by yourself, and I will see you in the next one. 130. How to Place All Charts on a Single Dashboard in Excel Using Pivot Tables: Video, we are going to see how we can compile all of the charts on a single dashboard so that the company can easily make the decisions based on the graphical representation that we have in the charts. So the charts can be created by the data that we have extracted and used using the different techniques in pivot tables. So we have created a data where we are comparing the beverage wise percentage contribution. We have the multi level analysis, we have the region wise sales, and different charts are used in different situations based on these rules. Have already inserted this sales by each person chart. Now let's see how we can use the line chart for that. We'll go to the original database and press alternate NVT entered. Let's create a new analysis that is month wise sales. So let's put the date here and it will automatically group it two months and years. We can expand it if we want to. Just select one that is expandable. Go to the pivot table analysis and click on Collapse All, expand all. And let's remove the dates. So we have the year wise and month wise analysis. Let's put the sales parallel to it in the values and we have this sum created. Let's insert a chart, and the chart can be a bar chart because it's month by month comparison, so it's not a frequent fluctuation. It's a month wise. But since the data is of around 24 months, it will insert 24 bars, and it will be difficult for us to read. So in that kind of situations where the data is although long term, but it's over much in quantity. In that kind of situations, line chart can be used. So go to the pivot table analysis and click on pivot chart, click on Line and select this one. Click Okay. Pie chart looks like this, we can also see how the bar chart will look. Click on the pivotable analysis, click on Pivot Chart, and let's use this clustered column name column chart. So it will look something like this. So although it's still readable, but it has a lot of bars, even if we try to design it, it will still look overcrowded, whereas in this chart, if we design it in a proper way, it looks much professional. So let's do it this way. And now we can easily change the title to, let's say, sales by month and once we have created the chart, just cut this and paste it on the dashboard. Let's say I want to paste it here. Let's paste it here. Or what we can do is we can adjust this. We can make this area larger. Still, just remember to leave a space on the top. I just like this. But here we analyze a little problem. All of the data is above 200,000 or 2 million. But the data here in the data points is showing from zero, and it has created this level as well, which will never be used. If we know it, we can customize it as well in the chart. It has automatically created these levels, but don't worry we can customize this if we want to just double click on this chart, and we can see the minimum point right here. So this minimum point should be 2 million, one, two, three, four, five, six, This click anywhere on the sheet. And now you can see that it's much easier to read and the lines look more proper. So that's how you can customize the data points as well. Let's move to the next example which is of Pie chart. Let's use the beverage wise contribution. And then here we only need two comparatives, so only two columns should be there. Let's remove this sum of sales amount. And now we only have the row labels, which is beverages. Beverage name. Let's mean just customize this beverage beverage. And the percentage contribution. That's fine. Let's go to the pivot table analysis and click on a pivot chart, and let's select an ideal chart for this, which is Pie chart. You can make it three D as well, but I usually prefer to use either doughnut chart or the pie chart. That looks more professional. Let's use the doughnut chart. Like, okay. On design and you can customize it however you want. If you want to make it simple colors, you can choose any kind of this chart or otherwise, let's use this. If you ever want to change this chart type, let's say we see that this one is more professional, so you can change it to Pie hart. Click Okay, and it should be customized. You will notice one thing. We have a lot of space to expand the pie chart, but it's only in the limited area. Don't worry, click on the corner and you will see the dotted areas for the selection. Just expand this and you can expand the size of it. We can move it as well wherever we want. But just always click on the corner of the chart. If you click on the center, you should be able to move the pieces of the chart. So let's say that we want to highlight something that this one is the most selling item, we can highlight it like this. Once that is done, let's just cut this and paste it in the main dashboard, paste it right here, adjust it however you want. And after that, let's change the name. Let me just make it a little bigger, and we can place it in the corner. Let's make it beverage wise contribution or beverage seal contribution. Let's make it that way. Let's make it smaller, go to the home tab, make it 12. So that's done. Now, let's make some changes here. Let's say that we want the percentage to appear with each pie. What we can do is just use different designs like this one. But let's say that if we want to keep this one but show the contribution, just change it once to this analysis and then change it back to the original one, and you can see the data labels shown right here. But if it is not shown, what you can do is just add the data labels directly. Right click on any of the chart. J's go to add data labels and you are good to go. Want to format it now, let's say I want to make it black, select one, go to the Home tab, make it black and make it bold, and you have this updated. So this is how you can create a simple dashboard in Excel by placing all of the charts on a single sheet. But these are all the static charts. In the next video, we will discuss how we can create dynamic charts using the feature of timeline and then connecting it to all charts so that we can easily customize it with buttons. So we have the slicers and timeline option, but that's how you can compile all of the charts at one place. Just wry this by yourself, and I will see you in the next. 131. Build Interactive Excel Dashboards Using Slicers and Timelines: Video, we are going to see how we can use the timeline and slicers features so that we can make all of these charts dynamic. That means whenever we click on any particular button, let's say we want all of this report for a particular region, just click on that button, and it should customize all of that charts, and that will make it dynamic and very helpful in order to analyze the data. But we are still short of space. So if you want to move all of the charts together, just select it one by one, hold the control and just rightly to group it. We can make a group of it, and after that, we can move. But here, the group is not properly created, I think. Okay, we have to hold it from the corner. Let's make some space. Okay, I think that's fine. Now, the benefit of group is, let's say we want to make this charts shorter, we can do this from the corners for all the charts. Okay. Have enough space at the starting. Now just select any particular chart. And what we want to do is just go to Insert option and click on Timeline. But it shows no connection here, so we need to ungroup, I think. Let's ungroup this, select one particular chart. Click on the Insert, select timeline, and we can see the dates here. Click Okay. Let's expand it because we have this for multiple years, like two years we can customize it in the same way. Let's go to the timeline and we can select different formats for it. Let's make it dark. But even after making it dark like this, we still see that the background is still white. So if you want to customize this, just go to the timeline and click on the timeline options and create a new timeline style. Let's select the whole timeline and make this one dark. Just go to the format, click on fill, fill it with dark color. But it will turn all of this into black and white. Let's say I just want the selected time block to show properly in a certain color, make this one as colored. Click Okay. And you should be able to see this. But here, nothing happened. Why? Because timeline is there, but you have to choose the custom timeline by yourself just by going into timeline options and choosing it from here. Now, we can see that whenever we select a particular time period, let's say, from March till August, the chart is customized in the same way, and that's the power of timeline that it is able to customize the chart just by selecting the timeline period. So whatever period we select, it will show the chart just for that period. But you will notice something. The data is changing only for a single chart that we selected and created the timeline from. It's not connected to other charts. If you want to make the connection of this one with other charts as well, it's very simple to do right click here, click on Report connections and just connect it to all the pivot tables. Let's make it this because I don't know what pivot table is this exactly, or what we can do is just select this, go to the pivot chart analysis and just analyze the chart name. Okay. But we have made the connections right now for all the charts. Let's customize this. Now you will notice whatever period I change, all the charts are changing based on my customization, and that's the power of it. So that's how the owners and managers can easily make the decisions based on these kind of dashboards. If we want to insert a particular slicer, that means we want to customize it by sales person, beverages, by regions, whatever. What we can do is just select any chart. Click on Insert and click on Slicer. And let's say we want to create some slices like beverage, sales regions, all of these, and we have these different slicers. Let's arrange it at different positions. We can format it quickly as well. Just go to the slicers and select some cool customizations. Make this one as purple. This one should be green, and this one should be orange. You want to duplicate any of these to make it customized, just duplicate that, and the whole slicer, let's turn this one to black. Click Okay. And then if we select the slicer, the background turns black, but rest of the fields are still purple. So that's a great option as well. Let's clear this, but I'll keep it to original. Just let me show you some options. I'll just select the slicer back to this purple style, the dark one. As we can see, we just have to select a salesperson and it will customize all the reports for us. But again, you notice that whenever we select any particular single region or apply any kind of slicer, it only changes the data for this. If you want to link it to all the data, what we can do is just rightly care report connections and just link it to all. It's that simple, like, Okay, let me just make it report connections with all of the others and let me make it here as well. Okay, now let's clear all the filters. This is the seal for, let's say, four to five months or six months, but I want to customize all of these charts just for defense. So this is for defense region. As you can see, it's totally customized, but I think we don't have the seals here, so we have to select a larger period. Let's uncheck them all. Okay, the region why seals is not shown in this way. Let's customize by salesperson. Let's say that we want the details of SAD making the seals in different regions. So here's the result. As you can see, all of the reports are customized. Now we have customized all of this, but we notice one problem. That when we select any particular region, the seals are not shown. Let's say we select any sealed person. The seal is not shown here. The beverage we select the seals is not shown by month. So why is that? Don't we have any seal for this beverage item? We do. But the problem is we have customized the data points, right? If you remember we have customized this data point that it should only start with 2 million and not zero. So we have to customize that since we are applying different kind of filters using slicers, so that our amount will be low. Just double click here and the minimum point should be set back to zero and click anywhere on the sheet to customize that. And once we have done that, let's select seven up and we can see all of the sales for different regions. Just clear this slicer. Let's choose salesperson now, and we can see that everything is now customizable. We can hold the control key to choose multiple criteria like let's say I want the seals for SAD in defense. So we can choose both of these. We can choose only one item, and we have all of these reports customized this way. So just experiment different things with these slicers, connect it to all the data points and just remember to customize this and start it from zero. Otherwise, it won't be able to show the sales by month. So that's how we can make this dashboard interactive by using the timeline and slicers features. And not only that, we have also learned how we can right pick and report the connections to connect all of the charts together on a single slicer or a single timeline. Now, you can download the finish file with the resources section of this video so that you can check and compare it with yours. So just try this by yourself, and I will see you in the next one. 132. Excel Amazing AI Functions to Work Smart Effortlessly (Free Preview): In this video, we are going to see an interactive way on how you can install the AI functions in Excel for free by using a simple tool in the ARNs feature, and that help you to access a lot of AI tools. You can format using AI, you can extract the data using AI. You can create the AI tables and you can ask AI anything directly in Excel and it will give you the answers in real time. So let's get started and let's see how we can do this. Just go to the Home tab and click on ARNs right at the corner on the top right and click on more ARNs. And just write hat GPD on the search. Hit Enter we have this one which says hat GBT for Excel. You'll just install this one, click on Continue, and that's it. Click on update now. We have all of these AI functions. Let me just try it once, equals to AI, and we have the AI ask AI choice AI extract AI fill, and a lot of more options. Let's see the use of it one by one. First of all, let's use the ai dot as function. Let me just use hat JBT and just ask hat GBT to write different general knowledge questions. Like what is the longest river in the world? Let me just paste it here, right here that this is my question that what is the longest river in the world? And the answer, we don't need to search it directly on the hatGPT. We have the hatGPT now right here in the Excel. So just use the equals to a dot ask function, and the prompt is this, disclose the bracket or otherwise, Excel will close it for you, hit Enter. It's busy, finding the information online, and it shows us an error. I just processed it again and now it has shown the answer. Let me just wrap the text. It has shown us in detail about this. Longest river in the world is the Nile River, which is approximately 665 0 kilometers long, and all of this information is extracted directly from the hat GBT or the Internet. Let's use the other one. This is the question now, and as soon as we hit Enter, it is able to give us an answer. Let's try different one, but make sure to remove the number, and immediately it got an answer. So this one is for a dot ask, but this task is very simple. Let me just try an other question, copy the title here and just ask something different, like write a letter to get my text certificates as I'm a freelancer. Let's write this Let's ask AI. Use a formula a dot ask. Select this as a prompt, hit Enter, and let's see the results. Let me just wrap text so that it can show properly. And once you did that, you can see, reduce the size a little bit, and you can see that along with the titles and all the subject, it has completely generated a professional letter for you that you can just copy and paste to write the email to the text authorities or whatever. And you can similarly ask for anything like write a sick leaf, hit Enter, and here is your sick leaf. Like, write a sick leaf and hit Enter, here is your sick leaf. So just try this function, and let's move to the next one, which is specifically designed for Excel because this one, you can ask hat GBD directly for it as well. But this new function is called e dot fill. What I can do is I can just ask Chad GPT to give us some data for different cities, relevant countries and continents. So Tokyo is in Japan and it's in continent of Asia. Let me just copy this data, paste it in our ai dot fill sheet. Let me just remove all of the existing data, paste this one right here and format it a little bit. Okay, we have this. Let's say that all of the rest data is missing, and we want AI to complete it automatically. Only a few samples is right above that. So AI can easily fill this data equals ai dot fill. Example, we will choose example of this top data. Make sure you select the hearings as well. The partial data is whatever is missing. So all of the cities are there, country and continent is missing. That's it. Close the brackets and hit Enter. It will take some time to process, and then it will fill this data for us. So Mumbai is in India and it's in Asia. Moscow is in Russia, Europe, Dubai is in United Arab Emirates, and it's also in Asia. This one was a simpler data, which can be easily picked up by Google. Let's try another data and ask hat JBT to generate it for us. I've just asked generate a popular company's data, the industry they deal in and where is their headquarter. So Apple deals in technology and their headquarters is there. Just copy this table, let's play. Right below. This rap text. Okay, let's remove the rest of the data, expand it so that we can see everything clearly. Let's use this. Let me just remove this equals to ai dot fill. Example is all of these three filled data along with the headings. And the partial data that we want to complete with AI is this, hit Enter, and as you can see, it is able to complete all of this data easily by using a sample information. 133. Installing and Exploring Power Query: Everyone. Welcome to this first lecture off Power Qi. In this video, we're just going to sense the essence of this Power Query and how it can save you a lot of time. This practice file will be available in the project files or in the link of this particular video. So just check that out. And if you see this data, and we actually open this, you can see the cursor is flashing here. That means it has some gaps after the name is complete. So if you have used Excel before, you might already know that the functions won't perform properly or the formulas won't work properly if you have extra spaces in your data. So to get rid of all of these extra spaces, quickly, in Power Query, I need to open the Power Query editor. Right now I'm using Excel 2013. But if you're using Excel 2016, this option of Power Query is called Transform Data, while in 2010 and 2013, it's called Power Qi. So I don't know why they have kept different names for it, but it means the same. So if you're using Excel 2016, you might already have this option in your Microsoft Excel. But if you're using any version that is earlier than that, and if you go to the data, and can see a section called transform your data. This is Get external data, this is connections. If you see the section of transform your data, that is perfect. You don't need to do anything. But if you have the same interface like I have and you don't see that additional section, then you need to download it from the website. The steps are really simple. So first of all, to download the right version of Power Query, I'll go to the file and click on account. Here you can see the Excel version. But if you want to just further confirm that, whether it's 32 bit or 64 bit, just click more on About Excel and you will see the version of the bits as well. After that, just go to any search engine and right here, Power Query, Download, and you will go to this official website of Download Power Query, select the language you want, and click on Download. Now, I'll choose my right version and click Download here. It will ask you for the location, just download it at that location. Now let's install it. Click Run is asking you to close the Microsoft Excel. So now I closed it. Let's retry. Click Next. I accept and next, next, and install. Click s if it asks for any additional message, and this is done. Now we will open our Excel file again, and now you can see the special section called Power Query here. So that's how you install the Power Query in Microsoft Excel. After the installation part is done, I need to get rid of the extra spaces in the Power Query. So let's open this, select the table, and click on Launch Editor and select this table, you will see all the data here. Now, you can close this queries as well. You might be thinking that why these two windows are showing, that's a power of Power Queri that it completely has different functions and it operates differently. And the fun part is whenever you are trying to experiment with your data, or testing some new functions, you won't hurt your Excel file. Whenever you want to get rid of that changes, you will just close without loading it into the main Excel file. So it's ideal to play around in Power Query, and whenever we want to make that same changes in the Excel file, then we can transfer that changes. Otherwise, it won't harm your main data. So with a set, let's get rid of that extra species. And in Power Query, it's very simple. I'll just click here on the heading and just right click go to the transform, and here you can see all the functions. I'll click on Trim and the text will be trimmed here. I'll right click here, and go to transform and click on Trim and the data will be trimmed here. Also on the right hand side, it will show in the applied steps. So we have this trim text. Also, you can change the order of the operations. Whenever you want to undo that changes, you can just press this cancel sign and you will be back to your original data. So this is a very nice place where you can see all the steps you've done so far in Pobecuri. Now, once we're happy with the data, we will click on this close in load, but you will notice here that it won't disturb this main sheet, rather it will create a new sheet and put the modified version of the data there. So that's pretty cool. I just click on Close and Load, and you will see that the original data is intact here, and this is the sheet to where I have the modified version. And if you check out, the spaces are now removed. We also have a lot of functions in Power Q to explore. So this is just a starting point. And from the next video, you'll see some more exciting functions in Power Query. 134. Power Query Interface: Now, whenever you want to get rid of this Power Query sheet, additional sheet, just right click on that tab and click on Delete, and you will be back to original data, but it will ask you to delete the query. You have deleted a table associated with query. Would you like to disable loading the Power Query so you can disable the load or you can just simply delete it? All right. Now let's see what is the purpose of this Power curie. So as we have seen here in this example that we have a raw data, a finished file, although, but we had some problem here that we want to trim data, and that thing we done from the Powercui. So that's the basic purpose of it. Power Qui is used to clean and transform your data to a more organized and, you know, clean version of it. So this is the speciality of it, and Power Qi is really good at transforming and editing or cleaning your data. Whatever you want to do in the transformation, you can just clean your data simply or you can just combine it into pivot or Power Pivot like that. And also, the Power Query is very good at handling the data with the different sources. So if you have different sources like different Excel files, different Excel sheets, or even different data sources, apart from Excel, you can combine them all together in Power Query and get some awesome results. So you can get all of that data into Power Query and just aggregate together to get some awesome results. So this will create a single data model from all of that data sources, and that's really effective. Quick way to open the Power Query is that as well if you have different sources, especially you want to open the relevant Power Query editor for this particular data, I'll go to this data here. I'll go to this Power Query here, and I'll just simply click on the From table range, so it will open that particular data only. So on the Home tab, we have close in load that we have already seen. When you make some major changes and you want to refresh all of the formulas or applied steps, you can click here, especially sometimes it happens that you have performed a query but it's not updated yet. So you can perform that function. You can use some advanced editor. Here we have the functions performed in a coding kind of format. So you can use that as well. You can manage or duplicate your data and take the references. Can choose or go to a specific column. You can remove the columns, keep specific rows, remove rows. You can perform all kind of sorts here. You can split the columns between multiple lines. And if you know the text to column functions, these functions are similar to that. That according to a specific criteria, you will split the columns into two halves. Let's say the first name and last name is in the same column and it contains a special character that is space, so you can split them into first name on the separate column and last name on the other column that whenever there is a space, just split that column. You can also group by columns, and you can replace some value this is kind of find and replace options. You can merge queries. This is really cool function in the Parmer cui that we will explore, append the queries, manage parameters, and data source settings. You go to transform data, we can reverse, transpose the data. So that's also available in Excel, and same thing is done very conveniently in Power Query. We also have replaced values pivot or pivot columns. Again, you can split the columns and you can extract the first characters, last characters, really cool functions like this. You can also parse the data, format the data in different versions. You also have the direct clean option here, and then we have the add column and view column. So by far, you might be thinking that all of that sections or functions are already available in Microsoft Excel as well. But when we combine all of that functions together into a project, that will create something amazing. And then you will realize the use of the QI editor and why they have created a separate area for that. So each individual functions might be much related to Excel, and you might be thinking that you can perform that in Excel as well, but the combination of them works like magic. So with this said, let's get started on this exciting journey. 135. Power Query Update With Pivot Tables: Now let's understand more of the positive sides of Power Curie. We will use the same example again, and I'll just quickly do the same thing. I'll trim the extra parts here. But right now, if I directly apply the pivot table on it, and let's use the short key of alternate N, and Enter, we have the pivot table here, and let's go to the names, and let's say I want to just count the names. So I'll put the names in the rows here, and I'll put the names in the values here as well. So it will simply show you the count. But as we can see that if we zoom Arlene, here, the spelling is changed. This is a separate thing. But here, the spellings are same, but it's showing a different count. Why? If we explore and div type into it, the first one, we only have the name and no spaces. But for the second one, if we explore, we have the spaces here. So again, what we need to do is just get rid of this column and go to the Power Qui. Just quickly do the same thing, and then I'll show you something that is great in Power Qi. We'll click on from data to table if the launch editor doesn't show the query, and now it's showing the data. Now, let's right click Transform your data and click on Trim and we have the clean version now which we will close and load. Now, as we can see that it made a copy of it, let's apply the pivot table on this one. Let's summarize with pivot tables. Click on New Worksheet. And do the same thing here. I'll use the names here and values here, and now you can see the count is combined. Let me just zoom it a little bit. Now you can see the count. But the main thing that I want to highlight here is, let's say if I want to add the data to my original data source. Let's say I added the same names again and I expanded my data like this. So in that case, you might be thinking that whether I need to do it all over again, just delete the tables and pivot table and then reapply them all. So you don't need to do that. You will just simply right click to refresh or you will go to the data and refresh all and refresh all here as well, and you will immediately see the counts changing. So that means that whenever you use Power Query to edit your data, like we did here, we trim the data. Updated version of that data and all the things based on that data will be updated when you enter or add more data in your original sheet. So that's the power of it. Explore this option, and I'll see you in the next one. 136. Format Dates and Values in Power Query: In this video, we are going to discuss more about the data types in Power Query. So when you export or import the data from different sources, you might see a disturbance in the data formatting. As we can see here, we have the dates named and payment, but it's not formatted in the required format. It's showing like numbers. So to initiate the Power Query, either you will need to go to data and click on From tables or otherwise, if you have externally installed the Power Query, then you have the separate tab of Power Query, and from there you will go to F table. But remember to keep the cursor within the data and then click on from table end range, and it will again confirm for the data range. Just check it and confirm it once. And if your table has headers, then check this and click Okay. And now you can see that all of the data is loaded in Power Query. It's very easy to edit the data in Power Query, as you can see that most of the data types it automatically identified. I identified this one as text because it's written ABC here. That means it indicates a text. This one is identified as a number and this one as a number as well. So right now it's a number, but I need to convert it into a date format. So what I'll do is just select this column right click here and change type to the date. So replace the current column. I don't want to insert a new column, and now you can see that all dates are properly showing. Name is showing perfectly fine, and under the payments, we have different payments, although it's showing equity. But if you want to add currency symbol with it, just simply select this right click and click on change type, and we will change it to currency, replace with current, and you will see by default, we have the dollars currency. So that's how you can format your data in Power Query. Once we are satisfied with our data output, I'll go to the home tab. Click on Close and Load, and you will see this new table or sheet created in your main Excel file, and then you can easily use that data. So that's how you format the dt and values in Power Query. 137. Parsing URLs in Excel Power Query: In this video, we will learn about passing the URLs in Power Query. So we have a data right here. These are fake URLs in which you can see the main URL, and then with a slash, you can see the state and you can see the city. Now, what we want here is we want the category to appear in a separate column. We just want to extract all of these categories, state, name, and all. And after the other slash, there are some values which are cities, and we want them separately as well in a separate column. Now. The problem here is not all of the data is that clean means all of the data doesn't contain state and name or, you know, the same arrangement. You can see here that after the URL, it's just the dirty data that we want to eliminate from here. So that's our task. We want the two separate columns from this data, and also we want to get rid of the dirty data. So just simply go to the data. In your case, if you have Power Query, otherwise, I'll go to the Power Query and click on from table range, and the data will be immediately loaded in the qui editor. I want to get rid of the data which doesn't contain state and name. So I'll go to this option and go to text Filters and click on Contains. And here, I'll only write to extract the data that contains the state, or it should contain name. So let's click Okay, and now our data is removed. To extract the data into different columns, I have to identify a pattern between that. And the common pattern is after every slash, there comes a state, and then again, there is a slash, and then comes the city. So I'll use these slashes as a delimiter. If you know the option from Excel text to columns option. This is the same option. So I'll go to the transform your data and click on split columns, and I'll split it by a delimiter. But delimiter means you will mention a spatiot character by a delimiter. And under the delimiter, I can see all the options that you can use, but I'll go to custom and I'll use the format slash as a delimiter that after every format slash, there comes our value. So what I want to extract is split at the leftmost delimiter, right most delimiter, or each occurrence of the delimiter. I click on each occurrence of delimiter, I can see that URL contains a lot of forward slashes, so that will split them all. Means DTP will also be split in state and albama. I don't want that. First of all, let's just consider that I want these states which are at the end. So I'll select the right most delimiter. So after the slash, it will extract this data. Click Okay, and you can see this data. Now, how will we extract this again? This one is at the same position. It's on the right, the extreme right. So we can use the same way. I'll choose the custom forward slash and write most delimiter and ok. And now we have our data extracted. Now, we don't need this column anymore, so just right click and you can remove this column. Also, if you're satisfied with the output, I'll go to the home tab and click on Close and Load, and it will create this new modified data. Now let's change the heading names to something meaningful like category and let's say value. So you can change that in Power uri as well. But since I already exported the data, I changed it from here. 138. Split Text Fields in Excel Power Query: In this video, we're going to discuss how you can do the text field parsing in barbecuiT is a little bit more complex than the earlier version where we have seen the simple splitting of text. But as you can see here in the labels, we have barcode, the product name, and size of it. So we need to separate them all into separate fields, but here's the catch. If you can see that what is our target, I need the data like this. I need the code to appear in a separate column, the items to be in separate column and the size to be in separate column. But as you can see in the labels, we have this packing size number and its size merged together, you know, without any gap. But I want here to be split in a separate column with a gap between the number and the text. So this is our project. So let's go to Power Query either from the data or from the Power Query and click on from table. So how we will split the data into different columns, what we can observe here is space as a delimiter, but not all of the spaces. As you can see here, that in the product name, cotton candy has the space between them. Lavender conditioner has a space between them. Maple syrup has the space. So if we split it by space, all of them will be split into different columns, and we don't want that. We just want the last part and the first part to be extracted with a specific delimiter, and the rest of that should remain intact. So let's go to the transform and click on split columns by delimiter, although we will use the space as a delimiter, but we will split at the left most delimiter. So left side is this one, so it will separate this column only. Let's click Okay, and then we have this one as a separate column. Same thing. I'll select the data again, split the columns, buy delimiter and from the right most delimiter. Now we have this one as separate. And as you can see the center names are intact. So this is a little hack on how you can split the columns efficiently. So now we have the barcode, the product name, and the size of it in separate columns. But there's one other requirement, and that is splitting off the size or creating the space between number and the size proportion of the product. Four space PK, 300 space ML, this should be the format. So how do we split between these? As you can see, there is no specific delimiter, which we can specify here. But here we have to identify a pattern, and the pattern I can see here is if you notice all the proportion like PK, MOZ, all of them is two characters long. So that's what we can use to split our data. But if you go to the split columns, I'll not split by a delmeter, I'll split by number of characters. So just select that and I'll click on by number of characters and specify the number of characters you want to slit. I'll select two number of characters and split once as far as possible, as far left as possible. Let's split it two as once and as far right as possible. Let's click Okay and see what is the result. So it splitted between these two perfectly. Now we just have to insert a space. So now what we'll do is we will create a helper column just like an Excel, and it will serve the purpose of combining the two columns with a space between them. So go to add column and from here, go to custom column and write the name of size with space, let's say. Now the custom formula will be since I have the column names as label one, label two, that's not nice. Let's cancel it. Let's change all the label names first. Bar code, and let me just quickly change for all. And again, let's insert a custom column, and let's write the name as size with space. The custom formula will be size in number, and now we will use the end function to append or concatenate and space inverted commas close, and again, and then you will select the size in proportion. So it says number and space and size and proportion. So it will take all the values from the available columns, and it will create a space between the two, and this will be our custom column or a helper column. Let's click Okay and see the result of it. I can see an error here, but don't worry. It happens. The best way to resolve this error is just click on the error and see the reason of that error. It sees this expression error, we cannot apply operator and two types number and text. So one is number, one is text, you cannot combine them both. Simple as that. But what I need to do now is you can see that the size in number is in the number format and this one is in text format. So what I can do simply is just convert this one into text format. So I don't need to remove and reapply all the steps again. Here's the cool feature that we can do in the Power Query is we will simply just select this and convert this one into text. And as you can see that we have changed the type, but that is after we have added the custom column. So I want to move this step above that so that the next step will automatically be affected by it. And next step is added the custom column. So when we click on it, it will pick it up perfectly. So that's the power of Power Query that whenever you add a particular step and you want all the steps changed by it, just simply do that function. It will be added as a step, and then you can move that step upwards so that it will automatically make changes to all the further steps. Now that we don't need this specific columns, only we can work on this, right click and remove the columns, and we have this clean data right here. And actually, let's change it back to the normal size, not size with space. And let's go back to the Home tab and close and load. And that's our revised version of data in our original set. So just practice it by yourself, and I'll see you in the next one. 139. Group By in Excel Power Query: All right. In this example, we have a sales data where we have the seals persons, the seals region in which they are selling the order data and the seals amount. So let's quickly scroll down the data to see what the data looks like. So this is a lot of data our goal is to create the grouping by salesperson or sales region and then extract their sales so that we can get sales for each combination for salesperson separately and for sales region separately. So we can use the Power Query to quickly do this, and let's go to the Power Query. The option is very simple, either from the Data tab or Power Qi tab. And from here, I'll click on from table and range. When the data is loaded, we will just scroll down and look if everything is imported well, and it looks good. So let's group them by salesperson, and I want to group them by seals. That means I want to see the total seals of a particular sales person. So let's go to the Home tab, and from Home tab, I'll click on this option that is group B, and simply I'll select that I want to group, not the sales person, but by the sales person, and I want to see the sum of it. Some of which column, sum of sales and simply I write the name to total sales. Let's see the output of it. Now we can see that for each salesperson, we have the total amount of sales here. Now in this particular example, our mission is to group by the salesperson and the regions. So there is no need to delete all the steps. We can just add the step. What you will do is simply go onto this option, applied steps and from here, I'll click on the settings and from settings, I'll go to advance and let's add a grouping. And this time, it will be sales region and add aggregation. So just leave this other field as it is. So let's click Okay to see the output. And now we can see the total sales by region for each salesperson. If that specific salesperson have sold in different regions, it will have grouped it that way. Let's say if Ethan Parker is selling in North America and Middle East, it will group in that way that salesperson name will come first, and it will show individual sales region we sales for that particular salesperson and then move to the next. You might be thinking that where are the other fields, since we only mentioned that we want the total sales by salesperson or the sales region or both combination. We didn't mention anything for date, so it pre assumed that we want to combine all of the sales of the three years and show the rotal result. So the date is not needed here, and it shows the result accordingly. Now, when we are satisfied with the results, I'll go to the home tab and close and load, and then we can see the output results. Here is the result. 140. Unpivoting Columns: All right. Now let's see the next functionality, and that is pivoting and un pivoting columns in Power Query, and that is available specifically in Power Query. So here is our data. I'll go to the Power Query and load this data in the Power Q. Just make sure before processing that everything looks good. Now, if I want the data to be transformed, not in the column order, but in the row order. That means for each customer, we want the data in the table format, in the row format, like we've seen earlier. Let me show you by example. I'll just simply click on transformed data and here I have the pivot column option and univt columns as well. So what we will select right here is unpivot other columns because we want all of the months not to be shown in the columns, but in rows. So let's click on unpivot other columns, and that's it. This data is transformed just like that. You can see that each customer is now repeated multiple times because it's representing each month of sales in the row format. Now let's change it to more meaningful column names. So just scroll down and make sure everything looks good. For example, let's change this one to currency, right click and change type to currency. So now everything looks good. So this is how you can simply transform your data into something that will take you a lot of time if you don't know these features of Mercury. So let's close and and this thing will be loaded in your main sheet. Now let's see we want to create the same report with the pivot table. Now we have the data, just like in the raw format, and we want to transform that into this format. We can easily do that by pivot tables of the normal Excel feature. Use the short key alternate, and and Enter. And here I'll put the customers in the rows, and I'll put the month's sales in the columns and amounts right. So you can see that this is exactly the same format. If we just copy this and place it here, this is exactly the same format which we have right here. So for celestial Spark, although just the order is changed, 4,009. So that is perfect. Now, what if you had this kind of data and you want to apply the pivot table on this one for the month wise sales only. So let's try it, alternate NV and Enter. And you can see here that we have a lot of fields showing here, and it's not possible to transform the data into pivotable that extracts the month wise sales. So that is the power of Power Query since we have transformed data in this particular way, now it's very easy to do it. Alternate NV, and let's keep it on the existing sheet. Now I can, you know, put the month here and the amount here, and it is very simple to extract the seals amount. So that is the real power of unpivoted columns feature in Power Q. 141. Pivoting Columns in Power Query: Now that we have seen what An pivot can do, it can transform this kind of table into this kind of raw format. Let's close this. Let's assume that we have this kind of raw data by default, and I want to transform all of this data to this format. Now, how can we do that? And for this particular example, I've created this new file, although I've copied all of this data here, but now we know that it doesn't have any relation with the earlier file. I'll go to the Power Query and load the data in here. So here we want the pivot by month, as we've seen in the example. So let's go to the transform data and click on pivot columns. Now, it will automatically pick that we want the column names to be month seals for all the new columns. But what values do we add up here? So it will be amount. Now, in advanced options, we can see the aggregate value function to Bdfolt as sum. Now we don't want that, it will automatically combine all of the seals with particular months and the amount will be shown just in the right way. So let's click Okay. And we can see that how quickly and with perfection, all of the data is now transformed into multiple columns. So this format is much more easier to read for humans. Like, you can easily see the particular customer name only repeated one time, and you can see all of the result in a single glance for that particular customer of all months. So once you have finalized your data and ready to go, you will just go to the Home tab and close and load, and here is your transformed data just like. 142. Split Columns into Other Columns: This example, we have different companies and their different locations separated by the commas. Now, if I want to generate the particular report of the company based on their locations, it's very hard to do. Why? Because these are separated by commas and not in the separate cells or columns. Our goal is to first separate the pile locations, and then we will arrange it in the table format so that we can see each individual location for each company separately, like we did in the row format, and then we will also add some numbering with it so that each line can be easily identified separately. So let's load all of this data in the Power Query. I'll go to the Power Query. You can go to data as well. And from there, I'll go from table and range, and here is our data load. First mission is to separate all of the comma separated values into different columns. Now, if I want to zoom it a little bit, you can hit Control Shift N plus. Now let's separate just by location. I'll select the locations. I'll click on split columns, and will I select Al select delimiter because we will specify which specific delimiter I want to separate accordingly. So here, Al select comma, and for each occurrence of comma, I want to separate all of this. So let's click Okay, and you can see all of these states are separated in different columns. Now for most of them, these are four to five locations, but for some of them, it's only two locations, and it's showing null here in the remaining ones. Now, I told you here that I want to transform this into a row format where I can see the location for each company on each separate row, and that can be easily done with the unpivot function. So let's go to transform and here, I'll click on un pivot columns, keep it selected and unpivot other columns. So you can see that each of the company name is repeated multiple times depending on how many locations do they have? And it sings location one, two, three, four, five, and this is the location name, and it depends on how many locations do they have. So if they only have two locations, it will separate it by two locations only. Other thing that I want to do is I want to just get rid of this locations dot one locations dot two, and I just want to get these numbers. And also, since I want to use this data in other areas as well, so I'll make sure that the extra spaces are removed for all of them. Right click on the values, go to the transform and click on Trim and it will immediately be trimmed. Now to separate the number from these locations, I'll just select this column, and I'll click on split columns by delimiter. And here, I'll select Custom, and the custom is period or dot. At each occurrence, we can separate it. Click Okay, and you can see that numbers is separated. Now we don't want this locations column. Let's remove this. Let's actually rename this all. As mentioned here locations and hit Enter just scroll down and make sure that everything looks good. Now, let's go to the Home tab and click on Close and Load. Now, you will see the purpose of it. Like I said, that this kind of data cannot be analyzed with the pivot table or any other formula for different locations of the company. If you want to see the seals of different locations, it cannot be separated like this. So now that we have formatted it like this, I can easily apply a pivot table on it. I'll just press here alternate NV and let's select the existing location. So here is the location. Now, let's say I want to count the locations, something like I want locations here, and let's say locations here, I want to count each location. So anything you want to do is now easily performable because we have successfully separated all of them into different locations and in the Tableau format. 143. Filtering Rows: In this video, we're going to learn how you can filter the data in Power Query. So we have an example right here of the sales person with different sales region and the order date. Now, our goal is to filter the sales persons, the specific sales person and their specific sales region in which they are selling, and then we want to extract their seals based on that. So let's go ahead and click on the Power curie from table Orange. Now, I want to filter a particular salesperson, let's say, John Doe. What I'll do is I'll just click here and just normally apply the filter like you do in Excel. Just select John Doe and unselect all. So this is the filter selected for this particular person, and you can see on the right hand side that we have this in the applied steps showing here. So I'll just go to the settings and apply all the different filters remaining filters from here. I'll go to the advance and now I can see that filter one is already applied for John Doe. The other filter is, we have the A or option. I want to apply a filter in addition to it. So and seals region, I want to see the sales of East Asia. So basically, A means it should satisfy both of the conditions. Let's click Okay. Now we have the data for the sales person with a specific sales region. So it's looking good until now. Now, here, the third condition that we want to apply is we want to filter that by a particular year ID 2013, I 2023, 2021, or let's say we want the report for two years. We want to filter by two years. But here, if you see you have all those dates, and these are not just in the date format. These are in time mat as well. We can quickly do this and separate it by years. First of all, let's convert this date and time to only the dates. Right click on that and transform and click on date only. So it immediately converted this. Now I want a separate column which extracts the year from this order date so that we can perform our analysis or let's say, apply our filters. So it's very easy to do in Power Cui. I'll click on Add columns and from here, I'll go to the date, and I will go to year. And let's click on to extract the year from this particular order date. And you can see that all of the years are extracted just like that immediately. And now if I want to move it around, move it anywhere, like place it right here, I can do that. Let's just move it to the end. And now we want to filter it by 2022 and 2023. Let's click Okay, and now we have R filter. I can also go to the settings and go to the advance and make an condition. As you can see that this is already in an condition if I change it to N and now I can apply my filters of 2022 and 2023 easily. You can also apply a single filter and you can go to the settings to add more. Now, let's clear the filter. And once we are satisfied with the results, I'll go to the Home tab and click on Close and Load, and that data will be roded to our main sheet. Now, let's see, after exporting, you decided that I don't want this year column anymore for this particular analysis. So what you can do is just quickly go to the table. From here, you can go as well. And just click on Edit and you can just delete it from here and click on Close and Load, and you can immediately see that the data will be uploaded with the new data. So you don't need to remove this and do it all over again. You can just simply right click here and edit, remove the column, close and load, and you will get the new data. 144. Sorting Data in Power Query: You've ever been in this situation where you want to sort the data by multiple sorts, let's say, for this data, I want to sort the salesperson first as a first preference and then rearrange them for the sales region and then why I want to apply a certain filter. So from Excel, if you've ever used this function, you can go to data and sort and you can apply the sort and filter from here where you need to add levels and all. But in Power Query, it's very simple. Just load the data in the Power Query. I want it to be first sorted by the salesperson. And then I want to sort by sales region. So whatever sales region comes together, it will then give a second preference and resort it. And let's say I want to apply a sales filter as well. So let's go to the Power Query. Let's load it in the data. And here I'll just click on sort in ascending order. And now for the sales region, I can also sort it in ascending order. Now, as soon as I applied it for the sealed region, you will notice one thing. Let me just zoom it. It will automatically mark number one and number two. That means that it is giving the first preference to the salesperson. So the salesperson, each individual needs to be together. Then it will rearrange the data to sort the sales region within that salesperson. So as you can see that salesperson here in East region and the same salesperson for the North region started from here, and then for South region, same thing for the other salesperson, first East region, then north region, so on and so forth. So now let's also correct this one. I need to make it and transform it to data only. And now let's apply the filter here. Let's say I want to see all the seals above 50,000. So I'll go to filters and click on numbers filters, and here you will apply the condition that is greater than or equal to, let's say, greater than 50,000. Or if you want to apply the condition is greater than or equal to 50,000, I can make that as well. Let's click Okay, and now we have the sorted data. So, perfect. Once you have analyzed and you want to clear the filter, just clear the filter from here and go to home and close and load. And now we have our clean data, which is sorted with the Power Queue. 145. Transform and Add Columns: You know, we're going to talk about how you can add columns using your existing data in Power Query. So let's say I have the sales data and from the order date, I want to extract a year in a separate column and a month in the separate column. Also, I want to extract some details like text percent date or something like that from the text column. So this is the transformation we're going to do in this video. So I'll go to the Power Query and load this data from the table, and now I can see all the data uploaded. Now we have already discussed the options of transform where you have seen that whenever we want to convert this date and time to just the date format, we just simply go to the date and change it to date only. And most of the option, if you notice, it is similar to what we have in the ad column. Like we have this format, ABC, we have it right here as well. We have this date time and duration. We have this datet duration here as well. But the difference is when we select the column of order date, and let's say we want to add a new column of a year. We use the transform function for that, what it will do is it will just convert this one into a year. Let's go and change it to year. Now, it has changed the existing data. I don't want that. I'll just cancel this. I want that to appear in a separate column. So that's where ad column is used. I'll just select this column and go to the T format. Under the year, I'll select year. And now you can see that the year is extracted. Same thing I can do for month. So let's click month, and now the month is extracted. Now, our goal in this data is to separate the year and the month. And also, I want the first name of the sales person. So just select the salesperson and we will split the column. For that, I'll go to transform and click on Split Column, bidilimeter, and the delimeter I'll use here is space and at the each occurrence, Okay, so it will split the data between the two. I don't want the second names, so let's delete this and let's change the title to first name. Now, let's delete this one for now. And one more thing I want here is the invoice amount and the text should be added to a new column. And these existing columns I want to keep. What I'll do is I'll just select both of these columns. I want to see the addition of it. That means invoice after text. I'll go to add column. Why? Because I don't want to change the existing columns in any way. So whatever we want to do is in the new column. Just select both of these columns, add column, and under the statistics, you can see all of the calculations. We simply have to click on Add and here is the addition of the two. Pretty cool, how quickly you retrieve a new data with the existing one and I can rename it as invoice after tax it enter now the next task we want to perform is to calculate the percentage of the text based on invoice after text. So I'll select both of these columns, and now I'll click on Add column because I want to show the percentage in the separate column. So I'll go to standard and click on percentage off, and here you will see this percentage based on invoice after text. So let's rename it as text percentage. You can see here that the text percentage is showing, but it's showing a lot of decimal places. I want to get rid of that, and I just want to see the two decimal places after the decimal. I'll select this whole data and click on Transform and here I'll choose rounding and I want to round up or simply round. Let's click on Round and I want to round it to two decimal places. Why I'm using the transform function here and not the ad columns because I want to change the existing data and convert it into something more accurate. Actually, let's click on Round up because it's showing 2.99, so round up like that. Now, I've turned it into round up, but I want to get back to round. What I can do here is just cancel the steps and I'll see the round off option. Now let's get back to the first point where we have seen how to separate the month and years. Let's select the order date, and here I'll add the column because I want the month to be appeared in the separate column. I'll go to the date and click on month first, let's say. And here I just don't want the number of the month. I want the name of the month as well. So let's click on name of month. I can see the month name. Now I'll just go to the date again and just extract the year from here. So now if I want to rearrange my data for month name, I want the month name here, I want the year here, and I just want to convert this one into a date, simple date. So I'll just change it to date only. Not the add column, I'll change it from the transform function because I don't want it to appear in a separate column. Just want to change the existing one. So this is all the data that we have transformed. And once you're happy with the results, I'll go to the Home tab and click on Close and Load, and it will add the data to your main worksheet. So just practice this by yourself and I'll see you in the next one. 146. Combine Excel Data Files in Power Query: This video, we're going to discuss that if you have three Excel files where you have the data for different regions, let's say for China, I have this data right here in the China file. I have the Asia file separately, and I have this Africa file separately. So these are all placed in one single folder. We talk about Excel and how to resolve that in Excel, there is not practically any solution for that. What you need to do is you just need to copy one by one on each data, and this is just an example of six rows. But if you have 600 or 6,000 rows of each data in a separate sheet, it might take you a lot of time and there are a lot of chances of error. So how can we resolve this in Power Query? It's very simple to do in Power Query, and it basically tackles all of this problem smoothly. So let's close all of these files, and I'll just open a blank workbook. I'll go to the data or Power Query. If you have the data tab showing the Power Query options, you might see this new Keri option here. Click on that. But I have this in Power Query. Now, we can either select the file or we can go to From folder. So in this case, the folder will be preferred because otherwise, we have to select each of Excel file separately. So let's click on From folder. Here, I'll select the folder path. This is our folder path. Let's click Okay and click. Now, I can see here that it's showing a preview of it. It's showing the content as binary. These are the file names. These are the extension and all of that information. So if you have some extra files or sheets showing that you want to eliminate before importing, you can click on Edit and you can apply the filters, the simple filters to it, and then you can import that data. Right now, it's looking good. Now, the main question is, this is all the paths showing where is our main data that is shown in each separate file and how we can extract that. For that, I'll go to add column, and here I'll click on custom column and the custom column name will be data. And in the custom formula, I'll write here Excel, dot, workbook, then open the round bracket, and in the square brackets, you will write here content. Let's close this and close the round brackets as well. So make sure that no syntax errors have been detected. This message should show up, and let's click Okay. I've made a mistake. I think. Let's do it again. Now I have written this in first letter as capital and rest of them as small. So do the same and click Okay. And now I can see the separate column showing that contains a table for each of the data. If you see and extract this one, you can see all of the data like here. So we have all of this data showing right here. So we will leave it all as it is and just load it to the Power Query. Let's click Okay. And now we can see some of the extra columns appear here. But when we open it again, it will show the columns name. Let's click Okay and use it as an original prefix. Click Okay. And now I can see the results. Now, here it combines all of the sheets data in one single sheet. This is all the individual data that we have seen in the individual sheets. Now, I need to clean up some of the data after we have done with the import. I don't need binary, I don't need this name right here, this extension datass. All of that I don't need. Just right click and remove these columns. Also, I don't want these extra columns that appeared. Now, I can see here that the first value contains the region name, and all of the remaining are showing null. I did this intentionally in the sheets so that it can show this. Now, how will we clean this up? I want this same region name to appear in all of them, and then should show Asia with all of the list filled, and then for China. So I'll just select the column and Goo Transform and click here, fill, and just click on fill Down. And it will fill all the data with what we have in the first row. I also want the first row to appear as header names. As you can see here, it's showing data date column three, column four, column five. I don't want that. I just select the first column, and under the transform, I'll use that the first row headers will be the header names. So use first row as headers. So as you can see that now all of the names are corrected. Only this one is showing the first name as Africa as well, so I need to change it to regions, hit Enter. Now, let's exclude this extra data. I'll just click on the order date and just uncheck the null and the order date. Click Okay. And now we can see the clean version of data. After that, just make sure that all the data is showing in the correct format. Regions seems okay. This is also showing in the text format. Make sure that order data is correct. The sales amount. Actually, let's make it currency, I'll go to change data type and change it to currency. And for here as well, right click and click on Change data type and change it to let's say whole number. Just imagine the power of this function here. We just had simple data in three separate Excel files. But let's imagine that if you have 100 files, you will do this couple of same steps and you will be able to clean the hundred files worth of data in the same way with just a few steps. So it can be a huge time saver for you. And once you're happy with the results, go back to the Home tab and close and load. So we have this clean version of data right here. 147. Perform Auto Clean Up in Power Query: This video, we are going to import the data from the multiple workbooks in a particular folder, and also we will split the first name and the last name into the separate columns. So let's get started and start loading all of these workbooks in Excel. First, I'll open the blank workbook, and from here, I'll go to the Power Query, and from here, I'll click on from File. And instead of from Excel, I'll click on from folder. Let's select the particular folder here. Click Okay. And we have three Excel workbooks in this folder, so click Okay. It will show you the summary of all of them. Just make sure that everything looks good. And after that, let's click on Edit. Now we have these file names. Let's quickly retrieve the data from all of the sheets. I'll click on Add Column. And from here, click on custom column. And here, I'll name the column name and type in our formula that is xl dot workbook, Round brackets open and square brackets, and I'll write here content. Just make sure to capitalize each word and click Okay. It will show you the tables right here. Let's click here and click on Expand and Okay. Sometimes you might need to do it twice, and then it will expand the data. Let's get rid of all of the extra columns that we don't need. From here, I'll select the first column and hold the Shift key and move here until the data name, this is all the data that we have just imported. So we don't need all of this now, right click and remove columns. And similarly, for the data columns that is showing only the sheet numbers, I'll just select all of them as well and just remove the columns. Now let's quickly fill the state name in all of the rows that is showing null. So just select the column, go to the transform, click on fill and click Fill Down. Similarly, let's get rid of this. And also, we will select this one. A column you can select and go to the transform and use the first row as headers there because as you can see that the column name is not doing correctly, so use the first name as headers. So not only the headings has changed, but the first row that contains the names are transferred upwards as well. Let's change the name for this one, as well. Let's change it to sales regions and hit Enter. Let's get rid of all the ddy data here. For example, here is showing null and the heading name. So let's filter this out, simply open the column and uncheck the null and the order date. Click Okay. And now we have the clean version of data. The additional step that we want to perform in this particular video is to split the first name and the last name into separate columns. So we have this column right here. Let's select this and go to the transform and click on split columns, and we will split it by a delimiter, and that will be space. Very easy to identify first name and last name has space between them between all of them. So let's select space, and at each occurrence of delimiter, we want to separate, click Okay, and we have the separate columns right here. Let's change the name to first name and then the last name. Let's make sure before importing that everything looks good and the format is correct. For the sales region, we should have the format of the text and here as well, actually it's showing ABC in all of them, which is selected as text. In the order date, make sure that it's showing the date and not one, two, three. Should show this calendar kind of sign. And for sales, it should be currency, and for financial, it should be the whole number. Now, once the data is finalized, I'll go to the Home tab and click on Close and Load. Now, there is one interesting thing here as well. You might be thinking that it is a repetition of all the steps that we have performed earlier, but here's the cool thing. Now let's insert a pivot table on it and place it in a new worksheet. Let's say I want the region wise report for all the salespersons. So I'll put the sales regions in the rose, and I can also place the first name in the rouse. And then you can see that after every region comes all the names that are in that particular region, selling the items. And let's put the sales in the values, and we have a complete report region wise, and subdivided into the salespersons. Now, here's the cool thing about Power curie, since you can see that we have three regions right here, we have Africa, Asia, and China. Let's say that I have an additional file of Middle East. I'll just copy this and put it here. Now we have an additional region file or any additional data in that particular folder. And I want to perform all the same steps here. Now, what do you think that do I need to perform all the steps all over again that just import the data in the Power curie, then separate the first name and the last name and then clean up all the data, put it here, and apply the pivot table. You don't need to do all of the steps, and that is the magic of Power curie. What you will do is you will just go to the data and click on Refresh All. What it will do, it will refresh the Queri and import the data in Power Quri and make all the changes here as well. Let's refresh all. And now if I go to the main sheet, here is our data added right here. So as you can see, that middle is not only added, but the first name and last name are separated, and also all the data is clean. So this is the magic of Power Query. It added all of the data in our Minsheet as well. If you try to access the Power Query, you can just double click from here in the workbook queries, double click and you can see all the data in the Qi editor. And same thing goes for the pivot table. Let's right click and refresh the pivot table, and you can see all of the data added here in the report as well. So it can be a huge time saver, especially when you have data every day, and just you want to clean up and produce some reports on a daily basis. Now, how this is all working, you might be thinking that you haven't linked it again or you haven't know, specified that file that you want to import. The reason is the Power QI we have uh, linked it to a particular folder. So whatever is added in that folder, it will automatically pick that up and pick it in the table and perform all the same steps because it will pre assume that you need to do all the steps with this data as well. So that's a really powerful function of PowerCui. Just explore this and I'll see you in the next one. 148. Extract Data from Forms in Power Query: This tutorial, we are going to extract the data from the forms into a table format. So as you can see here that we have these six forms in the Excel format. If we open one of them, you can see that it's all over the place. It's not in the cool table format, but we open some couple of other ones. The format is pretty consistent. It consists of first name, last name, marital status, age and gender and active. So it's all on the same position in every single form, although it's not in the Tableu format. So this is the main thing that we need in Power Q to import the data correctly that the form data should be consistent, even if though it is, you know, not arranged in the table format. So let's do this. But before that, just acknowledge that how much time it will take you in Excel to compile all that data. Because you don't have any particular quick solution for that in Excel, you can apply the combination of formulas or macros or whatever, but there is no quick solution to it. We have six forms right now. Just imagine that if you have 600 or even 6,000 forms, how will you do it? Now, I'll open the new Excel workbook for that, and I'll go to the Power Query and from here, I'll go from file and from folder. Just select the particular path and click Okay and Okay. So we have this data here and I'll click on Edit, L's do a quick cleanup. If you have some additional fields showing like form with $1 sign, what you can do is just go to the filters and apply the text filter does not contain, just apply and put here that it should not contain $1 sign. Why I am talking about the dollar sign? Because sometimes when you apply or format the particular data as stable, it might show you the repeated names with $1 sign here. So we need to clean that up first. Now let's quickly get the data and I'll click on the ad column and custom column and right here data and right here excel dot workbook, make sure the first letters are capital and put a round bracket and a square bracket and right here content. Close with the square bracket, and then the round brackets and click Okay. Now we have tables showing right here. So let's expand this, select all of them, and click on Okay. It might show you this kind of expansion, so you need to do it again. And now we have R data. Now, these are the most important steps that you need to learn in Power curies. That's why I have repeated them in every single lecture so that you can get a good grip on it. Now let's get rid of all the extra columns right here, which we don't need. Hold the shift key, select the first and the last column, and rightly and remove the columns. We still have a lot of data to clean. So let's get rid of all the extra columns here as well. Let's remove now we will remove all the columns. I just close it from the last steps, but we will keep this name column so that we can identify the form number. So just keep the name as it is and just remove all the extra ones. Now, the first thing we need to do is just select this column and click on Add Column. And from here, we will add an index column. Let's simply click on the index column directly. It's just showing the series of the numbering from zero to onwards. Now what I need to do with this is I need to perform the function that shows the row number for each particular form. So for form one, if you notice that it starts from the row number one and it ends on row number 11, same thing is for form two. It's also of 11 rows and same goes for all the forms. So our magic number is number 11. What I need to do is for each particular form, it should show the row number 0-11 and then should repeat zero to 11 for the next form. How will I do it? I'll just select the form and use a function. It's your choice if you want to use it in the transform function or the Add column function. Let's do it in the add column and go to the standard and use this function, module. What it will do is it will create the series of the numbers and then repeat it every time based on the magic number you provide. So our magic number here is 11. Let's write 11 here and click Okay. Now, you can see here that in the modulo column, it starts with zero and ends on a number ten, and then it repeats itself every single time until the end of the data. Now, since it is consistent and looking good, just right click and remove the column that we don't need the index column that we inserted before. Now the main purpose of the modulo is, let's see the age column. Right here is the He column. If you see the age 32, it's on the fifth row according to the modulo numbering. And if we check on the other date for an other form, it's also on the fifth row. So it's very essential to clean this kind of messy data to at least identify the particular number of rows in each form and what data it contains. So now we will identify the rows that are completely null all over the data. It shouldn't contain any heading names, any, you know, data fields. First name and name is mentioned last name mentioned in the first two rows. But the third and fourth row is completely null from starting till the end. So I want to get rid of two and three. So let's uncheck two and three here, and now we have a little bit cleaner version. So let's quickly analyze other ones as well. Now, row number six and seven is also null. So let's remove that one as well. Six and seven. Similarly, let's see for all of the other ones, here I can see the null values as well in the row number nine. So just uncheck this nine. Now, let's check the Form one, and let's check the very last row of the Form one and see what we have here. So we have this status. Active. It's part of the same story. Status should be the heading name and active should be status. So we need to combine both of them. Status should be the column name, while all of the other rows should show active or non active according to the data that is here. So what I'll do now is just select any particular column that's showing the status and go to the add column. Let's click on conditional column here. Let's give the name of status here. Now, we will apply the condition that if the module equals, and let's see the position of it, the status or the last row appears on the row number ten. So let's mention here ten. Status column is if the modulo equals ten. So here we will enter that I want to get the value from select the column here, only then it will show all the column names. Data column seven, and let's click Okay. Pretty simple. So as you can see here that our data is extracted into a single column. We have the status name and all of the active and non active status right here. Now, just quickly get rid of the null values and fill all of the data from bottom to the top because as you can see that on the top, we don't have the value. At the bottom of each form, we have the value. So right click here, click on fill, and this time, I'll click on fill up and all the data will be corrected. We don't need these two columns anymore, so let's select both of them, right click and remove. So the row number ten, we have extracted all the data for row number ten. So the other values are all null. So let's get rid of this row number ten, as well. So let's do it for the next one, and the next one from the bottom is number eight. And let's see what we have in number eight is the gender should show as a heading. Then the gender type should show in the values. Let's add a conditional column. Let's go to At column and click on condition column and the name should be gender. If the modulo equals eight, then select the column. Which column contains the gender is column two. Let's click Okay, and now we have the gender heat here. Let's quickly fill the data. Right click here, fill and click on fill up. You have all the clean data for all the forms here, you can quickly check, and when everything looks good, just hide this row number eight. Remember, you just need to hide the row number and not delete the original data right now. Now, if we check from the bottom, now, the next number is row number five in the modulo, and it's the age. And also, you can see the marital status here. So this one has two rows. So let's do the same. I'll go to the conditional column, and let's name the first one as age. So Modulo would be if modulo equals 25, then what data we want to pick? Select the column. And here, age is in the column number five. So let's pick five here. Click Okay. First of all, get for only the age, and let's quickly fill the data, fill up, and now we will do the same for marital status as simple as that. Conditial column again, and right here, marital status. If modulo equals five, then take the output from which column. Now, marital status is in the column number three. So let's select column number three here. Click Okay. And now we have the marital status, right click, fill and fill up. So now we have both row number five and row number three. So now if we check on the modulo, we have row number four and row number five cleared. We don't need the marital status heading or the status of it because we have separated of them. Also, we don't need age because we have separated them as well. So let's get rid of this ones as well, four and five. Click Okay. So as you can see that our data has now started to make more and more sense, it's almost complete. Now we only have the columns of first name and last name that we want to do. So before that, we need to get rid of the extra columns right here to select these three columns right and remove the columns. So now you can see that we have the first name and the last name on two separate fields. We want it to appear in the same field. So let's quickly extract that now. We'll extract the last name and then the first name. So let's select the column. Click on conditional formatting, and let's write here last name first. If the modulo equals to one, then we want the data from column. Click Okay. Just make sure that it extracted all the last names correctly. Perfect. After that, just right click here, click on fill and fill up. Make sure everything looks good, and afterwards, I'll just hide the last name. Now we have our clean data. We don't need to do it for the first name. We just change the caption to first name here. And now let's delete all the extra fields that we don't need now. Let's remove the columns. Let's actually remove the module as well. Right click and remove. Then let's rearrange the data. First column should be first name, then the last name, then status, age, marital status, and gender. Then let's say gender, first name, last name, gender, age, status, marital status, and status. Once we are happy with the results, let's click on Close and Load, and let's quickly check with one of the forms. Let's open form four, Sara Thomson, Sara Thompson here, and female single female 35 and single and status is active. Perfect. Let's do it randomly for any other form, John Williams, John Williams, male age 45 merit, age 45 merit, and status is active. Let's take the last form as well. Michael Johnson, Michael Johnson, male 28, divorced and active. So now it's all showing perfectly. I'll save this file and attach with the link of this video. So you can check that for your reference. Just practice this thoroughly because this is a very important thing which will take your Power Qi skills to the next level. And with this said, I'll see you next time. 149. Extract Multiple Criteria in Excel Power Query: Sometimes you have this data that is not very user friendly to create the proper reports and we need some adjustments. Here, we have the owner name. We have different addresses and we have private events allowed and not allowed status, and we have the location size in square meters. What I want is I want to filter the locations where the private event is allowed. Means allowed status should be yes, and the square meters area should be 20-30 thousand. This goes for not just the single owner I want to check. I want to check all the locations, but here you can see to apply the proper filters or get the reports, we need some adjustments. We need to properly organize data that owners should show in every row and also the private events I want to filter. But for filtering, we need to get rid of this extra rows here. As you can see, there are totals after every single owner, and also there are headings repeated that we want to get rid of. All of this we will do from Power Query. So let's get started. I'll go to the Power Query, and this time, this is just a single file. So I'll go to file and from Excel, I can either select the file or since the data is already open, I can click on the launch editor directly. Remove the first row and then click on Launch Editor. Now, in order to load it into Power Query directly, I'll need to remove the first row and then click on from table or Range. But as you can see that it hasn't selected the whole range properly, so either you can expand this range up to the last point, which I'll do like this and click Okay. Otherwise, you can just open a new Excel workbook and select from File and directly select Excel file. So click Okay, and now we can see all the data loaded in the Power curie editor. Now, the first things first, we need to get rid of this extra rows right here that shows the total. So what is the criteria for that? We see here all of the rows that are showing null, we actually don't want that. So let's try to remove null from any of them, and this looks a little bit cleaner. Now we will get rid of the extra headings that says private events allowed and all the other headings every single time. Just open this and just uncheck the private events allowed. That will hide this row completely, and we should have the cleaner version of it. The third thing is the owner name should be repeated in every single row. So just select this. Go to transform, click on fill and fill Down. You can also just right click Go to fill and click on Fill Down. Now our criteria is we will only filter it by the private events allowed. The status should be yes, so unchecked no and take yes. Click Okay. And also we want to filter by the square meters, and the criteria was, it should be 20-30 thousand. So I'll go to the number filters and click on between right here 20,000, and here I write 30,000. Click Okay. And now we have our final report. And once you are happy with the results, I'll go to the Home tab and click on Close and Load, and now we have a cleaner version of our final report. So this is how you do it. Just practice it by yourself, and I'll see you in the next one. 150. Extract Multiple Worksheets in Excel Power Query: Until now, we have seen a couple of scenarios where we combine the data from multiple files or a specific folder, we pick up all the files and then combine and clean it to a single table. But what if we have a single Excel file which contains multiple Excel sheets, and we want to combine all of them into a single table or a single sheet? It's very simple to do. I just need couple of steps, but just imagine how much time it will take manually, especially if we have in this example, like three sheets. Just imagine that if you have 300 sheets and you want to do the same thing. So if you try to do it with any formula or manually, it might take a lot of time, and also it is prone to errors. So here, Power Query can provide the best solution for it.'s close the file, and I'll open the blank Excel workbook, I'll go to the Power Query, and this time, I will import it directly from an Excel file, not a folder because this is a single Excel file that contains multiple sheets. So just select this one, go to the location, and here is our file. Let's open it. All right. Now we can see all of these Excel sheets showing right here. So we will not select any particular sheet, but we will select the Excel workbook sign where it's showing just like a folder. So let's click on Edit, and now it will load all of the data here, and this is the basic format. What I need to do is now we will add a new column to extract all the data, and that will be a custom column. You're already familiar with this. I'll name it as data. And right here, Excel dot workbook, Round brackets open, square brackets, write content here. Close the square brackets and then close the round brackets. Click Okay, and now we will expand our data just like this. Now, you are already familiar with this format. Now what we will do is just clean our data. So whatever column you don't want, you can just simply get rid of it. You can also select multiple columns if you want to. So these are looking pretty empty. Let's right click and remove. And let's remove this one as well. So this is the final version of the data. Let's also get rid of this one. Now we only need to make some adjustments and we are good. Before putting this first row as the column headers, what I'll do is I'll make the adjustments to fill them all with the names to select this. Right click here, click on fill and fill down, and now I can make this first row as headers, go to transform and use first row as headers. Now the third requirement is getting rid of all of these extra headings right here that is repeated every single time. So just go to any particular column and just uncheck one particular heading so it can remove all of them in that particular row. And you can also get rid of this null area. So now it's looking much better. And once you're happy with the results, just adjust the formatting, change type to first is text. Second is text. Third should not be the text, but it should be the date. This one should be let's say currency, and this financial year should be in the date format, or let's say the whole number. Now our data is finalized, go to the home tab and click on Close and Load, and this is the final version of data. Now, since this is all the sheets combined in a single table, you can apply anything on it now. You can apply different formulas. You can apply pivot table to analyze. And let's also cross check the data to make sure that everything looks good. So this is the China data for six rows, and this is information on that. So these are six rows, and this is all the information that we get. Make sure everything looks good, 41,587 to 27,960. So this looks good. You can check a couple of more data to make sure that it is imported correctly. Guys, this is how you can combine multiple worksheets to a single table or a single worksheet in Excel. 151. Introduction to Joins: Now let's understand the concept of join in Power cui and how we can combine these two tables. So for this assignment, you can download this file from the link of this video or with the course description. So here I have two sheets. One contains only the course names and the course ID of the students and the total grades, and the other one contains the student ID and all the personal information related to that student, like first name, last name, nationality, and date of birth. What I want is to combine both of these tables but with a common key, and that is student ID, which is common in the tables. So on the basis of student ID, it will combine both of these tables and show you the full information on one single area. So what is the benefit of it? It will work just like look up. It will look up this ID number in this particular table and extract all the information based on just the ID key and put it right here. As you can see that these students are not just enrolled in one course, but they are enrolled in multiple courses. So student ID is repeated multiple times here. So whenever a particular student ID comes, it will automatically pick all the information and put it right here. So let's say student one is enrolled in four courses, it will show you the results accordingly. So this is all the introduction of how the join function works in Power Query. Let's get started and practically see how we can combine these two. 152. Merging Tables In Power Query Using Joins: Now for this particular scenario, let's say I want to combine both of these tables in order to see the number of enrollments for one particular student, and I want to figure out how many classes a particular student is enrolled in. So that can be done from pivot table or any other formula, but for that, we need to combine both of these tables. Right now, it's structured in this way because this is the main information table. This is what they fill out from the basic form, and then we want to retrieve it into our main records. What's the benefit of it? We are just managing the main database from the student ID. And whenever, let's say against a student ID, if let's say we have a card access for that particular ID, and that student leaves and the other one joins, we can allocate that student in that particular ID, and that information will automatically change in the main sheet, although you have to change the course's name according to that name. But let's say that this student moves to another city or takes another nationality, you can just simply change this one it will be updated in your main data. You don't need to mention it over and over again or use find and replace. It can easily be updated. So let's upload this data in Power curie. I'll go to the Power Query and click on From table or range. Now, we will not do anything here. I'll just click on Close and Load and select Close and Load too, and then we will select only create a connection. That's it. Load. We don't want these extra ones. I want to keep only this table. Right click and delete, and right click can delete this as well. So this is showing connection only. Now, let's click this one and click on from table and range. And again, I'll see if the data is uploaded properly. Let's click on Close and Load again and click on Close and Load two. Only create the connection and load. Now here the magic will happen after the queries are extracted. I'll click on Power Query, and here I'll select Merge option. You might find this option in the data tab and in the left corner with Sales ket data. But in My Excel, it's showing in Power Query. So let's click on Merge. So we now want to select the table and match the columns to create a merge table. Here, I'll select the classes in the first table, and in the second one, I'll select the students. Now, I need to specify which is the common column between the two, which contains the same information, and that is student ID. So what I'll do is just highlight both of these. So based on this particular column, it will do the find, just like in Excel, we do Vloups. Just leave the joint kind by default. And it will automatically show you this message that selection has matched 30 out of the first 30 rows. So this is perfect. Let's click Okay. So basically, it's seeing here that out of all the 30 records, it is able to find the corresponding match from here. So that's perfect. Let's click Okay. Now let's expand this table. It's showing as a table. Let's click here, and it's showing the expand option, and all the fields are selected. So just uncheck this use original column as a prefix. We don't want to change this column. Click Okay. And we have all the relevant information against each student ID with the relevant information from the database. You can see how perfectly merged all the data and whenever the student ID is repeated, it repeats all the information again. So if this was used in Excel, we must have applied look up for this and we need to fix some variables, apply in multiple columns and so on and so forth. But for Power curie, this kind of merging is very simple. Now let's get rid of the extra fields that we don't need. So let's delete this one. Move the ID towards left. First should come the student ID, then the first name, then last name, then course they are enrolled in and their grade. So after first and last name should be their nationality, their date of birth, the course they are enrolled in, and the grade. Now we will check the formatting if it's correct or not. So ID should be reflected as a number. First name and last name in nationality should be reflected as a text, which is showing here by ABC. Now, I need to correct on the date of birth, right click here, Transform, and I'll show the date only because it was showing the time with it, and the course is looking fine, grade is looking fine. So once we are happy with the results, I'll go to the home dab and click on Close and Load, and it will be uploaded in your main sheet. So this is how you can easily join the two tables. With the relevant student ID, it will extract repeatedly all the data, and that's how we use the join function in Power Query. After joining these two tables into one table, I can easily apply the pivot table on it, and I can see by each student how many classes they are enrolled in. I just want to see the count. So it's very simple to do. Alternate N, and enter is the short key. You can also go to insert and insert the pivot table manually, and I'll put the first name in the rows, and I'll put the course names in the values. So I can see the count that this particular person is enrolled in three courses. This one is in four courses, this one in five let's say I want to check more about these five courses they are enrolled in, just double click and you will see the detail of it. So that's the real magic of the Pomercury is able to combine both of these tables with very simple procedure. You don't need to apply any formula in order to join just like a Vlookup, we do in Excel. So just practice this by yourself, and I'll see you in the next. 153. Merge Tables in Power Query With Outer Joins: Now let's understand the function of the full outer joins when we combine the tables like this using the Power Query. So I have these little changes made in both of these tables. In the first table, I have added two courses with a student ID of number 50 that if we notice, we don't find it on the other table. And again, in the other table, we find a student ID that is mentioned as unknown. So this is most likely to be an error or a kind of extra data entered that we need to get rid of. But the purpose of showing you this example is when we have some additional information and the ID is not exactly matching all the items in the other table, will the Power Query join function work in this scenario? So I'll follow the same method. I'll just go to the Power queri and select the first table and click on From table or range. Just make sure that everything looks good. We are on the home tab. Click on Close and Load and click Close and Load two. Here, we will only select the only create connection option. Let's get rid of the extra ones. We only want to keep the queri that has a table symbol showing with it. Let's go to the second one and make sure you are in the table. Click on From table or range, and again, close and load. Close and Load two, only create connection. Now we have two connections. Let's go to the Power Query again and click on Merge. In the first one, I'll select the ID. In the second one, I'll also select the ID. But this time, we have the selection that has matched 30 out of 32 rows. So here we need to select the full outer join. That means all rows from both will match and be combined in the table regardless of whether it is able to find the exact match in the other table. So let's see how this data looks like. Click Okay. And we have all the information and the other table is showing as a table. Let's expand it, and this is the full information. Now if you notice you have all the information of the exact matched items here, and whatever hasn't matched, it's showing all of these fields, but with a null value. So that's the use of full outer join. It will combine the two results regardless of whether they find the exact match for all the items or not. It will just combine it, and then you can get rid of these extra fields. Let's say I have analyzed all of these extra ID and I see no use of it. I'll just select the filters and click Null, check this. And we are able to extract the clean data. Just click on Close and Load to your final sheet, and you have the revised version of data. So that's how you do the outer joins in Power cue. 154. Right Anti Join In Power Query: In this video, we are going to understand the function of tejoin in Power Guy. So we have two tables right here that we need to combine, but according to a different criteria. Although we have seen before in the scenarios where we combine two tables. But here, the situation is very different. On the right hand side, you have some classes and some students enrolled in that particular class that needs counseling. But some of these students have already underwent counseling. So I need to find here which students exactly needs the counseling. If we notice on the left hand side, we have the data that is exactly the opposite of it. It's not about the students who need counseling. It's about students who have already underwent counseling. So let's say for class A, it says student number 100 103, 104, and 105 already underwent counseling. So who is remaining 101 and two. This is what we need to find automatically. So whenever we are finding a solution of anything from Power Query, just imagine that we don't have these seven classes. We have 700 rows of data or even 7,000 rows of data. So in that situation, it will be very difficult for you to find out which students particularly needs counseling, especially if you have the opposite data of it. So I hope that I've explained you the scenario pretty well. Let's upload both of these data in the Power Query. Let's select the first column, go to the Power Query and from table range, click here. Now, this data needs to be sorted out, cannot be solved in this fashion. What I need to do is I need to transform it. I'll go to transform and I need to do this in unpivot columns, same as the other data format. So unpivot columns and unpivot other columns, just like that. We don't need this particular column anymore, so just right click and remove. And let's change this caption two student ID. Now, the column name is changed, and it's looking good. So let's click on Home tab and click on Close and Load. And in fact, we will choose Close and Load too, and we will just load it into the only create connection option. Click on Load. Now on the right hand side, we have this name showing table one only. I need to identify both of the data, so let's rename this. I will right click and rename to student Underwn counseling. Let's hit Enter. Now let's load the other data. I'll just click anywhere in the data, make sure the cursor is in the data and click on from table or range. Now, when it comes to joining the two IDs, I don't need this gender anymore, right click and remove. And here as well, we need to make some adjustments. We need class in every single row, so just right click, fill and fill down. Make sure that the student ID is showing correctly. And once you are happy with the results, click on Close and Load and Close and Load two only create connection. Click on Load. And here I'll rename this as well. Student needs counseling. Hit Enter. Now, once we have collected their QREs, I'll go to the Barbecue again and click on Merge. You might see this option in the data tab, and I'll select the tables in the order they are in. So first table was underwent counseling, students who have underwent counseling. So this is the first table, and this one is the second table which needs counseling. Here, I'll select the right enti join. That means it is only going to show the results from the second table. So let's select this. I'll show you in a minute, what is the purpose, that will solve the right purpose. Now, you might ask that class and student ID both is common in both tables. So what will be the criteria? The criteria will be both. Why? Because in both columns, IDs and classes both are repeated multiple times. It's ideal to create a scenario where it takes both into consideration to create some unique identification of particular student. So I'll select the class first, hold the shift key, and select student second. So you will notice that it will mark it as number one and number two. Remember to select only in the right sequence, that means select the first column, first, hold the shift key, and then select the second column. Same thing goes here. Select the first column, hold it, and select the second column. It should mark it as one and two. And now let's click Okay. It will load the data into the Power Curie editor, and we can see this only one row. I can expand this table. I just not use original column as a prefix. Just uncheck this and expand the results. So now we have the list that's existing on the right size, and this is the right NDI Join function. So let's get rid of this columns, which is showing only the null results, right click and remove the columns. And once we are happy with the results, let's click on Close and Load and close and load into your main sheet. Now, these are all the students that need counseling. For class A, student number 101 and 102 needs counseling. So let's cross check. Hundred has already underwent counseling. Now 101 and 102 is missing. 103104 and 105 already underwent counseling. So for class A, it's 101 and 102 that needs counseling. Let me just zoom it a little bit so that you can clearly see. Let's cross check for any random one. Let's say for D, it's showing that three people needs counseling. The students need counseling, 102, 103 and 104. Check. We're in class d10 hundred and 101 had only underwent counseling. 102, three, and four still needs counseling. So there are only three students that needs counseling, and these are unique ones, 102, 103, one, 04. All of them are not mentioned here. So that's why it identified all of them. For class E, let's see, 101 and 107 needs counseling. So let's check class E. It has 101, 105, and 109 that already underwent counseling. So 101 and 107 needs counseling. You might be thinking that some of the student numbers are still missing, but this is how the data is arranged. It doesn't have all the numbers, it doesn't have 102 in either side. So that's why 102 is not here. So let's check one more. Let's say for class E, we have 101 and 107 that needs counseling. It says here, 103, 105, and 109 already had the counseling. So who is remaining from here? 101 and 107. Because 103 and 105 exist in this list, who underwent counseling. So this is perfect. So this is how you can get the exact results with the opposite data of the students who needs counseling. 155. Convert Reports To Pivot Table in Power Query: In this video, we are going to see how you can convert the reports into pivot table using Power Query. So as you can see here that we have the data of different owners who have different properties that are allowed or not allowed for the events, and their square meters are in this area. So if you look at this data, although this is easily readable by us, but it cannot be used in pivot able because for pivot table, you need a straight table where you have the headings single time and you have the data in every single row, none of the rows should be missing. And also, you don't need these totals after every owner property. There are some extra spaces here as well. If we notice we have the headings after every property details as well. We can get rid of this and convert it easily into a single symbol table with Power Query. So let's go to the Power Query and click on from Table Range. You might have this option in the data tab. So let's click here and click on this particular sign to select the data. Actually, let's get rid of this extra row first and then click on from Table Range, select the data and click Okay. Now, here we can see that after each property details, here comes the total how many properties are there? There is a count of that. I want to get rid of all of these totals, but the figures are different for every single total. Whatever we have in common should be used as a filter. So here, although seven, three, four, all of these are different numbers. But in the parallel column, you can see null value. So what you will do is we will open the parallel column and just uncheck this null from the filters, and you will see the clean version. Also, you can see the heading names repeated on each property. So let's get rid of that, as well. Again, let's open this column and uncheck this private events allowed. It will hide the complete row which contains all these headings. So now you can see that we have a clean version without any headings repetition and without any totals repetition as well. Now to repeat the owner name, just right click here, fill and click on fill down to fill all with the owner names. So this is a very clean version of it. Go to the Home tab and click on Close and Load, and we have this data right here. So we have this data. This is looking great. Now let's apply the pivot table. I'll go to the Insert tab and click on Pivot Table. You can also use the short key, and that is alternate, press N, and then and then Enter. So let's say we have the pivotable fields, I will put owner names here, and I want to see the count of the properties that they have. So let's click on let's say addresses and put it in values. So it will show you the count of properties for each owner. Also, if you want to see the average lot size, you can put it again in the lot sizes. And right now it's showing the sum of that. Click on value field settings and change it to average. Also, if you want to round up, you can change the rounding, increase or decrease decimal places like this. So that's how you can convert a report that was unusable in the pivot ables to a table that can easily be used in pivot ables. 156. Modulo to Arrange Data: Times you get the data in a single column in a row form. So although the data is consistent, like here, you can see the region, salesperson, and sales. So first row contains the region. Second contains the salesperson and then the sales amount. And it is repeated over and over again in the same format. So although this is consistent all over the place, but we want more organized form of data in order to apply some pivot tables or formulas on it. So we want this kind of table format. Now, how we can achieve this, it's very easy to do in Power Query. We just need a couple of steps. So first of all, I'll go to this data, click anywhere within this data, and it depends on if you have externally installed Power Query, you will have a separate tab of it. Otherwise, you will go to the data tab, and we will use the option of from table or range. Let's click on it. And here, first of all, what I'll do is I'll add the column and click on Index column right here. So you will see that it will number all of the rows with a separate unique number, starting 0-1 and then onwards. But I want to specify these numbers as the column numbers so that we can easily identify them and convert them into a table. So this is the row number or column number zero, let's say, this should be the column number one, and this should be the column number two. And again, the number should start with zero to identify that I want this also to go in column zero, and this also to go in column one and this to column number two, and same goes for all of them so that we can identify that the zero column number consists of regions all the one column numbers consist of salesperson and two contains the sales amount. So let's convert this. It's very easy. I'll just select this again, and then I'll go to Add Column. You can also click on transform to change this current data, but I want to insert a separate column and then I'll get rid of this column when I don't need it. I'll click on Add Column and go to Sndd and here we will use the modulo function. So since I want the remainder of each value in the column, I'll write three here and click Okay to achieve the results. So now you can see that this consists of one. Second is column number two, and third is. So now we achieve the results. So what Modulo does is divides the number by three to get the remainder. Now what we want to do is just select the modulo and Gou Transform and click on pivot column. Now remember, you have to select the column first and then click on pivot column. When you click on pivot column, it should show this region sales person in sales column reference. Otherwise, if it's showing something else like index or some other column name, then you might have done some mistake. So check that out. And after that, I'll go to the advanced options and I don't want to aggregate it into account or a sum, but I'll click on Don't aggregate. I just want to organize my data and click Okay. And now we can see that the columns are divided into zero, one and two. So let's quickly rename it. This is region. These are salespersons, and this is the sales amount. Perfect. Now, the only thing I need to do is I can see that regent is in row zero, and salesperson is below that. And again, sales amount is below that. I want it to appear in a single row for every data. So what I'll do first is I'll just fill both of these sales amount and salespersons fill up in the remaining column which shows null and fill it with this value. Again, for the second amount, I'll fill it with this value. This should be placed here and here as well. And same goes for sales person. I'll fill up so that it can show the salesperson name in every single row. So if you want to fill it quickly in both of the columns, just hold the first column and hold the Control key, then select the second column as well, and just right click and click on fill. Now I'll click on fill up and you can see that now the salesperson's names are showing correctly. The only thing we can observe now is if we notice the first row is showing the accurate data. That is region with the salesperson and sales amount. Other rows are repeating this data. So we only need to get rid of these extras. And it's very easy to do. I'll not fill the regions. Rather, I'll just open it and select that I only want the region name in the first row and whatever other contains a null. So I'll just filter the null here. And you can see now my data is organized. As well as showing only one single time in the arranged table format. Now I don't want this index column, remove this, and we are good to go. Before exporting, just make sure that the formats are identified correctly, right click and change type. Here I'll change it to text. Again, here, I'll change it to text. And here, I'll change it to 123. That is a number format. Or you can change it to a whole number or currency. Let's change it to currency, actually. And once we are happy with the results, I'll go to the Home tab and click on Clues and load. It will show this revised version of data arranged in a table format, which can be easily used in any formula and pivot table now. So just a simple function of modulo can make so much change. So now you might understand how the efficient working of Power Query can save you a lot of time and work its magic. 157. Get a List of File Names Through Power Query: In this video, we are going to learn how we can get the list of file names from a folder or from a group of folders. Here, I can see that I have a folder which contains two subfolders and each of them contains two files. I want to get the list of file names for all of the files contained in both the folders, and then I can filter out with a particular folder type. So to get started with this exercise, you can check out the link of this video to get the file or with the protect resources section of this course. So let's get started. Now, first of all, I'll open the blank workbook in Excel, and I want to get data from the folder first. So what I'll do is if you have installed the Power Query externally, you will go to the Power Query. Otherwise, you will go to the data. You can find on the right hand side that I want to get the file from not a single Excel file but from a folder. So let's click on from folder, and here I'll select the path. I'll just choose the path, and here is our path. Let's select and click Okay and click Okay again. It will show you all the list of this file names contains in both of the folders, as you can check the reference here, although we cannot see it completely. So it's showing all of this. Let's click on Edit, and it will open up the Power Query editor. You might see a transform button as well. You can click on Transform as well if you want to. So it differs from the version to version now, after opening all the file names in the Barbecue editor, I can see that I have different columns here. And from these columns, I want to filter out only the file names that are in Excel format. I just want to keep that and I want to remove the text format. So in the parallel column, I can see the extension names right here. So just filter it by Excel extension, unchecked text, and let's click Okay. Now here is the file names that are only Excel files. Now, what I can do is to finally have the file names extracted, I just need this column, and I want to get rid of all of the remaining columns. So it's very simple to do in Power Curie, just right click here and click on remove other columns. So it will keep only this one and remove all the other. So once you are happy with the results, let's click on Close and Load, and it will be uploaded to your final sheet. Now, if you want to see the real power of this function, once you have finalized the data, and let's say that I have put some different Excel files like five Excel files in the same folder, but I don't want to go through all the process again in order to extract the file names. So what I'll do is, let's make a copy of this file. Now I can see that these are let's suppose different file names that I want to get in Excel without the hasle to go through all of that process. So once you have extracted this, you will just go to this refresh option in the Power curie on refresh, and you can see all of the file names are easily extracted in your Excel sheet. So that's the power of this Qi edited that it not only perform all the tasks for you, but it is also linked to the Bend files folder so that you can get the real time results whenever you update the backend files. So just practice this and I'll see you in the next one. 158. Get Files Names Based on User Selection: This video, we're going to learn how you can get the file names based on the user selection. Let's say you have one folder which contains multiple subfolders, and in each subfolder, there are different file names. Now, I don't want to specify the path over and over again, then just filter the file names on that particular folder. I just want to specify the folder within my Excel file or just the simple Power Query editor. And it should be able to extract all the file names based on my selection. So that's a very powerful function of Power Query. Let's get started and see how we can do that. For that, I need to open the blank workbook. Let's open it. Now, I'll follow the same steps in order to extract the data, which we have done before as well. If you have externally installed Power Query, you might have this tab named the Power Query separately. Otherwise, you will get the Power Query options in the data tab. So I'll go to the Power Query from here, and I want to extract the data from the folder. So from file, click here from folder. And here I'll specify my folder. Now, this is the folder name, get file names based on user selection. You will find this folder and this practice exercise with the link of this video or with the project resources section of this course. So let's click Okay and click Okay. So once you click Okay, you will see all the file names contained in all the folders. Let's make further adjustments and click on Edit. I can see that it is all file names from all folders extracted right here in the Power Qui editor. So what I want to do now is just scroll towards right, and here I can see the folder path. That's the only thing that I need in that extraction. So just right click and remove all the other columns. And also, you will notice that the path is repeated over and over again. I just want it to be unique. So let's just remove the duplicates, right click and click on remove duplicates. Now we have the unique values. So if we expand this, we can see the three folders specified here that is document sales and text files. So let's just name it as list of folder names right here. Enter. Now once you are happy with the adjustments, just click on Close and Load and load it to your main sheet. Now we have all the folder parts for the three folders, but I want to create a drop down so it looks more proper. So let's go to the other sheet and let's give a heading of folder name selection. Hit Enter. And now I want to link all of these folders as a path. So in order to create a drop down list, you will go to the Data tab and click on Data Validation. And here I can choose the function of list. And to select the source, I'll go to this sheet number two and just select all of these names and click Okay. Now I can see this all as a dropdown. So I can make the selection like this. Let me just zoom it a little bit so you can see it clearly. So this is the list of drop down. What I want to do here is I can just choose a particular folder and it should be able to extract all the file names based on my selection. So I want to link all that data to this selection. Now, let's just create a Qi that is based on only this selection. So just select this cell, and I'll go to Power Qi and click on from Table Orange. So what it will do is it will transform it into a table. Click check of my table has headers. Click Okay. No, right click here and click on Drill Down. Let's just select this one value only and right click here and click on Drill Down. So it will convert itself into one single value. So let's rewrite this as folder name. Folder underscore name, let's say, at entered. Now, this time, I'll go to the home dab and click on Close and Load and click on Close and Load two, and we will only create a connection. So let's click on Load. It will not be loaded on the main Sheet, but our Q is here listed. Just get rid of this extra table right here. Just make sure that this folder name should appear as ABC and not a list. So it should show it as a text value while this one should show as a table. If there is any mistake in this sign, that means that the connection won't work. Now let's do some same steps again, and then I'll show you the purpose of it. I just need to get the data extracted. So to extract the data, I'll go to the Power Query and click on from File, select the folder. Select the folder again based on user selection, click Okay and click Okay. Now let's click on Edit, and here we only need the file names. So just select this column, right click here and remove all the other columns. Now let's rename this. Let's write it get file names from folder. And hit Enter, and now let's click on Close and Load two, and I'll select here existing worksheet, and here I'll choose here and make the selection of the particular cells from where I want to insert the data. Let's click Okay, and let's click Load. Now we can see all the file names appearing here. It's not filtering according to my selection. So what I want to do now is make the connection between my drop down list and the data that should be shown. No, since right now it's showing all the file names, I'll just go back to the Q by double clicking on the right handside and I need to go to the source of it, why it's showing the data like this and how we can use that particular source to alter our results. So I'll go to the source from here and we can see that all the data extracted is from here, from the folder files and from this extension. If you can't see this formula bar, you can go to the View tab and check the formula bar so that you can see it here. Now what I need to do is, let's go to the queries and see what link we want to make. We want to make this link of the folder name so that it can identify the folder automatically when we change the drop down menu. This is the reference of it. So let's go to the source again and just select all of this path and remove that. And right here the reference of folder name. Remember to mention in the same way and make sure the spellings are all correct. So let's write here folder, underscore name, bracket close, and hit Enter. It will show you this message. I need to make some adjustments. It says, firewall protection, get file names from the folder reference other queries or sep so it meant not directly access to the data source. Please rebuild this data combination. So basically, by default, it will not allow to make the connection between the two Qs. That is a security feature, so I need to adjust that. I'll go to the file and click on Options in menu and click on Qi Options. So now I'll go to the privacy, and here I need to click on this radio button that ignores the privacy levels and potentially improve performance. So let's click Okay. So now I need to refresh to see my updated results. I'll just need to click on the other QE and then go and go back to the source and it's now working. So if you jump over to different steps, you can see that it's now working. Since on the main data, we only have selected in the background, the sales path. So it's only showing that particular folder. So now that the connection is successfully made, let's test this. Let's go to the Home tab and click on Close and Load. And now you can see that based on my selection, it's showing me the results. Let's try to change the path, and to see the updated results, I just need to refresh this query. And now you can see that results has changed similarly if we go to the documents and we just update it once again, I can see the updated results every single time. So let's go back to the sales or let's see the text files. Let's see. So now we can see the text file names. Basically one single thing is just Qi doesn't process or refresh them automatically, so you need to refresh that every single time whenever you change anything from the dropdown. So this is a little hack with which you can make your queries dynamic, and it can change the results or the locations according to your specified criteria.