Microsoft Excel from Basic to Advanced

1. Introduction: Assalamualaikum. Hi, my name is Widhi Muttaqien. In this online course, you will learn Microsoft Excel from the zero level to the expert level, in the shortest time possible, through an easy learning process. I designed the curriculum very carefully to maximize its effectiveness. After learning from this course, in sha Allah, you will have real and applicable competencies that can be utilized to skyrocket your business or your career. I am an entrepreneur, who also an academic lecturer in the information system and computer graphics fields. By the time I record this video, I have more than 50,000 students globally around the world. In terms of formal education, I have a bachelor degree in IT with a concentration in software development. I also have a master degree in business management as well as information systems. For more than 20 years, I have been using Microsoft Excel for a variety of needs, be it for business or for academic purposes. I used Excel for bookkeeping or finance, student data management, academic research, project management, data analysis, and so on. There are tons of things that you will learn in this online course. It would be too long to explain all of them in this short video. To see the details, you can check the curriculum section of this course. I will only explain some of them briefly in this video. In the first chapter, you will get to know the basics of Microsoft Excel, such as how to work with files, exploring the user interface, how to navigate, and so on. Then you will learn the basics of working with data in Excel, such as using AutoFill, using formulas, understanding different types of copy-and-paste, learn to use various types of cell references, from the simplest to the complex ones, and so on. Next, you will learn the ins and outs of data presentation in Excel. From formatting basic texts, numbers, cells, borders, effects, styles. Then learn various techniques for structuring the table. In the next section, you will learn about various things related to graphics. Such as inserting and managing image files, creating shape and text box objects, creating Smart Art, creating Charts, and also Sparklines. In the next chapter, we will discuss advanced data processing techniques. We will discuss things like notes, comments, find and replace techniques, data sorting, filters, Freeze Pane, and so on. Then after that, we will discuss in detail everything related to tables, pivot tables, and how to combine the two features. We'll also cover a variety of "conditional formatting" features from the basic examples to more complex ones. And in the final chapter, we will cover different techniques related to printing and exporting, such as defining print areas, managing headers and footers, data protection, exporting to PDF or XPS, etc. So, join this course now and become the master of Excel. Wassalaamu'alaikum. 2. Conventions and information: Before we start the lesson, there are some important things that I need to clarify about this course. The first is about the operating system. You may already know that Microsoft Office applications run on Windows and also on MAC. Specific to Office 365, it has been available on MAC OS since early 2019. What you should know is that I recorded all the lessons in this course using a PC with a Windows 10 operating system. If you are using a MAC computer, in general, all the lessons you get in this course can also be applied inside the MAC version of Excel. The biggest difference is perhaps the shortcuts. Generally, you need to replace the Ctrl key on the PC with the Command key on the MAC. Apart from that, if you are a MAC user and decided to learn Excel from this online course. You should be prepared to spend a bit more time looking for additional information regarding the keyboard shortcuts. Next, I need to explain the system settings. I use a PC with a Windows 10 operating system that uses the standard English US language. So in my Office 365 interface, you will find the menus and commands are all in English. You may use other languages when following this course. But just be aware that if later you post a question and or capture your screen, for example. There is a certain limit that I can help you answer the question as I may not fully understand your Excel UI. Next is about the dark color of my Windows 10 user interface. In short, you don't have to worry about this dark color as this is just the theme color that I use for Windows 10. There is no functional difference using this dark theme color compared to the light color. I'm doing it just to reduce the amount of light from the monitor going into my eyes. You don't need to use this dark color theme to follow this course. But if you are curious how to set this up. You can open the settings window by holding the "windows" key on the keyboard, then press the letter i. Go to "personalization". Then select "colors". And then select the "dark" option here. I also chose this dark color for the accent color. The third is the decimal system issue. Now, this is very important for us to discuss. Keep in mind that there are two major systems in the world for the decimal symbol. My country, which is Indonesia, as well as the Netherlands, Germany, France, Brazil, and so on, use the comma for the decimal symbol. And use the point for the thousands separators. Whereas the United States, UK, Saudi Arabia, Japan, India, and so on, are the opposite. They use the point as the decimal symbol, and the comma for the thousands separators. Most of us probably already know about this, but still, I need to address this in the beginning, to avoid confusion later. The "regional format" setting in my PC is set to English US. So by default the decimal system also follows the United States. The point is used for the decimal and the comma is for the thousands separators. To be able to access the “regional format” settings in Windows 10. You can hold down the “Windows” key then press the letter i. Select "time and language". Then select "region". This is where you change the “regional format” setting. Later we will learn that in Excel, we can use any the decimal format that we want. In this case, Excel is very flexible. So you don't have to worry if your Windows 10 “regional format” setting is different from the one that I'm using. I'm just informing you from the start, that my Windows 10 operating system uses the English US for its "regional format" setting. Finally, I need to mention the learning path of this course. I have carefully crafted the curriculum so that everything is placed sequentially. The lesson you learned at one level will become the foundation for the upcoming levels. So be sure you take the lessons in the correct order. Step by step. Not jumping around randomly. Because if you do that, at some point you will get confused. 3. Working with Excel files: In this lesson video, we will discuss some of Excel's basic functions related to file management, and also the "file explorer" feature in Windows that affects the way we access Excel files. First, let us discuss the file types of Excel. We need to understand that Microsoft Excel can actually work with a lot of table file formats or what we usually call "spreadsheet" files. However, there are 2 types of files that are the original format of Microsoft Excel. The first one is the XLS file which is a format from the early generation of Microsoft Excel. Then there is the XLSX file which is a more modern format as the successor to the XLS format. Honestly, it is rather difficult to say the word “XLSX” especially for Indonesian like myself. So, to make it easier, when I mention the word "Excel file" in this course, generally, what I mean is a file with XLSX format. Now, if you open the "file explorer" and you see a file with an "icon" similar to Excel. But it is not clear what file format is? Is it XLS or XLSX, or what? This is not caused by Excel but caused by the settings in the "file explorer" application. To fix this, you just need to open the "view" menu above. Then make sure the "file name extensions" option is active. Now you can see the extension of each file displayed by "file explorer". And we can see that this file is in XLSX format. Next, let us open the Excel application. I have pinned the app shortcut in the "taskbar" for quicker access. The first time you start Excel, this is the screen that you will see. This screen is divided into 3 big tabs. "Home", "New" and "Open". And 3 small options below. You are currently in the "Home" tab. In this "Home" tab, you can create a new file by selecting one of these templates. You can also open pre-existing files at the bottom of this area. Essentially, in the "home" tab, we can access the "New" tab feature and the "Open" tab feature, although with some limitations. If you choose the "New" tab here. You can see more options on creating new files than what you saw in the "home" tab. You can create a new blank file by clicking on the "blank workbook" option above. Or you can also create a new Excel file by using the templates provided by Microsoft below. Basically "templates" are files with pre-existing contents such as design elements, data, and formulas, etc. The goal here is to make it easier for us to start working with Excel without having to make everything from scratch. Next, if we choose the "Open" tab here. We can see several options. The "recent" option here will display the most recently opened files. If you are connected to "Dropbox", or other "cloud storage" services that are compatible with Microsoft Office 365. You will see several unique options here. Basically, this button will open the "file explorer" directly to the relevant synced folder. Sometimes people send or share Excel files with you. Those files will be listed and can be seen here. Then the "OneDrive" option here is the "cloud storage" feature that is included in the Microsoft 365 plan. Essentially, this service is like Dropbox but already exists by "default" if you subscribe to Office 365. Next, with this "this PC" option. We can access folders and files on the computer using Excel's own custom interface. We will discuss more on this later. If you want to add a new file location shortcut, you can select it or create it here. This is usually what you need if you have multiple "OneDrive" accounts and you want to be able to access them all quickly from Excel. Then, the last one is the "browse" button. This button will basically open the Windows default "file explorer". You can locate the file that you want to open from here. And if you have found it, just select the file by clicking on it, and then press the "open" button here. In addition to using these methods, you can also open Excel files directly from Windows "file explorer" without having to open the Excel application first. To do this, simply double-click on the file. If you do it correctly, Windows will run the Excel application with the file opened. But, please take note that this is only possible if you do not set another program as the default Excel file editor. Because out there, there are many programs that are not Excel, but have the ability to edit Excel files. When you install these programs, the Windows default settings for opening Excel files will be changed. In general, if you never install any of these programs, then you are safe. Meaning, if you double-click on an Excel file, the Excel application is the one that will open. But if another application opens and it is not Excel. You need to take a few steps to restore Windows to its default settings. First, do a "right-click" on the Excel file. Then select "open with", and then select "choose another app". Then select "Excel" here. If you don’t see Excel in the list, then you should click on the "more apps" button until you find the "Excel" app. Then, this is important. You must check this option "Always use this app". If you click "OK", the file will be opened by Excel. And later every time you double-click on an Excel file in "file explorer", Excel will open and not another application. 4. Ribbon Menu and Quick Access Toolbar: In this lesson video, we are going to learn two UI elements in Excel, the "Ribbon" menu, and the "Quick Access Toolbar". The first time you open Excel, you will see a screen like this. To create a new blank document, select this "blank workbook". This is the standard UI of Excel 365. At the very top, you can find several buttons, such as "save", "undo", "redo", and so on. This area is what is called the "Quick Access Toolbar". Below it, you will find a menu. In general, all "software" from Microsoft Office 365 family has a menu system called the "Ribbon" menu. What makes this "Ribbon" menu system different from other software, in general, is that it extends horizontally. The menu also does not consist of just a list of text. You can find lots of buttons with various "icons", also "pulldown lists", and so on. You can see there are several menu categories here, "home", "insert", "draw", "page layout" and so on. You need to know that the philosophy behind the "Ribbon" menu is a dynamic interface. Basically, it can change depending on the context of the work currently performed by the user. For example, if I draw this box. While this graphic object is selected. The “Ribbon” changes so now it displays the "Shape Format" menu, which wasn't there before. When I click on other areas. Because no graphic object is currently selected, the “Shape Format” menu disappeared. So again, this "Ribbon" menu is dynamic or can change depending on different conditions. Now, let us briefly discuss each of these menus one by one. The first one is the "home" menu. This is probably the menu that you will see and access most often when using Excel. In this menu, you can set the text formatting. Such as selecting the "font", making the text bold, setting the "text alignment", setting "styles". Also, different features related to tables such as inserting and deleting "cells", "row", "column", and so on. Second is the "insert" menu. This is the menu we need to access when we want to add something to our document. Like for example inserting image files, inserting various shapes, inserting “charts", URL links, "headers" or "footers", mathematical symbols, and so on. After "insert" we can find the "draw" menu. In this menu, we can access various "tools" for freeform drawing. Such as using this “pen” tool. Or marking cells in the document with this "highlighter tool. Etc. Next is the "page layout" menu. In this menu, we can access various things related to page settings. For example, we can set the document theme, set the "margins", orientation, paper size, set the layout and the depth of objects, and so on. Next, in the "formulas" menu you can find various things related to formulas, how to use them, track them by performing audits, detecting "errors", and so on. Here we can find various "functions" provided by Excel, which currently have reached more than 450 functions. Depending on your needs, some of these functions might become your favorites. While for the rest or the majority of them, you probably will never use them at all. Next is the "data'' menu. As the name suggests, this menu deals with data management features. Some features that we might be using often is "sorting", then "filter" here is also very important. There is also an interesting feature called "flash fill". Then, a feature to clean documents from duplicate data. Add subtotals, and so on. Next is the "review" menu. Here you can access the spell-checking feature. Add comments and notes, and so on. Then in the "view" menu, we can adjust how we see the document. "Show" or "hide" parts of the Excel interface. Adjust "zoom level". Etc. In the "Help" menu, you can access various methods to get help when using Excel. From opening the "help" panel, contact "customer support", submit input, and so on. Of all these menus, there is one menu that is different from the others. And you might have guessed it. This menu is the "file" menu. When we press the "File" menu. Instead of opening a horizontal panel at the top of the screen, Excel will open a full-screen interface like this. Microsoft name this screen as "backstage view". We discussed most of the features on this screen in the previous lesson. Essentially on this screen, we can create new files, open files, save files, print files, and so on. To return to the previous default interface, you can press this left arrow. Or you can also press the "Escape" button. You need to know that you can customize Excel's user interface as you like. So, don’t be surprised if you find that other people’s Excel user interfaces are different than yours. That is because they have customized them. The main reason why people want to do that is to have faster and easier access to the features they use frequently. To customize the "Quick Access Toolbar", you can press the "caret" button here. For example, we want to have an "email" button. Just click on the "Email" option here. Another example we want to have a "quick print" button. To deactivate a button that we don't need, just press the "caret" button again, and then click the button name again. Another way to customize the "Quick Access Toolbar" is through the right-click method. With this method, you can choose any command in Excel to be included in the "Quick Access Toolbar". For example, you want the "Bold" text button to be on the "Quick Access Toolbar". To do this, just right-click on the button. Then select "add to Quick Access Toolbar". Now, we have the "Bold" text button up here. Again, you can apply this technique to all commands in the "Ribbon" menu. To get rid of a button, you can right-click on the button. Then select "Remove from Quick Access Toolbar". To customize the "Ribbon" menu, one way to do this is by using this "caret" button. If you press it, the entire contents of the "Ribbon" menu will be hidden. You can only see the names of the menus, but the contents are hidden. Now, in this condition, to be able to access the contents of a menu, you must first click on the menu name. If you move the mouse away to a different area, the menu will be hidden again. To return the ribbon menu to its original state, you need to open one of the menus. Then click on this pin icon. Now the "ribbon" menu is back to normal. To hide the contents of the "Ribbon" menu, besides using the "caret" button, you can also right-click at any area on the menu. And then select "collapse the ribbon". To restore the ribbon menu back, you can open one of the menus. Then, right-click on the menu area. Then select the "collapse the ribbon" option to turn it off. The last thing I want to discuss in this video is the “menu items" customization. To do this you can "right-click" on the ribbon area. Then select "Customize the Ribbon". This will actually open the Excel Options window. The simplest technique for managing ribbon menus is to show and hide certain menus. For example, we want to hide the "draw" menu. We can click the checkmark on the left side of the "draw" menu. And if we click "OK". Now the "draw" menu is no longer visible. To restore it, the method is basically the same. Open the "Customize Ribbon" window again. Then click so that the checkmark on the “draw" menu reappears. If we click "OK". We can see the "draw" menu again as before. We can customize the menu even further by picking which commands are contained in each menu. To do this, you can choose the command on the left side. Then select the "Ribbon" menu on the right side. Then click the "add" button here. To remove a command from a menu. Select the command on the right side. And then click "remove" here. But I strongly suggest that you don’t do this level of customization. At least not during the process of learning from this course. Because I will be teaching using the default Excel’s user interface. If you use a different custom interface, you may find difficulties later down the road. Now, if you already made various modifications on the "Ribbon" menu. Or perhaps you are using a public computer in your School. You can restore the menu back to its default, by clicking here. And then select "Reset all customizations". 5. UI theme, Background, and Options: In this lesson video, we will discuss how to change the UI theme, how to change the background graphic, and also how to access various options in Excel. When you first open Excel, or open the "file" menu screen. You will see these 3 small buttons below here. “Account", "feedback" and "options". If you click "account". In this screen, you can manage various things related to your Microsoft 365 account. You can set how Office 365 software is "updated" and so on. You can also adjust your account privacy settings here. Also manages online services that are connected with your Office 365 account. Next, these are perhaps the most interesting settings that we can discuss now. These 2 options can be used to change the appearance of Excel. Now, don't worry. These options are just cosmetics. They will not change any functionalities in Excel. This drop-down list will change the background graphic that you see above. We can click and then move the mouse to see the "preview" of the graphic that we want to use. If you like this graphic, for example, just click on it. And we can see now that Office uses different graphic for its background. Now, notice that I said Office, not Excel. Because this setting will affect other Office apps such as "word" and "PowerPoint", not just Excel. Personally, I prefer a clean look, without any background graphics. So I just select this "no background" option here. Then in this "office theme" section, you can change the color scheme of the Excel’s UI and the other Office apps in general. By default, Office 365 uses the "colorful" UI theme. If we go to the "new" tab, then create a new file. This is what Excel looks like with the "colorful" theme. If we return to the "file" menu, and then select "account". And we change the UI theme to "dark gray", for example. If we return to the main screen by pressing this arrow button. We can see the Excel interface now looks dark. Personally, I prefer this dark color user interface, as it is more comfortable on the eyes especially when I have to work for long hours in front of the computer. However, for this course, I will be using the "default" color theme, which is "colorful". The goal here is to make our interfaces uniform and reduce the risk of confusion later. The next tab is "feedback". Through this tab, you can provide input to Microsoft regarding the Excel app. The things that you like, or that you don't like, or if you have other suggestions that you might want to convey. The last one is the "options" tab here. If you press it, you will find that this "options" tab is actually not part of Excel's "backstage view". It is a separate "window". We are not going to discuss all of the parameters in the "options" window now. We will discuss some of them in the future lessons. In this window, the options are grouped into several categories. Previously we have a quick look at the "customize ribbon" tab and also customized the "quick access toolbar". Although we didn’t do it directly through this options window. 6. The basics of inputting data: In this lesson video, we are going to discuss the basic techniques for inputting data. First, you can start by opening Excel and then start a new blank file by clicking on the "blank workbook" button. Excel is a table data editor. And as you may already know, a table consists of columns and rows. So, you will find columns here in Excel that use letters as their identifier. And then there are rows here that use numbers as their identifier. Next, the boxes that you see in the middle area are called "Cells". They are basically the meeting points between columns and rows. So if you click to select this cell, for example. You can see the letter D becomes darker. And row number 5 also becomes darker. And if you look at the above, it says “D5”. It shows the location of the cell that we are currently selecting. Every time you choose a cell, the dark colors above and on the left side, and also the cell address here changes. Now, if we click on cell B2 for example. Then we press the letter "A" on the keyboard. The letter "A" now acts as a candidate for the data of cell B2. Now, why do I call it “candidate”? Because in this condition, the data is not yet entered. You can then press the Escape key to cancel or press Enter to confirm it. So, if you press the Escape key, for example, you can see the letter A is now gone. If we press A again, but now we press Enter. 2 things just happened here. First, the letter "A" is now the data of cell B2. And second, the cell selection moves to the bottom. So now the cell selection is at B3. If we type again, "B" for example. Then press Enter. And then C, Enter. D, Enter. And so on until the letter E. We can see how these letters are arranged downward. At this point, you might be wondering. What if we want to input the data while moving to the right horizontally? Not down. Well, we can do that using the "Tab" button. As an example. We can click here. Then press the letter "A", then press the "Tab" key on the keyboard. Then type B, press Tab again. C, Tab, D, Tab, and so on. So, we can conclude that we can also use the Tab key to confirm data input. The difference is, the next selection will go to the right direction and not down. At this stage, you probably wondering again. Can we input the data vertically or horizontally but with reversed direction? Meaning going to the left and or going up. The answer is "yes" we can do that with the help of the Shift key. For example, if we type A here. Now, instead of directly pressing the Enter key, we hold the Shift key first and then press Enter. We can see now that the cell's focus is on the cell above the previous one. Not below it. You can type B. Shift + Enter again. Then C. Shift + Enter. And then D. Shift + Enter, E and so on. For the horizontal direction, the concept is basically the same. You also need to hold the Shift key but this time with pressing the "Tab" key. For example, we can click here. Then type letter A. Then hold down the Shift key and press "Tab". As you can see the cell focus is now on the left side. Not on the right side. Type B, Shift + Tab. C, Shift + Tab. And so on. In addition to using the Enter key, Tab, and Shift key combination, we can also use the arrow keys on the keyboard to help us with inputting data. Now, the arrow keys on the keyboard are actually more suitable for navigating through the cells. And in certain scenarios, you just can not use the arrow keys to confirm data input. We will discuss more about these in future lessons. For now, let's discuss how to use them for the data input process. Simply put, we can use the “right arrow” key to replace Tab. And the “Left arrow” key to replace the Shift + Tab combination. Then you can use the “down arrow” key to replace Enter. And then the “up arrow” key to replace Shift + Enter. Just for example, we can type A here, then press the “right arrow” key. Type B, right arrow, Type C. And so on. We can use the “left arrow” key. For example, we can type A. Then the left arrow. B, left, C, left, and so on. This also applies to the “up arrow” and the “down arrow”. A, down arrow, B, down, C, and so on. For the “up arrow” key. Type A, up, B, up, C, and so on. So, these are the basic techniques for inputting data in Excel. 7. Data types: In this tutorial video, we will discuss the types of data that exist in Excel. For this lesson, I will be using the file from the previous lesson. There are many types of data in the world, and Excel supports many of these types of data. For now, we will only discuss 4 of them, they are "text", "whole number", "decimal number", and "date". The first one is the "text" data or sometimes referred as "strings". An example of this data is the letters that we type earlier. A, b, c, d, e, these all fall into the “text” category. Names of people or objects are also part of the "text" category. For example "Agung", "Budi", "Chandra", "Dani" and so on. The second type of data is the "whole number" or also known as "integer". Essentially, these data types are simple numbers that have no additional value after the decimal sign. For example, 1, 2, 3, 4, 5, and so on. Now, notice here that Excel is smart enough to recognize the "data type" we are entering. If we enter numbers, they will automatically be formatted as number data and so aligned to the right, not to the left as the text does. The next data type is "float" or "real number". Or in Excel, it is called the "decimal number". In essence, they are numbers that have values after the decimal sign. For example, "1.5", "3.3", "10.2" and so on. As we can see, because "decimal numbers" are also part of the number category, Excel will also align them to the right and not to the left. You might be wondering by now. What if we want to enter a "decimal number" but using the divide notation? So instead of typing "0.5", we want to type it by pressing 1, then divide symbol or forward slash, then 2. Can we do this in Excel? The long answer is "yes" but in one condition. We will cover this in more detail at the end of the video. The short answer is "you should not do it". Why? Because if we do that, Excel will assume we are entering another type of data, and that is the “date” data type. So for example, if we type 1, then forward slash, then 2, and Enter. We can see that Excel changed our input data into “January 2”. In Excel, by default, dates are written in this format, month, slash, date, slash, year. For example, we want to input "May 10, 2015". You must start with the month first, meaning you need to press 5, then slash, 10, slash, 2015. Or just type 15. If you press Enter. We can see the year automatically changes to 2015. If you enter "00" in the year digits, then it will change to year 2000. Now, of course in Excel, we can change how we format or display the data. For example, we want the date numbers to appear first, then followed by the month, and so on. We will discuss all of these when the time comes. In sha Allah. One thing that we can discuss now, is something that relates to the process of inputting the decimal number data. Continuing from our previous discussion. Suppose we want to input a decimal number, but we only know the value divided and the divisor. If the value is large, for example, 50 divided by 4. There cannot be date 50 on the calendar. The maximum number of date values is 31. In this case, if we press Enter or Tab, Excel will not convert it into a date data. Instead, Excel will convert it into "text" data. So it is still not a "decimal number" data that we hope for. So now the question is, how can we make Excel calculate the decimal number value out of the division input? Of course, we do not want to bother opening an external calculator app just to get the decimal number result. The trick is to use the "equal” symbol first before entering the division. So, type "equal" symbol, then type 50, then type the forward-slash symbol, then number 4. Then press Enter or Tab. We can see the result "12.5" appears as a decimal number. This “equal” symbol is very important in Excel. And later we will discuss many different functions that we can put after this "equal" symbol. 8. Contextual menus: In this lesson video, we are going to cover contextual menus in Excel. What contextual menus mean are menus that display relevant commands or parameters depending on the selected object. We can access the contextual menus by pressing the right-side button of the mouse or also known as right-clicking. If you perform right-clicking, 2 possible contextual menus may appear. The first one is the "pop-up menu" and the second one is a menu called the "mini toolbar". Let’s say we right-click on this cell. The menu at the top is what is called the "mini toolbar" and the one at the bottom is what is called the "pop-up menu". Sometimes, the layout between these two menus can flip around depending on which cell position you right-click at that time. If you right-click on the cells at the bottom area. Excel will usually display the contextual menus inverted. So, the "pop-up menu" is on top, while the "mini toolbar" is at the bottom. Then, we also need to know that this "mini toolbar" does not always appear when we perform right-click. For example, if you "right-click" the "Sheet" tab below. Only the "pop-up menu" appears, while the "mini toolbar" does not. The point is, if we right-click on an object that cannot be formatted, the "mini toolbar" will not appear. You may also notice that the content of the "pop-up menu" which appear when you right-click on a cell are different from what appears when you right-click on this "sheet" tab. When you right-click on a cell, you can see commands like "cut", "copy", "paste" and so on. Meanwhile, if you right-click on the "sheet" tab, there are no "cut", "copy", "paste" commands. But, you can see other commands that were not there before such as "view code", "protect sheet" and so on. Knowing about this contextual menu is an important part of using Excel. Why? Because as users, it is difficult for us to memorize the location of all the features in Excel. With contextual menus, Excel helps us to narrow down the options, so that we can find what we need easier and faster. As an illustration, suppose we want to insert a new row at the position between row 6 and row 7. Maybe we once knew where the command located on the ribbon menu. But since we haven't used Excel in months, we forget about it. In conditions such as this. We will probably try the “insert” ribbon menu. But after we opened this menu, it turns out that the command is not here. Instead of scrabbling around the ribbon menu to find the command, we can just right-click on row 7. And there it is, the "insert" command. If we click it, we just insert a new row. To recap, you can apply this contextual menu to everything that we do inside Excel. The last thing I need to mention is that the names of the commands that appear on the "pop-up menu" can be the same, but they produce different results depending on the context of the object. For example, if we "right-click" on this column. It turns out that there is an "insert" command here also. However, because we are in a context of columns now, if we click this "insert" button. Excel will not insert any row, but it will insert a column instead. So, again, this is why we call it “contextual", because the available commands will depend on the object selected at that time. 9. Data structure: In this lesson video, we will discuss the data structure in Excel. We are going to cover "Workbooks", "Worksheets", "Columns", "Rows", and "Cells". If you open Excel. You will see the button for creating a new file is called "blank workbook". So, one thing that we can learn from this is that the term "workbook" is also used for naming an Excel file. Previously, we learned that an Excel file is commonly stored in XLSX format. So from now on, you should already understand that an “Excel file”, “Workbook” and “XLSX file” are essentially the same thing. Now, if you look at a "workbook". A single workbook can have several "sheets" in it. The official name for the sheet is actually "Worksheet". But sometimes you can find the term "sheet" also in the Excel interface. Basically, they are the same thing. If we imagine a workbook as a book. Then the worksheets are like the papers contained in that book. Now, if you create a new blank workbook, by default, you will only get a single worksheet named "Sheet1". If you have used Excel before version 365. You are probably accustomed to having 3 blank sheets every time you create a new file. Don't worry, you can create or delete sheets as you need. To create a new sheet, simply click on the plus button below. We can create the 2nd sheet. Then the 3rd sheet, and so on. If you created too many worksheets and need to delete them. Just right-click on the worksheet and then select "Delete". We can move from one worksheet to another by pressing the tab with the sheet name below here. Or you can press Ctrl + Page-down to select the next sheet on the right. And Ctrl + Page-up to select the previous sheet on the left. What you see above here is the content of the worksheet that is currently active. Generally, we do not want standard names like this for our worksheets. These generic names will confuse us eventually. To rename a sheet, simply double-click on the tab with the name on it. We can replace this with "sales" for example. Double-click on this one, then change the name to "customers". And we can rename this one also to "products". If you want to change the layout of these worksheets. For example, you are thinking that the "products" sheet should appear before the "customers" sheet. You can just click and drag it until you see a small black arrow indicating the new position of the sheet. Then release the mouse. Again, this is just an example. Essentially you can imagine how naming the sheets correctly and also organizing their position can help you better manage your Excel files or workbooks. Each worksheet in Excel consists of rows and columns. Columns are marked with letters. And the rows are marked with numbers. Columns and rows will cross each other and form "Cells". We have covered this briefly before. In Excel, besides using the mouse to select the cells. You can also use the arrow keys on the keyboard. You can move the cell focus right, left, up, and down. At this stage, you might be wondering. What is the maximum number of cells that can be contained by a single worksheet? Well, the answer is, over 60 billion cells. How do I know that? It is very simple actually. If you keep pressing the right arrow key on the keyboard, until you pass the letter Z. You will find that the column names start using double letters, "AA". If you keep pressing the right arrow key again. After passing column "AZ", you will see column "BA". So that is the pattern of column indexing in Excel. Now, if you want to go to the far right of the column, of course, we do not want to do this via pressing the arrow key repeatedly. For this, you can hold down the Ctrl key and then press the right arrow key. We can see that the rightmost column is actually "XFD", not "ZZZ". With a simple math calculation, we can find out that the number of columns in Excel is slightly over 60 thousand columns. Now, to return to the cell in the upper left corner, or cell A1. We can use the shortcut, Ctrl + Home. Next, to count the number of rows. We can jump directly to the bottom row by holding down the Ctrl key and then pressing the down arrow. As you can see, it turns out that the bottom row number is slightly over 1 million. Since we have 60 thousand columns and 1 million rows, if we multiply them, we have about 60 billion cells in total. And this is just the number of cells on a single worksheet. If you have 2 worksheets, then the number of 60 billion cells will be multiplied by 2. And so on. At this point, you might be wondering even more. So, how much is the maximum worksheet a workbook can contain? The answer is, Excel does not limit it. That is, you can create any number of sheets in Excel limited only by your computer capabilities. In this case, it is the amount of RAM or "memory" as well as the "storage space" of your computer. 10. Navigation: In this tutorial video, we will cover various techniques for navigation in Excel. First, we will discuss the "scrolling" methods, and then the "zooming" methods. For this lesson, I will be using this file that I have created off the record. You can download and use this file also if you want to. To do scrolling, in Excel, we can do this in 3 different methods. Using the keyboard, using the mouse, and finally using the user interface buttons. There is actually the fourth method which is using the "touch input". But I must skip this method because of my limited hardware. Let's first discuss the keyboard method. In general, we can use the arrow keys on the keyboard to move the selection or the cell focus. When you move the cell focus so that it crosses the edge of the screen, Excel will automatically scroll as needed. Previously we discussed that if we hold down Ctrl and then press the arrow key, we can immediately jump to the end column or the end row. You should know that adding the Ctrl key when pressing the arrow keys actually does more than that. With Ctrl and arrows, you can jump directly to cells that contain data. For example, if we are here. Then hold down Ctrl and press the right-arrow key. You can see that the selection jumps directly to this cell. If you press Ctrl + right-arrow again, the selection will jump to the next cell that has data. We can do this technique also for the left-arrow, up-arrow, and down-arrow. However. When there is no more data, then pressing Ctrl and the arrow key will take us to the end of the column or the end of the row. So, again, this is actually what the Ctrl and arrow key combination does. We need to discuss this in the scrolling topic, because this can affect the scrolling process. Which occurs when the cell selection crosses the view boundary. Still, in the keyboard method category, you can also scroll with the "page-up" and the "page-down" buttons. Now, this method is not really for scrolling, rather for folding the view. You can press "page-down" to fold the view down. And press "page-up" to fold it up. If you want to do this sideways or horizontally. You need to hold the Alt key first. So, hold Alt and then press “Page-down” to fold to the right. And hold Alt and press "Page-up" to fold to the left. The second scrolling method is by using the mouse. Almost everyone knows how to scroll vertically with the mouse. We can do this by rotating the scroll wheel. But apart from vertical scrolling, we can also scroll horizontally with the Scroll-wheel. To do this you need to hold the Shift key and the Ctrl key together. Yes, it is not that convenient as you need to hold 2 additional buttons. To give you an example, just hold down Shift and also Ctrl, and then rotate the scroll-wheel. You can see how the document scrolls horizontally. The second mouse scrolling technique is by using the "auto-scroll" mode. You can activate this mode with the middle mouse button. If you are not familiar, which one is the middle mouse button? If you are using a standard mouse, the scroll-wheel on your mouse can actually act as a button when you press down on it. Again, you must press the scroll-wheel downwards, not turning it around. And for this, you do not need to hold the button. Just click it and release it. If you do that you are now in the "auto-scroll" mode. Notice how the mouse cursor now changes to this four-arrow triangle shape. In this condition, if you move the mouse, be it vertically or horizontally, Excel will scroll in that direction. The further the position of your mouse cursor from the starting point when you press the scroll-wheel, the faster the scrolling motion will be. To exit from the "auto-scroll" mode, you can use any button on the mouse or the keyboard. So, you can left-click, right-click, press Esc, or Enter, and so on to exit. Another way to use the "auto-scroll" mode is by pressing and then holding the scroll-wheel button. If you do it this way, when you release the scroll-wheel button, the auto-scroll mode will also end automatically. Alright, so that is how we scroll the document with the mouse. The last method of scrolling is by using the UI buttons. Essentially, we are going to use scrollbars. This is the vertical scrollbar. And this is the horizontal scrollbar. To scroll gradually, one by one, you can click on these arrows. This is for down. This is for up. This is for moving to the right. And this one for moving to the left. Next, you can also click-drag this bar to scroll directly to the location that you want. If you often need to work with large table data, there is one scroll-bar feature in Excel that might be extremely useful for you. And that is holding down the Shift key when dragging the scrollbar. With this method, you can scroll much faster. Now let’s discuss the zooming techniques. As with scrolling, we can categorize the zooming methods into 4 categories. Mouse method, keyboard method, UI method, and touch input method. As before, I have to skip the touch input method. So we will only discuss 3 types of methods. To zoom with the mouse, you can first hold down the Ctrl key on the keyboard, then rotate your mouse scroll-wheel. Rotate up to zoom-in. And rotate down to zoom-out. The second zooming method is by using the keyboard. To zoom-in, you can hold down the Ctrl and the Alt keys together, then press the plus symbol button. To zoom out, you can hold down the Ctrl and the Alt keys also, but now with the minus symbol button. So, again, Ctrl + Alt + plus to zoom-in. And Ctrl + Alt + minus to zoom-out. To reset the zoom level back to 100% using the keyboard, you need to access this via the menu. So, press Alt + W first. This shortcut will open the "view" ribbon menu. Then we can see here, the command to reset the zoom to 100% use the letter J for the shortcut. So again, I repeat. To reset the zoom level with the keyboard, we can press Alt + W, then press J. The final method for zooming is to use the UI or the user interface. There are 2 methods for the UI category. First is by using the zoom slider below. And second, which we have discussed a bit earlier, is by using the View menu above. Let’s discuss how to use the zoom slider first. You can press this plus button to zoom-in. And this minus button is to zoom-out. You can also move the zoom slider like this. Or click directly on an area in the slider like this. To quickly select a specific zoom level from the preset list, you can click on the text that represents this zoom number. This will open the zoom window. You can select 100% here for example to reset the zoom level. Then click the "OK" button. Apart from pressing this text, to open the zoom window, you can also open the "view" menu, then select "zoom" here. One zoom feature in the UI that is unique is the "zoom to selection" feature. The way you use this. You must have a cell selection first. For example, we can click-drag to select these cells. After that, notice if we press the "zoom to selection" button. The zoom level and scrolling will be adjusted automatically by Excel so that the selection area fills out the screen optimally. To reset the zoom level again, you can just click the 100% zoom button here in the "view" menu. 11. Editing data and AutoFill: In this lesson video, we will discuss how to edit data, and then one interesting feature in Excel called "AutoFill". Let's start with a new blank workbook. Zoom-in slightly by holding down the Ctrl key and turning the scroll-wheel up. This is so we can see the data more clearly. Now, move the cell selection to B3. You can directly click with the mouse. Or you can move the selection with the arrow keys on the keyboard. Then, we want to enter a text data “Earning”. Notice how the box above changes as we type in the data. This box is called the "formula bar". Press Enter. Then type in another text "Cost". Enter. For this one type in "Profit", then Enter. Now, at this stage, suppose you change your mind. You want to convert this “Earning” text to “Income”. To replace a whole data, it would be quicker to just retype everything. To do this, you can select the cell. Then type in "Income". Then you can press Enter, or Tab, or the arrow keys to confirm the data. Now, suppose you change your mind again. It seems better if you add an "S" letter at the end of each of these words, because later the data that comes in are the total value from several sources of income and expenditure. To add an "S" letter at the end of each of these words, it would be too time consuming to type them one by one. In this case, it would be faster if we just edit the existing text. There are 2 ways to edit data in Excel. First, we can select the cell we want to edit. Then we use the "formula bar" above to change the data. Click here, then type "S". After you are finished, you can exit the "formula bar" by pressing Enter or Tab. In this case you cannot use the arrow keys to confirm the data. Why? Because the arrow keys are now used to move the text cursor inside the formula bar. So just press Enter now. Next, we want to edit the second text. Besides using the "formula bar" above, the second method to edit data is by double-clicking on the cell. With this we can edit the data directly on the cell. And just like before, at this condition, the arrow keys are used to move text cursor, therefore we cannot use them for data confirmation. You must use either Enter or Tab or the combination of them with the Shift key. Let's edit the "profit" text also by adding a letter "S" behind it. To cancel inputting the data you can use the Esc key. You can do this either when editing the data via the "formula bar" or directly on the cell. For example, you can double-click on this “Costs” text and you want to change it to “Expenses” instead. But then you change your mind and want to keep the previous “Costs” text. In this condition you can press the Esc key. We can see the "Costs" text appear again without any changes. Now I am entering some dummy data for these 4 columns in 2 rows. I am speeding up the video as this is not the point of the lesson. Alright. Next, we want to enter the names of the months above, on the 2nd row. For this we can use the AutoFill feature. To do this, first, we must type in at least one month's name with the correct spelling. In this case I am using English because it is the default language on my system. Don’t worry, we will discuss how to use the AutoFill for other languages in the next lesson. So for now, type in here "January". If you type it correctly, Excel can detect that it is a name of a month. So now, you no longer need to manually type in the rest of the month names, such as "February" here. Then "March" here, and so on. Just use the "AutoFill" feature by first clicking on the reference cell. In this case the “January” cell. Notice that there is a small box in the lower right corner of the cell selection. Click-drag this little square to the right until it reaches column F. Then release. As you can see, Excel helps us to fill in the names of the following months automatically. The "AutoFill" feature can also work vertically. And you can also work in other months besides January. For example, we can do "AutoFill" from this April to the right. Then we can pull it down again from this June. And when it passes December, it will automatically roll back to January. If you want, you can drag it again from here to the right. Or even to the left like this. To delete data or formulas that we don't need. Just select the cell. Then press the "Delete" button. To delete several cells at once, you can first click-drag to make a selection. Then press the "Delete" button. All the data and formulas in these cells will be deleted. The last thing I want to cover in this lesson is how to use the "AutoFill" feature for consecutive numbers. If you enter number 1 in this cell for example. Then you want to use this column as an index or for enumeration. Basically, there should be number 2 here. Then 3, 4 and so on. For this, you cannot just drag the “AutoFill” square down like this. Because that will only duplicate the number 1 data in the initial cell to the next cells. To correctly create numbering, you must provide at least 2 numbers. This is so Excel can detect the increment in the values provided. So, type 2 here. Then select these two cells. And click-drag this down to perform "AutoFill". And now we have a column of cells with sequential numbers. The "AutoFill" feature is smart enough to detect different types of number sequences. For example, we can create numbering with only odd numbers, or even numbers, or multiples of five, and so on. Just for example. If you enter number 2 here. Then number 4 below it. Then select these two cells, and click-drag the AutoFill square. Now we have an even numbering. If we input number 5. Then number 10. Then do the "AutoFill". We will get a sequence of multiples of five. Another example, we can use the number 10, then 20. And if we do the "AutoFill". As a result, we will get a sequence of tens like this. In conclusion, you can create different types of sequencing using the "AutoFill" feature as long as you can provide the first 2 numbers correctly. 12. Creating custom AutoFill: In this lesson video, we will cover how to create custom AutoFill list. In the previous video we already learned the basics of AutoFill. And we already know that by default Excel recognizes the names of the months in English. The AutoFill feature in Excel can actually help us to generate any type of list, regardless of the language that we are using. To create a custom AutoFill list, first, you need to create the complete list manually. For example, in this lesson, I want to show you how to create the list of month names and also day names but in Indonesian language. Then, for a more custom example, I will create a list of social media names. To save time I already made these lists before off the record. You can create your own custom list if you want to, or simply download the file I have provided. Alright. To create a custom AutoFill list, you need to access the "options" window. To open the "options" window, you can do this with the mouse or menu. And that is by going to the "file" menu. Then select "options" here. Alternatively, you can also do this faster using the keyboard shortcut. You can press Alt + F. This will open the File menu screen. If you look down here. Now the "options" button is labeled with the letter "T". So if you press T. The "options" window will open. So, again, to open the "options" window you can press Alt + F, then T. After the "options" window opens. Go to the "advanced" category. And scroll down until you find the button that says "Edit custom lists". Click this button. And here is the window where we can control the lists that appear when doing "AutoFill". We can see that there is a list of the day names, a short version of it, and the long version. Also the names of the months in the short version as well as the long version. Everything is in English. To create a new list, we can use one of 2 methods. First, using the manual method. That is by typing everything in this window one by one. Or the second method, that is by picking from existing data that we have created before. Let's see the first method. Select "new list" here. Then in this area, you can type the data one by one. Just for example. Suppose we want to make a list of season names. We will use English for now. So, we can type "Summer". Then press Enter. "Fall". Enter. Then "Winter". Enter. And lastly is "Spring". After you are done, you can press the "add" button here. And we can see that our custom list is already registered here. Next. For the second method of creating custom lists. First click on this text area. We can see the text cursor here. Then, you can click-drag to select the cells containing the list data. For example, let's say we select all the cells containing the names of the months in Bahasa Indonesia. After you are done, you can take a closer look at these codes. This is a cell-range code or code that shows multiple cells selection. Don't worry we will discuss this more in-depth later. For now, click on the “import” button at the right side. So now we have a list that contains the names of the months in Indonesian language. Let's also input the names of the days and also the names of the social media. Click here. Select the cells. Then "import". Once again. Click here. Then select the cells. Then click "import". As you can see it is actually quite easy. Before we close this window and try our new lists in action. I need to explain first that in this condition, we can still edit the contents of our custom lists. For example, you can select the social media list here. Then click here. Press Enter. Type in "TikTok" for example. In order to save the changes you will need to click on this “add” button again. And now "TikTok" becomes part of this list. But, pay attention to the 4 lists above. These are Excel's default lists, so you cannot change them. You can only edit the lists that you have created yourselves. Now, suppose you want to remove a custom list. You can select the list here. Then click the "Delete" button. After you are done, just click this "OK" button. Then click "OK" again to close the "options" window. Now, let's do some testing to see whether our custom lists are working or not. We can type "Senin" here. Then click-drag the AutoFill square downwards. And Alhamdulillah, our Indonesian day names list is functioning properly. Now let’s check the names of the months. We can just click-drag to the right from this “Desember” cell, for example. We can see that the list of month names in Bahasa Indonesia is working. We can try the social media list. And also the season names in English. So that is how you create custom lists for the “AutoFill” feature in Excel. 13. Undo, Redo, Save, and Save As: In this lesson video, we will discuss several Excel basic features which are Undo and Redo. Also, we are going to cover several techniques for saving files. I understand that these topics might seem to be too basic for most people. However, I still recommend that you watch this lesson, because there may be some important information that you may not know about. When you make a mistake in Excel. For example, you select these cells and then press the "Delete" button so that the data are deleted. Let's say, you do not mean to delete the data, and need to restore them. For this, you can perform "undo". The shortcut for undo in Excel is the same as most other applications, and that is Ctrl + Z. In addition to shortcuts, you can also click the "undo" button located in the "Quick access toolbar". Excel supports up to 100 levels of "undo". This is a lot considering that most Excel users only need to perform undo ranging from 1 to 4 levels. The opposite of "undo" is "redo". With "undo", we are like going backward using a time machine. While with "redo", it is like we are going forward again into the future. To redo in Excel we can use the shortcut Ctrl + Y. Or you can also press the "redo" button here, in the "Quick access toolbar”. Just for example, if I input "a", tab, "b", tab, "c", tab, "d", tab, "e". To cancel these data inputs one by one, we can use undo. We can press the shortcut Ctrl + Z, a few times, to go back to as far as we need. Now, to "redo", we can press Ctrl + Y. Basically, with "redo", we are moving forward undoing the undo that we did previously. Again, these are very basic. And I'm sure most of you already know about these. But there is one very important thing that you need to know which relates to the undo and redo features. And that is, not all commands in Excel applicable to undo or redo. One example of this, which I think is extremely crucial, are the commands related to creating and deleting worksheets. You have to remember this carefully, that you cannot use undo or redo on these commands. To show you what I mean. You can click the plus button to create a new sheet. And if you try to undo. Excel will only move the focus to the previous worksheet, but it will not delete this new worksheet. And, if you delete it. That is by right-clicking and selecting "Delete". You cannot undo this command either. So, you can imagine that you are working with lots of data and formulas on a worksheet. But then you accidentally delete the sheet. All your work just vanished in a matter of seconds. Of course, software developers at Microsoft are aware of the dangers of losing data like this. Therefore, If we have a worksheet that already contains data. And we try to delete the worksheet, Excel will first prompt us with a question, whether this is really what we want to do, or not. A worksheet will only be deleted immediately, without questions, if it is still empty. At least with this mechanism, there is one layer of protection from losing data due to incorrectly deleting a worksheet. But to be really safe from accidental data lost you need to save the file frequently. To save a file, you can open the file menu. Here you will see two types of commands for saving data, "save" and "save as". The difference between the two is like this. If you use the "save as" command, you will be asked to specify a location where the file will be stored, and also to specify a name for that file. On the other hand, the "save" command is only used to save files, without any process of picking the location and also naming the file. In general, you need to use the "save as" command first. At least once. Then after that, you can use the "save" command. If you create a new file that you have never saved before, then you cannot just save it even if you try. You can only perform “save as”, because Excel does not know where to save the file and what name to use for that file. So in the case of a new file, even if you press "save" here, what Excel will open is actually the "save as" dialog. The first step for performing “save as” is to determine the file location. You can do this in many ways. If you are connected with Dropbox, you can quickly access Dropbox sync folders here. If you use the "this PC" option, Excel provides a mini version of the file explorer. You can open a folder by clicking on the folder name. You can also return to the parent folder by clicking on this arrow. And if you keep clicking on this arrow, you will eventually get to the very top position where you can select the drive on your computer. I'm going to use drive C and choose the “working folder” here. Just for example. After selecting a location, you can provide a name for the file in this field. For example, I’m giving it a name “contoh file” which means "sample file" in English. Notice that Excel uses the XLSX format by default. While Excel supports a wide variety of file types, I recommend that you use this format instead, for maximum feature compatibility. So, basically, you do not need to change these options. And if you are done, you can click the “save” button on the right side. Honestly, I rarely use this “this PC” feature to browse and save files. Because I am more familiar with the default "file explorer" interface that belongs to the Windows operating system. So personally, I prefer to click this "browse" button, so I can use the standard "file explorer". You can choose the location for the file in the upper area of the file explorer as usual. Then you can provide a name for the file in this text box. And when you are done, you can save the file by pressing the "save" button here. If you do "save as" correctly on a file. At the top of the Excel interface, you will see the name of the file. At this condition, then you can use the "save" file feature. And to do that, besides going to the "File" menu, and then clicking on the “save” button. You can also save a file using the keyboard shortcut which is by pressing Ctrl + S. Or you can also save a file using this button with the floppy disk icon in the "quick access toolbar". Sometimes, you have saved the file by using the “save as” command and then later the “save” command. But then you still need to save the file again with a different name and or a different location. In this case, you can perform a "save as" again. Now, besides using the file menu, and clicking the "save as" button here. You can also do this quickly by pressing the F12 key on the keyboard. You can see by doing this, Excel opens the file explorer to perform "save as". Just like before, you can choose the location of the file up here. Then input the name here. And when you are finished, you can click "save" here. 14. The basics of Formula: In this lesson video, we will cover the basics of using formulas in Excel. If you want to follow along, you can download the project file I provided for this lesson. So, what is a formula? To make things simple, a “Formula” is a mathematical expression that calculates the value of a cell. With formula, a cell can display dynamic values instead of just static data. The results displayed will depend on the variables contained in the formula. To better understand the concept, let's take a look at the following example. In this file, I have dummy data in the form of total “incomes”, “expenses” and also “profits” for a period of 6 months. We can see that only the "incomes" and "costs" rows are filled with data. But not the "profits" row. To calculate the profits, we need to take the value from the "incomes" cell and then subtract it with the value in the "costs" cell. For this, you can just type in the value directly, 50. This is not difficult at all. But imagine that you have hundreds of cells like this that you need to input. Of course, manually counting them and typing them one by one will be a waste of time. Moreover, if later there are changes or revisions to the data. Then you must input the data all over again. This is where “Formulas” can help us. With formulas, instead of entering the data directly, we just need to write down the rule once. And then the computer will do the rest of the calculations. To write a formula, we must start with the "equal” symbol. We have discussed this briefly in the previous lessons. Then, although we can, we do not want to enter the data directly, for example, 150 minus 100. It would be more flexible if we only refer to the cell address. So, we type in here "B2", then the minus symbol, then "B3". Then press Enter to confirm it. And we have just created our first formula. At a glance, these two cells above and this cell below are the same. That is, they all look like cells that contain numeric data. But in essence, they are different. If you select the two cells above, they are just plain data. In the cell area, it displays 150. And in the formula bar, it also displays 150. This one displays 100 in the cell. And in the formula bar above it also displays 100. But notice if we choose this one. In the cell area, you can see the number 50. But in the "formula bar", you won't see any number 50 written here. There is only the formula that we type in earlier. B2 minus B3. So, we can conclude that the cells will display the result of the formula. And if you need to see the real formula working behind the scene, you must access the “formula bar”. Now let's go over some tips for writing formulas faster. Let’s select this cell. We want to write the formula as before. So, type the equal symbol. Next, unlike before, we are not going to type in the cell reference manually. Instead, we can press the up arrow on the keyboard. We can see that the cell selection moves up. Based on where the cell selection is located, Excel will automatically type the cell address for us. Make sure that we select cell C2. Then, press the minus symbol on the keyboard. Then move the cell selection again with the arrow keys to cell C3. After you are done, you can press Enter or press Tab to validate. Besides the arrow keys, we can also use the mouse to input the cell address. For example, we want to calculate the profits for March. So, click here. Press the "equal" symbol. Then to enter the address D2, just click with the mouse on that cell. Then press the minus symbol on the keyboard. Then click cell D3. Then press Enter. So, in conclusion. We can use 3 different methods for inputting cell references. First is by typing it manually. Second with the help of the arrow keys. And the third is by using the mouse. Using the arrow keys and or mouse to input cell references can indeed help us speed up the work. But still, you have to create the formula on the "profits" row for each month, one by one. Suppose you have tens or hundreds of these month columns to the right. Of course, this will be a waste of time also. The great thing about the formula is that you can simply create the formula once for the first cell in January. And then copy it to the other months. So, for example, let me first delete these 2 cells. There are many ways to duplicate formulas. For now, we will cover only 2 of them. First is by using the copy-paste shortcut and second is by using the “AutoFill” method. Let’s see how we can use the copy-paste method. The first step is we select the reference cell. Then press Ctrl + C to copy. Notice how Excel marks the cell for the copy operation with these running lines. Then click-drag to select the target cells. Then press Ctrl + V to paste. After you are finished and want to deactivate the cell reference, you can press the Esc key. Now, we can see how Excel intelligently duplicates the existing formula in this cell to the other cells. The main reason why this copy and paste operation works is because the cell references inside the formula, when copied to the other cells, will be adjusted automatically. So, inside the formula of this cell, the original cell references are B2 and B3. In this cell, the cell references change to C2 and C3. When copied into this cell, they change to D2 and D3. And so on. We will discuss more in-depth about copying and cell references in future lessons. The last method that we want to cover is using the AutoFill feature to duplicate formulas. Let me undo this first. So, after creating the formula for this cell. And the selection position is at this cell. To copy the formula to the other cells, just click-drag the “AutoFill” square to the right like this. And as we can see, the results are exactly the same as using the previous "copy-paste" technique. At the beginning of this lesson, I mentioned that the values of formulas are dynamic. For example, suppose there are changes or revisions to the data on the “incomes” values. For example, this value changes to 250. You can see that the value in the “Profits” row automatically changes to 150. Likewise, if we change the value for “costs”. Suppose we change the value to 100. The value of the “Profits” below it is automatically updated to 70. So, from these examples, you can see how important the formula is for working inside Excel. 15. Introduction to Function, SUM, and AVERAGE: In this lesson video, we will learn the basics of using "Functions" in Excel. We will cover the SUM function and also the AVERAGE function. If we have a table like this and we want to calculate the total value of all the income from these 6 months. Based on what we have learned before, we may create a formula by typing the equal symbol, then click on the B2 cell, then press the plus button, then click on the C2 cell, plus again, then D2, and so on. You can do it this way, but of course, this is not efficient. Imagine if you have data for a period of 2 to 3 years or more. For the case of adding a lot of data like this, you should use the SUM function instead. There are several ways to use this SUM function. We can type it manually, or we can use the “AutoSum” menu item, or we can also use the keyboard shortcuts. Let’s take a look at the manual method first. To calculate the sum value from B2 to G2, and put the result in cell H2. We need to select the H2 cell. Then type the equal sign, then "SUM". By default, all functions in Excel use uppercase letters. But it is okay if you type them in lowercase because Excel will automatically correct them for you. Then type the open parenthesis symbol. Then B2, then a colon, G2, and finally the closing parenthesis. Press Enter to confirm the formula. And now we have the result of the sum of these cells in cell H2. Before we continue discussing other methods of writing the SUM function, there are 3 important things that we need to discuss. First. In Excel, to write a function, we first need to write the name of the function. Then followed by parentheses. Inside the parentheses, we write the input or the parameters that the function will process. Different functions have different input parameters. In the case of this SUM function, what we need to enter is the cell-range code. The second thing that we need to discuss is about this cell-range code. This code is used to write reference to multiple cells in Excel. We will discuss more about this in a later video. But for the basic, writing a cell-range code is quite easy. You just need to type in the address of the starting cell, then a colon, then the address of the final cell. Now, even though it is easy, most of the time, you do not even need to type these cell-range codes manually. You can just use the mouse to create the cell selection. For example, we want to calculate the sum value from B3 to G3. You can type an equal symbol, then "SUM", then the opening parenthesis. Now, in this condition, we can use the mouse to click-drag to make a selection from B3 to G3. As you can see, Excel just typed the cell-range code for us. After that, although you can, you do not need to include the closing parenthesis symbol. Just press Enter or Tab to confirm the formula. The third thing that we need to discuss is the difference between the terms "Formula" and "Function". Many Excel users still confuse these two terms. In general, a “Formula” is whatever you write in the "formula bar" that begins with an equal symbol. Meanwhile, a “Function”, is basically a small program that can produce an output from processing the parameters or inputs that we provide. The way we write functions is just as we discussed earlier. Inside a formula, you can have one or more functions. But it is not a must. You can have a formula without any function inside it. Like this B4 cell for example. This is a formula, but it does not contain any function at all. In a formula, you can combine one function after another function, or a function inside another function, or a function with regular data and or cell references. We will cover all of these along the way. For now, just for example. If we select cell H3, then after the sum function we type the plus symbol, and then 1000, then the plus symbol again, then click a cell. For example, this G4 cell. Then Enter. We now have a fairly complex formula. There is a function here, there is also a static data, and finally a cell reference. Yes, no one actually needs this formula. Again, this is just an example. But from this, now you understand how complex formulas can be created by combining various types of elements inside it. Alright. Now, let's discuss the other 2 methods of using the "SUM" function. Apart from typing it manually, you can use the “AutoSum” button on the "home" menu. Or you can also find this button in the "formulas" menu. Suppose you want to add the "SUM" function to this cell. Let me first remove the content of this cell by pressing Delete. Make sure the selection is in this cell. The "AutoSum" feature can automatically detect cells by scanning the data vertically upwards. If none is found, Excel will then scan to the left direction. In this case, because there is only 1 cell above this cell that has a value, "AutoSum" will prefer the cells at the left direction. So, if we press "AutoSum", you will see that the SUM function has already been typed by Excel, and all these cells have been selected automatically. At this stage, you can still click-drag to edit the selection of the cells if you need to. If the cell reference is already correct, you can then press Enter to confirm the formula. Let's take a look at one more example. If we select this H4 cell. This cell is a bit unique in that it has several data on top of it just like we have data on its left side. If we press "AutoSum", we can see that the cells above it will be prioritized for the SUM calculation. And so, the data on the left side are ignored. If this is what you want, you can immediately press Enter. But in our case, we actually want to use cells B4 to G4. So, we need to click-drag the cells manually to revise the cell reference code. And then press Enter to confirm it. So that is how to write the SUM function using the "AutoSum" button. The third technique is to use shortcuts on the keyboard. Because the SUM function is used very often, Excel has a special shortcut for it, and that is Alt + =. So, for example, let me delete this H2 cell. We want to input a SUM function into this cell. Make sure the cell selection is already here. Then hold down the Alt key, then press the equal key. After that, we can still edit the cell-range if we want to. Then press Enter or Tab to validate. Next, we are going to discuss the AVERAGE function. If you need to find the average value from several numbers, you can write the formula manually. For example, you want to know how much the average monthly income is from this table. Since we already have a total value in H2, we can type “equal”, then H2, then a divide symbol or "forward slash", then 6. We use the number 6 because there are 6 amounts of data. Now, yes you can do it this way. But there are other ways. We can type equal, "sum", opening parenthesis, click-drag these cells from B to G, closing parenthesis. Then type the divide symbol, then 6. And finally, press Enter. This is the second method and you can use this too. But compared to using these 2 methods, using the AVERAGE function is much more convenient. Let me first delete this formula. To use the AVERAGE function, just type the equal symbol, then type "AVE". Notice as soon as we type the letter E, Excel anticipates by providing an "auto suggestion" list. To select AVERAGE from this list, you can press the down arrow key. After the word "AVERAGE" is selected, you must press the Tab key. Remember, in this case, do not press Enter or the right arrow key as that will confirm the formula immediately. So, let me repeat again, you have to press Tab after selecting a word from the "auto suggestion" list. We can see that the open parenthesis symbol is already created for us. To continue we just need to select the cell reference, and then press Enter. Now we have the calculated average incomes per month in this cell. Just like the SUM function, you can also use the "AutoSum" button on the menu to create the AVERAGE function. First, make sure you select the cell. Then, instead of directly clicking on the "AutoSum" button, click on this small arrow button. Then select "Average". We can see it prefers the upper data. We can manually select the cell as needed. Then press Enter. One final tip for quickly using the “AutoSum” and or the “AutoAverage” features is to select multiple cells at once but leave some of the cells blank. These are the cells that you want to put the results. For example, let me empty these cells. Then create a selection like this. Notice, we have data in these cells, but these 2 cells on the rightmost column are empty. If we press the AutoSum button, Excel will automatically fill these blank cells with the SUM function using B2 to G2 as the cell reference. As for this cell, Excel creates a SUM function too but uses B3 to G3 as the cell reference. You can do this technique also for vertically arranged data by leaving the bottom cells empty. And you can also do this with the AVERAGE function. 16. XLOOKUP function: In this lesson video, we will cover the XLOOKUP function. This function is probably the third most frequently used function after the SUM and AVERAGE functions. For this lesson, I have prepared a file containing some dummy data. You can download and open the file if you want to follow along. If you have used previous versions of Excel before, you may already be familiar with a function called VLOOKUP and also HLOOKUP. Basically, XLOOKUP is the successor of these 2 functions. With XLOOKUP you no longer need to use VLOOKUP or HLOOKUP. So, what exactly is this XLOOKUP function? Essentially, we use XLOOKUP to look for data that are equivalent to or parallel to the data we are pointing to. For more details, let's just look at the following example. On the left, we have the main table which stores all the product data. In the first column, we have the ID. This ID is a unique code that belongs to each product. What "unique" means is that different products should have different ID numbers. Then in the next column, we have the product’s name. And in the next column, we have the name of the company that manufactures the product or the company that supplies it. And finally, we have the price list. For this example, I created only 55 rows of data. But just imagine if we have hundreds or even thousands of data in this product table. This large amount of product data is very common if you run a large reseller business like Wal-Mart or Carrefour, for example. Now, imagine if you are commissioned to create a table of today's sales report. You already have a list of the product’s IDs sold today from the "scanner" system. The challenge is to find the names of the products according to the ID codes that have been provided. Of course, if you have a large table with thousands of rows of data, you don't want to do this manually. For this, you can use the XLOOKUP function instead. To use this function, click on the cell where you want the product's name to appear. Then type in the equal symbol. Next, type in "XL". We can see that Excel displays the "auto suggestion" list, and already has the XLOOKUP function in that list. Since there is only 1 item on this list, we don't need to press the arrow keys. Just press Tab. We can see Excel is displaying the "hint" for using this XLOOKUP function. Unlike SUM and AVERAGE, XLOOKUP requires a minimum of 3 parameters for it to work. First, it needs input for the "lookup value". Then it needs input for the "lookup array". And finally, it needs input for the "return array". Now, for the next following parameters, these are all optional. We can tell if a parameter is optional by looking at the bracket symbols that surround it. So again, these 3 parameters are mandatory. Whereas those inside the brackets are all optional. So, now we need to enter the "lookup value". What "lookup value" means is the value that Excel will look for, in this case, the product’s ID value. So just click on this cell on the left side. Then to input the next parameter, we must first separate it with a comma. Now we have to enter the "lookup array". What "Lookup array" means is a list of data that will be matched. Essentially, we have to enter a cell-range code. We can just click-drag like this. However, that will not be a good idea if you have thousands of rows of data. It would take a very long time to use the click-drag method. Now, if you know that this column is only used for the product’s ID, we can just click on the column’s letter. The entire A column is now selected. And we can see, how to write a cell reference for an entire column, is to write the column letter, then the colon symbol, then the same column letter again. After you are done, you can continue to input the next parameter by typing the comma again. Next, we need to input the "return array". What "return array" means are the cells containing the data that we want to display as a result. In this case, we want to find the name of the product. So, click the entire column B. We can see similar column cell-reference code as before, B, colon, B. After this, we don't need to type the closing parenthesis. Just press Enter. And Excel will automatically write the parenthesis for us. We now have the results that we want. We can check in the main table whether the data is valid. And yes, the data is valid. The product’s ID 162 is indeed for a product called "dabish cheese". So, we have successfully created the XLOOKUP function for a single row. But what about the other rows? Don't worry, we can use the “AutoFill” feature for this. Just click-drag this small square downward. Like this. And it is done. We have created this small table quickly with the help of the XLOOKUP function and also the “AutoFill” feature. 17. Cut, Copy, and Paste: In this lesson video, we will cover various techniques related to moving and duplicating data in Excel. For this lesson, I have prepared a file that you can download. Generally speaking, all software in the world uses the same concept in terms of moving or duplicating data. To move data, we can use the Cut and Paste command. And to duplicate data we can use the Copy and Paste command. In Excel, we can access the Cut, Copy, and Paste commands using 4 different methods. First is by using the ribbon menu. Second, is by using the contextual menu. Next, through the keyboard shortcut. And finally using the cell selection technique. We will discuss each of these methods one by one. Let's first discuss how to move data. Essentially, to move data, we need to use the Cut and Paste command. For example, we want to move the data from this cell to this cell. Of course, in Excel, you can move data of several cells at once. But for the current example, we will focus only on just one cell. So, select this single cell. Then to do "Cut" we can use the first method, which is using the Ribbon menu. For that, you can click this button on the Home menu. When you do this, Excel marks the cell with a running dashed line. This indicates that the cell is now appointed as the reference cell for the next “paste” command. If you want to paste the data into this cell for example. Select the cell. Then click on this "paste" button in the “Home” ribbon menu. We can see now, the data that was in this cell has moved to this cell. So that is the first method of Cut and Paste which is using the ribbon menu. Let's take a look at the second method which is using the contextual menu or the pop-up menu. The workflow is basically the same. First, we select the cells where the data we want to move exist. Then right-click. Then select the “cut” command here. Next, select the target cell you want to move the data to. Right-click on that cell. Then click on this “paste” button. And now the data has moved. The next method is to use the keyboard shortcut. You can use Ctrl + X to perform "Cut", and Ctrl + V to perform "Paste". These shortcuts are very common and used in almost all software in the world. If you are using a Mac computer, you can simply replace the Ctrl key with the Command key. For the next example, we will try to move data from several cells at once. To do this, first select the cells by clicking and dragging. Then press Ctrl + X to cut. And to paste the data from multiple cells, we just need to select the target cell that will be the upper leftmost position. Then press Ctrl + V to paste. We can see that this cell becomes the top-left cell of all the cells that we cut. The final method for moving data is to use the cell selection box. For example, if we select these cells. Suppose we want to move all these data over here. If you already have a cell selection like this. Just move the mouse cursor over the edge of the cell selection, until you see a 4-way arrow on your mouse cursor. Then click-drag to move the data to a new location. We can see all the data now have moved to the new location. A side note for this last method. Excel has a notorious bug that has been around for years, but hasn't been fixed by Microsoft. When you drag the cell selection to move data, an error message sometimes appears that says "There is a problem with the clipboard, but you can still paste your content within this workbook". When this message appears, just press the “OK” button. It will have no effect on your work. But if you eventually annoyed by this bug. There are several ways to overcome this bug. There are at least 2 methods that I have tried and were successful. The first method is not to open other Office software such as Word, Access, PowerPoint, and so on when you open Excel. The second method is to turn off the "live preview" feature. For this, you can open the "options" window. In the "General" tab, find and turn off the "Enable live preview" option. Usually, with these 2 things in place, at least Excel on my computer isn't showing the clipboard error message anymore. To duplicate data or formulas from one cell to another, we use the Copy and Paste commands. As with the Cut and Paste command, we can also use 4 different methods to Copy and Paste in Excel. For example, we want to copy the data from this cell to this cell. First, we have to select the cell. Then to perform "Copy" you can press Ctrl + C. Or you can also press the "Copy" button above in the "home" menu. Or you can right-click and then select "Copy" here. If you perform any of these copy methods, the cell will be appointed as a reference cell indicated by the running dashed line. Then you can select the cell or cells for the target of the "paste" operation. Suppose we select this cell. Now, unlike the cut and paste process. If you do copy and paste. You will be presented with various types of paste options by Excel. If you look closely at the Home menu. There is a little arrow below the big paste button. If you click on it, you will see different types of paste operations that you can use. If you prefer to use the right-click method to paste. You can also see different types of paste operations here. To see even more, you can click on this little arrow. These various types of paste operations can even be accessed if you are using the shortcut method, that is by pressing Ctrl + V. For example, if we select this cell and then press Ctrl + V. Notice, there is a small button that appears at the bottom right of the cell. To open it you can press the Ctrl key on the keyboard, or just click on it with the mouse. Now, I know these paste options seem complicated. But don't worry. In sha Allah we will discuss all of these later in a future lesson. For now, if you are presented with these paste options by Excel. Just choose the standard paste, which is the one at the very top left position. Now, notice that this cell is still used by Excel as the paste reference. This is the difference between the Copy and Cut commands. With the Cut command, the cell reference disappears when you paste the data. But for the "Copy" command, the cell reference will remain active as long as you haven't pressed the Esc key. So, in this condition, each time we select a cell and then perform paste. The same data will be pasted on those cells. To clear the active paste reference, you can press the Esc key. Now, because there is no more reference for the paste operation, if you try pressing Ctrl + V, Excel will only produce an error sound. The last thing we want to discuss is to copy and paste using the fourth method, and that is by using the cell selection box. Suppose we have these cells selected. To duplicate all of the data in these cells to another location. You need to hold down the Ctrl key, then hover your mouse cursor to the edge of the cell selection. You will see a small plus icon on your mouse cursor. Then click-drag to duplicate these cells to any location that you want. And now we can see that the data we selected before have been copied to another location. Unlike the previous copy methods, this last method doesn't leave any active paste reference. So, you don't need to press the Esc key afterward. 18. Cell reference range: In this lesson video and in the next few videos, we'll cover a variety of techniques for writing cell references. After learning the basics of formulas. We now understand that cell references are a very important part of formulas. If you input a wrong cell reference into a formula, then the formula will return the wrong output. For this lesson, I do not provide any files. We will try to create dummy data manually. After you create a new blank file. Click on cell A1. Type 1 and then press the down arrow key. Type 2. Then press the right arrow, then the up arrow. Press 11. Down arrow, 12. Then press the up arrow. Then we want to select these 4 cells. Besides using the mouse, you can also use the arrow keys to make selections. For this, you need to hold down the Shift key. Currently, we have the cell selection at the top right location. Hold down the Shift key. Then press the down arrow, then the left arrow. We can see, instead of moving the cell selection to another cell. Excel creates a selection that covers these 4 cells. Then click-drag this AutoFill box down, until row 10. Then release. And now we have the dummy data for this lesson. Based on the amount of data or the range of data, we can divide cell references into 6 types. "Single-Cell", "Cell-Range", "Column", "Column-Range", "Row", and "Row-range". In previous lessons, we have used a few of these cell reference types. But let's go over all of them in more detail to reinforce our understanding of these cell references. The first one is the "Single-Cell" reference. I believe you already understand about this one. To see an example of a single cell reference. All you have to do is select a cell. And you can see the cell address in the top left box. Basically, the format to write this cell reference is by typing the column letter first. And then followed by typing the row number. If we type in here, for example "D10". Then press Enter. We can see the cell selection jumped to cell D10. So, basically, we can use this address box to move the cell selection. The next type of cell reference is "Range". To write this type of cell reference, first type the column letter, then the row number, colon, column again, and then row again. To try this selection without writing a formula, you can type it directly into this box. For example, we type C2, colon, E10. Then Enter. We can see Excel created a cell selection like this, from C2 as the top-left cell, to E10 as the bottom-right cell. But there is one thing you need to realize when typing on the address box. Is that, after the cell selection is created. You are no longer able to see the range selection code that you typed earlier in this box. Instead Excel will only show a single selection, which is the address of the top left selected cells. For a more detailed example of using this type of selection you can review the previous lesson on the SUM and AVERAGE functions. The next type is the “column” cell reference. For this one, the format is similar to the “range” cell reference. It's just that we don't need to write the row number, and we need to write the column letter twice. For example, we want to select the entire column B. To do this, type in B, colon, then B again. And then Enter. We can see that the entire column B is now selected. Now let's take a look at how we can use this inside a formula. If we want to add up all the numbers in column B and display the result in cell E5. First select cell E5. Then type the equal symbol, "SUM", opening parenthesis, then type B, colon, B. Then press Enter. We can see the result like this. Yes, in this case. It would be faster if after typing the open parenthesis symbol, we just click on the column letter. With this Excel will help us type in the cell reference. This technique is certainly faster to execute. But this is not the point of our current lesson. Right now, we are trying to understand the various types of cell reference codes in Excel. The goal here is that, if you ever see these codes in the future, even at a glance, you can immediately understand them. Next is the "Column-Range" type. This cell reference is useful when you want to select multiple columns at once. The format to write it is almost similar to the previous one, except you don't need to write the same column letter twice. So first, you need to type the initial column letter, colon, then another column letter where the cell reference should end. For example, suppose we want to reference columns D, E, F, and G. For this, you need to type D, colon, then G. Then Enter. We can see that all the columns from D to G are now selected. For an example of using it inside a formula. We can just use the SUM function that we have created earlier. We just need to change the cell reference to "A colon B" for example. And Enter. We can see that all the numbers in column A and B are added together and the result appears in this cell. Next, for the “Row” and the “Row-Range” cell references. I am sure, in sha Allah, you can already guess the pattern. The concept is basically the same with the “column” and the “Column-range” cell references. So for the "Row" format, all you have to do is to type in the row number, then colon, and then the same row number again. For example, you want to select the entire row 11. Just type 11, colon, and then 11 again. And then Enter. We can see the entire row 11 is now selected. For the “Row-Range” type. We can input 11, colon, then 13. And then Enter. Now we have row 11, 12, and 13, all selected. 19. Relative vs Absolute cell references: In this lesson video, we will continue our discussion on cell references. Now are going to take a look at the types of cell references in terms of their relativity. Which in this case we can divide the cell references into 3 types, "Relative", "Absolute" and "Mixed". We will cover the "Relative" and the "Absolute" types in this lesson. And then the "mixed" type later in the next lesson. To start, you can download the file that I have provided for this lesson. Before we get into more depth. You need to keep in mind that the relativity side of the cell reference will only matter when you duplicate the formula that uses the cell reference. By either using the copy-paste method or by using the AutoFill method. If you only create a formula for a single cell, then none of these will have any impact. Basically, if you create a cell reference like we did in the previous lesson, you are actually creating a relative type of cell reference. To convert it into an absolute type reference, you must add a dollar symbol in front of the column code or the row code. For more details, let's take a look at the following examples. In the Excel file, I provided. You can see 3 worksheets. Make sure you are now at the first worksheet which is called "Relative". In this worksheet, there is a table that contains data on student grades. There are scores for the first exam. And scores for the second exam. If in column D we want to get the sum result of column B and column C values. We need to select cell D3. Then type in the equal symbol. For typing in the B3 cell code, you can just click on the cell. Then type the plus symbol. Then use the mouse again to click on cell C3. Then press Enter. And we have the result 165. Up to this point, I am pretty sure you have understood the technique. Now, in this cell, we cannot see the formula. What we see here is only the number “165”, which is the result or the output of the formula. Yes, we can click on the cell to see the formula above. But there is another way. And this technique is very useful if you want to see multiple formulas in multiple cells at once. For this, you need to open the "formula" menu and click on the "show formulas" button. As you can see, Excel temporarily widens the columns. And the formula that we created, now visible directly on the cell. If we click the "show formulas" button again. The display will return to normal. So, this button is basically a "toggle button". You can turn it “on” or "off" as needed. Because this button is very important. Especially when you are working with a lot of formulas in Excel. I recommend you to memorize the shortcut, which is Ctrl + ~. If you don’t know where this tilde key is. It is located in the upper left area of the keyboard. Just below the Esc key. For now, make sure the “show formula” mode is active. Then, take a look at cell D3. In cell D3, we use 2 cell addresses that use the number 3. In this condition, Excel will assume there is a relative relationship between these 3 numbers and the position of cell D3. Remember, cell reference relativity will only matter when we duplicate the formula. So if you drag the AutoFill square, downward, like this. Notice in cell D4, the row numbers have changed from 3 to 4 automatically. Likewise, when they appear on cell D5. These numbers are now 5. And so on. If you press Ctrl + ~ again. We can check and prove that the results in column D are all correct. Next, let's discuss the next type which is the "Absolute" cell reference. Please open the next worksheet called "Absolute". Just as before. What we need to do in this worksheet is to calculate the total scores of the students. What is different now, is that each value is given a different weight. The “project” score is 60% of the final score. And the “Exam” score is 40% of the final score. To solve this, first, we can click on cell D3. Then type the equal symbol. Open parenthesis. Then click on cell B3. Then the asterisk symbol. Then click on cell G2 which contains the percentage value of 60%. And then closing parenthesis. Then for the “exam” scores. Press the plus sign. Open parenthesis. And click on cell C3, then the asterisk symbol. Then click on cell G3 to get the 40% value. Closing parenthesis, and then Enter. Now we have 80 as the final score. For the first cell, the output is correct. However, if we duplicate the formula using AutoFill. We get strange results. Why is this happening? If we press Ctrl + ~ again. And look closely at this cell D4. We can see that B4 is correct because it refers to this cell which is parallel to it. If you look at this G3 cell. Before we continue. Notice how Excel helps us to quickly detect cell references by providing these different colors. This G3 code is colored with red, the same color that is on the G3 cell. Obviously, for this case, we don't want to reference cell G3. We want to keep the cell reference to cell G2 where the 60% value exists. Likewise for the “exam” scores. This C4 is correct. But this one is multiplied by cell G4 which is an empty cell. Excel will use zero value when you refer to a blank cell. And as we go down the rows, we can see these cell references also go down and pointing to empty cells. Essentially all of these cells have the wrong formulas. So let's delete everything except the original formula at the top cell. Now, we need to tell Excel that these values of G2 and G3 should not be changed when the formula is duplicated to the other cells. This is what "Absolute" cell reference really means. For this, we can add a dollar symbol just before the letter G and before the number 2. With this dollar symbol, now the reference code “G2” becomes "Absolute". Next, we also need to do the same with the cell address G3. There is actually a faster way to change the cell reference type to the “absolute” type. And that is by pressing the F4 key on the keyboard. First, you need to click so that the text cursor is located in the address code of cell G3. Then press F4. As we can see, Excel adds these dollar symbols without us having to type them manually one by one. When you are done, just press Enter. And now if we click-drag the AutfoFill square downward. We can see in the results. The cell references to G2, and also to G3 do not change when the formula is duplicated. If you press Ctrl + ~ again. We can see the results in the numbers are what we expected. 20. Mixed reference and the ROUND function: In this lesson video, we will continue discussing cell references relativity. This time we will focus on the mixed cell reference. In addition, we will also discuss the ROUND function and also the technique for editing multiple cells quickly using Ctrl + Enter. For this lesson, we will just use the file provided in the previous lesson. You can open the last worksheet which is called "mixed". For now, don’t worry too much about how you can combine and separate cells like this. In sha Allah, we will discuss this later in the next few lessons about table structure. Let's focus now on how to write mixed type cell references. As with the previous worksheet, in this worksheet, we also need to calculate the final grades for these students using percentage weight. The difference is that the weight values are now placed in the top cells. 25% for the assignments. 35% for the midterm exam. And 40% for the final exam. The challenge is, how can we create a formula that can work for these 3 columns at once. If we start with this cell D4. Here we need to multiply cell C4 with D2. So, type in equal symbol. C4 times D2. Now, based on our previous discussion. C4 is supposed to be relative. But this D2 should be absolute, because this 25% value only exists in cell D2. It does not exist on the other cells. So, click on the cell address, then press F4 to convert it to absolute. Press Enter. And then press Ctrl + ` to see the formula. In this condition, if we AutoFill it to the bottom. The formula will work. But if we use this formula in column F and H. It will not work because it will not reference these 35% and 40% values. So, the main problem here is that we need to make the row number 2 absolute but the column letter D relative. We want it to remain relative so that it changes when we duplicate the formula to other cells. The trick is to remove the dollar sign from the left side of the letter D. And our problem is solved. This type of cell reference is what we called "Mixed", because it is a combination of relative and absolute addresses. Besides editing them manually. You can also click on the cell address. Then press F4, and press again a few times. We can see that Excel will cycle the cell address from relative type, absolute type, mixed with absolute row, and mixed with an absolute column. Then it will loop back to the relative type. For now, what we need is the mixed type with an absolute row. If you are done, just press Enter. To duplicate the formula to the cells below, we can use the AutoFill feature. To duplicate to the other columns, we can use the various copy-paste methods that we’ve discussed earlier. For example, we can select this cell. Then press Ctrl + C to copy. Then click-drag here to make a selection. And press Ctrl + V to paste. We can see that every formula in this column already references cell F2 above as we expected. Another way to duplicate the formulas in this column to this one is to use the cell selection method. So, first, select the cells that we want to duplicate. Then move our mouse cursor over the edge of the selection. Hold Ctrl and click-drag the selection to column H. And the result is as we expected. If we press Ctrl + `. We can see that the formulas in this column all referencing the cell H2 above them. Next, we need to calculate the students' final grades in this “Score” column. I will use this opportunity to discuss the ROUND function and also the technique of editing several cells at once using the Ctrl + Enter method. I'll cover the basics first and then after that the implementation. For the Ctrl + Enter method. If we select several cells like this. Then we type in a data, for example, “123”. Then press Enter. We can see that only the cell at the top left changed. The other cells, although they are selected, didn’t change. Let me undo this first. If we type 123 again. But then we press Ctrl + Enter. We can see that all the cells we selected will be filled with the same data. So, you can think of this method as a more instant copy-paste method than the usual. Now let’s discuss the ROUND function. We use this function to round a number to the nearest whole value. The way it works is first we need to input the value we want to round. Then a comma. Then the number of digits after the decimal symbol. For example, if we select this cell. Then type the equal symbol, then "ROUND". Opening parenthesis. And type in a long decimal number, for example, "12.3456". Then a comma. Then enter zero for example. Then press Enter. The result is 12 with no additional numbers after the decimal symbol. But if we change this value to 2 for example. Then Enter. Now the result is "12.35". So now there are 2 digits after the decimal symbol. That is the basics. Pretty easy right? Now the challenge is, how can we use this ROUND function on the sum values of these 3 columns. The trick is to replace the input number with the SUM function. Let's just see this in action. And we will also try the Ctrl + Enter technique. Let me first delete all these cells so we have a cleaner worksheet. Then create a selection like this. Use the formula bar by clicking here. We use the formula bar because later we need to select these cells with the mouse. Just to make things easier later. Type the equal symbol. Then type "ROU". Then press Tab to use the "auto suggest" feature. Now type in SUM, then press Tab again. Unlike before, we will now use the SUM function by inputting several separated cell addresses. To do this, first, we click on this cell. Then press comma. Then click on this cell. Then press comma again. And click on this cell. Then the closing parenthesis. Then comma. And now we need to determine how many digits will be after the decimal. We just want zero. And then closing parenthesis. And finally, instead of pressing Enter. Hold down the Ctrl key first and then press Enter. And alhamdulillah it is done. To check the formulas, you can press Ctrl + ` again. We can see that the result is as we expected. 21. External Worksheet reference: In this lesson video, we will cover external cell references. Until now, we have discussed various types of cell references. However, they are still internal references. Meaning they only target cells in the same worksheet. In Excel, we can also use external references. There are 2 types of external references. The first one targets data in another worksheet but still in the same workbook. The second one targets data that is in another workbook or another Excel file. In this lesson, we will focus on the first type of external reference. And in the next lesson, we will cover the second type of external reference. For this lesson, I have prepared a file called "Year 2021". To reference other worksheets but still in the same workbook, we must use this format. First, we need to type in the name of the worksheet that we want to target. Then an exclamation symbol. Then the cell reference code. In this case, you can write various types of cell references that we discussed earlier. Whether it be a single cell, cell-range, column, column-range, row, and so on. You can freely use all these types of references. Sometimes the name of the worksheet that you want to target contains spaces and or non-letter characters such as minus symbols and so on. For these worksheets, it is not enough if you just use an exclamation symbol to target the worksheet name. You must also enclose the worksheet name within single quotes. After the closing quote symbol, then you type in the exclamation symbol. Again, you don't need to add these single quotes if the name of the worksheet does not contain any spaces or special characters. Now, even though it looks difficult. In practice, it is easy because you don't actually need to type all this code manually. You can just use your mouse and let Excel type the code for you. For example, in the “year 2021” file, there are 3 worksheets, “Report 2021”, “Summary”, and “Growth”. Let's say that we are commissioned to calculate the total income, cost, and profit from the data in the “Report 2021” worksheet. But we have to write the results in the “Summary” worksheet. We are also assigned to calculate the monthly average value here. We have covered the SUM and AVERAGE functions before, but they're still on the same worksheet. Now we will use these functions using external cell references. So, select cell B2. Then use the shortcut Alt + =. With this, Excel will add the SUM function for us. Now, at this the condition. While the cell reference is still selected like this, to reference cells in another worksheet. Just click on the worksheet name below. Then click or click-drag to create the cell reference. We can see above, the cell reference code has been created for use using the external format. Now, in this condition, remember, don't click on another cell or worksheet. Because that will change the cell reference code. For example, if we click on the "Growth" worksheet, the address changes and now refers to the "Growth" worksheet. So again, make sure you're on the correct worksheet. And the cell selection is also correct. After that just press Enter to confirm. And we have a result like this. We can see that this cell uses the SUM function which refers to the “Report 2021” worksheet. Next, what about these 2 cells? Because both need to use the same SUM function. And also the above cell uses relative type cell reference. You just need to duplicate the formula above, to the 2 cells below. You can use the copy-paste method or the AutoFill method. But there is one duplication technique that we haven't discussed before, called the quick AutoFill. Essentially, we use the AutoFill method. But instead of clicking and dragging, you can just double-click on the AutoFill square. As we can see, Excel intelligently duplicates the formula until the lowest row. Excel does not duplicate the formula to this row and beyond, because it detects the cells to the right and left are blank. And we can see that the formula created by Excel is already correct. To calculate the average values, the workflow is basically the same. We can click on this C2 cell. Type in the equal symbol. Then type "AVE". Use the down arrow key to select the “Average” function. Then press Tab. Then select the “Report 2021” worksheet. Click-drag to select the cells from B2 to M2. Then press Enter. After we have one formula that works. Select the cell, then double-click on this AutoFill square to do a quick AutoFill. So that is how we can reference external cells that are on another worksheet, but still in the same workbook. 22. External Workbook Reference: In this lesson video, we will continue discussing the external cell references. Now we will focus on how to reference data that exist in other workbooks. However, in order to fully cover this topic, we first need to understand some basic techniques for working with 2 or more files simultaneously. So, for this current lesson, we will open 2 files at once. The first file is the “year 2021” file, which is the file we used in the previous lesson. The second is the “year 2020” file. To open these two files at the same time. It's pretty easy. After you open one of them, for example, you have opened the file "year 2021". Just go to the "file" menu and select "open". You can use "this PC" or "Browse" to select another file. I use "browse" to open the "file explorer" and select the file "year 2020". Then click "Open". If you have 2 or more Excel files open at the same time. To move from one file to another, you can use several methods. The first method is to use the Windows taskbar. If you hover the mouse cursor over the Excel application on the taskbar. You can see which Excel files are currently opened. Just click on the file you want to view. The second method is to use the shortcut for the Windows taskbar, which is Alt + Tab. You can hold Alt and then press Tab several times until the file you want to open is selected. Then release the Alt key to open the file. The third method is to use the Ctrl + Tab shortcut. This shortcut is similar to Alt + Tab, except it works locally. So it only works if you are currently open Excel and not any other programs. For example, I am currently opening the “year 2021” file. If I press Ctrl + Tab. Now the file “year 2020” is opened. If I press Ctrl + Tab again, the file “year 2021” will be opened. The last method is to use the "switch windows" command in the "View" menu inside Excel. From this list, you can choose which file you want to open. For now, make sure you open the file called “year 2021”. In terms of the code format, writing an external workbook reference is similar to the one we used before. You only need to add the name of the file you want to target at the beginning. You then need to enclose the file name inside 2 brackets. If the file name or the worksheet name contains space or other special characters, then you must precede these names with a single quote, and close it again with a single quote before the exclamation symbol. It looks quite complicated, however, as with before, we don't have to type all of this manually. We can just use the mouse combined with the file switching techniques we discussed earlier. To see this in action, let's take a look at the following example. In the file "Year 2021". If you open the third worksheet, the one called "Growth". You can see the total value for 2021. I made this using the method we discussed in the previous lesson. But this is not the main point of our current lesson. This column is. Our task now is to calculate the total values for 2020. The problem is that the data are not in this file but in another file called “year 2020”. To do this, first select cell B2. Then press Alt + = to quickly create a SUM function. To reference cells in other files, in this stage, you can use any of the file switching methods we discussed earlier. You can press Alt + Tab, or Ctrl + Tab, or you can also open the "view" menu and click on this "switch window" then select the "Year 2020" file. Whichever method you choose, it doesn't matter, the important thing is that the “Year 2020” file is now opened. Then click-drag to select the cells. After you are done, press Enter. We can see the result like this. We can check that in the formula we just created, there is a file name "Year 2020" in the cell reference. At the first glance, everything seems okay. But if we duplicate the formula by double-clicking on this AutoFill square. All of them produce uniform values. Surely there is something wrong with these values. If we check more carefully. It turns out that the cell references created by Excel are absolute. We can see the dollar symbols in the column and the row cell reference. From this example, we can conclude that by default, when Excel creates an external reference to another file, it will use an absolute type. So to be able to duplicate this formula properly, we must first change the cell reference to a relative one. To do that, first, delete these 2 cells. And let's focus on this cell. Click here so that the text cursor is in the cell reference code. Then press F4 several times until all the dollar symbols are gone. Do the same for this cell reference. Keep pressing F4 until there is no more dollar sign. After that, press Enter to confirm. Then we can double-click again on the AutoFill square. And now we have the results as we expected. As a bonus lesson, we are going to calculate the percentage increase in the total value in 2021 when compared to the total value from the previous year 2020. For this, we can select cell D2. Type equal, open parenthesis, click on cell C2, minus symbol, click on cell B2, then the closing parenthesis. Next, add a forward slash symbol. And click again on cell B2. Press Enter to confirm. This is the result. As we can see the result is not in a percentage format. To convert it into a percentage, make sure the cell is selected. Then on the "Home" menu. Click on the button with a percentage symbol. And now we have a value of 74%. If you are still confused about this number formatting. Don't worry, because we will discuss this in more depth in the next few lessons. After we have the correct result and the correct formatting on the first cell, just double-click on the AutoFill square. And now we have a result like this. Let's get back to discussing external file references. The advantage of using an external file reference is that any changes that happen inside the referenced file will reflect automatically to the file that references it. Without us having to change it manually. For example, let's say in the "Year 2020" file, there is a revision to the "incomes" data for the month of November, from 125 to 300. If we go back to the "Year 2021" file again. We can see that the total value in 2020 increased automatically, which led to the percentage value of "growth" going down. Again, all of this happens automatically. We only changed 1 data in the "Year 2020" file. Until now, you may be wondering. What if we close the file “Year 2020”? How does it affect the “Year 2021” file that references it? If we close this file, by opening the "file" menu, then choose "close" here. We select "Save" so that we don't lose the changes. At first glance, it seems nothing happened to the “Year 2021” file. But if you look closely at the external cell reference code, for example, the one in B2. Previously, the cell reference only uses the file name inside brackets. Now the file name appears in this long format showing the full address. My point is, if the file you are referencing is currently open, then Excel doesn't need the file's full address. It is enough just to provide the name of the file. But if the file you want to reference is closed, then you must write the full address like this. So, it is more convenient if we reference a currently opened file because we can just use the mouse. And when you close the file, Excel will automatically convert the file name to its full address. 23. Named reference: In this lesson video, we will cover a more advanced technique for creating cell references called named reference. If you need to use a cell reference repeatedly, it will be inconvenient to have to type the same cell reference over and over again. In Excel, you can shorten and manage cell references easier by giving them custom names. For example, let's reopen the “year 2021” file. Suppose we want to name all cells in row Incomes from January to December. To do this we need to select the cells first. Then open the "Formulas" menu. And click on this “define name” button. The "new name" window will open. The first thing you need to pay attention to is this “Scope” option here. This option is important because it will determine the scope of the name that you want to create. Each name that you create in Excel can have 2 types of scopes. Is it at the Workbook level or at the Worksheet level? In general, you want the scope of your cell reference names to always be at the workbook level. Why? Because, with this, every worksheet in the workbook will be able to access it easily. For this, you must set this option to “workbook”. If you choose something else, for example, "Report 2021", or "Summary", or "growth". Then the name will be at the worksheet level. Names that are stored in a worksheet can be difficult to access from other worksheets. Again, for the name scope, you should always choose the workbook level. Unless you have a specific reason for using the worksheet level. After we set the scope, we now need to define the name. For the naming, there are some rules that you must pay attention to. First, the name must begin with a letter. Not numbers. So you are not allowed to make a name "2021 incomes" for example. Second, the name must not contain spaces or minus symbols. If you need a separator, you can use the underscore instead. The last rule is not to use the same name that already existed. Of course, identical names will cause conflict. For now, let's name it "incomes_2021". Just make it all lowercase to make it easier for us to use it later. Then for the "comment" entry, you can put any text you want. The purpose of this text is to provide a description for the name you are creating. This description will be very useful if you are working with other people so that they can understand what the name is all about. For example, let's just enter the text "The income values of 2021". Then, at the bottom, you can see the original cell reference which will be represented by the name above. Essentially, after the name is created. Every time you type this name, Excel will convert it into the cell reference below. If you are done, just press "OK" here. Let's create another name for the “Costs” values. Select these cells. Next, instead of using the menu above. We can also right-click in the selection area, then select "define name" here. So that is another way to create a name. Next, let's use the name "costs_2021" just like the previous one. We also use lower case for all the letters. For scope, we will stick with the “Workbook” level. Then click "OK". Next. Just to give you an example. So, we can understand the difference between names that exist in the workbook scope and the names in the worksheet scope. We can select these “Profits” cells. Then click "define name". We'll just use the name "profits" for this. All in lowercase. We want this name to have a different scope. So, change it to "Report 2021". Basically, this is the worksheet where we want to store the name. Then click "OK". Now, let's discuss how to access names in Excel. For example, currently, we are now in the “Summary” worksheet. We want to calculate the total value of the "Incomes" in the worksheet "Report 2021". To use the SUM function, we can press Alt + =. Then, to call the name that we have created earlier, we can use the "suggestion list". To do this, we can type "in". We can see the name "incomes_2021" appears here. The description that we typed earlier also appears, on the right side. We can distinguish between a named cell reference and a function by their icons. The function has an FX symbol like this. Whereas a named reference has a white and blue cell symbol like this. Select the name with the arrow keys. Then press the Tab key. After that press Enter to confirm. Another way to access names is with the shortcut F3. For example, let's select cell B3 now. Press Alt + =. By default, Excel selects the cells above or to the left that contain data. Of course, we don't want to use cell B2 so just delete it. Now, in this state, instead of typing the name, just press F3. A window called "paste name" will open. Select “costs_2021” from this list. And then you can press the "OK" button. Or you can just double-click on the name. You can see the name has already been typed by Excel. Next, you can press Enter to validate the formula. So again, in conclusion. To use named references, you can use the suggestion list method by typing the first part of the name you want. Or by pressing F3, to open the “paste name” window. Now, what about the reference named "profits" that we made earlier. Remember that name is in a worksheet scope. If you go back to the “Report 2021” worksheet and press F3. We can see the name "profits" on this list. But if you are in the “Summary” worksheet. When you press F3. You will not find the name "profits" on the list. So, does this mean we cannot use a name from another worksheet? The answer is we can use it, but with extra effort. That is, we have to type in the worksheet's name first, then an exclamation symbol, then the reference name. Yes, it is more troublesome, which is why I prefer not to use it. Or you can also do this. After you type the equal symbol, then type "SUM" and the open bracket. We can click on the “Report 2021” worksheet. While the worksheet opened like this, press F3. You can see the name "Profits" now appears. Just double-click on the name. Then press Enter. Now, the named reference "profits" has been typed by Excel. And different from the 2 formulas above. The one below includes the name of the worksheet at the beginning. When you create a lot of names in your workbook, eventually you need a way to manage them. For this, you can use a special window called "name manager". To access this window, you can open the "formulas" menu and click on the "name manager" button. Or you can also access it via the Ctrl + F3 shortcut. In this window, there are many things that you can do. First, you can create a new named reference by clicking this "new" button. This will open the "new name" window we have discussed earlier. Then, if you want to erase a name. For example, you want to remove the "costs_2021" name. Just select the name from this list. Then click the "Delete" button. Then click "OK" to confirm. Next, suppose you want to change the name that you have created. You want to change the name "incomes_2021" to "revenue" for example. First, click on the name on this list. Then click the "edit" button. Change the name as you wish. After that, press the "OK" button. And the name now has changed. Before I end this video, there is one important thing you need to know when making changes and deleting named references. If you open the "Summary" worksheet again. Notice what happens to the formula in cell B2. Automatically all references that use the name "incomes_2021" changed to "revenue". But if we look at cell B3. The formula generates an error. This is because when we erase a name, that name will not be replaced by Excel with its cell address. So, in conclusion, you can safely change the names. But you need to be extra careful when removing them. Because if you do, Excel does not automatically replace them and so will typically generate errors. 24. Formatting basics in Excel: Starting from this lesson video we will be covering cell formatting. We're going to cover number formatting, date, text, border, etc. Before we dive into those lessons, in this video we will cover the fundamental concepts in formatting that are important for us to know. You can download and open the file I have provided for this lesson. There are 3 basic things that we will discuss in this video. The first one is about the effect of for-matting on the data. The second is about standard formatting. And the third is about automatic number formatting. Let's discuss the difference between formatting and data types. In the early lessons, we covered the different types of data that Excel supports. You need to keep in mind that what we are discussing now is the formatting, not the type of data. Formatting does not change the original data. It will only change its appearance or how Excel presents it. Just for example. If I select this cell A1. If I activate or deactivate the bold option above. Or I change the font size. Or I change the color to red. We can see in the formula bar. A ll the formatting effects above do not change the data in this cell which is essentially the text "data 1". So again, formatting only changes the presentation of the data and does not change the value of it. For numeric data, there are more diverse types of formatting. For our example, we can select cell A2. Just like text data, numeric data can have text formatting properties also. For example, we can make them bold. Or add an underscore. Or change the color, and so on. But beyond that, they can also have special formatting available only for numbers. For example, if I click several times on this button. This will reduce the number of digits after the decimal symbol. We can see at a glance, this number changes to a "whole number". However, if we look at the "For-mula bar". The original value does not change. The 3 digits after the decimal are still here. And if we click the button next to it. We can bring back all the numbers that exist after the decimal symbol. So the conclusion is, just as with the text data, formatting numeric data will only change its appearance. The value will not be changed. The second thing we need to discuss is the standard formatting. In Excel, there is a default or standard formatting. This condition is also known as "no formatting". For example, in picking a color. If we select cell A1 again. Then click on the text color button. The default text color is this one called "Automatic". And this is different from the black color in the theme colors section. We will discuss this in more depth in a future lesson. In essence, if we select the color "Automatic", we can assume that now there is "no formatting" for this text color. For number format. Each new blank cell has a standard format called "General" or "No specific" format. In this condition, a cell will display the data as-is. For example, if we select this empty cell. On the home menu, in the "Numbers" format, there is an option that says "General". Like-wise, if we select cell A3, for example. Here too it says "General". Meanwhile, if we select this cell A2. Because previously we have changed the digits after the decimal using these buttons. Now, this cell is using the "Number" type format. To clean this cell from any type of number format-ting, all you need to do is change this back to "General". So again, in Excel, there are standard formattings. And we can use these standard formattings to clean the data inside certain cells from any custom formatting. The third thing I want to discuss is that Excel usually tries to find a suitable format when we enter numeric data. In fact, we discussed this briefly before, when we reviewed the date data type. Let's take a look at this example. Notice that if we type number 10, then followed by the percent symbol. Then Enter. This cell now uses the percentage number format. It's no longer a "General" format. So, by typing this percent symbol helps Excel to understand the format that we want. Suppose we only type 10 instead, without the percent symbol. But we actually mean 10%. Of course, Excel will not understand your intention. We can see that this cell still uses the “General” format. Even entering the number 10 like this, is mathematically wrong. Why? Because we know that this value of 10% is equal to the value 0.1, not 10. So, what you should type is 0.1, like this. Notice if we change the 10 data to the percent format, by clicking this percent button. Instead of changing to 10%, the displayed number becomes 1000%. If we convert this 0.1 data to a percent format. Then we get our expected value of 10%. To return these three cells to the "General" format. We need to select the three cells. Then select "General" in this drop-down list. We can see that the values in this cell and in this cell are the same. But this cell is different. So, from this last example. There are 3 things that we can conclude. First, Excel is smart enough to apply certain numeric format based on how we input the data. If Excel is not sure which for-mat we want to use, it will just use the "General" format. And finally, the importance of entering correct data. Because, if the data you input is wrong, no formatting techniques will be able to correct it. 25. Number formatting and Format Painter: In this lesson video, we will cover some of the commonly used number formats as well as a feature in Excel called "Format Painter". For this lesson, you can open the file we used in the previous lesson. The first number format is "Number". With this format, we can display numbers more flexibly. There are many ways to use this "Number" format. The simplest is to use the drop-down list found in the “Home” menu. For example, let's say we want to make all of these cells "Numbers". First, select all of them. Then select "Number" from this list. The second way is to set the digits behind the decimal symbol using these 2 buttons. When you do this to a cell, the cell will automatically change to the "number" format. For example, let me undo this first. After we have a selection like this. If we click on this button. Or this button. We can see that all of these cells automatically changed to the "Number" format. To access these 2 buttons, apart from the “Home” ribbon menu, you can also right-click to access the mini toolbar. Here you will see the 2 buttons also. One thing you should take note of when using the “Number” format is that it has automatic rounding. When Excel sets the digits after the decimal, Excel will also automatically round the displayed value. For example, if we set it so that there are no numbers behind the decimal. If we look at cell A11. The original value is 554.9 and so on. When the numbers behind the decimal are hidden, the value shown is now 555. So, there is a rounding up. If we look at cell A3. Because after the decimal there is only 3. When the rounding occurs, it is rounded down. Again, don't be surprised to see how the numbers appear slightly different from the original data when you change the format to “Number”. The second number format is "Accounting". This format is very useful for displaying monetary values. For example, let's select these cells. A few tips on selecting cells. Apart from using a mouse like this. You can also use the arrow keys and Shift, as well as Shift and Ctrl. If we have the cell selection positioned here. Pressing the down arrow key will only move the cell selection down. But when you hold down the Shift key. Pressing the down arrow key will cause the cells below to be selected. Like this. Now for very large amounts of data, for example, thousands of rows, this method is certainly not efficient. For large amounts of data, it will be even faster if we use the additional Ctrl key. So, to do this is first we select this cell. Then hold down Shift and Ctrl keys at the same time. Then hit the down arrow. We can see that all cells that have data will be automatically selected. And Excel is smart enough not to include the empty cells below. After we have a selection like this. The next step is to hit the dollar button here. Or through the mini toolbar by right-clicking first. With this "Accounting" format, we have the dollar signs aligned to the left and the numbers aligned to the right. If you need a different symbol, the Euro symbol for example. You can click on this little arrow button and select the Euro symbol from this list. Now, what if the currency symbol you are looking for is not on the list? Suppose you want to find the symbol of the Indonesian Rupiah currency. For this, you can press the "more accounting formats" option. The “format cells” window will open with the “numbers” tab active and the “accounting” category selected. We see here there is a "symbol" option, and the dollar symbol is selected by default. Just click on this drop-down list. Then scroll down to the letter R section. You will find the Rupiah symbol. Just select "Indonesian Rp" here. Then click OK. And now we have the Rupiah symbol on the left side. Excel supports almost all currencies in the world, so you can use this technique for any other currency. Apart from the "Accounting" format, another format that uses currency symbols is "Currency". The difference is that this format does not put the currency symbol on the left side but it is closer to the number. In terms of appearance, the "Accounting" format is more comfortable to look at, especially if you need to do a lot of counting or comparing numbers on the screen. The next format is the "percentage" format. We've used this format several times before. This format will convert the decimal value to a percentage value. Remember that a percentage value is a value that is multiplied by 100. So, 0.1 will be 10%. 0.5 will be 50%. And 1 will be 100%, and so on. For example, we can select these cells. Then to convert them into the percentage format, you can click here. Or select “Percentage” from this drop-down list. Or you can also right-click and press the percent button on this mini toolbar. In some countries such as the United States, the dot or period symbol is used as a decimal sign, while the comma symbol is used as the thousands separator. In some other countries, this standard is reversed. For example, in Indonesia. We use periods for the thousands separator and using commas for decimals. As we discussed earlier, this setting follows the localization setting of the Windows operating system. The problem is many Excel users use their Windows setting in US English but want to stick with commas for decimals and periods for the thousands separator. We can set Excel to change these settings. To do this, first, we need to open the "options" window. Then open the "Advanced" category. In the "Editing options" section, you will find the "separators" option. If the option "use system separators" is active. Then Excel will use the Windows operating system settings as-is. If we turn this option off. Below we can use any symbols that we like for the decimal separator and thousands separator. For now, just make sure the decimal separator is comma. And the thousands separator right here is period. After you are done, just click the "OK" button. We can see that Excel now uses points to separate thousands. And commas for decimal symbols. Again, if you don't need any number after the decimal. You just need to press this button several times. With this, the comma symbols will also disappear. If we already have an ideal number format that matches our expectations in a cell or several cells. We can duplicate the format using a feature in Excel called "format painter". The button is here below the “copy” button. There are other ways that we can use to duplicate the formatting, but we will focus on the "format painter" method for now. Just for example. Suppose we want the number format in this cell to be applied to cells in this "data 1" column. First, we need to select the cell that will be the formatting reference. Then click the "format painter" button. Notice the mouse cursor now changes to a brush symbol. And the reference cell is surrounded by a running dotted line. Then just click-drag to select the target cells. And after we release the mouse. We can see that these cells are now using the same number formatting as the cells on the right. Besides number formatting, this "format painter" feature can also be used for text formatting. We'll cover the text formatting topic in more depth in another video. For now, suppose you want these cells to have the same style as the cell “data 1” above. Just select this cell. Then to access the "format painter" button, besides using the "Home" menu, you can also right-click. Then press this button. Then select the target cells. And once you release the mouse, you can see that these cells are now bold, bigger, and have a gray background color. Also note, because this cell has a "general" number format, these cells also changed to a "general" format. That is why all the currency symbols disappeared. It doesn't look right, but at least with this example, you understand how to use the "format painter" feature. 26. Custom formatting: In this lesson video, we will cover how to create custom formatting for numeric data. If you want to follow along, you can open the file I provided for this lesson. In this file, there is dummy data which is a list of salespeople. You can see their names, the date when they joined the company, then their total sales results in 2020, and also their sales in 2021. Before we get to the core of the lesson. I need to explain that the topic of this “custom formatting” is very broad. To the extent that there are books written specifically discussing "custom formatting" only. So, there's no way we can cover all of them in this single lesson. Our focus now is to understand the fundamentals of "custom formatting". The goal is that by mastering the basics you will be well equipped to explore this topic further independently. The basic custom formatting technique that we discussed earlier is to use the buttons in this "numbers" category. For our example, we select these cells. Then we change the formatting to "accounting" by pressing this dollar button. By default, the "accounting" format has 2 digits after the decimal sign. Now, if we remove the numbers behind the decimal, we actually just created a custom formatting. We can see that the drop-down list says "custom". Again, for this first technique, we have done this in the previous lesson. But of course, this Ribbon menu technique is very limited. We can access the custom formatting feature through a special window called "format cells". For example, suppose we are assigned to make short statements in this column. That is, if sales in 2021 increase compared to 2020, then we must write “UP”. If sales decline, we write "DOWN". And if the sales are the same as the previous year we write "SAME". Of course, if we have thousands of rows, we don't want to do this by typing them manually one by one. It would be much better if we use "custom formatting" techniques. The first step is that we need to find out whether the sales are increasing or decreasing. For this, we can use regular subtraction. So, we click cell E2. Before we create a formula, note that this cell initially has a "general" format. Now, press the equal symbol, D2 minus C2, then press Enter. Now we can see, this cell is changed to a "custom" format just like these 2 cells. We can conclude that if we create a formula on standard formatted cells, if the cell references in the formula refer to other cells that have non-standard formats, then Excel will automatically change the format of these cells according to the cell reference format. Of course, we don't need this format because later we will create our own format. But for now, we first duplicate the formula by double-clicking on this AutoFill square. Now, look at these numbers. There are numbers enclosed inside parentheses. This is Excel's way of displaying negative numbers. Or rather it is the way the "Accounting" format displays negative numbers. Whereas these line symbols are basically zero values. If we select these cells and discard the formatting, that is by converting them back to the "general" format. We can see that these values are actually negative numbers. And these 2 values are zeros. To create a "custom formatting", first, make sure the cells are selected. Then we have to open the "format cells" window. There are many different ways to access this “format cells” window, and we will cover all of them gradually in this lesson as well as in future lessons. For now, we can click on this drop-down list and select “more number formats” here. By default, the "numbers" tab is open. Next, we need to open the "custom" category here. We can see there are lots of presets of this custom formatting. And everything looks like an alien language. Don't worry, it's actually easy when we get the basics down. So, the formula for creating custom formatting for numbers is as follows. First, we place the format for positive numbers. Then the semicolon symbol. Then the format for negative numbers. Then another semicolon. Then the format for the zero values. Another semicolon. Lastly is the format for text data. Since we are now focused on numeric data, we will only create formats for positive, negative, and zero. If we type a Hash Mark symbol, a semicolon, another Hash Mark symbol, another semicolon, and another Hash Mark symbol. Then press the OK button. We can see the result like this. The negative symbols and zeros that were seen earlier are now gone. You need to know that the Hash Mark symbol or also known as the Pound sign is used in custom formatting as a container or a "placeholder" for numbers that are considered important. Now let's try editing the formatting rule again. Make sure these cells are selected. Then to open the "format cells'' window, you can also click on this little button. So that is another way to open it. Now add the minus symbol in front of the second Hash Mark symbol. And replace the third Hash Mark symbol with zero. The purpose of this formula is this. For negative values, before the number, we want a "minus" symbol. And for zero values we want to display zero numbers, not just empty cells. If we press "OK". This is the result. Now, this is similar to the "general" format we had before. From these examples, I hope you starting to understand how to compose basic rules for custom formatting. Remember our task at the beginning is to replace all these numbers into short text, "UP", "DOWN", and "SAME". For this make sure the cells are selected. To access the cells format window again, we can also right-click and select "format cells'' here. Make sure we are on the "Numbers" tab, and in the "custom" category. For positive values, we must replace them with text that says "UP". We can just write the text "UP" here. However, you need to remember that to input text inside a formatting rule, you must enclose it with quotation marks. So, type in the first quotation mark, then type "UP", then the quote again. Remember these are standard double quotes, not single quotes. Then after the semicolon, enter another quotation mark, "DOWN", then another quotation mark. For the zero values, it is basically the same. Type quotation mark, then type "SAME", then quote again. When finished, you can press the "OK" button. These are the results we've had so far. Now, what if we wanted to add some colors to these texts? We want to use green for "UP", blue for "SAME", and red for "DOWN". To use colors, we can write the name of the color inside brackets like this. So, for "UP", before the text, we first type the opening bracket symbol, then "green", then the closing bracket symbol, then the text. The same rule applies to negative values and zero values. Type in the opening bracket, then "red", closing bracket. Move the text cursor here. Then type in the open bracket symbol, "blue", then the closing bracket. If you are done, press the OK button. And we have a result like this. Choosing a color through the name "red", "green", "blue" like this is quite simple, but the colors you can choose from this method are very limited. You can only use 8 main colors, which are "Black", "White" "Red", "Green", "Blue", "Yellow", "Magenta", and "Cyan". If you need more color variations, then you have to use another method which is using the "color" code. This code provides a total of 56 colors that you can use. To see the list of colors and their codes, you can just search on Google "Excel index colors". Many websites provide information on this subject. For faster results, you can just open the image search results. You can download one of these images for personal reference. For example, I want to use the red number 9, green number 10, and blue number 11. You need to remember the color code numbers. Then, make sure these cells are selected. Then open the "format cells" window again. Now we need to replace this “green” text with the “Color” text. Use a capital C. Then type 10. This is the standard way of inputting color codes. But if you make minor mistakes. For example, let's remove this "red" text. We replace it with "color", but now with all lowercase letters. Then space. Then type 9. If you mistakenly enter the code like this. This is not a problem because Excel will fix this automatically later. Finally, we replace the text "Blue" with the code "Color 11". After you are done, click the OK button. Now we have red, green, and blue colors which are more pleasing to the eyes. 27. Basic date formatting: In this lesson video, we will cover the basics of formatting the date data. For this lesson, you can open the file from the previous lesson. First, we are going to discuss the reality of the date data in Excel. You need to know that in Excel, the date data is really just a number that shows the total days that have passed since 1900. To see this more clearly. If we select these cells. You can see they all have the "date" formatting. If I discard the formatting, that is by changing them to the "general" format. We can see everything turned into these numbers. Again, these show the numbers of days that have passed since the beginning of 1900. If for example, we select this empty cell. Then type in zero, and press Enter. Then we reselect the cell and convert it into a date format. That is by selecting the "short date" option from this drop-down list. As you can see, the result is month 1, date zero, and the year is 1900. Now, if we select this blank cell. And type in number 10, then Enter. Then change the cell format to "short date" as well. We can see the result is month 1, day 10, and year 1900. Now, you might be wondering. Does Excel support dates that are earlier than 1900? The short answer is no. Excel date system only supports dates between 1900 and 9999. Below or beyond that range, the Excel calendar system does not work, and any date input you enter will be treated as plain text data. For example, if I type in this cell 10, slash, 10, slash, 1800. Then press Enter. We can see that this cell doesn't automatically change to the date format. It only has the "general" or the standard format. In contrast to this cell. Because the data in this cell is a date. If we change the format to "long date" for example. We can do that to this data. But if we try to change this cell into a "long date" format. Excel does nothing because it never considers that this value is a date data. So don't be fooled by the look of this cell. At first glance, it appears to be a date. How it is displayed both in the cell and in the formula bar makes us believe that it is a date. But in essence, it is only considered as plain text data by Excel. We can prove this again by selecting these two cells. And then change their format to the "general" format. This one turns into a number. While this one does not change at all. If you need to create a date value before 1900 or beyond 9999, you can work around it through the use of Visual Basic script. But this is a more advanced topic that is beyond the scope of this course. What is also important to discuss, in relation to the date data in Excel, is the date settings in the Windows operating system. This is important because it has a large influence on how Excel displays date data and also how we input date data. If we hold down the Windows key then press the letter "i" on the keyboard. The Windows settings screen will open. You can click on this "time and language" option. And then make sure you are in the "region" category. On this screen you can see that I'm using the “English US” preset, that is why the date format is in this order, first is the month, then date, then the year. If we change the Windows calendar settings, by clicking on the "change data formats" button. Then for the "short date", we choose the third option from the bottom. Basically, this option will change the default date format to this order. First is the year, then the month, and lastly the date. Next, we can click on this “back” arrow button. Now we can see here, the date display order has changed. In this condition, if we open Excel again. And we select these cells. And change the format to "short date". We can see that Excel now reflects the changes we've made earlier in the Windows operating system. Now, whether it is in a cell or in a formula bar, the date data is written by first the number of the year, then the month, then the date. What is unique about changing date settings in Windows is that it also affects the way we input date data. For example, if I now select this empty cell. Then I type 10, slash, 20, slash, 2020. Then press Enter. Excel no longer considers this data that I input as a date. But just a plain text. We can see this cell format is still the standard which is "general". So essentially, if you change the date format settings on the Windows operating system, then the way you input date data must also be changed. You must follow the new Windows date standard. Just to prove my point, we can select this cell. Then type 2020, slash, 10, slash, 20. Then press Enter. Only now does Excel recognize this data as date. If we select these 2 cells. And change the format to "long date". Only the data in this cell can change. While this one does not change. For now and in the lessons ahead, I will change my Windows calendar settings back to the US default. Which is using the month first, then the date, and finally the year. 28. Advanced date formatting: In this lesson video, we will discuss further about date data formatting. For this lesson, we are still using the same file as the previous one. If you want to change how the date data are displayed without having to open the Windows settings screen. Or you want to display them in Excel using a different standard from the Windows operating system. You can do all this using the "format cells" window. For example, we can first select these date data cells. Then click on this button to open the "format cells" window. If you prefer to use a shortcut, you can also press Ctrl + 1 to open the "format cells" window. Make sure you are now on the "number" tab. To set the date data, you can select the "date" category here, or you can also go to the "custom" category for creating custom formatting. Now let's first look at the "date" category. In this category, you can choose various date formatting from the provided presets. To see the preview of how it will look like, you can take a look at the “samples” section above. From all of these presets there are 2 special presets. We can see both of them have an "asterisk" symbol. These 2 presets are dynamic presets based on the settings of the Windows operating system. So if you use one of these presets. And you make changes to the date format in the Windows settings screen. The date formatting of the cells that are using these presets will change automatically. Now, what if we live in a country that has a language and even script that is different from English. For example, we live in a country like Saudi Arabia. You just have to click on this drop-down list and search for the country of Saudi Arabia. With the locale setting set to Saudi Arabia, we can see some new presets that weren't there before. These date presets are the standard date formattings commonly used in Saudi Arabia. If we choose another language or country, for example, Indonesia. We can now select the date presets in Indonesian. We can see the name of the month is in Indonesian. In general, the settings you find in the "date" category are sufficient to accommodate various types of date formats in any country you live in this world. But in case you still want or need to create your own custom date format. You can do so by selecting the "custom" category here. But before that, let me return this date format to the one that matches the Windows settings. To do this I need to set the locale setting back to English US. Then select the "short date" preset with an asterisk symbol. Let's discuss how to create custom date formatting. Suppose we want to display the date by first the year in 4 digits, then minus, then the full month name, then minus again, then the date number. To create something like this, make sure you are in the custom category. Then in this box type "YYYY". The purpose of this code is to display the full year number in 4 digits. If you only type "YY", only 2 Y letters. Then the year number will appear in only 2 digits. Next, to display a minus symbol, just type minus here. Then for the month code. There are 5 different variations to choose from, 1 letter, 2 letters, up until 5 letters. If you use a single letter "M" only, the resulting month number will be between 1 and 12 without any additional zeros for months below month 10. If you use "MM", or double M letters. For the month's numbers before 10, Excel will add a zero in front of it. So with this code, the month's number will always be in 2 digits. Then if you use 3 M letters. Excel will display the short version of the month names such as "jan", "feb", "mar" and so on. If you use 4 M letters, then Excel will display the full name of the month. And finally, if you use 5 M letters. Then Excel will only display the first letter of the month. For now, since we want to display the full month's name, we should type here "MMMM". Then another minus sign. And finally, the code for the date. For this, there are 4 variations. If you only use 1 D letter, then for date numbers that only have one digit, Excel will not add any additional zero in front of them. But if you use 2 D letters. There will be an additional zero in front of the numbers before 10. If you use 3 D letters, then Excel will not display the date number, but instead the name of the day in 3 letters format. And finally, if you use 4 D letters. Excel will display the full name of the day. For now, we only want the date numbers without the leading zeros. So we just type here a single D letter. If you are done, press the OK button. And this is the result. The last thing that we want to discuss is using the language code. If we want to use a language that is different from the Windows settings inside a custom date formatting. For example, we want to display the month and day names in Indonesian. For this, we can insert the language code at the beginning, before the date code. Let's first select these cells. Then press Ctrl + 1 to open the "format cells" window. Make sure we are in the custom category. Click here. Then move the cursor so it is on the left side. Then type here the opening bracket symbol, then the dollar sign, then minus, type “id” in lowercase letters, then minus again, then “ID” again but now in uppercase, then the closing bracket. In addition, so that later we can see the name of the day. Type here "DDDD", then a comma, and then space. For now, we can see the preview up here. After you are done, press the OK button. And as we can see the dates are now displayed in Indonesian. Now, you may be wondering. What if we need the codes for other languages? Well, you can just search for the information online. But there is an easier way to get the code using just Excel. Just for example. You want to use this custom date formatting, but in the African language. To find the language code. First, select the cells. Then open the "format cells" window again. For now, we need to open the "date" category. In this drop-down list select the language "Afrikaans". Then select the preset that displays the name of the month. In this condition, if we return to the "custom" category. We can see that the language code for "African" is "af ZA". We can also see here that this drop-down list still keeps all the “custom formatting” that we have created before. So this drop-down list is more like a history list than a preset list. You can also delete any of these custom formatting presets by first selecting it. Then press the "delete" button. For now, we want to use the previous "custom formatting" which uses the Indonesian language. So select this one. But then we change the language code to "af ZA" so it uses the "African" language instead. If you are done, just click the OK button. And here is the result. You can use this technique for any other language in the world. 29. Text formatting: In this lesson video, we will cover the basics of formatting text data in Excel. There are 3 ways to do text formatting in Excel. First through the "Home" menu. Second, with the mini toolbar. And third through the "format cells" window. We'll discuss each of these methods one by one. Generally speaking, formatting text in Excel is quite easy. The method is basically the same as how we usually do it in Microsoft Word. First, we have to select the text that we want to edit, then we make changes. For example, we can select this cell. Then to change the font of the text inside this cell we can open the "home" menu. Here we can click and change the font to "Arvo" for example. Now, you need to understand that the list of fonts between one computer to another varies. It depends on which and how many fonts are installed by the user into the operating system. So if you can't find the "Arvo" font, feel free to use whatever font you have currently on your system. But if you do want to use this "Arvo" font, you can download it for free at fonts.google.com. I am not going to cover installing fonts as this topic is outside the scope of Excel. Next, you can change the font size using this pull-down list. Excel will display the preview directly on the text when we hover the mouse over these font sizes. Another way to change the font size is by pressing this button to increase the font size. And press this button to reduce its size. Then this button is used to make the font bold. This is to make it italic. And this is for adding underscore. Now, let's look at another method of formatting text. Apart from using a single cell selection. We can also select and edit multiple cells at once, for example like this. Then we can make all the text in these cells bold. Besides using the home menu, we can also use the mini toolbar, that is by right-clicking as we mentioned earlier. Then click the bold button for example to make the text thicker. We can also adjust the font size via this mini toolbar. Basically, this is similar to what we see in the home menu. Let's explore another method of formatting text. Besides selecting a whole cell or several cells at once, we can also apply text formatting to only part of the text inside a cell. Suppose we want to change the text “company” into “bold”, but not the rest of the text. To do this, first, double-click the cell. Then, to quickly select a single word "company”, you can double-click on that word. We can see, now, only the word "company" selected. To make it "bold", we can access the "bold" button via the mini toolbar. Or through the "home" menu. But now I want to use a special window called "format cells". We've actually used this before but not for text formatting. To access it you can click on this little square arrow. So that is one way to open the "format cells" window. The second method is to use the shortcut Ctrl + 1. Yes, this is the same as before when we dealt with the date and or number data. Just a side note here. The number 1 key that you need to press is the one on the left side of the keyboard, which is above the letter Q. Not the number 1 key which is on the right side in the "Numpad" area. So again, if you press Ctrl + 1, the "format cells" window will open, just like if we press the little square in the "home" menu. But notice how the parameters inside this window are different than before. This is because we have text data selected. Therefore, the font tab is opened instead of the number tab. This window provides more text formatting options compared to the "home" menu or the mini toolbar. For example, you can see several types of underlines. And you can also create a "strikethrough" effect, which is basically a line that crosses the text. Then the "superscript" effect for creating small floating symbols such as for degree, or power symbol, etc. We can also create a "subscript" effect which is very useful for making chemical formulas. We'll see examples of using these 2 features later. For now, just select "bold" from the "font styles" category. Then we click "OK". We can see that the text "company" is now "bold" while other words are not. To try out the "superscript" and "subscript" features, I have created 2 sample texts here. This is the famous Einstein's formula for energy and mass equation. And this is a chemical symbol of water. Both of them do not look right. This number 2 should go up slightly because it is a power value. But this number 2 should go down a bit because it shows the amount of the H element in the water compound. We can double-click on this cell. Then select only number 2. Then press Ctrl + 1. Then select "superscript" here. And then click "OK". For the water compound. The process is basically the same. We'll just have to select the number 2 character. Press Ctrl + 1. And now select "subscript", and then press "OK". The conclusion of this lesson is, you can make a text selection by selecting a single cell, or several cells, or just a part of the text inside a cell. Then to access the text formatting feature in Excel. You can use the "home" menu, use the "mini toolbar" via right-click, and finally through the "format cells" window which you can access via the keyboard shortcut Ctrl + 1. 30. Text color: In this lesson video, we will cover how to use colors on texts. In general, the methods for changing the text color are similar to text formatting. So first, you have to select the text. For this, we can do it in several ways. We can select a single cell, or several cells at once like this. Or, we can also double-click on a cell. And select only part of the text in that cell. You can also do this via the "formula bar" at the top. After we have the selection, we can change the text color using the “mini toolbar” here. Press the small arrow button next to the large button with the letter A. For example, we choose this red color. Alternatively, you can select the text color from the “home” ribbon menu using the same button. Finally, you can also do this via the “format cells” window by pressing this little button or by pressing the shortcut Ctrl + 1. In the “font” tab, there is a special pull-down list for selecting colors. So again, the text coloring method is basically the same as the text formatting method we discussed in the previous lesson. What we really need to discuss more in-depth is the color categories that Excel provides. If we click on this little arrow button. We can see that the colors are categorized into 4 types. First is "Automatic", then "Theme colors", then "standard colors", and finally "custom colors" which we can select by pressing the "more colors" button below. Let's go over each of these color categories. The "Automatic" color is basically the default font color in Excel, which is black. So, if you want to return the text to the standard color, you should use this color option. For example, let's say this text. We want to return the color to the standard color. For that, we press this arrow button. And select the option "Automatic" here. There is one thing that you need to know about this "Automatic" color. If you are familiar with using Word, you should know that Excel's “Automatic” color feature is not as sophisticated as the one that you can find in Microsoft Word. In Word, if you set the text color to "Automatic". Then we set the text's background color to dark. The text color will automatically change to white. That's why the name of the color is called "Automatic". Because the color can change automatically depending on the background color conditions. Unfortunately, this feature is missing in Excel. No matter what background color you choose, the text color “Automatic” will always be black. At least this is how Excel works when I record this video. Perhaps this will change in future versions. The next color category is the "theme colors". The colors in the "theme" category are dynamic. It means if you select this cell, for example. Then for the font color, you choose this green color. You actually do not choose that green color directly. You just associate the cell or the text you selected earlier, with the box at this location. Again, it is the box and not the color. The color of this box can change, depending on which color theme is currently active. To change the theme color, you can open the ribbon menu "page layout". Then select a preset from the "colors" list here. By default, Excel uses this "theme color" at the top. If we change it to this preset, for example. Which is the standard color theme in the older version of Office. We can see that the text in this cell turns orange. This is because, if we take a look at the theme colors category again, this box, which was green, has turned orange. The next color category is the "standard colors". These colors are static colors that will not change even if we change the color theme of the document. Now, before we continue discussing the next color category. Take a look at this button. Every time we choose a color, the button with the letter A will change to the color of the last one we use. So, if we select another cell or text, then press this button. The color that we last used will be applied again to the current selection. The last color category is the "custom color". If the exact color you want to use is not available in any of the 3 categories above, then you can define it yourself using the “more colors” button here. When you press this button, a window called "colors" will open. In this tab, you can choose a standard color, but with a lot more choices compared to what we saw in the previous standard category. To pick a completely custom color, you can select the "custom" tab. Here, there are 2 modes, RGB and HSL. I won't go into the details of these two color models. Because this course is about Excel and not "Computer Graphics". Simply put, RGB divides colors into 3 basic components. Red, Green, and Blue colors. While HSL divides color into 3 basic parameters. The first is the "Hue" parameter, then "Saturation", and finally "Luminance". In other software, this L parameter is sometimes named "Lightness", and sometimes also named "Level". Some software even uses other letters than L, such as B which is from the word "brightness". And there are also software that use the letter V from the word "value". So this HSL color model may look different from one to another software, but they are essentially the same. The area above this basically uses the HSL color model. The way this works is like this. In this large rectangular area. If we shift the color pointer left and right. The Hue parameter here will change. The leftmost point is zero for the Hue. And the rightmost point is 255. This Hue value determines the color type. Then if we move the color pointer up or down in this large rectangle. Then the S or the "Saturation" parameter will be affected. Saturation determines color density. The lowest point, where the “Saturation” value is zero, will turn the color to “grayscale”, or be in the spectrum between black and white. At the very top, where the “Saturation” value is 255, is the condition when the color is the strongest. Then the last one is the “Luminance” value. Essentially, "Luminance" determines how strong a color generates light. We can control this value by moving the pointer on this right bar. The bottom value, which is zero, will result in black. And the top value will make the color in its brightest condition. After you are done, you can click the "OK" button here. We can see that the text color has changed to the color we chose earlier. Now, what is unique about custom colors is that when we create one. Excel will display a new color category called "Recent colors". If later you create another custom color again. That color will be placed next to the previous custom colors in this area. This way, you can easily reuse the colors for other cells if needed. 31. Fill color: In this lesson video, we will discuss how to set the background color of cells, or what is called "fill color" in Excel. In addition to that, we will also discuss how to transfer colors from other software into Excel. As with text color, we can also access the fill color in 3 ways. Using the "mini toolbar", the "home" menu, and also the "format cells" window. Just for example, we can select these 3 cells. Right-click to access the mini toolbar. Then click on the little arrow next to the button that has the bucket icon. Then choose this light blue color for example. We can see these three cells changed to the light blue color. And we can also see that this bucket button color now changed to the light blue color we just used. In this condition, if we select another cell. And we click this bucket button. The cell will be filled with the same light blue color as these cells. Basically, the method is similar to coloring the texts. If you want to remove the fill color. Make sure the cells are selected. Then click this arrow button again. Or you can also do this via the mini toolbar if you want to. Then, you need to select this "no fill" option here. This is the default fill color in Excel. So again, the standard or default color is not the white color above this, but this “no fill” color right here. As we discussed earlier. Even though they look the same at first glance, this one is the theme color. Meaning, if you later change the color theme of your document. It is possible that the color contained in this box will no longer be white, but changed to another color. What is unique about the fill color, is the feature you get in the “format cells” window. If we select these cells for example. Then press Ctrl + 1. Then click on the “fill” tab here. You can see that there are several options that we didn't see before on the home menu or the mini toolbar. Now, before we discuss these fill features. I want to mention that you can also access the "format cells" window using the pop-up menu. So after we select the cells we want to edit. Just right-click, and you will see the “format cells” button here. If you click on it, the "format cells" window will open. So again, there are many ways to open this window. In this "fill" tab. Apart from solid colors, we can also use gradient colors via this button. And also patterns in this area. Let's take a look at the gradient features first. If you hit the "fill effects" button here. You will see a special window to adjust the gradient. Before we continue, you may be wondering. Why are there some disabled options here? The answer is, because these features only work on graphic objects in Excel and not on cell fill colors. Although in this version of Excel there is a new interface for adjusting the gradient on graphic objects. For cell fill color we still use this old interface. Basically, you don't need to worry about these 2 disabled options, because these features are not compatible with cell fill colors. We can adjust the gradient by setting the first color here. And the second color here. Then below we can choose the direction of the gradient. And here we can choose the variation. When finished, you can click "OK" here. Then click "OK" again. We can see that these cells now have a gradient fill color effect. To remove a gradient from a cell, you can use the "no fill" button that we have discussed earlier. Now let's discuss the "pattern" feature. For this, we can select several cells. Then open the "format cells" window again using the shortcut Ctrl + 1. For the "pattern" type fill, there are 2 attributes that we can adjust. The color and the type of pattern. For example, we can choose the yellow color from the "theme colors". Then we can choose the pattern. For example, this rectangular pattern. Click "OK". And this is how the cells look like with the pattern type fill color. Just as before, if you want to remove this "pattern", you can use the "no fill" button again. Sometimes, when we use other software. We find a color that we like and we want to use it in Excel. The best way to transfer colors is to use a hexadecimal color code. This applies in general to all software in the world, not just for Excel. There are two reasons why this method is the best. First, the implementation of the hexadecimal color code is uniform across all software, whereas HSL and RGB are not. For example, we know that in Excel all color parameters use a value range between 0 and 255. But in Photoshop, where HSL is called HSB, the Hue value is not from 0 to 255. But rather from 0 to 360 degrees. Likewise, the S and B values. Both use percentages. In other words, the value ranges from 0 to 100. Another example is the implementation of RGB in Blender software. Instead of using a range of values between 0 and 255. Blender uses a range of values between 0 and 1. So it would be difficult if you rely on RGB and or HSL values to transfer colors. Now notice in Photoshop, there is a special field that provides a color code that starts with a hash mark symbol. This is the hexadecimal color code. Likewise in Blender, there is a special tab that provides the hexadecimal code for the currently active color. We can see that the code only consists of 6 digits. This is the second reason why this method is the best. Is because copying one line of data consisting of only 6 digits is much easier and faster than copying 3 lines of data. This hexadecimal color code is actually an RGB value. The first 2 digits are for R or red. The next 2 digits are for G or green color. And the last 2 digits are for B or blue color. And for the hash mark or the pound sign symbol, this is just a notation to indicate that the values you see now are hexadecimal numbers, and not some other type of data such as decimal or plain text data. For example, if we have this purple color in Photoshop. We can extract the color by opening the "color picker" window. You can do so by clicking on this color box. Then you can pick the color by simply clicking on it. We can see that the R-value is 123, the G is 45, and the B is 167. We don't need to memorize these values. Just double-click the hexadecimal value. Then press Ctrl + C to copy it to the memory. Then in Excel, we can select this cell for example. Open the fill color panel, and select “more colors”. Then select "custom". Then we paste the value into this "Hex" field by pressing Ctrl + V. It doesn't matter if you forget the hash mark symbol or not, because Excel will fix it for us if needed. Then press Tab. We can see the same purple color we saw in Photoshop. And the RGB values are the same, 123, 45, and 167. If we click "OK". We can see the result. You can use this method for any color in Excel, not just for the fill color. For example, for the text color, border color, and so on. 32. Border line settings: In this lesson video, we will discuss how to set borders in Excel. You can use the file I provided for this lesson. Or you can also use your own if you want to. In Excel, there are at least 3 methods that we can use to set the borders. The first one is via the Borders drop-down list. The second one is by using the "draw border" mode. And the last one is by using the "format cells" window. Before we start discussing the various methods of setting the borders. We first need to discuss gridlines. In Excel, the "grids" or "gridlines", are essentially just a visual aid for working inside Excel. By default, they will not appear when you export or print the document. If we open the "view" menu. We can use this option to hide or show the gridlines in Excel. This is how the document will look like, by default, when we print or export it. I mean, it will look plain without any lines. Yes, we can set Excel to print gridlines, but we will discuss more of that later in the printing section of this course. Again, for now. Whether you enable this option or not, it will not affect the printout. What will appear later is just plain like this. For now, let's activate this "gridlines" option. To make lines that will be visible, by default, when printed, we have to set it using the "borders" feature. The first method to set borders is via the "borders" drop-down list on the "home" ribbon menu. Just for an example. If we want to have a border around this "smith" cell. We can select the cell first. Then open this “borders” pull-down list. Then select "outside borders". Now we can see this “smith” cell has a border around it. Also notice that now, this "borders" pull-down list uses the "outside borders" type as the default. Basically, this button will use whatever border type we used the last. So if we select this “binder” cell, for example, then we click this button. The “outside borders” that we used before, will be applied immediately to this cell. We can also do the same with this cell for example. And so on. The black lines or the black borders you see here, by default, will appear when we print the document later. Perhaps to see this more clearly, we can go back to the view menu, and deactivate the "gridlines" option. This is what the document looks like when we print it or export it. Now, what if we want to remove the border lines? For example, we want to remove the border in cell "87". First, we need to select the cell. Then on the "Home" menu. Open the "borders" pull-down list again as before. But now select "no borders". This will erase all the lines around this “87” cell. We can see that the border line on the right side of the “binder” cell is also erased. This is because the “binder” cell and the “87” cell share this center border. To create a border here. We can select the "binder" cell. Open the “borders” pull-down list again. Now select the "right border". We can see this cell is now enclosed by border lines. If you look closely. In the “borders” pull-down list, there are lots of border options that we can use. It would take too much time if we discuss all of them one by one. So I'm going to let you experiment on your own by trying these different borders. Another method of setting the borders is to draw them manually. If you click again on the “borders” pull-down list, you will see options such as “draw border”, “draw border grid”, and “erase border”. If you press the "draw border" button, you are now in the "draw border" mode. You can tell that you are in this mode from the mouse cursor that looks like a pencil. Also at the top, the “draw border” icon becomes active. Then we can also see the dots in the document when the “gridlines” option is turned off. If the “gridlines” option is active, then the dots will not be visible. In this "draw border" mode. We can draw a border line by doing simple clicking like this, one by one. Or you can also click-drag like so to create a long line. You can also make diagonal lines if you want by clicking and dragging from one corner to another diagonally. Now, if you click-drag diagonally but over a wide area, Excel will create a rectangular border line, or also known as "outside border". If you want to create a grid. For example, a 3 by 3 grid here. You can just click-drag like this. Then click-drag horizontally like this. And click-drag again vertically like this. Now, for a 3 by 3 grid is easy. But if you have to use this technique to create dozens of grid lines. Surely this method will take too much time. The alternative method is to use the next mode called the "draw border grid". With this mode, you can click-drag like this. Not only the "outside borders" will be created, but also all the interior lines. Apart from this, the "draw border" mode works similarly to the "draw border grid" mode. So basically, in this mode, you can also perform a click to create 1 line. You can click-drag to create a long line. You can even create diagonal lines. If you are done with this “draw border” or “draw border grid” mode, and you want to exit, you can press the Esc key. Or you can also press this active button so that it becomes inactive. We can see that the mouse cursor has changed back to the standard Excel cursor. The opposite of the "draw border" mode is the "erase border" mode. The way it works is similar to the “draw border” mode, except, instead of creating borders, this mode will erase them. So, you can click like this to delete a border one by one. You can click-drag to erase a long line. And you can also click-drag diagonally to remove border lines from multiple cells at once. Remember, this mode will only affect borders and will not delete data or formulas. The third method to set the border is by using the “format cells” window. For example, we can select these cells. Then to open the "format cells" window you can use the previous methods, for example by clicking on this little button. Then you need to open the “border” tab here. Alternatively, you can open the "borders" pull-down list first. Then click on “more borders” here. This will also open the "format cells" window, just like before. The difference is that the tab "border" opens immediately. So you don't have to look for the tab again. Okay. Now until this point, you might be wondering. What about the Ctrl + 1 shortcut? Can we use it to set the border? The answer is yes, you can use it. With a little note. You see, if you use the shortcut, Ctrl + 1. The “Format cells” window will open and the tab condition will be just like the last time we access it. For example, if the last time we open the “Format cells” window is by using this little button. Then after that. If we press Ctrl + 1, the "Format cells" window that appears will have the "font" tab opened. However, if the last time we access it is via the “more borders” button. If we later press Ctrl + 1, the “Format cells” window will appear with the “border” tab opened. Basically, if you use the Ctrl + 1 shortcut, you just need to make sure that the "border" tab is active. After you open the "border" tab in the "Format cells" window. You can adjust the border lines in this section. But, if you make changes here, the result will not be visible in the worksheet immediately. We need to rely on this preview area to get an idea of how the borders will look like. The buttons above are the "presets". We can use these to quickly get a combination of border lines. This one is for removing all borders. This is for adding an outline. And this one is for adding lines on the interior. These preset buttons will affect the condition of the toggle buttons below. “Toggle buttons” mean that they are like switches that can be turned on or off. You can set the overall border shape by activating each of these buttons. Turn it on if you want a border there. And turn it off if you don't want any border there. When you're done, just click this OK button. And you can see how the border lines have been applied to the cells we selected earlier. 33. Border styles and colors: In this lesson video, we will cover more advanced techniques for setting the borders. We will focus on the line style and also the color. To do all of these we can use the same methods we used in the previous lesson. And that is, first, by using the “borders” pull-down list. The second one is using the "draw border" mode. And the last one is using the "format cells" window. If you open the "borders" pull-down list. Below you will find the "line style" options. If we choose one of the styles available here, for example, this dashed line. Automatically we will enter the "draw border" mode. We can use this mode as usual, just like we discussed earlier. We can click. We can also click-drag to create a long line. Or create a rectangular border. If we press the Escape key to exit the "draw border" mode. In this state, the dashed line style we chose earlier is still active. So if we select some other cells, like so. Then we re-open the “borders” pull-down list. And select "all borders" for example. The border lines created by the "all borders" command will use the dashed line style. Perhaps, to see this more clearly, we can open the "view" menu and turn off the "gridlines" option. We can see these dashed lines more clearly now. If you want to return the border style to the standard one or default. Just click the "borders" pull-down list again. Select "line style" again. And select the second style from the top. Remember, the default is not "none", but it is this one. If you select "none", then you will enter the "draw border" mode. But now, the “draw border” mode is functioning more like the “erase border” mode, as it will erase existing borders. So this is something that you need to pay attention to when working with borders inside Excel. To set the border color, the method is more or less the same as how we set the border style. We can access it via the sub-menu "Line color" here. But, please don't forget to return this "line style" setting to the default, or to any of the styles available here. Other than the "none" option. Because if we set this to "none", no matter what color you choose here, it won't have any effect. After that, then you can choose a color for your border. In general, the available color categories are the same as those we discussed in the text colors and fill colors. So we don't need to go over all this again. For example, we can choose this red color. Now, automatically, we enter the “draw border” mode. We can draw a border with the color we just picked, which is red. And if you want to exit, you can press the Esc key. To apply the color to multiple cells. As usual, just select the cells. Then you can use the "all border" button to make the border lines turn red. The last method is using the “format cells” window to set the “line style” and also the color of the borders. For example, if we select several cells. Then press Ctrl + 1, or you can also right-click, and then select "format cells" here. In the "border" tab, as you can see, in addition to controlling the border lines, we can also adjust the style and the color for them. In general, the workflow is like this. First, you need to select the line style, and or the color. Then after that, you can continue using these toggle buttons on the right to control the lines. Just, for example, suppose you want to make the line at the top here to be thick and has a blue color. To do so, first, we choose the line style. This one for example. Then we choose the color. I think I want to use this blue color. Next, just press this button to create a border line at the top area of the selection. As we can see the line is thick and blue. Let's also add the same line style for the bottom. Another example. Let's say we want to make the vertical lines to be green and have a dotted style. So, we can choose a green color here. Then choose this dotted line style. Then click on this button, this one, and also this one. If you are done, just click the "OK" button. And now, we can see that the border lines on these cells have changed. As we expected. 34. Column and row sizes: In this lesson video, we will discuss various methods for resizing columns and rows in Excel. For this, there are several methods that we can use. First, we can use the column lines above as well as the row lines on the left side. Second, we can use the pop-up menu, and also the "Home" menu in the "format" sub-menu. Let's discuss each of them one by one. Suppose we want to make this “units” column wider or narrower. For this, we can hover the mouse cursor on the line above, which is to the right of the column. Then click-drag to the right to widen the column. Or click-drag to the left to narrow the column size. With the same concept, you can also change the row height. Let's say you want to change the height of this row. Move your mouse cursor on the line below the row. And click-drag to resize it. One thing to remember when changing the column width that has numeric data. If you change this "Total" column, for example. And make it too narrow, so that not all of the numbers can be seen. Excel will convert the numbers into pound signs or hash mark symbols. This does not happen with text data. For text data, if the column width is insufficient, Excel will just hide part of the text. So, again, the next time you come across a table like this. Which contains these hash mark symbols. No need to worry. Just resize the column width so all the numbers become visible. Next, if you look closely. When we click-drag to resize columns or rows, Excel displays the number of the size. We can use this behavior to quickly check the column or row sizes without having to change them. For example, we want to know how wide the column "date" is. We can click and hold the mouse, without moving it left or right. We can see that the width is about 14 points or 109 in pixels. A Point is a unit of measurement commonly used by fonts. When compared to the metric system, 1 point is equivalent to about 0.35 mm. Meanwhile, a pixel is the smallest unit of digital images displayed by the monitor. The ratio between pixels and the real world measurement is not fixed. It depends on the pixel density of the monitor or the software settings. Usually, this density is measured or expressed using PPI, which stands for "pixels per inch", or sometimes using DPI for "dots per inch". In Excel, you can adjust the pixel density in the "Options" window. To access it, first, open the file menu. Then select "options" here. Then in the "advanced" category, you will find the sub-category "image size and quality". You can select the pixel resolution from this drop-down list. For now, we will use the default setting of 220 ppi. Another way to know and change the size of columns and rows precisely is by using a special window called "column width" for the column width. And use the "row height" window to adjust the row height. To access these windows, we can do this in 2 ways. The first is via the "pop-up" menu. So for example, let's say we want to change the width of the "total" or the G column. First, select the column. Remember, what we are selecting here is not the cell, but the whole column. Then right-click. You will see a “column width” option in the pop-up menu. If you click on it. Here you can see the current size or width in points. You can change it to a new size if you want. For example, to 15. If you are done, you can press Enter or click the "OK" button. For the row, the procedure is basically the same. First, select the whole row. Then right-click. And then select the "row height" option from the pop-up menu. You can change the row height by typing in a new value if you want. Besides using the “pop-up” menu or right-clicking, you can also access these windows from the “home” ribbon menu. So after selecting the column or the row. Click on the "format" sub-menu. Then select "row height" to change the row height, or "column width" to change the column width. Sometimes, when arranging columns or rows. You want them to have a uniform size. For example, let's say we want the “units”, “price”, and “total” columns to all have the same width. To do this, first click-drag to select all of the three columns. Then, in this condition, if you drag one of these columns to adjust its width. When you release the mouse, the width will be applied to each of the columns uniformly. We can do the same with the rows. First, select the rows you want to adjust, like this for example. Then change the height of one of them. We can see that all of the rows, their heights changed uniformly. Sometimes we have a lot of data and too little time to adjust the column width and or the row height one by one. In this case, you can use a feature called "AutoFit". In essence, this feature will determine the best fit size for the columns or rows based on the content inside them. Not more and not less. To do this, we can select one column or several columns at once. Then open the "home" menu. In the "format" sub-menu, you will find the command "AutoFit column width". If you click this. Then all of the columns will change automatically so that they fit the contents. For rows, the process is essentially the same. You can just select a row, or multiple rows at once if you want. Then open the "format" sub-menu again. But now you select this "AutoFit row height" option. A faster way to access the “AutoFit” feature, without having to go through the ribbon menu. Is to perform a double-click on the mouse. For example, suppose I have several rows that vary in height and are not optimal. To make this row to have the optimal height. We can double-click on the line below the row. We can also optimize several rows at once. First, you need to select them. Then double-click on one of these row lines. We can also use this technique on columns. I'm sure you can do this yourself. The last thing I want to cover is applying AutoFit to all columns and rows in a worksheet. Perhaps you can already guess how to do this. As an example, I intentionally mess up or randomize the sizes of the columns and the rows. So, to apply AutoFit to all the cells. First, you can click here. This step is useful for selecting all columns and rows in the worksheet. Then you need to double-click on any of the column lines or the row lines, it doesn't matter. Double-clicking on a column line will auto-fit all columns. And double-clicking on any of the row lines will auto-fit all rows. 35. Text position and orientation: In this lesson video, we will discuss the various features in Excel that relate to text position and orientation. If we have a very large cell. That is by making the row much taller and the column way wider than the content. We will be able to see more clearly how the text alignment feature works. By default, Excel aligns the texts to the left, and aligns the numbers to the right. If you want to change this. For example, you want to align a text or a number to the center. To do this, first, we need to select the cell. Then click this button on the “home” ribbon menu. And to make it aligned to the right you can press this button. Basically, we can use these 3 buttons to adjust the text position horizontally inside the cell. For the vertical position, you can adjust it by using these 3 buttons. This is to position it at the top. This is the middle. And this is for the bottom. So, most of the buttons for aligning text can be found on the “Home” ribbon menu. If you right-click to access the mini toolbar. You can see that by default only the center alignment button is available in the mini toolbar. In Excel, we can also adjust the text orientation by using this button. You can make it tilted like this. Or rotated until it is straight like this. Or we can arrange the letters vertically. To see this, we may need a higher row. Like so. As you can see, the difference between this option and the previous one is that, even though it is arranged vertically, each letter of the text is still in an upright orientation. To return the text orientation to the standard one, simply press this active button again to turn it off. Sometimes, we have a long text that exceeds the size of the cell that contains it. For example, if I type in this long text. The function of the "wrap text" button above is to make the text automatically flow downward, filling up all of the available space. When this option is off, the text will only extend sideways and will seem to disappear if the cell next to it has content also. In the "home" menu there are enough features to adjust the position and the orientation of the text. Most of us probably don't need more features than what is available here. However, if you need more control over your text you can use the "format cells" window. To access the "format cells" window and immediately open the "alignment" tab, you can press this button. Or you can always press Ctrl + 1 and select the alignment tab here manually. Within this tab, we can see more options and features that we did not previously find on the “Home” ribbon menu. Here you can even adjust the orientation precisely using the degree unit. Feel free to experiment and try the various options available here yourself. When you are done, just press the "OK" button to apply. Or the "Cancel" button if you want to cancel the changes. 36. Cell Styles: In this lesson video, we will discuss cell styles. You can use the file I have provided for this lesson. Or, feel free to use your own. The term "style" in Excel, is basically a collection of formatting parameters that are stored inside a "preset". In Excel, there are actually many types of styles. We'll go over all of them gradually. For now, we're focusing on “cell style”. With cell style, we can store the fill color parameter, then the border line and color, as well as the text formatting and or the number formatting. To use or apply a "cell style", we first need to select the cell or several cells. Then, in the "home" menu you will find this "cell styles" menu item. If you click it, you can see all the presets that Excel provides. Now, you need to understand that currently, I use an HD monitor resolution, 1280 x 720 pixels, for the sake of recording this video. If you use a monitor with a larger resolution, for example, full-HD or even 4K. You will see the "home" ribbon menu like this instead. So the menu item "cell styles" is automatically expanded. You can browse the presets with the up and down buttons on the right. Or simply press the arrow button below if you want to see all of them at once. I will return my PC to the HD resolution again. Just for example, we want to use the blue "accent 1" preset shown below. We can see that the whole cells have now turned blue. We can select the cells here in the "part" column. Open the "cell styles" list again. Then use this "60% accent 6" preset. Then for these 2 columns, I want to use the preset "20% accent 6". And finally, for the "total" cell, let's use the preset "40% accent 6". What is unique about the “cell styles” feature in Excel, is that you can create your own custom presets, you can modify existing ones, remove them, and even transfer them to other files. We'll go over all of these step-by-step. Let's first discuss how to modify existing “cell styles”. For example, we want all the text in the preset “accent 1” to change to bold. Yes, you can just select the cells directly and make the text bold from the home menu. But imagine a scenario, where you have hundreds of cells using the same preset. Of course, it will be faster if we make changes through the style settings. To modify a cell style, you don't need the selection to be on the target cells, it can be on other cells. Then we need to open the "cell styles" menu again. Right-click on the preset "accent 1". Then select "modify". Excel will open this window, where we can choose which formatting features to be included inside this preset. For now, we don't need to modify these check-boxes. Just click on the "format" button. Now the "format cells" window opened. We have discussed this "format cells" window many times before. So you should already be familiar with it. In the font tab, select "bold" here. Then, we can also make the font size a bit bigger. For example 12 points. After that, we can click OK. Then click OK again. We can see that we just changed the formatting of all the cells that are using the “accent 1” preset. Without having to select the cells directly and or change each of them manually. Another example. Let's say we want to add a dark green border to all the “product” and “price” data cells. Just like before. We can right-click on the preset. Then select "modify". Before we move on, note that this style does not store border information. Now, you can click this checkbox to turn on the feature. But it is okay if you let it off for now, because later when we add the border formatting, this checkbox will automatically become active. So just click "format" here. Open the tab "border". Change the color first to this dark green. Then press the "outline" button, until we see a green line in this preview box. Then we can click OK. We can see that this checkbox is automatically activated by Excel. Click OK again. And this is the result. Feel free to experiment with other formatting features yourself. Next, we will discuss how to create new presets and also how to delete them. To create a new one, in the "cell styles" list, press this "new cell style" button. We can give it a name, for example, "My style". We can adjust these checkboxes later. Click the "format" button. First, we can set the font. For color, we choose this orange. Change the text size to 12 points. And set this to "bold". Then open the "fill" tab. Choose this purple color. After that, you can click the OK button. Now, we only need to save the font formatting and fill color. So apart from these 2 options, we can just turn off the checkboxes. Then we can click OK. We just created a cell style, but we haven't actually applied it to any cell. Suppose we want to apply the new cell style to this total cell. Select the cell first. Then open the "cell styles" list again. We can see the name and the preview of the style we created before appears at the top. And if we click on it, the cell style will be applied to the selected cell. Yes, the colors don't look harmonious. But at least you know now how to create a new cell style. If you change your mind and want to remove a style. Just right click on the preset and select "delete". Now, something you need to keep in mind. Earlier, we discussed that not all operations in Excel are stored in the undo history. This is one example of such operations. So if you delete a cell style preset, you won't be able to undo it. It will be lost forever. And the other consequence is, for cells that are using that preset, all of their formattings will return to the standard. The last technique that we want to discuss is "merging". You need to know that all cell style modification and or creation, will only affect the file locally. They will not affect the other files. To see this clearly. In this file, we have changed the preset "accent 1" so that the text becomes "bold". And this preset "accent 6" now has a border. If we create a new workbook. And open the "cell styles" list. In this file, all the presets are still the standard. So the preset "accent 1" text is not bold. And this preset "accent 6" also doesn't have a border. If you want to move or use the styles from the previous file inside this new file, this is where we need the merge feature. To use this feature, make sure both files are currently open. As of now, I already have the 2 files opened. Use the Ctrl + Tab shortcut to move from one file to another. This is the new file or the target file. And this is the file we want to get the preset from. Next, go to the target file. Then, open the "cell styles" list. Click on the “merge styles” button here. Excel will display a list of all currently open files, other than this active file. So, just select the file. Then click OK. Since this file contains many preset names that are the same as the file we want to merge, Excel displays this warning message. If we only want to copy the styles with custom names, you will need to select "no". But if you want to overwrite all presets that have the same name, you can select "yes". For now, we do want to replace all the presets with the same name. So we choose "yes". And now, if we open the “cell styles” list again. We can see that the preset "accent 1" has bold text. And this preset now has borders. Next. We can also use this "merge" method in case we accidentally delete a standard preset, and need to return it back. Just for example. We can right-click on this "accent 2" preset. Then select "delete". Now the "accent 2" preset is gone forever. Because remember, we can't undo this operation. To restore the “accent 2” preset, you can just create a new blank workbook, or open any file that still has the style you want to copy. Then use the "merge style" command again. Select the file from the list. Then click OK. And now as we can see, the preset "accent 2" is back. 37. Organizing table structure: In this lesson video, we will cover several techniques for structuring the table inside Excel. We will cover how to insert columns, rows, and cells. Then we will also learn how to remove them. To insert a row. Let's say we want to insert a new row between row 5 and row 6. First, you need to right-click on row 6. Remember, it is not row 5 that we pick, but row 6. Then choose "insert" here. Since we currently have a row selected, Excel understands that what we want to insert is a row. To insert a column, the concept is basically the same. Suppose we want to insert a new column between E and D. What we need to right-click is column E, not column D. Then select "insert". A new column will appear between the previous D and E. Now, what will happen if we perform the “insert” command on cells, instead of columns or rows. For example, we right-click on this cell with the text data "Jones". Then select "insert". In this case, Excel is not too sure whether we want to insert a column, row, or cell. So a window will show up to confirm this. The two options below will do the same things as we just discussed before. This option "entire row" will insert a new row above this row. While the option "entire column" will insert a new column on the left side of this current column. What is new are the two options above. We use these two when we want to insert cells. This option will push other cells and their data to the right. And this option will push them down. Let's try this “shift cells down” option. Click "OK". We can see, now we have a new, empty cell. And the other cells in the same column were pushed down. Let me undo this using Ctrl + Z. Now, if we right-click again and select "insert". But we choose this one. Just like before, we also have a new empty cell. But the other cells, which are in the same row as the current cell, are pushed to the right. To delete columns, rows, and cells, the method is actually similar to the "insert" technique. Suppose we want to delete this row. Just right-click on the row. Then select "delete". Likewise with columns. To delete this column for example. We can right-click on the column. Then select "delete". Then to delete a cell, we can select this cell for example. Then right-click and select "delete". This option is used if we want to remove the entire row. This one is used when we want to remove the entire column. Basically, the concept is similar to the previous "insert" technique. For example, if we try the "shift cells left" option. Then click "OK". The cell has been removed, and the neighboring cells to the right are pushed to fill the empty cell position. I undo again. Now if we right-click, select "delete". Then choose this option. We can see that the cell has been removed and the cells underneath are pushed upward. One thing you need to pay attention to is the use of the "delete" key on the keyboard. Because many beginners try to remove the entire column by selecting the column like this, then press the "delete" key on the keyboard. Instead of deleting the column. The "delete" key on the keyboard will only delete all the data in that column. In terms of structure, the column itself was never deleted. And this also applies to rows. So again, this is something you need to keep in mind when you want to perform a delete operation. Do you intend to remove the column or the row, or do you intend to remove only the data in that column or row? The next thing that we need to discuss is determining the necessity when performing the insertion. What I mean by that is, for example. Let me open our previous exercise file. In this worksheet, we have 2 tables. This large table and the small one next to it. If we want to insert a new row between row 6 and row 5 only in this large table. You should not do it via the "insert row" method. Because if we do that, we can see that this table will be affected also. For this case, we should use the cell insertion method instead, as we discussed earlier. So first select these cells that are in row 6. Be careful not to select the cells in the other table. Then right-click, then select "insert". Since we want to insert rows, we need to choose this “shift cells down” option. And now we have new empty cells in this table without breaking the structure of the adjacent table. To remove cells inside adjacent tables, the process is basically the same. Suppose we want to remove these cells. Click-drag to select the cells. Then right-click. And select "delete" from the pop-up menu. For this case, the best option is "shift cells up". Because if we select "shift cells left", of course, this will break the smaller table next to it. Click "OK". And we can see the result like this. The final technique we want to discuss is inserting existing data by using cell selection. If we have a selection like this for example. In the past few lessons. We've learned how to copy-paste and cut-paste using cell selection. What we haven't discussed is that we can also use this cell selection rectangle to insert or slip data. The method is similar to the cut technique, but we need to do it while holding the Shift key. So, hold down the Shift key. Then move the mouse cursor over the edge of this selection rectangle until you see an arrow symbol. Then click-drag to move the content. As you drag the content you will see a preview line where you will paste the content. If the preview line is horizontal, this means the surrounding cells will be pushed down. But, If the preview line is vertical, this means the surrounding cells will be pushed to the right. If we let go of the mouse here for example. You can see the data that was in these cells. Now pushed to the right. You can also use this technique to swap the position of columns or rows. Let's say you want to swap this column with this column. First, click here to select the entire column. Then hold down Shift and move your mouse cursor over this side. Then click-drag and move it to this location. Then release. We can see this column and this column has now switched places. You can also do this to switch rows. The technique is similar, so I'm pretty sure you can do this yourself. 38. Hiding columns and rows: In this lesson video, we will cover various techniques for hiding and showing columns and rows. Before we start, you need to understand that the columns or rows that we will hide will not be deleted. They remain in the document, just not visible. You can show them back whenever you want. Now, you may be wondering, so what is the benefit of hiding rows or columns then? There are many reasons why we need to do this. As a first example. Imagine that we have to work on a very large and complex table, and we need to compare data from one column to another. Let's say column A and column E. To make it easier, we can hide the other columns that are not our focus at the moment. We can select column B until column D. Then right-click on one of the columns. And then choose "hide". Then to hide rows, the process is basically the same. And sometimes hiding rows can be very useful. As an example, imagine you have thousands of rows of financial records in a year, from January to November. And you are now in December. Of course, it will be more comfortable to work if you temporarily hide all the data in the months before December. For that, we can select the rows. For example, let's select row 2 until row 5. Right-click on one of the selected rows. Then choose "hide". To "unhide" or show a hidden column or row. First, we need to know where the hidden column or row is located. It is actually quite easy to detect hidden columns or rows, because there are several indications that we can observe. First, as we can see, the letters of the columns are not in the correct order. From column A, then suddenly jump to column E. And Excel also displays double lines like this to show hidden columns. To show them back, you need to select all the columns from before and after the hidden columns like this. Then right-click. And select "unhide". We can also use this method for rows. Select them like so. Then right-click, and then "unhide". Now a question arises. What if the column or the row is the first one, for example, column A. If this column is hidden, to unhide this column, you can click-drag from column B to slightly cross the left border. It is not that obvious, but we actually have succeeded in selecting column A. So if we right-click and choose "unhide", now column A is visible again. If you have a very large table, it can be a pain to have to scroll right or down to look for hidden columns or rows. To unhide all hidden columns or rows at once. You can select all of them by clicking on this corner. Then right-click on a column or a row. Then select "unhide". Besides using the methods that we discussed earlier. There is another approach to hiding and unhiding columns and rows. And that is by using the click-drag method. You need to know that when we hide a column. We are actually setting zero value for the width of the column. And if we hide a row, we basically set a zero value also for the height of that row. By knowing this, we can "hide" a column, for example, this column, by simply dragging its right boundary so that the width becomes zero. The result is similar to the “hide” command in the pop-up menu. We can also do this on multiple columns at once. After we select several columns, we can click-drag like this until the width becomes zero. Now, to unhide or return the column's width. You can click-drag like so one by one. Or, let me undo this first. You can also double-click one by one on each of the boundaries of the columns. Note that in Excel, double-clicking on a column boundary is a way to use the AutoFit feature as we discussed earlier. Let me undo this again. If we want to "unhide" several columns at once by using the click-drag method, you must select all of them. Like this. Then hover your mouse over the double line of this column, but slightly towards the right side. Then click-drag. This will make all columns visible and will automatically apply uniform widths. You can also perform this technique on rows. Because it is basically the same process. I don't think we need to go over it again. I'm sure -in sha Allah- you already understand it. The last thing that is important to discuss is how to correctly manipulate the width of a column if the next columns are hidden. For example, if column C and column D are hidden. Then we want to change the width of column B. In this case, you need to be extra careful. If you want to change the width of column B, you have to move your mouse so that it is on this double line but slightly to the left, not to the right. If your mouse cursor is positioned slightly to the right, when you do click-drag, then column D will appear. So again, you need to be slightly at the left. Then click-drag to adjust the width of column B, without distracting or opening column C and column D, which are currently hidden. And, as always, this technique also applies to rows. 39. Merging and splitting cells: In this lesson video, we will cover the techniques for joining and splitting cells. But before that, first, we need to discuss text overflow. If I select cell J4, then input a long text in this cell. I'm just pasting a "lorem ipsum" text here, just for example. As we can see, by default, the text flows out of the cell, when the cell size is too small compared to the text. So if you ever see a long text like this in Excel, the text actually exists inside the first cell which is J4 in our case. To prove this, we can check that cells K4, L4, M4, and so on have no data at all. If we select J4 again, and now we change the text alignment to center. The text will flow equally to the right and to the left of cell J4. Now, notice if I change the alignment to the right. Part of the text is covered by this cell. Why is this happening? This is because Excel prioritizes the original data of a cell over the data that are flowing from other cells. Cell G4 has data, therefore the text from cell J4 yields and so becomes blocked behind it. As we discussed earlier, this behavior only applies to text data. For numbers, if you have numerical data that are too long, Excel will convert them into hash mark symbols. Let's say you want to create a title for this table "SALES 2020". Right above and in the center of this table. What do you think that we need to do? First, of course, we have to insert a new row above row 1. We can right-click on row 1. Then select "insert". The next challenge is, in which cell we have to type in the text? We may just select cell D1 because it is positioned in the middle. We can type the text "SALES 2020". And change the text alignment to "center". We can also make the text "bold" and increase the font size to 28, for example. Now, the text appears to flow out of the cell. With this method, yes, the title looks good at first glance. But imagine if one day you have to change the size of the columns on the left or right. Perhaps there is a new salesman whose first name is very long. Or maybe you have to insert a new column, for example. Then in these scenarios, people will start noticing that the title of this table is not really in the center. This is why we need the cell merging feature. To make the title exactly at the center of the table, you can merge all the cells above into a single cell. To do this, select all the cells. Then in the "Home" menu, you can see the "merge" command. If you click on this little arrow button. It turns out that there are 3 types of commands for merging cells, and one command to separate them. We will discuss all of these one by one. But before that, first, I want to change these cells to be left-aligned. This is so later, we can see the difference between each command better. The first command is "merge and center". If you use this. All the cells that we selected will merge into one and automatically adjust the text alignment to center. So now we have a perfectly centered table title. It will still be centered, even if later you resize one of the columns. So in general, the command "merge and center" is suitable for creating table headers. Let me undo this for now. The difference between the "merge and center" command and this "merge cells" command, is that Excel will not change the text alignment. It will just use the existing text alignment. If the initial setting is left-aligned, after merging, the result will be left-aligned also. Of course, we can change it manually later if we want it to be centered. Nonetheless, if you want to align to the center from the beginning, the command "merge and center" can save you a bit of time. Before we discuss the next "merge" command, which is "merge across". First, we need to discuss the implications of "merge cells" on data or formulas. Just an example, if we select cells G3 to K3. Then select "merge and center" from the Home ribbon menu. Or you can also use the mini toolbar by right-clicking, and then clicking this button. As we can see, Excel will combine them without any problems and without any confirmation. Likewise in the previous title cells. If there is only one data in the center cell, while other selected cells are empty. If we merge them, that data will survive and be used in the final result. But suppose we select these 6 cells. And each of these cells has its own data. If we perform a merge, Excel will display a confirmation or a warning that only the data in the upper-left cell will survive. Everything else will be permanently deleted. If we click "OK", only the number 87 appears as the data. So this is one thing you need to pay attention to when merging cells. Now let's discuss the “merge across” command. If we select 8 cells like this, for example. We have the name of the salesman on the left and the name of the product on the right. The "merge across" command will merge these cells but separate them per row. Let's just try this. Excel will confirm for each of the rows we want to merge. This is because in every cell we want to merge there is data. We just keep clicking "OK", until all the rows are merged. And, we can see the result like this. Again, “merge across” works by combining cells per row, and not all of them as in the example above. One thing that you need to keep in mind when merging cells, is the condition of the new cell address will use the previous top-left cell. So this cell is now A1. This cell is now E4. And each of these cells uses column C as the base address. Not column D. The last thing I want to discuss is splitting the cell that we previously joined together. To split or unmerge a cell, just select the cell. Click this arrow button. Then select "unmerge cells" here. We can see that the title text, whose data was in cell D1, is now in cell A1. Another example, we can select this cell. Click this button again. Then select "Unmerge cells". We can also see that the number 87 is now located in the upper left corner cell. And all the previous data in these cells are gone. Finally, we can select all of these cells, then press the "Unmerge cells" button again. Essentially, we can perform "Unmerge cells" on multiple cells at once. And as we can see, each of these cells stores the data in the left side cell. 40. Inserting images: In this lesson video, we will cover various methods for inserting images into an Excel file. There are at least 4 ways that we can do this. First and foremost is to use the "insert picture" command. The second is the "copy and paste" method. The third is the "drag and drop" method. And the fourth is to use the command "paste as picture". For the last method, we are going to discuss it now, but later when we discuss different types of paste. Let's first discuss the "insert picture" command. For this method, you need to select a cell first. Note that by default drawing objects float above the worksheet. They are not tied to the grid or the cell position. The reason why we are selecting a cell is only for a reference for the initial location of the imported image. Later, we can freely move the image object regardless of the grid. After you select a cell, you need to open the “insert” menu. Then in the "illustration" section, select "pictures" here. There are several options provided by Excel, "this device", "stock images ", and "online pictures". If you select "this device", basically, you will open the "file explorer" where you can select image files on your computer. For example, I chose this clownfish image. You can use any image file that exists on your computer. Then you can click the “insert” button or simply double-click on the image file. We can see that the top left corner of this image is positioned at the cell we selected earlier. To be able to see the picture more clearly, we can use the zoom techniques and or the scroll techniques as needed. We've covered navigation techniques before so I don't need to go over them again in this lesson. Next, we can select this cell. The second option for "insert picture" is "stock images''. These "stock images" are basically a library of images provided for free by Microsoft to Office users. We can see that there are 4 categories of images. The "Stock Images” category is basically photos. The next category is the icons. And then the next one is the “cutout peoples''. Basically, these are photos of people that have been cropped or have the background removed. And the last is the "stickers'' category. To choose an image, besides browsing them directly by scrolling like this. You can also narrow down the search by first selecting a sub-category here. For example, we can click "chicken", or "meow", and so on. You can also search by typing a keyword here. For example, I can type in here "heart". Excel will display all sticker images related to the “heart”. I can choose this image for example. You can also select multiple images if you want. The images that are selected and will be imported will have check marks on them. If you want to deselect an image, just click on it again until there is no checkmark. If you are done, press the "insert" button here. Excel will download the file and place it in our worksheet. The next option of "insert pictures" is the "online pictures". Basically, this option will use the Bing search engine to find the image that we want. For example, I type here "avocado" then press Enter. Bing will search the images and display the results here. Let's say, I like this avocado image. Press the Insert button. As before, Excel will download the file and include it in the worksheet we currently open. One thing you should keep in mind when downloading image files from the internet, is that, you need to be aware of the copyright of the image. In this case, Excel or Bing will help us to embed the required text, in case the image that we download is not completely free to use. For example, if it has a CC or “creative commons” copyrights, you are required to write some kind of appreciation or credit to the owner of the image. The next method of inserting images is to copy and paste. Sometimes, after working on an image inside a graphic software such as Photoshop or Krita, etc. You just want to transfer the image directly into Excel without having to bother exporting it first into a file. In such a case, the copy-paste method would be more suitable for you than the other methods. Just an example. Here, I open a graphic software called Krita. Suppose we want to transfer this image to Excel. First, you have to make a selection. Then press Ctrl + C to copy. By doing so, the image data is now stored in the system memory or what is commonly known as the "clipboard". We can go back to Excel. And then select a cell as the initial reference for the image position. After that, press Ctrl + V to paste. We can see that the image we have in Krita, is now duplicated in Excel's worksheet. The last method we want to discuss is the drag and drop method. Please note that this method does not work in all applications. You can only use this feature if the other applications support drawing objects as well. For example, you can drag and drop image objects to Excel from Microsoft Word, Firefox browser, Xn-View, and so on. But you can't do this method from the file explorer. I don't understand why Microsoft made this restriction. Maybe this condition will change in the future. But that is the condition when I recorded this video. Just for example. If in Microsoft Word you have an image object. You can click and then drag the image to Excel. Then release here, for example. We can see that the image now exists in this Excel file. Another example. I opened a media browser program called Xn-View. I can click-drag this image, and bring this to Excel. And then release the mouse right here. We can see that the image is now available inside this worksheet. So, these are some techniques to insert images into Excel. 41. Insert versus Link: In this lesson video, we will discuss the differences between importing images via the "insert" method, with the "link" method, and also with a third method called "insert and link". If you insert an image using the "insert picture" method, then select "this device". Once you have selected the image you want to import. Pay attention to the "insert" button. Besides the "insert" command there are actually other options that you can use. There is a "link to file", and there is also "insert and link". Let's first discuss the "insert" method which is the default method for importing images. This is the method that we use in the previous lesson. In other applications, this "insert" method is also known as "embed". Essentially the data of the image file that you import will be stored inside the Excel file. The consequence is that the file size will be larger than before. This is the downside of the "insert" method. But the advantage is that when you need to move the Excel file to another computer, you don't have to bother moving the image files separately. Just move one XLSX file and all the image data will follow along. Next is the "link to file" method. This second method is the opposite of "insert". It does not store the image data directly inside the Excel file. But only include the reference of the image file location. So when we save, the size of the file will not increase. The downside of this method is that if you need to move the Excel file to another computer, you will also have to move the image files separately. You might be wondering. Why or when do we need this "link" method? We need to use this "link to file" feature in case we need to import dynamic images. Perhaps it is an infographic image that is always updated every week by our colleagues. In a scenario like this. If you only rely on the "insert" method, then you need to repeat the import process every week or every time the image data changes. However, if you use the "Link to file" method. You only need to import the image once. And after that, Excel will automatically update the image, because it always opens the image file directly from the referenced location. But you need to remember, that if the image file is deleted, Excel will only display an empty box containing an error message. You don't want this to happen when you are presenting the Excel file in front of your boss or in front of your prospect customers. The last method of importing images is "insert and link". As the name suggests, this method is a combination of the two previous methods. So, basically, it will save the image data inside an Excel file, just like "insert". But at the same time keeps its relationship with the original image file, just like the "link" method. When there are changes to the original file, Excel will update the image automatically. And if the original image file is lost, or deleted, or not detected, Excel will switch to using the last version of the image data it has stored internally. At first glance, this third method is the safest and best method to use. But you still need to be careful with this method, because it can trick you without you realizing it. Why do I say that? Because. If one day the reference image file is not detected. From then on, Excel will use the image data stored inside the file. But Excel will just do this without informing us. And, if the original file is available again. Excel still will not use the file and continues to use the internal image data. So it is possible that your co-workers have updated their image files many times already. But you are still using the old version of the image without you knowing it. So these are the things you need to keep in mind when using the "insert and link" method. 42. Transformation and Snapping: In this lesson video, we will cover various techniques related to transforming picture objects, and then after that the snapping techniques. First, let's talk about transformation. What transformation means is everything related to changes in position, rotation, and scale. The first and foremost transformation technique is to use the control points that exist around the picture object. To move a picture object, just hover the mouse cursor over it. Then click-drag to move it. Then to rotate. You can use this circular arrow icon. Click-drag on it and perform a rotational movement to rotate the object. Finally, is scaling. To scale in or scale out an object uniformly, we can click-drag on one of the points at the corners of the object. With this technique, the proportion of the original picture will not change. You can also scale by clicking and dragging the points on the top, right, bottom, and left sides of the picture object. But you should note that if you scale using these points, you will be doing it non-uniformly. This means that the proportion may get distorted because the picture can be squashed or stretched. In general, you want to avoid doing a non-uniform scale like this, as this will ruin the appearance of the picture. Let me undo all of these changes. Apart from using the control points on the picture object, we can also perform some of the transformations through the commands on the ribbon menu and also the side panel. If a picture object is selected, we can see that Excel will display a contextual menu called "picture format". Again, this is a contextual menu, so if you deselect a picture object, this menu will disappear. So, just make sure you have a picture object selected. Then, in this menu, you can see the "rotate" option. This allows you to rotate the picture object 90 degrees clockwise. Or 90 degrees counterclockwise. You can also flip or mirror a picture vertically. Or horizontally. I undo again for now. Next, for the side panel method, there are many ways that you can access it. You can right-click, then select "format picture" here. You will see the “format picture” side panel open on the right side. If we click on this icon. Here we can adjust the scale and rotation with more precision. We can adjust the size by entering the width and height values in inches or by percentage. We can also adjust the rotation by entering the degree value here. One button that you may need frequently is the "reset" button. Essentially, this button will return the picture to its original size and rotation. To do a reset, you can also use the command in the "picture format" menu. Click on the "reset picture" button then select "reset picture and size" here. The next important transformation technique we want to discuss is "snapping". When we move a picture object, sometimes we want the edges of the picture to snap to the column line and or the row line. To do this you can move the picture while holding down the Alt key. With this technique, we can easily position this edge to this row line for example. Or this corner to this grid point. Then, you can also use this Alt key in the scaling process. For example, while holding the Alt key, we can move and snap this edge onto this line. And this edge to this line. Etc. In addition to the Alt key shortcut, you can also activate the snapping feature via the "Picture Format" menu. To do this, click on the "align" menu item. Then activate the option "snap to grid". If this option is active, when you move a picture object or scale it, the picture object will snap to the column lines or row lines as if we are holding down the Alt key. Just, don't forget to turn off the “snap to grid” option again when you don't need it anymore. Next, if you want to activate snapping during rotation, you can use the Shift key. This will make the rotation snap for every 15 degrees. So, while holding down the Shift key, we can easily rotate the picture at exactly 90 degrees, 180 degrees, etc. Or easily return it to its original orientation. 43. Managing visual objects: In this lesson video, we will cover a variety of methods for organizing visual objects in Excel. First, we will discuss how to lock pictures to the cells or grid below them. Then we will discuss the depth sorting technique. And finally, we will discuss the "selection" side panel. If we select this cell, for example, then import an image. Then we right-click and open the “format picture” side panel. In the "size and properties'' category, we can see 3 options. By default, new picture objects will have the “move but don't size with cells'' mode. The purpose of this mode is if we change the width of the column on the left side of the object. Or change the height of the rows at the top of the object. Then the object will move. Essentially, the image will follow wherever the cell it is located goes. What I mean by this, is the cell in which the upper left corner of the picture object is located. But if we change the width of the column in the middle of the picture. The scale or the size will not be affected. Likewise, if we change the height of one of the rows in the middle of the picture object. It will not be affected also. If we change the option to “don't move or size with cells” mode. Now, the picture object does not care about the cells underneath it. So even though we change the size of the columns and or rows so that the position of these cells changes. The picture object remains static in its position. Perhaps the most interesting option is the one at the top, which is "move and size with cells". In this mode, it is like the borders of the picture object are nailed to the grid behind them. So if we change one of the column or row sizes that pass through the picture, the size of the picture object will change also. For better results, you may want to combine this feature with the snapping feature. So hold Alt and drag this edge over here. And this one over here, and so on. Until we have something like this. Because it is still in the “move and size with cells” mode, if I change the size of this column for example. The picture object size still changes automatically. Now, what is unique about this mode is that apart from changing the size, the picture object will also participate if we perform a hide or unhide command on the columns or rows. For example, if I select all of these columns. And hide them all using the hide command. The picture object in the column area will be hidden also. If I click-drag like this and then perform "unhide", the picture object will appear again. These hide and unhide features also work on rows. I am sure, in sha Allah, you already know how to do it. The next technique we need to discuss is "depth sorting". Basically, depth sorting is a collection of methods for arranging objects based on their depths. In Excel, if we import more than one image. The last image we import will be positioned at the top so it covers all the previous images. Sometimes this condition is not exactly what we need. To rearrange the depth of picture objects, you can use these buttons in the "picture format" menu. The button "bring forward" is used to raise the object one step up. Meanwhile, the "send backward" button will lower the object one step down. If you want to raise an object directly to the very top position, you can click on this little arrow button and select "bring to front". And vice versa, you can put the picture object directly to the lowest position by clicking on this small arrow button, and then press the "send to back" button. Besides using the ribbon menu, you can also access the “depth sorting” feature via the pop-up menu by right-clicking. We can see the "depth sorting" buttons also available in this pop-up menu. Sometimes we want to hide pictures without deleting them or without hiding any column or row. For this case, we can use a side panel called "selection". To access this side panel you can open the "home" menu. In the "find and select" menu item, you will find the "selection pane" button. If you click it, the side panel "selection" will open. Currently, we have 2 side panels open. You can use the icons on the side to move from one side panel to another. In the side panel "selection", Excel lists all visual objects in the worksheet. If you click on the item "picture 3", for example. Then the related picture object will get selected. If we click on the item "picture 2", this picture is now selected. The point is, this side panel can help us select visual objects in the worksheet by using a names list. And this process also works both ways. So, if we select the object directly in the worksheet. The item in the list will automatically get selected also. Next, we can hide all visual objects by pressing the "hide all" button. And to show them all back, you can press the "show all" button here. If you need to hide these objects individually, you can click on the icons on the right side, which look like an eye. Hidden objects will have a crossed eye symbol. To unhide hidden objects, just click again on the eye icon. Now, pay attention to these names. Imagine we have dozens or even hundreds of visual objects in the worksheet. Of course, using generic names such as "picture 1", "picture 2", "picture 3", and so on, will make us confused. This side panel's list will be more useful if we give these visual objects a unique and more meaningful name. For example, we can name this one "fish", this one "pineapple", and this one "mountain". Just for example. To rename an object. First, we select the item by clicking on it. Then just click again one more time on the same item. Let's change this to "mountain", for example. Press Enter to confirm. Then click on this one, and click again. Rename this to "pineapple". Press Enter. Or just click here, and click again. Change the name to "fish". And then Enter. The last feature of the “selection” side panel that is no less important for us to discuss is its ability to adjust the depth sorting. Previously we discussed depth sorting via the ribbon menu and the pop-up menu. So basically, this is the third method that we can use to perform depth sorting. If you look closely. The sorting of visual objects in this side panel's list actually follows the order of sorting in the worksheet. So basically, the object on the top of this list will cover other objects that are below it. Suppose we want to move this "mountain" picture down. You can first select the item. Then press this down arrow button. If you press the up arrow button, the object will move up again. As we can see, if we position an object to be at the bottom in the list, so is its depth in the worksheet. It is located at the bottom covered by other picture objects. Apart from using these arrow buttons. You can also directly click-drag with your mouse to rearrange an item to any location that you want. We can move the object up, or move it down. 44. Transparency and Cropping: In this lesson video, we will cover how to adjust the transparency and then how to crop images. In terms of transparency, there are 2 things that we need to discuss. The first is to control the transparency of a whole image. And the second is to adjust the transparency only on certain parts of an image. If we select a picture object. We can adjust the overall transparency by accessing the "picture format" menu. Then click on this “transparency” button. You can determine the level of transparency by selecting one of these presets. The farther to the right, the more transparent the image will be. If you need more control in adjusting the transparency, you can click this button which will open the “format picture” side panel. You can click-drag this slider. Or simply type the transparency value in this box. As we can see, the bigger we set the value, the more transparent the image will be. Sometimes, we need transparency on only a portion of the image. If you pay attention. This clownfish image has a transparent background. While the pineapple character image is not. To get a transparent effect like this, you have to use graphic software like Photoshop, Gimp, or Krita, etc. Then export the image to a file format that supports transparency, such as PNG, TIFF, and so on. If you export the image in JPG format. You can not have any transparency on that image. Now, what if you want to make some areas of the image transparent but you don't have graphic software installed on your computer. Can Excel do it for you? The answer is yes Excel can do this for us. Although of course, the results will not be as good as if you use graphic software. For example, we want to remove the background area from this image. For this, we first select the image. Then in the "picture format" menu, click on the "remove background" button. Now Excel is in "background removal" mode. That is why most of the menus above are not visible. Now notice that some areas in this image have turned purple. This purple color indicates that the area will later be erased or made transparent. Usually, Excel is smart enough to recognize which object is important and which is the background, that is when the background color is uniform and less complex. However, for an image with a complex background like this one, Excel is having a hard time. So our job now is to mark which areas should be removed and which areas should be preserved. For example, we want all of these areas removed. For that select the "mark areas to remove" button. Then make random strokes like this. Be careful not to get into the pineapple character areas that we want to keep. After we release the mouse, the preview image will be updated. And now this area is marked in purple. To mark the areas we want to keep, we can use this button called “mark areas to keep”. For example, we can see that some of the tips of the hair are slightly cut off. We need to mark this area of the hair so it will not be erased later. We can see in the last preview that the hair is not cut anymore. Just repeat this marking process until all the areas that should be removed are covered in purple. And the preserved area isn't covered in purple. After you are done, you can press the "keep changes" button here. If you want to cancel the "background removal" process, then you can press the "discard all changes" button. For now, I press "keep changes". And this is the result. The area around the pineapple character has all become transparent. Now, this image looks similar to the sticker stock images provided by Excel. But for a picture this small, the overall control area is now too large. To crop the image so that the overall area is reduced, we can use the "cropping" feature. In Excel, we can crop an image using a regular rectangular shape or we can also use custom shapes. For now, let's take a look at how to use a regular cropping method which basically uses a rectangular shape. For this, you can click the "crop" button in the "picture format" menu. Notice that there is a control box with black nodes. If you move the right one, for example, to the left. When this line crosses the drawing area, the image turns gray. This indicates that this area will be removed later. We just move it here so that the pineapple character is not cut off. Then slide this left one to the right. Then we lower this top node. And this one, we move it up. Once it is done, we can press this “crop” button again. Or simply press the Esc key on the keyboard. Now, this image has tighter control points. This way it will be easier if we need to do a transformation. Next, let's discuss cropping techniques using custom shapes. To see the custom cropping effect more clearly, it will be better if we use non-transparent images. To restore this picture object to its original image before the “background removal” process and also before the cropping process, we can use the image “reset” method that we discussed earlier. And that is by clicking on the "reset" button, then select "reset picture and size". Now this image is back to its original condition. For example, we want to crop this image using a heart shape. First, we click on the little arrow button below the “crop” button. Then select "crop to shape". Then select the shape we want to use. For now, I choose this heart shape. And this is the result. The image area that is inside the heart shape will be visible, while those that are outside will be transparent. If we want to change the shape, for example, into an ellipse. We just need to do the same process as before. But now we select this ellipse shape. And this is the result. Now you might be wondering. What if we want to turn this ellipse into a perfect circle? Can we do that? Yes, we can. And there are 2 ways to do this. The manual method or the automatic method. The first is the manual method. Basically, we can still adjust the size of the “custom shape” like the way we set the rectangular crop. And that is by clicking on this big "crop" button. Then we can drag the cropping nodes just like before. By doing this the size of the "custom shape" will change. Once you are done, you can press Esc. But, as you can see, it's a bit difficult to form a perfect circle using this manual method. Let me undo this first. The second method is the automatic method. First, we can open the "crop" menu again. Then select "aspect ratio". And choose 1 by 1. This "aspect ratio" is basically the divide value between the width and the height. So a value of 1 by 1 will cause the width and height of the ellipse to be the same. In other words, the shape will be a perfect circle. After you are done, as usual, you can press Esc to exit the cropping mode. The last 2 things that we need to discuss are these commands, "fill" and "fit". Essentially, we can use these two buttons to automatically scale the image against the cropping region. If we press the "fit" option. The image will be scaled so that everything fits into the cropping region. But this technique will leave empty areas inside the crop region. If we select the "fill" option, Excel will scale the image so that the image is large enough to cover the cropping region and leaves no empty area inside it. However, parts of the image will be sacrificed as they will be hidden from the view. 45. Shape objects basics: In this lesson video, we will cover how to create shape objects in Excel, as well as how to change the appearance of their colors and shapes. To create a shape object, you can open the “insert” ribbon menu. Then in the “illustrations” section, select “Shapes” here. We can see that Excel provides many types of "shapes" that we can use. Of course, we will not discuss all of them one by one because that will be very time consuming and also boring to watch. We will discuss only a few of them. With the hope that these can represent all the types of shapes that Excel provides. In general, to create a shape object. Just select the type of shape that we want to create. Then click-drag on the worksheet. Like this. Now, if we open the insert shape menu again. We can see that they are divided into several categories. The most unique of all these categories is the very top category. Why? Because the other categories below it are static. It means that the contents are always the same from time to time. Meanwhile, the top one is dynamic. The contents depend on the type of shapes that we used before or frequently. So suppose we create this “smiley face” shape. Click the shape. Then click-drag like this on the worksheet area. If we go back to the insert shape menu. We can see this “smiley face” shape now appears in the top category. As it is still appearing under the “basic shapes” category also. Now, if we select a shape object. Excel will display a new contextual menu called "shape format". In general, each shape has 2 types of colors. The fill color and outline color. The fill color is the color that fills up the closed area of the shape. While the outline color is basically the color of the lines that form the shape. For example, if you want to change the color of this shape to yellow for example. Make sure the object is selected. Then click on the "shape fill" button. And pick a yellow color. Now this shape has turned yellow. To change the outline color, simply click on this “shape outline” button. Then choose the color you want to use. For example, I choose black. The color has changed, but it is not obvious because the outline is too thin. To adjust the thickness of the outline, you can click again on the "shape outline" button. Select "weight", then just choose a thicker value. For example 6 points. We can see that the outline is now thick and black. Next. We need to realize that not all shapes have a fill color. An example of this is the arrow shapes. To create a new arrow object, or a new shape object in general. You can go back to the insert menu like before. But, if you are already in the "shape format" menu, you can just use this list to create new shapes. You can use these 2 buttons to scroll down or up. Personally, I prefer to access the shape list using this button because I can see all of the shapes at once. Now, let's try creating this straight-arrow shape. Click, then click-drag like this. Now, pay attention as we select this arrow shape. The menu item "shape fill" is not active. Again, this is because the arrow object doesn't have any closed areas so it cannot support the fill color. Now we will discuss how to edit shapes. In terms of editing capabilities, we can divide shape objects into 2 types, "primitive" and "editable". So what is the difference? Primitive shapes are shapes that still have special orange nodes that can be used to easily and quickly change their appearance. An example is this "smiley face". You can adjust the mouth from smiling to sad by using this control node. Another example, if we create this block arrow shape. We can adjust the thickness of the line with this node. And adjust the length of the arrowhead with this node. Okay, so those are examples of the "primitive" type. The second type is "editable". Basically, we can tweak the shape of this type freely without any constraint. But they have lost the orange node. For example, if we choose this block arrow. Then select "edit shape" then select "edit points". Or you can just right-click and select "edit points" from the pop-up menu. Now you can access all the points that make up this shape and modify them however you like. We will cover this shape editing technique in more depth in the future lesson. For now, we can see that by using the "edit points" command, we can change a "primitive" shape to an "editable" shape. Now, if you click again on this middle area. You will not find any orange nodes like before. Now, what if we want to return this shape to a "primitive" as it was originally created? For that, you can click on the "edit shape" button again, then select "change shape". Reselect the same arrow shape. Basically, the "change shape" command will create a new shape in the position of our old shape. But this "change shape" command will keep all the visual attributes that the previous shape has. Just for example. If we right-click on this "smiley face" object, then select "edit points". Click on this point in its mouth. Then move it. Like so. Now, this shape is no longer a "primitive" type. The orange node to change the shape of the mouth is now gone. If we use the change shape command, then reselect this smiley face shape. We have a new smiley face that is still of the "primitive" type. But the color is still using the previous setting, which is yellow for the fill color, and black for the outline color. Next, you need to know that not all shapes can be changed to "editable". For example, if we make a curved arrow. We can change the position of the base. And also the position of the end. Also its center position by moving this orange node. However, you cannot use the "edit points" command on the arrow shape. The last feature that is still related to arrow objects is the "dynamic snapping". If we drag the base points or the end points of an arrow object to another shape object. You will see transparent dots that you can use as the targets for dynamic snapping. If you attach both the end point and the base point to these target points. When the shape objects that have the target points move, the arrow object will automatically follow and adapt. This feature is very useful when we need to create complex diagrams such as organization hierarchy, mind maps, flowcharts, and so on. 46. Lock Drawing, Modifiers, and Alignment: In this lesson video, we will cover more advanced techniques for creating and positioning shape objects. We will learn about the "lock drawing" mode, how to use the modifier keys in relation to shape creation and transformation, and finally, object "alignment". First, let's discuss the “lock drawing” mode. Suppose we are making a diagram consisting of many rectangles. For example, an organization structure. We can open the insert menu, then create the first rectangle shape, like this. Creating one rectangle shape is easy. But if we want to create the next rectangle shapes, we need to go back to access the insert menu again, or the "shape format" menu. Obviously, this will take a lot of time. To create multiple shape objects of the same type over and over again, you can right-click on the shape button. Then select "lock drawing mode". In this condition, every time you click-drag on the worksheet, a new rectangle shape will be created. So with this, you no longer need to go back and forth between worksheets and menus to create one type of shape multiple times. Once finished, you can press the Esc key to exit this “lock drawing” mode. Next, the "lock drawing" mode also works on arrow shapes with its snapping feature. For example, I can right-click on this straight-arrow button. Activate the “lock drawing” mode. Now, I can create a new line that snaps straight from this rectangle, to this one. And again, and so on, pretty quickly. Without having to go back to the menu above. After you are done, just press Esc, as before. In general, what modifier keys mean are the Shift key, Ctrl key, and Alt key on the keyboard. Of course, these three keys apply to PC computers. If you're on a Mac, you usually just need to replace the Ctrl key with the Command key, and the Alt key with the Option key. For this lesson, I'll be using a PC computer. We can use the modifier keys to help us when creating, selecting, and also when transforming shape objects. Let's first discuss their usage in the process of creating shapes. The first is the Shift modifier key. If we create a circle shape, for example. To make the shape perfectly round. Not squashed or stretched. After you select the circle shape in the menu. When performing click-drag like this, and then you hold the Shift key. Excel will make the width and the length of the shape uniform. Due to this, the shape becomes perfectly round or circular. If you create a rectangle shape. Holding down the Shift key while clicking-dragging will make the rectangle a perfect square. If you use this technique on a straight arrow. You can see the arrows snap to the nearest 8 compass directions. Feel free to experiment with the Shift key and the other types of shapes. The second modifier key is the Alt key. If you hold down the Alt key while creating shapes, the edges of the shape will snap to the grid. Or in other words, on column lines and row lines in the worksheet. Next is the Ctrl key. With this modifier key, when you click-drag to create a shape, the starting point where we press the mouse will be used as the center point of the shape object. If we release the Ctrl key, the point that is used as a reference is the upper left point of the shape object. So this is with the Ctrl key. And this is without the Ctrl key. Besides being useful in the creation process, the modifier keys are also useful when we do selection and transformation. If we select a shape object for example. And we want to select several other shapes. We can hold down the Shift key, and just click on the other shapes that we want to select as well. To deselect, or make an object unselected. You can hold Shift and click again on that object. Next, for transformation. If we move a shape object while holding Shift. The object can only move straight horizontally, or vertically. If we hold the Alt key, the shape object will snap to the grid lines. Excel will automatically snap the points in the shape to the closest lines in the grid. Perhaps the most unique of all is the Ctrl key. If you hold down the Ctrl key then move a shape object. The shape will be duplicated first, before it is moved to the new location. You need to keep in mind that you can actually combine all of these modifier keys techniques if you want to. Just an example. Let's say you want to create a perfect circle, and its center is located at this point. While the lower end of the circle is on this line. To do this, we can select the circle shape button. And to snap to this point, hold the Alt key first. And click-drag. Then hold down the Ctrl key also, so that the center point of the object is used as the reference. And then hold Shift so that the circle shape is perfectly round. Move your mouse closer to this line so that it snaps there. And this is the result. Another example. We want to duplicate these rectangles all the way down, straight vertically. First, we need to select all these shape objects with the help of the Shift key. Then hold Ctrl and click-drag it down to duplicate. And then also hold down the Shift key to make them move straight vertically. Release the mouse. And this is the result. Indeed, these combined techniques require some practice to truly master them. But you can imagine how this can help you to work in Excel more efficiently. The final technique we will cover in this lesson is alignment. If we make a rectangle shape like this. Hold Ctrl and duplicate this over here. And again. Up until we have 3 or 4 rectangles. But let's make them to have different sizes. Now, suppose we want to align all of these shapes to the left, or to the center, or to the right. To do this. First, select all of these rectangles by holding down the Shift key. After they are all selected. In the "shape format" menu, you will find the "align" menu. If you click on “align left”, all of these rectangles will be aligned to the left. Let me undo this using Ctrl + Z. If you click on the “align center” option, then they will all align to the center. I undo again. And if you select "align right", then they will align to the right. For the other align commands, the concept is basically the same. The difference is they are for the vertical direction. Next is the "distribution" technique. Basically, this technique will distribute shape objects with uniform spacing horizontally or vertically. Just for example. If I delete all these shapes except the one above. If I press Ctrl and move this to the right, while holding the Shift key also. And just do this several times. We can see now that the distances between these shape objects are not uniform. If we choose all these shapes. You can do that by selecting one of them. Then press Ctrl + A. After they are all selected. Reopen the "align" menu item, then select "distribute horizontally". Now the spacing between these shapes is uniform. If you want to do this vertically, then you can use the other command which is "distribute vertically". The last technique we need to cover in this lesson is the "snap to shape" mode. If you activate this option. And you move a shape to another target shape, the shape will snap to the boundaries of the target shape precisely. However, there is one important thing to note. That is, if you use the "snap to shape" command, the option "snap to grid" will automatically become active as well. I don't know why they made it like this. But this is how Excel behaves in the version I'm using when recording this video. So if you want to disable the "snap to shape" mode. You will also need to disable the "snap to grid" mode. That is if you don't need the feature. 47. Editing Shapes: In this lesson video, we will go into more depth on how to edit shapes in Excel. We can start with an empty file. Then create a shape, for example, this hexagon. To make this shape look more clearly in the video. I'm changing the fill color to green, and the outline color to red. For the outline weight, I set this to 3 points. To edit a shape object. After you select it. You can open the "shape format" menu, then select "edit shape". Then click on the "edit points" button. Or just right-click, and select "edit points" here. If you do either of these methods correctly, Excel will be in "edit points" mode. In this mode, every point that forms a shape will appear as small black squares. You can click to select these points. Or click-drag to move it to another location. If you notice, when you click on one of these points. Excel also displays small white squares. These white squares are vector handles attached to the point of the shape that is currently active. Each point of the shape can have 2 vector handles. From now on, to make things easy. We will call these black squares "points". And the white squares "handle". And finally, the line or curve that connects one point to another, we're going to call this "segment". So again, this is a “point”, this is a “handle”, and this is a “segment”. If we choose a point. And click-drag one of the handles. We can see that the curvature of the segment near that point will change. So we can conclude that the main function of a handle is to influence or control the shape of the segment. Now we will discuss how to add and subtract "points". To add points, we can move our mouse just above the “segment” line. Notice that the mouse cursor will look like a small "sniper scope". In this condition, if we right-click. A pop-up menu will open. And you will find the "add point" command here. If you click on it, a new point will be created right where we right-clicked earlier. Now, you need to be careful with this right-click technique. Because if you miss the segment just a little, or slip inside. Right-clicking will not open the “point editing” pop-up menu. Instead, you will exit the "edit points" mode. So, you have to select "edit points" again to be able to edit the shape. Besides right-clicking, you can also add a new point with the help of the Ctrl key. So to do this, hold down the Ctrl key first. Make sure the mouse cursor is over a segment. Again, you can see the shape of the cursor as a guide. Then click. Excel will create a new point where we click. Apart from the two methods above, you can also create new points quickly, simply by clicking and dragging a segment. As an example. Make sure the mouse cursor is over a segment. Then just click-drag like this. This method is suitable when you want to immediately move the new point to a certain location. But it is not suitable if you want to keep the points in their original location. To delete a point, you can do this in 2 ways. The first method is by right-clicking. For this, first, you have to make sure the position of your mouse cursor is right over the point you want to delete. Then right-click, and select "delete point". The second method is with the help of the Ctrl key. So first hold down the Ctrl key, then move the mouse cursor over a point. You will see the mouse cursor change to an X symbol. Then just click to delete that point. In Excel, each point in a shape can be in one of 3 different handle modes. To access and change the mode, you can right-click on the point. In the pop-up menu, you can see the three types of handle modes. Smooth, straight, and corner. If we choose "smooth point". Then this point will have handles that in orientation and length are always symmetrical. So if we rotate one handle, the other handle will also rotate. If we move it closer or further away, the other handle will do the same. So this is the “smooth” type of the handle mode. Now if we right-click on this point and choose "straight point". Then the two handles will be symmetrical only in terms of their orientation. But not in their length or distance. So if we rotate one, the other will also rotate. But if we move it away or bring it closer. The other one doesn't care. The last one is the "corner" mode. In this mode, the two handles can be moved independently. They will not affect one another. Besides using the right-click method, you can also use the modifier keys to change the handle mode. To change the handle mode to "smooth", you can hold down the Shift key and then click-drag on one of these handles. We can see that the handle is now completely symmetrical, both in distance and orientation. And if we right-click. We can see that the handle mode has changed to the "smooth" type. Next, to change the handle mode to "straight". You can hold down the Ctrl key, then click-drag on one of the handles. Now the handles are symmetrical only in orientation. But in terms of length or distance, each handle is independent. Finally, we can hold Alt and then click-drag on the handle. This will activate the "corner" mode. Each handle is not tied to one another. Therefore, we can create sharp corners like this for example. As with handles, the segments can also be in different modes. If we right-click on this segment, and choose "straight segment". Excel will make the segment straight like this. If we right-click again, and now select "curved segment". Then this segment will be able to curve or not form a straight line anymore. At this point, you might be wondering. Then how is the correlation between this segment mode and the handle mode? Do they influence one another? The answer is yes, temporarily. For example, if we change this point to smooth. And this point also to smooth. Then we change the middle segment to "Straight". We can see as if this point and this point have turned into a corner. Actually, they are still in the "smooth" mode. It's just that it looks like a corner temporarily. If we move a handle, just a little. The point immediately changes back to its original mode, which is smooth. So, from this example, we can draw a conclusion. If we want to make a segment straight and stay straight. You need to make sure that all the points involved are in the "corner" mode. Only then you can change the segment mode to "straight". With this in place, even though we move the points later. The segment will still form a straight line. The last thing we need to discuss about segments is how to delete them. If we right-click on this segment, for example. Then select "delete segment". We can see, now, from this point to this point there are no more segments. This shape condition is known as "open path". In an "open path" state, you can no longer delete segments. If you try to right-click on another segment. The option "delete segment" is now disabled. Essentially, in Excel, you can only delete 1 segment. To reconnect these two points with a new segment. You can right-click on one of the points or segments in the shape. It doesn't matter which one. Then select "close path". 48. Text box: In this lesson video, we will discuss text boxes. Before we discussed in-depth about the formatting of plain texts inside the cells. What we are discussing now is not that type of text. Because a text box is a text that exists or is attached to a shape object, not inside a cell. Due to this condition, we do not use text boxes for storing data that can be processed. But we use them only for visual elements such as titles, labels, "call to action", and so on. There are many methods that we can use to create a text box. The first method is to open the insert menu. Then in the “illustrations” section, select “shapes”. Then select this "text box" icon. Or a faster way to do this, still on the “insert" menu. In the "text" section, you can click on this "text box" menu item. We can see the mouse cursor changes into something that looks like a text cursor. In this condition, you can perform click or click-drag. If you perform a click. You will create a transparent text box. And if you type something, the size of the shape that wraps the text, automatically changes according to the length of the text inside it. If we select the menu item "text box" again. But now we perform click-drag like this. We can make the shape as big as we want. After releasing the mouse, we can type the text in that shape. As you can see, this method produces a shape that has a solid white fill color. Not transparent as before. Another way to create a text box is to use any shape as the container. For example, we can create an ellipse. After we finish clicking and dragging, just type the text that you want. Suppose you create a shape, for example, this triangle. But you forget to type in the text, and instead, you select another cell or another object. To add text into existing shapes. Just double-click on the shape. And then type in the text that you want. The last method to create a text box is to open the insert menu, then click the “word art” menu item. You will be asked to choose a preset. I choose this orange one for example. A text box will appear on the worksheet and we can just type in the words. At this point, you may be wondering. So what is the difference between this text box, with this one, and with the other text boxes? The answer is, they are actually the same type of object. Only some of the visual parameters differ. Meaning, we can easily edit this text box to make it look like this one or even look like this word art. Because a text box is basically just a text attached to a shape object. We can transform the shape, and the text inside it will be affected also. But to move a text box, you need to be careful. You have to click-drag on the edge or on the border of the object. This is because when a shape object contains a text. If you click-drag in the middle of it, it will trigger a text selection process. Next, for rotation, just rotate the shape and the text will rotate also. The last one is scaling. When you scale a shape object, the text inside that object will not be affected. If you make the shape bigger, it will only enlarge the area where the text exists. So, how can we make the text bigger or smaller then? For this, we have to change the font size. You can open the Home menu, and control the size from here, just as you would on any plain text inside the cells. We will now focus on formatting and adjusting the layout of text boxes. If we have a text box like this. And we want to set basic formatting like text size, font type, and so on, but only on part of this text. We can first select the text. Then, you can go to the home menu just as before. Or just use this pop-up menu to do the formatting. You can change the font size. Set the text alignment. Make the text bold. Etc. We have discussed text formatting before, so we don't need to go over them again in this video. If we select this orange text box for example. At first glance, this object looks like a standalone text. This is actually a text inside a shape, it is just that the shape has a transparent fill and outline color. If you open the "shape format" menu. Notice that the left side contains the parameters for the shape. While on the right side we have the parameters for adjusting the text. So if we change this fill color to yellow, for example. Or this outline color to red. What will change is the color of the shape, not the text. But if you change this fill color to white. And this outline color to purple, for example. What will change is the color of the text, not the shape. Apart from the fill color and the outline color, we can also apply effects, both to the shape and to the text of this object. For effects, we will cover this topic in more depth in the upcoming lesson. Now let's discuss text box alignment. To make things more clear, I will use this text box that has a white fill color. And change the size to be bigger. And move the others aside. Now, if we right-click on the object, then select "format shape" to open the "format shape" side panel. Here you will see the "text options" category. Inside you will see 3 icons. For now, let's select the rightmost icon. In this panel, there are many parameters that we can set. With this drop-down list, we can determine whether the position of the text is pushed to the top, floating in the middle, or pressed down. Besides the top, middle, and bottom options. You can also see other versions with the "centered" text. These options do not mean centering the text alignment. But to center the entire text area. To be honest, these options don't really matter because you will be using them very rarely. Or even if you do use them, mostly you will not see the difference. If you are still curious about the difference. You need to create a text that is partially aligned to the left. And the other part aligned to the center. You can use the home menu or the pop-up menu to set this up. Then, pay attention, if I change this option to "Top". This text will stay on the left and this text will stay in the center. But if I choose "top centered". The entire text appears to be lifted up and then shifted to the center. This will create uniform spacing to the left and the right of the text area. So that is the difference. Next, this drop-down list can be used to change the text orientation. We can rotate the text 90 degrees right or 90 degrees left. Or we can stack the text vertically. Now, you can actually access all these features from the home menu. These are for adjusting the vertical alignment, middle, bottom, and top. And this is for adjusting the orientation. One unique parameter that you can access from the side panel is this checkbox. This option will scale the size of the shape so it fits just enough to wrap the text. Not too big, and too small. Next, this checkbox is used if we want to allow the text to flow outside the shape region. To see an example of this. We need a longer sample text. And we need to make the size of the shape smaller. Now, we can see the difference. If this option is off, all the excess text will be cut off so that it cannot flow out of the shape region. But if this is on, then the text can flow out. You should note that this option only affects primitive type shapes. We will discuss this issue further at the end of this video. The last parameter is the margins. So what is margin? Basically, margins are empty spaces or gaps between the shape border and the text content inside it. We can set the margins for all of the sides, left, right, top, and bottom. As we can see, the bigger the margin value, the more text is pushed inwards. The last thing we need to discuss is the text flow. If we type a lot of text into this ellipse shape. The text flows as we resize the shape. Another example, we can add a long text into this triangle shape. The text also flows automatically so it is always inside the fill region. You need to remember that this "text flow" feature only applies if the shape object is still in its "primitive" state. If you try to change the shape to an editable type. By right-clicking and selecting "edit points". When you drag one of the points, the shape now becomes an editable type and so the text flow feature no longer works. Perhaps we can change the text color to black to make it more visible. Now the text flows as if the shape is just a simple rectangle. So this is something you need to consider when you want to create a custom editable shape object. To return the object to a primitive type, we can use the "change shape" command as we discussed earlier. And now we can see that the text flow feature is working again. 49. Effects and Styles: In this lesson video, we will discuss effects and styles for graphical objects. In this file, I already created a shape with a dummy text and an image from the Excel stock images. Let's first cover effects. What "effects" mean are dynamic visual features that can be attached to graphical objects such as images, shapes or text boxes, and charts. To add effects to a shape object. You must first select the object. Then open the "shape format" menu. Click on the “shape effects” button here. You can see that Excel has dozens of effects divided into categories. There are "shadow", "reflection", "glow", and so on. For example, let's select "shadow". And let's try this preset. Now we can see there is a shadow behind the object at the bottom right position. We can apply more than 1 effect to a graphic object. For example, we can add a reflection effect to this shape as well. You can add more effects if you want to. To remove an effect from a graphic object. First, you need to decide, which effect you want to remove. Suppose you want to get rid of the reflection effect. For that, you can reopen the "shape effects" menu item. Open the "reflection" category again. Then select this top preset. So now the reflection effect is gone. But the shadow effect still exists. To add effects to other types of graphic objects, such as images. Generally, the process is the same. You need to select the object first. Then open the "picture format" menu. Then open the "picture effects" menu item here. For example, we can use the same shadow preset as the one we use on the shape at the right. Now, what if we want to tweak the shadow effect even further? We can do this using the “format shape” side panel. There are many ways to access this side panel. You can click this little button. Or right-click on the shape object. Then select "format shape" here. Or you can also use the shortcut Ctrl + 1. We can see that the “format shape” side panel will open on the right side. At this point you may be wondering, isn't the Ctrl + 1 shortcut for opening the "format cells" window? The answer is yes it is. The Ctrl + 1 shortcut is contextual because it can open various types of formatting windows, depending on the object we select at that time. If what we are selecting is a cell. Pressing Ctrl + 1 will open the “format cells” window. But if what we are selecting is a picture object. Pressing Ctrl + 1 will open the “format picture” side-panel instead. If we select this shape again, the side panel on the right will change to "format shape". Now, take a look at this category button. This category provides various parameters related to “effects”. Since we want to customize the shadow effect, what we need to open is this group of shadow parameters. Here there are a lot of parameters that you can play with. We can change the shadow color to blue, for example. We can adjust the distance between the shadow and the object. We can drag the transparency slider to the left to make it more opaque. Etc. Feel free to experiment with these parameters yourself. From this side panel, you can also add effects. Suppose we want to activate the "glow" effect. We can choose this yellow glow for example. But then we change the color to purple. And if you don't like a certain effect, you can remove it from this drop-down list, by selecting the "no glow" preset at the top. Before, I mentioned that the "effect" is dynamic. What this means. If, for example, I move this shape object. The shadow effect will follow automatically. If I scale the object, the shadow will also adjust itself. If I rotate the object almost 90 degrees like this. We can see that the shadow will remain at the lower right position. Even if we edit the points that form this shape so now it has a custom shape. The shadow will change to follow its new form. Now let's discuss "styles". Before, we have covered cell styles. The concept is basically the same. The difference is, style for graphical objects stores information about fill color, outline color, and effects parameters. For example, if we select this shape object. To apply a style, we can scroll through this list to find the preset. Or, as usual, I prefer to press the little button to see all the available presets. For example, let's pick this green style preset. Now this shape has a green fill color, a transparent outline, a shadow effect, and a white fill color for the text. Then we can use a special style for the text box from the list on the right. For example, I choose this preset that looks like a punched paper. Perhaps we need to increase the text size to make the effect more visible. So, this is what we have after applying a shape style and also a text style. Style is not a static or a permanent thing. What I mean by this, is that, after we apply a style to a graphic object. We can still edit, add, or subtract each of the visual attributes if we want to. For example, maybe we don't like the shadow effect on this shape. Because this shadow effect is a shape effect. To remove it, you need to open this effect drop-down list. Not this one. So click here. Open the shadow category. Then select the "no shadow" preset at the top. Then, if you also want to change or remove the shadow effect from this text. What you want to open is this drop-down list. Just like before, we can remove the shadow effect by selecting the "no shadow" preset at the top. 50. Grouping: In this lesson video, we will discuss grouping objects. If we have several shapes, or text boxes, and also images like this. And we want to tie these objects together, so it is easier to select them or to move them together. We must first select all the objects. You can use the Shift key for this. Then in the "shape format" menu, you can find the "group" menu item here. Or, you can also access it by right-clicking. And select the "group" menu, then click on this "group" command. Now, these objects are combined into one group object. We can move this group object as a whole. We can rotate it also. And we can also scale it. Now, as you can see, for the scaling process. The text size is not affected. So this is something you need to keep in mind. Next, you need to understand that this group object is only a container that holds other graphical objects inside it. Meaning, these objects still exist and can be accessed or edited individually. To select a certain object inside a group. First, you can click on the group object. Then click again on the member object you want to modify. In this condition, you can perform transformation locally only on this shape object. If you want to break or separate a group object. First, make sure the group object is selected. Then in the menu item "group", you can find the command "ungroup". Or, you can also right-click. Select "group", and then click on "ungroup" here. What is unique about the grouping command in Excel is that Excel will remember the previous group object. So, even though these objects have been split. If we right-click on one of them. In the "group" menu, you will find a new command called "regroup". If you click this command, Excel will bind all these objects back into its last group object. In Excel, group objects can have a hierarchy. To see this more clearly. We can open the "home" menu, then click on the menu item "Find and Select". And activate this side panel "selection pane". We can see that the group object and also its member objects are displayed in a hierarchy like this. Similar to the folder structure in the file explorer. This is the group object. And these are the members. We can open and close the group list with this small triangle button. If we click the hide icon for the group object, all of the members inside it will be hidden also. But if we click the hide icon on one of its member objects, only that object will be affected. The others will not be affected. Now, if I create a new shape. Like this, for example. Hold Ctrl and click-drag to make a duplicate. Then I select this group object. Hold Shift, then also select these 2 new shapes. Right-click and do the group command again. Now we have a group that is inside another group. So again, this group object resides inside this group object. So, we can conclude that in Excel, we can create nested groups. If we try to ungroup this object. We can see that we only split the first level group. While the group object previously inside is still intact. So, if one day you find or open an Excel file that has multi level grouping like this. It is a good idea to open the “selection pane” side panel so you can easily inspect the hierarchy. 51. SmartArt in Excel: In this lesson video, we will discuss SmartArt. SmartArt is basically a special type of object in the form of a diagram which is a combination of various graphic objects such as shapes, text boxes, pictures, and so on. The main advantage of SmartArt is its dynamic nature. It can adapt automatically following the changes in the data we input. But, even with all the automation, SmartArt still gives us the freedom if we want to tweak each of the elements inside it. To create a SmartArt, you can open the "insert" menu. Then select "SmartArt" here. Excel provides a wide variety of SmartArt diagrams. If you select "all" here. Then you can browse all available diagram types. But if you select the category "list", "process", "cycle", and so on. Then the SmartArt list will be filtered to show only a certain category. For now, let's go to the “cycle” category and select the diagram on the top left. And here is the result. To add or edit the text within these circles. The method is the same as we normally edit regular text boxes. We can just click on it. Then type the text that we want. For example, I type here the names of the days in English. Just for an example. Now, if you want to delete a SmartArt object. First, you need to select it by clicking on the border of it. Remember, don't select like this. Because this means that you only select a single element. And if you press delete, only that element is removed. So again, click on the border like this. Then press the Delete key. For now, I don't actually want to delete it. So let me bring it back by pressing Ctrl + Z. As with other graphic objects in Excel. You can also perform transformations on SmartArt objects. The only downside is that you cannot rotate it. You can reposition it by clicking and dragging on the edges, just as you would do on text boxes. Next, you can scale this SmartArt object. One advantage of SmartArt over ordinary text box objects, or group objects, is that when you scale a SmartArt object, the text sizes inside it will be affected accordingly. Then, apart from editing the entire SmartArt object, you can also edit each element within it individually. For example, we can move this element. You can see that these arrows automatically adapt to the new position of this circle. Although you can make this level of customization in SmartArt. But I don't recommend you to do this, unless you have completed inputting all the data for the diagram. For now, I press Ctrl + Z to undo. And let's first discuss how to input and edit the data for the "SmartArt" diagram. At first glance, a SmartArt may look like a collection of shapes and ordinary text boxes grouped together. SmartArt is actually more sophisticated than just group objects. Notice, if we select a SmartArt object, a new contextual menu appears called "SmartArt design". There are many things we can do in this menu to control the SmartArt object. If we select the circle "Wednesday", for example. Then click on the "add shape" button. Excel will add a new item in the form of an empty circle. If we click again, a new circle will be added again. And so on. To remove an item. As we discussed earlier. We can just select the shape. Then press Delete. We can see that the layout of this SmartArt will adapt by automatically rearranging itself. Just imagine if you have to create all these circles and arrows manually, one by one. And then need to revise the data. Surely that would be a waste of time, recreating or rearranging everything again. SmartArt makes all this process quick and easy. Another way to process data that belongs to a SmartArt is by using a "text pane". To open it you can click on the "text pane" menu item. This is "on", and this is "off". Or you can also click on the little arrow on the left side of the SmartArt object. In the "text pane", you can see the data used by the SmartArt in the form of a list. If we select this data item. The shape that represents it in the diagram will be selected also. This interaction also applies both ways. So, if I select the shape here, the corresponding data item in the "text pane" will also be selected. Usually, when I create a SmartArt. I will first focus on the data and its hierarchy inside the text pane. Only then do I move on to work on the visual stuff. You can edit data quickly as you are typing plain text. For example, I want to add a new item “Thursday”. You don't need to click "add shape" again on the menu. Just place the text cursor here, and then press Enter. Then type "Thursday". Press Enter again. Then "Friday". Etc. Next, the data in the text pane can also have a hierarchy. For example, suppose I want to enter two sub-items under the item “Tuesday”. You can move the text cursor there. Then you can click the "add bullet" command here. Or. I can delete this first using the Backspace key. We can also press Enter. Then press Tab to add an indent to the right. I can type "Day" for example. Press Enter again. Type in "Night". Etc. We can see in the diagram. The sub-items “day” and “night” appear in the “Tuesday” circle. Excel provides different ways to reposition data inside its hierarchy. For example, you want to make the item "day" to be at the same level as the names of the days. For this, make sure the text cursor is inside the "day" item. Then click the "promote" button. To make an item leveling down into a sub-item, you can click the "demote" button. If you prefer to use a shortcut, you can press Shift + Tab to promote an item. And press Tab to "demote" it. If you want to move this "night" item up, you can use this "move up" button. And you can use the "move down" button to lower it down. After we are done organizing the data, it is time to adjust the appearance. You can completely change the diagram type through this list. For example, we can convert it into this one. Or perhaps this one. Etc. Later in this section, we'll cover how to set the global style. We have covered in depth what styles are before. So I'm sure you've got the basic concept. Here you can select a preset for the color. And in this list, you can choose a preset for the shape effect. If you need more control over the appearance of each element inside a SmartArt. You can select the shape directly, for example, this one. Then open the "format" menu. We can see, the "format" menu is actually the "shape format" menu that we have discussed before. So if you want to change the fill color of the shape, you can click here and choose purple for example. Or you can change the text fill color by clicking here and then choose a yellow color for example. Essentially, you can edit the appearance of each SmartArt element just like you can edit regular shape objects or text boxes. Sometimes, after we tinker with the design of a SmartArt, you don't like how it goes and just want to reset everything back to the original design. To do that, you can open the “SmartArt design” menu again. Then click on the menu item "Reset graphic". We can see that this SmartArt appearance returns to the default, which is blue. The last command we need to discuss is the "convert to shapes" command. This command will convert SmartArt objects into regular shape objects. You need to be aware that if you convert a SmartArt into a regular shape object, you will lose all of the SmartArt features such as data editing capability and other automation features. So in general, you never want to convert a SmartArt into a regular shape. Unless you want to use advanced features such as editing the shape points, for example. In this case, there is no other way except you have to convert the SmartArt object. To do this you can press this button. The result is a group object. We've discussed group objects before. You can use all the techniques for working with group objects. For example, you can separate it by right-clicking on it and then select "ungroup". 52. Creating Charts in Excel: In this lesson video, we will cover the basics of chart creation. In Excel, a chart is a visual representation of data that exists inside a table. So, to create a chart, at a minimum you must have some data arranged in a grid format, or in other words using columns and rows. In this Excel file, I have provided dummy data which is a benchmark for 3 graphic cards, tested on 4 different games. Again, all of these are just fictional. In Excel, there are at least 4 methods for creating charts. You can use the "insert" menu. Using the pop-up button. Using the Alt + F1 shortcut. And the last one is by using the F11 shortcut. Let's discuss the differences between each method. The first is the "insert" menu method. To create a chart, you first need to select the cells of the reference data. But remember, don't just select the data like this. Or just like this. You need to select everything including the heading text at the top. This is important so that later the chart result can be read clearly. After that, open the "insert" menu. In the "chart" section, you can choose which chart category you want to use. Each of these categories consists of several chart types. So in total, Excel provides a wide variety of chart types. But you need to be aware that not all chart types are suitable for every type of data. Using the wrong chart type will actually confuse those who read it. This pie chart, for example, is more suitable for representing percentage or proportion. Another example is the line type. This type of chart is more suitable for portraying growth or a trend. These two chart types are definitely not suitable for displaying score data as we have now. If you have a certain type of data, and you are still not sure about which chart type is the best for representing your data. You can just click on the "recommended charts" button. Based on the type of data we have, Excel will provide some suggestions and ideas for suitable chart types. What is unique about this feature is that Excel will show a preview of the finished chart. What I mean by that, the data inside the chart preview is the actual data based on the cells currently selected. If for some reason you are still not satisfied with this list of chart types. You can click on this tab. And choose the chart type manually. For now, I want to use the "bar" category. Here we can select one of the variants. Perhaps, you prefer the 3D style chart, and so on. I pick this one at the left. Then, the final step is to determine which data will be used as the primary data and which will be the secondary data. We can see that this option at the left will make the names of the games as the bar group. And each GPU becomes the small bars. While this option at the right is the opposite. The bar group is the GPU name. And the games become the small bars. In general, you want the data with the least amount to be these bars. But you don't need to worry too much, because later you can still easily make changes such as swapping the data. For now, I choose the left option. Just click on it to highlight it. Then click this OK button. And here is the chart result. For now, let's move this chart aside. As we are going to explore more techniques for creating charts. The second method to create a chart is using the pop-up button. If we select table data cells like this. In the lower right corner, you will see a small pop-up button. To create a chart, you can click on the button. Then select "charts". Then select the chart type. For example, let's pick this column style chart. And this is the result. Okay, so that is the second method to create a chart. Before we discuss the third method, we can first delete this chart. To do this, we can click on the border. This will select the entire chart. Then press the Delete key. Next. The third method is using the Alt + F1 shortcut. As usual, you need to select the data first. Then press Alt + F1. As we can see, this shortcut will automatically create a vertical column type. The last method is the F11 shortcut. This method is slightly different from all the previous methods. If we select the data cells again, like this. Then press F11. Excel will create a similar column type chart as before. But instead of creating it on the same worksheet. Excel creates a special worksheet for this new chart. You can see that this chart is inside the worksheet called "chart 1". Similar to SmartArt, chart objects are also dynamic. This means that if we make changes to the reference data, the chart will automatically update itself to reflect the changes. Of course, the difference with the SmartArt is, the chart object has its reference data attached to the grid, bound by the columns and rows. Whereas SmartArt's data attached to itself. For example, if I set this data to 500. You can see that this column is shortening from its previous height. Because this chart uses the same data, this bar also retracts to the left. And in the “Chart 1” worksheet, this column is also automatically shortened. This dynamic applies to all types of data. Not just numeric data. Just for example, if I change the text data in this cell to "Doomed Day". Then any charts that reference this cell will change also automatically. If you created a certain type of chart. But then later you changed your mind and prefer to use another type. You can select the chart. Then in the "Chart design" menu, on the right, there is a button "change chart type". Or you can also right-click on the chart, and then press this button "change chart type". With this command, you can convert the chart type to another type. For example, we can pick the line type here. Although this chart type is not suitable for the data we have. But at least you know by now that the chart object is flexible as we can still change their type after we create them. I'm undoing the command so we have the bar type again. Currently, the chart uses the game names as the bar group. And the GPU model as the individual bars. Now, you need to know that in Excel, the standard term for this bar group data is "category". And the data for each of these small bars are called "series". If you want to swap the "category" data with the "series" data. In the "Chart design" menu, you can press this button "switch row column". Now the names of the games are the data "series", and the graphic card models are the "category" data. 53. Managing Charts objects and data: In this lesson video, we will continue discussing Charts. But now, we will focus on transformation, management, and finally editing the data. There is no new file for this lesson, we simply use the file we saved from the previous lesson. First, let's discuss chart object transformation and management. In general, the techniques for transforming and managing chart objects are similar to other graphical objects. Because we already have discussed these techniques in-depth in previous lessons. We will go over this topic real quickly. Just to refresh our memory of the things we have learned before. To move a chart. You can click-drag like this. Then, to perform scaling. You can drag one of the nodes at the corners or the borders of the chart object. When you hold down the Alt key while moving or scaling the object. The corners or the borders of the object will snap to the grid lines. Unfortunately for Chart objects, just as with SmartArt objects, they do not support rotation. Next, you can adjust the depth sorting of a chart object using the commands "bring to front", "bring forward", "send to back", and "send backward". To manage chart objects even further, you can also use the side panel “selection pane”. To open it you can go to the "home" menu, choose "find and select", and click on the "selection pane". Or you can also open the "Format" menu, then "selection pane". In this side panel, you can adjust the visibility of the charts by clicking on the eye icons on the right side. Then, in the side panel, you can also adjust the depth sorting with these arrow buttons. Or simply by dragging them like this. Furthermore, if you select multiple charts. You can combine them into one group object. We can check the group structure in this selection pane. Essentially, almost everything that you can do on a graphic object, you can do that also to a Chart object. For now, let me undo this first so that the chart objects are not grouped anymore. I'm hiding the chart on the right. And then close the side panel. Sometimes we want to edit the data range used by a chart. For example, for this chart. Instead of using these 3 columns of data. We only want to use 2 columns. To set the chart data range, there are at least 4 methods that we can use. First by setting the data selection box. Second, by deleting the shape element. Third, through the "chart filters" button. And the last method is through the "select data source" window. Let's discuss each of them one by one. The first is to use the data selection box. Make sure the chart we want to adjust the data range for is selected. Notice that in these cells there are colored squares with nodes on their corners. We can click-drag this node to the left so that the rectangle only covers 2 columns. And this is the result. The data for the third graphic card is now no longer displayed in the chart. You can also use the same method to expand the data range. For example, you can click-drag this node again to the right until the third column is covered again. Now the chart is showing the score data of the GPU RX8800. The second method is to delete the bar or column directly from the chart. For example, let's say we want to exclude the middle column which is the GPU SX5700 score data. Just click on one of the bars in the middle. Then press Delete. And this is the result. Automatically all bars that refer to the same data column will be deleted also. Let me undo this using Ctrl + Z. The third method is to use the “chart filters” button, which is a small button on the right side of the chart that has a funnel-like icon. Here, you can specify which data to include and which data to exclude. Just for example. Let's say we want to remove this data column "AM6600". Just turn off this checkbox. Then click on the "apply" button below. And this is the result. You can also use the same technique to organize the other data. For now, I will reactivate the data series "AM6600". The last method is to use the "select data source" window. This window provides the most complete features in terms of managing chart data. To access this window, still in the “chart filters” panel. You can click the "select data" button. Or you can also go to the "chart design" menu, then press the "select data" button. Or, you can also right-click on the chart object. Then press the "select data" button. At first glance, this "select data source" window looks complex and confusing. But actually, the concept and how it works is simple once you understand it. First, let's discuss what this button does. This button is used to activate the input mode. If we press this, all the parameters listed below will be hidden. And we will be asked to enter the cell reference. We will be using this type of button a lot in future lessons. But for now, you need to know that you can actually input a cell reference without pressing this button. And that is by using this text field directly. We already discussed cell references in-depth in earlier lessons. Although you can type it manually, it will be easier and faster if we use the mouse. To do this, first select all the text in the input field. Just to be safe, we can press delete to clean up all existing cell reference codes. Then create a selection on the worksheet. For now, I'm trying to select only up to column C. We can see Excel types the cell reference code for us. And this is the result. Currently, Excel uses the names of the GPUs as the data "series". And the names of the games for the data "category". We can click this big button to flip the data assignment. And if we click again, the data assignment will return to the previous state. Next, suppose we want to add this RX8800 GPU score data as a data series as well. For that, we can click the "Add" button. Excel will offer 2 inputs. The first input is for the name. And the second input is for the cell reference. For the name, you can just type any custom name you like. For example, I type here "GPU 3". And for the cell reference, first, delete all this text. Then click-drag to select only the cells of the data. Click "OK". And this is the result. Of course, we don't want to use the name “GPU 3” on this chart. This is just for example. But now we want to use the name that already exists in cell D1. To edit a data series, we first select the data from this list. Then press the "edit" button. Click this button to enter the input mode. Hit delete. Then just click cell D1. Press Enter. Click OK. And now the name dynamically follows the text data that exists inside cell D1. For now, don't worry about these numbers, as this is a minor bug in Excel. These numbers are actually the names of the games in column A. If we want to change the order of the data series. For example, we want RX8800 data to be on top. First, you need to select the data. Then press this up button. We can see on the chart that the column bars are moving to the left. Then to lower the order down, you can press this down button. Once you are done, you can press the OK button. One final tip for using the "select data" command, is to use it to find reference data from a chart. This technique is especially important for charts where the location is separate from the data. For example, this chart. You can imagine a scenario where you open an Excel file created by someone else, which contains dozens of worksheets. Then you come across a chart object for which you don't know where the data is. By pressing the "select data" button, the "select data source" window will open. And also the worksheet that contains the data. 54. Chart design customization: In this lesson video, we are still going to cover Charts. Previously we focused on data. Now we will focus more on the appearance settings. First, we will discuss the chart style globally. Then learn to adjust the visibility of the chart elements. And lastly the appearance of each element in more detail. For this lesson, I'll be using the file from the previous lesson. First, let's discuss the chart style. When you select a chart object. Then open the contextual menu "chart design". You can select a color preset from this menu item. Each of these color rows represents one color preset. And these color boxes represent the colors that will be applied to the data bars. If we choose the orange, yellow, green preset for example. Now the data bars will be colored, orange, yellow, green, and so on. If we choose this type of monochromatic blue. Then the color of the data bars will be in blue color tone. Then, in this list, you can choose a style preset that determines the background color of the chart and its various effects. For example, we can use this gray background color. Or this dark one. We can see that this style uses a shadow effect on the data bars. For now, I'm using the standard style, which is the one at the very top left. Apart from the “chart design” ribbon menu, you can also access the styles from the little button on the right which is the one with a brush icon. We can use this tab to select the style. And this tab for choosing the color. In general, a chart consists of many visual elements. You can freely set which elements you want to show, and which elements you want to hide. For this, you can use the menu item on the top left which is called "add chart element". Or you can also use the button on the right side of the chart which has a plus icon. Let's first look at the menu above. If we click it, we can see various chart elements divided into several categories. Just for example, this "chart title" is the title that we see here. If we select "none". Now the chart no longer has a title. If we select "centered overlay". Now, the title is in the middle of the data area. For now, I'm returning this to the default setting, which is "above chart". Next, if we click on this plus button. Basically, what we see here is the same as what we can access in the "add chart element" menu. It's just that the UI here is more compact. For example, you can show or hide both axes. Or hide only the vertical axis. Or just the horizontal axis. Then, this one is for showing or hiding the "chart title", as we previously tweaked in the top menu. This is to place it in the middle. And this is to place it back to the top. Then the “data labels” option is to display the data value for each bar on the chart. And this one is to display the data table directly at the bottom of the chart. Etc. Feel free to experiment with these options yourself. For most people, using the styles is probably sufficient. But if you still want to make further adjustments to each element in the chart, then you can use the "format" menu above, or the formatting side panel that will appear on the right side. In general, all the techniques are basically similar to how we tweak the design of ordinary shape objects. So we don't need to go over all of them again in this lesson. Just an example. Suppose we want to turn this bar’s color to green. First, select the bar element. Then in the "format" menu, click on this fill color. And then pick a green color. We can see that all of the bars referring to the same data will automatically turn to green also. Another example. We want to add a "bevel" effect to the bars. You can click here. Then choose this "bevel" preset. You can also add an outline color if you want. Etc. Besides using the format menu, you can also use the formatting side panels to change the design of a chart element. To open the formatting side panel, first, you need to select one of the chart elements. For example, this data bar element. Then you can click on the "format selection" button in the "format" menu. Or, let me close the panel first. You can also press the shortcut Ctrl + 1. Or, let me close this again. For chart elements, you can actually just double-click on the element you want to tweak. We can see the formatting side panel of that element opened. In general, the side panel provides control over all aspects of the chart elements. For example, we want to change the fill color of this data bar. Select the icon on the far left. And change the color, let's pick this red color. You can also add effects by pressing this icon. Then open the category that you want. For example, "3d format", and we can choose one of the available bevel presets. We can see the result like this. For the last example, because this topic is often asked by many people. What if we want to change the background color of a chart? Essentially, this background box is a shape object. To adjust it, you can just click on an empty area or on the edge of the chart. Then click on this icon. And then change the fill color to another color. For example, yellow, or this light gray color. And this is the result. Apart from the fill color, outline, and effects, you can customize every aspect of the chart even further. Let's first discuss how to control the layout or the placement. If you select the "chart title", for example. Besides replacing the text. Like this for example. You can also move it to any location in the chart region simply by clicking and dragging on its edges. Then. Since this element is essentially a text box, you can click on "text options" on this side panel. And set various parameters related to the text box. We can even rotate it by changing this “custom angle” value. But you need to remember that all these changes will be reset back to the default when you toggle the visibility. It means. If we click on this plus button again. Then click to hide this “chart title” element. And then click again to show it. The position and also the rotation returned to the defaults. The last thing we want to cover is the unique settings of the chart elements. You should know that each type of chart element has unique parameters that only that element has. For example, if we select the bar element. Then click on this icon. You will find various unique parameters. We can move this slider to the right if we want some overlap between these data bars. Then we can move this slider to adjust the gap. The smaller the gap between the data bars, the thicker the bars will be. If we choose the "legend" element, for example. We can see the unique parameters that the "legend" element has. If we choose another element, for example, this "axis". Then these are the unique parameters of the "axis" element. It would take too much time to cover all the unique parameters of each chart element. At least from these examples, you already understand how it basically works. So you can try and experiment with the other parameters yourself. 55. Sparkline: In this lesson video, we will discuss Sparkline. If you open the file from the previous chart lessons. There is a worksheet called "sparklines". In this worksheet, I provide dummy data of game products yearly sales, from 2010 to 2020. The sales data for these games are grouped based on the genre, RPG, "Strategy", and "Racing". Okay, so what is "Sparklines"? In short "Sparkline" is a small chart that is placed inside a cell. So, in contrast to regular chart objects that float above the grid, "sparklines" are bound to the cells. Like charts, "Sparkline" is used to visualize data. It's just that Sparkline is more suitable for showing trends, or in other words, the ups and downs of numbers from time to time. There are at least 3 methods that we can use to create Sparklines. The first method is to select the data first. For example, we can click-drag from cell B2 to cell L2. Then open the "insert" menu. In the “sparklines” section, you can see 3 types of sparklines, line, column, and digit, or what in Excel is called "win loss". For now, let's choose the line. Excel will display this “create sparklines” window. We can see that we have to input 2 things to create a sparkline. The reference cell for the data range, and the reference cell for the target or result location. Because we previously selected the cells for the data, Excel already filled in this input field automatically. So our job now is to provide the location. While the text cursor is inside this field. Just click on cell M2. Then press "OK". And this is the result. Because the sparkline is inside this cell. If we change the column width. Or we change the row height. We can see that the size or the scale of the sparkline will automatically change also. Let me undo this. Okay. So that is the first method to create a sparkline. The second method of creating a sparkline is by first selecting the cell that will contain the sparkline. For example, we select cell M3. Then open the insert menu. And choose a sparkline. But now we want to try this column type. As you can see, the cell reference for the location is already filled in. What we need now is the cell reference for the data. So, make sure the text cursor is in this field. Then click-drag to select the data from B3 to L3. Then press OK. This is the result. The last method of creating a sparkline is through duplication. You can use either the copy-paste method or the AutoFill method. For example, I can duplicate this sparkline down by clicking and dragging the AutoFill square. From this example, you can see that the sparkline works like a formula. That is because all of the cell references adapt to the new location where we duplicate the Sparkline. One important note when performing duplication on sparklines is that they will be considered as a group. Since this sparkline is a duplicate of this one, the two of them become a group. While the sparkline above is not part of the group below. So what are the benefits of having grouped sparklines? The benefit is, if we change the parameters of one sparkline, the other sparklines from the same group will automatically change also. This can save us a lot of time if we have to work with dozens of sparklines. Just for example. If we select this cell. Then open the "Sparkline" contextual menu. Then change the type to "win loss", or to "line". This Sparkline will change also. Next, if you want to remove sparklines. For example, the one at the very top. You cannot just select the cell and then press the Delete key. You need to first open the "Sparkline" menu. Then click on this "clear" button. If the sparkline is part of a group. And you want to delete the whole group, you can press this little arrow button. Then click the “clear selected sparkline group” button. We can see the entire group is deleted. Besides using duplication. Another way to create a sparkline group is by selecting multiple cells for the target or for the data. For example, we can click-drag the three cells in column M. Then in the "insert" menu, we can create a sparkline by choosing the line type. Now, to input the data cells, don't forget to select all cells in these three rows, based on the target cells we previously selected. Click OK. And we have 3 sparklines. All of these Sparklines are part of the same group. There are many things that we can adjust to control the appearance of a Sparkline. The first is the type of sparkline, as we mentioned earlier. Then in the "show" section, we can display points or dots for special values. For example, this "high point" will display a point on the highest value. And the "low point" will display a point on the lowest value. This one is for displaying the starting point. This is for the ending point. This is for negative values. And the "markers" option is for displaying points for each of the values. Next, you can choose a style preset from this list. And this button is for changing the line color. Let's say we want to change it to yellow. Then, you can adjust the line thickness here. For example, you can make the weight 1 point. Then you can give a different color for each type of the dots if you want. Because these three sparklines belong to a group. All changes that we make will be automatically applied to all members of the group uniformly. Now, what if you want to give a unique line color or point color to one of the sparklines. For example, only to the top sparkline. You cannot do this while they are still in the same group. So first, you need to remove this sparkline from the current group by pressing the "ungroup" button here. Only now you can give this a different color, for example, this blue color. Finally, about the sparkline "Axis". If we open this menu item "axis". Then on the horizontal axis, we click on the "show axis" button. It seems that nothing has changed. This is because the horizontal axis is located at the zero level. As for our current data, none of the values are below zero. Everything is positive. If we select this cell F2. Then change the value to negative. Now we can see the horizontal axis here. Next, the options "vertical axis minimum", and "vertical axis maximum" are used to create clipping on the sparkline chart. For example, if I set the value for the "minimum vertical axis" using a "custom value". Let's say negative 2000. Then press Enter. We can see that now, the line that is below minus 2000 will be clipped. For the maximum axis value, the concept is essentially the same. The difference is you use this to clip the upper values. For example, if I set this to 4000. We can see that now the lines whose values are above 4000 will be clipped or hidden. 56. Paste types: In this lesson video, we will cover the different types of paste that exist in Excel. In the earlier lessons, we have seen that when we perform copy and paste, there is only one type of copy, but there are so many types of paste. The reason why we have to postpone this lesson until now, is because this topic correlates with so many different formatting techniques. So, it would be wise to discuss formatting first before we discuss paste types. For this lesson, I have prepared a file that you can use right away. Before we get started, let's first open the view menu, and turn off the “gridlines'' option here. The reason for this, so that later we can see more clearly the paste feature which can duplicate border lines. We can see that the table on the right has border lines. Now if we select this H4 cell. The content of this cell is a formula that references data from this large table using the XLOOKUP function. If we perform a copy using the shortcut Ctrl + C. Then we select the cell below, for example. We can see that under this big paste button, there are several types of paste operation that we can use. We will first focus on the 7 types of paste that are located in the upper area. We have used the standard paste before, which is the one at the top left corner. If we click on this paste. Basically, this standard paste will duplicate almost everything, be it the data or the formula, the formatting, and even the border lines. Of course, the formula from this cell will not work properly because the cell references are relative, so one of them refers to this empty cell. I am sure, in sha Allah, you already understand this subject. What this standard paste command does not duplicate is the column width. For example, let's say we select this smaller cell and do a standard paste shortcut. Which is Ctrl + V. We can see that the size of this cell or column does not change. Now, if we select cell i4, for example. Press Ctrl + C. Then select this blank cell. Let's try the next type of paste as well as some other pasting techniques. If we press Ctrl + V, which is a standard paste. But then we want to revise the type of paste, you can press the Ctrl key on the keyboard. Or you can also click on the small button that appears in the lower right position. So this is another method to access the paste options. This paste type, will only duplicate the formula, without including the formatting and whatnot. We can see that this original cell has "Open Sans" font, with a size of 8 points. Also has a background color and border lines. All of that does not carry over to this cell. Again, only the formula will be duplicated. Even the number formatting will just be the “general” type. While the original cell has the "accounting" number formatting. If we select this cell, then press Ctrl + V. Then press Ctrl again. And choose the 3rd paste type. We can see, besides the formula. Excel also duplicates the number format. So, now, these cells also use the “accounting” format. Next, is the fourth type of paste called "keep source formatting". If you use it on the same file or workbook, or you use it on a different file but still have the same theme, you will not see any difference. To be able to see the difference between this paste against the standard one, we have to copy and paste between 2 files with different themes. So for example, if we open the page layout menu. Then click on the "themes" button. We can see that this workbook has a default theme called "office". If we create a new file. Then we change the theme of this new file, for example, to "gallery". If we return to the first workbook by pressing Ctrl + Tab. We can see that this cell has a light brown background color. If we copy this cell that has a text "price". Then press Ctrl + Tab again to open the new file. Here, if we right-click and just use the standard paste type. We can see the background color turns purple as it follows the active theme color of this workbook. But, if you use this type of paste. You can see, the background color is exactly the same as the original cell. It is not affected by the color theme of the target file. Now let's go back to the first file. We still have this cell as the copy reference. Now, if we select this cell. Then press Ctrl + V. And we select this 5th paste type. The result is the borders will not be duplicated. Now, let's select a blank cell in this column. Then press Ctrl + V. Click here and choose the 6th paste type. We can see that this column becomes wider just like column i, which contains the text “price”. The next paste type is "transpose". Basically, this type of paste will rotate the data arrangement. So what was previously the column becomes the row. And what was previously the row becomes the column. To see an example. First, we need to select multiple cells from this large table. Currently, the left column contains the product ID, while the right column contains the name of the product. If we press Ctrl + C. Then select this blank cell. Then using the menu, we use the paste type "transpose". The result will look like this. The "Product ID" data is now on the first row, while "product name" is on the second row. Before we continue, I'm going to close this file first and reopen it to make things look fresh. In the table on the right. In this total column. We have numbers that are the result of a formula calculation. Now, what if you need to duplicate these resulting values into other cells? If you just use the usual copy-paste method. As we already know, you will only duplicate the formula. Not the resulting numbers. So, this is what Excel's paste "values" is for. The way to use it is, of course, we need to select the cells first. Preferably on cells that contain formulas. Then perform a copy. And let's say we want to put the result right here. If we access the paste list again. We can see 3 types of paste values here. If we choose the first one. Excel will duplicate the results or the calculated numbers from the formulas above, without including the formatting. All of these cells have only the "general" number format. Now, if we choose the second one. We can see that in addition to the "values", the number formatting will also be duplicated. So now, these cells have “accounting” number formatting. But the text or cell formatting is not. Such as the font type, font size, and background color are not duplicated. If we choose the third paste values. Then all the formatting is duplicated. Now, we are going to cover some additional options for the paste command. While these cells are still active as the copy reference. If we select this cell. Then select the paste type "formatting". Excel will not duplicate any data, formulas, or values from the reference cells. However, it will only duplicate the formatting to these cells. The "formatting" paste command has the same function as the "format painter" feature we discussed earlier. Just for example. If I select these cells again. Then click on the "format painter" button. Then click on this cell for example. We can see the formatting of these cells has changed. Similar to the result of the previous "formatting" paste method. The next paste type is "link". If we select these cells again. Then press Ctrl + C. Then we select this cell. And now we use a paste type called "link". These cells now automatically reflect the reference cells above. So suppose the values in these cells change. The ones below will also change automatically. Now, what actually happened is, Excel puts these simple formulas to reference the cells above. Basically, it is just an equal symbol followed by the cell reference. The next paste technique is quite unique. It is called paste "as picture". Basically, if we use this paste command, Excel will create a picture object which is a screenshot of the reference cells. The benefit of a picture object is that it floats over the grids. So you can move it freely to wherever you like. You can also rotate it. Or resize it if you want. However, the image inside the picture object is currently static. Meaning if the data in these cells change. This image does not change automatically. Well, this is what the next type of picture pasting is for. If you perform a paste, using this type called "linked picture". Excel will create a picture object similar to the previous one. And because it is a picture object, you can also move, rotate, or resize it. The difference is that the image is dynamic. So suppose you change this value to 2. Automatically the value in this cell changed to 460. And automatically this image will also be updated. We can see here now the number is 460. Unlike the image inside the previous picture object. 57. Notes and Comments: In this lesson video, we will discuss notes and comments. In short, we use notes and comments to attach additional information to a cell. In general, we use Note to remind ourselves, for example, to do something in the future. Or to provide information to other people who might open the file later. As for Comments, we use them to open discussions with our team or other people. Of course, this feature only works if we save the Excel file online in "OneDrive". If you only save the file locally, the "Comment" feature does not offer more than the "Note" feature. One important thing you need to be aware of. If you used Excel before version 365 or 2019, and have used the “comment” feature before. What you once knew as the "comment" feature has now become the "note". So again, what was previously called "comment" is now called "note". And the feature that is now called “comment” is actually a new feature in Excel. Let's first discuss "Note". To create a note, there are at least 3 methods that we can use. The first is through the "review" menu. For this, we need to select the cell first. Suppose we select this cell. Then, open the "Review" menu. In the "notes" section, click on the "new note" button. And just type in the text you want. For example, "This is a note". Then press Esc. The second method is to right-click the cell where you want to create the note. Then select "new note" here. Type in the text, for example, "Yet another note". Apart from the Esc key, you can also press the Tab key to exit. The third method is by using the Shift + F2 shortcut. You need to know that the user name created by Excel is actually just a plain text. Meaning, you can change or delete it if you don't need it. I will type here "Please not another note". To exit the note editing mode, you can also just click on any cell. As we can see, the cells that contain notes will have a small triangle on their top right. If we hover our mouse over these cells. The note inside it will appear just like a tooltip. To edit notes, is basically similar to how we create them. First, select the cell. Open the "review" menu. Then in the notes section, click on the "edit note" button. Another way is to right-click on the cell. Then select "edit note" here. Or, you can also press the shortcut Shift + F2. We can see, if the cell already contains a note, then pressing the Shift + F2 shortcut will not create a new note. Instead, Excel will just open the existing note so we can edit it. We can edit the text as we like. For example, we change this to "Yet again another note". We can also edit the size of the box using these points. Or we can also move it to another location. Technically, it is similar to how we move text boxes. Next, the text inside the note can also be formatted. If we open the Home menu. We can change the text to be bold. Etc. You can also change the size and also change the font. But what about color? You can see that the fill color and text color here are not active. It seems they do not support coloring. Well, actually, they do. You can change the color of the note, be it the box background or the text. It's just that this feature is a bit hidden. To access it, you first need to enter the "note editing" mode. You can press Shift + F2. Then, if you want to change the color of some text. You can select them first. Then right-click, and choose this "format comment". Now, this is a minor bug that exists in Excel. At least on the version I'm using now when I record this video. You can see this menu item still says “format comment”. It still uses the name of the feature from the older versions of Excel. It should be updated now to “format note”. But anyway, if you click this. You can modify the text formatting, including its color. For example, I can change it to red. Then click OK. We can see that only the selected text turns red. If you want to change the fill color or the outline color of the box. You need to hover your mouse cursor over the edge of the box first. Then right-click. And select "format comment" again. We can see that there are more parameters that we can adjust. In the “colors and lines” section, you can set the fill color here. For example, we change this to light green. And let's make the transparency to 30 percent. And finally, we change the line color to dark blue. Now, before you click OK. Note that there is a font category here also. The difference between this and the previous one, is that the settings you make here will apply to all the text in the note. Not just the selected text. For example, if I change this to orange. Then click OK. This is the result. All the text changed to orange. And you can also see that this box is now a bit transparent. Next, if you want to delete a note. Right-click the cell that contains the note, then select "delete note". Or, you can also open the "review" menu. In the comments section, click the "delete" button. Yes, this is a bit strange, because what we want to delete is a note, not a comment. But this is how Excel works when I record this video. This may get updated when later you watch the lesson. Let me undo this first. For other note related commands on the menu. They seem to be clear enough just by looking at their names. If we have notes on the worksheet. The "show all notes" command will show or hide all of them. If we select a cell that has a note. This “show hide note” button will show and hide only the note in that cell. Then if we click on cell A1. Then press the "next note". Excel will search for the next note closest to the position of the selected cell and open it. If you press "next note" again, Excel will just repeat the process and open the next note. Now, the sequence of finding the next note is similar to how we read or type. That is from left to right. Then go down to the row below. Then move from left to right again. And so on. The “previous note” command is basically the opposite of the “next note” command. It will search from right to left, and then bottom to top. The last one is this button. Basically, this will convert notes into comments. Now we will discuss comments. To create a comment, first select the cell. Then in the "review" menu. Click on this “new comment” button. Or you can right-click on the cell. Then select "new comment". The difference with notes is that the user names that appear at the top of the “comment” are not plain text. So you cannot edit them. These user names appear according to our Office 365 account. For example, we type here "this is a comment". Similar to chat applications, we have to press the "post" button to save or send the text. Cells that have comments will have a symbol like this to the right of them. So it's a little different from the note symbol. If this file is stored on OneDrive, and you share access to the file with other users. These other users will be able to see the comments you made. They can reply by typing new text in this “reply” text field. For example, we type here "this is cool". Then click the “post” button to send the message, or this X button if we want to cancel it. When the message is sent, the user's username will appear at the top of the comment. So we know which person writes the comment. As the first commenter of this cell, you have the ability to delete the whole series of comments, or also known as a “thread”. To do that you can press the dotted button. Then click the "Delete thread" button. Or, you can also open the "review" menu, and then press the "delete" command. Or, simply right-click on the cell and choose this “delete comment”. Now, if you only want to close the “thread”, or close the editing access to the comments, but you still want to keep all the conversation history. You can press this button again. Then use the command "resolve thread". Then, if you create a comment to reply to another user's comment. You can re-edit your comment using this button. Or you can delete it with this button. Next are these 2 buttons, “Previous” and “Next”. Basically, both are similar to the buttons that exist in the note feature. If we have several cells that contain comments, you can click this button to select the previous cell. And click this button to select the next cell. The last one is the "show comments" button. This will open the comments side panel where you can read all the comments that exist in your file. The last technique we want to discuss is how to duplicate comments and or notes from one cell to another. For this, you can use a feature called "paste special". We haven't discussed this paste feature in the previous paste types lesson. Just for example. Let's say we want to copy and paste the note in this cell to this cell. First, select the reference cell. Press Ctrl + C. Then right-click on the target cell. Notice there is a button here called "paste special". If you click it. You will see the “paste special” window opened. There are many things we can paste. And I'm sure you can explore them by yourself. For now, we focus only on this “comments and notes” option. Click OK. And now we can see that this cell has a note just like this cell. 58. Find: In this lesson video and also the next one, we will be covering the “find and replace” feature. In the file I have provided, you can see a table of products. We have used this table before. But now there is a new column here called "type", which contains letter codes. M for "medicine". F for "food". And D for "drink". We can see that some products fall into a single category, F, D, or M. But there are also some products that have more than one category. Now, we will discuss the “Find” feature. You can access the find feature using 2 methods. First by opening the "Home" menu. Then click on the menu item "find and select". Then choose "Find" here. We can see the "find and replace" window open. The second method is through the shortcut Ctrl + F. Let's say we want to find all products that have a single category M or "medicine". We can type here M. Then if we press "find next" here. The selection will move from one cell to another. You should note that the "find next" button will perform a search from the last cell selection position. So if we click here for example. And press the "find next" button again. The area above this will be ignored. In addition to the "find next" button, we can also press the "find all" button. The difference is, the search results will be displayed in a form of a list like this. We can drag this down to expand the window. We can see below that there are 81 cells found which contain the letter M. This is not the result we expected. We only want to select cells that only contain a single letter M such as cell C2 and C4. Basically, we need to limit the search process. Let me close the window first. There are many ways to limit the search results. First, we can select the data range before performing "find". For example, we can click on column C. Or we can select one or several rows like this. Or create a cell selection by clicking and dragging. Basically, if we have a selection like this, and then we run the "Find" command. Then Excel will only look for the data inside that selected cells. The other cells will be ignored. For now, since this M code only exists in column C. It makes sense to click on column C, like this. Then press Ctrl + F. And press "find all". We can see now that the total search results are 34. Smaller than before. So we're making some progress. Yes, it is still not perfect, because there are cells with combined categories such as "FM" and "DM" that are still selected. Again, we only want to find cells that contain a single letter M. To narrow down the search even further, you can press the "options" button here. You will see an option called "match entire cell contents". In short, this option will select cells whose contents exactly match what we typed here. Nothing less, nothing more. If the data that you want to search is case sensitive. Meaning, the lowercase letters, and the uppercase letters are considered to be different characters. Then you need to activate this "match case" option too. For now, we don't need this option. If we press the "find all" button again. We can see the result. There are 17 cells that contain a single letter M code. Next, we will discuss these 3 options. The option at the top can be used to limit the search to only the worksheet that is currently open. If we choose "workbook" here. Then the search process will be carried out on all worksheets in the Excel file. Then, the "search by rows" and or the "search by columns" option, does not mean that the search will only be performed on certain columns or rows. But this option determines the order in which it will perform search. If you choose "by rows". Excel will search horizontally first, from left to right. Then go down to the next row below. Then from left to right again. And so on. Whereas, if we choose "by columns". Then Excel will scan the first column from top to bottom. Then move to the next column. Then again, from top to bottom. And so on. Next, is this "look in" option. If we set this to "comments" or "notes", Excel will search only inside the comments or notes. It will ignore the data inside the cells. Then, these two options, "formulas" or "values". Both will search the data inside the cells, whether they are numbers or text data. What makes these two options different is when the cell contains a formula and has an output value. To see this more clearly, we can try the following. Let's first click on cell F2. Type an equal sign, then 2, multiply, E2. And press Enter. Essentially this formula will take the value from the next cell and then multiply it by 2. We can duplicate this down to row 10 for example. Now click on the top leftmost cell. Press Ctrl + F. We will try to find the number 4. For now, we set this to the default option which is "formulas". For everything else, just use the default options. Now, if we press "find next". Excel will skip this data and select cell A3. Even though there is a number 4 in this cell. If we keep pressing the "find next" button, cell F4 which contains the number 666 will be selected. We are looking for number 4, but why is a cell containing only number 6 get selected and this cell is not? The reason is, this cell has a formula that contains the number 4. While this cell, its formula doesn't have any number 4. The conclusion is, with the “formulas” option, Excel will ignore the output values and only care about the formula. Now, if we change this option to "values". And you need to click on the top leftmost cell to correctly repeat the search process. Then, if we press the "find next" button. Now, cell F2 is selected. Again, this is because the “values” option will look at the output value and ignore what is in the formula. Now, we will discuss in more depth the “find all” feature. We already know that we can use the "find next" button to check the search result one by one. And we can use the "find all" button to see all of the search results. What we haven't discussed is we can also create cell selection quickly, on all or just part of the search results. For example, if we want to select the first cell we can click here. If we want to select the first 3 cells. We can hold Shift and click here. If we want to select multiple cells in no particular order, you can hold down the Ctrl key and just click on the cells you want to select. If you want to select all cells in this list, you can press Ctrl + A. We can see in the worksheet, all these cells are now selected. In this condition, we can change the cell color to yellow, for example. Or do other formatting techniques such as making the text bold, etc. 59. Replace: In this lesson video, we will continue with the "find and replace" topic. Now we will focus on the "replace" method. For this lesson, we will be using the file from the previous lesson. Basically, we use the "Replace" feature in Excel to search for certain data and then replace the data with other data. To access "Replace" you can open the "home" menu. Then open the menu item "find and select". And choose "Replace" here. We can see the “find and replace” window as before. However, the active tab is now the "replace" tab, not the "find" tab. If you prefer the shortcut, you can press Ctrl + H to open this "replace" window. In general, the parameters of the “replace” tab are similar to the ones we can see in the “find” tab. So we don't need to go over everything from zero. What differentiates it from the "find" parameters is this additional text field. We need this to input the replacement data. And also below, there are 2 new buttons "replace all" and "replace". Just for example. Suppose we want to replace all the words "LLC" into "PT" like this. For those who don't know, LLC stands for "limited liability company". I live in Indonesia. And here, we use the term PT which stands for "Perusahaan Terbatas". For now, we don't need to create any selection. Just click on cell A1, so no cell will be skipped. Then in the “Find what” text field, type “LLC”. All uppercase letters. We want to replace it with the text PT. So in the "Replace with" text field, type "PT". Just in case, we can activate the "match case" option here. And make sure the option "match entire cell contents" is off. Just leave the other parameters in their default condition. If you press the "replace all" button. Excel will search the worksheet for the text "LLC" and then replace it with the text "PT". Excel does this without asking for any confirmation. It only generates a report that it has made 6 changes to this worksheet. Click this OK button to close it. For now, I undo all these changes. If you want to check each of the changes one by one. Then you need to use the "find next" button first to see the search result. Then press the "replace" button to replace the data. After the first data is replaced. Excel will jump automatically to the next data. Here, you can press "replace" again, if you want to replace the data. Or, if you prefer to skip this data, and move on to the next data, you can press the “find next” button again. And so on. Apart from data, in Excel, we can also find and replace formatting. For example, let's say we want to change the color of all these pink cells to light blue color. For this, we can press Ctrl + H. Make sure the "options" toggle button is active. Otherwise, you cannot access the find and replace formatting feature. Since we don't want to find or replace data, just leave these two text fields blank. Then we want to pick this pink color. Click on the drop-down list of this "format" button. Here, you can specify the format you want to search manually with this button. But a faster way to do this is with this button "choose format from cell". Now Excel demands us to select the cell where we want to reference the formatting. Just click on one of these pink cells. Now we can see a preview of the format we want to search in this box. Next, we need to determine the replacement formatting. If there is already a reference cell, you can click this button again. But because there is no reference cell, we need to specify the replacement formatting manually by pressing the "format" button. Open the "fill" tab. And choose this light blue color for example. Click OK. Make sure the other parameters are in the default condition. Now click on the "replace all" button. We can see that Excel just made changes on 12 cells. Click OK. And here are the results. All cells with pink background colors have turned into blue. You can also do this find and replace technique on text formatting, number formatting, and even borders. The technique is basically the same, so I'm sure, in sha Allah, you can try this for yourself. What we need to discuss now is the technique of combining data and formatting. For example, imagine this scenario. We want to make all the cells containing only the F letter code to have this blue background color. But we don't want the text format to be big and white. Essentially, we only want to reference the cell's fill color, but not the text formatting. For this case, it's actually easy because if we check the cell's fill color. It uses this blue color from the theme. Now, what if this is a custom blue color. There is no theme color box that represents it. The manual method for doing this, is you click the "more colors" button. Then copy and paste the hexadecimal color code. Yes, you can do this. But there is an easier way. To see this in action. Let's first set the search data. Type here a capital F. Then we need to clean up the format search. Click here, then select "clear find format". Then in the replace part. We don't want to change the data, so we just leave this text field empty. Then, click "choose format from cell". Then select one of these blue cells. Now, take a look at this preview box. The text color is currently white, and large, and also bold. To clean the text formatting but not the fill color. We can adjust this using the "format" button. Go to the "fonts" tab. We can see the size is set to 14 points, bold in on, and the color is white. Click this "clear" button to remove all of this formatting. Click OK. And finally, don't forget to activate the option "match entire cell contents". Then press the "replace all" button. And this is the result. All cells with a single letter F have the background color turned blue. 60. Sorting data: In this lesson video, we will discuss how to sort data. We will be using this data table that is inside the file I provided for the previous lesson. To sort data, you first need to select the cell whose column will be used as the reference. Let's say we want to sort all this data using the "product ID" on the left. You can select any cell, as long as it is in the reference column. Then, in the "home" menu, you can see a sub-menu called "sort and filter". Here we can see several commands "sort smallest to largest", "sort largest to smallest", and "custom sort". These two sorting commands can work on both text data and numeric data. For example, if we press the "sort smallest to largest" button. We can see that the data in this table is sorted based on the numbers in the "ID" column, from smallest to largest. Whereas, if we press the "sort largest to smallest" button. All data will be sorted in the reverse order. That is from the largest number to the smallest. Apart from using the "home" menu, you can also open the "data" menu. We can see the three sort buttons are here also. For the second example, suppose we want to sort these data by product names from A to Z. For this, just select one of the cells in the “product name” column. Then press "Sort Smallest to Largest". Now the product names are sorted from A to Z. But the product ID numbers are not sorted anymore. I need to stress out again that the sorting command does not only sort the data in the column that is being used as the reference, but it will affect all the data in the table. When Excel moves this cell reference for example. Then all cells within the same row will be moved also. This is the correct way to sort data. Now, if you only select the first 5 cells in the price column. Then try to perform sorting. Excel will notice that if we only sort these 5 cells, without the other cells, of course, this will break the integrity of the data. That is why Excel displays this warning. To confirm what is exactly that we want to do. You will see 2 options here. The “expand the selection” option basically revises the cell selection so that it covers all the data in the table, then it does the sorting. This ensures the data integrity. We can see, not only in these 5 cells. But all data is now sorted by the product price, from the cheapest to the most expensive. Let me undo this first. And try selecting these 5 cells again. Now, if we try to perform sorting again. But we click on this second option, "continue with the current selection". What happens is, only the data in these 5 cells are sorted. Other data in the table will not be touched. Again, most of the time you don't want this to happen. But the feature is there if you ever need it. Sometimes we want to sort data not based on the alphabet or by numbers ordering. But we want to use a custom arrangement. For example, let's say you sell cars. Usually, each car product has several variants with certain codes. You want to sort the car products based on these variant codes. Or another example, suppose you are selling T-shirts. And you want to sort the T-Shirts based on size codes S, M, L, to XL. Etc. I'm sure you get the idea. You can do all of this in Excel with a "custom list". Just for example. We want to sort product data based on the code in this "type" column. We want to display the letter F code first. Then D, M, FD, FM, DM, and finally FDM. If we just select one of these cells, and press "sort smallest to largest". Excel will only sort them in the standard alphabetical order. This is not what we want, so I undo it. To use a "custom list" you must use the "custom sort" command. Excel will display a window called "sort". In this "sort by" field, make sure the "type" option is selected. It means we are using the data in this "type" column for reference. Then, what Excel needs to take into account is the data value, not the fill color, or the color of the text, or graphics that are attached to the cells. And the last is the sorting method. We don't want the standard “small to large” or “large to small” methods. What we want is a custom method, so we select this "custom list". Excel will open the "custom lists" window. You might be thinking that you've seen this window before. If so, you are right. Because we have opened and used this window before when we discussed creating a custom AutoFill. Basically, if you have already created the "custom list" via the "options" window before. Then you don't need to re-create the list again. You can just choose the list from this list. If not, then you need to create a new one. To create a new list, the process is the same as we discussed earlier. We type here F. Press Enter. Then D, Enter, M, Enter, FD, FM, DM, and FDM. Once you are done, hit the "add" button here. Then press OK. Now we can see the "custom list" we created in this drop-down list. In case we want to reverse the order, Excel also provides the list here. Click OK. And this is the result. Next, we want to discuss multi level or nested data sorting. For example, let's say we want to sort the data based on the product type category. But then on top of that, we want the results to be sorted by the name of the supplier. So in the F data group, the suppliers are sorted from A to Z. Then in the D data group, the same thing happens. The suppliers are sorted again from A to Z. And so on. For this, we can open the “sort” window again. We can see that now we only have 1 sorting level. Click "add level" to add a second level sorting. Then we select "supplier company". The other parameters are already correct, so we don't need to change anything. But, before we click the OK button. I want to discuss, just briefly, this option "my data has headers". This option is important to exclude the heading row above from the sorting process. If we set this off. Later this blue heading row will be moved to another location as it is included in the sorting process. So make sure this option is active if you do have a heading in your table. Now if we click OK. We get the result like this. In each block of the product types, the suppliers are sorted alphabetically. 61. Filters: In this lesson video, we are going to discuss filters. For this lesson, I have prepared a file containing dummy data. It is a list of 50 student names, complete with their personal information, gender, major, GPA, date of birth, nationality or citizenship, and finally residential. Whether they live in dorm A, B, and so on. Or do they live in a private residence. So what is a filter? Filter in Excel, is a way to hide data or display only data that meets certain criteria. Let's just see an example. To activate a filter. First, you need to make sure the cell selection is in the table area that you want to filter. It doesn't really matter which cell it is. Then you can do one of these 3 methods. First, on the home menu, in the "sort and filter" menu item, select "filter" here. When the "filter" feature is active, you will see small arrows in the lower right of the header cells at the top of the table. You need to know that this "filter" button is actually a toggle button. Meaning, you can click to turn it on, and then click again to turn it off. The second method is by using the "data" menu. Here you can click on this "filter" button. As before, this is also a toggle button, so you can click on it again to turn it off. And the last method is by using a shortcut, Ctrl + Shift + L. Similar to the previous 2 methods, this shortcut also works as a toggle. So if you press Ctrl + Shift + L again, the filter feature will turn off. Now, let's say we want to see which students live in the A dormitory building. For this, we can click the arrow button in the “residence” column. At the bottom, you can see all the variations of the data that exist in this column. We can activate or deactivate each of these data to perform filtering. If we click on the "select all" option. All data types will be activated or deactivated. Currently, we just want to see dorm A. So first click "select all" until everything becomes inactive. Then activate only the “dorm A” data. Click OK. And this is the result. All of the students who do not stay in dorm A will be hidden. Now, notice below. After filtering, Excel will inform you how much data is currently displayed, which is 10. The total data is 50. This means that there are 40 data currently hidden. Also, notice that the icon of this small button has changed. Now it is a funnel symbol. This indicates that there is filtering working in this table. Now, if you want to reset the filtering so you can see all the data like before. You can reopen the filtering menu in the "residence" column. Click "select all", until all data types become active again. Then click OK. Now we can see all the data. But for the purpose, this method is too slow. Let me undo first. A faster way to reset the filtering is to turn it off and on again. So we can just click this button twice. Or you can also use the shortcut Ctrl + Shift + L. Sometimes we need to filter data with more specific criteria. For example, suppose we want to find all students whose names start with the letter "A". For this, we can click on the filter arrow button in the "student name" column. Then, instead of clicking on the names checkboxes below. You can use the "text filters" option here. You can see that there are many specific filters for text data. What we want to look for is the first letter. So choose this “begins with” option. Then type here the letter "A". And press the OK button. This is the filtering result. Okay. Let me reset back the filtering by clicking this "filter" button. Next, we will discuss the search feature and also multilevel filtering. If we click the filter button in the "birth date" column. We can see, for date data, in addition to selecting the year number. You can also select the month. You can even go down to the date level. For now, we will focus on this search feature. Just for example. Let's say we want to see which students are born in October. Of course, if we have data spanning hundreds of years. It will be inefficient if we do this by pressing these checkboxes one by one manually. For this, we can just type in the search bar “Oct”. Then Excel will automatically activate all October checkboxes in all available years. If we click OK. We can see that all student data is hidden, except for those born in October. Let me reset the filtering again by pressing Ctrl + Shift + L twice. Now we will try to use filters on numerical data. Suppose we wanted to see all the students whose GPA is 3 or above. We can open the filtering menu in the "GPA" header. Then in the menu item "Number filters'', select "greater than or equal to". Enter here the number 3. Then press OK. And this is the result. Then, we also want to create multilevel filtering, and that is by enabling filters on several columns at once. Just for example. Let's say we want to see all students from Indonesia whose GPA is 3 or above. Because the filter for the GPA score is already active. All we need now is to add the filter for the "Citizenship". So click here. Turn off all checkboxes except for “Indonesia”. Then click OK. And this is the result. In the previous lesson, we discussed data sorting. What we haven't discussed yet, is sorting using the filter feature. What is unique about this sorting technique is we can apply it only to the filtered data. So for example, after we have multilevel filtered data like this. We want to sort the data alphabetically according to the name of the student. You can click here. Then press "Sort A to Z". And now we can see that the data is arranged according to the name of the student. The last important thing that we need to discuss, is the process of duplicating the filter results. After filtering and sorting a large table of data, usually, we need to create a report. It can be just a digital image or printed on paper. To simplify this process, in Excel, if we create a selection and duplicate the filter results. Only data currently displayed will be duplicated. For example, we can make a selection like this. Then press Ctrl + C. And let's create a new sheet. Here we can press Ctrl + V to paste the data. Then press Ctrl again to see the paste options. Then press the letter W, or click on the "keep source column width" paste type. We can see that only 5 student data are duplicated. The others are ignored. So again, if you perform copy and paste on a filtered and sorted data, Excel will only take into account the data that is visible at that time. 62. Freeze panes: In this lesson video, we will discuss the freeze panes feature. For this lesson, I'm going to use the same file as the previous lesson. Basically "Freeze Panes" is an option to make certain columns or rows static. Meaning they will stay where they are on the screen even though the entire worksheet is being scrolled. To access "freeze panes", you need to open the "view" menu. Then in this menu, you will see the menu item "freeze panes". If you click on it, you will see 3 options. For now, select "freeze top row". Now, notice that this line is a bit thicker than before. And if we scroll down. Only row number 2 and above are rolled up. Meanwhile, row number 1 is static. To deactivate this "freeze" feature, you can press the "freeze panes" menu item again. Then select the option "Unfreeze panes". Now everything is back to normal, meaning there are no more static rows. Besides the row, you can also freeze the column. The method is basically the same as before. Open the menu item "freeze panes", then select "freeze first column". If we scroll sideways, that is by using this scrollbar. Or by holding Ctrl + Shift and rotate the scroll wheel. We can see that now this first column is static. To "unfreeze" this column, just use the same method as before. That is by clicking the “Unfreeze panes” button. And as we can see, everything is back to normal. You need to know that this "freeze panes" feature can also be combined with other features in Excel. For example, we can use it in conjunction with the "filter" feature. Just for example. You can open the "data" menu, and activate the "filter" option. Now we can access these filter arrow buttons in the header row. Then we can open the "view" menu. And activate "freeze top row". Now the header row looks like this. It is currently static and offers filtering features. Let me turn off the "filter" and then also the "freeze" feature. The last thing we want to discuss is to freeze the column and row at the same time. To do this. First, you need to select the cell whose upper row and its left column you want to "freeze". So if you want to "freeze" the row above and the column on the left, then what we should select is cell B2. Not cell A1. After you select the cell. Reopen the menu item "freeze panes", and then select the "freeze panes" option at the top. Now if we scroll down and or scroll sideways. We can see that the top row and the left column are static. Let me "Unfreeze" this. Now, notice if I select cell C3. Then activate the "freeze panes" feature again. As you can see, instead of just one column or row. We have 2 rows and 2 columns at once become static. Sometimes we need this feature, for example for comparing the values of different cells that are far separated. 63. Excel Table basics: In this lesson video, we will cover the basics of the "Excel table". For this lesson, I have prepared a file that is almost similar to before. It's just that I removed all the cell formatting. Previously you often heard me using the term table. What I'm referring to is a table in general, that is data organized in columns and rows. Now, you need to know that in Excel, there is also the term "table" which is a bit different than the general "table" term. In Excel, even though we organized the data in a table format like this. They are still referred to as regular cell range data. Or commonly known just as "range". It is still not considered a "table" unless it is converted into a "table". To avoid confusion, I will use the term "Excel table" for the official table data objects that exist in Excel. To convert ordinary table data like this into an "Excel Table". First, position the cell selection so it is inside the table area. It doesn't matter which it is. Then, you can do one of these 3 methods. First, you can open the "home" menu. Then click on the "format as table" button. You need to select a preset for the table formatting. For example, I choose this "medium" green. Then Excel will open the "format as table" window. Here we need to input the cell range code for the cells we want to convert into an "Excel table". Normally, Excel will automatically fill in the cell reference code, based on our current cell selection. So we don't need to change anything. But if you need to change it, you can type the cell reference code manually in this field. Or click-drag with the mouse to let Excel type in the code. Next, the option "my table has headers" must be active if our data has headers. What "header" means in this row above that contains the titles for each of the columns. Because there is also another term called "header" in the printing process. But that is a different thing, and we will cover that in future lessons. In case your data does not have any header, then you must disable this checkbox. If you do that, then Excel will add the headers automatically after converting it to an "Excel Table". So for now, just leave this option on. Click OK. And now we have an "Excel table". One of the characteristics of an "Excel table" is that if we click on one of the cells, the table object's contextual menu, "table design", will appear at the top. Also, in each of the header cells, you can find the "sorting" and "filter" buttons similar to the ones we saw in the earlier lessons. If you want to change an "Excel table" back into a normal cell range data. Make sure the cell selection is in the table area. Then in the "table design" menu, click on this button "convert to range". A confirmation window will appear. Click "yes". And now these data have returned to ordinary range data. You may notice that these cells still look green. But this is just a cell style. If you want to remove the cell style. You can select all the data cells using Ctrl + A shortcut. Open "cell styles", and then choose the default cell style called "normal". And before, I used the center text alignment both for vertical and for horizontal. Okay. The second method to create an "Excel table" is to open the "Insert" menu, then select "table" here. And the third method is to use the shortcut Ctrl + T. Excel will open this window again. Click the OK button to continue. The difference between the second and the third method compared to the first method is you don't get to choose the table style at the beginning. But this is not a big deal. Because later, after the "Excel table" is created. You can define the table style in this list in the "table design" menu. For example, using this preset style. Or maybe this one. Etc. For now, I'm going to use this striped green style. From this example, we can conclude that one of the advantages of using an "Excel table" is that it is easy to use styles. After you create an "Excel table", you can still change the data range. The first method is to open the "table design" menu. Then click on the "resize table" button. We can change the cell reference code here. Or you can also click-drag with the mouse. Next. The second method is to use the small dot in the lower right corner of the "Excel table". But to be able to access this feature, you need to make sure that the selection is not in this corner cell. Why? Because, if the cell selection is here, then this corner point will be covered by the AutoFill rectangle. So first, click on another cell to clear this cell from the selection. Then, hover your mouse cursor until it is over this point. The mouse cursor will change to an arrow symbol. If we drag this to the left. Now, this column is no longer considered to be part of the "Excel table". Let me undo this. If we drag this point upward, for example, until 2 or 3 rows. Now, all of these rows are also considered not part of the “Excel table”. I undo again now. We can also use this method to expand the "Excel table". If I drag this point to the right or downward, let's say 2 or 3 rows down. Now, these empty rows become part of the Excel Table. If you pay attention. One unique feature of the “Excel table” that can save us time is that new merged cells will automatically follow the style that exists in the table. I undo this again. The next technique for adding new data to the "Excel table" is the manual method. Suppose we want to add a new row at the bottom of the table. But before that, let's imagine a more difficult scenario. Let's say we have hundreds of rows and currently we are at the top of the table. In this condition, if you want to jump straight to the bottom of the table, you can hold down the Ctrl key and then press the down arrow. Okay. So the first technique is using the Tab key. You need to select the lower right corner cell. Then press Tab. As we can see, the cells below are now turned into part of the Excel table. Let me undo this again. The second method is to select this cell that is outside the Excel table but right below it. Then just type in a new data, for example, "widhi". Then press Tab. As we can see, this new row is automatically merged into the Excel table above. I undo again. This manual data input method also works for columns. If we go back to the top by pressing Ctrl + Home. And, let's say we want to add a new column named "year". Just click here. Type in "Year". Then press Enter or Tab to confirm. We can see that this column is automatically merged into the Excel table on the left. At this point, we have seen some of the benefits of using an "Excel table" compared to ordinary cell range data. Such as having the filter and sorting feature built-in. And the convenience of applying styles. But this is just the tip of the iceberg. In the next lesson, we will discuss various advanced “Excel table” features that can help us to process data more effectively and efficiently. 64. Advanced Excel Table: In this lesson video, we will continue discussing "Excel tables". We will use the file from the previous lesson. One feature of the “Excel table” that you may have noticed in the previous lesson is the automatic freeze pane. Indeed we have discussed "freeze panes" in-depth in earlier lessons. But the "freeze pane" feature in the "Excel table" is a little different from the usual "freeze pane". If we scroll down on the Excel table. You can see it here. Instead of making the header row static in the grid area. The header titles appear in this upper area taking over the column letters. If we scroll up again until the row header is visible, this upper area will be filled again with the column letters. Now, you need to know that this feature will only work if the cell selection is inside the "Excel table" area. If you click on a cell outside the table, for example here. In this condition, scrolling down will not trigger the freeze pane feature. If you have an "Excel table", then open the "table design" menu. You will see several options in the "table style options" section. The first is "header row". It is used to show or hide the header section above the table. Then we can use the "first column" option if we want the first column to have different formatting from the other cells. If this option is active, and you open the "table styles" list. You will see some new styles that were not there before. Some have a different color for the first column. For example, we choose this blue one. We can see now, the first column is darker. The “last column” option is similar to the “first column”, except that it affects the last column or the rightmost column. So this is for the first column, on or off. And this is for the last column, on or off. Next is the "filter button" option. This checkbox is used to turn on or off the small buttons for sorting and filter in the header area. Apart from this button, if you go to the "data" menu, you can also toggle the sorting and filter feature using this "filter" button. We won't cover sorting and filter again in this lesson because we've already covered them in-depth in previous lessons. The next option is "total row". This option will add a dynamic row at the bottom of the Excel table that contains the total value of the numbers above it. Unfortunately, we don't have any numerical data that can be totaled in this column so the resulting total value is irrelevant. But this column has numeric data. We can click on this cell. And change the total setting to "Sum" to add up all the numbers above. Or you can select "Average" if you want to know the average value. You can also select "min" here to display the minimum value. Etc. Let me turn off this feature for now. The last 2 options are these “banded rows” and “banded columns”. What "banded" means is the color stripe effect you see in the grid area. "Banded rows" means the color of the rows will be alternated between dark and light. Meanwhile, "banded columns" means the color of the columns will be alternated between dark and light. You can activate both at the same time if you want. But usually, the option that we need is only the "banded rows". The function of this feature is to make it easier for us to read the data, especially those that extend far horizontally. Rarely do people use this “banded column” feature. And it is even rarer for people activating both options at the same time. But at least, the options are there if you ever need them. One benefit of the "Excel table" is how easy it is to make data selections. For now, make sure we scroll up until the very top. Suppose, we want to select all the data in the "residence" column. If we just click on the column letter like this. Then Excel will select all cells in this column, including the empty cells below that we don't use. To select only the cells in a column that are part of the “Excel table”, you only need to hover your mouse slightly below the line of this column letter. Notice how the cursor changes to a big arrow. If we move it down a bit it will turn into a four-way arrow. If we move it down again a little it will turn into a big arrow again. In this condition, if we click. Then all cells in this column will be selected. But only the cells that are part of this table. We can see that cells outside the "Excel table" will not be selected. You can also use the same technique to select rows. So don't click here. But move it a little to the right. And then click. We can see the selection result like this. Now, let's go back to the column selection. If we scroll down the worksheet so that the freeze pane feature is working. To select the cells in a certain column inside the table, just click on the header names of these columns. We can see the selection result is the same as the previous technique. That is it will not select the empty cells below. Next, you can also select the entire "Excel table" quickly. The first method is to move the mouse cursor to the top left corner, but slightly into the grid area. Until you see the cursor changes to this single big arrow like this. If you click, the entire Excel table will be selected. The second method is by clicking on the edge of the table. But for this to work, you need to make sure that the cell selection is inside the table area. Which cell, doesn't matter. Then hover the mouse cursor to the edge of the table, until the mouse cursor changes to this 4-way arrow symbol. If you click, all cells in the "Excel table" will get selected. The last method to select the whole "Excel table" is with the shortcut Ctrl + A. Just as before, you must first make sure that the cell selection is inside the table area. If you press Ctrl + A once. Then all the data cells from the Excel table will be selected. But not the header cells. If you press Ctrl + A again a second time, now the entire Excel table, including the header cells, will be selected. And if you press Ctrl + A again for the third time, all cells in the worksheet will get selected. The last benefit of Excel tables that we want to cover is their naming. If we open the "table design" menu. On the left side, you will find the name of the "Excel table" that is currently active. By default, it will have a generic name like "table1", "table2", and so on. We can and should rename tables to something more meaningful. For example, we can change the name to "students". You need to remember that the rules for naming a table are basically the same as the rules for naming cell references. We discussed this in earlier lessons. Just to refresh our memory. The name must begin with a letter or with an underscore, and should not start with a number. Then, you are not allowed to use spaces or special characters. And lastly, the name must be unique. Meaning, it is not already used by other Excel tables or by other cell references in the same workbook. If you have an "Excel table". And besides it, you also have a named cell reference. For example, we can select these 4 cells. Then open the "Formulas" menu. And then click on the "define name" button. Give it any name, for example, "example". Then Enter. Now we have 2 names in this workbook. If you open the "name manager" window by clicking this button. Or by using the shortcut Ctrl + F3. We can see both names on this list. But take a closer look at the icons. The name "example", the icon looks like this because it is a cell reference. As for the name "students", the icon looks like this because it is an "Excel table". The benefit of creating names for "Excel tables" or "cell references", is that, you can select them quickly by opening this drop-down list box. And choose the name you want. This is to select the "students" Excel table. And this is for selecting the "example" cell range. At this point, you might be thinking that this naming feature is insignificant. On the contrary, this feature is the most important feature of the "Excel table" if later we need to perform data analysis using "PivotTables". We will cover "PivotTables" in more depth in the next lesson. 65. PivotTable basics: In this lesson video, we will cover the basics of PivotTable. There is no new file for this lesson. We will be using the file from the previous lesson, which contains this student's data. So what is a "PivotTable"? In the simplest definition, a "PivotTable" is a derivative table whose data is taken from its main table. Its purpose is to show the data from a different point of view, or to provide new insights from the available data. It is called "pivot" because usually, we rotate or swivel the roles of the data. For example, a column may become a row. Or the opposite, a row may become a column, etc. You should note that the “PivotTable” is just a tool and a part of a bigger topic called "data analysis". And as you probably already know, "data analysis" is a very broad and deep topic to discuss. I do have a plan, in sha Allah, to make a special course discussing data analysis. For now, we will discuss the basics of using a "PivotTable". With the hope that you will have sufficient foundations to explore the advanced features independently. To create a PivotTable, first, make sure that there are no empty columns and or rows in the table. And if you have a special column or row that calculates a certain total value. You should not include these columns or rows. The reason is that later, the "PivotTable" can generate the total values for us dynamically. If there are no more issues, you can then click on one of the cells in the table. Then, open the “Insert” menu, and click on this “PivotTable” button. The "create PivotTable " window will open. At the input field at the top, we can define the cell reference. Excel automatically created this cell reference for us based on our cell selection. If for some reason Excel does not select the data that you want, or perhaps you just want to adjust the cell range, you can still edit the cell reference in this field. Next, this option is when you want to use external table data. This option is very important if you work in a large company whose data is spread over many files, many formats, and many systems. For example, some data might be stored in Microsoft Access format, or OLAP Cube file, or SQL database, and so on. Then, in this parameter group, you can choose where the “PivotTable” will be created. You can create the "PivotTable" in the same worksheet. But it will be more convenient and effective if we use a separate or dedicated worksheet for the "PivotTable". The reason is, because the "PivotTable" can change its length or width dynamically. So, if it exists next to another table, it may run into the other table. We will see some examples of this later. The second reason is that it will make it easier for us if later we want to delete it. We will also see an example of this later. Next, for this option "data model", we won't be discussing this topic now. But in short, a "data model" is a method for creating relationships between data from 2 or more "Excel tables". For now, we will start with the simplest one. So click OK here. And now we are in a new worksheet called "sheet 2". This is our previous worksheet, "sheet 1". And this is the new worksheet Excel created for us to hold the "PivotTable". At the moment, our “PivotTable” still looks empty. If you select this empty cell, the “PivotTable fields'' side panel will close. If you select the PivotTable object again, the "PivotTable fields" side panel will reappear again. Now, if for some reason, you select a "PivotTable" object, but this side panel does not appear. You need to open it manually by going to the “PivotTable analyze” contextual menu. Then click on this "field list" option. And this is a toggle button, so you can turn it on or off by pressing it again. Okay. Now, let's say we want to know, how many male students are there compared to female students in each of the existing majors or departments? For this, we need to drag this “major” category into the “rows” box. We can see now that each row is filled with the data from the existing major. There is "Art", "Business", "Information", and "Medical". Next, we want to divide these columns into male and female. Therefore, we can drag the “gender” category to the “columns” box. So now we have the “female” and “male” columns here. Next, for the values or the data in the center grid, we need to input the "student name". So drag this "student name" category to the "values" box. And this is the result. We've just created our first “PivotTable”. Yes, it looks simple, but that's how a "PivotTable" should be. It is supposed to be simpler than the main table, but it is able to answer certain questions that were difficult to answer if you just rely on the main table. From this PivotTable, we can clearly see that in the art department there are 8 female students and 6 male students. In total, there are 14 students in this department. We can also see this data for the other departments. And we can also see that there are 22 total female students and 28 total male students. Next. There are a lot of things that we can adjust from a PivotTable. Suppose you want to change the text in this header. You can just click on the cell. Then in the formula bar, rename it to "Major". And let's change this to "Gender". We can also reorder the data easily. For example, the "Female" category appears first before the "Male". This is because alphabetically the letter F is earlier than the letter M. If you want the "male" category to be first or on the left side, you can click this filter button. Then select "Sort Z to A". Now “male” is on the left side and “female” is on the right side. We will cover more options around “PivotTable” in the next lesson. For now, we will focus on how to duplicate and delete a PivotTable. To duplicate a "PivotTable", you first need to select it as a whole. For this, you can do it manually by clicking and dragging with the mouse. Or you can open the “PivotTable analyze” menu, then open the “select” menu item, then choose “entire PivotTable”. Or, if you prefer the shortcut, you can also use Ctrl + A. But for this to work, you must first click on one of the cells. Then press Ctrl + A. After the whole PivotTable is selected, you can press Ctrl + C to make a copy. Then select another cell. This will be the top-left position of the duplicate. Press Ctrl + V to paste. And now we have 2 PivotTables. However, you should never do this. I mean placing a "PivotTable" right next to or adjacent to another "PivotTable" or table or other range data in general. It is recommended that you put a single PivotTable in its separate worksheet. If you place them like this, the PivotTable on the left will be locked. Because it no longer has free columns to use when it needs to change its data contents. Just for example. If I select the "PivotTable" on the left. And try dragging the GPA category into the “columns” box. This error message will appear. Essentially, this happens because the additional columns for the GPA values will run into the "PivotTable" on the right side. But if we select the "PivotTable" on the right. And we add the GPA values to the “columns” box. No error message appears. Excel can perform this without problem as the right side cells are still empty. Okay. Next, to delete a PivotTable, it's similar to how we duplicate it. That is, we first need to select it as a whole. We can use the previous methods. I use the shortcut Ctrl + A now. Then press the Delete key. And the PivotTable is now gone. Now, what is so great about having a separate worksheet, is that, removing a "PivotTable" becomes a lot easier. Just delete the worksheet and it is done. So you can right-click here. Then select "delete". And click "delete" again to confirm. Okay guys. So those are the basics of creating, modifying, duplicating, and deleting "PivotTables". In the next lesson, we will discuss various advanced features and options related to “PivotTables”. 66. PivotTable Field, Filter, and Slicer: In this lesson video, we will continue our discussion on PivotTables. Now we will focus on setting the Fields, then the Filter, and finally the Slicer feature. Because in the previous lesson we deleted all the existing PivotTables. Now we need to create a new PivotTable from this main table. However, we will explore an alternative way to create a "PivotTable" and that is using the "recommended PivotTables" button. When you click this button, Excel will offer you several PivotTable models that you may be interested in using. Let's try to create this one. Basically, it divides the row by the citizenship category or field. And divides the column by gender category. Click OK. And this is the result. We are now in a new worksheet. As you can see, unlike before, the PivotTable has the fields already set by Excel. Until this point, in sha Allah, you have understood everything. Now, take a look at this "rows" box. Unlike before, now we have 2 categories or fields in this "rows" box. That is why we see these plus signs on the left side of the country names. If we click on these plus symbols. The names of students from that country will appear. Then to the right, the student's GPA scores will appear in the column according to their gender. This is because we have the "gender" field in the "columns" box, and GPA in the "values" box. Next, notice that the value above is the sum of all the GPA scores below. This is due to the GPA field in the "values" box being set to “sum”. Generally, we don't need to calculate the total value of GPA scores. What we usually want to know is the average value of them. To change these values to average, you can click here and select “value field settings”. Or you can also right-click directly on the cell. And then select "value field settings". After the "value field settings" window opens. Change this option to "average". Now, before you click OK. You need to remember that the average value is a result of a division. Therefore, it will usually produce many numbers after the decimal. If you want to limit the digit after the decimal, you can click on the "number format" button. Choose the "number" category. Then determine how many numbers you want after the decimal. Usually, GPA scores are displayed with just 2 digits after the decimal. So this "2" value is correct. Click OK. And click OK again. And this is the result. Instead of displaying the total number, these values now display the average value of the students from the current country. In fact, you can also see that these “grand total” columns and rows also display average values. So it is more suitable if we change this header text to "Average" so it is more relevant to the data type. Next, what if we don't want the names of students here. We only want to see the average GPA based on the country globally. For this, we have to remove the “student name” field from the rows box. There are several ways to remove a field. First, you can just click-drag the field out like this. So that is the first method. I undo this first. The second method is to press this little arrow button. Then select "remove field". Let me undo again. The last method is to disable the "student name" checkbox at the top. We discussed filters before. Basically, we use filters to hide or show data based on certain criteria. Now, in the PivotTable, you can use filtering using 2 different features, namely the "filter" and the "slicer". Both actually provide the same function. What's different is the location of the interface. The filter is attached to the grid, while the slicer hovers over the grid. Let's see an example of each of them. To use filters. Let's say we want to use the "residence" category for the filtering. Just drag the “residence” field onto the “filters” box. And as you can see, the residence filter appears at the top. Let's try this filtering feature. Suppose we want to filter the data in this PivotTable, only to display students who live in dormitory building A. We can click here. Choose "dorm A". Then click OK. If you want to see only those who live in dormitory building B. Click here again and select “dorm B”. Then click OK. We can also use several options in the filter. For example, we want to see the data of students who live in dormitory C and also dormitory D. You can click on this button again. Unlike before, first, you need to activate the “select multiple items” checkbox. After that, you can now activate "dorm C" and "dorm D" at the same time. Click OK. And this is the result. Now, let's discuss "Slicer". In general, you don't need to use a filter and a slicer together at the same time. You only need to use one of them. But for now, just for demonstration, I will use both at the same time. To create a slicer, make sure the cell selection is inside the PivotTable area. Then in the "PivotTable analyze" menu, select "insert slicer". Next, select the data category or field that you want to use. For now, we only want to use the same field with this filter, which is “residence”. Then click OK. And here is the slicer. Similar to graphic objects, you can move this slicer object to any position you like. You can also adjust the size if necessary. Slicers provide faster feedback when compared to filters. For example, we want to filter the data to only show "private", "dorm D", "dorm C", and so on. We don't have to bother pressing the OK button to see the changes. And interestingly, the settings on the slicer automatically affect the settings on this filter. You can see how the filter reacts as we click on the slicer. Then, we can also activate the "multiple items" filtering by pressing this toggle button. When this button is active, we can activate "dorm A" and "private" for example, at the same time. If you want to remove a filter, the process is similar to removing the other fields. You can just drag the “residence” field out like this from the "filters" box. And now the filter is gone. Then, to delete a slicer. You just need to select it first. Then press the "Delete" key on the keyboard. 67. PivotTable Design: In this lesson video, we will focus on the design or appearance of PivotTables. This is the file that we have from the previous lesson. Before we start tinkering with this PivotTable again. Notice how the view from this side panel looks a bit narrow. This is because I only used HD resolution to record this video. We can change the layout of the "fields" side panel by pressing the “gear” icon at the top. Then choose another layout, for example, I prefer this second layout. And we can see the side panel "PivotTable fields" with its new layout. Now each of these squares is more spacious as they extend upward. Again, this is just an interface preference, so it doesn't change any functionality in the PivotTable. Next, to be able to try all the design features available for the PivotTable. We need to change the structure a little. First, we can drag this “Gender” field from the column box to the row box. So now we can expand or collapse each of these country items to see their gender sub-categories. If you want the male to appear first and then after that the female. You can right-click on any of these cells. Select "sort", then select "sort Z to A". Then, we want to add this "major" category to the "column" field. So now we have a PivotTable like this. To set the design of a PivotTable. As usual, first, make sure the cell selection is inside the PivotTable area. Then, on the right side of the "PivotTable analyze" menu, you will find the "design" menu. We will cover all these parameters from the left first then to the right. What this "subtotals" option means are these values that summarize the values under it or in its sub-category. So these "subtotals" would not appear if we only have one category or field in this rows box. If we click on the menu item "subtotals", and select "do not show subtotal", then the cells in the country names row will be empty. But you need to expand the country row to see the difference. A few tips to quickly expand or collapse all hierarchical data like this is by right-clicking on one of the items. Then select the "expand collapse" menu. Then click on the "collapse entire field" button to close everything. And to open all of them, you can choose the other option, namely "expand entire field". Okay. If you open the menu item "subtotals" and choose this second option. Then the subtotal value will be placed at the bottom like this. So, a new row will appear just to display the subtotal values. For now, we are returning this to the default, which is the third option. Next up is the "grand totals" option. This option is useful for setting the "grand total" columns and rows. In the previous lesson, we changed this header text to “average”. If we select the "off" option, now our PivotTable will not have a grand total value at all. Then, this option is used to display the grand total for the row only. And this option is to display the grand total for the column only. Let's return this back to the default, that is "on" for both rows and columns. Next, let's first discuss the "blank rows" option. Essentially, if we select "insert", then Excel will provide space between groups of data by adding an empty row. The default is we don't have any blank rows, so we select the "remove" option. Next is the "report layout". By default, each newly created PivotTable will have a “compact form”, which is this first option. If we choose the second option, namely "outline form". Instead of being placed in the same column. Now, the “gender” category or whatever sub-category field you have, will have its own column. Then the last option, which is "tabular form", is similar to the "outline form" option. The difference is that you will get borders like this. Then, the option "repeat all item labels" will repeat the text in the parent-category column. So the text "Australia", for example, will appear 2 times. First for "male" and second for "female". And so on. If we select "do not repeat", it will return to its original state. For now, let's return the "report layout" option to the default, which is "compact form". Now, let's discuss the PivotTable style. On top, you can see 2 options for the style headers. This is for the row headers. And this is for the column headers. We can see clearly the difference in the column headers. But the option for the "row headers" is not that clear. We can only see that the text has changed to bold or not. Well, this is because the type of table style that we are currently using, does not really support row headers. If we activate these two headers options, then choose another table style. For example, this green one on the far right below. Now we can see the difference more clearly, when we toggle the headers option on or off. The last one is the banded options. Similar to the options in the Excel table. Basically, this is to set the striped color effect on the rows. And this is for the columns. Before we end this lesson. There are 2 more options that we need to discuss. These options are actually related to the PivotTable view. But somehow they are not placed in the "design" menu, but in the "PivotTable analyze" menu. In the "show" section, you will see the "field headers" toggle button. By default, this button is on. If you set this to be off. Then the field headers that were here and here, are now hidden. So this is on, and this is off. Next is this "plus-minus button" option. If we turn it off. Then the small plus-minus buttons that were previously on the left side of this parent field are hidden. In this condition, you can still collapse and expand. And that is by right-clicking, then open the menu item "expand and collapse", then select "collapse" to close it. Or you can select "expand" to reopen it. But of course, this right-clicking method is not that convenient compared to using these small plus-minus buttons. 68. Connecting Excel Table to PivotTable: Previously, we learned about Excel tables and also about PivotTables. In this lesson, we will learn how to combine both of them. We will use the same file as before, which contains the students' dummy data. At this point, you might be wondering. What is the benefit of combining these two features? The short answer is the ease of updating the data. For more details, we will see how to update data in a PivotTable without using an Excel table. And then after that, we will see how it is done using an Excel table. If we click inside the table area. Then open the "insert" menu, and select "PivotTable". Notice that we are currently using the cell range from A1 to G51 as the reference for the PivotTable. If we click OK. We are on a new sheet with an empty PivotTable. First, we can change the side panel's layout to the vertical one. Now, let's create a simple PivotTable. We can drag the "residence" field into the "rows" box. And the "student name" field into the "values" box. And this is the result. If you look at this grand total value. There are currently 50 students in the main table. If in the future we have to update the data in the main table. For example, we can add new student data at the bottom. For the name, just use “Example Name”. Press Tab, type capital M, then A. Then Tab. Capital I, NF, then Tab. And so on. Let me just speed up the video. Okay. Now, let's go back to our PivotTable again. We can see that the students' total number is still 50 people. Even though we have just entered one new data into the main table. So this is something you need to remember. PivotTable will not update the data until we perform a "refresh". To do this, open the "PivotTable analyze" menu. And then press the "refresh" button here. Or you can also use the shortcut Alt + F5. But, as you can see. Even though we refresh the PivotTable, the amount of data in the PivotTable doesn't change. Now, if we open the main table again. Then we select the last 3 rows. And then press Delete to remove them. Then return to the PivotTable. Press Alt + F5 to refresh. We can see that the number of students has been updated to 48 people. And a new data "blank" appears for the "residence" category. So why is this happening? Why is it that we can subtract data, but we cannot add to it? The answer is, because this PivotTable cell reference never changed. It references the cells only up to row 51. The rest will be ignored. If you want the PivotTable to read additional rows then you have to revise or update the cell reference. Let me undo this so we have the 3 rows at the bottom again. To change the cell reference of the PivotTable so it covers the cells up to row 52. We have to make sure the cell selection is inside the PivotTable. Then on the "PivotTable Analyze" menu. Click on the "change data source" button. Excel will take us to the main table and provide a field to reset the cell range. Just change the number 1 at the end to 2. Then press OK. And now, our PivotTable is properly updated. But from this example, you can see for yourself how troublesome it is to update a PivotTable whose data is taken from an ordinary data range that is not an Excel table. Now, let's see how we can automate the update process by using an Excel table. To make things clearer, let's first delete the sheet that contains the PivotTable. Next, of course, we need to convert this data range into an Excel table. We have discussed this before. Make sure the cell selection is inside the data area. Then open the "insert" menu, then choose "table". We can see, for now, Excel automatically detects the data up to row 52. Click OK. And now we have an Excel table. After creating an Excel table, the first thing you should always do is to give it a name. Make sure we are in the "table design" menu. And change the name to "Students", just for example. Then press Enter. Next, we want to create a PivotTable from this Excel table. The method is the same as the previous one. Open the "insert" menu. Then press the "PivotTable" button. The reason why managing data between an Excel table and a PivotTable is a lot easier is because of this name. Instead of using a static cell range code. Excel now refers only to the name of the Excel table, which is “Students”. Later. Whatever changes happening in the “Students” table, will automatically be reflected in the PivotTable, without us having to reset the data source. Just click OK for now. Now we are on a new sheet with the PivotTable still empty. Let's set up the fields like before. Drag "residence" to "rows". And "student name" to "values". We can see there are 51 total students listed. Let's say, we now need to add new data to the main table. For example, we want to add 4 new student data. To make it faster, we can just copy these 4 existing rows above. Then paste them below. Notice how these 4 rows are automatically joined to the Excel table. Yes, we should change these names to other names. But we can just skip this, for now, no problem. If we go back to open the PivotTable. And open the "PivotTable Analyze" menu. If we press this "refresh" button. Or you can also use the shortcut Alt + F5. We can see that there are now 55 students. So, the data is updated automatically based on the recent Excel table condition, without us having to change the data source or the cell reference. The conclusion is, if possible, you should always use an Excel table as the data source for a PivotTable. Because this will make it very easy when later you need to update the data. 69. Conditional formatting basics: In this lesson video, we will cover the basics of conditional formatting. And that is how to create, edit and delete them. Also, an important concept about style stacking. For this lesson, I have prepared a file containing dummy data, which is a list of various archery sports products. Just imagine you own a shop that sells a variety of archery sport equipment. And you use this table to keep track of your store inventory. Column "type" contains the type of product. Is it an arrow, a bow handle, an archery target, and so on. Then the data in this column is the brand or the company name that manufactures the product. Then in this column, you will find the product name or code. Then in the "stock" column, you can check how many items available at the store. This "Purchase" column is the purchasing price per unit. And the "sell" column is the selling price per unit. Then "Margin" is the gross profit that you get per unit. Basically, this Margin column contains a simple subtraction formula. That is the selling price minus the purchasing price. Then the "Sold" column is the total unit sold this year. And lastly is the "total margin" column which is basically a formula that multiplies the "sold" value by the "margin" value. What "conditional formatting" means is basically dynamic formatting that can change depending on the conditions we specify. Excel provides many types of "conditional formatting". We will try to discuss all of them, step-by-step, from the simplest to the most complex. For the first example. Let's say we want to easily detect products that are priced over 200 dollars. Suppose we want to color all of them in green. Because it is related to the selling price, we can click on column F to select all the selling price data in that column. Then, on the "Home" menu, click on the "conditional formatting" menu item. We can see various categories of "conditional formatting" provided by Excel. At the moment we are only interested in the “highlight cells rules” category. And select the option "greater than". In this menu, we have to define the "threshold" value. We can type in here 200, manually like this. Or, if you see the number that you want exists in the grid. For example, we can see that the selling price in cell F16 is 200 dollars. You can just click this button. Remove any text just to be safe. Then, select the cell and press Enter. Excel now references this cell to get the threshold value. But you need to be careful, because, if the numeric data from this cell changes, then the "conditional formatting" rule will also change. For now, I just type here manually, 200. Then we want the color to be green, not red. We can click on this drop-down list. Here, we can see the red color option which is the default. There is also yellow. This will only turn the text color to red. And this will only change the border color to red. Etc. For now, we want to select this "green fill" option. Then click OK. And this is the result. Moving on from this simple example, there are 3 things that I want to discuss. The first is about style stacking. The second is about removing "conditional formatting". And finally, about setting the “threshold” value and also editing the rules. Let's discuss the first one, "Style stacking". You need to remember that you can use "conditional formatting" on Excel tables as well as PivotTables. The application process is the same as the ordinary data we discussed earlier. What we want to highlight now is how the overlapping styles will affect the cells. Just for example. Currently, we have a custom style of light blue fill color and dark blue text color in the header above. If we change this table data into an Excel table. Then choose this striped orange table style, for example. Then click OK. This is what we get as a result. If we imagine the “cell styles” as layers. Then the table style will occupy the bottom position. Then the custom style, for example, this blue one, will be placed above the table style. And so, the custom style will cover or override the table style. And finally, is the style from "conditional formatting". This style will be prioritized by Excel so that it will be placed at the top covering or overriding the other styles underneath it. Suppose I select all cells in this header. You can select cell A1. Then hold down Ctrl + Shift and right arrow. Notice when I change this fill color to "No fill". Instead of these cells becoming transparent, they will turn orange, which is the color of the table style underneath. If I select these cells. And change the fill color to blue. We can see that the table style will be blocked. But the style of "conditional formatting" remains unchanged. So again, as the conclusion. The table style will be the lowest priority. Then above it is the custom style. And finally, the highest priority is the style from "conditional formatting". You need to keep this in mind, especially when working with multiple styles at once. For now, I’m undoing the table style. Next, we will discuss how to remove conditional formatting. In this example, we can see that Excel considers this “sell” header text to be a number whose value is greater than 200 dollars. That is why it is also colored in green. Of course, this is not correct. We want this cell to stick with the custom blue color underneath. To remove "conditional formatting" from certain cells. You have to select it first. Then open the "conditional formatting" menu again. Select the menu item "clear rules". Then select "clear rules from selected cell". Remember, do not click on this one, because this option will remove all "conditional formatting" from the entire worksheet. So click on this one. And now this cell is free from any "conditional formatting". This means that Excel will not evaluate the cell when processing "conditional formatting". In general, you want to do the same for all the headers in your table. So now you know how to remove “conditional formatting” on certain cells as well as on the entire worksheet. However, there are still other ways to remove conditional formatting. And that is by opening the "conditional formatting" menu. Then click on the “manage rules” button. Currently, the list of rules for "conditional formatting" appears empty. This is because the above option is set to only display rules attached to the current cell selection. And it happens that the selection is on the cell that doesn't have any "conditional formatting". If we change this option to "this worksheet". Then Excel will display all the "conditional formatting" that exists in this worksheet. Which currently only has 1 rule. To remove the rule, just select the rule from the list. Then click the "delete rule" button. Click OK. And our worksheet is now clear from any conditional formatting. I’m undoing now so we have the "conditional formatting" back. Next, we want to discuss how to set the "threshold" value. Because we previously chose the “greater than” rule and used the number 200. Therefore, an exact value of 200, like this for example, will be ignored. Suppose you want this number 200 to be highlighted also. Then you should enter a "threshold" value of slightly below 200, for example, 199 dollars. That is one way to do it. Or you can change the condition so that it doesn't use the "greater than" rule. To do this, you can use a special window called the "edit formatting rule". To access it, it is similar to before. That is, we first open the menu item "conditional formatting". Then click on the “manage rules” button. Make sure we set this option to “this worksheet” so that we can see all the existing rules. Then choose this rule. And click on the "edit rule" button. Now the "edit formatting rule" window is opened. We'll cover this area in the next lessons. For now, let's focus on this area in the middle. We can see the 200 value that we input earlier is in this box. We can change the number to 199 like this. Or, let me restore it to 200. You can also change the rule from "greater than" to "greater than or equal to". If you are done, click OK. Then click OK again. And now we can see the number 200 is also formatted in green color. 70. Conditional custom formatting: In this lesson video, we will continue discussing conditional formatting. Now we will focus on creating custom formatting. As an example. Suppose we want to know the product stock that is currently empty. For that, we can click on column D until all cells in this column are selected. Then open the menu item "conditional formatting". And select "highlight cells rules". Before we continue, let's quickly review each of the rules here. We used the "greater than" rule before. Essentially this will search for a value that is higher than the threshold value we provide. The rule under it, which is “less than” is the opposite. It will look for values that are less than the threshold value. Then, the "between" rule will look for values inside the range of or between 2 values. So for this rule, you have to provide 2 threshold values. Next is the "equal to" rule. This rule will check the cell value, whether it is the same as the comparison value that we provide. This is the rule we need to know if the stock data is empty. But let's finish discussing the remaining 3 rules. This "text that contains" rule will search for specific text in the data. Then "a date occuring" is used on the date data to find repeated date values. And the last one is "duplicate values", where Excel will look for and mark duplicate data. Okay. So now we choose the "equal to" rule. And since we want to check if the item is out of stock, we enter here zero. Previously we only used the styles provided in this drop-down list. Now we want to create our own unique style. For this, we can choose the "custom format" option. The "format cells" window will open. We have used and discussed this window in previous lessons. Let's say we want to make the cell's fill color light gray. Go to the fill tab. And change the color to this light gray. You can also use patterns and or “fill effects” here if you want. Then for the text. If we open the tab "fonts". Note that for "conditional formatting", Excel does not allow us to use all text formatting parameters. At least in the version of Excel 365 I'm currently using. I don't know the reason behind this limitation. As you can see for yourself that the option of this font type is locked. Same thing with the font size and some of the “text effects” here. We can still change the "font style", for example, bold and italic. We can also change the color by clicking here. But, in this version of Excel that I'm using, there's a little bug. When you click the color list, sometimes it doesn't want to open. If this ever happens to you. Just click OK first to close the window. Then reopen it by pressing "custom format" again. For now, just choose this gray color. Click OK. Then click OK again. And this is the result. We can see that the products whose stock value is zero are now looking a bit more subtle because of their grey color. If you want to edit the "custom formatting" that you have made. First click on a cell in this column. Open the "conditional formatting" menu. Then select "manage rules". Select the rule that we created earlier. Then press "edit rule". To edit the formatting, you must click the "format" button below. For example, we want to add a purple border around the cells. So open the "border" tab. For now, let's try using this dotted line model. Then pick a color here. For example purple. Then press this "outline" button. Once you are done, you can click OK. Click OK again. And OK again. And this is the result. Before we move on to the next lesson. There is one important concept that you need to remember about "conditional formatting". And that is, "conditional formatting" will remain active until you delete it. What I mean by that. These cells, for example. Although they look normal, they actually have conditional formatting active and constantly checking the values. This happens because we selected the entire column D when we created the conditional formatting. So if later this value number 3 changes to zero, the "conditional formatting" will be triggered. Likewise, if this number 6 becomes zero. The "conditional formatting" will kick in also. This also works in reverse. If we have number zero that turns into 100, for example. Then the style will return to normal because it doesn't meet the rules we specified. So again, "conditional formatting" is not a one-time process that only occurs when we create them. But it will remain active affecting the cell, until we delete it. For the topic of removing conditional formatting, we already discussed this in the previous lesson. 71. Advanced conditional rules: In this lesson video, we will further discuss various rules of “conditional formatting” in Excel. For now, we can select this column D. Then open the "conditional formatting" menu. You need to know that, even though you can quickly create rules with the presets available in these menus. And maybe for most people or for general use scenarios, these menus are sufficient. But unfortunately, not all conditional rule features can be accessed from these menus. To be able to use all conditional rules in Excel, you need to click on the button called “more rules”. This will open the “formatting rule” window that we've seen before. Excel provides a total of 6 categories for creating rules. The 5 categories above are parametric, meaning that you only need to change the parameters provided. But this last 1 category is a bit different. Because for this one you have to write a formula. Because it is a formula, you can make conditional rules as complex as you want, as long as you know how to write them. We will cover this category later in the upcoming lesson. For now, we will first focus on the 5 categories of rules above which are parametric. The "format all cells" category, as the name suggests, affects all cells in the cell range. In this category, there is a gradient color feature that uses 2 key colors. And also a gradient feature that uses 3 key colors. It also provides more visual features such as "data bars", as well as a feature called "icon sets". For these two features, we will discuss them specifically in the upcoming lesson. For now, let's try the gradient with 3 key colors. We are skipping the 2-color gradients as it works similarly with the 3 color gradient. With this type of rule, we can colorize the cell based on their values. Just for example. We can color the lowest value with this orange color. Then the middle value with this yellow color. And the top value with this green color. For values that fall between these three values, they will get colors accordingly. Meaning, the closer the value is to the highest value, the greener it will be. The closer it is to the bottom value, the more orange it will be. I'm sure you get the picture. Once you are done, click OK. And this is the result. Now you might be wondering, how come this looks more like a layer cake than a gradient color? Well, this is because the data is randomly distributed. If you want to see a perfect color gradation, of course, you must sort all the data in this table based on the values in the stock column. So, just for example. You can open the "data" menu, then activate the "filter" here. If you sort the data "A to Z", then this is the result. The orange color will be on top. And if you sort the data "Z to A", this is the result. We can see the green color is now on top. Then slowly turn to yellow, and continue down to orange. If you want to access this gradient color rule via the menu. You can open the home menu, in the "conditional formatting" menu. You can find it in the “color scales” sub-menu here. You can try these presets yourself. But just remember, the effects of this type of "conditional formatting" can not be seen if you only apply it to a single cell. So first you need to select several cells or even 1 column. For example, this column G. And just apply the rule. Let's say this red to white one. And this is the result. Now we will discuss the next category of rules which is "top or bottom values". If you want to use the menu, you can access this type of rule in the "conditional formatting" menu, in the "top-bottom rules" sub-menu. For now, I don't want to create a new rule. I just want to edit the previous rule in column D. So click "manage rules". We want to see all the rules in the worksheet. Maybe we should first delete the white and red gradient rule in column G, so it will be less confusing to look at. Okay. Select this rule and press "edit rule". Now we are back in the “formatting rule” window. For now, we are skipping this second category rule. Because we actually have used and discussed this rule before. We already used "equal to", "greater than", and also "greater than or equal to". There are still other options, but they are conceptually the same. So feel free to try all these yourself. If you select the third category, you will see a "top" or "bottom" option here. What "top" means are the highest values. While "bottom" means the lowest values. So, if I set this to "top" for example, then set this number to 10. Excel will highlight the top 10 cells that have the largest values. Then if you activate this percent checkbox. Instead of selecting 10 cells, Excel will select a number of cells as much as 10 percent of the total cells. This means, if you have 1000 cells, Excel will highlight 100 cells. Not 10 cells. Now, for our dummy data which contains archery products. This option has no effect, because we have exactly a total of 100 rows of data. So 10 or 10% of 100, the result is the same. For now, I just turn off this option. Next, we need to adjust the cell-formatting. Remember, this rule is different from the previous gradient color rule, which is in the first category. Here you don't need to set the cell-formatting. Because we set the color directly in this window. But for the top-bottom category. You must first set the cell-formatting. Otherwise, you won't see any difference in the result later. So click the "format" button. Let's just make it simple. Change the cell fill-color to light blue or Cyan. Then click OK. Click OK again. Before we move on, this is perhaps the right time to discuss the “apply” button. The difference between the "Apply" button with the OK button. Is that, if you click "apply", all rules will be applied, but the "rules manager" window will not be closed. We can see now, these top 10 cells are in light blue color. Until this point, I am sure, in sha Allah, you are starting to understand how custom conditional rules work. So for the remaining 2 categories of rules, "average" and "duplicate", we will just discuss them briefly. We are editing this same rule. Change the rule category to the "average" type. Simply put, this category will calculate the average value over the entire cell-range. Then it will give specific formatting to the cells based on that average value. For example, if we select "below" here. This means that later cells whose values are below the average threshold will be given special formatting. Don't forget that you need to specify the formatting with this button. I'm just using the same cell formatting. Click OK. Then click OK again. And we can see that all cells which contain the stock value below 17 will be highlighted in light blue color. Finally, let's re-open the “manage rules” window. And we edit again the rule for column D. Now we will try the category rule type "duplicate". In essence, this "unique" rule can help us to detect unique data. Meaning the data never repeats itself in other cells. The "duplicate" option is the opposite. We can use this to detect data that has duplicates or appears repeatedly in multiple cells. You can see that the number values in this stock column are repeating a lot. So let's just try the "unique" option for now. We'll just use the same cell-formatting as before. Click OK. And Ok again. And this is the result. For example, the number 140 is colored in light blue, because if we look closely, there is no other cell in this column that has a value of 140. 72. Rule stacking: In this lesson video, we will discuss one of the important concepts of "conditional formatting", called "rule stacking". In complex tables, you will sometimes find multiple “conditional formatting” rules working concurrently on the same cells. If you don't manage this well, chances are that all of these rules will produce formatting that is far from what you expected. To understand this issue better, we need to create a scenario, where there are many conditional rules that overlap one another. Let's say we want to color all the stock cells whose values are 5 or below to be red. Then we use orange color for the stock cells whose values are 10 or below. For this, we first click on column D. Then open the "conditional formatting" menu. Click on the "manage rules" button. Then select the "new rule" option. This will open the "formatting rule" window. Choose the second category. Then change the rule in this drop-down list to “less than or equal to”. Enter 5 for the threshold value. Then for the cell formatting, we change the fill color to red. Click OK. And OK again. Then click the "Apply" button. Now, all cells that have a product stock value of 5 or below turn red. Next, to create a new rule. Just select "new rule" here. Choose the second category again. And then choose "less than or equal to" for the rule. But now, we use 10 as the threshold value. For the cell format, change the fill color to orange. Click OK. And click OK again. Then click "Apply". Notice how all the red cells we previously had have now turned orange too. So, what actually happened here, this orange rule overrides this red rule. That is why we can no longer see the effect of this red rule. If you have more than one rule working on the same cell selection. Then the order in which you stack these rules here is important to pay attention to. The concept is simple. Basically, the more this rule is positioned on top, the more Excel will position it on top when displaying it on the worksheet. So those at the top will get more priority than those at the bottom. To change the position of these rules. You can select one of them. For example this red one. Then press this up arrow button to raise its position. Click the "Apply" button to see the changes. And now, we can see the red color in the cells in column D. The next thing you need to know is that Excel processes all the rules on this list from top to bottom. And all active rules will still be processed even though they will not be visible visually. So, as an example. In the red cells, at this number 3 and number 4. Behind the red fill color, there is actually an orange color. Why? This is because the values 3 and 4 fulfill the condition of the first rule. And then, they also meet the condition of the second rule. That is, they also are less than 10. But of course, we cannot see the orange color, because it's already covered with the red fill color. To be able to see this stacking effect, we can try to avoid formatting using fill color. For example, we select and edit this rule. Then click "format". In the "fill" tab, we click the "clear" button to clear all the fill formatting. Then open the tab "fonts". And make the text bold and italic. We just make it blue so it is completely different from before. Click OK. And OK again. Then click the "Apply" button. And this is the result. We can see cells that are 5 or below, the text inside them are bold, italic, and blue. But they get an orange fill color as well as a result of being highlighted by the second rule. Now, if you want all cells that have been affected by this first rule, not to be affected again by any other rules that will come after this. You can activate the "stop if true" checkbox on the right side. So again. When this option is active. Basically, we ask Excel to ignore all the rules under or after it, if indeed the condition of this rule has been fulfilled by the cell. If you click "Apply". We can see the cells where the text is blue, no longer have an orange fill color. For this lesson, indeed, we only work with 2 rules. But the concept and technique are basically the same regardless of how many “conditional formatting” rules that you have in Excel. 73. Conditional formatting with graphics: In this lesson video, we will again discuss "conditional formatting". The difference with the previous one, in this lesson we will focus on the "conditional formattings" that use graphics, they are "data bars" and "icon sets". Let's first discuss the "data bars" type. We've discussed "Charts" before and also "Sparklines". The "data bars" feature is somewhat similar to those of the previous features. The difference is that the data bar samples all the data in the cell range. But it only displays a bar in each cell whose length matches the value in that cell. To understand this clearer, let's just see an example of it. For now, let's select column G, which is the column that contains the “margin” data. Then open the "conditional formatting" menu. And select the sub-menu "data bars". We can see that Excel divides the data bars into two categories, "gradient" and "solid". In essence, the functions are the same. What is different is only in appearance. "Gradient" will use a gradient color on its bar. And "solid" will use a flat color. For now, let's just choose this pink gradient type. And this is the result. We can see, the greater the value, the longer the bar will be. The largest value will have the bar filling in its entire cell. While the cell with the smallest value will have no bar at all. Let's take a look at the various parameters associated with these data bars. Reopen the "conditional formatting" menu. Then open the "rules manager" window. Make sure all rules are visible. Then we edit this rule. The first option is "show bar only". If this checkbox is active, and we click OK. Then "apply". We can see now, all number data in the cell range is hidden. We can only look at the data bars. Next, we re-edit the rules. For these minimum and maximum values, the default is set to “automatic”. Generally, you don't need to change this "automatic" setting. But if you want to define custom values for the minimum and maximum threshold. For example, from 10 to 200. Then you can select the number option. Then type 10. For the maximum is the same, we choose "number". Then enter the number 200. Click OK. And "apply". As we can see, because the data range is narrower, now more cells have longer bars. Next, let's discuss the other parameters. In the "bar appearance", we can adjust the visual appearance. This is for the fill color, and this is for the border. Let's try to set this to solid. And choose a green color. Then change this option to "No border". This will make the bars to have no border. Then with this option, you can reverse the direction or the alignment. For example, if we set this to be "right-to-left". Then later the bar will appear from right to left. While, the "left-to-right" option is to set the direction from left to right, as we see now. For now, we choose the default, which is "context". What this "context" option means is that the direction of the bar will automatically be adjusted to the text formatting of the cell. So, if for example, these cells use text alignment right to left. Then automatically the bar will also use the right to left direction. The last one is this button. For this one, we can only see the effect if in the cell range we have negative values. To try it, we can just click this button. In this window, we can specify a fill color for the negative bars. I think this red color choice is already suitable for negative values. So we don't need to change it. Then this is for the border color on the bar whose value is negative. For now, this parameter is disabled because the border setting outside is turned off. Then these are the directional settings. The "automatic" option will place the zero midpoints, according to the ratio of the smallest and largest values in the cell-range. The “cell midpoint” option will place the midpoint zero exactly in the middle of the cell width. This “none” option will cause the bars with negative values to have the same direction as those with positive values. The difference will only be the color. For now, let's select this “cell midpoint” option. Lastly is the "axis color". This parameter is used to determine the line color of the zero midpoints. You can change it if you want. Click OK. And, before we click OK again. Pay attention to this minimum value setting. We still have the minimum set at 10. If we use this value, Excel will not be able to process negative values. So, for now, we are returning this minimum value to the default setting which is "automatic". And also the maximum value. Once you are done, you can click OK. Then click OK again. We can see now that the bars are in solid green, not gradient. And also have no borders. Now, to see the negative version of the data bar. Of course, we need negative values. Because the value of this "margin" is the result of a formula that reduces the selling price by the purchasing price. If we reduce or zero out the selling price. Or we increase the purchase price above the selling price. We can get negative values in the “margin” column. We can see the negative data bar in red erected from this midpoint to the left. So that is how to use "data bars" for conditional formatting. Next, we will cover "icon sets". I have closed and reopened this file for a fresh start. For now, select column H which contains data of how many units are sold for one year. Then open the "conditional formatting" menu. And select the sub-menu "icon sets". We can see that Excel provides a few presets here. The most important thing we need to discuss now is the number of icons that exist in the icon set. If you choose an icon set that has three icons, either this one or this for example. Then all the data in the cell selection will be chopped into 3 groups. The low values group will be given this icon, the third one. The middle values group will be given this middle icon. And the high values group will be given this first icon. So that is what icon set is all about. If we select an icon set that contains 4 icons. Then the data will be chopped into 4 groups. If we choose the one with 5 icons, the data range will be divided into 5 groups. Until this point I am sure, in sha Allah, you have understood the basic concept. For now, let's pick this star icon set. And this is the result. If we want to see the value distribution more clearly. We can try sorting the data using the "filter" feature. Then in the "sold" column, we sort it from "A to Z". We can see that the small values have empty star icons. Middle values have half-filled star icons. And high values will have fully filled star icons. Next, let's take a detailed look at the parameters of the icon sets feature. For this, we can open the "rules manager" window again. Let’s see all the rules in the worksheet. And select and edit this rule. The "reverse icon order" button is used to reverse the icon order. Now those with low values use the full stars instead. And the large values will use the empty star icons. Click here again to reverse the order. The "show icon only" checkbox will hide the data numbers. So, only the icons will appear. This drop-down list contains the presets we saw earlier in the menu. And next, here are the main parameters of the icon sets feature. In this drop-down list, you can select the icon you want to use. For now, at least in the current version that I'm using, we cannot use a custom graphic as the icon. Perhaps this will change in the future. Then, in these 2 fields, you can define 2 threshold values. Why do we need 2 threshold values? This is because we currently have 3 icons. If for example, we use an icon set containing 5 icons. We will have to define 4 threshold values. To make it easier, for now, we only use 3 icons. The concept is the same, regardless of the number of icons. Currently, these numbers use the percentage values from the data range. If you wish to use a fixed value, you can select the "number" option here. For now, I stick to the percent type so it will be more flexible against future data changes. Simply put, the way these threshold values work is like this. If the data value in the cell is below this first threshold value, then this icon will be used. If the data in the cell is between these 2 threshold values, then the second icon will be used. And if the data value is above this second threshold value, then this icon will be displayed. So that is how you can use the "icon sets" feature. Feel free to experiment on your own with the parameters provided here and see how it turns out on the worksheet. 74. Active cell in Excel: In this lesson video, we will briefly discuss the concept of the active cell in Excel. We intentionally discuss this topic now, and not before or after, because it will be very relevant when we discuss "conditional formatting" using formulas in the next lesson. So what is the "active cell"? If we click on a cell. This cell now acts as the active cell. We can see the cell reference of the active cell in the address box above. So what is the difference between cell selection and the active cell? The answer is. There is no difference if you only have one cell selected. We can see the difference if we have more than one cell selected. For example, if we create a cell selection by clicking and dragging towards the bottom right direction like this. If you look closely, from these selected cells, there is only one white cell. This is the active cell. Essentially, you can have multiple cells selected at the same time, but there can only be one active cell. When later we learn to make "conditional formatting" with formulas, this will be the ideal cell selection condition. Why? Because the active cell is on the top left. Suppose you make a selection by dragging from here to here, for example. Towards the top left direction. We can see now, instead of being at the top left. The active cell is now at the lower right location. If you create "conditional formatting" with a formula using a cell selection like this you'll get many problems down the road. So, the next question is, how can we relocate the active cell without changing the existing cell selection? For this, you can use the Enter and Tab keys, or with the addition of the Shift key. So if you press Enter. We can see the active cell is going down one cell at a time. When it reaches the end of the selection, the active cell will jump up to take the top position in the next column. If we press Tab. The active cell will move to the right instead. When it reaches the selection limit, it will move down to the next row, taking the position on the leftmost column. When you add the Shift key, the movement will be reversed. Shift + Enter will move the active cell location upwards. And Shift + Tab will move it to the left. Another way to relocate the active cell is by using the Ctrl + click method. Now, the function of Ctrl + click, is actually to add or subtract cell selection. But because Excel always selects the last cell added to the selection as the active cell. We can use this also to manipulate the location of the active cell. For example, if we click-drag to the top left like this. The active cell is now at the bottom corner. To move it to the top left. If you hold down Ctrl then click here. Now, this cell becomes unselected. And this cell becomes the active cell instead. But if you hold Ctrl and click again on this cell. This cell is now re-selected and you can see that it is also the active cell. We can also perform this by Ctrl + click-drag. So if you hold Ctrl, then click-drag on these cells. All of these cells are selected. But the first cell we click will become the active cell. So that is what an active cell is and how to control it. You need to keep this information in mind because we will use it in the next lesson on "conditional formatting" using formulas. 75. Conditional formatting with formulas: In this lesson video, we will discuss how to create conditional formatting using formulas. You need to know that the topic for formula alone in Excel is very broad. So it would need a specific course to discuss it thoroughly. Here we will only discuss the basics of using formulas for "conditional formatting". The hope is that you will have a strong foundation to expand the knowledge yourself. Before we start. I need to inform you that the main cause of errors when creating "conditional formatting" with formulas is the problem of cell selection. This is what frustrates beginners the most. Remember that formulas are very sensitive to cell references. There are 2 rules that you must carefully follow when creating "conditional formatting" with formulas. First, don't select any cells except those that contain the data that you want to format. So cells that contain header text, for example, should not be included in cell references. The second rule is to always position the active cell at the top of the cell selection. Why? This is because Excel will use the active cell as the main reference for making relative references. Always remember these 2 rules and always try to apply them. Because if you don't, chances are your "conditional formatting" will break. Let's try to apply these 2 rules to the following examples. Let's say that we want to highlight all cells in the "Total Margin" column in green for the values above 2000 dollars. Yes, for this example we can just use the standard rule "greater than". But we will start using the formula with the simplest example. Then we will slowly move up to more complex examples. Since we want to format the “total margin” value, you might be thinking to click on this entire column i. But remember our first rule. Do not include cells whose contents are not data. To deselect this header cell. We can hold Ctrl then click on the cell. Next, the second rule is to place the active cell at the top of the selection. We can see the active cell is already at the top. So for the second rule, we already stick to it. Next, open the "conditional formatting" menu, then select "new rule" here. Select the bottom rule category. Now, there are 2 things that we need to do. The first is to write the formula that will be used as the true condition. The second is to adjust the formatting. Only when the condition inside the formula here is met, then the format here will be applied. For now, let's first set the format. For example, we can set the fill color to this light green. Okay. Now we focus on the formula. Remember, formulas always start with an equal symbol. So type equal. Then we want to check the value in cell i2, so just click on the cell. Excel will type the cell address for us here. Then type a larger symbol. Then 2000. Now, notice that the i2 cell address is absolute. What we want is only the column code to be absolute. For the row code, we want it to be relative. To edit it, we can click on the cell code. Then press F4 twice. Until the dollar sign only exists in the column code. Once you are done, you can click OK. And this is the result. We just created our first conditional formatting using a formula. We can see the cells with over 2000 dollars in value are colored in green. Now we are going to try something more complex and can only be done with the help of formulas. Believe it or not, this is the most frequently asked "conditional formatting" technique by the Excel users. We will color the entire row based on the value of one of the cells in that row. Suppose we want to check all stock cells whose value is 5 or below. Then for each of these cells, we want the entire row to be colored with light yellow. To do this, we need to select all the cells that will be affected by the formatting. Basically, we have to select all the cells in this table. To do that, first, click on cell A2. Why click here? This is so that the active cell will be in the top cell. Then press Ctrl + A. Excel will automatically select all cells that contain data that are contiguous with cell A2. But this also means that all the cell headers are selected. Remember our first cell reference rule. We have to remove all these header cells from the selection. For this, we can hold Ctrl then click on row 1. Now all cells in the first row are selected. If we hold Ctrl and click again. All cells in the first row are no longer selected. So now, the first rule has been fulfilled. And we also have the active cell positioned at the top. Next, open the "conditional formatting" menu and click on the "new rule" button. Select the formula category. In this formula field, type the equal symbol. Then click on cell D2. Press F4 twice until the dollar sign is only on the letter D. Then type the smaller symbol, then equal symbol. Then 5. If the smaller and equal symbols are combined like this. This means we are looking for a value that is less than or equal to five. If you are done, do not press Enter, because pressing Enter will close this "formatting rule" window. First, click on the format button. And change the fill color to this light yellow. Then click OK. Before we click the OK button again. I want to share a tip that I think is very important. Especially if you often work with formulas. When the text cursor is in the formula field. If we press the arrow keys on the keyboard. Instead of moving the cursor. Excel will type the reference code from the position of the active cell. Each time we click with the mouse, and press the right or left arrow key. Again, Excel types the new cell reference code into it. So is there a way to move the cursor text with the arrow keys? The answer is yes. And that is by pressing the F2 key. So if we click with the mouse. Then press F2. Now we are in the text editing mode. We can move the text cursor with the arrow keys, left or right. With this, we can easily clean up the faulty code if needed. Now, if you want to go back to cell reference pointing mode again. You can press the F2 key again. Now, just like before, if we press the arrow keys. The active cell will move and the cell reference code will be typed as before. For now, I press F2 again. And clean up the code so we have what we need. Once it is done, just click OK. And this is the result. When the value in the stock cell is 5 or below, then the entire row will be colored yellow. You can see also that the yellow formatting covers the green ones. This is due to the stacking effect of the rules we discussed earlier. If we open the "rules manager" window. We can see that the yellow rule is above the green rule. For now, I am erasing this green rule. And we'll try the next technique by simply editing this yellow formula. Now, we will try a more complex formula technique. Suppose we want to know which products are profitable, but at the same time, they are running low. Of course, if you own a shop, you want to prioritize the stocks for items that are highly profitable first, rather than those that are less profitable. That is if we have a limited budget to purchase new products. Let's say, we want to find products whose total margin is above 2000 dollars but there are only 5 or below in stock. Yes, this is like combining the two previous examples into a single rule or formula. We can just edit this rule because the cell reference is already correct according to our need. To combine two conditions, we can use a special function called "AND". To do this. Click in this formula field. Press F2 so we can use the arrow keys. Then insert the word "AND" with all capital letters at the beginning after the equal sign. Type open parenthesis. We already have the first condition here. What we need to add is the second condition. For that, first, type a comma as a separator between conditions. Then click with the mouse cell i2. Press F4 twice to change the row code to a relative type. Then type a greater symbol, equal sign, 2000. Then the closing parenthesis. Once you are done, you can click OK. And click OK again. And this is the result. From these examples, I hope that you now have a new insight into how powerful "conditional formatting" can be if combined with formulas. 76. Basic printing techniques: In this lesson video, we will discuss the basic techniques of printing in Excel. We will use the same file as the previous lesson. But you can also use your own if you wish. To print, you can open the file menu. Then select the "print" category here. The print screen will open. Or, if you prefer a shortcut, you can also press Ctrl + P. This will also open the same print screen as before. In this screen, you can adjust various settings related to the printing process. On the left side, you can find the parameters. And on the right side, you can see the preview. This is how the result on paper will look like if you perform printing. Let's first discuss the various parameters on the left side. This large print button is the button you press to perform printing. But, you don't want to press this button unless you are sure that all the parameters below are correct and the preview is showing the result that you expected. So, this will be the last button you want to press. Then the “copies” parameter here determines how many times you want to print. Note that this value is different from the number of pages. Suppose you have 6 pages. And the “copies” value is set to 1. Then the printer will print 6 sheets of paper. But if you set this to 10 for example. Then Excel will print all 6 of these pages 10 times. Meaning, there will be a total of 60 sheets of paper produced by the printer. Then in this "printer" drop-down list, you can choose which printer you want to use. Excel relies on the operating system to identify the available printers. I currently own an Epson L3150 printer connected wirelessly via WIFI. The printers that you can use will have the label "ready". Meanwhile, printers that are currently inactive will have the label "offline". For printing, you can only use printers with the label "ready". Apart from physical printers, there are also non-physical printers. Or in other words, they are just software. For example this PDF option. Instead of printing the document to paper, this option will export it as a PDF file. Now, if you have a physical printer. Usually the printer manufacturers, besides providing drivers, also provide special software to manage various aspects of your printer. If you want to access the printer software, you can press the "printer properties" button. So here is the “printer properties” software of the Epson L3150 that I currently use. Again, the UI that appears will depend on the type of printer you are using. If you use a different printer product, then of course, what you will see here is different. The main parameters of printing are in this “settings” section. In this drop-down list, you can specify whether you want to print only the currently active worksheet. Or all the worksheets in the workbook. Or just data from cells that are currently selected. We will discuss "selective printing" in more depth in the next lesson. Next up is the “pages” parameter. This parameter specifies the page range that you want to print. From what page to what page. By default, if we left this blank, all the pages listed in this preview will be printed. If we input here 2, and here 4. For example. Then, only pages 2, 3, and 4 will be printed. Then the "collated" parameter is useful when you are printing more than 1 copy. If we have 6 pages like this, for example. The collated option will print pages 1 to 6 first for the first copy. Then print again 1 to 6 for the second copy, and so on. Meanwhile, the “uncollated” option will print page 1 several times based on the number of copies. Only then the second page will be printed for multiple copies. Then page 3, and so on. The next parameter is orientation. The “portrait” option means that the content will be printed with vertical orientation. This is the default orientation. If we choose "landscape". Then the content will be printed horizontally. You can see that the changes on the left side will be reflected directly on the preview on the right side. For now, I'm returning this to “portrait” mode. Next is the paper size. If you change the paper size here, for example, if I set this to A3. Before, we needed 6 pages to print the entire document. But because A3 is a bigger size, now we only need 2 pages. If I change the paper size to A4, for example. Then set the orientation to "landscape". We can see that the page count turns to 4. Essentially, what I want to show you here is that the parameters you set on the left side, will affect the number of pages that will be printed. I'm returning all of these to the default. You need to remember that the changes on these printing parameters are not recorded in the undo history. This means you cannot press Ctrl + Z to revert the settings. Next is the "margin" parameter. "Margin" is the blank spaces or gaps from the edge of the paper to the printed content. This "Normal" option is the default margin size. This "wide" option will give you a larger empty space. And lastly, this "narrow" option will give you very little empty space on the edges of the paper. If you want to use a custom margin size, you can select “custom margins” here. You can type in how much the margin is for the top, right, bottom, and left. You can also adjust the spacing for the header and footer. We will cover the "header" and "footer" later in the upcoming lesson. What we need to pay attention to now are these 2 checkboxes. This option is useful for centering the printed content horizontally, and this option is for centering in the vertical direction. Let me set this back to "normal". Next is "Scaling". We use this parameter to change the content size to fit the paper. The option "No scaling" means the content will be printed as is. Without any scaling process. In this case, if the content is larger than the paper size, Excel will cut it and print it on the next sheet of paper. For example, our table actually has 9 columns. But what is printed on this page is only 6 columns. If we click the next page button, on page 4. We can see the remaining 3 columns on this page and the pages after this. Then, the option "fit sheet on one page" will compress all content into a single page of the active paper size. If you have a lot of data on your worksheet and you have a small paper size, you may not be able to read the printouts. The next option is "fit all columns". This option will scale the entire content based on the width. Essentially Excel will make the content or the table width to fit into the width of the paper. The last option is "fit all rows on one page". This option is somewhat similar to the previous one, except that it is not based on the width, but rather on the height or the number of rows. In other words, Excel will scale the content or the table size so that all the rows fit on a single piece of paper. If you wish to adjust the scaling manually, you can click on the "custom scaling options" button here. Or you can also click on the "page setup" button. Activate the "adjust to" option. And just enter the scale value you want to use in this field. For example 50% or 75% and so on. Now we will discuss the various features available in the preview area on the right. If you want to navigate from one page to another, apart from using these arrows, you can also use the mouse scroll wheel. If you have hundreds of pages, and you want to jump to a specific page quickly, you can just type in the page number into this box. Or you can also drag the scrollbar at the right. Then, the rightmost button below can be used to zoom automatically so that the full page preview is visible on the screen. By default, this toggle button is active. So, if you click it. It will become inactive, thus making the print preview looks cropped. Let's click on it again, so we can see the full page preview. The last one is the "show margins" button. When this is active, you will be able to see all margin lines. And not only that. You can even see the guidelines for the top margin, bottom margin, and even columns that are in the table. If you want to adjust the margin for the header, for example, just drag this line up or down. If you want to adjust the left margin. Just drag this line left or right. Etc. However, you need to be extra careful with these guidelines. Why? Because if you adjust them here the changes are permanent. And they will also affect the settings in the worksheet view. Just for example. If I drag the size of the first column to be very wide. Then click this back arrow button. We can see that the width of this column has been changed, just as we see it in the print preview screen. So this is something you need to be aware of when working on the print preview screen. 77. Selective printing: In this lesson video, we will learn about various techniques for selective printing. If we work with large worksheets. Sometimes we want to print only part of the available data. Maybe only certain columns, or certain rows, or certain cells for example. To perform selective printing in Excel, you can do this using one of these 4 methods. First, using the "print area" feature. Second, by using cell selection. The third, is by hiding the columns or rows. And the last is by using the page break view feature. Let's discuss all of these methods one by one. The first method is the "print area". Let's say that now we want to print only column A to column D. And from row 1 to row 11 only. For this, we can first select all of the cells. Then open the "page layout" menu. Select "print area". then click on the "set print area" button. If you click on another cell and pay attention to this area. You will notice that Excel uses a thin line to mark the "print area". Yes, it is very subtle. If you want to see it more clearly, you can open the "view" menu, and deactivate the "gridlines" option. Now we can clearly see the “print area” line. In this condition, if we perform printing. We can press Ctrl + P to open the print preview screen. We can see that Excel, by default, will only print the cells inside the "print area" and ignore the other cells. Now, what if we want to print all the cells in the worksheet again? For that, you can open this drop-down list. Then activate the toggle button “ignore print area”. With this option, Excel now will print all cells in the worksheet. But you need to remember that this option does not actually remove the "print area". The "print area" is still there, it's just not being used. To completely clear the "print area", you can re-open the "page layout" menu. Select the sub-menu "print area". Then select "clear print area". This will clean all print area settings that are on the worksheet. With the "print area" feature you can also create random areas to print. So basically, the area doesn't have to be a single rectangle. For example, we can select these cells. Then use the command "set print area" just like before. Then you can select other cells, for example, this area. Now, to add the new area, be careful not to use the command "set print area" again. Because if you use this, the existing print area will be replaced with this new cell area. What you want to click is the "add to print area" button. We can see that now we have 2 rectangles as the “print area”. If we select these cells for example. Then click the "add to print area" again. Now we have 3 print areas. In this condition, if we open the print preview screen. We can see Excel positions each of the print areas on a separate page. So that is the first method of selective printing using the "print area". For now, let me clear everything first, so that it doesn't conflict with the next method. The second method of selective printing is to use cell selection. Basically, the way it works is similar to the first method. The difference is that we only rely on cell selection. For example, let's select these cells. Then press Ctrl + P. To make Excel print only the cell selection area. You must click on this drop-down list, then select “print selection”. We can see in the print preview, only the cells we selected earlier appear here. Now, you may be wondering. Can we randomly select several areas just like the "print area" feature? The answer is yes you can, by using the Ctrl key. For example, we already have a selection here. To create an additional selection, we can hold Ctrl and click-drag on this area for example. Then this area too. Now, if we press Ctrl + P. We have 3 pages that contain each of the cell selection rectangles that are currently active in the worksheet. At this point, you may be wondering again. So why do we need the "print area" feature then? If we can just use the cell selection to determine the print area? The answer is, because the "print area" is more permanent, and the selection is only temporary. Just an example. If you make a selection, then accidentally click on a cell. The entire cell selection is gone. And cell selection isn't something that you can Undo. So you can't just press Ctrl + Z to bring it back. Furthermore, you can save the "print area" to a file. So that you access it again later. To prove it. We can select these cells. Then set this to "print area". Now I will save this file with the name "001" for example. If I close this file, and then reopen it again. At first glance, it seems that the "print area" has gone. Actually, it is still there but hidden. To bring it back, you need to press Ctrl + P. We can see in this print preview that the print area is still working. And if we press the back button. The lines that mark the "print area" are visible again. For now, I am clearing the "print area" again. The next method is to hide the columns or rows that we don't want to print. For example, we want to print only columns A, B, H, and i. We can select all the columns that we want to hide, that is column G to column C. Right-click, then select "hide". The columns that we hide in the worksheet, will also be hidden when we print the document. So if we press Ctrl + P. We can see in this print preview, there are only 4 columns currently visible and can be printed on paper. To hide the rows from printing, the concept is basically the same. So I am sure, in sha Allah, you can try it yourself. For now, I'm going to close this file and then reopen it again. The last technique for doing selective printing is to drag the lines in the page break preview. But before that, let's first discuss the view modes. In the default condition. If we press Ctrl + P to open the print preview. We can see that for this file, on page 1, Excel will only print columns A to F. For columns G, H, and I, all will appear on page 4. Now, if we return to the worksheet view. Notice that below there are 3 buttons. These are the view modes buttons. The first is the “normal” view mode, which is the standard mode we have been using. Then the second is the "page layout" mode. For now, we have to skip this view mode. Because later, we will use this mode a lot when discussing headers and footers. But at a glance, you can see that in this view mode, the worksheet is automatically separated based on the printing output. So this is page 1. Then if we scroll down, you will see page 2. Then at the bottom, we have page 3. And for page 4, it is located at the top, on the right side of page 1. Essentially, it is similar to the page separation that we see on the print preview screen. The last view mode, which is our focus now, is the "page break preview" mode. This mode is similar to the previous mode, in that we can see the worksheet divided by the printing area. You can even see these big transparent labels "page 1", "page 4", and so on. Indicates on which page the area will be printed. But what makes this view mode unique are these blue lines. You can use these lines to visually adjust the printing areas. For example, if you only want to print columns A to D. You can drag the mouse cursor over this thick blue line. Until you see the right-left arrow cursor. Then drag it to the border of column D. Once you are done, you can press Ctrl + P. We can see that the print preview here automatically updated following the changes we've made in the "page break" view mode. Apart from cropping the print area. We can also perform automatic scaling in the “page break” view mode. As an example. If we go back. Then, let's press Ctrl + Z first to return the print area to its previous condition. Now, pay attention to this dotted line. This is the page 1 boundary. If you click-drag it to the right until all the columns are inside it. Now this entire area is “page 1”. How is that possible? Well, what is really happening here, is Excel sets its scaling values automatically based on the page area we define here. So if we press Ctrl + P. Now we can see that all the columns fit on one page. And in this scaling parameter, it says "custom scaling". If you click the "page setup" button. We can see that the scaling value is at 73%. This is not a number that we typed in manually. But it is automatically calculated by Excel based on the page area that we set earlier in the "page break" view. 78. Adding a Header or Footer: In this lesson video and also the next one, we'll discuss headers and footers. The focus of this lesson is on how to add headers and footers to the page that we want to print. There are 2 methods for this. The first is through the "page setup" window. And the second is through the menu and the view mode called "page layout". Let's discuss the first method, which is using the "page setup" window. We've used this window before when discussing the print preview screen. You can access the "page setup" window via this button. You can also access this window directly from the worksheet screen. But first, you have to open the "page layout" menu. Then in the page setup section, you can click this little button. You can see the same "page setup" window opened. Now, if you are in this "page layout" menu. This little button and this one also will open the “page setup” window. Once you are in the "page setup" window. Make sure this header footer tab is active. We can see 2 big boxes at the top and bottom. This is the preview for the header, and this is the preview for the footer. In this drop-down list, you can choose several presets that are provided by Excel. For example, the page number, page number and total page, the sheet name, the word “confidential” on the left along with the date in the middle and the page number on the right side, and so on. You can experiment with all of the presets yourself. Now, if you want to create custom Headers. Let's say you cannot find what you need in the presets. You can press the "custom header" button here. The header or footer is divided into 3 areas. Left, center, and right. You can freely use or not use these three areas. What you need to pay attention to is that the text inside the left header will align to the left. The text in the middle will be centered. And the right text will be aligned to the right. Now, these little buttons are used for inserting various types of content into the header or footer. We'll cover all of these in more depth in the upcoming lesson. For now, we can try clicking next to this "date" code. Then type "printed on". Then space. If you want to see the preview. Click this OK button. And this is the preview. To adjust the footer, the concept is basically the same. You can choose the presets from this drop-down list. Or to customize it further you can press this button. For example, I can type in the right area "Copyright of Expose Academy". Then click OK. And this is the result. Next, we will discuss these 4 checkboxes. The first is "different odd and even pages". You need to activate this option if you want different headers and footers between odd-numbered and even-numbered printed pages. If this option is active. You can no longer select presets, either for the header or for the footer. But, if you open the "custom header" or "custom footer" window. You will see 2 tabs at the top of the window. The settings in this tab are for the odd page numbers, such as 1, 3, 5, and so on. While in this tab, the settings are for the even page numbers, such as, 2, 4, 6, and so on. Next, if you activate the checkbox "different first page". The first page will have its own settings. So if you re-open the custom window. You will see one more tab up here. This tab is devoted to the first page only. The settings for other odd pages, such as 3, 5, 7, and so on can be adjusted in this tab. And finally, this tab is for the even pages. If you turn off these two options, the header and footer will be uniform across all printed pages. Next are these 2 checkboxes. I suggest that you always leave these two options active. This option is used to make the header and footer always follow the document scale. And this option is to make them follow the document margin settings. Just for example. If I turn off these two options. Then click the "print preview" button. This will open the print preview screen. Then I change the margins to wide. We can see that the right end and left end of the header are not in line with the document. Or if I just scale it up so that everything fits on one page. The header or footer will not shrink with the document. For now, I'm restoring the margin and the scaling settings so that everything goes back to default. And also in the page setup window. In the header footer tab. I turned off the 2 options above, and turned on the 2 options below. The second method of adding a header or footer is via the "page layout" menu and "page layout" view mode. These menu and view mode are actually 2 different things, but they work best when used together. To access the menu, all you have to do is just press the "page layout" menu. And to access the view mode, as we discussed earlier, we can go down here and then press the middle button. Apart from using this button, you can also access various view modes by opening the "view" menu. You can see, the 3 buttons above are essentially the same as the 3 buttons below. Although the ordering is slightly different. So this is the "normal" view mode, the same with this button. This is the "page break preview" mode, which we covered earlier. This is the same as the rightmost button at the bottom. And this is the "page layout" mode, which is the same as the button in the middle. So for now, make sure you are in this view mode. And also make sure the active menu is the "page layout" menu. Before we continue, pay attention to the 3 menu items above. These are the printer parameters we discussed earlier on the print screen. This is to set the margin. This is for setting the orientation. And this is for choosing the paper size. Essentially, in Excel, there are usually multiple ways to access the same feature. Now we will focus on how to add a header or footer in this menu and view. What makes this “page layout” view mode unique is that it displays a worksheet similar to the print preview. We can easily select the header or the footer area. Just hover the mouse cursor on it, for example, this header area. Then click to edit it. Now we are in the header editing mode. The “header and footer” contextual menu will automatically appear and become active. If you pay attention. All the parameters we discussed earlier are also in this menu. This is to select a preset for the header. This is for selecting a preset for the footer. The icons for various types of content are here. And the checkboxes we discussed earlier are here also. To exit the header editing mode, just click on the area outside the header. To edit the footer is basically the same. Just click on the footer area that we want to edit. And to exit, you can click on the other area. Now, if you are currently in the footer editing mode. And you want to jump up to edit the header. You can do this easily, because, in the "header and footer" menu, there is a special button that says "go to header". If you click this button, you will switch to header editing mode. And you can also do the opposite. If you are in the header editing mode, the "go to footer" button becomes active, and you can use it to jump to the footer editing mode. Finally, there is one more button that we can use to access the header or the footer editing mode. The button is in the "insert" menu. For example, if we set the view mode back to “normal”, and we are currently on the insert menu. You can click on this text category, then press the "header and footer" button. Excel will immediately activate the "page layout" view mode. And automatically we also enter the header editing mode. We can tell this quickly because the contextual menu "header and footer" is active. From this menu, we can input various types of content into the header or the footer area. We will cover more about these content types in the next lesson. 79. Header or Footer content and size: In this lesson video, we'll continue discussing the header and footer. Now we will focus on the various types of content that we can include inside the header or footer. Then after that, we will discuss how to resize the header or footer area. I'm using the same file as the previous one. If we activate the "page layout" view mode. And click on the header area. The “header and footer” contextual menu will open. For a start, let's add some content using this 4th preset. In Excel, there are many types of content that we can use in headers or footers. At a glance, we can see all of them from the icons above. Even though it looks a lot, we can actually categorize these contents into 3 types. The first is custom texts, the second is dynamic variables, and the third is pictures or images. Let's discuss each of them one by one. The first is the custom text. To use a custom text, just click on one of the header or footer areas, and then type something. Just for example, I'm deleting the word "confidential". And then replaced it with a new text "By Widhi Muttaqien". You may use other text if you want. To adjust the formatting, you can select the text first. Then use this pop-up menu that appears. Or by opening the home menu and using the parameters up here as usual. For example, I want to change only the text "by", from bold to regular. Select the text first. Then click the bold button to disable it. You can also adjust colors etcetera via this pop-up menu. So that is the first type of header content, namely custom text. The second content type is the variable type. What "Variable" means is dynamic data that can change depending on the worksheet condition when it is printed. Variable content can save us time, because instead of editing it or updating it manually, Excel will do this for us automatically. The type of content that falls into the "variable" category is from this icon to this icon. This is for printing the page numbers, this is for the total pages, this is the date, this is the time, this will print the file address, this is for printing the file name, and this is for printing the name of the worksheet. Okay. To use them, for example, I want to add a worksheet name after this text but separated by a dash or minus symbol. Just click here. Type space, minus, and then space. Now, of course, these spaces and minus symbols are not the variable. They are just custom texts. We use them to separate the texts so they will be easier to read. To place the "sheet name" variable, just click on this icon. And here is the variable code. The characteristic of the header or footer variable code is that it begins with an ampersand symbol. Then followed by a pair of brackets. Inside or between the brackets, we can put the variable code. If we click on the middle header area. We can see that this "date" is actually a variable. We can create the date code using this icon here. And if we click on the right header area. The “page” text is a custom text, but what generates the page number is this variable code. Which you can easily create by clicking this icon above. If we exit the header editing mode. We can see that all the variable codes will be dynamically replaced by Excel with the relevant data. Now, you need to know that you can actually type in the variable codes manually without pressing any of the icons above. But, of course, you need to know or memorize the codes first. Just an example. We can click on the right side of this date code. Then type space, minus, and space again. Then type the Ampersand symbol, open bracket, "Time", and finally closing bracket. If we click outside to exit the header editing mode. We can see the result of our code is this time information. This is the same as pressing the "current time" icon in the menu. Of course, it will be easier to press an icon than to type it manually. But at least you are now aware of how it actually works. Now, what if we want to adjust the text formatting of these variable codes? Can we do that? Yes, we can. First, we need to select the variable code. For example this time code. Select the text from the Ampersand symbol until the closing bracket. But, what you really need to select is at least the Ampersand symbol. So even if we select like this, the formatting will still work. You can ignore the rest of the text. Then you can change the formatting. For example, we can change the color to red. If we click away to exit, we can see that the time variable is now colored in red. The last type of content is the picture. For this type of content, there are 2 icons that we can use. This one is for importing the image. And this one is for further adjusting existing images. For example, we want to remove all the text on the left side, and replace them with an image. I've prepared an image of the Exposé Academy logo for this example. So click on this left header area. Then delete all the content. Then click on this "picture" icon. Excel provides 3 options for importing images. This one is for opening a file explorer and selecting an image file that is available locally on our computer. This is to find the image online using the Bing search engine. And this is to browse our files in the cloud. For now, we use this option because the file is already available locally. I select this logo image, then click insert. To see the image, you need to click outside the header area. And this is the result. The image looks too big, so we need to adjust the scale or size parameter. At least until it doesn't overlap with the content that we want to print. To adjust the image, first, click the header area that contains the image. Click on the code. Then in the "header and footer" menu, click on the "format picture" icon. In the "size" tab, you can change the size manually by inputting the width and height values here. Or you can use the percentage values here. If I lower the percentage value for the "height". We can see that the "width" value is automatically reduced also. This is because the “lock aspect ratio” option is active. With this option, the ratio of the width and height of your image will be preserved. So the image will not be squashed or stretched. For now, I'm using a value of 40%. Click OK, then click outside to see the preview. The image already becomes smaller, but it still slightly touches the table below. You can go back and resize the image again. But suppose you already like the size of the picture and you don't want it to become smaller. We can adjust the height of the header area instead, to accommodate this logo image. To make the header area higher. If you are in "page layout" view mode. You can just hover your mouse to this area, until you see the mouse cursor changes to an up and down arrow symbol. Then drag it down. Now the header area is taller so that this logo image no longer overlaps the table below it. Now, before we continue, you need to know that there is actually no such thing as the header height parameter. The one we just dragged is the top-margin line. The height of the header area is the result of reducing the top-margin value with the header-margin value. The top-margin is the distance from the top edge of the paper to the edge of the content that we want to print. Meanwhile, the header-margin is the distance from the top edge of the paper to the header content. To see this more clearly. You can open the "page setup" window. Then open the "margins" tab. What we changed earlier here is this "top margin" value. Whereas the distance from here to here is determined by the value of the "header margin". If I set the value of the "header margin" to be bigger than the "top margin". Then click OK. As you can see, all header content will go down, overlapping with the table content. If you want to adjust these margins more visually. We can use the print preview screen again. You can press Ctrl + P. Or if you are currently in the "page setup" window, you can just press this "print preview" button here. Then click the “show margins” toggle button. We have discussed this briefly, but previously, we didn't have any content in the header area. So this line is for adjusting the top-margin. And this line is for setting the header-margin. In general, you want the header-margin to always be above the top-margin. Otherwise, the header content will be cut off by the main content. So that is how you set the header area. For the footer area, the concept is basically the same. So I believe you can try that yourself. 80. Managing Headers and Footers: In this lesson video, we'll cover some additional techniques around Headers and Footers. We will discuss how to duplicate them and also how to delete them. First, we will learn how to duplicate Headers and Footers from one sheet to another. As an example. Activate the "page layout" view mode. Then click on the header area. Let's quickly add some header content using presets. We can use the second one from below. Excel will add your username or your name on the left side. Then add a page number at the center. And the date on the right side. For this page number, let's just delete it, because we will add the page number in the footer section. We can type it manually. But, let's use the "header and footer" menu. Select this second footer preset. And this is the result. Let's assume that we already like the header and footer and we want to use them across all worksheets. Now, notice if we create one or several more worksheets. We can check one of these new worksheets. If we go to the "page layout" view mode. We can see that the Header and Footer in this sheet are still empty. So in conclusion, Excel does not automatically apply headers and or footers to new worksheets. To duplicate the Header and Footer, first make sure we are on the worksheet that we want to duplicate. In our case, it is "sheet 1". Then we also need to select all the sheets that we want to target. To do this, you need to hold Ctrl, then click the sheets one by one. Or, if the sheets that you want to select are lined up. Just select the first Sheet. And then hold down the Shift key, and click on the last sheet. We can see now that we have multiple sheets selected. But there is only one active worksheet, which is the first one that we want to duplicate. In this condition. Just click on one of the header or footer areas. And that's it. It is done. The Header and Footer from the first sheet have been duplicated to the other sheets. We can prove it by selecting this sheet for example. Open the "page layout" view mode. We can see that the header, and also the footer, are exactly the same as the first sheet. The last technique we want to cover is removing the Header or Footer. If you want to remove a Header or Footer from a sheet, make sure the sheet is open first. You don't want to delete the header or footer on the wrong sheet. Then click on the header or footer area. You can delete the content manually by selecting them and then pressing delete. But there is a faster way, and that is by using the preset. So in the "header and footer" menu. Select "none" in the Header preset. For the Footer is basically the same. We can select the footer area, or we can just select the header area. As long as we can access the "header and footer" menu. Then select "none" in the Footer preset. Now, both the header and the footer have been deleted. 81. Scale to fit: In this lesson video, we will discuss the “scale to fit” feature which will be very useful for adjusting the size of the content in the printing process. If you re-open the "page layout" menu. You will see a menu called "Scale to fit". The features here are almost the same as the "scaling" parameter we saw earlier in the print preview. If we press Ctrl + P. In this drop-down list, we can scale the document size by column or width of the content. Or based on the row or height of the content. Now, the parameters in the "page layout" menu can do all of that and even more. The first is this scale parameter. Basically, this is the scale value for the size of the content to be printed. If you change this scale value in the “normal” view mode, you may not see any difference. But if you look closely. A dotted line appears. This dotted line is actually a page break or the boundary line of the page that will be printed. If we set this to 100%. This dotted line is between column F and column G. Then it appears again between columns N and O. If I keep reducing the scale size. The dotted line will continue to shift to the right. When the scale value reaches 70%. Now the entire width of the table is on the left side of this dotted line. Indeed, predicting the printing result in the normal view is rather difficult. That is why we use a special view mode, namely "page layout", just like before. We can see that in this view mode the table fits into the width of 1 paper. For now, I'm returning it to 100%. You need to remember that this scale setting is also related to the paper size which we can set here. For example, if I change the paper size to A3 for example. A scale value of 100% is sufficient to fit the width of this table. For now, I'm using the A4 paper size. Next, we will discuss the 2 parameters above, "width" and "height". Let's cover the "height" parameter first. The way this parameter works is as follows. If I set this to be 1 page. Then the entire height of the table will be made to fit on 1 page. The scale value is now locked from changes. But we can see that the current value is 49%. Maybe we need to zoom out to about 20% to see the whole page. Now, if I set this to be 2 pages. Then all the content height will be divided into 2 pages. You can also see that the "scale" value is automatically set to 98%. The consequence of dividing the content height into 2 pages is that the width will also be changed so that the 3 columns on the right are forced to be printed on separate pages. However, if we now set this to 3 pages. The third page is not completely filled with content. Why is that? This is because these 2 parameters have a maximum limit. That is, they will not scale the content above 100%. So starting from this point, if I change this to 4 pages, or 5 pages, and so on. Nothing will happen, because the scale value is already at 100%. Now, what about this "width" parameter. The concept is basically the same as the "height" parameter. But, one thing to keep in mind is that, in general, you only want to adjust one of them and set the other to "automatic". Why? Because if these two parameters are active, Excel will only look for the smallest scale value. For example, if I set the "height" to 3. We have something like this now. But if we then set the "width" to 1 page. Then the table width will be compressed into a single page. Excel prioritizes the “width” value because it currently produces a smaller scale value. But if we set this “height” to 1 page, for example. Now Excel will prioritize the height parameter. Changing this width value to “2 pages”, or “3 pages”, etc, has no effect. Because all these values will result in a larger scale value. So again. Generally, you don't want to set these two parameters at the same time. Besides it is confusing for us to manage, Excel also only cares about one of them. Which is the one that produces the smallest scale value. So if you want to set it based on the width, just set the "height" parameter to "automatic". And this applies to the opposite. The last thing I want to discuss is that you can also set these 2 parameters in the "page setup" window. If you press this little button. The "page setup" window will open. So this field is actually the same as this width parameter. Whereas this field is actually the same as this height parameter. Now, to use the "automatic" value in this window, just leave the field blank. 82. Sheet options: In this lesson video, we will cover the various printing features that fall under the category of "sheet options". If you open the "page layout" menu again. You will find the "sheet options" parameter group here. The function of this button is to toggle the editing direction from left to right, or from right to left. This is useful if you use languages that are written from right to left, such as Arabic for example. We can see that column A is now on the far-right side. Then followed by B, C, and so on. This option only affects the column, so the ordering of the rows will still be the same. Next up is the "gridlines" options group. The "view" toggle button is for displaying the gridlines on the worksheet screen. And the "print" option is to control the grid visibility on the print results. If you press the view option here. This is identical to the "gridlines" toggle button which you can find in the "view" menu. What you cannot find in the view menu is this "print" option. If this is off. And we press Ctrl + P to open the print preview screen. We can see the table looks plain. Except for the cells that have border lines like this header area for example. If we activate the "print" option. Then reopen the print preview screen. We can see that the gridlines will be printed onto the paper. Next is the "heading" options group. What the "headings" mean in these options is not the header area in the table. But the area in the Excel interface which contains these column letters. And also, the area that contains these row numbers. If we turn off the "view" option. Now we can no longer see the column letters and row numbers. Most of the time we want this option to be on. And if we activate the "print" option. Then open the print preview screen again. We can see the column letters and the row numbers appear on every page. Let me turn it off again. Apart from the parameters shown in this menu. There are actually other "sheet options" that you can adjust. But they are only available in the "page setup" window. So if you click on this button to access it. In the "sheet" tab. At the very top, you will find the “print area” field. This field is similar to the "print area" feature that you can find in the page layout menu. We've discussed the "print area" before. What we haven't discussed yet is that this field is the actual parameter that holds the "print area" information. It is currently empty because we haven't assigned any print area in this file. If I close this window. Then select these cells for example. Then click on the "set print area" button. Now if we go back to open the "page setup" window. We can see that it is now filled with the cell-range code of the print area assigned earlier. You can also edit directly, or even create a new "print area" from this "page setup" window by pressing this input button. Then make a selection with the mouse. Let's say we select these cells. Then press Enter. And to clear the "print area", you just need to delete the cell reference code in this field. The next feature that I think is important to the printing process is the "print titles" option. If you click the "print preview" button. You can see that the header of our table will only be printed on the first page. Just like the original condition in the worksheet. Now, imagine if you have tens or even hundreds of pages. Then after reading so many pages, you just lose track and forget what this column does, or what this column is, etc. You have to go all the way back to the first page just to see the "table header". Of course, this is not very convenient. It would be very helpful if the "table header" is printed on every page to make it easier for other people to read the printed results. This is the function of the "print titles" parameters. To re-open the "page setup" window, you can just click this button. But since we need to select the cells for this to work, it's better to go back to the worksheet screen. Then open the "page setup" window. Make sure we are on the "sheet" tab. Then in the row field, we click this input mode button. Now Excel only allows us to select rows. So, we select this row that contains the table header. Then press Enter. If we press the "print preview" button. We can see that now, on page 2 and page 3 the headers will be printed also. Let's return to the worksheet screen again. And let's open the "page setup" window. This column field is basically the same as the row feature. The difference is this field is for the vertical header. Unfortunately, we don't have any vertical header in our data so we cannot try this. But I'm sure, in sha Allah, you already understand how it works. Next is the "print" parameter group. The "gridlines" option here is exactly the same as this option. And the "row and column headings" option is exactly the same as this option. Then we can use the "black and white" option here if we don't want to print using any color. The "draft quality" option will print without any fill colors and borders. To see an example, we can activate the 4 checkboxes. Then click "print preview". We can see that the printout is only black. And even though we activate the "gridlines" option, because the "draft quality" option is also active, all the borders including the gridlines will not be printed. Likewise, the fill color in the header cells will be ignored as well. Let's return to the worksheet screen again. Now we will deliberately create an error in the formula in cell i2. Instead of multiplying by H2. We'll multiply this by A2. This will result in an error because the data in A2 is not a number that can be multiplied. Next, we will add a note in cell J2. Right-click, and choose "new note". Then just type "hello there" just for example. After you are done, right-click on cell J2 again. Then select "show note". Move the note slightly to the left. Now, open the "page setup" window again. And make sure we're on the “sheet” tab. For now, turn off all these checkboxes except the “gridlines” option. Okay. We use the "comments and notes" parameter to adjust the appearance of notes or comments on the printed results. The first option, "none" will ignore all notes and comments from the printing process. The second option will add a new special page at the back to display all notes and comments. And this last option will display the notes just as they appear on the worksheet screen. For now, let's try the second option. Then this parameter is used to control the display of the error messages. The "displayed" option will display the errors similar to what we see on the worksheet screen. "Blank" will replace the errors with empty cells. Then, this option is to display double minus symbols instead. And this option is to display the NA letters which mean "not available". For now, let's try the "displayed" option. Before we click on the "print preview" button. Let's discuss what this "page order" option does. By looking at the image, it seems pretty clear that this option will print vertically first, then sideways. While this option will print horizontally first. Only then it goes down to find the next content. The first option is the default setting, which we have been using. For now, we can try the second option just to see the difference. Then click the "print preview" button. The first thing we can see is that we now have 7 pages in total. If we go to page 2. We can see that the remaining 3 columns from the table are here. Whereas previously it was on page 4. This is because we changed the “page order” option earlier. Then we can see the error message in this cell. If we continue to page 7. We can see the note we created earlier appears on this page. Now, if we open the "page setup" window again. In the "sheet" tab, we can try changing the note option to "as displayed". And we also change the option for the error message to "blank". If we press OK. Then go to page 2. The cell with the error now appears empty. And here we can see the note as it appears in the worksheet. 83. Locking data in Excel: In this lesson video, we will cover several methods for locking or protecting data inside an Excel file. There are many scenarios where you want to share an Excel file with other people, but still want to keep some of the data from being changed. One example is this file that I provide for this lesson. Imagine that you own a pool rental business. Or what is commonly known as a "private family pool". For the booking process, you provide this Excel file. Prospective customers can download the file. Then fill in the information. And then save and send the file back to your customer service staff. To give clues to the customers about the data format that they must enter. We deliberately filled in some dummy data, just for example. Now, in this case. Of course, we want the customers to only be able to change the data in these cells. But they shouldn't change the content of the header cell above. Or the cells on this left column. Okay. So how do we lock specific data or cells in Excel? If you open the "review" menu. There are 2 buttons that we can use to perform data protection. Protect sheet and protect workbook. Let's discuss each of these features one by one. First, let's discuss the “protect workbook” feature. Simply put, this feature will provide data protection only at the level of the worksheet management feature. For example, preventing people from adding or deleting a worksheet. Before we try this feature. Notice that now we can create a new sheet normally. I'm creating 2 new sheets here. We can also delete a sheet by right-clicking and selecting "delete". Let's try to activate the workbook locking feature and see the difference. We can click the "protect workbook" button. Excel will ask for the password that we want to use. For this example, I just enter "123". Of course, you will want to use a stronger password in the real world. If you click OK, Excel will ask you to enter the same password for confirmation. So I just type it again "123" and click OK. Now the “protect workbook” feature is working. You can see in this menu, that the button "protect workbook" looks darker. Now, if we try to make a new sheet. The new sheet button appears disabled. And if we try to force it, by clicking multiple times. It won't matter. Also, if we try to right-click on one of these sheets. We can see that the buttons for managing worksheets such as "insert", "delete", "rename", and so on are also disabled. So again, this is the main function of the “protect workbook” feature. And that is locking various features that are related to managing worksheets. To unlock the workbook, you can click on the “protect workbook” button again. And of course, you need to enter the password. Then click OK. And now this Excel file is back to normal. You can go back to managing your worksheets as usual. The next method of locking data is to use the "protect sheet" feature. Essentially, this feature will provide data protection down to the cellular level. This is the feature that we actually need for our example of the private pool booking form. Before you click on this “protect sheet” button. You should know that, by default, all cells will be locked when you activate the protect sheet locking. So, to make sure that the input cells will not be locked later. You need to select all the input cells first. Then open the window "format cells". We've talked about the “format cells” window many times before. You can right-click and select "format cells". Or simply by pressing Ctrl + 1 on the keyboard. Make sure you are now on the "protection" tab. Here you will see 2 options. "Locked" and "Hidden". These 2 options will take effect only when the “Protect Sheet” locking feature is active. If the "Protect Sheet" locking is not active, then it doesn't matter whether these two options are on or off. Okay. So what is the difference between these “locked” and “hidden” options? The "locked" option will lock the cell from any changes. We can see that all cells in the worksheet will have the “locked” option turned on by default. This means, they will be locked when the “protect sheet” locking feature is enabled. Then, this "hidden" option will make the data or the formula in the formula bar to become invisible. For our input cells, we don't need these 2 options. So just make sure they're both off. Then click OK. Next, right-click on this header cell. Select "format cells". And open the "protection" tab again. For this header cell, let's try enabling the "hidden" option. If you click OK. Now we have cells with different parameters. These input cells have both "locked" and "hidden" options turned off. Then, this header cell has both "locked" and "hidden" options turned on. While the cells on the left column are still standard. Meaning they have the "locked" option turned on and the "hidden" option turned off. Next, to enable the worksheet locking, press the "protect sheet" button. Same as before, you will be asked to enter a password. I'll just use the same "123" again. Now, before you click OK. Take a look at this checkboxes list. You can use this list to set the access level for locked cells. By default, the users can select the cells. But they cannot change the cell formatting. They cannot add columns or rows. They cannot delete columns or rows, and so on. After you are done setting the access level, you can continue by pressing the OK button. Excel will ask you to type the password again. So type "123". Then click OK. And now, this worksheet is locked. We can see that this button has changed its name to "unprotect sheet". And if we select this cell for example. Then try to change the data, Excel will display this warning message. But if we select one of these input cells. We can fill in or change the data. Then if we select this header cell. Remember this cell has the "hidden" feature active. In the grid area, the cell looks normal. But notice in the formula bar. Excel does not display anything here. This "hidden" feature is not very useful for simple plain text data or numeric data. But it can be useful if you have a formula and you want to keep that formula a secret. Users can only see the final result in the cell. But they can not see or read the formula that is working behind the scene. One thing you need to remember is that the "protect sheet" feature only applies per sheet. This means that currently, only "sheet 1" is locked. The other sheets are not locked. I can open "sheet 2", for example. Then type a number in cell A1. The cells in this sheet are not locked. You can also see that this button still says "protect sheet" instead of "unprotect sheet". So again, the "protect sheet" feature can only lock the sheet that is currently active. If you want to unlock a sheet. Make sure you are on the correct sheet. Then click on the button "unprotect sheet". Enter the appropriate password. Then click OK. Now the worksheet is back to normal, that is, all the cells inside it are not locked anymore. 84. Protecting Excel files: In this lesson video, we will cover 2 additional methods for protecting the data inside Excel files. Previously, we discussed data locking at the cell level and at the worksheet management level. We will now cover data protection techniques at the file level. If you open the file menu. Then choose the "info" category here. There is a sub-menu called "protect workbook". There are many options available here. We have discussed these 2 options in the previous lesson. This is the "protect sheet" command that we used to protect certain cells from any changes. And this is the “protect workbook” command that we use to lock the worksheet management features. What we want to discuss now are these 2 features. The "read-only" mode and the "password encryption" technique. The first is the "read-only" mode. This feature will suggest the users to only view the file without making any changes to the file. But if the users still want to edit the file, they can do so through confirmation at the beginning of opening the file. This feature can be useful in many cases. For example, imagine that you are a teacher. You want to distribute the weekly learning schedule to the students and their parents. You use an Excel file for this. Of course, you don't want the students to make any accidental changes to the file. This will be bad for themselves. But on the other hand, you still want to give access to the parents who are more responsible for the data inside that file. Perhaps they want to add additional notes to the file, or add to-do list, etc. To use this feature. Make sure you are on the file menu screen. Then, under the "info" category. In the "protect workbook" list. Just click on this “Always Open Read-only” button. You will see this option turned yellow. And if we click here, this button looks darker. In this condition, you can "save" or "save as" the file. I use "save as". And change the name to, for example, "read_only_example". Then press save. And we close the file using this close button. If later a user opens the file. Excel will display this warning message at the start, before opening the file. If the users press "yes", then this file will be opened in "read-only" mode. The characteristic of a file that is in a read-only mode, is that you can see the words "read-only" above here. And if you open the file menu, then open "info". You can also see the "Always Open Read-only" button is locked. In this "read-only" mode, users can read the contents of the file and also print if they want to. But they cannot make any changes to the data. Well, actually, they can make changes. But they will be required to save the file as a different file. Just for example, if we change the value of this down payment to 50. Excel will not prevent us from making these changes. But when we press the save button or Ctrl + S. This warning window will appear. Essentially, we are asked to perform "save as" to a different file name. For now, I just cancel it. And close the file. Then select "don't save". To disable the read-only mode and return the file to the standard mode. When you first open the file and see this pop-up window. Choose "No". Now at the top, you won't see any “read-only” text. Then you can open the file menu, info. Then click this button again to disable it. After this, you can save the file just as usual. A stronger file protection technique is to put a password on your Excel file. The users who open your file later will be prompted for a password. If the password is not correct, then the file will be closed again. To use this feature. As before, make sure you are in the "file" menu, and in the "info" category. Click on this "Encrypt with password" button. Excel will ask for the password that we want to use. I use "123" just for the demo. And re-enter the password for confirmation. Now the file is protected by a password. We can see this menu item changed to yellow. And if we click here, the button "Encrypt with password" becomes darker. Now we can "save" or "save as" the file. I'll just do "save as". And name this file "password_example". Then click Save. If I close this file. Then try to reopen it again. Excel will ask for the password. In case the users enter the wrong password. I intentionally type here "456". Then click OK. Instead of opening the file, Excel will only open this error message. Now if I try to reopen the file. But this time using the correct password which is "123". Click OK or press Enter. The file then opens as it should be. Now, you need to keep in mind that a password protected file will work just like a normal Excel file. You can edit and save the changes to the same file. It's just that, every time you close and then open it again. Excel will ask for the password again. For example, I change the time here to "9:00". Then press Ctrl + S to save the file. And then close the file. Then open it again. Just like before, we need to enter the password. We can see the time data we edited before has changed. Next, if you want to remove the password protection from a file. Just open the file menu again, then open the info tab, and click the "Encrypt with password" button. Excel will display a window with a password input field. Now, you might be thinking to type in the password "123". But no, that is not what you need to do. Instead, delete all the text until it is completely empty. Once you are done, click OK. And now the file is back to normal. But don't forget to save the file so that the changes we've made are saved. 85. Print to PDF and XPS: In this lesson video, we will cover how to export an Excel file into PDF and XPS formats. Before we discuss the technical aspects. First, we are going to discuss what PDF and XPS are, the differences between them, and why we want to use these file formats. For this lesson, I'm going to use the booking form file we used earlier. In short, PDF and XPS are both digital printout formats. They are different from the format that we edit directly, such as Microsoft Excel XLSX or Microsoft Word DOCX. PDF and XPS are designed as final documents that will not need editing anymore. The analogy is like printing, but in a digital form. So if you save a document in one of these formats, you should never expect to edit it again later. Although you can, the process will not be easy. And you will need special software to do that. The best scenario to use PDF or XPS, is when you need to publish read-only documents. Such as a manual guide for your product, an annual report for a public company, an academic calendar for students, etc. So, what is the difference between the two? The PDF format, which stands for "Portable Document Format", developed by Adobe. Which is the same company that creates Photoshop graphic software. The first version of PDF was released in 1993. And since then it continues to develop until now. Meanwhile, the XPS format developed by Microsoft. XPS stands for “XML Paper Specification”. The first version was released in 2006. So you can say that XPS is still very young when compared to PDF. The technical features of the two are almost comparable. We will only discuss a few important differences. The first is popularity or the number of users. Undoubtedly, PDF format dominates the market way more than XPS. Perhaps this is because PDF came out earlier than XPS. Nowadays, you can send a PDF file to anyone, and almost certainly they will be able to open the file. Currently, almost all modern browsers can open PDF files. The second difference is data protection. You can add a password to a PDF file. But unfortunately, XPS does not support password protection. To print or export to PDF or XPS format, we can do this in 3 ways. The first is the print method. Second, with the "save as" method. And third with the "export" method. For the print method. We can go to the file screen, then select "print". Or you can also press Ctrl + P. Then instead of using a physical printer. You must select this "Microsoft print to PDF" option if you want to print to a PDF file. Or this “Microsoft XPS document writer” option if you want to print to an XPS file. Now, let's first try this XPS printer. Click the "print" button. Then select the location where you want to save the file. I will name the file "booking_form". Now, if you notice, there are 2 types of XPS files available here. Regular "XPS" and "OXPS" or Open XPS. Simply put, the OXPS format is the more advanced version of the previous XPS format. So you always want to use this OXPS format if possible. Unless, for example, you have to send the XPS file to your colleague who is still using Windows 7 operating system. After you are done, just click the save button. To open XPS files, you need to use a special program called "XPS viewer". Don't worry, this program is usually installed by default if you are using Windows operating system. So you don't need to install anything. Just open the file explorer. And double-click on the XPS file that you want to view. And here is the XPS file we exported earlier. Now, let's try exporting the document to PDF. Press Ctrl + P again. And now select "Microsoft print to PDF" in the printer drop-down list. Then click on the "print" button. As before, you need to determine the file location. And also provide the name of the file. I'll name this "booking_form" just like before. Then click Save. To read PDF files, you can use a free program from Adobe called Acrobat Reader. You can also use other PDF viewers that are widely available on the internet. Or if you don't have these applications installed, you can just use a browser app such as Edge, Chrome, Firefox, and so on. Here I opened the PDF file with the Edge browser. If we go back to Excel. And press Ctrl + P again. If you look closely, here I have a unique printer "Adobe PDF". This option appears only when you install a special software from Adobe called "Adobe Acrobat". So Adobe released 2 different software for working with PDF files. "Acrobat Reader" is used to read PDF files. And the more advanced version called "Adobe Acrobat" which we can use, not only for reading, but also for editing and managing PDF files. However, unlike "Acrobat Reader", "Adobe Acrobat" is a paid software. I subscribe to Adobe CC, therefore I can use all Adobe CC software, including "Adobe Acrobat". There are tons of features in this "Adobe Acrobat" software. One of them is protecting your PDF documents using a password. If you are using a PDF printer from Microsoft, you can only add a password to a PDF document from Microsoft Word. Somehow this feature is not available in Microsoft Excel. At least that was the condition when this video was recorded. If you choose the "Microsoft print to PDF" option. Then press the "printer properties" button. Here, you can only see the parameters for setting the orientation. Even if you try the "advanced" button here. There are only paper size options and also the number of copies. Basically, there is nothing special that we cannot do on the main print screen. Now, let's see the "Adobe PDF" printer. Press the "printer properties" button. Then open the tab "Adobe PDF settings". As you can see, there are a lot of parameters here that we can adjust. If I press the "edit" button for example. There are even more additional parameters divided into these categories. We are not going to discuss all of these parameters because they are actually not part of Excel. But they are part of the features provided by "Adobe Acrobat" software. The only thing I want to show you now is the password protection feature. If in this "security" dropdown list, we choose "reconfirm". Then press the "edit" button. Then enable the option "Require a password to open the document". I use the password "123". Click OK. Confirm the password by typing "123" again. Then click OK. And click OK again. Then press the print button. As before, you will need to specify a location and also the name for the file. I use the name "example_password". Then press "save". Click OK again to confirm. And we just finished exporting to a PDF file. If we open the file explorer. And try opening the PDF file. We will be asked for a password. If we type in the password, which is "123". Then Enter. Then we can see the content of this PDF file. Now, you may be wondering, what about the password encryption feature we discussed in the previous lesson? Can we use that to protect a PDF or XPS file? The answer is no. That password encryption feature only applies to native Excel files or the XLSX format. When you convert it to a PDF or XPS, the password feature will be gone. Again, you will need Adobe Acrobat to add passwords to PDF files. And for the XPS format, you cannot use any password in this format. At least not yet. Another method of exporting an Excel file to PDF or XPS is via the "export" and "save as" commands. For example, we can open the "file" menu. Then select "save as" here. You can specify the name in this field. And in the file format drop-down list, you can select PDF or XPS here. Or if you press the "export" category here. You will find 2 big buttons. The first is "create Adobe PDF". This feature will only appear if you have Adobe Acrobat software installed on your system. So let's skip this option. Next, you can also find the "create PDF or XPS document" button. If you click it. Then click this button. The file explorer will open. Essentially, this is the same as the previous save as method. You can specify the file name here. Then the format for the file, whether be PDF or XPS. This is also where you will find the "options" button if you still want to change the parameters. I don't want to export another PDF or XPS file. So I just cancel the export process. 86. Exporting with Insert Object: In this lesson video and also the next one, we will discuss how to export data from Excel to other Microsoft Office applications. For this lesson, I have prepared a file. This is actually the file we used when we discussed charts and sparklines. In brief, there are 2 methods that we can use to export data from Excel to other Office applications. The first is the "insert object" method. And the second is the "copy and paste" method. We will cover the “insert object” method in this lesson. And we will cover the "copy and paste" method in the next lesson. Inside this file, you can see 3 worksheets. The first, called "sheet", contains a table and a floating chart object. The second is a special sheet that only contains a chart. And lastly is the sheet which contains a table also, but we have sparklines in the last column. Before proceeding, make sure you download this file and save it in a folder you can easily access. Now we will try to export the data from this file into PowerPoint. In PowerPoint, you can open the “insert” menu. Here, you will see a button called "object". Click this button. And PowerPoint will ask if we want to create a new object, or import it from an existing file. We choose the second option because the data is already available in an Excel file format. Select "browse". A file explorer will open, and you can search for and select the Excel file. Click OK. Before we move on, take a look at these 2 checkboxes. "Display as icon" and "link". For now, make sure both of them are off. We will discuss both of these in more depth later. Click OK. And this is the result. You can move this object. And also change the scale. But you cannot change the rotation. What is unique about this "insert object" method is that it is like having a small version of Excel inside PowerPoint. To edit the data or crop the area, you can double-click on the object. Now, you are in the editing mode of this Excel object. In this mode, you can adjust the crop area by dragging these black nodes. You can also use the scrollbar to scroll the view. And just like in Excel, you can choose which sheets you want to see. You can even create a new sheet if you wish. Or delete it. And if you select the first sheet. Then change this cell B2 value to 2000 for example. Then open the chart sheet. We can see that this chart is automatically updated according to the new data. There is still a lot we can do with this object. But I think these examples are sufficient to illustrate the point. What you need to keep in mind is that all of these changes are independent of the original Excel file. If you change the original file in Excel. It will not affect this object either. This is because we did not activate the "link" checkbox earlier when inserting the object. If you are done, you can just click on the outside area to exit this Excel object editing mode. Now, let's delete this object by pressing the Delete key. If we insert the object again. Then select the file again. But now we will try to activate the "link" checkbox. Then click OK. At first glance, this looks similar to before. But in essence, this object is just an image connected to the original Excel file. So if we open Excel again. And we change the value in cell D2 to zero, for example. Then return to PowerPoint. We can see that this cell automatically changes. If we want to view another sheet. For example, the sheet with the large chart. For this, we have to open the sheet in Excel. Then click Save. If we go back to PowerPoint. This object now displays the chart sheet. If, for whatever reasons, the object is not updating as we expected. You can force PowerPoint to update the object. You can right-click on the object. Then select "update link". The downside of this technique is that we cannot adjust the crop area. For a chart sheet like this, it doesn't really matter. But for regular sheets that contain tables, this will be a big problem. For example, if we open Excel again. Then open this sparklines sheet. Ctrl + S to save the file. Go back to PowerPoint, and do the “update link” again. We can see that the table is truncated, and these cells are being displayed even though they are empty. Yes, we can go back to Excel and turn off the view gridlines option. If we open PowerPoint again. At first glance, the table looks cleaner. But still, the proportion of the table to the container area is not perfect. It would be better if this container box fits the table box. For this problem, the solution is to use the second method, which is "copy and paste". But before that, we will first discuss the "Display as icon" option. So, for now, let's just delete this object. Perform insert object again. And select the Excel file again. Now, activate the checkbox "Display as icon". Later, instead of displaying the contents of the file. PowerPoint will only show this icon. If you don't like the icon. You can select another icon by pressing the change icon button. You can choose from the standard icons provided by Office. Or you can also choose your own icon if you want to, by pressing this button. But currently, this feature is only capable of using stand-alone ICO files. Or the ones that are contained inside EXE and or DLL files. I just choose this one for example. Click OK. And if we click OK again to confirm. This is the result. Later when the users double-click on this icon. Excel will open the file. So that is the “insert object” method in PowerPoint. Now, to export Excel data into Microsoft Word using the "insert object" method. T he process is exactly the same. So I don't think we need to go over it again to save time. But feel free to try this yourself. 87. Exporting with Copy and Paste: In this lesson video, we will continue discussing how to export data from Excel. Previously we discussed the "insert object" method. Now we will focus on the second method which is "copy and paste". We are going to use the same file as in the previous lesson. If I have to choose between the 2 methods. I will prefer to use the "copy and paste" method over the "insert object" method. Why? Because with this method, we can determine exactly which area we want to export. For example, we can open this third sheet. We want to export only this table area and ignore all the empty cells. We can first select the cells. Then right-click and select copy or just press Ctrl + C. Next in PowerPoint. If we right-click in the document area. We can see that there are many different types of paste. If we hover the mouse over one of them. We can see the preview of the table in the document area. Sorry. I think I should activate the tooltip option. So that we can see the names of the paste types. Okay. If we right-click again. This paste type, "use destination style", will duplicate the table from Excel into a new table in PowerPoint using the table style currently active in PowerPoint. Then this paste type, "keep source formatting", will use the style that we use in Excel. As you may notice, the first and second paste options do not support the sparkline feature. This is because sparklines is a feature only available in Excel. While these two paste options will create native PowerPoint tables, therefore they are limited by the feature supported by PowerPoint. We can try pasting using the second type. You can see that all the sparklines are gone. But because it is a table, we can edit the data. We can also change the row height. Or change the column width, for example. So this type of pasting will be the best option if you want to have native PowerPoint tables that can be edited further. And you don't need any Excel-specific features such as sparklines. I'm selecting the table object now by clicking on the edge of it. Then press Delete. Let's see the other options. Right-click again. The "embed" paste type is similar to the "insert object" method we discussed earlier. Because it is basically an Excel inside PowerPoint. Special features like sparkline can be displayed without any problems. And to edit the data. Just like before, you can just double-click on it. You can make the changes that you want. Then click outside to close the editing mode. I'm deleting this object now. Right-click again. And let's see the next paste method called "picture". Basically, this will convert your Excel table into an image, and then place it inside the PowerPoint document. Because it is an image, you cannot modify the data. The benefit of this method is that you can rotate the object. And you can also use various special effects that are available for the picture objects. Let me delete this again. The last one is the "text-only" paste type. Essentially, the data from Excel will be converted into plain text. Each of the cell data will be separated by tabs. So if you edit this text by removing the tab. These texts will move closer. The text container itself is a shape object or also known as a text box. So, just like in Excel, you can open the "shape format" menu. And change the "shape fill" color to yellow, for example. Okay. Now, from all the "copy and paste" techniques we just discussed, none of them are linking the data to the original source. This means that if we change the data in the original Excel file, the data inside the PowerPoint file will not be updated automatically. So now the question is, can we use the "copy and paste" method with the data linking feature? The answer is yes you can. To do this you need to access the "paste special" window. To open this window, make sure you are on the home menu. In the "paste" menu item, you will find the "paste special" button. When you click on it, the "paste special" window will open. In the "paste" category you will find the various types of paste we discussed earlier. To use the data linking feature, you need to select this “paste link” category. There are 2 options here. The one below will only produce a text that is linked to the source file location. So if a user clicks on the text, Excel will start and then open the file. This is somewhat similar to the “Display as icon” option we discussed in the previous lesson. Except that the link is now a text instead of an icon. What is perhaps the most interesting pasting method is this option. If you select it and click OK. You will see a table similar to the results of the "insert object" method. But notice how the size fits the selection we made in Excel when performing the copy. So we don't need to do anymore cropping in PowerPoint. And the best part of all, the data in this table are linked to the original Excel file. So suppose we open Excel. And change the data. Let's say we change this value to zero. And then open PowerPoint again. We can see that this table is automatically updated. So that is the copy and paste methods for exporting data from Excel into PowerPoint. Now, what about Microsoft Word? In this case, Microsoft Word provides several additional options when compared to PowerPoint. But in general, the concept is basically the same. So feel free to try it yourself. Finally, we are going to discuss how to export from Excel to graphic applications such as Photoshop, Krita, Gimp, etc. If we select some cells and then perform a copy in Excel. We can easily paste the data to other applications including graphic applications. You just need to remember that these graphic applications will accept graphic data. So don't expect to get table objects that you can still edit. Everything will be converted into an image. In general, there are 2 scenarios to do this. The first is to paste the image inside an existing file. And the second is to create a new file based on the size of the existing data in Excel. Let's see each of these methods one by one. If you open a graphic software, for example, Photoshop. And you already have a file opened like this. You can just press Ctrl + V to paste, the data in the memory will be inserted as an image into a new layer. Then you can process it like any other graphic data in Photoshop. So that is the first scenario. The second scenario is creating a new file. If you use Photoshop, you can select the file menu, then select "new". In this window, you will see this "clipboard" option. Photoshop automatically detects any data inside the system memory and creates a preset with the appropriate image size. So if you select this "clipboard" preset to create a new file. Then press Ctrl + V to paste. The data from Excel will be inserted here at the right size. With this, you don't need to do any more cropping. 88. Section 2 Exercise files and Curriculum: Starting from this video onward, we will focus on formulas and functions in Excel. If you want to follow long using the exact files I use, you can download all the exercise files for the next section from the following link. Please pay attention to the capitalization of the letters as this link is sensitive. You can download the files one by one, but it will be easier if you just click this download button to download them all in one Zip file. The text you see here depends on where you are or your language reference. It says download Sma because I am in Indonesia. You'll see the text download all, if you are in US, UK, or other English speaking countries. As you can see, the files are named based on lesson with additional chapter code in front. As a micro overview, I have divided lessons in a second section into eight chapters. In the first chapter, you will learn some important Excel tips. You will learn how to read and understand syntax. Then you will learn various techniques for auto filling data, other than the autofill technique, such as using the flash fill and extend formula features. In this chapter, you will also learn various techniques to insert symbols or unique characters into Excel. Then learn various Excel features that can make it easier for us to work with long formula. In the second chapter, you will learn advanced techniques related to tables and dynamic ways, such as cell reference statics in tables, convert table data to range data, and vice versa, then learn to change the table structure, such as resizing it, inserting new data, using riser, and so on. Next, we will discuss dynamic way and various techniques related to it. In the third chapter, you will learn various conditional functions You will understand the fundamental difference between ifs and esto if functions, then learn the various comparison operators that exist in Excel, learn logical functions such as N, or, and not. Then in this chapter, you will also learn in depth the various functions with condition features, and even their multi condition versions, such as some IFs, average IFs, IFs, Mx ifs, minifs, and so on. In the fourth chapter, you will learn various lookup functions. We will discuss the Vk, X loop index match, X match functions, et cetera. You will learn in detail the match mode and search mode arguments complete with various use cases. Then you will learn to perform two way loops, vertically and horizontally, utilizing the Nesta technique. You will also learn to perform complex searches, utilizing special characters, also known as wild cards. In the fifth chapter, you will learn rounding and division techniques, You will learn to use the round function and its variants such as round down, round up, and so on, then learn to round to certain multiples. You will also learn to utilize the question and mode functions to solve various cases in work or daily life. In a sixth chapter, you will learn various techniques related to date and time. You will learn how to extract time or date data from raw data or serial numbers. Then learn to display time to the nearst rounded value, convert time formats to and from the 24 hour 12 hour and simo systems, you will learn to calculate d lapse time from the provided date data and also learn how to calculate deadlines. In the second chapter, you will learn various techniques for working with text data. You will learn how to input numbers as text so that the data is safer from accidental changes. Then learn techniques for extracting text data. You will learn various techniques to combine text and also techniques to separate it. In the eighth chapter, you will learn various functions related to statistics. You will learn to search for values based on certain rankings, find values that appear frequently, learn to count the number of variations and combinations of objects. Finally, you will learn techniques to predict conditions that have not yet occurred based on past data. 89. Online references: In this chapter, we will discuss various tips about using Excel, which I think are important for us to know. Some of these tips may have been covered before in the basic level course. I need to repeat them again in this chapter so that we all have the same foundation when discussing the upcoming lessons. Please do not skip this chapter because there are also a lot of new tips that I haven't covered in a basic level course. The first two tips I want to discuss are very useful tips for anyone who wants to master functions in Excel. The first is where you can find online references, and the second is learning to understand the syntax. In this video, we will cover the first tape and in the next video. We will continue to discuss the second tape. But first, I want to explain why I think these two tapes are important. At the time I recorded this video. The number of functions provided by Excel was already more than 500, to be precise. It has reached 512 functions in June 2023. This number might have increased again when you watch this video. Of course, it will be difficult and troublesome if we have to memorize all these 500 plus functions. Moreover, most of these Excel functions might not be needed in our respective fields of work. The point is that memorizing all the functions one by one is not the correct approach in mastering Excel. Our time will be more optimized if we focus on understanding the syntax and know where to find references when we need them. While you are in Excel, if you get stuck or need help with certain things, you may want to open the Help menu and then click on the Help command. This will open a panel on the right side of the UI. Let's say I want to search for references on the some function. So I type in in a search box and then hit enter. And here is the result. With this method, you can get a quick explanation along with the syntax and the arguments. For some Excel users, this short information may be enough, but if you are new to Excel, you may need more detailed information along with examples in such a case. You may want to access actual websites using your Internet browser. There are tons of online references about Excel on the Internet, both in the form of writing and videos. Feel free to utilize them all. But before you reach other websites, you should prioritize the official Excel reference website developed by Microsoft. Here is the link for Default English US website. After you open the page. If you scroll all the way down, and then click on this sling. As you can see, this website provides references in various languages around the world. You may find your native language here. For example, there is an option for my native language, Bahasa Indonesia. For now rests off the course, I will use the English US version. Let's look at an example of how to use the website. Let's say you want to know more about the sum function. Just type the word sum in this field, then press enter. There are many links that appear in search results. Usually, the link at the top is the one we need, which has the word function in it. We can try clicking on link, and here is the official reference page for the sum function. You can see the function description at the top. Then this page also provides brief examples of how to use the function. It even provides an explainer video. Unfortunately, not all of the function reference pages provide videos like this. Usually, only popular functions have explainer videos. If you scroll down, you can see a lot more information about some function. It also includes more different use cases. On a reference page like this, most likely, you'll find a section called syntax. We will discuss syntax in more depth in an X lesson. The second website that I personally like to check is W T Schools. Yes, you heard it right. This website, which has been referenced for decades for web encoding topics now also provides references for Microsoft Excel. Unfortunately, this website only provides content in English. So if you proffer references in your own language, this website may not be a good fit for you. The second drawback is that this website is not as comprehensive as the official website from Microsoft that we just opened. You can only find explanations of popular Excel functions, and on some of the pages, you may find the syntax information, but on some other pages, the syntax information does not exist. So that is the first tape. You can help us master various functions in Excel. We will continue to discuss the second tape in the next video. 90. Understanding the syntax: In this video, we will continue discussing the second tip for mastering functions in Excel, which is to focus on understanding the syntax rather than memorizing the function. Apart from the Excel reference website, if you type a function in Excel, you will also see the syntax of the function appear below the area where you type it. So what is syntax, by definition, syntax is the pattern or the rule for writing a function. It is very important to pay attention to the syntax when using a function for two reasons. The first reason is that you will get an error if you try writing a formula or function, not according to its syntax. The second reason is that understanding the syntax of a function can help us to quickly understand other similar functions. That is why throughout this course, when we discuss a function, we will cover its syntax first, and then its usage examples For now, let's start with the basics. That is, we will discuss the syntax of a formula in Excel in general, and then the syntax of functions in general, also. And finally, see some function examples. For this, we will discuss the syntax of two functions, some and some if. The first and foremost element of an ex cell formula is the equal symbol. A formulas in each cell must begin with an equal symbol. After the equal symbol, we can type in different types of elements into the formula. The most common element is function. So the term formula is different from the term function. Function is just one of the elements that we can put inside the formula. We can create a formula without a function. For example, equal sine one plus two. Or equal sine A one plus B one, and so on. Note that this plus symbol is a mathematical operation, not a function, and these A one and one codes are also not a function. They are cell references of range type. We have discussed in detail about range type cell references in a basic level Excel course, and in the next chapter, we will discuss the table type cell references. So there is the syntax of formulas in Excel in general. Next, let's focus on the general syntax of writing a function in Excel. By definition, A function is a piece of program that we can call by typing its name inside a formula followed by an opening and closing parenthesis. All functions in Excel are written using capital letters. However, it is okay to type them in lowercase letters because Excel will usually correct them automatically. The essence of a function is input and output. A function can accept input and will produce an output. The inputs for function are called arguments. If you are wondering, why do functions have to be written followed by the parentheses symbols? Well, this is because it is where we put the inputs or the arguments. Some functions only have one argument. Some functions have multiple arguments, and there are even functions that have no arguments at all. But even though a function has no arguments, it must still be written with an opening and closing parenthesis for functions that have multiple arguments, each argument must be separated by a comma symbol. You should note that we can put a function as an argument of another function. So we can have a function inside a function, which is inside another function, and so on. The concept is commonly known as a nested function. Of course, not all functions are comparable with each other. For nested functions to work properly, the output datotype of the child function must be the same as the input datotype of the parent function. We will see more examples later in future as and videos in hla. Last thing I want to mention is about putting the closing pentoses symbol. Generally, if we forget to type the closing pentoses symbol when writing a function, Excel will automatically fix the code for us. But remember, this only applies when writing a symbol function or a one level function. If you write nested function, Excel will not add closing parentheses automatically, so you have to be more careful when using nested functions. Now, we will focus on a more specific syntax, which is the arguments inside the functions. At this level, the more we interact with different functions in Excel, the better our insight about the topic. Just for the sake of example, we will discuss just two functions for now, which are some and some e. When you use the some function, this is the syntax, that Excel will display the word number indicates that input value must be a number data type. Or we can also replace it with a reference that points to cells containing numbers. Then if you find the bracket symbols, this indicates that the argument is optional. So in the case of the some function, what is required is the first argument only. If you do not provide the first argument, the function will produce an error. As for the second argument and so on, since they are not mandatory, the function will work without any error, even if they are missing. Then if you find a t dot symbol like this, this indicates that the previous parameter can be repeated as many times as needed. From the sum function reference page, I learned that the maximum number of iterations can be up to 255 arguments. Now, let's take a look at another syntax example, which is for the S A function. When you find the word range inside a syntax, it indicates that the argument is a cell reference. Furthermore, if you find the word criteria, this indicates that the argument is in the form of a condition. The term condition means that the argument is comparing to values, whether they are equal, not equal, smaller or larger. Finally, this function also accepts an optional argument called S range. Again, we can tell this argument is optional, because it is inside the brackut symbols. And because we can see the word range, we can tell that this argument is the type of cell reference. If you are still confused about how to use the SMA function, no worries, we will have a special chapter where we discuss various conditional functions in more detail. Again, it is video. We only focus on how to read the syntax and not how to use the function. Hopefully, with this brief yet fundamental lesson, you'll be more prepared for the upcoming lessons. 91. Tips on navigation and selection: In this video, we will discuss some tips on navigation techniques as well as sell slaion techniques, Airforce glans. These tips might seem unimportant, but they will be very useful. When you have to work with a lot of data to practice the lesson, you may use the file that I have prepared, or feel free if you want to use your own file. We all probably already know that we can move the selection box or the active cell using the arrow keys on the keyboard. What most people don't know is that we can use a combination of control and arrow keys to navigate more quickly. Let's say we have the cell selected. Because there is no cell containing data on its right side, if we hold control and then press the right arrow key on the keyboard, the cell selection will immediately jump to the right most column, which is the xFD column. If we hold control and press the left arrow. The cell selection jumps to the left most column or column A. Now, if on the right side of the active selection, there are cells that contain data. For example, if we have the cell active, then pressing control and the right arrow key will move the cell selection to the closer cell that has data. If there are a lot of neighboring cells with data, when we press and the right arrow, E cell will select the left cell with data that exists before the empty cells. This technique also applies to the left direction, or when using left arrow key, and it also applies to the up arrow and down arrow keys. For example, if we activate the cell, since there are no cells containing data below the cell. Holding down the control key and pressing the down arrow key, we'll move the cell selection to the bottom row of the sheet, which is row 1,048,000, et cetera. Holding control and the arrow moves the cell selection to the first row. If there are cells containing data, cine control and down arrow will select the close cell with data. And if the cells that have data are many and all close together, pricing control and the down or up arrow will select the last cell that contains data just before the empty cells. You should know that many of the navigation techniques can be turned into selection techniques by just adding the sheaf key into the mix. For example, we can move the active cell with the arrow keys. Now, if we do that while holding down the sheaf key, instead of moving the active cell, we are creating cell selections. The coating is we can combine sheaf with the previous control arrow techniques. Let's say we want to select this entire column. We can click once on the topmost cell. If we do not hold shift, pressing control and down arrow key or up arrow key, will only move the cell selection to the data boundaries. But if we hold shift and control together and then press the down arrow key, instead of jumping to the bottom cell, E cell automatically selects the cells that contain data downward, then in this condition, you can hold shift and press the right arrow key to grow the selection to the right column by column. If you want to expand the selection until the left column that contains data, you can hold the shift and control keys together and then press the right arrow key. In a basic level Excel course, we have discussed that we can select all the cells in worksheet by pressing this area in the upper left corner. You can also do this by pressing Control A. What we want to discuss now is that we can utilize the control A shortcut to select a group of data quickly. The trick is, first, you need to place the active cell inside the area that contains the data while in this condition, if you press control A. Instead of selecting all the cells in workset, only cells with data around the active cell get selected. Now, in this condition, if you press Control A again, then ex cell will select all the cells in worksheet. So again, if the selection is on an empty cell. Pressing Control A will select everything. But if the selection is inside an area that contains data. Pressing Control A will select all of that area or the neighboring cells that have data. You should note that this behavior is slightly different when we work with the table. For example, I select this cell force. Then I change all the data to table type. If I select a cell inside the table, then press Control A, all cells in the table will be selected except the header row. If I press Control A again, now the header area gets selected also, and if I press Control A again, all the cells get selected. Lastly, let's see an example of using the selection technique we discussed earlier while writing a formula. Let's say we want to create some formula in the cell. Just click on the cell, press the equal symbol, then type some, then an open parenthesis. Now, you might be used to using the mouse, which is by clip bragging to create cell references. But imagine if you have to work with hundreds to thousands of rows of data, it will be easier if you just click one in the cell, hold shaft and control, and then press the down arrow key. If you only need to select the data in this one column, you can just press the enteral key. But if you also want to select the data in the next column, you can hold shift and press the right arrow key on the keyboard. You can keep doing this until all the columns you want to select are selected. If what you want to select is the data on all of the columns, you can hold down the sheet and control keys together and then press the drive erro key. After you are done, you can press enter to confirm, and this is the result. You can see that Excel automatically adds a closing parenthesis symbol behind the formula. At this point, you might be curious. Can we use to control a method to create a selection while writing a formula? The answer is no. Perhaps this will change in the future version of Excel. But this is the situation in Excel version that I use. Just to prove it. I I double click on the cell, and I discard the previous cell reference code. Then click on the cell. If I press Control A, instead of selecting all the data cells, Exel selects all the texts in the formula. If you want to undo the changes that you have made to a formula, you can just press the Escape key on the keyboard, and the formula is now back to the condition before we edit it. 92. Flash Fill: In the basic level Excel course, we have discussed the auto fiel feature in depth. We have also learned how to create a custom list for the auto fel that we can use for various needs. Now, you need to know that besides auto fiel, Excel actually has two other features to fill data or formula automatically. They are flash feel and extend formula. We will discuss flash fill in this video, and in the next video, we will discuss extend formula. All right. So what is flash fiel, Flash feel is a feature that can read the pattern of the data input and then use the pattern to continue filling in rest of the cells. This feature has been available in Excel since version 2013. So if you're using office 2016 and above or you see Microsoft 365 surface, you should be able to use this feature. Now, although this feature can work both on numbers and text, most people use this feature to process text data. There are three ways to access the flash feel feature. The automatic method through the Raben menu. And finally, using the keyboard shortcut. For the automatic method, it is already active by default, but just in case, or if at any time you want to dissemble it, you can open the file menu. Then open the Excel options window. Then go to the advanced step and under the autocomplete option, you can find an option that says automatically flash fill. If you turn off this option, Excel will not perform flash fill automatically. However, in this condition, you can still use flash fill through the ribbon menu or shortcut method. For now, let's leave it on, so we can see how it works. All right. Make sure we open the first sheet. If we type in in cell Gard in uppercase G, then n with a lowercase letter, then strand with a capital S, then press enter, when in an ex cell, we type God fry with a capital G from here, the automatic flash fill feature in Excel is able to detect the data pattern we input, so it can give suggestions for the next data. If this is what we want, we can press the enter key or the tab key. You can see the uppercase and lowercase letters we specified in the first example, continue to be used by Excel for the next data. After performing flash fill, Excel will display a small icon where we can access some comments on the results. You can undo it. You can click this to confirm the result. Then you can use this to select the empty cells. Currently, we don't have any empty cells, which is why this option is disabled. The last one is a command that can select all the cells that have just been filled by the flash feel feature. So that was the automatic flash feel method. Let's look at the next example. Make sure we are on a second sheet. Type in this cell 40 enter 28 24 enter. We have input three data, but why isn't the aromatic flash fill feature triggered? Well, this is one of the shortcomings of flash fall, which is that it cannot work if we have gaps in the form of empty cells. So we need to do this column first. And let's try typing this cell 25. You can see at the glans, the flash fill input suggestion appears, but then it quickly disappears again. Well, this is also one of the problems that often arise with automatic flash fill. That is it sometimes disappears before we have time to press enter or tab. In such a case, we can use one of the two menual methods. First, select the empty cell at the bottom. Then if you are on the home menu in the editing group, you can open the fill submenu, then select flash fill. L et me undo it first, or if you are in the data menu, you can press this flash field button. If you prefer to use a shortcut, you can press Control E on your keyboard, and this is the result. While in the first example, we merge the data. In the second sheet, we extract a part of the data provided. For the last example, let's open the next sheet. Let's assume that for privacy reasons, we want to hide the last four digits of the four numbers in a left column. Perhaps, we want to display these numbers on a company's internal website. We can copy the number. Then we change the lest four digits into capital axis. After that, we also add minus symbols for every four digits to make them easier to read. In the scenario, it is to be troublesome to use the automatic flash field method. Why? Because we have to type the second data to force the flash feel feature to walk, we can just use the shortcut control E, and this is the result. Another example, let's say we want to change all these phone numbers to use the Indonesian standard format. We can first copy pace the number. Then change the leading zero into an open parenthesis, a plus symbol, the number 62, then a closing parenthesis, also add to minus symbols so that the number is easier to read. Press enter, then we can use flash fil again using the shortcut Control E, and here is the result. From the example in this sheet, we can see that besides merging and extracting data, flash fill can also change the original data such as replacing or inserting new characters that were not there before. Flash fell is indeed a powerful feature, but it is not perfect and has some drawbacks. The first drawback as we saw earlier, is that it cannot be applied if there is an empty cell gap between the cell and the dital source. The next drawback that we also experienced earlier is that sometimes the automatic feature doesn't work as we expected. Sometimes it only appears for a split second, then immediately disappears again. If the automatic method doesn't work, at least, we can still use do menu methods through the ribbon menu or with the shortcut Control E. The next drawback, which might be the main reason why people choose not to use flash fill is that the result is static, not dynamic. So let's say I changed this name to Garuda, for example. The text in the full name column doesn't change automatically. Suppose what you want is dynamic data. In other words, It is always updated automatically following the source data. Then you have to use formulas. We will discuss various formulas related to text in its own chapter in Cha. Est drawback is that flash fill will not override cells that already have data, even though the data is not visible. Just for example, I select all of these cells except the one at the top, then press delete to delete the data. Next, I type one or two spaces in the cell. At first glance. It looks like there is no data in your cell because the space character is invisible. Now, if we click on this cell and press Control E to apply flash feel. This is what happens. This cell is ignored by flash feel because of the invisible space symbol to solve this problem, select the cell. Then press lead to clean it up from any invisible characters, and then we can try pressing Control E. Now we have the correct result on that cell. 93. Extend Format and Formula: In this video, we will discuss the third automatic data filling feature, which is called extend formats and formulas. Basically, this feature will automatically duplicate formulas and formatting when we input new data. You need to note that this feature is automatic and already active by default. If you want to disable or enable this feature, you can open the file menu. Then open the options window. And then open the advance step. Here, you can see an option that says, extend data range formats and formulas. For now, just make sure this option is active. To see an example of its use. I have prepared the data in the form of weight of toy car spare parts. Let's assume we are preparing documents to export the toys over ss. In the total weight column, we want to calculate the total weight of each item. We can use the some function for this, so type equal then some press tab to select the function. Then just click back to select these three cells. If you are then press enter to confirm. Next, for the average weight column, we want to calculate the average weight of each spare part item. We can use the average function type equal. Then V select the average function with the arrow keys on the keyboard press tab, then select the three data cells, and then press enter. We can duplicate several formulas at once in each cell, using the opio technique, select the two cells that contain the formulas. Then double click on the.in the bottom right corner of the selection box. The numbers in a total column already look good. However, we want to limit the number of digits after the decimal in the average column. So just like all these cells, then press this button several times until there are only two digits after the decimal symbol, right? As the name suggests, the SN formats and formulas feature is not only able to add formulas automatically, but it can also duplicate the formatting by formatting, I mean, the number formatting, as well as the phone formatting. Currently, the total column has the number formatting set general. Meanwhile. The average column has a number of formatting set number. To see an example of the phone format, we can select all the cells in this data, then we change their color to blue or any color that you like. After we have a lot of data with formulas and formatting like this, we can out try the extent formats and formulas feature. Watch a s type new data in section below. For example, I type 220 tab, 60 per step, 15, then tab or enter, and here is the result. Excel is smart enough to duplicate the two formulas on top to the new row. Excel also automatically duplicates the formatting so that the new data in this new row turns blue. Notes also that the number formatting in the less column becomes number with two digits behind the decimal. You should know that these extend formats and formulas feature has two limitations. The first limitation is, you must have at least four rows of data with the same pattern for it to work. Just for example, if I select these rows of data, then the tum if we only have three rows of ta and try to enter the next Data. For example, 15010 and enter. As you can see, Excel doesn't do anything to the formula or the formatting. Let me under this first. The second limitation is related to formatting. Excel will only duplicate the formatting if the target cells do not have any formatting yet. Just for example, we can select these three cells, and then change the alignment to the left. Then we set these cells text to red. And this one to green. In this condition, if we enter new data, for example, to 307016 then enter. Excel will still duplicate the formula, but not the formatting. If this ever happens to you to fix it, simply clean up the formatting before inputting the data. There are many ways to do this. If this is the only row with the unwanted formatting, you can right click on a row number. Dn use lid, cell will replace the row withdraw below that has no formatting. Alternatively, we can select the cells first, then use the default style, which is called normal, or you can also use the clear command, Dn use clear formats. After the formatting is clear, if we input new data again, for example, to 30 70, 16 then enter, the extend formats and formulas feature now works as we expected. 94. Adding symbols using special fonts: In the basic level e course, we discussed how to create conditional formatting. One of the features is to display an icon set. We also discussed using custom formatting to display a different color based on a value in cell. Now, in this video in the next video, we will discuss something similar. That is, we will input something unique into the cell. The difference is that now we will focus on the use of formulas and the use of symbols. To insert symbols into Excel, there are at least two approaches we can take. The first is voulizing special phones. The second is voulizing modern unicode codes which can produce a wide range of glyps, such as images, objects, math symbols, and so on. In this video, we will look at the first approach, and in the next video, we will discuss the second approach. The technique of inserting symbols by relying on special phones is actually quite old. It dates back to the early days of desktop computers. While they are often considered inefficient and therefore rarely used nowadays, there are certain cases where they can be useful. Many free special phones on the Internet may have specific symbols that we need. I myself, rely heavily on several special funds from MCS to quickly create S Milla and Slava Texas. Of course, it will take a lot of time if I had to create them myself from scratch. For our current lesson to play safe, we will only utilize the default special funds pre installed with the office software, namely the windings and webdings funds. However, what we are about to learn can technically be applied to all types of funds, right? Just for example, if I type in this cell a capital P, a space, and then a capital O, Then I change the phone to wingings. I get two flag symbols. These two symbols are probably really needed. But if we change the phone to wingings too, the symbols change to a check and across to symbols that we might need more often. If we change the phone to webbings again, we get different symbols that are completely on a different team. The point is that this method doesn't have a standard. Any phone creator can insert any symbol at the order they wish. Of course, for us who want to use these types of phones, it's not that convenient to try every character on the keyboard in order to find the symbol we want. In such a case. We may want to use another method, which is to use the Insert symbol feature. To do this. We can open the Insert menu and then select the symbol command. A window will open. Although this window is named symbol. I think the correct name for this window is Glip because the term glip is the industry standard that covers all types of characters contained inside the font, no matter whether it is a number, letter, icon or symbol. They are all called glips. In this window, you can see all the glips contained in all the phones installed on your computer. You can select the phone in a stroke down list. You should note that a single phone can have hundreds to even thousands of glips. For example, the pont Abady loan consists of many glib categories. There are categories of latin letters, rbi letters. Currencies arrow symbols, and so on. For now, let's open the windings pont. Wingdings is a classic phone that consists of only 255 glips. And if you scroll down, there are also check and cross symbols which are the 252nd glib and the 251st glib. You need to memorize these two values because we will make use of them leader. To insert a glip into the active cell in E cell, you can just double click directly on the glib or press the insert button below. When you are done with this window, you can close it by pressing the x symbol above or by pressing the closed button. If you look closely, it turns out that the standard characters of the check and cross symbols in the windings font, are these unique U like letters. A right The main drawback of the insert symbol method is that we cannot insert it directly when writing a formula. We have to put the characters in the sel force, then utilize the pipes feature, or by memorizing the character sequence code. To make things clearer, let's see the following example. In this file, I create dummy data of student names from grade one to grade six. Just imagine if they all have the plan to go to a theme park, each ride in the theme park has different rules. For example, for bumper cars, only children who weigh 60 kilogram and below are allowed to participate. For the Jacosa ride, the benchmark is body height. Only children with a height of at least one 20 centimeters are allowed to write on it. For the screaming swing ride, the height of the child must be 90 centimeter or above, and the tiny train ride is only allowed for children who weigh 40 kilograms and below. Our job as the teachers or organizers is to register the weight and height of children to determine which rides they will participate in. Let's first drive filling in the first column, which is the bumper carves ride. Click on the top cell type equal then if press tep The bumper car stride checks weight. So we click on this cell, then the smaller sign equals sign 60. Now, we need to input a value when the condition is true because what we want to input is text, we need to enclose it with double quotation marks. Notice that right now, although we can open the insert menu, We cannot open a symbol window. So again, this approach is more troublesome because we have to rely on a CPPs technique. But since we already know that the capital P will be the tech or text symbol in winging to fund, we can just type the capital P now. After that, we type the common symbol. Now, we need to input a value if the condition is false. We can just type a capital O for this. Don't forget to enclose it with double quotation marks because it is a text. After you are done, you can type the closing parentheses or you can just press enter right away as E cell will add the closing parentheses automatically. We can set the formatting first, then do click on the corner of the cell selection to duplicate the formula downward. Currently, we only have a series of P and O letters. But if we select the cells and change the phone to winding so, We get the check and croft symbols that we need. Now, let's say we don't want to use wingings too. We want to use the check and crop symbol from the wingings font. Since we have already typed the symbols in this cell, utilize in the insert symbol window, we can just use the copy pace method. So select these two characters, then press Control C. Then go back to the formula in the topmost cell. Select the letter O and paste it with Control V. Then cut the second letter and use it to replace the letter P. After you are then press enter to confirm Then the blue click to duplicate the formula downward. At the moment, the symbol still looks broken. We need to change the phone to windings first. Once the phone is set, we can see the check and crows symbols as expected. Another method of using special phones is through the use of char function or the nar function. Let's try filling in the second column or the Coster right type equal sign. I press tep, click on two, Din type the larger symbol equal sign, Dn type 120, and then Oka. Now, for the true condition, we want to use the char function. Essentially, we use the char function to print characters or glips by inputting their sequence number. If you type char, Excel displays to alternatives, char and Unichar. So what is the difference between the two? Basically, the Unichar function is more advanced than char function. The char function only supports sequence numbers 1-255. So it only supports common characters or classic special phones, whereas Uni R can support more than that because it also supports ni code in either UTF eight or UTF 16 format. For now, we will use the char function because the windings phone is a classic phone, containing only 255 glips. So select the function with the arrow keys, then press tab. If you remember before the check symbol in the Wingdings phone, is the Glip number 252 So just type 252, closing parentheses, then a comma. Then we use the chart function again. Because this is for a false condition. We use the Glip number 251 or the cross symbol, type closing parentheses, and then closing parentheses again. Because we are now using nested functions, we need to be more disciplined with the parentheses symbols. If you are then press enter to confirm. As usual, we can set the formatting first. And then we can double click on the autopil point. Finally, don't forget to change the phone to windings. And here is the result. 95. Emoji and symbol shortcut: We will continue discussing how to insert symbols into Excel. Previously, we learned to use a special phone method. Now, we will learn how to insert symbols using node. For this, there are two methods that we can use. The first is by using the operating system standard keyboard shortcut, and the second is by utilizing the Unichar function in Excel. In this video, we will focus on shortcut method. This method is more suitable if you don't want to bother with node codes, you just want to quickly input common symbols or images. You need to remember that the shortcut method belongs to the operating system, not from Excel. If you are using windows, you can hold down a windows key and then press the period or do key. But if you are using a Mc, you can hold down the function key and then press the letter E on the keyboard. I'll be removing the first shortcut because I am using a PC with Windows OS. If we click or the cell in Excel, then press the windows key and key on the keyboard. We will see a floating window where we can select various glips from the Unquote standard. This window is divided into three main categories, mog Cog and symbols. For mg, they are not actually a single glip but a combination of glips. So let's ignore this category for now. For each of these categories, you can find several more sub categories at the bottom. This clock icon is a special subcategory that displays recently used glips. This window also provides a search feature, but only for the EOG category. To perform a search, you can press this magnifying glass icon. Then just type in the keyword you want to search for. For example, Harp, strangely, the words type appear in the active cell in cell. But don't worry. It will also affect the list of gps displayed in this window. To insert a certain glip that you like into the active cell, simply click once on that glip. Each time you click, the glip will be inserted into the active cell. Then you can close the window by clicking on this x button or press Escape on your keyboard or just click anywhere outside the window area. The advantage of this method is that we can use it while writing a formula, so we don't need to bother doing any copy and pace process like the special phone technique in the previous video. For example, we want to fill in the next column for the screaming swing ride. Click on the top cell press equal sign if tab. Since we want to check the height, we click on Cell B two, Dn type a greater sign equal sign. 90, then a comma, Now, we want to input a value when the condition is true because the data type is text. We need to add a double quote symbol first. Now, this is where we can utilize the shortcut, hold down the windows key, then press the period key. Let's assume we want to input a Smiley. Let's just select the top g lip. At the same time. We also want to insert a symbol for the false Cnitan. For example, we can just select the cross or this multiply symbol. Then we can close the window. We need to fix the formula so that each glip is enclosed inside the block codes and also separated by commas because they are meant for different conditions. After you are then enter, we can set the text alignment to the center. Then we duplicate the formula to the bottom. And this is the result. Since the generated symbols are basically text, you can't tack therefore matting, for example, turning them into bold, italics, changing their color, and so on. Also, since we don't rely on special phones, but utilize standard unique characters, they are more consistent against for changes provided the phones we use are standard and modern phones. Of course, this does not apply if we use special phones such as windings or webdings that do not follow the Unicode standard, Symbols created with unicode codes are more consistent with device changes. That is the smiley face we create will still be a Smil face. The features or the details may change slightly, but it will still be a smiley face. For example, if I save this document and close it, then I open it again. But using the web version of Excel, You can see something different. All the mog grips that used to have only one color now look more attractive with more color variation. Yes, so although in many ways, the desktop version of Excel is superior to the web version. In terms of displaying mog, the web version of Excel is actually better than the desktop version. For a lot of people, using short cards is probably enough for most of their needs. However, you should know that there are more than 140,000 glips mapped by the Unide standard, and not all of them can be accessed through the shortcut method for these special needs. ECA provides a function called UNCR. We will discuss what Unicode is, and also the UCR function in more detail Nex video. 96. UNICHAR function: We will continue our discussion on how to insert symbols into Excel. In this video, we will discuss the last technique, which is utilizing Unicode using a function in Excel called Unichar. So what exactly is Unicode, simply put, Unicode is an international standard for numbering characters or glips. This standardization is important so that one digital device can communicate smoothly with another, even if it happens across countries and across different languages, Before Unicode, there were many standards developed. It would be too long to cover the entire history as many countries developed standards for their own languages. Let's just focus on the most popular standard used in America, which is a standard called ASCI. The standard which was formalized in 1963 only holds 128 characters. It consists of pro case, Latin letters, lower case, Latin letters, then numbers, and some standard symbols. Ask then continued to undergo many revisions. Thus, the eight D Aski standard, also known as Extended Aski was born in 1967. This standard can map up to 255 glips, even though it is quite lot, this standard is still unable to accommodate all types of letters from all types of languages in the world. For example, Chinese or Japanese loan has thousands of characters, not to mention other languages such as Arabic, Indian, Vietnamese, Japanese, and so on. This prompted the creation of a new standard in 1991, which was eventually called Unicode. Unicode currently contains more than 149,000 glips, and the number continues to grow every year. For backward compatibility purposes, the leading numbering in Unicode is exactly the same as that iaski standard, Now, since each person's needs are different and the memory limitations of devices vary. Unicode provides several methods of encoding. There is UTF seven, UTF eight, UTF 16 and UTF 32. UTF stands for Unicode transformation format. It would be too long to cover them all in this video to make a long story short. We will only look at UTF eight code examples as this is currently the most popular or most commonly used encoding type in the world. There are many websites that provide list of Unicode characters. Two of my favorites are compart.com and charset.org. The charset.org website displays node in the form of list of clips from the smallest sequence number to the largest while website.com uses a different approach. It uses a categorization method while also providing a fairly advanced search feature. In Excel, we can use the UNR function to output Glip based on the node sequence number in the Simo format. We have used the char function before less lesson. The limitation of the char function is that it only recognizes number inputs 1-255, so it can only map glips up to the extended ASC standard for higher glip numbering. We must inevitably use NIR. To see an example, we will continue filling in the fourth column, which is for the tiny train right. Click on this cell, Dn press the equal symbol Type I, then tab. Now, we want to check for body weight. So we click on cell C two, then the smaller symbol equal sign. 40 then type of comma. Unlike before, we first input the value when the conition is false. For this, we will use the nar function, so type ni. Now, you need to be careful not to use a function called unicode. This function is the opposite of what we need. That is, if we input a tex, this function will return the unicode sequence number of verse character in the text. What we need now is the nar function, not unicode. Next, we need to add the Simo sequence number of the glip we want to use. For this, we can open the website chart set.org. We can scroll to the very bottom and open the tenth page. Then scroll down to the bottom again. Let's assume we want to use this hand glib. Indeed, you can actually use the window dot shortcut method to get this hand symbol easily. But the method I'm showing you here is general, so you can apply this to hundreds of thousands of other glips in Unicode. Now, you should note that the UCR function only accepts the symbol numbers as input. So what you need to copy is the number in left column. From here, you may be wondering, then, what about the code that starts with letter U and plus symbol? Can we use them? The answer is, yes, we can. But since these numbers are written in the hexadecimal system, we need to convert them to decimal force. We will see an example of this in a moment. For now, after we copy this number, we can open Excel again. Then we pace the number after the parenthesis symbol. Then type the closing parenthesis. All right. Next, we need to input a value when cognition is true. So we put the text cursor before the existing UNCR function. Separate it first with the camera. We use the UNCR function again, like before then press sep. For this one, let's look up the Unicode number on the com com website. You can browse or look through the glips by following the categorization provided To make it faster, let's use the search feature, type Ts into the search box and press enter. There are four glips. We do symbol in the search results. Let's say we want to use the first glip Now, the decimal sequence numbers of this grape are the numbers listed here after the hash symbol and before the semicolon symbol. You can copy paste these numbers directly into the Unchar function in cel. But for now, let's assume that the website does not provide any decimal sequence numbers. We can only find the Unicode code with the letter U nuplus symbol as above. If this happens, what you need to do is copy only the with the symbol number sequence that is without the U nuplus symbol. After that, you can take one of the following two approaches. You can convert the value to decimal manually, for example, by using an online surface or a calculator app. I'll use the windows built in calculator app as an example. Make sure the calculator mode is set to programmer, then click on ward x. Press, Control V two page the value. Then to take the decimal value, you can right click on new ward deck. Dents copy, then you can paste the value into the Unchar function in Excel. The second approach is by utilizing a function called x two Dx. This function accepts hexodcimal number input in the text form, then it will output the decimal number. Let's just an example. Inside the parentheses of the Unchar function, we can type X, select the x to the function by pressing tab, type double quotes, then pace the number or code that we copied earlier. Close again with double codes. Then closing parentheses, then another closing parenthesis to complete the UNCR function. Because we now use nested functions, we have to pay extra attention to the parentheses symbols. If you are done, you can press enter to confirm. Then double click on the autopil point to duplicate the formula, and here is the result. 97. Splitting formula into multiple lines: Starting from this video in the next few videos, we will discuss several tips for working with long and or complex formulas. Sometimes we are given an intricate task, so we have to make long formula to solve it. There is nothing wrong with making long formulas, as long as we can understand them. The problem is that we often have to work with other people who are not necessarily able to understand the long formulas we write. Sometimes the problem can be from ourselves. We can make long formulas because we look up tutorials on the Internet. We understood the formula perfectly when we created it, but after time goes by, perhaps a year or two years later, we get confused with the formula we wrote before. Apart from that, some complex formulas also use special function that are too demanding on computer performance. Working with documents with functions like this feels so slow because Excel has to constantly process tons of functions in the background. To avoid various problems, that can arise from complex formulas. There are at least three tips that I can suggest. You may use all of these tips at once, or perhaps just some of them, depending on your situation or condition. The first step is to break or split long formula into several rows or lines to make it easier to read. The second tape is to utilize helper columns and simpler formulas. And the third tape is to avoid using heavy or volatile functions by using alternative methods. In this video, we will look at the first step, which is to split the formula into several lines. For example, exercise, I have created a file containing the data in this file. You can see a list of employee names when they started working or join the company, and how many hours they have worked this month. Now, in calculating employee salaries, the company has the following policy. The first 150 hours they work, will be calculated at a standard rate of $30. If they work more than 150 hours, then every hour of work will be counted as overtime. Overtime rate is 1.5 of the regular work rate or $45 for now. Furthermore, the company also provides loyalty bonus. Those who have worked for less than five years do not get any bonus. But employees who have worked at least five years and above will get a bonus of $200. While employees who have worked ten years or more will get a bonus of $500. You need to remember that our lesson this time is not about making the formula, but about how to work with a long formula. So for the salary calculation, that I explained just now, I have made the formula in the payment column. You can see, the formula is quite long, so it can take a while to understand it. If you find an Excel document with a long formula like this, one way to make it easier to read and understand is by splitting it into several lines with the help of the out enter shortcut. We can pick an location on the formula to slice it. It doesn't matter as the formula will work. But still, try not to choose a location in the middle of function or its arguments. The point is that we want to make the formula easier to read and understand, not more confusing. For this formula case, we can cut it after the first a function. Position the text crossor here. Hold down the alka, then press enter. At first. It seems that we erased part of the formula. Don't worry, you can hover the mouse crosor over the border of the formula box. Until you see the up and down arrow symbol. Then click drag down until we have the amount of rows that we need. Next, we can click at this location press out enter again to cut it. Then at this location, then press out, enter again. All right. After dividing this slog formula into several lines. Now we can read and understand it more easily. The first function is to check the employees who work below the standard working hours or who work below 150 hours. Maybe they were sick or took some time off. For employees in this category, we just need to multiply $30 with the number of hours worked. Then the second function is to process employees who work over time or those who work more than 150 hours. If found, we calculate 150 hours of work at the standard rate of $30, and for the additional hours, or other than the base 150 hours, they will be calculated at 1.5 times the standard rate. Next, we use the third function to check whether the employee has worked for at least five years or more. If yes, then we add a bonus of $200. This year frack function accepts two date inputs. The first date is the date when the employee joined. And the second date is the current date which is produced automatically by the two day function. This number one is the calculation mode of the ar flack function. Basically, one means that the function will calculate the number of years past as it is. According to the calendar conditions. Now, you need to note that this today function is a votal function. You should avoid using this function as much as you can, but we will discuss this issue in depth in a later resent video. Then less e function, we check for employees who have worked for at least ten years or more. Now, because they have also been calculated in a previous e function in this function, we only need to add lack of bonus, which is $300 with this. The total they get is exactly $500. All right. Let's perhaps enter first to confirm. Lastly, if you note, only the formula in the cell we just edited is broken into rows. The other formulas in the cells below are not automatically broken into multiple lines. If you need all these formulas to also become multiple lines, just duplicate them again with the click technique on your phile point. And now all the formulas in this column have split into multiple lines. Okay, guys, so that was the first step, which is to split along formula into multiple lines using the out enter shortcut. 98. Using helper columns or cells: In this lesson video, we will move on the second tip of working with long formulas. Previously, we learned how to break a long formula into several lines. What we want to discuss now is a strategy to avoid creating long and complex formulas by using helper columns or cells. We will use the same data and challenges from the previous exercise file. The point is that we want to get the same result with the long formula, but by breaking the process down into multiple columns or cells. So that leader we can compare the results. Let's duplicate this sheet by right clicking and then choosing move or copy. Select the move to an option and enable to create a copy checkbox double click and change the name of this sheet with columns or any other name that makes sense to you. We are going to start from zero, so we select all these cells and then hit lid. Let me return this box to just one line. All right. Next, we want to make all the important data more explicit, so we can reform it through a formula. This will make it easier for us if there is a data revision in the future. So type in the cell normal hours. Arrange it so if the column doesn't cut off the text, then enter the value 150 in the column, next, in a cell below it, we type normal rate. Then enter the number 30 in the cell. You can use currency or accounting formatting for the cell if you want. Next, we type overtime rate. N type 45 in a cell next to it. We can also use accounting formatting for this cell. Next type date. To output the current date automatically, you can use the today function. Again, there are better ways than this, but we'll cover them in more detail in the next video. Next, we type in this cell bonus five years. N type 200 in the next cell. We can change the cell to the accounting format as well. Next, we can just duplicate these two cells. But change the year text to ten and the bonus value to 500. Once we have all the data we need, we can safely do it all the text below. All right. Now we can start creating the help for columns. First, we want to divide each employee's working hours into normal rate and over time rate. Right click on this column. Then choose Insert, then use the insert command again for the second new column. For simplicity, let's just call this normal and this one over time. In the normal column, we want to calculate the normal rate of each employee. We need to check whether they are working below their standard hours or not. So type equal sign, then if tab, click on the cell in a work hours column. We want to check whether it is less than or equal to the value in this cell, which is 150 press F four to make it an absolute reference. So this is the condition argument we are checking at the comma. Next, what happens if the condition is true? We want Excel to use the value in the work hour of sale as is. But if the condition is false or the employee works over time, then the maximum number of hours calculated will be equal to the one in this sale or 150. Don't forget to press F four to change the sale reference to absolute. If you are then press enter to confirm. Then we duplicate the formula to the other cells in this column. If you want to make the numbers below 150 red or the cells change color, you can use conditional formatting. We have already covered this in depth in our basic level Excel cos. So let's keep the discussion in this video. Next, for the formula in the over time column, we type equal then if, then type. We also want to check the value in the cell in the hovers column. But now we want to check if it is greater than the value 150 that we have inputed in the cell. Press ef to make the reference absolute type of comma. When the technician is true, we want to take the difference between the total work time and value 150 in the cell. Press therefore to make the reference absolute. Then press the comma symbol. Now, when the technician is false or the employee is not working overtime, we enter zero as the overtime hours. As usual, we duplicate a formula to the cells below. Next, in a payment column, we can create a formula that multiplies the normal hours with the normal rate number, make sure you press F four for the absolute type reference, then type plus, and then click on the cell containing the overtime hours and multiply it by the cell containing the overtime rate, press F four also so that it becomes absolute after you are then press enter to confirm. W click the autopil point to duplicate the formula. We have calculated all the payments based on working hours. What is still missing is the bonus calculation for this. Let's first calculate how long each employee has worked with the help of a new column on the side of the join column. Let's call this column working years or just years to make it shorter. To calculate working years, you can utilize a function called year FA. As I explained earlier, the year fra function accepts two dates as input, the start date and the end date. This function will produce the number of years that have passed in the form of a decimal fraction number. For the start date, we can reference it from the cell in a joint column. Then for d N date. We can reference it from the cell that uses the two day function. Make sure we use an absolute reference. Now, this third argument is optional. We can determine the standard in calculating the number of years. Will it be 360 days or 365 days or whether it is according to the calendar. I use the number one option so that the calculation is actual or according to the current calendar, press enter to confirm Currently, the sale has audit formatting. What we need is a number formatting so that it is displayed as a decimal number, and so ways, we duplicate the formula downward. After we have the data on how long the employees have been working in a company. We can create a new column after the payment column. We can call this bonus. For the formula, we can just use an S that if function. However, I want to show you an alternative which is using the ifs function. Basically, the ifs function can contain multiple conditions and values at once. If we want to check using the larger symbol, then we should start by checking the largest number first, and then move on to the smaller numbers. This is because Excel, will check the condition from left to right if Excel finds a true condition. It will output the corresponding value and then exit the function. Excel will not continue checking the rest of the conditions. So we need to check the ten years first, then five years. We can click on the sale on the total working years. Then type the greater and equal symbols, then number ten. Then comma. If the employee has worked for more than ten years, we want to give him or her a bonus of $500 according to the value in the sale, perhaps for for an absolute reference type. Then next, we want to check the working years again, whether it is longer than or equal to five years, then the comma symbol. If the condition is met, we want to give a bonus of $200 as the value in the cell. Press F four again to make it absolute. Then coma Lastly, we want to check if the working years are still below five. I yes, then the bonus is zero. PS enter to confirm, then we can duplicate the formula downward. And here is the result at this point. We have calculated the hourly payment, and also the bonus. The final step is to calculate the total payment of each employee. Let's just create a new column to the right of bonus. And let's call it total payment or just total to make it short for the formula. We can just use a simple addition operation, so we type an equal sign. Then the value from the payment cell plus sign, the value from the bonus cell, then press enter, as usual, we duplicate the formula. This is the result. We can check whether we have incorrect values by comparing the results with the previous sheet. It looks like all the values are correct. At first. It seems that making helps or cells takes too much time compared to just making them all in one long formula. But in reality, that is not the case. Usually, the time needed to think and check a complex formula is longer than if we work directly on creating the help pro columns. The result is also a more informative document as there is more data visible that can quickly answer various questions. For example, we can see at a glance, which employees are working fewer hours than expected or who is working over time or who has been with the company for more than five or ten years and so on. 99. Avoiding volatile functions: In this video, we will discuss the last for working with complex formulas, which is to avoid using heavy function, or what is commonly known as volatile functions. The problem with these functions is that they are constantly being calculated by Excel. That is, every time there is a change in a document, even if it is just a slight change, you can see the list of the functions here. Using one of these functions in just one or two cells might not be to texting on your computer. But if you have thousands of rows of formulas each containing a volatile function, you will find Excel working extremely slower than usual. Every time you make changes to the document. Your computer seems to pause for a few seconds as it has to execute tons of functions. In this video. We will discuss three of these functions and also how to avoid them with alternative methods. Let's try typing in the equal sign in the cell. Then type now, then tab. The now function doesn't need any arguments to work, so we can just press enter to confirm. As you can see, the now function splits out the current date and time. That is when I record this video. Next, let's try to create a two day function in your cell. We have used this function before, located in first and second worksheets. Basically, this function is similar to now, but it only outputs the date without the time or the hour. Now, let's look at the use of Rn function. This function also does not require any arguments. The Rn function will output random number with a range of values 0-1. You can utilize this function for many things. One of the benefits that I often use is to randomize the order of the data. I need this to create the M Data in Excel, either as an exercise file or for Exam questions. For example, we can copyps the employee names from the previous worksheet, including the d D joined the company. L et's say we want to randomize the order of these employee names, I can use a new empty column type equal then ran. Then have an enter at this point. You might have started to realize the time or the hour number produced by the now function we created earlier has changed. Pay attention to this random number too. If we dpicate the formula down, the value has changed again. If we type a damming value in another cell. For example, A, then B, every time there is a change in a document, no matter how small, these functions will be executed again by Excel back to this data. To randomize draw order of the data, we can sort by the column containing the random value. If you are using reason versions of Excel, you can use one of the cells like this and perform a sort. But just to play s, in case you are using an older version of Excel, Create a selection from this cell and click drag it to the cell. Just make sure that the active cell is the cell, not the cells in the other columns. Again, the active cell will determine which column is used as the reference for sorting operation. You do not want to perform click dragging from the cell to the bottom right because the active cell is now this one. Again, you need to click drag from the cell in a column that you want to use as the sorting reference. And if you are using a reasoned version of ick cell, you don't even need to create a selection. After you are done, you can use the sort command here in home menu, or you can open the data menu, and press this sort button, or this sort button if you want a refers order. As you can see, every time I press the sort button, the value generated by brain function constantly changing or being recalculated by Excel. This is what makes volatile functions an excessive burden on our computer performance. So what is the alternative method? Well, the solution is to replace those functions with regular static data. For this, we can use the pace values method. So we select the cell that contains the formula. Press control C to copy, Then select the same cell and press control V to pace. Now, this is important for us to do. If we click on the pace option, you want to use the pace values option or one of these three pace modes. The pace values option will only duplicate the result of the formula aesthetic data, while the formula itself will be ignored. So now if we check these two cells, both of them do not contain any formulas anymore. Only static time ended data. The second method is to use copy and piece values too. But using the write mouse button. Let me explain the basics first. So if you create a selection like this, then you hover the mouth over the boundary of the selection. You'll see a four way arrow symbol. In this condition, you already know that you can click greg to move and overwrite the data to other cells, or you can also use Chef click Greg to insert or slip the ta between other cells. Now, what we haven't discussed is that we can also click back, but with right Mos button instead of left Mo button. If we do that, then release it in this area, for example, Exel will give us several options. We can move the data, we can copy, and so on. What we want to use now is this option. Copy here as values only. If we select this option, these cells will contain only the random values produced by the formula, but we don't duplicate the formula itself. All right? Now, let's use the method directly on our main random data. So select the cells. Click drag with the right mouse button, but then we move it back exactly to the original location. Then release the button. Select the option, copy here as values only. Now all these cells have turned into normal static data. Let's do this to the two day function in the second sheet. Currently, the cell is still using the two day function. Just make sure the cell is selected, then clip drag its border with right most button, move it back to the original location, and choose the copy here as values only option. Now we have static dt data and not a volatile function. Finally, we want to change the two day function in a first sheet. It is an asset function inside the year frack function for this case. We can just replace it with date data. To do that first select the two day function. Then we type the double quotation symbol, then 12 for the month slash 31 for the date, and slash 2023 for the year. Close it again with a double symbol. Press enter to save the changes. Now we can open the forme again and just the date text into the two day function. Press enter duplicate the formula and here is the result. We have just replaced all the volatile function from our document. 100. Working with Tables: In this video and the next few videos, we will discuss advanced techniques related to table and the dynamic array. Previously, in a basic level course, we discussed how to use tables and their various benefits. Tables allow us to change the appearance of data easily. Table also makes it easy for us to add data, be it in the form of row or column. Tables also give us various features automatically, such as sorting feature, filter feature, freeze and named reference. And s one is the convenience when we use it as the reference data for a pivot table. We also know that in Excel, the term table is slightly different from what we generally understand outside Excel. By default. The data in Excel are not in a table form, but they are called range. To be able to utilize the table features, we need to convert the range data into a table force. Just to refresh our memory, we will try to convert the following range data into table. This is dummy data, which is a purchase record for building materials. Let's assume that we now work in a rested company that builds houses. To convert this data into a table, we have to select one of the cells. Do not create a multi cell selection like this. Because if you do this, only the selective cells will be converted into a table. So again, just like one cell, Then in the home menu, you can see a button that says format as a table. Click on that button. Don't choose the style you want to use. It doesn't matter which one. I'll just choose this top left one. After that, Excel will display a window to confirm the range of data that will be made into a table. If the data we have is well organized, such as not attached to other unnecessary data, Excel is usually smart enough to detect which data needs to be converted into a table. Excel also automatically activates the header option. If our data does have a header, What header means here are the names for each of the columns located at the top of the data. This is important to remember because there are two header terms in Excel. There is a table header, and there is a printing header. This is the table header. Meanwhile, the term printing header is the same as printing footer. In essence, there are additional information that appears on the paper when we print a document. All right? After you are done checking the data range, you can press the k button. Now, this data has changed into a table form. If we select a cell in the table, a contextual ribbon menu called table Lisg will appear at the top, if the active cell is not in the table area, then that menu item will disappear. So again, to be able to access the table sin menu, we need to first click on one of the cells inside the table. In this menu. We can easily change the style of the table. For example, we choose a yellow one or a blue one, and so on. We can use this checkbox to enable or disable the filter sort features. For example, we can filter the table to only show data on brick processing. With this total row checkbox, we can automatically display the total amount at the bottom area off the table. If we want to display the average value, just click on the sale and press the small arrow button, then slick average. Feel free to try the various options above on your own to understand their functions. We have already covered this in the previous course. So in this video, I just cover it briefly. What we really need to pay attention to now is the text field on left side. This is the name of the table. By default, a table will be given a generic name such as Table one, Table two, Table three, and so on. Of course, it would be better if you changed the name to something meaningful which reflects the data. For example, we can call the stable building materials, expenses or just spending to be more concise. In a basic level course, we have discussed the rules for named references, just as a reminder. Table names or sell reference names cannot begin with a number. It must start with a letter. We can use numbers as long as they are not at the front of the name. Also, we cannot use spaces or other special characters. The only special character we can use is underscore. So if you want to separate one word from another inside a name reference, you can use the underscore symbol. Alternatively, you can also make use of variations on letter capitalization. So let's say you want to give the table the name building materials expenses. You can capitalize the letter in materials, the E in expenses, and so on. The last requirement for naming is that we cannot use names that already exist. For now, I'll call this table spending to make it short and so easier to type when referencing it. All right. In the next videos, we will discuss the difference between table and range in terms of their utilization in writing formulas. So we will need this datail again, but still in the range version, not as table. We can duplicate the warp sheet and convert back the datail to range. To duplicate warp sheet, we can right click on the wop sheet name at the bottom. Don't choose the move or copy option. For the location, we want to use the same file or book, so we just leave this option as it is. Then to make the duplicate result on the right side, we can choose the option move to n. And finally, make sure the create a copy checkbox is active so that Excel doesn't just move the sheet, but duplicates it. If you are done, click the Ok button. We can double pick on the sheet's name to change it. I rename left one to table. And the right 12 range. Then in the range warp sheet, we want to change this data back to a normal range data instead of a table. To do this, simply click on one of the cells inside the table area. Then in the table design ribbon menu, click on the convert two range button, and then click yes. Now, this data is back to normal range data. To quickly clean up the style on the cells, we can click on one of the cells. Press Control A to select all the data, then in the style section, we can choose normal. However, this method will also remove the numbering formatting. Let me undo this first. Alternatively, we can just set the cell color to no fill and also set the border to no border manually. So that is how you create a table and also how to return it back to range. In the next video, we will use these two walk sheets to further discuss the difference between table and range in terms of using formulas. 101. Table cell reference: In this video, we will see how cell references differ if we target a table compared to if we target regular range data. We will use the same file as before. Here, we already have two worksheets. In the first sheet, we have data in the form of table, and in a second sheet. We have the exact same data, but it is in the form of regular range. Previously, we discussed some of the advantages of using table. Now in this lesson, we will discuss three additional advantages. The first is the ease of seller fencing. The second is automatic data update in a formula, and the third is the automatic auto file for formulas. All right. Let's see, we want to know how much we spend on SN. Indeed, we can just set the filter in supply header to only show SN. To enable the total raw feature of the table. Make sure the more is set to su and not average. But the point of our lesson now is not to get the result. Let me undo it first, so we have the document in the initial condition. What we want to discuss now is the difference in writing cell references between a table and a regular range. So we are going to use a formula that we place in a cell just below the text sN. Now, for summing up values, but based on a certain condition, we can use the SE function. So again, we use S if if we want to some values, but only if the values meet certain criteria to use the type to equal sign. Then type some display sural functions that have or some in the name. We have used some before in a basic level course, and we will cover SEFs leader in its own lesson. What we want to use now is sum if which doesn't have the extra S at the end of its name. So press the down arrow on a keyboard once. Until the function is selected, then press step at this point. You see that E cell displays the syntax for the SE function below the active cell range is the cell reference for data that we want to check. So for this first argument, we need to select the cells in the supply column. Since we are using a table, we don't need to select the cells manually with the click Breck method. Although there is still possible, there is a faster way which is to move the mouse over the header up per cell border that say supply. Until a black arrow symbol appears pointing downwards in its condition, just click it once. And if cell will automatically select all the data cells from the supply column. Besides the unique selection method, if you notice, the way cell writes cell references in table is also different from the usual range data. We will discuss the second leader in more depth. For now, let's continue the formula by tapping in the common symbol. If we look at the syntax, now we need to input the value that will be considered as true, which will be checked in supply column. For this, we can just type SN. Starting with the double quote symbol. It is okay if we type all of them in lower ese, because in terms of text comparison, the SME function is not case sensitive. Don't forget to enclose it again with a quote. So this is the first method. For the second method, since there is already a syntax above this, we can directly reference the cell. So after the comm of symbol, click on the cell. Then type to come again. Okay. If we look at the syntax, now we need to reference the cell that we want to sum up, we want to sum up the pens salum. So hover our mass over the pens header. Make sure you see the black down arrow symbol, then click. Finally, you can close it with the closing parentheses symbol, or in this case, if we forget and just press enter, e will automatically add the closing parentheses, and here is the result. You can see that the result is the same as the number we saw earlier when you last in the filter feature. So that is the first method to create a cell reference on table data. The only thing missing is the number of formatting. We can select the cell, press the format printer button, then click on the cell where the formula is. Now, let's look at the same challenge, but on regular range type data. We can type the equal symbol, then sum, press the down arrow. Until the sum function is selected, then press tab besides pressing tab. You can also directly select the function by double cliicking with the mouse. Again, type some. Then double click on the sumA function after that, to select the reference because the data is arranged type. We can click to select all those cells in the supply column. Be careful not to select the head of cell. After that, press the comma symbol. Then click on this cell to get the s text. Next, type will come again and click drag to reference the cell we want to sum. Now, besides click dragging, you can use other selection techniques. For example, you can just click on this cell. Then hold sheet and control together, then press the down arrow key. If you are done, you can press enter to confirm the formula, and here is the result. As before, we can duplicate the number formatting with the format painter feature. As you can see, the result is exactly the same as the one in the table boshet. What is different is the cell selection technique. I am sure, if you have taken a basic level xe course before, you are already familiar with this cell reference method. What needs our attention now is to cell reference in a formula that targets table data. You can see that instead of using column letters, row numbers and column symbols, the table reference uses the table name followed by the column names includes inside brackets. This is just one of the many referencing techniques in table. We will see different techniques of table referencing in the next video. 102. Adding data and AutoFill: In this video, we will continue discussing the difference between table and range. This is the state of holes exercise file from the previous lesson. Now, let's say we want to add new data to this table. If we type something in the empty row just below the table. For example, a type, break, and then press enter, then type, cement, then enter, and so on. You can see that these two new rows are automatically inserted by Excel into the table. Let me end it first. This also applies when we move multiple data to the bottom of the table. For example, if you select the data below by click dragging or you can also click on one of the cells and then press Control A. Once you have a selection like this, you can hover the mouse over the border of the selection until you see a four way arrow symbol appear. In this condition, we can click drag to move the data so that the attach to the table above, when we release the mouse, the data automatically joins the table to which it is attached. And more interestingly, the effect of this data merging is not limited to the appearance or the style. If you notice the result of this formula automatically changes because the data contained in the supply and pens columns also change. So the conclusion is, we don't need to change or update the cell reference in a formula in a table. Because that can happen automatically when we are adding new data. Now, let's try to do the same thing with the range data on the next sheet. We select the cells Then we click drag the border until the data moves and it's attached to the top. As you can see, the result of this formula doesn't change automatically. To update the formula result, we have to click on the cell reference in a formula. Then change it manually. But at least Excel displays all the cell references of the formula we added visually in the form of colored rectangles. To make it easier for us to recognize or distinguish them. The colors of these rectangles are aligned to the code colors of the cell reference listed in a formula box. We can simply drag the ages to refs the range. After that, we can press enter key. Indeed, if this feature, the process becomes easier, but it is still a way easier if we use a table, right. Let's go back to the table sheet. Now, let's assume that we are building subsidized housing. The government will fully reimburse for sand and bricks. However, for cement, only 70% of the cost will be refunded. Dress or 30% has to be covered by the company. To calculate this, we want to create a new column called subsidy. We want to adjust all the numbers in the expense column so that it shows the value of the expenditure that will be refunded by the government. For that, quick on sell type subsidy. Dn press tab or enter. You can see just like adding a new row. Adding data besides the table, will automatically add a new column to the table structure. Then to calculate the data, we will use a function called if, select the cell type equal symbol, then type if, Dn press tab, as the name suggests. This if function will check a condition, and then it can return a value when the condition is true or otherwise return another value if the condition is false. For the logical test argument, we want to check if the cell in the supply column is equal to cement. So we click on the cell. Then type equal two, then you could have typed the word cement in double quotes, but because cell E one already has the word cement. Can just click on the cell. We need to remember that later this formula will be duplicated downwards. So to keep this cell reference in place, we press effort to change it to an absolute cell reference. Then we press the common symbol. After that, we need to determine the value when the condition is met, so we select the cell in the pans column, then press the star or multiply symbol. Then we click on the cell that contains the number 70%. Make sure we also change it to an absolute cell reference by pressing a four. We need to do this because this cell reference must not move when we duplicate the formula. Next, we type the come up symbol again. Looking at the syntax, we now need to enter a value when the condition is considered to be false. If the supply type is not cement, then we want to use the pens value as it is. So we just click on the cell in the pans column, without any additional operations. Finally, we press the closing parenthesis symbol, then enter. And here is the result. As you can see, if we create a formula in a table, E cell will automatically duplicate a formula all the way down or along the column. The only thing missing is the formatting of the numbers. We can choose the cell as the reference. Then click on the form painter button to reference the formatting. Then with this button active, click brag all the cells in a new column. So they all apply the same number of formatting. So that was the example of creating a formula in a table. To complete the explanation, let's try to do the same thing to the range data. We can type in each cell subsidy. Let me widen the column a bit. You can use the format painter technique again so that the text is the same as the other headers then in a cell just below it. We input the formulas before. We click the cell in the supply column. Then the equal symbol. Then click on the cell. Make sure the cell reference type is absolute by pressing the F four key on the keyboard. Then type the comma symbol. Click on the cell in the pens column. Then press the multiply symbol, and click on the cell with the number 70%. Make sure the reference is also absolute. Then press the comma symbol again. Then click on the cell in the pens column. If you are done, you can press enter to confirm the formula. Excel will add the closing pes symbol automatically. Now, what makes this different from the table is that the formula type in range data is not automatically duplicated down or along the column. So we have to do it manually. But before that, we should select the selfs, use the format painter button to apply the number formatting. After that, to duplicate the formula. You can click to this point down or just double click it. Remember, the W click technique for autofill only works if there is already data on the right or left side of the cell column. If the right and left columns are still empty, you cannot use the click technique or right Let's go back to the table sheet and see how Excel writes cell references in a formula in a subsidy column. What makes the cell reference in this formula unique is the presence of DF symbol. Simply put, we use the symbol to reference a cell that is adjacent or parallel to the active cell. Because of this, when the formula is duplicated, Excel will take the cell location that is parallel to the location where the formula is located. From this simple example, we can see how table can make it easier for us when selecting cell references, adding or updating data. And also in duplicating formulas along columns. The conclusion is, if possible, you always want to use table over your range type data. That is also why almost all of the exercises in this course will be in a table form. If leader you find something confusing about table, just rewatch this video in the previous two videos. 103. Total reference and conversion to Range: Starting from this video until the next, we will discuss various advance table reference features. For this video. We will focus on discussing how to reference a whole row, referencing the total role. And finally, Hucle references convert between table and range. As an exercise, I have prepared a file containing exam scores, whose headers are named Exam one, Exam two, and exam three. Let's first convert all these data into a table. The method is the same as the one we have discussed before. So I don't need to explain it again in this lesson. The first thing we want to discuss is the cell reference for the entire role. As an example, we can choose this blank cell. Let's assume we want to calculate the average value of the exam one to exam three scores that are parallel to the row of this cell. To calculate the average value, we can use the average function. So pres the equal sine type A V, then just double click on the average function. If I select only one cell on the left, then this is what reference looks like. If I drag until two cells are selected, this is what the cell reference looks like. But if I select all of them, the cell reference becomes quite short. It only displays the table name and then followed by the symbol enclosed in brackets, press tab or enter to confirm. Before we duplicate it to add the rows, it is better to forset the number formatting so that it only displays one digit after the symbol. Then we click drag the autopil point down. And this is the result. Again, when you find a cell reference code with a single at symbol, this indicates cell reference which uses all the columns in the table. We already know that the table has a total row feature, which we can also use to find the average value. Now, what we haven't discussed is that we can also reference these special total cells inside a formula, which is by adding a hash symbol followed by the word totals. Just for example, let's activate the total row option first. To get the average value of each column, we can click on the total row cell and change the mood to average So now we have the average value of each column next, let's assume we want to calculate the average value of all these average values, we can select the cell, type in the equal symbol, then V, click the function with the mouse. Next, select the total cell. This if it is just the exam one column, if you select from column exam one to Exam two, and if you select the whole total row, You can see how Excel uses the hash symbol and the row totals to reference the spatial total cells without a feature of table. One thing you need to keep in mind when using this method is that you should never disable the total row option of the table because if you do that, then the formula in the cell that reference sate will get confused and display a reference error code. At this point, you might be wondering, what if we convert this table data into normal range data? Will all formulas that reference to data produce errors or can they still work? The answer is it can still work because Excel will automatically convert it into a normal range cell reference. For example, if I click on a cell in a table, then in the table design menu, I click the convert range command. Then click the yes button. Now, this data is not a table anymore, but a regular range at first glance, it still looks like a table because the cell formatting is not cleared by Excel. But if it's like one of the cell, the contextual menu table design does not appear at the top with this, we can be sure that all of them are regular range data. Now, if we check the formulas in the cells, everything still works, because if you notice, the cell reference has been changed to a regular range type. Please do not confused by the appearance of the name exam results followed by this exclamation symbol. We have already covered this issue in our basic level Exel course, just to remind you. This is the name of reactive sheet, since the formula targets cells in the same sheet, adding the name of the sheet becomes optional. So even if you delete it, the formula will still work. All right. Now, you may be wondering again. What if we do the opposite, that is, we change the regular range data into a table? Will the formula that reference the data still work? The answer is yes, but with a few notes. Let's try directly to make it clearer as the first note, you cannot include the selves containing this total as a table. At least, that is the case, in exelf Vosion data use. So inevitably we have to delete them first. Of course, this also means that we have to remove the formula in cell as it is no longer relevant? If you are done, click on one of the data cells and change the data into table. Click Okay. As you can see, none of these formulas are broken. However, this is the second note. If you look further, it turns out that the cell references do not automatically change to the table type. They still use the range type cell reference. The conclusion is that changing table to range will automatically change the formula that references to the range type. But the reverse does not apply. Changing range data to table does not automatically change its cell reference to table, even though in terms of calculation result, there is no error in the formula. This is because the regular range cell reference format still works without problems on tables. 104. Resize Table and Slicer: In this video, we will discuss to advance features related to table. The first is resize table, and the second is Slicer. We will use the same file as the previous lesson. S fors convert this data into table. Then open the sheet called names. Select all the cells that contain the name and gender, then copy by pressing Control C. Go back to the first sheet, base the data below, far enough, so it doesn't stick directly to the table above it. A right Previously, we learned that the table will automatically expand if we add new data at the bottom. This also applies if we add new data on the right side of the table. For example, if I type 80 in the cell, the empress enter or tab. The entire column is automatically merged into the table. Excel even smart enough to add a new header with the name Exam four above the column, which is kind of cool. Let me end with first. Now, if I select these gender cells, they now drag the border so that they move to the right side off the table. This will also trigger the table expansion. We can just change the header text by double clicking, then triple click, and we type gender, for example, besides manual typing and data dragging methods, we can also expand the table by click dragging the table corner on the bottom right. We can drag this down if we want to add new rows or drag it to the right to add new columns. All right, Let me perform and again. So as you can see, there are many waves, Excel can help us expand a table automatically, but in this case, there is still one shortcoming in Excel, at least in the 2023 version that I use, which is Excel cannot add new data automatically if the data is on left side of the table. For example, if I right click on Column A, then choose the insert command. Then type a new header in the cell, for example, name then enter. Excel will not automatically add it to the table structure. This condition also applies to the data we move. For example, we can select and move this list of names to the left side of the table. When we release the mouse button, Excel does nothing to the table. All these cells are still considered not part of the table, even though they are right next to it. Now, the question is, what if we want to insert the data on left side into the table? We cannot use the corner click rack method because it is only on the right side, while the new data is on the left side. The answer is by using the resize table feature to access it, we first select one of the cells in a table. Then in a table design menu, click on a button that says resize table. In this condition, you can click drag so that all the cells that we want to make it into a table are selected. If the data size is large, it is a bit troublesome. If we rely on a click reg method in such conditions, we can use the Control A method. So click on one of the cells in the new column. Don't click inside the old table area because Control A will only select the existing table area. Then press Control A. After you are sure all the data is selected, press the ok button to confirm. Now, the cells containing the name data in the left column have become part of the table. Before we go to the next feature, I want to mention one additional tape for managing table ta. If we want to move this gender column to be in between the name and Exam one columns, we can do it by for selecting all the dta cells and their header cells. If the ta is very long. You can just click once on the header, then hold shift and control and press the down arrow key. After that, this is the unique thing about table E cell. If in a normal cell range, we have to press the shaft key while dragging to insert or slip the data and reg without the seat key to overwrite the data. In a table, the opposite condition applies. So to insert or slip data, we do not hold down the shaft key, just hover the mouse on the edge of the selection. Then click drag it to its new position. Excel will display a highlight line as a preview of where the cells will be moved. Release the mouse, and now the gender column has moved. The last feature we want to discuss in this video is the slicer. If you remember the lessons in a basic level course. We have used Slicer to set up data filtering in Pivot table. Well, the slicer in table has the same function as to one in Pivot table. So basically, slicer is an alternative approach that el provides for access filters. To use this feature, make sure the active cell is in the table, then in the table sign contextual menu, press the insert slicer button. You can enable multiple slicer for each column. For now, I activate only two, which are for name and gender. Click, and these floating windows are ones called slicers. One Slicer controls gender and the other controls name. If we click on the name A, then only row of data A is visible. If we click on ASL, then only the Asal data is visible. This is the Delmore data, and so on. We can reset or clear the filter by pressing the clear filter button above to activate multiple data at once. We can use the click rack method like this. Or we can activate this multi slick button force. If this button is active, each data button in the slicer becomes a togal. That is, we can press it to activate it so that the data is visible, and we can press it again to be activated, so the data is hidden. If we have multiple slicer like now, we can combine their filtering effects. For example, we only want to see the data of male students or only female students, and so on. When you no longer need a slicer and want to delete it, you can click on its name to make it selected, then press delete on a keyboard, or you can also right click. Then just do comin your stuts with the word remove. It should be noted that removing the slicer does not automatically dissab its filtering effect. If you forget to dissemble it and have already closed it, just open the filter panel in a table header and dissemble or adjust it again from that panel. The last technique I want to mention is grid snapping. Although the slicer objects float on top of the grid, sometimes we want to make them look neater by aligning their boundaries on the grid lines. For this, you can utilize the key. You can do this by moving the entire object while holding down the out key, or you can wreck their boundaries by holding down the out key. You need to remember that they are not actually attached to the grid lines. So if we change the grid lines by adjusting the column or row size, for example, the borders of the Strasser windows in that area will not look lined anymore. 105. Introduction to Dynamic Array: In this video and the next, we will discuss an Excel feature called dynamic Ray. This feature was released in early 2020 by Microsoft. So it is relatively new when compared to the time I recorded this lesson, which was in early 2024. This feature is not available if you have office 2019 or earlier. You need at least office 2021 or Microsoft 365 subscription to be able to utilize it. As an exercise, I have prepared a file whose data I took from the previous lesson. In the first sheet, the data is range type. While in the second sheet, I have converted the same data into a table form. All right. So what is a dynamic ray? Simply put, it is a feature where a formula can produce multiple values that spread across many cells. Some popular functions that can produce a dynamic ray are as follows. Because this is an introduction video, we won't go in depth with the various dynamic ray functions. We will start with a simple addition operation first. So again, if you're using Office 2021 and above or Microsoft 365 versions of Excel, even a simple addition operation can produce a dynamic array. Let's say we want to sum up the values in Exam one, Exam two and Exam three. We are not going to use the sum function for the purpose of lesson. We will just use the plus symbol, but with three different approaches. First, we will use the usual formula method with the help of the autopil technique for duplicating. Second, we will look at the dynamic ray approach on range type data. And last one, we will try the dynamic ray approach on table type data. For the first approach, we can click on this cell, then type an equal symbol. Then click on the cell, type the plow symbol. Click on the next cell. Then the plow symbol again. Click on left cell, then press center. To duplicate the formula to other cells, we can use the autophial feature. Basically, we duplicate the formula in the topmost cell to the cells below it. The result is that we have multiple independent formulas spread across multiple cells. Let me change the formula in the middle, so it only comes to cells. Notice the other formulas in the same column do not change unless we duplicate them again. I am sure you are already familiar with this approach. As this is the way we have been using formulas in Excel for about 30 years. Next, let's look at the new approach, which is using the dynamic ray feature. Click on E cell. D type equal symbol. Now, notice the difference in the process. Instead of selecting one cell like before, we select many cells at once like this. Then press the plus symbol. Click Breck D data cells in a second column again. Press plus again, click drag do data cells in a third column. A press enter, and here is the result in the form of a dynamic ray. So with a dynamic ray, we don't need to duplicate the formula like before. We can differentiate a dynamic ray from a normal cell with its special characteristics. First, if you select one of the cells, all the cells that are related or in the same ray will be framed with light blue rectangle. The second characteristic is that only the formula in the first cell can be edited. The formulas in the other cells are still visible, but in a light gray color, this is to indicate that they cannot be accessed. So again, the formula in the cell is the one that produces all the values in the cells below it. If you delete the formula in the cell by pressing lit, then all the cells below it will also be deleted. Let me undo this. Now, let's less approach, which is using a dynamic ray also, but on a table. Before we start. I want to show you a type of error called spell error, which usually appears when working with a dynamic ray. For this, I deliberately created an error in the form of random data in the cell. All right. As before, we first select the cell that will hold the formula, then type equal sign. Now, this is where we benefit from using a table. Instead of click dragging, we just need to move the mouse over the top border of the exam one header until the mouse cursor turns into a black arrow. Then click to select all the tal cells in the column. Next, we continue the formula by pressing the plow symbol. Now, click again on the upper border of the Exam two header. Press the plow symbol again. Then select the data in Exam three column, then press enter to confirm. The formula we type is correct. But Excel displays a spill error message. This happens because Excel needs to spread the results downwards. But there are cells containing data that get in the way. If this happens to you, simply move or delete the data that is blocking it. Now Excel cannot put the result as a dynamic ray. Okay? So those are the basics of using dynamic ray in Excel. You should note that the dynamic ray feature is not always appropriate or useful for all scenarios. In some cases, it can even be detrimental. We will discuss this in more detail in the next lesson. 106. Table and Dynamic Array: Previous video, we discussed how to create a dynamic ray. In this video. We will see the advantages and disadvantages of the dynamic array when we need to refis the data. And finally, we will discuss the best approach if we want to use a dynamic array. For the exercise, we will use the file from the previous lesson, but with a few additions, which is the data below. First, let's look at the case of data revision in the form of adding a new column. We can select the cells and move them to the site of the existing data. Then we change the header name to Exam four. To include the data in a new exam for column inside these formulas. We can the blue click on the top cell, press DN button on a keyboard so that the text curser jumps directly to the less location. Type the blue symbol, then click on a new data cell. There is adjacent proactive cell, then press center, and then click drag the autopil point again or use the blue click to duplicate the formula. Okay? So that is the approach we generally use without a dynamic ray. If we use dynamic way on regular range data, we can edit the formula in a topmost cell. We can just double click it or we can click it once, and then continue editing it in a formula box, type the pl symbol, then select all the cell data in this column by click dragging, or you can also click once on the top cell, hold shift and control, then press the down arrow. After that, press enter, as you can see, with the dynamic way, we do not need to duplicate the formula along the column. This is because, in essence, all these cells are the result of a single formula. So far, we can conclude that Dan Meg can save us a bit of time from duplicating the formula. However, it is a bit more troublesome when choosing the cell reference. Next, let's look at the scenario of adding column data to table. As before, I can first select all these cells. Then work the data to the right side of the table. You can see that Excel automatically includes the new data as part of the table, and it even automatically types in the header name for us. To revise the formula, we can double click on the cell above type the plow symbol. Then click once on a top border of the new column or header exam four, then press enter, and this is the result. This technique is a little faster than before because we only need to click on a header to determine the cell reference, all right. Now, let's look at the case of data revision in the form of a new role. Sometimes this process is also referred to as adding a new record. Just, for example, I type initial ten press tab 20, tap again, 30, tab, 40, and tab again to confirm. If you're adding the new record on range data and you use the normal opal method, you don't need to edit the formula because by default, the extend formula feature will work and fill the formula according to the pattern above it. We have discussed the extend formula feature in depth in the previous chapter. But if you intentionally turn off the extend formula option in the Excel options window, you can just duplicate the less formula in the previous row with orophL, and that's it. Now, if you use a dynamic array, the condition of adding records like this is actually more troublesome because, like it or not, you have to edit the formula first, so you can double click on the cell. Then change the cell reference one by one for each column. You can make use of the color rectangles if you want. After you are done, you can press the enter key. The conclusion is that if you have to use range data, and there are always new records or roles coming in, then you should avoid using a dynamic array. Finally, let's look at the case of adding a new record on the table and its implication for the dynamic ray that references it as before, I type init cell ten tab 20, tab, tab 40 tab again or enter, and here is the result. You don't need to duplicate the cell. You also don't need to refis the formula. You just need to input the new record and the rest happens automatically. The conclusion is that although you can use a dynamic ray on regular range data, to get the most optimal benefit from the dynamic ray feature, you should use it on a table. 107. Nested IF versus IFS: Starting from this video in the next few videos, we will discuss various functions that have conditions in their arguments. I believe at this point in Char, you already understand how to use the standard f function, so I don't need to explain it again. We also briefly discussed the F function in a previous chapter. Our focus in this video is to learn the fundamental difference between using mesod if and e's function. If we have to check many conditions, we cannot rely on just one if function because, as we already know, D function can only check one condition. The solution is to use several mesodF functions or alternatively, we can use just one I's function. In general, you should always choose the function over nested if. Why? Because you see nested if, will make the formula more complex and confusing. The risk of typos or typing errors will be higher. Nevertheless, you still need to learn and know how nested if works. This is because the function has only been available in Exel since 2016 version. If you are still using a version older than 2016, you inevitably have to use the nested if method. And even though you use the latest version of Excel. Sometimes we receive Excel files from other people who still use the nested I function. For practice, I have prepared a document with the Medita form of list of rice products and water content in them. I should have written water content in this header, but I just wrote water to make it shorter. Just for additional information. In Indonesia, the government set several parameters to determine the grade or quality level of rice. Some of them are the degree of shredding, moisture or water content, broken rice content, grain content, and so on. To simplify the problem, we will only focus on the moisture or water content parameter. Essentially, the smaller water content, the better the quality of the rice. The details are as follows. If water content is equal to or less than 10%, then the rice is given a grade of A. If the moisture content is 10-14%, then it is given a grade of D. If it is 14-18%, the grade is C, and if it is above 18%, the grade is D. Let's first look at the net F approach. Make sure you open the first sheet. Click on this cell. You can type the formula directly in the cell. But because the formula will be long, I use the formula box above instead. I have also set the formula box to be larger. A type equal, then I, open parentheses, then click on the cell, the smaller symbol equal. Now, because we want to check for the smaller value, we have to start from ten and not from 18. If you start from the big number, then all water content values can be considered true. So again, the rule is, if you're using a smaller symbol, then you need to start checking the smallest number first, then go to the larger number. But if you're using a larger symbol, then you need to start with the largest number first, then go to the smaller number. So click on this cell to select the number ten. Press For, to make the cell reference absolute and. Next, what value do we want to display when the condition is true? We want to display the letter A in the cell. Press For again, so the reference becomes absolute. Next, what happens if the first condition is not met? We want to check the value again with the second a function. So instead of entering a specific value, we input an a function again. O pen parentheses, click on this cell, small symbol n equal sign. Now click on the cell with the number 14. Press afore to make it an absolute reference. Then a comma, Click on the cell containing the letter B, press F f again, then. Now, in the second function in the false condition, we want to input the third function. So Type f, then tab, select the cell again, type the smaller symbol and equal sign. Now we click on cell with the value 18. Then press F four, select the cell next to it. Press F four again. Finally, since there are no other conditions to check, we can consider the grade value D as the false condition of the less A function. So we just click on the cell with the letter D, then press F four. Now, because currently we are using nested functions, we must pay extra attention to the closing parentheses. If we type the closing parenthesis symbol, E cel at the glans indicates the pair or its opening parenthesis. We can type the closing parenthesis again. This is used to close the second function. Then we type closing parenthesis again. In a split second. We can see that this third closing parenthesis has closed the first open parentheses. So we can press enter to confirm the formula because the data is already in table form. All cells in a grade column automatically give the same formula. All right. Let's review the formula again. Better understand how the nested f works in our formula. You can look at the following slide. The e function has three arguments, the condition to check, the value when true, and the value when false. Because we want to check the next condition. If the first condition is not met, we input the second f function into the false value argument of the first condition. The same goes for the next nested f function. We input the function as the false value argument of the previous e function. Unique to the less condition. Since there is no other condition we need to check. We can input its value as the post value argument of the less function. So this is the nestaF approach. Now, let's look at solving the same problem, but using the IFS function. Make sure you open the second sheet. Click on the cell. As before, I will use the formula box on top so you guys can see better type equal sign then IFS tab. Click on the cell, then the smaller symbol and equal sign. Then click on the cell with the number ten. Four, C. For the value we want to output, we click on the cell, then press F four again. Then coma because for the next condition and value, we use the same pattern. We can just duplicate the code we type before, so there are four in total. We can select the code with the mouse. But if you want to use the arrow keys on the keyboard, pressing the right or left arrow key will only move the active cell resulting in us inputting cell reference instead. In this condition, you can utilize the F two key shortcut. By pressing F two, Excel will focus on the tex cursor inside the formula box and not on the active cell. You can hold down the Chef key and press the left arrow to select the code, and then press Control C. Move the cursor to the right most position. Then press Control V three times. Next, select this cell reference. We need to change the target to cell containing the number 14. Press F four for absolute type reference, then select this cell reference, and click on the cell with letter, then press F four again. Do the same with the next cell reference. Click on the cell, press F four, and cell reference for the value. Use the one with letter of C. Press F four again. Finally, we select the value reference and change the target cell to the letter D, then press F four, remove the common symbol, and type the closing parentheses. For the less condition, you can just change the code to larger symbol denting like this. But I want to show you an alternative method which is with the true function. Because this is the last condition, the can capture all numbers other than the previous three conditions, we can replace it with the true function. So we can type it in the function format, which is true then open enclosed parentheses. Now, what is unique about the true function is that it is also available as a global variable or constant. So if we type it without any parentheses, it still works. Again, if it does not have parentheses, except will treat it as a variable or a value. If you are done, press enter to confirm, and here is the result. We can compare it with the first sheet. Even though the approaches are different, both produce the exact same results. What needs to be noted is that the formula with the f function only needs one open parentheses and one closing parenthesis. Meanwhile, the formula with nasted e functions has a lot of opening and closing parentheses, so we have to be extra careful in making the formula as it has a high risk of typos. 108. Comparison operators: In this video, we will discuss the different types of comparison operators in Excel. What comparison operators mean are symbols that we can use to compare to values inside a condition argument in a formula. I am sure up to this point, you have understood most of these operators. This one is for checking whether the first value is smaller than the second. This is to check if the first value is greater than the second, and so on. What we haven't used yet is this operator. We use it to check if the first value is not equal to the second value. If it is not equal, it will produce a true condition. Originally or outside Excel, most people use this symbol to express not equal to comparison. In Excel, however, we use a combination of the smaller symbol and larger symbol for not equal to comparisons. Perhaps this is because the original clip for the not equal to sine is not easily accessed with the keyboard. We will try to use this operator in a moment. The main focus of this lesson is not the symbols, but rather the writing method. Excel recognizes two methods of writing comparison operator. The first is in number format, and the second is in tex format. This difference is determined by the function we use. For the if and if functions, the syntax for the condition argument is called the logical test. For these two functions, the comparison operator is written directly along with the numeric value. However, in other conditional functions such as some if, count if, average if and so on, based on their syntax, the condition argument is named criteria, not logical test. For these functions, you need to use text format. So you have to enclose the comparison operator inside double codes. To make it clearer, let's look at the examples. For the non tax argument type, we can go back to our previous self size, where we use the if and if functions, as you can see, whether it is inside the if or if function. We did not write the comparison operator inside double codes. The reason for this is that the first and second values that we want to compare are in the same argument. This is the first value, and this is the second value. Now, let's try the second type of conditional argument, which is in text format. Let's say we want to know the average value of water content of rice products. But we want to ignore grade D rice products. In other words, we only want to calculate the average water content of grade A, B, C, rice. For this, we can use the average A function. Type equal V, and use the arrow keys to select the average A function, then press step. The first argument we need to input is the cells, we want to check the value of because the data is available in table form. We just need to hover the mouse to the upper border of the header until the down arrow symbol appears, then click, then coma Now, we need to input the criteria. Remember, we need to start with a double quote symbol first. Then the smaller and larger symbols for the not equal to operator, then we type D, type double quote to close the previous one. Then come. Next, we need to input the cells of the values we want to average. Just click on the top border of the water header. Then press enter to confirm, and here is the result. So again, because this formula uses the average e function, the condition argument is written inside to double codes. Excel needs to do this because in the average e function, the first comparison value is not stated inside the same argument. It was stated in the first argument. So this is the first value and this is the second value that needs to be compared, right at this point. You may be wondering, then what if we want to use a cell reference as to second value like this F function that uses a cell reference after its comparison of Prater, the answer is by combining the code using the n symbol or commonly known as pen. Just for example, we want to revise this formula to not use the letter D directly, but extract the letter from the cell. First, just delete the latter D. Then after the second double code, we type the present symbol. Then click on cell. We want to extract the data from after that, press enter to confirm. You can see that the result is exactly the same as the previous one. Conclusion is that if you want to use a cell reference inside a comparison argument, you should not enclose it inside double quotes and to combine it with the other codes, you need to use the prove son symbol. So those are the two methods of writing the comparison operator. Simply put, If you find the word logical test in the syntax, this indicates the first method, which is without any double code symbol, and both values, we need to compare inside the same argument. But if you find the word criteria in a syntax, this indicates the second method, which is written inside double code symbols. Usually, the first value we need to compare is already stated in a previous argument. 109. AND, OR, and NOT: In this video, we will discuss the use of three functions that can and are often used together with the if n if function. They are n r n. We will first briefly discuss the theory and in later practice with some examples. You should note that these three functions can only be inserted into logical test type arguments. That is why we can only use them in if or if functions. For criteria type arguments, we can use a different approach. We will discuss this issue in a future lesson. Although and or functions only require one conditional input, there is no benefit in doing that. We can only benefit if we check two or more conditions. So from now on, we'll just assume that n and or functions require at least two conditions. All right? We use the n function to combine two or more conditions if both or all of the conditions are true, then the output is true. But if one of the conditions is not true, then the resulting condition will be false. If we insert the function into the if function, the e function that originally only checks one condition cannot check two or more conditions at once, and the condition result can only be true if all the input conditions are true. Next, it's the or function. This function can also check two or more conditions. The difference is that does not require all conditions to be true. If just one of the input conditions is true, then the resulting condition is true. Or function only produces a false condition if all the input conditions are false. The last one is the nut function. Unlike the previous two functions, this function cannot check multiple conditions at once. It can only check one condition. Essentially, the nut functions job is just to reverse the condition. So if we put a false condition, the output will be true. Vice versa, if the input condition is true, then the output will be false because this n function is quite simple. I see people rarely use it, especially if we can write the formula correctly, such as making proper use of the not equal peror, we almost never need the n function. There is also y. We will only drive the end and our functions for the exercise in this video. I have prepared a document containing Rice product dummy ditta, similar to the previous exercise file. The difference is that now I add one new parameter, which is the degree of shredding to make it short. I just named the column PL because basically, the degree of shredding means how piled the ice is. If the value is 100, it means that all di grains have been peeled completely If the value is 87%, this indicates that there are still 30% of rice grains not peeled completely. Let's assume that the government issues a new policy for determining the quality level of rice. A rice product is considered premium. Only if the degree of shredding is 100%, and the moisture or water content is below 10%. If it does not reach these values, yet the degree of shredding is still above or equal to 90%, and water content is still below or equal to 14%, then the rice is considered to be of medium quality. Now, if the medium rice falls below one or both of these values, then the quality level is considered to be low. Finally, if any one of these two parameters falls below the tolerable threshold, then the rice product will be given the reject grade. As we discussed earlier, we can utilize Nesta functions, but it would be better if we use DFS function instead. Because even with DFS function, we still have to use the Nestor techniques for the end and or functions. Click on this cell. Then we open the formula box. Because the formula will be quite long. We can wreck the button border, so we have four lines in total, the same number as the grades, we need to calculate type the equal of sine, then IS, and tab. Let's start by checking the premium grade, since the two conditions must be true. We use the N function. The first value we want to check is the cell in a PL column. Remember for this case, we do not want to click the headers upper border, but click on a cell. Then press the equal symbol, then 100, and then a comma. Now, for the second condition, we click on a cell in a water column, press the smaller symbol and equal sign, then ten. Close the parentheses for the N function. Then a comma, Now we are back at DFS function level. We need to define the output value when the cognition on the left is true. Type noble quotes, premium and noble quotes, again. Let's close the parentheses first, and press enter to check if all the premium rice products have been captured by the formula. It seems to be correct. The BM one product does have a 100% PL value. Unfortunately, the water content is too high. Okay? Let's continue again, type a comma here. Then press out Enter to create a new line, create an n function. Then we check the cells in a p column, type greater and equal, the 90 na. For the second condition, we click on a cell in a water column, type smaller and equal symbols, then 14. Close the parentheses for the n function. Then comma. For this condition, the output value should be medium. Let's press enter first to check the formula so far. It looks like all the medium grades are correct. Let's continue again. Type of comma then out enter to create a new line. Now, we must pay close attention to the formula we are going to type. If we check for the low grade vers while the threshold for the p value is below 90%, then of course, ized products that are graded reject will be graded as low also. Remember, the way the function works is that it will exit once it finds a true condition. So for this case, we should check the reject grade s annually then the low grade. To save time. We don't even need to check below grade condition. As it is the last condition, we need to check. So use the or function. Then click on the cell in a PO column, Simllar symbol, eight, then coma. Then click on a cell in a water column, larger symbol, 18, close parentheses for R function. C then type reject inside double codes. Then come again, press out enter for a new line. For the last condition, we can just use the true constant. Press a comma. Then type low enclosed in quotes, ps entered to confirm and this is the result. We can check the result for possible errors. This tris product is rejected because the water content is too high. This one is rejected because the pL value is too low, while this one is rejected, because both values do not meet the quality standard. Okay, guys, so is so we use the N and or functions using an nested method inside the function. 110. AND and OR logic in Criteria: In this video, we will continue discussing n and or logic. We know from before that n and or functions can only be used inside a logical test argument and cannot be used inside criteria arguments. So what should we do if we need n and or logic inside a function with a criteria type argument? Well, there is no specific method to answer that. The approach I usually use is as follows. For logic, instead of using the single condition version of the function, we can use the multi condition version of the function. For example, instead of using con I, use con I, the extra F behind the function name indicates that the function supports multiple conditions. Each condition input to these functions will apply an ogic by default. As for or logic, the approach is to use several functions whose results are then combined with the plus symbol. Or you can also utilize DRI input. Let's look at the examples in this file. I usize product dama data from the previous exercise, but I simplified it again so that it only displays the water content primeter. Let's say, we need to count the number of rice products whose water content is between 10% and 14%, if you notice the conditions with range values like this actually use and logic, the first condition is above ten, and the second condition is below 14. All values that do not meet these two conditions will not be considered. For example, the number five is not included because, although it meets the second condition, it does not meet the first condition. Another example, the number of 21, Although it meets the first condition, it does not meet the second condition. But if the number is 11, for example, it fulfills the first condition and second condition at the same time. And so number 11 will be taken into account. For n logic, we can use the multi condition version of the function, so type equal sine. Then choose the con I function instead of con I. We want to count one column at once, so we click not to sell, but the top border of the water column header. Then. Then because the syntax is a criteria type, we have to use a double quote, then type, the bigger symbol, and ten. Then a double quote again. If we press enter now, We have six as result, because there are one, two, three, four, five, six cells, whose value is above ten. Continue the formula again, type in, select the water column again, then then double quote smaller sine, 14, then double quote again. Now, the key to applying and logic to the co function is that we can select the same range multiple times, but with different conditions. If you know this, we selected to water a column twice, but each time with different conditions. This is why the cons function, only counts the number of cells, that meet these two criteria together. Lets preps enter and see the result if the previous result was six. Now, the result is only three. This is normal because with analogic, the more conditions there are, the smaller the range of values that can fulfill the condition. If we check only values 11 12 and 13 fulfill the criteria. So it is true that there are only three products. Okay? So there is the solution using the logic in the criteria argument. Next, let's look at the second problem. Here, we need to calculate the number of rice products whose water content is below or equal to ten or above or equal to 14, whether we realize it or not, this type of question requires or logic. For example, the number five satisfies the criteria because it is less than ten or satisfies the first condition, even though it does not satisfy the second condition. For example, the number of 21 also fulfills the criteria because it is greater than 14 or fulfills the second condition, although it does not fulfill the first condition. However, 11 does not fulfill the criteria because it does not fulfill either the first condition or the second condition, right? So how can we solve this problem? Well, there are two different approaches that we can take. The simplest approach is to use several CF functions and then sum up the results. So we can press the equal sine. Then CF Select the voter column, a double quote, small symbol, equal sine ten, double quote again, close parenthesis. We have finished calculating the first condition. For the second condition, type the symbol fs, then type the count if function again. Select the voter column, a double, greater than equal sines. F a double quote again close parentheses, then press enter to confirm. And this is the result. If we check, there are indeed sepern products that meet this criteria. So that is the first approach. The second approach is to utilize the array input. We have discussed dynamic ray before. They are different but related. An array is a set of values grouped inside Carly break of symbols, which value is separated by a comma symbol. So what does ray have to do with dynamic ray? Well, usually, if we use an ray as an input, the output will be a dynamic ray. Let's take a look at an example, press the equal sign. Create a count a function and click on the upper border of the water column header. Then now, instead of inputting one criterion, we enter multiple criteria by first typing an open cli bracket symbol. We must write each criterion in text format. So type double, smaller symbol, equal sign ten, and a double quote, then a coma. Now, we want to write the second condition. The blue quote crater symbol, equal sine 14. The blue quote again, then closing co bracket, enclose the C A function with the closing parentheses. If we press enter now, this is the result a dynamic ray. Remember Ales lesson about dynamic rays. We can tell a dynamic ray by its blue border. The value in e cell is to count result of refers conition, or values that are smaller than ten. While this cell is the result of the second condition or values that are greater than 14. Unlike the n logic, the more conditions we have in the orgy, the wider the range of the result will be. The next question is, how do we then combine these two values back into just one cell? The answer is by wrapping all the formulas inside a S function. So here we can type some an open parentheses. The forget to add a closing parentheses at the end to balance out the opening parentheses, then enter to confirm, and here is the result. You can see the resulting value is exactly the same as the previous approach. 111. SUMIF, AVERAGEIF, and COUNTIF: Starting from this video, the next few videos, we will be covering a lot of multi condition functions. For this lesson, we will cover single condition functions first to build the foundation so that later we can discuss the multi condition versions. What we are going to discuss are S I, FH ef and count. In the exercise file, I have prepared them Data in the form of report from a donation event. In the first column, there is a list of names of people who made the donations. The second column describes the payment method used, and in the left column, there is data on the amount of money donated. You can see all the questions that we need to answer on the right side. The first question is, how much money was donated through pay to answer a problem like this? We can use the SMI function. It is different from the regular sum function, which just adds up the values. SMI fills check the condition based on what we have specified. Only when the condition is true, the corresponding values will be taken into account or summed up. Let's just trite right way. Press equal type sumIF then tab. The first argument is the sales whose values we want to check because we want to find the value of paypL, we need to check the gateway column. Then comma. The second argument is the criteria. As we discussed before, the criteria type condition must be written in text format. So we type a double quote first. Now, if you need to check whether a value is equal or not, you can type the equal symbol like this, or you can also do this without the equal symbol at all. For now, let's try with equal symbol first. Type the double quote symbol and the comma. The next argument is optional. If we do not input it, Exel, we will just sum up the values in infers argument. Of course, in our current case, we do not want to sum up the values in a gateway column. Rather what we want to sum up is the values in the Donsan column. So we click on the top border of the header, then press enter to confirm, and here is the result. Before we move on to the next problem, let's try changing the formula. If we remove the equal symbol, then press enter, as you can see, the formula does not produce any error, and the result is exactly the same as before. So to recap for checking the equal condition inside a criteria argument, you can remove the equal symbol and just type in the value you want to check or compare. In the next question, we are asked to count how many donation transaction that went through PayPal to count the number of data and not the value of the data. We can use the co function. But because there is a condition involved, we must use the co function. We have used the C A function before. So I am sure in Char, you are already familiar with how this function works type equal sine and select the C A function, then select the gateway column, type papal inside double quotation marks before moving on. I want to remind you again that Excel does not care about lateral capitalization when checking the criteria condition. So if I type PayPal with the two p letters in capital, or if all the letters are small, or perhaps we make all of them big. It makes no difference. After you are done, you can press enter to confirm and here is the result. Let's move on to the last question. Now, we are asked to calculate the average amount that are donated through PayPal for this task. We can use the average e function. This function has similar arguments to the previous SI function. The difference is that it calculates the average values. In other words, this function is like a combination of some if and if. Why? Because after summing all the values, the average e function will divide the result by the amount of data, okay? L et's type equal sign. Then choose the average f function. Then select the gateway column as before. Da type double quote symbol, PayPal. And double quote again, the coma Next, we need to specify the column whose value we want to calculate. So we choose the Donation column after you are done, perhaps enter to confirm, and this is the result. Before we end the video, let's check whether all values from the formula we create are correct. We need to memorize these values first, 265 and 52, right? We can select a cell inside the table, and in the table sg menu, we can activate the filter feature and also the total feature. Then we switch off all the gateway data values except for PayPal As you can see, the sum if value is correct at 260, then we can try changing the total calculation type to count, and we have the same value as before also, which is five. Lastly, we can try changing this to the average mode. The result is 52, which is exactly the same as the formula we created earlier. 112. SUMIFS, AVERAGEIFS, and COUNTIFS: In this video, we will discuss three functions with multiple conditions. They are some Ifs, average Ives, and countifs. For exercise, I have prepared the Medita in the form of stock report from a shop that sells archery products. To see the exercise questions, you can open the second sheet. First question is, how much is the total profit of the product type ero whose brand is Martina, to answer this kind of question. We can use the sum function. But because there are several conditions that affect the result, the version of the function we use is some IFs. Basically, some Ifs will sum all the values in the argument or some range. But only if the value or the data adjacent to it in the criteria range meets the conditions in the criteria argument, we can add more than one criteria range and criteria up to maximum of 127 pairs. Again, as we discussed earlier, all these criteria use the end logic. This means that the more criteria we have, the narrower the range of the output as there will be fewer values in some range that can fulfill it. All right? Press the equal sine type sum if then tab. The first argument we need to enter is the sales, we need to sum. Since we are asked to sum the total profit, we open the report sheet. Then we click on the upper border of the total profit header. The next argument is the sales that we want to compare the values to. We want to check if the product is of the zero type. So we click on the top border of the type column. Then a coma. Now we have to input the criteria. Remember the previous lesson. For the criteria type, we have to use text, and to check the value with the equal condition, we don't need to type the equal symbol. So this type double quote arrow, the double quote again. We have inputed the first condition. Now we need to input the second condition. We want to check the brand of the product. So click on a brand column. Then a comma, then type in a quote Martina, a double quote again. If so, press enter to confirm, and we've got the result, let's move on to the next question. Now we are asked to calculate the average selling price of site type products, but only products other than the Jena brand. To solve this problem, we must use the averages function. The syntax of the averages function is similar to the sums function. The difference is that this function will produce an average value rather than simply summing up all the values. As with other functions with multiple conditions, the logic that applies to many of its criteria arguments is an logic. This means that only values that meet all the criteria will be calculated. If any of the criteria are not met, the value will be ignored. We can start by pressing the equal symbol type V, then select the average ifs function. On the first sheet. We need to select the column we want to calculate, which is the cell column. Then comma. Next. The first data, we want to validate is in the type column. Type in a double quote site, and double quote again. Da next, we need to select the brand column. Com. We want to count all brands except the Junda brand. So type in a double quote smaller symbol, larger symbol. Then type in Jon Dua. Then double quote again. After that, pass enter to confirm and here is the result. Let's move on to the last question. Here, we are asked to calculate the number of ser products, the ones whose stock value is five or less. To solve this problem, we can use CI's function. We have used this function before, so I'm sure you are quite familiar with it. Essentially, it works like C I. It's just that we can input many ranges and criteria into the function up to a maximum of 127 pairs of arguments. We first type the equal symbol, then type count, and select the cos function, then press tab. Open the sheet where the data is. The first data we want to check is the type column, then type in a comma, and then type poser inside the blue cote symbols. Next, the column that we want to check is stock. And to come again. We want to check whether the value in stock column is smaller or equal to five. Then forget to close the criteria with another double quote. If you are done, you can perhaps enter to confirm, and this is the result. Before we end this video, I want to make sure that our formulas are correct. Let's use the filter method and the total feature in the table again. For the first question, we can use the sum mood in a total profit column, but we need to filter the type column to only show the arrow and for the brand, we turn off all options except Martina. As you can see, the value is exactly the same as the formula we created. All right. For the second question, we want to find the average value in a cell column. Let's turn off the total in its profit column first, so it looks less confusing. Then for the type column filter. What we want to turn on is sit not arrow. As for the brand, we enable all except for Gena. And this is the result exactly the same as the result of the formula we created. For the third question, we want to check the con value. We can put this in any column. Just make sure we use the co mood. Next, we must filter the type column to riser. And don't forget in a brand column. We need to activate all of the brands again. And lastly, we want to filter this table data to only show stocks that are five or less. For this, we need to click on a number of filters menu button, the select the less than or equal to option ner five in this field. That's ok to confirm, and this is the result. A a il, the value is the same as the formula we created with the question sheet. 113. MAXIFS and MINIFS: In this video, we will discuss two more mult conditional functions, MxFs and Minis. For the practice, we will use the same dummy data as before, which is product stock data from an archery shop. We can see the questions in the second sheet. The first question is, what is the largest value of total profit from the Genoa brand products which are clearly available in the store? To answer questions about the largest or biggest value. We can use the max function. In short, this function will search for the largest value of all available values referenced by the Mx range argument, but only if the value parallel to it in the criteria range argument meets the condition in the criteria argument. For this function, you can input up to maximum of 126 pairs of criteria range and criteria arguments. As usual, we start by pressing the equal symbol. Then type max if then press tab. Open the sheet that contains the data. We want to check for all of the total profit values. So we click on the top header, then a comma. For the conditions, first, we want to check the brand column type com again. Then type a double quote endoa and then double quote again, then a comma. For the second convention, we want to check the stock column. We want to find product that is in stock or in other words, any values that are not zero. So type double quote, greater symbol, zero, and double quote again. Finally, we can press enter to confirm and here's the result. Okay. Let's move on to the next question. Here, we are asked to find the smallest selling price for the brand CMC, for all its products other than the side type. To solve problems about finding the smallest value with lots of conditions, we can use the miniv function. Basically, the syntax and the way the miniv function works is similar to the maxIv function. The only difference is that Minis looks for the smallest value, not largest. Let's type an equal sign, then type minif and tab. Open the first sheet because we want to check for the selling price. We can select the sell column. Then the com. For the first condition, we want to check the brand column type, come again. And then type CMC, we tan a pair of double quotes. Come again. Next, for the second condition, we want to check the product type. So select the type column. Then a comma. And type in double quote the smaller and larger symbols side. Then double quote, again, if you are done, press enter to confirm, and here is the result. As before, let's check whether the formulas we created are correct, activate the filter feature and also the total raw feature of the data table. Let's change the total cell calculation type to max. Then in the brand column, we filter the data to only show the gua brand. Next, in the stock column, we can use the number of filters, choose the greater than option. And then fill in this field with zero. Then click, Alamda. The value is the same as the formula we just created. Next, for the second problem. We want to find the mean value in the cell column. We first clear the filter in the stock column by pressing the car filter from stock menu item. Then change the filter in the brand column to only display the brand CME. And finally, in the type column, enable all options except the side type. And here is the result the same as the value that we get from our formula. 114. VLOOKUP: In this chapter, we will discuss the lookup functions. So what are lookup functions? Basically, they are functions that can use key data to find other related data. The simplest example is that we have a product code. With this product code, we can check various related tables to get the product name, the manufacturer, the price, and so on. There are at least five functions in Excel to perform lookup. They are VCA, H lookup, X lookup, index, and match. This if now function is actually not a lookup function, but it is usually needed by VCAP and H lookup. Let me briefly explain them. V Lookup, we search for data vertically. Meanwhile, Hup. We look for data sideways or horizontally. Now, because the majority of data is stored vertically not horizontally, you rarely see people use Hup, and because DHA function works is similar to VCA initial law. If you already understand how to use VCA, you will automatically understand how to use Hup. That is why we will skip Dup discussion to save time. Next, at the index and match functions. These two functions are designed to work together. Index is used to determine all the cells you want to scan, while the match function is to determine the columns and rows. The last one is the x La function. This function was released by Microsoft in 2019. So it is relatively new compared to the time I recorded this video. XCA was designed by Microsoft to replace all previous Luka functions. Essentially, if you can use XCA, you no longer need to use VCA, Hap index and match. The problem is, for those of you who are still using Excel version 2016 or earlier, you cannot use the XCA function. But even if you are already using latest version of Excel, there is no harm in learning all these functions because there is still a chance that you receive Excel documents from other people who still use these functions. All right. In this video. We will first see how to use VUCAP and also the IFNA function. For practice, I have prepared a file with several dammi data tables, spread crafts, three worksheets. Let's assume that this data belonged to a company that sales furniture. In the first sheet, there is a table that contains the sales record of furniture products. As you can see, the transaction record consists of only the staff code and product code. To know more about the products, we need to open the second sheet that contains the product table. And to know more about the sale staff, we need to open the staff table on a third sheet. Okay? Now, let's say we are asked by our boss to add the names of the sales staff to this table for this kind of task. We can use the VCA function. The syntax explanation is as follows. The V Luca function will scan the specified cells in a table array and try to match the value in Luka value argument. If it is found, then the corresponding value pointed to by the call index Num argument will be returned. Besides the exact value lookup. This function also provides an approximate lookup feature by using the optional range lookup argument. We will go more in depth about using this argument in the next few videos. All right, we stop by adding a new column with the header staff name. Then we click on the cell, type equal sign. Then type VL, then press sep, or you can just double click on the function name. To find the staff name, we use the data in the cell of the staff code column, then Now, we need to determine the area of the cells to be scanned, we open the third sheet. Now, because we want to find the name, while the available data is the staff code, we have to make a selection like this. So inevitably, if we use the LAP, we have to select the columns that we don't need. If they are in between the data, we want to find in return. One important thing to note is that if the target data is not a table but a range, then when you make a selection like this, for example, you must press F four so that the cell location becomes absolute. But if the data target is a table like this, you do not need to press a four right type of comma. The next argument is to specify the column number, we want to return the value from of all these lacto columns. This one is considered column number one. This is column number two, and this is column number three. So we type three, because this is the column, we want to return the data from then another coma. We will discuss this argument in more depth later. For now, we want the exact match option. This means that the staff code in a target data must be exactly the same as the one in a Luca value argument. For this, you can type Bu constant falls with all capital letters, or just double click directly on this option, or you can also type the number of zero. In word of computing an Excel specifically, one is considered to be true, and zero is considered to be false. After you are done, you can press enter to confirm, and here is the result. If you notice, some staff codes cannot be found. This is why the NA or not available error messages appear. Let's assume that they are cell staff who are no longer working in the company. That is why their record is missing from the staff table. It is actually okay if you just leave it like this. But for aesthetic reasons or other reasons like you want to turn this table into a pivot table, you want to change these error messages into something more informative. For this condition, we need a function called FNA. Basically, DFNa function will catch though not available errors and replace them with whatever value we want to display. To use it, we need to wrap the Volca function as the first argument of Fna function. So type here Na, then open parentheses, go to the end and then type a comma. Next, as a replacement value. We want to use a text, type double quote. Then just type the text you want to display. For example, we can type the word quid or retired or not active, and so on. For now, I just want to change the error message to a blank. For this, simply type two double quote symbols with nothing in between. Don't forget to add the closing parentheses for Na function, then press enter. And here is the result. In the next video, we'll try a similar challenge, but with the Xu function. 115. XLOOKUP: In this video, we will discuss the next Luka function, which is x Luka. In a basic level excel course, we have discussed and practiced the x loca function. So in this video, we will focus more on its differences or advantages when compared to the Vloca function. We have seen the first drawback of VCAP, which is its dependency on the FNA function to capture unavailable data. We have also seen the second drawback, which is that we inevitably have to select columns that we don't need, that is if the columns exist between the key data column and the target data column. Now, before using XCP, we will first look at the other two drawbacks of VCA. For the exercise, we will use the same file as the previous lesson. Let's assume that now we are asked to add product category data to this table for this case. We cannot use Volca Why? Because if we open the product table sheet, the key data is in the second column. While the data that we want to return is in the first column, you need to remember that the Vuca function can only work from left to right, or in other words, the key data must be on the left side, while the data we want to return is on right side. Let's try directly to prove it We can create a new column with the name category V as V is for Vuca. Then here, we create a formula with the Vuca function, select the data in a product code cell. And for the table argument, we open a second sheet and select all these cells. We want to return the data in column one, which is the product category. DN type falls, or just zero for at match. Dn pres enter, and this is what the result looks like. Again, this happens because the key data column is on right side of the data we want to return. Now, let's try to solve this issue with the x cup function. Create another category column, but we call this one category x because we will use the x cup function on this column. Have already discussed the X lookup function in a basic level Excel course. So let me just explain the syntax briefly. Basically, X lookup will match the value in a lookup value argument by scanning the cells specified in lookup ray. If the data is found, then the corresponding value in the written array will be returned. X lookup also provides arguments to look for non exact or approximate values and reverse sorting. We will discuss these features in another video. All right. So in the cell, we create an X lookup function. For the Lookup value argument, we want to use the product code data. Then for the cells that we want to match, we open the second sheet. Then click on the product code column header next. We are asked to select the column we want to written, which is the category column. From here, you can see the first difference between x lookup and V lookup. X loup has special arguments for the Q data and written data. So we don't need to select other cells or columns that we don't use. Furthermore, if an error occurs, X lookup already has a special argument for it built in For example, akin type to double quotes as before so that the result will be an empty cell if an NA error occurs. So again, if you use Xp, there is no need to write the function within an INA function like how we use Vocab before. We will discuss the rest of the arguments rider in another video. Since they are optional, we can ignore them for now. Press enter to confirm and here is the result. Now, you might be wondering. What if we still want to use VCA, perhaps, the only excel version available to you is 2016 or below as a solution. You must first swap the columns. So the key data is on the left side of ta column, you want to return. To do that, we first click on the column better. This will select the entire column. Then hover the mouse to the border of the selection, hold shift and g to swap the column, so the key data is on the left side. Let me tweak this a bit so that no data is cut off. If we go back to the first sheet, all the NA errors in the category V column are gone. Indeed, the data display is still wrong. This is because we previously used column number one. If we changed the column number to two, We get the result that we want, which is the product category. Now, what is unique about X lookup is that it does not produce any error, even though we just switched the columns. Another advantage of xp is that it will still work even if we insert a new column between new data columns. Just for example, we can right click on this column. Then choose insert for the header name. Let's just call this product name or just name for a short. If we go back to the fourth sheet, the Volca function losses its data again, although it is not an A error, but now it only displays zeros. Meanwhile, the x luca still displays the correct data as we expected to fix the Volca function, again, we need to revise the column sequence number for this case. We need to change it to three. All right with these examples, I believe, you already understand why the XCA function is superior to the Volca function. 116. Match Mode: In this video, we will discuss the lookup technique for finding approximate values, or in other words, finding values within a certain range. If you remember the syntax of the Voca function that we discussed before, there is an argument called range lookup. So far, we always use the false option to make the search process use the exact match mode. This mode is suitable for things like item codes, employee IDs, or other similar data that have unique numbers or characters. But what if the data variations are so wide that they do not exactly match or rarely match the reference values? The Simplex example is in determining students grades in latter rankings based on their numerical scores. If you notice the scores of the students are widely different compared to the reference stable underwrite, which only specify five scores, namely zero, 50, 60, 75 and 90 Writing reference data like this makes sense because it is very inefficient. If you have to write all the possible score numbers. Instead of doing that, we should only write the important numbers or just the thresholds. Indeed, for this scenario, we can use nested f functions or just one if function. But for now, we want to focus on using the VCA function and then up. For the V cap function, all we need to do is change the range up argument to true. This will enable the approximate match search mode. Let's see how this works. Type equal, then select the Vu cap function. Select the score value cell. Then select all these cells. Then type two because it is the second column that we want to return. Now, this is important. If we input false or zero, only the scores that exactly mate the ones in reference stable will be returned. Those are values like 50, 6075. Other than those values, the NA error message appears. If we change the argument to true or simply input the number one, the pras enter. This is the result we get. Now, all the score variations get the grid that we expect. To see the data distribution more clearly, we can try sorting the data based on the score column. All right. If you notice by default, when the exact value is not found. The V loca function does not round value up. Instead, it always rounds it to the netst smaller value. For example, when checking the score value of 73, this score is actually a lot closer to 75 than 60, but VCA decides to round it down to 60 because 60 is the closest smaller number. That is why the grade is C. Now, let's see how to use approximate match, but in x. Click on this cell. Type equal x L tab. Click on the score of cell. Then select the calumn as the value to look for. And then click on the scalum, for the ta we want to return. For the NA error, let's just type two double codes to make it bang. Now, unlike the cup, which only has two modes, exact and approximate. X loup has four modes that we can access by inputting the numbers zero minus one, one and two. If we don't input these arguments, the default value or the number zero will be used. Basically, zero means exact match mode. In this mode, if there is no match, then an n A error will be returned. Now, to use the approximate mode in xu, we must input minus one or one. If we use minus one, when the exact value is not found, the function will not return an NA error message, but it will look for the nearst smaller value. So this minus one input is the same as the approximate mode in VCA. Now, in a case where we need to round the value up instead of down, what we need to input is the number one. But you need to remember that if you decide to use the value one, the reference data should be the one that uses the upper threshold value, not the lower threshold. An example is the reference stable below. Basically, this reference stable is similar to the one above, except that the values are described using the upper threshold, not the lower threshold. So again, if reference stable is like this or uses a lower threshold, the match mode argument you should use is minus one. But if the reference stable uses an upper threshold value, the match mode argument you should use is one. Est match mode type is the wild card, which we can activate with the number two input. We will discuss Wildcard in more detail in its own less and leader in Shala. For now, we use minus one because reference data table uses a lower threshold. For the search mode argument, we will also discuss this in more depth leader. For now, let's press enter to confirm, as you can see, the result is exactly the same as the Vuca function next to it. The last thing I want to mention is another drawback of the Volca function, that is the data in reference stable must be sequential or sorted correctly. If they are not sorted, then the result will be wrong. For example, let's try to swap the 6075 data to swap rows inside the table. You don't need to select the entire row, select the cells, move the mouths to the selection border, then click back to move it to another location. As you can see, the score 73, which should be a C grade now become a D grade. This is because when the function does not find 73 and only finds 75. What the function considers as the previous data is grade D, not grade C. So again, this is very important to remember that for a to correctly in the approximate itch mode, the reference data must be sorted But if you look at the X loca function column, the result does not change. It still returns the grade values correctly, even though the reference data is not sorted. This is because X Loka supports aromatic dt of sorting by default. If for some reason, you do not want this sorting feature, you can also disable it. We will discuss this issue in more detail in Next video. 117. Search Mode: Previously, we discussed the match mode argument in the x luca function. In this video, we will discuss the less x Luka argument, which is search mode. Basically, the search mode will determine the direction of data search and also determine whether the automatic sorting feature is enabled or not. The search mode argument in the x luca function can accept four types of inputs one, minus one, two, and minus two. A brief explanation first. If we input one, Excel will match the data from top to bottom while sorting the data automatically. This is the default mode. That means if we leave the search mode argument blank, this is the mode that Excel will use. Next, if we input minus one, Excel will match the data from bottom to top while sorting the data automatically because of this automatic sorting, even though the values in reference stable are not sorted, the Xa function will still be able to return the correct value. This is different from the next two inputs, which are two and minus two. These two inputs will match the data as is based on how they are listed in the table. The data will not be sorted automatically all right. We will use the same file as before. But because now we only focus on the Ca function, we can safely delete the Voca column. So we have cleaner document. All right. You need to remember that since modes one and minus one both support aromatic data sorting, you won't see any difference between them if reference table is like this. That is each such value appears only once, to prove it This is search mode one, and this is search mode minus one. The same is true if we swap the order of the ta. For example, let's say I swap 50 with 60 or 75 with 90. All of this does not affect mode one and mode minus one. So when can we see a difference between these two modes? The answer is when reference table is like the one on the right. That is some data appear more than once in a different order. Let's say we change the formula to reference table four, both for the lookup argument and written argument? First, let's see if we use one for the search mode, This is the result. Mode one. We'll search the data from top to bottom. The result is similar to the previous reference table, except for the grade z, when the numerical score is 100. But if we change the mode to minus one, the ner This is the result that we get. With the minus one input, XL matches the data from bottom to top. This is why we get the U W x y z grades. Now, even though they use different directions, the one and minus one modes still support atomatic sorting provided the key data from the opposite order are not mixed up. To make things clear. Let me give you an example. Suppose we swap the order of 5075 data below. The X La function result is still exactly the same as before. However, if we try to swap the position of the number 50 with the number 50 above, then this is what happens. All the grades now turn into D grades. So again, random order of data can be tolerated by both modes, as long as the same values do not swap places, right? Let me restore the order of data to the original locations. Next, we will discuss search mode number two and minus two. As we discussed earlier, these two input modes will match the data as a pro byro. The number two, will search the data from top to bottom. So it is similar to how the Vulca function works while the number minus two, will search the data in rivers or from bottom to top. These two modes do not support automatic sorting. Therefore, to use these modes, you must first make sure that the data is already sorted correctly to make things clearer. Let's compare Mod minus one with Mod minus two. Both search the data from bottom to top. But mode minus one does not support aromatic sorting. Let's insert a new column, rename this new header to S M minus one, which stands for such mode minus one, and let's name this header S M minus two. Then we copy this cell and paste it into the cell next to it. Make sure the function on the left has the search mode argument set minus one, and the function on the right has the search mode argument set minus two. Currently, both lookup results look the same. This is because the values in the reference table are still sorted correctly. But if we slip the value of 50 to be above the value of 90, this is what happens mode minus one still displays the correct data because of the aromatic sorting. While mod minus two does not because it matches the data as it is, according to what is listed in the table. A score of 50 will be considered a U when it should be a V, and a score of 96 becomes a V when it should be y. So that is the detailed explanation of the search mode argument if you are still confused. Feel free to repeat the video until you understand the lesson. But if you want to skip it, that is fine also. Generally, we rarely need search mode other than number one because most reference tables are sorted with no duplicate data inside them. 118. 2-way lookup: In this video, we will discuss the two a lookup technique utilizing the X loca function in a stored manner. But before we see the full implementation, I want to explain the basics first. As we have discussed before, X lookup is designed to replace VA N H lookup. So X lookup can search data vertically as well as horizontally. So far, we have used Xa to look up data vertically. Now, let's first look at an example of searching data horizontally using x. Let's say we want to match data B and return the number 15, which is parallel to it, B type equal sine. Excel, and tab. For the search value, we can directly type double quote B, double quote again, and then a, for the lookup array, we can click drag the cell sideways. So from here, we have mapped the data horizontally, then type Oka next. For the written array, we can click drag like this sideways like before, because the rest of the arguments are all optional. We can ignore them for now and just press enter, and here's the result 15. If we change this to D, for example, We have two S to result. As you can see, using a s up horizontally is quite similar to using it vertically. The only difference is when determining the cell range. Okay? Let's continue. I actually have more raw data in the sheet, which are hidden. The second thing I want to explain is that X lookup can also return data in the form of a dynamic way. This is what we later become the foundation of the two way lookup technique to enable the feature simply use a two dimensional cell selection in the written Ray argument. So instead of selecting just one row, what we select are multiple rows like this. If we press enter This is the result or dynamic way. Again, this happens because when the roca function looks for value d and finds it, there are multiple values parallel to d, that can be returned. So Excel just returns them all. If we change this to C, for example, then this is the result, it corresponds to the cells parallel to the cell of value C. All right. Now, we will try to apply the basics to a two way lookup in second sheet or discounts There is a data range containing the product names, their codes, and also the base prices on the right hand side, you can see several columns that hold the discount amount according to the purchase volume. If we only buy one, there is no discount. We have to pay the original price. If we buy half a dozen, this is the percentage of the original price that we have to pay. Then this is the discounted price. If we buy a dozen of the products, and this is the discounted price. If we buy two dozen or more, If you notice, I didn't make these data into a table. I deliberately use normal range data, so that these numbers do not turn into tax. So yes, if we change the range data into a table, all the headers will turn into tax data, making it more difficult to check the values with the x LCA function. That is, if we use the match mode minus one or one, there is a way to still rhythm as numbers, but we will discuss tax related functions in another chapter, okay? Imagine that the company we work for has to buy a lot of electronic devices for employees to use at work. You can see the list of items to buy third sheet. This is the code of the item we want to buy. And this is the quantity of the item. Our task is to calculate how much the company has to spend to buy all these items by taking into all discounts offered by the vendors. First, let's check the original price of each product. We can create an X c function. Then click on a product code cell, then a comma. For the cells, we want to check. We open the second sheet, then select those cells in a product code column. Remember, the reference data is normal range data. So we need to press F four to make the reference absolute. Otherwise, the formula will produce an error if leader duplicated type of comma, and now select the cells in the price column. Don't forget to press F four again to make it absolute. I so ps enter. Then double click on the corner of the cell selection to perform autopil Next, we want to find the amount of discount based on a number of items we want to buy retention as this is the main lesson we want to learn in this video. First, we want to utilize the item code to find row of the corresponding item. This is a vertical search. Then we want to use the quantity of the item to find the corresponding discount value. This is a horizontal search similar to the one we tried earlier in a first sheet. Since the output of the horizontal search is an array, we can use it as the written array argument of the vertical search. Let's see how we can do this type equal sine x tab on a two to get the product code. Theca Oon the second sheet. Create a selection on the cells in a product code column. Don't forget two press F four because we are not working with the table. Then come again. Now, instead of using a cell reference as the input for the written argument, we input the second troca function here, Let me press enter first to create a new line. Then type x n press tab. In the third sheet, click on cell B two to retrieve the quantity data, coma Open the second sheet again. Now, we need to select these cells above horizontally, forge two pres F four, and then Oka next, we select all isko cells. Press again, then a type double quote twice to replace the NA error. Then this is important to remember. If the exact value is not found, we want the nearest smaller value. For example, if we buy ten items, then instead of a discount for 12 items, what we use is the discount for six items. For this, we use match mode minus one, then closing parentheses, then press out enter again. Now we're back to the first loca function, type double de twice for the NA error handling. Then because the first xlka function checks the product code, we want to use exact match. So I use number zero. Then close the parentheses for the first function and then enter A hand a. There seems to be no error. But currently, Excel is adding to many codes by specifying the sheet name behind B two. This is unnecessary because the formula in the target cell are in the same sheet. All right. We can double click to duplicate the formula. And here is the result so far. We managed to get the list of discounts according to the product code and quantity using the two way lookup. Finally, we want to calculate the total price. I am sure from here, you already know what to do. Just type equal, then click on the cell. Type in the multiplier symbol, then this sell, a multiplier symbol again, and then click on the sale, then enter duplicate the formula, and it is done. 119. INDEX, MATCH, and XMATCH: In this video, we will discuss three functions, index, match, and X match. Of these three functions, X match is the newest function which was released in 2021. So you need to use Excel version 2021 or above to be able to use it. We will discuss Index and match first and then X Mt. But before we start, I want to emphasize again that Microsoft designed the X LCA function as a replacement for various Luka functions that existed before, which include index and Mt. In fact, you don't even need to use X Match when you already know how to use X Luka. So if you are starting a new document and need a Luka feature, you should always prioritize the X loca function. That is, if you're using XL version 2019 or above, still, you need to know how these three functions work. As there are still many people who use these functions in their E cell documents. The inex function will return the value of cell from a series of cell references based on row and column number inputs. For example, we can type equal, then type in and dou click an index function. We can select all the cells in this table, then we can try the number three for the row, comma and another three for the column. Presenter, and this is the result monotan. If you check one, two, three, for the row, and one, two, three, for the column. Indeed, the value of the target cell is mono tan. So this is basically how the index function works. As you can see, the index function is almost useless if it stands alone. Why? Because just think about it, if the user can input the row and column numbers menually, this means that the user already knows the value of the target cell. So why does the user need the function at all? This is where the match or x match functions come into play. These functions will work on finding the data and written the row or column number needed by the index function. Let's firsts how the match function works independently. Type equal then match. Type the value we want to search for. For example, we want to find a furniture product named lion dining. Don't forget to use double codes because it is a tax. Then comma next, select the name column. Then this is important. For names or codes, we have to use the exact match mode. He enter, and this is the result if we count one, two, three, four, indeed, Lon dining is in a fourth row So again, the match function only returns the number or the column number and does not written the value of the cell directly. In fact, we have to know the value first to use the function, as we need to input it inside the Luka value argument. Now, let's see how to use the index and match functions together. Let's say we already have a product code, kk c01. What we want to retrieve is the name of the manufacturer. Type equal sine, and choose the index function. First, we need to determine all the cells that we want to check. We can just select all the cells in this table. Then type a comma. Now, to determine raw value, we do not type it manually, but use the match function, type a double de. Kiki c01, then a double quote again. And then a choose the code column, use zero for exact match. Then close parentheses. Now we return to the index function. We need to input a number in which column we want to return because we want to return the name of the manufacturer, We type four, close parentheses again, and enter, and this is the result mode PT as we expected. A right Now, let's take a look at the X match function. This function was created as an answer to the shortcomings of the match function. The match function can indeed work well when the data is text or code, or in other words, in the exact match search mode. The biggest drawback of the match function is when we need to search for numbers that are not exactly the same, and the data available is not sorted. An example is the number in the stock column. The match function when using match mode one can only work if the data is sorted from small to large, and match mode minus one can only work if the data has been sorted from large to small. Just to prove this, If I change the value that we want to search to 20, then we double click on the cell reference and change it to target the stock column, then we change the search mode to minus one. Basically, the minus one mode in the match function, we look for the same value or the next value closest to the value we're looking for. Press enter, and you can see the result is an NA error, even though there is clearly number 23 that meets the criteria. If we activate the filter feature, and sort the data from large to small. Now we get the result. We get a value of one because the number 23 that meets the search criteria is in the first row. If we reverse the order from small to large, the match function will return an NA error. So again, in terms of finding approximate values or numbers, the match function is very troublesome because it requires us to sort the data first. Let me undo all the changes right. Now, let's look at the x match function. If we type the equal sine, the into the x match function. From the syntax shown, you can tell that this function has all the features in x Lap. You can access match mode, as well as the search mode. We have covered in detail all of these modes in the previous lessons. The point is X match supports automatic sorting just like xa. Let's try to find the number 20 again, just like before type comma. Select the stock column. For match mode, we already know that the exact mode will produce an error because there is no exact value of 20. What we want to use now is Mod one, which means that if the exact value is not found, the next larger value will be used. Perhaps enter, and here is the result, which is ten. If we count row 11 minus one equals ten. So indeed, this number 23 is on the tenth row. The X match function can work without a problem, even if the data is not sorted, To use the x match function inside the index function, the method is similar to the match function. To compare them, we can use the same problem as the index match function above. That is, we want to find the name of the manufacturer with the item code KK c01. Press equal sine. Then choose the index function. Select all those cells in a table, then a comma. To determine the value, we use an X match function. And for the value we want to find, we type Kiki c01 wrap inside double quotations. Then type coma, select the code column, come again. Use zero for the exact match, then closing parentheses. Now we're back to the index function. As before, we want to return the flowed column which contains the name of the manufacturer, closing parentheses again, and then hit enter. Here is the result mod p, the same as the index match result above. 120. Wildcards: In this video, we will discuss wild cards. So what is actually wild cards. By definition, wild cards are special characters that symbolize other characters in a text data search process. Excel recognizes three symbols for wildcards. First, is the asterix symbol or what we usually use for multiplication. For easy pronunciation, I'll just call this start from now on. The second is the question mark symbol, and the third is the tild of symbol, which is the keyboard key just below the Escape key. We use the steric symbol or the star symbol to replace many characters at once without being limited to specific number. For example, if we search with the formula L star, all words that start with letter L will be returned. If we search with the formula star L, all words ending with letter L will be returned, if we use the formula star L star, then all words that have the letter L will be returned, whether the letter L is in the front middle or at the back. Next, we use the question mark symbol to replace a single character. For example, if we use the formula, question mark n. This will return a text that only consists of two letters with the second letter being n, such as n n, and so on. Text with more than two letters, such as man, then Durian and the like will not be written The question Mac Wildcard can be repeated as many times as necessary. For example, if we use the formula, question question n, the written text can be words like man, can, and so on. This is because these texts have exactly two letters before the letter n, okay? The last one is the Tilda symbol. We use this symbol specifically to find text data that contains special wildcard characters, such as the star and or question mark symbols. Or in other words, the til of symbol will turn off wildcard feature of the symbol written white trade. If you rarely write text data with star or question mark characters, then you will also rarely need this tilde symbol. Just for example, let's say, the target text data is A the star. There is a star character in the middle of the text. If we try to search for the text using the formula A the star, then it might return a theorem or admentium, and so on. To tell Excel that the target text in need contain an asterix symbol, we need to add a tilde symbol. So we should use the formula at the Tilde star. Essentially, the presence of the td symbol just before the star symbol makes Excel treat the star symbol as part of the text data. And so does not process it like Wildcard. Before we look at the usage examples, you need to know that not all functions in Exel support wildcards. Some miel functions that support wild cards are as follows. You can see that the if and if functions are among those that do not support the use of wild cards. Let's look at some examples of their use. In the first challenge. We are asked to calculate the number of stock from products with an office team. If you look at the product names, furniture that are designed with an office team has the suffix office. We can utilize this pattern for a weld card search. Then since we're asked to count the quantity, we will use the Sami function to count the values in stock column. We can start by inputting the Sami function. For the first argument, we need to specify the cells that we want to check the value of. So select the name column. Then the next argument is the input for the value to look for to find all words ending in office. We can type a double quote first, then the start symbol, and then office, then double quote again. The next argument is the column, we want to written or sum. For this, we can select the stock column, press enter. And here's the result. Let's check whether it is correct. This row with the office text has eight in stock, and this row is worth 68 plus six equals 14. That means our formula is correct. The next question explains that the meaning of letters A, B, C, in the middle of V item code inquates the dominant material of the furniture. A is mostly made of wood. B is iron or metal in general, while C is plastic. Now, what we need to find out is how many products fall into the specification or those made mostly from metal. To count the amount of data with the condition, we can use the conf function, so type equal and find the conf function. For the first argument, we select the code column, Then for the second argument, you do not want to input star, star double quote like this. Why? Because if you write the formula this way, these B and LB codes will also be counted to make the search more specific. We type dou star minus B minus star, double quote with this. Only the Bs that are enclosed or wrapped within minus symbols will be taken into account. If you are the, perhaps enter to confirm. The result is three because there are indeed three products or rules that have letter B in the middle. Now, besides utilizing the star symbol for this challenge, we can also use the question mark symbol. Because if you pay attention, the B code in the middle can certainly be the fourth character in a product code. So we can use the question mark symbols three times, and then letter B. Let's try this. First, we can copy this formula down to save time. Then we can change the criteria formula to double quote, then type question mark three times and then V. Then you can put three more question marks or just one star symbol. Double quote again and then enter. As you can see, the result is exactly the same as two and above. All right. In est question, we have a scenario where we kind of forget the name of a certain product. We only remember that the product name starts with the word rock, but we're not too sure about the rest of the words. What we need is the product code. To find a value of vertically stack data, we can use Vocab or asap. But remember, VCAP can only search from left to right. Whereas right now, the key data is in the name column, and the data we want to retrieve is in a code column, which is located on the left side of key data. So for this case, we should use X loca. If you are using an older version of Excel, you can use V Luca, but you have to swap the column locations first. We have covered this issue before, so I don't have to explain it again in this video. Type the equal symbol, x l, then tab. For the data we want to search, we can type double quote, then rock, a star symbol, and double quote again. For the second argument, we select the name column, and for the next argument, which is the quote column. If you don't mind displaying the NA error in the result, you don't need to type anything in this argument. Leave the area between the comma blank. Next, this is very important. For the Match mode argument, we have already discussed modes 01 minus one. What we haven't discussed is Mod two, which is the wild card mode. The point is, for the wild card feature to correctly in the x roca function, you must use Mod two. Otherwise, the function will produce an error. If you are then perhaps enter to confirm, and here is the result in the form of a product code. If we check indeed that the product code for Rockwell kitten is va03. So the you use wild cards in Excel. 121. Rounding functions: In this video, we will discuss various functions for rounding. They are round, round down, round up, and less one is strong. A brief explanation first. We use the round function to round numbers to the Niva value until certain numbers of digits after the decimal. The rounding done by the round function can either be up or down, depending on which value is the closest. The number is the number we want to round, and the numb digits argument is the number of digits after the decimal that we want to keep. Next, the round down and round up functions have similar syntax to round. The difference is that round dow will always round the number down. Meanwhile, round up always rounds the number up. What is slightly different is strong. For your information, the word tron is actually taken from the word trunk head, which means to cut or to trim. Although the syntax is similar to the rounding function, this function doesn't actually perform rounding. It only removes the trailing rigids up to a certain number specified in the amigds argument. To make things clearer, that's ponifers shed, we will try the round function in this column, then round down function in this column, and so on. Click on this cell type equal sign. Then select drone function. For the number argument with select this cell, and for the number of rounding digits, let's just use zero for now. Then it enter. As you can see, with number digits being zero. There are no numbers after the decimal and only the number 16.85 62 changes to 17. This is because the value is closer to 17 than to 16. If I change the numb digits argument to one. Now, none of the values changes to 17. This is because the last digit being rounded is one digit after the decimal. For now, let's return this to zero. You need to remember that the number of digits behind the decimal is not a result of formatting, but it is already the original value. Just to prove this, let's say I select all these cells and set the formatting to show more numbers after the decimal. You can see that only number of zeros exist after the decimal. All right. In the next column, we want to use the roundn function. As before, we select the cell in the number column as the first argument. For now, we can input one for the number of digits after the decimal. Then enter. You can see that the value 16.3 doesn't change because it only has one digit after the decimal. Then in the third row, even though there is an eighth here, the rounding result is still four because we used round function, which always speaks the lower value. Just like before, even if we changed the formatting of these numbers to display more numbers after the decimal, the numbers in the second digit and so on will just be zero. Next, let's try the round up function. Strike this cell again, and let's try 04 for the numb digits argument and pre center. The results are all 17. Notice that even though the excess value is only 0.00 001, Exel will round it to 17. But if we change the numb digits argument to one, this is the result. The rounding affects only up to one digit behind the decimal. The last one is the tran function. We can type in cell, the equal symbol, then we call tron function. Slick the cell again for the number. And for the numb digits argument, let's try two then enter. Here is the result. L just truncates the number until two digits behind the decimal without any rounding. After the second digit, all the numbers have changed to zero. So those are the basics of rounding techniques using rounding functions. Now, let's try using rounding functions to solve a real life example problem. We can open a second worksheet. Let's imagine that the company where we work wants to organize a recreation event. There are 165 people in total, consisting of the staff and also their families. Since the recreation area is quite large, the park management offers shuttle buses. Each of these buses has 20 seats. But it also has a large area in the center for those who want to stand and hold on to the hanging ropes. So each bus can actually accommodate up to 40 people. That is, if we also count the standing people, Now, we want the majority of people to be seated, but it is still okay for a small number to stand. So to determine the number of buses we need, we can divide the number of people by the bus binge capacity, and then we round down the value. So press the equal sign and select the round down function. Select this cell, then the divide symbol, then select this cell, and then Oka next, for the number of buses, of course, we cannot use fractional values because a bus can only work if it is a hole. So we input zero then enter. And here is the result. It turns out that we need six buses for the accommodation at the recreation site. Next, for this event, we also have to order food boxes for lunch. Suppose the catering company provides a very cheap price. If we order packages per half dozen or multiples of six. Unlike the seats on a bus for food, the committee cannot compromise. It is better to order more than to have participants not getting any food. The excess lunch boxes can either be donated if needed. So we need to round up the number of lunch boxes. Type the equal sign, then choose the round up function, then select the cell, type the divide symbol, and then choose the cell. A launch box cannot be split either, so we need to select zero for the second argument. Press enter and s the result. We need 20 packages where each package contains six lunch boxes. 122. Rounding to specific multiples: In this video, we will discuss three more functions related to rounding. They are M round, floor math and ceiling math. Lets first briefly discuss their syntax. The round function rounds up or down automatically, depending on which value is closest. The difference with the regular round function is that it rounds to the nearst number, which is a multiple of the value we specify in the multiple argument. Next, we use the floor math function to round numbers down. This function also uses a multiple number as its rounding target, which we specify in a significance argument. The last one is the sealing math function. This function is the opposite of the floor math function. That is, it will round up based on the multiple of the significance argument. From this brief explanation, we can conclude that these three functions are comparable to the round down and round up functions we discussed earlier. The difference is that instead of using the number of digits after the decimal as the rounding target, these functions use a certain number multiplication to make things more clear. Let's look at some examples of their usage in the cell. We want to use the round function. Select the cell in the first column, for the number we want to round. Then for the second argument, we select the value in the cell. Then forget two press F four, so the reference becomes absolute press enter, and here is the result. If you notice, all the resulting values are multiples of three. Now, let's try the form function. If we try to find the floor function, you can see that there are actually two functions. We do floor in it in excel. Floor math and floor. Now, this is very important for you to remember. Every time you find a function with a yellow triangle symbol such as this floor function, it means Excel does not want you to use it. Why? Because they are old functions that have shortcomings, and there are already other better functions, ester replacements. They are still available in Excel for compatibility reasons. That is, so we can still open documents created by versions of Excel. In our case, the replacement for floor function is the floor meth function. That is why we only discuss floor math at floor. As before, we select the cell for the number we want to round. And for the second argument, we select the cell, don't forget to press F four for the absolute type reference. Then enter to confirm. You can see the difference in this column is that the third row becomes 72, and the fourth row becomes 84. Finally, let's try the sealing math function. You can see that it turns out that the old version of ceiling math function is called ceiling. It is recommended that we use the newer ceiling math function instead of the old sealing function. Select this cell for the first argument, and then select this cell for the multiple value, press efor, just like before, then it enter. And here is the result, the number in first row becomes 15, because this is the nest upper number that is divid by three. Likewise, the one below becomes 111, because this is the nearst upper number after 109, that is dividi by three. All right? If we change the value of multiple or significance to five, then all results of these functions become multiples of five. If I change the value again to ten, The now all results are multiples of fan. I am sure, I Shala, you already understand how these functions work. For real life examples, let's look at the second worksheet. If you own a shop or have work in a resale business, you probably already know that determining the selling price of an item is not as easy as many people think to make these stuffs easier. We can utilize the embrow function. Basically, we want to multiply the buying price of the product by the markup value. Then we round it to the nears thousands. Then we subtract the value for ten rupias. This is for psychological effect, to make the price seem cheaper than the original. After that, as additional information. We also want to know the final margin of each product. First, we click the sell. Type equal symbol. Find the em ran function. After that, click on cell in the boy column. We want this number to be multiplied by the markup value first before it is rounded. Then forget two press F four so that the reference becomes absolute then press comma. For the multiple argument, we select the sell. Don't forget to press F four, also. The type of closing parenthesis, our job is not done yet because we have to include the psychological effect on the price. So press the minus symbol, then select the sell. Press Fo then press enter to confirm. Here's the result. We can compare the results. If I make the psychological number zero, this is what the price list looks like. And this is again, with the psychological effect of ten rupees. Then if we do not want to run 2000 but to 500 rupe. This is what the price list looks like. Let me return this back 2000, right? Lastly, we want to calculate the profit or margin per product. I'm sure by now, you already know how to do that. You select the sell, then type the minus symbol, then click on the sell and then enter. Now we can see the profit per product based on the numbers we specified on the right. 123. Using QUOTIENT and MOD: In this last and video, we will discuss two functions related to division, namely quotient and ud. We use the quotient function to divide the first argument or numerator by the second argument or denominator. Then what the function returns is only the whole value or only the number before the decimal symbol, all fractional numbers or numbers after the decimal symbol will be ignored. Next s is the mode function. The word mode actually comes from the word modulus or modo, which means the remainder of the division operation, simply put, the mode function will divide the first argument by the second argument, but then the written value is the remainder of the division. To make it clearer, let's look at the following example. Let's assume we want to divide the number 14 by three. If we use ordinary division that is by typing equal of sine, the value in the cell, the divide symbol or forward slash, and then the value in the cell, then head enter, we get the result 4.66. If we use the scent function, select the cell as the first argument. Then this cell as the second argument and then enter, as you can see, this function ignores all the vis and result numbers that are not the whole number. Now, if we use the mode function, we select the cell as the first argument, and select this cell as the second argument. Then enter. This is the result, which is two, Y two, because the closest number to 14, that is dividable by three is 12. I 14 is subtracted by 12, there is a reminder of two. So this number two, that the function returns to see an example of using the two functions in a more real word case, that's open a second worksheet. L et's say that the company where we work is holding a boot camp or training in a certain city, we are assigned to calculate the total cost of renting the hotel rooms. Of course, we have to separate the rooms between male and female staff. Since technically, the calculation is the same in this worksheet, we assume that we are calculating for the female staff. The hotel we are renting provides three types of rooms. Type A rooms can accommodate up to six people with a rental price per room of 800,000 rupee per night. Type B rooms can accommodate up to three people with a rental price of 600,000 rupee per night and type C rooms. Can only accommodate one person with a rental price of 250,000 rupe per night. A quick glance at this list. We will tell you that type A rooms are the most economical this if you divide the room rental costs by the number of people. So we prioritize renting room type A first, then room type B, and finally, room C. All right. First, let's calculate the number of participants who will be attending the event or staying at the hotel. Now, if you notice this list of participants does not all contain names. Some cells are empty. Just imagine that these empty rows indicate participants whose conditions are still uncertain. They may or may not be able to participate to cone data like this or cells that are not all filled with values. We should use the C A function instead of the usual count. The cone A function will automatically ignore the empty cells and only cone cells that contain data. Just to prove this, if we type equal sign, then choose the count function. Then click on the upper border of this column header and press center. This function produces zero. In other words, it produces an error due to the empty cells. But if we replace it with the count a function, The result is 35 corresponding to the number of cells that only contain data. Next, we want to calculate the number of type A rooms we want to rent. For this, we use the quotient function, press equal and select the quotient function, then select the cell where the number of participants is next, select this number of six cell as to dividing value. Then ps enter to confirm and here is the result. The conclusion is, we need to rent five rooms of type A. From here, I know that we can easily calculate five times six equals 30. That means there are five people left, three people in type B, and two people in type C. But for now, let's avoid doing the calculation manually. Why? Because the number of participants may change before the event, or maybe the hotel manager changed their room capacity policy, or perhaps we just decided to switch the hotel. If we calculate the numbers manually, we cannot use the file as a template to count the mail participants or a template for the next year's boot cam event. The point is that it would be better if the numbers are calculated automatically using formulas to calculate type B rooms. We can use the quotient function again. But with the remaining numbers from type A rooms. So we can use the mode function inside the quotient function to clearly see what is going on. Let's try to write down the mode function first. Select the total number of participants, then select the capacity of from A and enter. So this is the value of the remaining participants who haven't gotten a room. We want to make this mode function, the first argument of the quotient function. So click at the starting location type code then tab. Click here. For the divider argument, we select room capacity cell type B, close parentheses, and enter, and this is the result. For the last cell, there are actually multiple methods that we can use. But let's just focus on using the oian en mode functions. Basically, we first modulate the total participants with six. Then we modulate the result again with three. We then use the result as the first argument for the ion function to make it faster, which just to aplicate the formula above Then we change this argument into the mode function. For the first argument, we choose the total number of participants, then the divider is this cell with number six, close parentheses. The next divider is this number three cell, and the last divisor for the quotient function is this number one cell. It just so happens that the last two arguments already match the values, press enter, and here is the result. Maybe at this point, you are wondering, so what is the benefit of this quotient function? If the reviser number is one anyway. Indeed, in this case, it seems like the quotient function is useless. But again, we need to think ahead and anticipate future detail vision with the quotient function, if we change the hotel or the hotel manager changes the capacity of room C to two. For example, We just need to change the value here. The amount value will automatically change. This will not happen if we only use the mold function or any manual method. Let me ender this first. Lastly, we want to calculate how much is the total cost of the hotel. I am sure at this point, in Shallow, you already know what to do. We can select the cell type equal sign, select the cell, the asterix or star symbol, then the cell. Then press enter. We can duplicate this cell up to the cell. And finally, we can use the some function. Select the three cells above it, then enter to confirm and heace the result. 124. The true value of date and time: Starting from this video, I next few videos. We will discuss in detail various techniques in Excel for dealing with dates and times. In this video, we'll first cover how Excel represents dates and times and there formatting. We have already covered this date and time formatting issue in our basic level Excel course, but not in depth. Just to remind you the date and time data that you see in Excel is essentially a series of numbers. Excel calls it serial numbers. When formatting a serial number to a date or time, Excel will treat it as the number of days that have passed since January 01900 at 12:00 A.M. Or 00. Yes, it is a bit strange because there is no January zero date in the calendar. What is shown as January zero, 1900 is actually December 31, 18 1919, but since Excel cannot process years before 1,900, it is written as January zero, 1,900. To understand this better, let's look at the following example I left column, which I call serial number. You can see some data from zero whole numbers and fractional numbers. For the date and time columns, we want to fill them with the same numbers as those in a serial number column. Type equal, then click this cell, press f43 times until the column is absolute, but the row remains relative. Duplicate the formula to the site. Then double click to duplicate all the way down. Now each row has the same value that we can control from fm column. Suppose I change this to 1,000. For example, all the values in the row change to 1002. Okay. As I explained earlier, the date and time are just the formatting effect of the serial number. If you select all these cells, then press the small icon, or you can press Control one on a keyboard, Then we change the formatting to a date. We can choose this format, which starts with the year, then the month, and then the date. Then click the button. This is what we get. Let's also select the cells on the right, press Control one, change the formatting to time. For now, we choose the 24 hour format or without AM or PM codes, and also without the number of seconds. Click Okay, and this is the result. All right. Now, let's look at the data. When a serial number is zero, then the date will show January zero, 1,900. And clock shows 00 or exactly 12:00 A.M. If the serial number is one and it is displayed as a date, it will be January 1, 1,900, but if it's displayed as a time, it doesn't change. It's still 12:00 A.M. If the serial number is ten, then the result is January 10, 1,900, the time remains at 00 or 12:00 A.M. If the number is 100, then the resulting date is 100 days from January zero, 1,900 or April 9, 1,900, to be exact. The time the sun change. It is still at 00. From the examples on these four rows, we can conclude that if the serial number is an integer, then the result must be the number of days that have passed since January zero, 1,900, without any changes to the hour or time. Next, if we input 0.1. The date does not change. It is still at January 01900. What changes is the time, which is now 2:00, 24 minutes. If the serial number is 0.2, then the time is 4:00, 48 minutes, and so on up to 0.9. The conclusion is that the numbers after the decimal in serial number represent times other than 00. So the effect will be visible when we convert them to time format, If the numbers are complex like this last row, we can be sure that the number 4,000 or the number before the decimal symbol will affect the date while this 0526 number or the number after the decimal symbol will affect the time at this point, you might be wondering, Then what if we want to input a certain date and time in Excel, but do not want to bother looking for the serial number first? The answer is, we do not need to input the serial number first. We can directly input them in a standard date in time format. Excel will automatically detect the value and input the corresponding serial number along with the formatting. Note that the definition of standard here depends on the settings in your operating system. We have already covered this issue in a basic level course. Just to remind you again, if you are using windows, you can press windows I to open windows settings window, then select the time and language option. Then select region. You can see that the short date format on my computer uses the US standard, which is month first slash date slash year. As for the clock, it uses AM PM mode and not the 24 hour system. This is the standard that I have to use in Excel, when I want to input date and time data. If you want to change the date and time standard to another country, for example, Indonesia, as I live in Indonesia, you can choose the Indonesia option in its drop down list. Now, the short date format is date first month then he year. And for the time standard, it uses a 24 hour system. If you choose to use this Indonesian standard, then when inputting date data in Excel, don't forget to type to date first, then the month and not the other way round. I am sure in Shala, you already understand this standardization issue. I am returning the setting back to English US because this is the standard I usually use. Note that this setting affects many other software on my computer, not just Excel. All right? Let's go back to Excel. To enter a date directly, for example, January 15, 2024, because I am using the US standard, I have two type 01 as the month first, then forward slash or the Divide symbol, and then the date 15 forward slash again, then the year 2024, and enter to confirm, if you use the Indonesian standard, just show up the date and month locations. Then for time data input. For example, I want to input for PM ps 30 minutes. I can type four colon 30 PM and enter. Remember AM is from morning to noon, and PM is from noon to midnight. But for the time input, Excel is more flexible because the input cannot be reversed like the date and month. We can use the 24 hour format or AMPM format simultaneously without any problem. T to prove this, if I type 16 colon 30 and enter, Excel still accepts the input and automatically uses the 24 hour format. If we take a peek at the data, both have the same data, use different formatting, Now, what if we want to input the date in time together or at the same time. For this, we can type the date force or the time force, it doesn't matter. For example, I type the date fs 015 2024, space, the time, 16 column 00 then enter, or you can also type the time force 16 column 00 space, then 011-52-0204, then press enter, you can see the result is the same as two and above Now, if you want to see the original data or the serial number, we can select all these cells. Then change the formatting to general. Here are the original number data, or the serial numbers. Understanding the basic concepts of date and time is very important as this will be the foundation for the upcoming lessons. 125. Date and time extraction: In this video, we will discuss some functions that we can use to extract data from a serial number, and also the reverse converting time data into a serial number. Let's first discuss the functions, they can extract data from serial numbers. ECA provides at least six functions for this. The year function can be used to return the year number from the serial number of input, month function, can return the month number. The function for the date, and so on. I'm sure you already understand just by reading the names. Let's just look at the examples. For practice, let's first write down the date and time we want to extract, then we convert it into serial number. Previously, we learned to write the date with the fourth slash symbol. Now we will try alternative methods to write the date. If we write the month name in text, it is unlikely to be confused with the date number. So in this condition, Excel is more flexible in accepting the input. For example, we want to input March 30, 2024. We can type the date for 30, then to separate the date and month, you can use the minus symbol or dash, or you can also use space. Then type March another space, then the year 2024. If we press enter, we can see that our input is accepted by Excel as a date without any problem. Let me do it first. We can input a date even faster. If we keep using spaces or any ship letters, we can utilize the month name format in three letters, and also the year in two digits. Let's say we want to input February 20, 2024. We can type 20 Fab 24. Before we press enter, let's also add the time data. After the space, we input the ho 14 colon, then 30 Colon, and then 15 for the second. Currently, we are using the 24 hour format, so we don't need to type AM or PM behind it. First enter to confirm and here is the result, Excel is able to recognize the input and also the time all right before trying the functions, so the leader we can easily compare the values. Let force duplicate the cell down. But you need to be careful if you duplicate the date data with the autopil method, because Excel usually adds the day number. Every time it goes down one row. You can say this cell shows the date 21, not 20. We need to make them the same, so let's change the date to 20, and we change the formatting to general so that it shows the actual serial number. Okay. Let's say that we are given a serial number like this one, and we want to extract some data from it. First, we want to know the year number only. We can type equal sign, then select the year function, and then select the cell above, because we will duplicate the formula liter. We press for first so that the cell reference becomes absolute. Press enter, and we can see the result is 2024. According to the year number we input earlier. For other functions, I just dupicate this formula to save time. For this cell, we change the function to a month. Plus enter and the result is two or the month of February. Then you change the cells function today. Enter, and the result is 20 next, which change the function of this cell to hour enter. The result is 14, by default, the ho function will produce an hour number in 24 hour format, not in 12 hours or AM PM format. Next, we change the function in the cell to minute, enter, and for the last one, we change the function to second and enter. The result is 15, which corresponds to the number of seconds we input earlier. R Now, let's discuss the reverse functions of the previous ones. In other words, the functions that can return the serial number from the date and or time data. Excel provides at least four function for this purpose. The date function can accept three arguments in a form of year month, and date numbers. The date value function accepts a date argument as well, but in the form of tax next, the time function accepts three arguments, namely hours, minutes and seconds, while the time value function can accept time data arguments in a form of tax. Let's give some examples of how to use them. Type equal symbol. Then choose the date function. So that leader we can compare the values. Let's just enter the same date as the one in this cell. So type 2024, two, 20 and enter by default, the dit function will trigger the cell formatting automatically. If we return the formatting to general, we can see that the original value written by the date function is a serial number. Let's try the next function, which is date value. Remember, the argument for this function must be in text form. So type the double quote symbol first. Then for writing the date, we are free to use any format from the ones we have discussed before. It can be separated by space slash or. For now, let's try a format that we haven't used before. Type February space 20 space, 2024. Don't forget to add another double quote to close the previous one. Then he enter. Unlike the dit function, the date value function does not trigger aromatic cell formatting. So we immediately get the serial number as it is. At least that is how it works in a version of Excel I am currently using. Next, is the time function. Type 14 for the hour. Please notice that we're inputting three different arguments and a the time data directly. So use a comma instead of the colon symbol. Then type 30 for the minutes, comma 15 for a second, and enter. The time function is similar to the date function, is that it also triggers automatic formatting If we change the formating to general, we can see the original number in form of a serial number. Lesly, we can try the time value function because it accepts text data, don't forget to type the double quote symbol. Now, let's try in putting the time in AM PM format. So do not type 14, but type two instead. Then colon then 30 colon 15 and space, then type PM, and a double quote again. Then enter to confirm, like the date value, this function does not trigger automatic formatting, so we can see the value in the form of a serial number. If you notice the numbers from the date function are the same as the numbers in the cell, which are the numbers before the decimal, while the numbers from the time function are the same as the numbers in the cell, which are the numbers after the decimal, 126. Time conversion and rounding: In this video, we will learn time conversion techniques, as well as time rounding in real life, whether we realize it or not. We often refer to time ineimal numbers, for example, when asked, how long was your trip to Jakarta last week? We answer 2.5 hours or when we ask someone else, how long the movie lasted did we answer an hour and a half. So instead of answering with standard ho numbers like 2 hours, 30 minutes or 1 hour, 30 minutes, we sometimes prefer to use the decimal version. Well, to convert a serial number to decimal hour number or vice versa, Exel does not provide a special function. But we can easily do this using normal math operations. That is to convert a serial number to decimal hour. We can just multiply it by 24. And the other way round. To convert or decimal number to serial number. We can divide it by 24. Let's take a look at the following examples to convert the serial numbers in the left column, to decimal our numbers. We can multiply them by 24. So type in equal sine, then select the cell, then multiply by 24 and enter. We can duplicate the formula down. And here's the result. You can see that the numbers are the same as the three numbers below. To give the serial numbers from this de symbol our numbers, you just need to divide them by 24, so type equal symbol, select the cell, divide by 24, then hit enter. It's also duplicate the formula to the two cells below it. That is the basic technique of converting serial numbers to decimal hours and vice versa. The next technique we want to discuss is time rounding. In a previous chapter, we discussed a function called round. Now, what is unique about this function is that not only it can round ordinary numbers, but it can also round time using the multiple argument intex form. That's an example of this feature. Let's say we are provided with this time data. Our job is to round them according to the rounding value in the second column. First type equal sine, use the em round function. Then use this cell as the first argument or the value we want to round. Now, to run to the nearest 5 minutes, we have to start with a double quotation first because the argument type is text. Then you can type 00 colon 05, colon 00, or to make it shorter, you can also use just one digit. So zero colon five, colon zero The f zero is the hour. The middle five is the minute and left zero is the second. Don't forget to type another double quotation mark to close the text. The press enter. The m round function does not automatically change the cell formatting to time. So the result is still in the form of serial number. We should change the formatting to time so that we can clearly see the time value. After rounding, the second value becomes all zero, and the minutes are no dividable or multiple of five. For the two cells below, we can duplicate the first formula. For the second cell, we need to round it to the nearrest 30 minutes. So we change this number 5-30. Remember not three but 30, press enter, and this is the result. For the last one, we need to round the time value to the nearrest 1 hour. So let's change this 0-1. You can also type 01, if you want. The result will be the same. Make sure the minute value is now zero, press enter, and this is the result. Since the minutes are 52, or closer to 23:00, Excel rounds d time to 23:00 or 11:00 P.M. Okay? Now, let's look at a real life example in a second sheet. I have prepared the medita of these brands of smart device products, such as smartphones, tablets, smartwatches, and so on. Again, all these brands are just fictional. Once we are given a task to measure how long each of these products is assembled from start to finish. We are provided with sampling data from the factories. This is the production start time. And this is the time the product leaves the factory or is ready to be distributed for this measurement. Let's assume that we are asked to round the total production time to the nearst 30 minutes in the assemble format. Okay. First, let's try to see the total time without any rounding type equal sign, select the finish time cell minus, then select the start time cell, enter Now, if we try to duplicate the formula to other cells, we get some errors. Why does this happen? Well, notice, if we change the cell formatting to general, it turns out that the cells with errors have negative serial number of values. Of course, time cannot be negative, which is why when we try to format them as time, they produce errors. The reason why this problem occurs is because the data collection was conducted during the night shift or it passes midnight when our counter reset. For example, it starts at 11:00 P.M. Even almost 12:00 A.M. While the completion is at 2:00 A.M. We can actually avoid this problem from the beginning by also inputting the data with the data. Excel knows that this happened on the next day and not sim date. But let's just say that we are not in charge of conducting the survey. We are provided with thousands of rows of data like this, so it will be too time consuming if we have to check and revise the data one by one. An easy solution to solve this problem is bding a bit more calculation that detects the date change. We put this inside parentheses symbols so that it is calculated first by Excel. Then select the start cell, larger symbol, then select the finish cell. Press enter. Let's duplicate the formula force. As you can see, there are no more errors. We can above check if there are still incorrect values at this point. You may be wondering how exactly does this formula work? You need to remember that a bigger symbol or a smaller symbol will produce a t false skintan, and as I explained before, is equal to one, Efs is equal to zero If the hour number in a start column is bigger than the finished column, this operation will return tru or one. And as we know already in serial number one means a day. In other words, 24 hours or the next day cycle, if we add that to an existing serial number value. In conclusion with this formula, every time Excel finds a start number greater than the finished number, Excel will correct it by adding 24 hours to the finished time. All right. These numbers are not the results we expected, though. Remember, we have to round them to the nearrest 30 minutes first. So we click on a starting location at an embran function. Basically, all the functions we created earlier become the first argument of the embran function. Type in a comma symbol. For the multiple argument, we type double quote zero colon 30, colon, zero again, and double quote again. The new closing parenthesis, the rounding is done, but still we are not finished yet to convert the result to decimal ho format. We need to multiply it by 24, then press enter, duplicate the new formula to the bottom. Currently self still considers the numbers in E cell as surreal numbers, even though we have converted them into decimal hours. So we need to change the formatting to general. So we can see the original numbers. And here is the final result. 127. Calculating elapsed days and years: In this video, we are going to discuss three functions in Excel to count the number of elapse days and years. The first is the dis function. We use this function to count the number of days elapse from two provided dates. It will count all days, including the holidays. One thing you need to notice is that this function has D N and start with argument locations reversed, which is if we compare this function with other similar functions in Excel. I don't understand the reason why Microsoft made the argument locations different from the others. The next function is network days international. This function is similar to the days function in that it also counts the number of days that have passed. The difference is that this function can count only weekdays and ignores weekend days, as well as other holidays. We can determine when weekend days are and when the holidays are. We will see how to define custom weekend and holiday days later. The third function is year frack. We have already discussed and use this function in first chapter when we discuss various steps in Ep cell. Just to remind you, this function will calculate the number of years elapse between two provided dates and written a desable number. This function has an optional argument called basis that we can use to determine the basis for calculating the number of years. For more details. Let's take a look at the following examples. In this file, I provide three rows of start date and ended data, except for the third row where I only write the word today. We can generate two days data with the two day function in the cell. But I intentionally want to show you the possibility of including the two day function as an asset function inside other time functions. All right. In the first column, we are asked to calculate the number of days elapse from these two dates. For this task, we can use the das function. Don't forget that the arguments of the functions are inverted. So choose the end date first. A comma and start date enter and here's the result. The cell below it can use the same formula. So let's just duplicate it down. Okay. Next, we are asked to calculate the number of days that have passed since the date of Indonesia's independence day or 17th, August 1945. Type equal sine. Then select these function. For the deed argument, we want to use the two way function. Remember, the two day function is one of the lotal functions, so you shouldn't use it too often. Again, I just want to show you the possibility of using this function as an argument inside another time function. Type ka, then select a cell in a column A has to start date, using parenthesis, press enter, and this is the result. So is to use ds function. In the next column, we are asked to count the number of working days that have passed. For this, we can use the network days international function. Select the start date cell. C, then select the end date cell. Next, the weekend argument is optional. If the days are Saturday and Sunday, you can leave the argument blank. Then the holidays argument is also optional. I left bank, then function, we assume there are no dates other than the weekend days. For now, let's assume we want to input these two dates as holidays. We should note that the Holidays argument accepts input in the form of an array of text data. We write each text in a number format year slash month slash date. So type an open clip bracket to indicate that this is the beginning of an array. The double quote, then type 2023 s 422, a double quote again. Next, type a comma, and a double quote again, type 2023 slash 629. Then a double quote and a closing co record. Don't forget a closing parenthesis to close the function and press enter to confirm Here is the result. For the second entered cells. We can duplicate the first formula to save time. In the second cell. We don't need to count the dates or the holidays argument. However, the weekend or weekend days are unique, which are Thursday and Friday. These are the weekend days that apply in Arabi countries such as Saudi Arabia. So we remove the holidays argument, including the comma. For Thursday and Friday holidays. We can oe option six. You can just double click on the option. An Excel will type the number automatically press enter. Then here's the result. Lastly, we want to calculate the number of working days since independence day. Like the formula in the column, we can replace the end date argument with the two day function. We don't need the holidays argument, so we can just remove it. Next, for the weekend argument, we must input Monday and Friday as the holidays. This kind of custom holiday is usually applied in retail or restaurant business, since they have to open every day, their employees have different weekly days off. Now, because the Monday Friday combination cannot be found in a number argument option, we need to use the text argument. The method is as follows. We first type seven digits of zero wrap inside to double codes. Each of these digits represents a day of the week. So this is Monday, this is Tuesday, Wednesday, Thursday, and so on. To make it a holiday, we need to change the number to one. Let's change this f zero to one, so that Monday is considered a holiday. Then we also change the zero in a fifth digit to one so that Friday is considered a holiday also. If you are done, you can press enter to confirm, and here is the result. Finally, we want to calculate the number of ears that have passed. Type equal symbol, o the year f function. Select the start date cell, a comma and then select the N date cell. For the base argument, I recommend you to always use the number one argument so that Excel calculates the year according to the calendar. If you use the other options than when the year is a leap year. It doesn't count as having 366 days after you are done press enter. Now for this first straw, because the two dates are less than a year of part, we get a decimal number that is less than one. We just round it up to one digit by pressing this button a few times. So now the number one is displayed. For the two cells below it, we can duplicate the first formula. The formula in the second row is already correct. What we need to fix is the third row, like the previous column, we need to change the ended argument to two day function, re enter, and here is the final result. 128. Calculating deadlines: In this video, we will discuss two functions in Excel that we can use to calculate deadlines. This is usually useful when we have non cash transaction or need to pay within a certain time frame. For example, we buy some raw materials from a vendor in January and promise to pay at the end of March. It can also be useful when we determine the date of salary payment for our employees or when we have to calculate the payment date of monthly bills, et cetera. The first function is e date. Basically, this function returns a date based on a start date input and the number of months passed. At first glance. This function is too simple and not very useful. But we will see later scenarios where this function can be very useful. The second function is EO month, which actually stands for end of month. The argument of this function is very similar to the E date function. The difference is that it will return the lest date of the month and not the same date as the original date argument. Let's look at the examples. Let's say in December 2023, we start three subscription surfaces at once. It might be Internet, cable TV, website hosting, and so on. We want to estimate the next bill do it in the coming months. For cases like this, you might be thinking of just adding 30 in each month going forward. This method doesn't work. Because the number of days in each month is different. January has 31 days. February 28 days, March, another 30 days, April, 30 days, and so on. Let's also not forget that 2024 is a leap year. This means that February consists of 29 days, not 28 days. So again, it is not as simple as adding the date with 30. That is why we need the date function. Let's try now type equal symbol, then choose the date function. For the initial date argument, we select the cell. Because later we will duplicate the formula to other cells, we need to press f43 times so that the column is absolute, but the row remains relative. Then for the number of months, use cell B two, press f42 times, so the row is absolute, but the column remains relative press enter to confirm, duplicate the formula to the sit. The blue click to duplicate the formula to the bottom. And this is the result. You can see for the third and 15th, all the dates appear the same in every month. But for this 34th date, because there is no 34th in February, EXL automatically finds the nerest available date, and since 2024 is a leap year, the closest available date is February 29. As for April, the closest date is 30. All of these are solved by Excel automatically. All right. Next, let's open the second sheet. The dummy data provided is similar to the first sheet. The difference is, here, we are asked to calculate the end date of the month type equal sign, choose the EO month function. Then for the arguments, everything is the same as the previous e date function. So we click this cell, then press f43 times, click this cell, and press 42 times and then enter. Duplicate the formula to the site, then also to the bottom and here is the result. As you can see, the O month function always returns the date at the end of the month. 129. Input numbers as text: In this video, we will discuss how to input a series of numbers into Excel. But instead of as number data, we input them as text data. You might be wondering, why do we want to do that? Why not just as numbers. So a leader, we can perform calculations on them. There are three reasons why you want to do this. The first reason is that not all numbers that exist in this world can or should be processed mathematically. Examples are pin numbers, postal codes, tokens, and so on. These numbers should not be changed, and even more, they should be protected from any accidental mathematical operations. One way to do this is by converting them into text data. The second reason is the limited number of digits that can be processed by Excel. You need to know that Excel can only process number data that consists of a maximum of 15 digits. Meanwhile, meaning important numbers consists of more than 15 digits, such as the Indonesian National ID number, which is 16 digits, then the Indonesian electrical token, which consists of 20 digits. And also credit card numbers, which consists of 16 digits. It can even be 19 digits, if you include the secret code. If you try to enter these important numbers as number data into Excel, then the numbers in a sixth digit and beyond will be ignored or converted to zero. Just to prove this, if we type the numbers 123-45-6789, 123-45-6789, there are a total of 18 digits that we just type, press enter We can see the last three digits of the 16th 17th and 18th digits turn into zero. Imagine if you save your national ID number or your credit card number in Excel, but later find out that all the numbers at the back turn into zeros. Of course, you basically lose those numbers as they are no longer valid. The third reason is, if the number we want to input is preceded by one or more zeros, then Excel will let them. Why? Because if it is a number letter, Excel considered the zeros in front unimportant to prove it. Let's assume I want to record a cell phone number in Excel. I type 08129800 300 and enter. You can see the zero in front of this phone number is deleted by Excel. There might be other reasons why you want to input numeric data as tax, but I think these three reasons are enough to illustrate the importance of this method, right? So how do we input numbers as tax in Excel? There are three approaches we can take. The first one is by adding an apostrophe or a single quote symbol at the beginning of the number. The second is by inserting special characters such as dash or space, and third is by changing from meeting to text. First. Before we input the number, personally, I prefer or often use the third method because it is cleaner. In other words, there are no unneeded characters added to the data. But let's see the example of each of these methods, in case you proffer or need the other two methods. Let's say, we want to enter a credit card number into the cell. Using the first method, we can press a single quote force. Then type in the number. I'll just use a demi card number 12345678, 12345678. Then enter. If the number of input is left lined, and not right lined. We know right way that the data is considered by Excel as tax and not number. Now, if Excel detects that there are numbers imputed as tax, usually, Excel will give us warning. We can just ignore this warning message. No problem. But if you feel annoyed by it, you can click on this icon. You choose ignore error. All right? The second method is by including special characters in data. This works because number data cannot include non numerical glips. Let's try in putting a credit card number again. But now we separate the numbers with a space or the symbol per four digits. For now, I will use the space character as an example. Type 1234 space 5678 space 1234, space 5678, the enter, because the result Lf line. We can be sure that the data in this cell is considered as text by Excel. Now, let's try the third method, select a blank cell. Before we type anything in it. First, we change the cell formatting to text. Only then do input the number. For example, 12345678, 12345678, the ner. This method is also usually produce warning message. As before, you can just choose the ignore error option to clear it Again, this last method is my favorite because the data is cleaner. If you not this, the single quote method also looks clean at the glans. However, if you look at the formula box, you can see that the single quote symbol has become part of the data. Unlike the last method we use, both the data displayed in the cell, and the actual data found in the formula box are free from extra characters. 130. Basic text extraction: In this video, we will learn how to extract a short text from longer text data. We will discuss three functions, namely left, med and right. The left function will retrieve a few letters at the beginning of text. The number of characters retrieve is determined by the Numb chars argument, which is sorted from from to back or from left side. The mid function will retrieve some letters in the middle of a text. The ordering of the first character is specified by the Start Num argument, and then it will sort to the right until the number of characters specified in the Numars argument. Left function is right. This function is similar to the left function, except that the characters taken are sorted from the back or from the right side of the text. To see these functions in action, let's see the following example in this exercise file, I provide the Mita in the form of car product codes. Let's assume we are asked to determine the brand of the car or the name of the company that makes the car. Then the type of the car, and less one is the color of the car. The car product codes in this first column, which consists of five characters. Refers two characters are for the car brand. The middle one character is for the car type, and less two characters are for the color. We can see the complete data or reference in the second worksheet, refers table describes the name of the car maker or the brand. I have given a unique name for this table, which is manufacturer. The second table specifies the type. I call the table type. And the table specifies the color. I call this table color. Because we need to match vertically stack data. We need to use the x luca function or we can use the Voluca function. I will use these two functions just to refresh our memory. Back to the first walk sheet. We can start by selecting this cell. We want to enter the left function as the argument of the Voluca function. To make sure that the left function is working correctly, we can start with this function. First, click on the cell in the code column, then coma then type two, because we want to return only two characters that are at the beginning or left side of the text presenter, and this is the result. We can first check whether this left code has the correct result. If so, we can wrap this left function as the Luka value argument of the Vuca function. Click on the starting location of the formula. Choose the Volca function. Then click at the end of the formula, or you can also press the end button on the keyboard if you want. Type a coma. Open the second sheet, and click drag at the top of the header in the manufacturer table. Then a comma. For the column we want to return, B type two, because this is the column that we need. Next, we have to select the false option for the exact match search mode, close parenthesis, then pres center, and here is the result. In the next column, since we want to extract the characters in the middle, we can start with the mid function first. So like the cell in the code column, then because we want to take the third character from left, we type three in Start Nam argument. Come again. Then we only want to retrieve one character. So input one, the press enter. It looks like the result is correct. We can input this mit function as the first argument of the x luca function, press D N key, then type, open the second sheet, select the code column, then select the type column, closing parenthesis, and hit enter. This is the result so far. Lastly, we want to use the right function. I'm sure at this point, you already understand the pattern to save time. We can just copy the formula in the first column and paste it into the cell in a left column. Next, we need to revise the formula bit. We need to change the left function to right. The two arguments are correct because we want to take two characters from the cell in a code column. Now, for the table reference, besides selecting the cell manually, we can just type the table name directly. We already know that the table name is color. If the table name is long, you can just type in the first few characters such as call. Exel will display the table name in a suggestion list. Double click on the name, then press enter, and here is the result. 131. Text extraction with delimiter: Now, we will discuss two functions in Excel, namely text after and text before. We can use these functions to extract text data that contain separator characters or what is commonly called Dilmeters. Any character can be used as a delimeter, as long as it is used consistently. So characters that are often used by people for delimeters are the comma tab space, minus or dash, colon and semicolon. We can use more than one character IO delimeor. For example, in this file, I created D Mite data consisting of name, e mail, for number and city at a glance. Most people will think that the delimeter is the comma, but that is not correct. Notice that its data type is separated by a comma symbol followed by a space. So for this case, the delimeter is the comma character, and also the space character, even though the space character is invisible, right? A brief explanation first. The text after function returns the entire text, that comes after a certain number of delimeters, that we specify the order in the instance num argument. By default, the delimeter is counted from the front to the back or from left to right. But if we input a negative number in instant numb argument, then the delimeter will be counted from back to front or from right to left. The text fore function generally works similarly to the text after function. The difference is that it returns the entire text before the specified delimeter, instead of a tree, like the text after function, the text fore function also supports backward sorting, that is, if input negative value in instant numb argument, For more details, let's do an exercise using the file I have prepared. Let's say we are asked to extract the name from long text data first column and place it in a second column. Then in the next column, we are asked to extract the city name. And finally, we are asked to retrieve e mail address. Since these data are separated by the meters, we can utilize the text before and or text after functions. Let's start with the name data. Type equal symbol, choose the text before function. Click on the cell where the data is. Ce Now, we need to determine the dimeter character. We have to input in text form, so type double quote first, then type a coma in space, then double quote again, next, type a comma again. Then we need to determine which delimeter we want to use as a reference. If we look at the text data, there are a total of three dlimeters, one, two, and three. If I enter three, then press enter, This is what happens. All the text before the third dimeter will be returned. Since we only want to return the name, we have to refis the instance num argument to one enter to confirm, and this is the result. It now only returns the text before the first dimeter, as we expected. Next, we want to extract the city name to save time. We can just duplicate the formula we created before. Then we refis the formula by changing the function to text after If we press enter now, this is the result we get because the text after function returns all the texts after the first d millimeter. This makes the e mail, phone, and city names all returned. To improve the formula so that it only returns the city name, we have to change the instance dam argument to three because there are one to three dilimeters before the city name. This is the first way we can go about it. But suppose the text data is very long, perhaps up to hundreds of dilimeters. Meanwhile, we only want to retrieve the data at the back or close to the back. It would be easier if we saw the dlimeter from the back, also. Previously, we use regular or positive numbers, for instance, num argument. So the dlimeter is counted from left to right, one to three, and so on. Now, we are going to use negative number, so the counting order will be minus one minus two minus three, and so on. For now, let's use minus one because we want to target the rightmost meter. Press Enter, and here's the result. Lastly, we want to retrieve the e mail. To retrieve data in the middle of text, we can use both text V four and tex after functions together in sted manner. We can put text four inside tax after or vice versa, we place the tex after function inside text four. For now, I'll be using the text after function inside the text Vf function. To make the process clearer, let's input one function first, which is the inner function. So select the text after function, choose the cell. Duque space, double quote, a then one, enter. Now we have removed all the texts before the e mail data. From this resulting data, we want to retrieve only the first data, or in other words, the data before the first meter. So click on the starting location of the formula, choose the text V f function. The text after function that we created earlier now becomes the data for the text V f function. Rest DN key on the keyboard, double quote space, double quote again, and coma then type one, and a closing parentheses, if you are then press enter to confirm, and here is the final result. 132. UPPER, LOWER, and PROPER: This will be a short lesson video. We are going to discuss three functions to just the letters case or capitalization. The first function is up per, which will make all letters aprocse. The second function is flower, which will make all letters lower case, and less one is proper, which will make the letters at the beginning of each word aprocse, while dress become lower case. Let's delve in and practice using the file I have provided I created the M data of people's names and also the city where they live. I deliberately made the capitalization mess to simulate people's mistakes when inputting data. Let's start with the upper function type equal symbol, then type up per press step. Then select this cell and press enter. As you can see, all letters of the text data on the left have been changed to procs. In the next column, we want to use the lower function. Select the data cell. Then now all letters become lower case. In less column, we want to use the proper function. Select the tex data cell again, then press enter. A letters are now lowercase, except for the letters at the beginning of each word. We can see that for our current scenario, the proper function is the most suitable to apply, so that is a brief explanation of the and proper functions. 133. Combining text: In this video, we will discuss several techniques for combining text in Excel. The first technique is by using the prosen symbol. Basically, if we use this symbol in a formula, we can combine one text with another as if we are doing some operation or numbers. The second technique is by using the concat function. Please note that this concat function was released by Microsoft in 2016 as a replacement for the concatenate function. So for those of you who are still using Excel versions before 2016, you can use the concatenate function. But if you already use Excel version 2016 or higher, you should switch to the concat function. Because the way to use this two function is the same. I will only discuss the NR function, which is the concat function. All right. The third technique is to use the text join function. Just by looking at the syntax, we can tell that this function is more sophisticated than the concrete function. It provides more arguments that we can use to control the result. This is understandable as this function is the newest compared to the rest. It was released in 2019, so you will need ex cell version 2019 or higher to be able to use it. For practice, let's open a file that I have prepared. On the left side, we have several rows and columns that contain people's names along with their first title left title and middle name. Our job is to combine these type data, so they form the full names correctly. For this, we will be using three different techniques, namely with the proved pran using the concat function, and finally, the types join function. At this point. You might be wondering, why don't we just use the Flash field technique? If you forget what Flash field is, please refer back to the lesson video in a chapter where we discuss various steps on Excel. Unfortunately, for this exercise problem, we cannot use flash feel. Why? Because if you not this, the data cells are not consistent. Sometimes they contain data. Sometimes they are empty. The flash field technique needs consistent data to be able to correctly. All right? Let's start with the person technique. Type equal sign, then select the cell, the pro sent symbol, then select the cell, and the mprove sent symbol again, then choose the cell from the third column. Another proves symbol, choose the cell for the left name. Then the pro sent symbol. Finally, select the cell for the left title. If we press enter, This is the result we get. All the text has been joined. But the problem is, there is no separator or delimeter between one word and another. For this problem, you can just add spaces at the end of each text data one by one or row by row. You can use this method if you do not have a lot of text data. But if you do have a lot of them, you should use the next approach, which is to add a delimter tor in the formula. We want a space after the first title. So add the prosen symbol again, then type double quote space double quote. Again, you must add double quotes because a space character is text data to save time. We can select the prosen symbol. Until this double quote, then press Control C to copy. Then click on the location before the next pros symbol. Then press Control V to paste. Repeat the process for the other pros symbols. When you are then press enter, and here is the result. Now, let's look at the next method, which is using the concat function, press the equal symbol, the concat function. Now, the advantage of using the concat function is that instead of selecting the cells one by one, we can just click direct the cells like this. Then press enter. So it is much faster than the prove method. The problem is that if we have to input a dimor into the text, then inevitably, we have to input the cell references one by one like before. So I click on this cell first, then type double code space and double quote come again for rest of data. We can just all these codes, press Control C. Then we paste it four times. We can remove this last space texts. Next, we need to revise this cell reference to point to the first name column. This one should point to the middle name. This one is for the less name, and one is for the less title. If you are done, you can press enter to confirm, and this is the result similar to what we see in a previous result. In conclusion, using the concrete function can be faster than the prove method, but only if you don't need any delimter. If we have to add limeters, the process becomes almost as troublesome as the improve sent technique. The last method is to use the text join function, press equal sine, and select the function. The first argument of this function is de limeor. We want to use a space for the delimeor. So type in double quote space and double quote again, comma Now we have to determine if we want to ignore empty cells. For this, you should choose the true option because if you choose false, every time there is a blank cell, E cell will still add a dllimeter there. For our current keys, we are using a space character illimeter. So every time there is a blank cell, such as before the name gardi for example, or between the names Putra and Cafe, there will be extra spaces that we don't need. So again, you should use the true option instead of false. Next, for the text data, we don't need to select the cells one by one. We can just click drag from the first cell to the left cell. Then press enter to confirm and here's the result. At a glance, it is similar to the previous columns. For this exercise, we can conclude that the text in function is much more convenient to use compared to the other techniques. This is because we don't need to select the data cells one by one, and also because this function already provides a special argument for the limiter. One less advantage of tax join is that it ignores empty cells. If you notice, there are actually double spaces in the formula results in the previous two columns due to the empty cells. We can avoid this problem if we use the tax join function. 134. Splitting text: In this video, we are going to discuss a technique to split along text into many columns and many rows. For this, we can use a function called text split. We can tell that this function has a lot of features just by looking at the number of arguments provided. I will try to explain each argument briefly first. The first argument is the text that we want to process. The second argument is the call meter specifies the character used as the data separator. It is called call from the word column because the dimeter will cause the data to split into multiple columns. The third argument and so on, are optional. Raw demeter argument specifies the delimeter character that will push the data to the next draw. Then the ignore empty argument can be true or false. If it is true, Excel will ignore empty data, or when there are two delimeters next to each other without anything in between. If it was false, then Excel will create a blank cell in place of the empty data. By default, if this argument is not written, the false nition will be used. The next argument is the match mode. This argument is rarely used. It is only useful if we use letters as deminers. Since letters can be appro case or lower case, this argument determines whether we want to honor or ignore the letter capitalization. If the value is one, then uppercase and lowercase letters are considered the same. In other words, case insensitive. If the value is zero, the function will be in case sensitive mode or aprocse, and lowercase letters will be considered different. The default value is zero, Again, since people rarely use later characters as delimeors, we almost never need this argument. The last one is the pad with argument. This argument is useful if there is an error in the data, which is when the amount of data in each row or column is not uniform. If we leave this argument then, el will only display on any error message, Now, you need to remember that the text we function will produce a dynamic ray. This makes sense as the function can produce multiple rows and or multiple columns at once. To see the function in action, let's look at the following examples. First, we want to separate the text of this lesson list into horizontally separated cells. We can type the equal symbol. Choose the text we function. Then click on the data cell, and comma next photo call delimiter argument. We type in a double quote minus symbol and double quote again. Then press enter, and this is the result. The data has been spread to different cells or columns. If you want to spread the data down or vertically, then you have to input this minus symbol S zero Dilmeter. So you lift the code Dimter argument empty and code S zero dimter. Press enter, and this is the result. The data is now spread vertically. Let's say you want to utilize this data further. You can do that by directly referencing the cells in another formula. So you can just left the cells like this SD are or as a dynamic way. But if you no longer need the text split formula, and just want resulting data as ordinary value. You can use the value stction techniques we have discussed before. Just as a reminder. You can select all these cells, press Control C to copy, then select number of cell as the target location, press Control of V, then forget to click on this molecon, and choose the values option. Or you can also click on this big pace button. Then select values. Besides the CPPs method. We have also discussed the right button d rag method. Just to remind you again, you can first select the cells, then move the mouse to the border of the cell selection. Then click drag using the R Mus button, release it on another location. Then select the copy here as values only option. You can also utilize this method to overwrite the same cells location and remove the formula in the process. So click drag with the right Mos button, but then move it back to the original location. Release and select copy here as values only. Now, these cells are no longer a dynamic way, but normal cells with plain text values as the formula has been littered. Okay. Let me delete all these data, so they do not interfere with the next example. If we want to separate the resulting text into columns and rows at once, then the data must contain two types of dllmeter. We can see that this text has a comma delimeter, and semicolon dimeter. We can use the text bled function again. Select the cell. C. For the first argument or the column separator, we want to input the comma character. As for the row separator, we use the semi colon character. If you are done, you can press enter, and this is the result that you will get. Now, let's see what happens if there is empty data. In the next example, I intentionally remove the name gum from the text data because the data position is relatively the same as the previous example. We can just copy paste the formula to save time. So this is what happens if there is empty data. By default, ex cel will create an empty cell. In location, where there are two dllmeter side by side without any data between them. This happens because the default value of the ignore empty argument is false. If you change the argument to true, Then this is what we get. Now x detects that there are only four data in the first row, while there are five data in the second row. This is why the NA error message appears. If you ever find a condition like this, there are at least two approaches that you can do. The first is that you can input the pad we argument with other characters to replace any NA error message. Currently, we don't need the match mode argument because the delimeor is not a letter. So we just leave it blank. For the pad with argument, we can enter any character we want. Let's say, I use three dots or periods for this argument. Press enter, and this is the result. So that is the first approach. The second approach is to fix the source data if the student's name Ago doesn't exist. It only makes sense if his grade does not exist either, right? So we just delete the grade data. You can leave it like this or to make it tidier. We can also delete the demar character. Because now the amount of data in the first row and second row are exactly the same. Excel has no more reason to show any any error message or repaired character. 135. Searching for values based on rank: From this video onwards, we will be going through various functions in Excel that are generally useful for statistical tasks. Previously, we discussed the mean max, as well as minif and maxv functions. These functions are useful for finding the largest value or the smallest value. But now, what if we want to find the second largest value or the third value before the smallest and so on. The point is, we want to return the data based on the ranking level we said. Well, for this, we can use the large function and small function as the name suggests. The large function will search based on largest value and a small function such as from the smallest value first. Apart from these functions, I will also mention a function that can rotate data called transpose. Let's see how we can use the functions. In his file, I provide the Mata in the form of a donation program report. Suppose we are asked to find the largest donation value in a to rank. We can type equal sign, select the large function, then because the data is a table, we can click on at border of the header. Com then type three, and enter. So the value of 100,000 is the third largest number of the amount of money donated. Okay? Now, what if we are asked to return not just a single number, but several largest or smallest numbers? For example, we are asked to find the five smallest donated numbers. For this, there are two approaches that we can take. The first approach is to write the numbers in a separate column like this. This is Ring one, this is Ring two, three, and so on. We can write the function in the cell next to it, type equal symbol, find a small function, tab, select the to column, and into ranking value from the cell next to it. Press enter, and this is the result. For the second, third, and so on, we just need to duplicate the function, right? So this is one way to do it. The second approach is to use an array as the input for the ring argument. Let's try that with the large function. So instead of just inputting one ran number, we create an array that contains many numbers at once. For the ray data input, remember that we have to wrap them inside briefs, type the number of one to five, each separated by a comma symbol. After that, we can press enter, and here is the result, largest values from the first ran to the fifth ran, because we can see a blue rectangle around the cells. We can tell that they are not normal cells, but a dynamic ray at this point, you might be wondering. So what if we want to make the data extend vertically instead of horizontally, well, you can use a function called transpose. We can input the previous large function as the argument of the transpose function. The forge too close the parentheses at the end of the formula. Press enter, and here is the final result. Again, the transpose function will convert column ta into row or the opposite row a into column. Just to prove this, if I wrap these functions again into the second transpose function, then close the parentheses and then hit enter. This is what happens. The dynamic weight data that we have returns horizontally. Let me undo it so we have the vertical result. The last thing I want to mention is that these two small and large functions will automatically ignore empty cells. For example, currently, the value of 100,000 is ranked third for the largest donation value. If I delete the value from the source data, if cell automatically gives the third rank to the next largest data. A empty cell will not be considered to have zero value, because if it is considered to be zero, then of course, it would appear in the first cell in a small column. Just to prove this, if I try to input zero in the cell. Now it appears in Ram one smallest value. Let me undo it. So we have the original 100,000 value. Again, both the small and large functions will ignore T cells as if they do not exist and not by replacing the value with zero. 136. Finding the middle and frequent values: In this video, we will discuss three statistical functions to find the middle and most frequent values. The first one is the median function. This function will sort the data from the smallest to the largest. It then returns the value whose order is exactly in the middle. Next, are the mode functions. Basically, they will return the number that appears most often or most frequent. What makes them different is that mode single only returns one value, which is the most frequent one. The first one found in the data. Was mode multiple can return several values at once. That is if all the values are equally present in a data. You need to remember that the mode single and mode multiple functions were designed by Microsoft as replacements for the old mode functions. So if the Excel version you use already supports the mode single and mode multiple functions, you should not use the mode function anymore. For more details, let's take a look at the following examples. Let's say we want to calculate the median value of this data. Type equal then MD and tab, then select these five beta enter. You can see median returns the third number. If I change the first number to two, for example, the result of the median function doesn't change. Even if I change the res number to 100, the result still doesn't change. But if I change the fourth number to one, the result changes. Why does this happen? Well, Because Median doesn't look at the order of the data as it is in the cell, but it swaps the data first. Previously, the data view change did not alter the order of number three. But with less data change, it is number two, which is now the third position. To see it more clearly, we can select all these data then we use the sort command from small to large. It turns out that currently the middle position is now the number two, not the number three anymore. All right? At this point, you might be wondering, then what if the amount of data is even? So there is no middle value in sequence. Well, what is unique about the median function is that when the number of data is even, it will take the two values in the middle and then calculate the average value between them. For example, we have data in the form of numbers 1-10. If we try to calculate the median, the result will be 5.5. Again, this is because the median function takes the numbers in a fifth and sixth order and then calculates the average value between the two, as before, since only these two sequences are important. If we change this one number to zero, for example, the median value does not change. Even if we change the number ten to one median value doesn't change either. But if we try to change any of these two numbers in the middle sequence. For example, if I change six to seven, the median result will be affected, all right. So that is how the median function works. Let's look at another example. Now, we will be using the single mode molt functions. If you notice in this deto set, there are three numbers that appear most often, which are one, two, and three. The other numbers only appear once and sometimes twice. Let's try calling the mode single function first. Then select all these cells and then enter. This function only returns the number one, even though the number of two and three show up as many as the number one. Now, let's try the multiple function. Select the data cells and enter. Unlike the previous function, the mode multiple function can display more than one number if they are all equally the most frequent numbers, since the result occupies many cells. We can be sure that this is a dynamic way. Now, one important thing you need to note is that these two functions do not perform any sorting force when calculating the data. So they are quite different from the median function we discussed earlier. Just to prove this, suppose, I swap the position of this number one with the number two. So this one becomes two, while this one becomes one, the mote single function now produces the value of two because the number two is what it finds first, likewise, with the mod multiple function. Although it still displays all three numbers, the position of the number two is now above the number one. 137. Calculating variations and combinations: In this video, we will discuss three functions to count the number of possible variations and combinations of objects. We will discuss the effect, combine and combine a functions. The first one is the fact function. You need to know that the name of this function is not derived from the word fact, but from the word factorial. In math, the factorial operation is written with an exclamation mark. The factorial of a number is equal to the number multiplied by other smaller numbers up to one. For example, the factorial of five equals five times four times three times two times one. Okay. Then why do we need this factorial operation? The answer is because it is useful for calculating the number of possible variations of a set of objects or the order in which they are praised. For example, if we have two cubes in red and green. There are only two possible variations on the order, red green and green red. If we have three cubes. Let's say we add a blue one into the mix. We now have six possible variations, red green, blue, red, blue, green, green red, blue, green, blue, red, blue red green, blue, green red. If we have four cubes, there will be a total of 24 possible variations, and so on. If you notice, all these total numbers of variations are the result of a bacterial calculation. You can see that the number of factorials can get very large very quickly. The factorial of these ten items is already 3,000,006 to 8,800 possibilities. Using this function is very easy as it only has one argument. Just for example, a family of seven people owns a seven Sater and PV. The question is, how many total posable sitting positions are there in a car, assuming that all of them can drive, so they can all sit in a driver seat. To answer questions like this, we can use the f function. So just type equal, choose the name of the function. D type in seven. It turns out that there are a total of 5,040 possi sitting positions. That is a lot for this family to choose from Now, what if there are only two people from the family who can drive or sit in a driver seat, this means that there are only six seats that can be rotated while one seat can only be occupied by two people or has two possible conditions. For this, we have to calculate the factorial of six multiplied by two. The result is 1440 possible variations. You can utilize this function to other more complex cases. But at this point, I am sure you understand how to use it. Next, we are going to discuss the combine and combinar functions. Basically, these two functions are useful for calculating the number of possible combinations. If the number of objects to be combined is less than the total objects available. Unlike the fact function, these two functions only count the combinations. Variations in location, layout of objects are ignored. So then why are there two different functions? Well, we use the combine function in case repeating items is forbidden. So each combined item must be unique and cannot be duplicated. In contrast, the combine a function allows the same object to be repeated within the combination. To make it clearer, let's look at the following example. We want to prepare lunch box for school children. There are ten types of snacks that we can buy. But there are only four snacks that we can put in each of the boxes. The question is, how many total combinations of lunch box packages can we provide if there cannot be the same snack inside one lunchbox. To answer this question, we can use the combine function. So we type equal sign. Select the combined function, then type ten, because this is the total number of snacks that we can package. Type a comma, then type four As this is the number of slots or spaces available. Press enter, and he is the result to 110 possibilities. Okay? Now, let's assume that each child is free to choose the type of snack they want in their lunchbox. So it is possible that the child chooses the same snack multiple times because it is his or her favorite. For this, we have to use the combine function. Now, instead of typing in the numbers manually, we cannot excel do the counting for us. For this, we can make use the count a function. Remember, do not use the regular con function because the con function will only count the amount of data if the data type is a number. The snack names data is tax, which is why we use the con function. Then just click on the top border of the column header as the data is the table. Then closing parentheses. Next, instead of typing the number four, you can just click on this cell. Closing parentheses, then enter, and here is the result, 715 possible combinations. 138. Forecasting value based on trend: In this video, we will discuss the technique of forecasting values based on trends. Essentially, we provide past or pre existing data. Then we use the data to calculate possible future values or conditions. To calculate trends, Excel actually provides many functions. In this video, we will only focus on trends where the data forms a straight line. In all the versions of Excel that is before 2016, you can find two functions to calculate straight line trends. They are the forecast function and a trend function. The forecast function returns a single number. While the trend function can return multiple numbers or a dynamic ray. However, since 2016 version of Excel, the forecast function is no longer recommended for use because it has been replaced by a new function called forecast linear. Besides forecast linear, Microsoft also introduced several other types of forecast functions that are more suitable for data patterns other than straight lines. Now, what is unique about this forecast linear function is that its features become similar to the trend function. When I recorded this video, the two functions can both produce a dynamic array with the exact same calculation result if use the true value in a constant argument. That is why in this lesson. I will only focus on a more recently released function, which is the focus linear function. Before looking at how the function works, it is important that we first understand what trend is. Simply put a trend occurs when there are two different but related data sets. For example, the trend in a number of smartphone users from year to year. The year number is the first data, or we can use this SDx axis. Meanwhile, the number of smartphone users is the second data, which we can assign S twoi axis. We can describe the trend S two curve or line because each data point or encounter has two values, one for the x coordinate, and the other for the coordinate. Although people usually associate the term trend with time, any data can be used as the x axis or y xs. So it doesn't have to be time. As long as there are two sets of data and they are correlated, we can calculate ting off them as a trend. When you see the forecast linear function, there are two important things you need to pay attention to. First, make sure that the data tends to form a straight line. Secondly, the dataset you want to find should be the Y axis, and the dataset you provide should be D X axis. If we are still confused, that is okay. Hopefully, the following example will make things clearer. In this file. I provide the Mata uniform of an analytics report from a website or blog. Un first column, we have the number of page views per month. And in the second column, we have the number of sales generated in a month. The data is deliberately not sorted by time or month, but sorted by the number of page views from the smallest value to the largest value. The goal is to make the chart or diagram line form a straight line. To see whether the data forms a straight line or not, we can make a chart first from the data because the data is already a table. We can click inside the table area. It doesn't matter in which cell. Then open the inside Tribon menu, then choose the chart type scatter xy, and let's just oe the sharp line style. Hold out and reg the corners of this chart to the grade border to make it look netter. All right. You can see that the data doesn't really form a perfectly straight line. Sometimes it's sticking up a bit, and sometimes it's plunging down. This is normal because that is how most data is in a real world. The important thing is that in general, the shape remains close to a straight line. If in this process, the data turns out to be curved exponentially, you should not use the forecast linear function, but use another type of forecast function. Okay. The first question is, if this website has a target to generate $10,000, how many page views does it need? We can type the equal of sine. Choose the forecast linear function. Then input PentosN universe argument. C, now we need to input DY axis data. Remember, the data set we want to find has to be in y axis, so we click on a page views column. Then come again. Then 40 x axis, we select the sales column, press enter, and here is the result. We need about 4,992 page views to generate sales of $10,000. All right? The second question is the reverse. That is the data provided is page views. While the data that we need to find out is the projected number of sales. So we call the forecast linear function again. Then type in 5,000. Then click on the sales column, again. This is because we now want to return the number of sales. Then a comma, and then click on a page views column, press enter, and he is the result. It is estimated that this website makes $9,828 if you can get 5,000 page views. Besides inputting one number, you can also input several numbers in the form of an array if you want. Of course, the result will also be a dynamic array. We have discussed this issue before. So I am sure in Cha, you already understand how to do that.