Excel formulas and functions are two words that you may have heard a lot during the Excel learning process. Those words are sometimes used interchangeably, this is why they might be confusing at times. Do not worry we are here to make you understand their difference with examples. Let us start with the functions. What […]

The post Excel Formulas and Functions appeared first on TheITstuff.

]]>Excel formulas and functions are two words that you may have heard a lot during the Excel learning process. Those words are sometimes used interchangeably, this is why they might be confusing at times. Do not worry we are here to make you understand their difference with examples.

Let us start with the functions.

A **function **is an **expression **that is predefined by Microsoft to perform a specific task. The function has a **name **that ends with **Parentheses ()** in the end.

Between these parentheses, we pass on the parameters into the formula.

**RAND()** is a function that is predefined in excel to print a number randomly between 0 to 1.

**=RAND() // 0.892964198**

There is not much, this function can do. It is just designed to print the numbers between 1 and 0. This is why it is called a function.

**Randbetween()** is a function to print the numbers between two specific numbers. This function takes two numbers as parameters and prints the number between the parameters.

**=RANDBETWEEN(10,20) // 17**

In the function above, the function is taking 10 and 20 as parameters so it will give us the number between 10 and 20 every time the sheet refreshes.

Note – Both **Rand()** and **Randbetween()** change their values when the sheet refreshes. We will have to fix their values if we don’t want them to change.

Name of the Function | Work of the Function |

Sum() | For adding numbers |

MIN() | To find out the smallest number in an array |

MAX() | To find out the largest number in an array |

Today() | To Print today’s date |

Year() | To print the year from a date. |

Row() | Returns the row number |

Column() | Returns the Column number |

Average() | Returns the average |

Len() | Returns the length |

Now() | Returns today’s time with date |

A formula in Excel is an expression that is not pre-defined. A user creates a formula as per his or her own need. A user may or may not use predefined functions in a formula.

Microsoft has been working hard to provide us pre-defined functions for all of our needs but they cannot predefine a function for everything because our needs are endless and unique. This is why they have allowed us to form formulas.

It is like they have provided us with all the ingredients for cooking so that we can prepare our cuisine that suites our taste.

Let me show some examples of formulas.

**=2+2 // Output - 4**

**=322 + 233 // Output - 555**

**=A1+B1+C1+D1 // Output - It will add the numerical values in cell A1, B1, C1 and D1**

In the formulas above we have not used the predefined functions. We have written a formula to add values inside the cells. To add the values we have used plus operator (+). The Plus (+) is a mathematical operator. We are allowed to use all the mathematical and logical operators in the formula.

Operator | Operation |

+ | Addition |

– | Subtraction |

/ | Division |

* | Multiplication |

% | Modulus |

^ | Exponentiation |

Operator | Operation |

= | Equal to |

<> | Not Equal to |

< | Less Than |

> | Greater Than |

<= | Less Than Equal |

>= | Greater Than Equal |

We are allowed to use functions in the formulas. Let’s see an example of a formula with predefined functions.

**=TODAY()+2**

In the formula above, we are using the **Today()** **function **to print today’s date and then add two days to the current date. **For Instance**, if today is **22 January 2022**, this formula will give the result as **24 January 2022**. This formula is written to print a day that is two days ahead. Similarly, we can minus days as well.

Let us see some more complicated formulas.

**=IFERROR(VLOOKUP($J$1&" "&$J$2&" "&$J$3,$A$1:$F$12,5,0),"Not Available")**

You can see the above formula is also an example of a formula that uses predefined functions. **IFERROR **and **VLOOKUP **are two predefined functions, they are used together to form a formula.

The above formula gives us the **qualification **from the table based on the **first name**, **last name**,** **and **department **by using the **vlookup function. **In case the combination does not match**, IFERROR **prints the **Not Available** message inside the cell.

In case you don’t know what is Vlookup and how to use it. We have covered this topic in detail in our last article** What is Vlookup and How to use it**?

Microsoft Excel sheet is not a notepad. It is a result of evolution. It can recognize the reference and change the formula when we drag a formula.

Suppose we have five rows with numbers and we want to add them in the last cell of the row. We write the formula for the first row and drag it to the last row. We do not write the formula for each and every row separately.

Microsoft recognise that we want to use the same formula for below rows and update the references in the formula automatically.

Let us see this example.

See the screenshots above, we did not write the formula for all 5 rows. We just dragged the formula of the first row and till the fifth row, the formula is added and updated.

In case you do not want the reference to change in a formula, you can fix the reference by using the dollar sign ($). You can see in the vlookup example, we have fixed the references.

To add the dollar sign to fix a reference. Click on the reference and press f4 on the keyboard. It will add the dollar sign in the reference.

I hope the concept of **Excel Formulas and Functions** is clear for you now. Feel free to give us feedback or article suggestions.

See you in the next article. Have a good one!

The post Excel Formulas and Functions appeared first on TheITstuff.

]]>Excel Shortcuts. In the journey of learning Microsoft Excel, we learn a lot of functions and keywords. We learn several techniques to handle and manipulate data. It will be really helpful if we learn to use shortcuts. So here I am with 100 shortcuts. These shortcuts are collected for Windows users. Let us begin. 100 […]

The post 100 Useful Microsoft Excel Shortcuts appeared first on TheITstuff.

]]>Excel Shortcuts. In the journey of learning Microsoft Excel, we learn a lot of functions and keywords. We learn several techniques to handle and manipulate data. It will be really helpful if we learn to use shortcuts. So here I am with 100 shortcuts. These shortcuts are collected for Windows users. Let us begin.

Keyword | For | |

1 | Control + N | Create New Workbook |

2 | Control + O | Open a Workbook |

3 | Control + S | Save a Workbook |

4 | Control + B | Turn the highlighted Cell in Bold |

5 | Control + C | Copy Highlighted Cell |

6 | Control + D | Fill the selected cell with the content of the cell right above. |

7 | Control + F | Shortcut to Find in Find and Replace Window |

8 | Control + G | Shortcut to Go to Window |

9 | Control + H | Shortcut to Replace in Find and Replace Window |

10 | Control + I | Shortcut to Make the content italic |

11 | Control + K | Insert Hyperlink in a Cell |

12 | Control + L | To Create New Table |

13 | Control + P | Print a Workbook |

14 | Control +R | Fill the selected cell with the content of the cell on the left. |

15 | Control + U | Underline Highlighted Text |

16 | Control + V | To paste anything that was copied |

17 | Control + W | Close the current Workbook |

18 | Control + Y | To undo Control + Z |

19 | Control + Z | To Undo Recent Action |

20 | Control + 1 | To Open Format Cell Window |

21 | Control + 2 | Alternative to Control + B |

22 | Control + 3 | Alternative to Control + I |

23 | Control + 4 | To underline the selected cell text |

24 | Control + 5 | Put a strikethrough in a cell. |

25 | Control + 8 | To show the outline symbols. |

26 | Control + 9 | Hide a Row |

27 | Control + 0 | Hide a Column |

28 | Control + Shift + : | Enter the current time in a cell. |

29 | Control + ; | Enter the current date in a cell. |

30 | Control + Shift + “ | Copy the formula from the cell above. |

31 | Control + – | Delete Column or Row |

32 | Control + Shift + + | Insert Column or Row |

33 | Control + Shift + ~ | Switch between displaying Excel formulas or their values in the cell. |

34 | Control + Shift + @ | To apply time formatting. |

35 | Control + Shift + ! | To apply Comma Formatting in numbers in the cell. |

36 | Control + Shift + $ | To apply Currency formatting in the cell. |

37 | Control + Shift + # | To apply date formatting in the cell. |

38 | Control + Shift + % | To apply percentage formatting in the cell. |

39 | Control + Shift + & | To apply the border in the cell. |

40 | Control + Shift + _ | To remove the border from the cell. |

41 | Control + Spacebar | To select the entire column. |

42 | Control + Shift + Spacebar | To select the entire sheet. |

43 | Control + Home | To move to cell A1. |

44 | Control + Shift + Tab | Switch to the previous workbook. |

45 | Control + Shift + F | Open the fonts menu under format cells. |

46 | Control + Shift + O | Select the cells containing comments. |

47 | Control + Drag | Drag and copy a cell or to a duplicate worksheet. |

48 | Control + Shift + Drag | Drag and insert copy. |

49 | Control + Up Arrow | To go to the topmost cell in a current column. |

50 | Control + Down Arrow | To jump to the last cell in a current column. |

51 | Control + Left Arrow | To jump back to the first cell in a selected row. |

52 | Control + Right Arrow | To go to the last cell in a selected row. |

53 | Control + End | To go to the last cell in a workbook. |

54 | Alt + Page down | To move the screen towards the right. |

55 | Alt + Page Up | To move the screen towards the Left. |

56 | Control + F2 | To open print preview Window. |

57 | Control + F1 | To expand or collapse the ribbon. |

58 | Alt | To see the Shortcuts for Menu and Toolbox. |

59 | Tab | To move to the next cell. |

60 | Alt + F + T | To open the options. |

61 | Alt + Down Arrow | Activate Filters for Cell. |

62 | Alt + H + H | To open the background color pallet. |

63 | Alt + H + B | To open the cell border pallet. |

64 | Alt + M + F | To insert a function. |

65 | Alt + A + V + V | To open the data validation window. |

66 | Alt + A + R + A | To refresh the sheet. |

67 | Alt + F + C | To close the Microsoft Excel. |

68 | Alt + N + V | To create a pivot table. |

69 | Alt + M + U + S | To enter the sum formula in the cell. |

70 | Alt + M + U + A | To enter the average formula in the cell. |

71 | Alt + M + U + C | To enter the count numbers formula in the cell. |

72 | Alt + M + U + M | To enter the max formula in the cell. |

73 | Alt + M + U + I | To enter the min formula in the cell. |

74 | Alt + M + U + F | To insert formula in the cell. |

75 | Control + Alt + + | To zoom into the sheet. |

76 | Control + Alt + – | To zoom out from the sheet. |

77 | Alt + 1 | To turn on autosave. |

78 | Alt + 2 | To save the workbook. |

79 | Alt + F + E | To export the workbook. |

80 | Alt + F + Z | To share the workbook. |

81 | Alt + Y + W | To know what’s new in Microsoft Excel. |

82 | Alt + Y + H | To open the help menu. |

83 | Alt + R + C | To add a comment into the cell. |

84 | Alt + P + O | To change the page orientation. |

85 | Alt + N + T | To insert a table. |

86 | Alt + H + 5 | To align the cell text to the left. |

87 | Alt + H + 6 | To align the cell text to the right. |

88 | Alt + M + T | To find text formulas. |

89 | Alt + M + K | To find error checking. |

90 | Alt + M + N | To open name manager. |

91 | Alt + M + L | To find logical functions. |

92 | Alt + M + I | To find account functions. |

93 | Alt + H + FC | To open text color pallet. |

94 | Alt + H + AR | To align the text to the right. |

95 | Alt + H + AL | To align the text to the left. |

96 | Alt + H + AC | To align the text to the center. |

97 | Alt + A + X | To check existing connections. |

98 | Alt + M + K | To do error checking. |

99 | Alt + A + SS | To open the sorting window. |

100 | Alt + P + M | To set the page margin. |

I hope the Excel shortcuts in this article will be helpful for you. Please leave a comment for any suggestions or feedback. Check out our previous articles as well.

**Suggested Article **– What is Vlookup and how to use it?

The post 100 Useful Microsoft Excel Shortcuts appeared first on TheITstuff.

]]>Vlookup. Today we will talk about Vlookup in excel and why do we use it. Many of you who have recently started learning Microsoft Excel, are very curious about this topic. What is Vlookup? Vlookup is a function in Microsoft Excel that we can use to find relevant information based on a particular field in […]

The post What is VLookup in Excel and How to Use it? appeared first on TheITstuff.

]]>Vlookup. Today we will talk about Vlookup in excel and why do we use it. Many of you who have recently started learning Microsoft Excel, are very curious about this topic.

Vlookup is a function in Microsoft Excel that we can use to find relevant information based on a particular field in a huge database table. This table should be organized vertically. This is why this formula is called vlookup. We also have hlookup.

Vlookup can find the data that matches Exactly as well as Approximately. It can also find the data that is partially matched.

It is like a find function that we can customise and fix it to a particular cell.

For instance, you have a large database of bank customers and you need to obtain the data of a particular account. There are numerous ways to do it but one of the ways is by applying Vlookup. Look at the screenshot below.

In the above screenshot, you can see the data of bank customers. The data has only 18 records but these records can be thousands and even millions. Imagine how difficult it would be to find out one record from 1 million records. This is when Vlookup comes in handy.

On the right-hand side of the screenshot, you can see the column names.

The idea is to just enter the account number and all the other fields **Amount**, **Account Type**, **Branch**, and **Customer **should be populated automatically by vlookup.

`=VLOOKUP(lookup_value,table_array,col_index_num,lookup_range)`

You find the records based on this field. For instance bank account number.

This is the data range where you look for the desired record. In the above screenshot, from Column A till Column E.

Column number of the desired field in table_array. For example, the column number of the amount is 2 in the above screenshot.

This option tells the Vlookup function if you want an exact match or approximate value. We enter 0 or 1. 0 means **false **and 1 means **true**. The **false **means **Exact match** and **true **means **Approximate match**.

Now you know about the syntax and its components. It is better if you can remember the syntax. If you don’t want to remember, Microsoft Excel shows you the formula when typing.

There are two ways of implementing Vlookup.

- Using Formula.
- Using Wizard.

We will learn both ways in this tutorial today but let us start with the formula.

In the above screenshot, you can see the column names on the right-hand side.

We want to type the account number and want all the below fields self-populated just like **Amount** in the below screenshot. We will use the **Vlookup **formula in all of these cells.

We will write the vlookup formula as shown underneath.

`=VLOOKUP(K1,A:E,2,0)`

**K1**is the address of cell where Account number is saved.**A:E**is the range of data where the vlookup will look for the desired values.**2**represents the column number in**A:E**range.**0**represents that user wants**Exact Match**not**Approximate**.

Many times we write a similar formula multiple times. Let’s say three of four vlookup arguments are the same and the only difference is the column number. To save time we write the formula once and drag it.

Dragging the formula will change references. For instance, K1 becomes K2 or K3, and so on, depends how far we drag the formula. We need a way to fix the arguments so that they don’t change upon dragging.

We use the dollar sign ($) to fix the argument. If we need to fix the K1 so we need to write it as $K$1. With the fixed arguments the formula will be like this.

`=VLOOKUP($K$1,$A:$E,3,0)`

In the above formula, the first argument K1 and range A:E are fixed and will never be changed if dragged. We only need to change the column number and the formula will start showing the data from the desired column.

To save more time we can just put our cursor on the argument that we want to fix and press **F4**. Microsoft Excel will add the required $ signs automatically and the argument will be fixed.

We can give names to a cell or a range of cells. Once the names are assigned, we can use the names in our formula. As you can see in the screenshot below, we have selected the cell and given a name as **Account_Number**. In another screenshot, we have given a name as **Data_Rage **to a selected range of cells.

Now we will use these names in our formula and the formula will be like this.

`=VLOOKUP(Account_Number,Data_Range,2,0)`

Now the Account_Number and Data_Range will never be changed, it does not matter how much we drag the formula.

Let us see how we will write the formula to show **Amount**, **Account Type**, **Branch, **and **Customer**.

`=VLOOKUP(Account_Number,Data_Range,2,0)`

`=VLOOKUP(Account_Number,Data_Range,3,0)`

`=VLOOKUP(Account_Number,Data_Range,4,0)`

`=VLOOKUP(Account_Number,Data_Range,5,0)`

As you can see the entire formula is the same. The only difference is the column number. This example was for the Exact match, now is the time to learn the approximate match formula.

Vlookup can also be used to find approximate value froom a table. Let us learn how to do it.

As we know the Vlookup function has four arguments.

**Lookup_Value****Table_Array****Col_Index_Num****Lookup_Range**

**Lookup_Range** is responsible for how the **vlookup **will search the data. If we do not give a **Lookup_Range** argument, by default it takes it as 1. 1 means **approximate match**. Let us see a new example to learn more.

As you can see in the example above, we have marks of the students and on the right-hand side, we have a grades table. We need to match the marks against the grade table and find the appropriate grade. Let us do it.

`=VLOOKUP(C2,$F$1:$G$6,2,1)`

**C2**is the address of marks. As you can see in the formula, C2 is not fixed because when we will drag the formula it will change itself.**$F$1:$G$6**is the grade table range. We have fixed the grade table range by dollar signs.**2**is the second column in the table. We have selected the second column from the grade table.**1**is the sign of approximate match in this formula.

As you can see, the formula is comparing the marks of the students against the grade table. The formula is not looking for an exact match but Whatever the nearest record to the student marks, that grade gets populated because we have mentioned in the formula that we want the second column from the grade table.

In this example, we want to type the name in the find cell and want the matching fields self populated. Let us write the formula for Wildcard Matching.

`=VLOOKUP($I$1 & "*",$A:$E,1,0)`

Pay attention to the vlookup formula. We have divided the first argument into two parts. First, we used **&** sign to include the second part of the argument. “*” is the second part. The formula is written for an exact match with wildcard functionality.

With the first argument** $I$1 & “*”** the **$I$1** acts when something matches. The **“*”** acts to include anything. Together with **$I$1 & “*”** means if a few characters of the words match and a few don’t match, the formula will ignore what is not matching and show the results for what is matching.

For example, if we just type the letter P in the find box, the formula takes Paul Jones into account because that is the first result that comes with P.

If we type **Ph** then the formula will take **Phillip Morgan** into account.

Be informed that vlookup takes only one criteria natively this is why we need to use a trick. Using this trick we can make vlookup taking as many criteras as possible. So let us begin.

As we know vlookup takes the criteria from only one cell and based on that criterion it searches the data in the data range.

We will first go ahead and concatenate multiple criteria in a single cell. After that, we will use this single cell to identify the data. We can hide this concatenated column so that it is not shown because with 3 values inside that cell looks weird.

`=B2&" "&C2&" "&D2`

As you can see we have column A in the sheet with a formula that concatenates 3 cells B C and D. This is needed because we want a cell that has the combination of the **first name**, **last name**, and **department**.

We can see in this example we want to take J1, J2, and J3 as the first argument. We will do exactly that and concatenate these 3 cells with & sign. Let us do it.

`=VLOOKUP($J$1&" "&$J$2&" "&$J$3,$A$1:$F$12,5,0)`

As we can see in the formula, we have taken J1, J2, and J3 as the first argument and then fixed them with the $ sign so that they dont change.

When we selected the **Table_Array**, we included **column A** in the range. We included it because J1, J2, and J3 make a combination and that combination is in **column A**. When vlookup will search the combination in the range, it will find it in the first **column A** and it will select that record.

Just like the column in the example above, multiple criteria example, some columns we create in the sheet for the calculation purposes or for tricks. We can hide these columns as well by right-clicking on the column and use the option hide cell. Look at the screenshot below.

To unhide a column we need to follow the steps below.

Home Tab > Format > Hide & Unhide > Unhide Column

Before we start talking about Two Way Vlookup, we much know about Match Function in Excel.

The Match function takes 3 arguments. **Lookup value**, **Lookup range**, and **Match type** (Exact Match, or Approximate Match) then returns the position of that lookup value.

`MATCH(lookup_value, lookup_array, [match_type])`

We can use the Match function in vlookup where vlookup asks for **col_index_num**. We will provide the Match function the address of a lookup value just like we do with vlookup. This way we can change the column inside the formula without changing the formula.

Now that we know about **Match Function**, let’s start Two Way Vlookup. So far we have learned, the vlookup takes 4 arguments. The third argument Col_Index_Num is always hard-coded.

What if we make Col_Index_Num dynamic? we will have a dynamic two-way vlookup. Where we can change both column and row in the same formula. Let us see an example.

Suppose we have a list of medicines with how much each medicine sold in each month. The data will look like this.

Now lets see how can we write the formula for two way vlookup.

`=VLOOKUP(P2,A1:M11,MATCH(P1,A1:M1,0),0)`

As you can see we have used a Match function of Microsoft Excel in vlookup. The vlookup is providing the col_index_num to vlookup. Let us look at the outcome in the below screenshot.

In the sheet, you can see we have two arguments in the P2 and P2. P1 is for Vlookup and P2 is for Match formula inside vlookup. In the third cell, the vlookup is giving us desired value according to P1 and P2. Because vlookup is taking row as **vlookup value** and column are taking from **Match lookup** **value**. This is why it’s called **Two Way Vlookup**.

The error **#N/A** simply means **Not Applicable**. We get this error when the formula does not get the matching data. We have ways to change or hide this **error message**. The best way is to use the **IFNA **formula.

`=IFNA(VLOOKUP($I$1 & "*",$A:$E,1,0),"")`

`=IFNA(VLOOKUP($I$1 & "*",$A:$E,1,0),"Data not found")`

As you can see in the screenshots above, we can use the IFNA function and edit and hide the #N/A Error. You can make it whatever you want.

The IFNA was the first way to deal with #N/A error because that formula is specifically designed to deal with #N/A. We can also use IFERROR formula. This handles any type of error.

`=IFERROR(VLOOKUP($I$1 & "*",$A:$E,1,0),"Data not found")`

The syntax of the IFERROR is same as IFNA. We can make use of either of them.

I hope the article was helpful and you have understood how to use vlookup. Please comment for any feedback or confusion. Here is a file that you can download to practice vlookup.

Article Suggestion – How to Remove Duplicates from Microsoft Excel Sheet.

The post What is VLookup in Excel and How to Use it? appeared first on TheITstuff.

]]>Removing Duplicates in Excel. Today we will talk about how to remove duplicates in the Microsoft Excel spreadsheet. The version of Microsoft Excel that I am going to use in this article is Micorosft Excel 2019. Let us start. In Order to remove the duplicates from the Excel spreadsheet, you first need to decide on […]

The post Easily Removing Duplicates in Excel 2019 appeared first on TheITstuff.

]]>Removing Duplicates in Excel. Today we will talk about how to remove duplicates in the Microsoft Excel spreadsheet. The version of Microsoft Excel that I am going to use in this article is Micorosft Excel 2019. Let us start.

In Order to remove the duplicates from the Excel spreadsheet, you first need to decide on what condition you would like to remove it. You may have various columns in your data. Let’s say you have 4 columns. Look at the data table underneath.

- Remove the data if the
**First Name**of both**data records**matches. - Remove the data if the
**Last Name**of both**data records**matches. - Remove the data if the
**First Name**, Last Name of both**data records**match. - Remove the data if the
**First Name**,**Last Name**, and**Email Address**of both**data records**match.

I hope you have understood the above-mentioned conditions. Thes conditioned are for only the above-mentioned data. You will have more or less number of columns in your data so you will have to decide accordingly. When removing the data, we will have to give a condition to the function. Based on the condition the function will remove the data. Let us do it now.

Follow the instructions to remove duplicates from the spreadsheet.

- Select the data by pressing the
**Control + Shift + End**shortcut key. or you can also press**Control + Shift + ***if you don’t have blank cells in your data. It will select the whole data. - Click on
**Remove Duplicates**Button on Data Tab.

**Remove Duplicates window**will appear on the screen.

- Now is the point where you will have you give a condition to the Excel Function. The
**Remove Duplicates window**will show you all the columns just like the above screenshot. - Every Checkbox is representing a match. If we keep them all checked, then the condition will be if all the columns, First Name, Last Name, Full Name, and Email Address match, then the data will be removed otherwise no action.
- Keep all the checkboxes checked and press
**Okay**.

- 4 rows were completely identical so they are removed now.

If you want to remove all those records have first and last name identical, then keep first and last name checkboxes checked.

- 6 Records have identical first and last names so they are now removed.

- Select the data by pressing
**Control + Shift + End.** - Click on the
**Advanced Filter**icon under**Data**Tab.

- You will see Advanced Filter window.

- You will have two options to choose from.
**Filter the list, in-place,**and**Copy to another location.** **Filter the list, in-place –**This option is to filter the data in the same place where the original data is placed.**Copy to another location**– This option is to copy filtered data at a different place but in the same sheet.**List Range**will be selected if you have already selected the data, or else you can click on the icon next to the List Range field and select the data.- Make Sure
**Unique Records Only**is checked and then press okay.

If you want to place the filtered data in a different place on the same sheet then you can choose **Copy to Another Location**.

- Press the icon next to the
**Copy to field**and select the cell where you want to place the filtered data. - Make sure
**Unique Records Only**is checked. Press**okay**. You will see The filtered data is at the place where you wanted.

I hope the article was helpful. Feel free to comment if you have any confusion. Stay Safe Stay Healthy.

Take Care!

Article Suggestion – How to Delete Blanks from Spread Sheet.

The post Easily Removing Duplicates in Excel 2019 appeared first on TheITstuff.

]]>Delete blank rows in excel. We use blank rows to make our data look clean. However, they can be irritative when exporting your data in some database management software such as Microsoft Access. There are so many ways to delete blank rows but my target is to teach you the 5 easiest ways. Let’s begin. […]

The post How to Delete Blank Rows in Excel – 5 Easy Ways appeared first on TheITstuff.

]]>Delete blank rows in excel. We use blank rows to make our data look clean. However, they can be irritative when exporting your data in some database management software such as Microsoft Access. There are so many ways to delete blank rows but my target is to teach you the 5 easiest ways. Let’s begin.

The first easy way to delete blank rows is by using the Find function. Follow the steps below and you will be able to delete blank rows from Excel Sheet.

- First of all, select all data by pressing
**Control + Shift + End**key. When you press the shortcut key, make sure you are at the first cell of the data. If the data starts at A1 just like the screenshot below. Then A1 should be selected and then press the shortcut key.

- Press
**Control + F**and you will see the**Find and Replace****window**.

- Click the
**Option**Button on the**Find and Replace****Window**.

- In the
**Look in**field select**Values**.

- Leave the
**Find What**field blank and press the**Find All**button.

- As soon as you press the
**Find All**button, you will see first blank cell is selected. All the blank cells information will show up inside**Find and Replace****window**.

- Click any Cell inside the
**Find and Replace window**and Press**Control + A**to select all the blank cells.

- Go to the
**Home**tab and press the spin button under**Delete**Option. You will find**Delete Sheet Rows**Option. Press it and all the blank rows will be deleted.

Just like we did with **Find Function**, we used it to select the blank cells, we can achieve the same results with **Go to Function**. Let us see how. Follow the Steps Below.

- Press
**Control + G**and you will see Go To window on your screen. Press the Special button on Go To window and you will see a new**Go-To window**.

- On the new Window, you will see a radio button that can select Blank cells. Select this radio button and then press
**Okay**. You will see all the blank cells are selected.

- Use the same
**Delete Sheet Rows**option as in Find function above and delete all the blank rows.

We can also make use of filters to select all the blank spaces. For those who do not know what filter is. This is a function that you can use to select a particular type of data from the entire sheet. Let us use it.

- Select all the data by pressing
**Control + Shift + End**. - Press the filter shortcut key that is
**Control + Shift + L**.

- You will see, in the header of your data table, some
**spin buttons**appear. These spins buttons are the indicator of the drop-down list. - You need to click on any of these spin buttons and then unselect all the value types. Only select the
**blank option**and then press the**Okay**button.

- All the blank rows cells are selected now. Use the same
**Delete Sheet Rows**option to delete all the blank rows from the sheet.

The sorting option has always been very useful. We can even use it to sort the data and corner the blank rows. Once the blank rows are cornered we can delete them. Let us do it.

- Select all the data using the old trick.
**Control + Shift + End**Key. - Click
**Sort and Filter**button under**Home**Tab.

- You will have two options to choose from.
**Smallest to Largest**,**Largest to Smallest**. You can choose either of these options and the blank cells will slide down to the bottom.

- You can use the same delete option under
**Home**Tab or just press the shortcut key,**Control + –**(minus). All the blank rows will be deleted.

We can do a lot of things using **Power Query** in Excel. We can also use a power query to remove the blank rows. Let us do it.

- Select all the data by pressing
**Control + Shift + End**. - Click on
**From Table/Range**under**Data**Tab.

- Power Query Editor will open. You can see the
**Remove Rows**option. - Click on this
**Remove Rows**Option and then select the**Remove Blank Rows**option.

- Close
**Power Query Editor**and it will ask you to**keep**the processed data or**discard**it. Press Keep and you will see the cleaned data is now available in the form of a table.

I hope the article was helpful. There are so many other ways to remove blank spaces. I will keep on updating this article. See you next time guys.

Take Care!

Article Suggestion – How To Add Data Bars In Excel?

The post How to Delete Blank Rows in Excel – 5 Easy Ways appeared first on TheITstuff.

]]>Bars in Excel. In our last article when we discussed How To Do Conditional Formatting In Excel, today’s chapter is about how to add data bars in excel. The data bars in Excel also come under the conditional formatting option. The Data Bars are an amazing way to present your data in the form of […]

The post How to Add Data Bars in Excel? appeared first on TheITstuff.

]]>Bars in Excel. In our last article when we discussed How To Do Conditional Formatting In Excel, today’s chapter is about how to add data bars in excel. The data bars in Excel also come under the conditional formatting option. The Data Bars are an amazing way to present your data in the form of Bars. It may not seem really helpful but let me tell you when you will understand how useful it is, you will get addicted to it. Some people might be thinking about why to use Data bars. For those people let me give you a situation where it is very useful.

Suppose you have a table where the revenue is mentioned for the entire year, starting from January till December, you want to represent this data to the management. Looking at this data you can not tell the difference of the profit each month visually. Somebody will have to take a look at each number.

Month | Profit |

January | 51109.87 $ |

February | 42321.33 $ |

March | 35221.34 $ |

April | 55543.23 $ |

May | 32312.55 $ |

June | 43234.34 $ |

July | 33261.45 $ |

August | 45434.35 $ |

September | 43432.32 $ |

October | 43243.00 $ |

November | 54333.34 $ |

December | 34234.54 $ |

This table has just 12 columns and you will find it tough to tell in one glimpse which one is the biggest. If you will use the data bars of Microsoft Excel, you can find the biggest and shortest immediately. Let me show you the same data with Data Bars. Look at the pic below of the identical data.

Looking at the data above with Data Bars, Now you can easily see, in the month of **April**, the company secured the maximum profit. Now that you have understood how useful it is. Let us learn how to apply it in our data.

Handling the data bars in Microsoft Excel is really easy. You can just follow the steps underneath and you will be able to use it correctly.

- Select the data in the sheet on which you want to apply the Data bards.
- Click on the
**Conditional Formatting**under**Home**Tab. - Move your cursor to the Data Bars option.
- You will be given two options,
**Gradient Fill**or**Solid Fill**. - You need to choose the color and click on any of the Data Bar icons of your choice.

This is how you can use Data Bars in Microsoft Excel. In case of any questions, feel free to comment. I will be glad to assist you.

Stay Safe Stay Healthy. Take Care!

The post How to Add Data Bars in Excel? appeared first on TheITstuff.

]]>When we start learning Microsoft Excel, we get to learn a lot of formulas and tricks. Being a beginner one thing that excited me a lot was ‘how to do Conditional Formatting in Excel’. As a beginner, I used to see a lot of sheets that were doing Conditional Formatting, and it was engaging to […]

The post How to do Conditional Formatting in Excel? appeared first on TheITstuff.

]]>When we start learning Microsoft Excel, we get to learn a lot of formulas and tricks. Being a beginner one thing that excited me a lot was ‘how to do Conditional Formatting in Excel’. As a beginner, I used to see a lot of sheets that were doing Conditional Formatting, and it was engaging to me. The sheets were switching cell color if the value inside the cell was above or below some number. This is just one case of conditional formatting. Further in this article, we are going to learn a lot of things that come under conditional formatting. In our last article we discussed Goal Seek, this time it is conditional formatting, So let’s begin.

Before we start talking about how to do conditional formatting, it is important to know what is conditional formatting in the first place. So I will be writing some examples of conditional formatting further in this article, and all of them are examples of conditional formatting. Be informed that these are not the only examples but there can be hundreds of examples of conditional formatting, these are just a few. Let’s begin.

Here is a mark sheet of some students. Don’t laugh at the names, I was just making this marks sheet, and these names come to my mind so I wrote them. That is all. I will be using this mark sheet to demonstrate Conditional Formatting.

Name of Student | English | French | Mathematics | Science | Total |

John Cena | 33 | 23 | 87 | 90 | 233 |

Adam Smith | 45 | 22 | 43 | 89 | 199 |

Will Smith | 23 | 66 | 54 | 78 | 221 |

Under Taker | 44 | 87 | 56 | 67 | 254 |

Angelina Joly | 56 | 34 | 65 | 56 | 211 |

Adam Walter | 34 | 11 | 43 | 45 | 133 |

- The marks below 33 will be highlighted with a Red background in the cell.
- The marks equal to 33 will be highlighted with a Yellow background in the cell.
- The marks above 33 will be highlighted with a Green background in the cell.
- If the cell contains a Pass word inside it then it would be highlighted as Green.
- If the cell contains a Failed word inside it then it would be highlighted as Red.

I hope you have got the idea what conditional formatting is. Now let me tell you the types of conditional formatting.

- Highlight Cells Rules
- Top/Bottom Rules
- Data Bars
- Color Scales
- Icon Sets

In highlight Cells Rules we have several options.

- Greater Than
- Less Than
- Between
- Equal To
- Text that Contains
- A Date Occurring
- Duplicate Values

Lets talk about each option one by one.

This option is used when you want to highlight a based on if the value inside the cell is Greater than a number. For example highlight, this cell is the cell has a value greater than 33, just like the example above. This option will be used. To use this option follow the steps below.

- Select the
**cell**or**the range of cells**where you want to set this conditional formatting. - Select the
**Home Tab**in the**Main Menu**. - Click on
**Conditional Formatting**on the right-hand side. - Move to
**Highlight Cells Rules**. - Click on
**Greater Than**.

Look at the picture below and notice the highlighted options. All the options that we are going to discuss are available near by.

The below window will pop up on the screen, you need to fill in the value. This value is the one that you want to set as the reference for Greater Than function. The values inside the selected range that are greater than this reference value will be highlighted.

Let’s say you put 33 in the format cells field. All the values greater than 33 will be selected. Next to **Format Cells that are Greater Than** field you have a drop-down list to select the color that you want to use to highlight the values. You will have an option to choose the custom color as well.

**Less than** function is like **Greater than** function but it selects the values less than the reference value and highlights them. **Less than** option is available just below the **Greater Than**. Follow the steps for Greater than function and you will find less than.

- Select the
**cell**or**the range of cells**where you want to set this conditional formatting. - Select the
**Home Tab**in the**Main Menu**. - Click on
**Conditional Formatting**on the right-hand side. - Move to
**Highlight Cells Rules**. - Click on
**Less Than**.

**Between **option can select the values between two numbers. Let’s say we need to select the values between **25 **to **50 **from a range of numbers. In such a situation, we will use Between function of conditional formatting. Between function is available just below **Less Than**.

Equals To function, the name is self-explanatory. It is available just below Between function. It asks you for a value and selects only those cells that have the value Equals to the given value.

Sometimes you have a range of cells and you want to highlight those cells that have a certain word in them. This option selects the value based on the string values inside it. Let’s say you have a range of cells with Pass and Failed words in it. You want to highlight Pass in Green color background and Failed in Red color background. This Option will be handy for you. Just select the range of these cells and then choose the option **Text that Contains**.

It will ask you for the word and next to that word it will ask you for the formatting for that cell. You need to provide the word and next to that you will provide the formatting. In case the range has any cell with that word inside it. It will apply the selected formatting to that cell or cells.

A Date Occurring is a function that selects and highlights the cells with Dates in it. When you have a range of cells with dates in it and you want to select the cells on Yesterday, Today, Tomorrow, In last 7 days etcetera. You will be able to do it easily. Look at the screenshot below with all the options that A Date Occurring has to offer.

Next to this Today, Tomorrow field you have the option to provide the formatting. In case any field is found in the range according to the option selected. The formatting will be applied.

**Duplicate Values** is the last option in the **Highlighted Cells Rules** category. This option will select the duplicate value cells and highlight them. One thing to note about this option is that it works like an **Exact Match**. If you have a Name in the first cell **Will A** and in the second cell it finds **Will B**. According to this option, it is not a match. It needs Will A or Will B in both fields.

After applying the above formatting to a Microsoft Excel sheet, the sheet will look something like this.

Just like Highlight Cells Rules we have several options in this category as well.

- Top 10 items.
- Top 10 %.
- Bottom 10 items.
- Bottom 10 %.
- Above Average.
- Below Average.

This option is made to select and highlight the top 10 values from the range of cells. The above range starting from 33 to 45. If we select the range and use the** Top 10 items**. It will select 12 values. Why 12 you might ask. Because there are two values that come multiple times. Those two values are 56 and 87. The range will look like this.

This option is not just about selecting the Top 10 items. In case you want to select Top 15 or Top 16 items you have an option to do that as well. Let me show you.

When using this option, these spin buttons you can use and increase and decrease the top items or just type it in that box. Then select the cell formatting and press the OK button. This same window will appear for Top 10 %, Bottom 10 items, Bottom 10 %. You can customize all of them by using this option.

This option is made to select the top 10 percent values from the selected range. Let’s you run a school and in class 10 most of the students scored very well. You want to award the top 10 percent of students. You need to put their scores in a list in Microsoft Excel and use the Top 10 % option in Conditional Formatting.

Student Name | Score in Mathematics |

David | 77 |

John | 67 |

Mark | 98 |

Mathew | 65 |

Novel | 44 |

Linda | 76 |

Joseph | 88 |

Emanuel | 99 |

James | 66 |

Ethan | 77 |

Benjamin | 86 |

Oliver | 56 |

Noah | 89 |

Emma | 88 |

Charlotte | 67 |

Harper | 76 |

Sophia | 89 |

Isabella | 78 |

William | 67 |

Mason | 55 |

Evelyn | 65 |

Amelia | 74 |

Mia | 73 |

Lucas | 74 |

Elijah | 77 |

Samuel | 71 |

Scarlett | 99 |

Eleanor | 55 |

Owen | 44 |

Sebastian | 54 |

The above list shows the score of 30 students and when we use the Top 10 % option from conditional formatting. We see we get only three names. Those names are Mark, Emanuel, and Scarlet.

Just like the Top 10 items option, you can customize the percentage here and make it Top 16 % or Top 22 % or whatever you like as per your need.

The Bottom 10 items are just the opposite of Top 10 items. It selects the Bottom 10 values and highlights them. There is no other difference. If you have understood the Top 10 items option nicely then I know you have understood this option too. So start using it. Let’s move on to the next option.

Not to mention this Bottom 10 items option can be made Bottom 5 items or Bottom 20 items or whatever your requirement is. Just like **Top 10 items** you can change it too.

The bottom 10 % option selects the bottom 10 percent values. Look at the school example of the Top 10 Percent option where you wanted to award Top 10 percent students. Let’s say this time you want to send the latter to the **parents/guardians** of **bottom performing** students. You can change it as per your need.

Above Average option selects the above-average values from the range of values. Let me make it clear for you from the above example. Look at the students’ scores example from the Top 10 % option. That example has scores of 30 students. Some of all the scores are **2194**. We need to know the average so we will divide **2194 **by **30 **because of this score of 30 students. The average will become **73.1333**.

Now from the scores, any student who has a score above 73.1333 will come under above average.

You can see in the screenshot above, all the values above 73.1333 are selected. If you start adding more students to this list so the average will go down and more people will come under above average if they score above 73.1333. I hope you have understood this option. Lets us move to the next option.

This option is self-explanatory if you have understood the Above Average Option. This is just the opposite of the Above Average option. If we take the example of the Above Average option, the Below option will select those values above 73.1333.

I hope the article was helpful for you. This is not the only article, I will be writing more articles on Conditional formatting with Charts. So please wait for a few days. See you later. Till then.

Stay Safe Stay Healthy, Take Care!

The post How to do Conditional Formatting in Excel? appeared first on TheITstuff.

]]>What is Goal Seek in Excel? This question is a frequently asked question in Microsoft Excel interview. Today we will talk about this question. After reading this article I am sure you will be able to answer this question easily with an explanation of why? Goal Seek is a function that helps you manage your […]

The post What is Goal Seek in Excel and How to Use It? appeared first on TheITstuff.

]]>What is Goal Seek in Excel? This question is a frequently asked question in Microsoft Excel interview. Today we will talk about this question. After reading this article I am sure you will be able to answer this question easily with an explanation of why? Goal Seek is a function that helps you manage your business. Especially it can be helpful when you are trying to understand how to convert your loss-making business into a profitable business. To make you understand the objective of this function, I will be giving your three examples in this article and those examples will be from Level 1 to Level to then Level 3.

In Microsoft Excel Sheet, suppose in cell B6, you have a numeric value in it. The value inside this cell B6 is a calculated result of the values inside other cells (B1, B2, B3, B4, B5). Goal Seek can help you achieve your desired value in B6. You can use the Goal Seek function and it will ask you your desired Value of B6 and which cell should change its value to achieve that goal. Look at the same level 1 example below.

I have also created an Excel file for you that you can use to practice. I have created a Youtube video for you to understand this function. Download the Goal Seek Excel file below.

Level 1

Box1 | 45 |

Box2 | 5 |

Box3 | 32 |

Box4 | 33 |

Box5 | 66 |

Total | 181 |

You already know the current value **181 **inside the cell **B6 **is the **sum **of **45+5+32+33+66**. There is already a **Sum function** deployed inside **B6 **which is putting the **sum **of B1+B2+B3+B4+B5 cells inside **B6**. Support you want to achieve the value inside B6 as 500. You need to follow the steps below.

- Select cell
**B6**. - Click on
**Data**Option in the**Main Manu**. - Click on the
**What-If Analysis**option on the right-hand side of the Main Manu. - Select
**Goal Seek**. - Click on
**To Value Field**. - Type
**500**inside**To Value Field**. - After typing 500 into the To Value Field, select
**By Changing Cell Field**. **By Changing Cell Field**is the field where you need to tell Excel, which cell value to be changed in order to achieve 500 in**B6**Cell.- After Selecting the cell you need to press the
**OK**button.

You will see the value inside B6 is now 500 and the cell value that you wanted to change to achieve 500 has also been changed. In the above example, if you have selected B2 whose value should be changed in order to achieve 500 inside B6, you will see has now been changed to 324.

This is just a tiny example and you may have got an idea of what you can do with it. In Big organizations, you will see a spreadsheet with hundreds of formulas on it. You will see the entire sheet is self calculated by using Microsoft Excel Formulas. These types of sheets help them pursue their goals and achieve them with accuracy. Let me give you an example from corporate companies.

You will very often see a sheet with managers that has the attendance of all employees. You will also see the attendance in percentage. When employees go on leaves then the percentage goes down. This sheet is self calculated by Excel formulas. They get the target from management that they need attendance 95% for the month. Now the managers use the Goal Seek formula and talk to the employees who are taking a lot of leaves. They request the employees to take fewer leaves. They get the number of leaves to be canceled in order to achieve 95% attendance and distribute canceled leaves among all employees.

The above example is just one example from the corporate sector, Goal Seek in Excel is so useful that you will see it being used in the management of every office.

To understand Goal Seek in Excel easily I have made a video for you. Just like in my previous article on Changing case in Excel.

Stay Safe Stay Healthy, Take Care!

The post What is Goal Seek in Excel and How to Use It? appeared first on TheITstuff.

]]>How to Change the Case in Excel? While using Microsoft Excel, this will be a good thing to know how to change the case in Excel by the formula. If you know it then you don’t need to worry about if you are trying really fast and making mistakes in the upper or lower case. […]

The post How to Change the Case in Excel? – Different Ways appeared first on TheITstuff.

]]>How to Change the Case in Excel? While using Microsoft Excel, this will be a good thing to know how to change the case in Excel by the formula. If you know it then you don’t need to worry about if you are trying really fast and making mistakes in the upper or lower case. You will be able to fix all of these mistakes just by using a formula and dragging.

*=UPPER(Cell Reference)*

Changes all charactors from any case to Upper case.

`=Lower(Cell Reference)`

Changes all charactors from any case to lower case.

`=Proper(Cell Reference)`

This formula understands what a word is and makes the first character of a word capital and rest in short. If the cell has multiple words then it will convert the first character of each word in the upper case and the rest in lower case.

If you are aware of how to make use of Microsoft Excel formulas. You will be aware that we use = (equal sign) to start the formula and then carry on. First, we make sure the content should be in a list (If you have a big list of words that you want to change the case of) because we will drag it after using the formula.

See the list of names below, we will be using and changing them into the upper case, lower case, and proper case by using Formulas in Excel.

List of Names |

Jones |

Kivell |

Jardine |

Gill |

Sorvino |

Jones |

Andrews |

Jardine |

Thompson |

Jones |

Morgan |

Howard |

Parent |

Jones |

Smith |

Jones |

Morgan |

Jones |

Parent |

Kivell |

Smith |

Parent |

GilL |

Smith |

JoneS |

Sorvino |

Jardine |

Andrews |

Howard |

Gill |

Gill |

Kivell |

Jones |

Morgan |

Kivell |

Sorvino |

Gill |

Sorvino |

Thompson |

Andrews |

Jardine |

Jardine |

Andrews |

Before writing the formula you can decide where you want to put this data on the sheet. You don’t have to necessarily put this into the next cell. You have the freedom to put this data anywhere on the sheet.

- Select the Cell on the Sheet where you want to put the data.
- Type
**=**(Equal Sign). - Type
**Up**and you will see the suggestion as UPPER. - Press
**Tab**on the**keyboard**as soon as you see the**UPPER formula**in the suggestion. - Select the cell where the data is located (Make sure you are selecting the first word if you have a list of words).
- Type
**)**to complete the formula. - Press
**Enter**on the keyboard.

The steps above are not only for the UPPER function. These steps are the way to write a formula and use Upper Function in the formula. You can put Lower or Proper Function in this formula.

You just need to put the names in the list and then start typing the names in your desired format. Make sure you are typing in the same row as the list of the names. After typing the second name in your desired format, you will see the excel will suggest you the remaining names. Look at te screenshot underneath.

I am using Microsoft Excel 2019. In the 2019 version, Excel is giving me suggestions automatically without pressing short cut. If you will use some other version of Microsoft Excel, it might not give you suggestions. In that case, you need to type two names by yourself and then select all cells. Just like the screenshot here.

After selecting the cells, you can press **Control + E** or use the flash fill option in the Home Tab. Look at the screenshot below.

After pressing the shortcut key, Flash Fill will fill all the cells for you magically.

Flash fill can do a lot of things. I will be writing a whole new article on that later on.

We can use power query and change the case. Use the Steps Below.

- Select the Data to make it a table.
- Click on Data Tab and then Click on From Table/Range.

- A box will appear to ask if the table has boarder.

- Check
**my table has a border**option is the table has a border then press**OK**. - A new window will open where we can set our data.

- Need to click on
**Add Column**Tab and then Click on**Format**Option.

- Once we click on the
**Upper**option, the new column will be added to our data with all upper case strings.

After reading this article I hope you have a good understanding of how to change the case in Excel.

Some people like to watch video tutorials and some like blog tutorials. For those who are fond of Youtube tutorials, I have created a video for you. You can watch it to understand the article better.

We also have articles on C# programming, you can take a look in case you are interested.

Take Care Guys, Stay Safe Stay Healthy!

The post How to Change the Case in Excel? – Different Ways appeared first on TheITstuff.

]]>