In this blog, I will show you how to calculate percentages in Excel by following this simple step.

Here are 3 Formula in Excel of percentage

Method 1: Basic Percentage Formula in Excel

The basic formula to calculate percentage is

Percentage = (Part / Total) × 100

If the cell is set up as a percentage in Excel, you don’t need to multiply by 100.

Let’s assume we have a simple set of data. We need to find out what percentage (%) of the Pens  in the total Products proportion.

All we have to do is write the following formula into cell D8 and hit Enter.

=C6/D6

After entering the formula in cell D8, press Enter. You will see the result is 0.1. We thought it would be about 10% (10 percent).

You need to multiply the formula by 100. Excel doesn’t need that, though. In the Number category on the Home tab, Excel offers a button for Percentage Style.

• Go to the Home tab, then go Number Group or you can also use keyboard shortcut Ctrl+1 and directly go to Number Group.
• Click on Percentage, then choose the number of decimal places you want, and then click OK.

Ctrl + Shift + % is the keyboard shortcut for Percentage Style.

• Press Ctrl + Shift + % after or before your calculation to select the cell(s). It will change the number to percentage (%) style.
• We now have our result in the right format (10.0%) by using the Percentage Style on Cell D8.

Imp Note: Keep in mind that Ctrl + Shift + % is a quick way to format percentages. Also, there is no set way to calculate percentages in Excel; you need to change the formula depending on the type of calculation you’re doing.

ALSO READ: How to Recover Unsaved Excel File

Method 2: Calculating Percentage Increase or Decrease

The most common scenario in which you must calculate percentage change is when you have two values and need to determine how much has changed from one to the other.

Formula for Percentage Increase:

Assume I have the data set as displayed below, with cell A2 containing the pen’s old price and cell B2 containing its current price.

To find the percentage increase, use the following formula:

=Change in Price/Original Price

The following formula can be used in Excel to determine the price % increase:

=(B2-A2)/A2

The results are shown as decimals; you have to convert them into percentages.

To change this decimal to a percentage, click the percentage icon (%) in the Number group on the Excel ribbon’s Home tab after selecting the column containing the number.

After clicking on the percentage (%) sign, the result will be shown in percentage value.

Formula for Percentage Decrease:

The process for calculating a percentage decrease is very similar to that of calculating a percentage increase.

Assume you have two values below, where the new price is less than the previous one.

In this situation, you may calculate the percentage decrease using the formula below:

=(B2-A2)/A2

Method 3: Calculating Percentage of Total

To find the percentage that each item adds to the total:

To find the % for Product A, type the following formula in C2:

=B2/B5

After that, hit Enter and format as a percentage.

For the remaining items, duplicate the formula.

Common Percentage Uses in Excel

• Sales Growth: (New Sales - Old Sales)/Old Sales
• Profit Margin: (Profit / Revenue)
• Attendance Rate: (Present Days / Total Days)
• Exam Scores: (Marks Obtained / Total Marks)

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There are a few ways to recover that file back before it is lost for good if you want it back.

In this post, I will show you how to recover unsaved Excel file

Here’s How to Recover Unsaved Excel File:

Method 1. Recover Unsaved Excel File Using AutoRecover

The AutoRecover option in Excel saves a temporary duplicate of your workbook every so often. This is how to use it:

Step 1: Open Excel

Step 2: Then Click on File->Info.

Step 3: Select Manage Workbook (or Manage Versions).

Step 4: Now choose “Recover Unsaved Workbooks.”

Step 5: A window will open that shows all the files that haven’t been saved yet. Choose your file and then click Open. As soon as it opens, choose File > Save As to save it.

Tips: To change how often Excel saves automatically, go to File > Options > Save and change the “Save AutoRecover information every X minutes” setting to a shorter time, like 5 minutes.

ALSO READ: How to Create a Line Chart in Excel

Method 2: Recover from Temporary Files Folder

If the Recover Unsaved Workbooks technique doesn’t work, you can check for temporary copies or backup files of Excel workbooks that you haven’t saved yet.

If you have a Windows 10 or 11 PC, you can find the Excel AutoRecovery temp files in these folders:

C:\Users\UserName\AppData\Roaming\Microsoft\Excel

C:\Users\UserName\AppData\Roaming\Microsoft\Office\Recent

C:\Users\UserName\AppData\Local\Microsoft\Office\UnsavedFiles

ALSO READ: How to Lock Cells in Excel

Method 3: Using the Excel AutoRecover Feature

The Recover Unsaved Workbooks feature will only work if you leave the unsaved file open for more than 10 minutes.

You won’t be able to get back the lost workbook if you close the unsaved Excel file in 5 to 6 minutes.

So, right after you install Microsoft Excel, you need to set the autosave interval by yourself.

1. Press Alt + F + T on an Excel file to open the Excel Options dialog box.
2. In the left-side navigation panel, click on the Save category.
3. You should see the settings for the Excel AutoRecover feature on the right side.
4. In the box for “Save AutoRecover information every,” type in a custom time, like “1 minute.”
5. To save the changes you’ve made, click OK.
6. The default setting for Excel will now be better at recovering unsaved files.

How to Prevent Losing Excel Files in the Future

1. In Excel Options, turn on AutoSave or AutoRecover.
2. For cloud backup, put your files in OneDrive or SharePoint.
3. While you work, hit Ctrl + S frequently.
4. Set the AutoRecover time to five minutes or less.

Frequently Asked Questions

How can we recover unsaved Excel files?

Ans: Excel always saves a backup copy of the file in the same folder or in the program itself so that you can get it back if something goes wrong. You can recover unsaved files from the Manage Documents section or the Document Recovery window.

What are some easy ways to save an Excel file?

Ans: The easiest way to save an Excel file is to press Ctrl + S. You may also save the file by clicking the Save button in the top left corner of the Excel window’s title bar.

Where can I find the Manage Documents option in Excel?

Ans: To access the Manage Documents option, go to File and click on Info. You can find unsaved files or older versions of the same Excel file in the Manage Documents section.

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Let’s look at how to make a line chart in Excel, when it’s most useful, and how it may help you make sense of complicated data sets.

What is Excel line chart (graph)

An Excel line chart (sometimes called a line graph) shows a series of data points that are connected by a straight line. It is often used to show numbers over a given amount of time in a visual way.

Independent data, like time intervals, are usually represented on the x-axis, whereas dependent values, like prices and sales, are plotted on the y-axis. If there are any negative values, they are shown below the x-axis.

The line’s ups and downs on the graph represent patterns in your data collection. An upward slope means values are going up, while a downward slope means values are going down.

ALSO READ: How to Make a Pie Chart in Excel

How To Create a Line Chart in Excel

To create an Excel line chart, do the following:

Step 1: Select Your Data

Step 2: Click the Line symbol in the Charts group on the Insert tab.

Step 3: Now Click on the line with Markers.

Finally your Excel line Chart will be ready

Important Note: If you simply have numbers as labels, clear cell A1 before making the line chart. Excel doesn’t see the values in column A as a data series when you do this, so it puts them on the horizontal (category) axis by default. You can type the word “Year” into cell A1 after making the chart if you want to.

RELATED: How to Make a Bar Chart in Excel​

How to customize and improve an Excel line chart

The default line chart that Excel makes looks OK, but it can always be better. It makes sense to start with the usual changes to give your graph a unique and professional style, such as:

• Adding, altering, or formatting the title of the chart.
• Moving or concealing the legend for the chart.
• Changing the scale of the axis or the format of the numbers on the axis.
• Showing or hiding the gridlines on the chart.
• Changing the colors and design of the chart.

The post How to Create a Line Chart in Excel appeared first on XcelNote.

This guide will show you how to make a pie chart in Excel, change it to make it clearer, and look at more advanced types like doughnut charts and exploded pie charts to highlight important data points.

What Is a Pie Chart in Excel?

A pie chart is a round graph that shows data as slices of a whole. Each slice shows how much a category adds to the whole. You only need one set of data and a set of labels to make a pie chart in Excel. Pie charts are used every day for things like:

• Market share analysis: Looking at how competitors in the same industry measure against each other
• Results of the survey: Showing how responses were spread out
• Budgeting: Seeing how expenses are broken down in financial reports

Pie charts are great for showing how things are related, but they work best with a small number of categories (five or fewer is best) to keep things from getting too busy and confusing. In other words, pie charts don’t work well with data that has a lot of different values.

ALSO READ: How to Make a Bar Chart in Excel​

How to Create a Pie Chart in Excel

Step 1: Adding Data in Excel

Open Excel and put in the information you wish to see as a pie chart.

Step 2: Select your Data

Highlight the information you put in the first step. After that, click the “Insert” option in the toolbar and choose “Insert Pie or Doughnut Chart.” Excel has a lot of ways to make a pie chart, like a 2D pie chart, a 3D chart, and more.

After that, pick the pie chart you want, and it will show up on your spreadsheet.

Step 3: Adding Data Labels

Adding data labels is an important part of learning how to construct a pie chart in Excel. It’s easier to understand and read pie charts and other visualizations when you add data labels to them. When you make pie charts in Excel, a legend is automatically added. The names of the categories will also show up on the pie chart if you typed them in and chose them while building the chart. To show numbers, right-click on the pie chart and choose “Add Data Labels.”

To change the look of data labels, right-click on the pie chart and choose “Format Data Labels.” In the Format Data Labels pane, you may choose the options you want, like the category name, percentage value, and so on. You can also change the format of data series. You may also modify the color and size of the typeface.

RELATED: How to Create a Gantt Chart in Excel

How To Create Different Pie Chart Types In Excel?

You can choose any one of the following subtypes when you are creating a pie chart in Excel:

Pie Of Pie or Bar Of Pie

It’s really simple and quick to make a Bar Of Pie or Pie Of Pie chart in Excel. Go to the Insert tab and choose either Pie Of Pie or Bar Of Pie after you’ve added and highlighted the data.

Doughnut Chart

Doughnut charts are similar to pie charts, but they have a blank space in the middle where you can put important information about the data. You can make a doughnut chart in Excel the same way you make a pie chart: just pick the “Doughnut Chart” option.

Exploded pie charts

An exploding pie chart splits one or more slices from the remainder to draw attention to certain data points. This is helpful if you want to draw attention to an important group, such as the biggest or smallest contributor.

To explode a pie chart, click on a slice and drag it away from the rest of the chart.

​

The post How to Make a Pie Chart in Excel appeared first on XcelNote.

What is a bar chart?

For example, the number of years a product has been sold, the number of medals each country won at the Olympics, the growth rate of GDP per quarter, and so on. In all of these cases, it’s about seeing how a number looks for different groups (like years, countries, or quarters), which is usually done with bars. The number values that go with each category are related to the length of the bars. The bars can be set up either straight up or down. You might also hear this kind of chart called a bar chart, bar plot, or column chart.

What is a bar chart used for?

Bar charts, like other ways to show data, can be used for many things if they are made correctly. You can use the chart to educate, compare, and persuade because it is simple to understand. Data visualisation is a field that isn’t very old, and one of the first things that was used was a bar chart. Scotland’s William Playfair, an engineer and economist, was the first person to use a bar chart at the end of the 18th century. As part of a chart showing goods brought into and out of Scotland by Playfair, the bar chart was made public. The pie chart was also made by Playfair.

How To Edit Chart Background

To change the background, right-click on the chart area and choose Format Plot Area. You can change the chart’s borders, fill, and size in this menu. You can also choose from different design formats, such as adding a glow or 3D effects.

ALSO READ: How to Create a qbj File From Excel

How to Create a Bar Chart in Excel​

Making a bar chart in Microsoft Excel is easy and can help you show and compare data in a clear way. Bar charts are great for showing differences between groups, like sales by product or expenses by department.

Use these step-by-step instructions to make a bar chart in Excel that looks professional.

Step 1: Prepare Your Date

The first thing you need to do is put your data in a structured way.

Step 2: Select the data range.

Step 3: Click the Column symbol in the Charts group on the Insert tab.

Step 4: Click Clustered Bar.

Finally, your chart will be created.

The post How to Make a Bar Chart in Excel​ appeared first on XcelNote.

This tutorial will show you how to lock cells in Excel, open certain ranges for other people, set permissions, and avoid making frequent mistakes.

How to Lock Every Cell in Excel

Locking all the cells and protecting the spreadsheet keeps your data safe. You can do this in just a few easy steps:

Step 1: Choose the Whole Sheet

• To choose all the cells, press Ctrl + A or click the triangle in the upper left corner of the sheet.

Step 2: Check to See If Cells Are Locked

• Right-click on the selected sheet and choose Format Cells (or press Ctrl + 1).

• Make sure the Locked box is checked on the Protection tab.

• (It typically is, but it’s always a good idea to check again.)

Step 3: Keep the Sheet Safe

• Click on the Review tab → Protect Sheet.

• When requested, type in a password (you’ll have to confirm it).

Step 4: Choose What Users Can Still Do

• Excel will show you a list of things that users can perform after you choose a password, such as:
  • Formatting cells
  • Selecting cells
• You can tick and uncheck what you want users to be able to perform.

Step 5: Click OK to Lock It

• You are done now.
• Click OK.
• Your sheet is safe. All cells are locked, and only the permissions you give will work.

ALSO READ: How to Create a Gantt Chart in Excel

How to Lock Certain Cells in Excel

You can lock only the cells you don’t want to change if you want to. Here’s how to do it:

Step 1: First, Unlock All the Cells

• Use Ctrl + A to select the complete sheet.
• Click Format Cells after right-clicking.
• On the Protection tab, uncheck the box next to Locked and then click OK.

Step 2: Only Lock the Cells You Need

• Choose the cells you want to lock.
• Choose Format Cells by right-clicking.

• Check Locked on the Protection tab and then click OK.

Step 3: Keep the Sheet Safe

• Click Protect Sheet on the Review tab.
• Type in a password and click OK.

How to Unlock Ranges for Certain Users

You can use Excel’s “Allow Users to Edit Ranges” option to let certain persons edit certain parts of a document while keeping everything else locked and safe.

Step 1: Turn on the “Allow Users to Edit Ranges” Feature

• On the Excel ribbon, click the Review tab.
• When the window opens, click on Allow Edit Ranges and then click on New.

Step 2: Make a Range for the Sales Team

• In the New Range window, give the cells that are marked as SalesData a name.
• Type B3:E10 under Refers to cells.
• To conclude this step, type in a password like sales789, re-enter it to confirm, and then click OK.

Step 3: Set Up a Range for the Inventory Team

• Click New again.
• Give the range a name UpdateInventory.
• The cell range is G3:G20.
• Pick a password like inv123 and then type it in again.

Step 4: Keep the Sheet Safe

• Go to Review → Protect Sheet, set a password, and then click OK.
• This means that anyone who wants to change the Sales or Inventory parts will now need to enter the correct password for each part.

Conclusion

Locking cells in Excel keeps data safe by stopping others from making changes without permission. This post shows you exactly how to lock certain cells or formulas so that only the parts of your worksheet that you want to be changeable are.

When you learn these skills, you can protect your data and stop changes from happening by accident, which makes shared workbooks more secure and useful.

Frequently Asked Questions

How Do I Lock Cells in Excel?

To lock cells in Excel, you need to first unlock all of them. To do this, select the whole sheet and uncheck “Locked” in the “Format Cells” menu. Then, in the same dialog, choose certain cells, check the box next to “Locked,” and use the “Review” tab to protect the sheet.

Can I Lock Only Certain Cells in Excel?

Yes, you can lock specific cells in Excel. To begin, unlock every cell in the worksheet. After that, choose the cells you wish to lock, check the box next to “Locked” in the “Format Cells” window, and safeguard the sheet from locking.

What is the Formula for Locking a Cell in Excel?

There is no formula in Excel for locking cells. Instead, use the “Format Cells” dialog to lock cells, and then use the “Review” tab to protect the worksheet to make sure the locking works.

The post How to Lock Cells in Excel appeared first on XcelNote.

Thankfully, you don’t have to be an Excel expert to make a Gantt chart. Even while it can be helpful to have some experience with Excel, the following easy steps will help you create a basic Excel Gantt chart.

This tutorial shows you how to make a Gantt chart visualization in Google Sheets, Tableau, or Excel. Because Google Sheets and Excel do not have pre-made Gantt charts, you might want to try Tableau Desktop, which is free.

ALSO READ: What is a Gantt Chart In Excel

How to make a Gantt chart in Excel: A step-by-step guide

Step 1: Collect your Project Data

Before you open Excel, write down the basics of your project. You will need:

• Task Name (What Needs to Be Done)
• Start date (when does it begin)
• Duration (how many days will it take)

For example:

Step 2: Insert a stacked bar chart

• Select your “start date” data (leave the task column for now).
• Go to the Insert tab.
• Select Stacked Bar Chart (not 100% stacked) from the Charts group.

A rough-looking bar chart will appear. Don’t worry, it’s about to make sense.

Step 3: Add task names and duration to the chart

Your chart is most likely confusing right now because of the lack of labels. Here’s how to fix that.

• Right-click on the chart and select Data.
• In legend entries add your duration data.

• Now Add your task names to the horizontal axis labels.

• Click on Edit and select Axis Level Range.

Now your tasks will be properly listed.

Step 4: Turn it into a Gantt chart

This is where the chart starts look like a Gantt chart. Notice how each task has two bars: one for the start date and one for the duration.

The “Start Date” bar is only a placeholder; it moves the duration bar into the proper position.

To hide it:

• Click on any of the blue “Start Date” bars.
• Right-click and choose Format Data Series.

• Change the fill color to no fill.

And with that, you’re left with clean horizontal bars displaying your project timeline.

If the tasks appear in reverse order, right-click the vertical axis and choose Format Axis, then check Categories in reverse order.

Pro Tip: Zooming in on weeks or months can improve chart readability for long-term projects.

Why Use Excel to Create Gantt Charts?

Indeed, you can use project management software such as Microsoft Project, Asana, or Smartsheet. But Excel has a few major advantages:

• It is accessible: most people already have Excel installed.
• It is fully customizable: you can change the colors, labels, and dates on the chart.
• It’s simple: Lightweight software is sufficient for small to medium-sized projects.

In short, Excel is best if you want a simple, no-frills Gantt chart with a low learning curve.

The Bottom Line

Creating a Gantt chart in Excel may seem difficult at first if you are a newbie, but once you’ve done it, you’ll realize how useful and simple it is. It only takes a few steps: You have to prepare your data, add a stacked bar chart, clean it up, and customize it.

What was the result? A clear, visual project roadmap that keeps you on track and prevents last-minute surprises.

The post How to Create a Gantt Chart in Excel appeared first on XcelNote.

Before going forward to function, let’s clarify some important things about text wrapping in Excel. That helps you to understand what and why we should learn about the text wrapping function.

What Is Wrap Text in Excel?

Wrap Text in Excel is a formatting option that lets you display long text on multiple lines within a single cell. Instead of spilling over into nearby cells or getting cut off, the content stays neatly contained and fully visible in one place—perfect for keeping your spreadsheet clean and easy to read.

Actually the text wrapping in Excel is important because it helps to maintain readability and prevent text from extending over the visible area. Without this function (text wrap), you have to manually insert line breaks, which can be very time-consuming and make editing or updating the text more difficult.

Why Do We Need Text Wrapping in Excel?

Sometimes, we need to insert a longer text within one cell, and perhaps you’ve noticed that these usually overflow to the next cells. For situations like these, Excel offers a solution in the form of the function “Wrap Text.” Which is literally wraps even longer texts perfectly and beautifully within one cell.

Let’s go forward to learn how to wrap text in Excel.

ALSO READ : How to Find Duplicates in Excel: 4 Easy and Quick Methods

Here are some simple and quick methods to wrap text in Excel.

Method 1: Using the “Wrap Text” Button From Ribbon

This is the easiest way to wrap text in Excel through this function.

Step 1: Select the cell or range of cells you want to format.

Step 2: Then go to the Home tab in the Excel Ribbon.

Step 3: Then click on the “Wrap Text” button.

That’s it! Excel will automatically adjust the row height and display all text inside the same cell.

Method 2: Using a keyboard shortcut

This method is faster if you prefer using the keyboard.

Step 1: Select the cell or cells where you want to wrap text.

Step 2: Press Alt, then H, then W.

Method 3: Inserting Manual line Breaks

Use this method if you want to control exactly where the line breaks occur inside a cell.

Step 1: Double-click the cell (or press F2) to enter edit mode.

Step 2: Place your cursor where you want a new line.

Step 3: Press Alt + Enter (Windows) or Option + Command + Enter (Mac).

This is great for formatting addresses or separating items within a single cell.

ALSO READ: How to Use PivotTables in Excel: A Beginner-Friendly Guide

The Bottom Line

Learning how to wrap text in Excel is a simple yet essential skill that enhances the readability and professionalism of your spreadsheets. Whether you’re using the Ribbon for fast access, keyboard shortcuts for efficiency, or manual line breaks for custom formatting, these methods give you full control over how your data is displayed. By understanding how to wrap text in Excel, you ensure that your content remains neat, organized, and easy to read no matter how big your data is.

The post How to Wrap Text in Excel appeared first on XcelNote.

What is a PivotTable?

A PivotTable allows you to reorganize and summarize selected columns and rows of data in a spreadsheet to get a desired report. It’s called a “pivot” because it lets you rotate the data—switching rows to columns and columns to rows—to see different summaries and perspectives of the data.

Imagine you have sales data with hundreds of rows. You want to know how much each salesperson sold in each region. A PivotTable can give you that answer in seconds.

ALSO READ: How to Create a qbj File From Excel

Step-by-Step Guide to Creating a PivotTable

1. Prepare Your Data

Before creating a PivotTable, make sure your data is well-organized:

• Your data should be in table format, with each column having a header.
• There should be no blank rows or columns in the data.
• All similar data should be in the same column (e.g., don’t split dates into separate day, month, and year columns unless necessary).

Example:

2. Insert a PivotTable

• Select any cell within your data.
• Go to the Insert tab on the Excel header.
• Click on PivotTable.
• Excel will automatically select your entire data range.
• Choose where you want the PivotTable to be entered—either in a new worksheet or the existing one.
• Enter OK.

You’ll see a blank PivotTable and a PivotTable Fields pane on the right.

Understanding the PivotTable Field List

There are four areas in a PivotTable:

• Filters: Use this to add a filter at the top of the table.
• Columns: Categories that go across the top.
• Rows: Categories that go down the side.
• Values: What you want to measure or calculate.

Let’s say you want to see total sales by salesperson and region:

• Drag Salesperson to the Rows area.
• Drag Region to the Columns area.
• Drag Sales to the Values area.

Voilà! You now have a PivotTable showing each salesperson’s total sales across regions.

Customizing Your PivotTable

Here are a few beginner-friendly tips to make your pivot table more useful:

• Sort and Filter: Click the dropdowns next to row or column headers to sort alphabetically or filter for specific values.
• Change Calculation Type: Click on the Values field > Value Field Settings > choose between Sum, Average, Count, Max, Min, etc.
• Format Numbers: Right-click a number in the Values area > Number Format > choose currency, percentage, etc.

ALSO READ: Top 25 Excel Formulas for Beginners—Learn to Work Smarter, Not Harder!

Benefits of Using PivotTables

• Saves time: No need to write complex formulas.
• Easy to explore data: You can change views with just a few clicks.
• Flexible and dynamic: Your table updates as your data changes.
• Helps you make better decisions: It highlights trends and patterns quickly.

Final Thoughts

PivotTables may seem intimidating at first, but once you try them, you’ll wonder how you ever worked without them. They’re an essential Excel tool that helps you manage and understand your data more efficiently. Start with a small dataset and play around with different combinations—you’ll learn fast. With just a few clicks, PivotTables can turn boring rows of data into valuable insights.

So go ahead, open Excel, and give PivotTables a try today!

The post How to Use PivotTables in Excel: A Beginner-Friendly Guide appeared first on XcelNote.

These formulae can help you develop a solid basis for your Excel skills, regardless of your role—student, office worker, or business owner.

These formulae can help you develop a solid basis for your Excel skills, regardless of your role—student, office worker, or business owner.

Why Learning Excel Formulas is Essential for Beginners

Understanding basic Excel formulas can drastically increase your efficiency and help you avoid manual work. If you’ve been searching for:

• Best Excel Formulas for Beginners
• Top Excel Functions you must know
• Simple Excel formulas to Boost Productivity

…you’re in the right place.

ALSO READ: How to Use VLOOKUP in Excel – A Step-by-Step Guide (With Examples)

Top 25 Excel Formulas Every Beginner Should Learn

Here’s a complete list of essential Excel formulas that will improve your day-to-day tasks.

1. SUM – Add Numbers Quickly

Formula:

=SUM(A1:A5)

What it does: Adds all numbers in the range A1 to A5.

Example Use Case: Calculate total monthly expenses by summing values in an expense column.

2. AVERAGE – Find the Mean Value

Formula:

=AVERAGE(B1:B5)

What it does: Returns the average of all the values in a given range.

Example Use Case: Determine the average test score of students in a class.

3. IF – Make Logical Decisions

Formula:

=IF(A1>100, "High", "Low")

What it does: Checks if A1 is greater than 100. If yes, returns “High”; otherwise, “Low”.

Example Use Case: Label sales values as “High” or “Low” based on performance.

4. COUNT – Count Numeric Entries

Formula:

=COUNT(A1:A10)

What it does: Counts how many cells in the range have numeric values.

Example Use Case: Count how many students submitted their grades numerically.

5. COUNTA – Count Non-Empty Cells

Formula:

=COUNTA(A1:A10)

What it does: Counts all cells that are not empty—text, numbers, or formulas.

Example Use Case: Count how many fields in a survey were filled out.

6. COUNTIF – Count with a Condition

Formula:

=COUNTIF(B1:B10, ">50")

What it does: Counts the number of cells in B1 to B10 that are greater than 50.

Example Use Case: Count how many employees scored more than 50 in a performance review.

7. SUMIF – Add with a Condition

Formula:

=SUMIF(A1:A10, ">100")

What it does: Adds up the values in A1 to A10 that are greater than 100.

Example Use Case: Total the revenue from transactions greater than $100.

8. VLOOKUP – Search Vertically

Formula:

=VLOOKUP(101, A2:C10, 3, FALSE)

What it does: Looks for 101 in column A and returns the corresponding value from column C.

Example Use Case: Find the name or price of a product by looking up its ID.

9. HLOOKUP – Search Horizontally

Formula:

=HLOOKUP("March", A1:D3, 2, FALSE)

What it does: Searches for “March” in the top row and returns the corresponding value from the second row.

Example Use Case: Retrieve monthly expenses or revenue from a horizontal table.

10. INDEX – Get Value by Position

Formula:

=INDEX(A1:C3, 2, 3)

What it does: Returns the value at the 2nd row and 3rd column in the range.

Example Use Case: Use with MATCH for dynamic lookups.

11. MATCH – Find Position of a Value

Formula:

=MATCH(75, A1:A10, 0)

What it does: Returns the relative position of 75 in the range.

Example Use Case: See where a specific score appears in a list.

12. LEN – Count Characters

Formula:

=LEN(A1)

What it does: Counts the number of characters in a cell, including spaces.

Example Use Case: Check if a phone number has the correct number of digits.

13. TRIM – Remove Extra Spaces

Formula:

=TRIM(A1)

What it does: Removes extra spaces from text—helpful for cleaning imported data.

Example Use Case: Clean up names or email addresses with extra spaces.

14. LEFT, RIGHT, MID – Extract Parts of Text

=LEFT(A1, 5)     → First 5 characters  
=RIGHT(A1, 3)    → Last 3 characters  
=MID(A1, 2, 4)   → 4 characters starting from position 2

What they do: Extract text from the left, right, or middle of a string.

Example Use Case: Separate area codes from phone numbers or extract order IDs.

15. CONCATENATE / TEXTJOIN – Combine Text

Formula:

=CONCATENATE(A1, " ", B1)
=TEXTJOIN(", ", TRUE, A1:A3)

What they do: Join multiple text strings into one.

Example Use Case: Combine first and last names into a full name.

16. NOW – Current Date & Time

Formula:

=NOW()

What it does: Returns current system date and time.

Example Use Case: Timestamp reports or invoices automatically.

17. TODAY – Get Today’s Date

Formula:

=TODAY()

What it does: Returns today’s date, updated automatically.

Example Use Case: Track deadlines or overdue tasks.

18. TEXT – Format Numbers as Text

Formula:

=TEXT(A1, "MM/DD/YYYY")

What it does: Converts a number or date into a specific format as text.

Example Use Case: Format a number as currency or date in reports.

19. ROUND, ROUNDUP, ROUNDDOWN – Round Numbers

Formulas:

=ROUND(A1, 2)     → 2 decimal places  
=ROUNDUP(A1, 0)   → Round up to whole number  
=ROUNDDOWN(A1, 0) → Round down to whole number

What they do: Round numbers up, down, or normally.

Example Use Case: Round financial data to standard formats.

RELATED: Excel Shortcut

20. IFERROR – Handle Errors Gracefully

Formula:

=IFERROR(A1/B1, "Error")

What it does: Prevents ugly error messages by replacing them with custom text.

Example Use Case: Handle division by zero or missing lookup values.

21. AND, OR – Multiple Logic Checks

=AND(A1>0, B1<100)  
=OR(A1="Yes", B1="Approved")

What they do: Test multiple conditions in an IF statement.

Example Use Case: Approve applications that meet multiple criteria.

22. ISNUMBER, ISTEXT – Check Cell Type

=ISNUMBER(A1)  
=ISTEXT(B1)

What they do: Confirm whether a cell contains a number or text.

Example Use Case: Validate data inputs before processing.

23. PROPER, UPPER, LOWER – Change Case of Text

=PROPER("john doe") → John Doe  
=UPPER("text")      → TEXT  
=LOWER("TEXT")      → text

What they do: Standardize the case of text data.

Example Use Case: Format names or addresses consistently.

24. RANDBETWEEN – Random Numbers Between Two Values

Formula:

=RANDBETWEEN(1, 100)

What it does: Generates a random whole number between the two values.

Example Use Case: Create dummy data or conduct simulations.

25. UNIQUE – Return Unique Values (Excel 365/2019+)

Formula:

=UNIQUE(A1:A10)

What it does: Returns a list of unique entries from a range.

Example Use Case: Filter out duplicate email addresses or names.

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