Microsoft Excel Data Analysis Cheat Sheet

Table of Contents
Functions & Formula.............................................................................................. 2
Basic Functions ............................................................................................................2
Conditional Functions ...................................................................................................2
Date and Time Functions ...............................................................................................3
Others Statistical Functions ..........................................................................................4
Text Functions ..............................................................................................................4
Lookup & Reference Functions ......................................................................................4

Keyboard Shortcuts ............................................................................................... 6

General Shortcuts .........................................................................................................6
Navigation Shortcuts ....................................................................................................6
Formatting Shortcuts ....................................................................................................6
Data Management Shortcuts .........................................................................................6
Formula Shortcuts ........................................................................................................7
2

Functions & Formula

Basic Functions
• SUM(range): Adds up all the numbers in a range.
• AVERAGE(range): Calculates the average of a group of numbers.
• STDEV.S(range): Calculates the standard deviation for a sample.
• COUNT(range): Counts the number of cells that contain numbers.
• MAX(range): Returns the largest number in a set of values.
• MIN(range): Returns the smallest number in a set of values.

Conditional Functions
• IF(logical_test, value_if_true, [value_if_false]): Evaluates a condition and
returns one value if that condition is true, and another value if the condition is
false.
o logical_test: The condition you want to check. This can involve
comparisons using operators like >, <, =, >=, <=, or <>.
o value_if_true: The value that is returned if the condition (logical_test) is
true.
o value_if_false: The value that is returned if the condition (logical_test) is
false. This argument is optional; if omitted and the condition is false, the
function will return FALSE.
o Example: If you want to assign a pass or fail status based on a student's
score in column B (assuming a passing score is 50), your formula would
look like: IF(B:B >= 50, "Pass", "Fail").
• SUMIF(range, criteria, [sum_range]): Adds up all the numbers in a range that
meet a specific criterion.
o range: The range of cells that you want evaluated by the criteria.
o criteria: The condition that determines which cells to add. This can be a
number, text, expression, or even a cell reference.
o sum_range: The actual cells to add together if their corresponding cells in
the range match the criteria. If omitted, Excel adds the cells in the range.
3

o Example: Suppose you want to sum all sales greater than $500 in column
B; your formula would look like: SUMIF(B:B, ">500")
• COUNTIF(range, criteria): Counts the number of cells within a range that meet
the given condition.
o range: The range of cells from which to count non-blank cells.
o criteria: The condition that determines which cells to count. Similar to
SUMIF, this can be expressed as a number, text, expression, or cell
reference.
o Example: If you want to count how many sales are over $500 in column B,
you would use: COUNTIF(B:B, ">500")
• AVERAGEIF(range, criteria, [average_range]): Calculates the average (mean) of
all the numbers in a range that meet a specific criterion.
o range: The range of cells that you want evaluated by the criteria.
o criteria: The condition that determines which cells to average.
o average_range: The actual cells to average if their corresponding cells in
the range match the criteria. If omitted, Excel averages the cells in the
range.
o Example: If you want to calculate the average sales for amounts greater
than $500 in column B, your formula would look like: AVERAGEIF(B:B,
">500")

Date and Time Functions

• NOW(): Returns the current date and time.
• DATE(year, month, day): Returns the sequential serial number that represents a
particular date.
• DAY(date): Returns the day of the month.
• MONTH(date): Returns the month of a date represented by a serial number.
• YEAR(date): Returns the year of a date represented by a serial number.
4

Others Statistical Functions

• MEDIAN(range): Returns the median of the given numbers.
• MODE.SNGL(range): Returns the most frequently occurring number in a data set.
• VAR.S(range): Calculates the variance for a sample.

Text Functions
• CONCATENATE(text1, [text2], ...): Joins two or more text strings into one string.
• UPPER(text): Converts text to uppercase.
• LOWER(text): Converts text to lowercase.
• TRIM(text): Removes spaces from text except for single spaces between words.

Lookup & Reference Functions

• VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup]):
Searches vertically down the first column of a given range for a key and returns the
value of a specified cell in the row found.
o lookup_value: The value to search for in the first column of the table_array.
o table_array: The range of cells that contains the data. You can use a
reference to a range or a range name.
o col_index_num: The column number in the table_array from which to
retrieve the value. Column 1 is the first column.
o range_lookup: (Optional) A logical value: TRUE (approximate match) or
FALSE (exact match). If omitted, the default is TRUE.
o Example: If you have a table of employees in columns A to C with
employee IDs, names, and roles, and you want to find the name of the
employee with ID 12345, your formula would look like: VLOOKUP(12345,
A:C, 2, FALSE).
• HLOOKUP(lookup_value, table_array, row_index_num, [range_lookup]):
Searches horizontally across the top row of a given range for a key and returns the
value of a specified cell in the column found.
o lookup_value: The value to search for in the first row of the table_array.
o table_array: The range of cells that contains the data.
5

o row_index_num: The row number in the table_array from which to retrieve

the value. Row 1 is the first row.
o range_lookup: (Optional) A logical value: TRUE (approximate match) or
FALSE (exact match). If omitted, the default is TRUE.
o Example: If you have a table where different products are listed in the first
row and months in subsequent rows, and you want to find the sales figure
for Product X in February, your formula would look like: HLOOKUP("Product
X", A1:Z12, 2, FALSE).
• XLOOKUP(lookup_value, lookup_array, return_array, [if_not_found],
[match_mode], [search_mode]): Searches a range or an array, and returns an
item corresponding to the first match it finds. If a match doesn't exist, then
XLOOKUP can return the closest (approximate) match. This function can be used
to replace both VLOOKUP and HLOOKUP functions.
o lookup_value: The value to search for.
o lookup_array: The array or range to search.
o return_array: The array or range to return.
o if_not_found: (Optional) The value to return if no match is found.
o match_mode: (Optional) Specifies the match type: 0 (exact match), -1 (exact
match or next smaller item), 1 (exact match or next larger item), 2 (wildcard
match).
o search_mode: (Optional) Specifies the search mode: 1 (search from first to
last), -1 (search from last to first), 2 (binary search ascending), -2 (binary
search descending).
o Example: If you need to find the salary of an employee named John from a
table where employee names are in column A and salaries in column B, your
formula would look like: XLOOKUP("John", A:A, B:B, "Not Found").
6

Keyboard Shortcuts

General Shortcuts
• Ctrl + N: Create a new workbook.
• Ctrl + O: Open an existing workbook.
• Ctrl + S: Save a workbook.
• Ctrl + P: Print a workbook.
• Ctrl + C: Copy selected cells.
• Ctrl + X: Cut selected cells.
• Ctrl + V: Paste content from the clipboard.
• Ctrl + Z: Undo an action.
• Ctrl + Y: Redo an action.

Navigation Shortcuts
• Arrow Keys: Move one cell up, down, left, or right.
• Ctrl + Arrow Key: Move to the edge of data regions.
• Home: Move to the beginning of a row.
• Ctrl + Home: Move to the beginning of a worksheet.
• Ctrl + End: Move to the last cell with content.

Formatting Shortcuts
• Ctrl + B: Apply or remove bold formatting.
• Ctrl + I: Apply or remove italic formatting.
• Ctrl + U: Apply or remove underlining.
• Ctrl + 1: Open the Format Cells dialog box.
• Alt + E, S, V: Paste special.

Data Management Shortcuts

• Ctrl + T: Create a table.
• Ctrl + L: Create a filter.
• Ctrl + Shift + L: Toggle filters.
• Alt + D, P: Create a PivotTable.
7

• Ctrl + Shift + "+": Insert new cells, rows, or columns.

• Ctrl + "-": Delete selected cells, rows, or columns.

Formula Shortcuts
• F2: Edit the active cell.
• Ctrl + ` (grave accent): Switch between displaying cell values and formulas.
• Shift + F3: Insert a function.
• Ctrl + Shift + Enter: Enter a formula as an array formula.

Thank You!