Excel Quick Reference Guide

Complete Function Library & Shortcut Compendium

Your comprehensive Excel reference for all skill levels - Classes 1 through 4

🔧 Essential Keyboard Shortcuts

Basic Navigation (Class 1)

Shortcut	Action	Use Case
Ctrl + Home	Go to cell A1	Quick worksheet start
Ctrl + End	Go to last used cell	Find data boundaries
Ctrl + Arrow Keys	Jump to data edges	Navigate large datasets
F5	Go To dialog	Jump to specific cell
Ctrl + G	Go To dialog (alternative)	Navigate to cell ranges
Page Up/Down	Scroll by screen	Browse large worksheets
Ctrl + Page Up/Down	Switch worksheets	Navigate multiple sheets
Tab	Move right one cell	Quick horizontal movement
Shift + Tab	Move left one cell	Reverse horizontal movement
Enter	Move down one cell	Vertical data entry

Formatting & Editing (Class 2)

Shortcut	Action	Use Case
Ctrl + B	Bold text	Emphasize headers
Ctrl + I	Italic text	Highlight important data
Ctrl + U	Underline text	Mark key information
Ctrl + Z	Undo last action	Fix mistakes quickly
Ctrl + Y	Redo last action	Restore undone changes
F2	Edit active cell	Modify cell contents
Delete	Clear cell contents	Remove data only
Ctrl + X	Cut selection	Move data
Ctrl + C	Copy selection	Duplicate data
Ctrl + V	Paste clipboard	Insert copied data
Ctrl + Alt + V	Paste Special	Advanced paste options

Data Analysis (Class 3)

Shortcut	Action	Use Case
Alt + D + S	Sort dialog	Organize data quickly
Ctrl + Shift + L	Toggle AutoFilter	Enable/disable filtering
Alt + D + P	Create PivotTable	Advanced data analysis
F11	Create chart on new sheet	Quick visualization
Alt + F1	Create embedded chart	Chart in current sheet
Ctrl + T	Create Table	Structure data properly
Ctrl + A	Select all data	Prepare for operations
Ctrl + Shift + End	Select to last cell	Select large ranges
Ctrl + Shift + Arrow	Select to data boundary	Precise range selection

Advanced Features (Class 4)

Shortcut	Action	Use Case
Alt + F11	Open VBA Editor	Create/edit macros
F8	Step through macro	Debug VBA code
Ctrl + F9	Calculate worksheet	Manual calculation
Shift + F9	Calculate active sheet	Partial recalculation
Ctrl + Shift + F9	Calculate all sheets	Full workbook refresh
Alt + F8	Macro dialog	Run/edit existing macros
F4	Repeat last action	Efficient repetitive tasks
Ctrl + K	Insert hyperlink	Create navigation links

📊 Essential Functions Library

Basic Math Functions (Class 2)

SUM Family

=SUM(A1:A10)                    // Add range of numbers
=SUM(A1:A5, C1:C5)             // Add multiple ranges  
=SUMIF(A1:A10, ">100", B1:B10) // Conditional sum
=SUMIFS(C1:C10, A1:A10, "North", B1:B10, ">50") // Multiple criteria

AVERAGE Functions

=AVERAGE(A1:A10)               // Mean of numbers
=AVERAGEIF(A1:A10, ">0")      // Average with criteria
=AVERAGEIFS(C1:C10, A1:A10, "Sales", B1:B10, ">1000") // Multiple criteria

COUNT Functions

=COUNT(A1:A10)                 // Count numbers only
=COUNTA(A1:A10)               // Count non-empty cells
=COUNTIF(A1:A10, ">100")      // Count with criteria
=COUNTIFS(A1:A10, ">50", B1:B10, "<100") // Multiple criteria

Date & Time Functions (Classes 2-3)

=TODAY()                       // Current date
=NOW()                        // Current date and time
=DATE(2024, 12, 25)          // Create specific date
=YEAR(A1)                     // Extract year from date
=MONTH(A1)                    // Extract month from date
=DAY(A1)                      // Extract day from date
=WEEKDAY(A1)                  // Day of week (1-7)
=DATEDIF(A1, B1, "Y")        // Years between dates
=NETWORKDAYS(A1, B1)         // Business days between dates

Text Functions (Classes 2-3)

=CONCATENATE(A1, " ", B1)     // Join text (older method)
=A1 & " " & B1               // Join text (simple)
=CONCAT(A1:C1)               // Join range of text
=LEFT(A1, 3)                 // First 3 characters
=RIGHT(A1, 2)                // Last 2 characters  
=MID(A1, 2, 5)               // 5 characters starting at position 2
=LEN(A1)                     // Count characters
=UPPER(A1)                   // Convert to uppercase
=LOWER(A1)                   // Convert to lowercase
=PROPER(A1)                  // Title Case Each Word
=TRIM(A1)                    // Remove extra spaces

Logical Functions (Classes 2-4)

=IF(A1 > 100, "High", "Low")        // Basic if statement
=IF(A1 > 100, "High", IF(A1 > 50, "Medium", "Low")) // Nested if
=AND(A1 > 50, B1 < 100)             // Multiple conditions (all true)
=OR(A1 > 100, B1 > 200)             // Multiple conditions (any true)  
=NOT(A1 = "")                        // Opposite of condition
=IFERROR(A1/B1, "Division Error")    // Handle errors gracefully

Lookup Functions (Classes 3-4)

VLOOKUP (Traditional)

=VLOOKUP(A1, D:G, 2, FALSE)         // Exact match lookup
=VLOOKUP(A1, D:G, 3, TRUE)          // Approximate match
=VLOOKUP(A1, Sheet2!A:D, 2, 0)      // Different sheet lookup

XLOOKUP (Modern - Excel 365)

=XLOOKUP(A1, D:D, E:E)               // Basic lookup
=XLOOKUP(A1, D:D, E:G)               // Return multiple columns
=XLOOKUP(A1, D:D, E:E, "Not Found")  // Custom error message
=XLOOKUP(A1, D:D, E:E, , 2)          // Wildcard match

INDEX & MATCH (Flexible)

=INDEX(B:B, MATCH(A1, C:C, 0))      // Basic INDEX/MATCH
=INDEX(B:B, MATCH(1, (C:C=A1)*(D:D=A2), 0)) // Multiple criteria

Dynamic Array Functions (Class 4 - Excel 365)

=FILTER(A:C, B:B > 1000)            // Filter data by criteria
=SORT(A:C, 2, -1)                   // Sort by column 2 descending  
=SORTBY(A:C, B:B, -1)               // Sort by different column
=UNIQUE(A:A)                        // Remove duplicates
=SEQUENCE(10, 1, 1, 1)              // Generate number sequence
=RANDARRAY(10, 3, 1, 100, TRUE)     // Random number array

Financial Functions (Classes 3-4)

=PMT(5%/12, 60, -10000)             // Loan payment calculation
=FV(6%/12, 60, -500)                // Future value calculation
=PV(8%/12, 60, 500)                 // Present value calculation  
=RATE(60, -500, 10000)              // Interest rate calculation
=NPV(10%, B2:B11)                   // Net present value
=IRR(B2:B11)                        // Internal rate of return

Statistical Functions (Classes 3-4)

=MAX(A1:A10)                        // Largest value
=MIN(A1:A10)                        // Smallest value  
=MEDIAN(A1:A10)                     // Middle value
=MODE(A1:A10)                       // Most frequent value
=STDEV(A1:A10)                      // Standard deviation
=VAR(A1:A10)                        // Variance
=CORREL(A1:A10, B1:B10)            // Correlation coefficient
=PERCENTILE(A1:A10, 0.9)           // 90th percentile

🎨 Professional Formatting Guide

Number Formats

Format Type	Code	Example Display
Currency	`$#,##0.00`	$1,234.56
Accounting	`_($* #,##0.00_);_($* (#,##0.00);_($* "-"??_);_(@_)`	$ 1,234.56
Percentage	`0.00%`	12.34%
Date	`mm/dd/yyyy`	12/25/2024
Date Long	`dddd, mmmm dd, yyyy`	Wednesday, December 25, 2024
Time	`h:mm AM/PM`	2:30 PM
Phone	`[<=9999999]###-####;(###) ###-####`	(555) 123-4567
Social Security	`000-00-0000`	123-45-6789
Custom Text	`"Order #"0000`	Order #0001

Conditional Formatting Rules

// Highlight values above average
=A1 > AVERAGE($A$1:$A$10)

// Alternate row colors  
=MOD(ROW(), 2) = 0

// Due dates within 7 days
=AND(A1 >= TODAY(), A1 <= TODAY() + 7)

// Top 10% of values
=A1 >= PERCENTILE($A$1:$A$10, 0.9)

// Duplicate values
=COUNTIF($A$1:$A$10, A1) > 1

// Traffic light system (Red/Yellow/Green)
=A1 < 0.7    // Red background
=AND(A1 >= 0.7, A1 < 0.9)  // Yellow background  
=A1 >= 0.9   // Green background

📈 Chart Types & When to Use

Column Charts

Best for: Comparing categories, showing changes over time
Use when: 2-7 categories, clear differences between values
Avoid when: Many categories (use bar chart instead)

Line Charts

Best for: Trends over time, continuous data
Use when: Showing progression, forecasting
Avoid when: Comparing unrelated categories

Pie Charts

Best for: Parts of a whole, percentage breakdown
Use when: 5 or fewer slices, percentages add to 100%
Avoid when: Comparing exact values, negative numbers

Bar Charts

Best for: Comparing categories with long names
Use when: Many categories, ranking data
Avoid when: Showing trends over time

Scatter Plots

Best for: Relationships between two variables
Use when: Looking for correlations, outliers
Avoid when: Categorical data without numeric relationship

Area Charts

Best for: Cumulative totals, stacked categories
Use when: Showing contribution to total over time
Avoid when: Values are not additive

🔧 Troubleshooting Common Errors

Formula Errors

Error	Meaning	Common Causes	Solutions
#DIV/0!	Division by zero	Dividing by empty cell or zero	Use IFERROR, check denominators
#VALUE!	Wrong data type	Text in number calculation	Verify data types, use VALUE()
#REF!	Invalid cell reference	Deleted referenced cells	Update references, use absolute references
#NAME?	Excel doesn't recognize	Misspelled function, missing quotes	Check spelling, add quotes to text
#N/A	Value not available	VLOOKUP can't find match	Verify lookup values, use IFERROR
#NUM!	Invalid numeric value	Number too large/small	Check calculation inputs
#NULL!	Invalid intersection	Incorrect range operator	Use : for ranges, not space

Performance Issues

Problem	Cause	Solution
Slow calculations	Too many formulas	Use values instead of formulas where possible
File too large	Unused cells with formatting	Clear unused areas, save as new file
Charts not updating	Manual calculation mode	Press F9 or enable automatic calculation
Pivot table errors	Data source changed	Refresh pivot table, update source range
Macro security warnings	Unsigned macros	Enable macros for trusted files

🎯 Pivot Table Quick Setup

Step-by-Step Pivot Creation

Select your data (including headers)
Insert tab > PivotTable
Choose destination (new or existing sheet)
Drag fields to areas:
- Rows: Category groupings
- Columns: Comparison categories
- Values: Numbers to summarize
- Filters: Page-level filtering

Common Pivot Table Configurations

Sales Analysis

Rows: Salesperson, Product
Columns: Month, Quarter
Values: Sales Amount (Sum), Units Sold (Sum)
Filters: Region, Customer Type

Financial Reporting

Rows: Account Category, Account Name
Columns: Month
Values: Amount (Sum)
Filters: Department, Cost Center

Performance Tracking

Rows: Employee, Department
Columns: Metric Type
Values: Score (Average), Goal (Sum)
Filters: Date Range, Location

🤖 VBA Code Templates (Class 4)

Basic Macro Structure

Sub MyMacroName()
    ' Macro description and purpose
    ' Created by: Your Name
    ' Date: Today's Date
    
    ' Declare variables
    Dim ws As Worksheet
    Dim lastRow As Long
    
    ' Set worksheet reference
    Set ws = ActiveSheet
    
    ' Find last row with data
    lastRow = ws.Cells(ws.Rows.Count, "A").End(xlUp).Row
    
    ' Your code here
    
    ' Clean up object variables
    Set ws = Nothing
    
End Sub

Common VBA Tasks

' Loop through range
For i = 1 To lastRow
    If ws.Cells(i, 1).Value > 100 Then
        ws.Cells(i, 2).Value = "High"
    End If
Next i

' Format cells
With Range("A1:D1")
    .Font.Bold = True
    .Interior.Color = RGB(79, 129, 189)
    .Font.Color = RGB(255, 255, 255)
End With

' Create new worksheet
Set newWS = Sheets.Add
newWS.Name = "Report_" & Format(Date, "mmm_yyyy")

' Save workbook  
ActiveWorkbook.SaveAs "C:\Reports\Monthly_Report.xlsx"

📋 Data Validation Setup

Common Validation Rules

// Dropdown list from range
Source: =$A$1:$A$10

// Dropdown from comma-separated values  
Source: High, Medium, Low

// Date range validation
Allow: Date
Between: 1/1/2024 and 12/31/2024

// Number range validation
Allow: Whole Number  
Between: 1 and 100

// Custom formula validation
Allow: Custom
Formula: =LEN(A1)<=50    // Limit text length
Formula: =COUNTIF($A:$A,A1)=1  // Prevent duplicates

Input Messages & Error Alerts

Input Message: Helpful guidance when cell is selected
Error Alert: Custom message when invalid data entered
Alert Styles:
- Stop: Prevents invalid entry
- Warning: Allows but warns about invalid entry
- Information: Informs but allows any entry

🔐 Workbook Protection Guide

Protection Levels

Cell Protection: Lock formulas, allow data entry
Sheet Protection: Prevent structural changes
Workbook Protection: Lock sheet tabs and window
File Encryption: Password protect entire file

Setup Process

// Unlock input cells first
Format > Cells > Protection > Uncheck "Locked"

// Then protect sheet
Review > Protect Sheet
- Select locked cells: NO
- Select unlocked cells: YES  
- Format cells: NO
- Insert rows: NO (usually)

📞 Quick Help Resources

Built-in Excel Help

F1: Context-sensitive help
Alt + Q: Tell Me search box
Ctrl + F1: Show/hide ribbon

Online Resources

Microsoft Excel Help Center: Official documentation
Excel Community Forums: User-generated solutions
YouTube Excel Channels: Video tutorials
LinkedIn Learning: Structured courses

Error Checking Tools

Formulas tab > Error Checking: Find formula errors
Formulas tab > Evaluate Formula: Step through calculations
F2: Edit mode to see

Excel Quick Reference Guide - Complete Function Library & Shortcut Compendium

Excel Quick Reference Guide

Complete Function Library & Shortcut Compendium

🔧 Essential Keyboard Shortcuts

Basic Navigation (Class 1)

Formatting & Editing (Class 2)

Data Analysis (Class 3)

Advanced Features (Class 4)

📊 Essential Functions Library

Basic Math Functions (Class 2)

SUM Family

AVERAGE Functions

COUNT Functions

Date & Time Functions (Classes 2-3)

Text Functions (Classes 2-3)

Logical Functions (Classes 2-4)

Lookup Functions (Classes 3-4)

VLOOKUP (Traditional)

XLOOKUP (Modern - Excel 365)

INDEX & MATCH (Flexible)

Dynamic Array Functions (Class 4 - Excel 365)

Financial Functions (Classes 3-4)

Statistical Functions (Classes 3-4)

🎨 Professional Formatting Guide

Number Formats

Conditional Formatting Rules

📈 Chart Types & When to Use

Column Charts

Line Charts

Pie Charts

Bar Charts

Scatter Plots

Area Charts

🔧 Troubleshooting Common Errors

Formula Errors

Performance Issues

🎯 Pivot Table Quick Setup

Step-by-Step Pivot Creation

Common Pivot Table Configurations

Sales Analysis

Financial Reporting

Performance Tracking

🤖 VBA Code Templates (Class 4)

Basic Macro Structure

Common VBA Tasks

📋 Data Validation Setup

Common Validation Rules

Input Messages & Error Alerts

🔐 Workbook Protection Guide

Protection Levels

Setup Process

📞 Quick Help Resources

Built-in Excel Help

Online Resources

Error Checking Tools

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