Excel & Spreadsheet Programs
Spreadsheet programs are digital tools used to store, organize, and analyze data in a grid format consisting of rows and columns. Each intersection of a row and column is called a cell, which can contain numbers, text, formulas, or functions.
Basic Features & Uses
Spreadsheets are widely used for budgeting, data analysis, inventory management, and project tracking due to their flexibility and automation capabilities.
Features
- Cells – The smallest unit where data is entered.
- Rows & Columns – Organize data; columns are labeled with letters (A, B, C), and rows are numbered (1, 2, 3).
- Formulas – Perform calculations using built-in functions (e.g., =SUM(A1:A10) adds numbers in cells A1 through A10).
- Functions – Predefined operations like AVERAGE, IF, VLOOKUP, and COUNT.
- Formatting – Adjust text, colors, borders, and number formats for readability.
- Charts & Graphs – Visualize data with bar charts, pie charts, and line graphs.
- Sorting & Filtering – Organize and find specific data quickly.
- Pivot Tables – Summarize and analyze large datasets.
Common Spreadsheet Programs
- Microsoft Excel: The industry standard for advanced data manipulation, visualization, and analysis. Features like pivot tables, complex formulas, and automation (VBA) make it a powerful tool.
- Google Sheets: A cloud-based spreadsheet tool that supports collaboration and integrates with other Google services. It also supports basic to moderately complex analysis.
- Apple Numbers: Known for its visual appeal and simplicity, though limited in advanced functionality compared to Excel.
- LibreOffice Calc: An open-source alternative with many similar functions to Excel.
- OpenOffice Calc: Another open-source option offering a familiar interface for spreadsheet tasks.
Basic Formulas and Functions
| Formula | Use Case | Use Case Example |
|---|---|---|
| SUM | Adds a range of numbers. | =SUM(A1:A10)
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| AVERAGE | Calculates the mean of a range. | =AVERAGE(B1:B10)
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| MIN/MAX | Finds the smallest or largest value in a range. | =MIN(C1:C10) or =MAX(C1:C10)
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| VLOOKUP | Searches for a value in the first column of a range. | =VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
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| XLOOKUP | Modern alternative to VLOOKUP, more versatile and easier to use. Note: Only works on M365 versions of Excel. | =XLOOKUP(lookup_value, lookup_array, return_array, [if_not_found])
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| INDEX | Returns the value of a cell within a range. | =INDEX(array, row_num, [column_num])
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| MATCH | Returns the relative position of an item. | =MATCH(lookup_value, lookup_array, [match_type])
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| IF | Logical test that returns different outcomes based on conditions. | =IF(A1>10, "High", "Low")
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Advanced Formulas and Functions
Date Formulas
| Formula | Purpose & Potential Use Case | Syntax Example |
|---|---|---|
| DATEDIF | Calculates the difference between two dates in days "D", months "M", or years "Y". Use case: Quickly determine the number of months an employee has worked at a company. |
=DATEDIF(A2, B2, "M, D, or Y")
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| DATE | Creates a valid Excel date from separate year, month, and day inputs. Use case: Combine dynamic values (e.g., cell references) to form a date for scheduling or tracking timelines. |
=DATE(2025, 3, 19)
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| TODAY | Returns the current date. Use case: Build rolling dashboards or reports that automatically update with the current date. |
=TODAY()
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| DATEVALUE | Converts a text string that represents a date into a proper Excel date. Use case: Clean and standardize date formats imported from text files or external data sources. |
=DATEVALUE(“3/19/2025”)
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Misc
| Formula | Purpose & Potential Use Case | Syntax Example |
|---|---|---|
| LET | Assigns names to calculation results within a formula, improving readability and performance. Use case: Break down complex calculations into smaller variables and reduce repeated expressions. |
=LET(x, A22, y, x+5, y3)
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| TEXTJOIN | Concatenates multiple strings (or ranges) with a specified delimiter. Use case: Combine lists of values into a single cell (e.g., multiple tags or names) while skipping blanks. |
=TEXTJOIN(”, “, TRUE, A2:A5)
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| CONCAT | Joins several text strings into one without a delimiter (or with a manually inserted delimiter). Use case: Merge first name and last name fields or create unique keys for data records. |
=CONCAT(A2, “ - “, B2)
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| AGGREGATE | Performs functions like SUM, AVERAGE, or MAX while allowing you to ignore errors or hidden rows. Use case: Calculate statistics on filtered data or arrays with potential error values without needing complicated nested formulas. |
=AGGREGATE(1, 6, A2:A10)
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