CHAPTER -10

MS- Excel
Spreadsheets:-
A spreadsheet is an electronic document that stores various types of data. There are vertical columns
and horizontal rows. A cell is where the column and row intersect. A cell can contain data and can be
used in calculations of data within the spreadsheet. An Excel spreadsheet can contain workbooks and
worksheets. The workbook is the holder for related worksheets.

Microsoft Office Button

The Microsoft Office Button performs many of the functions
that were located in the File menu of older versions of Excel.
This button allows you to create a new workbook, Open an
existing workbook, save and save as, print, send, or close.

Ribbon
The ribbon is the panel at the top portion of the document It
has seven tabs: Home, Insert, Page Layouts, Formulas, Data, Review, and View. Each tab is
divided into groups. The groups are logical collections of features designed to perform function
that you will utilize in developing or editing your Excel spreadsheets.

Commonly utilized features are displayed on the Ribbon. To view

additional features within each group, click the arrow at the bottom
right corner of each group.

Home: Clipboard, Fonts, Alignment, Number, Styles, Cells,

Editing
Insert: Tables, Illustrations, Charts, Links, Text
Page Layouts: Themes, Page Setup, Scale to Fit, Sheet Options, Arrange
Formulas: Function Library, Defined Names, Formula Auditing, Calculation
Data: Get External Data, Connections, Sort & Filter, Data Tools, Outline
Review: Proofing, Comments, Changes
View: Workbook Views, Show/Hide, Zoom, Window, Macros
Quick Access Toolbar
The quick access toolbar is a customizable toolbar that contains commands that you may want
to use. You can place the quick access toolbar above or below the ribbon. To change the
location of the quick access toolbar, click on the arrow at the end of the toolbar and click Show
Below the Ribbon.

You can also add items to the quick access toolbar. Right click on any item in the Office Button
or the Ribbon and click Add to Quick Access Toolbar and a shortcut will be added.

Mini Toolbar
A new feature in Office 2007 is the Mini Toolbar. This is a floating toolbar that is displayed
when you select text or right-click text. It displays common formatting tools, such as Bold,
Italics, Fonts, Font Size and Font Color.

Workbook

Create a Workbook
To create a new Workbook:

 Click the Microsoft Office Toolbar

 Click New
 Choose Blank Document

If you want to create a new document from a template, explore the templates and choose one that
fits your needs.

Save a Workbook
When you save a workbook, you have two choices:
Save or Save As.
To save a document:

 Click the Microsoft Office Button

 Click Save

You may need to use the Save As feature when you

need to save a workbook under a different name or
to save it for earlier versions of Excel. Remember
that older versions of Excel will not be able to open
an Excel 2007 worksheet unless you save it as an
Excel 97-2003 Format. To use the Save As feature:

 Click the Microsoft Office Button

  Click Save As
 Type in the name for the Workbook
 In the Save as Type box, choose Excel 97-2003 Workbook

Open a Workbook
To open an existing workbook:

 Click the Microsoft Office Button

 Click Open
 Browse to the workbook
 Click the title of the workbook
 Click Open

Entering Data
There are different ways to enter data in Excel: in an active cell or in the formula bar.
To enter data in an active cell:

 Click in the cell where you want the data

 Begin typing

To enter data into the formula bar

 Click the cell where you would like the data

 Place the cursor in the Formula Bar
 Type in the data

Data

Excel allows you to move, copy, and paste cells and cell content through cutting and pasting
and copying and pasting.

Select Data
To select a cell or data to be copied or cut:

 Click the cell

  Click and drag the cursor to select many cells in a range

Select a Row or Column

To select a row or column click on the row or column header.

Auto Fill
The Auto Fill feature fills cell data or series of data in a worksheet into a selected range of cells.
If you want the same data copied into the other cells, you only need to complete one cell. If you
want to have a series of data (for example, days of the
week) fill in the first two cells in the series and then use
the auto fill feature. To use the Auto Fill feature:

 Click the Fill Handle

 Drag the Fill Handle to complete the cells

Modifying a Worksheet

Insert Cells, Rows, and Columns

To insert cells, rows, and columns in Excel:

 Place the cursor in the row below where you want the new
row, or in the column to the left of where you want the new
column
 Click the Insert button on the Cells group of the Home tab
 Click the appropriate choice: Cell, Row, or Column
Delete Cells, Rows and Columns
To delete cells, rows, and columns:

 Place the cursor in the cell, row, or column that you want to
delete
 Click the Delete button on the Cells group of the Home tab
 Click the appropriate choice: Cell, Row, or Column

Calculations

Excel Formulas
A formula is a set of mathematical instructions that can be used in Excel to perform calculations.
Formals are started in the formula box with an = sign.

There are many elements to and excel formula.

References: The cell or range of cells that you want to use in your calculation
Operators: Symbols (+, -, *, /, etc.) that specify the calculation to be performed
Constants: Numbers or text values that do not change
Functions: Predefined formulas in Excel

To create a basic formula in Excel:

 Select the cell for the formula

 Type = (the equal sign) and the formula
 Click Enter
Calculate with Functions
A function is a built in formula in Excel. A function has a name and arguments (the
mathematical function) in parentheses. Common functions in Excel:

Sum: Adds all cells in the argument

Average: Calculates the average of the cells in the argument
Min: Finds the minimum value
Max: Finds the maximum value
Count: Finds the number of cells that contain a numerical value within a range of the argument

To calculate a function:

 Click the cell where you want the function applied

 Click the Insert Function button
 Choose the function
 Click OK

 Complete the Number 1 box with the first cell in the range that you want calculated
 Complete the Number 2 box with the last cell in the range that you want calculated
Function Library
The function library is a large group of functions on the Formula Tab of the Ribbon. These
functions include:

AutoSum: Easily calculates the sum of a range

Recently Used: All recently used functions
Financial: Accrued interest, cash flow return rates and additional financial functions
Logical: And, If, True, False, etc.
Text: Text based functions
Date & Time: Functions calculated on date and time
Math & Trig: Mathematical Functions

Relative, Absolute and Mixed References:-

Relative References:-
Calling cells by just their column and row labels (such as "A1") is called relative referencing.
When a formula contains relative referencing and it is copied from one cell to another, Excel
does not create an exact copy of the formula. It will change cell addresses relative to the row and
column they are moved to this is called relative referencing. For example, if a simple addition
formula in cell C1 "= (A1+B1)" is copied to cell C2, the formula would change to "= (A2+B2)"
to reflect the new row.

Absolute References: -
To prevent above change, cells must be called by absolute referencing and this is accomplished
by placing dollar signs "$" within the cell addresses in the formula. Continuing the previous
example, the formula in cell C1 would read "= ($A$1+$B$1)" if the value of cell C2 should be
the sum of cells A1 and B1. Both the column and row of both cells are absolute and will not
change when copied. This is called Absolute Referencing.

Mixed referencing: -
Mixed referencing can also be used where only the row OR column fixed. For example, in the
formula "= (A$1+$B2)", the row of cell A1 is fixed and the column of cell B2 is fixed.
Sort and Filter
Sorting and Filtering allow you to manipulate data in a worksheet based on
given set of criteria.

Basic Sorts
To execute a basic descending or ascending sort based on one column:

 Highlight the cells that will be sorted

 Click the Sort & Filter button on the Home tab
 Click the Sort Ascending (A-Z) button or Sort Descending (Z-A) button

Filtering
Filtering allows you to display only data that meets certain criteria.
To filter:

 Click the column or columns that contain the data you wish to filter
 On the Home tab, click on Sort & Filter
 Click Filter button
 Click the Arrow at the bottom of the first cell
 Click the Text Filter
 Click the Words you wish to Filter
 To clear the filter click the Sort & Filter button
 Click Clear

Charts
Charts allow you to present information contained in the worksheet in a graphic format. Excel
offers many types of charts including: Column, Line, Pie, Bar, Area, Scatter and more. To view
the charts available click the Insert Tab on the Ribbon.

Create a Chart
To create a chart:

 Select the cells that contain the data you want to use in the chart
 Click the Insert tab on the Ribbon
 Click the type of Chart you want to create
Modify a Chart
Once you have created a chart you can do several things to modify the chart.

To move the chart:

 Click the Chart and Drag it another location on the same worksheet, or
 Click the Move Chart button on the Design tab
 Choose the desired location (either a new sheet or a current sheet in the workbook)

To change the data included in the chart:

 Click the Chart

 Click the Select Data button on the Design tab

To reverse which data are displayed in the rows

and columns:

 Click the Chart

  Click the Switch Row/Column button on the Design tab

To modify the labels and titles:

 Click the Chart

 On the Layout tab, click the Chart Title or the Data Labels button
 Change the Title and click Enter