UNIT-4 (Microsoft Excel)

Overview of Excel features – Creating a new worksheet, Selecting cells, Entering and editing Text, Numbers,
Inserting Rows/Columns –Changing column widths and row heights, Formulae, Referencing cells ,
Changing font sizes and colors, Insertion of Charts, Auto fill, Sort.
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1. Overview of Excel features

Microsoft excel is an integrated electronic spread sheet program developed by Microsoft corporation. It is a
core part of Microsoft office Package. It includes the following features.
Autocalc: This feature is very useful to sum a group of numbers is selected them. Their sum will
automatically appear in the status area.
Auto complete: Excel now intelligence to anticipate what you are going to type! Based upon entries you’ve
already made, AutoComplete will try to figure out what you intended to type, once you’ve entered few
letters.
Autocorrect: Excel can support automatically correct mistakes. These include the same features you’ve
used in word and you can create your own AutoCorrect entries.
Better Drag-and-Drop: Do you want to move a group of cells? Excel’s drag and drop feature lets you
reposition selected portion of your spreadsheet by simply dragging them with your mouse.
Cell tips and Scroll Tips: To help you get around better with mouse, Excel now includes scroll tips. When
you click and drag a scroll bar, a small window tells you what row or column you are heading for.
Number Formatting: It’s easy to format numbers with excel’s new number formatting feature. Select your
numbers and choose cells command from format menu.
Templates and Template wizard: Excel’s template facility has been greatly enhanced. You can choose from
a variety of elegantly designed templates for your home or business. You can even have a template wizard
link your worksheets to a database.
Shared Lists: you can now have worksheets that are shared simultaneously over a network.
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2. Creating a new worksheet

Excel gives you three worksheets in a workbook, but you can add more worksheets (and other types of
sheets, such as a chart sheet, macro sheet, or dialog sheet), rename them, or delete them as needed.

The name (or title) of a worksheet appears on its sheet tab at the bottom of the screen. By default, the
name is Sheet1, Sheet2, and so on, but you can give any worksheet a more appropriate name. The
maximum number of worksheets can be inserted in excel 2003 or earlier is 255 sheets.

To insert a new worksheet, do one of the following:

 To quickly insert a new worksheet at the end of the existing worksheets, click the Insert
Worksheet tab at the bottom of the screen.
  To insert a new worksheet in front of an existing worksheet, select that worksheet and then,
on the Home tab, in the Cells group, click Insert, and then click Insert Sheet.

3. Selecting cells

To select a cell:
To input or edit cell content, you'll first need to select the cell.
1. Click a cell to select it.
2. A border will appear around the selected cell, and the column heading and row heading will
be highlighted. The cell will remain selected until you click another cell in the worksheet.

You can also select cells using the arrow keys on your keyboard.
To select a cell range:
Sometimes you may want to select a larger group of cells, or a cell range.
1. Click, hold, and drag the mouse until all of the adjoining cells you want to select are highlighted.
2. Release the mouse to select the desired cell range. The cells will remain selected until you click
another cell in the worksheet.

To select all cells in worksheet:

Click the Select All button.

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To select the entire worksheet, you can also press CTRL+A.
4. Entering and editing Text, Numbers, Formulae

a) Entering and editing Text (OR) Numbers

You have several options when you want to enter data manually in Excel. You can enter data in one cell, in
several cells at the same time, or on more than one worksheet at the same time. The data that you enter
can be numbers, text, dates, or times. You can format the data in a variety of ways. And, there are several
settings that you can adjust to make data entry easier for you.

Enter text or a number in a cell

1. On the worksheet, click a cell.
2. Type the numbers or text that you want to enter, and then press Enter or Tab.
To enter data on a new line within a cell, enter a line break by pressing Alt+Enter
Editing text or a number in a cell
1. Double click the cell containing the data you want to edit.
2. Make any changes to the cell contents.
3. Press enter key. The change will accept. To cancel your changes, press Ese key.

After you edit cell contents, you may want to adjust the way they are displayed.
 At times, a cell might display #####. This can occur when the cell contains a number or a date and
the width of its column cannot display all the characters that its format requires. For example,
suppose a cell with the Date format "mm/dd/yyyy" contains 12/31/2007. However, the column is
only wide enough to display six characters. The cell will display #####. To see the entire contents of
the cell with its current format, you must increase the width of the column.
Change the width of a column
a. Click the cell for which you want to change the column width.
b. On the Home tab, in the Cells group, click Format

c. Under Cell Size, do one of the following:

 To fit all text in the cell, click AutoFit Column Width.
 To specify a larger column width, click Column Width, and then type the width
that you want in the Column width box.

If there are multiple lines of text in a cell, some of the text might not be displayed the way that you want.
You can display multiple lines of text inside a cell by wrapping the text.

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Wrap text in a cell
a. Click the cell in which you want to wrap the text.
b. On the Home tab, in the Alignment group, click Wrap Text.

b) Entering and editing Formulae

A formula performs calculations or other actions on the data in your worksheet. A formula always starts
with an equal sign (=), which can be followed by numbers, math operators (like a + or - sign for addition or
subtraction), and built-in Excel functions, which can really expand the power of a formula.

For Example, in the above worksheet, the formula = B5+C5+D+ adds the contents 10+20+30 and produce
the results. One can enter and edit formula in two ways.
1. Directly into cell by double clicking where the formula wants.
2. At formula bar after selection of required cell.
5. Referencing cells

A cell reference refers to a cell or a range of cells on a worksheet and can be used in a formula so that
Microsoft Office Excel can find the values or data that you want that formula to calculate. There are three
types of cell references
Relative references A relative cell reference in a formula, such as A1, is based on the relative position of
the cell that contains the formula and the cell the reference refers to. If the position of the cell that
contains the formula changes, the reference is changed. If you copy or fill the formula across rows or down
columns, the reference automatically adjusts. By default, new formulas use relative references. For
example, if you copy or fill a relative reference in cell B2 to cell B3, it automatically adjusts from =A1 to =A2.
Absolute references An absolute cell reference in a formula, such as $A$1, always refer to a cell in a
specific location. If the position of the cell that contains the formula changes, the absolute reference
remains the same. If you copy or fill the formula across rows or down columns, the absolute reference
does not adjust. By default, new formulas use relative references, so you may need to switch them to
absolute references. For example, if you copy or fill an absolute reference in cell B2 to cell B3, it stays the
same in both cells: =$A$1.

Mixed references A mixed reference has either an absolute column and relative row, or absolute row and
relative column. An absolute column reference takes the form $A1, $B1, and so on. An absolute row
reference takes the form A$1, B$1, and so on. If the position of the cell that contains the formula changes,
the relative reference is changed, and the absolute reference does not change. If you copy or fill the
formula across rows or down columns, the relative reference automatically adjusts, and the absolute
reference does not adjust. For example, if you copy or fill a mixed reference from cell A2 to B3, it adjusts
from =A$1 to =B$1.

6. Inserting Rows/Columns

You can insert blank cells above or to the left of the active cell on a worksheet. When you insert blank cells,
Excel shifts other cells in the same column down or cells in the same row to the right to accommodate the
new cells. Similarly, you can insert rows above a selected row and columns to the left of a selected column.
You can also delete cells, rows, and columns.

To Inserting Rows:

1. To insert a single row, select either the whole row or a cell in the row above which you want
to insert the new row. For example, to insert a new row above row 5, click a cell in row 5.
2. Right-click the selected cells and then click Insert.
3. On the Home tab, in the Cells group, click the arrow under Insert, and then click Insert Sheet Rows.

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To Inserting Columns
1. To insert a single column, select the column or a cell in the column immediately to the right
of where you want to insert the new column. For example, to insert a new column to the left
of column B, click a cell in column B.
2. Right-click the selected cells and then click Insert
3. On the Home tab, in the Cells group, click the arrow under Insert, and then click Insert
Sheet Columns.

Deleting Rows / Columns

1. Select the cells, rows, or columns that you want to delete.

2. On the Home tab, in the Cells group, click the arrow next to Delete, and then do one of
the following:

 To delete selected cells, click Delete Cells.

 To delete selected rows, click Delete Sheet Rows.
 To delete selected columns, click Delete Sheet Columns.

7. Changing column widths and row heights

To change column widths

1. Select the column or columns that you want to change.
2. On the Home tab, in the Cells group, click Format.
3. Under Cell Size, click Column Width.
4. In the Column width box, type the value that you want.

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To Change Row Height
1. Select the row or rows that you want to change.
2. On the Home tab, in the Cells group, click Format.
3. Under Cell Size, click Row Height.
4. In the Row height box, type the value that you want.

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8. Auto format
In auto format, you have numbers of pre-designed formats which you can apply on your data instantly.
All you have to do just select a format and click OK to apply. It’s simple and easy.
In all the pre-designed formats you have all the important components of formatting, like:
 Number formatting
 Borders
 Fonts Style
 Patterns and Background colour
 Text Alignment
 Column and Row size
How to Use Auto Format?
 Select any of the cells from your data.
 Go to quick access toolbar and click on auto format button.

 Now, you have a window, where you have different data formats.

 Select one of them and click OK.

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9. Changing font sizes, colors

In Microsoft Excel, a user can change the properties of text in any cell, including font type, size, color, and
make it bold, italic, or underlined. A user can also change the color of a cell's background and the border
around a cell. The following picture is a graphic illustration of the font and cell format bar in Excel with a
description of each option.

Changing font size

To change the text size within a Microsoft Excel spreadsheet, follow the steps below.
1. Select the cell containing the text you want to change.
2. Click the down arrow next to the size box on the format bar. Usually, the default size is 11 or 12,
as shown in the above example.
3. After clicking the down arrow for the size, there is a selection of different sizes to choose. Some
fonts may not scale properly, so they may have limited size options.
Changing font colour
To change the text colour within a Microsoft Excel spreadsheet, follow the steps below.
1. Select the cell containing the text you want to change.
2. Click the down arrow next to the text colour icon. It is usually displayed as the letter "A" with a red
underline, as shown in the example above.
3. After clicking the down arrow for the text colour, select the colour you want to make the text.

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10. Insertion of Chart

A chart is a tool you can use in Excel to communicate your data graphically. Charts allow your audience to
more easily see the meaning behind the numbers in the spreadsheet, and to make showing comparisons
and trends much easier. In this lesson, you will learn how to insert and modify Excel charts and see how
they can be an effective tool for communicating information.
Charts can be a useful way to communicate data. When you insert a chart in Excel, it appears in the
selected worksheet with the source data by default.
To create a chart:
 Select the worksheet you want to work with. In this example, we use the Summary worksheet.
 Select the cells you want to chart, including the column titles and row labels.
 Click the Insert tab.
 Hover over each Chart option in the Charts group to learn more about it.
 Select one of the Chart options. In this example, we'll use the Columns command.
 Select a type of chart from the list that appears. For this example, we'll use a 2-D Clustered
Column. The chart appears in the worksheet.
11. Auto Fill
Autofill is one of the feature present in the ms excel. When you’re typing a day, month, year and number
the automatic series will be appeared by dragging it. This feature is called Autofill. For Example if your
typed “Jan” and then dragged then it displays months form” Jan to dec” like.

How excel displays the exact series?

All the lists such as days, months are predefined in the excel list command. When you
dragged it this command it executed. Here the default list commands series.

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Custom List in Excel.
We can also create a list that is displayed like auto fill in the order we define is known as the custom
fill. In office 2003:
It can be achieved as by selecting the custom list option under the options in the tools menu. That is
select Tools-options-from the options dialog box-custom list. you can see the window like above. In the
List entries box type the list order what you want and click on Add. Then your list is added to previous list
and you can use it as auto fill.
Creating a list in Office 2007 takes a few extra clicks:
1. Enter the values and then select the list.
2. Click the Microsoft Office button
3. Click Excel Options (at the bottom right).
4. Click Popular.
5. In the Top Options for Working with Excel section, click Edit Custom Lists.
6. Click Import.
7. Click OK twice.
8. Select a blank cell, enter the first item in the list, and then expand the fill handle to complete
the list.

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12. Data Sorting
Data sorting in excel means arranging excel data in ascending or descending order. The excel sort feature is
used to sort excel data. Follow below steps to sort excel database choosing a column as key filed.
1. Click on any data item, which is to be sorted.
2. Click on data menu and lick on sort option, it displays a sort window.

3. Click on first white box down arrow and select a filed name on right hand side, select sorting
order that may be ascending or descending order.

4. If you want you can specify second priority and their priority to do multiple
sorting. Sorting on two or more fields at a time known as “multilevel sorting”.

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