What is MS Excel?

MS Excel is a spreadsheet that is developed by Microsoft for Windows, macOS,

Android, and iOS. The features include in MS Excel are pivot tables, graphing tools, and a macro
programming language called Visual Basic for Application (VBA). MS Excel is the most widely
used Microsoft Office application. MS Excel is a spreadsheet program for storing and analysing
numerical data.

In other terms, MS Excel is a spreadsheet tool that allows anyone to enter data into tables. With
the help of the Excel spreadsheet, we can analyse the data easily. The image below shows how an
Excel spreadsheet appears:

Features of MS Excel
Graphical Features of Excel
Excel offers a lot of graphical features for presenting data in graphs and pictures:

o Charts: Charts can be used to represent the data in richly detailed graphical format.
o SmartArts: We can utilize SmartArts to express information by aligning data in creative
ways graphically.
o Clip Arts: We can include ready-to-use clip arts to convey our message in a visual format.
o Shapes: We can use a variety of shapes to depict data in infographics and shapes. With the
help of the free form features we can draw any shape.
o Pictures: Any image can be inserted to enhance the objects. For example, backgrounds of
Worksheets, shapes, and charts.

2. Functional Features of Excel

Excel Tools and Features assist us in performing complex calculations and enhancing the Excel
application's features.

o Functions: - In Excel Cells, more than 300 built-in formulas are available (Text, Date,
Maths, String, etc.), which may be used to execute multiple computations.
o Hyperlinks: - We use hyperlinks in Excel to navigate the different parts of the workbook
fast.
o Spellcheck: - We can avoid grammatical and spelling errors in the data by using the built-
in spell check feature.
 o Add-ins: - We may develop Excel Add-ins using VBA or.NET to progress the
functionality of the spreadsheet.
o VBA Macros: - VBA programming is included in Excel. The Macros Functionality can
be used to automate repetitive operations.
o Protection: - Workbook, Worksheet, and VBA Protection options are available in Excel.
o Conditional Format: - We can format the data based on the specific criteria. This aids in
highlighting the crucial data range.

Sorting and Filter

• Sorting: Sort your worksheet by using
information from one or more columns. For example, if you have a budget
spreadsheet that lists expenditures, you could sort the information by the
budget department and then category, giving you a quick way to see what each
department is spending in each category. I’ll be using a similar scenario as an
example in this article. Or, suppose you have a 1,000 line vehicle inventory. If
you have a customer than wants a 2003 green Honda Civic, you could manually
search through your
entire inventory spreadsheet, or, you could sort your sheet by model year, then by
model, then by color, for example.
• Filtering: Filtering is completely different
way to get information from your data. Filtering allows you to selectively
block out data that you don’t want to see. More to the point, using a filter,
you can keep all of your data in your sheet, but have Excel just show you a
part of the data. For example suppose you want to see all of the purchases
approved by a particular manager in your expenditure. You could sort the data by
the manager column, but you still see all of

Benefits of sorting and filtering data –

▪ Systematic representation – sorting enables users to represent the data in a very
systematic manner that enables fine presentation.
▪ Better understanding of data – when data is presented in a sorted and filtered
manner then then data decoding and understanding becomes very easy. The not
required data is removed and only the important data is used for working.
▪ Easy in analyzing – sorting and filtering enables users to easily analyse the results
so occurring from a given set of data. When the data is presented in a well
organized and sorted manner then it’s analysis yields absolute useful results.
How to sort data in excel?
Sorting data in excel means to arrange or organize the given data in any form. Excel
allows users to sort data in alphabetical order, decreasing order, sorting based on color
and icon and so on. To learn how to sort data in any order, follow the following
mentioned steps –

▪ Start by preparing a series of data having various entries comprising of numeric

data as well as text.
▪ On the top most region of the work space, click on data. An option appears sort
and filter. The left side shows the sorting and right side shows the filtering option
▪ To sort data, there are three options available, click on the very first option to sort
data in alphabetical order from A-Z. To sort data in the reverse order from Z-A
Click on the option below it.
▪ From the given data set, select the region of data that you wish to sort and hit the
sort option. The data so selected will be sorted accordingly
▪ To sort data with headers, select the sort option. A dialogue box appears, hit the
option that says my data has headers. Fill in the required fields as per the users
choice and hit OK
▪ The data will be sorted according to the selected inputs.

How to do data filtering in excel ?

Data filtering in excel simply mean to remove the unwanted data and get the data only
for a specific person or type. Excel is smart enough to distinguish between the
numeric and alphabetical data, thus is shows differing filter option for both of them.
To learn how to filter data , follow the following mentioned steps –

▪ Start by preparing a set of data having a combination of both text and numbers.
Click on data option and select the sort and filter option. Select the filter option.
▪ As soon as the filter option is selected, arrow icons appear next to the header of
the rows. This indicates that filtering is applied.
▪ Click on the inward arrows that appear. A menu appears that has options such as
sort the data ,text filters such as equal, not equal and so on
▪ To filter data for any one of the names mentioned in the data, select the equals
option from the text filter data. Another pop up menu appears, enter, for example
BOB there and hit enter.
▪ The entire data will be filtered and data for only BOB will be displayed. To clear
the filter so applied, click on the clear option that shows next to the filter option

What is Data Validation in Excel and How to Use It?

Data validation in Excel is a technique that restricts user input in a worksheet. It is often used to
limit entry.
Excel data validation is a feature that allows you to control the type of data entered into your
worksheet. For example, Excel data validation allows you to limit data entries to a selection from
a dropdown list and to restrict certain data entries, such as dates or numbers outside of a
predetermined range. Data validation can also help you control formulas and the input from
those formulas. You can even craft custom Excel data validation messages that help guide users
toward the right data entry when they hit a limit. As a result, Excel data validation helps reduce
the amount of unstandardized data, errors, or irrelevant information in your worksheet. t user
entry.
It’s a helpful feature, especially when widely sharing an Excel worksheet with others for
completion. Many data analysts find data validation in Excel to be beneficial when they are
working with many users or with strict guidelines in data entry. In addition, data validation in
Excel can help save analysts valuable resources that are spent when the data isn’t input correctly.
Overall, data validation in Excel is a beneficial feature, but even beneficial features have
limitations that can impede its ability to help users.

Some of the essential tasks (restrictions/ validations) that we can set using the Data Validation
are as follows:

o Allow users to put numeric or text entries only

o Allow entering numbers less than, more than and between a specified range
o Allow data inputs of a specific length
o Restrict entries to predefined values in a drop-down list
o Restrict date and time entries outside or within a specific range
o Validate a specific entry based on another cell
 o Display an input message informing users what the corresponding cell accepts when the
user selects a cell
o Display a warning or error message when the user enters wrong data
o Locate incorrect or wrong entries in the validated cells

How does Data Validation work in Excel?

Applying Data Validation on any cell or range of cells in an Excel sheet restricts the users from
entering any undesired entries in corresponding cells based on the validation rules. For instance,
if we set validation to accept only numbers or numeric values, other users or we will not be able
to enter any values other than numbers.

PIVOT TABLE
A pivot table is a program tool that allows you to reorganize and
summarize selected columns and rows of data in a spreadsheet or database
table to obtain a desired report. A pivot table doesn't actually change the
spreadsheet or database itself.
What is a pivot table used for?
A PivotTable is an interactive way to quickly summarize large amounts
of data. You can use a PivotTable to analyze numerical data in detail, and
answer unanticipated questions about your data. A PivotTable is
especially designed for: Querying large amounts of data in many user-
friendly ways

How to create/ insert a pivot table in Excel?

Excel offers multiple ways to insert/ create a Pivot Table within an Excel worksheet. We discuss
the two most common methods and corresponding step-by-step procedures to build the pivot tables
for sample data. Let us understand each method one by one:

Method 1: By using the tool on the ribbon

The ribbon is the primary area where we can access all the existing tools/ commands of Excel. The
Pivot Table is also present on the ribbon area, which we can find under the Insert tab. We use this
tool to create a Pivot Table for our sample data where we have 17 records and five fields of
information, such as Date, Color, Region, Units, and Sales.
Our data is formatted as a proper Excel table and named 'Table1'. The tables in Excel are the more
effective way to create a pivot table, and they automatically adjust whenever new data is inserted
or deleted.

We must perform the below steps to create a pivot table for our example data set:

o First, we must select any cell in the table (data set) within our worksheet. After that, we
must go to the Insert tab and click on the 'PivotTable' button.
 This will launch the 'Create PivotTable' window where our data range (table) will already
be written. However, we can select/ change the input range accordingly.
o In the 'Create PivotTable' window, the default location to create a Pivot Table is set as 'New
Worksheet'. It is better to create a pivot table in a new worksheet so that we can
differentiate the source data and pivot table. However, we can also create a pivot table on
the right side or bottom of our source data in the same worksheet. We must change the
default option to 'Existing Worksheet' and enter any desired cell in the 'Location' box to
start the pivot table on the current worksheet.
 We select cell G3 in the same worksheet (Sheet1) to create a Pivot Table for our sample
data.
o After selecting the source range and the destination location, we must click the OK button,
and an empty Pivot Table appears in the selected worksheet. However, Excel displays all
the corresponding fields of our example data in the side pane. All the fields are listed but
are unused until we manually add or drag fields into the Columns, Rows, or Values area
 accordingly.

Adding/ Dragging Fields in Pivot Table

Let us now understand how to add the desired fields within the Pivot Table. Suppose we want to
know the sum of all sales in our sample data set. So, we must drag the Sales field in the right side
pane to the Values box, and it will calculate the total sales, i.e., 929.
Alternatively, we can also click on the checkbox associated with the Sales in the side pane. We
can also add more than one field to our Pivot Table simultaneously.

Now, suppose we want to break out the sales data based on the colors. We can drag the Color field
to the Rows area. When divided, it is easy to know which color has the highest and lowest sales.

The above image shows that the total sales (Grand Total) remain the same as in the previous image.
It makes sense as we have categorized the data for the full data set.

Excel Charts
In Excel, a chart is a tool used to communicate data in visual representation. Charts are usually
used to analyze trends and patterns in data sets. Excel provides 12 types of charts, and each one
has different features that make them better suited for specific tasks. Pairing a chart with its correct
data-style will make the information easier to understand, enhancing the communication within
your small business.

For example, if you have been recording the sales figures in Excel

for the past few years, then using charts, you can easily tell which year had the most sales and which year
had the least. You can also draw charts to compare set targets against actual achievements.

How to Create a Chart in Excel?

Follow the following steps to create a chart in Excel:
Step 1: Select the data for which you want to create a chart.

Step 2: Click on the Insert tab and go on the recommended Charts option.

On the Recommended Charts tab, scroll through the list of charts that Excel recommends for your
data. If you don't see a chart you like, click All Charts to see all the available chart types.

Step 3: Select the chart type according to your data and click on the Ok button.
Step 4: Use the Chart Elements, Chart Styles, and Chart Filters buttons next to the upper-right
corner of the chart to add chart elements like axis titles or data labels, customize the look of your
chart, or change the data is shown in the chart.

Step 5: To access additional design and formatting features, click anywhere in the chart to add
the CHART TOOLS to the ribbon, and then click the options you want on
the DESIGN and FORMAT tabs.

Types of Excel Charts

Different scenarios require different types of charts. Excel provides different types of charts that
suit your requirements. The type of chart that you choose depends on the type of data that you
want to visualize. To help simplify things for the users, Excel 2013 and above has an option that
analyses your data and makes a recommendation of the chart type that you should use. You can
also change the chart type later.

Below are some of the most commonly used Excel charts and when you should consider using
them.

1. Column Chart

The column chart is the most commonly used chart. It is best used to compare information or have
multiple categories of one variable, for example, multiple products or genres.
A Column Chart typically displays the categories along the horizontal axis and values along the
vertical axis. To create a column chart, arrange the data in columns or rows on the worksheet. A
column chart has the following sub-types:

o Clustered Column
o Stacked Column
o 100% Stacked Column
o 3-D Clustered Column
o 3-D Stacked Column
o 3-D 100% Stacked Column
o 3-D column
2. Line Chart

Line charts can show continuous data over time on an evenly scaled axis. Therefore, they are ideal
for showing trends in data at equal intervals, such as months, quarters, or years. The lines connect
each data point so that you can see how the values increased or decreased over a while.

o In a Line chart, category data is distributed evenly along the horizontal axis.
o And the value data is distributed evenly along the vertical axis.

To create a Line chart, arrange the data in columns or rows on the worksheet. A-Line chart has the
following sub-types:

o Line
o Stacked Line
o 100% Stacked Line
o Line with Markers
o Stacked Line with Markers
o 100% Stacked Line with Markers
o 3-D Line charts
3. Pie Chart

Pie charts show the size of items in one data series, proportional to the sum of the items. The data
points in a pie chart are shown as a percentage of the whole Pie. Each value is represented as a
piece of the Pie so you can identify the proportions. To create a Pie Chart, arrange the data in one
column or row on the worksheet. A Pie Chart has the following sub-types:

o Pie
o 3-D Pie
o Pie of Pie
o Bar of Pie

4. Doughnut Chart
A Doughnut chart shows the relationship of parts to a whole. It is similar to a Pie Chart, with the
only difference that a Doughnut Chart can contain more than one data series, whereas a Pie Chart
can contain only one data series.

A Doughnut Chart contains rings, and each ring representing one data series. To create a Doughnut
Chart, arrange the data in columns or rows on a worksheet. A Doughnut Chart has the following
sub-types:

o Doughnut
o Exploded Doughnut

5. Bar Chart

Bar Charts illustrate comparisons among individual items. In a Bar Chart, the categories are
organized along the vertical axis, and the values are organized along the horizontal axis.

The main difference between bar charts and column charts is that the bars are horizontal instead
of vertical. You can often use bar charts interchangeably with column charts.

However, some prefer column charts when working with negative values because it is easier to
visualize negatives vertically on a y-axis.

To create a Bar Chart, arrange the data in columns or rows on the worksheet. A Bar Chart has the
following sub-types:

o Clustered Bar
o Stacked Bar
o 100% Stacked Bar
o 3-D Clustered Bar
o 3-D Stacked Bar
 o 3-D 100% Stacked Bar

Important Points to Create Excel Charts

Excel provides several layouts and formatting preset to enhance the look and readability of the
chart. Below are some important points to make your chart or graph clear, effective, and easy to
understand:

o Make it clean: Some charts with excessive colors or texts can be difficult to read and isn't
eye-catching. Remove any unnecessary information so your viewers can focus on the point
you're trying to get across.
o Choose appropriate themes: Consider your viewers, the topic, and the main point of your
chart when selecting a theme. Choose the theme that best fits your purpose.
o Use text wisely: While charts and graphs are primarily visual tools, you will likely include
some text such as titles or axis labels. Be concise but use descriptive language, and be
intentional about the orientation of any text.
o Place elements intelligently: Pay attention to where you place titles, legends, symbols,
and other graphical elements. They should enhance your chart, not detract from it.
o Sort data before creating the chart: People often forget to sort data or remove duplicates
before creating the chart, making the visual unintuitive and can result in errors.
What is a cell reference?
A cell reference refers to the name or address of a specific cell or range of cells within the
spreadsheet. A cell reference is commonly used as a variable in Excel formulas. While representing
the cell reference in Excel, we need to specify the column name followed by the row number of
the respective cell.

How many types of cell references are there in Excel?

Understanding different types of cell references mainly help us to work with Excel formulas easily,
thereby preventing unexpected formula errors. This is most helpful when copy-pasting Excel
formulas. There are three primary types of cell references in Excel based on different use cases,
such as:

o Relative Cell Reference

o Absolute Cell Reference
o Mixed Cell Reference

Relative Cell Reference

A relative cell reference is the default approach in Excel. Whenever we enter any cell reference or
a range within the formula in Excel, the reference used is relative. The corresponding cell
references are used normally with the relative references, which typically represent the
combination of column name and row number.

Suppose that we have the following Excel sheet with two numbers in columns A and B, and we
want to add both the values in column C.
We need to perform the following steps to use a relative reference and sum up values from the
same rows of columns A and B.

o First, we must select the destination cell to enter the formula to add values. In our case, we
select cell C2 and enter the formula "=A2 + B2" without quotes. After that, we press
the Enter key to get the calculated value in cell C2.

o Next, we must copy-paste cell C2 to other relative cells from C3 to C8. Alternately, we can
click and hold the fill handle from the bottom-right corner of cell C2. We must drag the
fill handle to the last cell we want to copy the respective formula. In our case, we drag the
 fill handle to cell C8.

o After copying the formula to all corresponding cells from C3 to C8, the addition operation
is performed using values from cells A3, B3, and A4, B4, etc.

o We can select any destination cell and check the applied formula from the formula bar. For
instance, if we select cell C5, we can see that the addition is performed between cells A5
and B5.
 In the above image, it is clear that the relative address of cell A2 changes to A5 and B2 to
B5. Similarly, the relative addresses of other cells also change accordingly based on the
relative position of the respective row and column.

An absolute reference is the cell reference in which the corresponding reference is locked, meaning that
the row and column remain constant. This type of cell reference contains a dollar ($) sign before the
column name and row number, making the corresponding reference fixed. We can press the F4 function
key to fix the reference or lock it for the selected cell. $A$1, $B$1, and $C$1 are examples of absolute
cell references.

o First, we must select the destination cell and enter the formula to calculate the
new/increased price. In our case, we select cell C2 and enter the formula "=B2*$E$2+B2"
without quotes. After that, we press the Enter key to get the increased price in cell C2.
 According to the formula above, we multiply the item's initial price with the increased
percentage rate and add the resultant value to the old price for the respective item. In this
way, we can calculate the increased price of the item.

Mixed Cell Reference

As the name suggests, the mixed cell reference combines the relative and absolute reference. The
dollar sign is used either before the column letter or the row number in a reference. With the mixed
reference, we can use the following two cases in reference:

o The column remains fixed, while the row changes as the relative reference when copying
the respective formula.
o The row remains fixed, while the column changes as the relative reference when copying
the respective formula.

$A1 and B$1 the examples of the mixed cell reference where relative and absolute references are
combined.

First, we need to select cell B2 and apply the formula "=$A2*B$1" without quotes. The first parameter
($A2) represents the absolute column and relative row. This means that column A is locked, while the
row number can change. The second parameter (A$2) represents the absolute row and relative column.
The first row is fixed, while the column can change.

Conditional Formatting
Conditional formatting is used to change the appearance of cells in a range based on your
specified conditions.

The conditions are rules based on specified numerical values or matching text.
 MS POWER POINT
PowerPoint is the presentation software of the Microsoft Office software suite. One of the most
widely used office programs, PowerPoint has applications for personal use, academics and
business. It is highly customizable; you can edit PowerPoint presentations to be as personal or
professional as you want. PowerPoint has a relatively simple user interface which you can easily
pick up. However, mastering each of its functions will allow you to create impressive presentations
to engage your audience.
Features:
Design
The design features of PowerPoint allow you to customize the appearance and format of the slides.
PowerPoint typically comes with a set of preloaded themes for you to choose from. These can
range from simple color changes to complete format layouts with accompanying font text. Themes
can be applied through the whole presentation or a single slide
Animation
PowerPoint animation is divided between slide transitions and element animation. Using slide
transition adds an effect when switching slides during a slide show. You can edit the transition
effect and timing, as well as opt for an on-click or automatic transition between slides. Element
animation adds movement and sounds to the objects within the slide. For example, if you're
constructing a photo gallery as a slide show, you can choose which pictures enter the slide first,
how they enter and add a sound as they enter.
Presentation
The presentation function of PowerPoint is largely designed to accommodate public speaking.
PowerPoint comes with a built-in notes function; when printing out presentation slides, you can
add presenter notes beside each slide as accompanying content. the slide without sacrificing the
slide's readability. As of the 2007 version of PowerPoint, you can pre-record narration for a
presentation.
Integration
PowerPoint is compatible with all other software in the Microsoft Office suite; you can export slides
into Word documents or use Excel charts within your presentation. In addition to image and audio
support, PowerPoint 2007 also has video-integration functionality;

What is a slide layout?

Slide layouts contain formatting, positioning, and placeholder boxes for all of the content that
appears on a slide. Placeholders are the dotted-line containers on slide layouts that hold such content
as titles, body text, tables, charts, SmartArt graphics, pictures, clip art, videos, and sounds. Slide
layouts also contain the colors, fonts, effects, and the background (collectively known as the theme)
of a slide.

Types of Layout
1. Title Slide layout
The title slide layout is very important. It is a preview of the upcoming content for the
rest of your presentation. Quality cover shows your audience how carefully your project
has been handled. The most obvious benefit of using a title slide is informing listeners of
what they will see and learn. Consider a title slid e as a cover of a book or report. The
cover mask gives the tone, the graphic chart and the artistic direction of the slideshow.

2. Table of content Slide Layout

A table of contents will give your audience an overview of your Powerpoint presentation.
It must be clear and precise in order to facilitate the general understanding of the subject.
The editable elements of a Summary slide layout are the titles of the different parts of
your presentation as well as the number of the corresponding pages. Even thou gh the
table of contents is at the beginning of the slideshow, it will be the last one written.

3. Two Text Content Slide layout

the twocontent slide layout is a variant of the previous mask. The main advantage of
dividing the text into two blocks is to make reading more smooth and enjoyable,
especially if the text is long.
The editable elements are the title, a possible subtitle and the two text blocks.

4. Content Slide layout [Text + Picture]

The Content [Text + Picture] slide layout offers a design that allows you to insert text
and an image in 2 spaces reserved for this purpose. This type of mask can be declined in
several variants with a horizontal or vertical permutation of the boxes.

PowerPoint Animation

In PowerPoint stock animations can be used or modified to fit a custom timeframe or pathway.
For the most part, stock animations are used in presentations, but if you have time and inclination
you can create your own custom animations.

In PowerPoint, you can animate text and objects such as clip art, shapes, and
pictures. Animation—or movement—on the slide can be used
to draw the audience's attention to specific content or to make the slide easier
to read.
The four types of animations
There are several animation effects you can choose from, and they are organized
into four types:

• Entrance: These control how the object enters the slide. For
example, with the Bounce animation the object will "fall" onto the
slide and then bounce several times.

• Emphasis: These animations occur while the object is on the slide,

often triggered by a mouse click. For example, you can set an
object to spin when you click the mouse.

• Exit: These control how the object exits the slide. For example,
with the Fade animation the object will simply fade away.

• Motion Paths: These are similar to Emphasis effects, except the

object moves within the slide along a predetermined path, like
a circle.

To apply an animation to an object:

1. Select the object you want to animate.
2. On the Animations tab, click the More drop-down arrow in
the Animation group.

3. A drop-down menu of animation effects will appear. Select the

desired effect.

4. The effect will apply to the object. The object will have a
small number next to it to show that it has an animation. In the
Slide pane, a star symbol also will appear next to the slide.
At the bottom of the menu, you can access even more effects.

Effect options
Some effects will have options you can change. For example, with the Fly
In effect you can control which direction the object comes from. These options
can be accessed from the Effect Options command in the Animation group.
PowerPoint
Description
View
This is a great place to view the slides in your presentation as thumbnail-sized
images while you edit. The thumbnails make it easy for you to navigate through
Slides View
your presentation and to see the effects of any design changes. You can also easily
rearrange, add, or delete slides here
This is a great place to start writing your content, to capture your ideas, plan how
Outline View you want to present them, and move slides and text around. The Outline tab shows
your slide text in outline form.
Normal view is the main editing view, where you write and design your
Normal View
presentations.
Slide Sorter view gives you a view of your slides in thumbnail form. This view
Slide Sorter makes it easy for you to sort and organize the sequence of your slides as you
View create your presentation, and then also as you prepare your presentation for
printing.
Use reading view to deliver your presentation not to an audience (via a large
screen, for example), but instead to someone viewing your presentation on their
own computer. Or, use Reading view on your own computer when you want to
Reading
view a presentation not in full-screen Slide Show view, but in a window with
View
simple controls that make the presentation easy to review. You can always switch
from Reading view to one of the other views if you want to change the
presentation.
Use Slide Show view to deliver your presentation to your audience. Slide Show
Slide Show view occupies the full computer screen, exactly like an actual presentation. In this
View view, you see your presentation the way your audience will. You can see how your
graphics,