MS Excel

Dr. Biswajit Nayak

Assistant Professor
Faculty of Management Studies(FMS)
Introduction

 Excel is a computer program used to create

electronic spreadsheets.
 Within excel user can organize data ,create chart
and perform calculations.
 Excel is a convenient program because it allow
user to create large spreadsheets, reference
information, and it allows for better storage of
information
 Excels operates like other Microsoft(MS) office
programs and has many of the same functions
and shortcuts of other MS programs.
 3

 Excel’s main
screen is called
a “worksheet”.

 Each worksheet
is comprised of
many boxes,
called “cells”.
Overview of EXCEL
 Microsoft excel consists of
workbooks. Within each workbook,
there is an infinite number of
worksheets
 Each worksheet contains Columns
and Rows.
 Where a column and a row
intersect is called a cell. For e.g.
cell D5 is located where column D
and row 5 meet
 The tabs at the bottom of the
screen represent different
worksheets within a workbook. You
can use the scrolling buttons on
the left to bring other worksheets
into view
 Formatting Text

TO FORMAT TEXT IN BOLD, TO CHANGE THE FONT STYLE:

ITALICS OR UNDERLINE: Select the cell or cells you want to
Left-click a cell to select it or drag format.
your cursor over the text in the Left-click the drop-down arrow next to
formula bar to select it. the Font Style box on the Home tab.
Click the Bold, Italics or underline Select a font style from the list.
command.
 Formatting Text

TO CHANGE THE FONT SIZE: TO ADD A BORDER:

Select the cell or cells you want to Select the cell or cells you want to
format. format.
Left-click the drop-down arrow next Click the drop-down arrow next to
to the Font Size box on the Home the Borders command on the Home
tab. tab. A menu will appear with border
Select a font size from the list. options.
 Formatting Text

TO CHANGE THE TEXT TO ADD A FILL COLOUR:

COLOUR: Select the cell or cells you want to
Select the cell or cells you want to format.
format. Left-click the drop-down arrow Click the Fill command. A color
next to the Text Color command. A palette will appear.
color palette will appear. Select a color from the palette.
Select a color from the palette.
 Conditional Formatting

TO APPLY CONDITIONAL FORMATTING:

Select the cells you would like to format.
Select the Home tab.
Locate the Styles group.
Click the Conditional Formatting command. A
menu will appear with your formatting options.

TO REMOVE CONDITIONAL
FORMATTING:
Click the Conditional Formatting command.
Select Clear Rules.
Choose to clear rules from the entire worksheet or
the selected cells.
 Conditional Formatting

TO APPLY NEW FORMATTING:

Click the Conditional Formatting
command. Select New Rules
from the menu. There are
different rules, you can apply
these rules to differentiate
particular cell.

TO MANAGE CONDITIONAL FORMATTING:

Click the Conditional Formatting
command.
Select Manage Rules from the menu. The
Conditional Formatting Rules Manager
dialog box will appear. From here you can
edit a rule, delete a rule, or change the
order of rules.
To Insert Rows and Coolum's

TO INSERT ROWS:
Select the row below where you want the new row to appear. Click
the Insert command in the Cells group on the Home tab. The row will
appear.
To Insert Columns:
Select the column to the right of where you want the column to
appear. Click the Insert command in the Cells group on the Home tab.
The column will appear.
NB:
1. The new row always
appears above the
selected row.
2. The new column
always appears to the
left of the selected
column.
Sorting
TO SORT IN ALPHABETICAL ORDER:
Select a cell in the column you want to
sort (In this example, we choose a cell
in column Q).
Click the Sort & Filter command in the
Editing group on the Home tab.
Select Sort A to Z. Now the information
in the Category column is organized in
alphabetical order.
TO SORT FROM SMALLEST TO LARGEST:
Select a cell in the column you want to
sort (In this example, we choose a cell
in column Q).
Click the Sort & Filter command in the
Editing group on the Home tab.
Select From Smallest to Largest. Now
the information is organized from the
smallest to largest amount.
Formulas in Microsoft Excel begin with an equal sign.
The equal sign tells Excel that the succeeding
characters constitute a formula. If you don't enter
the equal sign, Excel will treat your entry as text and
the calculation will fail.
After the equal sign, a formula includes the addresses
of the cells whose values will be manipulated with
appropriate operands placed in between. The
operands are the standard arithmetic operators:

Operator Meaning
Example
(+) Addition
=A7+A9
(-) Subtraction
=A7-A9
(*) Multiplication
=A7*A9
ADDITION FORMULAS
To add cells together use the
“+” sign.
To sum up a series of cells, highlight the
cells, then click the auto sum button.
The answer will appear at the bottom of
the highlighted box.

SUBTRACTION FORMULAS
To subtract cells, use the “-”
sign.
DIVISION FORMULAS
•To divide cells, use the “/”
sign.

MULTIPLICATION FORMULAS
•To multiply cells, use the “*”
sign.
Entering Formulas by using the
Point Mode

 To enter ’=B2+B3+B4+B5’ into cell B6 using the

point:(either click on a cell with your left
mouse button or you use the arrow keys)
 Left click on cell B6 to make it active.
 Type ’=’.
 Use the up arrow key to move to cell B5, or left click
on cell B5.
 Type ’+’.
 Use the up arrow or mouse to add cells B4, B3, and
B2 in the same fashion.
 Press Enter when you are finished entering the
formula.
Functions
 Functions differ from regular formulas in that, after
the equal sign, you supply the cell addresses but
not the arithmetic operators.
 Functions perform calculations by using specific
values, called arguments, in a particular order
called syntax. When using a function, remember
the following:
 Use an equal sign to begin the function.
 Specify the function name.
 Enclose all of the function’s arguments within
parentheses.
 Use a comma to separate the function’s
individual arguments
List of Functions

 IF Functions
 Date and Time Functions
 Math Functions
 Random Number Functions
 Logical Functions
 Text and Information Functions
 Count and Database Functions
 Statistical Function
 Financial Functions
 Lookup Functions
IF Functions

 The IF function test to see whether a

given condition is true or false.
Depending upon the result, different
outcomes for the function can be
specified.
 The IF function has also been combined
with other popular Excel functions to
create such functions as SUMIF, COUNTIF,
and AVERAGEIF.
IF Function

 Syntax:-
 =IF()

A Function Result
5 IF(A1<5,”TRUE”,”FALSE FALSE
”)
2 IF(A2>1,”TRUE”,”FALSE TRUE
”)
7 IF(A3<5,10,20) 20
3
9
4
2
SUMIF Function

 Syntax:-
 = SUM() =SUMIF()
A A
5 5
1 1
7 7
3 3
9 9
4 4
2 2
Result = Result =
SUM(A1:A7)=31 SUMIF(A1:A7,”<5”)=10
Date and Time Functions

 Dates are very important in spreadsheet

programs like Excel. Most spreadsheets
make use of dates in some way.

 TODAY=TODAY() { Returns the current

date (leave the parentheses empty)}.
Math Functions

 The math functions carry out basic

math operations such as adding,
multiplying, and dividing numbers.
 =SUM( B1, B2, B3 )
 =SUM( B1:B3 )
SUM Function

 Syntax:-
 = SUM()
A
5
1
7
3
9
4
2
Result = SUM(A1:A7)=31

=SUM(A1,A2,A3,A4,A5,A6,A7)=31
Random Number
Functions
 The random number tutorials cover the
functions that are used generate random
numbers in Excel.
 1)=RAND( ) - returns a random real
number between 0 and 1.
 2)=100 * RAND( ) - returns a random
number between 0 and 100.
 3) =RANDBETWEEN( 0, 10 ) - generate a
random integer between two supplied
integers.
Logical Functions

 These functions return only a true or false

answer. They can be used individually or
combined with one or more other
functions.
 =AND(A2>=10, B2<5) - Returns TRUE if
all of the arguments evaluate to TRUE
 =OR(A2>=10, B2<5) - Returns TRUE if
any argument evaluates to TRUE.
 =XOR(A2>=10, B2<5) - Returns a logical
Exclusive Or of all arguments
Text and Information
Functions
 Excel's Text Functions help you manage the
text data in your spreadsheets.
=CONCAT( text1, [text2], ... ) - CONCAT
function joins together a series of supplied text
strings into one combined text string.

 The Information functions tell about the data

in a cell or range of cells. This information
includes whether the data is a number, the
formatting applied to the cell, or even if the
cell is empty.
=LEN( text ) - LEN function returns the length of
a supplied text string.
A B C D

Path Filename Extension Combined Path

C:\Users\Jim\Documents\ notes .doc =CONCAT( A2:C2 )
C:\Users\Jim\Documents\ image1 .jpg =CONCAT( A3:C3 )

A B
test string =LEN( A1 )
test string 2 =LEN( A2 )
Count and Database
Functions
 Excel has a number of Count functions
that will total the number of cells in a
selected range that meet certain criteria.
Since each Count function does a slightly
different job the criteria required varies
with the function chosen.
 Excel's database functions can be used
to find specific information based on one
or more criteria that you set
COUNT Function

 Syntax:-
 =COUNT()

A Function Result
5 COUNT(A1:A7) 4
1 COUNTA(A1:A7) 6
COUNTBLANK(A1:A7) 1
=
-
4
2
Statistical Function

 Excel's Statistical functions can be used to

analyze data in a variety of different
ways. Functions included in the program
can be used to find common statistical
operations such as finding the average
value or ranking data by its largest and
smallest values as well as more complex
operations such as standard deviation
 =COUNT()
Financial Functions
 Excel's Financial Functions can be used to help
you determine changes in dollar value of
investments and loans.
 =CUMIPMT( rate, nper, pv, start_period, end_peri
od, type ) - CUMIPMT function calculates the
cumulative interest paid on a loan or investment,
between two specified periods.
 rate-The interest rate, per period.
 nper-The number of periods over which the loan or investment is to
be paid.
 pv-The present value of the loan/investment.
 start_period-The number of the first period over which the interest is
to be calculated (must be an integer between 1 and nper).
 end_period-The number of the last period over which the interest is
to be calculated (must be an integer between 1 and nper).
 type-An integer (equal to 0 or 1) that specifies whether the
payment is made at the start or the end of the period: 0 - the
payment is made at the end of the period, 1 - the payment is
made at the start of the period.
Lookup Functions

 Excel's VLOOKUP function can help you

find specific information in large data
tables such as an inventory list of parts or
a large membership contact list.
 In addition to VLOOKUP, there are several
other - but lesser known - functions that
can be used to create specific lookup
formulas.
Some More Examples

Functio Examples Description

ns
SUM =SUM(A1:A10 Finds the sum of cells A1 through
0) A100
AVERA =AVERAGE(B1 Finds the average of the cells B1
GE :B10) through B10.
MAX =MAX(C1:C10 Returns the highest number from
0) cells C1 through C100.
MIN =MIN(D1:D100 Returns the lowest number from
) cells D1 through D100.
SQRT =SQRT(D10) Finds the square root of the value
in D10.
TODAY =TODAY() Returns the current date (leave
the parentheses empty).
Function Vs Formula

 Functions can be a more efficient way of

performing mathematical operations than
formulas.
 In many cases, a function will simplify formulas
that you can type in manually, such as average
or sum.
 EXAMPLE:
 If you wanted to add the values of cells D1
through D10,you could type the formula
 =D1+D2+D3+D4+D5+D6+D7+D8+D9+D10

 Or use the SUM function and simply type

 =SUM(D1:D10)
CHARTs

 Used as a data analysis tool.

 Graphical representations of data are
easier to interpret than numbers.
 Used as a presentation tool for the same
reason.
 TYPES:
 Column/Bar
 Line
 Pie
 Area
 Scatter
 Column/Bar
 Data represented as vertical columns or horizontal
bars that run from 0 to the value of the datum.
You may use multiple data series in a single chart
for comparison purposes.
 The Column Chart very effectively shows the
comparison of one or more series of data points.
But the Clustered Column Chart is especially useful
in comparing multiple data series.
6

0
1 2 3 4 5 6 7 8 9

X- a x i s L a b e l
 The Bar Chart is like a Column Chart lying
on its side.
 The use of a Bar Chart or Column Chart
depends on the type of data and user
choice.
 Line
 Line charts can show continuous data over
time on an evenly scaled Axis. The Line Chart is
especially effective in displaying trends
 Data values are on the y-axis. X-axis contains
data labels only in terms of time or period. Best
used for showing a trend over a given period of
time
 Trends is the general in which something is
developing or changing. Dow Jones Average
 Pie
A Pie Chart can only display one series of data.
The data points in a pie chart are shown as a
percentage of the whole pie.
 Data represented as an area in a circle expressed
as a percentage of a whole.
PERCENT DISTRIBUTION OF HOUSEHOLDS OWNING PETS

Under $12,500

$12,500 to $24,999

$25,000 to $39,999

$40,000 to $59,999

$60,000 and over

 Area
 Area Charts are like Line Charts except that the area below the
plot line is solid. And like Line Charts, Area Charts are used
primarily to show trends over time or other category.
 Combination of pie and line charts. Each x-axis category
represents a set of values as a percentage of a whole.
 Scatter
 Scatter plots are similar to line chart as they both are useing
horizontal and vertical axes to plot data points.
 Plots x,y coordinate pairs as points so there are actually two
values associated with a single point on the chart
 Used to illustrate a dependence of one set of values on the
other. Y-axis (dependent).
 It is used to observe how the values of two series
compares over time or other category.
 But Scatter plots show how much one variable is
affected by another. The relationship between two
variables is called their correlation.