ELECTRONIC SPREADSHEET

Data Consolidation
➔ Data from these multiple worksheets can be combined, which is
known as data consolidation.
➔ It is a method to combine data from two or more cell ranges in a
into a single worksheet,or multiple sheets in a workbook by using
the Consolidate command.
➔ Thus, data consolidation is the integration of data from several
worksheets or workbooks and applying any operation to
summarise the data and save the single worksheet, which updates
as the data on other sheets changes
➔ Once the data is consolidated, you can save the file. When the file
is reopened, you will find all the data in the cell ranges, along with
the consolidated data will get refreshed if the other data.

Consolidating Data
1. Insert a new sheet in the same workbook, and add the column
and row names as in the other
2. Click on the Data tab, in the Data Tools group, select the
Consolidate command. Consolidate dialog box that will provide the
options for consolidating the data
3. Choose a function operation to apply. The default configuration -
Sum function.
4. Next, choose the source cell range in the Reference field, which
contains the data that needs to be consolidated. You can either
type a data range of the source data or select a range with a
mouse.
5. Once you choose the range of cells, click on Add and continue
until you are done with all the data that need to be consolidated.
6. Now, once you click on OK, the consolidated data will be saved
in the selected target area in the selected target sheet, where the
results will be displayed.
➔ easier to analyse the overall easy to add a same column where the
annual sales for each flavour can also be shown.
➔ Similarly, you can choose other functions for consolidating data.
 Note: If any data changes in the selected cell range, the
consolidated data will also reflect the same

Subtotals
➔ The SUBTOTAL function of Excel lets you total data arranged in a
group of cells with labels for rows and/or columns. It helps you to
get summarised data.
➔ Subtotal is the simplest way to summarise data in a spreadsheet.
➔ To add subtotal values follow these steps, and
1.ensure that the columns are labelled.
2. On the Data tab, in the Outline group, click on the Subtotal
button after selecting the range cells for which you wish to
generate subtotals.
3. The Subtotal dialog box opens. Choose a column you wish to
see change in under the At each change in box.
4. Under the Use function option in the dialog box, there is the list
of all available operations that you can apply to the data. Choose
the function to use to calculate the subtotals.
5.Next, choose the source cell range in the Reference field, either
type a data range of the source data or select a range with a
mouse
6. Click on OK to complete the settings and get the results.

What-if Analysis
➔ enables you to test out different values for formulas.
➔ investigate all the possible outcomes by utilising multiple distinct
sets of data in one or more formulas.
➔ What-if Analysis Tools
Goal Seek
Scenarios
Solver

Goal Seek
➔ Goal Seek feature of Excel calculates what value must be in an
input cell in order to accomplish a certain target value in a formula
cell.
➔ To use Goal Seek, you will define a formula that produces a
certain result
➔ The steps to use the Goal Seek feature are as follows:
1. On the Data tab, in the Forecast group, click on the What-if
Analysis drop-down butte
2. Click on the Goal Seek option. The Goal Seek dialog box opens.
3. Here, you need to specify the location of the target cell, the
target value, and the cell the wish to change. click on OK
Excel will automatically provide the result.

Creating Scenarios
➔ A scenario is a set of values with which You can store multiple
versions of data in the same cells.
➔ Every scenario can be named uniquely
➔ When you print the spreadsheet, data from the active scenario is
displayed.
➔ A single worksheet can have numerous scenarios added to them.
➔ helps you view the best possible case when you have multiple
variables and want to see the effect on the final result
1. On the Data tab, in the Forecast group, choose Scenario
Manager by clicking on the What-if Analysis drop-down button.
2. This opens the Scenario Manager dialog box. Choose function
3. On the next (function) Scenario dialog box. Give the new
scenario a name that clearly identifies it. provide some additional
descriptions in the comments window.
4. Under the Changing cells, specify the range of cells that change
based on the scenario selected.
5. Click on OK, and the scenario is saved.
(In Excel, prevent changes are checked by default and it shields a
scenario from change making it possible to modify or remove the
scenario in any way. If you want excel to hide the scenario when
worksheet protection is enabled, then you will need to check the
Hide option.)
6. Repeat steps 3 to 7 and create another scenario.
7. Click on the Summary button in the Scenario Manager dialog
box to see a report of all the scenarios created by you.
 Solver
➔ You can enhance the settings of Goal Seek by using the Solver
option.
➔ Goal Seek only allows to set or modify the value of one cell at a
time, whereas Solver can handle formulas with several variables.
➔ The formulas in the objective and constraint cells are computed by
the Solver using a set of variable cells, also known as decision
variables
Note: The Solver option is an Excel 2016 add-in. You must first
activate it before using it.
1. Enter the primary details in the cells.
2. Click on the Solver command in the Analyze group.
3. The Solver Parameters dialog box opens.
configure the following three crucial clements:
□ Objective cells - the target cell
□ Variable cells - the adjustable cells
□ Constraints
(By adjusting the values in the Variable cells and taking into
account restrictions in the Constraint cells, it determines the best
value (maximum, minimum, or specified) for the formula in the
Objective cell.)
4. Set the objective to the cell that contains the formula.
5. Set the changing variables. Thereafter, click on Add
6. The Add Constraint dialog box opens. Choose the cell reference
and the operator and set the value under Constraint
7. Click on OK.
8. Now again, click on Add to add other constraints. Once you
complete all these settings, click on Solve.
9. The Solver Results dialog box will open. Choose Keep Solver
Solution and Click on OK.
10. Solver will now furnish the result into the respective cells.

Link Data and Spreadsheets

➔ A single workbook can contain many worksheets.
➔ You may also link cells from several worksheets and spreadsheets
to summarise data. These features will enable you to produce
 formulas that combine local and linked data to perform
computations across many sources.
➔ To keep data organised by topic or categories, it is essential to
store it in multiple sheets.

Adding Multiple Sheets in a Workbook

1. Open Excel application and open a new workbook. The new
book will contain one sheet named Sheet1 and the default name
for the workbook will be Boo 1. Using the Save or Save As option,
give an appropriate name to your Excel spreadsheet and save it.
2. You can add new sheet to your book using several methods
a. click on the New Sheet button present next to the existing
Sheet1 tab. This will add one new sheet at a time next to the
existing last sheet in the workbook.
b. The second option is to right-click on the sheet next to which
you would like to add a new sheet. Use the Insert option in the
pop-up menu, and select Worksheet.
c.The third option is to click on the Insert button in the Cells group
of the Home tab, and select the Insert Sheet option.
3. There are multiple options that you can use to rename
A. You can right-click on the sheet once it is created and then
choose the Rename option from the pop-up menu and
provide a name.
B. you can just double-click on the existing Sheet tab name,
and then type the new name of your choice.
C. The third method is to choose the tab of the sheet you want
to rename, then click on the Format drop-down button in the
Cells group of the Home tab. Click on Rename Sheet
4. You can also choose different colours for each of the sheet tabs
for easy identification. To choose colours, right-click on the Sheet
tab, hover over Tab Color, and choose a desired colour.

Inserting Sheets from Different Spreadsheets

➔ You can add data from various sheets to different spreadsheets
into your current workbook,
1. Insert a new worksheet first.
2. Right-click on the Sheet tab and select the Move or Copy option.
 3. The Move or Copy dialog box will show the list of available
sheets in the box. Choose the file you want to import data from
and select the worksheet.
4. When you are done, click on OK. It will be imported into the
current workbook.

Referencing a Cell in a Workbook

➔ When you create formulas in Excel, you will want to use certain
values that will be referred to in the formula to calculate the
desired output.
➔ A cell reference can be used to locate the data that you want to
use in a formula by referring to a cell or a range of cells on a
worksheet.
➔ Cell references can refer to:
contiguous cells on the worksheet.
data contained in different cells within a worksheet.
data in other worksheets within the same workbook.

Creating References
➔ References for cells can be created manually or by using the
mouse to choose the cells.
1. Select the cell where you want to enter the formula
2. In the formula bar, type an equal sign (=) and the formula you
want to use
3. Select the tab for the worksheet you want to reference
4. Select the cell or range of cells you want to reference

Referencing Other Workbooks

➔ We can also create references to other workbooks in our file.
➔ For referencing a worksheet from another spreadsheet, both the
spreadsheets must be opened.
1. Open the workbook that will contain the external reference.
2. Select the cell or cells where you want to create the reference.
3. Type the equal sign (=).
4. Switch to the source workbook and click the worksheet that
contains the cells you want to link.
 5. The formula bar will show the formula Or type the cell reference
in the below mentioned format when referring to an external open
workbook. ='[FileName]SheetNamelCellAddress

Adding Hyperlinks to Worksheets

➔ Hyperlinks can be used when you want to navigate between the
cells and other areas of the same or different files, websites, or
even other spreadsheets.
➔ An absolute hyperlink contains the full address of the target.
➔ An absolute link does not work if the target is moved.
➔ A relative hyperlink contains an address that is relative to the
current location of the file.
➔ A relative hyperlink contains only the name of the target file or
folder.
➔ To add a hyperlink to a spreadsheet, follow these steps.
1. Open a worksheet, select a cell, and right-click on it.
2. Select the Hyperlink option. The Insert Hyperlink dialog box
opens
3. Choose from one of the four types of hyperlinks on the left:
a. Existing File or Web Page:
□ to link to a existing File or Web Page.
□ enter the URL of the file or web page into the Address field.
□ This can be an internal address, such as a cell or range of cells;
or an external address, such as a website.
□ Or use the Look in: option to locate the file or web page on your
computer.
□ Text to display is the field where you can enter the text that will
be displayed as a link. This can be useful for creating links to
specific cells or ranges of cells.
□ The option ScreenTip allows you to enter the text that will be
displayed when the mouse hovers over the link. This can be used
to provide additional information about the link destination.
b. Place in This Document:
□ either type the address of the cell to which you want to make a
link, or you can select any sheet in the current document.
c. Create New Document:
 □ This option will create a new document based on your selection
and insert a link to it in your current spreadsheet.
□ it creates a new spreadsheet by default.
□ to change the type of file, then you can click on the Change
button.
□ A Create New Document dialog box will open.
□ Type in a file name and select the file type Save as type: drop-
down list. Click on OK.
□ The hyperlink to the new document will be induced in the current
spreadsheet.
d. Email Address: Use this option if you want to create a link that
will open up a new email message with your specified email
address in the To field. Type the email address in the Email
address field provided.

Linking to External Data

➔ On the Data tab under the Get External Data command, you will
find different options to import data into your Excel workbook.

Access:
□ import an Access database into a spreadsheet. To do so,
□ click on the From Access option and open the Access database
available.
□ The Select Data Source dialog box will have a list of all the
tables within the database. Choose the database you want to
import by clicking on the Open option.
□ Next, the Import Data dialog box opens. Choose how you want
to view this data in your workbook and whether you want to put the
data in a new workbook or the existing workbook.
□ You can specify the cell number in the existing sheet where you
want to put the data. Once the data is imported it will be furnished
in the workbook

From Web:
To import data from the web,
□ provide the website address
□ Click on Import.
 □ The textual data from the web page will be imported into the
existing worksheet from the web page.
From Text:
□ This option allows importing data from any text file, such as .txt.
□ Locate the file. select it, and click on Open in the Import Text File
dialog box.

From Other Sources:

This option allows data to be imported from a number of sources.

Save, Share and Review a Spreadsheet

➔ Excel provides two options to save your files, one to save locally
on your computer's hard disk and another to save on the cloud via
OneDrive.
1. To save a file, click on the File tab and select the Save As
option. Give it a name.
2. Select This PC, and then click on Browse to save the workbook
on your computer

➔ To save the file onto the cloud as an alternative, click on OneDrive.

When you choose to save a file to the cloud, you can easily share
it with others and distribute your file to multiple users.

Excel makes it simple to share and collaborate on workbooks.

➔ Then : Sending a file as an email attachment was the only way to
share it with someone. Disadvantage : produces several copies of
the same file, which can be challenging to manage. To share a file,
follow the steps given below.
1. Click on the File tab. In the Backstage view, click on the Share
option. This will open the Share pane
2. Next, click on the Share with People button. You actually grant
people access to the same file when you share an Excel
workbook.
3. The Share panel appears on the right side of the Excel window.
type in the email IDs of the people and set permission whether to
provide only View access or Edit access to the users
➔ There is also an option to generate a sharing link.
1. Click on the Share button on the top-right of the Excel window.
2. copy the link that is generated and send it to other team
members.
3. Using this generated shared link, anyone can easily use the
workbook.

Co-authoring in Excel
➔ The users with Edit permissions can co-author the file.
➔ Each user must use an Excel version that supports the co-
authoring feature.
➔ After signing in, the edit workbook drop-down menu appear with
two options-Edit in Excel and Edit in Browser
➔ It is advisable for every user to use desktop Excel instead of
online.
➔ If anyone is working on the document, then the active cells appear
with a green colour outline, which indicates that the file is currently
being used by a user.
➔ We can just put the mouse hover over the cell to get the details
about the user editing the cell.

Recording Changes
➔ Recording changes means to edit a document and make
temporary changes, which can later be accepted or rejected by
any user.

➔ Turning on the Track Changes Mode

➔ The steps to turn on the track changes mode
➔ are as follows:
1. Open the worksheet that you wish to edit.
2. Click on the Review tab. In the Changes group click on the
Track Changes drop-down button.
3. From the list of options, select the Highlight Changes option.
4. The Highlight Changes dialog box opens. Check the box next to
Track changes while editing Verify that the box is checked for
Highlight changes on screen. Thereafter, click on OK.
 5. Track Changes mode will be turned on. When you edit a cell, a
triangle and border colour will appear indicating that the changes
have been made to the cell. If there are multiple reviewers, each
person will be assigned a different colour.
6. Select the edited cell to see a summary of the tracked changes.

Working with Comments

➔ You can add a comment to provide feedback or suggestion instead
of editing the contents of a cell.

Adding a Comment
1. Select the cell where you wish to add a comment.
2. On the Review tab, in the Comments group, click on the New
Comment button.
3. A comment box will appear wherein you can type your
comment. click outside the box to close the comment box.
4. The comment gets added to the cell, represented by a red
triangle mark.
5. You can hover over the cell to view the comment.

Editing a Comment
1. select the cell first.
2. On the Review tab, in the Comments group, click on the Edit
Comment button.
3. make the desired changes in the comment box.
4. When you are done, click outside box

Deleting a Comment
➔ To delete comments, click on the Delete button in the Comments
group of the Review tab..

Reviewing Changes
➔ To review changes means to accept or reject a change.
1. From the Review tab, in the Changes group, click on the Track
Changes button and select the Accept/Reject Changes option from
the drop-down menu.
 2. The select Changes to Accept or Reject dialog box opens. Make
sure its set to Not yet reviewed. When done, click on OK
3. The Accept or Reject Changes dialog box will appear. Click on
Accept or Reject for each

Comparing Spreadsheets
➔ You can compare two worksheets in the same workbook or in
different workbooks. This can be done by viewing the worksheets
side by side.
1. Click on the View tab. In the Window group, click on the View
Side by Side button.
2. In each workbook, you can click on the desired Sheet tab to
open the sheet you wish to compare.
3. To scroll both the worksheets at the same time, click on
Synchronous Scrolling in the Window group on the View tab.

Macros
➔ Macros are used in Excel to automate actions that need to be
performed frequently.
➔ A macro is an action or a series of acts that can be repeated
endlessly. The macro recorder records each step of a macro as a
code written in Visual Basic for Applications (VBA). These actions
may involve entering text or numbers, selecting cells or menu
items from the ribbon, styling cells, rows, or columns, or even
importing information from a different source, such as Microsoft
Access.
➔ The first step is to enable the Developer tab, which is hidden by
default but contains macros and VBA tools.
1. On the File tab, go to and select Options, Customise Ribbon.
2. Under Customise the choose Main Ribbon, Tabs, select the
Developer check box and click on OK
The Developer tab will now appear on the Ribbon.

There are a few helpful things you should know about macros:
➔ When you create a macro in Excel to carry out a series of activities
in a range, the macro will only operate on the cells in that range.
➔ The Macro Recorder will record it if you make a mistake in your
sequence, such as accidentally pushing a button. Re-recording the
entire sequence or changing the VBA code are the only solutions if
you find yourself in such a situation.

Recording a Macro
➔ Follow the steps given below to record a macro.
1. To begin with, click on Record Macro in the Code group on the
Developer tab. The Record Macro dialog box opens. Here are the
four parts of the dialog box.
➔ Macro name: Excel gives a default name to the macro, such as
Macro1. You can give a desired name to the macro.
➔ Shortcut key: Here, you can give a keyboard shortcut to run your
macro. Entering the key combination triggers the macro to run.
This is an optional field.
➔ Store macro in: This option lets you store your macro. This
Workbook is the default option. Storing the macro in This
Workbook means the macro is stored along with the current Excel
file.
➔ Description: This field lets you add a description for the macro.
This can be useful when there are numerous macros in a single
file.
2. After entering all the details, click on OK to start recording.
3. Perform the actions you want to automate, such as formatting
text for specific columns or filling down a column with some data.
4. To finish recording the macro, click on Stop Recording.

Applying a Macro
➔ The steps to apply a macro that you have created are as follows:
1. To use the macro that you have created, choose the cell range
where you want to apply the macro to and then click on Macros in
the Code group.
2. The Macro dialog box will open up. the complete list of all the
macros you have created appears. Select the desired one from the
list.
3. To apply the macro that you have created, choose the location
where you want to apply it.
 4. Next, choose the desired macro and click on Run.

Examining a Macro
➔ If you would like to study the macro more closely
➔ click on the View Code button present in the Controls group.
➔ This will open the Visual Basic code that is written in the
background for the steps you defined in your macro

Editing a Macro
➔ You can edit a macro, after you record it.
➔ re-recording the macro will be very time-consuming.
➔ However, editing the macro code more efficiently.
➔ After opening the VBA screen, you can modify the line of code
Selection.

Using Macro as a Function

➔ A function is a group of commands that accepts input and returns
a value.
➔ A function can be called anywhere in the program.
➔ This means that you can reuse the function code over and again
instead of rewriting the whole program.
1. Open a new spreadsheet in Excel and save it with a desired
name. Note that save the file with the .xlsm extension.
2. Now, click on the Developer tab.
3. Locate the Code group, and click on Visual Basic. The VBA
project window opens on the screen.
4. In this step, we have to create a module as macros are stored in
modules. On the left side of the window, right-click on the name of
the workbook where you want to place the code, hover over Insert
and select Module.
5. A new module with its code is displayed. By default, a new
module doesn't show any code
6. Here, type your code
7. Now to run the macro, click on the Run menu and select Run
Sub/Form.
8. A Macros dialog box opens. Click on Run to see the results.
 Passing Arguments to a Macro
➔ The values passed to a macro are called its arguments. To pass
arguments to a function, use the syntax given below.
Function <functionname> (arguments)
Function code
End Function
➔ first create a module as discussed in the previous topic, and follow
the steps given below.
1. Write the code to find the square of a number
2. Now go back to the Excel file. Click on any cell and use the
function you have just created.
Press the Enter key to see the results.

KEY TERMS

➔ Data Consolidation: It means to combine data from many

spreadsheets into a single worksheet.

➔ Decision Variables: The formulas in the objective and constraint

cells are computed by the Solver using a set of variable cells,
known as decision variables.

➔ Goal Seek: It calculates what value must be in an input cell to alter

a cell's value in order to accomplish a certain target value in a
formula cell.

➔ Hyperlinks: It is a digital reference that can be used to navigate

between spreadsheet cells and to other areas of the same or
different websites, or even other spreadsheets.

➔ Macro: A macro is an action or series of acts that can be repeated

endlessly.

➔ Scenario: It is a series of input values on a spreadsheet that

provides different outputs. Solver: Solver enables you to enhance
the settings of Goal Seek and can handle formulas with server
variables.
➔ What-if Analysis: This feature in Excel allows to test out various
formula values or scenarios on different data sets.