EXCEL

Task 2: Calculating GPA -Features to be covered:- Cell Referencing, Formulae in excel – average, std.
deviation, Charts, Renaming and Inserting worksheets, Hyper linking, Count function,
LOOKUP/VLOOKUP.
Cell reference refers to a cell or a range of cells in a worksheet that can be used in a formula. Cell references are
used while creating excel worksheets and writing formulas.
There are three types of Cell References:
 Relative
 Absolute
 Mixed
Relative Reference:
When you enter a cell reference or range in a

formula, Excel uses relative reference by default.

Look at the formula in cell D2 below. Cell D2 refers

to cell B2 and cell C2. Both references are relative.

Select cell D2, click on the lower right corner of cell D2 and drag it down

to cell D6.

Cell D3 references cell B3 and cell C3.

Cell D4 references cell B4 and cell C4.

Cell D5 references cell B5 and cell C5

and likewise, it will go on.

Absolute Reference:

When we copy and paste any formula in the cell to other locations, it cause cell references to change. But Not in

case when we use Absolute Reference. An absolute reference is a cell reference that don't change when an

formula is copied. To create an absolute reference to

any cell, place a $ symbol in front of the column

letter and row number in the formula of cell.

To create an absolute reference to cell F2,

place a $ symbol in front of the column

letter and row number ($D$2) in the formula of cell F2.

Select cell F2, click on the lower right corner of

cell D2 and drag it down to cell D4.

Cell D3 & D4 references will not change,

the Formula will still remain same.

Formulae in excel:

Average:

Select a cell where you want the average to appear.

Type =AVERAGE( and then select the range of cells

you want to include in the average calculation.

For example, if you want to find the average of

cells A1 to A6, you would select those cells.

Close the parentheses ) and then press Enter.

For example: =AVERAGE(A1:A6)

Standard Deviation:

In Microsoft Excel, you can easily calculate the

standard deviation of a set of numbers using

the STDEV or STDEV.S function.

1. Syntax: =STDEV(number1,
[number2], ...)
2. Example: If your numbers are in cells A1 to A10, you can enter =STDEV(A1:A10) in a different cell to
calculate the standard deviation of those numbers.
Syntax: =STDEV(number1, *number2+, ...)
Example: If your numbers are in cells A1 to A10, you can enter =STDEV(A1:A10) in a different cell to calculate the
standard deviation of those numbers.
Using STDEV.S Function:
Starting from Excel 2010, a specific function STDEV.S is available to calculate the sample standard deviation. It's
similar to STDEV but explicitly treats the data as a sample rather than the entire population.
1. Syntax: =STDEV.S(number1, *number2+, ...)
2. Example: Similar to STDEV, if your numbers are in cells A1 to A10, you can enter =STDEV.S(A1:A10) in a
different cell to calculate the sample standard deviation.
Remember, the STDEV function calculates the standard deviation for a population, while STDEV.S calculates it for a
sample of the population.

Charts:
Steps to Create a Chart:
1. Select Data:
 Highlight the data you want to include in the chart. This could be in columns or rows.
2. Insert Chart:
 Go to the "Insert" tab on the Excel ribbon.
 Choose the type of chart you want (e.g., column, bar, line, pie) from the "Charts" group.
 Click on the desired chart type.
3. Customize the Chart:
 Once the chart is inserted, you can customize it further.
 Click on elements within the chart to edit them (like titles, labels, axis, etc.).
 Use the "Chart Tools" contextual tabs in the ribbon to access specific formatting options.
4. Change Chart Type:
 If you want to change the chart type later, click on the chart and then go to the "Design" tab.
 Click on "Change Chart Type" to select a different chart style without losing your data.
5. Move or Resize the Chart:
 Click and drag the chart to reposition it within the worksheet.
 To resize, click and drag the chart's sizing handles.
6. Save or Share the Chart:
 Save the Excel file to retain the chart.
 Copy the chart and paste it into other documents or presentations.

Renaming and Inserting worksheets:

Renaming a Worksheet:
1. Right-Click Method:
 Locate the worksheet tab at the bottom of the Excel window.
  Right-click on the tab of the worksheet you want to rename.
 Select "Rename" from the context menu.
 Type the new name for the worksheet and press Enter.
2. Double-Click Method:
 Alternatively, you can also double-click on the worksheet tab.
 This will allow you to directly edit the name of the worksheet.
 Enter the new name and press Enter to confirm.
Inserting a New Worksheet:
1. Using Ribbon:
 Go to the "Home" tab on the Excel ribbon.
 Look for the "Cells" group.
 Click on the "Insert" dropdown within the "Cells" group.
 Choose "Insert Sheet" or "Insert Worksheet".
 This will add a new worksheet to your Excel file.
2. Keyboard Shortcut:
 To quickly insert a new worksheet, you can use the shortcut: Shift + F11.

Hyper linking:
Hyperlinking in Microsoft Excel allows you to create clickable links to other locations, such as websites, files, other
sheets within the same workbook, or even specific cells.
Steps to Create a Hyperlink:
1. Link to a Website:
 Select the cell where you want to insert the hyperlink.
 Go to the "Insert" tab on the Excel ribbon.
 Click on "Link" or "Hyperlink" (the text may vary depending on your Excel version).
 In the dialog box that appears, enter the URL in the "Address" or "Link to" field.
 Click "OK" to create the hyperlink.
2. Link to a File:
 Follow the same steps as above but browse for the file by clicking on "Existing File or Web Page" in
the "Link" dialog box.
 Navigate to the file location, select it, and click "OK."
3. Link to Another Sheet within the Same Workbook:
 Select the cell where you want to create the link.
 Go to the "Insert" tab and click on "Link" or "Hyperlink."
 In the dialog box, select "Place in This Document."
  Choose the sheet you want to link to from the list of available sheets.
 If you want to link to a specific cell, select it in the "Type in the cell reference" field.
 Click "OK."
4. Email Address Link:
 Similarly, you can create a hyperlink to an email address.
 Select the cell, go to "Insert," and choose "Link."
 In the dialog box, select "Email Address" and enter the email address.
 Click "OK."

Count function:
In Excel, the COUNT function is used to count the number of cells within a range that contains numbers. It counts
cells that contain numbers and excludes cells that are blank or contain text, errors, or logical values.
Syntax: =COUNT(value1, *value2+, ...)
 value1, value2, etc.: The arguments represent the range of cells or values that you want to count.
Example Usage:
 Counting Numbers in a Range:
 To count the number of numeric values in cells A1 to A10, you would use: =COUNT(A1:A10).
 This formula will return the count of cells in the specified range that contain numbers.
 Combining Multiple Ranges:
 You can also combine multiple ranges or individual cells within the COUNT function. For example:
=COUNT(A1:A10, C1:C10, E1:E10).
 This counts the total number of numeric values in the specified ranges (A1:A10, C1:C10, E1:E10).
LOOKUP/VLOOKUP:
Certainly! Both LOOKUP and VLOOKUP functions in Excel are used to search for a value in a range or table and
return a corresponding value from the same position in another column.
Syntax:
=VLOOKUP(lookup_value, table_array, col_index_num, *range_lookup+)
 lookup_value: The value you want to look up.
 table_array: The range of cells that contains the data you want to search.
 col_index_num: The column number in the table_array from which the matching value should be
returned.
 range_lookup: *Optional+ A logical value that indicates whether to perform an approximate (TRUE or
omitted) or exact match (FALSE).
Example:
=VLOOKUP(A2, $B$2:$D$100, 3, FALSE)
  Searches for the value in cell A2 within the range B2:D100 and returns the value from the third column (D)
of the matching row.
LOOKUP Function:
Syntax:
scssCopy code
=LOOKUP(lookup_value, lookup_vector, result_vector)
 lookup_value: The value you want to look up.
 lookup_vector: The range of cells containing the search values.
 result_vector: The range of cells containing the values to be returned.
Example:
=LOOKUP(A2, $B$2:$B$100, $D$2:$D$100)
 Searches for the value in cell A2 within the range B2:B100 and returns the corresponding value from the
range D2:D100.
Key Differences:
1. Column Requirement:
 VLOOKUP requires the search value to be in the first column of the specified range.
 LOOKUP doesn’t have this restriction; however, it needs the data to be sorted in ascending order
for an approximate match.
2. Approximate vs. Exact Match:
 VLOOKUP can perform both approximate and exact matches.
 LOOKUP performs an approximate match by default unless the data is sorted in ascending order. In
that case, it performs an exact match.
Both functions are useful for retrieving information based on a given criterion. However, VLOOKUP is commonly
used for vertical lookup (searching down a column), while LOOKUP can be used more flexibly but with certain
constraints regarding data sorting.
Steps for calculating GPA using Excel :

1. Set up your worksheet:

● Create headers:
○ Label columns for "Course Name" (optional), "Grade", "Credits", "Grade Points", and "GPA".
2. Enter course grades and credits:
● **Fill in the "Grade" and "Credits" columns for each course.
● Use a consistent grading scale (e.g., A, B, C, D, F) and credit hour format.
3. Assign grade point values:
● Create a separate table (optional):
○ List grade letters and their corresponding grade point values (e.g., A = 4, B = 3, C = 2, D = 1, F = 0).

○ Excel table with grade letters and points: A = 4, B = 3, C = 2, D = 1, F = 0

● Use VLOOKUP function (optional):
○ To automatically assign grade points, type this formula in the "Grade Points" column:
=VLOOKUP(B2, $F$2:$G$6, 2) (replace cell references as needed).
4. Calculate grade points for each course:
● Multiply grade points by credits:
○ In the "Grade Points" column, type the formula: =C2*D2 (replace cell references as needed).
○ Copy the formula down for all courses.
5. Calculate the total grade points:
● Use the SUM function:
○ In the "GPA" cell, type: =SUM(C2:C7) (adjust range as needed).
6. Calculate the total credits:
● Use the SUM function:
○ In a separate cell, type: =SUM(D2:D7) (adjust range as needed).
7. Calculate the GPA:
● Divide total grade points by total credits:
○ In the "GPA" cell, type: =SUM(C2:C7)/SUM(D2:D7) (adjust ranges as needed).
8. Format the GPA (optional):
● Apply desired formatting:
○ Use the "Number" formatting options to display the GPA as a decimal with two places (e.g., 3.45).
Example :

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