INTRODUCTION TO MS EXCEL

MS excel is a popular spreadsheet program .

Where you design worksheet using this program .
A worksheet also called a spreadsheet , an electronic sheet
made up of rows and columns .
It is used for planning a project or checking financial
position of an organization.
 Excel provided the following
additional features
 Excel has a grid of columns and rows in to which you can
enter numeral, text, etc.
each box in the grid ( the intersection of a row and column
) is called a cell.
 Excel can perform mathematical or logical calculations
and show the result sheet.
 You can create a wide variety of graph and chart.
 You can easily change the contents of a cell.
 You may customize the appearance of the sheet.
 Basic spreadsheet concept.
An electronic spreadsheet application
Accept data values and relationships
Between the data values in a
Tabular format
Consisting of rows and columns.
The first spreadsheet available for the PC was VisiCalc which was
a best seller.
VisiCalc was followed by LOTUS 123 finally the largest selling
program in MS EXCEL
[Microsoft excel].
 Spreadsheet technology

 WORKBOOK-
a workbook is a collection of many worksheet
in a single workbook you can store information
in organized manner.
By default a workbook opens with three worksheet
and it can contain a maximum of 255 worksheets.
 WORKSHEET

A worksheet is a sheet made up of rows and

collumns. It is used for planning a project or
financial document of an organization.

chart sheet - chart sheet is a separate sheet

in workbook that contains only graph and charts.
 ROW

A row is horizontal block of cells that runs through

entire width of the worksheet .
The row are numbered from top to bottom along the
left edge of the worksheet .
The first row is numbered 1, the second is 2 and
so on.
There are can be maximum of 1048576 rows in an
excel worksheet .
 COLUMN

A column is vertical block of cells that runs through

the entire worksheet .
A worksheet contain 16384 column, loaded A
through XFD
the first column is A , the second is B and so on .
 CELL

A cell is the interconnection of a row and columns.

For example the uppermost cell is A1[column A and
row 1].
 FORMULA

It is an order of values names,

cell reference, functions and operators in a cell that
together give a new values.
A formula always begins with equal (=) sign.
 FUNCTION

Function are predefined formulas that performs

complex calculations by using specific value in a
particular to give a result.
 Application of spreadsheet

Spreadsheet are used in the following application:-

 Budgeting and forecasting.
 Scientific research.
 Financial accounting.
 Income tax, sales tax applications.
 Annual reports.
 Statistical analysis of data base.
 FUNCTIONS

Function are the predefined formulas that performs

calculations on specific values called arguments.
Each functions takes specific type of arguments
such as numbers, references, text and logical
values.
Excel included many functions that can be divided
in to the following arguments
 MATHEMATICAL
FUNCTIONS
 Sum():- adds all the numbers in a range of cells .
syntax - sum(number 1, number 2,…)
Example = sum(20,30,40)
=sum(b2:g2)
=sum(details)
 Round()

Round function round number to a specified

number of digits .
syntax- =round (number 1, num-digits)
Example –
=round(365.6656,2)
 Round down()

Round down function round a number down

towords zero.
 roundup

Roundup function round a number up a way from a

(zero).
 Mod()

 Returns the remainder after a number is divided

by a devisor
 power

Returns the result of a number raised to a power.

 SQRT

SQRT returns positive square root of a number .

 ABS()

Function return the absolute value of a number is

the number without any + or – sign.
 STATISTICAL FUNCTIONS

MAX() - max function returns the largest value in

a set of values stored in a cells.
 MIN()

Min function returns the smallest number in a set of

values .
 AVERAGE()

Average function returns the average of a the

arguments which are passed in function as an
arguments .
 COUNT()

 Count function counts the number of cells that

contain numbers and numbers with in the list of
arguments.
 LOGICAL FUNCTIONS

IF() functions used to determine whether a condition

specified with in braces is true or false.
it returns one value if a specified condition, evaluates to
true and another value if it evaluates to false.
 AND()

Checks wither all arguments are true , and returns

true, if all arguments are true.
 OR()

Check whether any of the arguments are true , and

returns true or false .
Returns false only if all arguments are false.
 DATE AND TIME FUNCTIONS

Today() it returns the current date of the system.

Syntax : = today()
 NOW

Returns the current date and time.

Syntax: =now()
Example: =now()
 TEXT FUNCTIONS
Concatenate()
Joins two or more text string in to one text string.
 LEN()

Returns the number of character in a text string .

 LOWER()

Convert all letters in a text string to lower case

 UPPER()

Converts all letters in a text string to upper case.

 REPT()

Rept text a given number of times .

 Working with range of cells in
excel
The name you give to a single cell or to a range of
cells.
 RULES TO DEFINE NAMES

 A name only contain the characters namely(A-Z)

or a number, period(.) underscore(_)
 The first character must be an alphabet or
underscore(_).
 Names can not must be an longer than 255
characters.
 A names can not be the same as a cell reference.
 Space and ssspecial characters are not allowed,
underscore(_), and period(.) may be used as a
word separators
 CELL REFERENCE

Cell reference is the combination of column letter

and row number for a cell.
Types of cell address:
1. Relative cell reference
2. Absolute cell reference
3. Mixed cell Reference.
RELATIVE CELL REFERENCE

A cell address in a formula that change when you

copy the formula to a different location in the
worksheet file.
Example – A1,B1.C2
ABSOLUTE CELL
REFERENCE
A cell reference in a formula that always refers to
the same cell or range of cells.
To make a cell reference absolute prefix the row
and columns with a dollar ($) sign.
Example - $A$1, $B$1, $C$2
MIXED CELL REFERENCE

A cell reference in which part of the address is

absolute and part is relative.
A dollar sign ($) precedes the part of the address
that is absolute.
Example - $A1, A$1
Using operators in formula

Operator is a symbol which represent a particular

operation that can be perform on some dada.
Excel uses four types of operators:
1. Arithmetic Operators - +,-,*,/,%,^
2. Relational operators - < , > , <= ,>= ,<> ,=
3. Text operator - &
4. Reference Operators - : (colon), comma (,)
Operator Formula Result
+ =5+2 7
- =5-2 3
* =5*2 10
/ =5/2 2.5
^ =5^2 25
< 5<9 TRUE
>= 9>=24 FALSE
& A1&” “& D5 Join Text
6+21/3 13
(6+21/3) 9
USING AUTOCOMPLETE

Excel includes a feature called auto complete to make

it easy to enter repeated text items in a column thus
you only need to type repeated text only once.
The next time you want to type the same text in or at
the bottom of the column , you can type the first few
letters of this entry excel will complete the rest of
the entry you need to press enter key.
AUTO CALCULATE

When you select a range excel display the some of the

selected ranges in the status bar .
You can use this feature you want to find total or
some without creating a formula or using a
calculator. Simply select the select the range you
want to total.
.
USING AUTOFILL

Excel makes it very easy to enter a series of

dates ,numbers, or text .
For example, you can insert column headings like Jan,
Feb, Mar etc.
Or enter number at equal intervals such as
2,4,6,8,etc.very easy.
HOME TAB  Fill Series command
To Change Height of row do this

1. Select the row that you want to change

2. Click the right mouse button and choose Row
Height option
3. Type the new row height.
To Change width of column do this

1. Select the Column that you want to change

2. Click the right mouse button and choose column
width option
3. Type the new column width.
 Merging Cells
1. Select the cells that you want to merge.
2. Click the HOME tab and click merge and center
button.
To align cell contents -
3. Select the cells that you want to align
4. Click the HOME tab and click alignment buttons.

NOTE - By default the text is left aligned and numbers

are right align in a cell. we can alter these settings.
Chart and graph in MS excel

MS excel support 11 kinds of charts to help us display

data in ways that are meaningful to our audience.
Chart is the pictorial representation of data.
Column Chart
It is used for comparing items.

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Bar Chart
It is also used for comparing items.

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Line Chart
A line chart show trends in data at equal intervals

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Pie Chart
A pie chart compare the size of pieces in a whole unit.
It always show only one data series.

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Doughnut Chart
Like a pie chart, show the relationship of parts to a
whole. It display multiple data series

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Radar Chart
It is used to show the relationship between individuals
data series and between a specific data series
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Some other charts are
 Area Chart
 XY Chart
 Bubble Chart
 Surface Chart
 Stock Chart
MS EXCEL SHORTCUTS
FUCTION SHORTCUT
Insert worksheet Shift +F11
Insert Rows, Columns, Cells CTRL+ +
Delete Rows , columns , cells CTRL + -
Edit cell Contents F2
Insert Current date CTRL + ; (Semicolon)
insert Current time CTRL + : (colon)
Format Cells Dialog Box CTRL+1
Move Workbook CTRL + F6
Select entire row of active cell Shift + Spacebar
Select entire Columns of active cell CTRL + Spacebar