EXCEL
What is EXCEL?
• A software program created by Microsoft that uses spreadsheets to
organize numbers and data with formulas and functions.
Excel Ribbon
The band at the top of the Excel 2007 window is the Ribbon.
1. Office button: The button is used to open, save and print the
document. Option available are New, Open, Save, Save as, Print, Prepare,
Send, Publish, Close.
2. Quick Access Toolbar: Save, Undo, redo, and the toolbar is completely
customizable.
3. Tabs: Home, Insert, Page Layout, Formulas, Data, Review, View.
4. Group: Each tab has a number of groups. Groups have number of
options.
5. Dialog box launcher
Workbook and worksheet
• A workbook is an Excel file that contains multiple sheets or tabs, each
serving as an individual worksheet.
• A worksheet in Excel is a single tab within a workbook that consists of
rows and columns that intersect to form cells.
Each workbook
contains 255
worksheets
Data Entry
Numbers (Whole numbers,
decimal numbers, scientific Text
notations)
Types of Data
entered in Excel
Data in Series(Fill the range with
Date & Time same value or data in series using
Autofill)
‘ (Apostrophe) symbol is
used as the first
character to treat the
number entered as text.
Apostrophe (‘)
Number entered will always is added to 123
be right aligned
Text entered will always be
left aligned
Vertical scrollbar is used to navigate
When the number entered in a cell is
between the rows in an Excel
too long, # symbol appears in the cell.
worksheet.
To see the number properly column
Horizontal scrollbar is used to navigate
width needs to be increased or
between the column in an Excel
widened.
worksheet.
Column
Row Vertical Scrollbar
Horizontal Scrollbar
Page Setup Page Setup Tab Page Setup Group
Margins Page
(Top, Orientation
Bottom, (Landscape
Left, Right) and Portrait)
Size
(Paper size)
Save and print
Save an Excel file
Type File Name and
Click on Office Button Save As
Save
Print an Excel file
Click on Office Button Print Print
Selecting Cells and Ranges
• Selected cell in Excel is called as Active Cell.
• When an Excel worksheet is open, by default cell A1 is selected.
• A cell must be selected first, before it is modified or formatted.
Active cell
Whole sheet
Button or Select
All Button
Cell Range
• A group of cells is known as a cell range. Rather than a single cell
address, you will refer to a cell range using the cell addresses of the
first and last cells in the cell range, separated by a colon.
• For example, a cell range that included cells A1, A2, A3, A4, and A5
would be written as A1:A5.
Editing Data
Select cell containing
data and Press F2. Select the cell and simply
Use backspace to edit retype the correct entry.
the existing data.
UNDO button or
Ctrl + Z is used to
get back to the
previous entry
Adding Worksheet, row or column
Insert sheet,
Home Tab Cells Group Insert
row, column
Resizing Row height or column
width
Row Height/
Home Tab Cells Group Format
Column Width
Moving cell contents
Highlight the cell to Click on Paste from
Home Tab Clipboard Group Cut
paste the cell content Clipboard Group
Copying cell contents
Highlight the cell to Click on Paste from
Home Tab Clipboard Group Copy
paste the cell content Clipboard Group
Drag and Drop in Excel
Click on slideshow to see the gif
image
Freeze Panes in Excel
• Freeze Panes option is used to lock the columns and rows so that they
are visible even when you scroll through the rest of the cells.
View Tab Windows Group Freeze Panes Option
When one freeze panes,
the Freeze Panes option Click on
changes to Unfreeze slideshow
Panes so that one can to see the
unlock frozen rows or gif image
columns.
Find and Replace Data
Click on FIND to locate the
Click on Find and Select
Click on Home Tab Under Editing Group value / Click on REPLACE to
Option
replace the existing value
Autofill
• This feature of Excel helps you automatically enter data.
• Like if you type January and drag the handle of call border it will
automatically fill the next cell with February, March and so on. Same
rule applies to Numbers also.
Click on
slideshow
to see the
gif image
Formatting Cells
Click on Dialog box Format Cells window
Home Tab Alignment Group
launcher will appear on screen
Number Tab –
• Select General if the cell contains text and number and it does not have any
specific number format.
• If Number Category is selected numbers can be represented as integers,
decimals with number of decimal as option etc.
• Date and Time: Used to change the date format and the time format.
Alignment Tab –
These options allow to change the position and alignment of the data with the cell.
The tab gives text alignment options
Font Tab –
All the font attributes are displayed in this tab including font face, size, style, and
effects. The Format Cells dialog box offers options bold, italicize, and underline for
cell entries.
Border Tab – In the Format Cells dialog box, in Border option the size and style of the border can be changed.
Formatting rows and columns
Click on
slideshow
to see the
gif image
AUTOFIT COLUMN
Select Auto Fit Row
Click on Home Tab Under Cells Group Click on Format Option
height/ Column Width
It adjusts the width of the column according to the widest entry in that column and increases the height of the row(s) to
accommodate the tallest character in a row
Hide or Unhide
Select the Hide row/
column/ sheet to hide
Click on Format Under the visibility,
Click on Home Tab Under Cells Group and to unhide select
Option click on Hide/unhide
unhide row/ column/
sheet
Formatting Text
Merge & center
The selected cells will merge
Click on the Merge & Center to become one cell and the
Click on Home Tab Under Alignment Group
option data of the first cell is
centered
To unmerge the cells simply follow the same process.
Basic Style changes
Click on B to bold the text, Click
Click on Home Tab Under Font Group on U to underline the text, Click
on I to italicize the text
Background color
Click on Fill Color option to fill
Click on Home Tab Under Font Group
the cell with a particular color
Formatting worksheets using style
toolbar
The use of styles in Excel allows to quickly format worksheet. In Excel,
all styles are cell styles. However, a defined style can be applied to an
entire worksheet. Select the Styles from the Home tab>Styles group.
Applying a Style in an Excel Worksheet in order to apply an existing
style in Excel, follow the steps :
1 Select the cells to which a defined style is to be applied.
2 Choose Home tab>Styles group>Cell styles.
3 Select the name of the style to apply in the Cell styles.
4 Select OK.
Create a custom cell style
1. On the Home tab, in the Styles group, click Cell Styles.
2. Click New Cell Style.
3. In the Style name box, type an appropriate name for the new cell
style.
4. Click Format.
5. From the different tabs in the Format Cells dialog box, select the
formatting and then click OK.
6. In the Style dialog box, in the option Style Includes (By example),
clear the check boxes that is not needed in the cell style.
Create a cell style by modifying an
existing cell style
1. In the Home tab, in the Styles group, click Cell Styles.
2. Select one of the following:
• To modify any existing cell style, right-click on cell style, and click Modify.
• To create a duplicate of an existing cell style, right-click the cell style, and
click Duplicate.
3. In the Style name box, type an appropriate name for the new cell style.
4. To modify the cell style, click Format.
5. From the tabs in the Format Cells dialog box, select the formatting and
then click OK.
6. In the Style dialog box, in Style Includes, select or clear the check boxes
that is not to be included in the cell style.
Remove a Cell Style
1. To remove a cell style from selected cells without deleting the cell
style, select the cells that are formatted with that cell style.
2. On the Home tab, in the Styles group, click Cell Styles.
3. Select one of the following:
• To remove the cell style from the selected cells without deleting the
cell style, in Good, Bad, and Neutral, click Normal.
Autoformat
• Automatic formatting can make entering certain kinds of text faster
and easier.
Select Office button > Excel Options, Excel Options Window opens.
Click the Proofing button at left bar.
In AutoCorrect Options section, click AutoCorrect Options button >
select AutoFormat as you type option.
AutoCorrect
• AutoCorrect feature is used to correct typos and misspelled words, as
well as to insert symbols and other pieces of text.
Select Office button > Excel Options, Excel Options Window opens.
Click the Proofing button at left bar.
In AutoCorrect Options section, click AutoCorrect options button.
Format Painter
This tool gives the ability to make a format somewhere in the
document and then apply it somewhere else.
Under
Click on Home Click on
Clipboard
Tab Format Painter
Group
Click on
slideshow
to see the
gif image
Formulas
• A formula is an expression that operates on values in a range of cells.
• Excel formulas enable you to perform calculations such as addition,
subtraction, multiplication, and division.
Operators
• An operator is a special symbol that tells a programme what action to
take on a series of numbers.
• There are two kinds of operators: (a) Mathematical operators and (b)
Comparison or logical operators.
Mathematical Operator Comparison or Logical Operator
AutoSum
• The symbol "Ʃ" indicates the auto sum in MS Excel.
• Excel automatically enters a formula to sum the numbers while using
the Auto sum.
• The AutoSum button is available in the 'Home' tab on the excel
ribbon.
Click on
slideshow
to see the
gif image
Relative Cell Reference
• By default, a cell reference is a relative reference, which means that
the reference is relative to the location of the cell.
• When a formula has Relative Referencing and it is copied from one
cell to another, exact copy of the formula is not created. It will change
cell addresses relative to the row and column to which they are
moved to.
Click on
slideshow
to see the
gif image
Absolute Cell Reference
• To prevent the cell addresses to change, a dollar sign “$” is placed
before column and row location in the formula. The references
become absolute and they will not change when copied
Click on
slideshow
to see the
gif image
Mixed Cell Reference
• It is a combination of relative and absolute reference.
• For example, in the formula “=(D2$+$A$2)”, the row of cell D2 is fixed
and the column of cell A2 is fixed.
Click on
slideshow
to see the
gif image
Functions
• The built-in formulas are called functions.
• The users have to provide the cell references or addresses only.
• These are called arguments of the functions that are given between a
pace of parentheses ( ).
• The functions perform the operations on the given values and return
the result that is displayed in the same cell where the function was
entered.
• For example, to add the values of cells D1 through D10, type the
formula “=D1+D2+D3 +D4+D5+D6+D7 +D8+D9+D10”. A shorter way
would be to use the SUM function and simply type “=SUM(D1:D10)”.
Sum() Adds all the numbers in a range of cells. =SUM(number1,number2,……)
Average() Returns the average (arithmetic mean) of the =AVERAGE(number1,number2,
arguments. ……)
Max() Returns the largest value in a set of values. =MAX(number1,number2,…..)
Min() Returns the smallest number in a set of values. =MIN(number1,number2,…….)
Count() Returns the number of cells that contain =COUNT(value1,value2,…….)
numbers.
Countif() It is used to count the number of cells within a =COUNTIF (range, criteria)
range that meet the given criteria.
Sumif() It is used to add the numbers in the range that =SUMIF(Range, Criteria)
meet the given criteria.
Spell checking
• Checking for possible spelling mistakes and then confirm each
correction.
Click on Review Tab Under Proofing Group Click on Spelling Option
Charts
• Charts are visual representations of data used to make it more
understandable.
• Before making a chart, first enter data into a worksheet.
Basic properties of FormulaFormulas are to be entered in
the cell and with an equal sign
“=”. When the formula is typed
in the cell, it is calculated and
A formula always the formula is visible in the
A formula may
start with an equal formula bar.
consist of operators,
to (=) sign.
cell references,
range names, values
and functions
If a cell containing
formula is made an
When a formula is active cell, though it
entered in the cell, still shows the value,
and then the ENTER but in the formula bar,
key is pressed, only the formula is
the calculated result is displayed.
displayed in the cell
and not the formula.
Components of Charts
Chart Title : A title given to the whole chart.
X-Axis Title : A title given to the X-axis data range.
Y-Axis Title : A title given to the Y-axis data range.
X-Axis Category : This is the category of the data which have been
plotted. These are taken from the first column or first row of your
data range.
Y-Axis Value : This is the data range marked to plot the data
series.
Data Labels : The values of the data series plotted.
Legends : Specifies the colour, symbol or pattern used to mark
data series.
Tick Marks : These marks are used to show the scaling of X-axis
and Y-axis.
Grid Lines : Displays lines at the major intervals on the category X-
axis and/or Y-axis.
Types of charts in excel
• Column Chart: They compare distinct items. In this chart category axis is
horizontal (X-axis) and value axis is vertical (Y-axis). Column charts are
used to compare the results.
Types of charts in excel
• Bar Chart: Compare different items or show single items at different
intervals. It is similar to column chart except that the chart value axis is
horizontal (X-axis) and category axis is vertical (Y-axis).
Types of charts in excel
• Area Chart: They show the relative contributions of each value to a total
over time.
Types of charts in excel
• Line Chart: These charts are useful to compare the trends over time.
Types of charts in excel
• Pie Chart: The chart show the proportion of each part value to the total
value in a data series. They are used to show proportional sales figures
or representation of different categories of population like workers/non-
workers, male/female, adults/children, etc.
Create a chart
Create a chart
• To create the chart, create the worksheet.
• Select the cells containing the data for creating the chart. Include the data labels. Choose the Insert
tab. Click the Column button in the Charts group. A list of column chart sub-types appears. Click the
Clustered Column chart sub-type. A Clustered Column chart is created and the Chart Tools context
tabs appear.
• Apply a Chart Layout : Click the chart. The Chart Tools become available. Choose the Design tab.
Click the Quick Layout button in the Chart Layout group. A list of chart layouts appears. Click Layout
5. Excel applies the layout to your chart.
• Add Labels : When a layout is applied, it create areas where labels can be inserted. Labels are used
to give chart a title or to label axes. Enter the title, axis title.
• Change the Style of a Chart : A style is a set of formatting options. Style can be used to change the
colour and format of the chart. Excel has several predefined styles. They are numbered from left to
right, starting with 1, which is located in the upper-left corner. Click the chart. The Chart Tools
become available. Choose the Design tab. Click the More button in the Chart Styles group. The chart
styles appear. Click any Style
Create a chart
• Move a Chart to a Chart Sheet - By default, when a chart is created,
Excel embeds the chart in the active worksheet. However, the chart can
be moved to another worksheet or to a chart sheet. A chart sheet is a
sheet dedicated to a particular chart. By default Excel names each chart
sheet sequentially, starting with Chart1. One can change the name.
• Change the Chart Type - Any change can be made to a chart that is
embedded in a worksheet, one can also make to a chart sheet. For
example, Chart type can be changed from a column chart to a bar chart.
• Save and close the file.
Questions
1) What is the method of copying formula?
2) How do you add data to the chart?
3) What do you understand by AutoFormat feature?
4) What are the different types of Charts?
5) Differentiate between the SUMIF() and COUNTIF() functions.
6) What is the function of Autofill feature?
7) Differentiate between relative and absolute referencing?
8) What are the uses of operators in Excel?
9) Which chart compares distinct items.
10) Which symbol is added to the cell address to make it an absolute cell address.
11) Which symbol is used to start a formula in excel.
12) The built in formula in excel are called as_____.
13) Which chart show the proportion of each part value to the total value in a data series.
14) Which chart show the relative contributions of each value to a total over time.
15) Which chart are useful to compare the trends over time.
16) Which chart Compare different items or show single items at different intervals.
Questions
17) Which symbol is used as the first character to treat the number entered as text.
18) Which symbol appears in the cell When the number entered in a cell is too long.
19) Which scrollbar is used to navigate between the rows.
20) Which scrollbar is used to navigate between the columns.
21) What are the two types of page orientation.
22) How is copying the cell is different from moving the cell.
23) Which key is pressed to edit the cell contents of the active cell.
24) What is the use of Format Painter.
25) What are the types of data entered in Excel.
Fill in the blanks:
a) Formulas in Excel start with_________.
b) The intersection of a row and column is called _________.
c) An Excel workbook can have number of _________.
48
d) The function _________is used for calculating average.
e) A selected cell in Excel is called_________.
f) A_________ is a group of cells.
g) In_________referencing, the cell reference does not change while copying
formulas.
h) A spreadsheet is also called _________.
