INSTITUTE OF Bachelor of Business
Administration
Subject: Software Solution for Business
Subject code: 22BAH-155
PREPARED BY: Er. Manpreet Kaur
Unit 1: Introduction to computers Assistant Professor
(UIC Department)
Basic of Ms Excel
DISCOVER . LEARN . EMPOWER
• MS-EXCEL is a part of Microsoft Office suite software. It
is an electronic spreadsheet with numerous rows and
columns, used for organizing data, graphically represent
data(s), and performing different calculations. It
consists of 1048576 rows and 16384 columns, a row
and column together make a cell. Each cell has an
address defined by column name and row number
example A1, D2, etc. this is also known as a cell
reference.
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A spreadsheet is in the form of a table comprising rows and columns. The rectangular box
at the intersection point between rows and columns forms a cell. Given below is an image
of a cell :
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• Features of Ms Excel
• Home
• Comprises options like font size, font styles, font colour, background colour, alignment, formatting options and styles, insertion and deletion of cells and
editing options
• Insert
• Comprises options like table format and style, inserting images and figures, adding graphs, charts and sparklines, header and footer option, equation
and symbols
• Page Layout
• Themes, orientation and page setup options are available under the page layout option
• Formulas
• Since tables with a large amount of data can be created in MS excel, under this feature, you can add formulas to your table and get quicker solutions
• Data
• Adding external data (from the web), filtering options and data tools are available under this category
• Review
• Proofreading can be done for an excel sheet (like spell check) in the review category and a reader can add comments in this part
• View
• Different views in which we want the spreadsheet to be displayed can be edited here. Options to zoom in and out and pane arrangement are available
under this category
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. MS Excel Formulas.
• All formulae and functions begin with = Use your mouse to select a
cell or range of cells to be used in a formula The operators for building
formulae are: + Add * Multiply, – Subtract / Divide BODMAS rules apply
to arithmetic (Brackets Over Division, then Multiplication, then
Addition, then Subtraction). Avoid typing variables (such as tax rates)
in formulae; instead, type the variable in a separate cell and refer to
that cell in the formula To repeat formulae down a column, build the
formula in the first cell of the column then uses autofill to copy the
formula down the column. Functions follow the format
=name(arguments) where: name the name of the function (e.g. SUM,
VLOOKUP) arguments the cell or range references containing the
values used in the function Where a function contains more than one
argument, each argument must be separated by a, (comma). Text
criteria in an argument must be surrounded by “(quotation marks).
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Difference in between Worksheet and
workbook
Worksheet Workbook
A Worksheet is basically a single-page A workbook is a file that contains multiple
spreadsheet containing information. spreadsheets.
A worksheet contains a matrix of A workbook contains one or more
rectangular cells, organized in a form of worksheets, consisting of related
rows and columns. information.
Worksheets are best for an educational or Workbooks are mostly used to work in a
learning environment professional environment.
A worksheet can be converted into a A workbook can be created within a
workbook worksheet
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• VLOOKUP Formula
• =VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
• To translate this to simple English, the formula is saying, “Look for this piece of information, in
the following area, and give me some corresponding data from another column”.
• The VLOOKUP function uses the following arguments:
1.Lookup_value (required argument) – Lookup_value specifies the value that we want to look
up in the first column of a table.
2.Table_array (required argument) – The table array is the data array that is to be searched.
The VLOOKUP function searches in the left-most column of this array.
3.Col_index_num (required argument) – This is an integer, specifying the column number of
the supplied table_array, that you want to return a value from.
4.Range_lookup (optional argument) – This defines what this function should return in the
event that it does not find an exact match to the lookup_value. The argument can be set to
TRUE or FALSE, which means:
1. TRUE – Approximate match, that is, if an exact match is not found, use the closest match below the
lookup_value.
2. FALSE – Exact match, that is, if an exact match not found, then it will return an error.
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Step 1: Organize the data
The first step to effectively using the VLOOKUP function is to make
sure your data is well organized and suitable for using the function.
VLOOKUP works in a left to right order, so you need to ensure that the
information you want to look up is to the left of the corresponding
data you want to extract.
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• In the above VLOOKUP example, you will see that the
“good table” can easily run the function to look up
“Bananas” and return their price since Bananas are
located in the leftmost column. In the “bad table”
example you’ll see there is an error message, as the
columns are not in the right order.
• This is one of the major drawbacks of VLOOKUP, and for
this reason, it’s highly recommended to use
INDEX MATCH instead of VLOOKUP.
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Step 2: Tell the function what to lookup
In this step, we tell Excel what to look for. We start
by typing the formula “=VLOOKUP(“ and then
select the cell that contains the information we
want to lookup. In this case, it’s the cell that
contains “Bananas”.
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Tell the function where to look
In this step, we select the table where the data is located, and tell Excel to search in the leftmost column for the
information we selected in the previous step.
For example, in this case, we highlight the whole table from column A to column C. Excel will look for the
information we told it to look up in column A.
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• Step 4: Tell Excel what column to output the data from
• In this step, we need to tell Excel which column contains the data that we want to have as an output from the VLOOKUP. To do this, Excel
needs a number that corresponds to the column number in the table.
• In our example, the output data is located in the 3 rd column of the table, so we enter the number “3” in the formula.
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• Exact or approximate match
• This final step is to tell Excel if you’re looking for an exact or
approximate match by entering “True” or “False” in the formula.
• In our VLOOKUP example, we want an exact match (“Bananas”),
so we type “FALSE” in the formula. If we instead used “TRUE” as
a parameter, we would get an approximate match.
• An approximate match would be useful when looking up an exact
figure that might not be contained in the table, for example, if
the number 2.9585. In this case, Excel will look for the number
closest to 2.9585, even if that specific number is not contained
in the dataset. This will help prevent errors in the VLOOKUP
formula.
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REFERENCES
[1] https://www.quora.com/What-is-data-and-what-is-information
[2]
http://www.vidyagyaan.com/computer-knowledge/what-is-computer-c
haracteristics-and-limitations-of-computer/attachment/characteristics-
or-features-of-computer/
[3] https://wrhuxf.kaakalak.info/article-7996.php
[4] https://www.javatpoint.com/computer-fundamentals-tutorial
[5] https://www.guru99.com/difference-information-data.html
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THANK YOU FOR YOUR VALUABLE
TIME
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