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MS Excel
MS Excel
MS Excel
MS EXCEL..........................................................................................................................2
1. work book:...............................................................................................................2
2. worksheet:................................................................................................................2
3. cell:..........................................................................................................................2
4. cell pointer:..............................................................................................................2
5. Formula Bar:............................................................................................................2
6. edit the cell:..............................................................................................................2
7. insert rows and columns:.........................................................................................3
8. Delete Rows and Columns:.....................................................................................3
9. Change Column Width:...........................................................................................3
10. Change Row Height:............................................................................................4
11. hide columns/rows:..............................................................................................4
12. Format the Worksheet:.........................................................................................4
13. Auto Format:........................................................................................................6
14. Clear the Format of Cells:....................................................................................6
15. Conditional Formatting:.......................................................................................7
16. Using Formula:....................................................................................................7
17. Functions:............................................................................................................7
18. Cell reference:....................................................................................................12
19. Filling Data in Cells:..........................................................................................13
20. Fill Series:..........................................................................................................13
21. Freezing rows and columns:..............................................................................15
22. Naming Range:..................................................................................................15
23. Managing worksheets:.......................................................................................16
24. Sorting:..............................................................................................................17
25. Sub Total:...........................................................................................................17
26. Filter:..................................................................................................................18
27. Data validation:..................................................................................................19
28. Goal Seek:..........................................................................................................20
29. Solver:................................................................................................................21
30. Chart:.................................................................................................................22
MS EXCEL
1. work book:
It is the basic type of file in Excel. By default a workbook contains 3
worksheets, is may contain up to 255 worksheets if there is enough memory.
2. worksheet:
Excel has multiple pages labeled as sheet1, sheet2, sheet3 and so on, which
displayed at the bottom of the sheet. We can switch from ozone sheet to
another directly just by clicking or we can switch by worksheet Navigator
Buttons.
A worksheet contains 256 columns labeled with letters A to IV and 65,536
rows from 1 to 65,536
3. cell:
An intersection of rows and columns are known as cell, which is the
fundamental part of the workbook, stores as the data. A cell can store
maximum 255 characters.
4. cell pointer:
A highlighted rectangular box, which moves across the cells and indicates that
cell, is current cell on which it is placed. Data gets stored in the current cell.
5. Formula Bar:
Formula bar is displayed above the worksheet area. It displays address and
contents of the current cell.
Number:
Used to specify the format of numbers in the selected range as currency,
date, decimal places, percent etc.
Alignment:
A cell has two type of alignment vertical and horizontal. Text can aligns
horizontally as left, right or center in the cell and aligns vertically as bottom.
Default horizontal alignment – Left for Text entry, Right for Numbers and
Date entry
Default Vertical alignment – Bottom
Fill:
It fills the cell with the current contents by repeating the contents for the
width of the cell.
Justify:
It wraps the text within the cell and adjusts the spacing with in each line so
that all lines are as wide as the cell when a cell has multiple lines.
Merge Cells:
It is used to merge multiple cells to store a title crossing to several rows.
Shrink to fit:
It reduces the size to the typed contents within selected cells for the contents
to fit in the cell. It works in current width if we resize the width of column we
have to preshrink….
Wrap Text:
It wraps the contents of selected cell to fit into current cell if it exceeds the
cell boundaries. It also works in current width if we resize the width of
column we have to rewrap.
Font:
This tab allows utilizing font properties such as font name, font style, size
which can be done using formatting tool bar. It allows utilizing other special
font features.
Border:
Used to specify borders around selected range. We can set borders outline to
the selected range or inside to each cell, or both by selected required preset.
Select border style color then preset. To remove the border select “none”
option.
Patterns:
Used to fill the background of selected range with any colour or with some
pattern. Select desire one at the corresponding options.
Ex: =C2 + D2 + E2
=C4 * D5
=C2 + F2 – G2
17. Functions:
Using Functions:
By Typing:
Place cell pointer where we want to get function result.
Type the equal symbol then name and arguments
Function wizard:
It is a tool through which we can used function in the correct way without any
typing and syntax errors by selecting required function from the menu.
Place cell pointer where we want to get function result
Now()
Returns current date and time
Ex: Now(), returns (07/15/04 4:20)
Today()
Returns current date
Ex: Today(), returns (07/15/04)
Mathematic Functions:
Product(num1,num2,….)
Returns the product of given numbers
Ex: Product(2,3,4) returns 24
Sqrt(Number)
Returns the Square root of a number
Ex: Sqrt(16), returns 4
Sum(num1,num2,….)
Returns the sum of numbers
Ex: Sum(10,20,30), returns 60
Statistical Functions:
Average(num1,num2,….)
Returns average of arguments
Ex: average(100,90,80), returns 90
Count(num1,num2,….)
Returns how many arguments are present in the list
Ex: Count(12,23,34,45,56), returns 5
Max(N1,N2,…..)
Returns the maximum value in the given list
Ex: Max(100,24,34), returns 100
Min(N1,N2,….)
Returns the minimum value in the given list
Ex: Max(100,24,34), returns 24
Text Functions:
Concatenate(t1,t2,….)
Joins several text items into one text item
=Concatenate(“Orange IT”,”Solutions”), returns “Orange IT Solutions”
Exact (t1,t2)
Returns True or False depending on likeness of 2 text strings
=Exact (“Orange”,”Orang”), returns False
Len(text)
Returns the number of characters in given text
=Len(“Orange IT Solutions”), returns 19
Lower(text)
Converts the text to small letters
=lower(“ORANGE IT SOLUTIONS”), returns orange it solutions
Upper(text)
Converts the text to capital letters
=upper(“orange it solutions”), returns ORANGE IT SOLUTIONS
Rept(text,no)
Returns the text repeated by the number specified
=Rept(“OITS”,6), returns OITSOITSOITSOITSOITSOITS
Logical Functions:
And()
This function accepts more than one conditions and returns “True” if all the
conditions are satisfied(true), if any of the condition is not satisfied(false)
returns the result as “False”
=And(cond1,cond2,….)
Or()
This function also accepts more than one conditions and returns the result a
“True” if any of the condition is satisfied(true) if all the conditions are not
satisfied(false) then it returns the result as “False”
=Or(cond1,cond2,….)
If()
This function accepts three arguments
The condition
The values returns if the given condition is not satisfied
The value to be returns if the given condition is not satisfied.
Choose “Auto Sum” button on the standard tool bar (or) Press “Alt +
=’
Then press “Enter Key”
Ex: When = C2+D2+E2 is copied to bottom cell destination cell address will
change as =C3+D3+E3 and displays sum of values from C3 to E3. If it is
copied to right destination address will be =D2+E2+F2
Ex:
When =$C$2*D2 is copied to down destination address will be =$C$2*D3 and
gives the product of the values stored in C2 and D3, when copied to right,
destination address will be =$C$2*E2. C2 always remain as it is.
Ex:
When =C$2*D2 is copied to bottom destination address will change as
=C$2*D3 when copied to right will change as =D$2*E2. When =$C2*D2 is
copied to bottom address will change as =$C3*D3 when copied to right
address will change as =C$2*E2.
So based on the required we have to use cell references.
Note: We can fill the values above manner using fill handle also. But the
value, which doesn’t have next series, cannot be filled with fill handle because
it generates the next value of the series.
Fill numbers:
Enter starting number in the cell, pointer on it
Click on ‘Edit’ menu; select ‘Fill’ option then ‘series’ sub option
Select required radio button at ‘series in ‘option how row fill data
whether in ‘Row’ or ‘column’
Enter ‘step value’ to specify what will be next series, enter ‘stop
value’ where to stop the series
Select ‘Linear ‘radio button t fill value in linear order and select
‘Growth’ radio button at ‘Type’ option to fill the value in multiple
order.
Linear order like 1, 2, 3…or 2, 4, 6…
Multiple order like 2, 4, 8, 16…..
(Or)
Enter first two values so that it can identify what will be the next series
Drag using ‘Fill handle’ up to required serried
To unfreeze:
Click “Window” menu
Select “Unfreeze panes” option
Rename a sheet:
Select the sheet which we want to rename
Click “Format” Menu
Select “Sheet” then “Rename” option
(Or)
Click “R M B” on the sheet name and select “Rename” option
Type new name and press “Enter Key”
Hide a worksheet:
Unhide a worksheet:
Click on “Format” menu
Select “Sheet” then “Unhide” option
It opens a dialog box and gives list of hidden sheets
24. Sorting:
Sort means arranging data in an order. We can sort data whether ascending
or descending. Sort is useful to search particular item when our table is too
big.
Select the table click on “Data” menu
Select “Sort” option sort dialog box will appear
At “Sort by” drop down button select column name on which base we
want to sort the table
Select required radio button whether “Ascending” or “Descending”
If we want to perform multiple sorting select “Then by” and select the
column name for next sorting
Click on “Ok”
Note: Before subtotaling table must be sorted on the field on which basis we
want to do subtotal. Sometimes we get unexpected result if data is
not sorted.
We get a left pane with subtotal result contains buttons and outline symbols
used to view subtotal results in required manner.
26. Filter:
It is the feature used to extract the records from the table. It is useful when
our table is very big and we want to view just required only. It filters the
records based on given condition and displays only those records matches
with our given criteria temporarily hiding the remaining data.
Auto filters:
It allows filtering records based on single field.
All:
Used to get back whole information after getting filtered data.
Top 10:
Used to view required number of records from top or bottom
Custom:
Allows filtering records based on giving criteria. When selected opens a
dialog box, enter the condition using available options.
Advanced Filter:
It allows to filter records based on multiple fields and allows even copy the
filtered data at another location of the sheet. For advance filtering we have
to give criteria on a part of worksheet with column heading.
Criteria must be given in following manner.
beyond that validation criteria. It is useful to store valid data in the sheet and
avoid errors.
So through this option we can put one target and know what value to be
changed to get that target.
Note: we can change only one variable (cell reference) to do goal seek. Target
cell must contain formula
29. Solver:
We can use solver for what-if-analysis when we want to change more than
one variable
Suppose we want to increase sales quantity upto 1000. So how much sales
we should increase in every month.
Place cell pointer to target cell, click “Tools” menu select “Solver”
option
Enter target value by selecting “Value of “radio button
Enter range of references sued for solver result at “Changing Cells”
Here we can add constraint to some cells. Means we can give (limits)
condition. Suppose we know that April month we cannot increase our sales to
20. We can add constraint to April month’s sales or we can give constraint
that particular month we can increase sales up to 90.
30. Chart:
Creating Charts:
Chart Options:
Titles:
Allows specifying chart main and axis titles
Axes:
Allows to off the labels from the axis if required
Gridlines:
Allows to display or not the gridlines
Legend:
Used to show the legend pr not. Legend is used to refer the data series.
Data labels:
Allows displaying values at the each data series to know the exact value.
Data Table:
Allows displaying the table used for chart at the bottom of the chart area
Chart Objects:
A chart has number of parts known as chart objects. Such as chart area, plot
area, gridlines, category axis, value axis, legend, data series etc.
Moving and resizing charts:
Inserted chart can be moved and resized. Select the chart and drag to the
desire location. To resize place mouse pointer on the resize handle and drag
to get desire size.