a Spreadsheets = An Introductigy, 2 Starting Excel 2016 ‘> Types of Data / 2 Components of the Excel Window 2 Performing Calculations > Entering Data in a Spreadsheet 2 Using AutoSum Feature Microsoft Excel is a popular spreadsheet software. It is widely used to perform mathematical calculating It has many in-built features and tools like formulae, functions, and data analysis which makes work, with large amounts of data easy. Except calculations we can use spreadsheet to perform many other tae such as: Arrange data in a useful way ®2 Auto format tables ‘Type data in an efficient manner “2 Compare data through charts ©. Compare two different worksheets © Sort data for analysis . Perform calculations and auto recalculations STARTING EXCEL 2016, 1. Click the Start button. 2. On the left pane scroll down and search for Excel 2016. 3. The Excel 2016 option appears as shown in Figure 1. EM © rere tac Figure 1: Microsoft Excel ® ®@ | Scanned with CamScannerFigure 2: Microsoft Excel Features of a Spreadsheet It allows the user to enter arithmetic data and then calculate the data. It increases the productivity for anyone who needs to manage receipts, create ‘budgets’ or generate financial reports. *_ Itprovides in-built shortcuts for various mathematical formulae to easily perform calculations on data presented in table and provide the result in tabular structure. “It easily creates different charts and graphical representations of data, “2 Itcan easily compare data in two worksheets, *z Ttcan sort large amount of data quickly. “> Tt arranges data in a useful way. Figure 3: Excel 2016 window °@2®0 00 © OC 45m Scanned with CamScanner| window are discussed in Table 1. Ditterent components of the E Title Bar ©, Horizontal bar at the top of the window Displays the name of the current workbook “Bookl’ is the default name of a new workbook Quick Access Toolbar 3. Positioned on the left side of the title bar © Enables to quickly access a command to perform an action © Provides icons for commonly used commands | | ‘Table 1: Components in Excel 2016 Ribbon Located below the title bar } s Contains different tabs i Formula Bar ® Located below the ribbon © Displays information about the active (selected) cell Workbook Similar to a square line notebook Contains three worksheets by default Worksheet ©. Similar to a single square line page © Contains rows and columns where data can be entered Status Bar © Located at the bottom of the window 4 Displays status information about the active (selected) worksheet plays bout ENTERING DATA IN A SPREADSHEET, ‘The data entered in a cell could be text, number or formula. Let's enter data in a spreadsheet based on the marks obtained in a test. To enter data: 1. Click on a cell to enter the data in it (Fig. 4). Figure 4: Selecting the cell 2. Type ‘Subject’ in the Cell. The text entered is visible in the Formula bar as shown in Figure 5- Figure 5: Text shown in the formula bar OG OCO00s- a Scanned with CamScannerject the cell next to it (BI). eB “Marks in it. When you edit a cell in MS Excel, many 3 4 1 5 g, Select cell CI. features become unavailable or work g Type Out of: differently. For example, You cannot open 4p incells A2,A3,type the names ofthe subjects. a new Excel spreadsheet and when you Enter obtained marks in Columns B2, B3. ress any arrow key, the cursor moves 8. meen S a around in the cell instead of moving to a g,_ Enter the Subject Marks in Columns C2, C3. different cell 10, In Cell A6 type “Total: Figure 6: Excel Window with data TYPES OF DATA iin Excel 2016, the worksheet consists of a grid formed of columns and rows that form cells. You can enter ee types of data in cells: labels, values, and formulas. Labels are descriptive pieces of information. It can be used as names, age, months, or other identifying statistics, and contains alphabetic characters. Values are generally numbers or dates. * Formulas are in-built instructions in Excel, and these are available to perform various mathematical “calculations such as addition, subtraction, trigonometric and many more in a more convenient, and ‘urate manner. data in a cell in Excel 2016, you select the cell, type the data, and pr down one cell. You also can click the Enter button (the check mark) in the Formula bar to enter 1¢ check mark appears only when you are in the process of entering (or editing) the data. node cand Scanned with CamScanner er. Excel moves the cellTypes of cell references Cell reference refers to a cell or a range of cells in a spreadsheet. This helps Excel find the value of the to be calculated by a formula. For example, cell C3 refers to column C and row 3. 2 MS Excel uses the following types of cell referencing 1, Relative reference 2. Absolute reference Relative Reference Relative reference is used when you want to use the same pe ee calculation across multiple rows or columns. If you copy a number1 number2 number, cell containing a formula, the formula is also copied. When 3, uw you paste the cell in a different location in the spreadsheet, 2 ug Excel automatically updates the cell rel 3 so formula. Let’s calculate the average of numbei columns using relative reference as shown in Figure 7. Figure 7: Using Relative Reference To calculate the average of the numbers in the number! column: 1. Click cell BS. 2. Click the formula bar. 7 3. Type the formula =(B2+B3+B4)/3 and press Enter. ‘The average of cells B2, B3 and B4 is displayed in cell BS as shown in Figure 8. 4. Copy cell BS and paste it in cell C5 and D5. MS Excel automatically changes the formula to =(C2+C3+C4)/3 and =(D2+D3+D4)/3, and display the result as shown in Figure 9. a | a Bs . fe =(82483+84)/3 | |S 7 fe {02403408)/3 j A 8 c 2 E bs, Aj 8B _c (a6) ee, 1 number umber? numbers — h number] number2 numbers 2 nu BR ay a MOR 3 oameune se eemeea 21 3 u ou oa 4 25 BU 7 4 a 19 27 s Javerace{_____4] [Blovemce 3 asexo B] Function Figure 9: Relative Referencing Absolute Reference | not want to change the value of the calculation after 2 eel Absolute reference is used when you do d fer 3 copied. To use absolute cell referencing, you need to add the S sign before the cell reference. For ° ‘ cell Al needs to be represented as SAS1. Let's apply absolute referencing in the example for the Average formula used earlier. 1. Click cell BS. 2. Click the formula bar. 3. Edit the =(B2+B3+B4)/3 formula to =(SB$2+SBS$3+SBS$4)/3 and press Enter. 4, Copy cell BS and paste it in C5 and D5. The value 24 is copied in cells C5 and D5. AA ®Oao _ eas Scanned with CamScanner: is f c 2 E f perk number? numbers 1 B pay 22 | 2 a Co t 2B 19, 27 x Mal avast ~~ Figure 10: Absolute Referencing le) Sky Poult Ce ike Basic functions like addition, subtraction, multipli To add contents of cells 1. Select the cell where the sum should appear (Fig. 11). 2. Type =sum(as shown in Figure 12 | 4A 5 ¢c D [suber Marks Outof 2 (Maths 2 3 3 [English 2 2 | 4 [Total 5] Figure 11: Selected content 3. Click the cells whose sum is required (Fig. 13). | Al B |4 [subjects (Marks Rx | 2_|Maths | English {Total select two ways to operate the cells. pen ‘You can manually select the cells © %. You can also mention the cells na ation, division, and autosum can be done in Excel You can combin absolute telore This type of rok releronce, We hoth tolative a in NCO In a single call, ence Is called mixed A B 1 c D | subjects Marks Outof | Maths 22 23 | English aL 25 | Total Eat el number) | vf | =sum(s283 |p [SUM(mumbert, [number Figure 12: Sum formula above: Iform operation on 25 shown Jin the Formula Bar ~— wae Scanned with CamScanner4. Press Enter. The sum appears in the cell as shown in Figure 14. To ipa : fe =SUM(B2:83) | 10 | | |4|_@ fae) ie f | 1 |Subjects Marks — Outof A | 2_|Maths 2 25 A | 3 [English 2 . 4 [Total 43 Fl — | Figure 14; Sum of selected cells To subtract contents of cells 1. Select the cell where the result should appear. 2. Type = as shown in Figure 15. 3. Select the cell with the greater number from the Out of column. 4, Type-. 5. Select the cell with lower number from the Marks column (Fig. 16). 6. Press Enter. The result appears in the cell (Fig. 17). 03 > > fe D Marks lost 3 Figure 16: Performing operation Figure 17: Result appears 7. For results to appear in the rows below, place the mouse pointer to the edge of the cell. 8. Drag the pointer over other cells. ‘The formula is applied to the cells and the results appears as shown in Figure 18, Excel also provides a feature allowing & D2 to multiply the values entered in a cél Let us create a table with the grade nas! pe] 8 in Column A, number of boys per classi 1 Subjects Marks Column B and number of classes in Colut | 2 [Maths C. Column D will have the total number* (3 [english boys in the grade. (4 [Total Scanned with CamScanner| spmatinythe Asterisk (*) symbol is used ; - 0 — - so multiply contents of cells | b2 tjilx ve 0 = ry a 1, selectthecell where theanswershouldappearasshown | 4) A 8 re . oe ure 19- A \ ie in Figure } 1 |Grade ' al Be 1, tpe=- Type the ist cll reference, Fi qa | 5, Type ‘Type the second cell reference as shown in | 3 | 2 23 6 Figure 20. ry a a ; | 4, Press the Enter key. The answer appears in the selected || 4 4 3 | cellas shown in Figure 21. = : | a Figure 19; Select a cell = 1 suM ° Fe =C2-B2 | _ dl nth | ee oe {1 subjects Marks Out of Grade Classes Total | 2 [Maths 221 1 22 6 132 13 [Enelish 2 2 23 q } 4 [fot 43 3 43 3 | | s| oe 4 a4 3 } Figure 20: Performing operation ‘Figure 21: Multiplication result 5, For results to appear in the rows below, place | = the mouse pointer to the edge of the cell, 0 . | 6. Drag the pointer over other cells. The formula 4, a |B c Ea oc is applied to the cells and the results appear |; |Grade Boys Classes Total (Fig. 22). ey 1 2 3 2 2a | 4 3 “3 | 5 | 4 44 3] J Figure 22: Result in Multiple cells USING AUTOSUM FEATURE ) Another feature available in Excel is called AutoSum. This feature allows you to perform the addition function without selecting the cells. To.use the AutoSum feature, follow the steps given below: 1. Select the cell where the result should appear (Fig. 23). 2. On the Home tab from the Editing group (Fig. 24), click the AutoSum icon 3 AutoSum ~ - a ieee) ob | Sautosum - Ay £p | | LJsubjects Marks Outof _ Marks lost| | ru. Zu | 2_|Maths 22 2 3) Sort & Find & | | 3 [engtisn aie _25 4 & Cleary Filter Select \s front af___| | Editing | Figure 23: Selected Cell Figure 24: Editing group under Home tab bis. 02000000 45m Scanned with CamScannerwe 3. The selected cell displays the cell references ( 4, Press Enter. The total appears in the selected cell (Fig, 26). apa 8 c jo. see | 1 [subjects Marks Outof__ Marks lost | [44 8 a Ty | 2 |aaths | 4 [Subjects marks OUtoT Warksigs | 3 [english | 2 [maths 2 3s [4 [Tota | 5 | Figure 25: Selected cells ELA Me) 16515) J To save an Excel worksheet, follow the steps given below: 1. Click on the File tab. The File Window appears as shown in Figure 27, ew Moe ct ote eal 7 Info | New Microsoft Excel Worksheet | Ge Pest workbook properes= 1 reer toc FS | = SHS os | coe } Cenpantctomm MOSES | | vacate uttedies —Yetming | i or om use | Soot, | * Kanegoatesonacay caro | i =e | =o \ | t =ag | | = J Figure 27: Saving a Worksheet 2. From the left pane, Click the Save option. 3. From the left pane, select the required location. ‘The Save As dialog box appears. 4. Type the required name in the File name box. Click Save (Fig. 28). The file is saved in the required location. To Exit Excel 2016 1. Click the File tab. The File window appears. 2. Select the Close option. Figure 28: Save As dialoa box : Scanned with CamScannerExercise Section A o _ 5. AutoSum allows you to perform Excel is widely used to perform mathematical calculations. “Three types of data: Labels, Values, and Formulas. Relative reference is used when you want to use the same calculation across multiple rows or columns. absolute reference is used when you do not want to change the value ofthe calculation after a cells copied. “autoSum automatically selects the range. Multiple choice question: 1. Which of the following components of the Excel window contains different tabs? a. Ribbon c. Workbook b. Title bar d. Worksheet 2. Which sign is used to multiply two cells in Excel? a. ( o* b.% a. & 3, Which feature in Excel allows the user to add cells without entering values of cells? a. Absolute c. Reference b, AutoSum 4d. Relative 4. Which type of data is used to enter the name or age in an Excel spreadsheet? a. Formula c. Labels b. Text a. Values Fill in the blanks. __ isa popular spreadsheet software. 1 2. A worksheet consists of a grid formed of columns and rows that form address. 3, All cell address by default are ___ instructions in Excel, and these are available to perform various 4, Formulas are ___ mathematical calculations. 3 are generally numbers and dates. Write (T) for true and (F) for false statements. 1. Microsoft Excel has in-built features and tools like formulae, functions etc. : 2. The data entered in a cell can only be a text. 3. Weuse a dollar sign’S’ in relative referencing. : 4, Excel also provides a feature allowing us to multiply the values entered in 2 call. - the addition function without selecting the cells. 02 ©0008 @ 4s Scanned with CamScannerFE, Answer the following. 1. Write five features of Microsoft Excel. sae > 4. Explain the AutoSum feature. | A. Abhijeet has to enter the following data in a worksheet. Help him in creating a table in Excel with | | the details given below. ‘ Column A = Names of items . Column B = Number of bunches required } & Column C = Number of items per bunch Column D = Total item i B. Abhijeet has to multiply the numbers in columns B and Cand write the answers in Column D. Help | | him perform the task, i C. Help Sam in creating a worksheet using the following information. Help him enter the required data j + ofat least 3 students. i ' Column A = Name of the student , Column B = Roll number -% Column C= Age D. : D. Onyour sports day, list the number of sports events and the winners in each event. Createa worksheet : with names of the sports event and the names of the winners. Find the total number of winners in| t each event and write it in column C. Conduct a group discussion on the topics: » Different types of data entered in Excel 2016. % Usage of AutoSum feature in Excel 2016. TEA AISI aaameee Scanned with CamScanner