Lesson 1 --------------- Introduction to Excel

Lesson 2 --------------- Working with Cells and Sheets

Lesson 3 --------------- Formulas and Functions
Lesson 4 --------------- Data and Tables
Lesson 5 --------------- Advanced Excel
Lesson 1 - Introduction to Excel

Learning Outcomes
1.1 Excel overview
1.2 Excel interface
1.3 Basic terminology

Pre-Assessment
1. Ask students to tell about MS-Excel and its usage
2. Assess students how comfortable they are working with Excel.
3. Ask students to tell the various Excel operations they know.

1.1 Excel overview

Excel is a spreadsheet program that allows us to store, organize, and
analyze information. While many of you believe Excel is only used by certain
people to process complicated data, anyone can learn how to take advantage
of the program's powerful features. Whether you're keeping a budget,
organizing a training checklist, presenting a graph, or creating an invoice,
Excel makes it easy to work with different types of data.
Excel 2016 is a version of Excel developed by Microsoft that runs on the
Windows platform.

1.2 Excel interface

When you open Excel 2016 for the first time, the Excel Start Screen will
appear. From here, you'll be able to create a new workbook, choose a
template, and access your recently edited workbooks.
1. Recent: Located in top left side. Shows the recently used excel
workbooks for quick access.
2. Search: Located on the top middle. Used for searching online
templates.
3. Open Other Workbooks: Located at bottom left below Recent list.
Enables us to open other workbook from any location like from This
PC, Onedrive, from web etc.
4. Template is a predesigned spreadsheet used for create new
spreadsheets with the preset formatting and predefined formulas.
5. Can open a new workbook also by clicking “Blank workbook” from
existing templates.
From the Excel Start Screen, locate and select Blank workbook to access the
Excel interface.

1.3 Basic Terminology

Familiarizing with blank workbook
1. Quick Access Toolbar: Quick Access Toolbar is located to the right of
the Microsoft Office. Quick Access Toolbar lets you access common
commands no matter which tab is selected. By default, it includes the
Save, Undo, and Repeat commands. You can add other commands
depending on your preference.
2. Ribbon: Ribbon is a row of Tabs at the top of the Excel window. It
allows you to quickly find, understand and use commands for
completing a certain task.
3. Tell me: Located to the right side of ribbon. The Tell me box works like
a search bar to help you quickly find tools or commands you want to
use.
4. Microsoft Account: Located to the right side of ribbon after Tell me.
From here, you can access your Microsoft account information, view
your profile, and switch accounts.
5. Name Box: Located below the ribbon to the left side. The Name box
displays the location, or name, of a selected cell.
6. Formula Bar: Located below ribbon after name box. In the formula
bar, you can enter or edit data, a formula, or a function that will
appear in a specific cell.
7. Column: A column is a group of cells that runs from the top of the
page to the bottom. In Excel, columns are identified by letters.
8. Row: A row is a group of cells that runs from the left of the page to the
right. In Excel, rows are identified by numbers.
9. Cell: Each rectangle in a workbook is called a cell. A cell is the
intersection of a row and a column. Simply click to select a cell.
10. Worksheets: Located in bottom of cells. Excel files are called
workbooks. Each workbook holds one or more worksheets. Click the
tabs to switch between Worksheets, or right-click for more options.
11. Vertical and Horizontal Scroll Bars: Located to the right and
bottom sides of cells. The scroll bars allow you to scroll up and down
or side to side. To do this, click and drag the vertical or horizontal
scroll bar.
12. Worksheet View Options: Located below the worksheet. There
are three ways to view a worksheet. Simply click an Icon to select the
desired view.
13. Zoom Control: Located at the bottom right and below the
worksheet. Click and drag the slider to use the zoom control. The
number to the right of the slider reflects the zoom percentage.
Lab Session
Activity
1. Divide the learners into teams
2. Ask them to explain about excel uses
3. Ask them to teach each other in case there are any doubts
4. Choose one team to present “The different items in a blank document”
to the rest of the class

Discussion
Reinforce what has been taught in the class as a summation of the chapter.
1. Overview of Excel
2. Uses of Excel
3. Options in a blank document

Student Assessment
1. What is a cell in Excel?
2. What is the difference between a row and a column?
3. Save, Undo, and Repeat commands are present in which toolbar?
4. What is the name of search box in Excel?
5. What is a Worksheet?
Lesson 2 - Working with Cells and Sheets
2.1 Excel Cell Basics
2.2 Columns, Rows, and Cells Modification
2.3 Cell Formatting
2.4 Number Formats
2.5 Working with Multiple Worksheets
2.6 Find & Replace Features
2.7 Freeze & Unfreeze Panes

Learning Outcomes

Working with Cells and Sheets

1. Excel Cell Basics

2. Columns, Rows, and Cells Modification
3. Cell Formatting
4. Number Formats
5. Working with Multiple Worksheets
6. Find & Replace Features
7. Freeze & Unfreeze Panes

Pre-Assessment
1. Ask students to tell about what are cells in excel
2. Ask students to tell how to modify rows and columns in excel
3. Ask students to tell how to cell formatting in excel
4. Ask students to tell find & replace function can be used

2.1 Excel Cell Basics

Understanding cells

Every worksheet is made up of thousands of rectangles, which are called

cells. A cell is the intersection of a row and a column—in other words, where
a row and column meet.

Columns are identified by letters A, B, C, and rows are identified by

numbers 1, 2, 3.

Each cell has its own name or cell address as displayed in the Name Box,
which is based on its row and column.

A group of cells is known as a cell range. You can also select multiple cells
at the same time.
Selecting cell:

1. To input or edit cell content, you'll first need to select the cell.
2. Click a cell to select it. Let us select cell C8.

A border will appear around the selected cell, and the column heading and
row heading will be highlighted. The cell will remain selected until you click
another cell in the worksheet.

You can also select the cells using arrow keys available on keyboard.

Selecting range:

To refer a cell range using the cell addresses then we use the first and last
cells in the cell range, separated by a colon.

1. Click and drag the mouse until all of the adjoining cells you want
to select are highlighted.
2. Release the mouse to select the desired cell range. The cells will
remain selected until you click another cell in the worksheet.

If cell range that included cells A1,A2,A3,A4,A5,A6 and A7 then it should be

written as A1:A7.

If Cell range is A1:F1 then the cells are A1,B1,C1,D1,E1,F1

If Cell range is A1:C3 then the cells are A1,B1,C1,A2,B2,C2,A3,B3,C3

Cell content

Any information that entered into a spreadsheet will be stored in a cell.

Each cell can contain different types of content, which include text, format,
formulas, & functions.

1. Text: Cells can contain text, such as letters, numbers, and dates.
2. Formatting attributes: Cells can contain formatting attributes that
change the way letters, numbers, and dates are displayed.
3. Formulas and functions: Cells can contain formulas and functions
that calculate cell values.

Insert content:

1. Click a cell to select it.

2. Enter some data in the selected cell and press Enter.
3. The content will appear in the cell and the formula bar.
4. The data can also be inserted into a cell through the formula bar.
Delete cell content:

1. Select the cell(s) with content you want to delete.

2. Select the Clear command on the Home tab, then click Clear
Contents.
3. The cell contents will be deleted.

You can also use the Delete key on your keyboard to delete content from
multiple cells at once.

The Backspace key will only delete content from one cell at a time.

Delete cells:

There is an important difference between deleting the content of a cell and

deleting the cell itself. If you delete the entire cell, the cells below it will shift
to fill in the gaps and replace the deleted cells.

1. Select the cell(s) you want to delete.

2. Select the Delete command from the Home tab on the Ribbon.
3. Click the Delete command on the Home tab
4. The cells below will shift up and fill in the gaps.

Copy and paste cell content:

Excel allows you to copy content that is already entered into your
spreadsheet and paste that content to other cells.

1. Select the cell(s) you want to copy.

2. Click the Copy command on the Home tab, or press Ctrl+C on your
keyboard.
3. Select the cell(s) where you want to paste the content.
4. Selecting a destination for the copied cell(s)
5. Click the Paste command on the Home tab, or press Ctrl+V on
your keyboard.
6. The content will be pasted into the selected cells.

More paste options:

We can also access additional paste options, which are especially convenient
when working with cells that contain formulas or formatting. Just click the
drop-down arrow on the Paste command to see these options.

Instead of choosing commands from the Ribbon, you can access commands
quickly by right-clicking. Simply select the cell(s) you want to format, then
right-click the mouse. A drop-down menu will appear, where you'll find
several commands that are also located on the Ribbon.
Cut and paste cell content:

Unlike copying and pasting, which duplicates cell content, cutting allows
you to move content between cells.

1. Select the cell(s) you want to cut.

2. Right-click the mouse and select the Cut command. Alternatively,
you can use the command on the Home tab, or press Ctrl+X on
your keyboard.
3. Select the cells where you want to paste the content.
4. Right-click the mouse and select the Paste command. Alternatively,
you can use the command on the Home tab, or press Ctrl+V on
your keyboard.
5. The cut content will be removed from the original cells and pasted
into the selected cells.

Drag and drop cells:

Instead of cutting, copying, and pasting, you can drag and drop cells to
move their contents.

1. Select the cell(s) you want to move.

2. Hover the mouse over the border of the selected cell(s) until the
mouse changes to a pointer with four arrows.
3. Click and drag the cells to the desired location.
4. Release the mouse. The cells will be dropped in the selected
location.
Shortcuts
1. “Ctrl + C” Copy
2. “Ctrl + V” Paste
3. “Ctrl + X” Cut
Lab Session
Activity
1. Divide the learners into teams
2. Ask them to explain about difference between rows and columns
3. Ask them to explain about working with multiple sheets
4. Ask them to teach each other in case there are any doubts
5. Choose one team to present “Modification of cells” to the rest of the
class
Discussion
Reinforce what has been taught in the class as a summation of the chapter.
1. Excel Cell Basics
 2. Columns, Rows, and Cells Modification
3. Cell Formatting
4. Copy, Cut and Paste
Student Assessment
1. What is the difference between cell and a sheet in Excel?
2. Select cell A6 and type your name.
3. Copy A6 contents to A9
4. Cut and paste or drag and drop, move the contents of A6 to
C4.
5. Clear the contents in row 6.
6. Copy A9 contents to A5, A4, A7
7. Delete column A.

2.1 Columns, Rows, and Cells Modification

By default, every row and column of a new workbook is set to the

same height and width. Excel allows you to modify column width and
row height in different ways, including wrapping text and merging
cells.

Modify column width:

When the column width is too narrow for displaying the contents of
the cell or cells to make them visible we can increase the column
width.

1. Position the mouse over the column line in the column heading
so the cursor becomes a double arrow.
2. Click and drag the mouse to increase or decrease the column
width.
3. Release the mouse. The column width will be changed.

With numerical data, the cell will display ####### if the column is too
narrow. We increase the column width to make the data visible.

AutoFit column width:

AutoFit feature in excel will modify column's width to fit its content
automatically.
1. Position the mouse over the column line in the column heading so the
cursor becomes a double arrow.
2. Double-click the mouse. The column width will be changed
automatically to fit the content.
 AutoFit feature in excel can be used to auto fit the width of several
columns at the same time.
1. Select the columns to AutoFit
2. Select the AutoFit Column Width command from the Format drop-
down menu on the Home tab.
These methods can be used for adjusting the row height in excel.

Modify all rows or columns:

When we want to modify the height and width of every row and column at
the same time.

1. Locate and click the Select All button just below the name box to
select every cell in the worksheet which is located in top left of cells.
2. Position the mouse over a row line so the cursor becomes a double
arrow.
3. Click and drag the mouse to modify, you can also double click on rows
and columns.
The row height will be changed for the entire worksheet.

Insert, delete, move, and hide rows & columns:

You can insert new columns or rows, delete rows or columns, or move
them to a different location in the worksheet, or even hide them.
Insert rows:
1. Select the row below where you want the new row to appear.
2. Click the Insert command on the Home tab.
3. The new row will appear above the selected row.

Insert columns:
1. Select the column heading to the right of where you want the new
column to appear.
2. Click the Insert command on the Home tab.
3. The new column will appear to the left of the selected column.

Note: When inserting rows and columns, you should select the entire
row or column by clicking the heading.
 Delete a row or column:
When you don’t need a row or column you can delete that row or column
you no longer need.
1. Select the row or column you want to delete.
2. Click the Delete command on the Home tab.
3. The selected row or column will be deleted, and those around it will
shift.
Note: There is a difference between deleting and clearing contents.
Deleting will shift the rows and columns, where clearing will only delete
the contents in those rows and columns we choose.
For clearing the contents right-click a row or column, and select Clear
Contents from the drop-down menu.

Move a row or column:

For moving a column or row to rearrange the worksheet.
1. Select the desired row or column heading you want to move.
2. Click the Cut command on the Home tab, or press Ctrl+X on your
keyboard.
3. Select the row or column heading to the right of where you want to
move it.
4. Click the Insert command on the Home tab, then select Insert Cut
Cells from the drop-down menu. Or
5. By right-clicking the mouse and selecting Insert Cut Cells
command from the drop-down menu.

Hiding and un-hiding a row or column:

1. Select the columns you want to hide, right-click the mouse, then
select Hide from the formatting menu.
2. The columns will be hidden. The green column line indicates the
location of the hidden columns.
3. To unhide the columns, select the columns on both sides of the
hidden columns.

Wrap text and merge cells:

Text wrapping in cells:
 1. Select the cells you want to wrap. In this example, we'll select the
cells in column C.
2. Click the Wrap Text command on the Home tab.
3. The text in the selected cells will be wrapped.
When you want to unwrap the text then simply use the wrap command.

Merge & Center:

1. Select the cell range you want to merge. In our example, we'll select
A1:F1.
2. Click the Merge & Center command on the Home tab.
3. The selected cells will be merged, and the text will be centered.

More merge options:

Click the drop-down arrow next to the Merge & Center command on the
Home tab, the Merge drop-down menu will appear.
1. Merge & Center: merges the selected cells into one cell and centers
the text
2. Merge Across: merges the selected cells into larger cells while
keeping each row separate
3. Merge Cells: merges the selected cells into one cell but does not
center the text
4. Unmerge Cells: unmerges selected cells

Keyboard Shortcuts
1. Hide row “Ctrl + 9”
2. Hide Column “Ctrl + 0”

Lab Session
Activity
1. Divide the learners into teams
2. Ask them how to merge cells
3. Ask them how to move rows and columns
4. Ask a team to tell how to hide and unhinde rows and columns and
make them to explain to others
5. Ask a team to explain about text wrapping and tell them to explain
others
 Discussion
Reinforce what has been taught in the class as a summation of the
chapter.
1. Modify rows or columns
2. Insert, delete, move, and hide rows & columns
3. Move a row or column
4. Wrap text and merge cells

Student Assessment
1. Autofit Column Width for the entire workbook.
2. Modify the row height to size 25 for rows 3 to 14
3. Enter the content “Click the drop-down arrow next to the Merge &
Center command on the Home tab, the Merge drop-down menu will
appear” in A15
4. Merge cells A15:G15
5. Delete row 15
6. Hide row 10 with short cut

2.3 Cell Formatting

Cell formatting is useful in modification of look and feel of workbook, and
highlighting specific sections and making the content easier to view and
understand.
Changing the font and size:
1. Select the cell(s) you want to modify.
2. On the Home tab, click the drop-down arrow next to the Font
command and select the desired font.
3. Now on the Home tab, click the drop-down arrow next to Font Size
command, and select the desired font size.
Note: Increase and Decrease of Font Size can be done through the options
available beside font size command box.
Bold, Italic, and Underline commands:
1. Select the cell(s) you want to modify.
2. Click the Bold (B), Italic (I), or Underline (U) command on the Home
tab. In our example, we'll make the selected cells bold.
 3. The selected style will be applied to the text.

Text alignment
In excel by default text entered into worksheet will be aligned to the
bottom-left of a cell, and numbers will be aligned to the bottom-right.

To change horizontal text alignment:

1. Select the cell(s) you want to modify.
2. Select one of the three horizontal alignment commands on the
Home tab. In our example, we'll choose Center Align.
3. The alignment command buttons

To change vertical text alignment:

1. Select the cell(s) you want to modify.
2. Select one of the three vertical alignment commands on the Home
tab. In our example, we'll choose Middle Align.
3. The text will realign.

Keyboard Shortcuts:
1. “Ctrl + B” to make selected text bold
2. “Ctrl + I” to make selected text into italics
3. “Ctrl + U” to make selected text underline.

Lab Session
Activity
1. Divide the learners into teams
2. Ask them to explain about cell formatting
3. Ask a team to tell how to modify the font and make them to explain
to the other students
4. Ask other team to explain about making the font Bold, Italic,
Underlining and ask them to explain to the remaining teams
Discussion
Reinforce what has been taught in the class as a summation of the
chapter.
1. Modify rows or columns
2. Insert, delete, move, and hide rows & columns
 3. Move a row or column
4. Wrap text and merge cells

Student Assessment
1. Change the font size of row 1 to 3 to 30 and for the rest of the rows
to 12
2. Bold and underline the text in row 6
3. Select all of the text in the worksheet, and change the horizontal
alignment to center align and the vertical alignment to middle align.

2.4 Number Formats

What are number formats?
Number formats will tell what type of data is being used in spreadsheet, like
percentages (%), currency ($), times, dates etc.
A number format, will tell what types of values are stored in a cell in
spreadsheet. The date format tells the spreadsheet that the content being
used is specific calendar dates.
Number format application
There are two main ways to choose a number format:
1. Go to the Home tab, click the Number Format drop-down menu in the
Number group, and select the desired format.
2. We can also click one of the quick number-formatting commands
below the drop-down menu.
The Number formatting quick commands

Percentage formats
One more helpful number format is percentage (%) format. Percentage
format displays values as percentages, such as 20% or 55%.
When the percent sign (%) is typed after a number, the percentage number
format will be applied to that cell automatically.

Date formats
Date formats will allow us to work with wide range of date functions that
use time and date information.
As spreadsheets are unable to understand the all formats in the same way a
person would, it will treat the date just like text. So it is very important to
enter a date, in a specific format that spreadsheet understands based on
your requirement.
Excel will recognize April 15 and write Apr-15, but it will not recognize if we
enter April 15th, as spreadsheet will not understand what is th.
Few date format is applied automatically:
Format Displays as
dd-mmm-yy 13-Jan-15
mm/dd/yyyy 01/13/2015
m/dd/yy 1/13/15
dddd, m/d/yy h:mm AM/PM Tuesday, 1/13/15 1:03 PM
ddd, mmmm dd, yyyy hh:mm:ss Tue, January 13, 2015 13:03:00

Number formatting
Apply number formatting to an entire column:
Applying certain data type for a column can be done by clicking the column
letter and then select the desired number formatting. But generally the
header row will not be affected by doing the same using number formatting.
The standard number formats are General, Number, Currency, Accounting,
Short Date, Long Date, Time, Percentage, Fraction, Scientific, Text can be
accessed on the home tab in Number Format menu.

Keyboard Shortcuts:
1. “Ctrl + 1” for number-formatting options.
2. “Ctrl + Shift + $” for getting Rupee symbol ₹

Lab Session
Activity
1. Divide the learners into teams
2. Ask them to explain about number formatting
3. Ask a team to tell what are the standard number formats in excel
and make them to explain to the other students
 4. Ask other team how to enter date format in a cell and the different
possible ways of entering date format and ask them to explain the
same to other students
5. Ask students the use of percentage formatting

Discussion
Reinforce what has been taught in the class as a summation of the
chapter.
1. Applying number formats
2. Number formatting
3. Date formatting options
4. Percentage formats

Student Assessment
1. In cell A4, enter today's
2. Verify cell A4.
3. Change A4 to long date format
4. Enter any value in cell C3 in percentage format
5. Modify the value in cell C3 to currency format

2.5 Working with Multiple Worksheets

Every excel workbook by default contains one worksheet with the default
name “Sheet1”. So the minimum number of worksheets in excel is 1 and
there is no limit to maximum the worksheets, it only depends on the
availability of computer memory.

To insert a new worksheet:

1. Select the New sheet button near the bottom-left corner of the Excel
just beside the last worksheet, by default it will be after Sheet1.
2. A new blank worksheet will appear.
3. To change the default number of worksheets in a blank workbook,
go to Backstage view, then go to Options tab, and enter the number
of worksheets to be included in each new workbook.
Copy a worksheet:
Whenever we have to duplicate the total content of a worksheet to another
worksheet, then the best option is to copy an existing worksheet.

Copy a worksheet with in the workbook:

1. Right-click the worksheet you want to duplicate,
2. Select Move or Copy from the worksheet menu.
3. Choose where the sheet need to be placed. By default, the copied
sheet will appear before the selected sheet.
4. Check the Create a copy box, and click OK.
5. The worksheet will be copied to the specified location. The copied
worksheet will have the same name with addition of (2), to specify it
as a copies worksheet.
Copy a worksheet to other workbook:
1. Right-click the worksheet you want to duplicate,
2. Select Move or Copy from the worksheet menu.
3. Choose where the sheet need to be placed. By default, the copied
sheet will appear before the selected sheet.
4. Select the workbook that is open from the To book: drop-down
menu.
5. Check the Create a copy box, and click OK.
6. The worksheet will be copied to the specified location. The copied
worksheet will have the same name with addition of (2), to specify it
as a copies worksheet.
Note: When Create a copy box option is not selected then the selected
worksheet will be moved from the old workbook to the new workbook.

Rename a worksheet:
1. Select the worksheet you want to rename, and Right-click on that
sheet and select Rename from the menu.
2. Rename the worksheet.
3. After renaming the worksheet click anywhere on workbook or
simply press Enter for renaming the worksheet.

Move a worksheet:
1. Click left mouse button on the worksheet that you want to move
until a small black arrow appears, then drag it to the desired
location.
2. Release the mouse button.
 Delete a worksheet:
1. Right-click on the worksheet in the bottom of workbook that is to be
deleted.
2. Select Delete option from the worksheet menu.
3. Now the worksheet is deleted.

Note: To prevent deleting specific worksheets from the work book it can be
done through Protect Sheet option. Select the sheet to be protected and
Right-Click on it and select the Protect Sheet option from the drop down
menu.

Group & ungroup multiple worksheets

While working with multiple worksheets at the same time, they can be
used individually or as a group. They can be combined together into a
group. Any changes that were made to one worksheet in that group will
be applicable to the entire group.

Group worksheets:
1. Select a worksheet that to be included in the group.
2. Press and hold the Ctrl and select the remaining required
worksheets for grouping.
3. Release the Ctrl key.
Ungroup worksheets:
1. Right-click on the group
2. Select Ungroup Sheets option from the worksheet menu.

Lab Session
Activity
1. Divide the learners into teams
2. Ask them to explain adding and deleting worksheets
3. Ask a team to tell how to copy / move worksheets and make them
to explain to the other students
4. Ask students how to delete worksheet
Discussion
Reinforce what has been taught in the class as a summation of the
chapter.
1. Adding new worksheet
2. Copy & Move worksheet
3. Deleting & Protecting worksheet

Student Assessment
1. Insert a new worksheet, and rename it as “Vision-Aid”
2. Create a copy of “Vision-Aid” in a new workbook
3. Create new worksheets “Jan, Feb, Mar, Apr, May, Jun”

2.6 Find & Replace Features

While working with a lot of data in Excel, it will be very difficult to locate
specific content and it is very time consuming also. Locating data with the
help of Find feature will save a lot of time and is very easy, and the
Replace feature in excel allows you to modify content.

Finding content:
1. In Home tab, click on the Find and Select command,
2. Select Find from the drop-down menu.
3. Find and Replace dialog box will appear.
4. Enter the content that need be to be located.
5. Click Find Next, till the desired content is located.
Note: For further assistance, Find All option beside Find Next also can be
used, it will show all the similar contents at one place which allows us to
select from one place itself.
Ctrl + F can be used directly to access the Find command

Replacing cell content:

1. In Home tab, click the Find and Select command,
2. Select Replace from the drop-down menu.
3. Once the Find and Replace dialog box appear
4. Enter the text that need to be located in the Find what: field.
5. Enter the text that needed to be replaced with in the Replace with:
field, and click Find Next.
6. Click Replace button
Note: To replace all then Replace All option can be used, it can be found
in the left side of the Replace button.

Keyboard Shortcuts:
1. “Ctrl + F” is shortcut for Finding
Lab Session
Activity
1. Divide the learners into teams
2. Ask all of them to say the short cut for finding
3. Ask a team to tell how to replace a content and make them to
explain to the other students
4. Ask them to tell how the desired content can be replaced at a whole
in all places.

Discussion
Reinforce what has been taught in the class as a summation of the
chapter.
1. Find the content
2. Replace
3. Replace All

Student Assessment
1. In cell A4, enter Your name
2. In cell B5, enter Your Friends name
3. In cell C4, enter Vizag
4. Replace Your name with Vizag
5. Replace Vizag to VisionAid using Replace All function

2.7 Freeze & Unfreeze Panes

To keep an area of a worksheet visible while scrolling to another area of
the worksheet Freeze Panes feature will help to lock specific rows and
columns in place while continuing to view the frozen cells.

Freeze rows:
1. Select the row or rows below to freeze.
2. Go to View tab on the Ribbon.
3. Select the Freeze Panes command.
4. Choose Freeze Panes from the drop-down menu.
5. The rows will be frozen in place, indicated by the gray line.
Freeze columns:
1. Select the column or column(s) you to freeze.
2. Go to View tab on the Ribbon.
3. Select the Freeze Panes command
4. Choose Freeze Panes from the drop-down menu.
5. The column will be frozen in place, indicated by the gray line.

Unfreeze Rows or Columns:

1. To unfreeze rows or columns, go to View tab on the Ribbon.
2. Click the Freeze Panes command.
3. Select Unfreeze Panes from the drop-down menu.

Note: When we want to freeze the top row only or first column only in the
worksheet, then simply select Freeze Top Row or Freeze First Column
from the drop-down menu.

Split a worksheet:
When we have to divide the worksheet into multiple panes then the Split
command allows us to that scroll them separately.
1. Select the cell where you want to split the worksheet.
2. Go to View tab on the Ribbon
3. Select the Split command.
4. The workbook will be split into different panes.
Note: For removing the split in worksheet, click the Split command again.

Lab Session
Activity
1. Divide the learners into teams
2. Ask them to explain about the use of Freezing a pane
3. Ask a team to tell about freezing the top row and first cloumn and
make them to explain to the other students
4. Ask another team to explain how to split the worksheet and ask
them to explain it to the remaining members.

Discussion
Reinforce what has been taught in the class as a summation of the
chapter.
1. Freezing panes
2. Unfreezing panes
3. Split Worksheet

Student Assessment
1. Freezing top row and column
2. Freeze the top two rows (rows 1 and 2).
3. Unfreeze the pane
4. Split your worksheet into multiple panes.
Lesson 3 --------------- Formulas and Functions

Learning Outcomes
3.1 Introduction to Formulas
3.2 Creation of More Formulas
3.3 Relative and Absolute Cell References
3.4 Formulas & Functions

Pre-Assessment
1. Ask student what they know about formulas
2. Ask them the use of formulas in excel
3. Ask them to tell various basic formulas

What is a formula?
A formula is an expression which calculates the value of a cell.
Note: All formulas in Excel must begin with an equals sign (=).
Example, =A2+A3+A4, which finds the sum of the cells A2, A3 & A4.

What is a function?
Functions are predefined formulas and are already available in Excel.
Example: =SUM(A2:A4). The function sums all the values from A2 to A4.

Cell references must be provided properly for getting the desired and
proper output or a result.

3.1 Introduction to Formulas

Mathematical operators
Microsoft Excel uses regular operators for formulas i.e. plus sign for
addition (+), minus sign for subtraction (-), asterisk for multiplication (*),
forward slash for division (/), and caret (^) for exponents.
Understanding cell references
Whenever we use formulas in excel we use cell addresses to creating the
references, it is known as cell referencing. Cell references will ensure that
formulas are always accurate.

Example,
The value in A1 is 3 and the value in A2 is 4 and we need the sum in cell
A3.
Cell A3 adds the values of cells A1 and A2 by making cell references
Now Cell A3 is entered with = A1+A2
i.e. A3 = A1 + A2 or A3 =Sum(A1:A2)
Therefore, A3 = 3+4
A3 = 7

If the values in A1 changed to 6 and values in A2 changed to 7 then

A3 = 6+7
A3 = 13

Based on the above example even when the values in reference cells were
changed the formula will work. The formula automatically updates if one
of the referenced cells changes.

Creating a formula:
Let’s create a simple formula using cell references to calculate a budget.

 Select the cell to enter the formula.

 Enter the equals sign (=). (Check how it appears in the cell and the
formula bar on the top.)
 Enter the cell references i.e. address of the first cell in the formula.
(Check blue border which appears around the referenced cell.)
 Enter the mathematical operator you want to use.
 Enter the cell references i.e. address of the second cell in the
formula (Check red border which appears around the referenced
cell.). And press Enter.
 Now the formula will be calculated, and the result will be displayed
in the formula entered cell.
Note: This can be done by selecting the reference cells instead of entering
their cell address.

Copying formulas
Formulas and functions can also be copied with the fill handle to the
adjacent cells, if the same calculation need to be performed multiple times
in a worksheet.

 Select the cell containing the formula that need to be copied.

 Click left button of mouse and drag the fill handle over the adjacent
cells.
 After releasing the mouse, the formula will be copied to those cells.

Editing the formula:

 Select the cell containing the formula you want to edit.
 Click the formula bar for editing the formula. (It can also be done by
double-clicking the cell where formula is there.)
 Once selecting or double-clicking a border will appear around any
referenced cells.
 Edit the formula
 Press Enter
 Now the formula will be updated.
Note: While editing the formula if you wish to stop editing then you can
simply press Esc button to stop the action.

Keyboard shortcuts
To display all of the formulas that are being used in worksheet, hold the
Ctrl key and press ` (grave accent). Ctrl + `

Lab Session
Activity
1. Divide the learners into teams
2. Ask them to explain about formulas & functions
3. Ask a team to tell about cell referencing and make them to explain
to the other students
4. Ask another team to explain creating and editing the formula and
ask them to explain it to the remaining members.
 5. Ask them to tell the short cut for getting all the formulas used in
the worksheet.

Discussion
Reinforce what has been taught in the class as a summation of the
chapter.
1. Formulas & Functions
2. Creating & Editing formulas
3. Short cut Ctrl+`

Student Assessment
1. A4 = 15, B4 = 6,
2. Create a formula in cell C4 that multiply the values in B4 & A4.
3. Use the fill handle to copy the formula in cell C4 to cells C5:C8.
4. Edit the formula in C8 with addition (+).

3.2 Creating of More Formulas

When there are more operations in one formula, the order of operations
explains Excel which operation to be calculated first.

Order of operations
Microsoft excel calculates the formulas based on the following order
PEMDAS:
1. Operations in Parentheses,
2. Exponential operations,
3. Multiplication & Division, (from left to right)
4. Addition & Subtraction. (from left to right)
Note: PEMDAS: Parentheses, Exponents, Multiplication and Division,
Addition and Subtraction.

Example
Let us know how excel solves the given equation “10+(6-3)/2^2*4-1”
P 10+(6-3)/2^2*4-1 = 10+3/2^2*4-1
E 10+3/2^2*4-1 = 10+3/4*4-1
M 10+3/4*4-1 = 10+0.75*4-1
D 10+0.75*4-1 = 10+3-1
A 10+3-1 = 13-1
S 13-1=12

Lab Session
Activity
1. Divide the learners into teams
2. Ask them to explain about Order of operations
3. Ask a team to tell about PEMDAS and make them to explain to the
other students

Discussion
Reinforce what has been taught in the class as a summation of the
chapter.
1. Order of operations
2. PEMDAS

Student Assessment
1. Solve the equation 20+(7-3)/2^3*4-5

3.3 Relative and Absolute Cell References

In excel there are two types of cell references i.e. relative and absolute.
When relative and absolute references are used jointly then they form
Mixed reference.
Relative references: A relative cell reference in a formula, such as A1, is
based on the relative position of the cell that contains the formula and the
cell the reference refers to. If the position of the cell that contains the
formula changes, the reference is changed.
Absolute references: An absolute cell reference in a formula, such as
$A$1, always refer to a cell in a specific location. If the position of the cell
 that contains the formula changes, the absolute reference remains the
same.

For a formula being copied from a data range between cells A1 to

C3:
If the reference is $A$1 (absolute column and absolute row), then it
remains as $A$1 (the reference is absolute)
If the reference is A$1 (relative column and absolute row), then it
changes to C$1 (the reference is mixed)
If the reference is $A1 (absolute column and relative row), then it
changes to $A3 (the reference is mixed)
If the reference is A1 (relative column and relative row), then it
changes to C3 (the reference is relative)

Let us understand relative & absolute references with an example

Values in cells as follows
A1= 1, A2 = 4, B1= 5, B2 = 5, C1=6 and enter the formula in D column

Now lets us calculate using relative reference

2. Select the cell that will contain the formula i.e. D1
3. Enter the formula to calculate the desired value i.e. =A1+B1+C1
4. Enter to get value i.e. (1+5+6) 12
5. Locate the desired cell containing the formula i.e. D1
6. Click mouse left button and drag the fill handle over the
desired cells.
7. Release the mouse.
8. The formula will be copied to the selected cells with relative
9. References, displaying the result in each cell i.e. D2
10. The result is 9
11. As there is no value in cell C2 excel treats it as 0 and
calculates the remaining cells i.e. A2+B2+C2 (4+5+0) 9

Now lets us calculate using absolute reference

1. Select the cell that will contain the formula i.e. D1
2. Enter the formula to calculate the desired value i.e. =A1+B1+$C$1
3. Enter to get value i.e. (1+5+6) 12
4. Locate the desired cell containing the formula i.e. D1
 5. Click mouse left button and drag the fill handle over the
desired cells.
6. Release the mouse.
7. The formula will be copied to the selected cells with relative
8. References, displaying the result in each cell i.e. D2
9. The result is 15
10. As C1 is given as absolute reference even when there is
no value in cell C2 excel treats it as C1 and calculates the
remaining cells i.e. A2+B2+$C$1 (4+5+6) 15

Reference cells across worksheets:

1. Locate the cell that need to be referenced
2. Navigate to the desired worksheet
3. Selecting the worksheet
4. Locate and select the cell where the value to appear.
5. Enter the equals sign (=), and name of the sheet followed by
an exclamatory mark (!), and followed by the cell address.
6. Now press Enter to get the value
Note: At any point of time if the worksheet is renamed, then the cell
reference will be automatically updated to new worksheet name.

Lab Session
Activity
1. Divide the learners into teams
2. Ask a team to tell about absolute reference and make them to
explain to the other students
3. Ask another team to tell about relative reference and make them to
explain to the other students

Discussion
Reinforce what has been taught in the class as a summation of the
chapter.
1. Relative reference & absolute reference

Student Assessment
1. A1= 1, A2 = 4, A3=3, A4=4, B1= 5, B2 = 5, B3=5, B4=5, C1=5, D1=
2 find the Sum A1:D1 and enter the result in E1. Using relative
reference find the values till E4
 2. A1= 1, A2 = 4, A3=3, A4=4, B1= 5, B2 = 5, B3=5, B4=5, C1=5, D1=
2 find the Sum A1:D1 and enter the result in E1. Using absolute
reference find the values till E4

3.4 Formulas & Functions

Function is a predefined formula that helps excel to perform various
calculations in a specific order.
Excel includes various number of functions like sum, average, count,
maximum value, and minimum value for a range of cells, which can be
used to find the results quickly.
In order to use functions correctly, understanding of different parts of a
function and cell references and arguments creation are very important.

Parts of a function
The basic syntax of any function will contain the equals sign (=), function
name, and one or more arguments.

Parts of formula
A formula can also contain any or all of the following: functions,
references, operators, and constants.

Operators in Excel formulas

Arithmetic operator
1. + (plus sign) used for Addition
2. - (minus sign) used for Subtraction or Negation
3. * (asterisk used for Multiplication
4. / (forward slash) used for Division
5. % (percent sign) used for Percent
6. ^ (caret) used for Exponentiation
Comparison operator
1. = (equal sign) used for Equal to
2. > (greater than sign) used for Greater than
3. < (less than sign) used for Less than
4. >= (greater than or equal to sign) used for Greater than or equal to
5. <= (less than or equal to sign) used for Less than or equal to
6. <> (not equal to sign) used for Not equal to
Reference operators
1. : (colon) used as Range operator, which produces one reference to
all the cells between two references, including the two references.
2. , (comma) used as Union operator, which combines multiple
references into one reference
3. (space) used as Intersection operator, which produces one
reference to cells common to the two references

Creating a function
1. SUM: This function is used to add all the cells values that are
given in the argument.
2. AUTOSUM: Same as Sum function. With this feature excel will
auto enter the Sum function in the selected cell.
3. AVERAGE: This function is used to determine the average of the
values included in the argument.
4. COUNT: This function is used to count the number of cells in a
range that contains the numerical data in the argument.
5. MAX: This function is used to determine the highest cell value
included in the argument.
6. MIN: This function is used to determine the lowest cell value
included in the argument.
7. IF: IF statements allow you to make logical comparisons between
conditions.
8. TODAY: This function will give today’s date.
9. DATE: This function will return the excel format date value.
10. TIME: This function will convert the given values in to Hour,
Minute, Seconds format.
11. AND: This function returns TRUE if all of the arguments
evaluate to TRUE.
12. OR: This function returns TRUE if any argument evaluates to
TRUE.
13. XOR: This function returns a logical Exclusive or of all
arguments.
14. NOT: This function returns the reversed logical value of its
argument.
15. ROUND: A number rounded to a specified number of digits.
16. RANK: RANK function can be used when you want to rank a
number against a list of numbers.

Syntaxes:
1. SUM Function: SUM (number1,[number2],...)
2. AVERAGE Function: AVERAGE (number1,[number2],...)
 3. COUNT Function: COUNT (value1,value2,...)
4. MAX Function: MAX (value1,value2,...)
5. MIN Function: MIN (value1,value2,...)
6. TODAY Function: TODAY ()
7. DATE Function: DATE (Year, Month, Day)
8. TIME Function: TIME (Hour, Minute, Second)
9. AND Function: AND (logical1, [logical2], ...)
10. OR Function: OR (logical1, [logical2], ...)
11. XOR Function: XOR (logical1, [logical2], ...)
12. NOT Function: NOT (logical)
13. ROUND Function: ROUND (number, num_diguts)
14. RANK Function: RANK (number, ref, [order])

Lab Session
Activity
1. Divide the learners into teams
2. Ask a team to tell about types operators used in excel and make
them to explain to the other students
3. Ask another team to tell few functions used in excel and make
them to explain to the other students
4. Ask students to tell about function and its parts
5. Ask students to explain about formula and its parts
6. Ask a team to explain about SUM, AVERAGE, MIN, MAX functions
including syntax and ask them to explain it to others.

Discussion
Reinforce what has been taught in the class as a summation of the
chapter.
1. Operators being used in excel
2. Functions & Formulas
3. Syntaxes

Student Assessment
1. What are the various kinds of operators that are being used in
excel?
2. A1= 1, A2 = 4, A3=3, A4=4, B1= 5, B2 = 1, B3=9, B4=0, find
minimum and maximum with the help of MIN & MAX function.
3. Write down all possible functions with syntax and with an
example explaining those function.
Lesson 4 --------------- Data and Tables

Learning Outcomes
4.1 Basics of Data & Tables
4.2 Data Sorting
4.3 Data Filtering
4.4 Grouping & Subtotalling
4.5 Tables
4.6 Charts
4.7 Conditional Formatting

Pre-Assessment
1. Ask students to tell about excel and its usage
2. Assess students how comfortable they working with excel.
3. Ask students to tell the various operations they know.

4.1 Basics of Data & Tables

Freezing rows and columns
When we want to see certain rows or columns of worksheet all the time, just
like headers of a table freezing feature will be helpful. By freezing rows or
columns, we can scroll through the content while continuing to see the
frozen cells.

Data Sorting
Sorting of data is used for reorganizing the content in worksheet. The
content on the worksheet can be sorted in many ways like alphabetically,
numerically, etc.

Data Filtering
Filter feature helps to the view the desired data only and the remaining data
or content on the worksheet will be hidden for the time being.

Summarizing Data
Excel provides several ways to summarize values on worksheet. Excel can
automatically calculate subtotal and grand total values in a list. When we
insert automatic subtotals, excel outlines the list so that we can display and
hide the detail rows for each subtotal.

Formatting data as a table

Just like regular formatting, look and feel of tables can be improved which
will help in organizing the content and make data easier to use.

Visualizing data with charts

It is very difficult to interpret when Excel workbook contains large amount of
data. Charts allow us to visualize comparisons and trends by illustrating the
workbook data graphically.

Conditional formatting
When a worksheet containing thousands of rows of data. It is very difficult
to identify patterns and trends from the raw information. Conditional
formatting will automatically apply cell formatting such as colours, icons,
and data bars, to one or more cells basing on the cell value.

Using Find and Replace

While working with a lot of data in Excel, it will be very difficult to locate
specific content and it is very time consuming also. Locating data with the
help of Find feature will save a lot of time and is very easy, and the Replace
feature in excel allows you to modify content.

Lab Session
 General explanations no lab session

Discussion
 Ask students repeat the explanations

Student Assessment
 No assignment needed
4.2 Data Sorting
Sorting data in MS Excel will rearrange the rows based on the contents of a
particular column. We can sort names in a table to put them in
alphabetical order, and can sort numerical data from smallest to largest or
largest to smallest.

Types of sorting
For sorting data, it is very important to decide what we want i.e. apply sort
to the entire worksheet or apply sort only for a cell range.

Sort sheet will organize all of the data available in worksheet by taking
reference of one column. The data related to it across each row will be kept
together when the sort is applied.
Sort range will sort the data in given range of cells, which will be helpful
while working with the sheet containing several tables. Unlike short sheet,
this sort range will not affect other content on the worksheet.

Sort a sheet:
1. Select a cell in the column we want to sort.
2. Select the Data tab on the Ribbon
3. Click the A-Z command to sort A to Z, or the Z-A command to sort Z
to A.
4. The worksheet will be sorted by the selected column.

Sort a range:
1. Select the cell range we want to sort.
2. Select the Data tab on the Ribbon.
3. Click the Sort command.
4. The Sort dialog box will appear.
5. Choose the column we want to sort.
6. Decide the sorting order i.e. ascending or descending.
7. The cell range will be sorted by the selected column.

Custom sorting
1. Select the cell in the column we want to sort 
2. Select the Data tab
3. Click the Sort command.
4. Select the column we want to sort.
5. Choose Custom List... from the Order field.
 6. Select NEW LIST from the Custom Lists: box.
7. Type the items in the desired custom order in the List entries: box. 
8. Click Add to save the new sort order.
9. The new list will be added to the Custom lists: box.
10. Select the new list is and click OK.
11. In the Sort dialog box click OK.

Sorting levels
1. Select a cell in the column you want to sort
2. Click the Data tab.
3. Select the Sort command.
4. Select the first column you want to sort.
5. Click Add Level to add another column to sort.
6. Select the next column we want to sort and click OK

Lab Session
Activity
1. Divide the learners into teams
2. Ask a team to tell about types of sorting used in excel and make
them to explain to the other students
3. Ask another group to explain about the difference between sorting
range and sorting sheet.
4. Ask students to tell about custom sort.

Discussion
Reinforce what has been taught in the class as a summation of the
chapter.
1. Sort range
2. Sort sheet
3. Custom sort
4. Sorting levels

Student Assessment
1. Provide a workbook to students that contain data like
a. Name
b. Phone number
c. Marks
d. Subjects
e. Rank
2. Ask them to Sort sheet as per rank
 3. Ask them to custom sort by phone number
4. Ask them to short range based on name.

4.2 Data Filtering

Filtering data in MS Excel will refer to display only those rows that will
meet the certain conditions prescribed. In order to filter data correctly, the
worksheet should contain a header row, which will be used to identify the
name of the column.

Filter data:
1. Select the Data tab
2. Click the Filter command.
3. Click the drop-down arrow of the column that we want to filter (Drop
down arrow will appear on header row).
4. Uncheck the box next to Select All.
5. Check the boxes next to the data that we want to filter
6. Now click OK.

Apply multiple filters:

In filter menu Check or uncheck the boxes that we want to filter
Click OK.
(Repeating the Filter data steps more number of times)

Filter with search:

1. Select the Data tab
2. Click the Filter command.
3. Click the drop-down arrow of the column we want to filter.
4. In search box enter the word you want to search.
5. Search results will appear below the Text Filters.
6. Select the fields you want to search

Lab Session
Activity
Divide the students in to groups
Ask a group to explain the uses of filter and let them explain the
remaining.
Ask another group to explain about multiple filter.
 Discussion
Reinforce what has been taught in the class as a summation of the
chapter.
1. Filter data
2. Filter with search

Student Assessment
1. Provide a workbook to students that contain data like
a. Name
b. Phone number
c. Marks
d. Subjects
e. Rank
2. Ask them to filter according to rank
3. Ask them to filter according to name

4.4 Grouping & Subtotalling

Pre-Assessment
1. Ask students what they know about group rows & columns
2. Ask students what they know about subtotalling

Group rows or columns:

1. Select the rows or columns you want to group.
2. Select the Data tab on the Ribbon.
3. Click the Group command.
Un-Group rows or columns:
1. Select the rows or columns you want to group.
2. Select the Data tab on the Ribbon.
3. Click the Ungroup command.

Hiding and showing groups:

Hiding a group can be done after grouping the rows or columns
1. For hiding a group (After grouping rows or columns)
2. Click the minus sign that appear above the group.
Showing a group can be done after hiding the group
 1. Click the plus sign that appear above the group.
Note: minus sign here is also known as Hide detail button and plus sign is
known as Show details button.

Creating subtotals
The Subtotal command allows us to create groups and use common
functions like SUM, AVERAGE and COUNT etc. to help summarize our data
automatically.
1. Data need to be sorted firstly that the data we want to subtotal.
2. Select the Data tab.
3. Click the Subtotal command.
4. In the Subtotal dialog box Click the drop-down arrow of At each
change in: field
5. Select the column that we want to subtotal.
6. Click the drop-down arrow of Use function: field
7. Select the function we want to use.
8. In Add subtotal to: field,
9. Select the column where we want the subtotal to appear.

Remove subtotals:
1. Select the Data tab
2. Click the Subtotal command.
3. The Subtotal dialog box will appear.
4. Click Remove All.

For removing all groups without deleting the subtotals, we can simply click
the Ungroup command drop-down arrow, and can choose Clear Outline.

Lab Session
Activity
1. Divide the students in to groups
2. Ask a group to group and ungroup rows and columns, let them
explain the remaining students.
3. Ask another group to explain about subtotalling.
Discussion
Reinforce what has been taught in the class as a summation of the
chapter.
1. Group rows and columns
 2. Subtotalling

Student Assessment
1. Provide a workbook to students that contain data like
a. Name
b. Phone number
c. Marks
d. Subjects
e. Rank
2. Sort the workbook by Rank from smallest to largest.
3. Use the Subtotal command to group at each change in Rank. Use
the SUM function and add subtotals to Marks.

4.5 Tables

Pre-Assessment
1. Ask students what they know about Tables

Formatting data as a table:

1. Select the cells we want to format as table.
2. Go to Home tab.
3. Click the Format as Table command in the Styles group.
4. Select table style from the drop-down menu.
5. Dialog box will appear
6. Confirming the selected cell range for the table.
7. When our table has headers, check the box next to My table has
headers, then click OK.
8. The cell range will be formatted in the selected table style.

Table Modification
Add rows and columns to table:
1. Enter new content into any adjacent row or column.
2. The row or column will be roped into the table automatically.
3. Click and drag the bottom-right corner of the table to create
additional rows or columns.

Changing the table style:

 1. Select any cell in table
2. Click the Design tab.
3. Locate the Table Styles group
4. Click the More drop-down arrow to see all available table styles.
5. Select the desired table style.
6. The table style will be applied.

Modify table style options:

1. Check the desired options in the Table Style Options group.
2. The table style will be modified as desired.

Removing table:
1. Select a cell in the table
2. Go to Design tab.
3. Go to Tools group
4. Click Convert to Range command.
5. Click Yes in the dialog box that appear.
6. Range will no longer be table now, but the cells will remain with the
data and the formatting.

Lab Session
Activity
1. Divide the learners into teams
2. Ask them to explain about Tables
3. Ask a team to tell how to change a table
4. Ask a student how to remove a table.

Discussion
Reinforce what has been taught in the class as a summation of the
chapter.
1. Creating Table
2. Modification of table
3. Removing a table

Student Assessment
1. Select cells B2:E10 and format them as table with style Light 2.
2. Insert a row between rows 4 and 5.
3. Change the table style to Table Style Medium 17
4.6 Charts
Pre-Assessment
Ask students what they know about charts

Understanding charts
MS Excel has several different types of charts, allowing us to choose the
one that best fits for our data. In order to use these charts effectively, we
need to understand how different the charts can be used. Charts allow us
to illustrate your workbook data graphically, which makes it easy to
visualize comparisons and trends.

Chart Title
Title will describe what the chart is illustrating.

Vertical Axis
The vertical axis or the y axis is the vertical part of the chart. This y axis
will measure the value of the columns.

Data Series
Data series consists of the data that is related to points present in chart.

Horizontal Axis
The horizontal axis or the x axis is the horizontal part of the chart. This
horizontal axis identifies the categories present in the chart.

Legend
Legend identifies which data series on the chart represents with which
colour.
Inserting a chart:
1. Select the cells that we want to chart.
2. This should include the column and row labels. (These cells will be
the used as the source data for the chart.)
 3. Go to Insert tab
4. Click the desired Chart command.
5. Choose the desired chart type from the drop-down menu.
Chart type and layout style
MS Excel allows us to add chart elements such as chart titles, legends, and
data labels which will make our chart easier to read.

For adding chart element,

1. Go to Design Tab
2. Click the Add Chart Element command
3. Choose the desired element from the drop-down menu.

Editing a chart element

We can simply double-click the placeholder and change the element.

For changing the chart style

1. Go to Design Tab
2. Click the Add Chart Element command
3. Select the desired style from the Chart styles group.

Switching row and column data

1. Select the chart you want to modify
2. Go to Design tab
3. Select the Switch Row/Column command.
4. The rows and columns will be switched.

Changing chart type:

1. Go to Design tab
2. Click the Change Chart Type command.
3. Change Chart Type dialog box will appear.
4. Select a new chart type and layout
5. Click OK.
Moving chart:
1. Select the chart you want to move.
2. Go to Design tab
3. Select the Move Chart command.
4. Move Chart dialog box will appear.
5. Select the desired location for the chart.
 6. Click OK

Updating charts
When we add data to spreadsheet, the chart may or may not consider the
new data. We can avoid this by adjusting the data range.
This can be done as below
1. Click the chart, it will highlight the data range.
2. Locate the handle
3. Now click and drag the handle in the lower-right corner for changing
the data range.

Lab Session
Activity
1. Divide the learners into teams
2. Ask them to explain about Charts
3. Ask a team to tell how to change a Chart
4. Ask a student how to update a Chart.

Discussion
Reinforce what has been taught in the class as a summation of the
chapter.
1. Creating Chart
2. Modification of Chart
3. Updating a Chart

Student Assessment
1. Provide a workbook to students that contain data like
a. Name
b. Phone number
c. Marks
d. Subjects
e. Rank
2. Select cells A1:C3 and insert a 2D Clustered Column chart.
3. Change the chart title to Vision-Aid Excel.
4. Move the chart to a new sheet.

4.7 Conditional Formatting

Conditional formatting will allow us to apply formatting automatically such
as for colours, icons, and data bars etc. to one or more cells based on the
cell value.

Pre-Assessment
Ask students what they know about formatting
Ask them whether they know about conditional formatting

Creating conditional formatting rule:

1. Select the desired cells for the conditional formatting rule.
2. Go to Home tab
3. Click the Conditional Formatting command.
4. Drop-down menu will appear.
5. Click on desired conditional formatting type
6. Select the desired rule from the menu.
7. Dialog box will appear.
8. Enter the desired value(s) into the blank field.
9. Select a formatting style from the drop-down menu.

Pre-Sets of Conditional formatting

Data Bars: Data bars are the horizontal bars that are added to each cell,
similar to a bar graph.
Colour Scales: Colour Scales will change the colour of each cell based on its
value. Colour Scales uses 2 or 3 colour gradient.
Icon Sets: Icon Sets will add specific icon to each cell based on its value.

Using pre-set conditional formatting:

1. Select the desired cells for the conditional formatting rule.
2. Click the Conditional Formatting command.
3. Drop-down menu will appear.
4. Move mouse over the desired pre-set
5. Choose a pre-set style from the menu that appears.
Removing conditional formatting
1. Click the Conditional Formatting command.
2. Drop-down menu will appear.
3. move the mouse over Clear Rules
4. Choose which rules you want to clear.
Lab Session
Activity
1. Divide the learners into teams
2. Ask them to explain the uses of conditional formatting
3. Ask a team to tell how to create conditional formatting
4. Ask a team to tell how to remove conditional formatting

Discussion
Reinforce what has been taught in the class as a summation of the
chapter.
1. Creating conditional formatting
2. Modify conditional formatting
3. Remove conditional formatting

Student Assessment
1. Provide a workbook to students that contain data upto 15 rows
a. Column A - Salesman
b. Column B - May Sales
c. Column C - June Sales
d. Column D - July Sales
e. Column E - August Sales
f. Column F - September Sales
g. Column G - October Sales
2. Select cells B4:F12.
3. Apply Conditional Formatting so that it will Highlight the Cells
containing values Less Than 50 with a light red.
Lesson 5 --------------- Advanced Excel
Learning Outcomes
5.1 Introduction to PivotTables
5.2 Operations with PivotTables
5.3 Track Changes
5.4 Inspect and Protect Workbook

5.1 Introduction to PivotTables

A PivotTable is a powerful tool to calculate, summarize, and analyze the
data that lets us understand comparisons, patterns, and trends in our
data.
A PivotTable can help in making our worksheets more manageable by
summarizing the data and allow us to use it in different ways.

Pre-Assessment
Ask students what they know about PivotTables

Creating PivotTable:
1. Select the table or cells including column headers that we want to
include in our PivotTable.
2. Go to Insert tab
3. Click the PivotTable command.
4. Create PivotTable dialog box will appear.
5. Choose the desired settings
6. Click OK.
7. Blank PivotTable and Field List will appear on a new worksheet.

Once we create PivotTable, we need to decide which fields we want to

add. Each field is a column header from the data. In the PivotTable Field
List, check the box the field we want to add. Selected fields will be added
to one of the four areas below i.e. filters, columns, rows and values. Now
PivotTable will calculate and summarize the selected fields.

Pivoting data
Pivoting data can help us in answering different questions. We can even
experiment with the available data to discover new trends and patterns.
 Adding columns:
1. Drag a field from the Field List into the Columns area.
2. The PivotTable will include multiple columns.

Changing row or column:

1. Drag the field that we want to change from its current area.
2. Else uncheck the appropriate box in the Field List.
3. Drag the new field into the desired area.
4. PivotTable will adjust to show the new data.

Lab Session
Activity
1. Divide the learners into teams
2. Ask them to explain the uses of conditional formatting

Discussion
Reinforce what has been taught in the class as a summation of the
chapter.
1. Creating PivotTable.
2. Changing rows and columns in PivotTable

Student Assessment
1. Provide a workbook to students that contain data upto 15 rows
a. Column A - Salesman
b. Column B - Area
c. Column C – Customer ID
d. Column D – Order Value
e. Column E – Order Month

2. What is the total amount sold in each Area?

3. In the Rows area, remove Area and replace it with Salesman
4. Add Order Month to the Columns area.
5.2 Operations with PivotTables
To help us in utilizing our data with PivotTable and to gain more
information with our data, MS Excel offers three additional tools: filters,
slicers, and PivotCharts.
Filters: Filters can be used to filter the data in PivotTable, so that we can
view only the required information.
Slicers: Slicers are similar to filters but they are easier and faster to use,
allowing us to instantly pivot our data.
PivotCharts: PivotCharts are similar to charts, the only difference is that
they display data from a PivotTable.

Pre-Assessment
Ask students what they know about PivotTables

Adding a filter:
1. Drag a field from the Field List to the Filters area.
2. The filter will appear above the PivotTable.
3. Click the drop-down arrow
4. Check the box next to Select Multiple Items.
5. Uncheck the box next to any item that we don't want to include in
the PivotTable.
6. The PivotTable will adjust to reflect the changes.

Adding a slicer:
1. Select any cell in the PivotTable.
2. Go to Analyze tab
3. Click the Insert Slicer command.
4. The dialog box will appear.
5. Check the box next to the desired field.
6. Slicer will appear next to the PivotTable.
7. Each selected item will be highlighted in blue.
Just like filters, only the selected items are used in the PivotTable.
When we select or deselect an item, the PivotTable will instantly
reflect the change.

Create a PivotChart:
1. Select a cell in PivotTable.
2. Go to Insert tab
 3. Click the PivotChart command.
4. Insert Chart dialog box will appear.
5. Select the desired chart type and layout
6. Click OK.

Lab Session
Activity
1. Divide the learners into teams
2. Ask them to explain the uses of Filter in PivotTable
3. Ask them to explain the uses of Slicer in PivotTable
4. Ask them to explain the uses of PivotCharts in PivotTable

Discussion
Reinforce what has been taught in the class as a summation of the
chapter.
1. Filter
2. Slicer
3. PivotChart

Student Assessment
1. Provide a workbook to students that contain data upto 15 rows
a. Column A - Salesman
b. Column B - Area
c. Column C – Customer ID
d. Column D – Order Value
e. Column E – Order Month

2. In the Rows area, remove Area and replace it with Salesman.

3. Insert a PivotChart, and choose the type Line with Markers.
4. Insert a slicer for Area.
5. Change the PivotChart type to Stacked Column.

5.3 Track Changes

MS Excel allows us to do many things like edit cell data, mark spelling
errors, or add comments in the margins electronically using the Track
Changes and Comments features.
 Understanding Track Changes
When we turn on the Track Changes feature in MS Excel, every cell we
edit will be highlighted with a unique border and indicator. Selecting the
marked cell will show the details of the change.

Turn on change tracking for a workbook

1. Go to Review tab
2. Click the Track Changes command
3. Select Highlight Changes from the drop-down menu.
4. Highlight Changes dialog box will appear.
5. Check the box next to Track changes while editing.
6. Verify that the box is checked for Highlight changes on screen
7. Click OK.
8. If prompted, click OK to save workbook.
9. Triangle and border colour will appear in any cell that is edited.
10. When there are more reviewers, each reviewer will be assigned
a different colour.

List changes on a separate worksheet:

1. Save workbook.
2. Go to Review tab
3. Click the Track Changes command
4. Select Highlight Changes from the drop-down menu.
5. Highlight Changes dialog box will appear.
6. Check the box next to List changes on a new sheet
7. Click OK.
8. Tracked changes will be listed on their own worksheet

Reviewing changes
1. Go to Review tab
2. Click Track Changes
3. Select Accept/Reject Changes from the drop-down menu
4. If prompted, click OK to save workbook.
5. Make sure the dialogue box next to the When: field is checked and
set to Not yet reviewed
6. Click OK.
7. Click Accept or Reject for each change in the workbook.
8. Excel will move through each change until all of them are reviewed.

Remove tracked changes

1. Go to Review tab
 2. Click Track Changes
3. Select Highlight Changes from the drop-down menu.
4. A dialog box will appear.
5. Uncheck the box next to Track changes while editing
6. Click OK.
7. Click Yes to confirm to turn off Track Changes.

Adding a comment:
1. Select the cell where we need the comment
2. Go to Review tab
3. Click the New Comment command.
4. A comment box will appear.
5. Type the comment
6. Click outside the box to close the comment.
7. The comment will be added to that cell which will be represented
by the red triangle in the top-right corner of that cell.
8. Select the cell to view the comment.

Edit a comment:
1. Select the cell that containing the comment we want to edit.
2. Go to Review tab
3. Click the Edit Comment command.
4. The comment box will appear.
5. Edit the comment
6. Click outside the box to close the comment.

Show or hide comments:

1. Go to Review tab
2. Click Show All Comments command to view all comment at the
same time.
3. All comments in the worksheet will appear at once.
4. Click Show All Comments command to hide them.

Delete a comment:
1. Select the cell containing the comment that to be deleted.
2. Go to Review tab
3. Click the Delete command in the Comments group.
4. Comment will be deleted.
Lab Session
Activity
1. Divide the learners into teams
2. Ask them to explain the uses of Tracking the changes
3. Ask them to explain the uses of Comments
4. Ask them to explain how to insert, edit and delete comment.

Discussion
Reinforce what has been taught in the class as a summation of the
chapter.
1. Tacking Changes
2. Comments

Student Assessment
1. Turn on Track Changes.
2. Enter few names in cell range of C1:C5
3. Change cell C2 to Vision-Aid.
4. Save your workbook.
5. List changes on a new sheet.
6. Add a comment to cell C4 “Track changes in a Shared Workbook”

5.3 Inspect and Protect Workbook

MS Excel includes several tools, operations and features to finalize and
help in protecting the workbook, which includes Document Inspector and
the Protect Workbook feature.

Document Inspector
The Document Inspector feature in Excel can help you find and remove
hidden data and personal information in documents that you plan to
share.

Hidden information can include:

1. hidden data or personal information that you might not want to
share in Word documents
2. data Excel adds to a workbook when you collaborate with other
people
 3. hidden data or personal information in a PowerPoint that might be
stored in the presentation or its metadata
4. document information and file properties in Visio documents

Using Document Inspector:

1. Go to File tab to access Backstage view.
2. In the Info pane, click Check for Issues
3. Select Inspect Document from the drop-down menu.
4. If prompted, save the Excel.
5. Once the Document Inspector appear, Check or uncheck boxes
6. Click Inspect.
7. Inspection results will appear.
8. When finished, click Close.

Protecting your workbook

1. Go to File tab to access Backstage view.
2. In Info pane, click the Protect Workbook command.
3. In the drop-down menu, choose the required option
4. Dialog box will appear
5. Click OK.
6. Dialog box will appear again.
7. Click OK.
8. Workbook will be marked as final.

Lab Session
Activity
1. Divide the learners into teams
2. Ask them to explain the uses of Document Inspector
3. Ask them to explain how to Protect the Workbook

Discussion
Reinforce what has been taught in the class as a summation of the
chapter.
1. Document Inspector
2. Workbook Protection

Student Assessment
1. Use Document Inspector to check the workbook
2. Protect workbook by Marking it as Final.
Keyboard ShortCuts
Ctrl+A = Select All (Entire Worksheet will be selected)
Ctrl+B = Bold (Changing the Font Style to Bold)
Ctrl+C = Copy (Selected data in worksheet will be copied)
Ctrl+D = Fill Down (Above rows content will be copied)
Ctrl+F = Find (Searching content)
Ctrl+H = Replace (Replace desired content)
Ctrl+I = Italic (Changing the Font Style to Italic)
Ctrl+N = New Workbook (Open new Workbook)
Ctrl+O = Open (File Open)
Ctrl+P = Print (Print command)
Ctrl+R = Fill Right (Left rows content will be copied)
Ctrl+S = Save (Saving File)
Ctrl+U = Underline (Underlining the selected content)
Ctrl+V = Paste (Pasting the copied content)
Ctrl+X = Cut (Cutting the copied content)
Ctrl+Z = Undo (Undo the action performed)
F1 = Help (Opening Contents and Index of Help)
F2 = Edit (To edit a cell)
F7 = Spell check (Tool for checking Spelling)
F12 = Save As (Save As option)
Ctrl+: = Insert Current Time (Inserting Present Time)
Ctrl+; = Insert Current Date (Inserting Present Date)
Ctrl+" = Copy Value from Cell Above (Above rows content will be
copied)
Ctrl+’ = Copy Formula from Cell Above (Above rows formula will be
copied)
Shift+F2 = Edit cell comment (Insert or Edit Comments)
Shift+F5 = Find (Search option)
Ctrl+F4 = Close (Close excel)
Alt+F4 = Exit (Close excel)
Alt+= = AutoSum (Auto sum of range)
 Ctrl++ = Insert (Insert rows or columns depending on the cursor
located)
Ctrl+- = Delete (Deleting rows or columns depending on the cursor
located)
Ctrl+1 = Format cells dialog box (For opening format cells dialogue
box)
Ctrl+2 = Bold (Changing the Font Style to Bold)
Ctrl+3 = Italic (Changing the Font Style to Italic)
Ctrl+4 = Underline (Underlining the selected content)
Ctrl+5 = Strikethrough (Strikeoff the selected content)
Ctrl+9 = Hide rows (Hiding selected rows)
Ctrl+0 = Hide columns (Hiding selected Columns)
Ctrl+Shift+( = Unhide rows (Unhide selected rows)
Ctrl+Shift+) = Unhide columns (Unhide selected Columns)

For more keyboard shortcuts

https://shortcutworld.com/Excel/win/Microsoft-Excel_2016_Shortcuts