EX.1.

FORMATTING OF LETTERS
DATE:

Aim: To learn formatting of letters by using MS-Word 2007.

Business Letter
A business letter is a formal document often sent from one company to another or from a
company to its clients, employees, and stakeholders
Step 1
Launch Microsoft Word on your computer and click "File" then "New" in the top menu.
Step 2
Click "Letters" from the left column of choices in the "New Document" window.
Step 3
Select the topic that is most relevant to your needs, such as "Business letters." In this case there
are even more examples provided. In this example, click "Marketing letters" then click "Request
for permission to reprint article."
Step 4
Click "Download" in the bottom right of the window.
Step 5
Begin adding your information in the prompted spaces such as your name, your address and
the recipient's information, and write your letter as normal.
Step 6
Apply consistent formatting to your document, especially if you are copying text from a Web
page or another document. Highlight any text that you use as the source for your desired
format and press "Ctrl-Shift-C" -- this copies the formatting but not the text itself. Then highlight
any text that you need to reformat to look like the source text. Once it is highlighted, press "Ctrl-
Shift-V" to paste the formatting without replacing the text.
Step 7
Change the font size of your text quickly by highlighting all text you wish to change and
enlarge the font by one size for each mouse click by clicking the icon with a capital "A" next to
the font size drop-down menu in the "Home" tab. Reduce the font size by one level by clicking
the lower case "a" icon.
Step 8
Adjust line spacing for easy reading by clicking the "Line spacing" icon, which is in the
"Paragraph" group of icons in the "Home" tab. Highlight your text and select various line space
options to determine the look you require.
Step 9
Sign your name by typing it in the prompted space at the end of the letter. For a professional
touch, you should sign your name with a pen after you print it.
Step 10
Click the disk icon in the upper menu to save your letter so you can open it and edit it later.
Example
[Date]
From: [Sender Name]
[Title] | [Company] | [Address] | [City] | [State] | [Zip]
To: [Recipient Name]
[Title] | [Company] | [Address] | [City] | [State] | [Zip]
Dear [Recipient Name]:
[If you’re ready to write, just select this tip text and start typing to replace it with your own. For
best results, don’t include space to the right or left of the characters in your selection.]
[Apply any text formatting you see in this letter with just a click from the Home tab, in the
Styles group.]
[Wondering what to include in your cover letter? It’s a good idea to include key points about
why you’re a great fit for the company and the best choice for the specific job. Of course, don’t
forget to ask for the interview—but keep it brief! A cover letter shouldn’t read like a novel, no
matter how great a plot you’ve got.]
Sincerely,
[Your Name]
[Title]
EX.2. DESIGNING INVOICE

DATE:

Aim: To design an invoice by using MS-word2007

An invoice is a document that maintains a record of a transaction between a buyer and seller,
such as a paper receipt from a store or online record from an e-tailer.
Enter “invoice” in the “Search for online templates” field and then press “Enter” to bring up the
gallery of invoice thumbnails. Select the preferred template thumbnail to enlarge it in a preview
window. Click “Create” to copy the invoice template into a new Word document.
Method 2 Include Recipient and Invoice Information
Write the recipient's contact information. The name, address and phone number of the business
you are invoicing should appear on the left side of the invoice, below the header. ...
Write the invoice number and other invoice information. ...
Specify your payment terms.
EX.3. CREATING PURCHASE ORDER

DATE:

Aim: To create purchase order by using MS-Word 2007

Creating a Purchase Order Form
A purchase order  is a document sent by the buyer to the seller specifying the details of
the goods and services. If there previously existed no agreement between the two parties
this document can act as a contract when signed by either party.
Since these documents are legally binding, with signature, buyers can use purchase
orders to create a paper trail and keep track of inventory. It can be beneficial in the
following situations:
 Tracking payments to different vendors
 Keeping track of large orders
 Keep records for auditing purposes in the future
 Use it to specify the terms between the parties involved
Main Elements of a Purchase Order
 Seller: Includes information of the party providing goods and services in exchange for
money.
 Buyer: Information on the party that is acquiring goods or services and giving out
money in exchange.
 Order Number: You need to come up with a unique code that will be used to track
down orders to manage the inventory.
 Description of Goods & Services: This provides details for the goods and services such
as cost, quantity and total amount.
 Billing Address: The address where the invoice should be sent to the seller so that goods
acquired can be paid for.
 Shipping Address: The location where the goods are expected to be delivered.
 Shipping Date: The day when goods will be shipped from the seller to the buyer.
 Signature: Both parties are required to sign the document. The buyer signs when he
shows his intentions of buying goods and the seller when he accepts the buyer’s offer.
  Order Date: When parties decided to start the transaction.

How to Make a Purchase Order in Microsoft Word

1. You can make a purchase order in a matter of minutes by using Word. Here are some of
the steps to create a PO document.
2. Open a Microsoft Word document and click on the MS Office icon on the top left corner
of the screen.
3. From the drop down list that appears choose the option “new”. Under new, a list of
template options will appear. Choose “Purchase Orders”.
4. If you cannot find the Purchase Order template under the template categories listed,
choose installed templates. Type purchase order in the text box under the new dialog
box to make it easier to find the template you’re looking for.
5. You’ll find many different categories and different types of purchase order templates.
Each has its own purpose. Choose the format that best suits your business. Once you’ve
finished, click the download button.
6. The template you download will be in the form of a table consisting of rows and
formats. However, these are only grid lines and you’ll need to make them visible in
order to add the necessary information on the spaces provided.
7. To make the lines visible go to Table Tools and choose design tab. Under the design tab,
choose borders then pick the “view grid lines” option.
8. You can now add your company logo, slogans, and other details by clicking on the
different areas defined by the templates grid line. You can adjust images and icons by
using the placeholders at the corners of the image.

EX.4. CREATING SALES ORDER

DATE:

Aim: To Create Sales order by using MS-Word2007.

A sales order is a document generated by the seller specifying the details about the product or
services ordered by the customer. Along with the product and service details, sales order
consists of price, quantity, terms, and conditions etc.
Components of sales order
A sale order usually carries information such as customer’s name, shipping address, transaction
date, products ordered, descriptions, units of measure, quantities, prices, taxes, etc. The key
details of the sales order are listed below:
 Name and contact information of the company (seller)
 Name and contact information of the customer
 Customer billing information
 Customer shipping information
 Information about product or service
 Price before taxes
 Tax, delivery, and shipping charges
 Total price after taxes
 Terms and conditions
 Signature
 Any other relevant information as needed
Open a new Word document and then click “File,” “Options” and then click the “Customize
Ribbon” tab. Check the “Developer” box and then select “OK.” The Developer tab displays
on Word's ribbon interface. Enter the headings that you want to include on your order form as
regular text.
Step 1
Open the Microsoft Word program. Use the Windows "Start" button to select "All Programs."
Select "Microsoft Word" from the "Microsoft Office" folder.
Step 2
Click the Microsoft Office button in the upper left corner of Word, then select the "New" option.
This will launch a separate "New Document" pop-up menu.
Step 3
Type "order form" in the "Search" field at the top of the New Document" window and click on
the "Search" arrow. This will generate thumbnails of preformatted order forms under "Search
Results." Click on any form to view a larger preview in the pane on the right.
Step 4
Click the "Download" button under the form preview. The template will appear as a new
document in Word.
Step 5
Edit the order form, as necessary, to suit your needs. To replace text, highlight and type over it.
When you are satisfied with your order form, click on the Office button, then select "Save As."
Type the name of your document in the "File Name" field. Click the down arrow at the right of
the "Save As Type" field to select the type of document. If you want to save it for future use,
select "Template." If you want to use the original template (before your changes) again, a copy is
automatically saved your "My Templates" folder.
EX.5 APPLICATIONS OF MAIL MERGE IN BUSINESS
DATE:

Aim:
To Create a mail merge to send a letter one or more members.

Mail merge is a feature within most data processing applications that enables users to send a
similar letter or document to multiple recipients. It enables connecting a single form template
with a data source that contains information about the recipient’s name, address and other
predefined and supported data.

Procedure:
Step 1: Open MS-Word by click on START button; go to All Programs, then select Microsoft
Office Word 2007.
Step 2: To open a new document, Click on Office Button then select New - > Blank Document
then click on create option.
Step 3: Click Mailing Start mail mergeLetters
Step 4: Select “Mailings” from “Tools‟ menu. Then click on “Start Mail Merge” option then
select “step by step Mail merge wizard…” Then Mail merge dialog box appears on the right
side of the screen.
Step 5:
1. Select the Letter Type as “Letters” Radio button from “Select document type list. Click on”
Next:Starting document”.
2. Select the “Use the current document “radio button from the “select starting document “list.
3. click Mailing Select RecipientsType New List / Use existing List
4. click Mailing Select RecipientsType New List Customizing
ColumnsCustomizing address list click Add/Delete/Rename buttonClick OK
5. Select “Type a new list” radio button from “select recipients “list .Then click on “create”.
Then a new dialogue box “New address list” appears. Then enter address information for 10
entries. Then click on “OK”. Then click on “save “. Then 10 entries list will appear, select
needed ones. Then press on “OK”.
6. Click Savefilename.mdb(Ex. Mailmerge.mdb).
7. Click MailingInsert Merge fieldsinsert the recipient list in your letter.
8. Click Finish & Merge ButtonComplete the Mail merge
9. Select “Edit individual letters…” then select “All” Radio button then click “OK”, to edit any
of the address if needed.
10. All the recipient addresses are individually displayed all individual letters.
Step 6: At last we have to save the file as “Mail Merge.docx” by clicking on: “Save” button from
“Office” button.
Step 8: Finally Close and Exit the Word document

Result :
The Word document is create and manipulate the mail merge and displayed the output
successfully.

Output : Mail Merge

To
Selva
No: 3 Kokila Avenue
Chennai
Tamil Nadu
600064
Hai! How are you? Am fine here. How are your studies going on? What about the mid exams.
Am happy to say that our college has conducted FRESHERS PARTY for us in the last week at
our college premises. Many competitions such assports, food competition and funny games
were conducted before the Fresher’s Day. We enjoyed a lot up to the last second of the party
and our college has provided food and transportation facility also.

Ok bye and “ALL THE BEST” for your exams.

Yours Lovingly,
A.Ravi kumar.
CASE STUDY
1. To prepare Cash on Delivery Price Quotation
In Cash On Delivery (COD) price quotation, the buyer has to pay cash after receiving the
delivery of the goods ordered by him.

2. To prepare Cash with Order Price Quotation

In Cash With Order (CWO) price quotation, the buyer has to send cash along with the order,
otherwise, the order may not be executed.

3. To prepare Loco Price Quotation

Loco means 'On the spot'. Therefore, the loco price refers to the cost of goods at the factory or
godown of the seller. Once the goods are out of the sellers' factory or warehouse, all the
 expenses for carrying the goods from the seller's warehouse to the buyer's place are to be
borne by the buyer. This is the lowest price quotation.

4. To Prepare Station Price Quotation

Under this quotation, seller's responsibility is to send the goods to the nearest railway station
from his warehouse. It includes the cost of carriage of goods to the station. Since he delivers
the goods upto the station, he charges a little higher price. All further expenses on goods
such as freight, insurance, etc. have to be borne by the buyer.

5. To Prepare Free on Rail Price(FOR) price Quotation

Free On Rail (FOR) price quotation covers the expenses of carrying the goods to the railway
station nearest to seller plus the loading expenses, freight and unloading expenses are to be
borne by the buyer.
FOR price quotation = Station price quotation + Loading Charges

6. To prepare Cost and Freight(C & F) price Quotation

Cost and Freight (C & F) price quotation includes the cost of the goods and all the expenses
like carriage to the seller's nearest station, dock and loading charges and freight. Expenses
like insurance, unloading and cartage to the buyer's place are to be borne
7. To prepare Cost Insurance and freight (CIF) price quotation
There is a risk involved in transporting goods and this risk is covered by insurance.
Generally, the buyer pays insurance charges but if CIF quotation is mentioned then the seller
pays for the insurance charges along with other previous mentioned prices. So, the price
includes cost of the goods plus carriage upto seller's nearest station, loading, freight and
insurance charges.

CIF price quotation = C & F price quotation + Insurance.

8. To prepare Franco price quotation

Franco price quotation is the highest price quotation. Inspite of being the highest quotation,
buyers prefer this quotation because under this price, the goods are delivered to the buyers
 at their door-step. The buyer is relieved from the tension of transporting goods from the
seller's warehouse to his own warehouse.

Franco price quotation = All expenses upto the buyer's warehouse.

9. To prepare Free Alongside ship(FAS) price quotation

Free Alongside Ship (FAS) price quotation includes the cost of the goods and all the expenses
to deliver the goods at the dock nearest to the seller. The buyer has to bear the expenses of
loading, insurance, freight and the customs duty, etc., in addition to the cost of goods.
Though this quotation is used in some countries, it is not in use in India.

FAS price quotation = Loco price quotation + cost of carriage of goods upto the harbour
nearest to the seller.

10. To prepare Free On Board (FOB) price quotation

Free On Board (FOB) price quotation is similar to FOR in inland trade. This is normally used
in foreign trade. Under FOB quotation, the seller quotes a price which includes all the
expenses incurred untill the goods are actually delivered on board the ship at the port of
shipment.
FOB price quotation = cost of goods + expenses upto goods on ship's board.

11. To Prepare Standard invoice

It is not called by this name but this for a layman’s convenience. This is a basic format for an
invoice and can be used in the same format for different business transactions. This type of
invoice consists of all the basic information that is to be included in any invoice such as the
unique invoice number, name of seller, the company’s name, address, contact details, name
of the buyer, address, items purchased, total cost etc. This format of invoice is used by
multiple industries such as the retail industry, agriculture industry, wholesale trade industry
etc. We come across such as invoice almost every day and this is the type of invoice that
comes to the mind immediately when we imagine one.

12. To Prepare commercial Invoice

 Unlike an everyday invoice that we receive from the nearby department store to the book
store, a commercial invoice is a special invoice designed for documentation of any foreign
trade such as shipment of machine parts from one country to another. It is used for customs
declaration when the product is crossing international borders. It includes the name and
address of both the seller (sender) and the buyer (recipient), items being sold, the cost of
items and amount of tax payable. It comes with certain special attributes such as the carrier
identification number, country of origin, harmonized code for each item, declaration that the
invoice is authentic and the signature of the person in charge of the transaction. It may also
contain some special notes and comments.

13. To Prepare Progress Invoice

This kind of invoice is commonly used in works that stretch over a long period. It is most
commonly used in the construction industry as this is one industry which not only takes a lot
of time for each project but also is very expensive. Contractors send progress invoice or bills
from time to time showing progress of the work and quoting the amount required to be paid
to them because they have to pay the employees working for them and also cover the
expenses made during the present construction work.

14. To Prepare Timesheet

This is a special kind of invoice that is preferred by professionals whose services are
evaluated on the basis of the time for which the service is being provided. Such invoices are
usually provided by consultants, psychotherapists, lawyers, tuition teachers and mostly by
all the professionals whose services are more intellectual than technical. But often
employment of labourers is conducted on the basis of time. Such invoices typically mention
‘time’ in place of ‘product’. When any item is rented such as a car, crane, large cooking
utensils, tents, costumes or whatever, timesheet invoice is also prepared for all such dealings.

15. To Prepare Recurring Invoice

Such an invoice typically applies to the rental industry. These are invoices which have a fixed
rate and are delivered at the end of each month. This can include house rent as well as tools
rental such as rent of a tractor or such items that one needs for only a specific time of a year.
16. To Prepare Utility Invoice
We hardly ever think of the electric bill or a bill for the telephone, cable, internet usage, gas
as a particular kind of invoice but that is what it is. It shows the amount payable on the usage
of electricity or how much you owe to your internet connection provider for availing their
services. Utility invoiced differ from other invoices as it mentions a due date, the amount of
penalty payable after the due date, the billing period (which usually extends over a month)
and other messages. Most utility bills also include the previous amount paid or due.

17. To Prepare Pending Invoice

The balance amount or the pending payment is a part of pending invoice. In case of pending
bill, the outstanding amount i.e. the amount which was not paid during the last payment is
presented in the pending invoice. For example, if a client receives an invoice of $ 1,000 and
he does a partial payment of $ 600 then an invoice for the balance amount of $ 400 will be
sent to him next time as pending invoice and again if he does partial payment of $ 200 then
he will receive pending invoice of remaining amount of $ 200, next time. The procedure
continues till the client makes full payment.

18.To Prepare Proforma Invoice

Pro-forma invoice can be simply termed as an invoice that gives a rough idea to the buyer
about the cost of products and services. This type of invoice is basically referred as
estimation or a quote. Pro-forma invoice is sometimes used as a seller’s declaration stating
his commitment to deliver certain goods or services at the estimated price.  It can also be an
advance payment against the estimated project amount.  Since it is not a true invoice, it is
neither recorded as account receivable nor account payable.

19. To Prepare Standard Purchase Order

You generally create standard purchase orders for one-time purchase of various items. You
create standard purchase orders when you know the details of the goods or services you
require, estimated costs, quantities, delivery schedules, and accounting distributions. If you
use encumbrance accounting, the purchase order may be encumbered since the required
information is known.
20. To Prepare Planned Purchase Order 
A planned purchase order is a long-term agreement committing to buy items or services
from a single source. You must specify tentative delivery schedules and all details for goods
or services that you want to buy, including charge account, quantities, and estimated cost.

21. To Prepare Blanket Purchase Agreement

You create blanket purchase agreements when you know the detail of the goods or services
you plan to buy from a specific supplier in a period, but you do not yet know the detail of
your delivery schedules. You can use blanket purchase agreements to specify negotiated
prices for your items before actually purchasing them.

22. To Prepare Contract Purchase Agreement

You create contract purchase agreements with your suppliers to agree on specific terms and
conditions without indicating the goods and services that you will be purchasing. You can
later issue standard purchase orders referencing your contracts, and you can encumber these
purchase orders if you use encumbrance accounting.
23. To prepare Cash Sales.
This is defined as an order type, where the customer places an order, picks up the order and
pays for the goods. In this order type, delivery of the order is executed immediately, when
the order has been entered. Cash invoice and billing can be printed immediately from the
order. No receivables are entered for customer as invoice amount is paid in cash and directly
entered to a cash account.

24. To Prepare Rush Order.

In this order type, delivery of goods is picked by the customer or you deliver the goods on
the same day, when the order is placed.

25. To Prepare Scheduling Agreement.

A scheduling agreement is defined as an external agreement with the customer having
details of quantity of goods and delivery dates. This information is mentioned as schedule
lines in a standard system. These schedule lines can be created with the scheduling
 agreement or you can also create these at a later stage. The deliveries are processed for a
scheduling agreement in similar way it is processed for a normal delivery. Once the delivery
is done, system updates the delivered quantity in the scheduling agreement.

26. To Prepare Consignment Fill-up.

In this sales order type, goods are produced and moved to a warehouse or provided to an
agent to deliver to end customer.

27. To Prepare Consignment Issue.

In this order type, whenever there is requirement from a customer, he will move to the
warehouse or contact the agent and this will be treated as a sale.

28. To Prepare Third-Party Order.

In a third-party order type, products are not delivered to the customer and then you have to
handover the order to a third-party vendor, who is responsible to deliver the items to the
customer and generate the bill.
EX NO:6 BASIC FORMULA & FUNCTIONS IN EXCEL
DATE:
I. BASIC EXCEL FUNCTIONS FOR CALCULATION
1. SUM
Formula: =SUM(5, 5) or =SUM(A1, B1) or =SUM(A1:B5)
The SUM formula does exactly what you would expect. It allows you to add 2 or more
numbers together. You can use cell references as well in this formula.
The above shows you different examples. You can have numbers in there separated by
commas and it will add them together for you, you can have cell references and as long as
there are numbers in those cells it will add them together for you, or you can have a range of
cells with a colon in between the 2 cells, and it will add the numbers in all the cells in the
range.
2. AVERAGE
The Excel AVERAGE function does exactly what its name suggests, i.e. finds an average, or
arithmetic mean, of numbers. Its syntax is similar to SUM's:
AVERAGE(number1, [number2], …)
Having a closer look at the last formula from the previous section (=SUM(A2:A6)/5), what
does it actually do? Sums values in cells A2 through A6, and then divides the result by 5. And
what do you call adding up a group of numbers and then dividing the sum by the count of
those numbers? Yep, an average!
So, instead of typing =SUM(A2:A6)/5, you can simply put =AVERAGE(A2:A6)
3. COUNT
Formula: =COUNT(A1:A10)
The count formula counts the number of cells in a range that have numbers in them.
This formula only works with numbers though:
It only counts the cells where there are numbers.
4. COUNTA
Formula: =COUNTA(A1:A10)
Counts the number of non-empty cells in a range. It will count cells that have numbers
and/or any other characters in them.The COUNTA Formula works with all data types. It
counts the number of non-empty cells no matter the data type.
5. SUMIF, COUNTIF, AVERAGEIF
Formulas: =SUMIF(range, criteria, sum_range), =COUNTIF(range, criteria),
=AVERAGEIF(range, criteria, average_range)
These formulas all do their respective functions (SUM, COUNT, AVERAGE) IF the criteria are
met. There are also the formulas: SUMIFS, COUNTIFS, AVERAGEIFS where they will do their
respective functions based on multiple criteria you give the formula.
I use these formulas in our example to see the average revenue (AVERAGEIF) if a person met
their quota, Total revenue (SUMIF) for the just the sales people who met their quota, and the
count of sales people who met their quota (COUNTIF)
PROCEDURE:
The most used functions in Excel are the functions that count and sum. You can count and sum
based on one criteria or multiple criteria.
COUNT
To count the number of cells that contain numbers, use the COUNT function.

SUM
To sum a range of cells, use the SUM function.

SUMIF
To sum cells based on one criteria (for example, greater than 9), use the following SUMIF
function (two arguments).

To sum cells based on one criteria (for example, green), use the following SUMIF function (three
arguments, last argument is the range to sum).
COUNTIF
To count cells based on one criteria (for example, greater than 9), use the following COUNTIF
function.
 Note: visit our page about the COUNTIF function for many more examples.
AVERAGE
To calculate the average number of cells that contain numbers, use the AVERAGE function.

II. BASIC STRING FUNCTIONS

S.No Function Name Syntax Description
1 CONCATENATE =CONCATENATE( text1, [text2], ... ) Joins together a series of
supplied text strings or other
values, into one combined text
string
2 LEN =LEN (text) Get the length of text.
3 FIND =FIND (find_text, within_text, Get the location of text in a
[start_num]) string(with case sensitivity &
wildcards not allowed)
4 REPLACE =REPLACE (old_text, start_num, Replace text based on location
 num_chars, new_text)
5 SEARCH =SEARCH (find_text, within_text, Get the location of text in a
[start_num]) string(without case sensitivity
and wildcards allowed)
6 SUBSTITUTE =SUBSTITUTE (text, old_text, new_text, Replace text based on content
[instance])
7 EXACT =EXACT (text1, text2) Compare two text strings
8 UPPER =UPPER (text) Convert text to upper case
9 LOWER =UPPER (text) Convert text to lower case

CONCATENATE
Dataset Information: Information contains First name and Last name
First name Last name
Susan Chang
Ayako Tanaka
Bobby Smith
Aaron Lennox
Q1: Combine First name and Last name in to one column called Full name with space b/w the
names
Procedure:
Step 1: Create one column called Full name in Cell D5
Step 2: Enter the following formula =CONCATENATE(B6," ",C6) in the Cell D6 and Press Enter

Step 3: Go to the end of Cell D6 and drag the formula till Cell D9
FIND
Dataset:
What to Find Within Result
the The cat in the Hat  
Scenario: Find the text “the” in Within the Column using FIND Function
Note: - There are 2 strings with the text “the” in the Within Column. One with lower case and
another with T letter as capital
Procedure:
Step 1: Enter the following formula in the Cell D7 and Press Enter=FIND(B7,C7)
Note:- Start number parameter is optional and defaults to 1. The value 12 is returned which is
the position of the string “the” in the text C7
REPLACE
Dataset:
What to Replace Within Result
My The cat in the Hat  

Scenario: Replace the text “the” with the “My” text using REPLACE Function
Note: - There are 2 strings with the text “the” in the Within Column. One with lower case and
another with T letter as capital
Procedure:
Step 1: Enter the following formula in the Cell D7 and Press Enter
=REPLACE(C7,1,3,B7)

The above formula will replace the first “The” with “My” text because starting number as we
mentioned in the formula is 1
Step 3: If you want to replace the second “the” with “My “ text, use the following
formula=REPLACE(C7,12,3,B7).

In the above formula, the starting number we mentioned as 12 which is the starting position of
the second “the” text in the Cell C7

SUBSTITUTE
Dataset:
Address Formatted Address
John Smith, 1234 Main St.
Anywhere, CA 10134  

Scenario: Formatting the address (Substituting the comma with new line character) using
SUBSTITUTE Function
Step 1: Enter the following formula in the Cell C7 and Press Enter
=SUBSTITUTE(B7,",", CHAR(10))

The Commas are removed and substituted with new line character using Char(10) Function

EXACT
Dataset:
Text1 Text2 Result
Apple Apple  
Orange orange  
Scenario: Check whether Text1 and Text2 are equal. If equal, return TRUE. If not equal, return
FALSE
Note: Exact Formula is case sensitive.
Procedure:
Step 1: Enter the following formula in the Cell E7 and Press Enter
=EXACT(C7,D7)

Text1 and Text2 are equal, so Cell E7 will become TRUE

Step 2: Click and drag the end of Cell E7 to E8.

Case Study
Dataset
City
Los Angels
Sedona
Elmira
Lackawana
Defiance

Q: Write the formula for the following functions

1. LEN()
2. SEARCH()
3. UPPER()
4. LOWER()

III. LOOKUP FUNCTIONS

VLOOKUP:
Use VLOOKUP, one of the lookup and reference functions, when you need to find things in a
table or a range by row. For example, look up a price of an automotive part by the part number.
There are four pieces of information that you will need in order to build the VLOOKUP syntax:
1. The value you want to look up, also called the lookup value.
2. The range where the lookup value is located. Remember that the lookup value should
always be in the first column in the range for VLOOKUP to work correctly. For example,
if your lookup value is in cell C2 then your range should start with C.
3. The column number in the range that contains the return value. For example, if you
specify B2: D11 as the range, you should count B as the first column, C as the second,
and so on.
4. Optionally, you can specify TRUE if you want an approximate match or FALSE if you
want an exact match of the return value. If you don't specify anything, the default value
will always be TRUE or approximate match.

Syntax:
=VLOOKUP(lookup_value, table_array, row_index_num, [range_lookup])
HLOOKUP:
Use HLOOKUP when your comparison values are located in a row across the top of a table of
data, and you want to look down a specified number of rows. Use VLOOKUP when your
comparison values are located in a column to the left of the data you want to find.
The H in HLOOKUP stands for "Horizontal."
Syntax
=HLOOKUP(lookup_value, table_array, row_index_num, [range_lookup])
The HLOOKUP function syntax has the following arguments:
1. Lookup_value (Required). The value to be found in the first row of the table.
Lookup_value can be a value, a reference, or a text string.
2. Table_array (Required). A table of information in which data is looked up. Use a
reference to a range or a range name.
3. The values in the first row of table_array can be text, numbers, or logical values.
4. If range_lookup is TRUE, the values in the first row of table_array must be placed in
ascending order: ...-2, -1, 0, 1, 2,... , A-Z, FALSE, TRUE; otherwise, HLOOKUP may not
give the correct value. If range_lookup is FALSE, table_array does not need to be sorted.

VLOOKUP
Dataset Information: Product Sales Information in $ during the period January to June
Product Januar Februar March April May June
Product1 $813.00 $909.00 $753.00 $388.00 $361.00 $748.00
Name y y
Product2 $889.00 $452.00 $826.00 $530.00 $742.00 $104.00
Product3 $243.00 $766.00 $397.00 $14.00 $232.00 $878.00
Product4 $895.00 $949.00 $214.00 $616.00 $167.00 $286.00
Product5 $864.00 $382.00 $57.00 $402.00 $431.00 $489.00
Product6 $779.00 $389.00 $895.00 $328.00 $280.00 $905.00
Scenario: If you want to find the April Sales for the particular product, we can use vlookup
function
Note:-1. If the data is vertical, use vlookup
2. If the data is horizontal, use hlookup
3. Make sure that your dataset range and formula range must be same
Procedure:
Step 1: Type the Column Name “Product Name” in Cell L5 and Column Name “April” in Cell
M5

Step 2: Enter the following formula in the Cell M6 and Press Enter
=VLOOKUP(L6,$C$3:$I$9,5,FALSE)

Step 3: If you enter Product1 in Cell L6, Excel will calculate the corresponding April Sales for
that product
Step 4: If you change the product name in cell L6 (Eg: Product3 or Product5), the corresponding
April Sales values ($14.00 or $402.00) is searched using vlookup formula
HLOOKUP
Dataset Information: Product Sales Information in $ during the period January to June
(Horizontal Data)
Product Product1 Product2 Product3 Product4 Product5 Product6
January
Name 813 889 243 895 864 779
February 909 452 766 949 382 389
March 753 826 397 214 57 895
April 388 530 14 616 402 328
May 361 742 232 167 431 280
June 748 104 878 286 489 905

Scenario: If you want to find the April Sales for the particular product, we can use hlookup
function
Note:-1. If the data is vertical, use vlookup
2. If the data is horizontal, use hlookup
3. Make sure that your dataset range and formula range must be same
Procedure:
Step 1: Type the Column Name “Product Name” in Cell L5 and Column Name “April” in Cell
L6

Step 2: Enter the following formula in the Cell M6 and Press Enter
=HLOOKUP(M5,$C$5:$I$11,5,FALSE)

Step 3: If you enter Product1 in Cell M5, Excel will calculate the corresponding April Sales for
that product
Step 4: If you change the product name in cell M5 (Eg: Product3 or Product5), the
corresponding April Sales values ($14.00 or $402.00) is searched using hlookup formula
Case Study
1. Dataset: ProductID with Price
ProductID Price
A134 $ 3.50
B242 $ 4.20
X212 $ 4.80
C413 $ 5.00
B2211 $ 5.20
Q1: Write VLOOKUP Formula to find the price for a particular product using ProductID
2. Dataset: ProductID with Price
Product
ID A134 B242 X212 C413 B2211
Price $3.50 $4.20 $4.80 $5.00 $5.20
Q1: Write HLOOKUP Formula to find the price for a particular product using ProductID
EX NO:7 CREATING DIFFERENT TYPE OF CHARTS IN EXCEL
DATE:
In Microsoft Excel, a chart is often called a graph. It is a visual representation of data from a
worksheet that can bring more understanding to the data than just looking at the numbers.
A chart is a powerful tool that allows you to visually display data in a variety of different chart
formats such as Bar, Column, Pie, Line, Area, Doughnut, Scatter, Surface, or Radar charts. With
Excel, it is easy to create a chart.
Here are some of the types of charts that you can create in Excel.
What is a Bar Chart?
A bar chart is a graph that shows horizontal bars with the axis values for the bars displayed on
the bottom of the graph.
It is a graphical object used to represent the data in your Excel spreadsheet.
You can use a bar chart when:
 You want to compare values across categories.
 The category text is long and difficult to display in a column chart.
 You want to show duration in a graph.
Steps to Create a Bar Chart
To create a bar chart in Excel 2007, you will need to do the following steps:
1. Highlight the data that you would like to use for the bar chart. In this example, we have
selected the range A1:C5.
2. Select the Insert tab in the toolbar at the top of the screen. Click on the Bar button in the
Charts group and then select a chart from the drop down menu. In this example, we
have selected the first bar chart (called Clustered Bar) in the 2-D Column section.

3. Now you will see the bar chart appear in your spreadsheet with horizontal bars to
represent both the shelf life and restock time for each product. The shelf life (in days) is
displayed as red horizontal bars and the restock time (in days) is displayed as blue
horizontal bars. You can see the axis values on the bottom of the graph for these
horizontal bars.
4. Finally, let's add a title for the bar chart. By default, your chart will be created without a
title in Excel 2007.
To add a title, select the Layout tab under Chart Tools in the toolbar at the top of the
screen (Chart Tools will only appear when you have the chart selected). Click on the Chart
Title button in the Labels group and then select "Above Chart" from the drop down
menu.

5. Now you should see a title appear at the top of the chart area. Click on the title and it
will become editable. Enter the text that you would like to see as the title. In this tutorial,
we have entered "Product Life (in Days)" as the title for the bar chart.
What is a Column Chart?
A column chart is a graph that shows vertical bars with the axis values for the bars displayed on
the left side of the graph.
It is a graphical object used to represent the data in your Excel spreadsheet.
You can use a column chart when:
 You want to compare values across categories.

Steps to Create a Column Chart

To create a column chart in Excel 2007, you will need to do the following steps:
1. Highlight the data that you would like to use for the column chart. In this example, we
have selected the range A1:C7.
2. Select the Insert tab in the toolbar at the top of the screen. Click on the Column button in
the Charts group and then select a chart from the drop down menu. In this example, we
have selected the first column chart (called Clustered Column) in the 2-D Column section.

3. Now you will see the column chart appear in your spreadsheet with rectangular bars to
represent both the sales and the expense numbers. The sales values are displayed as blue
vertical bars and the expenses are displayed as red vertical bars. You can see the axis
values on the left side of the graph for these vertical bars.
4. Finally, let's add a title for the column chart. By default, your chart will be created
without a title in Excel 2007.
To add a title, select the Layout tab under Chart Tools in the toolbar at the top of the
screen (Chart Tools will only appear when you have the chart selected). Click on the Chart
Title button in the Labels group and then select "Above Chart" from the drop down
menu.

Now you should see a title appear at the top of the chart area. Click on the title and it
will become editable. Enter the text that you would like to see as the title. In this tutorial,
we have entered "Sales and Expenses" as the title for the column chart.
What is a Pie Chart?
A pie chart is a circle that is divided into slices and each slice represents a proportion of the
whole.
It is a graphical object used to represent the data in your Excel spreadsheet that uses 1 series of
data to create the graph.
You can use a pie chart when:
 You want to show numbers as a proportion of the whole (ie: the numbers equal 100%).
 There are a limited number of pie slices. If there are too many pie slices, then a pie chart
is not a recommended graph to use.

Steps to Create a Pie Chart

To create a pie chart in Excel 2007, you will need to do the following steps:
1. Highlight the data that you would like to use for the pie chart. In this example, we have
selected the range A1:B5.
2. Select the Insert tab in the toolbar at the top of the screen. Click on the Pie button in
the Charts group and then select a chart from the drop down menu. In this example, we
have selected the first pie chart (called Pie) in the 2-D Pie section.

3. Now you will see the completed pie chart. In this tutorial, the pie chart has 4 slices (one
for each division). Each slice represents the sales as a percentage of the total sales.
What is a Line Chart?
A line chart is a graph that shows a series of data points connected by straight lines.
It is a graphical object used to represent the data in your Excel spreadsheet.
You can use a line chart when:
 You want to show a trend over time (such as days, months or years). In this case, the
time values would be your categories.
 The order of your categories (ie: time values) is important.
Steps to Create a Line Chart
To create a line chart in Excel 2007, you will need to do the following steps:
1. Highlight the data that you would like to use for the line chart. In this example, we have
selected the range A1:D7.

2. Select the Insert tab in the toolbar at the top of the screen. Click on the Line button in
the Charts group and then select a chart from the drop down menu. In this example, we
have selected the fourth line chart (called Line with Markers) in the 2-D Line section.

3. Now you will see the line chart appear in your spreadsheet showing the trend for 3
products (ie: Desktops, Laptops and Tablets). The blue series of data points represents
 the trend for Desktops, the red series of data points represents Laptops and the green
series of data points represents Tablets.
The axis values for each product are displayed on the left side of the graph.

4. Finally, let's add a title for the line chart. By default, your chart will be created without a
title in Excel 2007.
To add a title, select the Layout tab under Chart Tools in the toolbar at the top of the
screen (Chart Tools will only appear when you have the chart selected). Click on the Chart
Title button in the Labels group and then select "Above Chart" from the drop down
menu.
 Now you should see a title appear at the top of the chart area. Click on the title and it
will become editable. Enter the text that you would like to see as the title. In this tutorial,
we have entered "Product Trends by Month" as the title for the line chart.

What is a Scatter Plot?

 A scatter plot is a type of graph commonly used to represent the correlation between
two different variables. For instance, it’s generally believed that the amount of time
spent studying for an exam has a direct influence on how well a student will perform on
that exam. To support this theory, you may gather information from several students
consisting of the number of hours they spent studying and their final test scores. This
information could then be transformed into a scatter plot.
  There are several different types of scatter plots that can be created in Microsoft Excel
2007, but we’ll focus on the most common variety – a scatter plot with only markers – in
these instructions. However, these steps can easily be adapted and used to create any of
the other varieties of scatter plots in Excel.

How to Make a Scatter Plot

Step 1: Enter or copy/paste your data into an Excel worksheet. As an example in this
tutorial, we’ll be using data consisting of hours spent studying and final exam scores for a
select group of students.
Step 2: Highlight the columns that contain the data you want to represent in the scatter plot.
In this example, those columns are Hours Spent Studying and Exam Score.

Step 3: Open the Insert tab on the Excel ribbon. Click on Scatter in the Charts section to

expand the chart options box. Select the first item, Scatter with only Markers, from this box.
 
After making this selection, the initial scatter plot will be created in the same worksheet. You
can resize this chart window and drag it to any other part of the worksheet.

Change Chart Title

Another thing that most everyone will want to change is the chart title for the scatter plot. To do
this, just click on the title to open the text box that contains it and edit it with your new
description.

EX. NO:8 PIVOT TABLES IN EXCEL

DATE:
AIM:
To learn how to use pivot tables in Excel
INTRODUCTION:
A pivot table is a program tool that allows you to reorganize and summarize selected columns
and rows of data in a spreadsheet or database table to obtain a desired report.
A pivot table doesn't actually change the spreadsheet or database itself.
A pivot is used to view the data from different perspectives.
A pivot table is especially useful with large amounts of data.
EXAMPLE:
A store owner might list monthly sales totals for a large number of merchandise items in an
Excel spreadsheet. If the owner wanted to know which items sold better in a particular financial
quarter, it would be very time-consuming for her to look through pages and pages of figures to
find the information. A pivot table would allow the owner to quickly reorganize the data and
create a summary for each item for the quarter.
CASE SUMMARY:
The following sample dataset provides information about the hours worked and yearly
earnings of people in the U.S
Usual
Usual Hours Education Yearly Weekly
Worked (yrs) Earnings Race Sex Earnings State
40 13 24889 White Female 48 Illinois
35 13 4000 White Female 50 Illinois
52 13 7000 White Female 83 Illinois
40 16 25000 White Male 96 Illinois
40 12 11000 White Female 100 Michigan
35 12 4990 White Female 100 Michigan
40 12 3500 White Female 102 Illinois
40 13 20000 White Female 110 Michigan
40 13 12000 White Female 110 Michigan
40 8 13000 White Male 115 Illinois
30 13 22750 White Female 125 Wisconsin
36 8 11000 White Female 126 Illinois
40 12 15000 White Female 140 Wisconsin
45 12 8100 White Female 146 Michigan
50 13 10000 White Female 150 Ohio
80 13 11000 White Female 150 Illinois
49 12 11500 Black Female 173 Ohio
40 12 8280 White Female 180 Michigan
38 13 2800 White Female 185 Illinois

Basic Procedure to Insert Pivot Table

Step 1: First, Select the Data
Step 2: Go to Insert and Click Pivot Table

Step 3: Pivot Dialog Box appears and Click OK

Step 4: New Sheet will be created with Pivot Option Enabled

Question 1: What is the average salary in each state?

Step 1: From the Pivot Table Fields List, Drag the State Field to Row Labels
Step 2: From the Pivot Table Fields List, Drag the Yearly Earnings Field to ΣValues

Step 3: Click the Dropdown next to Sum(Yearly…) and Select Value Field Settings in ΣValues
Step 4: Change the sum function to average function in the value field settings dialog box

Step 5: Click Ok

Note: To Remove the Inserted Fields, Click the Dropdown Option and Select Remove Field
Question 2: How many number of male and female in each state and draw a chart?
Step 1: From the Pivot Table Fields List, Drag the Sex Field to Row Labels

Step 2: From the Pivot Table Fields List, Drag the State Field again to Column Labels
Step 3: From the Pivot Table Fields List, Drag the Sex Field to ΣValues

Step 4: To draw a Column chart, select the data and go to Insert->Charts->2D Clusterd Column
Chart
Question 3: Generate the state-wise average Salary by its education level
Step 1: From the Pivot Table Fields List, Drag the Education(Yrs) Field to Row Labels
Step 2: From the Pivot Table Fields List, Drag the State Field to Column Labels

Step 3: From the Pivot Table Fields List, Drag the Yearly Earnings Field to ΣValues
Step 4: Click the Dropdown next to Sum(Yearly…) and Select Value Field Settings in ΣValues

Step 5: Change the sum function to average function in the value field settings dialog box
Step 6: Click Ok

Question 4: What is the average salary by male, female and Race in each state?
Step 1: From the Pivot Table Fields List, Drag the State Field to Row Labels

Step 2: From the Pivot Table Fields List, Drag the Sex Field to Row Labels

Step 3: From the Pivot Table Fields List, Drag the Race Field to Column Labels
Step 4: From the Pivot Table Fields List, Drag the Yearly Earnings Field to ΣValues

Step 5: Click the Dropdown next to Sum(Yearly…) and Select Value Field Settings in ΣValues
Step 6: Change the sum function to average function in the value field settings dialog box

Step 7: Click Ok
Case Study
Question 5: How many numbers of males and females are there in each race?
EX NO: 9 RELATIONAL OPERATORS IN EXCEL
DATE:
Relational operators compare two values to determine if the relational expression is TRUE
or FALSE. Much like arithmetic operators (+, -, *, /, etc.), relational operators appear between
two operands, which can either be numerical constants, Boolean values, text values, cell
references, or nested formulas/functions. A relational expression is a relational operator with
two operands. e.g., 3=3, 5>2, A4 <= SUM (A8:A20), etc.
Note: Be careful to distinguish the values TRUE and FALSE from the labels “True” and “False”.
As with numbers, the computer treats these differently in formulas.
Using Relational Operators in Formulas
To determine the total of three plus five in Excel, the formula =3+5 can be used. The formula
begins with an equal sign and is followed by the appropriate operands and operator. To
determine whether or not it is true or false that 3+5 is equal to 8 use a relational operator:
=3+5=8
An ‘=8’ has been added to the formula. The first equal sign tells Excel that this is a formula,
while the second equal sign is interpreted as a relational operator. Excel will first evaluate in
order of precedence all parentheses, exponents and arithmetic operators before evaluating the
relational operation. That is, the relational operators are last in the order of precedence. In this
case the formula will first add 3 plus 5 to get 8, and then compare to see if =8=8. The resulting
value will be TRUE.
There are six different relational operators that can be used. Examples of each are listed in the
following table:
Table 1: Relational Operators
Description Operator Example Resulting Value
Equal to = = 3+5=8 TRUE
Not equal to <> = Sum(3,7)<>10 FALSE
Greater than > =100>Max(5,10,20) TRUE
Less than < = “B”<“A” FALSE
Greater than or equal to >= =B2=2 where B2 TRUE
contains the value 2
Less than or equal to <= = 99<=8*3 FALSE
Be especially aware of the order of precedence in which these relational expressions are
evaluated. As an example, the formula =B3^2<>10*Sum(A1:A10) would be evaluated as
follows:
 First the computer would evaluate SUM(A1:A10).
 Next the computer would evaluate B3^2 (^ is the exponent symbol so B2^2 is the
mathematical expression B32)
 The result of SUM(A1:A10) would then be multiplied by 10.
 Finally the two sides of the relational expression would be compared.
An Example
Consider the spreadsheet in Figure 1. This worksheet lists the cost of trips to Boston and New York
broken down into the costs of Food, Lodging, and Travel. An initial budget amount is listed in cell B1.
A B C D
1 total budget 1200
2
New Boston >
3 Item York Boston NY
4 Food 250 110 FALSE
5 Lodging 300 189 FALSE
6 Travel 660 776 TRUE
7 total 1210 1075 FALSE
8
Within budget
9 FALSE TRUE
Travel the largest cost
10 component TRUE TRUE

Question #1: Write an Excel formula in cell D4, which can be copied down the column, to
determine if this cost component is more for the Boston trip than the New York trip.
 Compare the corresponding two values to get a Boolean value. i.e., is it true or false that 110
(food for Boston trip) is greater than 250 (food for NY trip)? This can be implemented using
the greater than relational operator.
 Translate into Excel syntax. The cost in Boston, C4, is greater than the cost in NY, B4.
Hence, the formula would be =C4>B4. With relational operators, formulas can frequently
be written in several ways; =B4<C4 is mathematical equivalent to =C4>B4.
 Since the formula is being copied down the column, determine which references copy
relatively and which copy absolutely. In this case both references copy relatively.
Question #2: Write an Excel formula in cell B9 that can be copied across the row to determine if
the total cost of this trip is within budget. For convenience the cell B1 has been namedbudget.
 Again, two values must be compared to get a Boolean logical result. Therefore a relational
operator should be used. “Within budget” suggests that if the total value of this trip is less
than or equal to the budget a TRUE value should be returned.
 In Excel syntax, the formula is =B7<=budget. Note how the named range is being used this
formula.
 Since the formula is being copied across the row, consider which references copy relatively
and which copy absolutely. The total value of the trip should change when the column is
changed from NY to Boston (B7 becomes C7). The budgeted value remains the same so cell
B1 should be referred to absolutely. In this case a previously assigned range name has been
used to represent cell B1. Range names always copy absolutely, so no modifications are needed
to this formula.
The final formula is =B7<=budget. If the range name were not used, the formula =B7<=$B1
would be required.
EX NO:10 LOGICAL FUNCTIONS IN MS EXCEL

DATE:
INTRODUCTION:
In this unit, you will learn how to:
 Define range names and use names in formulas
 Identify and apply Excel’s logical functions, IF, AND, OR
 Create nested functions by combining logical functions in a formula

Working with Names and Ranges

Working with numbers isn’t always easy. A complex formula involving several cell ranges can
be difficult to understand. Individual cells that contain important data can be hard to find on a
large worksheet. Cell references like D5:D22 or A33:C33 are somewhat abstract, and don’t really
communicate anything about the data they contain.

In Excel, you can create meaningful names for cells or ranges that can be used to overcome
these difficulties.
What Are Range Names?
Range names are meaningful character strings that you can assign to individual cells or cell
ranges. You can use a range name practically anywhere you can use a cell or range reference.
The advantage of using names comes from the fact that a name, like Employees, is more
meaningful and less abstract than a reference like C2:C55. Also, named ranges are by default
absolute, so if you copy or AutoFill a formula using named ranges, it will maintain its original
cell references.
Defining and Using Range Names
To define a range name:
 Select either a cell or cell range
 On the Formulas Ribbon, choose the Define Name button from the Defined Names
group
  To name your range, type a name in the top text field and click OK. The Scope refers to
the parts of the workbook where your named range will be valid.

Another way to name a cell or range is to:

 Select the cell or range of cells
 Click in the Name Box to the left of the formula bar and Type the name

 Press Enter.

Note: Excel will not accept spaces between words in the names you choose. For example,
“newrange” or “newRange” or “new_Range”would be acceptable, but “New Range” would
not.
Once you have defined your named ranges, you can use them in formulas and functions just as
you would a regular cell or range reference.
Using Logical Functions
Excel 2007’s logical functions are:

 AND  FALSE
 OR  TRUE
 IF  IFERROR
 NO

These logical functions are important when doing advanced work in Excel because they can
help you control the behavior of your worksheets based on specific logical conditions.
This unit will focus on the use of the logical functions IF, AND, OR
Using the Function Library
Excel 2007 contains an extensive library of functions that you can call upon to help you solve
problems. These tools are available in the Function Library button group, on the Formulas
ribbon.
The first and largest button is Insert Function. This button will open a dialog allowing you to
search for and insert hundreds of functions.
You can also click the small fx button next to the formula bar to display the Insert Function box.

Manually entering a function

If you know which function you wish to use, you can enter a function into a worksheet by
inputting it manually (i.e. by typing the function directly into a cell).

When you do this in Excel 2007, a screen tip will appear with the possible functions that
correspond with the letters of the function name you have entered.

For example, if you type =IF into a cell the following appears.

Once you have selected the function you wish to use, continue by typing in a left bracket, which
will cause the function syntax to display in another screen tip.

Continue to enter all the arguments required for the function to give you a result, ensuring you
type a comma between each argument.

Press Enter to display the result.

The IF function
The IF function checks whether a condition is met, and returns one value if TRUE and another
value if FALSE. Excel’s IF function can often prove to be very useful. You can use this function
to branch to different values or actions depending on a specified condition. The structure of an
If function is as follows: IF(logical test, value if true, value if false)
The AND Function
The AND Function returns TRUE if all conditions are true and returns FALSE if any of the
conditions are false. For example, the logical statement 1<10 is true and the statement 2>1 is also
true. As a result, the compound statement 1<10 AND 2>1 is TRUE, because both of the
statements that are being joined by AND are true. The following image demonstrates this in
Excel.

You can have as many as 255 logical arguments to an Excel AND function.
The following table (often referred to as a truth table) may help you understand the AND
function. In the last column of the truth table, you will see the value returned by the function,
according to the corresponding values of the function arguments.

A B AND(a, b)

True False False

Fals True False

e

True True True

Fals False False

 e

The OR Function
The OR function returns TRUE if any of the conditions are TRUE and returns FALSE if all
conditions are false. For instance, the logical statement 1<10 OR 2<1 is true, since 1 is less than
10. It does not matter that the statement 2<1 is false, because you have a choice of either 1<10
OR 2<1 to make the compound statement true. If one or both of the arguments is true, the
overall OR statement will also be true.

You can have as many as 255 logical arguments to an Excel OR function.

Here is a truth table for the OR function.

A B OR(A,B)

True False True

False True True

True True True

False False False

Working with Nested Functions

In Excel, you can actually place (or nest) a function within a function. This can be extremely
useful for a wide variety of situations. Excel allows up to 64 nested functions.
Nested IF functions
The IF function is ideal for making choices based on logical tests. Furthermore, you can nest IF
functions one inside another.
 Value if TRUE Value if TRUE

=IF(A1=10,100,IF(A1=5,200,0))

Value if FALSE

In the case of this IF function, if the value in cell A1 is 10 the function will return 100. If the
value in A1 is not 10, the function will test if the value in A1 is 5. If the value in A1 is 5, the
function will return 200. If it is not 5 (and also not 100) the function will return 0.

When you nest logical functions, you must make sure that the number of closing parenthesis
matches the number of opening parenthesis used in the function. If you count the parenthesis in
the function from the image above, you will see two opening, and two closing parenthesis.
Applying Logical Functions
Nested functions can also be created using the IF and OR functions together; or the IF and AND
functions together.

For example:

Function combination Why is this useful?

IF function + AND function Value is returned if BOTH conditions are TRUE

IF function + OR function Value is returned if ONE of the conditions is TRUE

PROCEDURE:
IF FUNCTION
1. Select cell C1 and enter the following function.

The IF function returns Correct because the value in cell A1 is higher than 10.
AND FUNCTION
2. Select cell D1 and enter the following formula.

The AND function returns FALSE because the value in cell B1 is not higher than 5. As a result
the IF function returns Incorrect.

OR FUNCTION
3. Select cell E1 and enter the following formula.

The OR function returns TRUE because the value in cell A1 is higher than 10. As a result the IF
function returns Correct.
General note: the AND and OR function can check up to 255 conditions.