Excel Basics

1. Shows with an example, how single level and multilevel sorting works in excel? Answer: Whenever you wish to rearrange the rows of a table in a useful and practical order. Sorting and Filtering allow you to manipulate data in a worksheet based on given set of criteria. Single Level Sorting (Basic Sorts) For example: arranging a table of students by their last names in alphabetical order, or arranging a list of bank accounts by the account number. To execute a basic descending or ascending sort based on one column: Highlight the cells that will be sorted Click the Sort & Filter button on the Home tab Click the Sort Ascending (A-Z) button or Sort Descending (Z-A) button Multi-Level Sorting (Custom Sorts) You can also arrange by two or more criteria: For example, lets assume you are a high school principal, and you have a list of all your pupils. You might want to arrange your list and organize it by three categories: First, by the different grades (in ascending order, from lower to higher), then within every grade by the different classes, and then within every class, by the pupils last name in alphabetical order. To sort on the basis of more than one column: Click the Sort & Filter button on the Home tab Choose which column you want to sort by first Click Add Level Choose the next column you want to sort Click OK 2. Show with an example, how filter operation works in excel. Answer: Whenever you have a big table, from which you want to show only certain rows that fulfill some criteria. Filtering allows you to display only data that meets certain criteria. For example, in an employment agency you have a big table of job seekers personal details. The details could be: First and last name, age, gender, marital status, phone number, home address, expected wage and of course - profession. By using the Filter utility you can quickly bring up from your table and show: All the job seekers that live in New Jersey. All the seekers who are female. All the seekers with the profession defined as: model. All the Female models who live in New Jersey. All the Female models who are single and live in New Jersey and are under the age of 28. To filter: Click the column or columns that contain the data you wish to filter On the Home tab, click on Sort & Filter Click Filter button

 Click the Arrow at the bottom of the first cell Click the Text Filter Click the Words you wish to Filter To clear the filter click the Sort & Filter button Click Clear 3. How pivot table works? Show with an example. Answer: The Pivot table might be the most powerful and efficient feature of Microsoft Excel 2007. With it you can summarize a tables data by its different fields (the tables columns), and to easily make all the desired intersections between them. The pivot table works as follow:
Open your original spreadsheet and remove any blank rows or columns. Make sure each column has a heading, as it will be carried over to the Field List. Make sure your cells are properly formatted for their data type. Highlight your data range Click the Insert tab. Select the PivotTable button from the Tables group. Select PivotTable from the list. The Create PivotTable dialog appears. Double-check your Table/Range: value. Select the radio button for New Worksheet. Click OK.

For example, if you are given a table of company employees with the following fields: - Employee name - Department - Car ownership - Salary - Number of monthly working hours You can easily use a pivot table to retrieve the following information: - Count the total number of employees in every department. - Count the total number of employees with and without a car. - The average salary of employees with a car, and of employees without a car. - The average salary of employees with a car and without a car, inside every department. - The highest number of monthly working hours for every department. and the combinations are endless. 4. When using functions, describe with an example the how absolute and relative referencing works? Answer: Relative and Absolute References Calling cells by just their column and row labels (such as "A1") is called relative referencing. When a formula contains relative referencing and it is copied from one cell to another, Excel does not create an exact copy of the formula. It will change cell addresses relative to the row and column they are moved to. For example, if a simple addition formula in cell C1 "=(A1+B1)" is copied to cell C2, the formula would change to "=(A2+B2)" to reflect the new row. To prevent

this change, cells must be called by absolute referencing and this is accomplished by placing dollar signs "$" within the cell addresses in the formula. Continuing the previous example, the formula in cell C1 would read "=($A$1+$B$1)" if the value of cell C2 should be the sum of cells A1 and B1. Both the column and row of both cells are absolute and will not change when copied. 5. Write short note on some functions like: count, average, sum, vlookup and if. When writing short note on the functions please specify how they take parameters and what they do? If there are multiple ways to take parameters then try to describe every option. Answer: Count Finds the number of cells that contain a numerical value within a range of the argument. Use it
when you want to count how many numbers are there in a selected range. For example, you have a list of students, of which some of them got scholarships. Using the COUNT function you can know how many students got scholarships. What you will do is count using this function the cells containing the scholarships amounts. Another example: you have a big table of products with their prices. Because every product has only one price, counting the prices will tell you how many products you have.

Average Use it when you want a cell to show the average of numbers written in a selected range. For example: you have made nice income during the past week, and you want to calculate your average income per day. Sum Use it when you want a cell to show the sum of numbers written in a selected range of cells. For example: you took 5 different loans during the past year, and you want to calculate their total sum. Vlookup Let's assume we are given the following sales table:

If you wish to retrieve Dan's January sales (hence cell B3), the vlookup function will be: =vlookup("Dan" , a2:c4 , 2 , false) Vlookup example: You have a big table consisting thousands of bank accounts. You wish to retrieve in worksheet information regarding some specific accounts. To achieve this, you can type these specific account numbers, and put a Vlookup function next each one of them. The function will look for the account numbers in the big table, and retrieve relevant information from it. If

Whenever you want to present some text according to a criteria: if the criteria is met then present this text, if the criteria isnt met present that text. Or if you want to calculate something, depending on a criteria: if the criteria is met then calculate this, else (the criteria isnt met) calculate that. Sometimes you need to check more than one criteria with the If statement. For example: Only if the student has grades greater than 80 in Math, greater than 80 in English and greater than 80 in History, only then write good student, else write Average Student. The way to implement such a case is using the AND function which will include all the multiple criteria inside of it. This AND function, is then put inside the criteria section of the If statement. Thus for the above example, the whole function could look something like this: =IF(AND(C1>80,D1>80,E1>80) , Good student , Average Student ) 6. How can we configure an excel file that will show print preview a subset of the whole sheet? Answer: The process is given below: 1. Click the Office button, select Print and then Print Preview. The Print Preview icon shows a dog-eared page with a magnifying glass. 2. The display will change to Print Preview mode. You see the document exactly as it will look when printed. 3. The Show Margins option allows you to not only adjust your page margins by dragging them, but also to drag the column and row boundaries to make them narrower or wider. 4. Now is the time to consider whether the column and row labels are easily visible, whether page breaks are in appropriate places, and whether you need to include page numbers. The following section tells you how to do all these. 5. To close Print Preview, click the Close Print Preview button on the right of the ribbon. 7. How can we configure an excel file so that some rows or columns repeats in every page while printing? Answer: Set Print Titles The print titles function allows you to repeat the column and row headings at the beginning of each new page to make reading a multiple page sheet easier to read when printed. To Print Titles: Click the Page Layout tab on the Ribbon Click the Print Titles button In the Print Titles section, click the box to select the rows/columns to be repeated Select the row or column Click the Select Row/Column Button Click OK 8. What does show margin options do in Excel? Answer: To show the page margins: Click the Margins button on the Page Layout tab

Select one of the give choices, or Click Custom Margins Complete the boxes to set margins Click Ok

9. Discuss the necessity of Quick Access Toolbar in word, excel or powerpoint.

Answer:
To help you work more efficiently, Office allows you to customize the Quick Access toolbar or to create entirely new toolbars in certain programs. The Quick Access toolbar is always visible on the screen and can be resized to fit as many options as you need. The Quick Access Toolbar is a customizable toolbar that contains a set of commands that are independent of the tab that is currently displayed. The example of tabs in Word, Excel or PowerPoint are Home, Insert, Page Layout, References, Functions, etc. Meaning, while you are in the Review tab in Word, and you want to quickly print your document, just click the Print command button located on the Quick Access Toolbar instead of clicking onto the Office Button, then Preview and print the document feature, then lastly, clicking the print command.

10. How can you reference a cell in one sheet from another sheet? Answer: Linking Worksheets You may want to use the value from a cell in another worksheet within the same workbook in a formula. For example, the value of cell A1 in the current worksheet and cell A2 in the second worksheet can be added using the format "sheetname!celladdress". The formula for this example would be "=A1+Sheet2!A2" where the value of cell A1 in the current worksheet is added to the value of cell A2 in the worksheet named "Sheet2". 11. Imagine a scenario, you want to generate a series like: 1, 5, 9, 13 ... Describe the simplest way to generate the series in excel. Answer: The process is given below: Click the cell Input the series Click and drag the cursor to select many cells in a range 12. Write short note on AutoFill. Answer: The Auto Fill feature fills cell data or series of data in a worksheet into a selected range of cells. If you want the same data copied into the other cells, you only need to complete one cell. If you want to have a series of data (for example, days of the week) fill in the first two cells in the series and then use the auto fill feature. To use the Auto Fill feature: Click the Fill Handle Drag the Fill Handle to complete the cells 13. How can we a password protect a excel file? Also describe the options available while protecting a sheet. Answer:

Password Protection of Excel File You can easily maintain password protecting of your spreadsheets. As almost everything related to Office 2007, password protecting is easy but very different than in previous versions. Here is the quick process: 1. 2. 3. 4. 5. 6. 7. Create your Excel 2007 spreadsheet. Click the Microsoft Office Icon. Click Save As and pick Excel Workbook. Click the Tools button (in the lower left side of the Save as prompt). Click General Options. Set a password to open and modify your spreadsheet. Click OK and reenter your password.

A similar procedure applies to other Office 2007 documents such as PowerPoint presentations and Word documents. Other options available while protecting a sheet You can prevent users from overwriting formulas or inadvertently changing labels or formats by protecting cells in a worksheet. When you protect a worksheet all cells are protected, or locked, and cannot be changed. To allow users to change certain cells in the worksheet you first identify which cells should NOT be locked. Then you protect, or lock, the worksheet. In Excel 2007, follow these steps: Unlock cells that can be changed 1. Select the cells that users should be able to change 2. Click the Home tab on the Ribbon 3. In the Font group, click the small arrow in the lower right corner to open the Format Cells dialog box 4. Click the Protection tab 5. Deselect the Locked checkbox and click OK 6. Repeat these steps for each range of cells that can be changed, then protect the worksheet Protect the worksheet 1. Click the Review tab on the Ribbon 2. In the Changes group, click Protect Sheet and click OK 3. In the Protect Sheet dialog box enter a password, or leave blank if you dont want a password, and click OK Now users can only change the cells that are unlocked. If users try to change any other cells they receive a message saying they must unprotect the cells to modify them.

14. Write short note on creating header, footer in excel. Answer: In Excel 2007, footer is a line of text that prints at the bottom of each page in the spreadsheet. Footer is used to add information to a spreadsheet before it is printed. Custom footers can be used to add specific information, such as the spreadsheet author, or a description of the worksheet. Footer can appear in three locations on the spreadsheet - the bottom left corner of each page, the bottom center, and the bottom right corner of each page. In Excel 2007, a header is a line of text that prints at the top of each page in the spreadsheet. A header is used to add information to a spreadsheet before it is printed. Custom headers can be used to add specific information, such as a title, or description of the worksheet. A header can appear in three locations on the spreadsheet - the top left corner of each page, the top center, and the top right corner of each page. To create a header or footer: Click the Header & Footer button on the Insert tab This will display the Header & Footer Design Tools Tab To switch between the Header and Footer, click the Go to Header or Go to Footer button