Microsoft Office Excel New

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COMPUTER EDUCATION CENTRE
Contents
Reference ............................................................................................................................................................................ 2
Workbook/Spreadsheet ............................................................................................................................................... 2
cell .......................................................................................................................................................................................... 2
Starting Ms Excel.............................................................................................................................................................. 2
Layout of Ms excel ........................................................................................................................................................... 3
............ 3
Entering Data..................................................................................................................................................................... 4
Working with formula :- ......................................................................................................................................... 4
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MICROSOFT OFFICE EXCEL

Reference
Microsoft Excel is a part of Microsoft office. It is an electronic
spreadsheet program with charting and database function. A spreadsheet
program allows organizing and presenting information in clear and concise
manners well as making mathematical calculation. Excel files are known as
workbook. The mouse pointer in Excel turns into a  sign.
Workbook/Spreadsheet
Spreadsheet refers to the Row and column matrix sheet. They are
used to list organize and calculate data.
cell
a cell is the intersection of a row and column. A cell can contain text,
a numeric value or a formula .
Starting Ms Excel
1. Start  All Programs  Microsoft office  Microsoft office
excel
2. Double click on Ms excel Icon
3. Press + R  Run box will be appear type "excel" enter
Worksheet Reference:-
 Total Number of column in a sheet is 16384 (A-XFD)
 Total Number of Row in a Sheet 1048576
 Total Number of cell in a sheet is 16384 1048576=
17179869184
 Total Number of sheet in file is Enormous
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Layout of Ms excel Close button

Maximize
Ribbon button
Quick access Menu Bar Title Bar Minimize

Formula
toolbar Button
Office Button Bar
Name Box
All select
button
Column Header Vertical Scroll

Bar
Row Header
Cell
Horizontal
Scroll Bar
Active cell
Zoom Bar
Active sheet
Sheet tab
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Entering Data
Name Basic TA DA Total deduct G.total

Harry 6000 230 200
Salman 4500 300 250
Jhon 7000 350 200
Ringam 5000 220 295
Sweta 4580 280 190
Kajol 5500 320 220
Sanju 3900 180 200
Aina 5560 230 180
Working with formula :-

 To find DA :- =(B2*21/100)
 To find Total :- =Sum(B2:D2) or =(B2+C2+D2)
 To find G. Total :- =(E2-F2)
Maximum:-
This function returns the largest value in a set of
values the syntax of this function follow as :
=Max(B2:B10)
Minimum:-
This function returns the smallest value in a set of
value . The syntax of this function is as follows:-
=Min(B2:B10)
Average
This function returns the average value in a set of
values. The syntax of this function is as follows:-
=Average(B2:B10)
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Creating Result :-
Calculating Total :- =sum(C2:G2)
Calculating Percent :- = (H2*100/500)
To find Division :-
=IF(OR(C2<30,D2<30,E2<30,F2<30,G2<30),"FAIL",IF(I2>=60,"1ST",IF(
I2>=45,"2ND",IF(I2>=30,"3RD"))))
COUNT COMMAND:-
 COUNT
This command is used to count the number of cells containing
only numeric value in selected cell range.
=count(A1: J17)
 COUNTA
This command is used to count the number of cells containing
data in selected range.
=counta(A1:J17)
 COUNTBLANK
This command is used to count the number of blank cells in
selected cell range.
=countblank(A1:J17)
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 COUNTIF
DIV 1ST  =COUNTIF(J2:J10,"1ST")

2ND  = COUNTIF(J2:J10,"2ND")
3RD  =COUNTIF(J2:J10,"3RD")
FAIL  =COUNTIF(J2:J10,"FAIL")
PERCENTAGE
<45  =COUNTIF(I2:I10,"<45")
>45  =COUNTIF(I2:I10,">45")
>50 = COUNTIF(I2:I10,">50")
>60  = COUNTIF(I2:I10,">60")
TOTAL
>150  = COUNTIF(H2:H10,">150")
>250  = COUNTIF(H2:H10,">250")
<250  = COUNTIF(H2:H10,"<250")
>=300  = COUNTIF(H2:H10,">=300")
SUBJECT
<30  =COUNTIF(C2:G10,"<30")
<50  =COUNTIF(C2:G10,"<50")
>60  =COUNTIF(C2:G10,">60")
>80  =COUNTIF(C2:G10,">80")
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CREATING ATTENDANCE SHEET:-
Change Date Format

01-02-2021 to 01
 select the cell
 go to Home tab  click on number click on custom
 type "DD"  click on ok
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DAY
Type the formula in cell
=text(C4,"DDD")
To make dropdown list on other cell
to fill "P.A.H"
 Select hole cell
 click on Data tab
 click on Data validation
 Allow: List
 click on source & type "P,A,H"
 Ok
To Highlight Sunday
 Click on home tab
 click on conditional formatting
 new rule
 click on 'use a formula to
determine which cells to format
 type formula
=B$2="sun"
 click on Format
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 Select color, Font color
 ok (format cell)
 ok (new formatting rule)
Working with formula
 To find total present day
=countif(C3:AE3,"P")
 To find total Absent Day
=countif(C3:AE3,"A")
 To find total Holyday
=countif(C3:AE3,"H")
 To find total salary
=(T.P.D * P.D.S)
=(AF3 *AI3)
 To find PF
=(T.S * 12/100)
=(AH3*21/100)
 To find G total
=(T.S - PF)
 Deleting column
 Right click on column header
 click on delete option
 Selection in Ms Excel
 To select one cell  click on cell
 To select more than one cell click on first cell & drag
 To select different different cell
click on any cell, hold down ctrl and click another cell
 To select whole column  click on column header
 To select whole column  Click on row header
 To select whole cell  click on select all button
All select
button
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 Clear Content:-
a. Select cell range where you enter the data
b. Go to the home tab
c. go to the editing tools group
d. click on clear
e. click on clear content
 Working with sheet tab :-
Inserting new sheet:-
a. Right click on sheet tab (shift +Fn)
b. Click on Insert
c. Click on worksheet
d. Click on ok
Deleting sheet:-
a. right click on sheet tab
b. click on delete
c. click on ok
Renaming Sheet:-
a. Right click on Sheet tab
b. click on rename
c. type new name & click anywhere
on sheet
Copying sheet:-
a. hold down ctrl key
b. click on sheet tab and drag
or
a. right click on sheet tab
b. move or copy
c. select sheet
d. create a copy
 Inserting new row
a. right click on row header
b. insert
 Inserting new column
a. Right click on column header
b. insert
 Deleting row
a. Right click on row header
b. click on delete option
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File Menu :-
 Creating New file
a. office button  New  ok { ctrl + N}
or
i. File  New
ii. click on General tab & select Workbook
iii. click ok
 Opening file
 office button  open {ctrl + O}
 Saving a file
 office button  Save {ctrl+ S}
 closing file:-
office button  close { ctrl + W}
close only worksheet not excel window
 Save as
Office button  Save {shift + F12}
Changing Page Setup:-
 Go to page layout tab
 go to page setup tool group
portrait
landscape
 Paper size
i. go to page setup tool group
ii. click on page size
iii. select size
iv. ok
 Setting Margin
i. click on Margin tab
ii. Enter the Margin value
left 1.5
right
top
bottom click on ok
 Print Preview
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i. office button
ii. click on close button
&
i. office button Print Preview {ctrl + F2}
 Print
office button  print {ctrl + V}
 Number Of copies
 collate
 all
 pages from 1 to 2
Edit Menu
 Copy /pasting Data
 Select the data which you want to copy
 edit  copy { ctrl + C}
 move the cursor where you want to paste
 edit  paste {ctrl + V}
 Press Esc / enter to remove copy mode

Home tab  Clipboard copy  paste
 cut paste the Data
 Select the cell which you want to cut
 edit  cut {ctrl + x}
 move the cursor where you want to Paste
 Edit  Paste {ctrl + V}
 Filling Data with series
1. Linear  To create series
2. Growth  to Multiply
 Linear
 Enter the value in any cell and select it.
 edit  fill  series
click on Linear
 click on any one
row
column
step value 1 to stop value 5

click ok button
2) Growth:-
a. Enter the value of any cell & select it.
b. Edit  Fill  Series
c. Point to
 Growth
d. Select the direction
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 Row
 Column
Step value 2 stop value 20
 Auto Fill
a. Type the first value eg. 1
b. Type another value in just bellow eg. 2
c. Select both cell
d. Click on fill Handle & Drag. 1 2
 Series created by Auto fill
Values Selected Result

1,2 1, 2, 3
9:00 9:00, 10:00, 11:00, 12:00,
11:00, 11:30 11:00, 11:30, 12:00, 12:30,
Sunday Sunday, Monday, Tuesday, Wednesday
Monday, Wednesday Monday, Wednesday, Friday, Sunday
Mar, Jun Mar, Jun, Sep, Dec, Mar
31-Jan, 28-Feb 31-Jan, 28-Feb, 31-mar, 30-apr
2/1/06 2/1/06, 2/2/06, 2/3/06, 2/4/06
Qtr 1 Qtr 1, Qtr 2, Qtr 3, Qtr 4, Qtr 5
1st 1st, 2nd , 3rd, 4th ,5th
10,20 10, 20, 30, 40, 50, 60
1, ½ 1,1 /2, 2 ½, 3 ½, 4 ½,
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 Clearing Data
 Select the formatted cell which you want to clear
 Edit  clear  select any option
Clear all
Clear format
Clear content
Clear comment
Erase all aspect of a cell including its contents, formatting comment and Hyperlink
All
Clear only the formats that have been applied to the cell ( reset them to the worksheet
Format defaults but leaves the other cell attributes untouched
content Erase only the content of a cell ( same as pressing the Delete Key ) but leaves the
formatting
Comment Clear only the cell comment if one was attached to cell.
 Deleting Cell:-
a. Select Any cell
b. Edit Delete
c. click on any Option
d. Click ok
 Finding Data:-
a. Home  Editing  find
find what : 5000
Search : by column
look in : Value
 Match case
 Find entire cells only
click on find next button.
 Replacing Data
a. Home  Edit  Replace {ctrl + H}
b. Enter the data which you want to replace
Find what : Calcutta
c. click on Find next button
d. enter the new data
Replace : Kolkata
e. click on replace button
 Go To
a. Home  Editing  Go to {ctrl + G}
 Formatting number
a. Select any value
b. Format  cell
c. click on Number Tab
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General eg :- 3000
Number eg : - 3000.00
Currency eg : - $3000
Date eg :- 11-march-2020
time eg :- 12:30:01 PM
text eg:- 001
 Formatting Date: -
a. Enter any date and select it eg:- 10-24-2021
b. Format  cell
c. Click on Number tab
d. Select any date style
e. click ok
{ to insert current date press (ctrl + ; }
 Formatting time:-
a. enter time and select it
b. Format  Cell
c. click on number tab
d. select any time style
e. click ok
{ to insert current time press { ctrl +:}
 Formatting Text :-
Some time excel interrupt your data as you type in sheet eg:- 001, these
type data can be typed after formatting cell, it will display as you type.
a. Select the blank cells where you want to type data
b. Format cell
c. Click on Number tab
d. click on text option
e. click on ok
f. Now type the data whatever you want
or
Home  Number  Format cell text
 Adding "Rs." Before/ After figure:-
a. Select the value where you want to add text
b. Home  Format  cell Number
c. click on custom
d. type the values as shown bellow
" Rs."## or ##"LT." ramesh Mr.ramesh
Rajesh Mr.Rajesh
e. click ok button Rakhi Mr.Rakhi
 Adding any text before/After text Rahul Mr.Rahul
a. Select the text Satish Mr.Satish
Siva Mr.Siva
b. Home Number Custom
sandeep Mr.sandeep
c. click ok
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 Setting Font
a. Select the data
b. Format Cell
c. click on font tab
 Strikethrough e.g.:- Ms Excel
 Superscript e.g.:- a2+b2+(a+b)2
 Subscript e.g.:- H2SO4
 Setting Alignment
a. Select the data
b. Format Cell
c. Click on Alignment
Horizontal :- Right
Vertical :- centre
Degree :- 45
 Wrap text
 Shrink to fit
 Merge cells
 Wrap text :- To create multiple line in a cell if the text crossed a cell
a. Select the text
b. Format  cell alignment
 wrap text
c. click on ok
 Shrink to fit :- Adjust the data in a single cell if the text crossed column
a. select the Data
b. Format  Cell  alignment
 Shrink to fit
c. click on ok
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 Merge Cell :- To add single or to apart from a single cell.
a. Select more than one cell
b. Home Format cell  Alignment
 Merge cell
c. Click on ok
 Applying Border :-
a. Select the cell range
b. Home  Format  Cell Border
c. Click on Border tab
d. Click on outside/inside button
e. Click ok
 Removing Border :-
a. Select the data
b. Format  cell
c. Click on Border tab
d. click on None Button
e. Click ok
 Adding Pattern
a. Select the cells /cell range
b. Format  Cell Pattern
c. Click on pattern Box
d. Click on Pattern Style
 Formatting Row :-
a. Select any row
b. Home Cell Format
Height
a. Select any row
b. Format  Row  height
Row height : 26
c. Click ok
Note:- The actual heights are not of row is 12.75
 Auto fit :-
To arrange row height if the heights are not equal
a. Select the row
b. Format  row  auto fit
 Hide
a. Select any row which you want to Hide

b. Format row Hide
 Formatting Column
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a. Select any column
b. Format  Column  Width
Auto fit selection
Standard width
 Width:-
To increase or decrease column width
a. Select any column or cell
b. Format column  Width
c. column width :- 18
d. click on ok
Note :- The actual width of column is :- 8.43
Auto fit Selection:-
To adjust text in a single cell if the text has crossed to cell.
a. Select the text eg.:- Hero Honda Splendor
b. Format  Column  Auto fit Selection
Hide :-
a. Select any column which you want to hide
b. Format  Column Hide
Unhide :-
a. Click on Select all button
b. format  column Unhide
Standard Width:-
To adjust all column in its actual width
a. Click on select all button.
b. Format  column  Standard Width
c. click on ok
Format cell
Home Style  Cell style
a. Select whole data
b. Home style cell style
c. Select any style
d. click ok
 Format Painter:-
It is used to copy to format from any formatted text and applies to
unformatted text
a. Select any formatted data
b. click on format button
c. Click on other unformatted text
 More Formatting:-
a. Select any formatted text
b. Double click on format painter button
c. Click on each cell which you want to Format
Note:- Press Esc Key to remove copy mode.
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 Moving cell:-
a. Select cell / cell range
b. Click on cell border & drag where you want place.
 Office Button :-
Show / Hide Fill Handle :-
 Office Button Excel Option advanced
 Enable Fill Handle and cell drag and drop
 Auto Correct
a. Office Button Excel option  Proofing  Auto correct option
 Correct two initial capitals
 Capitalize first latter of Sentence
 capitalize name of days
 Replace text as you type
Replace : E With : Excel is fun
Note :- Type E on any cell and press Space key

 Protecting Sheet:-
Office button  Protect Sheet
Enter the password @123456
Reenter the password @123456
 Click on ok
 Unprotect sheet:-
a) Office Button  Protection  Unprotect Sheet
b) Enter the Password
c) Click on ok
 Insert Menu
 Insert Picture
a) Insert  Illustration  picture
Select any picture from file
b) Click on ok
 Insert Clipart :-
a) Insert  Illustration  clipart
b) Type name of Clipart picture eg.: “ Computer”
c) Select the picture
d) Click ok
 Formatting Picture / Clipart
a) Select any picture
b) Format
 Color and lines
 Size
 Picture border
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 Insert Chart
a) Insert  Illustration  Chart
Select chart option
c.
 Design Tab
Set data labels
a) Click on chart which is insert in sheet
b) Click on Design tab
c) Click on Select data
d) Select cell range where you want to set data
e) Click ok
Change chart type

a) Click on change chart type
b) Select any chart type and click on ok
Layout Tab
Adding Data labels in Chart
o Add chart Title
a) Select chart
b) Click on layout tab
c) Click on Chart Title
d) Select any Position of title
o Add axis title of chart
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a) Select chart
c) Click on Axis title
d) Select one option : Horizontal or vertical axis title
o Add Legend
a) Select chart
c) Click on legend option
d) Select any position of legend
e) Click on ok Legend
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 Add Data labels
a) Select labels
c) Click on Data labels option
d) Select any position
e) Click on ok Data labels
o Setting vertical Axis Option

a) Select vertical axis
c) Click on Axis option
d) Click on more primary vertical axis option
e) Click on fixed option
f) Set Axis option
g) Click on ok
Click here
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 Working with Pivot Table

o Inserting pivot table
a. Create mark sheet/data list
b. Select data
c. Go to insert tab
d. Click on pivot table
e. Click on new worksheet
f. Click on ok
o Arrange pivot table field list

a. Select field list to add report
b. Drag field list to arrange in
Section
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The Pivot table shown as bellow
o Value Field Setting Change

a. Click on a value field
b. Click on value field setting option
c. Summarize value field by
d. Choose the type of calculation that you want to use summarize data from the
selection field
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o Inserting Pivot chart
After inserting pivot table insert pivot chart
a. Creating result/ entering data
b. Select data
c. Go to insert tab
d. Click on pivot table
e. Click on pivot chart
f. Arrange pivot table field list
c. Select field list to add report
d. Drag field list to arrange in report
Section
Follow the above steps insert more than one chart and connect each other
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To connect each chart follows the following steps
 Move each chart in one sheet
 Click on analyze
 Click on insert slicer
 Select one field list which common in both charts
 Click on ok
 Go to option tab
 Click on pivot connection
 Click on pivot1 & pivot 2
 Click on ok
 Use filter to select name to check data
Filter Box
 Page layout tab
o Setting Print Area
a. Select the Cell which you want to print
b. Page layout  Page setup  Print area  set print area
o Add print Area
a. Select the Cell which you want to add
b. Page layout  Page setup  Print area  add print area
o Clear Print Area
a. Select the Cell
b. Page layout  Page setup  Print area  clear print area
o Page Break
a. Point any particular area of a sheet
b. Page layout  Page setup page break
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o Page break preview
a. View  page break preview
b. View  Normal
o Header & Footer
The content of header and footer will display on every page
a. Go to Page layout tab
b. Click on print titles
c. Click on Headers & Footer
d. Click on custom Header & Footer button
e. To insert a page number, date, time, file path, file name : Position the insertion
point in the edit box, then choose the appropriate button.
The content of Header and Footer is not appears on page. To see content of header click on
office button & then click on print preview.
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Setting Print Titles

a. Page layout  page setup  print titles
o Page background
a. Page layout  page setup  page background
b. Select any picture
c. Click on insert button
o Removing Page background
a. Page layout  Page Setup  Delete page background
 Formula Tab
o Auditing Formula
Trace Precedent:- Its shows that the value of a selected cell from which cells are
supplying shows by a blue tracer arrow.
a. Select the value which you want to audit
Note :-The select value must be formula
b. Formula  Auditing  Trace precedent
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Working with Formula
Total  = B4*10000+C4*2000+D4*6000
Tax  = E4 * 2/100
Income = sum(E4:F4)
Trace Dependent:-
Its shows that what value are dependent on the selected Formula
show by blue trace arrows
Select the value  Formulas  Formula auditing Trace
dependent
Note :- The Selected Value must be formula
Removing Arrows:-
Formula Formula auditing  Remove arrows
Note :- If the options of auditing are not active click on…
Tools  option  view  Show
Setting Windows Option
Click on office button Option Advancesetting window
option ok
Creating New Tab

Click on office button  Option Customize Ribbon  New
Tab  Add tools on tab ok
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Data Menu
Sorting Data
a. Data  Sort & Filters  Sort
It is used to arrange the data in alphabetically and numerically order as well
as by data from beginning to last or last to beginning
b. Select data  Data Sort
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Filtering Data
It is used to quick select any data from a list.
a. Select the Data
b. Data  Filter
Note :- Filter button will display on selected cells using filter button
1st color will be change into blue
Using Filter buttons
a. Click on filter button of Name field list
Note:- A popup menu will display on screen
b. Click on any name to display
Note :- To display all Records click on filter button & click on all
Using Top 10
To find the largest /minor value of records , “ It doesn’t work on
alphabet order
a. Click filter button
b. Click on number filter
c. Select top 10
d. Click on ok
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Using Custom List

a. Click on filter button
b. Select custom
Note :- A dialogue box will appear on screen
c. Follow the instruction as shown bello
1. To display any particular record from numeric list
2. To display any particular name from alphabet list
3. To display record in between from numeric list
4. To display two types of record at a time from alphabet /

numeric list
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5. To Display and record by starting character from alpahabet
6. To display record by starting character and ending character from alphabet list
Removing Filter Button :-

1. Data  Filter
2. Click on Auto Filter option
Filling Form
(Alt + D, O)
It is used to add more records and also can be used to see any
records change, delete and find any records from a list.
a. Select all Data
b. Office button  Data  Form
c. Click on New button
d. Enter the value
e. Click on Criteria Button
f. Click on close button
Text to Column:-
It is used for move selected text into different columns
a. Type the data in a cell & Select it
Note:-You can use comma, semicolon, space, full stop, between two
words .
Name, Address , Phone, Salary
b) Data Text to column
Delimited
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c) Click on Next button
d) Click on any one, which you have used between two word
e) Click on finish button .
Group Row & column

a) Select the Row or column
b) Data Group and outline Group
Row
Column
c) Click ok
Note:- If the grouping symbol is not displaying …click on
a) Tool Option
b) Click on view tab
Outline symbol
Ungrouping
a) Select the Group row and column
b) Data Group and outline
Ungroup
Removing outline symbol

a) Select the row
b) Data Group and outline
Clear outline
 Data validation
It is used to entering data that is valid for any individual cells or cell range . Such
as whole and sets limits on the valid entry.
a) Select the cell range
b) Data validation
c) Click on whole Number from allow box
Minimum: 200
Maximum: 500
d) Click on input message tab & inter the message

e) Click on Error Alert tab & enter the “Error ‘Message” in Error Message box:
To find day, month, year from your birth to now
Type date of birth in any cell like “ 29-08-1999”
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Stock Management Report
 Follow the following steps to make stock management report:-

o Make the table as same in image
o Make the list of product in net stock report product list.
o Select cell range of product name of stock inward report .
o Go to data tab
o Got to data tools group
o Click on data validation option
Click here
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Click here
o Select cell range of product list of net stock report

o Click on ok
o Select any product name from product dropdown list or Quantity of stock inward
report
o Select the sold product name from product dropdown list or Quantity of stock outward
report
o Put the Formula to find net stock quantity
Range of inward product or quantity Range of outward product or quantity
=Sumif(Range, Criteria, sum range )- Sumif(Range, Criteria, sum range )
Criteia
Range Sum Range
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Note :- After selection of cell range Press F4 for lock the cell range.
=SUMIF($C$5:$D$10,H5,$D$5:$D$10)-SUMIF($F$5:$G$10,H5,$G$5:$G$10)
Formula for Place order
=if (i5<=j5,”place order”,””)
 Working with function Vlookup , Hlookup or Sumif
Vlookup
In its simplest form, the VLOOKUP function says: =(What you want to
look up, where you want to look for it, the column number in the range
containing the value to return, return an Approximate or Exact match –
indicated as 1/True, or 0/False).
=Vlookup(L2,A1:J10,2,FALSE)
=vlookup(lookup value,table array,coln index no, range lookup)
Count column index no from here
1 2 3
Hlookup
Hlookup is refers to be horizontal lookup.
=HLOOKUP(B19,A1:J16,2,FALSE)
=hlookup(lookup value,table array,row index no, range lookup)
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ME TO WE

COMPUTER EDUCATION CENTRE

MICROSOFT OFFICE EXCEL

Layout of Ms excel Close button

Quick access Menu Bar Title Bar Minimize

Column Header Vertical Scroll

Name Basic TA DA Total deduct G.total

Working with formula :-

Calculating Total :- =sum(C2:G2)

Calculating Percent :- = (H2*100/500)

DIV 1ST  =COUNTIF(J2:J10,"1ST")

Change Date Format

step value 1 to stop value 5

 Series created by Auto fill

Values Selected Result

a. Select any row which you want to Hide

Note :- Type E on any cell and press Space key

Change chart type

o Setting vertical Axis Option

 Working with Pivot Table

o Arrange pivot table field list

o Value Field Setting Change

Setting Print Titles

Creating New Tab

Using Custom List

2. To display any particular name from alphabet list

3. To display record in between from numeric list

4. To display two types of record at a time from alphabet /

Removing Filter Button :-

Name, Address , Phone, Salary

b) Data Text to column

Group Row & column

Removing outline symbol

d) Click on input message tab & inter the message

Stock Management Report

 Follow the following steps to make stock management report:-

o Select cell range of product list of net stock report

=Sumif(Range, Criteria, sum range )- Sumif(Range, Criteria, sum range )

Range Sum Range

Formula for Place order

=if (i5<=j5,”place order”,””)

 Working with function Vlookup , Hlookup or Sumif

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