Chapter 9

MS Excel
 What is Excel
Software to store data in
a matrix (column & rows)
and perform a number of
calculations on the data
 Basic Definitions
• Worksheet: Area having Columns &
Rows
• - Columns are numbered as A, B,C,..
- Column Header: Line having
column numbers
• Rows are numbered as 1, 2, 3, …
• Cell: Intersection of Columns and Rows
Basic Definitions cont…
• Cell Address: consists of column
number and row number
• E.g. A1: intersection of column A,
row 1
E5: intersection of column E,
row 5
Basic Definitions cont…
• Active Cell:
- When we click in a cell, it is called
Active Cell shown by a
rectangle
- Data is entered in Active Cell
 Basic Data Types
• Numbers
- have digits 0-9 and decimal point
e.g. 23, 71.86
- When typed, right-justified
- Right-click in the cell > Format Cells
> Number
- Select a specific format > OK
 Basic Data Types cont …
• Text
involves any characters
e.g. Arshad, 16 Iqbal Road, Lahore
When typed, left-justified
Right-click > Format Cells > Text > OK
• Even when entering numbers, treats as
text (left-justified)
 Basic Data Types cont …
• Date
- Type a date in a cell
- Right-click > Format Cells > Date
select a specific format > OK
 Entering Data
• Select a cell by clicking in it e.g. B2
• Type a number e.g. 75
• Numbers are right aligned in the cells
• Select a cell & type some text e.g.
Javed
• Texts are left aligned
 Moving in worksheet
• On keyboard:
→ move one cell right
← move one cell left
↑ move one cell up
↓ move one cell down
Moving in worksheet cont …
Page Down: move one page
down
Page Up : move one page up
Home : go to column A in
current row
Ctrl Home : go to column A1
 Changing Column Width
• Sometimes a column is too short to
hold data
• Column width can be increased
• In Column Header take the pointer
between 2 column names
• Drag the column on right hand side
(Press left mouse button & move the
mouse on right hand side)
 Exercise
• Enter data
Syed Tahir Ali
in D5
 Copying an Entry

• Source Cell: From

where to copy
• Destination Cell:
Where to copy
 Copying an Entry cont …
• Click the pointer in Source Cell
• Click Copy icon in Ribbon
• Click the pointer in Destination
Cell
• Click Paste icon in Toolbar
• Entry will be in both cells
 Moving an Entry
• Click the pointer in Source Cell
• Click Cut icon
• Click the pointer in Destination
Cell
• Click Paste icon
• Entry will be only in Destination
Cell
 Formulas
• Formula:
a calculation which Excel performs on the
data entered in a spreadsheet
• Advantage:
Once a formula is defined it can be copied
over and again anywhere in the
spreadsheet
Basic Mathematical Operators
Operator Description Purpose
+ Plus Addition
- Minus Subtraction
* Asterisk Multiplication
/ Slash Division
 Adding 2 Cell Entries
Example: Add entries of A1 & A2 and get
the Sum in A3
Solution:
• Enter data in A1 & A2
• Click in A3
• Type the formula:
= A1 + A2
Subtracting one Cell Entry from
the Other
Example: Subtract entry of D6 from
C6 & place the Difference in E6
Solution:
• Enter data in C6 & D6
• Click in E6
• Type the formula:
= C6 – D6
 Multiplying 2 Cell Entries
Example: Multiply entry of G4 by G5
& place the Product in G6
Solution:
• Enter data in G4 & G5
• Click in G6
• Type the formula:
= G4 * G5
 Dividing one Cell Entry by
Another Entry
Example: Divide entry of C10 by D10
& place the Quotient in E10
Solution:
• Enter data in C10 & D10
• Click in E10
• Type the formula:
= C10 / D10
 Formula Bar
• Just above Column Header we can see a
window called Formula Bar
• It is shown by: fx
• As soon as we enter a formula in a cell, it
appears in the formula bar
• Formula Bar can be used to edit formulas,
specially large ones
Adding Large Number of Cells
• Exercise: Add cell entries from J1 to
J7 & place the sum in J8
• Solution:
• Enter data in cells J1 to J7
• Click in J8
• Type the formula:
= sum(J1 : J7)
 Copying Formulas

• Copying a formula is
same as copying an
entry except that here
formula is copied
 Copying Formulas cont …

• Exercise: K1, K2, L1 & L2 have data. K3

has a formula: =K1+K2. Copy cell K3 into
L3. You can see that L3 has the sum of L1
& L2
• Click L3, you can see it also has a formula
 Σ AutoSum
Contains
- Sum
- Average
- Count Numbers
- Max
- Min
 Σ AutoSum cont …
Sum
• Returns total value from selected cells
• Example
Enter data in A5 & A6
In A7, Click AutoSum,
Click Sum,
Press <Enter> key
 Σ AutoSum cont …
Average

Returns mean value from selected cells

AutoSum > Average
select the cells <Enter>
Formula: =AVERAGE(Cell 1, Cell 2)
 Σ AutoSum cont …
Count Numbers

Returns how many cells contain numbers

(i.e. not text or any other data)
Click AutoSum
Click Count Numbers
 Σ AutoSum cont …
Max

Returns maximum (largest) value from

selected cells
AutoSum > Max
select the cells <Enter>
Formula: =MAX(Cell 1, Cell 2)
 Σ AutoSum cont …
Min

Returns minimum (smallest) value from

selected cells
AutoSum > Min
select the cells <Enter>
Formula: =MIN(Cell 1, Cell 2)
 Exercises
Q.1 Enter sales from Jan to Jun in columns
A4 to F4 then calculate Total Sales in G4
and 7% Commission on Total Sales in H4
(All numbers in 2 decimal places)
Q.2 Find the mean value of 10 numbers in
D12, then copy result in A15. Numbers are
From B8 to E8: 300,600,400,900
From A9 to A14: 200,100,800,500,400,600
 Exercises
Q.3 Write down the table of 5 from A18 to
Z18.
Q.4 Multiply the following numbers to get the
answer in G21:
B21 to E21=2,3,4,5; A22=9; A24=6;
C23=7; E23=8
 Exercises
Q.5 You start your own online business and
find that sales for the first week are these:
Monday to Sunday = 120.45, 187.43,
106.87, 143.69, 117.52, 87.93, 92.12 (Rs)
You have to find mean sale, highest sale
and lowest sale of the week with suitable
headings.
 Exercises
Q.6 The Payroll of a private company
constitutes as follows:
Emp No, Name, Basic Pay (BP), House
Rent (HR), Conveyance Allowance (CA)
and Tax. HR is 25% of BP; CA is 15% of
BP and Tax is 10% of GP. Gross Pay (GP)
is the sum of BP, HR and CA; Net Pay is
the difference of GP & Tax. Prepare a
Paysheet of 5 employees.