GEER [ Creating an Excel 2007 Workbook + To create a new workbook, do this : (i) First click on the MS-Office button, A menu appears as shown in Fig 3.22. Here, choose New... The New Workbook dialog box appears as shown in Fig 3.23 or alternatively. Press Ctrl + N keys together. (ix) In New Workbook dialog box, click Blank Workbook and then click Create button. EEE) [ Opening a Workbook ® To open a workbook, do this : (i) Click on the MS-Office button. A menu appears as shown in Fig 3.22. From this Menu select Open or alternatively, press Ctrl +O. The Open dialog box appears as shown in Figure 3.24. (ii) From this dialog box search the drive or folder name that contains the Workbook. After finding the required Workbook, selectit. (iii) Finally click the Open button. Anupam snarma Arunima Dey Sanjay Sen Tapas Bera Abir Ghosh Arpita Goswami wiolwia wn Fig 3.21 ll » lal nw + am . Bh vom + am: Brann + Fig 3.23 : New Workbook Dialog Box 19 22 27] 2s 26 @ scanned with OKEN ScannerPRACTICAL : SPREADSHEET : MS E} XCEL \287 oss Sasi a Workbook 2007 has two commands for | ‘Workbook. Save command is save anew Workbook. On the ser hand Save AS command is used Workbook for the first time tosave the ‘ orsave an existing Workbook under a new name. H ‘o save a Workbook for the first time, dothis {)Clickon the MS-Office button. Menu appears as shown in Fig 3.22. Here Excel saving used 0 choose Save As... . The Save As dialog box appears as shown in Fig 3.25. (ii) From the left side of the dialog box select Desktop. | Gii) Inthe File name : box give the name of | the file. (iv) In the Save as type : box select the type of file. (v) Finally click Save button. As a result the file will be saved with extension .xls on I} the Desktop. Fig 3.25 : Save As Dialog Box EEEW (Ghosing Workbook Window AWorkbook can be closed in any of the following ways : Littarrrrtecsees: @ scanned with OKEN Scanner288) INFORMATION TECHNOLOGY AND ITS APPLICATION IN BUSINESS (PRACTICAL) (i) Click the Close button [3X] of the currently opened Workbook. Or (ii) Click the MS-Office Button. A menu appears from which select the option Close. Or (iii) Press Alt + F4 keys from the keyboard. Remember that Excel application is not closed when the Workbook is closed. Your screen looks like as shown in Fig 3.26. For closing the Excel application completely click the MS-Office Button and from the list select Exit Excel as shown in Fig 3.27. © Creating New Workbook Keyboard ‘@. Opening an Existing Workbook, Saving a Workbook shortcuts for |" 4 Printing and Closing the Workbook. Alt+ FN Anew untitled Workbook is opened. Alt+ FO Previously saved Workbook can be opened on the screen.| Alt+FS Anything added in the Workbook can be saved. Alt + FA. Save As dialog box is displayed. Alt+ FP For printing Workbook. Alt + FC Workbook is closed. Alt+FX The Excel 2007 application can be completely closed. 13.9 ff Text Selection in Excel In Excel 2007 for copying text, formatting cells or moving text from one cell to another cell we need to select cells. A portion of the Worksheet which is known as Cell Range can be selected in two ways : (1) Selecting Cells with the help of Mouse : Place the cell pointer in the starting cell (say A1), press the left mouse button and drag it upto the desired cell you want to select (say G12). In this way cell range Al : G12 is selected (See Fig 3.28). By following the same way you can select any column or row from the Worksheet. @ scanned with OKEN Scanner290) INFORMATION TECHNOLOGY AND ITS APPLICATION IN BUSINESS (PRACTICAL) Selecting Row(s) with Keyboard For selecting any particular row place the mouse pointer in any cell of that row and then press the Ctrl button, hold it and then press the Spacebar. For slecting the other rows press the Shift key, hold it and then press the Right (—») or Left (¢~) arrow keys to select the rows of the lower side or upper side. Insert or delete a column 1, Select any cell within the column, then go to Home > Insert > Insert Sheet Columns or Delete Sheet Columns. Fig 3.32(ii) 2. Alternatively, right-click the top of the column, and then select Insert or Delete. Insert or delete a row 1. Select any cell within the row, then go to Home > Insert > Insert Sheet Rows or Delete Sheet Rows. 2. Alternatively, right-click the row number, and then select Insert or Delete. Freezing of Cells : Freezing cells allows easier maneuverability around the spreadsheet. 1. To freeze cells in excel, select the Freeze Panes button under the View tab. 2. When you click on the Freeze Panes button a drop down box appears with 3 options. The Freeze Panes option freezes down and across the center of the screen creating for quadrants to work in. The Freeze Top Row freezes the top row so when you scroll down you can always see it, The Freeze First Column freezes the first column so when you seroll sideways you always see it. ass: roar Fig 3.32(iii) 3. To unfreeze the panes, click on Freeze Panes and select Unfreeze Panes which appears when panes are frozen, @ scanned with OKEN Scanner292| INFORMATION TECHNOLOGY AND ITS APPLICATION IN BUSINESS (PRACTICAL) (5) Fill Tab : It is used to give background colours and patterns to a cell in a worksheet which enable the user to make the Worksheet or Reports appear attractive, The user can make important information stand out, Such features create an impression in the mind of the readers to be of high quality work. (6) Protection : Using this tab users can protect data in a worksheet and even an entire workbook. ER Rs Any type of work in the worksheet can be done only through cells. Updating or changing any information of the cell is called Editing Workbook. The various types of work which are included in the workbook editing includes the following : (®_ Inserting new row and column in the Worksheet ; (ii) Selecting specific row, column and cell in the Worksheet ; (ili) Resizing the shape and size of the row and column ; (iv) Deleting rows and columns ; (v)_ Hiding rows and columns ; (vi) Adding any comment, label and value in a cell ; (vii) Cut, Copy, and Paste ; (viii) Changing the alignment of the texts of the cells ; (ix) Adding new worksheet or deleting one worksheet ; (x) Renaming any worksheet ; (xi) Mathematical analysis using formulae and functions. Inserting New Worksheet in a Workbook In Excel Workbook as per need we can add one or more than one worksheets. In the sheet tab of Excel Workbooks by default there are three worksheets like iil sheet. Sheet Sheet ZEA Fig 3.34(i) can be seen. Apart from these three worksheets we can add more worksheets by following steps: () First mouse click at the end of the sheet tab i.e. in sheet 3. Gi) Next from Cells group of Home tab click on the down arrow of Insert menu. Gii) Now a drop down list can be seen, From this list click Insert Sheet [see Fig 3.34(i)] and observe that a new sheet, Sheet 4 is included in the work book, [Copy a Worksheet in the same Workbook Press CTRL and drag the worksheet tab to the tab location you want. Fig 3.34(i) @ scanned with OKEN ScannerPRACTICAL : SPREADSHEET : MS EXCEL. OR 1. Right click on the worksheet tab and select Move or Copy. 2, Select the Create a copy checkbox. 3, Under Before sheet, select where you want to place the copy. 4, Select OK [see Fig 3.34(iii)]. Worksheet Renaming ‘The name of the sheets in sheet tab i.e. Sheet1, Sheet2, and Sheet 3 can be changed for convenience of the user. The steps for changing the naming of the worksheets are | discussed below: (i) The sheet which is already selected (say Sheet) out of three sheets in Sheet tab, place the mouse pointer on that sheet and right click the mouse button. (i) Now a menu list is displayed. Now click the Rename from this list [see Fig 3.34 (iv)]. (iii) Finally type the name of the Sheet and press the Enter key from the Keyboard. | Move orcopy.. f—— * Deleting Worksheet cee view coae The worksheet which is not required can be | Protect Sheet. deleted from Excel workbook. For deleting the worksheet the following steps are required to be followed: (i) First select the Sheet from the Sheet tab which a is to be deleted. ‘Select All Sheets __ ii) Now right click the mouse button and a menu == Cureeerrmmeeers ts is displayed, Fig 3.34iv) { Tab Color » | Unnide. Gii) From the list mouse click the Delete button [(see Fig 3.34(v)].As a result the selected sheet is deleted from the workbook. A formula is an equat mathematical calculations and returns a result, which is displayed in the cell. Formulas in Excel always begin with an equal sign (=) and can include following types of data items Fig 3.34(v) ), text operator (&), func Division f, 10/10 SUM, PRODUCT, AVERAGE ete. | rxponents {a Hips parentheses(). Fig 3.35 # cell references which contains cell addresses. The formulas can be entered cither in the Formula Bar or in the cell. The users can enter a formula using the formula bar by simply typing it and pressing Enter. They can also enter a formula directly in the cell. Excel can execute formulas that can add, subtract, multiply and divide. To Create a simple Formula in Excel 2007 1. First select the cell where the Gaal answer will appear (say Cell B4) [7 a ae c D Pree 1 Estimated Painting Cost of the Building 2. Type the equal sign (=). Seatcer | sooo 3. Type the formuala you want Excel 1 to calculate (3000/250). su Squar 250) 4, Press Enter. The formula will be 4 Total/SqFt calculated and the value will be Fig 3.36 displayed in the Cell B4 (See Fig. 3.38) oe == A bes ceiiB seh c D 1 Estimated Painting Cost of the Building 2 Total 3 Square Fa 4. Total/Sq Ft 5 (4 Total/sqFt_| Fig 3.38 To Create a Formula using Cell Reference : A formula which contains a cell adress is called Cell Referene. Creating a formula with cell reference is useful because this type of formula helps to update data in a Worksheet without changing the values in the formula. @ scanned with OKEN ScannerPRACTICa\ ——— CO” L SPREADSHEET MS EXCEL re ee \295 CostofBooks2018 | ag.099 ‘Cost of Books 2019 | 95,009) f Fig 3.39 |. Fist select the cell where the answer will a 2. Type tye equal sign (=). 3, Type the cell address which contains the first nu 4, Type the + (plus) operator. 1 Cost of Books 2018 Books 2018 | 2 Cost of Books 2019 3 Fig 3.40 'ppear (Say Cell B3) ber in the equation (See Fig 3.39) 5. Type the cell address that contains the second number in the equation (See Fig. 3.40) Beet 1 Cost of Books 2018 2 Cost of Books 2019 PAG Micon 1 Cost of Books 2018 2 Cost of Books 2019 r 6 Press Enter, tks aa of rent Types of Cell Reference Every The formula will be calculated, =B1) 55 65 45 70 80 36 and the value will be displayed in the cell. “ays separate terms in a formula with operators or parentheses. In the Figure aa fe ot Zitks of the three students is determined with the help of formula = B1S + CIS + DIS (See Fig Retin s Cell Address or Cell in the worksheet has one particular address which is known as Cell Add Cet} Reference, im @ scanned with OKEN Scanner296| INFORMATION TECHNOLOGY AND ITS APPLICATION IN BUSINESS (PRACTICAL) ‘The first cell address or cell reference in Excel jpm-e—™ 2007 is Al ie. Al cell is composed of Column ‘A’ Hind cle i and row ‘I’,There are two types of cell reference, Be] Insert cet... they are— (a) Relative Cell Reference (b) Absolute Cell Reference (a) Relative Cell Reference: When any cell address or formula is copied from one cell to another or when AutoFill is used then it will change its cell address automatically according, to the row and column they are moved into. Wil Sheets “Sheet Sheet ACI] aati Fig 3.43(i) 34] Insert sheet Rows ‘i’ | Insert sheet Columns | Gi)... insert Sheet Example: If the formula in the cell C5, “=C1+C2+C3+C4” is copied across to the next cell DS, then the formula would automatically changes to =D1+D2+D3+D4. The total of four numbers of column C is determined on the basis of formula =C1+C2+C34C4.When the formula jgy sere — of the cell C5 is copied in cell D5, | Ceiba ies then it automatically changes into =D1+D2+D3+D4 due to relative cell reference. = Sle bs HSER (b) Absolute Cell Reference: CALCUTTA BOYS SCHOOL When the cell address or formula : te larks for Second Term Exomination January 2017 copied from one cell to another : : does not change then that cell ‘Subject SanjayDas PinakiDey “Rinku Shaw Total address is called Absolute Cell * (uinemat s a = a Reference. To indicate absolute physics 85 6 56 206 reference put a dollar sign($) in Chemistry 42 32 44 118 front of the column number and the £elsh a bes a 14 Bengali/Hindi ee) 39 182 row number. Dollar signs are used to hold a column and/or row teference constant. Example : If the formula in the cell address “C5, =$C$1+$C$24$C$34SC$4” is copied in cell D5 then in that case the cell address remains unchanged i.e. D5, =$C$14+$C$2+$C$3+$CS4 Operators are used in formulas to execute operations on the values taken by formulas. Excel uses different types of operators. These are given below. Tora, [380] Fig 3.44 @ scanned with OKEN Scannerparticular time period. For creating any line chart the following steps are to be followed : (i First select the data range A1 : D7 (See Fig 3.76) Fig. 3.77 (i) Next from the Chart command group of Insert tab select Line. As a result a drop-down list is shown from which select the option Line with Markers (See Fig 3.77). (iii) Now the chart is displayed (See Fig 3.78) BREAD Creating Bar Chart/Column Chart | Following steps are to be followed for creating a Bar chart: (i) The data on the basis of which the bar chart is to be created is required to be accessed first by clicking on the option Open from the Office button. Then from I Sees POR ce ne Idee Mes & ager m@ess the specific drive or My documents open the file of Your choice. Suppose the bar chart is to be created on the basis of data shown in the Fig 3.79. (ii) Now select the entire data range Al : B7. (ii) Next from the Charts command group of Insert tab click on Column (See Fig 3.80) Fig, 3.81 @ scanned with OKEN ScannerRACTICAL) 31 2| INFORMATION TECHNOLOGY AND ITS APPLICATION IN BUSINESS (PI ) (iv) Now select the first chart under 3D column, tayed. (See Fig 381) (v) As a result a bar chart named Marks Obtained is displayed. aT t th (vi) Next from the Design tab under Chart Tools and from the Chart aed iets 7 Second layout (See Fig 3.81). As a result the layout of chart changes as per pre-designed lay: the chart as shown i in Fig 3.82. From the Fig 3.82 it can be observed that every bar shows the marks obtained by each students, Fig. 3.82 (vii) Now from the Chart Tools select the Layout, then click down list is opened. From this drop. -down list select the first option on the Axis Titles and a drop- and then select Title Below Axis, (Sec Primary Horizontal Axis Title Fig 3.83) @ scanned with OKEN ScannerPRACTICAL : SPREADSHEET : MS EXCEL (viii) The. Axis Title of the bar chart looks as shown in Fig 3.84. Now delete Axis Title and in that place tyPe ‘Student Name. From the Legend option select Shown Legend at Right (See Fig 3.85) _ p13 barks Otnained “ue Ee Fig. 3.85 RYEA) [Procedure of Creating Pie Chart Followin owing steps are to be fe eee et followed from a Apsssin ili in rcesofIncome —Percentage (i) Fi wi ‘pena file on the basis of 2 Sou " le Chart is to be created. ace ora Chart is to be created on 2 [Agriculture pee po ta shown in Fig 3.85, 3 [Steel Export * ti select the data rangeA1:B5, 4 Cement Export = ext from the Charts command 5 | Chemical Export = P of Insey rt tab select Pie. As a result. “= Fig 889 - @ scanned with OKEN Scanner31 4| INFORMATION TECHNOLOGY AND ITS APPLICATION IN BUSINESS (PRACTICAL) gare * SF ome | net) rabhuarea Feta (eh) ets lee tS oy pn a list containing different types of Pie Charts are displayed on the screen. Now select the Pie Chart under 3D Pie (See Fig 3.87) (iv) Now from Design © tabunderChart =~ Chart Layouts + select the | second layout (See Figure © 3.88) Fig. 3.88 (vy) As a result the chart layout is changed as shown in Fig 3.88, Se aiirsimsmasemuaeray = ih FA) [ al Fig. 3.89 @ scanned with OKEN ScannerPRACTICAL : SPREADSHEET : MS EXCEL 315 (vi) Next from the Chart Tools the Layout tab is to be selected. Now click on the Chart Title ‘ed. From this list select the option Above Chart (See Fig 3.89) Fig. 3.91 (vii) Now in the Chart Title type Sources of Income. Moreover click on the Legend and then “as hor, Legend at Right (See Fig 3.91) hand an) Finally the Pic chart is created as shown in Fig 3.92 and the legend can be seen in the right @ scanned with OKEN Scannerpo CUI 1. Click on the Office Button to open the drop-down menu. 2. Place the mouse pointer on the Print option in the drop-down menu to display the print options in the right-hand panel of the menu. 3. Now click the desired print option from the right hand panel in order to access the option. Select Quick Print and sce that a dialog box naming Print appears. 4, The Print dialog box has four parts. (a) Printer: To choose which printer to print from. To change Printer you need to click the down arrow at the end of the Printer Name : box and choose from the printers listed in the drop-down menu. [BHP LaserJet 1020 Printing; 1 document(s) waiting HP LaserJet 1020 uss001 [2] Print to file Print range Copies oa b Number of copies: [if © Page(s) Frome” |) To: | fey Osa CH Ge Ce nod © Selection © Entre workbook ©) Active shesyo) Table c * toro SO c | Fig. 3.92 (>) CR eAll It refers only to pages in the workbook containing data. Pages This option list the Start and end page numbers for those Pages to be printed. @ scanned with OKEN ScannerACTICAL, : PRACTICAL : SPREADSHEET : MS EXCEL [317 © ‘@ Active Sheet It the default setting. This option prints the Worksheet page that is on screen when the Print dialog box is opened. ‘Selection This option prints a selected range on the active worksheet. Workbook — This option prints pages in the Workbook containing data. o i” ‘e Number of Copies It set the number of copies to be printed. ‘e Collate If you want to print more than one copy of a multi-page Workbook, you can choose to print copies in sequential order. 5. Finally click the OK button. @ scanned with OKEN Scanner