OFFICE AUTOMATION UNIT II

UNIT II- Working With MS-Excel

2.1 Introduction to MS-Excel
MS-EXCEL is a part of Microsoft Office suite software. It is an electronic
spreadsheet with numerous rows and columns, used for organizing data, graphically
represent data(s), and performing different calculations. It is called Worksheets. It consists
of 1048576 rows and 16384 columns, a row and column together make a cell. Each cell has
an address defined by column name and row number example A1, D2, etc. this is also
known as a cell reference.

Some basic components of MS Excel are:

 Microsoft Office Button: The Microsoft Office Button appears on top left corner of
MS Excel 2010 window. This button enables you to gain access to options like New,
Open, Save, Save As, Recent, Print etc.
 Quick Access Toolbar: Some of the options like Save, Save As, Undo and Redo are
very often used. Quick access toolbar provide easy access to these options. It is located
on right side of Microsoft Office button.
 Title Bar: Title bar displays the name of the document or workbook which is currently
in use.
 The Ribbon in MS-Excel is the topmost row of tabs that provide the user with different
facilities/functionalities. These tabs are:

1. Home Tab: It provides the basic facilities like changing the font, size of text, editing
the cells in the spreadsheet, auto sum , etc.
2. Insert Tab: It provides the facilities like inserting tables, pivot tables, images, clip art,
charts, links, etc.
3. Page layout: It provides all the facilities related to the spreadsheet-like margins,
orientation, height, width, background etc. The worksheet appearance will be the same
in the hard copy as well.

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4. Formulas: It is a package of different in-built formulas/functions which can be used by
user just by selecting the cell or range of cells for values.
5. Data: The Data Tab helps to perform different operations on a vast set of data like
analysis through what-if analysis tools and many other data analysis tools, removing
duplicate data, transpose the row and column, etc. It also helps to access data(s) from
different sources as well, such as from’ Ms-Access, from web, etc.
6. Review: This tab provides the facility of thesaurus, checking spellings, translating the
text, and helps to protect and share the worksheet and workbook.
7. View: It contains the commands to manage the view of the workbook, show/hide ruler,
gridlines, etc. freezing panes, and adding macros.
 Cells: Cells are boxes on worksheet. The values and formulas are entered in the cell.
 Formula Bar: Formula Bar consist of two boxes. The left name or name box displays
the cell address of the cell, which we are currently working with and right section
displays the cell entries like values, formulas etc.
 Status bar: It displays quick information like count, sum, average, minimum,
maximum value of selected numbers. It is displayed at the bottom of excel window.

Microsoft Excel Features

Microsoft Excel is one of the most powerful tools used for data management. Excel
was developed and released by Microsoft Corporation in 1985 for Microsoft Windows OS.
Few of the important features are listed below:
1) Interface:
New MS Excel comes with more advanced user interface that provides the user with
quick access tools and menus.

2) More Storage Space:

The new Excel has more storage space compared to the earlier versions. The number
of cells has increased which provide larger storage space.

3) Sorting and Filtering Options

Sorting and Filtering Options helps you to sort out large amount of data so
that it will be easier to find out required information. Filtering removes unwanted data and
help to save time.

4) Charts and Tables

MS Excel is one of the excellent tool that help in visual representation of data and
information.

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5) Low File Size
Since the new version of MS Excel with advanced algorithmic techniques, the size
of saved files will be much lesser compared to the earlier versions. It enables you to run
more than 2 excel files at a time.

6) Functions
MS Excel provide a platform both mathematical and logical functions like
addition, subtraction, multiplication, division, average, sum ,mod, product etc.

7) Smooth File Conversion Techniques

The advance file conversion techniques in MS Excel helps you to convert excel file
to other file formats like XML, PDF etc.

8) Advanced Formatting feature

The advanced Formatting feature helps you to change the cell format on the basis of
cell content, range of cells in workbook.

Microsoft Excel Advantages

Following are advantages of MS Excel:

1. Easy Data Entry and operations:

One of the main advantages of MS Excel is that it facilitates smooth and easy data
entry. Compared to any other data entry and analysing tools, MS Excel offers features like
Ribbon interface, a set of commands used to perform certain operations. Ribbon consist of
many tabs which again consist of many command groups and their buttons. You can select
the commands by clicking the related button and perform operations very easily.

2. Accurate Comparisons and analysis options:

MS Excel provides many analytical tools for accurate analysis and comparison of
larger amounts of data. The advanced sorting and filtering techniques allows you to sort out
large amount of data so that it will be easier for you to find out the required information.
Filtering removes unwanted data or repeated data and helps to save time and effort.

3. Allows graphical representation of data:

MS Excel allows you to create the visual representation of data and information. The
data can be visually displayed in form of bar charts, column charts and graphs. It
automatically revises the charts and graphs once data get modified. Tables help to classify
different entities according to their characteristics and features.

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4. Compatible with other business applications:
Since the recent versions of MS Excel is compatible with many other business
applications like MS Office, other web applications. It allows you to import excel data to
other applications. Also, the cloud computing facility helps to update and upload your excel
document from all locations, which can be accessed later through various devices like smart
phones , tablets, laptops etc.

5. Ready to use formulas:

MS Excel performs all mathematical and logical functions like addition, subtraction,
multiplication, division, average, sum, mod, product etc. Excel provides many formulas that
help you to solve both simple and complex calculations.

2.2 Formatting cells in Excel

How to format a cell in Excel?
 First, we need to select the cells in the sheet.
 Next, we need to go to the Format Cells window and adjust the preferences from the
respective tabs, such as the Number, Alignment, Font, Border, Fill, and Protection.
 After adjusting the preferences, we must click the Ok button to apply the changes in
the sheet.
In Excel, the format cells are used to modify the formatting of cell numbers without
modifying the actual number. With the help of the format cells, we can change the
number, alignment, font style, Border style, Fill options, and Protection.

Fig: Format Cells

Elements of the Format Cells window refer to the tabs in its dialogue box. Typically,
the Format Cells window or Format Cells dialogue box has six tabs which are below:

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Number Tab

The Number tab provides various formats to change the appearance or formatting of numeric
values within cells. This usually changes the way numbers are displayed in cells without
changing the exact values.

The following are the available or existing number formats in Excel:

General
In Excel, the General is the default format style. If we do not want Excel to convert the
entered value to date, we must specify the other format required to display the value.

Number
As the name suggests, the 'Number' format displays the entered values in the form of
numerical values.
For example, If we enter any number like 23 in the cell, Excel reads the value as a numeric
value and changes its view by adding the decimals like 23.00.

Currency
The Currency format is a specific Excel format used especially for currency values like
prices in cells. The Currency format adds a currency sign (such as $, €, ?, etc.) before the
values that are entered in the corresponding cells.
For example, If we enter any number like 23 in the cell, Excel reads the value as a currency
and changes its view by adding the currency sign like $23.00.

Accounting
Excel's Accounting format is the same as the Currency Format. But, it is slightly different
from the Currency format in a way that it aligns or lines up the currency sign and decimals
in corresponding columns.

Date
The Date format is used to represent given or entered numbers in the form of dates. We use
the short date and long date formats in Excel. The short date format represents the given
numbers as DD-MM-YYYY, whereas the long date format represents the same as DD
MONTH YYYY.

For example: 02-03-2022 Short Date

02 March 2022 Long Date

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Time
The Time format is used to represent the entered values or numbers in the form of time. It
usually displays numbers in the form of HH/MM/SS, where HH means hours, MM means
minutes, and SS means seconds
For example, 1.30 PM, 13.30, etc.

Percentage
The Percentage format helps us display entered numbers as percentages with decimal places.
This particular format adds the percentage sign (%) at the end of a given value within the cell.
For example, suppose we set an Excel cell with the 'Percentage' formatting. If we enter any
number like 0.23 in the cell, Excel reads the value as a percentage and changes its view by
adding the percentage sign and decimals like 23.00%.

Fraction
When a user enters any fraction in an Excel cell, the value automatically changes to dates or
decimals. The fraction format uses a forward slash while displaying the numbers within the
cells.
For example, if we set that particular cell as a fraction, the number entered will not be
changed and will appear as supplied, i.e., 2/3.

Scientific
The Scientific format allows users to set the desired Excel cell(s) as a reference to scientific
notation, which means an exponential form. When a user enters a too large number, the Excel
automatically converts the corresponding number or a cell in scientific notation.
For example, If we enter any number like 1,50,000 in the cell, Excel reads the value as a large
integer and changes its view by converting it to a scientific notation like 1.50E+05.

Text
The Text format helps users set the desired cell (s) as text only. It keeps the entered values
formatted as normal text. Excel uses the Text format automatically when a user enters both
text and number s within the Excel cell.
For example, suppose we set two Excel cells (B3, B4) as 'Text' format. We enter the numbers
in both cells. When we try to add the numbers of both the cells in another cell (B5), it does
not provide the expected result.

Special
The Special Format represents the entered values or numbers with special formatting. This
number format is mainly used for ZIP codes, telephone numbers, and Social Security
numbers.
Custom
Although Excel has many predefined number formats, there may be chances when we might
need to use a specific format that is not present in Excel. Using the Custom format, we can
create any desired number format for selected cells.

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Alignment Tab

The Alignment tab provides various formatting options to align the cell values in the
worksheet. This usually changes the way the values are aligned in cells without changing the
exact values. Using this tab, we can typically choose between horizontal or vertical
alignments, text direction, orientation, and some text controls.

The following are the available or existing options/settings along with their details that we
can access from the Format Cells window in Excel:

1. Text Alignment: Using the text alignment section, we can choose to align the cell's contents
in a horizontal axis and/or vertical axis. The horizontal alignment drop-down gives access to
alignments like left, right, center, fill, justify, etc. Besides, the vertical alignment drop-down
gives access to alignments like top, center, bottom, justify, etc. Moreover, we can use the
Indent box to increase/decrease the margin between the text and the cell border.
2. Text Control: Using the text control section, we can choose options like wrap text, shrink to
fit, and merge cells. The 'wrap text' option helps make the cell content visible by displaying it
on multiple lines. The 'merge cells' option helps to join multiple cells into one larger cell. The
'shrink text' option helps make the cell content visible by changing its size within the cell.
3. Text direction: Using the text direction section, we can choose a text direction between the
context, left-to-right, and right-to-left.
4. Orientation: Using the orientation section, we can choose to rotate the cell content at any
desired angle. We can define or enter the desired rotation angle in the box before Degrees.

Font tab
The Font tab provides various formatting options that help adjust fonts for cell values in the
worksheet. This usually changes the way the fonts are displayed in cells without changing the
exact values. Using this tab, we can typically modify appearance like the font style, size,
color, etc.
Following are the available or existing options/settings to modify fonts, which we can access
from the Format Cells window in Excel:

1. Font: Using the Fonts section, we can choose between different designs of installed fonts to
be applied to the selected Excel cells.
2. Font style: Using the Font style section, we can choose a different style like bold, italic, etc.
3. Size: Using the Size section, we can choose the font size to be displayed within the selected
Excel cells. If we don't find a suitable font size (i.e., 13) in the list, we can type the desired
size in the box and press the Enter key.

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4. Underline: Using the Underline section, we can choose to add an underline below the fonts
or texts within the cells. The drop-down lists additional underline preferences like a single
line, double-line, etc.
5. Color: Using the Color section, we can choose to apply colors on fonts within the selected
cells. We can select existing colors or choose our custom desired color.
6. Effects: Using the Effects section, we can choose font effects between Strikethrough,
Superscript, and Subscript.
7. Preview: The preview section displays the changes selected for the fonts.

Border tab
The Border tab provides various formatting options that help add/remove the border in one or
more sides of the cell in the worksheet. The section also allows us to choose the border line
style and color.

Following are the available or existing options/settings to adjust borders, which we can
access from the Format Cells window in Excel:
1. Style: Using the Style section, we can choose between various styles of lines to use as
borders on the desired cells. It displays many border styles like dashed, dotted, bold, etc.
2. Color: Using the Colors section, we can choose between the various existing colors used for
the borders.
3. Presets: Using the Presets section, we can choose between three predefined border
combinations, such as None (no borders), Outline (all sides borders), and Inside (borders in
connecting grid lines of multiple cells).
4. Border: Using the Border section, we can choose to add a border in any particular side like
the top, bottom, left, right, diagonal, etc.

Fill tab

The Fill tab provides various formatting options for filling colors in the background area of
cells in the worksheet. The section provides existing colors that we can choose from. In
addition, we can choose to make custom colors. Excel also has some preferences for adding
patterns and effects to the background of cells.
Following are the available or existing options/settings to adjust colors, which we can access
from the Format Cells window in Excel:
1. Background Color: Using the Background Color section, we can select the desired color to
be applied as the cell's background for the selected cells in the worksheet.
2. Fill Effects: Using the Fill Effects section, we can choose the color gradient or shading effect
and the direction of effect.
3. More Colors: Using the More Colors section, we can create any custom color to be used as a
cell's background.

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4. Pattern Color: Using the Pattern Colors section, we can add additional pattern color for the
selected style of pattern used in the cell as shading or background.
5. Pattern Style: Using the Pattern Style section, we can choose between various predefined
patterns to be used in addition to the cell background color.

Protection tab

The Protection tab provides two specific options, namely Locked and Hidden. Both the
options do not draw effect until we protect the worksheet. If we select the Locked option
under the Protection tab, Excel restricts us to make the following changes in selected cells:
o Typing data into a blank cell.
o Changing cell data or formulas.
o Changing cell size.
o Moving the cell.
o Deleting a cell or its contents.
If we select the Hidden option under the Protection tab, Excel hides the formulas for
corresponding cells from the formula bar.

2.3 Formatting Columns

The maximum width for a column is 255 if the default font and font size is used. The
minimum width is zero, of course. If a column width is zero, the column will be hidden.
To set a column to a specific width, select the column that you want to format.

Next, go to the Cells group under the Home tab. Click the Format dropdown menu.

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Select Column Width.

Type in the width of the column, keeping in mind that it reflects the number of characters that
can be displayed.

Change the Width of the Column to Fit the Contents

Maybe you just want to make sure that the columns are wide enough to display all the
contents, but you don't want to take the time to count characters.
To do this, go back to the Format dropdown menu. Select AutoFit Column Width.

The width of all the cells in a selected column will now be determined by the cell with the
most characters.
Match the Column Width to Another Column's Width

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You can also match the width of one column to the width of another column. Select the
column whose width you want to match.

Copy the column by right clicking and selecting copy.

Next, select the column whose width you want to change. Right click within a cell in that
column and select Paste Special.

Put a check by Column Widths, then click OK.

As you can see, the column width of column D has been expanded to match the column width
in column B.

Change the Default Width for All Columns in a Worksheet or Workbook

To change a default column width for a worksheet, click the worksheet tab to make the
worksheet active. To change it for the entire workbook, click a worksheet tab, then right
click, and select Select All Sheets. Now, go back to the Home tab and click the Format
dropdown arrow again. Select Default Width.

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In the Standard Width box, type the new measurement.

Change the Width of Columns by Moving the Mouse

To change the width of one column using your mouse, drag the right side of the column to
the right until you reach the desired width. To do so, move your mouse to the line separating
two columns until you see horizontal arrows appear.
.
2.4 Row Height
By default, when you create a new workbook in Excel, the row height and column
width for all cells are set to the same value. If the text you enter in a spreadsheet cell is too
long and the next column has data, it either spills over into the next blank cell or is truncated
by the data in the adjacent cells. There are many methods to fit the long text. By default,
every row and column of a new workbook is set to the same height and width. Excel allows
you to modify column width and row height in different ways.

To set row height with a specific measurement:

1. Select the rows you want to modify.

2. Click the Format command on the Home tab. The format drop-down menu
appears.

3. Select Row Height.

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4. The Row Height dialog box appears. Enter a specific measurement.

5. Click OK. The selected rows heights will be changed in your spreadsheet.

Select AutoFit Row Height from the format drop-down menu, and Excel
will automatically adjust each selected row so all of the text will fit.

To modify row height:

1. Position the cursor over the row line so the white cross becomes a double arrow
.

2. Click and drag the row downward to increase row height or upward to decrease
height.

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3. Release the mouse. The height of each selected row will be changed in your
worksheet.

Rows can have a maximum height of 409 points. This number represents how
many one-seventy seconds of an inch the row can hold. The default size of an Excel
row is 15, which correlates to 20 pixels or about one-fifth of an inch.

2.5 Merging
MS Excel enables you to merge two or more cells. When you merge cells, you don’t
combine the contents of the cells. Rather, you combine a group of cells into a single cell that
occupies the same space.
You can merge cells together to create a larger cell without changing the row or
column size.
Merge Cells
 By using the Merge & Center tool in the 'Alignment' group under the Home tab from
the ribbon.

1. Select the cells you want to merge together.

2. Click the Merge & Centre list arrow.

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3. Select a merge option.

4. The cells are merged together into a single cell. If there was text in multiple cells, only
the value in the upper-left cell will remain.

Merge
Description
Option
Merge & This option helps users merge the desired cells into one and align the text in
Center the selected cell as the center.

Merge This option helps users merge the desired cells into one and align the text in
Across the selected cell as the right.
Merge Cells This option helps users to merge the desired cells into one with the default
alignment.

Unmerge This is the reversal of the merge command. That means it helps users to
Cells remove all the merged cells and allocate the value to once.

 By using Alignment tab of the Format Cells dialogue box to merge the cells.

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How to Merge Cells in Excel Shortcut

Clicking the correct 'Merge' function over and over can be a drag if you need to
combine a lot of cells. For fast merging, start by highlighting the cells you want to merge.
Then, type the following key combinations.

Excel Shortcuts for Windows

1. Merge Cells: ALT H+M+M
2. Merge & Center: ALT H+M+C
3. Merge Across: ALT H+M+A
4. Unmerge Cells: ALT H+M+U

2.6 Splitting Columns and connecting the Worksheets

Most often we need to split cells for text processing [Eg. Split Last Name
and First Name from Customer name field].
We explore two different methods to split cells in Excel:
1. Text to Column
2. Use Excel function – Left () and Right ()
In the below data set, Column A has both First Name and Last Name
combined with a space delimiter.

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Approach 1: Text to Column
Step 1: Select the entire data set [Range A1 – A9]

Step 2: Go to “Data” >> Click “Text to Columns”, to popup Convert Text to

Columns Wizard.

Step 3: Select “Delimited” and Press “Next”.

Step 4: Check “Space” and Press “Next”

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Step 5: Change Destination to $B$2 cell and Press “Finish”

Output:

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Approach 2: Using Formulas
Step 1: Type Header text “First Name” and “Last Name” to cells B1 and C1 respectively
Step 2: Write the below formula in cell B2 to split the first word (First Name)
=LEFT(A2,FIND(" ",A2,1)-1)

Step 3: Fill the formula in cells B2:B11

Step 4: Write the below formula in cell C2 to split the last word (Category).
=RIGHT(A2, LEN(A2)-FIND(" ",A2,1))

Step 5: Fill the formula in cells C2:C11.

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Connecting the Worksheets:

1. Click the cell into which you wish to pull the value.

2. Press the “=” (equal sign) key

3. The worksheet that contains the source information

4. Click the cell that contains the source information

Notice: The
formula bar
indicates
what the cell
contains.

5. Press ENTER key

6. Done!

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2.7 Working with Formulas and Functions

Formula
A formula is an expression which calculates the value of cells. Formula works
according to the cell addressing. Formula appears on the formula bar.A formula begins with
(=) an equal to symbol. A formula starts with equal sign. A formula can contain up to 255
characters. Spaces should not be used.
Example: In the worksheet column A contains five values. Name box shows active
cell address A7
Formula bar shows formula
=A2+A3+A4+A5+A6
The result of formula is available in cell A7- 320

Function
Function are predefined formulas & already available in excel. Meanwhile, functions
are used to perform complex calculations that cannot be done manually. Functions perform
calculations by using given values called arguments.
Excel formulas and functions help you perform your task efficiently and it’s time
saving.
Syntax: =Function Name(Arguments)
Where, Function Name indicates the work to be done by a function like SUM ( ),
COUNT( ) etc.
Arguments are values to be given to the function.

Formulas & functions

A formula is an expression that operator on values in a range of cells or a cell.
The most commonly used formulas and functions are:

 String/Text Functions
1) CHAR: The CHAR function returns the character specified by a number. A number
between 1 and 255 specifying which character you want.
Syntax: =CHAR (number)
Example: =CHAR(65) O/P: A

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2) CONCATENATE : The Microsoft Excel CONCATENATE function allows you to
join 2 or more strings together.
Syntax: = CONCATENATE(text1, [text2], …) Where text is a text string, cell
reference
Example: =CONCATENATE(A2,” ”,B2) O/P: Nandigram College

3) LEN : LEN function returns the count of characters in the value.

Syntax: =LEN(text)
Example: =LEN(Nandigram) O/P: 9

4) LEFT : The LEFT function returns a given text from the left of our text string based
on the number of characters specified.
Syntax: =LEFT(text, [num_chars])
Example: Nandigram =LEFT(B2,5) O/P: Nandi

5) RIGHT: The RIGHT function returns a given text from the right of our text string
based on the number of characters specified.
Syntax: =RIGHT(text, [num_chars])
Example: =RIGHT(B2,5) O/P: igram
6) MID : The MID function returns the text from any middle part of our text string
based on the starting position and number of characters specified.
Syntax: =MID(text, start_num, num_chars)
Example: =MID(B2,5,3) O/P: igr

Parameters:
 Text: The text we want to extract from.
 start_num: The starting number of the first character from the text we want to
extract.
 Num_chars: The number of characters you want to extract.

7) FIND: The FIND function returns the position of a given text within a text.
Syntax: =FIND(find_text, within_text, [start_num])
Example: =FIND(“ndi”,B2) O/P:3
Parameters:
 Find_text: The text we want to find.
 Within_text: The text containing our find_text.
 Start_num (Optional): The starting position of our find_text. Default is 1.

8) LOWER: The lower() function in excel converts the string of characters into the
lowercase.
Syntax: =LOWER(Text)
Example: =Lower(B2) O/P: nandigram
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9) UPPER: The upper () function in excel converts all lowercases in a text string to
uppercase.
Syntax: = UPPER(Text)
Example: =Upper(B2) O/P: NANDIGRAM

 Mathematical Functions
These functions are used to calculate simple and complex mathematical
operations.

1) SUM: This function adds all the numbers in a range.

Syntax: =SUM (cell number : cell number)
Example: = SUM(B2:G2)

2) AVERAGE: This function returns the average value in a set of values on a

worksheet.
Syntax: =AVERAGE(cell number : cell number)
Example: =AVERAGE(A1:A10)

3) SUMIF: Sum If extends the logical formulations within IF even furthers, allowing
you take the sum of item in a range of values based on one criteria.
Syntax: =SUMIF(range, criteria, sum_range)
Example: =SUMIF(B2:B10,E3,C2:C10)

4) COUNT: The count function is an important tool used to count the numbers of
numerical values in an array.
Syntax: =COUNT(range)
Example: =COUNT(D2:D21)

5) COUNTIF: like, sum if, count if extends logical formulations.

Syntax: =COUNTIF(range, criteria)
Example: =COUNTIF(B2:B21,F5)

6) MAX: The max function can be used in a formula to find the highest value
Syntax:. =MAX(range)
Example: =MAX(D2:D21)

7) MIN: Minimum value within a set or range is easy to find using excel min function.
Syntax: =MIN(range)
Example: =MIN(D2:D21)

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8) SQRT: This function returns square root of a number.

Syntax: =SQRT(number)
Example: = SQRT (625) O/P: 25

9) ABS: This function returns the absolute value of a given number.

Syntax: =abs(number)
Example: = abs(-11.56) O/P: 11.56

10) Fact: This function returns factorial of a given number.

Syntax: =fact(number)
Example: = fact(5) O/P: 120

11) Round: This function returns number rounded to a specified number of digits.
Syntax: =round(number, digits)
Example: = round(1.932,2) O/P: 1.93

12) Mod: This function returns the remainder.

Syntax: =Mod(number, divisor)
Example: = Mod(10,3) O/P: 1

 Logical Functions

These functions will perform logical operations on the data. They are used to
compare values using relational expressions.
1) IF( ):If the condition is true then true statement will be printed.If the condition is false
then false statement will be printed.
Syntax: = IF (condition, true-statement, false-statement)
Example: =IF (D5>=35,”pass”, “fail”)

2) AND( ): This returns TRUE if all its arguments are TRUE; returns FALSE if one or
more arguments are FALSE.
Syntax: =AND(condition1 ,condition2……..)
Example: =AND(D5>35,A5>50)

3) OR( ):This returns TRUE if any condition is TRUE; returns FALSE if all conditions
are FALSE.
Syntax: =OR(condition1, condition2……..)
Example: =OR(100>10,50<10))

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 Date & Time Functions

1) DATE( ):. This function returns the number that represents the year, month, day.
Syntax:= DATE(year , Month, Day)
Example: date (2023,9,11) O/P:11/9/2023

2) TIME( ): to add numbers of hours, minutes, & sec use the time function.
Syntax:=TIME (Hour, Minute, Second)
Example: time(02,45,50) O/P: 02:45:50 AM

3) DAY( ): This function returns the day of the month from the given date. If 11/9/2023
is given date in the A1 cell, then function returns 11.
Syntax: day (cell number)
Example: day(A1) O/P: 11

4) MONTH( ): This function returns the month from the given date. If 11/9/2023 is
given in the A1 cell, then function returns 9.
Syntax: month (cell number)
Example: month (A1) O/P: 9

5) YEAR( ): This function returns the year from the given date. If 11/9/2023 is given in
the A1 cell, then function returns 2023.
Syntax: year(cell number)
Example: year(A1) O/P: 2023

6) NOW( ): Returns the current date and time.=NOW()

Syntax: Now( )
Example: Now( ) O/P: 11/9/2023,10:23

7) TODAY( ): Returns today’s date.=TODAY()

Syntax: Today( )
Example: Today( ) O/P: 11/9/2023

2.8 Creating Charts

In Microsoft Excel, charts are used to make a graphical representation of any set of
data. A chart is a visual representation of data, in which the data is represented by symbols
such as bars in a bar chart or lines in a line chart.
Charts are usually used to analyse trends and patterns in data sets. Excel provides different
types of charts, and each one has different features that make them better suited for specific
tasks. Pairing a chart with its correct data-style will make the information easier to
understand, enhancing the communication within your small business..
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To create charts using the Insert Chart tab, follow the steps given below.
Step 1 − Select the data.
Step 2 − Click the Insert tab on the Ribbon.
Step 3 − Click Recommended Charts.
Step 4 − Browse through the Recommended Charts.
Step 5 − Click on a chart type to see the preview on the right side.
Step 6 − Select the chart type you like. Click OK. The chart will be displayed in your
worksheet.
Step 7 − Give a meaningful title to the chart by editing Chart Title.

Column Charts: Some of the most commonly used charts, column charts, are best used to
compare information or if you have multiple categories of one variable (for example, multiple
products or genres). 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.

Bar Charts: The main difference between bar charts and column charts are that the bars are
horizontal instead of vertical. A bar chart is a graph that shows horizontal bars with the axis

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values for the bars displayed on the bottom of the graph.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.

Pie Charts: Use pie charts to compare percentages of a whole (“whole” is the total of the
values in your data). Each value is represented as a piece of the pie so you can identify the
proportions. 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.

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Line Charts: A line chart is most useful for showing trends over time, rather than static data
points. The lines connect each data point so that you can see how the value(s) increased or
decreased over a period of time. 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.

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2.9 Goal Seek

 Goal Seek is a tool available in MS EXCEL to determine or calculate any input
value based on the formula and the output/resultant value.
 Goal seek is process of calculating a value by performing what if analysis and given
set of value.
 For our purpose, Excel goal seek feature lets you adjust a value used in a formula to
achieve a specific goal.

To find the Goal seek :

1. Go to Data Tab in MS EXCEL.
2. In the Data Tools group, you will find a What-if analysis.
3. Click on What if analysis, and you will find Goal seek.
Goal seek dialogue box has three parts:
1. Set cell: In this, we write the reference of the cell which contains the formula.
2. To value: In this, we write the value which we want to attain (or the given
resultant value).
3. By changing cell: In this, we write the reference of the cell whose value we want
to change (i.e. the cell whose value is to be calculated).

For example, we need to calculate the rate of interest when the time period, principal
amount, and the simple interest are already known.

Given: Principal amount = 2000

Time = 3 years
Simple interest = 6000

Using Goal Seek:

Follow the below steps to use Goal seek functionality in Excel:

 Open the MS EXCEL and insert the values.
 Write the formula of simple interest in any one cell (B4).

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 Open the Goal seek dialogue box.
 In the Set Cell box select the cell which contains the formula of simple interest
(B4).
 In the To Value box write the resultant value of the simple interest i.e. 6000 (Given
in question).
 In the By Changing Cell write the reference of the cell in which you want the rate
of interest value (B3).

 Click OK.
 The Rate of interest value is calculated in the cell (B3).

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2.10 Data Validation

 Data validation is a feature in excel used to control what a user can enter into a cell.
 Data validation means checking the accuracy and quality of source data before
using, importing or otherwise processing data.
 Data validation is intended to provide certain well defined guarantees for fitness,
accuracy and consistency for any of various kind of user kind of user input into
apply system.
 Data Validation is an essential Excel feature that helps control or restrict user
inputs/ entries in selected cells.
 It enables users to set the desired validation rules to control what type of data they
can enter into the corresponding cells in an Excel sheet.
 For instance, we can restrict users to enter values between 1 to 10, enter names or
passwords in less than 30 characters, enter or choose an entry from the predefined
list of acceptable values, and more.

Steps of Data Validation

1. Select one or more cells to validate.

2. One the Data tab, in the Data Tool group, click Data validation.
3. On the settings tab, in the allow box, select list.
4. In the source box, type your list values.

 Setting tab
The setting tab is where you enter validation criteria. There are a number of built-in
validation rules with various options.
 Any Value - It removes any existing data validation.
 Whole Number - It allows only whole numbers. For example, you can specify that the
user must enter the number between 0 to 30.
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 Decimal - The user must enter a number with decimal values.
 List - The user will have to create a drop-down list to choose from.
 Date - The user will have to enter the date format.
 Time - The user should enter a time.
 Text Length - It validates input based on the length of the data.
 Custom - It validates the user input using a custom formula.

 Input message tab

The input message tab defines a message to display when a cell with validation rules is
selected.
This input message is set, completely optional.
It’s simply to display message.

 The Error alert tab

The Error alert tab controls how validation is enforced. For example, When style is set
to “stop” invalid data triggers a window with a message, and the input is not allowed.

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2.11 Conditional Formatting

 Conditional formatting is a feature of Excel which allows you to apply a format to a
cell or a range of cell based on certain criteria.
 It is a tool that allows you to apply formatters to a cell or range of cells, and have
that formatting change depending on the value of the cell or the value of formula.
 Conditional formatting is used to change the appearance of cells in a range based on
your specified conditions.
 Conditional formatting in Excel enables you to highlight cells with a certain color,
depending on the cell's value.
 The conditions are rules based on specified numerical values or matching text.
 The browser version of Excel provides a number of built-in conditions and
appearances:

 Highlight cell rules: highlight the cells in the cell selection that contain certain
values, text, or dates, or that have values greater or less than a particular value, or that
fall within a certain ranges of values.

 Top/ bottom rules: highlight the top and bottom values, percentages, and above and
below average values in the cell.

 Data bars: It opens a palette with different color data bars that you can apply to the
cell selection to indicate their values relative to each other by clicking the data bar
thumbnail.

 Color scales: It opens a palette with different three- and two-colored scales that you
can apply to the cell selection to indicate their values relative to each other by clicking
the color scale thumbnail.

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 New Rule − It opens the New Formatting Rule dialog box, where you define a
custom conditional formatting rule to apply to the cell selection.

 Icon sets: It opens a palette with different sets of icons that you can apply to the cell
selection to indicate their values relative to each other by clicking the icon set.

 Clear rules: It opens a continuation menu, where you can remove the conditional
formatting rules for the cell selection by clicking the Selected Cells option, for the
entire worksheet by clicking the Entire Sheet option, or for just the current data table
by clicking the This Table option.

 Manage Rules: It opens the Conditional Formatting Rules Manager dialog box,
where you edit and delete particular rules as well as adjust their rule precedence by
moving them up or down in the Rules list box.

 Steps of conditional formatting

1. Select the cells you want to format B4:G11

2. Go to Home tab Styles group Conditional Formatting New Rule

3. The “New Formatting Rule” window opens. Under Select a Rule Type choose the
option “Use a formula to determine which cells to format.

4. Create a conditional formatting rule, and select the Formula option.

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5. Enter a formula that returns TRUE or FALSE.

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6. Set formatting options and save the rule.

The ISODD function only returns TRUE for odd numbers, triggering the rule:

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