Microsoft Excel
Spreadsheet
A Spreadsheet is a software tool that lets one enter, calculate, manipulate, and analyze set of
numbers. The various spreadsheet application software available include Microsoft Excel, Lotus 1-2-3,
Quattro Pro, Open Office.org Calc. Of these, MS Excel is the most popular spreadsheet application.
Introducing MS Excel
MS Excel is a spreadsheet software that is used for storing, organizing and manipulating data in rows
and columns. Using Excel, we can perform complex mathematical calculations on data. It also offers
various features such as charts that let us present a graphical view of our data for better
understanding and analysis.
MS Excel comes as a part of Microsoft Office Package. The Excel file is saved with the .xlsx
extension.
Terminologies related to MS Excel
Quick Access Toolbar
Title bar
Ribbon
Formula bar
Name Box
o Worksheet: A worksheet is a work area made up of horizontal rows and vertical columns
wherein we enter and work with data in Excel. When we open Excel, there is only one
worksheet added by default. We can add more worksheets as and when required. An Excel
2016 worksheet contains 16,384 columns (A to XFD) and 1,048,576 rows.
o Workbook: A workbook is a collection of multiple worksheets stored under a single file name.
o Cell: Cell is the most basic unit of a worksheet. It is formed by the intersection of a row and
a column. Every cell in a worksheet is identified using an address that corresponds to the
column letter and a row number. For example, if row 5 and column B intersects, the address of
cell formed by this intersection becomes B5.
o Cell Pointer: It is the thick black boundary that surrounds the active cell.
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o Range of cells: Range of cells refers to a group of cells adjacent to each other forming a
rectangular shape. To select a range of cells, select the first cell and then drag the selection
to the last cell in the range.
o Name box: The name box displays the address of the current cell.
o Formula Bar: It is the bar at the top of the Excel Window that displays the contents of the
current cell. The formula bar also contains the Enter button and the Cancel button .
Types of Data in MS Excel
Text
A Text is any combination of letters, numbers, symbols like /,-, or spaces. By default, all text entries
are left aligned in a cell. Text entries are used to give headings or titles, names etc on the worksheet.
The following are some of the examples of text entries:
(102-8990), Name, W-2345, Marks
Number
A number value is any combination of digits between 0 to 9 including symbols like +, -, / and () and
decimal point (.). It is the number values that are used in calculations in MS Excel. We can also use
characters like dollar ($), percentage(%), and comma(,) with number values on the worksheet. All
numbers are right-aligned in a cell by default. The following are some of the examples of number
values: 125, 67,000, $5,600, 600.00
Date and Time
We can enter date values like 09/21/2001 and time values like 11:12:04 AM in a cell on a worksheet.
The way a date or time is displayed depends on the format applied to the cell on a worksheet. All
dates and time are right-aligned in a cell by default.
Formulas
A formula is a mathematical expression involving number values, operators like +, -, /, and cell
addresses for performing calculations on the worksheet. Formulas evaluate to a single value. All
formulas begin with an equal to (=) sign. The following are some of the examples of formulas:
=3+7 will result in 10
=A1+A2
Formatting Worksheet Data
We can format data on the worksheet either by using the various groups on the Home tab or by using
the Format cell option.
Using the Home Tab
To format the data in a cell, select the cell and then click a button in the various groups of Home
Tab.
The FONT group in the HOME tab provides options for changing the font, size, background color, font color.
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AutoFill feature in MS Excel
It is feature in MS Excel that allows us to quickly create series of numbers, dates, or other items
that follows a particular pattern.
Using AutoFill, we can fill the cells using the predefined or user-defined series of data. Examples of
predefined series include Monday, Tuesday,…., or Jan, Feb, Mar,…..and so on. Examples of user
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defined series include 2, 4, 6,…. Or 1-Mar-2001, 1-May-2001,1-Jul-2001.
You can generate series either by using the Fill Handle or by using the Editing group in Home Tab.
Using Fill Handle
Fill Handle is the small black PLUS SIGN that appears when we place the mouse pointer at the
lower-right corner of the selected cells. To generate series using fill handle, drag the fill handle
across the cells to be filled and then release the mouse button.
Using Fill Option in Editing group (HOME Tab)
You can also generate series using the Editing group (Fill Option). The steps to generate series using
this option are:
1. Specify the first two consecutive values for the user defined series.
2. Select the range of cells to be filled in.
3. In the Editing group in the Home Tab->Select Fill-> Series command. The Series dialog box
appears.
4. Specify the required options in the dialog box and click OK.
The selected range is filled according to the pattern specified by the first two values.
Note:
AutoFill can also be used to repeat values in the selected range. Dragging the Fill Handle of a single
cell repeats the values of the first cell in other cells.
Formulas
A formula in MS-Excel can contain any or all of the following:
1. Cell References: Cell references are the address of the cells containing values to be used in
calculations, such as A1 or A1:B2.
2. Operators: Operators specify the type of operation you want to perform, such as +, -.
3. Constants: Constants are the numbers or text values that can be entered directly into a formula,
such as 5 or “Joseph”.
4. Functions: Functions are built in formulas in Excel like =sum(), =average(), =max(), =min(), =count().
For example,
= 5 + A1
Cell Reference
Constant Operator
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Thus, a formula can be defined as an expression that can contain values, constants, cell references,
functions, operators that let us perform calculations in worksheet.
Cell References
Cell references are the address of the cells that contain values to be used for calculations. The
following table discusses some of the ways to refer to the cells/range of cells:
To refer Cell Reference
Cell in column A and row 5 A5
Range of cells from cell A1 to cell A5 A1:A5
Range of cells from cell B15 to cell E15 B15:E15
Non Contiguous Range of cells from cell A5 to B5 and from cell C5 to D5 A5:B5, C5:D5
Functions
Functions are prewritten formulas that can be applied directly to perform calculations in Excel. The two
important parts of a function are:
Arguments: Arguments are the values passed to the functions, using which the function carries
out some task. Arguments can be numbers, text, logical values such as True or False, ranges or
cell references. Arguments can also be constants, formulas, or other functions.
o Structure: The structure of a function begins with the function name, followed by an opening
parenthesis, the arguments for the function separated by commas, and a closing parenthesis.
If a function starts a formula, type an equal to sign (=) before the function name.
= Name (argument1, argument2…)
Function Name
= SUM (A1:D1)
Equal to sign Arguments
Function Name Description Example Result
Sum Adds all the numbers in a range of =Sum(A1:C1) 20
cells.
Product Multiplies all the numbers in a range =Product(A1:C1) 210
of cells.
Average Returns the average (arithmetic =Average(A1:C1) 6.66
mean) of all the numbers in a range
of cells.
Max Returns the largest value from the =Max(A1:C1) 10
numbers in a range of cells.
Min Returns the smallest value from the =Min(A1:C1) 3
numbers in a range of cells.
Count Counts the number of cells that =Count(A1:C1) 3
contain numbers
AutoSum Feature
Using the AutoSum feature, you can quickly add numbers in the selected range of cells. This feature
is particularly useful when you want to add all numbers in a contiguous row or a column. The AutoSum
button is present on the HOME tab (Editing group).
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