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UNIT 3 : SPREAD SHEET

Microsoft Excel is an electronic spreadsheet program developed by Microsoft. It is also general

purpose application software. Excel is typically used to organize data and perform financial
analysis. It is used across all business functions and at companies from small to large. The
main uses of Excel include: Data entry.

Workbook is an excel file containing many worksheets. A worksheet has a single

spreadsheet containing data. Worksheets can be added in a workbook.

Excel features are Calculation, Create different table & charts, Password Protection, Data
Filtering, Data Sorting, Built-in formulae, Automatically edits the result and a macro
programming language called Visual Basic for Applications (VBA).

Benefits / Advantages of Microsoft Excel

1. Best way to store data.

2. Build great charts.
3. Analysis of large amount of data.
4. Used for formulas.
5. Graphical representation of data.
6. Secure.
7. Easy to data visualizations with charts.
8. You can print reports easily.
9. So many free templates to use.
10. You can code to automate.
11. Store data with millions of rows.
12. Conditional formatting.

How to open MS Excel?

To open MS Excel on your computer, follow the steps given below:

 Click on Start
 Then select All Programs
 Next step is to click on MS Office
 Then finally, choose the MS-Excel option

Create a new file / workbook:

Click the File tab. Click New. Under Available Templates, double-click Blank Workbook.
Keyboard shortcut To quickly create a new, blank workbook, you can also press CTRL+N.

To save a new workbook:

1. Choose File Save As from the menu bar.

2. The Save As dialog box appears.
3. Click the Save In: drop-down menu and locate where the file will be saved. ...
4. Type a name for your file in the File Name: box.
5. Click the Save button.

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MS Excel main Screen :

Note: Microsoft Excel has the following column and row limits: 16,384 columns wide by
1,048,576 rows tall.

Cell : A cell is the intersection of a row and a column. Columns are identified by letters (A, B,
C), while rows are identified by numbers (1, 2, 3). A cell. Each cell has its own name—or cell
address—based on its column and row.

Cell Address : Each cell address contains "one or more letters" followed by a number. The
letter or letters identify the column and the number represents the row. e.g. A10 refers to first
column, 10th row.

Spreadsheet / Worksheet : A spreadsheet is a file that exists of cells in rows and

columns and can help arrange, calculate and sort data. Data in a spreadsheet can be
numeric values, as well as text, formulas, references and functions. Each worksheet
contains 1048576 rows and 16384 columns and serves as a giant table that allows you to
organize information.

Insert or delete a column

1. Select any cell within the column, then go to Home > Insert > Insert Sheet Columns or
Delete Sheet Columns.

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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.

Formatting Cell :

Excel has a large number of additional formatting options, and while there are useful shortcuts
on the “Home” tab on the toolbar, the most comprehensive list of options can be found by right-
clicking on your selected cell or cells and selecting “Format Cells…” from the drop-down menu
(see screen capture, below).

This will give you a dialog box with the following tabs: “Number”, “Alignment”, “Font”, “Border”,
“Fill”, and “Protection”. Here’s a quick overview of each:

Number. This provides a list of formats for how numbers will display in the cells selected.
These are probably the most useful to know:

1. Number: if you are working with non-whole numbers (e.g. grade averages,
percentages), you can select this option and limit the number of decimal places to
something consistent.
2. Currency: if you are working with money, you can select this and pick the currency
value and number of decimal places to display.
3. Date: select this to pick how you want dates displayed. Any date entered will
automatically be revised to conform to that format.
4. Text: select this if you are entering numbers that you want to display exactly as entered.
Excel will sometimes alter large numbers to scientific notation or remove leading zeros.
If you have a number that is meant to identify something (e.g. an ID number, or an
invoice number), this will prevent Excel from displaying the number any way other than
how you entered it.

Alignment. This gives you given a number of options for aligning text within each cell selected,
and controlling how it fits within each cell.

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Font. This tab gives you options for altering the appearance and size of text with-in each cell
selected.

Border. This determines how the borders between the individual cells appear. You are given
options for the style of the border line, its color, and which border is to be altered. Generally,
you want to use this for multiple cells as a way of distinguishing columns or rows.

Fill. Determines the background color or pattern of cells selected.

Protection. This only matters if you are protecting the sheet. Locked cells cannot be edited in
protected worksheets.

Apply an AutoFormat Style

1. Highlight the data in the worksheet that you want to format.

2. Go to the Quick Access Toolbar and select AutoFormat.
3. In the AutoFormat dialog box, choose a style.
4. Select OK to close the dialog box.
5. The new style is applied to the table.

Formulas :

A formula is an expression which calculates the value of a cell.

For example, cell A3 below contains a formula which adds the value of cell A2 to the value of
cell A1.

For example, cell A3 below contains the SUM function which calculates the sum of the range
A1:A2.

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Enter a Formula

To enter a formula, execute the following steps.

1. Select a cell.

2. To let Excel know that you want to enter a formula, type an equal sign (=).

3. For example, type the formula A1+A2.

Tip: instead of typing A1 and A2, simply select cell A1 and cell A2.

4. Change the value of cell A1 to 3.

Excel automatically recalculates the value of cell A3. This is one of Excel's most powerful
features!

Edit a Formula

When you select a cell, Excel shows the value or formula of the cell in the formula bar.

1. To edit a formula, click in the formula bar and change the formula.

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2. Press Enter.

Operator Precedence

Excel uses a default order in which calculations occur. If a part of the formula is in parentheses,
that part will be calculated first. It then performs multiplication or division calculations. Once this
is complete, Excel will add and subtract the remainder of your formula. See the example below.

First, Excel performs multiplication (A1 * A2). Next, Excel adds the value of cell A3 to this result.

Another example,

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First, Excel calculates the part in parentheses (A2+A3). Next, it multiplies this result by the value
of cell A1.

Functions :

Functions are predefined formulas and are already available in Excel.

Mathematical Functions :

1. Sum() : The SUM function adds values. You can add individual values, cell references
or ranges or a mix of all three.

For example: =SUM(A2:A10) Adds the values in cells A2:10.

2. Autosum : The symbol Σ (sigma) is generally used to denote a sum of multiple terms. It
is built-in function in Excel by which we can find out of the numbers in selected range of
cells.
3. Average() : This function calculates average of the values in given range.

For example: =Average(A2:A10)

4. Max() : Find out the largest value in the given range.

For example: =Max(A2:A10)

5. Min(): Find out the smallest value in the given range.

For example: =Min(A2:A10)

6. Count() : Counts the number of cells that contains numbers in the specified range.

For example: =count(A2:A10)

Date Functions :

1. Date (year,month,day) : Returns the serial number corresponding to the given date.
2. Now() : Returns the current date and time.
3. Ctrl + : [colon] – It returns current time in the cell.
4. Ctrl + ; [semi colon] – It returns current date in the cell.

Text Functions :

1. Left() : To extract the leftmost characters from a string, use the LEFT function. Eg.:
left(“varadaraja”,3)
2. Right() : To extract the rightmost characters from a string, use the RIGHT function. Eg.:
upper(“varadaraja”) Eg.: right(“varadaraja”,3)
3. Mid() : To extract a substring, starting in the middle of a string, use the MID function.
Eg.: mid(“varadaraja”,3,3)

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4. Len() : To get the length of a string, use the LEN function. Eg.:
len(“varadaraja”)
5. Proper() : To get a string to proper case, which means that all the strings will be
displayed with each of the word first letter being capital.

Eg.: proper(“I love college”)

6. Rept() : Repeats a given character to given number of times. Eg.: rept(“*” ,

5)
7.
8. Upper() : Display given string in upper letters. Eg.: upper(“varadaraja”)
9. Lower() : Display given string in lower letters. Eg.: lower(“VARADARAJA”)

Logical Functions:

The IF function is one of the most popular functions in Excel, and it allows you to make
logical comparisons between a value and what you expect. So an IF statement can have two
results. The first result is if your comparison is True, the second if your comparison n is False.

Eg.: IF(b2>=35,”Pass”,”Fail”)

Operators :

The Different Types of Operators in Excel

Type Character Operation Example
Arithmetic + (plus sign) Addition =A2+B3
– (minus sign) Subtraction or negation =A3–A2 or –C4
* (asterisk) Multiplication =A2*B3
/ Division =B3/A2
% Percent (dividing by 100) =B3%
^ Exponentiation =A2^3
Comparison = Equal to =A2=B3
> Greater than =B3>A2
< Less than =A2<b3< td=""> </b3<>
>= Greater than or equal to =B3>=A2
<= Less than or equal to =A2<=B3
<> Not equal to =A2<>B3
Concatenates (connects)
entries to produce one
Text & =A2&” “&B3t
continuous
entry
Reference : (colon) Range operator that includes =SUM(C4:D17)
Union operator that combines
, (comma) multiple references into one =SUM(A2,C4:D17,B3)
reference

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Intersection operator that

produces one reference to cells
(space) =SUM(C3:C6 C3:E6)
in
common with two references

CHART

A chart is a graphical representation for data visualization, in which "the data is represented by
symbols, such as bars in a bar chart, lines in a line chart, or slices in a pie chart". ... A data
chart is a type of diagram or graph, that organizes and represents a set of numerical or
qualitative data.

Create a chart

1. Select data for the chart.

2. Select Insert > Recommended Charts.
3. Select a chart on the Recommended Charts tab, to preview the chart. Note: You can
select the data you want in the chart and press ALT + F1 to create a chart immediately,
but it might not be the best chart for the data. ...
4. Select a chart.
5. Select OK.

Edit data included in a chart

1. Click the chart.

2. On the Charts tab, under Data, click the arrow next to Edit, and then click Edit Data in
Excel. ...
3. To change the number of rows and columns that are included in the chart, rest the
pointer on the lower-right corner of the selected data, and then drag to select additional
data.

Edit or rearrange a series

1. Right-click your chart, and then choose Select Data.

2. In the Legend Entries (Series) box, click the series you want to change.
3. Click Edit, make your changes, and click OK. ...
4. To rearrange a series, select it, and then click Move Up or Move Down .

Combine text from two or more cells into one cell

1. Select the cell where you want to put the combined data.
2. Type = and select the first cell you want to combine.
3. Type & and use quotation marks with a space enclosed.
4. Select the next cell you want to combine and press enter. An example formula might be
=A2&" "&B2.

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