MS Excel

MS Excel is an electronic spreadsheet. A spreadsheet is a generic term for

the software package that simulates a paper worksheet often used by
people in management.

Opening MS Excel
1. Click Start button and select Run.
2. Type Excel and Click OK button.

Workbook and Worksheet

In Excel, a workbook is a file in which you work and store data. The work is
saved as .xls file. Each workbooks can contain many sheets.

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Spreadsheet
 A spreadsheet is a sheet of paper that shows accounting or other
data in rows and columns.

 In spreadsheet application, each values sits in a cell.

 The relationships between cells are called formulas, and the names
of the cells are called labels.

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 Cell: A basic unit of worksheet where Number text is placed. It is the
intersection of a row and a column.

Row :A row is a horizontal block of cells that runs through the entire width of
worksheet.
 The first row is numbered 1 and goes to maximum of 1048576 rows in an
Excel worksheet.

Column: A column is a vertical block of cells that runs through the entire
worksheet. Maximum goes to 16384

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 Worksheet : A worksheet is a sheet made up of rows and columns.

 Workbook : A workbook is a collection of many worksheets.

 Formula : always begins with =(equal) sign.

 Function :Functions are predefined formulas that perform complex

calculations by using a specific value.

 To print –ctrl+ shift +f12

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 Name Box

Formula Bar

Active Cell

Sheet Tab
Fig : MS Excel 11/27/2024 5
Addressing of cells
 A spreadsheet consists of rows and columns which combine to form
cells.

 Cells can have two types of data in a worksheet.

 Constant value: it can be a number, a date, time, currency, percentage,

fraction or text. Constant values do not change unless we edit them.

 Formula: it always start with the equal sign.

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 A function is a shortcut for a formula.
=sum(A1:A10)
COLON(:) SYMBOL INDICATES A GROUP OF CELL ADDRESSES

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Types of data entered in a cell
1. Text
2. Numerals
3. Logical values
4. Error

Text
 A cell can contain up to 32000 characters.

 Numbers

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 Entering Numbers

 Numeric entries are constants and can be integers, decimal

fractions, integer fractions and scientific notations. For example
(9.994E+0.05). If #### symbol occurs when you make a numeric
entry, it implies that the number is very long and the column width
not wide enough to accommodate it.

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Logical Values
 Eg : TRUE or FALSE

 ERROR
if a formula attempts to divide a number by zero, then error value we
get.

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Entering Date and Time
 Date and time entries can also be made in Excel
worksheets. Excel allows calculation on dates because it
converts the entry to a serial date number;

 Excel recognizes date and time only when they are

specified in the right formats.

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 The valid formats for the date and time are:

Valid Date Format Valid Time

6/10/, 6-OCT-, 6-OCT, OCT-6 12:30, 12:30:20, 2:30 AM

 Ctrl + ; (semicolon) or current date

 Ctrl + Shift + : (colon) for current time

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Using AutoFill
Excel makes it very easy to enter a series of dates, numbers or text.
AutoFill feature (AutoFill handle is the small plus sign at the bottom right corner
of the active cell)
AutoFill Handle

Using The Auto fill Feature

1. Enter the first two consecutive
numbers
2. Select both the cells.
3. Drag the AutoFill handle over the
range of cells you want to fill.
4. Release the mouse button.

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EDITING WORKSHEET DATA

Formula Bar Method

1. Select the cell you want to edit.
2. click on the formula bar or press the F2 function key.
The contents of the cell get displayed in the formula bar which can be edited
accordingly.

In-Cell Editing
To edit the contents of a cell:
3. Double-click on the cell.
The insertion point appears at the end of the cell which can be moved to the
required position for editing.

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 TASK
 Inserting Cells, Rows, or Columns.
 To insert rows or columns
 Deleting Cells, Rows and Columns
 Adjust column width and row height using mouse and ribbon.

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About calculation operators
Operators specify the type of calculation that you want to perform on the
elements of a formula. Microsoft Excel includes four different types of
calculation operators: arithmetic, comparison, text, and reference.

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Types of operators
Arithmetic operators : To perform basic mathematical operations
such as addition, subtraction, or multiplication; combine numbers;
and produce numeric results, use the following arithmetic operators.

Arithmetic operator Meaning (Example)

+ (plus sign) Addition (=3+3 return 6)
Subtraction (=3–1 return 2)
– (minus sign)
Negation (–1)
* (asterisk) Multiplication (=3*3 return 9)
/ (forward slash) Division (=3/3 return 1)
% (percent sign) Percent (=20% return 0.2)
^ (caret) Exponentiation (=3^2 return 9)

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Comparison operators : You can compare two values with the
following operators. When two values are compared by using these
operators, the result is a logical value either TRUE or FALSE.

Comparison operator Meaning (Example)

= (equal sign) Equal to (=6=6 return TRUE)
> (greater than sign) Greater than (=6>6 return FALSE)
< (less than sign) Less than (=6<8 return TRUE)
Greater than or equal to (=9>=7
>= (greater than or equal to sign)
return TRUE)
Less than or equal to (=5<=5 return
<= (less than or equal to sign)
TRUE)
<> (not equal to sign) Not equal to (4<>8 return FALSE)

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Text concatenation operator
Use the ampersand (&) to join, or concatenate, one or more text strings to
produce a single piece of text.

Text operator Meaning (Example)

Connects, or concatenates, two values to produce
&(ampersand) one continuous text value
(="North"&"wind” return Northwind)

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Reference operators
Combine ranges of cells for calculations with the following operators.

Reference operators make no changes to constants or cell contents.

They control how a formula groups the cells and ranges of cells when the
formula is made to calculate.

Reference
Meaning (Example)
operator
Range operator, which produces one reference to all the cells
: (colon) between two references, including the two references
(=B5:B15)
Union operator, which combines multiple references into one
, (comma)
reference (=SUM(B5:B15,D5:D15))
Intersection operator, which produces on reference to cells
(space)
common to the two references (=B7:D7 C6:C8)
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Assignment 1: Find the Amount purchase and Total Amount
Purchase of the given data using operator

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FUNCTIONS
Functions can be used to calculate formulas and expressions in Excel.

USING FORMULAS
Entering Formulas
Using a formula, expressions can be calculated by typing the formula in the
appropriate cell; for example, = B4+C5 is a formula that adds the cell content of
cell B4 to the cell contents of Cell C5. The formula must be preceded by an equal
to (=) sign.

USING FUNCTIONS
Functions are predefined formulas that perform calculations by using specified
values called arguments in a particular order, called the syntax; For example, the
SUM function adds the values or ranges of cell.

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Mathematical Function

SUM
Adds all the numbers in a range of cells.
Syntax
SUM(number1,number2, ...)
Number1, number2, ... are 1 to 30 arguments for which you want the total value
or sum.

PRODUCT
Multiplies all the numbers given as arguments and returns the product.
Syntax
PRODUCT(number1,number2,...)
Number1, number2, ... are 1 to 30 numbers that you want to multiply.

ROUND
Rounds a number to a specified number of digits.
Syntax
ROUND(number,num_digits)
Number is the number you want to round.
Num_digits specifies the number of digits to which you want to round
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 If num-digits is greater then 0(zero), then number is
rounded to the specified number of the decimal places.

 If num-digit is 0, then number is rounded to the nearest

integer.

 If num-digit is less than 0, then number is rounded to the

left of the decimal point.

 Example
 ROUND(3.27, 1) equals 3.3
 ROUND(-1.475, 0) equals -1
 ROUND(31.5,-1) equals 30

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Assignment 2: Find out the total mark scored, average mark of each student

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Statistical Function

AVERAGE
Returns the average (arithmetic mean) of the arguments.
Syntax
AVERAGE(number1,number2,...)
Number1, number2, ... are 1 to 30 numeric arguments for which you want the
average.

COUNT
Counts the number of cells that contain numbers and also numbers within the
list of arguments. Use COUNT to get the number of entries in a number field
that's in a range or array of numbers.
Syntax
COUNT(value1,value2,...)
Value1, value2, ... are 1 to 30 arguments that can contain or refer to a variety
of different types of data, but only numbers are counted.

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COUNTA
Counts the number of cells that are not empty and the values within the list of
arguments. Use COUNTA to count the number of cells that contain data in a
range or array.
Syntax
COUNTA(value1,value2,...)

MAX
Returns the largest value in a set of values.
Syntax
MAX(number1,number2,...)
Number1, number2, ... are 1 to 30 numbers for which you want to find the
maximum value.

MIN
Returns the smallest number in a set of values.
Syntax
MIN(number1,number2,...)
Number1, number2, ... are 1 to 30 numbers for which you want to find the
minimum value.
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LARGE
Returns the k-th largest value in a data set. You can use this function to select a
value based on its relative standing. For example, you can use LARGE to
return the highest, runner-up, or third-place score.
Syntax
LARGE(array,k)
Array is the array or range of data for which you want to determine the k-th
largest value.
K is the position (from the largest) in the array or cell range of data to return.

SMALL
Returns the k-th smallest value in a data set. Use this function to return values
with a particular relative standing in a data set.
Syntax
SMALL(array,k)
Array is an array or range of numerical data for which you want to determine
the k-th smallest value.
K is the position (from the smallest) in the array or range of data to return.

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Assignment 3:

Write the function to

find out the

1. Total mark scored by the

each student
2. Average mark of each
student
3. Total number of students
in the class
4. Total number of students
appeared in physics
5. Total number of students
appeared in chemistry
6. Total number of student
appeared in biology

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Assignment 4:

Write a function to find

out

1. Highest marks scored

in physics.
2. Highest marks scored in
Chemistry
3. Highest marks scored in
Biology
4. Lowest mark scored in
physics
5. 3rd Lowest mark scored in
Chemistry
6. 4th highest scored in biology

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CHARTS
Growth rate analysis or monthly sales reports which would be a very tedious job
can be made quite interesting and time conserving if depicted through charts.
You can create a chart using the Chart Wizard by following the steps listed here
under:
1. Select a range with numeric data and labels.
2. Click on the Chart Wizard tool on the standard toolbar.

When the mouse button is released,

the chart wizard dialog box gets
invoked as shown in given figure. The
chart wizard then guides you to
different steps of creating chart of
your own choice.

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Click for next step

3. Click on the Finish button to complete the process of creating charts. A
chart using the default format is drawn.
4. You can select the Next option to go the next step which would show
Step 2 of 4 dialog box and in this manner, you can move to Step 3 to 4
and Step 4 of 4 dialog box to make your charts more detailed and
according to your convenience.

The Step 2 of 4 dialog box

lets you specify your range
of data that you want to
include in the chart.

Click for next step

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Step 3 of 4 dialog box of the Chart Wizard has a number of tabs. Each
one has a specific button to perform.

Click for next step

 Titles tab : adds/removes titles to charts.

 Axes : toggles the axis values on and off.
 Gridlines tab : displays gridlines parallel to x and y axis.
 Legend tab : toggles a legends on and off angles it, and places it to the charts.
 Data labels tab : adds or removes labels and values to series.
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This chart wizard helps you to specify
the location as an embedded chart on a
worksheet, or as a chart sheet.

5. Select the option As Object In and click on finish. Your final chart would
be placed on your worksheet.

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