Microsoft Excel

Microsoft Excel is a powerful tool for analyzing and presenting information. It has many useful applications which are very useful in business activities and other presentation type of exercises. It has multiple approaches towards the results. In this chapter I will explain the different parts of Excel and some tools how can we use it and get benefit from it. The overall look of Excel is as under,

Rows: On the left side of the sheet where numbering is given are called the rows. There numbering is a 1, 2, 3, 4.and so on.

Columns: These are on the top of Excel sheet where there numbering is as A, B, C .and so on. Formula Bar: This is above the numbering of the columns. Anything
which we write in the columns or rows is also appeared in this formula bar.

This bar is present above the formula bar. It contains many functions. On this bar different functions which are as under, but these will be explained later. These are open, save, font style, font size and other font informations,

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align left, centre, and align right, numbering, bullets, increase indent, font color.

This is present the extreme right when we click on dots which appear. The menus which are present are as: fill color, font color, print, grammar, chart, cut, formula bar, view size, etc.

This bar in present on the extreme bottom of the Excel. It has many options like draw, auto shapes, line, arrow, box, circle, text box, excel art, insert diagram, insert picture, fill color, lining color, line width, line style, arrow style, shadow, 3D shadow, etc. Now we will discuss each menu in detail. Its functions and how we can efficiently use it and what are advantages we can get from it.

The File menu contains different contents which are as follows New, Open, Close, Save, Save as, Save as web page, Save work place, File research,

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Permission, Web page preview, Page setup, Print area, Print preview, print, Send to, Properties, Recent used documents, and Exit.

New: When we want open a new page rather than the page on which we are
working we will click new and a blank sheet of excel will come. The short cut of this option is Ctrl+N.

Open: When we want to open our previous work sheet or already made
document which is saved in the computer then click this and an option come that what file you want to select. After we select that document will be opened.

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Close: when we want to close the document on which we are working than.
We click close than documents closes down.

Save: When we want to save our document then we use this and document
is saved. The short cut key for this option is Ctrl+S.

Save As: This is similar to save option but slightly different if we want to
specify the name from which we want to save our document than we use this option. Now we give our desirable name to the document so that we can find or locate it easily. The shortcut key is Ctrl+S.

Save as Webpage: This option is used when we want to save the page of
Microsoft as the web page this button is used for that purpose.

Save work place: This option is used when we want to save our
document at our work place than it is used. For example if we are on the server computer than it is used.

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File Search: When want to search the specific document than we click the
file search menu. It helps us to find our hidden or lost place document whose place we have lost in mind.

Web page preview: This option is used when we want to see how our
work sheet looks like in the internet explorer or web page. It helps us to see the defects of our worksheet before loading on the internet. This is a very useful tool or net users.

Page Setup: This is perhaps to my knowledge the most important

technique or tool box of the Microsoft software. One who understands and can use the menu is capable of working on Microsoft.

This is not a single menu infect is has multiple functions in it now I will try to explain in the detail. If we open the page setup than a tool box opens it has several functions. For example on top there are four options i.e. page, margins, header and footer, and sheet. First see the Page. Page Setup Orientation: of page is of two types, they are landscape and portrait. Portrait: is the setup on which this book is written on or one can say the how the normal registers or books are. This book is also written on portrait view. Landscape: is how usually kids books are or we can say that the horizontal view is called the landscape. We can use any of these functions according to our requirements and need. Scaling: In this application we can change the size of documents and also give precise scaling which would be according to requirements.

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We can also give the

options that how many pages we want to change in accordance to our need. It may be whole documents and also selected pages. First page number: This give the option that how we want to give the page numbers it may be auto or specifically given.

Print: On the right side of page setup is the option of print. When we will
click the print button. The page further opens up is shown above. The options which are on the print are as follows

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Name of Printer: Name of the printer is specified which are attached to the sever or computer. We can choose the printer e.g. there may be black or color printer Print Range: There are two options of printing they may all it means that print all the document or pages from _____ to _____ it means that we can specify from page numbering. Print what: it means which part of the document we want to print it may be from active sheet on which we are working or a selection or entire document. Number of copies: Give the how many copies we want of a single page. Either it is single or many or different arrangement of copies in accordance to our needs we can make specifications. Print preview: We can check how our document will be looked like on print, we can change before rather than after the print.

Properties: if we click the properties of printer than this slide will be opened It further gives the options of print area and advance properties of printer.

Margins
Meant that how much space we want to give to the sides where there would be no wordings or text so that our document presentation is looked nice. As we see in the books there is a proper arrangement of text it is due to margins which are applied to the documents. Top: means how much space is given o the top of the page Bottom: means how much space is given in the bottom of page
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Left: this is the space on the left side of the page Right: this is the space on the right side of the page. Horizontal: this is actually a feature that we want to put the marginal horizontally in case of landscape setup. Vertical: it is the normal style same on which this document is written. Here again there are printer options but are the same as discussed earlier so no need for again and repeated discussion.

Header and Footer

Header: means the extra information which is provided on the page but it in not attached to the text but it is present in the marginal areas of the page. It has a special advantage of using this. For example which we see a large volume books we can not study the whole we need some help for related topics so our time is saved and in good books or documents he topic which are discussed on the page or chapter name is mentioned so it is very helpful in compiling the compete document. Footer: the same is for footer which is for header we can also paste date, page no and other references related to the topics. Here also the print options are given in the margins on the right side but same which is discussed earlier. Custom header and footer give us a proper way to use the options, say the formal way.

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this is the visual bar of header and footer.

This is the page setup setting, the written area options and orientations of page. The standard bar of these are given as under

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We can see from these that font style and other standard options are given

Sheet
The next menu is sheet. This contains row, column and other repeating options. Quality, error display, heading and header and footer headings and order of printing etc. this menu also have printing options. It is shown on the next page. By using these options we can set the page according to our desire. It give our document an over all better look.

Print
This option is very useful in printing a document properly. We can guide the printer according to the need. No of prints which are commonly meant that What no of copies of single page. We can also specify the document that from where to print. Or which section is to print.

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there is also an option of printing which is present in the file menu. From there we can also come straight to this printing options that is print area it is same as of earlier. They are set print area and clear print area.

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We can also check the print preview from out rather to go the entire page setup.

Pint: We can give printer the print order from there. The short cut key for using printing is the Ctrl+P.

Sent to: This is used when we want to sent a copy of our document to the other working places. They are many namely: mail recipient and mail for review and mail for attachment and exchange folder and using internet fax.

Under this there is a little preview of recently used document. It helps us in saving time for finding recently used document related to the current document.

Properties
If is say this one menu is thousand inside will not be wrong. It contains the multiple options related to the Microsoft. I will discuss only a few. It has the options of general, summary, statistics, contents, custom.

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The general has the general type of information about created modified and assessed. And attributes which we want to give to our document. The summary give the subject, author and company etc information. Other important items are key words and comments and manager etc.

The statistics give the information about the created, modified and accessed time and saved man.

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Other properties of contents and custom are as shown above. The other active sheet information And custom contains the name, type, value and properties. This is also shown above. The next is the current or recently used document of Microsoft excel.

Exit
When we wan to exit the document or file we click this button. Then the document closes up. If this is not saved than the save option also comes again.

Edit
The next menu is the edit. The options which are in this menu are as under and it is shown on the next page. Undo, repeat page, cut, copy, paste, office clipboard, special paste, fill, clear, delete, delete sheet, move or copy sheet and delete option etc. now we will discuss these in detail Undo: if we have done a work or a change has occurred and we dont want this and now we want to replace it with early document this we use undo option it will replace the new one with old.

Repeat page setup: by clicking this option we will change the new page setup with recently worked sheet setup.

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Cut: if we want to cut or remove a part of document than we will use it the short cut to this is Ctrl+X. this cut the document or selected part of it.

Copy: when we want to copy a part of document and paste if on the other desired place than this option is used. The short cut key to this is Ctrl+C.

Office clipboard: by using it we get the details of clips which we inserted in the document. By clicking it we get these clips of document on the right side of screen so we can check these again individually.

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Paste: if we want to paste our cut or copy document than we use it. The shortcut of thisCtrl+V. It will paste the document at that place where stop our precursor

Paste special: this gives some special kind of paste options which are also shown below.

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Fill: this give the filling options that how to fill the box.

When we want to write of up to down then we select the down option. The shortcut to this is Ctrl+D. There is other as well for example right whose key is Ctrl+R. and many other which are not commonly used up and left. There is also a series and justify options which distribute the text equally in the each box or row and columns.

Clear: when we want to remove the some part of document we select and use this option. It gives the option of what to remove i.e. all, formats, contents and comments. The short cut key to this option is the Del

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Delete: when we want to delete the some section or whole selected part than we use this option

There are many things which can be deleted from by using the option e.g. an entire row or column etc.

Find
This option is very useful in finding the lost part of documents or a part when document is too large that by reading it completely will waste a lot of time. This locate the desired part of text and documents. The short cut of this menu of it is the Ctrl+F.

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If we click this option it will open a new bar which is helpful in specifying the desired part of text. It is shown below. It has much specification for example find what, within, search, look in, format and other options etc. A very important option in the find menu is the format of desired finding. This type of finding may look acquired but necessary to looking in the large documents. Where pages are in hundred and thousand. Format is laterally means the style of writing.

Numbering Format has many advance options which are as what we are finding his specifications i.e. are it a number or date or other type of text. Another very important menu is the font option its gives the detail options of font e.g. font, font style, font size and effect. So finding becomes more and easier with each step. There is also an option of color of font. This menu is shown on the next page. Another very good option given on the next page is the border there are different border style given they are present, border, style and line and color this may be on one cell , row and entire page.

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Patterns: shows the different style of patrens within the each cell and coloring schemes. The menu is shown below

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Protection: means the safe way or to protect the document from others. this menu is shown above.

Replace
After finding the desired material the next step is that what modification or replacement we want in the document than replacing option is helpful to us. It replaces what we want. And give new replacement in the whole document.

Go to
When we have to check a text and refer something than we use it. The shortcut key for it is Ctrl+G.

When we click this or put shortcut key than a toolbar open which is shown

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We can put references and place where to go and guide the computer. And if we want to also specify it than use the special option. There are many options i.e. comments, formulas, blanks, region, row and column differences, objects, precedents, dependents, conditions etc. this is shown below

View:
This is the next menu. It is number three from the top menu bar. Its mean purpose is the page viewing and settings of page accordingly. The option within it are normal, page break preview, task pane, toolbars, formula bar, status bar, header and footer, comments, coustom view, full screen and zoom

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The first option in this is the normal view. This shows the normal view of the page. It view is same as on which we normally work.

Page break preview: this option can be used before using the page break option so that we can view the page before changing.

task pane: this is another option in the preview menu the shortcut key for it is the Ctrl+F1. on clicking the task pane a further menu opens which is also shown in the figure below

Formula bar: it is a very important tool while using the excel file and becomes very useful for a business man. We put the formula in the bar and it save us a lot of time.

Another related bar to earlier is the Status Bar. And shown on the next page.
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Header and footer

Header: means the extra information which is provided on the page but it in not attached to the text but it is present in the marginal areas of the page. It has a special advantage of using this. For example which we see a large volume books we can not study the whole we need some help for related topics so our time is saved and in good books or documents he topic which are discussed on the page or chapter name is mentioned so it is very helpful in compiling the compete document. Footer: the same is for footer which is for header we can also paste date, page no and other references related to the topics. Here also the print options are given in the margins on the right side but same which is discussed earlier. Custom header and footer give us a proper way to use the options, say the formal way.

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this is the visual bar of header and footer.

This is the page setup setting, the written area options and orientations of page. The standard bar of these is given as under and it is same as we discussed earlier in page setup menu. Comments: means the different views which are given in the page margins and other places. These are usually in the bottom of the page. Arguments of different types about a topic

Custom views: is the next after the comment option in the view bar.

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Full screen: when we want to see our document on the full display screen than we use this button for this.

Zoom: means to magnify when there is a need of magnification of text than we use this. On clinking this we has another toolbar opens which ask about how much to be magnified the text according to our need we can select this.

This is the end of third row of menu bar of Microsoft excel. Up next is insert option lets look on it.

Insert
When we want to add any desired thing or add on the exciting data than this option is used for it. There are many kind inserts that namely are cell, rows, column, work sheet, chart, symbol, page break, function, name, comment, picture, diagram, object and hyperlink. Their detail introduction is given below with the related and helping picture slides. Cell: each basic portion of excel work sheet is called the cell. We want to add a new cell we simply place our precursor on the desired place and than click this button and a single cell are added.

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When we select the insert there come visible a tool box having four options which can be used accordingly shift cell right, shift cell down, entire row, entire column.

This is the overall view off insert option. Rows: Is the horizontal line of cells on the work sheet. If we want to insert the whole row than we use that menu.

Column: Is the vertical line or series of cells in the same line. If we want to add the column than click that button. Adding of column is there where the precursor is held or stayed.

Work Sheet: The page of excel is terminologically called as the work sheet. When we want to add the sheet than we click this button for addition of work sheet.
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Chart: is what we say a table for arrangement of data in the column form or putting same kind or related thing in the same place. Other important types of charts are the graphs we commonly see in the economics or mathematical calculations and presentation to show the different related data and results. Which makes the relation argument more understanding.

There are four steps of making chart. The first step is shown above in the picture. In this step we select the type of chat as we put button on the type there a visible pictures of a rough type which helps about the selection that what it would appear like. There are many chart option as column, bar, line, pie, XY, area, surface and bubble. The second step is about the arrangement of data. That what is placed on xaxis and y-axis. This step is shown on the next page. There are two options one is data range and other is series.
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The 3rd and 4th step of chart is shown above. We need just to select our requirement and click the options periodically step vise. And as a result the chart will be automatically formed based on information provided in the four steps. Function: when we write in each cell another place where it is shown continuously above the page is the function bar. But it is also in the insert function if we click the menu in that menu there a box opens which is also shown below.

In there we write a brief description of what you want to do and than press go. There are many categories for example maths, statistics, logic, text, all,

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date, time, references, logic and information etc. after selecting this there are related function of that category. As shown above and how would be the arrangements is shown in the fig below.

Name:

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