Microsoft Excel

MS-EXCEL
Definition of MS-Excel
MS - Excel is a Spread Sheet Software. Spread Sheet Means Its a Collection of
Rows and Columns. By default a Single Work Book Can have 3 Work Sheets, Every
Work Sheet has a Small Rectangular Boxes Called Cells.
A Single Sheet can contain 1,048,576 Rows and 1064 [XFD] Columns.

Spread Sheet Softwares:1) Lotus - 123

2) Quattro Pro
3) VP-Planner
4) Symphony
5) MS-Excel

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Application of MS-Excel:1)

Maintaining Bank Pass Book

2)

Inventory

3)

Purchase & Sales

4)

Preparing Invoices

5)

Calculations

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How To Start MS - Excel?

Start

Programs

Microsoft Excel

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Ex:A

COMPUTER ENTERPRISE

1
2

Items

3
4
5
6

Keyboard
Monitor
Mouse
Floppy

Quantity
25
10
50
100

Rate
700
7000
350
150

Value

Discount
Net
2%
Value
=(B3*C3) =D3*2% =D3-E3

How To Save the Sheet?

File

Save

(.xlsx)

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Excel Functions:-

= or @

1) = Sum (C2:H2)

Add the data range

2) = Average (C2:h2)

Find the Average

3) = Max (C2:H2)

Find the maximum Value in the Range

4) = Min (C2:h2)

Find the minimum Value in the Range

5) = Count (C2:H2)

Count the number of Items in the Range

6) = If (Expression)

Find the Result

Student Marks Details:-

1
2
3
4
5
6

A
Reg
No.
1001
1002
1003
1004
1005

B
C D E F
G H
I
J
K
L
M
Name K E M Sc. S.S M Total Avg Max Min Result
Kavi
Ravi
Hari
Savi
Bavi

73 72 43 45

56

77

Result: = if (L2<35,Fail,Pass) or
= if (L2>=35,Pass,Fail)
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How To Copy the Formula?

1) Select the Formula Cell To Copy
2) Edit

Copy

Select the column where Formula to be copied

Edit

Paste

How To Fill Data Numbers?

Edit

Fill

Series

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Example:-

Edit

Fill

Series

1001

How To Goto a Particular Cell?

Edit

GoTo

OR

CTRL+G

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How To Find/Replace a Word?

Edit

Replace

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Employee Details:
A

Formulas:

1
2

Name Age Basic

Anu

4
5

Chitra 24
Devi 26
Banu 23

22

D
E
F
SALARY REPORTS
DA
HRA
Gross

25,000 C3*40% C3*10% (Basic +

DA
+ HRA)
23,000
22,400
25,500

PF

Net
amt
F3G3

F3 *
G3

DA
=
C3*40%
HRA
=
C3*10%
Gross
=
(Basic + DA + HRA)
PF
=
F3 * G3
Net Profit =
F3- G3
We can enter 32,000 characters in one cell.
Row height
= 12.75
Columns width
= 8.43

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How To Delete a Row/Column?

How To Delete or Copy or Move a Sheet?

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How To Insert a Row?

1) Select the Row where you want to Insert Row
2) Insert

Row

How To Insert a Column?

1) Select the Column where you want to Insert a Column
2) Insert

Column

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How To Insert Chart?

Insert

Chart

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Practical Exercise:1) Insert Pie Char to the Table:

2) Insert Line Chart to the Table:

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How To Insert Picture / ClipArt?

Insert

Picture

ClipArt

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How to Insert Word Art?

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How to Insert Word Art Shapes?

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How to Insert Shapes?

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How To Set Cell Format?

Format
General
1000
2000
3000
4000
5000

Cells
Number
1000.00
2000.00
3000.00
4000.00
5000.00

Date
01/01/2005
02/01/2005
03/01/2005
04/01/2005
05/01/2005

Time
10:20:00 AM
10:00:00 AM
12:00:00 PM
1:00:00 PM
2:30:00 PM

Currency Percentage Scientific

Rs.1,000.00
10%
1.E+03
Rs.2,000.00
20%
2.E+03
Rs.3,000.00
25%
3.E+03
Rs.4,000.00
15%
4.E+03
Rs.5,000.00
30%
5.E+03

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19

Ex:-

Back Ground Shading

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Pattern Like This

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Format

Conditional formatting

Condition 1 To Set Cell Value

Tools
Goal seek: -

1
2
3
4
5

A
Sl No
1
2
3

B
Items
Mouse
Keyboard
Printer
Total

C
Amount
200
700
1000
1900

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Select the Total cell

Tools

Goal seek

23

1900

Click Ok

Click Ok, The Total Amount will be changed 2000

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Data

1
2
3
4
5

A
Sl No
1
2
3
4

B
Name
Monisha
Ramesh
Anitha
Chitra

C
Class
1st
2nd
2nd
3rd

Select the Column B

To make the text is ascending or descending order.

Data

Sort

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Click Ok - The Names will be changing the Ascending Order.

Filter
There are 2 types of filter
i.
Auto filter.
ii.
Advance filter.
i)

Auto filter

Type the Employment details

Sl No Name

Dept

Basic

Anitha

Accounts

6500

Monisha

Management

10000

Hari

Maintance

8500

Gansha

Manager

9000

sridhar

Designing

9500

Select the Table

Data

Filter

Auto Filter

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After setting the Auto Filter , you will select the important Name, or Dept or Basic.
ii.

Advance filter

Sl No

Name

Dept

Basic

Anitha

Accounts

6500

Monisha

Management

10000

Hari

Maintance

8500

Gansha

Manager

9000

Sridhar

Designing

9500

Meena

Accounts

6500

Swetha

Management

10000

Kumar

Maintance

8500

Vinutha

Manager

9000

10

Uma

Designing

9500

Basic

Criteria Range

>=9500

Select the Table

Data

Filter

Advance Filter

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Select

Copy to another location

List Range

Selected Table

In Criteria range

Select the

Copy to

Basic
>=9500

Any other location

For eg:- any Columns or sheet
(We should select one Blank cell)
Ok

Sl No

Name

Dept

Basic

Monisha

Management

10000

sridhar

Designing

9500

Swetha

Management

10000

10

Uma

Designing

9500

It will copied on only the Basic above 9500

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Validation :
Select the column

Data

Validation

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First select
Allow
Data
Minimum
Maximum

Whole no
between
any amount for eg: 100
any amount for eg: 10000

Input Message

Title
Input Message

Salary Details
Salary should be min 100 to max 10000

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Ok

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Error Alert

Title
Errors Message

Salary
Sorry you are wrong

Ok

Then enter the Basic Amount in the selected column.

If it is Wrong, Error Alert message will be showed.

Text to column :
Type any one cell for eg:-

abcde

Next select the cell only

Data

Text to column

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Click

32

Next

Next

Finish

It will divided into separate column is given below.

a

Pivot Table
Pivot Table is used to arrange the data according to category wise in a systematic Format. It is a most useful tool to Filter
the data easily & efficiently.
How to Create Pivot Table/Pivot Chart Report?
Employees Details
EmpID

EmpName

Department

JointDate

Salary

19/12/2007

4500

3/3/2000

15000

E001

Venkatesh

Sales

E002

Nanda Kumar

Accounts

E003

Shwetha

Sales

20/10/2007

4500

E004

Meenakshi

Accounts

23/08/2006

6000

E005

Uma Devi

Computer

30/12/2007

3500

E006

Santhosh

Sales

5/10/2006

2500

E007

Ismail

Computer

20/10/2004

7500

E008

Vinutha

Accounts

21/10/2007

5000

E009

Somesh

Sales

10/10/2005

7000

E010

Radha

Computer

9/12/2008

2500

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1) Select the Table/Data.

2) Go to Data -> Pivot Table/Pivot Chart Report.

3) Choose Microsoft Office Excel list or database & Pivot Table Option and Click of Next Button.

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4) Step 2 of 3 !!! Click on Next Button.

5) Select where you want the Table in New

Worksheet or in Existing Worksheet and Click on
Layout Button to arrange the Fields.

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6) Arrange the Fields as Shown above (Drag and Drop the Fields) and Click on OK Button to return to Step 3 and
Click on Finish to Complete your Pivot Table Wizard.
Note: Always Put the Salary Field (any field that can be calculated/Which produce Result) in the DATA Category.

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How the print the sheet?

File -> Print Preview
Select Setup

Set Page Setup, Margins,

Header / Footer and Sheet.

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File -> Print

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