Microsoft Excel 2010 UNIT 2

Microsoft Excel 2010

 Microsoft Excel2010 is a spreadsheet program in the Microsoft Office system. You can
use Excel to create and format workbooks (a collection of spreadsheets) in order to
analyze data and make more informed business decisions. Specifically, you can use
Excel to track data, build models for analyzing data, write formulas to perform
calculations on that data, pivot the data in numerous ways, and present data in a
variety of professional looking charts.
 Microsoft Excel is member of Microsoft office family that runs under GUI OS. Microsoft
 Excel developed by Microsoft Company of USA. Microsoft
Excel creates a file that called workbook. It stores with “.xlsx”.
 Microsoft Excel the spreadsheet draws many similarities from the document called
ledger of an account. Excel is the electronic equivalent of the ledger sheet. Excel work
on the concept on workbooks, which has worksheet, which can be added or remove as
and when required.

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 Microsoft Excel 2010 UNIT 2
Spreadsheet Terminology
When we are working with spreadsheet package, we have to know some
spreadsheet terminologies, some such terms following-
Workbook
A workbook is a collection of many worksheets. In a single workbook we can store
information in an organized manner. By default, a workbook opens with three
worksheets and it can contain a maximum of 255 worksheets.
Worksheet
A worksheet, also called spreadsheet, is a sheet made up of row and columns.
Worksheets contain 256 columns and 65536 rows in MS Excel 2003 and 1048576
rows and 16384 columns in MS Excel 2010.
Chart Sheet
Chart sheet is a separate sheet in a workbook that contains only graphics or
charts. It is useful when we want to see a chart or tabular data, separated from
data.
Row
A row is a horizontal block of cells, which runs through the entire width of
worksheet. The rows are numbered from top to bottom along the left edge of the
worksheet. The first row is numbered 1, the second 2; the third is 3, and so on.
There can be a maximum of 65536 rows in an Excel worksheet 2003 and 1048576
is maximum row in 2010 an above version.
Column
A column is a vertical block of cells that run through the entire height
of the worksheet. Worksheets contain 16384 columns in 2010 orabove version,
labeled A through IV. The first column is A, the second is B and so on until we
reached Z. Then comes columns AA through IV. The last column of the worksheet ,
XFD is the 16384th column.
Cell
A cell is the intersection of a row and a column. A cell identify of
referenced with column labeled and row numbered. For example – the first cell
of sheet is A1 (column A, row 1). A cell can contain more than 65000 characters,
when we select a cell by clicking it with the mouse or moving to it using the
keyboard, it becomes the active cell. A cell contain four type of data –
Text: - Any character of keyboard.
Numeric: - Any number with or without fractional part.
Date: - Any date type data. (dd/mm/yy), (mm/dd/yy).
Errors: - It is distinct type data of Excel that indicate some errors of Excel.
#### -- indicate out of range.
!value# -- indicate wrong calculation.
!Div# -- divided by zero.
!Name# -- indicate wrong formula.

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 Microsoft Excel 2010 UNIT 2
Advanced features of spreadsheet
The basic and advanced features of spreadsheet in excel are as follows:-
Basic features:-
 A new symbol of Euro currency is included in excels.
 The open and Save As dialog box now show more number of files.
 An email toolbar is included which is used for sending that contents as on email
message.
Graphics features:-
 Clip Art gallery in Excel can now be used to store sound and movies.

 Drawing toolbar is now shared with other programs.
 Formula and data entry:-
 Date format now support four digit date format.
Spreadsheet web features:-
 Create a query (condition) and run on data available on the web.
 Create a document for the web
 Additional features:-
 It has antivirus support for the new developers.
 It can also support password features for the security of data.
Application of spreadsheet
Spreadsheets are mainly use to solve complex calculation easily. They can be
also used for graphical representation of large value of data with the help of
graphics, so spreadsheets are used the following application:-
 Budgeting and forecasting.
 Scientific research.
 Financial accounting.
 Income tax and sales tax application.
 Annual reports.
 Sales and purchase application or we can say used in business application.

 Statistical analysis of database.
 Job estimation and cost sheets.
Sheet Tab: - A tab is near to the bottom of a workbook window that displays
the name of a sheet. Click the sheet tab to move to the next sheet. To display the
shortcut menu right click the sheet tab.
Name Box: - The name box is at the left end of the formula bar. It identifies
the selected cell. The purpose of the name box to display the name of selected
cell or range.
Formula Bar: - The formula bar displays the constant value or formula used
in the active cell. The formula bar is also used for editing the cell contents.
Status Bar:- At the bottom of application window, a bar appear called,
status bar that inform Lock status and auto functions such as, sum, average,
count, counts num, max, min. By default sum function selected.

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 Microsoft Excel 2010 UNIT 2

Cell referencing in formulas

We referred to cells’ location with a relative or an absolute reference. The
difference between relative and absolute reference is that in absolute reference,
the cell is fixed once for all. In the relative reference it depends on the location
where your pointer is.
Relative Referencing:-
Relative reference is the by default reference for any formula. In this cell
referencing, cell reference of formula automatically change, when user drag
formula in the row manner, then formula increases column labels. If formula
drag in column manner then vice-versa.
Absolute Referencing:-
In this cell referencing, formula are used actual value or original cell reference.
These types of cell referencing are fixed. In this cell referencing, column labels
and row numbers are define with dollar ($) sign.

[ALT] + [F]
New Open
Close Save
Save As Save As Web Page
Save Workspace Web Page Preview
Print Preview Send To
Properties Exit

Home Tab
This is the most used tab; it incorporates all text and cell formatting features such
as font and paragraph changes. The Home Tab also includes basic spreadsheet
formatting elements such as text wrap, merging cells and cell style.
There are 7 groups in home tab
1- Clipboard 5- Style
2- Font 6- Cells
3- Alignment 7- Editing
4- Number

Clipboard Group
There are 4 options are in this group.
1) Copy :- (Ctrl+C,Ctrl+Insert) used to copy the value of selected cell.
2) Cut (Ctrl+X,Shift+Del):- used to cut the selected cell.
3) Paste(Ctrl+V,Shift+Insert):- used to paste the value of cells whom you copied
or cut before.
4) Format Painter:-Copy and apply formatting from one cell to another cell.

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 Microsoft Excel 2010 UNIT 2
Note:- when we paste any cell value, a additional paste option
appears.
Paste special command is useful to copy and paste a parts of cells’ attribute, such
as with formula or with formatting , linked paste, transpose paste ,with number
formatting, as picture or linked picture and keep source formatting etc.
Font Group
1) Font (Alt+H+FF):- Pick a new font for your text.
2) Font Size (AlT+H+FS):- Change size of your Text.
3) Increase Font Size (ALT+H+FG):- Increase the font size of selected cell.
4) Decrease Font Size (ALT+H+FK):- Increase the font size of selected cell.
5) Bold (Ctrl+B, ALT+H+1):- Make text Bold of cell.
6) Italics (Ctrl+I, ALT+H+2):- Make text Italic of cell.
7) Underline(Ctrl+U,ALT+H+3):-Make text Underline of cell.
8) Border(ALT+H+B):- Apply border to currently selected cells or range.
9) Fill Color—ALT +H+H:- Colour the background of cell.
10) Font Color ---Alt+H+FC:- Change the colour of text.

Alignment Group
1) Align Left—ALT +H+AL:- Move text to the left.
2) Align Center—ALT +H+AC:- Move text to the Center.
3) Align Right—ALT +H+AR:- Move text to the right.
4) Top Align—ALT+H+AT:- Align text to Top.
5) Middle Align—ALT+H+AM:- Align text to middle.
6) Bottom Align—ALT+H+AB:- Align text to bottom.
7) Orientation—ALT+H+FQ:- Rotate text diagonally and vertically in the
cell.
8) Decrease Indent-<ALT>+<H>+<AO>
9) Increase Indent-<ALT>+<H>+<AI> Increase the Indent Level of the
Paragraph
10) Warp text-(ALT+H+W)
When you put a long text in a cell, you may find it is not visible all the time. At this
time, if you want text to appear on multiple lines in a cell, you can format the cell so
that the text wraps automatically. Also, you can enter a manual line break. Here, I
will tell the first method which is a little easier.
11) Merge & Center-(ALT+H+M+C)
It is common to center the title left to right over the data in the worksheet.
Although there is more than one way to accomplish this task, probably the easiest
way to do it is to use the Merge and Center option on the Home tab of the ribbon.
 Merge and Center works by merging the selected cells into one and then
 centering the data in the new combined cell. (ALT+H+M+C)
 Merge Across is used to merge the selected cell in the same row into a large
 cell. (ALT+H+M+A)

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 Microsoft Excel 2010 UNIT 2
 Merge cell is used to combine selected cell into a single cell.(ALT+H+M+M)
 Unmerged Cell is used to unmerge the merged cells. (ALT+H+M+U)
Number Group
 Formatting text and numbers
One of the most powerful tools in Excel is the ability to apply specific formatting for
text and numbers. Instead of displaying all cell content in exactly the same way, you
can use formatting to change the appearance of dates, times, decimals, percentages
(%), currency ($), and much more.
There are 11 number formats are given below:-
Format Description
General The default number format that Excel applies when you type a number.
For the most part, numbers that are formatted with the General format
are displayed just the way you type them. However, if the cell is not wide
enough to show the entire number, the General format rounds the
numbers with decimals. The General number format also uses scientific
(exponential) notation for large numbers (12 or more digits).
Number Used for the general display of numbers. You can specify the number of
decimal places that you want to use, whether you want to use a thousands
separator, and how you want to display negative numbers.
Currency Used for general monetary values and displays the default currency
symbol with numbers. You can specify the number of decimal places that

you want to display negative numbers.

Accounting Also used for monetary values, but it aligns the currency symbols and
decimal points of numbers in a column.
Date Displays date and time serial numbers as date values, according to the
type and locale (location) that you specify. Date formats that begin with
an asterisk (*) respond to changes in regional date and time settings that
are specified in Control Panel. Formats without an asterisk are not
affected by Control Panel settings.
Time Displays date and time serial numbers as time values, according to the
type and locale (location) that you specify. Time formats that begin with
an asterisk (*) respond to changes in regional date and time settings that
are specified in Control Panel. Formats without an asterisk are not
affected by Control Panel settings.
Percentage Multiplies the cell value by 100 and displays the result with a percent
(%) symbol. You can specify the number of decimal places that you want
to use.
Fraction Displays a number as a fraction, according to the type of fraction that you
specify.
Scientific Displays a number in exponential notation, replacing part of the number
with E+n, where E (which stands for Exponent) multiplies the preceding

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 Microsoft Excel 2010 UNIT 2
number by 10 to the nth power. For example, a 2-
decimal Scientific format displays 12345678901 as 1.23E+10, which is
1.23 times 10 to the 10th power. You can specify the number of decimal
places that you want to use.
Text Treats the content of a cell as text and displays the content exactly as you
type it, even when you type numbers.
Special Displays a number as a postal code (ZIP Code), phone number, or Social
Security number.
Custom Allows you to modify a copy of an existing number format code. Use this
format to create a custom number format that is added to the list of
number format codes. You can add between 200 and 250 custom number
formats, depending on the language version of Excel that is installed on
your computer.

To apply number formatting:

1. Select the cells(s) you want to modify.
2. Click the drop-down arrow next to the Number Format command on the Home tab.
The Number Formatting drop-down menu will appear.
3. Select the desired formatting option.
Increase and decrease decimal points:-
4. We can use the Increase Decimal and Decrease Decimal commands (below the
Number Format command) to change the number of decimal places that
are displayed.

Style Group
1. Conditional Formatting
Before leaving behind the scintillating subject of cell formatting, there’s one more
formatting button in the Styles group of the Home tab of which you need to be
aware. The Conditional Formatting button enables you to apply provisional
formatting to a cell range based solely on the categories into which its current
values fall. The cool thing about this kind of conditional formatting is that should
you edit the numbers in the cell range so that their values fall into other categories,
the program automatically changes their cell formatting to suit.
When you click the Conditional Formatting button in the Styles group of the Home
tab, a drop-down menu appears with the following options.
i) Highlight cell rules ii) Top/Bottom Rules
iii) Data Bars iv) Color scales
v) Icon Sates vi) New Rules
vii) Manage Rules viii) Clear Rules
2. Format as Table - Convert the selected range into a table format.
3. Cell Style -It is used to make your cell in colourful style.
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 Microsoft Excel 2010 UNIT 2
Cells Group
1) Insert – It is used to insert row, column, cell and sheet anywhere in your
workbook.
2) Delete – It is used to delete any selected row, column and sheet or cell.
3) Format – This is most used option of Home Tab. It has following advantage
which are given below:-
 Cell Size:-
1. Row Height—Change the height of selected row.
2. Auto fit Row Height—Auto fit the contents of row according to
column height.
3. Column Width---Change the width of selected Column.
4. Auto fit Column width--- Auto fit the contents of column according to
column width.
5. Default Width--- See and change default width of selected column.
6. Visibility :- It is used to show and hide the column, row and sheet.
7. Organize Sheet :- It is used to rename sheet, move or copy sheet and
also change the sheet tab color.
 8. Protection:-
 It is used to lock and unlock cell and protect sheet and unprotect sheet.
A very important note is that every locked is only protected when we
protect sheet.
 

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 Microsoft Excel 2010 UNIT 2
Editing Group
1. Autosum(AlT+=) :-
Automatically add a quick calculation in your worksheet such as average, max
min, sum etc.
2. Fill option:-
  You can also fill the values of up, down, right and up cells into others cells.
 Series: - Fill values of selected range into auto fill, growth and linear or
 day.
  Justify:-Combine the text value of two selected cell into one cell.
 Across Worksheet: - This option is used to fill values of selected range of
 cells to across selected worksheet.
 Flash Fill: - It is used to fill value automatically in the selected cell same as
or any part of couples of Examples, which is placed in the previous
column.
Example:-

o How to Use Flash Fill:-

 Firstly we have to type a couples of Example Like As :- We have Already
 typed in A1:A3.
 Then Go to B1 cell and Type ‘Shivam’ and Press “Ctrl+Enter” and Then
 “Ctrl+E” for Flash Fill.
 Then we can see all cells will automatically fill in the series like a Couple of
Example.
 Clear: - Delete everything from cell or selectively remove format or content or
 hyperlink or formula from cells.
 Sort & Filter:--
 Sort A to Z: - This is used to sort selected column or row from
lowest to highest value. (Alt+H+S+S)
 Sort Z to A: - This is used to sort selected column or row from
highest to lowest value. (Alt+H+S+O)
 Custom Sort:- This is used to open a custom sort dialogue box to
sort by multiple columns or rows or case sensitive sort and
other sort options. (Alt+H+S+U)
 Filter (Ctrl+Shift+L):- Enable filtering on selected cell from that you can
 exactly find that value you want to find.

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 Microsoft Excel 2010 UNIT 2
 Find & Select :--
  Find : - This is used to find any text in your sheet.(Ctrl+F).
 Replace :- This is used to replace the text you find before(Ctrl+H)
 Goto:- This is used to go to specific cell. (Ctrl+G or F5).
 Go to Special:- It is used to go to formulas ,format, hyperlink etc.
 Selection Pane:- Show visibility and selection of object.
 Select object:- select objects of sheet.

Insert Tab
There are Eight Groups in Insert Tab.
1. Tables 2. Illustration
3. Chart 4. Sparkline’s
5. Filter 6. Link
7. Text 8. Symbol
Table Group
This group will let you analyze your data using tables and pivot tables.
1. Table
 Select Row & Column
 Where you want to create.
 Go to Insert Tab.
 Click on Table option in to table’s group.
 Press OK.

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 Microsoft Excel 2010 UNIT 2
2. Pivot Tab
The Pivot Table concept is not new in Excel 2010,it was already present in Excel
2007 but some noteworthy improvements have been made to it.

The Pivot tables are used to summarize, analyze, explore and present your data. A
Pivot table is a way to extract data from a long list of information and present it in a
more meaningful and user friendly understandable format. For example, let’s say
that we have the data of student scores in a spreadsheet; you could turn this into a
pivot table, and then view only the Math scores for each pupil.

How to Create Pivot Table –

Step 1-
 Make a Table Chart.
 Select Table where you make a Pivot table.
 Go to insert tab.
 Go to tables group.
 Click on Pivot Table
 A box is appearing on the Screen.
 Click on Existing worksheet.
(if you want to create newwork sheet then you
click ok).
 Select cell where you want to make a pivot table.
 The Pivot table field box is appearing on screen.

Note-
To complete the pivot table assign the fields in the PivotTable Field List task pane
to the various parts of the table. You do this by dragging a field name from the
Choose Fields to Add to Report list box and dropping it in one of the four areas
below, called drop zones. There are 4 box shows in pivot table field list.

1. Report Filter-
This area contains the fields that enable you to page through the data summaries
shown in the actual pivot table by filtering out sets of data — they act as the filters
for the report. So, for example, if you designate the Year Field from a table as a
Report Filter, you can display data summaries in the pivot table for individual years
or for all years represented in the table.
2. Column Level-
This area contains the fields that determine the arrangement of data shown in the
columns of the pivot table.
3. Row Level -
This area contains the fields that determine the arrangement of data shown in the
rows of the pivot table.

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 Microsoft Excel 2010 UNIT 2
4. Values-
This area contains the fields that determine which data are presented in the cells of
the pivot table — they are the values that are summarized in its last column
(totaled by default).

Now follow these steps-

 Go to pivot table filter box.

 Select “City” & send to Column labels box.
 Select “Items” & send to Row labels box.
 Select “Sale” & send to Values box.
 Now Pivot table created on screen.

Note- When you create pivot table then two tabs appear on screen.
1. Analyze Tab 2. Design Tab

How to change name of Pivot Table-

Steps-
 Select Sum of sale cell on pivot table.
 Go to Analyze tab.
 Go to pivot table Group.
 In the box, Type MY TABLE

ACTIVE FIELD GROUP AND FIELD SETTING OPTION-

This option is use to Change value of grand total.
Like As-Sum, Average, maximum, minimum, etc.

How to change value with the help of field setting –

 In Analyze Tab
 Click on field setting option in active field group.
 A box is appearing on screen.
 Select following value (Which you want).
 Click ok.
 If you want to return then you click (ctrl + Z).

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 Microsoft Excel 2010 UNIT 2
How to use report filter box in pivot table-

 Click on pivot table (where you create pivot table).

 Go to pivot table field lest
 Go to column label box.
 Select “city” (which you see to report then you send in
report filter box).
 Select & drag to in report filter box.

Note- if you want to show pivot table in expandable with column label wise or row
label wise then you click on Expand entire field option in Analyze Tab of Active
field group.(Follow this step if you want)
 A box is appear
 Select City or Sale & click OK.
 If you want to Close Expandable.
 Table then you clicks on Collapse
Option on Active field group , on Analyze Tab.

Note - If you want to Set Group wise data then select Items Row or Column Then
you Click on Group Selection Option on Analyze Tab.(if you Want to ungroup then
click on Ungroup Option On Same Tab.)
 INSERT SLICER OPTION-
This Option is Use to Show faster & easier to filter pivot table.
 Select Pivot table.
 Click on Analyze Tab.
 Click on Insert Slicer option.
 Open Slicer Wizard.
 Select any Option.
 Click OK.
 DATA GROUP-
This group is use to Refreshing Pivot Table & We
can change or update Pivot table With the help
of Change Data Source option.
 ACTION GROUP-
This group is use to Clear, Select & Move Pivot Table.

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 Microsoft Excel 2010 UNIT 2
 CALCULATION GROUP-
This group is used to Summarize values, Show
Values Like as %.If you want to show Increase value
in next column then you click on Fields items & Sets
option.
Step-
  Select Pivot table.
 Click on Fields items & Sets option. 
 Select calculated field option.
 Open wizard.
 Go to Field Box & Select Sale.
 Click on Insert field tab.
 In formula box type+200(W.Y.W.)
 Click ok.

 TOOLS GROUP-
PIVOT CHART-
This option is use to show value of row or column
in Graph Chart (Which type you want)
Step-
 Select pivot table
 Click on Pivot chart on Analyze Tab
 Open wizard.
  Select any type
 Click ok
SHOW GROUP-
This group is use to show & hide
options.
PIVOT TABLE TOOLS-
DESIGN TAB-
This tab is use for Layout, design of table.

LAYOUT GROUP -
This group is used to change look (layout) of
Pivot table.
PIVOT TABLE STYLE and IT’s OPTIONS-
Modify in selected pivot table style & to Change pivot table style.

INSERT TAB , ILLUSTRATION GROUP-

Same as Word2010.

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 Microsoft Excel 2010 UNIT 2
How to Transparent Picture on cell
Step-
 Insert a picture
 Select picture & R-click.
 Select format picture.
 Open wizard.
 Select 3-D Format option.
 Click on Material option.
 Select any type (W.Y.W.).
 Click ok
 If you want no any changing
 In picture then you click on
Reset option.

Charts Group - This option is use for table To Show Table value in Graph Chart.
Step- Same as Pivot Chart.

Sparkline’s-This option is use in cell to show previous value in Graph or Signal.

Note :----Filter, links, Text & Symbols Group’s

already use in PowerPoint 2013.

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 Microsoft Excel 2010 UNIT 2
Page Layout Tab-
It contains 5 groups as below.
1) Themes 2) Page Setup
3) Scale to Fit 4) Sheet Option
5) Arrange
Themes Group
You can give a professional look to a document by applying a document theme.
A theme is a set of formatting choices that include a set of theme colours, a set
of theme fonts (including heading and body text fonts), and a set of theme
effects (including lines and fill effects).
 Open a Document &Type Some Word & Select.
 On the Page Layout tab,
 Go to the Themes group.
 Click Theme, Colours, Fonts, Effect (Which you want).
Page Setup Group
1. Page Margin
Page margins control the amount of blank space around the edges of the page in
your Microsoft Excel 2010/2013 document. Although they are usually left
blank, they can actually contain items such as headers, footers and page
numbers. You can get an idea of how big your margins are because as your
document grows, you will be able to see the white space around the edges.
2. Orientation
You can choose either portrait (vertical) or landscape (horizontal) orientation
for all or part of your document.
3. Size
To change the Page Size for the Excel document, In case if you want to change
the page size from the standard A4 size to A3 then you can use this feature.
4. Print Area
Select the area on the sheet which you want to print and click on set print area.
So that only the selection area will be printed. When you want to print the all
matter of sheet then you should clear the print area.

5. Break
Add a page break where you want the next page begin with printed copy.
6. Background --- Choose a picture for your background. Print Title----
Choose rows or columns to repeat on printed page those such as headers
or labels.

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 Microsoft Excel 2010 UNIT 2
Scale to Fit Group
1) Width--- Shrink the width of your printout to fit a certain number of
page.
2) Height---- Shrink the height of your printout to fit a certain number of
page.
3) Shrink to fit ---- Stretch and shrink of your printout to a percentage of
its actual size.

Sheet option Group

1) Gridlines--- It is used to view and print gridlines of sheet.
2) Heading---- It is used to view and print column and row headings.
Arrange Group
1. Bring Forward
Bring the selected object forward or into front or in front of Text.
2. Send Backward
Send the selected object Backward or to Backward or in front of
Text.
3. Selection Pane
Show the Selection Pane to Help Select Individual Objects & to Change
Their Order & Visibility.
4. Align
It is used to align the edge of multiple selected objects, like as:-
Align Top, Align Bottom etc.
5. Group
It is used to group of selected object.
6. Rotate
It is used to rotate the selected objects.

Priyanka Srivastava --- Computer Science & IT Depart. ---- Govt. Polytechnic Lucknow Page 17