INFORMATION TECHNOLOGY FOR

MANAGERS

Microsoft Excel-DOCUMENT
(MS –EXCEL)

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 MS –EXCEL: Creating a New Workbook:
The steps to create a new workbook are,
• 1. On the File menu, click New.
• The new workbook task pane appears at the right side of
the screen. Click blank workbook. A new workbook with
3 worksheets appears. By default, the workbook is
named as Book 1, and sheet 1 is the active worksheet &
A1 is the active cell.

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MS –EXCEL: Creating a New Workbook:

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MS –EXCEL: Creating a New Workbook:

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 MS –EXCEL: Entering data
Entering data:
• You can enter text, numbers and dates in an Excel worksheet.
• To enter data of any type,
• 1. Select the cell by clicking on it.
• 2. Type the information.
• 3. Press the Enter key.
When you begin typing, your data also appears in the formula bar.
Editing text:
• The easiest way to edit the contents of a cell is to select the cell and then
retype the entry. The new entry replaces the old contents.
• Alternatively, to edit the data in a cell, press F2.
• Ex: Suppose you find that in the cell A6, you have entered the marks as 78
instead of 87, then click on A6 and type 87 enter

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 MS –EXCEL: Entering data
Formatting a worksheet:
• Changing the style or appearance of data in a worksheet is called
formatting. You can format the data in a worksheet by:
• Changing the position of data in a cell
• Changing the font, size, style & colour.
Aligning data:
• By default, any text you enter in Excel is aligned to the left and any value or
number is aligned to the
• Right. To change the default alignment, you can use the alignment buttons
on the formatting tool bar.

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 MS –EXCEL: Creating a New Workbook:

Formatting Numbers:
Formatting data in a
worksheet includes
changing the number of
decimal places, displaying
dates, times & fractions and
adding currency symbols.
To format the number in a
cell, the steps are:
Format/Cell/N/umber/Deci
mal places/2

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 MS –EXCEL: Entering data
• Formatting Text: Text can be formatted using the buttons on the
formatting toolbar. Font of a cell, font size can be changed. The font
style can also be changed to bold, Italic etc.
• Inserting Rows & Columns:
In Excel, rows & columns can be inserted or deleted without affecting
the surrounding rows, columns & cells.
To insert a row,
• 1. Rest the mouse pointer over the row above which you want to
insert the new row. 2. On the Insert menu, click rows.
• A row is inserted and the existing row moves down after the new
row.
To insert a column,
• 1. Rest the mouse pointer over the column before which you want to
insert the new Column. 2. On the Insert menu, click columns.

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 MS –EXCEL: Entering data

• Changing Row height & Column width:

• By default, every row is 12.75 points high and every column is 8.43
characters wide. As you fill it with data, however you have to change the
size of rows & columns so that it is fitted to the length of the data.
To Resize a column:
1. Rest the mouse pointer on the column boundary on the right side.
2. The shape of the mouse pointer changes to
3. Drag the boundary until the required width is obtained.
• Similarly, Row height can also be adjusted by selecting the rows.
• Sorting: Highlight the cells that should be sorted and click the sort
Ascending (A-Z) button or Sort Descending (Z-A) button found on the
Standard toolbar.
• Printing: To print the worksheet, select File Print from the Menu bar (or)
click on the Print button from the Standard Toolbar (or) follow the key
sequence Ctrl + p

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 MS –EXCEL: Entering data

• Inserting Page breaks: To set the page breaks within the

worksheet, select the row you want to appear just below the page
break by clicking the row‘s label. Then choose Insert page break
from the page layout menu.
• When you attempt to print a worksheet Excel automatically inserts
page breaks view.

• Saving a workbook: To save a workbook,

• File Save (or)
• Ctrl +S (or)
• click on the save button on the Tool bar.
• Save dialogue box appears. Type the name and click Save.

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 MS –EXCEL: Formulas
In Excel. One of the powerful features is formulas. A
formula is an equation that is used to perform calculations
on data in a worksheet.
• We can use formula to perform Mathematical, Statistical
& date/time operations on a single value or a set of
values by using operators.
• The cells in which formulas are stored, display the
result of the calculation and not the formula.
• In Excel, a formula starts with an equal (=) sign and
should be followed by the operation to be performed.
• We can use any number of operators in a single formula.

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 MS –EXCEL: Formulas
MS- Excel evaluates the formula according to the order of precedence
of the operators.

Operator Operation Order of

precedence
( ) Bracket 1

^ Exponentiation 2

*, / Multiplication , Division 3

+ , - Addition, Subtraction 4

& Concatenation 5

=, > ,< Comparisons 6

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 MS –EXCEL: Formulas
Examples of the formula expressions:
1. Suppose the values in the cells B2, C2, D2 are 34, 28, 56
respectively. To add these values and to have the result in the cell F2,
• Step i) Click on the cell in which total marks is to be displayed, i.e F2
• ii) Type = ( B2 + C2 + D2 )
• iii) Press Enter
• The value ―118 will be displayed in F2.
• 2. Suppose the value of the cell A4 is 55. Divide the value by 5 and
add 9 to it and place it in the cell C4:
• Step i) Click the cell C4.
• ii) Type = (A4/5+9)
• iii) Press Enter
• The value 20 will be displayed in the cell C4.

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MS –EXCEL: Formulas

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MS –EXCEL: Formulas

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 MS –EXCEL: Functions
• A function is a built-in, readymade and frequently used formula that
accepts data, perform calculations & returns results.
To enter a function in a cell,
• i) Click the cell in which you want the result of the function to be
displayed.
• ii) Type “=“sign.
• iii) Type the function name.
• iv) Type the cell range & other arguments within brackets.
• v) Press Enter.
Note : To specify a range of cells, a colon (:) is used between the first &
last cell addresses.
Example: =Average(B1: B10)
Calculates the average of the values in the cells B1 to B10

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 MS –EXCEL: Functions
Mathematical functions with syntax and purpose:
• i) Sum( number1, number2,…) – gives the sum of the values in a specified
range
• ii) Abs( number) - gives the absolute value of the number
• iii) Fact( number) - gives the factorial of the number
• iv) Sqrt(number) - gives the square root of the number
• v) Log(number) - gives the logarithm of the number

Statistical functions with syntax and purpose:

• i) Average( range of cells) - calculates the average of the values in a
specified range
• ii) Stdev(range of cells) - calculates the standard deviation of the given data
• iii) Mean( range of cells) - calculates the mean of the given data
• iv) Max( range of cells) - gives the maximum value within the range
specified
• v) count( ) - counts how many numbers are there in the list of arguments

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 MS –EXCEL: Function Wizard
The Function Wizard is a tool in Excel through which a user can enter formulas
in the correct format without any errors. It contains all the functions according to
the type such as Mathematical, Statistical, Date/time, Financial etc.

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MS –EXCEL: Function Wizard

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