PART 2- MS Excel

Excel is a spreadsheet program from Microsoft and a component of its Office product group
for business applications. Microsoft Excel enables users to format, organize and calculate
data in a spreadsheet. By organizing data using software like Excel, data analysts and other
users can make information easier to view as data is added or changed. Excel contains a large
number of boxes called cells that are ordered in rows and columns. Data is placed in these
cells. 

The three most important components of Excel:

1. Cell
A cell is a smallest but most powerful part of a spreadsheet. You can enter
your data into a cell either by typing or by copy-paste. Data can be a text, a
number, or a date. You can also customize it by changing its size, font color,
background color, borders, etc.

Every cell is identified by its cell address, cell address contains its column
number and row number (If a cell is on the 11th row and on column AB, then
its address will be AB11).

2. Worksheet:
A worksheet is made up of individual cells which can contain a value, a
formula, or text. It also has an invisible draw layer, which holds charts,
images, and diagrams. Each worksheet in a workbook is accessible by
clicking the tab at the bottom of the workbook window.

In addition, a workbook can store chart sheets; a chart sheet displays a single
chart and is accessible by clicking a tab.
3. Workbook
A workbook is a separate file just like every other application has. Each
workbook contains one or more worksheets. You can also say that a
workbook is a collection of multiple worksheets or can be a single worksheet.

You can add or delete worksheets, hide them within the workbook without
deleting them, and change the order of your worksheets within the workbook.

Excel terminology and components

Excel has its own terminology for its components. Some of these terms and
components include the following:

 Cell. A user enters data into a cell, which is the intersection of a column and row.  

 Cell reference. This is the set of coordinates where a cell is located. Rows are
horizontal and numbered whereas columns are vertical and assigned a letter.

 Active cell. This is the currently selected cell, outlined by a green box.

 Workbook. This is an Excel file that contains one or more worksheets.

 Worksheet. A worksheet is made up of individual cells which can contain a

value, a formula, or text. 

 Worksheet tab. These are the tabs at the bottom left of the spreadsheet.

 Column and row headings. These are the numbered and lettered cells located just
outside of the columns and rows. Selecting a header highlights the entire row or
column.

 Formula. Formulas are mathematical equations, cell references or functions that

can be placed inside a cell to produce a value. Formulas must start with an equal
"=" sign.

 Formula bar. This is the long input bar that is used to enter values or formulas in
cells. It is located at the top of the worksheet, next to the "fx" label.
 Address bar. This bar located to the left of the formula bar shows the number and
letter coordinates of an active cell. 

 Filter. These are rules a user can employ to select what rows in a worksheet to
display. This option is located on the top right of the home bar under "Sort &
Filter." An auto filter option can be selected to show rows that match specific
values.

 AutoFill. This feature enables users to copy data to more than one cell
automatically. With two or more cells in a series, a user can select both cells and
drag the bottom right corner down to autofill the rest of the cells.

 AutoSum. This feature enables users to add multiple values. Users can select the
cells they want to add and press the Alt and Equal keys. There is also a button to
enable this feature on the top right of the home page, above "Fill" and to the left of
"Sort & Filter."

 PivotTable. This data summarization tool sorts and calculates data automatically.

This is located under the insert tab on the far left.

 PivotChart. This chart acts as a visual aid to the PivotTable, providing graph

representations of the data. It is located under the middle of the insert page, next to
maps.

 Source data. This is the information that is used to create a PivotTable.

Microsoft Excel Window Components

1. Active Cell: A cell that is currently selected. It will be highlighted by a

rectangular box and its address will be shown in the address bar. You
can activate a cell by clicking on it or by using your arrow buttons. To
edit a cell, you double-click on it or use F2 as well.
2. Columns: A column is a vertical set of cells. A single worksheet
contains 16384 total columns. Every column has its own alphabet for
identity, from A to XFD. You can select a column by clicking on its
header.
3. Rows: A row is a horizontal set of cells. A single worksheet contains
1048576 total rows. Every row has its own number for identity, starting
from 1 to 1048576. You can select a row by clicking on the row
number marked on the left side of the window.
4. Fill Handle: It’s a small dot present on the lower right corner of the
active cell. It helps you to fill numeric values, text series, insert ranges,
insert serial numbers, etc.
5. Address Bar: It shows the address of the active cell. If you have
selected more than one cell, then it will show the address of the first
cell in the range.
 6. Formula Bar: The formula bar is an input bar, below the ribbon. It
shows the content of the active cell and you can also use it to enter a
formula in a cell.
7. Title Bar: The title bar will show the name of your workbook,
followed by the application name (“Microsoft Excel”).
8. File Menu: The file menu is a simple menu like all other applications.
It contains options like (Save, Save As, Open, New, Print, Excel
Options, Share, etc).
9. Quick Access Toolbar: A toolbar to quickly access the options which
you frequently use. You can add your favorite options by adding new
options to the quick access toolbar.
10. Ribbon Tab: Starting from Microsoft Excel 2007, all the options
menus are replaced with ribbons. Ribbon tabs are a bunch of specific
option group which further contains the option.
11. Worksheet Tab: This tab shows all the worksheets which are
present in the workbook. By default you will see, three worksheets in
your new workbook with the name of Sheet1, Sheet2, and Sheet3
respectively.
12. Status Bar: It is a thin bar at the bottom of the Excel window. It
will give you instant help once you start working in Excel.

Toolbars and Menus in Microsoft Excel

Toolbars and Menus :

A menu displays a list of commands. A menu (or drop-down menu) is the way in
which actions can be performed. Some of these commands have images next to
them so you can quickly associate the command with the image. Most menus are
located on the menu bar, which is the toolbar at the top of the screen.

Toolbars can contain buttons, menus, or a combination of both. A toolbar is just a

collection of icons that provides a shortcut to using a drop-down menu. Toolbars
offer quick shortcuts to commonly used commands and can be moved and
repositioned.

Excel contains two main menu bars, over fifty pre-defined toolbars and over fifty
pre-defined shortcut menus.
You can re-position any of the toolbars using the mouse and they can be docked to
any side of the application window.

The menu bar contains commands that you can use to create, control, edit, delete,
and format information in the Excel object:
1. File
2. Edit
3. View
4. Insert
5. Format
6. Tools
7. Data
8. Window
9. Help

The toolbar area also contains icons that correspond with specific commands. By
default, the Standard toolbar and the Formatting toolbar are available when an
Excel object is created:

To view the following toolbars, click View > Toolbars, and then click the toolbar
that you want

Ribbon and Tabs in Excel

Excel ribbon is the row of tabs and icons at the top of the Excel window that allows you to find,
understand and use commands for completing a certain task. Excel ribbon is the primary
interface that contains every command and feature. The Ribbon has multiple display options
according to your preferences.

In Excel Ribbon, the buttons and icons are grouped into different tabs based on the category of
their functionalities. It contains seven tabs: Home, Insert, Page Layout, Formulas, Data,
Review, and View.

Each tab has its specific groups of related commands. These groups have several additional
commands that can view by clicking the arrow at the right bottom corner of any group.
Excel Ribbon Tabs
The standard Excel ribbon contains the following tabs, from left to right:

o File: It allows you to jump into the backstage view that contains the essential file-related
commands and Excel options. This tab was introduced in Excel 2010 as replacing the
Office button in Excel 2007 and the File menu in earlier versions.
o Home: It contains the most frequently used commands such as copying and pasting,
sorting and filtering, formatting, etc.
o Insert: It is used for adding different objects in a worksheet such as images, charts,
PivotTables, hyperlinks, special symbols, equations, headers, and footers.
o Draw: It depends on the device type you're using. It lets you draw with a digital pen,
mouse, or finger. This tab is available in Excel 2013 and later, but the Developer tab is
not visible by default.
o Page Layout: It provides tools to manage the worksheet appearance, both onscreen and
printed. These tools control theme settings, gridlines, page margins, object aligning, and
print area.
o Formulas: It contains tools for inserting functions, defining names, and controlling the
calculation options.
o Data: It holds the commands for managing the worksheet data as well as connecting to
external data.
o Review: It allows you to check spelling, track changes, add comments and notes, protect
worksheets and workbooks.
o View: It provides commands for switching between worksheet views, freezing panes,
viewing, and arranging multiple windows.
o Help: It only appears in Excel 2019 and Office 365. This tab provides quick access to the
Help Task Pane and allows you to contact Microsoft support, send feedback, suggest a
feature, and get quick access to training videos.
o Developer: It provides access to advanced features such as VBA macros, ActiveX and
Form controls, and XML commands. This tab is hidden by default, and you have to
enable it first.
o Add-ins: It appears when you open an older workbook or load an add-in that
customizes the toolbars or menu.
1. DATE Function
DATE function returns a valid date based on the day,
month, and year you input. In simple words, you need
to specify all the components of the date and it
will create a date out of that.

Syntax
DATE(year,month,day)

Saving a workbook
Every workbook created in Excel must be saved and assigned a name to
distinguish it from other workbooks. The first time you save a workbook,
Excel will prompt you to assign a name through the Save As operation.
Once the file is assigned a name, any additional changes made to the
text, numbers, or formulas must be saved using the Save operation.

To save a new workbook:

 Choose File Save As from the menu bar.
  The Save As dialog box appears.
 Click the Save In: drop-down menu and locate where the file will be saved.
Choose 3 1/2 Floppy (A:) to save the file to a floppy disk or Local Disk
(C:) to save the file to your computer.
 Type a name for your file in the File Name: box.
 Click the Save button.

To save changes made to an existing workbook:

 Choose File Save from the menu bar.
OR

 Click the Save button on the Standard toolbar.

If you're saving the file for the first time and do not choose a file name,
Microsoft Excel will assign a file name for you.

It is a good idea to save frequently when working in a spreadsheet.

Losing information is never fun! You can quickly save your spreadsheet
by using the quick-key combination Ctrl+S.
Closing a workbook
To close an existing Excel XP workbook:
 Choose File Close from the menu bar. The workbook in the Excel window
is closed.

Excel XP will prompt you to save information if anything has been

typed between the last save and the time you close the file

Frequently used shortcuts

This table lists the most frequently used shortcuts in
Excel.
Description Key
Close a workbook. Ctrl+W
Open a workbook. Ctrl+O
Go to the Home tab. Alt+H
Save a workbook. Ctrl+S
Copy selection. Ctrl+C
Description Key
Paste selection. Ctrl+V
Undo recent action. Ctrl+Z
Remove cell contents. Delete
Choose a fill color. Alt+H, H
Cut selection. Ctrl+X
Go to the Insert tab. Alt+N
Apply bold formatting. Ctrl+B
Center align cell contents. Alt+H, A, C
Go to the Page Layout tab. Alt+P
Go to the Data tab. Alt+A
Go to the View tab. Alt+W
Open the context menu. Shift+F10 or

Windows Menu key

Add borders. Alt+H, B
Delete column. Alt+H, D, C
Go to the Formula tab. Alt+M
Hide the selected rows. Ctrl+9
Hide the selected columns. Ctrl+0

Function keys
Key Description
F1 F1 alone: displays the Excel Help task pane.
Ctrl+F1: displays or hides the ribbon.
Alt+F1: creates an embedded chart of the data in the current range.
Alt+Shift+F1: inserts a new worksheet.

F2 F2 alone: edit the active cell and put the insertion point at the end of its contents. Or, if editing is
turned off for the cell, move the insertion point into the formula bar. If editing a formula, toggle
Point mode off or on so you can use the arrow keys to create a reference.
Key Description
Shift+F2: adds or edits a cell note.
Ctrl+F2: displays the print preview area on the Print tab in the Backstage view.

F3 F3 alone: displays the Paste Name dialog box. Available only if names have been defined in the
workbook.
Shift+F3: displays the Insert Function dialog box.

F4 F4 alone: repeats the last command or action, if possible.

When a cell reference or range is selected in a formula, F4 cycles through all the various
combinations of absolute and relative references.

Ctrl+F4: closes the selected workbook window.

Alt+F4: closes Excel.

F5 F5 alone: displays the Go To dialog box.

Ctrl+F5: restores the window size of the selected workbook window.

F6 F6 alone: switches between the worksheet, ribbon, task pane, and Zoom controls. In a worksheet
that has been split, F6 includes the split panes when switching between panes and the ribbon
area.
Shift+F6: switches between the worksheet, Zoom controls, task pane, and ribbon.
Ctrl+F6: switches between two Excel windows.
Ctrl+Shift+F6: switches between all Excel windows.

F7 F7 alone: Opens the Spelling dialog box to check spelling in the active worksheet or selected
range.
Ctrl+F7: performs the Move command on the workbook window when it is not maximized. Use
the arrow keys to move the window, and when finished press Enter, or Esc to cancel.

F8 F8 alone: turns extend mode on or off. In extend mode, Extended Selection appears in the status
line, and the arrow keys extend the selection.
Shift+F8: enables you to add a non-adjacent cell or range to a selection of cells by using the arrow
keys.
Ctrl+F8: performs the Size command when a workbook is not maximized.
Alt+F8: displays the Macro dialog box to create, run, edit, or delete a macro.

F9 F9 alone: calculates all worksheets in all open workbooks.

Shift+F9: calculates the active worksheet.
Ctrl+Alt+F9: calculates all worksheets in all open workbooks, regardless of whether they have
Key Description
changed since the last calculation.
Ctrl+Alt+Shift+F9: rechecks dependent formulas, and then calculates all cells in all open
workbooks, including cells not marked as needing to be calculated.
Ctrl+F9: minimizes a workbook window to an icon.

F1 F10 alone: turns key tips on or off. (Pressing Alt does the same thing.)
0 Shift+F10: displays the context menu for a selected item.
Alt+Shift+F10: displays the menu or message for an Error Checking button.
Ctrl+F10: maximizes or restores the selected workbook window.

F1 F11 alone: creates a chart of the data in the current range in a separate Chart sheet.
1 Shift+F11: inserts a new worksheet.
Alt+F11: opens the Microsoft Visual Basic For Applications Editor, in which you can create a
macro by using Visual Basic for Applications (VBA).

F1 F12 alone: displays the Save As dialog box.

2
 Printing in Excel
It is quite easy to print one or more worksheets in Excel. Let us first understand the steps to print
the worksheet in Excel, and then we will discuss more details on each essential feature of
printing. The following steps must be performed to print any Excel worksheet:

o First, we need to open a specific Excel file and select the worksheet from the Sheet tab.
o Next, we need to go to the File tab and click the Print option from the list.

o After clicking the Print option, we can choose desired printing preferences (such as the
number of copies, printer, orientation, etc.) and finalize the printing process by clicking
the Print It looks like this:
Quick Print: Adding a Print button on Quick Access Toolbar
We can use the Quick Print option if we don't want to change default printer settings but print a
copy instantly. There are two following ways to use this option:

o We can use the keyboard shortcut Ctrl + P and press the Enter key. We don't need to
use a mouse this way.
o We can use the Print shortcut or button from the Quick Access Toolbar (QAT). However,
the shortcut must be added to QAT before using it.

MACROS IN EXCEL
Macros refers to an existing record and playback tool that helps us record an Excel
action or a set of actions. These actions are saved as instructions in the form of
codes. We can execute the recorded actions as many times as needed and whenever
needed. Since all mouse clicks and keystrokes are recorded sequentially, Excel
executes them step-by-step on the given data. Furthermore, the recorded Macro can
be later edited to make minor changes to suit our needs accordingly.

An Excel macro is an action or a set of actions that you can record, give a name,
save and run as many times as you want and whenever you want. Macros help you
to save time on repetitive tasks involved in data manipulation and data reports that
are required to be done frequently. Macros are small programs that record your
actions as you perform a task in Excel. The actions are then saved as a Visual
Basic Module, which is a type of program. When you run the macro later, it
repeats your keystrokes and thus repeats your actions. This is why macros are great
for automating repetitive tasks.

Record a Macro in Excel: Instructions

1. To record a macro in Excel, click the “View” tab in the Ribbon.

2. Then click the “Macros” drop-down button in the “Macros” button group.
3. Then select the “Record Macro…” command to open the “Record Macro” dialog
box.
4. In the “Record Macro” dialog box, enter a name for your new macro into the
“Macro name” text box.
5. To create a custom keyboard shortcut to use in conjunction with the “Ctrl”
key, type the desired shortcut key letter into the text box next to the “Ctrl +” label.
If you decide to do this, make sure you don’t overwrite an existing shortcut!
6. Select the name of the workbook to which to attach the macro from the “Store
macro in:” drop-down.
7. To record your macro’s actions, click the “OK” button and then perform the
actions to record.
8. To use relative cell referencing when recording a macro, click the “Macros”
drop-down button in the “Macros” group.
9. Then select the “Use Relative References” command.
10. To switch back to absolute cell referencing when recording a macro, click
the “Macros” drop-down button in the “Macros” group.
11. Then select the “Use Relative References” command again to turn it off.
12. To stop recording the macro, click the “View” tab in the Ribbon.
13. Then click the “Macros” drop-down button in the “Macros” button group.
14. Then select the “Stop Recording” command.