SSC CGL COMPUTER KNOWLEDGE

PART-4
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By: Jitendra saini
(gov. computer tcher raj.)

MS Excel
MS-Excel
MS-Excel is an electronic spreadsheet program. which is used in the Windows
operating system.
MS-Excel is the application software provided in Microsoft Office.
MS-Excel is used to calculate statistics, to organize data i.e. to arrange data in
descending and ascending order, to analyze data, and to create charts.
Lotus 123 is used for spreadsheet work in the Microsoft Disk operating system.
Lotus 123 is made by IBM.
Visicalc is considered to be the first electronic spreadsheet program. Like MS
Excel, Libra Office, Google Sheets, I Work Numbers, Lotus Symphony, etc. are
given.
MS-Excel is written to Excel in the Run Menu of Windows.
The name of the file created in MS-Excel is By Default Name Book1
In MS-Excel 2003, 2007, 2010, 2013, the number of default sheets is three,
Sheet1, Sheet 2 and Sheet 3
In MS-Excel 2016, 2019, the number of By Default Sheets is
one.In MS-Excel, the by default Sheet is called Sheet1.
MS- The extension name of the file created in Excel 2007 is
.xlsx.MS- The extension name of the file created in Excel 2003
is .xls. In MS-Excel, the file is automatically saved after 10
minutes.
In MS-Excel, data is written in the
cell.Ms-Excel's file is called a book.
The smallest unit of MS-Excel is the cell.
The intersection of row and column forms the cell

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Cell Address
MS-Excel has a cell address.
Ms-Excel has a column label. The column label starts with 'A'.
In MS Excel, row has a unique number. Row starts at 1'.
In MS Excel, the Lable of the column is written first and then the row number is
written to write the address of any cell. For example: A1.
In MS-Excel, the group of sheets is called a book
In MS-Excel, we can tell the cell address from the column label and row's no.
The number of columns in MS-Excel 2000 and 2003 is 256.
In MS-Excel 2010, 2013, 2016, 2019, the last column label is "XFD".
The number of columns in MS-Excel 2010, 2013, 2016, 2019 is 16384.
The number of last rows in MS-Excel 2010, 2013, 2016, 2019 is "1048576".
The last cell address in MS-Excel 2000 and 2003 is "IV65536".
MS-Excel 2010, 2013, 2016, 2019 म First Cell Address A1
The address of the Last Cell in MS-Excel 2010, 2013, 2016, 2019 is
XFD1048576".
The vertical and horizontal lines in MS-Excel are called gridlines.

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 Gridlines are only shown in soft copies.
The entire sheet of Excel is divided into rows and columns.
OFFICE BUTTON

Office buttons are used in MS-Excel for New, Open, Save, Save as, Recent Document,
Print, Print Preview, Option. Note- The Office Button is only in MS-Office 2007 and
the Office Button has been changed to File Tab in the new version (2010, 2013, 2016,
2019).

MS Excel is divided into different tabs and each tab is divided into different groups-

Tabs Name
File / office
Home
Insert
Page Layout
Formulas Data
Review
View
Cell Address
In MS-Excel, cell addresses consist of colomn numbers and row numbers.
Ex:- A1,A2,B1,B2 Etc.
In Excel, the cell address appears in the name box.

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Home Tab

1. Clipboard-
Cut (Ctrl+X): To cut the selected data i.e. to remove it from its location.
Copy (Ctrl+C): To copy the selected data.
Paste (Ctrl+V): To paste cut or copied data.
Format Painter (Ctrl +shift +C): – The mouse pointer turns into a paint brush as
soon as you click on the painter to apply formatting on a data in the document.
2. Font
The default font of the MS-Excel file is Calibri.
The default font size of the MS-Excel file is 11.
Font size is measured in points.
MS-Excel म Minimum Font Size 01 Point & Maximum Font Size 409 Point

In MS-Excel, by default font style is regular.

There are four font styles in MS-Excel:
1. Regular
2. Bold
3. Italic
4. Bold/ltalic
Font Effect
1. Superscript Exp. :- 207
2. Subscript Exp. :- 205
3. Strikethrough: For the single line in the middle of the text. (I M GROOT)

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3. Alignment
By default text alignment of MS-Excel file is Left+Bottom.
By default number alignment of a file created in MS-Excel is right + bottom.
There are two types of alignment in MS Excel - horizontal and vertical.
There are 4 types of horizontal alignment - Left, Center, Right, Justify.
There are 5 types of vertical alignment - Top, Center, Bottom, Justify,
Distributed
1. Wrap text: In MS-Excel, as soon as the line is completed in one cell, the text
automatically goes to another line of the same cell.
2. Shrink to fit: Shrink to fit the data of more than one cell in the same cell.
3. Merge cell: – Merge cell is used to convert more than one selected cell into one
cell, the gridline of the cell is removed from the merge cell.

(i) Merge & Center: This merges the selected cell and aligns the written data center.
(ii) Merge across: This merges only the columns of the selected range.(iii) Merge Cells: It
is used to convert selected cells into a cell.(iv) Unmerge cells: It is used tounmerge
merged cells.

4. Number- MS-Excel # By Default Cell Format - General ,

1. General - 50
2. Number - 60.00
3. Currency - $80.00
4. Percentage – 70.00 %
5. Time - 11:00:00 AM
5. Editing
Auto Sum: It is used to calculate the total of the selected range.

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 Fill: It is used to fill the value written in the cell to the next cell.
Clear: It is used to remove the data written in the cell.

Insert tab

1. Tables –
Pivot Table – It is used to easily understand the complex data of the cell.
Table – It is used to insert tables into sheets.
2. Illustrations
Picture - It is used to insert pictures into sheets.
Clip art - It is done to insert pictures, sounds, etc. into the sheet.
Shapes - It is used for different types of shapes in sheets.
Smart art – Smart art is a visual representation that helps to understand
statistics.
Chart:Chart is used to compare numerical data with graphical, the area in which the
details of the chart are told is the area Legend.

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Types of charts

Column: Column charts are used to compare values across categories.

Line: Line charts are used to display fluctuation statistics.

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Pie chart is used to display the contribution of each value to the total it is used
when all the values are positive.

4. Bar: This chart is best for comparing multiple prices.

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XY (Scatter): It compares pairs of data in the form of XY charts it is used when the
values are not in x-axis order or when they represent different measurements.

Stock: This chart is used in three series of values in high, low and close order (often
stock prices).

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Surface: It is used to show trends in the values of two dimensions in the numerical,
continuous curve of series and series.

Doughnut: Like a pie chart, the contribution of each price to the total is displayed,
but it can contain several series.

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Area: This chart tells both the changes over time and the sum of these changes.

Bubble: A bubble chart is a type of scanner chart. The size of the bubble
indicatesthe values of the third variable.

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Radar: Displays values relative to the focal point, it is used when the ranges are not
directly comparable.

4. Links
Hyperlink :- In Excel File, it is used to create links from web pages, e-mails,
pictures.
The text on which the link is created appears in blue color.
5. Text
Text Box: It is used to insert text boxes.

Header & Footer :

Header: – Header is used to print a text in the top of each page of the
sheet.Header's default top margin is 0.5 inch.
Footer: Footer is used to print a text in the bottom of each page of the
sheet.Footer's bottom margin is 0.5 inch.
Word Art: It is used to insert decorative text in Excel.
Signature Line: It is used to insert signature and digital signature in a place in Excel
- Object :
- Symbol -It is used to insert symbols into documents.e.g. - -, © , ® , &

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Page Layout Tab

Themes: it is used to change the design of the sheet.

2. Page setup
Margin :- Margin is used to leave space around the page in MS-Excel and
there are 4 types - Left, Right, Top, Bottom.
By Default In Excel, margin top or bottom is 0.75 and left or right is 0.7.
MS-Excel By Default Page Orientation Portrait
Page Order :- Page order is used to remove the print of Excel's sheet.
Breaks: It is used to break and unbreak pages.
Scale to fit:It is used to change height and width.

Sheet Options:It is used to show and print grid lines and headings.

Arrange: –Graphics are used to arrange with text.

Formulas tab

Formula bar
(i) Collapse (ii) Expend
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(i) Collapse - The data written in the cell from this formula bar does not
appearsimultaneously.
(ii) Expend - From this formula bar, the data written in the cell appears
simultaneously.
1. Function Library
Function :
Pre-defined formulas are called functions.
The function inside the function is called nested funtion.
The function starts with "=" and is written in the formula bar.
Functions are not cas sensitive.
MS-Excel has different categories of functions and some steps are used to use
any function called the syntax of the function which is as follows:
Function formula:
1. = (equal sign)
2. Name Of फ 4न
3. bracket starting (
4. cell range 'Al:A9'
5. The ending of bracket)
6. Press Enter
Exp. :- =SUM(A1:A9)

Column
Row Height & Width

In MS-Excel 2003, the column's by default width is 8.43 characters (64 pixels)
and can be a maximum of 0 to 255 characters.
Note :- 0.08 Character = 1 Pixels
Row's by default height in MS-Excel 2003 is 12.75 points (17 pixels) and can be
a maximum of 409 points.
Note :- 0.75 Points = 1 Pixel
In MS-Excel 2007, 2010, 2013, 2016, 2019, the column's by default width is 8.43
character and can be a maximum of 255 charater.

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 In MS-Excel 2007, 2010, 2013, 2016, 2019, row's by default height is 15 points
and can be a maximum of 409 points.
By default row is measured in height points and column width in characters.
In MS-Excel, when the height of a row is changed from mouse, its unit is both
point and pixels.
In MS-Excel, when the width of a column is changed from the mouse, its unit is
both character and pixels.
A maximum of 32767 characters can be written in a cell.
A maximum of 255 characters can be written in a line of a cell.
Cell Reference
In MS-Excel, the address of the cell is called cell reference.
Cell reference is used to fix the address of the cell.
The dollar ($) sign is used to fix the address of the cell.
There are 3 types -
(a) Relative cell references-That do not have rows and column fixes are called
relative cell references. Such as -B1 : B10
(b) Mixed cell references-Such cell references in which either row or column isfixed
are called mixed cell references.E.g. $B 1 : $B 10
(c) Absolute cell references-Such cell references that contain both row and columnfixes
are called absolute cell references.E.g. $B$1 : $B$10

Operators
The symbol used in formulas and functions in MS-Excel is called "operator".
E.g. - C1 + C2
In MS-Excel, the operators are as follows:
(a) Arithmetic operator -
+ (Plus Sign)
- (minus Sign)
- (Multiply Sign)
/ (Forward Sign)
% (Percent Sign)
^ (Caret Sign)
(b) Comparison operator -
= (Equal Sign)
> (greater than)
< (Less than)
>= (greater than equal)
<= (Less than equal)

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 <> (Not equal)
(c) Text operator -
- & (Ampersand) - It is used to connect text written in two cells.

(d) Reference operator -

Comma (,) – Also called Union Operator. It is used for multiple cell ranges.
Such as - C1, C2, C3
Colon (:) - It is used to give the range of the cell. Such as C1 : C10
(Space) Operator -
Error in M S Excel -The error of a function in Excel starts with '#' (hash sign).

1. #DIV/0! - This error shows when a value is divided by 0.

2. #Value! - If there is a wrong value in the function.
3. #REF! - This error shows when a cell reference is wrong.
4. #NULL – This error is shown in a cell reference due to a mistake of comma orcolon.
5. #NAME! - The name of the function is shown when it is wrong.
6. #N/A - This error shows up when the value is not found.
7. #NUM! - This error show occurs when the square root of negative value is
removed.
8. ##### - since the data written in Cell is larger than the cell, the ### (Hash)sign is
created.
Name Box
The smallest unit of Excel is the cell.
In Excel, the cell is formed by the intersection of row and column.
Excel has a cell address.
In Excel, the cell address appears in the name box.
The name box is a small box in the left side below the ribbon bar.
Formula Bar
In Excel, data is written in the cell.
The formula bar is shown on the right side of the name box.
The content (data) written in the cell is shown in the formula bar.
Cell Range
Selecting more than one cell is called cell range.
Cell range is represented by colon.

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Formula tab

Function Library: Function is divided into different categories, which is as follows:

Text functions-Such functions that work on text are called text functions.

Char this function works on the basis of ASCII code.Ex : = char("68"). = D (because
68' has character 'D'. )
Code – This function is used to know the ASCII code of any character. - Ex. :- =
Code("c")= 99 (as 'c' has ASCII code of 99'. )
Exact: This function is used to match two strings.Ex. :- = Exact("groot " " groot ") =
TRUE (both strings are the same then output is TRUE)= Exact ("groot " " Groot ") =
FALSE (both strings are not the same then output is FALSE)
Upper: This function is used to write text in a capital letter.Ex. :- = Upper (“groot")
= GROOT
Lower- This function is used to write in small letters.Exp. :- = Lower(GROOT) =groot
Left – It is used to view the left character of the written text.Exp. :- = left (GROOT) =
G
Right: Right is done to see the character.Ex. :- = Right(GROOT) = T
8.MID - This function is used to see the middle character of the written text Ex. :- '=
MID(IMGROOT,2,3) = MGR
Proper – With this function, the first character of each word becomes capital and
the rest of the other small characters.Ex :- = Proper("im groot”) = Im Groot
Rept – This function is used to repeat the written text.Ex. :- = Rept. (Groot, 2)
=Groot,Groot
Concatenate – This function is used to connect strings.Exp.:- = Concatenate
("Im","Groot") = Im Groot
TRIM – This function is used to remove space between text strings.Exp. :- = TRIM
(Im Groot) = ImGroot

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LEN – This function is used to know the number of characters in the text string.Exp.
:- = LEN (Chetan) = 6

Date & Times

Today: This function is used to insert the current date in the cell.Exp. :- = Today) =
30/9/2020
Now: - This function is used to insert current date and time in the cell.Exp. :- = Now)
=30/9/2020 05:30 PM
Date: - This function is used to write the date in the default format of the date.Exp.
:- = Date (2020, 09, 20) = 20/09/20
Year: - This function is used to extract the year in the given date.Exp. :- =
YEAR(05/03/2020) = 2020
Day: This function is used to remove the day in the given date.Exp. :- =
DAY(05/03/2020) = 05
6. Month: - This function is used to remove month in the given date.Exp. :- =
MONTH(05/03/2020) = 03
Weekday: This function is used to remove the blows in the given date. Its output is
1 for Sunday and 7 for Saturday.Exp. :- = WEEKDAY(05/01/2020) = Thrusday
Weeknum: - This function is used to remove the week of the year in the given
date.Exp. :- = WEEKNUM(05/01/2020) = 18
Second: - This function is used to remove seconds in the given time.Exp. :- =
SECOND(04:33:50) =50
Minute: - This function is used to remove minute in the given time.Exp. :- =
MINUTE(06:30:20) =30
Hours: - This function is used to remove hours in the given time.Exp. :- =
HOURS(02:20:10) = 02

Logical Function
1. AND: The output of this function is true or false. If all the given conditions are true
then the output will be true if a single condition is wrong, then the output will be
false.
2. OR: The output of this function is true or false. If any of the given conditions is
correct, its output will be true and if all the conditions are wrong, the output comes
false.
3. NOT: The output of this function comes in true and false. This changes the function
output. If the correct condition is there, the output will be false and ifthe condition
is wrong, the output will be true.
4. IF: The output of this function depends on the condition given by the user.

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Mathematical & Trig number Function:
1 = abs() :

This function is used to return absolute value.

It converts the negative number into a positive value.
But positive value has no effect.
Exp. :- ABS (-7) = 7
2 = product ():
This function is used to multiply the value written in the cell.
Exp. :- = Product(2,4) =08
3 = Power() :
This function is used to increase the power of the given number. The output of
this function is as follows.
Exp. :- = Power (2,5) = 32
4 = SQRT () :
This function is used to find the square root of the given number.
Exp. :- = SQRT (81) = 9
5. =ODD() :
This function is used to use the odd integer closest to the given number.
Exp :- = ODD(12) = 13
6. = EVEN () :
This function is used to get the nearest even integer of the given number.
Exp. :- = EVEN(11) = 12
7. =Round() :
This function gives an integer to a given number of digits.
It outputs the round number by 1-4 down and the round number 5-9 up.
Exp. :- = Round (220.244,2) = 220.24 ( Rule 1-4)
= Round(220.255,2) = 220.26 ( Rule 5-9)
8. = ROUNDUP() :
This function elevates the numbers after decimals to (1-9).
Exp. :- = Roundup(220.299, 2) = 220.30
= Roundup(220.211, 2) = 220.22
9. =ROUNDDOWN() :
This function lowers the numbers after decimal.
Exp. :- = Rounddown (220.299, 2)
=220.29 = Rounddown (220.211, 2)
= 220.21
10 = MODE() :-
This function is used to extract the remainder.

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 Exp. : = MOD(3.2) = 1
= MOD (-3.2) = 1
= MOD (-3,-2) = -1
= MOD (3, -2) = 1
Statically Function
1. AVERAGE :-
This function is used to find the average of the given number.
Exp. :- =AVERAGE(20, 40, 30) = 30
2.MAX : -
This function is used to find the largest number from the given numbers.
Exp. :- =MAX(100, 200, 300) = 300
3. MIN : -
This function is used to find the smallest number from the given numbers.
Exp. :- =MIN(10, 20, 30, 0, -1) = -1
4. COUNT -
This function is used to find the total number in the given cell range. This
function does not count text.
Exp. :- =COUNT(10, 20, 30, 40) = 4
5. COUNTBLANK -
This function is used to count blank cells in a given cell range. But it also
counts the cell with function text.
V-Look up
V look up function is used to easily see sheet data in Excel.
V-Look up Function Wild Card Character Sport
There are two wild card characters - - , ?

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DataTab

1. Get External data

From Access:- It is used to retrieve data from MS-receive files.

From web:- It is used to get data from web files.

From text file:- It is used to get the data of a text file.

From other source:- It is used to get any data in any other way

2. Data Tools- What-If Analysis

Goal seeks:
The change in input according to output is done by goal seek.
It is used to forecast value.
1. Set cell
2. By changing cell

Review Tab

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1. Proofing
 Spelling & Grammar: it is used to find out the inaccuracy of S pelling andgrammar.
 Research:- It is used for dictionary.
 Thesaurus:- It is used for synonyms and antonyms.

 Translate:- It is used to convert content into another language.

2. Comments
3. Changes
 Protect Sheet: It is used to protect the sheet. Protect
Workbook: It is used to protect the book.

View Tab

1. Workbook Views
 Normal :- Default layout is normal in Excel

 Page Layout: This view is used to see the beginning and ending point of the page
during printing, it can also put header and footer. This leads to 9 columns and 47
row prints on a page by default.
 Page Break Preview: This view is used to break the sheet of Excel. This makesthe
sheet appear in the dotted line according to the letter page.
 Custom view:- It is used to view the selected area of the sheet in Excel.
 Full Screen Reading: Another name for this view is toggle view. It is used forproof
reading.

2. Show/Hide
 The document is used to display or hide.
3. Zoom
 In MS-Excel, the screen can be zoomed minimum 10% and maximum 400%.
 Freeze Panes :- In Excel, it is used to freeze rows and headings of columns.

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4. Window :-
Split Window: -It is used to divide the window into two parts in place of cursor andfrom
which different sections of the document can be seen at a time.
New Window: –New window is used to create another document similar to thecurrent
document.

Macros Macro:
Macro is used to record shortcut keys. Those who are alreadyreserved cannot be used.

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