UNITED INSTITUTE OF MANAGEMENT

ALLAHABAD

BY
NOOR AHMAD
Assistant Professor
United Institute Of
Management, Naini Allahabad.

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 INTRODUCTION TO MS-EXCEL

 Excel is a computer application used to create electronic

spreadsheet. Within excel user can organize data ,create chart
and perform calculations.

 The first version of Excel was released for the Mac in 1985 and
the first Windows version was released in November 1987.

 When the first version of Excel was made there was another
major spreadsheet program called Lotus 123. Microsoft was
searching for a name to suggest that their
spreadsheet excelled over Lotus 123.

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 STEPS TO OPEN MS EXCEL 2007

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 OVERVIEW OF EXCEL
 Microsoft excel consists of workbooks.
Within each workbook, there is an infinite
number of worksheets.

 Each worksheet contains Columns and

Rows.

 Where a column and a row intersect is

called a cell. For e.g. cell D5 is located
where column D and row 5 meet.

 The tabs at the bottom of the screen

represent different worksheets within a
workbook. You can use the scrolling
buttons on the left to bring other
worksheets into view.

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 OFFICE BUTTON CONTAINS..
NEW-TO OPEN NEW WORKBOOK.
(CTRL+N)
OPEN-TO OPEN EXISTING DOCUMENT
(CTRL+O)

SAVE-TO SAVE A DOCUMENT.

(CTRL+S)

SAVE AS-TO SAVE COPY DOCUMENT.

(F12)
PRINT-TO PRINT A DOCUMENT.
(CTRL+P)
PREPARE-TO PREPARE DOCUMENT FOR DISTRIBUTION.
SEND-TO SEND A COPY OF DOCUMENT TO OTHER PEOPLE.
PUBLISH-TO DISTRIBUTE DOCUMENT TO OTHER PEOPLE.
CLOSE-TO CLOSE A DOCUMENT (CTRL+W).

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 THE THREE PARTS OF
RIBBONS THE RIBBON ARE
TABS

GROUPS

COMMANDS

1 TABS:THERE ARE SEVEN TABS ACROSS THE TOP OF THE EXCEL WINDOW.

2 GROUPS: GROUPS ARE SETS OF RELATED COMMANDS,DISPLAYED ON TABS.

3
COMMANDS: A COMMAND IS A BUTTON,A MENU OR A BOX WHERE YOU
ENTER INFORMATION.
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 WORKING WITH CELLS

TO COPY AND PASTE CONTENTS:

Select the cell or cells you wish to copy.
Click the Copy command in the Clipboard group on the Home tab.
Select the cell or cells where you want to paste the information.
Click the Paste command.
The copied information will now appear in the new cells.
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 CONTD…

To Cut and Paste Cell Contents:

Select the cell or cells you wish to cut.
Click the Cut command in the Clipboard group on the Home tab.
Select the cell or cells where you want to paste the information.
Click the Paste command.
The cut information will be removed and now appear in the new cells.
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 FORMATTING TEXT

TO FORMAT TEXT IN BOLD, TO CHANGE THE FONT STYLE:

ITALICS OR UNDERLINE: Select the cell or cells you want to format.
Left-click a cell to select it or drag your Left-click the drop-down arrow next to the
cursor over the text in the formula bar to Font Style box on the Home tab.
select it. Select a font style from the list.
Click the Bold, Italics or underline
command.

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 CONTD…

TO CHANGE THE FONT SIZE: TO ADD A BORDER:

Select the cell or cells you want to format. Select the cell or cells you want to format.
Left-click the drop-down arrow next to the Click the drop-down arrow next to the
Font Size box on the Home tab. Borders command on the Home tab. A
Select a font size from the list. menu will appear with border options.

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 CONTD…

TO CHANGE THE TEXT COLOUR: TO ADD A FILL COLOUR:

Select the cell or cells you want to format. Select the cell or cells you want to
Left-click the drop-down arrow next to the Text format.
Color command. A color palette will appear. Click the Fill command. A color palette
Select a color from the palette. will appear.
Select a color from the palette.

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 INSERT ROWS & COLOUMS

NOTE:
1. The new row always
appears above the selected
row.

2. The new column always

appears to the left of the
selected column.
TO INSERT ROWS:
Select the row below where you want the new row to appear.
Click the Insert command in the Cells group on the Home tab. The row will appear.

To Insert Columns:
Select the column to the right of where you want the column to appear.
Click the Insert command in the Cells group on the Home tab. The column will
appear.
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 EDITING- FILL
 IN THE LOWER RIGHT HAND CORNER OF THE ACTIVE CELL IS
EXCEL’S “FILL HANDLE”.WHEN YOU HOLD YOUR MOUSE
OVER THE TOP OF IT, YOUR CURSOR WILL TURN TO A
CROSSHAIR.

 IF YOU HAVE JUST ONE CELL SELECTED, IF YOU CLICK AND

DRAG TO FILL DOWN A COLUMN OR ACROSS A ROW, IT
WILL COPY THAT NUMBER OR TEXT TO EACH OF THE OTHER
CELLS.

 IF YOU HAVE TWO CELLS SELECTED, EXCEL WILL FILL IN A

SERIES. IT WILL COMPLETE THE PATTERN.FOR EXAMPLE,IF
YOU PUT 4 AND 8 IN TWO CELLS SELECT THEM,CLICK AND
DRAG THE FILL HANDLE ,EXCEL WILL CONTINUE THE
PATTERN WITH 12,16,20.ETC.

 EXCEL CAN ALSO AUTO- FILL SERIES OF DATES, TIMES, DAYS

OF THE WEEK, MONTHS.
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 SORTING & FILTERING
TO SORT IN ALPHABETICAL ORDER:
Select a cell in the column you want to sort
(In this example, we choose a cell in column
Q).
Click the Sort & Filter command in the
Editing group on the Home tab.
Select Sort A to Z. Now the information in
the Category column is organized in
alphabetical order.

TO SORT FROM SMALLEST TO LARGEST:

Select a cell in the column you want to sort
(In this example, we choose a cell in column
Q).
Click the Sort & Filter command in the
Editing group on the Home tab.
Select From Smallest to Largest. Now the
information is organized from the smallest to
largest amount.
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 FILTERING
Click any cell within the range that you would like to filter.

Click the "Data" tab of the Microsoft Excel ribbon.

Click "Filter" from the "Sort & Filter" group.

Drop-down arrows will appear at the top of each column range.

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 CHARTS & GRAPHS
• Step 1: Enter the data in the cells of an Excel spreadsheet

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 CONTD…
• Step 2: Click the Insert tab. Use the mouse to highlight the
block of cells containing your data, then click the button
corresponding to the type of chart you want to create (in this
case, a Pie chart).

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 CONTD…

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 FUNCTIONS
SOME COMMON FUNCTIONS

= NOW RETURNS CURRENT DATE AND TIME.

= TODAY RETURNS CURRENT DATE ONLY.

= MOD RETURNS THE REMAINDER AFTER A NO.

IS DIVIDED BY A DIVISOR.

= LEN RETURNS THE NO. OF CHARACTERS IN A

TEXT STRING.

= SUM ADD ALL THE NUMBERS.

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 CELL REFERENCING
A RELATIVE CELL
REFERENCE AS
(A1) IS BASED
ON THE
RELATIVE
POSITION OF
THE CELL. IF THE
IN CELL (C1) SUM FUNCTION IS USED. POSITION OF
THEN FUNCTION FROM CELL (C1) IS COPY TO CELL (D3). THE CELL THAT
WHEN THE POSITION OF THE CELL IS CHANGED FROM (C1)
CONTAINS THE
TO (D3),THEN THE REFERENCE IS ALSO CHANGED FROM
(A1,B1) TO (B3,C3). REFERENCE
CHANGES, THE
REFERENCE
ITSELF IS
CHANGED.

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 CONTD…
AN ABSOLUTE
CELL REFERENCE
AS ($A$1) ALWAYS
REFERS TO A CELL
IN A SPECIFIC
LOCATION. IF THE
POSITION OF THE
IN CELL (C1) SUM FUNCTION IS USED.
CELL THAT
THEN FUNCTION FROM CELL (C1) IS COPY TO CELL (D3).
WHEN THE POSITION OF THE CELL IS CHANGED FROM (C1) TO CONTAINS THE
(D3),THEN THE ABSOLUTE REFERENCE REMAINS THE FORMULA
SAME(A1,B1).$ IS USED FOR CONSTANT ROW OR COLUMN. CHANGES, THE
ABSOLUTE
REFERENCE
REMAINS THE
SAME.

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 CONTD…

A MIXED
REFERENCE HAS
EITHER AN
ABSOLUTE COLUMN
AND RELATIVE ROW
OR ABSOLUTE ROW
IN CELL (C1) SUM FUNCTION IS USED. AND RELATIVE
THEN FUNCTION FROM CELL (C1) IS COPY TO CELL (D3). COLUMN. AN
WHEN THE POSITION OF THE CELL IS CHANGED FROM (C1) TO ABSOLUTE COLUMN
(D3),THEN ROW REFERENCE IS CHANGED(FROM 1 TO 3) BUT REFERENCE TAKES
COLUMN REFERENCE REMAINS SAME(A,B). THE FORM $A1,
$B1.AN ABSOLUTE
ROW REFERENCE
TAKES THE FORM
A$1, B$1.

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 SHORTCUT KEYS
PARTICULARS KEYS
 EDIT THE ACTIVE CELL F2
 CREATE A CHART F11
 INSERT CELL COMMENT SHIFT + F2
 FUNCTION DIALOGUE BOX SHIFT + F3
 INSERT A NEW WORKSHEET SHIFT + F11
 NAME MANAGER DIALOGUE BOX CTRL + F3
 VISUAL BASIC EDITOR ALT + F11
 MACRO DIALOGUE BOX ALT + F8
 HIDE THE SELECTED COLUMNS CTRL + 0
 UNHIDE THE COLUMNS CTRL + SHIFT + 0
 HIDE THE SELECTED ROWS CTRL + 9
 UNHIDE THE ROWS CTRL + SHIFT + 9
 SELECT ALL CELLS WITH COMMENT CTRL + SHIFT + O
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 Surprise Test 1

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 THANK YOU

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