BBA LLB, 3rd Semester

Computer Applications in Law (BBALLBS301)

BBA LLB 3A
2022-23

Study Material
(Computer Applications in Law, BBALLBS301)
_____________________________________________________________________________________________

Module III [Microsoft EXCEL] Pg : 1-17

Microsoft Excel is a powerful spreadsheet software used for data analysis, calculations, and organizing
information. A worksheet is a grid of rows and columns where you can enter, manipulate, and calculate data.

Concept of Worksheets:
1. Creating a New Worksheet:
● Open Microsoft Excel.
● Click on the "Blank Workbook" template to create a new worksheet.

2. Worksheet Components:
● Rows are identified by numbers (1, 2, 3, ...).
● Columns are identified by letters (A, B, C, ...).
● Cells are formed at the intersections of rows and columns (A1, B2, etc.).

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Assistant Professor and Computational Science
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BBA LLB, 3rd Semester
Computer Applications in Law (BBALLBS301)
BBA LLB 3A
2022-23

Features of Excel:
1. Formulas and Functions:
● Formulas perform calculations using cell references.
● Functions are predefined formulas for specific calculations (e.g., SUM, AVERAGE).
2. Charts and Graphs:
● Visual representations of data for better understanding.
● Create charts like bar graphs, pie charts, and line graphs.
3. Sorting and Filtering:
● Reorder data based on values or conditions.
● Filter data to display specific records.
Types of Cell Referencing:
1. Relative Referencing:
● The default referencing type.
● Adjusts when copied to different cells.
2. Absolute Referencing:
● Uses a dollar sign ($) to fix a cell reference.
● Doesn't change when copied to other cells.
3. Mixed Referencing:
● Combines relative and absolute references.
● E.g., $A1 (fixed column, relative row), B$1 (relative column, fixed row).

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BBA LLB, 3rd Semester
Computer Applications in Law (BBALLBS301)
BBA LLB 3A
2022-23

Creating and Using Name Ranges:

1. Creating Named Ranges:
● Select the cell(s) you want to name.
● Go to the "Formulas" tab, click "Name Manager," then "New."
● Enter the name and reference for the range.

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BBA LLB, 3rd Semester
Computer Applications in Law (BBALLBS301)
BBA LLB 3A
2022-23

2. Using Named Ranges:

● Instead of typing cell references in formulas, use the name you assigned.

Simple Formula:
● Formulas perform calculations in Excel.
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Computer Applications in Law (BBALLBS301)
BBA LLB 3A
2022-23

● Start a formula with an equals sign (=) followed by mathematical operators and cell references.

Rearranging Data, Cut, Copy, Paste, Special, Auto Fill, Transpose:

1. Cut, Copy, Paste:
● Select the cells, right-click, and choose "Cut" or "Copy."
● Right-click in the destination, and choose "Paste."

2. Auto Fill:
● Drag the fill handle (small square at the bottom-right corner of a cell) to fill a series or pattern.
3. Transpose:
● Copy a range of cells, right-click where you want to paste, and choose "Transpose" under the
"Paste Special" options.

Saving and Closing Workbook:

1. Saving Workbook:
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Computer Applications in Law (BBALLBS301)
BBA LLB 3A
2022-23

● Click the "File" menu, then "Save As."

● Choose a location, enter a name, and select a format (e.g., .xlsx).
● Click "Save."

2. Closing Workbook:
● Click the "X" button in the top-right corner or press "Ctrl+W."

Working with Cell Values:

Data Formatting:

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BBA LLB, 3rd Semester
Computer Applications in Law (BBALLBS301)
BBA LLB 3A
2022-23

● Select cells, go to the "Home" tab, and use formatting options like font, size, color, borders, etc.

Calculations Based on Formulas and Functions:

Basic Arithmetic Operations:
1. Addition (+):
● Type "=A1 + B1" to add the values in cells A1 and B1.
2. Subtraction (-):
● Type "=A1 - B1" to subtract the value in cell B1 from the value in cell A1.
3. Multiplication (*):
● Type "=A1 * B1" to multiply the values in cells A1 and B1.
4. Division (/):
● Type "=A1 / B1" to divide the value in cell A1 by the value in cell B1.

Using Functions:
1. SUM Function:
● To add a range of numbers, type "=SUM(A1:A5)" to sum values from A1 to A5.
2. AVERAGE Function:
● To calculate the average of a range, type "=AVERAGE(A1:A5)".
3. MAX and MIN Functions:
● Use "=MAX(A1:A5)" to find the highest value in the range, and "=MIN(A1:A5)" for the lowest.
4. COUNT Function:
● Type "=COUNT(A1:A5)" to count the number of cells with values in the range.
5. IF Function:
● Use "=IF(A1>10, "High", "Low")" to display "High" if A1 is greater than 10, otherwise "Low."
6. VLOOKUP Function:
● Type "=VLOOKUP(A1, B1:D10, 2, FALSE)" to search for the value in A1 in column B and return the
corresponding value from column C.
7. HLOOKUP Function:
● Similar to VLOOKUP but searches in rows.

More Advanced Functions:

1. INDEX and MATCH Functions:
● Use "=INDEX(B1:B10, MATCH("Value", A1:A10, 0))" to find the value in column B corresponding to
a match in column A.
2. CONCATENATE Function:
● Combine text or values from different cells with "=CONCATENATE(A1, " - ", B1)".
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Computer Applications in Law (BBALLBS301)
BBA LLB 3A
2022-23

3. TEXT Function:
● Format a date with "=TEXT(A1, "dd-mm-yyyy")" to display it as "31-12-2023".
4. DATE and TIME Functions:
● Use "=DATE(2023, 12, 31)" to get the date December 31, 2023.
● "=NOW()" returns the current date and time.

Array Formulas:
1. Array Constants:
● An array constant is a list of values enclosed in curly braces: "{10, 20, 30}".
2. Array Formulas:
● An array formula performs operations on multiple values at once.
● Press Ctrl+Shift+Enter after typing an array formula.
3. SUMPRODUCT Function:
● Use "=SUMPRODUCT(A1:A5, B1:B5)" to multiply corresponding values in two ranges and sum the
results.

Working with Mathematical, Statistical, Text, Date, and Time Formats:

Mathematical Functions:
1. ABS Function:
● Use "=ABS(-5)" to get the absolute value of -5, which returns 5.
2. POWER Function:
● Type "=POWER(2, 3)" to calculate 2 raised to the power of 3, which is 8.

Statistical Functions:
1. AVERAGE Function:
● Use "=AVERAGE(A1:A5)" to calculate the average of the values in cells A1 to A5.
2. STDEV.P Function:
● Type "=STDEV.P(A1:A5)" to calculate the standard deviation of a population.

Text Functions:
1. CONCATENATE Function:
● Use "=CONCATENATE("Hello, ", A1)" to combine "Hello, " with the content of cell A1.
2. LEFT Function:
● Use "=LEFT(A1, 3)" to extract the leftmost 3 characters from cell A1.

Date and Time Functions:

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Computer Applications in Law (BBALLBS301)
BBA LLB 3A
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1. TODAY Function:
● Type "=TODAY()" to display the current date.
2. DATE Function:
● Use "=DATE(2023, 8, 21)" to create a date with the year, month, and day.
3. YEAR Function:
● Type "=YEAR(A1)" to extract the year from date in cell A1.
4. MONTH Function:
● Use "=MONTH(A1)" to extract the month from date in cell A1.
5. DAY Function:
● Type "=DAY(A1)" to extract the day from date in cell A1.
6. HOUR, MINUTE, SECOND Functions:
● Use these functions to extract components of a time value.

Custom Number Formats:

1. Currency Format:
● Select the cell(s), right-click, choose "Format Cells."
● In the "Number" tab, select "Currency" and choose your desired options.
2. Percentage Format:
● Similarly, select the cell(s), go to "Format Cells," and choose "Percentage."

Conditional Formatting:
1. Highlight Cells Rules:
● Select a range, go to the "Home" tab, click "Conditional Formatting," and choose a rule.
2. Color Scales:
● Apply color gradients to cells based on their values.

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BBA LLB, 3rd Semester
Computer Applications in Law (BBALLBS301)
BBA LLB 3A
2022-23

Number Formatting:
1. Decimal Places:
● Select a cell, go to the "Home" tab, and use the "Increase Decimal" and "Decrease Decimal"
buttons to adjust decimal places.

2. Scientific Notation:
● Change a cell's format to "Scientific" to display large numbers in scientific notation.

Calculations and Advanced Features:

Advanced Functions:
1. VLOOKUP Function:
● Use "=VLOOKUP(A1, B1:D10, 2, FALSE)" to search for a value in A1 within a table (B1:D10) and
return the corresponding value from the 2nd column.
2. HLOOKUP Function:
● Similar to VLOOKUP but searches horizontally.
3. INDEX and MATCH Functions:
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Assistant Professor and Computational Science
Brainware University, Kolkata 10
BBA LLB, 3rd Semester
Computer Applications in Law (BBALLBS301)
BBA LLB 3A
2022-23

●Use "=INDEX(B1:B10, MATCH("Value", A1:A10, 0))" to find a value in column A and return the
corresponding value from column B.
4. IF Function:
● Use "=IF(A1>10, "High", "Low")" to display "High" if A1 is greater than 10, otherwise "Low."
5. SUMIF and SUMIFS Functions:
● Use "=SUMIF(A1:A10, ">5")" to sum values in A1:A10 that are greater than 5.
● Use "=SUMIFS(C1:C10, A1:A10, ">5")" to sum values in C1:C10 where corresponding cells in
A1:A10 are greater than 5.
Array Formulas:
1. Array Constants:
● An array constant is a list of values enclosed in curly braces: "{10, 20, 30}".
2. Array Formulas:
● An array formula performs operations on multiple values at once.
● Press Ctrl+Shift+Enter after typing an array formula.
3. SUMPRODUCT Function:
● Use "=SUMPRODUCT(A1:A5, B1:B5)" to multiply corresponding values in two ranges and sum the
results.
Goal Seek:

1. Goal Seek Feature:

● Go to the "Data" tab, click "What-If Analysis," and choose "Goal Seek."
● Use this to find the value that makes a specific formula result.
Data Validation:
1. Data Validation:
● Go to the "Data" tab and click "Data Validation."
● Set rules for cell values, such as restricting to specific values or ranges.

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BBA LLB, 3rd Semester
Computer Applications in Law (BBALLBS301)
BBA LLB 3A
2022-23

Scenario Manager:
1. Scenario Manager:
● Go to the "Data" tab, click "What-If Analysis," and choose "Scenario Manager."
● Use this to create different scenarios for calculations based on changing variables.

Solver Add-In:
1. Solver Add-In:
● Go to "File" > "Options" > "Add-Ins."
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Computer Applications in Law (BBALLBS301)
BBA LLB 3A
2022-23

● Select "Solver Add-In" and click "OK."

● Use Solver to optimize solutions for complex problems.

Pivot Tables and Charts:

1. Pivot Tables:
● Use pivot tables to summarize and analyze data.
● Drag and drop fields to rows, columns, values, and filters.
2. Pivot Charts:
● Create pivot charts to visualize pivot table data.

Printing and Protecting Worksheets:

1. Adjusting Margins:
● Go to the "Page Layout" tab.
● Click on "Margins" and choose "Narrow," "Normal," or "Wide."
● You can also select "Custom Margins" to set your own margins.
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Computer Applications in Law (BBALLBS301)
BBA LLB 3A
2022-23

2. Creating Headers and Footers:

● Go to the "Insert" tab in the "Header & Footer" group.
● Choose "Header" or "Footer," then select predefined options or "Custom Header" / "Custom
Footer."
● Add text, page numbers, dates, or other elements.

3. Setting Page Breaks:

● To insert a manual page break, select the row below where you want the page to break.
● Go to the "Page Layout" tab and click "Breaks," then choose "Insert Page Break."

4. Changing Page Orientation:

● Go to the "Page Layout" tab.

● Click "Orientation" and choose "Portrait" or "Landscape."

5. Page Layout:
● Adjust margins in the "Page Layout" tab.
● Click "Page Setup" for headers, footers, orientation, and page breaks.

6. Creating Portable Documents:

● Go to "File" > "Save As" and choose a portable format like PDF.
7. Printing:
● Go to the "File" menu, choose "Print."
● Set print settings, choose the printer, and click "Print."

8. File-Level Security:
● Go to the "File" tab and choose "Protect Workbook" to set a password.
9. Protecting Data within the Worksheet:
● Select cells or ranges you want to protect.
● Go to the "Review" tab, choose "Protect Sheet," and set a password.
Understanding Error Messages in Formulas:
● Excel provides error messages to help identify and correct formula errors.
● Common errors include #DIV/0!, #VALUE!, #NAME?, #REF!, #NUM!, and #N/A.
Formula Using Watch Window:
● Use the "Watch Window" to monitor specific cells and their formula results.

Data Representation and Analysis in Excel:

Filters, Sorting, and Searching:
● Filtering Data:
● Select the data range, click "Filter" in the "Data" tab.
● Use filter arrows to select criteria for data display.
● Sorting Data:
● Select the data range, click "Sort" in the "Data" tab.
● Choose sorting criteria for rows.
● Searching:
● Use the "Find" and "Replace" options in the "Home" tab to locate and replace data.
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Assistant Professor and Computational Science
Brainware University, Kolkata 14
BBA LLB, 3rd Semester
Computer Applications in Law (BBALLBS301)
BBA LLB 3A
2022-23

Data Manipulation and Analysis:

Filtering Data:
1. AutoFilter:
● Select a range, go to the "Data" tab, and click "Filter."
● Click filter arrows to show options for filtering data.
2. Custom AutoFilter:
● Use custom criteria to filter data based on specific conditions.
Sorting Data:
1. Sort Ascending/Descending:
● Select a range, go to the "Data" tab, and click "Sort A to Z" or "Sort Z to A."
2. Custom Sorting:
● Sort data based on multiple columns and custom criteria.
Searching Data:
1. Find and Replace:
● Go to the "Home" tab, click "Find & Select," and choose "Find" or "Replace."
● Enter the search term and configure options.
Data Analysis Functions:
1. SUMIF and SUMIFS Functions:
● Use "=SUMIF(A1:A10, ">5")" to sum values in A1:A10 that are greater than 5.
● Use "=SUMIFS(C1:C10, A1:A10, ">5")" to sum values in C1:C10 where corresponding cells in
A1:A10 are greater than 5.
2. COUNTIF and COUNTIFS Functions:
● Use "=COUNTIF(A1:A10, "Apple")" to count the occurrences of "Apple" in A1:A10.
● Use "=COUNTIFS(A1:A10, "Apple", B1:B10, "Red")" to count occurrences based on multiple
criteria.
3. AVERAGEIF and AVERAGEIFS Functions:
● Use "=AVERAGEIF(A1:A10, ">5")" to calculate the average of values greater than 5 in A1:A10.
● Use "=AVERAGEIFS(C1:C10, A1:A10, ">5")" to calculate the average based on multiple criteria.
Conditional Formatting:
1. Highlight Cells Rules:
● Use different formatting based on cell values (e.g., greater than, equal to).
2. Color Scales and Data Bars:
● Apply color gradients or data bars to visualize variations in data.
Data Tables:
1. Creating Data Tables:
● Convert a range into a data table for better data management and sorting.
Pivot Tables and Charts:
1. Pivot Tables:
2. Pivot Charts:
Data Validation:
1. Data Validation:
● Set rules for cell values, such as restricting to specific values or ranges.
Data Analysis Tools:
1. Data Analysis ToolPak:

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Computer Applications in Law (BBALLBS301)
BBA LLB 3A
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● Go to "File" > "Options" > "Add-Ins."

● Select "Analysis ToolPak" and click "OK."
● Use various data analysis tools like regression, histograms, and more.

Pivot Table, Slicer, and Pivot Chart:

Pivot Table Creation:
1. Select Data:
● Ensure your data has a structured format with headers.
● Select the data range you want to create a pivot table from.
2. Insert Pivot Table:
● Go to the "Insert" tab.
● Click on "PivotTable" and a "Create PivotTable" dialog box appears.
3. Choose Data Range:
● The selected range should be auto-filled in the dialog box.
● Choose to place the pivot table in a new worksheet or an existing one.
4. Pivot Table Fields:
● A new worksheet with the pivot table layout appears.
● On the right side, you have the PivotTable Field List.
5. Add Fields:
● Drag and drop fields from the PivotTable Field List to the "Rows," "Columns," "Values," or "Filters"
areas.
Slicer Creation:
1. Insert Slicer:
● With the pivot table selected, go to the "PivotTable Analyze" tab.
● Click "Insert Slicer" and select the fields you want to create slicers for.
2. Slicer Interactivity:
● When you select values in the slicer, the pivot table updates accordingly.
● You can select multiple values from slicers for more complex filtering.
Pivot Chart Creation:
1. Insert Pivot Chart:
● Select a cell within the pivot table, go to the "Insert" tab, and click on "PivotChart."
2. Choose Chart Type:
● Select the chart type you want for your pivot chart (e.g., column chart, line chart, etc.).
3. Chart Fields:
● The PivotChart Field List appears on the right side.
● Drag and drop fields to appropriate areas like "Axis (Categories)" and "Values."
4. Chart Interactivity:
● Just like with a pivot table, when you interact with the pivot chart's filters, the chart updates
accordingly.
Modifying Pivot Table and Chart:
1. Field Settings:
● Right-click on a field in the pivot table or chart and select "Field Settings" to adjust how it's
displayed.
2. Value Field Settings:
● In the "Value Field Settings," you can choose functions like SUM, AVERAGE, COUNT, etc.

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BBA LLB, 3rd Semester
Computer Applications in Law (BBALLBS301)
BBA LLB 3A
2022-23

3. Layout and Design:

● Use the "Design" and "Analyze" tabs when the pivot table or chart is selected to modify layout,
styles, and features.
Updating Data:
1. Refreshing Pivot Table:
● If your underlying data changes, you can refresh the pivot table to reflect those changes.
● Right-click on the pivot table and choose "Refresh."
2. Refreshing Pivot Chart:
● A pivot chart is linked to the pivot table, so when you refresh the pivot table, the chart also
updates.
Filtering and Sorting within Pivot Table and Chart:
1. Filtering Data:
● You can filter data directly within the pivot table or by using slicers.
2. Sorting Data:
● Click on the headers in the pivot table to sort data in ascending or descending order.
Customizing Slicers:
1. Slicer Options:
● Right-click on a slicer and select "Slicer Settings" to customize its appearance and behavior.
Customizing Pivot Chart:
1. Chart Design:
● Use the "Design" tab to modify the chart title, axis labels, data labels, and other chart elements.
2. Chart Format:
● The "Format" tab provides options for changing colors, fonts, and other visual elements.

Soumya Roy
Assistant Professor and Computational Science
Brainware University, Kolkata 17