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Microsoft Excel

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 MICROSOFT EXCEL
INTRODUCTION
Microsoft Excel is a spreadsheet tool capable of performing calculations, analysing data and integrating information
from different programs.
The following basic window appears when you start the excel application. Let us now understand the various
important parts of this window.

File Tab
You can click it to check the Backstage view, where you come when you need to open or save files, create new
sheets, print a sheet, and do other file-related operations.

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Quick Access Toolbar
You will find this toolbar just above the File tab and its purpose is to provide a convenient resting place for the

Excel's most frequently used commands. You can customize this toolbar based on your comfort. Ribbon

Ribbon contains commands organized in three components −

• Tabs − They appear across the top of the Ribbon and contain groups of related commands. Home , Insert,
Page Layout are the examples of ribbon tabs.

• Groups – They organize related commands; each group name appears below the group on the Ribbon. For
example, group of commands related to fonts or group of commands related to alignment etc.

• Commands − Commands appear within each group as mentioned above.

Title Bar
This lies in the middle and at the top of the window. Title bar shows the program and the sheet titles.

Help
The Help Icon can be used to get excel related help anytime you like. This provides nice tutorial on various
subjects related to excel.

Zoom Control
Zoom control lets you zoom in for a closer look at your text. The zoom control consists of a slider that you can
slide left or right to zoom in or out. The + buttons can be clicked to increase or decrease the zoom factor.

View Buttons
The group of three buttons located to the left of the Zoom control, near the bottom of the screen, lets you switch
among excels various sheet views.

• Normal Layout view − This displays the page in normal view.

• Page Layout view − This displays pages exactly as they will appear when printed. This gives a full screen
look of the document.

• Page Break view − This shows a preview of where pages will break when printed.

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Sheet Area
The area where you enter data. The flashing vertical bar is called the insertion point and it represents the location
where text will appear when you type.
Row Bar
Rows are numbered from 1 onwards and keeps on increasing as you keep entering data. Maximum limit is
1,048,576 rows.

Column Bar
Columns are numbered from A onwards and keeps on increasing as you keep entering data. After Z, it will start
the series of AA, AB and so on. Maximum limit is 16,384 columns.

Status Bar
This displays the sheet information as well as the insertion point location. From left to right, this bar can contain
the total number of pages and words in the document, language etc.

You can configure the status bar by right-clicking anywhere on it and by selecting or deselecting options from the
provided list.

Dialog Box Launcher

This appears as a very small arrow in the lower-right corner of many groups on the Ribbon. Clicking this button
opens a dialog box or task pane that provides more options about the group.

The Backstage view has been introduced in Excel 2010 and acts as the central place for managing your sheets.
The backstage view helps in creating new sheets, saving and opening sheets, printing and sharing sheets, and so
on.

Getting to the Backstage View is easy. Just click the File tab located in the upper-left corner of the Excel Ribbon.
If you already do not have any opened sheet then you will see a window listing down all the recently opened sheets
as follows −

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If you already have an opened sheet then it will display a window showing the details about the opened sheet as
shown below. Backstage view shows three columns when you select most of the available options in the first
column.

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First column of the backstage view will have the following options −

S.No. Option & Description

1 Save

If an existing sheet is opened, it would be saved as is, otherwise it will display a

dialogue box asking for the sheet name.

2 Save As

A dialogue box will be displayed asking for sheet name and sheet type. By default,
it will save in sheet 2010 format with extension .xlsx.

3 Open

This option is used to open an existing excel sheet.

4
Close

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 This option is used to close an opened sheet.

5
Info

This option displays the information about the opened sheet.

6
Recent

This option lists down all the recently opened sheets.

7
New

This option is used to open a new sheet.

8
Print

This option is used to print an opened sheet.

9
Save & Send

This option saves an opened sheet and displays options to send the sheet using
email etc.

10
Help

You can use this option to get the required help about excel 2010.

11
Options

Use this option to set various option related to excel 2010.

12
Exit

Use this option to close the sheet and exit.

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Sheet Information
When you click Info option available in the first column, it displays the following information in the second
column of the backstage view −
• Compatibility Mode − If the sheet is not a native excel 2007/2010 sheet, a Convert button appears here,
enabling you to easily update its format. Otherwise, this category does not appear.

• Permissions − you can use this option to protect the excel sheet. You can set a password so that nobody
can open your sheet, or you can lock the sheet so that nobody can edit your sheet.

• Prepare for Sharing − This section highlights important information you should know about your sheet
before you send it to others, such as a record of the edits you made as you developed the sheet.

• Versions − If the sheet has been saved several times, you may be able to access previous versions of it
from this section.

Sheet Properties
When you click Info option available in the first column, it displays various properties in the third column of the
backstage view. These properties include sheet size, title, tags, categories etc.

You can also edit various properties. Just try to click on the property value and if property is editable, then it will
display a text box where you can add your text like title, tags, comments, Author.

Exit Backstage View

It is simple to exit from the Backstage View. Either click on the File tab or press the Esc button on the keyboard
to go back to excel working mode.

Entering values in excel sheet is a child’s play and this chapter shows how to enter values in an excel sheet. A
new sheet is displayed by default when you open an excel sheet as shown in the below screen shot.

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Sheet area is the place where you type your text. The flashing vertical bar is called the insertion point and it
represents the location where text will appear when you type. When you click on a box then the box is highlighted.
When you double click the box, the flashing vertical bar appears and you can start entering your data.

So, just keep your mouse cursor at the text insertion point and start typing whatever text you would like to type.
We have typed only two words "Hello Excel" as shown below. The text appears to the left of the insertion point
as you type.

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There are following three important points, which would help you while typing −

• Press Tab to go to next column.

• Press Enter to go to next row.
• Press Alt + Enter to enter a new line in the same column.
Saving New Sheet
Once you are done with typing in your new excel sheet, it is time to save your sheet/workbook to avoid losing
work you have done on an Excel sheet. Following are the steps to save an edited excel sheet −

Step 1 − Click the File tab and select Save As option.

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Step 2 − Select a folder where you would like to save the sheet, Enter file name, which you want to give to your
sheet and Select a Save as type, by default it is .xlsx format.

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Step 3 − Finally, click on Save button and your sheet will be saved with the entered name in the selected folder.

Saving New Changes

There may be a situation when you open an existing sheet and edit it partially or completely, or even you would
like to save the changes in between editing of the sheet. If you want to save this sheet with the same name, then
you can use either of the following simple options −

• Just press Ctrl + S keys to save the changes.

• Optionally, you can click on the floppy icon available at the top left corner and just above the File tab. This
option will also save the changes.

• You can also use third method to save the changes, which is the Save option available just above the Save
As option as shown in the above screen capture.

If your sheet is new and it was never saved so far, then with either of the three options, word would display you a
dialogue box to let you select a folder, and enter sheet name as explained in case of saving new sheet.

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4. CELL FORMATS
MS Excel Cell can hold different types of data like Numbers, Currency, Dates, etc. You can set the cell type in
various ways as shown below −

• Right Click on the cell » Format cells » Number.

• Click on the Ribbon from the ribbon.

Various Cell Formats

Below are the various cell formats.

• General − This is the default cell format of Cell.

• Number − This displays cell as number with separator.

• Currency − This displays cell as currency i.e. with currency sign.

• Accounting − Similar to Currency, used for accounting purpose.

• Date − Various date formats are available under this like 17-09-2013, 17th-Sep-2013, etc.

• Time − Various Time formats are available under this, like 1.30PM, 13.30, etc.

• Percentage − This displays cell as percentage with decimal places like 50.00%.

• Fraction − This displays cell as fraction like 1/4, 1/2 etc.

• Scientific − This displays cell as exponential like 5.6E+01.

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 • Text − This displays cell as normal text.

• Special − Special formats of cell like Zip code, Phone Number.

• Custom − You can use custom format by using this.

6. PIVOT TABLES
A pivot table is essentially a dynamic summary report generated from a database. The database can reside in a
worksheet (in the form of a table) or in an external data file. A pivot table can help transform endless rows and
columns of numbers into a meaningful presentation of the data. Pivot tables are very powerful tool for summarized
analysis of the data.

Pivot tables are available under Insert tab » PivotTable dropdown » PivotTable.

Pivot Table Example

Now, let us see Pivot table with the help of example. Suppose you have huge data of voters and you want to see
the summarized data of voter Information per party, then you can use the Pivot table for it. Choose Insert tab »
Pivot Table to insert pivot table. MS Excel selects the data of the table. You can select the pivot table location as
existing sheet or new sheet.

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This will generate the Pivot table pane as shown below. You have various options available in the Pivot table pane.
You can select fields for the generated pivot table.

• Column labels − A field that has a column orientation in the pivot table. Each item in the field occupies a
column.

• Report Filter − You can set the filter for the report as year, then data gets filtered as per the year.

• Row labels − A field that has a row orientation in the pivot table. Each item in the field occupies a row.

• Values area − The cells in a pivot table that contain the summary data. Excel offers several ways to
summarize the data (sum, average, count, and so on).

After giving input fields to the pivot table, it generates the pivot table with the data as shown below.

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Formulas in MS Excel
Formulas are the Bread and butter of worksheet. Without formula, worksheet will be just simple tabular
representation of data. A formula consists of special code, which is entered into a cell. It performs some
calculations and returns a result, which is displayed in the cell.

Formulas use a variety of operators and worksheet functions to work with values and text. The values and text
used in formulas can be located in other cells, which makes changing data easy and gives worksheets their dynamic
nature. For example, you can quickly change the data in a worksheet and formulas works.

Elements of Formulas
A formula can consist of any of these elements −

• Mathematical operators, such as + (for addition) and *(for multiplication)

Example − o =A1+A2 Adds the values in cells A1

and A2.

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 • Values or text Example

o =200*0.5 Multiplies 200 times 0.15. This formula uses only values, and it always returns the same
result as 100.

• Cell references (including named cells and ranges)

Example − o =A1=C12 Compares cell A1 with cell C12. If the cells are identical, the formula returns
TRUE; otherwise, it returns FALSE.

• Worksheet functions (such as SUM or AVERAGE)

Example − o =SUM(A1:A12) Adds the values in the range

A1:A12.

7. FORMULA

For creating a formula you need to type in the Formula Bar. Formula begins with '=' sign. When building formulas
manually, you can either

type in the cell addresses or you can point to them in the worksheet. Using the Pointing method to supply the cell
addresses for formulas is often easier and more powerful method of formula building. When you are using built-
in functions, you click the cell or drag through the

cell range that you want to use when defining the function’s arguments in the Function Arguments dialog box.
See the below screen shot.

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As soon as you complete a formula entry, Excel calculates the result, which is then displayed inside the cell within
the worksheet (the contents of the formula, however, continue to be visible on the Formula bar anytime the cell is
active). If you make an error in the formula that prevents Excel from being able to calculate the formula at all,
Excel displays an Alert dialog box suggesting how to fix the problem.

Copying Formulas in MS Excel

Copying formulas is one of the most common tasks that you do in a typical spreadsheet that relies primarily on
formulas. When a formula uses cell references rather than constant values, Excel makes the task of copying an
original formula to every place that requires a similar formula.

Relative Cell Addresses

MS Excel does it automatically adjusting the cell references in the original formula to suit the position of the copies
that you make. It does this through a system known as relative cell addresses, where by the column references in
the cell address in the formula change to suit their new column position and the row references change to suit their
new row position.

Let us see this with the help of example. Suppose we want the sum of all the rows at last, then we will write a
formula for first column i.e. B. We want sum of the rows from 3 to 8 in the 9th row.

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After writing formula in the 9th row, we can drag it to remaining columns and the formula gets copied. After
dragging we can see the formula in the remaining columns as below.

• column C : =SUM(C3:C8)

• column D : =SUM(D3:D8)

• column E : =SUM(E3:E8)

• column F : =SUM(F3:F8)

• column G : =SUM(G3:G8)

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Cell References in Formulas
Most formulas you create include references to cells or ranges. These references enable your formulas to work
dynamically with the data contained in those cells or ranges. For example, if your formula refers to cell C2 and
you change the value contained in C2, the formula result reflects new value automatically. If you didn’t use
references in your formulas, you would need to edit the formulas themselves in order to change the values used in
the formulas.

When you use a cell (or range) reference in a formula, you can use three types of references − relative, absolute,
and mixed references.

Relative Cell References

The row and column references can change when you copy the formula to another cell because the references are
actually offsets from the current row and column. By default, Excel creates relative cell references in formulas.

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Absolute Cell References
The row and column references do not change when you copy the formula because the reference is to an actual
cell address. An absolute reference uses two dollar signs in its address: one for the column letter and one for the
row number (for example, $A$5).

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Mixed Cell References
Both the row or column reference is relative and the other is absolute. Only one of the address parts is absolute
(for example, $A5 or A$5).

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Functions in Formula
Many formulas you create use available worksheet functions. These functions enable you to greatly enhance the
power of your formulas and perform calculations that are difficult if you use only the operators. For example, you
can use the LOG or SIN function to calculate the Logarithm or Sin ratio. You can’t do this complicated calculation
by using the mathematical operators alone.

Using Functions
When you type = sign and then type any alphabet you will see the searched functions as below.

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Suppose you need to determine the largest value in a range. A formula can’t tell you the answer without using a
function. We will use formula that uses the MAX function to return the largest value in the range B3:B8 as
=MAX(A1:D100).

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Another example of functions. Suppose you want to find if the cell of month is greater than 1900 then we can give
Bonus to Sales representative. The we can achieve it with writing formula with IF functions as
=IF(B9>1900,"Yes","No")

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Function Arguments
In the above examples, you may have noticed that all the functions used parentheses. The information inside the
parentheses is the list of arguments.

Functions vary in how they use arguments. Depending on what it has to do, a function may use.

• No arguments − Examples − Now(), Date(), etc.

• One argument − UPPER(), LOWER(), etc.

• A fixed number of arguments − IF(), MAX(), MIN(), AVERGAGE(), etc.

• Infinite number of arguments

• Optional arguments

Built In Functions
MS Excel has many built in functions, which we can use in our formula. To see all the functions by category,
choose Formulas Tab » Insert Function. Then Insert function Dialog appears from which we can choose the
function.

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Functions by Categories
Let us see some of the built in functions in MS Excel.

• Text Functions

o LOWER − Converts all characters in a supplied text string to lower case

o UPPER − Converts all characters in a supplied text string to upper case

o TRIM − Removes duplicate spaces, and spaces at the start and end of a text string

o CONCATENATE − Joins together two or more text strings.

o LEFT − Returns a specified number of characters from the start of a supplied text string.

o MID − Returns a specified number of characters from the middle of a supplied text string.

o RIGHT − Returns a specified number of characters from the end of a supplied text string.

o LEN − Returns the length of a supplied text string

o FIND − Returns the position of a supplied character or text string from within a supplied text
string (case-sensitive).

• Date & Time

o DATE − Returns a date, from a user-supplied year, month and day.

o TIME − Returns a time, from a user-supplied hour, minute and second.

o DATEVALUE − Converts a text string showing a date, to an integer that represents the date in
Excel's date-time code.

o TIMEVALUE − Converts a text string showing a time, to a decimal that represents the time in
Excel.

o NOW − Returns the current date & time.

o TODAY − Returns today's date.

• Statistical

o MAX − Returns the largest value from a list of supplied numbers.

o MIN − Returns the smallest value from a list of supplied numbers.

o AVERAGE − Returns the Average of a list of supplied numbers.

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 o COUNT − Returns the number of numerical values in a supplied set of cells or values.

o COUNTIF − Returns the number of cells (of a supplied range), that satisfies a given criteria.

o SUM − Returns the sum of a supplied list of numbers

• Logical

o AND − Tests a number of user-defined conditions and returns TRUE if ALL of the conditions
evaluate to TRUE, or FALSE otherwise

o OR − Tests a number of user-defined conditions and returns TRUE if ANY of the conditions
evaluate to TRUE, or FALSE otherwise.

o NOT − Returns a logical value that is the opposite of a user supplied logical value or expression
i.e.
returns FALSE if the supplied argument is TRUE and returns TRUE if the supplied argument is
FAL

• Math & Trig

o ABS − Returns the absolute value (i.e. the modulus) of a supplied number.

o SIGN − Returns the sign (+1, -1 or 0) of a supplied number.

o SQRT − Returns the positive square root of a given number.

o MOD − Returns the remainder from a division between two supplied numbers.

8. CONDITIONAL FORMATTING
MS Excel 2010 Conditional Formatting feature enables you to format a range of values so that the values outside
certain limits, are automatically formatted.

Choose Home Tab » Style group » Conditional Formatting dropdown.

Various Conditional Formatting Options

• Highlight Cells Rules − It opens a continuation menu with various options for defining the formatting rules
that highlight the cells in the cell selection that contain certain values, text, or dates, or that have values
greater or less than a particular value, or that fall within a certain ranges of values.

Suppose you want to find cell with Amount 0 and Mark them as red.Choose Range of cell » Home Tab »
Conditional Formatting DropDown » Highlight Cell Rules » Equal To.

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After Clicking ok, the cells with value zero are marked as red.

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 • Top/Bottom Rules − It opens a continuation menu with various options for defining the formatting rules
that highlight the top and bottom values, percentages, and above and below average values in the cell
selection.

Suppose you want to highlight the top 10% rows you can do this with these Top/Bottom rules.

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 • Data Bars − It opens a palette with different color data bars that you can apply to the cell selection to
indicate their values relative to each other by clicking the data bar thumbnail.

With this conditional Formatting data Bars will appear in each cell.

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 • Color Scales − It opens a palette with different three- and two-colored scales that you can apply to the cell
selection to indicate their values relative to each other by clicking the color scale thumbnail.

See the below screenshot with Color Scales, conditional formatting applied.

• Icon Sets − It opens a palette with different sets of icons that you can apply to the cell selection to indicate
their values relative to each other by clicking the icon set.

See the below screenshot with Icon Sets conditional formatting applied.

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 • New Rule − It opens the New Formatting Rule dialog box, where you define a custom conditional
formatting rule to apply to the cell selection.

• Clear Rules − It opens a continuation menu, where you can remove the conditional formatting rules for the
cell selection by clicking the Selected Cells option, for the entire worksheet by clicking the Entire Sheet
option, or for just the current data table by clicking the This Table option.

• Manage Rules − It opens the Conditional Formatting Rules Manager dialog box, where you edit and delete
particular rules as well as adjust their rule precedence by moving them up or down in the Rules list box.

9. SORT
Sorting data in MS Excel rearranges the rows based on the contents of a particular column. You may want to sort
a table to put names in alphabetical order. Or, maybe you want to sort data by Amount from smallest to largest or
largest to smallest.

To Sort the data follow the steps mentioned below.

• Select the Column by which you want to sort data.

• Choose Data Tab » Sort Below dialog appears.

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• If you want to sort data based on a selected column, Choose Continue with the selection or if you want
sorting based on other columns, choose Expand Selection.

• You can Sort based on the below Conditions.

o Values − Alphabetically or numerically.

o Cell Color − Based on Color of Cell. o

Font Color − Based on Font color. o Cell

Icon − Based on Cell Icon.

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• Clicking Ok will sort the data.

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Sorting option is also available from the Home Tab. Choose Home Tab » Sort & Filter. You can see the same
dialog to sort records.

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10. FILTERS
Filtering data in MS Excel refers to displaying only the rows that meet certain conditions. (The other rows gets
hidden.)

Using the store data, if you are interested in seeing data where Shoe Size is 36, then you can set filter to do this.
Follow the below mentioned steps to do this.

• Place a cursor on the Header Row.

• Choose Data Tab » Filter to set filter.

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• Click the drop-down arrow in the Area Row Header and remove the check mark from Select All, which
unselects everything.

• Then select the check mark for Size 36 which will filter the data and displays data of Shoe Size 36.

• Some of the row numbers are missing; these rows contain the filtered (hidden) data.

• There is drop-down arrow in the Area column now shows a different graphic — an icon that indicates the
column is filtered.

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Using Multiple Filters
You can filter the records by multiple conditions i.e. by multiple column values. Suppose after size 36 is filtered,
you need to have the filter where color is equal to Coffee. After setting filter for Shoe Size, choose Color column
and then set filter for color.

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11. DATA VALIDATION
MS Excel data validation feature allows you to set up certain rules that dictate what can be entered into a cell. For
example, you may want to limit data entry in a particular cell to whole numbers between 0 and 10. If the user
makes an invalid entry, you can display a custom message as shown below.

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Validation Criteria
To specify the type of data allowable in a cell or range, follow the steps below, which shows all the three tabs of
the Data Validation dialog box.

• Select the cell or range.

• Choose Data » Data Tools » Data Validation. Excel displays its Data Validation dialog box having 3 tabs
settings, Input Message and Error alert.

Settings Tab
Here you can set the type of validation you need. Choose an option from the Allow drop-down list. The contents
of the Data Validation dialog box will change, displaying controls based on your choice.

• Any Value − Selecting this option removes any existing data validation.

• Whole Number − The user must enter a whole number. For example, you can specify that the entry must
be a whole number greater than or equal to 50.
• Decimal − The user must enter a number. For example, you can specify that the entry must be greater than
or equal to 10 and less than or equal to 20.

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• List − The user must choose from a list of entries you provide. You will create drop-down list with this
validation. You have to give input ranges then those values will appear in the drop-down.

• Date − The user must enter a date. You specify a valid date range from choices in the Data drop-down
list. For example, you can specify that the entered data must be greater than or equal to January 1, 2013,
and less than or equal to December 31, 2013.

• Time − The user must enter a time. You specify a valid time range from choices in the Data drop-down
list. For example, you can specify that the entered data must be later than 12:00 p.m.

• Text Length − The length of the data (number of characters) is limited. You specify a valid length by
using the Data drop-down list. For example, you can specify that the length of the entered data be 1 (a
single alphanumeric character).

• Custom − To use this option, you must supply a logical formula that determines the validity of the user’s
entry (a logical formula returns either TRUE or FALSE).

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Input Message Tab
You can set the input help message with this tab. Fill the title and Input message of the Input message tab and the
input message will appear when the cell is selected.

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Error Alert Tab
You can specify an error message with this tab. Fill the title and error message. Select the style of the error as stop,
warning or Information as per you need.

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12. CHARTS
A chart is a visual representation of numeric values. Charts (also known as graphs) have been an integral part of
spreadsheets. Charts generated by early spreadsheet products were quite crude, but thy have improved significantly
over the years. Excel provides you with the tools to create a wide variety of highly customizable charts. Displaying
data in a well-conceived chart can make your numbers more understandable. Because a chart presents a picture,
charts are particularly useful for summarizing a series of numbers and their interrelationships.

Types of Charts
There are various chart types available in MS Excel as shown in the below screen-shot.

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• Column − Column chart shows data changes over a period of time or illustrates comparisons among
items.

• Bar − A bar chart illustrates comparisons among individual items.

• Pie − A pie chart shows the size of items that make up a data series, proportional to the sum of the items.
It always shows only one data series and is useful when you want to emphasize a significant element in the
data.

• Line − A line chart shows trends in data at equal intervals.

• Area − An area chart emphasizes the magnitude of change over time.

• X Y Scatter − An xy (scatter) chart shows the relationships among the numeric values in several data
series, or plots two groups of numbers as one series of xy coordinates.

• Stock − This chart type is most often used for stock price data, but can also be used for scientific data (for
example, to indicate temperature changes).

• Surface − A surface chart is useful when you want to find the optimum combinations between two sets of
data. As in a topographic map, colors and patterns indicate areas that are in the same range of values.

• Doughnut − Like a pie chart, a doughnut chart shows the relationship of parts to a whole; however, it can
contain more than one data series.

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 • Bubble − Data that is arranged in columns on a worksheet, so that x values are listed in the first column
and corresponding y values and bubble size values are listed in adjacent columns, can be plotted in a
bubble chart.

• Radar − A radar chart compares the aggregate values of a number of data series.

Creating Chart
To create charts for the data by below mentioned steps.

• Select the data for which you want to create the chart.

• Choose Insert Tab » Select the chart or click on the Chart group to see various chart types.

• Select the chart of your choice and click OK to generate the chart.

Editing Chart
You can edit the chart at any time after you have created it.

• You can select the different data for chart input with Right click on chart » Select data. Selecting new
data will generate the chart as per the new data, as shown in the below screen-shot.

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• You can change the X axis of the chart by giving different inputs to X-axis of chart.

• You can change the Y axis of chart by giving different inputs to Y-axis of chart.

• Pivot Charts
• A pivot chart is a graphical representation of a data summary, displayed in a pivot table. A pivot chart is
always based on a pivot table. Although Excel lets you create a pivot table and a pivot chart at the same
time, you can’t create a pivot chart without a pivot table. All Excel charting features are available in a
pivot chart.
• Pivot charts are available under Insert tab » PivotTable dropdown » PivotChart.
• Pivot Chart Example
• Now, let us see Pivot table with the help of an example. Suppose you have huge data of voters and you
want to see the summarized view of the data of voter Information per party in the form of charts, then you
can use the Pivot chart for it. Choose Insert tab » Pivot Chart to insert the pivot table.
•
•
•

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• MS Excel selects the data of the table. You can select the pivot chart location as an existing sheet or a new
sheet. Pivot chart depends on automatically created pivot table by the MS Excel. You can generate the
pivot chart in the below screen-shot.

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 Create a Hyperlink With Drag and Drop
Follow these steps to create drag and drop hyperlinks.

1. First, save the workbook, if it hasn't been saved yet. (In a new workbook, that hasn't been saved, this
technique won't work.)
2. Then, click on a cell that you want to link to. (You're going to drag that cell to another sheet, where you want
to create a hyperlink)
3. Point to the cell's border, and press the right mouse button.
4. To drag the cell to another sheet, press the Alt key, and drag the cell onto the other sheet's tab.

5. Once the other sheet is activated, release the Alt key, and drag to the cell where you want the hyperlink
6. Release the right mouse button, and in the popup menu, click Create Hyperlink Here

7. A hyperlink will appear in the cell, with the text from the original cell.

Stop Automatic Hyperlinks in Excel

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If you don't want hyperlinks automatically created when you type a website address, you can turn the hyperlinking
feature off. To see a quick overview of how you can stop automatic hyperlinks from being created automatically, you
can watch this short video. The written instructions are below the video.
To turn the hyperlink option off::

1. On the Excel Ribbon, click the File tab, then click Options
2. Click the Proofing category, and click the AutoCorrect Options button
3. On the AutoFormat As You Type tab, remove the check mark from Internet and network paths with
hyperlinks
4. Click OK, twice, to close the dialog boxes

Use the HYPERLINK Function

To see a quick overview of how you can create a hyperlink with the HYPERLINK function, you can watch this short
video. Written instructions are below the video
Below are the written instructions for using the HYPERLINK function to:

• link to a website or email

• link to an Excel file

Create a Hyperlink to a Website or Email

If there is a list of email addresses or website addresses in Excel, you can create a hyperlink for each row, in a
separate column. In this example, there is a name in column A, and a website URL or an email address in column B.
Hyperlinks will be created in column C.
You'll use the HYPERLINK function, which takes two arguments:

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 • Link_Location: This is the email address or URL. For an email address, start with "mailto:" and for a URL,
start with "https://"
• Friendly Name: This argument is optional, and lets you specify a "friendly" name for the link. For example,
instead of a long URL, you can show a company name, or short description.

To create a hyperlink for each address:

1. In cell C2, type the formula: =HYPERLINK(B2,A2)

2. Press Enter, to see the hyperlink in C3. It uses the link in cell B2, and the text in cell A2 is shown in cell C2,
as the Friendly Name.
3. Copy the formula down to the remaining rows.

HYPERLINK Formula to Excel File

With a HYPERLINK formula, you can link to a location in the current Excel workbook, or to another Excel file.
Watch this video to see the steps, and the written instructions are below the video.
Below are the written instructions linking to an Excel file:
1) link within the same file
2) link to another Excel file

Link Within the Same File

You can use a HYPERLINK formula to create a link to goes to a cell or range somewhere within the current
workbook. The trick is to add a pound sign (#) at the start of the address.
Here are three examples of HYPERLINK formulas within the same workbook:

• Type the Address: Start with a #, then type the sheet name and cell reference. Optional - Type a friendly
name, such as "Budget" to appear in the cell:

=HYPERLINK("#Sheet2!B2","Budget")

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 • Use Cell References: Use the & operator to create a link location. Here, the sheet name is in cell B5, the cell
address is in C5, and the friendly name is in cell D5.

=HYPERLINK("#"&"'" & B5 & "'!" & C5,D5)

• Type a Range Name: For a link to a workbook-level named range in the same workbook, just use the range
name as the link location.

=HYPERLINK("#StartCell","StartCell")

Link to Another Excel File

To create a link to another Excel file, in the same folder, just use the file name as the link_location argument for the
HYPERLINK function.
=HYPERLINK("MyFileC.xlsx","FileC")
For files that are up a level or more in the hierarchy, use two periods and a backslash for each level.

• In this example, the file is 1 level up.

=HYPERLINK("..\MyFileB.xlsx","FileB")

• In this example, the file is 2 levels up.

=HYPERLINK("..\..\MyFileA.xlsx","FileA")

Remove Hyperlinks
Below are the instructions for two methods of removing hyperlinks
Manually removing hyperlinks, and a macro to remove hyperlinks

Manually Remove Hyperlinks

In Excel 2010 or later:

In Excel 2010, you can quickly remove hyperlinks from selected cells. (Thanks to Sam for this tip.)

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 1. Select cell(s) that contain hyperlinks
2. Right click on any selected cell
3. Click Remove hyperlinks

To see the steps, watch this Excel Quick Tips video.

In Excel 2007 and earlier versions:

To remove hyperlinks from a group of cells, you can copy and paste the cells as values. To see the steps, watch this
Excel Quick Tips video.

Macro to Remove All Hyperlinks in Selected Cells

Instead of manually removing the hyperlinks, you can you can use the following macro code. It deletes all hyperlinks
in the selected cells, and leaves just the cell text.
Copy this code into a regular module in your workbook, then select the cells, and run the delHyperlinks macro.

Sub delHyperlinks()
'posted by Rick Rothstein
Selection.Hyperlinks.Delete
End Sub

Point to Hyperlink
Follow these steps to make the pointing hand appear anywhere in a hyperlink cell, and see how to select a
hyperlinked cell, without following the link.

Show the Pointing Hand

If a wide cell contains a short hyperlink, the pointing hand will only appear when it's over the text, not in the empty
space. To fix that:

• Select the cell(s)

• On the Home tab of the Excel Ribbon, click the Wrap Text command.

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 Select a Hyperlink Cell
If you need to select a hyperlink cell, perhaps to edit the text, without following the link:

• Point to the cell, and press the left mouse button for a couple of seconds.
• The pointer will change to a big white plus sign, to show that the cell was selected.
• You can now edit the hyperlink cell

QUESTIONS
Part-A
1. What is a Microsoft Excel? List out some applications.
2. What is Quick Access toolbar?
3. Draw a Ribbon of MS-Excel?
4. What is Absolute Cell Reference? Give Examples?
5. What is Mixed Cell Reference? Give Examples? 6. “Function Arguments”-Explain in MS-Excel
7. What is sorting?
Part-B
1. Explain Function by Categories.
2.
a) Explain the Various formats of a cell?
b) What is a pivot table? Explain with Example.
3. How to copy a formula in MS- Excel? What are the various options available?
4. Explain the different features of conditional formatting? What are the options available?
5.
a) Explain sorting and filtering
b) “Data Validation”-What do you mean?
6. What are the different types of charts available in MS-Excel? How to create and edit a chart?

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