Excel
Excel
Microsoft Excel
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.
Excel's most frequently used commands. You can customize this toolbar based on your comfort. Ribbon
• 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.
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.
• 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.
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.
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 −
1 Save
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
4
Close
5
Info
6
Recent
7
New
8
Print
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
12
Exit
• 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.
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.
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.
• 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.
• 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%.
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.
• 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.
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 −
and A2.
o =200*0.5 Multiplies 200 times 0.15. This formula uses only values, and it always returns the same
result as 100.
Example − o =A1=C12 Compares cell A1 with cell C12. If the cells are identical, the formula returns
TRUE; otherwise, it returns FALSE.
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.
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.
• 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)
When you use a cell (or range) reference in a formula, you can use three types of references − relative, absolute,
and mixed references.
Using Functions
When you type = sign and then type any alphabet you will see the searched functions as below.
Functions vary in how they use arguments. Depending on what it has to do, a function may use.
• 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.
• Text Functions
o TRIM − Removes duplicate spaces, and spaces at the start and end of a text string
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 FIND − Returns the position of a supplied character or text string from within a supplied text
string (case-sensitive).
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.
• Statistical
o COUNTIF − Returns the number of cells (of a supplied range), that satisfies a given criteria.
• 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
o ABS − Returns the absolute value (i.e. the modulus) of a supplied 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.
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.
Suppose you want to highlight the top 10% rows you can do this with these Top/Bottom rules.
With this conditional Formatting data Bars will appear in each cell.
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.
• 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.
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.
• 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.
• 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.
• 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).
Types of Charts
There are various chart types available in MS Excel as shown in the below screen-shot.
• 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.
• 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.
• 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.
• 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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•
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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.
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
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:
• 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")
• 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")
=HYPERLINK("..\MyFileB.xlsx","FileB")
=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
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.
• 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?