CHAPTER 5

SPREADSHEETS
5.1 SPREADSHEET – AN OVERVIEW
A spreadsheet is a document that stores data in a grid of horizontal rows and vertical
columns. Spreadsheets are primarily used to work with numbers and text. A spreadsheet is
divided into a series of rows and columns to store the information. Rows are typically
labeled using numbers (1, 2, 3, etc.), while columns are labeled with letters (A, B, C, etc.).
Individual row/column locations, such as C3 or B12, are referred to as cells. In a spreadsheet
application, each value sits in a cell. The relationships between cells are called formulas, and
the names of the cells are called labels.
Once you have defined the cells and the formulas for linking them together, you can
enter your data. You can then modify selected values to see how all the other values change
accordingly.
Most spreadsheet applications are multidimensional, meaning that you can link one
spreadsheet to another. A three-dimensional spreadsheet, for example, is like a stack of
spreadsheets all connected by formulas. A change made in one spreadsheet automatically
affects other spreadsheets. The most popular examples of this type of software are Lotus,
MS-Excel.
Note: A spreadsheet document is often called a worksheet.

5.1.1 Features of Spreadsheet

Spreadsheet software provides all the features you need to create a professional looking
spreadsheet. Some of the main features of a spreadsheet program are:
5.2 Spreadsheets

 It provides a standard grid, which may be scrolled and zoomed. Text, numeric or
date values or formulas may be entered into the selected cell through the formula
bar at the top of the screen.
 Cells may be formatted using the format pages, which let you specify the font style,
borders, text and background colors, the size of cells and text alignment within the
cells.
 Spreadsheet provides support for multiple sheets within a workbook. When you
press the worksheet button, worksheets are presented in a horizontally scrollable
page, allowing you to quickly flick between all the worksheets in the workbook.
 A worksheet may be selected simply by tapping on it. You can create new
worksheets and delete or rename existing worksheets.
 Spreadsheet provides the ability to search the worksheet for any phrase, number or
other text, letting you easily scroll between search results. It is also possible to sort a
range of cells by any row or column.
 Spreadsheet supports a variety of functions used to perform basic calculations based
on parameters set by the user.
 Spreadsheets can be integrated for use with other software programs. One example
is a mail merge. A spreadsheet can be created with the names and addresses of
various individuals, and a mail merge can be used to fill in text boxes into form
letters.
 Data in spreadsheets can be displayed in a graphic form. Spreadsheets allow the
numerical data in the cells to be displayed as a graph or chart.

5.1.2 Applications of Spreadsheet

Some of the applications of a spreadsheet program are as under:
 A spreadsheet allows users to enter and calculate numerical data.
 Using a spreadsheet greatly increases productivity for anyone who needs to manage
receipts, create budgets, generate financial reports or even keep track of inventories.
 A spreadsheet is a useful tool for sorting and analyzing data.
 Complex calculations can be performed very quickly.
 Professional looking graphs and charts can be created very quickly from a range of
data which allows you to view the data pictorially.
 Easy to make changes and corrections to data on the worksheet. Calculation is
always accurate, provided that data and formulae entered are correct.
Spreadsheets 5.3

5.2 MICROSOFT EXCEL

Microsoft Excel is spreadsheet software in the Microsoft Office Suite widely used to
perform mathematical calculations. The data is spread in a tabular form consisting of rows
and columns. It provides built-in features and tools such as formulas, functions and data
analysis tools that make it easier to work with large amount of data.
Spreadsheets are primarily used to work with numbers and text. A file of MS-Excel is
called a workbook and it contains multiple worksheets or spreadsheets. A worksheet is
divided into a series of rows and columns to store the information.
MS-Excel helps us to:
 Arrange data in an organized way
 Perform mathematical calculations
 Compare data through charts
 Sort data for better analysis
 Compare two workbooks side by side
Microsoft Excel or MS-Excel allows you to store, organize, and analyze numerical and
text data. You can use this robust application to enter numerical values or data into the rows
or columns of a spreadsheet, and to use these numerical entries for calculations, charts,
formulas, statistical analysis, etc.

5.3 EXCEL 2010

Excel 2010 is the spreadsheet software in the Microsoft 2010 Office Suite. It allows you to
store, organize, and analyze numerical and text data. You can use this robust application to
enter numerical values or data into the rows or columns of a spreadsheet, and to use these
numerical entries for calculations, charts, formulas, statistical analysis, etc. Whether you are
keeping a budget, organizing a training log, or creating an invoice, Excel 2010 makes it easy
to work with different types of data.
Excel 2010 enables you to build a calculation by creating a formula that specifies the
values to calculate and which mathematical operators to use to perform the calculation.
Excel also offers functions - predefined formulas that perform more complex calculations.

5.3.1 Features of Excel 2010

Excel 2010 is a powerful tool for analyzing, sharing, and managing information to help
you make more informed decisions.
5.4 Spreadsheets

Some of the important features of Excel 2010 are as under:

 Results-oriented user interface: Excel 2010 provides results-oriented user interface.
Based on the job you need to accomplish, whether it is creating a table or writing a
formula, Excel 2010 presents you with the appropriate commands.
 Organize, and explore massive data sets within significantly expanded
spreadsheets: Excel 2010 supports spreadsheets up to 1 million rows by 16,000
columns in size eliminating the need to work within multiple spreadsheets or other
applications you need to analyze large amounts of information.
 Improved and powerful support for working with tables: Excel 2010 has improved
support for tables allowing you to create, format, expand, and refer to tables within
formulae.
 Save as XPS or PDF for easier sharing: Convert your spreadsheet to XML Paper
Specification (XPS) or Portable Document Format file (PDF) to create a fixed version
of your file for easier sharing.
 Share Spreadsheets and Business Information with Others: Excel 2010 makes
sharing spreadsheets and business information easier.
 Communicate your analysis in professional-looking charts: Build professional-
looking charts faster with fewer clicks using charting tools in the Excel 2010 user
interface.
 Importing data from external sources: In Excel 2010, data can be imported from
external sources such as a database. Data can also be imported from formatted tables
and reports, which do not have a regular grid structure.
 Formula Auto complete: Excel 2010 automatically suggests function names,
arguments and named ranges, and automatically completing them if desired, based
on the characters entered.
 Pivot tables: Pivot tables are used to create analysis reports out of sets of data, can
now support hierarchical data by displaying a row in the table with a "+" icon,
which, when clicked, shows more rows regarding it, which can also be hierarchical.

5.4 STARTING EXCEL 2010

To Start Excel 2010:
 Click on the Start button, point to All Programs then Microsoft Office and click on
Microsoft Excel 2010.
 The first screen that you will see a new blank worksheet that contains grid of cells.
Spreadsheets 5.5

This grid is the most important part of the Excel window. It's where you will
perform all your work, such as entering data, writing formulas, and reviewing the
results.
Quick Acce s s tool
bar Titl
e bar
Fil
e Tab Ribbon H el
p

Nam e box

Col
um n bar Form ul
a bar

Row bar
Sh e e tTabs

Sh e e tAre a
Status bar Vie w Buttons Z oom Control
s

Fig. 5.1 (M icros oftExce lW indow or Scre e n Layout)

5.4.1 EXCEL 2010 SCREEN ELEMENTS

Let us discuss the various important screen elements of Excel 2010.
 File Tab: The File tab replaces the Office button from Excel 2007. You can click it to
check Backstage view, which is the place to come when you need to open or save files,
create new sheets, print a sheet, and do other file-related operations.
 Quick Access Toolbar: A small toolbar you will find just above the File tab contains
shortcuts for some of the most common commands such as Save, Undo, and Redo
buttons.
 Ribbon: A combination of old versions menu bar and toolbar, arranged into a series of
tabs. Ribbon contains commands organized in three components:
 Tabs: Tabs appear across the top of the Ribbon and contain groups of related
commands. Home, Insert and Page Layout are the examples of ribbon tabs.
(i) Groups: Groups organize related command. Each group name appears below
the group on the Ribbon. For example: Group of commands related to fonts
5.6 Spreadsheets

(Font group) or group of commands related to alignment (Paragraph group)

etc.
(ii) Commands: Commands appear within each group as mentioned above. For
example: Bold, Italic and Underline are the commands appear under Font group
of Home tab.
 Title Bar: Title bar lies at the top of the window. It shows the program and
document titles.
 Name Box: Displays the address of the current active cell where you work in the
worksheet.
 Formula Bar: Displays the address of the active cell on the left edge, and it also
shows you the current cell's contents.
 Sheet Tabs: Excel 2010 contains 3 blank worksheet tabs by default. Click on the
intended tab will go to the particular worksheet.
 Status Bar: This displays sheet information as well as the insertion point location.
From left to right, this bar can contains the total number of pages and words in the
document, language etc.
 Zoom Control: Use to zoom the Excel screen in or out by dragging the slider.
 View Buttons: The group of three buttons located to the left of the Zoom control, lets
you switch among Excel’s various sheet views.
o Normal Layout view: This displays page in normal view.
o Page Layout view: This displays pages exactly as they will appear when printed.
This gives a full screen look of the document.
o Page Break view: This shows a preview of where pages will break when printed.
 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.
 Column Bar: Columns are numbered from A onwards and keeps on increasing as
you keep entering data. After Z, it will start series of AA, AB and so on.

5.5 WORKSHEET, WORKBOOK AND CELL

A worksheet is the grid of cells where you can type the data. The grid divides your
worksheet into rows and columns.
Spreadsheets 5.7

Columns are identified with letters (A, B, C ….), while rows are identified with numbers
(1, 2, 3 ….).
The worksheets in turn are grouped together into a workbook. By default each
workbook in Excel 2010 contains 3 blank worksheets, which are identified by tabs
displaying along the bottom of your screen. The first worksheet is called Sheet1, the next is
Sheet2 and so on as shown below:

Fig. 5.2 (W ork s h e e ts in a W ork book )

Cells are the basic building blocks of a worksheet. Each rectangle in a worksheet is
called a cell. A cell is the intersection of a row and a column i.e. a cell is identified by
column and row.

Fig. 5.3 (Ce l

lin a W ork s h e e t)

Each cell has a name, or a cell address based on which column and row it intersects. The
cell address of a selected cell appears in the name box.
5.8 Spreadsheets

Fig. 5.4 (Ce l

lAddre s s )

To Select a Cell:
 Click a cell to select it. When a cell is selected, you will notice that the borders of the
cell appear bold and the column heading and row heading of the cell are
highlighted.
 Release your mouse. The cell will stay selected until you click another cell in the
worksheet.
To Select Multiple Cells:
 Click and drag your mouse until all of the adjoining cells you want are highlighted.

Fig. 5.5 (Se l

e cting M ul
tipl
e Ce l
ls)

 Release your mouse. The cells will stay selected until you click another cell in the
worksheet.
Note: The active cell is the cell that receives the data or command you give it.

5.6 WORKING WITH ROWS AND COLUMNS

Microsoft Excel represents the data in tabular format consisting of rows and columns.
Row runs horizontally while Column runs vertically. Each row is identified by row number
Spreadsheets 5.9

(like- 1, 2, 3, 4, 5, 6, 7….. so on) and each column is identified by column header (like- A, B,
C, D, E, F ….. so on).
Note: In Excel 2010, row numbers ranges from 1 to 1048576; in total 1048576 rows, and
columns ranges from A to XFD; in total 16384 columns.
By default, every row and column of a new workbook is set to the same height and
width. Excel allows you to modify column width and row height in different ways.

5.6.1 CHANGING COLUMN WIDTH

In Excel worksheets, if the data being entered in a cell is wider or narrower than the
default column width, you can adjust the column width so it is wide enough to contain the
data.
To Modify Column Width: You can adjust or modify the column width manually or use
AutoFit.

(i) To Manually Adjust a Column Width:

 Place your mouse pointer to the right side of the gray column header.
 The mouse pointer changes to the adjustment tool (double-headed arrow).

Fig. 5.6 (Adjus tcol

um n w idth m anual
ly)

 Drag the Adjustment tool left or right to the desired width and release the mouse
button.

(ii) To AutoFit the Column Width:

 Place your mouse pointer to the right side of the column header.
 The mouse pointer changes to the adjustment tool (double-headed arrow).
 Double-click the column header border.
 Excel "AutoFits" the column, making the entire column slightly larger than the
largest entry contained in it.
5.10 Spreadsheets

(iii) To Set Column Width with a Specific Measurement:

 Select the columns you want to modify.
 Click on Home tab  Cells group  Format command. The format drop-down
menu appears. Select Column Width.

Fig. 5.7 (Col

um n W idth O ption)

 The Column Width dialog box appears. Enter a specific measurement.

Fig. 5.8 (Col

um n W idth Dial
og box)

 Click OK. The width of each selected column will be changed in your worksheet.

5.6.2 CHANGING ROW HEIGHT

Changing the row height is very much like adjusting a column width. There will be
times when you want to enlarge a row to visually provide some space between it and
another row above or below it.
To Modify Row Height: You can adjust or modify the row height manually or use
AutoFit.

(i) To Manually Adjust a Row Height:

 Place your mouse pointer to the lower edge of the row heading you want to adjust.
 The mouse pointer changes to the adjustment tool (double-headed arrow).
 Drag the Adjustment tool up or down to the desired height and release the mouse
button.
Spreadsheets 5.11

Fig. 5.9 (Adjus trow h e igh tm anual

ly)

(ii) To AutoFit the Row Height:

 Place your mouse pointer to the lower edge of the row heading you want to adjust.
 The mouse pointer changes to the adjustment tool (double-headed arrow).
 Double-click to adjust the row height to "AutoFit" the font size.
 Excel “AutoFits” the row, making the entire row slightly larger than the largest entry
contained in the row.
(iii) To Set Row Height with a Specific Measurement:
 Select the rows you want to modify.
 Click on Home tab  Cells group  Format command. The format drop-down
menu appears. Select Row Height.

Fig. 5.10 (Row H e igh tO ption)

 The Row Height dialog box appears. Enter a specific measurement.

Fig. 5.11 (Row H e igh tDial

og box)

 Click OK. The selected rows heights will be changed in your spreadsheet.
5.12 Spreadsheets

5.6.3 INSERT ROWS

To Insert Rows:
 Click anywhere in the row below where you want to insert the new row.
 Click on Home tab  Cells group  Insert command.

Fig. 5.12 (Ins e rtcom m and to ins e rta row )

 The new row appears in your worksheet.

5.6.4 INSERT COLUMNS

To Insert Columns:
 Select the column to the right of where you want the new column to appear. For
example, if you want to insert a column between A and B, select column B.
 Click on Home tab  Cells group Insert command.

Fig. 5.13 (Ins e rtcom m and to ins e rta col

um n)

 The new column appears in your worksheet.

5.6.5 INSERT CELLS

To Insert Cells:
 Select the cell or range of cells where you want to insert new cells. This could be a
single cell or a group of cells.
 Right-click on the selected cell(s), and from the context menu that appears, choose
"Insert".
OR
 Click on Home tab  Cells group  Insert command and select "Insert Cells".
Spreadsheets 5.13

Fig. 5.14 (Ins e rtcom m and to ins e rta ce l

ls)

 In the Insert dialog box that appears, you can choose the type of insertion:

Fig. 5.15 (Ins e rtdial

og box)

o Shift cells right: This option moves the existing cells to the right to make room
for the inserted cells.
o Shift cells down: This option moves the existing cells down to make room for
the inserted cells.
o Entire row: This option inserts an entire row above the selected cells.
o Entire column: This option inserts an entire column to the left of the selected
cells.
 After selecting the desired insertion type, click the "OK" button. The cells will be
inserted, shifting the existing cells as per your selection.

5.6.6 DELETE ROWS

To Delete Rows:
 Select the rows you want to delete.
 Click on Home tab  Cells group  Delete command.
5.14 Spreadsheets

Fig. 5.16 (De l

e te com m and to de l
e te a row )

 The rows are deleted from your worksheet.

5.6.7 DELETE COLUMNS

To Delete Columns:
 Select the columns you want to delete.
 Click on Home tab  Cells group  Delete command.

Fig. 5.17 (De l

e te com m and to de l
e te a col
um n)

 The columns are deleted from your worksheet.

5.6.8 DELETE CELLS

To Delete Cells:
 Select the cell or range of cells you want to delete. This could be a single cell or a
group of cells.
 Right-click on the selected cell(s), and from the context menu that appears, choose
"Delete".
OR
 Click on Home tab  Cells group  Delete command and select "Delete Cells".

Fig. 5.18 (De l

e te com m and to de l
e te ce l
ls)
Spreadsheets 5.15

 In the Delete dialog box that appears, you can choose the type of deletion:

Fig. 5.19 (De l

e te dial
og box)

o Shift cells left: This option shifts the remaining cells to the left, filling the gap
created by the deleted cells.
o Shift cells up: This option shifts the remaining cells up, filling the gap created by
the deleted cells.
o Entire row: This option deletes the entire row containing the selected cells.
o Entire column: This option deletes the entire column containing the selected
cells.
After selecting the desired deletion type, click the "OK" button. The cells will be
deleted, and the remaining cells will be shifted accordingly.

5.6.9 WRAPPING TEXT AND MERGING CELLS

If a cell contains more text than can be displayed, you can choose to wrap the text within
the cell or merge the cell with empty adjoining cells. Wrap text to make it display on
multiple lines of the cell. Merge cells to combine adjoining cells into one larger cell.
To Wrap Text:
 Select the cells with text that you want to wrap.
 Select the Home tab  Alignment group  Wrap Text command.

Fig. 5.20 (W rap Te xtcom m and)

 The text in the selected cells will be wrapped in your worksheet.

5.16 Spreadsheets

To Merge Cells using the Merge & Center command:

 Select the cells you want to merge.
 Select the Home tab  Alignment group  Merge & Center command.

Fig. 5.21 (M e rge & Ce nte r com m and)

 The selected cells will be merged, and the text will be centered.

5.7 CREATING A WORKBOOK

Excel files are called workbooks. Each workbook holds one or more worksheets (also
known as spreadsheets).
To Create a New Workbook:
 Click the File tab to move on Backstage view.
 Select New.
 Select Blank workbook under Available Templates.
(It will be highlighted by default.)
 Click Create. A new blank workbook appears in the Excel window.

Fig. 5.22 (Cre ating a W ork book )

Spreadsheets 5.17

5.8 OPENING A WORKBOOK

There may be a situation when you open an existing workbook and edit it partially or
completely.
To Open an Existing Workbook:
 Click the File tab to move on Backstage view.
 Select Open. The Open dialog box appears.

Fig. 5.23 (O pe ning a W ork book : O pe n Dial

og box)

 Select your desired workbook and then click Open.

5.9 ENTERING AND EDITING DATA

In the cell(s) of worksheet(s), the data that you enter can be numbers, text, dates, or
times.
To Enter Text or Numbers:
 Left click a cell to select it. Each rectangle in the worksheet is called a cell. As you
select a cell, the cell address appears in the Name Box.

Fig. 5.24 (Se l

e cting a Ce l
lto Ente r Data)
5.18 Spreadsheets

 Enter text or numbers into the cell using your keyboard. The entered data appears in
the cell and in the formula bar.

Fig. 5.25 (Ente r Data into Ce l

l)

To Enter Date or Time:

 On the worksheet, click a cell.
 Type a date or time as follows:
o To enter a date, use a slash mark or a hyphen to separate the parts of a date; for
example, type 9/5/2002 or 5-Sep-2002.
o To enter a time that is based on the 12-hour clock, enter the time followed by a
space, and then type a or p after the time; for example, 9:00 p. Otherwise, Excel
enters the time as AM.
 To enter the current date and time, press Ctrl+Shift+; (semicolon).
To Edit or Delete Data:
 Select the cell.
 Press the Backspace key on your keyboard to delete text and make a correction.
 Press the Delete key to delete the entire contents of a cell.
Note: You can also make changes to and delete text from the formula bar. Just select the
cell and place your insertion point in the formula bar.

5.10 SAVING A WORKBOOK

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.
To Save the Workbook:
 Click the File tab and select Save or Save As option.
o Save As allows you to name the file and choose a location to save the
spreadsheet. Choose Save As if you would like to save the file for the first time
or if you would like to save the file as a different name.
o Select Save if the file has already been named.
Spreadsheets 5.19

Fil
e tab Save As

Fig. 5.26 (Save a w ork book )

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

5.11 CREATING A NEW WORKSHEET

By default each workbook in Excel 2010 contains 3 blank worksheets named as, Sheet1,
Sheet2 and Sheet3.

Fig. 5.27 (De faul

tW ork s h e e ts in a W ork book )

But suppose that you want to start another new worksheet while you are working on
another worksheet, or you closed already opened worksheet and want to start a new
worksheet.
5.20 Spreadsheets

To Create a New Worksheet:

 Right Click the Sheet Name and select Insert option.

Fig. 5.28 (Cre ate a Ne w w ork s h e e t)

 Now you will see the Insert dialog box with select Worksheet option as selected
from the General tab. Click Ok button.

Fig. 5.29 (Cre ate a Ne w w ork s h e e t: Ins e rtdial

og box)

 A new blank sheet will be displayed and you can start typing your text.
Spreadsheets 5.21

Fig. 5.30 (Cre ate a Ne w w ork s h e e t: A Ne w bl

ank s h e e t)

5.12 CLOSING A WORKBOOK

Closing a workbook simply removes the file from your screen but keeps your Excel 2010
program running so you can edit or open another file. If you have not saved your file,
closing a file will prompt you to save your changes.
To Close a Workbook:
 Click the File tab.
 The Backstage View appears.
 Click Close.
If you have not saved your file, a dialog box appears asking whether you want to save
your changes.
 Click Save to save your changes, Don’t Save to discard any changes, or Cancel to
keep your file open.
If you click either Save or Don’t Save, Excel 2010 closes your file.
OR
Click the Close Button as shown below:
5.22 Spreadsheets

Fig. 5.31 (Cl

os ing a W ork book )

5.13 FORMATTING WORKSHEETS

Once you have entered information into a worksheet, you will need to be able to format it.
To Format Text in Bold or Italics:
 Left-click a cell to select it or drag your cursor over the text in the formula bar to
select it.
 Click the Bold or Italics command.

Fig. 5.32 (Form atting Te xtin a W ork s h e e t: Bol

d or Ital
ic)

Note: You can select the entire column and row, or specific cells.
(i) To select the entire column, just left-click the column heading and the entire
column will appear as selected.
(ii) To select the entire row, just left-click the row heading and the entire row will
appear as selected.
(iii) To select the specific cells, just left-click a cell and drag your mouse to select the
other cells. Then, release the mouse button.
Spreadsheets 5.23

To Format Text as Underlined:

 Select the cell or cells you want to format.
 Click the drop-down arrow next to the Underline command.
 Select the Single Underline or Double Underline option.

Fig. 5.33 (Form atting Te xtin a W ork s h e e t: Singl

e Unde rl
ine or Doubl
e Unde rl
ine )

To Change the Font Style:

 Select the cell or cells you want to format.
 Left-click the drop-down arrow next to the Font Style box on the Home tab.
 Select a font style from the list.

Fig. 5.34 (Form atting Te xtin a W ork s h e e t: Ch ange FontStyl

e)

Note: As you move over the font list, the Live Preview feature previews the font for you
in the spreadsheet.
To Change the Font Size:
 Select the cell or cells you want to format.
 Left-click the drop-down arrow next to the Font Size box on the Home tab.
 Select a font size from the list.

Fig. 5.35 (Form atting Te xtin a W ork s h e e t: Ch ange FontSiz e )

5.24 Spreadsheets

To Change the Text Color:

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

Fig. 5.36 (Form atting Te xtin a W ork s h e e t: Ch ange Te xtCol

or)

OR
 Select More Colors. A dialog box will appear.
 Select a color.
 Click OK.
To Add a Border:

Fig. 5.37 (Form atting Te xtin a W ork s h e e t: Add a Borde r for th e ce l

l(s ))
Spreadsheets 5.25

 Select the cell or cells you want to format.

 Click the drop-down arrow next to the Borders command on the Home tab. A menu
will appear with border options.
 Left-click an option from the list to select it.
To Add a Fill Color:
 Select the cell or cells you want to format.
 Click the Fill command. A color palette will appear.
 Select a color.

Fig. 5.38 (Form atting Te xtin a W ork s h e e t: To add a Fil

lCol
or for th e ce l
l(s ))

OR
 Select More Colors. A dialog box will appear.
 Select a color.
 Click OK.

5.14 MANAGING WORKSHEETS

In a workbook, the tabs displayed at the bottom of the screen are named Sheet1, Sheet2
and Sheet3. These are not very informative names. Excel allows you to define a meaningful
name for each worksheet in a workbook so that you can quickly locate information.

5.14.1 RENAMING A WORKSHEET

To Rename a Worksheet:
 Double-click the sheet tab to select it. The text is highlighted by a black box.
5.26 Spreadsheets

Fig. 5.39 (Re nam ing a w ork s h e e t)

OR
 Right click on the sheet tab and select Rename option from the shortcut menu. The
text is highlighted by a black box.

Fig. 5.40 (Re nam ing a w ork s h e e tth rough Sh ortcutm e nu)

 Type a new name for the worksheet.

Fig. 5.41 (Se tting ne w nam e for th e w ork s h e e t)

 Press the Enter key.

5.14.2 INSERTING A WORKSHEET

By default, each new workbook in Excel defaults to three worksheets named Sheet1,
Sheet2 and Sheet3. You have the ability to insert new worksheets if needed.
To Insert a New Worksheet:
 To quickly insert a new worksheet at the end of the existing worksheets, click the
Insert Worksheet tab at the bottom of the screen.

Fig. 5.42 (Ins e rta Ne w w ork s h e e t: Us ing Ins e rtW ork s h e e ttab)
Spreadsheets 5.27

 To insert a new worksheet in front of an existing worksheet, select that worksheet

and then, on the Home tab, in the Cells group, click Insert, and then click Insert
Sheet.

Fig. 5.43 (Ins e rta Ne w w ork s h e e t: Us ing Ins e rtSh e e toption)

 Right click on the sheet tab and select Insert option from the shortcut menu.

Fig. 5.44 (Ins e rta Ne w w ork s h e e t: Us ing Sh ortcutm e nu)

Note: To change the order of the worksheets in a workbook, click the tab of the
worksheet that you want to move, and then drag it to the location that you want.

5.14.3 WORKING WITH MULTIPLE WORKSHEETS

A workbook is a multi-page Excel document that contains multiple worksheets.
Sometimes you need to work with the worksheets one at a time as if each is a single unit.
Other times, the same information or formatting may need to be added to every worksheet.
You can type and retype the same information in each worksheet and apply identical
formatting, or you can group the worksheet and enter the information just once.
Grouping worksheets allows you to apply identical formulas and/or formatting across all
worksheets in a group. When you group worksheets, any changes made to one worksheet
will be changed in any other worksheets in the group.
For example, if several worksheets will have the same data, like- regions, departments,
5.28 Spreadsheets

quarters, months, weeks, and days, then you type it once and it will appear on every
worksheet included in the grouping.

Fig. 5.45 (M ul
tipl
e w ork s h e e ts in a Group)

To Group Worksheets:
 To select one worksheet, click the sheet tab.
 To select more than one worksheet, hold the Control key down and click one or
more worksheet tabs in the workbook.
 To select all worksheets in a workbook, right-click any worksheet tab and choose
Select All Sheets from the shortcut menu.

Fig. 5.46 (Grouping W ork s h e e ts )

Spreadsheets 5.29

When you are finished entering, moving, copying, or formatting data, you will need to
ungroup worksheets. If you do not ungroup the sheets, any work you do in one sheet will
be duplicated in all of the others.
To Ungroup Worksheets:
 Right-click any of the selected worksheet tabs.
 Choose Ungroup Sheets from the shortcut menu.

Fig. 5.47 (Ungrouping W ork s h e e ts )

5.14.4 DELETING A WORKSHEET

Any worksheet can be deleted from a workbook, including those that have data in it.

Note: Remember, a workbook must contain at least one worksheet.

To Delete One or More Worksheets:

 Select the worksheet or worksheets that you want to delete.

Note: When multiple worksheets are selected, [Group] appears in the title bar at the top
of the worksheet. To cancel a selection of multiple worksheets in a workbook, click any
unselected worksheet. If no unselected sheet is visible, right-click the tab of a selected
sheet, and then click Ungroup Sheets on the shortcut menu.

 On the Home tab, in the Cells group, click the arrow next to Delete, and then click
Delete Sheet.
5.30 Spreadsheets

Fig. 5.48 (De l

e ting a w ork s h e e t: Us ing De l
e te Sh e e tO ption)

 You can also right-click the sheet tab of a worksheet or a sheet tab of any selected
worksheets that you want to delete, and then click Delete Sheet.

Fig. 5.49 (De l

e ting a w ork s h e e t: Us ing Sh ortcutm e nu)

5.14.5 MOVING OR COPYING A WORKSHEET

You can use the Move or Copy Sheet command to move or copy entire worksheets (also
known as sheets), to other locations in the same or a different workbook. You can use the
Cut and Copy commands to move or copy a portion of the data to other worksheets or
workbooks.
To Move or Copy Worksheets:
 Select the worksheets that you want to move or copy. If you want to move or copy
more than one, press and hold the Ctrl key, and then click the tabs of the sheets you
want to copy.
 Select Home Tab  Cells Group  Format  Move or Copy Sheet.
Spreadsheets 5.31

Fig. 5.50 (M oving or copying a w ork s h e e t)

OR
 You can also right-click a selected sheet tab, and then click Move or Copy.

Fig. 5.51 (Moving or copying a w ork s h e e t: Us ing Sh ortcutm e nu)

 Move or Copy dialog box will be appeared. In the Move or Copy dialog box, click
the sheet that should be after the moved or copied sheet.
5.32 Spreadsheets

Fig. 5.52 (M ove or Copy Dial

og box)

 To copy the sheets instead of moving those, in the Move or Copy dialog box, select
the Create a copy check box.

Fig. 5.53 (Move or Copy Dial

og box: Cre ate a Copy)

 When you create a copy of the worksheet, the worksheet is duplicated in the
workbook, and the sheet name indicates that it is a copy. For example, the first copy
that you make of Sheet1 is named Sheet1 (2).

5.15 FORMULA
Formulas are equations that perform calculations on data values in the worksheet. Like a
calculator, Excel can execute formulas that add, subtract, multiply, and divide. A formula
can be a combination of constant values, cell references and mathematical operators (+, -, /, *, =).
Spreadsheets 5.33

 A formula starts with an equal sign (=) in a cell. This tells Excel that you are entering
a formula, not just numbers.
 Type the equation you want to calculate. For example, to add up 10 and 20, you type
=10+20.
 Press the Enter key to complete your calculation.
 Instead of entering numbers directly in your calculation formula, you can put them
in separate cells, and then reference those cells in your formula, e.g., =A1+A2+A3.
Example:
The following formula multiplies 5 by 10 and then adds the value in cell A2 to the result:
=A2+5*10
Here,
 5 and 10 are constant values.
 + and * are mathematical operators.
 A2 is the cell reference, which returns the value in cell A2.
The formula is visible only in the Formula bar. A formula's result will change as different
numbers are entered into the cells included in the formula's definition.
Note: The cell address in a formula is known as the cell reference.

Fig. 5.54 (Form ul

a Vis ibl
e in th e Form ul
a bar)

5.15.1 HANDLING OPERATORS IN FORMULA

An operator in Excel specifies the type of calculation to be performed on a given set of
values. Excel has a variety of operators, including arithmetic operators, comparison
operators, and reference operators.
(1) Arithmetic Operators
Arithmetic operators are used to perform arithmetic operations over data values, like-
addition, subtraction, multiplication, division etc.
The following table shows how to handle basic arithmetic operators in Excel formula:
Operator Description Excel Formula
+ (Addition Operator) It makes the addition of two or more than two = A1 + B1
numeric values and gives a numeric value as a
return.
5.34 Spreadsheets

– (Subtraction Operator) Subtracts two or more than two numeric values = A1 – B1

and gives a numeric value in return

* (Multiplication Multiplies one numeric value with the other and = A1 * B1

Operator) gives a numeric value in return

/ (Division Operator) Divides the numerator (should be numeric) value = A1 / B2

with the denominator (should be numeric) value
and gives a numeric value in return.

% (Percentage Operator) Converts the number present in a cell into a = A1 %

percentage (i.e., divides the number by 100)

^ (Exponential Operator) Raises the power of the first numeric value by the = A1 ^ B1
second numeric value.

(2) Logical / Comparison Operators

These operators logically compare the two values (numeric or text) and return a Boolean
output, i.e. TRUE or FALSE.
The following table shows how to handle basic logical operators in Excel formula:

Operator Description Excel Formula

= (Equals To) It compares two values and returns TRUE if both =A1 = B1
values are equal; else returns FALSE.

<> (Not Equals To) It compares two values and returns TRUE if both =A1 <> B1
values are not equal to each other else returns
FALSE.

> (Greater Than) It returns TRUE if the value in cell A1 (First Value) =A1 > B1
is greater than the value in cell B1 (Second Value)
else returns FALSE.

< (Less Than) It returns TRUE if the value in cell A1 (First Value) =A1 < B1
is lesser than the value in cell B1 (Second Value);
else returns FALSE.

>= (Greater than or equals It returns TRUE if the value in cell A1 (First Value) =A1 >= B1
to) is greater than or equals to the value in cell B1
(Second Value); else returns FALSE.

<= (Less than or equals to) It returns TRUE if the value in cell A1 (First Value) =A1 <= B1
is less than or equals to the value in cell B1 (Second
Value); else returns FALSE.
Spreadsheets 5.35

(3) Reference Operators

Reference operators are used to refer to the ranges from your excel spreadsheet in a
formula. Following are the reference operators used in Excel:

Operator Description Excel Formula

: (Colon) It is a range operator that gives a range of cells within = SUM(A2:B6)

start point and end point reference cells. The above formula
provides sum of all cell
values as a range
starting from A2 to cell
B6.

, (Comma) It is a union operator. This operator combines (as the = SUM(A2:A6, A2:B3)
word union suggests) two or more than two
references into a single reference.

(space) It is an intersection operator. This operator only gives = SUM(A2:A6 A2:B3)

reference to those cells which are common in two
range arguments.

5.15.2 COPY AND PASTE FORMULA

The process to copy and paste a formula is identical to that process used to copy and
paste text.
To Copy and Paste a Formula:
 Select the cell that contains the formula to be copied.

Fig. 5.55 (Copy a Form ul

a)

 To copy the formula, click on the Home tab  Clipboard group  Copy command.

Fig. 5.56 (Copy Com m and)

5.36 Spreadsheets

OR
Press Ctrl+C.
 Now, select the cell where the copied formula is to be pasted.
 To paste the formula, click on the Home tab  Clipboard group  Paste command.

Fig. 5.57 (Pas te Com m and)

OR
 Press Ctrl+V.
OR
 Press the Enter key. The formula is copied to the new location.

Fig. 5.58 (Pas te a Form ul

a)

Note: The cell references in a formula are automatically updated when the formula is
copied to another cell in the worksheet.

5.15.3 REVISING FORMULA

You can revise any formula that was previously written in a worksheet.
To Revise a Formula:
 Double-click the cell that contains the formula you want to revise.
 The cursor can now move left and right between the values in the formula.

 Make the necessary changes to the formula. Like, replace cell A2 with cell A3 in the
formula.
Spreadsheets 5.37

 Press the Enter key to accept the new formula.

5.16 CELL REFERENCING

The cell address in a formula is known as the cell reference. With the help of cell
references, you can use the data in different parts of a worksheet.

Types of Cell Referencing:

There are three types of cell references:
(1) Relative Reference: When you create a formula, references to cell(s) are usually
based on the position relative to the cell. When you copy or move a formula to other cells,
the reference cell automatically changes.
Example:
In Figure 5.59, the formula in A3 is = A1+A2. When you copy the formula from A3 to B3,
Excel automatically changes the reference to match the location of cells i.e. it becomes
B3=B1+B2.

Fig. 5.59 (Re l

ative Re fe re nce : Sim pl
e form ul
a)

Fig. 5.60 (Re l

ative Re fe re nce : Copy and Pas te th e form ul
a)
5.38 Spreadsheets

(2) Absolute Reference: Absolute reference is used when you do not want to change the
address of the cell on copying the formula to another cell. For this purpose, you have to add
the dollar symbol ($) before the column and the row number.
Example:
 Enter the numbers (Figure 5.61) you want to calculate (e.g., 34,567.00 in cell B2 and
1,234.00 in cell B3).
 Then, create a simple formula (=B2+B3) in cell B5.

Fig. 5.61 (Abs ol

ute Re fe re nce : Sim pl
e form ul
a)

 To create an absolute reference in the formula just created, insert a $ symbol before
the B (column reference) and 2 (row reference) in the reference to B2 so the new
formula reads, (=$B$2+B3). (Fig. 5.62)

Fig. 5.62 (Abs ol

ute Re fe re nce : Cre ate an abs ol
ute re fe re nce )

 Copy and Paste the formula to another adjacent cell (D5). The formula now includes
an absolute reference to B2, (=$B$2+D3).
Spreadsheets 5.39

Fig. 5.63 (Abs ol

ute Re fe re nce : O bs e rve th e Ce l
lRe fe re nce once th e form ul
a is appl
ie d)

(3) Mixed Reference: It is a combination of Relative and Absolute reference. In this type
of reference, either row or column has to remain fixed.
Example:
 Enter the numbers you want to calculate.
(e.g., 10 in cell A1 and 20 in cell A2). (Fig. 5.64)
 Then, create a simple formula (=A1+A2) in cell A3.

Fig. 5.64 (M ixe d Re fe re nce : Sim pl

e form ul
a)

 To create a mixed reference in the formula just created, insert a $ symbol before the
A (column reference) for A1 and a $ symbol before the 2 (row reference) for A2 in
the formula bar. The new formula reads, (=$A1+A$2). (Fig. 5.65)

Fig. 5.65 (M ixe d Re fe re nce : Cre ate a m ixe d re fe re nce )

 Copy and Paste the formula to another adjacent cell (B3). The formula now includes
a mixed reference for the cell B3 (=$A1+B$2).
5.40 Spreadsheets

Fig. 5.66 (M ixe d Re fe re nce : O bs e rve th e Ce l

lRe fe re nce O nce th e form ul
a is appl
ie d)

5.17 FUNCTIONS
Functions are predefined formulas that perform calculations by using specific values,
called arguments, in a particular order. Functions can be used to perform simple or complex
calculations. Functions save you the time of writing lengthy formulas.
For example, you can use an Excel function called Average, to quickly find the average of
range of numbers.
Each function has a specific order, called syntax, which must be strictly followed for the
function to work correctly.
Syntax Order:
1. All functions begin with the = sign.
2. After the = sign, define the function name (e.g., SUM).
3. After the function name, define argument(s) enclosed by parentheses (numbers, text
or cell references). If there is more than one argument, separate each by a comma.
An example of a function with one argument that adds a range of cells, B3 through B10:

Fig. 5.67 (Function w ith O ne Argum e nt)

An example of a function with more than one argument that calculates the average of
numbers in a range of cells, B3 through B10, and C3 through C10:

Fig. 5.68 (Function w ith m ore th an O ne Argum e nt)

Spreadsheets 5.41

Excel provides hundreds of functions to assist you in different sort of calculation. Some
of the commonly used functions are discussed below:

5.17.1 MATHEMATICAL FUNCTIONS

Excel's Mathematical functions can be used to perform common mathematical
operations such as addition, multiplication and rounding numbers. Some of the commonly
used mathematical functions are discussed below:

(1) SUM
The SUM function returns the sum of values supplied. These values can be numbers, cell
references, ranges, and constants, in any combination.
Example:
In the following spreadsheet, the SUM function is used to calculate the sum of the
numbers 5, 6, 7, 8 & 9. In each of the five methods, the numbers are supplied to the SUM
function in a different way.

(2) SUMIF

The SUMIF function returns the sum of cells that meet a single condition. Criteria can be
applied to dates, numbers, and text.
Example:
The following spreadsheet shows three examples of the SUMIF function used with text-
based criteria:
5.42 Spreadsheets

(3) PRODUCT
The PRODUCT function returns the product of a supplied set of numerical values.
Example:
In the following spreadsheet, the PRODUCT function is used to calculate the product of
the numbers 3, 6, 2, 8 & 5. In each of the five methods, the numbers are supplied to the
PRODUCT function in a different way.

(4) SUMPRODUCT
The SUMPRODUCT function returns the sum of the products of the corresponding
values in a set of supplied arrays.
Spreadsheets 5.43

Example:
The following spreadsheet shows the use of SUMPRODUCT function:

(5) POWER
The POWER function calculates a given number, raised to a supplied power.
Example:
The following spreadsheet shows the use of POWER function:

(6) SQRT
The SQRT function calculates the positive square root of a supplied number. If the
supplied number is negative, the SQRT function returns the #NUM! Error.
Example:
The following spreadsheet shows the use of SQRT function:
5.44 Spreadsheets

(7) SUBTOTAL
The SUBTOTAL function performs a specified calculation (Eg. the sum, product,
average, etc.) for a supplied set of values.
Syntax of the function is:
SUBTOTAL( function_num, ref1, [ref2], ... )
Here,
function_num - An integer that denotes the calculation type (e.g. sum, average, etc.).
ref1, [ref2], ... - One or more references to cells containing the values that the calculation
is to be performed on. Blank cells and cells containing non-numeric values
are ignored in the calculation.
The following table (Table 5.1) shows the possible values for function_num:
Table 5.1
function_num function_num
Function
(include hidden values) (ignore hidden values)
1 101 AVERAGE
2 102 COUNT
3 103 COUNTA
4 104 MAX
5 105 MIN
6 106 PRODUCT
7 107 STDEV
8 108 STDEVP
9 109 SUM
10 110 VAR
11 111 VARP

Example:
The following spreadsheet shows the use of SUBTOTAL function:
Spreadsheets 5.45

In the example above, as all cells are visible, we could have set the function_num
argument to be either 9 or 109 for the SUM, and to be either 1 or 101 for the AVERAGE
calculation (Refer Table 5.1). Both options would give the same results.
(8) MOD
The MOD function returns the remainder of a division between two supplied numbers.
Example:
The following spreadsheet shows the use of MOD function:

(9) ROUND
The ROUND function rounds a supplied number up or down, to a specified number of
decimal places.
Example:
The following spreadsheet shows the use of ROUND function:

(10) LOG10
The LOG10 function calculates the base-10 logarithm of a number. The base-10
logarithm of a number is the power to which 10 must be raised to obtain that number. For
example, the base-10 logarithm of 100 is 2, because 10 raised to the power of 2 is 100.
Example:
The following spreadsheet shows the use of LOG10 function:
5.46 Spreadsheets

(11) ABS
The ABS function returns the absolute value of a number. In other words, it is the
positive version of the number, regardless of whether the number is positive or negative.
Example:
The following spreadsheet shows the use of ABS function:

(12) LN
The LN function calculates the natural logarithm of a number. The natural logarithm
uses the mathematical constant e (approximately 2.71828) as the base. In simpler terms, it
tells you to which power e must be raised to get a certain number.
Example:
The following spreadsheet shows the use of LN function:

5.17.2 STATISTICAL FUNCTIONS

Excel provides a wide range of statistical functions that perform calculations, from
computing basic mean (average) to the more complex analytical tests. Some of the
commonly used statistical functions are discussed below:

(1) AVERAGE
The AVERAGE function is used to calculate the average or the arithmetic mean of a list
of supplied numbers.
Spreadsheets 5.47

Example:
In the following spreadsheet, the AVERAGE function is used to calculate the arithmetic
mean of the numbers 8, 7, 9, 6 & 10. In each case, the values are supplied to the function in
different ways.

(2) MIN
The MIN function returns the smallest value from a supplied set of numeric values.
Example:
The following spreadsheet shows the use of MIN function:

(3) MAX
The MAX function returns the largest value from a supplied set of numeric values.
Example:
The following spreadsheet shows the use of MAX function:
5.48 Spreadsheets

(4) COUNT
The COUNT function returns the count of numeric values in a supplied set of cells or
values. This count includes both numbers and dates.
Example:
The following spreadsheet shows the use of COUNT function:

(5) COUNTIF
The COUNTIF function returns the number of cells within a supplied range, that satisfy
a given criteria or condition.
Example:

Based on the above spreadsheet, the following COUNTIF functions will return the
different results:
Spreadsheets 5.49

(6) MEDIAN
The MEDIAN function in Excel is a statistical function that calculates the middle value
of a set of numbers. When the data set has an odd number of values, the median is the
middle value. When the data set has an even number of values, the median is the average of
the two middle values.
Example:

(7) MODE
The MODE function in Excel is a statistical function that calculates the most frequently
occurring value in a data set. It returns the value or values that appear the most often within
a range of cells. The MODE function is useful for identifying patterns and trends in data.
Example:
5.50 Spreadsheets

(8) STDDEV
The STDEV function in Excel calculates the standard deviation of a sample of data. The
standard deviation is a measure of how spread out the data is from the average value. A low
standard deviation indicates that the data is clustered closely around the mean, while a high
standard deviation indicates that the data is spread out over a wider range of values.
Example:

(9) VAR
The VAR function in Excel calculates the variance of a sample of data. Variance is a
statistical measure that indicates how much a set of numbers varies from its mean (average).
A higher variance indicates that the numbers are more spread out, while a lower variance
indicates that the numbers are more tightly clustered around the mean.
Example:
Suppose you have a set of exam scores: 80, 75, 90, 85, and 95. To calculate the variance of
these scores, you would use the following formula:
=VAR(80, 75, 90, 85, 95)
This formula would return a value of 62.5, which is the variance of the exam scores.

(10) SKEW
The SKEW function calculates the skewness of a dataset, indicating whether the data is
skewed to the left (negative skewness), to the right (positive skewness), or is symmetrical
(zero skewness).
Spreadsheets 5.51

Example:
Let's consider a simple dataset: 5, 8, 8, 10, 12. To calculate the skewness of the dataset,
you would use the following formula:
=SKEW(5, 8, 8, 10, 12)
This formula would return a value of -0.1184, indicating negative skewness.
(11) KURT
The KURT function calculates the kurtosis of a dataset, which is a measure of the
sharpness of a distribution's peak. It helps you understand whether the data is more or less
peaked than a normal distribution.
Example:
Suppose you have a dataset of exam scores: 75, 80, 85, 90, and 95. To calculate the
kurtosis of these scores, you would use the KURT function in Excel like this:
=KURT(75, 80, 85, 90, 95)
This formula would return a value of -1.2.
(12) CORREL
The CORREL function measures how much two sets of numbers are related to each
other. It gives you a number between -1 and 1, where:
 1: Perfect positive correlation (as one set of numbers increases, the other set also
increases).
 0: No correlation (there's no apparent relationship between the sets of numbers).
 -1: Perfect negative correlation (as one set of numbers increases, the other set
decreases).
Example:
5.52 Spreadsheets

5.17.3 LOGICAL FUNCTIONS

In Excel, Logical functions are used frequently for testing conditions and making
decisions. Some of the commonly used logical functions are discussed below:
(1) IF
The IF function checks whether a condition is met or not. It returns one value if the
condition is TRUE and another value if the condition is FALSE.
Example:
In the following spreadsheet, select cell C1, enter the function =IF(A1>=33,
"PASS","FAIL") and Press Enter.

Here, the IF function returns PASS in cell C1 because the value in cell A1 is equals to 33.

(2) AND
The AND function returns TRUE if all conditions are true and returns FALSE if any of
the conditions are false.
Example:
In the following spreadsheet, select cell C1, enter the function =IF(AND(A1>=60,B1<100),
"FIRST","SECOND") and Press Enter.

Here, the AND function returns FALSE because the value in cell A1 is not greater than
or equals to 60, though the value in cell B1 is less than 100. So in this function, the second
condition is true, but the first condition is false. As a result, this function returns FALSE and
put SECOND in cell C1.

(3) OR
The OR function returns TRUE if any of the conditions are TRUE and returns FALSE if
all conditions are false.
Example:
In the following spreadsheet, select cell C1, enter the function =IF(OR(A1>=60,B1<100),
"FIRST","SECOND") and Press Enter.
Spreadsheets 5.53

Here, the OR function returns TRUE because the value in cell B1 is less than 100, though
the value in cell A1 is not greater than or equals to 60. So in this function, out of two
conditions, one is true. As a result, this function returns TRUE and put FIRST in cell C1.

(4) NOT
The NOT function returns the opposite to a supplied logical value. That is, if the
supplied value is TRUE, the NOT function returns FALSE and if the supplied value is
FALSE, the NOT function returns TRUE.
Example:
The following spreadsheet shows the use of NOT function:

5.17.4 DATE AND TIME FUNCTIONS

Excel provides a number of functions to work with dates and times. Some of the
commonly used date and time functions are discussed below:

(1) DATE
The DATE function converts a supplied year, month and day into an Excel date.
Example:
5.54 Spreadsheets

(2) TIME
The TIME function accepts three integer arguments representing hours, minutes and
seconds, and returns an Excel time i.e. it returns the decimal value that represents the time
in Excel.
Example:

(3) NOW
The NOW function returns the current date and time. This function receives no
arguments. The NOW function updates every time your Excel worksheet is refreshed, and
so any cell(s) containing this function will be continually changing.
Example:

(4) TODAY
The TODAY function returns the current date. The function has no arguments.
Example:

(5) DAY
The DAY function returns an integer representing the day of the month (from 1 - 31) of a
supplied date.
Example:
Spreadsheets 5.55

(6) MONTH
The MONTH function returns an integer, representing the month (from 1 - 12) of a
supplied date.
Example:

(7) YEAR
The YEAR function returns an integer representing the year of a supplied date.
Example:

(8) HOUR
The HOUR function returns an integer representing the hour component of a supplied
time.
Example:
5.56 Spreadsheets

(9) MINUTE
The MINUTE function returns an integer representing the minute component of a
supplied time.
Example:

(10) SECOND
The SECOND function returns an integer representing the second component of a
supplied time.
Example:

5.17.5 TEXT FUNCTIONS

Excel has many functions to offer when it comes to manipulating text or strings. Some of
the commonly used text functions are discussed below:

(1) LEFT
The LEFT function is used to extract the leftmost characters from a string. It returns a
specified number of characters from the start of a supplied text string.
Example:
The following spreadsheet shows the use of LEFT function:
Spreadsheets 5.57

(2) RIGHT
The RIGHT function is used to extract the rightmost characters from a string. It returns a
specified number of characters from the end of a supplied text string.
Example:
The following spreadsheet shows the use of RIGHT function:

(3) MID
The MID function is used to extract a substring, starting in the middle of a string. It
returns a specified number of characters from the middle of a supplied text string.
Example:
The following spreadsheet shows the use of MID function:

(4) LEN
The LEN function is used to get the length of a string. It returns the length of a supplied
text string.
Example:
The following spreadsheet shows the use of LEN function:
5.58 Spreadsheets

(5) FIND
The FIND function is used to find the position of a substring in a string. It returns the
position of a specified character or sub-string within a supplied text string.
Example:
The following spreadsheet shows the use of FIND function:

(6) LOWER
The LOWER function converts all characters in a supplied text string to lower case.
Example:
The following spreadsheet shows the use of LOWER function:

(7) UPPER
The UPPER function converts all characters in a supplied text string to upper case.
Spreadsheets 5.59

Example:
The following spreadsheet shows the use of UPPER function:

(8) TRIM
The TRIM function removes extra spaces (i.e. all spaces except for single spaces between
words or characters) from a supplied text string.
Example:
The following spreadsheet shows the TRIM function applied to four different text
strings:

In all four of the above cases, the result is the string "trimmed text".
- with no spaces at the start or end and just one space in the middle.

5.17.6 ERROR FUNCTIONS

Error functions in Excel are a set of functions designed to handle and manage errors in
formulas. These functions allow you to identify, trap, and handle errors in your
spreadsheets, preventing them from causing unexpected results or crashes.
(1) ISERROR Function: The ISERROR function checks whether a formula evaluates to an
error or not. It returns TRUE if the formula evaluates to an error and FALSE otherwise.
Syntax:
ISERROR(value)
Here,
 value: The formula or expression to be checked for errors.
5.60 Spreadsheets

Example:
=ISERROR(10/0)
This formula attempts to divide 10 by 0. Since division by 0 is an invalid operation, the
formula will evaluate to an error. The ISERROR function will return TRUE in this case,
indicating that an error occurred.
(2) NA Function: The NA function in Excel is used to represent a missing or unavailable
value in a spreadsheet. It is an error value that is used to indicate that a cell does not contain
any data.
To use the NA function, simply type =NA() into a cell. The cell will then display the
error value #N/A.
Syntax:
NA()
Example:
Let's say you have a spreadsheet that tracks sales figures for each month of the year. For
the month of January, you do not have any sales data. You can use the NA function to
indicate that the sales data for January is missing:

By using the NA function, you can avoid errors in your formulas. For example, if you
calculate the average sales for the year, the formula =AVERAGE(B2:B6) will not include the
missing sales data for January.
(3) IFERROR Function: The IFERROR function is a versatile error-handling function in
Excel that allows you to specify an alternative value to return if a formula evaluates to an
error. This function is crucial for preventing errors from causing unexpected results or
crashes in your spreadsheets.
Syntax:
IFERROR(value, value_if_error)
Spreadsheets 5.61

Here,
 value: The formula or expression to evaluate.
 value_if_error: The value to return if the formula evaluates to an error. This value
can be a text message, a numeric value, another formula, or even an empty cell.
Example:
Let's say you have a formula =AVERAGE(A2:A10) that calculates the average of a range
of cells, but one of the cells in the range contains invalid data.
To prevent the formula from displaying an error message and instead return a more
informative message, you can use the IFERROR function as follows:
=IFERROR(AVERAGE(A2:A10), "Invalid data found")
In this example, if the AVERAGE formula evaluates to an error due to invalid data, the
IFERROR function will return the text message "Invalid data found" instead of displaying
an error message.

5.17.7 LOOKUP AND REFERENCE FUNCTIONS

The lookup and reference functions help you to work with arrays of data, and are
particularly useful when you need to cross reference between different data sets. Some of
the commonly used lookup and reference functions are discussed below:

(1) HLOOKUP
The HLOOKUP function looks up a supplied value in the first row of a table, and
returns the corresponding value from another row.
Syntax:
HLOOKUP(lookup_value, table_array, row_index_num, [range_lookup])
Here,
 lookup_value: The value that you want to search for, in the first row of the supplied
data array (table).
 table_array: The data array or table, containing the data to be searched in the top
row, and the return values in any other row.
 row_index_num: The row number, within the supplied table_array, that you want
the corresponding value to be returned from.
 [range_lookup]: An optional logical argument, which can be set to TRUE or FALSE,
means:
5.62 Spreadsheets

(i) TRUE- if the function cannot find an exact match to the supplied lookup_value,
it should use the closest match below the supplied value.
(ii) FALSE- if the function cannot find an exact match to the supplied lookup_value,
it should return an error.
Example:

In the above example, the HLOOKUP function searches through the top row of the
table_array (the range A2-F2), to find a match for the lookup_value (the name "Ed"). When
the name "Ed" is found, the function returns the corresponding value from the 5th row of
the table_array.

(2) VLOOKUP
The VOOKUP function looks up a supplied value in the first column of a table, and
returns the corresponding value from another column.
Syntax:
VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup])
Here-
 lookup_value: The value that you want to look up.
 table_array: The data array or table, containing the search values in the left hand
columns and the return values in another column.
Spreadsheets 5.63

 col_index_num: The column number, within the supplied table_array, that you want
to return a value from.
 [range_lookup]: An optional logical argument that describes what the function
should return in the event that it does not find an exact match to the lookup_value.
The [range_lookup] can be set to TRUE or FALSE, means:
(i) TRUE- If the function cannot find an exact match to the supplied lookup_value;
it should use the closest match below the supplied value.
(ii) FALSE- If the function cannot find an exact match to the supplied lookup_value,
it should return an error.
Example:

The above VLOOKUP function returns the price for "Cornflakes", which is $3.50.
In this example:
 The lookup_value is the text string "Cornflakes", which is located in cell D2;
 The table_array is columns A-B of the spreadsheet;
 The col_index_num is set to 2, to denote that the value returned should be taken
from column 2 of the table_array;
The [range_lookup] argument is set to FALSE, to indicate that we only want a result to
be returned if an exact match to the lookup_value is found.

5.17.8 FINANCIAL FUNCTIONS

Excel provides a wide range of financial functions that are useful for financial analysis,
5.64 Spreadsheets

calculations, and modeling. Here are some important financial functions in Excel with
suitable examples:

(1) PMT (Payment)

The PMT function calculates the periodic payment for a loan or investment based on a
constant interest rate, a fixed number of periods, and a present value.
Example: Suppose you want to calculate the monthly payment for a 5,00,000 loan with
an annual interest rate of 8% for a term of 5 years. The formula would be:
=PMT(8%/12, 5*12, -500000)
The result would give you the monthly payment amount. In the above example, the
result would be `10,138.20.

(2) PV (Present Value)

The PV function calculates the present value of an investment.
Example: Let's say you are considering an investment that will pay you `1,000 per year
for the next 5 years, with an interest rate of 8%. The formula would be:
=PV(8%, 5, -1000)
The result would give you the present value of the investment. In the above example,
the result would be `3,992.71.

(3) FV (Future Value)

The FV function calculates the future value of an investment based on a constant interest
rate, a fixed number of periods, and regular periodic payments.
Example: Let's say you invest 1,000 per month into an account with an annual interest
rate of 7% for a period of 10 years. You can use the FV function to calculate the future value
of the investment. The formula would be:
=FV(7%/12, 10*12, -1000)
The result would give you the total value of the investment at the end of the 10-year
period. In the above example, the result would be 1,73,084.81.

(4) RATE
The RATE function calculates the interest rate per period for an investment or loan
based on regular periodic payments.
Example: Let's say you are considering a loan with a monthly payment of ` 10,174 for a
Spreadsheets 5.65

period of 5 years and a present value of ` 5,00,000. You can use the RATE function to
calculate the interest rate. The formula would be:
=RATE(5*12, -10174, 500000)
This formula would return the interest rate per month, which is 0.68%. To calculate the
annual interest rate, you would multiply the monthly interest rate by 12. Then, the formula
would be:
=RATE(5*12, -10174, 500000) * 12
The final result would be 8.15%.

(5) NPER
The NPER function is used to calculate the number of periods required to pay off a loan
or investment based on fixed, periodic payments and a constant interest rate. It stands for
"Number of Periods."
Example: Suppose you take out a loan of $10,000 at an annual interest rate of 5%, and
you plan to make monthly payments of $200. You want to know how many months it will
take to pay off the loan.
The formula would be:
=NPER(5%/12, -200, 10000)
Here,
 rate: 5% annual interest rate, so 5%/12 for monthly rate.
 payment: Monthly payment is -200 (negative because it's an outgoing payment).
 present_value: Loan amount is 10,000.
The result would be 56.1843 number of periods (months) required to pay off the loan.

(6) NPV
The NPV function is used to calculate the net present value of an investment based on a
series of future cash flows, discounted at a specified rate. NPV stands for Net Present Value.
Example: Suppose you are considering an investment that costs $1,000 today (Year 0),
and it generates cash flows of $500 at the end of Year 1 and $700 at the end of Year 2. You
want to calculate the NPV of this investment with a discount rate of 5%.
The formula would be:
=NPV(5%, -1000, 500, 700)
5.66 Spreadsheets

Here,
 Rate (Discount Rate): 5%
 Cash Flows:
 Year 0: -$1,000 (initial investment, negative because it's an outflow)
 Year 1: $500 (inflow)
 Year 2: $700 (inflow)
The NPV (Net Present Value) would be $105.82.

5.17.9 DATABASE FUNCTIONS

Excel has a number of database functions that you can use to find specific information
from the database based on set criteria.
The database functions perform basic operations, such as sum, average, count, etc., but
they also have criteria arguments, that allow you to only perform the calculation for a
specified subset of the records in your database.

(1) DSUM Function

The DSUM function calculates the sum of values in a field of a list or database that
satisfies specified conditions.
Example:
(i) Create a new worksheet and enter the database list, as shown below:
Spreadsheets 5.67

(ii) Click the cell E10.

(This is where you want to place the total sales value for sales person “Puneet”.)
(iii) Click on Formulas Tab  Function Library Group  Insert Function Command.
Insert Function dialog box appears.
(iv) In the select a category box, click the drop-down arrow and click Database from
the list. In the Select a function box, scroll down and click DSUM function.

(v) Click OK button.

(vi) Function Arguments dialog box appears.
 In the Database box, select the range A1:E8.
 In the Field box, select the cell E1.
 In the Criteria box, select the range G4:G5.
5.68 Spreadsheets

The arguments for the function are shown below:

(vii) Click the OK button. The result is shown on the worksheet.

(2) DAVERAGE Function

The DAVERAGE function calculates the average of values in a field of a list or database
that satisfies specified conditions.
Spreadsheets 5.69

Example:
(i) Create a new worksheet and enter the database list, as shown below:

(ii) Click the cell E11.

(This is where you want to place the average sales value for sales person “Puneet”.)
(iii) Click on Formulas Tab  Function Library Group  Insert Function Command.
Insert Function dialog box appears.
(iv) In the select a category box, click the drop-down arrow and click Database from
the list. In the Select a function box, scroll down and click DAVERAGE function.
5.70 Spreadsheets

(v) Click OK button.

(vi) Function Arguments dialog box appears.
 In the Database box, select the range A1:E8.
 In the Field box, select the cell E1.
 In the Criteria box, select the range G4:G5.
The arguments for the function are shown below:

(vii) Click the OK button. The result is shown on the worksheet.

(3) DMAX Function

The DMAX function returns the maximum value from a field of a list or database that
satisfies specified conditions.
Spreadsheets 5.71

Example:
(i) Create a new worksheet and enter the database list, as shown below:

(ii) Click the cell E12.

(This is where you want to place the highest sales value for sales person “Puneet”
in February.)
(iii) Click on Formulas Tab  Function Library Group  Insert Function Command.
Insert Function dialog box appears.
(iv) In the select a category box, click the drop-down arrow and click Database from
the list. In the Select a function box, scroll down and click DMAX function.
5.72 Spreadsheets

(v) Click OK button.

(vi) Function Arguments dialog box appears.
 In the Database box, select the range A1:E8.
 In the Field box, select the cell E1.
 In the Criteria box, select the range G4:H5.
The arguments for the function are shown below:

(vii) Click the OK button. The result is shown on the worksheet.

(4) DCOUNTA Function

The DCOUNTA function returns the number of non-blank cells in a field of a list or
database that satisfies specified conditions.
Spreadsheets 5.73

Example:
(i) Create a new worksheet and enter the database list, as shown below:

(ii) Click the cell E13.

(This is where you want to count the occurrences of records for sales person
“Puneet” in February.)
(iii) Click on Formulas Tab  Function Library Group  Insert Function Command.
Insert Function dialog box appears.
(iv) In the select a category box, click the drop-down arrow and click Database from
the list. In the Select a function box, scroll down and click DCOUNTA function.
5.74 Spreadsheets

(v) Click OK button.

(vi) Function Arguments dialog box appears.
 In the Database box, select the range A1:E8.
 In the Field box, select the cell A1.
(You can use any field in the database because the function is counting the
occurrences, not the value in the field.)
 In the Criteria box, select the range G4:H5.
The arguments for the function are shown below:

(vii) Click the OK button. The result is shown on the worksheet.

Spreadsheets 5.75

5.18 AUTOSUM FUNCTION

The AutoSum function provides a shortcut to adding up columns or rows of numbers in
an Excel spreadsheet. It is used to sum the values of columns or rows with a single click.

How to use AutoSum?

 Type the numbers to be included in the formula in separate cells of a column in
worksheet.

 Highlight the range of numbers to be added, from cell B2 to cell B6.

 Click the Home tab  Editing group  AutoSum command.

Fig. 5.69 (AutoSum Com m and)

 The sum of the numbers will be added to cell B7, or the cell immediately beneath the
defined range of numbers.
5.76 Spreadsheets

 Notice the formula, =SUM(B2:B6), has been defined to cell B7.

5.19 SPEEDING UP DATA ENTRY

Excel provides some speedy tools to enter data in a faster and smarter way than via the
keyboard.

5.19.1 FILL TOOL

Fill tool is a way to duplicate existing content. It basically helps you fill in sequential
data without having to type in every cell.
To Use Fill Tool:
 Start by selecting the cell to copy. You will notice a small square- called a Fill handle-
in the bottom right-hand corner of the cell.

Fig. 5.70 (Fil

lH andl
e)

 Hold your mouse pointer over the fill handle, it will change to a plus sign (+).

 Click on the + sign and drag the mouse in any direction (Down, Up, Right or Left).
Spreadsheets 5.77

Fig. 5.71 (Us e ofFil

lH andl
e)

OR
 Hold down the Shift key and click in the last cell you want to fill. Thereafter, click on
Home tab  Editing group  Fill command. A drop-down list will be appeared.
Select the direction (say- down) in which you want to copy.

Fig. 5.72 (Fil

lCom m and)

 The result would be look like:

Note: If the cell contains a number, the number will fill in series. If the cell contains text,
the same text will fill in the direction you choose.

5.19.2 FILL SERIES

A more complex use of the Fill Tool is to use a Fill Series. The default lists are for the full
and abbreviated days of the week and the months of the year, but you can create your own
lists as well.
5.78 Spreadsheets

To Add a Fill Series to a Spreadsheet:

 Type the starting value for the series and then select the cells to fill.

 Click on Home tab  Editing group  Fill command. A drop-down list will be
appeared. Select the Series option from the list.

Fig. 5.73 (Fil

lSe rie s )

 Series dialog box will be displayed.

Fig. 5.74 (Se rie s Dial

og box)
Spreadsheets 5.79

 In the Series dialog box, select AutoFill as the Series type.

 Click OK.

Fig. 5.75 (Se rie s Dial

og box: AutoFil
lType )

 The selected cells then fill in the other items on the list sequentially, repeating from
the top of the list when they reach the end of the list.

Fig. 5.76 (Fil

lSe rie s Re s ul
t)

5.20 CONDITIONAL FORMATTING

A format, such as cell shading or font color, that Excel automatically applies to cells if a
specified condition is true.
Conditional formatting is a special formatting feature of Excel that sets a cell's format
according to conditions that you specify.
Conditional formatting allows you to present numeric data in different colors; For
example, you can shade data depending on whether the value is greater, equal to, or less
than zero.
Example:
To apply different shades to the rows / cells of a worksheet, follow these steps:
 Start Excel, and then open New Worksheet.
5.80 Spreadsheets

 Type the following data in cells A1:D5:

 Select the range D2:D5.

 In Home tab, under Styles group, click Conditional Formatting command. A drop
down list will be displayed. Click Highlight Cells Rules  Greater Than.

Fig. 5.77 (ConditionalForm atting Com m and)

 Greater Than dialog box will be appeared.

Fig. 5.78 (Gre ate r Th an Dial

og box)
Spreadsheets 5.81

 Enter value 70 in the GREATER THAN field and select “Light Red Fill” option
from the “with: drop down list”.

 Click OK.
 The final result of conditional formatting would be look like:

5.21 PRINTING WORKSHEETS

Printing in Excel is much like printing in other Office applications like Microsoft Word. By
default, Excel prints the entire worksheet.
Print Preview is a method to review the formatting and make sure the columns, rows,
and margins appear exactly as you want them.
In Excel 2010, you can print and preview files from the same location by clicking File
and then Print (or pressing CTRL+P).
Excel allows you to print all or part of a worksheet or workbook, with just the
information you need.
To View the Print pane:
 Click the File tab. This takes you to Backstage view.
 Select Print. The Print pane appears, with the print settings on the left and Print
Preview on the right.
5.82 Spreadsheets

Fig. 5.79 (PrintPane W indow )

5.21.1 USING PRINT RANGES

By default, Excel prints the whole worksheet. Sometimes, you only need to print some
specific ranges instead of the whole worksheet for saving paper and printer ink.
This section will talk about how to print multiple cell ranges in Microsoft Excel.
To Print a Worksheet:
 Select the worksheets that you want to print.
 To print multiple worksheets, click the first worksheet, hold down the Ctrl key, then
click the other worksheets you want to select.
 Click File, and then click Print.
OR
Press Ctrl+P. The Print pane window appears.
 Click the Print button.
To Print Active sheet:
 A worksheet is considered active if it is selected.
 Select the worksheets you want to print.
 Click the File tab  Print to access the Print pane.
Spreadsheets 5.83

 Select Print Active Sheets from the print range drop-down menu.

Fig. 5.80 (PrintActive Sh e e ts )

 Click the Print button.

To Print the Entire Workbook:
 Click the File tab  Print to access the Print pane.
 Select Print Entire Workbook from the print range drop-down menu.

Fig. 5.81 (PrintEntire W ork book )

 Click the Print button.

To Print a Selection:
 Select the cells you want to print.
 Click the File tab  Print to access the Print pane.
 Select Print Selection from the print range drop-down menu.

Fig. 5.82 (PrintSe l

e ction)
5.84 Spreadsheets

 You can see what your selection will look like on the page in Print Preview.
 Click the Print button.
To Print only Selected Cell Ranges:
 Hold down the Ctrl key to select the non-contiguous ranges or cells.
 Click Page Layout tab  Page Setup group  Print Area command. From the drop
down list, select Set Print Area.

Fig. 5.83 (PrintSe l

e cte d Ce l
lRange s )

 The selected ranges will be surrounded by a dotted line. Click File  Print to start
printing the ranges one by one.
Note: This Set Print Area command only allows you to select and print cell ranges in the
active worksheet. If you switch to another worksheet, the previous set print areas will be
cleared.

5.21.2 PAGE ORIENTATION

Page orientation controls the way in which information is printed on the page. You can
print a worksheet in landscape or portrait orientation. Portrait is useful for worksheets
needing to fit more rows on one page, while landscape is useful for worksheets needing to fit
more columns on one page.
To Change Page Orientation:
 Click the File tab  Print to access the Print pane.

Fig. 5.84 (Page O rie ntation: PortraitO r Lands cape )

Spreadsheets 5.85

 Select either Portrait Orientation or Landscape Orientation from the orientation

drop-down menu.
 Page orientation for the worksheet will be changed.

5.21.3 INSERTING AND REMOVING PAGE BREAKS

There are two different kinds of page breaks in Excel:
(i) Soft page breaks
(ii) Hard page breaks
A soft page break is automatically inserted into a spreadsheet when there is too much data
to fit on one page.
A hard page break is one that you can insert into a spreadsheet, wherever you want it to
appear.
To Insert a Page Break:
 Move the cursor to the row where a page break needs to be inserted. This row will
be the first row on the new page.
 Click the Page Layout tab  Page Setup group  Breaks command  Insert Page
Break option.

Fig. 5.85 (Ins e rting a Page Bre ak )

 A page break, indicated by a dashed line, is inserted into the worksheet.

 You can go to Print Preview to confirm that it appears in the correct place on the
page.
To Remove a Page Break:
 Move the cursor to the row where a page break appears.
5.86 Spreadsheets

 Click the Page Layout tab  Page Setup group  Breaks command  Remove
Page Break option.

Fig. 5.86 (Re m oving a Page Bre ak )

 The page break (represented by a dashed line) is removed from the page.

5.22 GRAPHICAL REPRESENTATION OF DATA

Charts (also known as graphs) are a visual representation of data in a worksheet. Charts
allow you to present data entered into the worksheet in a visual format using a variety of
graph types. Charts make it easy to see comparisons, patterns, and trends in data. It
includes the design area, gridlines, and values. By using elements such as columns (in a
column chart) or lines (in a line chart), a chart displays series of numeric data in a graphical
format. It works by drawing figures that would represent numbers, adding colors and
shapes to the information presented.
The graphical format of a chart makes it easier to understand large quantities of data
and the relationship between different series of data. A chart can also show the big picture
so that you can analyze your data and look for important trends.

5.22.1 ORGANIZING CHARTS AND GRAPHS

Before to create a chart, you must have some numeric data values stored in the cells of a
worksheet. Normally, the data that a chart uses can reside in a single worksheet, or in
multiple worksheets.

5.22.1.1 COMPONENTS OF A CHART

In Excel, a chart comprises of following components:
Spreadsheets 5.87

Fig. 5.87 (Com pone nts ofa Ch art)

 Source Data
 This is the range of cells that make up a chart. The chart is updated automatically
whenever the information in these cells changes.

 Title
 This is the title of the chart.

 Legend
 This is the chart key, which describes what each color on the chart represents.

 Axis
 This is the vertical and horizontal parts of a chart. The vertical axis is often referred
to as the Y axis, while the horizontal axis is referred to as the X axis.

 Data Series
 This is the actual charted values, which usually are rows or columns of the source
data.

 Value Axis
 This is the axis that represents the values or units of the source data.

 Category Axis
 This is the axis identifying each data series.
5.88 Spreadsheets

5.22.1.2 TYPES OF CHARTS

Excel allows you to create different kinds of charts or graphs.

 AREA CHART
 Area chart emphasizes the trend of each value over time. An area chart also shows
the relationship of parts to a whole.

Fig. 5.88 (Are a Ch art)

 COLUMN CHART
 Column chart uses vertical bars or columns to represent data. They can work with
many different types of data, but they are most frequently used for comparing
information.

Fig. 5.89 (Col

um n Ch art)

 BAR CHART
 Bar chart is similar to a column chart except these use horizontal instead of vertical
bars. Like the column chart, the bar chart shows variations in value over time.
Spreadsheets 5.89

Fig. 5.9 0 (Bar Ch art)

 LINE CHART
 Line chart shows trends and variations in data over time. A line chart displays a
series of points, called data points that are connected over time. The data points are
connected with lines, making it easy to see whether values are increasing or
decreasing over time.

Fig. 5.9 1 (Line Ch art)

 PIE CHART
 Pie chart displays the contribution of each value to the total. Pie charts are a very
effective way to display information when you want to represent different parts of
the whole, or the percentages of a total. In Pie chart, each value is shown as a slice of
the pie, so it is easy to see which values make up the percentage of a whole.

Fig. 5.9 2 (Pie Ch art)

5.90 Spreadsheets

5.22.1.3 EMBEDDED CHART

Embedded charts are charts that reside in the same worksheet as the source data i.e. if a
chart resides in a worksheet along with worksheet data, then that kind of chart is called an
embedded chart.
In Excel, either you can print an embedded chart as part of the data on the worksheet or
you can print an embedded chart by itself without the supporting worksheet data i.e. you
can print embedded charts only one by one by selecting the charts from the worksheet.
An Excel Chart Sheet is a worksheet tab that only contains the Excel charts. Thus, it is
called a Chart Sheet. You can place more than one chart on a chart sheet.

5.22.1.3.1 CREATING A CHART / EMBEDDED CHART

To create a chart or an embedded chart, you must first enter the data into a worksheet.
This section explains how you can create simple embedded charts from the data.
To Create a Chart:
 First of all, enter the data into the worksheet and highlight all the cells that will be
included in the chart including the column titles and the row labels. These cells will be
the source data for the chart.

Fig. 5.9 3 (H igh l

igh tth e ce l
ls th atw il
lbe incl
ude d in th e ch art)

 Click the Insert tab. In the Charts group, select the desired Chart Category (say-
Column).

Fig. 5.9 4 (Se l

e cting Ch artCate gory)
Spreadsheets 5.91

 Select the desired Chart type from the drop-down menu (say- Clustered Column).

Fig. 5.9 5 (Se l

e cting Ch artType Unde r Ch artCate gory)

 The chart will appear in the worksheet.

100

90

80

70

60

50

40

30 M ark s Math

20 M ark s Engl
is h

10 M ark s Scie nce

0
Rick y Vik as M oh it Pranav

Fig. 5.9 6 (Ch art)

5.22.1.4 CHANGING CHART TYPES

To Change the Chart Type:
 Select the chart and click the Design tab. In the Type group, click the Change Chart
Type command.
5.92 Spreadsheets

Fig. 5.9 7 (Ch art: Ch ange Ch artType Com m and)

 Change Chart Type dialog box appears.

Fig. 5.9 8 (Ch ange Ch artType Dial

og box)

 Select the desired chart type, and then click OK.

5.23 SORTING
A spreadsheet can contain a huge amount of information. With more rows and columns
than previous versions, Excel 2010 gives you the ability to analyze and work with an
enormous amount of data. To most effectively use this data, you may need to manipulate
this data in different ways. Sometimes you may find that you need to reorder or sort that
information to be able to use it most effectively.
Sorting or Data Sorting is a common spreadsheet task that allows you to easily reorder
your data. The most common type of sorting is alphabetical ordering, which you can do in
ascending or descending order.

To Sort in Alphabetical Order:

 Select a cell in the column you want to sort (In Figure 5.99, we choose a cell in
column A).
Spreadsheets 5.93

Fig. 5.9 9 (Sorting: Se l

e cta Ce l
lfrom th e Col
um n)

 Click the Sort & Filter command in the Editing group on the Home tab. Select Sort
A to Z.

Fig. 5.100 (Sort& Fil

te r: SortA to Z )

 Now, the data in the spreadsheet will be organized alphabetically.

Fig. 5.101 (Sorte d Lis t)

Note: You can sort in reverse alphabetical order by choosing Sort Z to A in the list.
5.94 Spreadsheets

To Sort in Numerical Order:

 Select a cell in the column you want to sort (a column with numbers).

Fig. 5.102 (Sorting: Se l

e cta Ce l
lfrom th e Col
um n)

 Click the Sort & Filter command in the Editing group on the Home tab. Select Sort
Smallest to Largest.

Fig. 5.103 (Sorting: SortSm al

le s tto Large s t)

 Now, the data in the spreadsheet will be organized numerically from the smallest to
largest value.

Fig. 5.104 (Sorte d Lis t)

Note: You can sort in reverse numerical order by choosing Sort Largest to Smallest in
the list.
Spreadsheets 5.95

To Sort by Date or Time:

 Select a cell in the column you want to sort.

Fig. 5.105 (Sorting: Se l

e cta Ce l
lfrom th e Col
um n)

 Click the Sort & Filter command in the Editing group on the Home tab. Select Sort
Oldest to Newest.

Fig. 5.106 (Sorting: SortO l

de s tto Ne w e s t)

 Now, the data in the spreadsheet will be organized by date or time.

Fig. 5.107 (Sorte d Lis t)

Note: You can sort in reverse Date or Time order by choosing Sort Newest to Oldest in the
list.
5.96 Spreadsheets

5.24 FILTERING
Filtering is a convenient and reliable way to locate and manage spreadsheet data. This
allows you to focus on specific spreadsheet entries. Filtered data can be copied,
manipulated, and printed without having to move it to a new spreadsheet.
Data filtering in Excel enables the user to work with a subset of data within the data list.
When a filter is created, only the records that contain the values specified are displayed.
Other records in the data list are hidden temporarily.
Unlike sorting, filtering does not rearrange a list. Filtering temporarily hides rows you
do not want displayed.

Filtering in Excel:
In Excel 2010, filtering, or temporarily hiding data in a spreadsheet is very easy. You can
filter data using the AutoFilter feature in Excel 2010 to display only the data that meets
specified criteria.

To Filter Data:
 Open the spreadsheet in which you want to filter data.

Fig. 5.108 (Fil

te ring: Spre ads h e e tfor Fil
te ring)

 Prepare your data for an Excel 2010 AutoFilter: Excel can filter the data in all selected
cells within a range, as long as there are no completely blank rows or columns within
the selected range. Once a blank row or column is encountered, filtering stops. If the
data in the range you wish to filter is separated by blank rows or columns, remove
them before proceeding with the AutoFilter.
 Conversely, if there is data on the worksheet that you do not want to be part of the
filtered data, separate that data using one or more blank rows or blank columns. If
Spreadsheets 5.97

the data you don't want to filter is located beneath the data to be filtered, use at least
one completely blank row to end filtering. If the data you don't want to filter is
located to the right of data to be filtered, use a completely blank column.
 Select any cell within the range that you would like to filter.

Fig. 5.109 (Fil

te ring: Se l
e ctany Ce l
lw ith in th e Range for Fil
te ring)

 Select Filter command in Sort & Filter group under Data tab.

Fig. 5.110 (Fil

te r Com m and)

 Drop-down arrows will appear at the top of each column range. If the range of cells
contains column headings, the drop-down arrows will appear in the headings.

Fig. 5.111 (Fil

te ring: Drop-dow n arrow s atth e top ofe ach col
um n)
5.98 Spreadsheets

 Click the drop-down arrow of the column containing the desired criteria to be
filtered. Do the following tasks:
(a) To filter the data by criteria, click to clear the “(Select All)” check box. All
other check boxes will be cleared. Click to select the check boxes of the criteria
that you want to appear in the filtered list.

Fig. 5.112 (Fil

te ring: Fil
te r Data by Crite ria)

(b) Click "OK" to filter the range by the selected criteria. The filtered result will be
look like this:

Fig. 5.113 (Fil

te ring: Fil
te re d Data)

5.25 PROTECTING WORKSHEETS

Protecting worksheets in Excel can help safeguard your data and prevent unauthorized
changes.
To Protect a Worksheet:
 Open the workbook containing the worksheet you want to protect.
Spreadsheets 5.99

 Select the worksheet: Click on the worksheet tab to select the specific worksheet you
want to protect. If you want to protect multiple worksheets, hold down the Ctrl key
while selecting multiple tabs.
 In the Excel ribbon at the top of the window, click on the "Review" tab.
 In the "Changes" group, click on the "Protect Sheet" button.

Fig. 5.114 (Prote ctSh e e t)

 Protect Sheet dialog box will appear.

Fig. 5.115 (Prote ctSh e e tDial

og Box)

 In the "Protect Sheet" dialog box, you can choose various protection options, such as
allowing or disallowing certain actions like- selecting cells, formatting cells, inserting or
deleting rows/columns, etc. You can also set a password to prevent others from
unprotecting the sheet without the password.
 After configuring the desired protection options, click the "OK" button. The selected
worksheet(s) will be protected.
5.100 Spreadsheets

5.26 CONTROLLING WORKSHEETS VIEWS

Controlling worksheet views in Excel allows you to customize the appearance and
settings of specific worksheets within a workbook. This can be helpful for organizing and
presenting data in a clear and concise way.
There are several ways to control worksheet views in Excel. Here are a few of the most
common methods:

5.26.1 Hiding and Unhiding Rows and Columns

You can hide rows and columns to temporarily remove them from view.
To Hide a Row/Column:
 To hide a row or a column in a worksheet, click a row or column heading to select it.
 Then, right-click within the row or column and select Hide from the shortcut menu
that appears.

Fig. 5.116 (H iding Row /Col

um n)

To Display a Hidden Row/Column:

 To unhide the row or column, right-click the border between the hidden item and
rows or columns that are visible.
Spreadsheets 5.101

Fig. 5.117 (Unh iding Row /Col

um n)

 Select Unhide from the shortcut menu.

5.26.2 Freezing Rows and Columns

When you are working with a lot of data, it can be difficult to compare one or more rows
with others that are towards the bottom of the workbook. Excel's freeze panes feature solves
this problem by letting you lock specific rows or columns so they are always visible when
you scroll.
To keep row and column labels or other data visible as you scroll through a sheet, you can
freeze the rows and/or columns. The frozen rows and columns don't scroll but remain visible
as you move through the rest of the worksheet.

To Freeze Row(s):
 Select the row right below the row or rows you want to freeze. For example, if you
want row 1 to always appear at the top of the worksheet even as you scroll, then
select row 2.

Fig. 5.118 (Fre e z e Row (s ))

5.102 Spreadsheets

 Click the View tab  Windows group  Freeze Panes command. A drop-down
menu appears. Select Freeze Panes.

Fig. 5.119 (Fre e z e Pane s Com m and)

 A black line appears below the row that is frozen in place. Scroll down in the
worksheet to see the rows below the frozen rows.

Fig. 5.120 (W ork s h e e tW indow w ith Row 1 Froz e n)

To Freeze Column(s):
 Select the column to the right of the columns you want frozen. For example, if you
want column A to always appear to the left of the worksheet even as you scroll, select
column B.
Spreadsheets 5.103

Fig. 5.121 (Fre e z e Col

um n(s ))

 Click the View tab  Windows group  Freeze Panes command. A drop-down
menu appears. Select Freeze Panes.

Fig. 5.122 (Fre e z e Pane s Com m and)

 A black line appears to the right of the frozen area. Scroll across the worksheet to see
the columns to the right of the frozen columns.

Fig. 5.123 (W ork s h e e tW indow w ith Col

um n A Froz e n)
5.104 Spreadsheets

To Unfreeze Panes:
 Click the View tab  Windows group  Freeze Panes command. A drop-down
menu appears. Select Unfreeze Panes.

Fig. 5.124 (Unfre e z e Pane s )

5.26.3 SPLITTING SCREEN

Microsoft Excel allows you to split the worksheet window into separate panes on the
same worksheet. This allows you to work on different areas of a spreadsheet without having
to scroll between them. You can split the screen horizontally, vertically or both for up to
four different panes.
Split Box is used to split the screen vertically and/or horizontally into sections allowing
you to see multiple copies of a worksheet.
Use the Split Box located at the top of the vertical scroll bar (horizontal split) or the far
right end of the horizontal scroll bar (vertical split) to divide the screen into two parts.

Fig. 5.125 (Spl

itBoxe s )

Note: Splitting the screen is an alternative to freeze panes to keep worksheet titles or
headings on screen as you scroll.

To Split a Worksheet into two Horizontal Panes:

 Place the mouse pointer over the split box above the vertical scroll bar.
Spreadsheets 5.105

 The mouse pointer will change to a double - headed black arrow when you are over
the split box. (Fig. 5.126)

Fig. 5.126 (M ous e pointe r ove r Spl

itBox)

 When the mouse pointer changes, click and hold down the left mouse button.
 A dark horizontal line will appear above row one of the worksheets.
 Drag the mouse pointer downward. The dark horizontal line will follow the mouse
pointer. (Fig. 5.127)

Fig. 5.127 (Dark H oriz ontall

ine fol
low s th e M ous e Pointe r)
5.106 Spreadsheets

 Release the mouse button and the screen will be split into two views, each with its
own vertical scroll bar.
 Now, above and below the horizontal split bar, there will be two copies of the
worksheet. (Fig. 5.128)

Fig. 5.128 (H oriz ontalSpl

itBar)

To Split a Worksheet into two Vertical Panes:

 Place the mouse pointer over the split box to the right of the horizontal scroll bar.
 The mouse pointer will change to a double - headed black arrow when you are over
the split box. (Fig. 5.129)

Fig. 5.129 (M ous e pointe r ove r Spl

itBox)

 When the mouse pointer changes, click and hold down the left mouse button.
Spreadsheets 5.107

 A dark vertical line will appear, running up the page. Drag the mouse to the left and
this line will follow. (Fig. 5.130)

Fig. 5.130 (Dark Ve rticall

ine fol
low s th e M ous e Pointe r)

 Release the mouse button and the screen will be split into two views, each with its
own horizontal scroll bar.
 Now, before and after the vertical split bar, there will be two copies of the
worksheet. (Fig. 5.131)

Fig. 5.131 (Ve rticalSpl

itBar)

Note: To restore a window that has been split into two scrollable areas, double-click any
part of the split bar that divides the panes.
5.108 Spreadsheets

5.27 NAMING CELLS AND CELL RANGES

By assigning meaningful names to cells or ranges, you can make it easier to understand
and reference them in formulas and calculations. Additionally, named ranges can be used to
create dynamic charts and tables that automatically update when the underlying data
changes.

Naming Cells:
To name a cell in Excel, follow these steps:
1. Select the cell you want to name.
2. Click on the Name box located to the left of the formula bar.
3. Enter a descriptive name for the cell.
4. Press Enter to save the name.
Naming Cell Ranges:
To name a range of cells in Excel, follow these steps:
1. Select the range of cells you want to name.
2. Click on the Name box located to the left of the formula bar.
3. Enter a descriptive name for the range.
4. Press Enter to save the name.

5.27.1 Benefits of Naming Cells and Cell Ranges

Here are some of the benefits of naming cells and cell ranges in Excel:
 Improved readability: Named cells and ranges make your spreadsheets easier to
read and understand.
 Easier to reference: You can use named cells and ranges in formulas instead of cell
references, which makes your formulas more readable and easier to maintain.
 Dynamic charts and tables: You can use named ranges to create dynamic charts and
tables that automatically update when the underlying data changes.
 Error prevention: Named cells and ranges can help to prevent errors by making it
less likely that you will enter an incorrect cell reference in a formula.

5.27.2 Working with Cell Ranges

A cell is a single element in a worksheet that can hold a value, some text, or a formula. A
cell is identified by its address, which consists of its column letter and row number. For
example, cell E9 is the cell in the fifth column and the ninth row.
Spreadsheets 5.109

A range is a group or block of cells in a worksheet that have been selected or

highlighted. When cells have been selected, they are surrounded by an outline or border.
Normally there is only one cell in the worksheet with a black outline. This is the Active
cell. Whatever command is executed by Excel affects the active cell.

Fig. 5.132 (Active Ce l

l)

Using the mouse, keyboard or Name Box, more than one cell can be selected to create a
range, and commands executed by Excel will affect the entire range.
Ranges can be made up of adjacent or non-adjacent cells. Adjacent cells are all together.
There are no gaps in the range. Non-adjacent cell ranges consist of two or more separate
blocks of cells. These blocks can be separated by rows or columns. For non-adjacent ranges,
a block of cells can be of any size – from one to several hundred or even a thousand or more.
A range consisting of adjacent cells can be created by dragging with the mouse. A range
of adjacent cells as seen in the Fig. 5.133 would be B1:B9.

Th e Range for th e
SUM function is B1
to B9 .

Fig. 5.133 (Range ofAdjace ntCe l

ls)

Ranges consisting of non-adjacent cells can be created by using the mouse and keyboard.
5.110 Spreadsheets

To Create a Range consisting of non-adjacent cells:

 Click on the first cell you want to select with the mouse pointer to make it the active
cell.
 Release the mouse button.
 Press and hold down the Ctrl key on the keyboard.
 Click on the rest of the cells you want to select them without releasing the Ctrl key.
 Once all the desired cells are selected, release the Ctrl key.
 Do not click anywhere else with the mouse pointer once you release the Ctrl key or
you will clear the highlight from the selected cells.
 If you release the Ctrl key too soon and wish to highlight more cells, simply press
and hold down the Ctrl key again and then click on the additional cell(s).

Fig. 5.134 (Range ofNon-adjace ntCe l

ls)

Ranges are identified by the cell references or addresses of the cells in the upper left and
lower right corners of the range. These two references are separated by a colon (:) which
tells Excel to include all the cells between these start and end points.


Short Answer Questions
Q1. W h atis Spre ads h e e t
Or
De fine W ork s h e e t.
Ans : Spre ads h e e t or W ork s h e e t is a docum e nt th at s tore s data in a grid of h oriz ontalrow s and
ve rticalcol um ns . Row s are typical l
yl abe le d us ing num be rs (1, 2, 3, e tc.), w h il
e col
um ns are
labe l e d w ith le tte rs (A, B, C, e tc). Individualrow /col um n locations , s uch as C3 or B12, are
re fe rre d to as ce l ls.
Spreadsheets 5.111

In a s pre ads h e e t appl

ication, e ach val ue s its in a ce l
l. You can de fine w h at type of data is in
e ach ce lland h ow diffe re ntce lls de pe nd on one anoth e r.
Q2. De fine Spre ads h e e tSoftw are .
Ans : Spre ads h e e t s oftw are al l
ow s us e rs to pe rform cal cul
ations on th e data. Th e s e are com pute r
program s th at al low th e us e r to cre ate and m anipul ate s pre ads h e e ts e l
e ctronicall
y. M icros oft
Exce l is s pre ads h e e t s oftw are in th e M icros oft O ffice Suite w ide l y us e d to pe rform
m ath e m aticalcal culations . Th e data is s pre ad in a tabul ar form cons is ting of row s and
colum ns . It provide s buil t-in fe ature s and tool s s uch as form ul as , functions and data anal ys is
tools th atm ak e ite as ie r to w ork w ith large am ountofdata.
Q3. Brie fl
y e xpl
ain w ork s h e e t, w ork book and ce l
l.
Ans : A worksheet is th e grid of ce l ls w h e re you can type th e data. Th e grid divide s your
w ork s h e e t into row s and colum ns . Colum ns are ide ntifie d w ith l
e tte rs (A, B, C ….), w h il
e row s
are ide ntifie d w ith num be rs (1, 2, 3 ….).
Th e w ork s h e e ts in turn are groupe d toge th e r into a workbook. By de faul t e ach w ork book in
Exce lcontains 3 bl ank w ork s h e e ts , w h ich are ide ntifie d by tabs (s h e e t1, s h e e t2 and s h e e t3)
dis pl
aying al ong th e bottom ofyour s cre e n.
Cells are th e bas ic buil ding bl ock s of a w ork s h e e t. Each re ctangl e in a w ork s h e e t is call
eda
ce l
l lis th e inte rs e ction of a row and a col
. A ce l um n i.e . a ce l
lis ide ntifie d by col um n and
row . Each ce llh as a nam e , or a ce l laddre s s bas e d on w h ich col um n and row itinte rs e cts .
Q4. W h atare th e fe ature s ofM S-Exce l
?
Ans : M S-Exce lh e l
ps us to:
 Arrange data in an organiz e d w ay
 Pe rform m ath e m aticalcal
cul
ations
 Com pare data th rough ch arts
 Sortdata for be tte r anal
ys is
 Com pare tw o w ork book s s ide by s ide
Q5. W h atis Range in M S-Exce l
?
Ans : A range is a group or bl ock of ce l ls in a w ork s h e e t th at h ave be e n s e l
e cte d or h igh l
igh te d.
W h e n ce l
ls h ave be e n s e l
e cte d th e y are s urrounde d by an outl ine or borde r.
Norm al l
y th e re is onl
y one ce l lin th e w ork s h e e t w ith a bl
ack outl
ine . Th is is th e Active ce l
l.
W h ate ve r com m and is e xe cute d by Exce laffe cts th e active ce l l.

(Active Ce l
l)
Us ing th e m ous e , k e yboard or Nam e Box, m ore th an one ce l lcan be s e l
e cte d to cre ate a
range , and com m ands e xe cute d by Exce lw il
laffe ctth e e ntire range .
Range s can be m ade up of adjace nt or non-adjace nt ce l
ls . Adjace nt ce l
ls are al
ltoge th e r.
5.112 Spreadsheets

Th e re are no gaps in th e range . Non-adjace nt ce l lrange s cons is t of tw o or m ore s e parate

block s ofce l
ls . Th e s e bl
ock s can be s e parate d by row s or col
um ns .
Q6. De fine Form ul
as in Exce l
.
Ans : Form ulas are e q uations th at pe rform cal cul ations on data val ue s in th e w ork s h e e t. Lik e a
calculator, Exce lcan e xe cute form ul as th at add, s ubtract, m ul tipl
y, and divide . A form ul a can
be a com bination ofcons tantval ue s , ce l
lre fe re nce s and m ath e m aticalope rators (+ , -, /, *, =).
A form ul
a s tarts w ith an e q uals ign (=).
Example:
Th e fol
low ing form ul
a m ul
tipl
ie s 5 by 10 and th e n adds th e val
ue in ce l
lA2 to th e re s ul
t:
=A2+ 5*10
Q7. W rite a note on Ch art.
Ans : Ch arts (al
s o k now n as graph s ) are a vis ualre pre s e ntation of data in a w ork s h e e t. Ch arts
all
ow you to pre s e nt data e nte re d into th e w ork s h e e t in a vis ualform at us ing a varie ty of
graph type s . Ch arts m ak e ite as y to s e e com paris ons , patte rns , and tre nds in data.
Be fore to cre ate a ch art, you m us t h ave s om e num e ric data val ue s s tore d in th e ce l ls of a
w ork s h e e t. Norm al ly, th e data th at a ch art us e s can re s ide in a s ingl e w ork s h e e t, or in
m ultipl e w ork s h e e ts .
Q8. H ow data fil
te r h e l
ps to m anage and l
ocate s pre ads h e e tdata e ffe ctive l
y?
Ans : Filte ring is a conve nie nt and re l iabl
e w ay to l ocate and m anage s pre ads h e e t data. Th is
allow s you to focus on s pe cific s pre ads h e e t e ntrie s . Fil te re d data can be copie d,
m anipul ate d, and printe d w ith outh aving to m ove itto a ne w s pre ads h e e t.
Data fil te ring in Exce le nabl e s th e us e r to w ork w ith a s ubs e t of data w ith in th e data l is t.
W h e n a fil te r is cre ate d, onl y th e re cords th at contain th e val ue s s pe cifie d are dis pl
aye d.
O th e r re cords in th e data l is tare h idde n te m poraril y.
Unl ik e s orting, fil te ring doe s not re arrange a l is t. Filte ring te m poraril y h ide s row s you do not
w antdis pl aye d.
Q9 . W h atis Em be dde d Ch art?
Ans : Em be dde d ch arts are ch arts th at re s ide in th e s am e w ork s h e e t as th e s ource data i.e . if a
ch art re s ide s in a w ork s h e e t al
ong w ith w ork s h e e t data, th e n th at k ind of ch art is cal
le d an
e m be dde d ch art.
Q10. W rite aboutFil
lTooland Fil
lSe rie s .
Ans : Filltoolis a w ay to dupl icate e xis ting conte nt. It bas ical
ly hel
ps you fil
lin s e q ue ntialdata
w ith outh aving to type in e ve ry ce l
l.
A m ore com pl e x us e of th e FillToolis to us e a Fil
lSe rie s . Th e de faul
tlis ts are for th e ful
land
abbre viate d days of th e w e e k and th e m onth s of th e ye ar, but you can cre ate your ow n l is ts
as w e l
l.
Q11. Dis cus s m e nus and tool
bars in Exce l2010.
Ans : In Exce l2010, m e nus and tool bars h ave be e n re pl ace d by th e tabbe d Ribbon s ys te m . Ribbon
is a com bination of m e nu bar and toolbar. Th e Ribbon is de s igne d to h e l p you q uick l y find
th e com m ands th at you ne e d to com pl e te a tas k . Com m ands are organiz e d in logicalgroups ,
w h ich are col
le cte d toge th e r unde r tabs .
Q12. W h atis Payrol
lState m e nt?
Ans : Payrol
lis th e s um totalof al
lcom pe ns ation a bus ine s s m us t pay to its e m pl
oye e s for a s e t
Spreadsheets 5.113

pe riod of tim e or on a give n date . It is us ual ly m anage d by th e accounting de partm e nt of a

bus ine s s ;s m al
l-bus ine s s payrol
ls m ay be h andle d dire ctl
y by th e ow ne r or an as s ociate .
Q13. Expl ain Look up function.
Or
Dis cus s th e us e s oflook up and re fe re nce function in s pre ads h e e t.
Ans : Re fe r s e ction 5.17.7
Q14. W rite s te ps for ins e rting and re m oving page bre ak s in M S-Exce l
.
Ans : To Ins e rta Page Bre ak :
 M ove th e curs or to th e row w h e re a page bre ak ne e ds to be ins e rte d. Th is row w il
lbe th e
firs trow on th e ne w page .
 Click th e Page Layout tab  Page Se tup group  Bre ak s com m and  Ins e rt Page
Bre ak option.
 A page bre ak , indicate d by a das h e d l
ine , is ins e rte d into th e w ork s h e e t.
 You can go to PrintPre vie w to confirm th atitappe ars in th e corre ctpl
ace on th e page .
To Re m ove a Page Bre ak :
 M ove th e curs or to th e row w h e re a page bre ak appe ars .
 Click th e Page Layout tab  Page Se tup group  Bre ak s com m and  Re m ove Page
Bre ak option.
 Th e page bre ak (re pre s e nte d by a das h e d l
ine ) is re m ove d from th e page .


Long Answer Questions
Q1. W h atis Spre ads h e e t?Expl
ain th e m ain fe ature s ofM S-Exce l
.
Or
W h atis Spre ads h e e t?Explain th e m ain fe ature s ofa s pre ads h e e tpack age .
Ans : Re fe r s e ction 5.1 & 5.1.1
Q2. W h at is Spre ads h e e t?Expl ain diffe re nt k inds of m ath e m aticaland s tatis ticalfunctions
w ith e xam pl e.
Ans : Re fe r Se ction 5.1, 5.17.1 & 5.17.2
Q3. W h atare diffe re ntcate gorie s ofCh arts ?W rite th e s te ps to cre ate a ch artin M S-Exce l
.
Ans : Re fe r s e ction 5.22.1.2 & 5.22.1.3.1
Q4. De fine Ce l lRe fe re ncing. Expl ain re l
ative , m ixe d and abs ol ute ce l
lre fe re ncing w ith
e xam pl e.
Ans : Re fe r Se ction 5.16
Q5. H ow functions m ak e tas k s e as y in Exce l ?Expl ain diffe re nt k inds of m ath e m aticaland
s tatis ticalfunctions w ith e xam pl e.
Ans : Re fe r Se ction 5.17, 5.17.1 & 5.17.2
Q6. Dis cus s th e m ath e m aticalform ul
ae of SUM , SUBTO TAL, PRO DUCT, and AVERAGE in
a s pre ads h e e tin de tail
.
Ans : Re fe r Se ction 5.17.1

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