MICROSOFT EXCEL

MICROSOFT EXCEL
INTRODUCTION:-Micro Soft Excel is a window based spreadsheet, created
by Microsoft 40Corporation of USA. It includes all standard features of a
spreadsheet like automatic calculation, manipulating and analyzing data,
graphs and functions. It also includes several advanced utilities like to facility to
include other objects with in a spreadsheet and pivot table and form designing.
INTRODUCTION TO SPREADSHEET:-In our daily life, many
transactions take place and it is not possible to remember all of them. Hence we
record them in a systematic manner for future reference. To assist us in this
recording the computer world given us electronic spreadsheet. Spreadsheet
application is designed primarily to perform mathematical calculations. A
spread sheet is a computer application that simulates a paper worksheet. It display
multiple cells that together make-up a grid consisting of rows and columns, each
cell containing either alphanumeric text or numeric values. Excel is one of the
best spreadsheet applications available; used for making calculations, store lot of
data, working with data and graphics arrange the data according to
requirement, make quick and easy financial analysis, a pivot table. In this you
can also analyses the data and create presentations with charts. There are several
spreadsheet packages available:-
1. Lotus-123 2. VP planner 3. MS Excel
4. Symphony 5. Supercalc 6. VisiCalc

TO START EXCEL:-To invoke Microsoft excel follow these steps:

1. Click on ‘Start’ menu button.
2. Select the All Programs, Click on the Microsoft Office option
3. Now Click Microsoft Excel option.

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Now you are in MS Excel Workbook. It automatically creates a new (empty)

workbook. It also includes Title Bar, Menu tab, Tool Bars, Cell name box,
Formula bar, Status Bar. The workbook like this:-
PARTS OF EXCEL WORKSHEET:-The user’s work is stored in
workbook. Each worksheet parts are:-
1:- QUICK ACCESS TOOLBAR:-The Quick Access Toolbar provides us with
access to commands we frequently use. By default Save, Undo, Redo appears on
the Quick Access Toolbar.

2:- THE TITLE BAR:- Next to the Quick Access bar is the Title bar which
displays the title of the book at which we are working with three buttons to
minimize, restore, or exit respectively. Usually Worksheet names the first new
sheet we open as Book 1.When we save our document, we assign the document a
new name as desired by the user.

3:- THE MENU BAR:- Directly below the title bar is the Menu bar. Like Home,
Insert, Page-Layout, Formula, Data, Review, View.
4:- THE TOOLBARS:-Below the Menu bar next is toolbar which is available to
perform the commands or functions.
 NAME BOX: - It located at the left of the formula bar, the name box
displays the name of the active cell of cell reference of active cell in the
current workbook. It is also used to quickly give a name to the selected range to
cell.
 FORMULA BAR:- It located above the worksheet, It display Information and
formulas when entered into Excel appear in this line. It can also be used for
entering or editing data and formulas.
 WORKSHEET TAB:- An excel file is called a workbook. On startup, Excel
provides a fresh worksheet with a unique name with sheet1, Sheet 2 and so on.
And each sheet has its name displayed in sheet tab. You can also insert,
rename, and delete the worksheet by this tab.
 COLUMNS: The rows and columns of a worksheet are clearly marked by
gridlines. The gridlines through the entire worksheet from top to bottom and left to
right. There are 16384 columns are in a single worksheet.
 ROWS:-There are 1,048,576 rows in a worksheet. The first row is labeled
 CELL: - The cell is insertion of a row and column. Each cell has a unique
address. The address of a cell is the combination of its column label and row
title.
 ACTIVE CELL INDICATOR:- The dark outline indicates the currently
active cell.
 SHEET:- Each worksheet is a full spreadsheet. By default a workbook open
three worksheet, but we can insert additional worksheet, change the name of

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worksheet, delete the worksheet, copy the worksheet, and move the
worksheet.
 STATUS BAR:- It usually contains mode indicator button and keyboard mode
buttons.
MOVING AROUND KEYS IN A WORKSHEET:- You can move
around in worksheet using the up, down, left and right arrow keys. Every time you
press one these keys you can move a single cell. Of course you can make any cell
by clicking the mouse pointer in that cell. But by using the mouse you can view only
parts of a spreadsheet, you cannot change the location of the active cell. Here are
some important keys to move the cursor by using the keyboard.

KEY ACTION
Left, right, up, down Move a single cell.
Page up Moves the active cell up one screen
Page down Moves the active cell down one screen
Home key Moves the active cell to beginning of row
Ctrl+ home Moves the active cell to cell A1
End key Moves the active cell to last cell in current row.

ENTERING DATA IN WORKSHEET:-A worksheet is made up of cells. A cell can

hold three types of data.
1. Text (Label Entries)
2. Numbers (Value Entries)
3. Formula Entries
1. TEXT:-Text can include any combination of letters, numbers and keyboard
symbols.. Text entries are by default left justify. Ex. Name, Address, Designation.
2. NUMBERS:-Numbers represent a quantity of some type: salary, numbers of
employee and so on. Numbers that enter into cells can be used in formula or serve
the data or to create a chart. Numeric entries are by default right justified.

3. FORMULAS:-A formula is an equation that performs calculations. Formula can

perform mathematical operations. A formula is started with an equal sign.An
operator specifies the type calculation that you intend to perform on the elements of
formula. Excel offers two main type of operators- Arithmetic, comparison.

ARITHMETIC OPERATOR

Arithmetic Operation Operators Example

Addition + 6+6

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Subtraction - 16-6

Multiplication * 6*6

Division / 9/9

Percent % 3%

Exponentiation ^ 3^2 (same as3/3)

COMPARISON OPERATOR

Equal to = A1=A2

Greater than > A1>a2

Less than < B1<b5

Greater than or >= A1>=A2

equal to

Less than or equal to <= A1<=A2

 CELL REFERENCE:- The intersection of a column and a row is called a

cell. Each cell on the spreadsheet has a cell address that is the column letter and
the row number. Cells can contain text, numbers or mathematical formulae.
 CELL AND RANGEREFERENCE: -- A cell reference identifies a cell or a
range of cells on a worksheet and tells or look the user wants to use a
formula. The user can also refer to cells on other sheet in the same worksheet,
or other workbook. For Example if the formula in A3=A1+A2 and when we copy
the formula A3 to B3 Excel automatically changes the references to match the
location.
 RELATIVE CELL REFERENCE:-The relative cell reference is the most
widely used type of cell reference in formula. Relative cell references are
basic cell reference that adjust and change when copied or when using
AutoFill command.
 ABSOLUTE CELL REFERENCE:-Absolute reference is used when we do
not change the address of cell on copying the formula to another cell. To
make absolute reference of a formula, add Dollar ($) sign before the column
and row number. For Example A3=$A$1+$A$A2.

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 MIXED CELL REFERENCE:-Mixed cell reference is combination of

Relative and Absolute reference. In this type of reference either row or
column has to remain fixed. For Example A3=$A1+A$2. Use mixed reference
to copy a formula down and across and to have a reference change
relatively in one direction but not in the other.
FILE MENU
The File menu provides the commands related to the file handling like Open,
Save, Print etc. which are describes as follows:
1. SAVE:- Save command is used to save the current
workbook. For save a worksheet click on save button
from Quick Access Toolbar. If this is a new workbook
then we shall type a file name and click on save.
Excel automatically gives the extensions .XLS.
2. SAVE AS:-Save as command is used to save the
existing file with any other name in same folder or in
another folder.
3. OPEN:-It is used to open an existed (old) file.
4. CLOSE:-This command is used to close the recent
workbook. Before close the document it is compulsory
to see to you the document is saved first.
5. INFO:-INFO command is used to show all required
properties from the current worksheet.
6. RECENT:-Through Recent command we can re-open
the recently closed worksheet. It display recently
closed document.
7. NEW:-When we start excel, it automatically creates a
new empty workbook. To create another new
workbook this command is used. When we click on new
option it displays a new Workbook Window. Select
Blank and Recent and click on Create tab then it creates a new workbook.

EXCEL TEMPLATE:- A Template is like a pad of preprinted paper. Every

time a template is open, a copy of
template is created. Template can be
extremely helpful when working with
workbook with identical formatting,
label, formulas and so on. Excel
provides templates for many common
types of workbook. One can use these
templates just as they are can modify
them, or can create our own template.
Excel automatically bases new and
blank on Normal template unless we

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specify another template. Some useful templates include the following:-

 BILLING STATEMENT
 BLOOD PRESSURE TRACKER
 EXPENSE REPORT
 LOAN AMORTIZATION
 SALES REPORT
 PERSONAL MONTHLY
 TIME CARD
For choose any Template like click on Installed Template. It display many existed
template then we click on any desired template and click on create. It displays an
existed Template.
8. PRINT:-It is used to print the excel file. Press Ctrl +P or Click on Print option
it display print dialog box. In this dialog box it display preview of document in
right hand side and on the left hand side display number of copies,
default printer name, settings of pages, Margins and Page setup.
9. SAVE &SEND:-This command is used to send your worksheet file as
Attachment using as e-mail, message and sends as a PDF, as a internet
Fax, Save to Web etc.
10. HELP:- Help command is used to produces information on the Screen to
aid the user in his/her current task, such as using a specific function in an
application program.
11. WORD OPTIONS:- Excel options is used to display and change the setting
of toolbars and commands.
12:- EXIT:-It is used to exit from MS EXCEL.

HOME TAB
The Home tab provides the following commands.

1:- CLIPBOARD:-It is used to show or hide the clipboard task pane

A. CUT (Ctrl+X):-Cut as the word suggests removes the selected text or object
and sends it to the clipboard. (Memory).
B. COPY (Ctrl+C):-It creates a copy of the selected text or object into the
clipboard.
C. COPY AS A PICTURE:-It creates a copy of the selected text or object into
the picture format which can be moved anywhere.

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D. PASTE (Ctrl V):-It is used to paste any object or text or data from the clipboard
into file at current cursor position, which was sent to clip
board last time cut or copy command. Thus the cut, copy
and paste command enabler’s you to edit and organize your
document easily and efficiently. It has following sub-options

 PASTE:-It is used to paste any object, number or text or

data etc. at current cursor position, which was sent to clip
board last time cut or copy command.
 FORMULAS:-Paste formula command is used to paste the
formula. When we paste a formula it copy only the cell reference within a
formula do not copy the number or matter.
 PASTE VALUES:-When we want to paste the formula results with values
then we click on values.
 TRANSPOSE:-Transpose command Returns a vertical range of cells as a
horizontal range, or Horizontal range of cells return Vertical range of cell.
 PASTE LINK: - Paste link command is used to paste the contents of cells in
another location with their cell reference. We can refer to the specific cell
range, a defined name for the cell range, or define a name for the external
reference.
 PASTE SPECIAL: - It is used to paste any text or object which was import, cut
or copy from any other software. When we select paste special command it
display a paste special window. In this window we can select formatted text or
unformatted text then click on ok. It pastes a selected item at current cursor
position.
 PASTE AS HYPERLINK:-It is used to create a customized hyperlink to the
text, worksheet, or web page. To create pastes as a hyperlink select the text
and click on copy command, put the cursor where you want to paste a text and
click on paste as hyperlink, It creates a link in blue color. When we right click
on blue text and select open hyperlink. It display linked file.
 PASTE AS PICTURE:-It is used to copy any text, numeric value in Picture
format. We can also make editing in Picture formatting like border, color etc.

E. FORMAT PAINTER:-Format painter is multi-step process. We can select the

text whose format we want to use and then click on format painter
button that copies the format to the clipboard and our mouse cursor
changes into a vertical line with a paint-brush symbol.

2:-FONT TAB:-The font tab provide commands to format text, numbers like
change the Font style (name), Font size, Grow
Font (increase the font size), Shrink Font
(decrease font size), Bold, Italic, Underline
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(Single, Double), Add border (in which excel offers different style of borders which
are lines drawn around for all or selected cells or ranges), Font color, Fill
background color of selected cells.
3:- ALIGNMENT TAB:-It is used to show and hide the Format Cells dialog
box. In which the Alignment tab has following command to set alignment and Text
Directions.
A. TOP ALIGN:- This command is used to align text to the top the cell.
B. MIDDLE ALIGN:-This command is used to align text in the middle of the cell.
C. BOTTOM ALIGN:- This command is used to align text in bottom of the cell.
D. TEXT ORIENTATION:-This command is used to rotate text to a diagonal
angle or vertical orientation like counter clockwise, angle clockwise,
vertical text, Rotate Text Up, Rotate Text down etc. This option is often used
to labeling narrow columns.
E. WRAP TEXT:- Wrap text command is used to set the data in the cell to fit the
column width. When you change the column width, data wrapping adjusts
automatically.
F. ALIGN TEXT LEFT:-It align the selected text Left.
G. ALIGN TEXT CENTRE:-It align the selected text Centre.
H. ALIGN TEXT RIGHT:-It align the selected text Right.
I. DECREASE INDENT: -This command is used to decrease the margin
between the border and the text in the cell.
J. INCREASE INDENT:- This command is used to increase the margin
between the border and the text in the cell.
K. MERGE AND CENTRE:-This command is used to join the selected cells into
one larger cell. It has following sub-options.
 MERGE AND CENTER:-In merge and center command it join the
selected cells into one larger cell and centers the
contents in the new cell.
 MERGE ACROSS:-In Merge across command we
merge two or more adjacent horizontal or vertical
cells, the cells become one large cell that is displayed
across multiple columns or rows.
 MERGE CELLS:-It is used to merge the selected cells into one cell.
 UNMERGE CELLS:-It is used to cancel the effect of merge cells.

4:-NUMBER TAB: -The number tab is used to present a numbers in wide

variety. It has following option to represent the numbers.

A. NUMBER FORMAT:-In Number format drop down

menu we can select the format of style or choose
how the values are displayed in cell.

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NUMBER FORMAT CELL:-This command is used to choose or change an

alternate currency format for selected cells. To change currency, click the
arrow next to Accounting Number Format, and then click the currency that you
want. To change decimal places click on More Accounting format.

 GENERAL:-The default number format is General. General format cells have

No Specific format.
 NUMBER: -Number is used for general display of numbers. In this format
we can specify the number of decimal places we
want to use, whether we want to use a thousand
separators, and how want to display negative
numbers.
 CURRENCY:-Currency formats are used for
general monetary values. It is used to display the
value with Dollar sign.
 ACCOUNTING:-It is used to align the currency
symbols and decimal points of number in a
column.
 SHORT DATE:- It is used to display values as
short date.
 LONG DATE:-It is used to display value as long
date with day.
 TIME:-It is used to display values as date and
time serial numbers.
 PERCENT STYLE:-It is used to display the value
of selected cell in percent style.
 FRACTION:-It is used to display the value of selected cell in Fraction style.
 SCIENTIFIC:-is used to display the value of selected cell in Scientific style
with + E.
 TEXT:-It is used to display the value of selected cell in text style. Which
display in left side in the cell.
 CUSTOM:- It is used to make the desired measurement unit of selected cell.
Which display in right side in the cell.

B. ACCOUNTING NUMBER FORMAT:-It is used to display the value of

selected cell in accounting format like Dollar, Pond,
Euro, and Chinese French. It display with value with their
symbol.
C. PERCENT STYLE:-It is used to display the value of
selected cell in percent style.

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D. COMMA STYLE:-It is used to display the value of selected cells in Comma

style which is used to accounting value style into thousand separators.
E. INCREASE DECIMAL PLACES:-It is used to show your selected values
by showing more decimal places.
F. DECREASE DECIMAL PLACES:-It show less precise values by showing
less decimal places.

STYLE TAB:-Style tab is a collection of those commands which are used to

make formatting in the selected cells, selected
characters or tables. It has following sub-options.

A. CONDITIONAL FORMATTING:-Conditional formatting helps in easy to

highlight interesting cells or ranges of cells, a
conditional format changes the appearance of a
cell range based on a condition (or criteria). If the
condition is true, the cell range is formatted
based on that condition; if the conditional is false,
the cell range is not formatted based on that
condition. When we select conditional formatting
command from style tab it display following options.

HIGHLIGHTED CELLS RULES:-Highlight cells rules involve comparison of cell

data with values that the user specifies.
 GREATER THAN:-This command is used to find specific cells within a
range of cells, we can format those
specific cells based on a comparison
operator. For example, in an inventory
worksheet sorted by categories, you can
highlight the products with higher than 10 items on hand in yellow.
 LESS THAN:-It is used to highlight the specific cells with different
formatting which based on Comparison operator. To make formatting in
range of cells in less than command, first select the cells and click on less
than command. And define comparison value and select required format and
click on Ok.
 BETWEEN:-It is used to highlight the specific values with different
formatting which based in between a high and low value.
 EQUAL TO:-It is used to highlight the specific values with different
formatting which is equal to a value.
 TEXT THAT CONTAINS:-It is used to highlight the specific values
which have specified text. Like particular name, roll no etc.

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 A DATE OCCURRING :-It is used to highlight or format the specific

value which have specified day or date like Yesterday, Today, Last week, Last
Month.
 DUPLICATE VALUES:-It is used to highlight or other formatting in
specific value which have either unique or duplicate entry in the worksheet.
 MORE RULES:-This command is use to add a new conditional formatting in
selected range. To add new conditional formatting click in more rules from
Highlight cell Rules. It display Conditional Formatting Rules Manager dialog
box. In this box we can make changes in formatting and click on OK.

TOP-BOTTOM RULES:-Top-bottom Rules apply formatting to cells whose

values fall in the Top x% or the Bottom y% etc. It has
following sub options.

 TOP 10 ITEMS:-It highlights the Top 10 items with

different formatting or in words we can say that it format
that cells which are top in the rank. To highlight the top
item first select the range and click on Top 10 items
command it display Top 10 Items dialog box, First define
the number of item and select required formatting which
you required and click on Ok.
 TOP 10% ITEMS:-It highlights or different format
that cells that are top in the rank with percent.
 BELOW 10 ITEMS:-It highlight the below top 10
items with different formatting. In other words we can say that it format which
are below in the rank.
 BELOW 10% ITEMS:-It highlights with
different format that cells which are below in
the rank.
 ABOVE AVERAGE:-It highlights that
cells which are above average value.
 BELOW AVERAGE:-It highlights that cells which are below average
value.
 MORE RULES:-This command is used to change or add new conditional
formatting in selected range.
DATA BARS:- Data bars options provide a colorful and graphical way to
provide a visual representation of data. It shows how the
data in each cell compares to the other cells in the
worksheet. It presents the data in different color mode like
Blue data Bar, Red Data Bar, orange Data bar, green
Data Bar, Purple Data bar. Through color mode it shows
a colored data bar in the cell. The length of data bar
represents the value in the cell. A longer bar represents a higher value.

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MORE RULES:-It is used to edit new formatting cells. For formatting click on
more rules, Select the required rule, and then click Edit rule Description, in the
Format Style list box, select required format style like Color Scale, value, bar
color etc. and click on ok.

COLOR SCALE:-Color scale option is used to highlight the cells which

compares to other cells in the worksheet.
In this option, it displays two or three
color gradient in a range of cells. The
shades of color represent the value in the
cell. It display various color scale like
Green-yellow-red color scale, Red
green-yellow, Blue-yellow red color scale
etc.

ICON SETS:-Icon sets command provide

different shapes and directions to cell
based on cell value. In this command we
can set any icon for each cell form icon list.
Each icon represents a value in each cell.

MORE RULES:- It is used to make editing in Icon sets through new formatting
Rules command.

NEW RULES:-New Rules command is also used to add a conditional

formatting. When we click on New Rules command it display a New Formatting
Rule dialog box. To change a conditional format, Select the range of cells, Select
the new rule, Click the required highlight rules. Select a desired rule in which
you want to make changes like click on Format all cells based on their values.

CLEAR RULES:-It cancels the effect of conditional formatting and convert

into normal sheet.

MANGAGE RULES:-This command is used to create, edit, and view all

conditional formatting rules in the workbook by using the conditional formatting
Rules manager.

B. FORMAT AS TABLE:-The Format as Table command is used to format

quickly in selected table or range of cells and convert it to a table choosing a
pre-defined table-style. To create or format as
table First select a range of cells that we want to
quickly format as a table, select Format as table
command form style group. Click the table style
that you want to use. It displays Format as dialog
box, in this box we define the range of table and
click on my table as headers and click on ok.
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TABLE DESIGN TAB :-When we select any table style it automatically

displays the option Table Design which is used to make change in table like

table formatting, Table properties, Table style etc.

PROPERTIES:-It is used to make editing in table name and table size. It has
following options.

A. TABLE NAME:-This command is used to display and edit the

name of the table used to refer into formula or table range.
B. RESIZE TABLE:-This command is used to resize the selected
table by adding or removing rows and columns.

TOOLS:- It is used to make editing in table range and value entry. It has following
options.
A. SUMMARIZE WITH PIVOT TABLE:-This command is used to summarize
the data in pivot table form. Pivot table make easy to arrange and summarize
complicated data and drill down to details.
B. REMOVE DUPLICATES:-It is used to delete
duplicate rows from a sheet. We can specify which
column should be checked for duplicate information.
C. CONVERT TO RANGE:-This command is used
to cancel the effect of table and convert in
normal range of cells. In other words we can say that this command convert
this table to normal range of cells.

EXTERNAL TABLE DATA:-After set table format we need to table export

and make editing in table then we use this tab.

A. EXPORT:-Export command is used to send data or table to share point list

or Visio diagram.
B. REFRESH:-When we click on Refresh option it
update the information in the workbook that is
coming from a data source.
C. PROPERTIES:-It specifies that how cells or range
of cells connected to a data source and how changes in the number of rows
and columns in the data source will be handled in the workbook.
D. OPEN IN BROWSER: -It display in the server version of this table in the web
browser.
E. UNLINK:-It disconnect the table from the server.

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TABLE STYLE OPTIONS:-After set a table ,we can format the table styles. It has
following sub options.

A. HEADER ROW:-It is used to apply or

show/hide the different formatting to first
row of the table.
B. TOTAL ROW:- It is used to display special
formatting of last row of the table.
C. BANDED ROWS:-It is used to display banded rows in which even rows are
formatted differently from odd rows.
D. FIRST COLUMN:-It is used to display and hide the special formatting to
first column of the table.
E. LAST COLUMN:-It is used to show or hide the special formatting of last
column of the table.
F. BANDED COLUMN:-It is used to display banded columns in which even
columns formatted differently from odd columns.
TABLE STYLES:-Table style command is used to change the format of any
selected table.
CELL STYLES:-Cell style command is used to quick format a cell or cell range
by choosing pre-defined style A cell style is a defined set of formatting
characteristics, such as font’s types, font sizes, various styles, (such as bold,
underline).Number formats, cell borders, and cell shading etc.
NEW CELL STYLE:- This command is used to create your custom cell style.

CELLS:-The cell tab has several commands to insert, delete cell, row, column, Worksheet and
make formatting in cell size etc. It has following sub-options.
INSERT:-It is used to insert the cell, rows, and columns in the current
worksheet as. Which are as follows:

A. INSERT CELLS:-While we modifying the data in our

worksheet, we may require some information in a new cell.
To solve this problem excel allow us to insert new blank
cell above or the left of the active cell.
B. INSERT SHEET ROWS:-This command is used to
insert Rows in active worksheet. It does not change the
number of rows and columns. Click Insert on the shortcut menu.
C. INSERT SHEET COLUMNS:- This command is used to insert columns in
active worksheet.
D. INSERT WORKSHEET:- When we start excel by default three worksheet
open. To insert new worksheet (sheet 4, sheet 5) this command is used.

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DELETE:-The delete tab has commands to delete cells, rows, columns and
worksheet. It has following sub-options.

A. DELETE CELLS:-This command is used to delete the

cells. To delete selected cells, click the arrow next to
Delete, and then click Delete Cells.
B. DELETE SHEET ROWS:-It is used to delete the
selected rows. To delete selected rows, click the arrow
next to Delete, and then click Delete Sheet Rows.
C. DELETE SHEET COLUMNS:-It is used to delete selected columns.
D. DELETE SHEET:-It is used to delete the current worksheet.

CELLS FORMAT:-The format tab is used to set cell size, row height, cell
visibility, organize sheet and protect the sheet .It has following sub-options.
A. CELL SIZE:-The cell size command is used to change the row height and
set Auto fit row height it has following sub options.
i) ROW HEIGHT:-Row height is measured in points.
Row height command is used to specify a row height
of 0 (zero) to 409. This value represents the height
measurement in points (1 point equals
approximately 1/72 inch). The default row height
is 12.75 point.
ii) AUTOFIT ROW HEIGHT:- Auto fit row height
command is used to automatically adjust or change
the row height according to text size or font size.
iii) COLUMN WIDTH:-On a worksheet, we can specify a
column width of 0 (zero) to 255. This value
represents the number of characters. The default
column width is 8.43 characters.
iv) AUTOFIT COLUMN WIDTH:-Auto fit column width
command is used to automatically adjust or change
the column width according to text length.
v) DEFAULT WIDTH:-It is used to display standard
column width.

2.VISIBILITY:-It is used to hide and unhide the rows, columns and worksheet. It
has following sub-options.

B. HIDE AND UNHIDE:-This group has command to show or hide. It has

following sub-options.
i. HIDE ROWS:-This command is used to hide the selected
Rows.
ii. HIDE COLUMNS:-This command is used to hide the
selected Columns.
iii. HIDE SHEET:-This command is used to hide the current
sheet.

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iv. UNHIDE ROWS:-This command is used to display the hide rows.

v. UNHIDE COLUMNS:-This command is used to display the hidden
columns.
vi. UNHIDE SHEET:-It is used to display the hidden sheet.

3.ORGANIZE SHEET:-This group has command to make changes in sheet

like rename, move etc. It has following sub-options.
i. RENAME SHEET:-This command is used to rename a worksheet. To
rename a sheet select the sheet tab that you want to rename and click on
Rename sheet command type the new name.
ii. MOVE OR COPY SHEET:-It is used to move or copy a worksheet to a
different workbook.
iii. TAB COLOR: - It is used to change the color of sheet tab.
4.PROTECTION:-The protection group has command to protect sheet and lock the
cell. It has following options.
i. PROTECT SHEET:-Protect sheet command is used to protect a worksheet
against changing, moving, or deleting important data, In this we can
protect certain worksheet with a password and cannot open without
password.
ii. LOCK CELL:-Lock cell command is used to locked the selected cells keep
people from making changes to them. For lock cell it is compulsory to first
protect the sheet and click on Lock cells.
iii. FORMAT CELLS:-It is used to show or hide Format cells dialog box.

EDITING TAB:-The Editing tab provides various options to get function, sort,
clear, fill series, find, replace text and go to commands. It
has following sub-options.
:- It is used to display the result of simple calculations
such as sum, Average, Minimum value, Maximum
value, of selected values.
FILL: -Excel uses the fill option handle to copy the cell or automatically
complete a series. To fill series just type first data entry, Fill automatically repeat
data. For example, you have to write the months name starting from January to
December. We can do following series through fill command,
1. Fill in a numeric series of sequence numbers.( 1,2,3… 10 or 10, 20, 30 etc)
2. Fill name of days (Sunday, Monday etc.)
3. Fill Name of Months(Jan to Dec )
4. Fill Years series( JAN-2003, JAN-2004etc.),
5. Fill Text combinations (like text 1, text 2, Text A, text B
6. Fill dates (15 Jan, 15 Feb etc.)

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7. Fill formulas into adjacent cells. (like copy a formula)

8. Fill product series (product 1,product 2)
9. Fill Time Series (10:00, 11:00, 12:00)
10. Fill data by using a custom fill series. (A custom fill series can be based on a
list of existing items or employee name).
To fill data in series perform these steps.
i. DOWN:-It fill the series in downward position. To fill the series select an
empty cell below, to the right, above, or to the left of the cell that contains
the data that you want to fill in that cell.
ii. RIGHT: - It fill the series in Right or in
column.
iii. UP: - It fill the series in upward position.
iv. Left: - It fill the series in Left position.
v. Series:- Series command is used to Fill in
a series of numbers, dates, or other built-
in series items. Through this command we
can quickly fill cells in a range with a series
of numbers or dates or with a built-in series for days, weekdays, months, or
years.
f:-JUSTIFY:-In Justify fill we can text extend below the cell range.
CLEAR:-The Clear tab is used to clear all everything, clear format, clear
contents and clear comment from selected cells. It has following
sub-options.
1:- CLEAR ALL:- Clear all command is used to delete everything
from the selected cells.
2:-CLEAR FORMATTING:- It is used to clear all the formatting to
the selected text. It leaves only the plain text.
3:-CLEAR CONTENTS:-It is used to delete only text or number. It
does not delete cell formatting etc.
4:- CLEAR COMMENTS:- It is used to delete comments only.

SORT AND FILTER:-The sort and filter group has commands which is used to
sort the data in ascending or descending order. In Filter tab we temporary filter
out specific values. It has following sub-options.
1:- Sort A to Z:- It organizes the data in ascending order.
2:- SORT Z TO A:- It organizes the data in descending order.
3:- CUSTOM SORT:- Custom sort command is used to sorting
multiple Rows and columns.

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4:- FILTER:- The filter command is used to AutoFilter to filter data is a quick and
easy way to find and work with a subset of data in a range of cells or table
column.
5:- CLEAR:- The clear command is used to clear the filter and sort state the range
of data.
6:-REAPPLY:- It reapply the filter and sort in current selected range.
FIND AND SELECT TAB:-Find and Select tab provides various options to find,
replace text or number and go to commands. It has following sub-options.
1. FIND:-It is used to find any particular numeric entry or text entry in the current
worksheet.
2. REPLACE:-After find a specified word or numeric entry is
found you may want to replace it with some other word,
which is possible using the replace feature.
3. GO TO:-It is used to move the cursor to a specific location
in current worksheet.
4. GO TO SPECIAL:- Go to command is used to move the
cursor to select objects, comments, blank cells or cells
with special characteristics or entries, constant etc.
5. FORMULAS:- It is used to highlight the formula cell in a
current worksheet.
6:- COMMENT:-It is used to highlight the comment cell in current worksheet.
7:- CONDITIONAL FORMATTING:-It is used to highlight the cell range which is
formatted by Conditional formatting.
8:- CONSTANTS:- It is used to highlight that cell range which have constants or
any character.(a to z).
9:- DATA VALIDATION:- It is used to highlight that cell range in which range we
apply Data validation.
10:- SELECT OBJECTS:- This command is used to select any drawing and picture
object we can also resize and move the object from one place to another place
through this command .
11:- SELECTION PANE:-It is used to show and hide the selection pane. It is used
to select individual object and change their order and visibility.

INSERT TAB
The insert tab has commands to insert table, picture, shape, chart, word-art,
header-footer etc.

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TABLE:- The Table menu has following option to make table.

PIVOT TABLE:-Pivot table are a powerful tool for data analysis. A pivot table
report is useful to summarize, analyze, explore and present
summary data. The graphical equivalent of a pivot table, a pivot
chart report can help the visualize pivot table summary data so
that the user can easily see comparisons patterns and trends. Both
Pivot table report and pivot chart enables the user to make informed
decisions about critical data in their enterprises. It has following sub-
options.
PIVOT TABLE:-Pivot table command is used to make easy to arrange and
summarize complicated data and drill down on details. These are the steps to
create pivot table from worksheet data are as
follows:- PIVOT TABLE SHEET
1. Select the range in data base but
make sure that database has
column headings, Select Pivot
table. Excel displays create Pivot
dialog box,
2. Now make sure that a range is
selected and then in Table Range
box. Choose where we want the pivot table report to be placed, click on New
Worksheet or Existing Worksheet and click on Ok.
3. Now Excel adds an empty pivot table report to the specified locations and
displays the pivot table field list so that user can
add fields, create a layout and customize the pivot
table report.
4. To add fields to the report right click or Drag on
field name in field section and then add to Report
Filter, Add to Column Label, Add to Row Label or
Add to Values. By default non-numeric fields are
added to Row Label Area, numeric fields are
added to the values area and online Analytical
processing date and time hierarchies are added to
columns label area.

5. The layout of pivot table can be arranged in

following manner.
 ADD TO REPORT FILTER:- It Filters the entire
report based on the selected item in report filter.
 ADD TO ROW LABELS:- It Displays fields as
rows on the side of the report
 ADD TO COLUMNS LABELS:-It display fields as columns on the top of the
report.

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 ADD TO VALUES:- It Display summary of numeric data.

 To remove a field name from the pivot table click on field name in pivot table
report and press Right Click and select Remove field name in field
section.
 To rearrange the field name, click and hold on field name and drag the
field between the field and layout sections and between the different areas.

PIVOT TABLE OPTION TAB:-When we use pivot table, excel

automatically displays the option tab which is used to make changes in pivot table
like formatting, sort, group, formulas etc.

A. PIVOT TABLE NAME:-This command is used to displays the pivot table

name. To change the name, click the text in the box and edit
the name.
B. OPTIONS:-It is used to show and hide the setting of
Formatting and Layout ,Total ,Grand Total and Filters,
Display, Printing, Data etc.
C. SHOW REPORT FILTER PAGE:-It is used to make report of any particular
field name.
D. GENERATE GET PIVOTDATA:-This command is used to returns data
stored in a PivotTable report. We can use Get pivot data to retrieve summary
data from a PivotTable report, provided the summary data is visible in the
report.
A. ACTIVE FIELD:- It displays the field name of current cursor position.

B. FIELD SETTINGS:-It is used to choose or change the summary function or

type of calculation for a field in a Pivot Table report. To
change the summary function of the Pivot table report perform
these steps.

1. Select a field in the Values area for which you want to change the summary
function of the PivotTable report. Click Field Settings.

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2. It displays the Value Field Settings dialog box is displayed. The Source Name is
the name of the field in the data source.
The Custom Name displays the current
name in the PivotTable report, In the
Summarize value field by box, now click
the summary function that you want to use
like Sum, Count, Max, Min, Product etc.
and click on Ok.

EXPAND ENTIRE FIELD:-This command is used to expand or show all the

items of active fields.
COLLAPSE ENTIRE FIELD:-This command is used to collapse or hide all the
item of active fields.
GROUP:-The Group tab has following commands:

A. GROUP SELECTION:-This command is used to create group containing

the selected item. Through group command we can group
items in a field in a custom way to help you to isolate a
subset of data that satisfies your own individual needs, and
that cannot be easily grouped in other ways, such as sorting
and filtering.

B. UNGROUP:-It is used to ungroup a range of cells those were previously

grouped.
C. GROUP FIELD:- Group field command is used to
Group numeric items or date or times fields. To group
numeric fields select the numeric field in the PivotTable
report that you want to group. Like first item in starting at
box and in the Ending at box, enter the last item to group.
In the By box, type a number that represents the interval included in each group.

SORT:-The sort tab has following commands to sort the data.

A. SORT SMALLEST TO LARGEST :- It is used to sort the
selected data so that the lowest values are at the top of the
column.
B. SORT LARGEST TO SMALLEST:-It is used to sort the
selected text or numeric data so that the highest values are
at the top of the column.
C. SORT:-It is used to display the Sort dialog box. In which we sort the data
according to requirement with their summary.
D. INSERT SLICER:- Insert slicer is used to slicer to filter interactively. Slicer
make faster and easier to filter pivot tables and cube functions.

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E. SLICER CONNECTIONS:- Slicer connection is used to manage which

slicers are connected to pivot table.

DATA:-The Data tab has following commands.

A. REFRESH:-The Refresh command is used to update all the information
in the Pivot table report which is direct updated through data
worksheet.
B. CHANGE DATA SOURCE:-It is used to change the
source data or select range for pivot table report. To
change data source when we click on this option it display
change pivot table data source dialog box. In this we select the
desired range by dragging mouse and click on Ok.

ACTION:-The Action Tab has following commands.

A. CLEAR PIVOT TABLE:-It is used to Remove all fields, formatting and
filter in Pivot table.
B. SELECT:-The select group has many commands to select the pivot table
report like Entire Pivot table, Labels and values, only
Labels, only Values. It also provides the option to enable
selection.
C. MOVE PIVOT TABLE:-Move pivot table command is
used to move the pivot table to another location in the
workbook.

ACTION:- The Calculation tab has following commands.

A. SUMMARIZE VALUES BY:- This is used to summarize
values by function like Sum, count, max, count, average,
product etc.
B. SHOW VALUES BY:- This is used to show values by percentage %.
C. FIELDS, ITEMS AND SETS:- This is used to create and modify calculated
fields and items.

TOOL TAB:-The Tool tab has following options to operate pivot table report.
A. PIVOT CHART:-Pivot Chart command is used to insert automatically pivot
chart based on the data in this pivot table.
B. OLAP TOOLS:-If we are connected to a Microsoft SQL
Server Analysis Services OLAP database, we can control
whether the OLAP server formats are retrieved from the
server and are displayed with the data.
C. WHAT IF ANALYSIS:-This is used to applying the
changes allows you to see the effect on deepened values in the pivot table.

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SHOW/HIDE TAB:-The Show-Hide tab has following commands.

A. FIELD LIST:-This command is used to show or hide the Pivot table list.
The field list allows us to add or remove fields from our pivot
table report.
B. +/- BUTTONS:-It is used to show or hide the buttons which
allow us to expand or collapse items with in the pivot table.
C. FIELD HEADERS:-It is used to show or hide the field’s
header for rows and columns.

PIVOT TABLE DESIGN TAB:-When we use pivot table, excel

automatically displays the Design tab which is used to make changes in pivot
table.

LAYOUT:-The Layout tab has following commands.

A. SUBTOTALS:-This command is used show-hide the subtotals.

 DO NOT SHOW SUBTOTALS:- It is used to hide the subtotals
from the pivot table.
 SHOW ALL SUBTOTALS AT BOTTOM OF GROUP:-:- It is used
to Show the subtotals which display at the bottom of pivot table.
 SHOW ALL SUBTOTALS AT TOP OF GROUP :-:- It is used to
Show all subtotals which display at the top of pivot table .
B. GRAND TOTALS:-This command is used show-hide the Grand totals.
 OFF FOR ROWS AND COLUMNS :- It is used to hide the Grand
total for Rows and Columns from the pivot table.
 ON FOR ROWS AND COLUMNS:- It is used to Show the Grand
total for Rows and Columns from the pivot table.
 ON FOR ROWS:-It is used to Show the Grand total for Rows from
the pivot table.
 ON FOR COLUMNS:-It is used to Show the Grand total for
Columns from the pivot table.

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REPORT LAYOUT :-Report Layout command is used adjust the layout or show
the Report in Compact Form, Outline Form, Tabular Form, Repeat All Item labels,
Do not Repeat item labels form etc.
BLANK ROWS:-:-Blank Rows command is used to insert or remove blank line
after each item in the pivot table.

PIVOT TABLE STYLE OPTIONS:- It has following sub options.

A. ROW HEADER: - It is used to apply or
show and hide the different formatting to
row headers of the table.
B. COLUMN HEADERS:- It is used to display
and hide the special formatting column
header of the table.
C. BANDED ROWS:- It is used to display banded rows in which even rows are
formatted differently from odd rows.
D. BANDED COLUMN:-It is used to display banded columns in which even
columns formatted differently from odd columns. This banding can make
table easier to read.

PIVOT TABLE STYLES:-Pivot table style command is used to make formatting

in selected pivot table.
PIVOT CHART:-A PivotChart report provides a graphical representation of the
data in a Pivot table report. We can change the layout and data that are displayed
in a PivotChart report just as we can change in a PivotTable report. A PivotChart
report always has an associated PivotTable report that uses a corresponding layout.
Both reports have fields that correspond to each other. When you change the position
of a field in one report, the corresponding field in the other report also moves.

EXCEL TABLE:-A table is a range of cells that hold data with each row
corresponding to a single occurrence of an entity or on record of data. For example
each row might describe an invoice, a customer name or an inventory item. A table
usually includes headings in the first row. After creating a table in Excel, we can
manage and analyze the data in that table independently of data outside of the table.
For example, you can filter table columns, add a row for totals and apply table
formatting. To create tables, select the range of empty cells that you want to make
into a table. Click on table option. And click on ok.

E. TABLE DESIGN TAB :- When we create a table, it will automatically display

the table design tab. It has following commands.

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In this tab in table name we can display and edit the table name. And in the Format

as Table icon of the style group in Home Tab provides table format to a selected
cell range. It display an extensive Table gallery with formatting thumbnails divided
into three sections-Light, Medium, Dark-each of which describes the intensity
of the colors used by the various describes the intensity of the colors used by the
various formats.

ILLUSTRATIONS:-The illustrations tab has following sub options

PICTURE:-Picture command is used to insert a picture in current excels
worksheet from many different sources like
from a folder where we save picture, from a
webpage, from sample picture.
A. PICTURE FORMAT:-When we insert a
picture in a worksheet or we select any picture then excel automatically
displays additional group picture Format. In this picture format we can
remove background, adjust brightness, increase and decrease the
brightness and contrast of picture, Change the picture style, give and
change the border of picture, border width, line style, picture effect,
picture layout and arrange or change the order of objects or shapes, text
wrapping and align facility like Left, Centre, Right, Top, Middle, bottom,
arrange group, rotate or flip the selected objects, and change direction,
size, height, width of the selected picture.

B. CLIP ART:-It is used to insert clip art at the current excel worksheet. Clip
Art is a collection of images, line art and picture that we are free to use in our
excel worksheet. When we insert any clip art it automatically display the
additional tab format tab. In which make we can make formatting like picture
command.

C. SHAPES:-It is used to insert or draw any readymade shape such as

rectangles, circles, arrows, lines, flow chart symbols, equation symbols text
box, callout, stars, banners. When we insert any shape in excel it automatically
display the additional tab format tab. In which make we can make changes like
change shape, shape style, shape fill, formatting like picture command.
D. SMART ART:-It is used to insert a smart art in a excel worksheet. Smart
art graphic is a visual representation of our information that we can quickly

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and easily create, choosing from among many different layouts, to

effectively communicate our message or ideas with smart art graphic. When
we insert any smart art shape the smart art tools are inserted Design and
Format.
SMART ART DESIGN TAB:-In Smart art Design tab we can add or delete
shapes, add bullets, change the branch layout of selected shape, Promote or
demote (in which increase or decrease the level of the selected shape), Show/hide
Text pane, change color, smart art style and reset to graphic.
Smart art Format:-When we insert any smart art in excel worksheet the excel
provides the format tab to make formatting changes in smart art. Through
Format tab we can change or cancel in 2d view, change, larger, smaller, shape
style from gallery, shape fill, shape outline, word art style from gallery, text fill,
text outline, text effects, arrange and size etc.
SCREENSHOT:-Screenshot command is used to quickly and easily add a
screenshot to your excel worksheet in the foam of picture. To take screen shot
click on screenshot and select Screen clipping and select the desired area and
placed it into the document

CHART:-Chart are graphical representation of worksheet data. User can use

charts to present complicated data to people who want to interpret the data
quickly. In other words we can say that charts
are an effective way to present information in
graphical format. Excel includes a powerful built
to charting facility that makes it very easy to
create variety of charts for any presentation. A
chart graphically represents numerical data. Every chart is based on a data range
of a worksheet in excel. This range is called Source Data. The chart tab is used to
show and hide Insert chart dialog box. To insert a chart first of all select the cells
that contain the data that you want to use for the chart, Click the chart type, and
then click a chart subtype that you want to use. And click on ok. The chart is placed
on the worksheet as an embedded chart.
INSERT A CHART BY CHOOSING A CHART TYPE:-There are 73 basic
charts types from seven drop down
icons on the insert tab. The first six
these drop-down hold the most
popular charting types. The following
drops down are available in charts
group:
A. COLUMN CHARTS:-Data that is
arranged in columns or rows on
a worksheet can be plotted in a
column chart. Column charts are
useful for showing data changes
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over a period of time or for illustrating comparisons among items. It includes2-D

column, 3-D column, Cylinder, Cone and pyramid chart types. All column
chart types feature markers that relate the vertical to size.
B. LINE CHART:- Data that is arranged in columns or rows on a worksheet can
be plotted in a line chart. Line charts can display continuous data over time,
set against a common scale, and are therefore ideal for showing trends in data
at equal intervals. In a line chart, category data is distributed evenly along the
horizontal axis, and all value data is distributed evenly along the vertical
axis. It includes 2-D line and 3-D line types.
C. PIE CHARTS:-Data that is arranged in one column or row only on a
worksheet can be plotted in a pie chart. Pie charts show the size of items in
one data series proportional to the sum of the items. The data points in a pie
chart are displayed as a percentage of the whole pie. It includes 2-D Pie and
3-D pie chart types.
D. BAR CHARTS:-Data that is arranged in columns or rows on a worksheet can
be plotted in a bar chart. Bar charts illustrate comparisons among individual
items. It includes 2-D Bar, 3-D Bar, Cylinder, Cone and Pyramid chart types.
All bar chart types features markers that relate the horizontal width to size.
E. AREA CHARTS:-Data that is arranged in columns or rows on a worksheet can
be plotted in an area chart. Area charts emphasize the magnitude of change
over time, and can be used to draw attention to the total value across a trend.
It includes 2-D Area and 3-D Area chart types. Area charts are similar to line
charts except that the underneath the line is filled with color.
F. X,Y (SCATTER) CHARTS:-Data that is arranged in columns and rows on a
worksheet can be plotted in an xy (scatter) chart. Scatter charts show the
relationships among the numeric values in several data series, or plots two
groups of numbers as one series of x, y coordinates. A scatter chart has two
value axes, showing one set of numerical data along the horizontal axis (x-
axis) and another along the vertical axis (y-axis). It combines these values
into single data points and displays them in uneven intervals, or clusters. Scatter
charts are commonly used for displaying and comparing numeric values, such as
scientific, statistical, and engineering data.
G. STOCK CHARTS:-Data that is arranged in columns or rows in a specific order
on a worksheet can be plotted in a stock chart. As its name implies, a stock
chart is most often used to illustrate the fluctuation of stock prices. However,
this chart may also be used for scientific data. For example, you could use a
stock chart to indicate the fluctuation of daily or annual temperatures. You
must organize your data in the correct order to create stock charts. The way
stock chart data is organized in your worksheet is very important.
H. SURFACE CHARTS:-Data that is arranged in columns or rows on a worksheet
can be plotted in a surface chart. A surface chart is useful when you want to
find optimum combinations between two sets of data. As in a topographic
map, colors and patterns indicate areas that are in the same range of values.

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We can use a surface chart when both categories and data series are numeric
values.
I. DOUGHNUT CHARTS:-DATA that is arranged in columns or rows only on a
worksheet can be plotted in a doughnut chart. Like a pie chart, a doughnut
chart shows the relationship of parts to a whole, but it can contain more than
one data series. Doughnut charts are not easy to read. We may want to use a
stacked column or stacked bar chart instead.
J. BUBBLE CHARTS:-Data that is arranged in columns on a worksheet so that x
values are listed in the first column and corresponding y values and bubble size
values are listed in adjacent columns, can be plotted in a bubble chart.
K. RADAR CHARTS:-Data that is arranged in columns or rows on a worksheet
can be plotted in a radar chart. Radar charts compare the aggregate values of
a number of data series.

CHART DESIGN TAB:- After a chart is created, the user can either click on
chart excel automatically display the options Design Layout and Format which are
discussed below.

TYPES GROUPS:-The Type group has commands to change the chart type and
save template.
A. CHANGE CHART TYPES:-Change chart type command is used change the
chart type of an existing chart. In this command we can change the chart type
of the entire chart to give the chart a completely different look.
B. SAVE AS TEMPLATE:-This command is used to save the formatting and
layout of a chart as a template, After saving chart as template we can apply it in
future.
DATA GROUP:-The data group has commands to switch and reselect the data.
A. SWITCH ROW/COLUMNS:-This command is used to switch the data
over the axis. In this command the data being charted on X axis will move
on Y-axis and Y-axis data will move on X-axis.
B. SELECT DATA:-Select data command is used to display and change the
data range in chart that is plotted in the chart. To change the source data of
the chart, select the existing range, and then type or select a new range.
And click on ok.

CHART LAYOUT:-After creating Chart, we can

instantly change its look through chart layout.
Microsoft Office Excel provides a variety of useful

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predefined layouts of chart. That we can choose from chart layout gallery.
When we decide to change Chart layout, we can change layout, and even we can
see a preview of what our chart will look like formatted in a particular layout before
you actually apply the style.

CHART STYLES:-After we create a chart, we can instantly change its visual look
through Chart styles. In Chart style we can
quickly apply a predefined style to our
chart. To change visual style or formatted
style first click the chart that you want to
format, click on Chart styles group, click the
chart style that you want to use.
MOVE CHART:- This command is use to change the location of a chart from
one worksheet to another sheet. To move in a sheet just click on the chart borders
and then dragged to a new location. It also provides eight handles to resize the
chart.

CHART LAYOUT TAB:-In the Layout tab the user can select a built-in chart

layout to create a certain combinations of titles, Legend, Data Labels, Data

Tables, Axes, Gridlines and Background. The Layout tab has following sub
options.
CURRENT SELECTION:-The current Selection group display all the chart parts
for formatting in it.

A. CHART AREA:-Everything inside the chart window including all the parts
of the (labels, axes, tick markers and other listed
here).Chart Area command is used to select any
part of chart for make formatting like chart area,
plot area, Legend etc.
B. FORMAT SELECTION:-It is used to open chart
Format dialog box. This is used to make editing in
chart like fill color, Border style, Border Color,
Gradient Fill or Texture Fill etc.
C. RESET TO MATCH STYLE:- It cancel or clear the formatting of the
selected chart. It comes back to overall visual style applied to the chart.

INSERT TAB:-The insert tab provides facility to insert picture, shapes, textbox
into selected chart.

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A. PICTURE:-This command is used to insert a picture in selected chart

position from any other file or any other software. After
inserting a picture we cannot edit in chart.
B. SHAPES:-This command is used to insert some ready-
made shape such as Rectangles, Circles, Arrows, line,
flow chart symbols and callout in chart area.
C. TEXT BOX:-This command is used to insert text box in chart area to
insert any text. Textbox can be positioned anywhere in the chart or page.

LABELS TAB:-The Label tab has command to show, hide and change the
position of labels. It has following commands.
A. CHART TITLE:-To make a chart easier to understand, we can add chart titles
or labels .We can easily edit the text of titles, and
also options to display/hides the titles, and
remove the chart. To apply the chart title click the
chart to which you want to add a title, click on chart
title, Click Centered Overlay Title or Above Chart. In
the Chart Title text box that appears in the chart, type the text that you want.
B. AXIS TITLE:- Axis is a line that serves as a major reference for plotting data
in a chart. This command is used to add, remove or position the text used to
label each axis. Insert the axis titles manually Click the chart to which you want to
add axis titles, click Axis Titles. To add a title to a primary horizontal (category) axis,
click Primary Horizontal Axis Title, and then click the option that you want. To add
a title to primary vertical (value) axis, click Primary Vertical Axis Title or Secondary
Vertical Axis Title, and then click the option that you want. In the Axis Title text box
that appears in the chart, type the text that you want. To remove an axis titles click
None.
C. LEGEND COMMAND:-A legend is the key that identifies patterns, colors or
symbols associated with the markers of a chart data series. The Legend shows
the data series name corresponding to each data markers. Legend command is
used to add, remove or position the chart Legend. In Legend Format Legend
dialog box to make formatting changes to the legend entries in your chart. To
change the legend position select a legend position select Top to Places the legend
above the plot area of the chart, select .Bottom to places the legend below the
plot area of the chart, Left to Places the legend to the left of the plot area, Select
Right To Places the legend to the right of the plot area and select Top Right To
Places the legend in the top right corner of the chart area and last select Show the
legend without overlapping the chart Selected by default, this option ensures that
the legend does not overlap the chart.
D. DATA LABELS:-To quickly identify a data series in a chart, we can add data
labels to the chart. We can also display series names, category names, and
percentages in data labels. To prevent data labels from overlapping and to make
them easier to read, we can adjust their positions in the chart or remove them.

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AXES:- The Axes tab has following commands.

A.AXES:- Charts typically have two axes that are used to measure
and categorize data axis; Vertical axis (also known as value axis
or y axis), and a horizontal axis (also known as category axis
or x axis).Axes command is used to change the formatting and
layout of each axis. To change the layout of axes click the chart for which you want
to display or hide axes. Click Axes. To display an axis, click the type of axis like
Primary Horizontal axis or Primary Vertical Axis that you want display and then click
one of the options that show the axis display like Left to Right Axis, or Show Right
to Left Axis. To hide an axis, click the type of axis that you want to hide, and then
click none.
B. GRIDLINES:- To make the data in a chart easier to read, We can display
horizontal and vertical chart gridlines that extend from any horizontal and
vertical axes Gridlines command is used to show or hide the gridlines. In 3-D
charts. Gridlines can be displayed for major and minor units, and they align with
major and minor tick marks on the axes when those are displayed.
BACKGROUND:-The Background Tab has commands to show and hide plot
area, chart wall, chart Floor, 3-D Rotation through formatting which can be
discussed below.
A. PLOT AREA:-Plot area command is used to show or hide the plot
formatting which can be formatted by Plot Area formatting.
B. CHART WALL:-Chart Wall command is used to make formatting in chart
wall and also provide the facility to show and hide the
formatting of chart wall.
C. CHART FLOOR:-Chart floor command is used to
make formatting in chart floor and also provide the
facility to show or hide the formatting of chart floor.
D. 3-D ROTATION:-3-d- rotation command is used to change the view 3-d
view of the current chart.

ANALYSIS:-The analysis tabs has commands to show-hide and make formatting

in Trend line.
TRENDLINE:- Data presented with complicated functions for calculating linear
regression lines can be visually represented with a
simple plot of the data on a chart with a Trend line. A
Scatter chart shows progress and trend line show the
extend the trend line to predict the goal. To add trend line
in chart select a chart that contains data. Select Trend

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line command from Analysis group. Select the line type like Drop-down or high
low lines select line direction like up-down bars. It displays changes in your
chart.
PROPERTIES:-Properties command is used to view or change the
properties for a chart.

CHART FORMAT TAB:-In the chart format tab contains commands buttons to

make easy to format particular each elements. It has following commands.

A. CURRENT SELECTION:-The current Selection group has commands to

display all the charts parts and make formatting (like fill color, border style,
border color, texture etc) in it. And Reset to match style command is used to
cancel or clear the formatting of the selected chart. It comes back to overall
visual style applied to the chart.
B. SHAPE STYLES:-When we select chart shape style provides different
styles to make formatting changes in chart. Through shape style we can
change the format of chart from drop-down gallery, Back ground color to
select item in chart, specify the outline color, width, outline style and add
effect shadow like Perspective shadow, Addition shadow, Reflection, Glow,
Preset style, 3D Rotation, Bevel, Soft Edges etc.
C. WORD ART STYLE:- Chart also provide the facility of word art styles in
which we change the format or style of chart, change the Text fill color of
chart text, change the text outline color, width, line style and add text
shadow effect.
D. ARRANGE:-Chart also provides the Arrange command. In Arrange we change
position or set picture in chart, to change the order of selected picture, to
set the position of picture through align command, to group all the selected
objects into a single group, to Rotate or Flip the selected picture in any
direction through Rotate command.
E. SIZE:- In size tab we can change the height and width of selected smart art
shape.
SPARK LINES:- Spark line tab has following chart to insert a single line
chart.
A. LINE:- This command is used to insert a line chart within a
single cell.
B. COLUMNS:- This command is used
to insert a Columns chart with in a
single cell.
C. WIN/LOSS:- This command is used
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to insert a Win/Loss chart into a Columns cell.

SPARKLINE DESIGN TAB:- When we inert a spark line chart it automatically

display Design tab which contains commands.

SPARKLINE:-Spark line tab has following commands.

EDIT DATA:- Edit data command is used to edit the location and data source
for the selected chart type group, edit only the data source for selected cell,
hidden the null or zero values in selected group And switch row/column data in
selected chart type.

TYPE :- Type command is used to change the selected spark line group into a
line spark line, column spark line, and win/loss spark line.

SHOW:- Show command is used to show and hide the High point, Low point,
Negative point, First point, Last point, Markers etc.

STYLE:- Style command is used to change the visual style for the selected spark
line group, spark line color and change the color of High point, Low point,
Negative point, First point, Last point, Markers.

GROUP:-It has following commands.

A. AXIS:- Axis command is used to show and hide the Horizontal axis options(
General axis type, Data axis type), Vertical axis minimum value options(
Automatic for each spark line, same for all spark line) Vertical axis
maximum value options( Automatic for each spark line, same for all spark
line).
B. GROUP:- Group command is used to group together that they can share
formatting, scaling etc.
C. UNGROUP:- Ungroup command is used to break a set of grouped spark
lines into individual spark lines.
D. CLEAR:-This command is used to clear all the spark lines.

SLICER:- Slicer is used to slicer to filter interactively. Slicer make faster and
easier to filter pivot tables and cube functions.
HYPERLINK:- Hyperlinks are links created between collection of files or pages.
A hyperlink is created using the address of the page to link. It is displayed text

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or a graphic. The text is underlined and colored. A graphic or drawing to be open,

by right clicking on hyperlink.

TEXT:-The text tab has commands to insert text box, word art, object, symbol and
header -footer. It has following sub-options.
A. TEXT BOX:- Text box is used to insert
a textbox at cursor position. To insert
a text, put the cursor and then drag the
text box the size that we want. To add text to a text box, click inside the text.
When we select a text box it display automatically Format tab. In Text Box
format tab we can make editing in text box same as MS word.
B. HEADER AND FOOTER:-In Microsoft Office Excel, we can quickly add or
change headers or footers to provide useful information in our worksheet
printouts. We can add predefined header and footer information or insert
elements such as page numbers, the date and time, and the file name.

HEADER FOOTER DESIGN TAB:-When we click on Header and footer

command it automatically displayed Design tab. It has following sub options.

 HEADER AND FOOTER:-While preparing a report or a worksheet, we have
some important information to appear on every page, For example: Company
name, the sheet name, report title, or the date of proposal, page number
etc. This kind of information would naturally appear either in the top and bottom
margin. We can insert this using the Header and Footer option

 HEADER AND FOOTER ELEMENTS:-Header and Footer element tab is

used to insert Page number, Number of pages, Current date, Current time,
File path, File name, Sheet Name and insert any picture in header or
footer. And Picture format command is used to make formatting in picture in
header or footer to change the brightness, size, contrast etc.

 NAVIGATION:-The Navigation group has button to move the cursor header

to footer or footer to header.

 OPTIONS:-Option tab is used to set the different first page header/footer,

different header footer for odd and even pages, to use the same font size and
scaling as the worksheet, Align with page margins etc.

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WORD ART:-Word art is a gallery of styles that we can add decorative to our
office document at cursor position to create decorative effects such as shadowed
or mirrored, reflected text, skew text, stretch a title, make text fit in preset shape,
gradient field etc. To create Word art Select Insert tab, click on Word Art. The word
art dialog box appears with preview select the desired style, type the desired
text. When we insert Word art in worksheet and select it automatically display
Format tab. In format tab we can make change or make formatting in word art such
MS Word..
SIGNATURE LINE:- It is used to add a signature line to a worksheet; add a
graphic of hand written signature or save a signature block. Signature line helps
to provide assurance in terms of authenticity, integrity and origin of our document or
we can insert a Microsoft office signature line to capture representation of a
signature along with a digital signature. The ability to capture digital signatures
by using signature lines in office documents make it possible for organization to use
paperless signing processes for documents like contracts or other agreements.
Unlike signature on paper, digital signature provides a record of exactly what was
signed, and they allow the signature to be verified in the future.
OBJECT:-It is used to insert any object from any other software like import any
object from CorelDraw. It also provides the facility of edit/change the selected
picture.
SYMBOLS:- The Symbol tab has options to insert equations and symbols.

PAGE LAYOUT
The Page layout tabs have commands to create themes, colors, fonts, and

change the page settings like margin, orientation, background etc.

THEMES:-The theme tab has options to change the overall design of the entire
worksheet including color, fonts and effect, theme color is used to change the
color the object in current theme, theme fonts command is used to change the
font for the current theme and theme effects are set of lines and fill effects. When
we click the Theme effects we can see the line and fill effects that are used for
each set of theme effects in the graphic that is displayed with the theme effects
name.
PAGE SETUP:-Page setup command is used to set/change the predefined page
setting of the document such as Margins, Paper size, Paper source, Layout out
etc.
MARGINS:- Margin defines the amount of
white space that appears at the top,
bottom, left and right edges of our
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worksheet. To specify our own margin settings click on custom margin. When we
click on custom margin it display page setup dialog box. It has following groups.
A. PAGE: - :-In this Tab we can change the Page orientation like Portrait or
Landscape, paper name, etc.

B. MARGINS:- In this dialog box click on margin and change the Margins of
Top, Bottom, Left, Right, Header, and
Footer. After make margin setting click
on ok.
C. HEADER-FOOTER:- In this Tab we
can insert or change the Header-
Footer.
D. SHEET:-It is used to show printing
options like gridlines, Draft quality,
black And white etc.

 ORIENTATION:-It is used to switch the pages between portrait and

landscape layouts.
 PAPER SIZE:-It is used to choose a paper size for the current section.
 SET/CLEAR PRINT AREA:-Excel by defaults prints all that there is on
worksheet. Sometimes you may not want to print all the pages in the worksheet.
In such case, you select the print range by clicking the mouse. When you
select the area it displays the print area. To check the print area uses the print
preview. To remove the print area, choose clear print area.
 BREAK:-Break command is used to insert manual page break in sheet. It has
also facility to remove or reset the page break.
 PAGE BACKGROUND:-This command is used to insert any picture in
background..
 PRINT TITLES:-To make rows and columns easier to identify in a printout,
we can display their headings. We can print column or row labels (or print
them as titles) on every page by specifying the rows and columns that you want
to repeat at the top or at the left of every printed page. To print row and column
headings select the worksheet that you want to print. Select Print Titles it display
page setup dialog box, In the Sheet Options group, select the Print, and click
all check box under print Headings. To view the result click on Print preview.
SCALE TO FIT:-This group can be used to stretch or shrink the sheet or page
size (Height, width, scale) according to requirement.
SHEET OPTION:-The sheet option is used to show and hide and print the
Gridlines and Headings. When we off gridlines and headings it can be visible on
worksheet.

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ARRANGE:-Page Layout also provides the Arrange command. In which we

change the order of selected objects and In selection Pane we can view the
details of object, to set the smart art shape or object in worksheet like Left, Centre,
Right, Top, Middle, bottom etc., through align command, to group all the selected
objects into a single group, to Rotate or Flip the selected branch or object art in
any direction through Rotate command.

FORMULA TAB
Excel includes hundreds of functions that can be used to calculate results in
statistics, Finance, Engineering, Mathematics and other fields. Functions are
structured programs that calculate a specific result: Each function has a specific

order or syntax that must be used for the function to work properly. The formula
tab has following functions.
FUNCTION LIBRARY:-The Function Library has following functions.

INSERTFUNCTIONS:-Functions are formulas so all function begins with the equal

sign (=). After that is the function
name followed by one or more
arguments separated by commas
and enclosed in parentheses. To
insert any function choose Insert
Function from Formulas Tab. It displays an Insert Function dialog box. Select
the category of function like all, statistical, and mathematical etc. Select the function
which you want to use and click on ok.
MARK SHEET

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DATE OF BIRTH SHEET

SALARY SHEET

PRODUCT SHEET

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ELECTRICITY BILL SHEET

ATTANDCE SHEET

AUTOSUM:-When we click drop down key of auto sum command it displays

following functions.
A. SUM: -The sum function is probably the most often
used function. It displays the sum of the selected
cells directly after the selected cells.

i) BY ENTERING FORMULA
Example =a1+a2+a3 (put the cursor in a4 and press the Enter
to end the formula)
ii) BY AUTO SUM TOOL
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 Enter the data in the blank sheet, Select the cell in which you want result and
select the cell a1to a4
 Click the auto sum tool on the standard toolbar. The result automatically
displayed in cell a5.

iii) BY SUM FUNCTION

 Enter the data in the blank sheet, if you have simple series then you use
function like this
Syntax: =sum (c2:f2),
or =sum(c2,d2,e2 , 2) and press enter.

B. AVERAGE FUNCTION:- It returns the average of arguments. The average

function measures central tendency, which is the location of the center of a
group of numbers in a statistical distribution.

Syntax: =Average (NUMBER 1, NUMBER 2, and NUMBER 3…)

or
= average (total)

C. COUNT NUMBERS FUNCTION:-It Counts the number of cells that contain

numbers and counts numbers within the list of arguments. Use count to get the
number of entries in a number field that is in a range or array of numbers.
Syntax:- count(value1,value2,...)

D. MAX FUNCTION:-Returns the maximum value in a list of arguments.

Syntax: Max (Number1, Number 2..)

E. MIN FUNCTION:-Returns the minimum value in a list of arguments.

Syntax: Min (Number1, Number 2…….)

RECENT USED:- When we click on down arrow of Recent used it display a

list of recent used function. So we can select any function from list. To view
more functions click on Insert Functions.

FINANCIAL FUNCTION:-It calculates interest rate, loan payments,

depreciation amount etc. When we click on financial function it display a list of
financial functions.

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A. PMT (Monthly Payment with Terms) Function- It calculates the payments

for loan based on constants payment and constants interest rate.

SYNTAX:-=PMT (RATE, NPER, -PV)

=PMT(B2/12,B3*12,-B1)=13663.238

B. IPMT( Interest payment for a given period, investment) Function:-It returns

the interest payment for a given period for an investment, based on
periodic, constants payment and constants interests rate.

Syntax: =PMT (Rate, Per, NPR, -PV)

=PMT(B2/12,1,B3*12,-B1)

C. PPMT (Principal Payment for investment) Function:-It returns the payment

on the principal for a given investment, based on periodic, constants
payment and constants interests rate.

Syntax:=PPMT (Rate, Per, NPR, -PV)

=PPMT (B2/12,1,B3*12,-B1)

D. SUM FUNCTION:- To check the accuracy of pmt calculate sum of Ipmt

and Ppmt.

Syntax:=SUM( IPMT + PPMT)

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E. FV (FUTURE VALUE) FUNCTION:- It returns the future value of an

investment based on periodic, constant payments and a constant interest
rate.

Syntax:- FV (Rate, NPER, PMT)

=FV(B2/12,B3*12,-B1)

F. PV (PRESENT VALUE):- It returns the present value of an investment.

The present value is the total amount that a series of future payments is
worth now. For example, when you borrow money, the loan amount is the
present value to the lender.

Syntax:- PV (Rate, Nper, Pmt)

=PV(B2/12,B3*12,-B4)

G. RATE FUNCTION:- it returns the interest rate per period of a loan or and
investment.

Syntax:-Rate (Nper, Pmt,-PV)

=RATE (B3*12,-B4, B1)
=1%

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=B5*12%= 0.14 on general 14%

H. NPER FUNCTION:-it returns the number of periods of an investment based

on periodic, constants payment and a constant interest rate.

Syntax:- NPER(Rate, Pmt,-PV,fv)

=NPER (B2/12,-B4, B1)
=48
LOGICAL FUNCTION:- It evaluates an expression, and returns a value of
True or False used to trigger other actions or formatting.

A. IF FUNCTION:- It returns one value if a condition you specify evaluates to

TRUE and another value if it evaluates to FALSE. Use if to conduct
conditional tests on values and formulas.

Syntax: if (Logical test, “true”, if(logical test, “False”))

EX:- =IF(F2>=35 “FAILED”, “PASSED”)

B. NESTED IF:- If we need to test more than one condition, then we take
nested if on formulas
Syntax: if (Logical test, “true”, if(logical test, “False”)

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Example=if(F2>=60, “first”, if(f2>=45, “second”, if(f2>=35, “third”,

“fail”)))

C. OR FUNCTION:-It Returns TRUE if any argument is TRUE; returns

FALSE if all arguments are FALSE.

Syntax: Or (Logical1, Logical2)

Example: = Or(b1>50, c2>56,d2>60) returns false or true.

D. AND FUNCTION:- The And function joins test conditions. Return True
if all its logical arguments are true; returns false if one or more logical
argument is false.

Syntax: And (Logical 1, Logical 2)

Example: =And (b2>45, c2>75, d2>89) returns true
=And (true, true), returns true. And (true, false) returns false.
TEXT FUNCTION:- It convert text to upper or lower case, trims character
from the right or left end of a text string, concatenates text strings.

A. TRIM FUNCTION:-It removes all the spaces from a text string except for
single spaces words.
Syntax: TRIM (CELL RANGE)
Example = TRIM (A2….A5)

B. CONCATENATE FUNCTION:-It joints several text strings into one text

string.
Syntax: CONCATENATE (TEXT1, “ “ , TEXT2)

Example :-Concatenate(“SANYAM”, “GUPTA”) returns SANYAMGUPTA

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C. LOWER FUNCTION:- It converts the uppercase into lowercase.

Syntax:- LOWER (TEXT)

Example =LOWER (“RAJESH”) returns rajesh

D. PROPER FUNCTION:- It converts the first letter in each word in uppercase

and all the letters to lowercase..

Syntax:- PROPER (text)

Example =PROPER (“RAJESH”) returns Rajesh

E. UPPER FUNCTION:- It Convert the lowercase in uppercase.

Syntax:- Upper (Text)

Example =upper (“rajesh”) returns RAJESH

F. LEFT FUNCTION:- It returns the specified numbers of characters from a

start of a text string.

SYNTAX: LEFT ( TEXT, NUM)

Example =left(“RAJESH”, 3) returns RAJ

G. RIGHT FUNCTION:- It returns the specified numbers of characters from

the end of a text string.

Syntax:- RIGHT(TEXT, NUM)

EXAMPLE =RIGHT ( “UTKARSH”, 3) RETURNS RSH

H. MID FUNCTION:- It returns the characters from the middle of a text string
given a starting position and length.

SYNTAX:- MID(TEXT, NUM, NUM)

EXAMPLE =MID ( “UTKARSH”, 3,6) RETURNS RSH

I. LEN FUNCTION:- Returns the numbers of characters in a text string.

SYNTAX:- LEN(TEXT)
EXAMPLE =LEN (“RAJESH”) RETURNS 6
J. CHAR FUNCTION:-It returns the corresponding character specified by the
ASCII code number.
SYNTAX: CHAR (NUMBER)
Where number between 1 to 255 specifying which character you want.
EXAMPLE = CHAR (65) returns A

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K. EXACT FUNCTION:- It checks whether two text strings are same and
return True and or false. Exact function is case sensitive.

SYNTAX:- EXACT(TEXT1 RANGE, TEXT2 RANGE)

EXAMPLE =EXACT ( A2, B2)

DATE AND TIME FUNCTIONS:-It returns the current hour, Day of Week.
Year, Time or Date

A. TODAY FUNCTION:- It returns current date formatted as a date.

SYNTAX: =TODAY ()
EXAMPLE:- =TODAY( )

B. NOW FUNCTION:- It returns the current date and time formatted as a date
and time.

SYNTAX:- NOW()
EXAMPLE =NOW () RETURNS 05/18/2021 AND 12:21

C. DAY FUNCTION:- It returns the day of the month, a number from 1 to 31.
SYNTAX:- DAY (DATE)
Example = DAY (B5) returns 18
D. MONTH FUNCTION:- It returns the month of the year, a number from 1

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(JANUARY) to 12 (DECEMBER).
SYNTAX:- MONTH (DATE)
Example = MONTH (B5) returns 5

E. YEAR FUNCTION:- It returns the year of the date.

SYNTAX:- YEAR (DATE)

Example = YEAR (B5) returns 2021

F. DATE FUNCTION:- It Returns the serial number that represent the date.
SYNTAX:- DATE (MONTH, DAY, YEAR)
Example = =DATE(C6,C5,C4) returns 5/18/2021
G. DAYS 360 FUNCTION:- It Returns the number of days between two dates
based on 360 day year.
SYNTAX:- DAYS360 (ENDING DATE, STARTING
DATE) Example :- =DAYS360 (C10,C12) returns 7667

H. NET WORKDAYS FUNCTION:- It Returns the number of whole

workdays between two dates except Saturday and Sunday .

SYNTAX:- NETWORKDAYS(ENDING DATE, STARTING DATE)

Example :- =NETWORKDAYS(C10,C12) returns 5556

I. TEXT FUNCTION:- It Returns the name of day, month and year.

SYNTAX:- TEXT(DATE ,”DDDD”, “MMMM”,”YYYY”)

EXAMPLE :- TEXT(DATE ,”DDDD”,) returns MONDAY
EXAMPLE: - TEXT (MONTH,”MMMM”,) returns MAY
EXAMPLE: - TEXT (DATE,”YYYY”,) returns 2021

J. TIME FUNCTION:- It convert hours, minutes, seconds givens as a serial

number.
SYNTAX:- TIME (HOUR, MINUTE, SECOND)
Example =TIME (13, 50, 27) returns 1:50 pm
EXAMPLE =HOUR (NOW ())
EXAMPLE =MIN (NOW ())
EXAMPLE =SECOND (NOW ())

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LOOKUP AND REFERNCE FUNCTION:- It add a lookup or reference

function to the worksheet.
A. VLOOKUP FUNCTION:-The Vertical lookup function looks for a value in
the leftmost column of a table, and then returns a value in the same row
from a column you specify.
SYNTAX: VLookup (lookup value, table array, col index number 0 OR 1)
Example: =VLOOKhUP (I2, A1:E10, 3, 0) Returns 90

B. HLOOKUP FUNCTION:-The Horizontal lookup function looks for a value in

the top row of a table of array of values, and then returns a value in the
same column from a row you specify.
SYNTAX: HLookup (lookup value, table array, Row index num 0 OR 1)
Example: =HLOOKUP (B1,A1:E10, 3,0) Returns 70

MATHMATICAL AND TRIGNOMETRICAL FUNCTION:- It

calculates absolute values, cosines and logarithms etc.

A. ABS FUNCTION:-The abs function returns the absolute value of

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number. A number without its sign.

SYNTAX: ABS (NUMBER OR CELL ADDRESS)

Example: =Abs (-105) Returns 105
B. CEILING FUNCTION:- The Ceiling function rounds a number up, to the
nearest integer or to the multiple of significance.
SYNTAX: CEILING (NUMBER, SIGNIGANCE VALUE)
Example: =CEILING (13, 5) Returns 15

C. EVEN FUNCTION:- The Even function rounds a number up, to the nearest
even integer.
SYNTAX: EVEN (NUMBER)

EXAMPLE: =EVEN (13) Returns 14

D. FACT FUNCTION:- It returns the factorial of a number The factorial of a number
is like
SYNTAX:-FACT (NUMBER)
EXAMPLE:-1*2*3*4=24.
E. FLOOR FUNCTION:- The Floor function rounds a number down, to the
nearest integer or to the multiple of significance.
SYNTAX: FLOOR (NUMBER, SIGNIGANCE VALUE)
Example: =FLOOR (13, 5) Returns 10

F. GCD FUNCTION:- It returns the greatest common divisor of two or more

integers.
SYNTAX:-GCD (NUMBER 1, NUMBER 2)
EXAMPLE:-GCD (24, 36)=12

G. INT FUNCTION:-It rounds a number down to the nearest integer.

Syntax: Int (number)

Where number is the real you want to round an integer.
Example:- =INT (8.9) return 8.
=INT (-8.9) return -9

H. LCM FUNCTION:-It returns the least common multiple value.

SYNTAX: FACT (NUMBER1, NUMBER2, NUMBER 3)

I. LOG:- It returns the logarithm of a number to a specified base.

SYNTAX:-LOG (number [base])

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Example: - =Log (100,2) returns 6.64

J. MOD FUNCTION:- The mod function is used to find the reminder after
dividing a number by another number.

SYNTAX:-MOD (NUMBER, DIVISOR)

EXAMPLE:-MOD (65,10) RETURNS 5

K. ODD FUNCTION:- The Odd function rounds a number up, to the nearest
Odd integer.
SYNTAX: ODD (NUMBER)

EXAMPLE: =ODD (20) Returns 21

L. PI FUNCTION:- The PI function returns the value of pie,3.14

SYNTAX: PI()
EXAMPLE: =PI () Returns 3.14

M. POWER FUNCTION:- The Power function rounds a number up, to the

nearest even integer.
SYNTAX: POWER (NUMBER, POWER)

EXAMPLE: =POWER (2,3) Returns 8

N. PRODUCT FUNCTION:- The Product function multiplies all the numbers

given as a arguments.
SYNTAX: PRODUCT (NUMBER1, NUMBER 2, NUMBER 3)
EXAMPLE: =PRODUCT (1,2,3,4,5) Returns 12

O. ROUND FUNCTION:-The Round function is used to rounds a number to a

specified number of digits.

SYNTAX:- ROUND (NUMBER, NUM-DIGITS)

EXAMPLE:- =ROUND(12.9876,2) RETURNS 13
Where number is the number you want to round off.

P. SQRT FUNCTION:- The SQRT function returns a square root.

SYNTAX: SQRT (NUMBER)
EXAMPLE =SQRT (14) RETURNS 4

MORE FUNCTIONS:- To view or use other function like Statistical,

Engineering, cube function click on more functions.

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DEFINED NAMES:- By Define name command, we can make our formula much
easier to understand and maintained. This command is
used to define the name that represents a cell, range
of cells, formula, or constant value. It has following sub-
options.
A. NAME MANAGER:-Name manager command
is used to create New, Edit, and Delete all the name used in the worksheet
through Name Manager Dialog box.
B. DEFINE NAME:-This command is used to define names on a cell, use
name in formula and define name in
selected range in a worksheet. To define
a name follow these steps:
 Select the cell or range to name.
 Select the Define name command. Excel
displays the name define box.
 Type a name in name box and click on
add to accept the name without closing
the dialog box. And click on ok button to
close the dialog box.
 Now we can apply any formula like sum, average, max, min, and count in
defined range. Like =average(phy)
 Or use Go to command to move the cursor at desired position.

C. USE IN FORMULA:=When we use define name in any formula cell it insert the
current formula in current cell.
D. CREATE FROM SELECTION:- We can conveniently create names from
existing row and column labels by using a selection of cells in the worksheet.

FORMULA AUDITING:-It is used to check relationship between formula

cell and value cell by the arrows. It has following
options.
A) TRACE PRECEDENTS:- Trace
precedents show arrows that indicate which

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cells affect the value of the current selected cell.

B) TRACE DEPENDENTS:- Trace dependents show arrows that indicate
which cells affect by value of the current selected cell.
C) REMOVE ALL ARROWS:-It is used to remove all arrows from the
worksheet which is create by Trace Precedents and Trace Dependents.
D) SHOW FORMULAS:- It display the formula in each cell instead of the
resulting value.
E) ERROR CHECKING:- It is used to finding common errors and correcting
errors in the calculation. It display active cell contains an error such as # value or
any error then it trace and draw error to the active cell that is caused the error value.
F) EVALUATE FORMULA:-It Launch the Evaluate Formula dialog box to
debug a formula by evaluating each part of the formula individually.

WATCH WINDOW:- Watch window is used to add cells to the watch window
list. Window list to keep an eye on their values as you update other parts of the
sheet. The watch window stays on the top so we can watch these cells even when
you are working on other sheet. For this develop the sheet and select the cells which
are required to add watch window and click on add watch now you move cursor
anywhere the data will display in watch window.

CALCULATION OPTIONS:-Calculation option is the process of calculate

formulas automatically or manually. If we make
change that affect a value, Excel will automatically
recalculate it. It has following sub options.
 AUTOMATIC:-.By default any time we recalculate
all dependent formulas or we make a change to a value, formula, it
automatically change the result values immediately. This is the default
calculation setting.
 EXCEPT FOR DATA TABLE:-To recalculate all dependent formulas—
except data tables—every time we make a change to a value, formula, or
name, in the Calculation options section, under Calculation, click
Automatic except for data tables.
 MANNUAL:- To turn off automatic recalculation and recalculate open
workbooks only when you explicitly click Manual.
 CALCULATE NOW:- It calculate the entire workbook now. This is only
necessary if automatic calculation has been turned off.
 CALCULATE SHEET:-It is used to calculate the current sheet now. This
is only necessary if automatic calculation has been turned off.

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DATA MENU
The data menu contains many important function in excel, including imports
and connections with databases. We also access the sort, filter, and

remove duplicates, data validation, and consolidation, and group, ungroup

and subtotal function in data menu.
GET EXTERNAL DATA:-Data in an Excel workbook can come from two
different locations. The data may be stored
directly in the workbook, or it may be stored
external data source, such as text file, a
database file etc. It has following sub-options.
A. FROM ACCESS:-This command is used to import data from Microsoft Office
Access. To bring data into Excel from Access, we can copy data from an
Access datasheet and paste it into an Excel worksheet, connect to an
Access database from an Excel worksheet, or export Access data into an
Excel worksheet.
B. FROM WEB:-This command is used to import data from a web page like
internet explorer based file (.html files).x
C. FROM TEXT:- This command is used to import data file from any text base
software like Dos, Notepad, Word pad etc.
D. FORM OTHER SOURCES:- This Command is used to import or get
external data from other sources that is connected to the workbook through a
data connection, which is a set of information that describes how to
locate, log into and access the external data source. When we connected
to an external data source it display a list of software which collected an
information such as From SQL server, From Analysis service, From XML Data
Import etc.
E. EXISTING CONNECTIONS:-When we connected to an external data
source from any source it display a list of commonly used files. When we
click on Existing connection it display existing connection dialog box in which it
show all connection for view more connection file click on Browse for more
then select the desired file and click on open.

CONNECTIONS:- The connection menu has commands to create a link from

other file or data source, update them through Refresh
command etc. It has following sub-menus.
A. REFRESH ALL:- When we connected to an external
data source, we can also need to perform a refresh

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operation to retrieve the updated data. So in other words we can say that
Refresh command is used to update all the information in the workbook that is
coming from data source.
B. CONNECTIONS:- It display all the connections for the workbook. Data
connection are link to data outside of workbook which can be updated if the
source data changes.
C. PROPERTIES:-When we connected to an external data through connection
command. For add connect any data source we click on ADD select the file
name and click on open. For view and change the file details click on
properties.
D. EDIT LINK:- Edit Link command is used to view all the other files to this
spread sheet is linked and updated or remove the link.

SORT AND FILTER:- Sort and filter tab

has following commands to sort the data by
text (A to Z or Z to A) and filter the data
according to specific criteria.
SORT DATA:-Sorting data is an integral part of data analysis. User might want to
put a list of names in alphabetical order, compile a list of product inventory levels
from highest to lowest, or order rows by colors or icons. Sorting data helps you
quickly visualize and understand your data better, organize and find the data that
you want, and ultimately make more effective decisions.
We can sort data by text (A to Z or Z to A), numbers (smallest to largest or
largest to smallest), and dates and times (oldest to newest and newest to oldest) in
one or more columns. We can also sort by a custom list (such as Large, Medium,
and Small) or by format, including cell color, font color, or icon set. Most sort
operations are column sorts, but you can also sort by rows. Sort criteria are saved
with the workbook so that you can reapply the sort each time that you open the
workbook. The sort tab has following commands.
To sort in ascending alphanumeric order, click Sort A to Z. It means
that it sort the selection that the lowest value are at the top of the
column.
To sort in descending alphanumeric order, click Sort Z to A. It means
that it sort the selection that highest value at the top of the column.

To sort the data in a database,

follow the steps given below.
1:-Select
a cell in a database and click
on sort command. When we click on sort
command it display sort dialog box.

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2:-Under column, in the Sort By box, select the field name to sort by, from
the drop down list.
3:- Under Sort on, select the criteria on which to sort. Choose the Sort order
under Order box.
SORT BY CELL COLOR, FONT COLOR, OR CELL ICON
If we have manually or conditionally formatted a range of cells or table column,
by cell color or font color, you can also sort by these colors. We can also sort by an
icon set created through a conditional format. The steps to be followed are:
1:- Select a column of data in a range of cells, Click Sort & Filter, Under the Sort by
box, select the column that you want to sort.
2:- Under Sort On, select the type of sort. Do one of the following

3:- To sort by cell color, select Cell Color. or To sort by font color, select Font
Color. or To sort by an icon set, select Cell Icon.

5:- Under Order, click the arrow next to the button, and then, depending on the type
of format, select a cell color, font color, or cell icon.

SORT BY CUSTOM LIST:- The user can use a custom list to sort in user-defined
order. In addition to custom list, excel provides built in, day-of- week and month-of
–year custom list.

FILTER- A filter is used to select or display only the rows or records that meet
a specific criterion and temporally hide all the other records. After we filter data,
we can copy, find, edit, format, chart, and print the subset of filtered data
without rearranging or moving it. Using AutoFilter, you can create three types of
filters: by a list values, by a format, or by criteria. Each of these filter types is
mutually exclusive for each range of cells or column table.

To Using AutoFilter perform these steps:-

1. Select a range of cells or select any cell in database. and then click
Filter.
2. Excel reads every records in the
database and creates a filter criteria list
for each field. Click the drop-down
arrow that appears next to each name
to access the field’s criteria list.
3. When we select filter command and
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click on drop down key of any field it will display a number filter option
to apply a particular filter which has following options.
a) SELECT ALL:- The default criteria setting in each field is Select All,
which means that the contents of the field are not being used to filter the
records.
b) TOP 10:- Top 10 is used to numeric fields to display the top or
bottom 10,5 or any other number or percentage of values.
c) CUSTOM:- Custom auto filters allow relationship other than equal to
be specified. In custom we create a custom filter for choices that does not
appear on the list.

CLEAR:- Clear command is used to clear the filter and sort state for the
current page of the data. To clear a filter for one column in a database, click the
clear. It clears the entire filter in a worksheet.

REAPPLY:- This command is used to reapply the sort and filter in the
current range. When we make changes in already sorted or filtered data then we
select reapply command it automatically sort and filter data according to
conditions.

ADVANCED:- Advance filter commands enables user to copy a filtered data

from a list. To use advance filter perform these steps:

 First of all create a list in which all information is kept. This list is list range. Or
database range. Example: you create a salary chart.
 Now create a criteria range. This range holds the information that you want to
filter from the list. Example:
you want to filter the name
which starts with M.
 Create a copy to range in
which you specify the
location where you want the
copied item.
 To perform the advance
filtering Click on Advanced
in Filter and Sort menu. It
display advanced filter
dialog box.
 First click in the list range and select the range by mouse. In criteria range
in the criteria range box by mouse.

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 To copied the contents first click on copy to another location and define
the cell range in copy to and click on ok
 To copied the contents first click on copy to another location and define the
cell range in copy to and click on ok.

DATA TOOLS:- In its simplest form, a database is a list with a specific

structure, define by its fields: the
categories of information it contains. In
data tool it contains that tool which
helps to rearrange the data in
particular order. It has following sub-options.

A. TEXT TO COLUMNS:- Text to columns command is used to split a single

column of text into multiple Columns. To convert the regular text into table
performs the following steps.
 Type the regular text and Select the cell, Choose Data menu and select text to
column. It will display a dialog box. In which click on Delimited. Click on next.
 Now it asks about tabs, space, and comma. Select the space or tab click on
next.
 Now select the type of data format like (general or text or date) click on finish.
The Regular text converts into columns.

B. FLASH FILL:-Flash fill automatically fills your data when it senses a pattern.
For example we can use flash fill to separate first and last column from a single
column or combine the first and last name for different columns. To use flash fill
perform these steps.
 Enter the full name in the first cell, and press enter a2….a10.
 Now enter the first name in first
name in next cell select the range and
click on flash fill.
 You will see a preview of the rest of the
column filled in with your given pattern.

C. REMOVES DUPLICATES:- This command is used to removes the

duplicates rows or columns from a selected worksheet. It is mainly used to
check for duplicate information.

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D. DATA VALIDATION:- Data validation is an excel feature that we can use

to define restriction on
what data can or should
be entered in a cell. We
can configure data
validation to prevent users
from entering data that is
not valid. If we prefer we
can allow to enter invalid
data but warn them when
they try to type it in the cell.
We can also provide
messages to define what
input we except for the cell
and instruction to help user
correct any errors. Once
you decide what validation you want to use on a worksheet, you can set up
the validation by doing the following:
1. Select one or more cells to validate. On the Data tab, in the Data Tools group,
click Data Validation. The Data Validation dialog box is displayed.
2. Click the Settings tab. In the Allow box, select the type of data that you
want, like any value, whole number, list, date, time etc.
3. VALUES - type numbers in the criteria boxes like between data, minimum
and maximum shown in the screenshot
below.
4. LIST:- On the Settings tab, in the Allow
box, select List. In the Source
box, type your list values, or select the list
and make sure that the In-cell dropdown
check box is selected.
5. With the validation rule configured,
either click OK
6. If we want to display a message that explains to the user what data is allowed
in a given cell, open the Input Message tab click on show input message
when cell is selected.
7. Enter the Title in title box and related
message in the Input message box. And
Click on OK.
8. In addition to the input message, we can
show Error alerts when invalid data is
entered in a cell.

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9. In Alert type select any one option from STYLE like STOP (DEFAULT),
WARNING, and INFORMATION.
10. Type the title and related text of the error
message and click on Ok. And type any
error message and click on Ok.
11. Now when user the type the text or
number it Test the data validation to make
sure that it's working correctly.

E. CONSOLIDATE:- Data Consolidation function takes data from a series of

worksheets or workbooks and summaries it into a single worksheet that you
can update easily. Data Consolidation is an incredibly useful tool that help you
understand and present your data quickly and easily. The consolidation can
be effected with the help of various statistical function like sum, average, count,
Max, min etc. This is available when we have the data available in monthly
format and we want to like to combine the data in a single worksheet. To
make consolidate in worksheet perform these steps:-
1:- Create or develop two or three mark sheet like term1, term2, term3.
2 :- Select the desired cell in sheet 4, Choose Consolidate command form Data
tools. It display Consolidate dialog box.
3:- Here the sum function is default. We can choose other function if we
want like average, count
etc.
4:- Now click the
Reference box and first
select or indicate the cell
or range of cells in first
sheet click on Add and
then click then click the
cells or range of cells in
second worksheet click
on Add. And click on Top
row and left column.
5:- After choosing the range click or select on final worksheet where we want
to see the effect of Consolidate and click on Ok. Now it display a result.

F. WHAT IF ANALYSIS:- The what if analysis tab has commands to

analysis the data in different forms. It has following sub
options.

 SCENARIO:- A Scenario is a set of values that Excel

saves and can substitute automatically on your

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worksheet. Scenario manager create different group of values and save the
different sets of inputs values (rate of interest) with their results as scenario.
Example:- Suppose you have been looking for a new home for 20,000. The rate of interest
is 7%, 15% and 20% for 15 years. Scenario manager can help organize, manage and
summarize the data. To get the scenario value performs these steps:
i. Enter the data on the new worksheet. Like payment, rate, period.
ii. Enter the Function of simple
interest to get the value of
interest. Now click on scenario. it
display a scenario manager
dialog box.
iii. Click on add button. It asks for
scenario name. Specify the
scenario name. It must be in
text Example (interest) and
double click on changing cell or
add the interest cell address.
And click on ok.
iv. Now it asks for change the
scenario values in which you can define the different rate of interest for one amount.
v. To see one any single scenario displayed on the worksheet click on show button. To
delete any scenario click on delete and make changes click on edit.
vi. One of the best parts of
scenario manager is its ability to
summarize all of the scenario
in a single report. For this click
on summary. The scenario
summary dialog box appears.
vii. Select the scenario summary
option and be sure the result
will be b3 (the cell displaying
the payment) and click on ok.
viii. A new sheet named scenario summary added to the workbook.

 GOAL SEEK:- Goal seek allows the user to determine the desired input value for
a formula when the output value is already known. This command is used to find the
required result by changing a particular value in the current workbook.

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Example: If we want to give the money 10,000 on interest and Rate of interest is 6%
and want to solve by goal seek and we want to
get 8000 per month installment and get how
months we increase to get required installment.
To get the 8000 per month then we perform these
steps.
 Enter the data in the worksheet and apply
the formula =b1*b2*b3
 It displays the result 7200 per month.
 Now select the tool and click on goal seek.
it display goal seek dialog box.
 In set cell we set the formula cell. To value
cell must be a value which you want. And In changing cell must be a cell that be
changed. And click on ok.

 TABLE: - Data table command is used create data table based on input values
and formulas you define. It calculates multiple results from a formula that contains two
or more variables. To use Data table perform these steps,
 Build the worksheet according to question or your requirement and apply the formula
of simple interest
(=payment*rate*period/100).
 Enter the different values that you want to
test. (For example you test a payment for
different Rate of interest).
 Select the cells that enclose the table.
Choose table option it display table dialog
box. Enter a column input cell or row
input cell click on that variable which you
want to check and click on ok. It display amount according to different rate of
interest.
 Similarly if you want to calculate test different payments for different rate of
interest then perform these steps.
 Build the worksheet according to
your requirement and apply the
formula of simple interest
(=payment*rate*period/100).
 Enter the different values of rate of
interest and time period that you
want to test.

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 Select the cells that enclose the table. Note that, to test the results one formula is
used And the formula reference to must be top left corner of table select.
 Choose Data and table option. Enter a column input cell or row input cell click on
that variable which you want to check and click on ok. It display result according to different
rate of interest and time period.

G. OUTLINE:- This command is used to groups the data in row wise or column
wise. It has following sub options.
 GROUP: - If we have a list of data we want to
group and summarize, you can create an
outline of up to eight levels. Each inner level,
represented by a higher number in the outline
symbols, displays detail data for the preceding
outer level, represented by a lower number in the outline symbols. Use an outline
to quickly display summary rows or columns, or to reveal the detail data for each
group.
 AUTO OUTLINE:- It is used to group rows or columns automatically or create
an outline. Or modify an
existing outlines.
 UNGROUP: - It is used to
ungroup a range of cells that
were previously grouped.
 CLEAR OUTLINE:- To
remove an applied
Auto outline. This
will remove any outlining from
your worksheet.
 SUBTOTAL:- Subtotal are a
quick and easy way to summarize way
to automatically calculate subtotals
and grand totals in a list of data. With
subtotal command excel creates the
formula, inserts the subtotal and
grand total rows and outlines the data automatically. The resulting data are easy to
format, chart and print. To use this feature perform these steps.
 Develop the worksheet in which you enter the details like account no, deposit date,
withdraw date and amount.
 Now you must be sorted.

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 To insert subtotal formulas into a list automatically move the cell pointer in the list
anywhere and select the Data and click on subtotal command. It displays a subtotal
dialog box. The dialog box offers following choices.
A) At each change in:- This drop down list display all fields in your list.
B) Use Function:- This gives you a choice of 11 functions.
C) Add subtotal To:- Places a check mark next to the field or fields that you want to
subtotal
D) Remove all:-This button removes all subtotal formula in the list.
 You select the account no in at change in, and select the function the sum and in
add subtotal select amount or salary and click on ok.
 It convert your worksheet with total and grand total. To show and hide the details use
+, - button. And to remove the outlines click on remove all.

 SHOW DETAILS:- It is used to expand a collapsed group of cells.

 HIDE DETAILS: - It is used to collapse a group of cells.

REVIEW MENU
In this menu it provides the facility to correct spelling errors and protect the worksheet.
A. SPELLING:- One of the many useful features of excel is that it can misspelled
check our active Worksheet, file, selected item
for spelling mistakes. The user can check the
spelling of worksheet.
B. RESEARCH:- Research options are specific
reference books and research, sites available in
Microsoft office to help with multiple needs. While we writing data in excel
sometimes we need to look-up certain terms, phrases, concepts etc. to
complement our data. The research feature allows us to look up anything under
Research Task Pan.
C. THESAURUS:- The thesaurus is a useful writing tool. A thesaurus provides a
list of synonyms for a selected word (synonym a word that means essentially the
same as the word replace).
D. TRANSLATE:-Translate command is used to translate single words or short
phrases by using bilingual dictionaries. For example, to translate English to
French, click English (U.S.) from list and French (France) in the list.

E. COMMENTS:- In this menu we can add or delete comments to cells. And it

also provide the facility to move the cursor
from one comment to another comments.

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 NEW COMMENT:-New command is used to add or edit comments to cells.

When a cell has a comment, an indicator appears in the corner of the cell. When you
hover your cursor over the cell, the comment appears.
 DELETE COMMENT:- Delete comments is used to delete the selected
comment.
 PREVIOUS:- This comment is used to jump the cursor to the previous comment.
 NEXT:- This command is used to jump the cursor to the previous comment.
 SHOW/HIDE COMMENTS:- This command is used to show or hide the
comment on the active cell.
 SHOW ALL COMMENTS:- This command is used to show or hide the
comment on the active Worksheet.
 SHOW INK: - This command is used to show or hide the ink on the worksheet.

F. CHANGES:- In this menu we can protect sheet, workbook, share workbook with
password and open track
changes and also provide the
facility of start ink.

 PROTECT SHEET: - While

we having a worksheet, workbook, or share workbook we should take care that
when the document is protected from illegal
access from any source. For such kind of
security we can give password. For specifying
the password to a file does to following these
steps:-
 Select protect sheet from changes menu. It will
display a box click on protect worksheet and
contents of locked cells.
 Enter the password excel will ask a
confirmation for the password. Retype the
password and click on ok button.
 And check all required fields (like format cells, rows, column etc.) which you want to
protect.
 This will keep protect your worksheet by all changes. We can also protect your
workbook and share workbook.
 PROTECT WORKBOOK: - Protect workbook is used to protect our workbook
from making structure changes like moving, deleting and adding your
worksheet.
 SHARE WORKBOOK:- In share workbook option we can share our workbook so
that other can work in it at the same time.

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 PROTECT AND SHARE WORKBOOK:-Many times we want to protect a

workbook that we intend to share on a
network. That way, we can allow
simultaneous editing of the contents of
its worksheets, while at the same time
preventing anybody but you from removing
the Change tracking. When we click the
Protect and Share Workbook command
button, Excel opens the Protect Shared
Workbook dialog box. In this dialog box,
you select the Sharing with Track Changes check box to enable file sharing and
to turn on the Change tracking. As soon as we select this check box, Excel makes
available the Password (Optional) text box, where you can enter a password that
must be supplied before you can stop sharing the workbook. Enter the password
and confirm the password and click on yes button. Now, the program saves the
workbook as a shared file and protects.
 ALLOW USER TO EDIT RANGE:- In this option we can now use different
passwords to protect specific ranges in your worksheets. We can use these
features to present information more clearly by hiding data or formulas that might
confuse some users. To apply different passwords to two ranges in a worksheet,
follow these steps:
 Open a blank workbook. Then click Allow Users to Edit Ranges.
 It display Allow Users to Edit Ranges dialog box, click New.
 In the New Range dialog box, select the range B2:B6, and then In the Range
password box, type any password, click OK, then type it again in the Confirm
Password dialog box, and then click OK.
 TRACK CHANGES:- This command is used when we want to protect our
worksheet for editing. When we choose track changes and click highlight changes
then it display Highlight changes dialog box in
which it ask specific condition like when, who,
where if you want to specify the condition then you
fill otherwise click on ok. Now while anyone editing
in our worksheet it will show in different and marked
which text we edit. If you want to accept these
editing we select tool menu and click on to accept or
reject changes. It display select changes accept or
reject dialog box where we meet the condition and
click on ok. After click on ok it display accept and
reject changes dialog box in this you click according to you on accept all and reject all.
 COMPARE AND MERGE WORKBOOKS:- This command is used compare our
document with original workbook if we want to insert in our file then we use merge
workbook but it show as a comment.
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H. START INK:- This command is used to add freehand pen and highlighter
strokes in your workbook when we select it display pens formatting option we
which it display pen ink strokes, highlighter strokes, eraser for ink and

highlighter, pick tool for select text area, shape, and ink area, different pen
and highlighter strokes styles, color and thickness of a line and stop ink
option.

VIEW MENU
There are some commands in the view menu which are used to view the worksheet
in the different ways and show and hide some features. These commands are discussed as
follows:-

A. WORKBOOK VIEWS:- In this menu there are different views which are used to
view the worksheet in the different ways
 NORMAL:-Normal view is default view. So Normal mode is always used.
 PAGE BREAK PREVIEW:- In this mode, text is converted into pages which is
helpful for view that how does the text exist in pages when it printed.
 PAGE LAYOUT:- Page layout is used to how to look your printed document.
This is a good way to check out where the page started and end and to see the
headers and footers.
 CUSTOM VIEWS:- This view provide an easy way to see your data with
different display options.

B. SHOW:- In this menu there are some features to show and hide.

 RULER:- It is used to show/hide the Ruler.

 GRID LINES:- It is used to show/hide the Grid lines.
 FORMULA BAR:- It is used to show/hide the Formula bar.
 HEADINGS:- It is used to show/hide the Row heading and column numbers.

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ZOOM:-The zoom group provides an option to increase or decrease the size of

our view without change the size of fonts or rest of the document. It has following
sub-options.
A. ZOOM:-It opens the zoom dialog box to specify the percentage zoom level of
the document. In most cases, we can use the zoom control in the status bar at the
bottom of window to quickly zoom the document.
B. 100%:-It zoom the document to 100% (actual size) of the normal size.
C. ZOOM TO SELECTION:- It zoom the sheet so the selected range of cells fills
the entire area.

WINDOW:-The windows tabs provide command to create new window, arrange

multiple windows at the same time, spilt/ remove the windows. It has following sub-
menus.
A. NEW WINDOW:-It is used to create a new windows. In this you type the text in
One window the text is automatically copied in another windows which is created
by you.
B. ARRANGE ALL:- If you want to work with two document or two windows
simultaneously then you have to arrange the windows. After click on Arrange all
option. We can see both document opened in two separate windows and you can
modify either of them at the same time.
C. SPLIT:-. By Splitting windows we can work with a single document into two
parts. To Split the window Open the document in which you want to work, click on
Split option, Click the mouse button where you want the split the window. A
horizontal line appears on the screen, which moves along with the mouse
movement.
D. FREEZE PANES:- This command is used to fixed the panels or topics which are
important to lengthy work. This is very useful command. Because After Fix the
panes you scroll the data but fix panels (heading in top row and selected columns)
are not moved.
E. SPLIT:-. By Splitting windows we can work with a single worksheet into two parts.
To Split the window Open any worksheet in which you want to work and put the
cursor from where you want to spilt and click on Split option. A horizontal line
appears on the screen, which moves along with the mouse movement.
F. HIDE/ UNHIDE:- It is used to hide/display the new created window.
G. VIEW SIDE BY SIDE:- It views the window or document side by side mainly
used for compare the content of document file or window.
H. SYNCHRONOUS SCROLLING:-When we select view side by side it
automatically shows synchronous scrolling and Reset window position. In this
option synchronize the scrolling of two document or two windows so that they scroll
together.

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I. RESET WINDOW POSITION:-To enable this feature first turn on view side by
side. This command is used to reset the window position of the document being
compared side by side so that they share screen equality.
J. SWITCH WINDOWS:-In this option we can keep switch between document
windows. The menu list of the switch windows button contains up to nine open
documents in word. In other to switch to another document we shall choose it from
the menu.
K. MACROS: - A macro is a sequence of instructions that automates some
aspects of excel so that the user can work more efficiently and with fewer errors.
When you create a macro, after the macro with a run command to perform many
time consuming producers automatically. In this you can record the steps with macro
recorder. To create and run macro following
steps to be performed.
 Choose Tool menu and select macro and
click on record new macro.
 Excel displays a record macro dialog box.
In this you can define the macro name.
 Now Recording will be start begin your
actions or steps which you want to
record. To make end month report, now
open a file and make sort, subtotal and
grand total and format it.
 When your steps will complete and have to finished the macro chooses tool
menu and select macro and click on stop recording.
 Open a new file in which you run the macro command.
 To run a macro choose tool menu and click on run command

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GENERALLY ASKED QUESTION IN INTERVIEW AND EXAMS

Q.1 What is Microsoft Excel?
ANS. Microsoft Excel is an electronic spreadsheet application that enables users to
store, organize, calculate and manipulate the data with formulas using a
spreadsheet system broken up by rows and columns. It also provides the
flexibility to use an external database to do analysis, make reports, etc. thus
saving lots of time.

Q.2 Who developed of MS Excel?

Ans. Excel is a window based spreadsheet, created by Microsoft Corporation of
USA.

Q.3 What is the extension excel files?

Ans. Excel automatically gives the extensions .xls to the file.

Q.4 What do you mean by cells in an Excel sheet?

Ans. The area which falls at the intersection of a column and a row where the
information is to be inserted is known as a cell. There are a total of 1,048,576 x
16,384 cells present in a single excel sheet.

Q.5. By default how many sheet can open?

Ans. Three (Sheet1, sheet2, sheet3)

Q.6 What is the use of sheet tab toolbar?

Ans. In sheet tab we can insert, delete, rename, move, protect, tab color the
worksheet.

Q.7 What is a template?

Ans. A Template is like a pad of preprinted paper. Every time a template is open, a
copy of template is created. Template can be extremely helpful when working with
workbook with identical formatting, label, formulas and so on. Excel provides
templates Like Billing Statement, Blood Pressure Tracker, Expense, Report Loan
Amortization, Sales Report, Personal Monthly, and Time Card For choose any
Template like click on Installed Template. It display many existed template then we
click on any desired template and click on create. It displays an existed Template.

Q.8 How many data formats are available in Excel? Name some of them.
Ans. Eleven data formats are available in Microsoft Excel for data Storage. Like:
Number, Currency, Date, Percentage, Text Formats.

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Q.9 What is cell reference and how many type of cell reference available in Excel?
Ans. In Excel each cell on the spreadsheet has a cell address that is the column
letter and the row number. . A cell reference identifies a cell or a range of cells on a
worksheet and tells or look the user wants to use a formula. There are three type of
cell reference relative cell reference, absolute cell reference, mixed cell
reference are available in Excel.

Q.10 What is the use of font tab?

Ans. The font tab provide commands to format text, numbers like change the font
style, font size, Font style, add border in selected cells, font color, background
color of selected cells.

Q.11 What is the use of Alignment tab?

Ans. The Alignment tab includes Text Alignment, Text Directions, increase
indent, decrease indents, Wrap text, Merge & center cell command.

Q.12 What is the difference between wrap texts and merge and center cell
command?
Ans. Wrap text command is used to set the data in the cell to fit the column
width. When you change the column width, data wrapping adjusts automatically.
While In merge and center command it join the selected cells into one larger cell
and centers the contents in the new cell.

Q.13 What is the use of number tab?

Ans. Number tab is mainly use to represent a number in wide variety of things.
We can count our money in dollars or pounds but all the same it is numbers to
represent them. Excel provides a long format category list for numbers.

Q.14 What is the use of conditional formatting?

Ans.:- Conditional formatting helps in easy to highlight interesting cells or ranges
of cells, a conditional format changes the appearance of a cell range based on a
condition (or criteria). If the condition is true, the cell range is formatted based on
that condition; if the conditional is false, the cell range is not formatted based on that
condition.

Q.15 What is the use of Table As format command?

Ans. Format as Table command is used to make quickly formatting in selected
table or range of cells and convert it to a table choosing a pre-defined table-
style from gallery.

Q.16 What is the use of Cell size format command?

Ans. The cell size format tab is used to set cell size, row height, cell visibility,
organize sheet and protect the sheet.

Q.17 What is the use of Fill command?

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Ans. The Fill Handle in Excel allows you to automatically fill in a list of data
(numbers or text) in a row or column simply by dragging the handle. This can
save you a lot of time when entering sequential data in large worksheets and make
you more productive.

Q.18 How would you insert a new line in the same cell?
Ans. To insert a new line in the same cell, use the shortcut ALT Enter – hold the
ALT key and press enter.

Q.19 What is a pivot table?

Ans. Pivot table are a powerful tool for data analysis. A pivot table report is useful to
summarize, analyze, explore and present summary data. The graphical equivalent
of a pivot table, a pivot chart report can help the visualize pivot table summary
data so that the user can easily see comparisons patterns and trends.

Q.20 What is the use of Field settings option in Pivot table report?
Ans. Field settings option is used to choose or change the summary function or
type of calculation for a field in a Pivot Table report.

Q.21 What is use of Refresh command in Pivot Table Report?

Ans.:- The Refresh command is used to update all the information in the Pivot
table report which is updated through data worksheet.

Q.22 What are slicers?

A Pivot Table Slicer enables you to filter the data when you select one or more
than one options in the Slicer box.

Q.23 What is a Pivot Chart?

Ans. When we create a Pivot Table, we get the summary of our data. We can
also plot this summary in a chart that is connected to the data. This chart is
called the Pivot Chart.

Q.24 What are charts in MS Excel?

Charts are used to enable graphical representation of the data in Excel. A user
can use any chart type, including column, bar, line, pie, scatter, etc. by selecting an
option from Insert tab.

Q.25 What is the use of Chart Layout command?

Ans. After we create Chart , we can instantly change its look through chart layout.
Microsoft Office Excel provides a variety of useful predefined layouts of chart.
That we can choose from chart layout gallery.

Q.26 What is the chart Area?

Ans. Everything inside the chart window like chart area, plot area, Legend, chart
title, labels, axes, tick markers and other listed are called chart area.

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Q.27 What is a Legend in a chart?

Ans. A legend is the key that identifies patterns, colors or symbols associated
with the markers of a chart data series. The Legend shows the data series name
corresponding to each data markers.

Q.28 What is Trend line in chart?

Ans. Data presented with complicated functions for calculating linear
regression lines can be visually represented with a simple plot of the data on a
chart with a Trend line.

Q.29 What is spark line charts?

Ans. Spark line tab has Line, Columns, win/loss chart to insert a single line
chart.

Q.30 What are the difference between Pivot Charts and Regular Charts?
Ans. While Pivot Charts are amazing and come with the ability to update when the
Pivot Table updates, these are not as flexible as the regular charts. In general,
you can do a lot of customization in a regular Excel chart, but not in a Pivot chart.
Also, if you customize a Pivot Chart, and then update the Pivot Table, you are likely
to lose the customization. Despite the limitations, Pivot Charts are useful and can
help create quick views from a Pivot Table.

Q.31 Define the function group name?

Ans. Excel function are listed with their arguments. Function definitions are grouped
by type. The functions groups include following:-

1. Date and Time 2. Financial 3. Logical

4. Mathematical & Trig 5. Statistical 6.LookUp&Reference
7:- Text 8:- Engineering 9:- Information
10:- Web 11:- Cube 12:- Compatibility

Q.32 What is the difference between a function and a formula in Excel?

Ans. A formula is a user-defined expression that calculates a value. A function
is pre-defined built-in operation that can take the specified number of arguments.
A user can create formulas that can be complex and can have multiple
functions in it. For example, =A1+A2 is a formula and =SUM (A1:A10) is a function.

Q.33 What is use of insert function palette?

Ans. The formula palette ensures that the function is spelled correctly and proper
number of arguments in the correct order.

Q.34 What are the methods to use sum function?

Ans. 1. By entering formula, 2. By Auto sum Tool, 3. By sum function

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Q.35 Syntax of use formula

Ans. = function name (Cell reference, or value)

Q.36 What is the use financial function?

Ans. Financial function is used to calculate interest rate, loan payments,
depreciation amount etc.

Q.37 What is the use of Name Box in MS-Excel?

Ans. Name Box is used to return to a particular area of the worksheet by typing
the range name or cell address in the name box.

Q.38 What is the difference between Trace precedents and trace dependents?
Ans. Trace precedents show arrows that indicate which cells affect the value
of the current selected cell. While Trace dependents show arrows that indicate
which cells affect by value of the current selected cell.

Q.39 What is get external data?

Ans. Data in an Excel workbook can come from two different locations. The data
may be stored directly in the workbook, or it may be stored external data source,
such as text file, a database file etc.

Q.40 What is data sort?

Ans. Sorting data is an integral part of data analysis. User might want to put a list of
names in alphabetical order, compile a list of product inventory levels from
highest to lowest, or order rows by colors or icons.

Q.41 What is filter?

Ans. A filter is used to select or display only the rows or records that meet a
specific criterion and temporally hide all the other records.

Q.42 What is the difference between auto and advance filter?

Ans. In auto filter. It will display a worksheet with a drop-down control will be
attached in each field. Click on a drop down to apply a filter. In Advance filter
commands enables user to copy a filtered data from a list.

Q.43 What is the use of text to column command?

Ans. Text to columns command is used to split a single column of text into
multiple Columns.

Q.44 What is the use of flash fill command?

Ans. Flash fill automatically fills your data when it senses a pattern. For
example we can use flash fill to separate first and last column from a single column
or combine the first and last name for different columns.

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Q.45 What is Data validation?

Ans. Data validation is an excel feature that allows we to enter only that data in
a cell that satisfies a criteria. For example, if you want to only have numbers
entered in a cell, then you can use Data validation to do this. In case anyone enters
something other than numbers, Excel will show an error and not allow that.

Q.46 How do you create dropdown lists in Excel?

Ans. To create dropdown lists click on Data Validation> Settings>Allow>List>
Select the source list array.

Q.47 What is consolidate?

Ans. Consolidate command is used to consolidate the data of more than one
worksheet in a single worksheet. The common data of various worksheet can be
combined to create the worksheet to reflect the result of consolidation. This
consolidation can be effected with the help of various statistical function like sum,
average, count, Max, min etc.

Q.48 What is scenario?

Ans. A Scenario is a set of values that Excel saves and can substitute
automatically on your worksheet. Scenario manager create different group of
values and save the different sets of inputs values (rate of interest) with their
results as scenario.

Q.49. What is Goal seek?

Ans. Goal seek allows the user to determine the desired input value for
a formula when the output value is already known. This command is used to find
the required result by changing a particular value in the current workbook.

Q50 What is data table?

Ans. Data table command is used create data table based on input values and
formulas you define. It calculates multiple results from a formula that contains
two or more variables.

Q51 What is outline?

Ans. Outline command is used to groups the data in row wise or column wise.

Q52. What is the use of subtotal command?

Ans. Subtotal are a quick and easy way to summarize way to automatically
calculate subtotals and grand totals in a list of data. With subtotal command
excel creates the formula, inserts the subtotal and grand total rows and
outlines the data automatically. The resulting data are easy to format, chart and
print.

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Q 53. How do you add a Note to a cell?

Ans. To add a Note, select the cell and right-click on the same. Then select the
New Note option and type in any note that you wish to. In case you want to delete
the Note, follow the same procedure and select the Delete Note option. Notes are
indicated by a red triangle at the top-right corner of the cell.

Q 54. What does the red triangle indicate at the top right hand corner of the cell?
Ans. The red triangle at the top right hand corner of a cell indicates that there is a
comment linked to the particular cell. If you put your cursor on it, it will show the
comment.
Q.55 What is benefit of Track changes?
Ans. This command is used to protect our worksheet for editing. After the track
change whatever we make changes it will show in different and marked which text
we edit.

Q 56. What is the difference between protection and track changes?

Ans. In track changes any one can make editing but it show in differ way but in
protection sheet is protected by password so anyone not can open and edit it.

Q.58 How can you insert Page Numbers in Excel?

Ans. we can insert page numbers using the Page Setup dialog box, click on
Header/Footer tab. Select the Page Number format from the Footer drop-down.

Q.59 What is Freeze Panes in MS-Excel?

Ans. Freeze Panes are used to lock any row or column. The locked row or
column will be visible on the screen even after we scroll the sheet vertically or
horizontally.

Q.60 What is a Macro in Excel? How to create an Excel Macro?

Ans. Excel Macro is the set of instructions that is recorded by users for
repetition purposes. It is created by the users for repetitive instructions and
functions they perform on a regular basis.

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