Introduction to Spreadsheets:

● A Spreadsheet is a computer application that is designed to add, display,

analyse, organize, and manipulate data arranged in rows and columns.
● It is the most popular application for accounting, analytics, data
presentation, etc.
● Popular spreadsheet programs include Microsoft Excel, Google Sheets.
● Spreadsheet software, such as Microsoft Excel or Google Sheets, is a
powerful tool used to organize, analyse, and present data in a structured
format.
● It consists of a grid made up of rows and columns, with each intersection
called a cell. These cells can contain various types of data, such as
numbers, text, dates, or formulas.
● A collection of spreadsheets is known as a workbook. Every Excel file is
called a workbook.
● Microsoft Excel is the software created by Microsoft.
● Microsoft excel embedded in office suite and is also available as a
separate application

Spreadsheet Concepts:
● Every time you start a new project in Excel, you’ll need to create a new
workbook.
● A workbook is a file that contains one or more worksheets.
● A worksheet is a grid of cells where data can be entered, calculated, and
analysed.
● Cells are the individual rectangular boxes in a worksheet where data is
entered.
● Rows are horizontal groups of cells, and columns are vertical groups of
cells.

1. Workbook: A file that contains one or more worksheets. It is the main

document that you work with in a spreadsheet software.
2. Worksheet: Also known as a "sheet" or "tab," it is a single page within
a workbook. Each worksheet consists of a grid of cells where you can
input and manipulate data.
3. Cell: The intersection of a row and a column in a spreadsheet is called
a cell. Each cell has a unique address, combining the column letter and
row number.
4. Formula: A formula is a mathematical expression used to perform
calculations on the data in a spreadsheet. It begins with an equal sign
(=) and can include operators, functions, and cell references.

Creating a Workbook:
● To create a new workbook, open your spreadsheet software and navigate
to the "File" menu. From there, select "New" or "Create" to start a new
workbook. You can also use shortcut keys like Ctrl + N.

Saving a Workbook:

● Saving workbook in excel enables to refer it anytime in future.

 ● Once created your workbook, you can choose to save in to your
computer.
● To save a workbook, go to the "File" menu and choose "Save" or "Save
As." You will be prompted to provide a filename and select a location to
save the file. It is recommended to save your work frequently to avoid
data loss.

1. Click File > Save As.

2. Under Save As, pick the place where you want to save your workbook. ...
3. Click Browse to find the location you want in your Documents folder. ...
4. In the File name box, enter a name for a new workbook. ...
5. To save your workbook in a different file format (like .xls or .txt), in the Save
as type list (under the File name box), pick the format you want
6. Click Save.

Editing a Workbook.

● Modifying or adding text or using cut, copy, paste operations to an existing

document is known as editing.
● To edit data in a worksheet, first open the worksheet by clicking on File
→ Open.
● Next, move cursor to the cell, which you want to edit.
● Note that content of the cell is displayed in formula bar as well.
● As you perform any operation, it is visible in the formula bar.
● Editing a workbook in Excel involves several steps, depending on what
you need to do. Here are some common tasks and how to perform
them:
● Opening a Workbook
● Launch Excel: Open the Excel application.
● Open File: Click on File > Open and select the workbook you want to
edit.
● Editing Cells
 ● Select a Cell: Click on the cell you want to edit. ● Enter Edit Mode:
Double-click the cell
● Make Changes: Type your new data or adjust the existing information.
● Save Changes: Press Enter to save the changes.
● Adding or Deleting Rows and Columns
● Select Row/Column: Right-click on the row number or column letter
where you want to add or delete.
● Insert/Delete: Choose Insert to add a new row/column or delete to
remove it.
● Formatting Cells
● Select Cells: Highlight the cells you want to format.
● Format Options: Use the Home tab to access formatting options like
font size, color, borders, and cell styles.
● Using Formulas
● Select Cell: Click on the cell where you want to enter a formula.
● Enter Formula: Type the formula starting with an equal sign (=), e.g.,
=SUM (A1:A10).
● Confirm: Press Enter to apply the formula.
● Saving the Workbook
● Save: Click on File > Save or press Ctrl + S to save your changes.
Inserting and deleting worksheet
1. Using the keyboard shortcut: Press Shift + F11.
2. Using the toolbar: Go to the "Home" tab, click on the "Insert" dropdown button
in the Cells group, and select "Insert Sheet". This will insert a new worksheet
before the active sheet.
Home🡪Insert🡪Insert Sheet
3. Using the right-click menu: Right-click on an existing worksheet tab, select
"Insert" from the context menu, and choose "Worksheet". This will insert a new
worksheet before the selected sheet.
Delete a Worksheet
If you no longer need a sheet, delete it from the workbook.
1. Click the Delete list arrow on the Home tab.
2. Select Delete Sheet.

Rename a Worksheet
By default, Excel worksheets are given generic names, such as Sheet 1, Sheet 2, etc.
You can give them more meaningful names.
1. Click the Format button on the Home tab.
2. Select Rename Sheet.
Double-click the tab for the worksheet you want to rename.
3. Type a new name for the worksheet.
Cut
● Deleting unnecessary data from the cell is called cutting.
● In Microsoft Excel, you can cut text from one area of a worksheet and save or
paste that text anywhere. When you cut the text, it is stored on clipboard.
● If you want to cut any text or content from worksheet, first select the text or
content which you want to cut.
● To cut, Right Click → Cut.
● The shortcut key is "Ctrl + X".
Copy
● Instead of retyping the same text, copy function is used which reduces
time and effort.
● By using copy option, you can copy the text from one location to another.
● To copy the content, Right Click → Copy. ● Shortcut key is "Ctrl + C".
Paste
● Select your text to highlight it.
● First copy the text.
● Use mouse to move the cursor to desired position to paste the copied text.
● Click paste to insert the copied text in its new place.
● You can paste clipboard information as often as you like.
● To paste, Right Click & Paste.
● Shortcut key is "Ctrl + V".
Handling Operators in Formula.
● Operators are the symbols that tell the computer to perform certain
arithmetical and logical manipulations.
Types of Operators in Excel
There are 4 crude types of operators in Excel, mentioned below:

1. Arithmetic Operators
2. Logical/Comparison Operators
3. Text Concatenation Operator
4. Reference Operators

Arithmetic Operators
As the word suggests, Arithmetic Operators are used for arithmetic operations like addition,
subtraction, multiplication, division, etc. As can be guessed, this set of operators can be used for
numeric calculations.
Operator Excel Formula Description

+ (Addition Operator) = A1 + B1 It makes the addition of two or more two

numeric values and gives a numeric value as a
return.

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

values and gives a numeric value in return

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

and gives a numeric value in return

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

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

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

percentage (i.e., divides the number by 100).
 ^ (Exponential Operator) = A1 ^ B1 Raises the power of the first numeric value by the
second numeric value.

Logical/Comparison Operators
Logical or Comparison Operators are used in Excel to compare the two values (numeric or text) logically. These
operators compare two values (provided through cells or separately) and return a logical output, i.e., TRUE or
FALSE. See the below table, which explains logical
Operator Description Excel
Formula
Text
= (Equals To) It compares two values and returns TRUE if both values are equal; else =A1 = B1
returns FALSE.

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

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

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

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

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

Concatenation Operator
Excel has one operator, which helps to join in two or more text strings and produces a single text
line. We can use the ampersand (&) operator to join two or more strings and get a single text line.

As you can see, the ampersand operator added two strings.

Range Operator:
Let’s take an example. Suppose below is the data you have:

In cell C2, we can see the range operator. It takes a range of all cells starting from A2
to B6 under the SUM function and returns the sum of all 10 values. See the output
below.

Union Operator:
Cell D2 of the Excel spreadsheet shows the functioning of the union operator. It takes
two ranges as a reference, from column A (A2: A6) and the other as (A2: B3) under
the SUM function. Finally, it produces the sum of these two references and gives a
value of 56.

Please see the below image for your reference:

Intersection Operator:
Cell E2 of the Excel spreadsheet shows the functioning of the intersection operator.
It takes two ranges as a reference, from column A ( A2: A6) and the other as (A2: B3)
under the SUM function. Finally, it produces a sum of values in the cells, common in
both ranges (i.e., cell A2: A3), which is 7.
See the image below for your reference.

Mathematical Functions:
❖ Arithmetic Operations:
o +: Addition (e.g., =A2+B2) o -:
Subtraction (e.g., =C2-D2) o *:
Multiplication (e.g., =E2*F2) o /:
Division (e.g., =G2/H2) o ^:
Exponentiation (e.g., =I2^2

❖ Trigonometric Functions: o SIN: Sine (e.g., =SIN(A2)) o COS: Cosine (e.g.,

=COS(A2)) o TAN: Tangent (e.g., =TAN(A2)) o ASIN: Arcsine (e.g., =ASIN(A2)) o
ACOS: Arccosine (e.g., =ACOS(A2)) o ATAN: Arctangent (e.g., =ATAN(A2))
❖ Logarithmic Functions:
o LOG: Natural logarithm (e.g., =LOG(A2)) ❖ Rounding Functions:
o ROUND: Rounds a number to a specified number of decimal places (e.g.,
 =ROUND(A2,2))
o ROUNDUP: Rounds a number up to a specified number of decimal places (e.g.,
=ROUNDUP(A2,2))
o ROUNDDOWN: Rounds a number down to a specified number of decimal places
(e.g., =ROUNDDOWN(A2,2))

❖ Logical Functions:
o IF Function:

o Evaluates a condition and returns one value if the condition is true, and another
value if the condition is false (e.g., =IF(A2>10,"Greater than 10","Less than or equal
to 10"))

o AND Function:

o Returns TRUE if all arguments are TRUE, otherwise returns FALSE (e.g.,
=AND(A2>10, B2<20))

o OR Function:

o Returns TRUE if at least one argument is TRUE, otherwise returns FALSE (e.g.,
=OR(A2>10, B2<20))

o NOT Function:

o Returns the opposite of the logical value (e.g., =NOT(A2>10)) ❖ Statistical

Functions:
o Average Function: o Calculates the average of a range of cells (e.g.,

=AVERAGE(A2:A10))

o Sum Function: o Calculates the sum of a range of cells (e.g., =SUM(A2:A10))

o Count Function:

o Counts the number of cells in a range that contain numbers (e.g.,

=COUNT(A2:A10))
 o Max Function: o Returns the maximum value in a range of cells (e.g.,

=MAX(A2:A10))

o Min Function: o Returns the minimum value in a range of cells (e.g.,

=MIN(A2:A10))

o Median Function: o Calculates the median value in a range of cells (e.g.,

=MEDIAN(A2:A10))

o Mode Function:

o Calculates the mode (most frequently occurring value) in a range of cells (e.g.,
=MODE(A2:A10))

❖ Text Functions:
● Concatenate Function:

o Joins text strings together (e.g., =CONCATENATE("Hello", " ", "World")) ● LEN
Function: o Returns the length of a text string (e.g., =LEN("Hello")) ● LEFT Function:
oReturns a specified number of characters from the beginning of a text string (e.g.,
=LEFT("Hello", 2)) ● RIGHT Function:
oReturns a specified number of characters from the end of a text string (e.g.,
=RIGHT("Hello", 2)) ● MID Function:
o Returns a specified number of characters from a text string, starting at a specified
position (e.g., =MID("Hello", 2, 3)) ● UPPER Function: o Converts all characters in a text
string to uppercase (e.g., =UPPER("hello")) ● LOWER Function:
o Converts all characters in a text string to lowercase (e.g., =LOWER("HELLO"))

Date and Time

1. DATE Function:
● Syntax: DATE(year, month, day)
● Purpose: Creates a serial number representing a specific date.
 ● Example: =DATE(2024, 9, 16) returns the serial number for September 16, 2024.

2. YEAR Function:
● Syntax: YEAR(serial_number)
● Purpose: Extracts the year from a date represented by a serial number. ●
Example: =YEAR(A1)
3. TIME Function:
● Syntax: TIME(hour, minute, second)
● Purpose: Creates a serial number representing a specific time.
● Example: =TIME(10, 30, 0) returns the serial number for 10:30 AM.
4. HOUR Function:
● Syntax: HOUR(serial_number)
● Purpose: Extracts the hour from a time represented by a serial number.
● Example: =HOUR(TIME(10, 30, 0)) returns 10.
5. MINUTE Function:
● Syntax: MINUTE(serial_number)
● Purpose: Extracts the minute from a time represented by a serial number.
● Example: =MINUTE(TIME(10, 30, 0)) returns 30.
6. SECOND Function:
● Syntax: SECOND(serial_number)
● Purpose: Extracts the second from a time represented by a serial number.
● Example: =SECOND(TIME(10, 30, 0)) returns 0.
7.Combining Functions:
You can combine these functions to perform various date and time calculations.
For example:
● To get the current date and time: =NOW()

Financial
Financial Functions in Excel
Excel offers a wide range of financial functions to help you perform various calculations
related to investments, loans, and financial analysis. Here are some of the most commonly
used ones:
Investment Functions:
● FV (Future Value): Calculates the future value of an investment based on a constant
interest rate.

● PV (Present Value): Calculates the present value of a future sum of money, discounted
at a specific interest rate.

● PMT (Payment): Calculates the periodic payment required to pay off a loan or annuity.
● RATE (Interest Rate): Calculates the interest rate per period of an annuity or loan.

● NPV (Net Present Value): Calculates the present value of a series of cash flows.

Formula ---insert functions---select a category of function

(financial)---choose function
Function Wizard
• in spreadsheet applications like Microsoft Excel is a user-friendly feature that
helps users easily insert functions and formulas into their worksheets.
• It provides a step-by-step guide for selecting and configuring various functions,
making it accessible even for those who may not be familiar with all the
function specifications or syntax.
Key Features of the Function Wizard:

1. Function Search: You can browse through a categorized list of functions or

search for a specific function by name or purpose.
2. Arguments Explanation: The wizard displays the required and optional
arguments for the selected function, along with explanations for each argument,
clarifying what type of data or value is needed.

3. Example Values: It often provides examples of how the function works or

might display example values you can use to test the function.

4. Input Cells: You can input or select the cells or ranges needed for the
function directly within the wizard interface.

5. Error Checking: Some versions of the wizard may help identify errors with
your formula entry and provide tips for correction.

To change the font:

By default, the font of each new workbook is set to Calibri. However, Excel provides
many other fonts you can use to customize your cell text. In the example below, we'll
format our title cell to help distinguish it from the rest of the worksheet.

1. Select the cell(s) you want to modify.

 2. Click the drop-down arrow next to the Font command on the Home tab.
The Font drop-down menu will appear.
3. Select the desired font.
4. The text will change to the selected font.

When creating a workbook in the workplace, you'll want to select a font that is easy
to read. Along with Calibri, standard reading fonts include Cambria, Times New
Roman, and Arial.

To change the font size:

1. Select the cell(s) you want to modify.

2. Click the drop-down arrow next to the Font Size command on the
Home tab. The Font Size drop-down menu will appear.

3. Select the desired font size.

In our example, we will choose 16 to make the text larger.

4. The text will change to the selected font size.

You can also use the Increase Font Size and Decrease Font Size
To change the font color:
1. Select the cell(s) you want to modify.

2. Click the drop-down arrow next to the Font Color command on the
Home tab. The Color menu will appear.
3. Select the desired font color. In our example, we'll choose Green.
4. The text will change to the selected font color.
Select More Colors at the bottom of the menu to access additional color options.

To use the Bold, Italic, and Underline commands:

1. Select the cell(s) you want to modify.

2. Click the Bold (B), Italic (I), or Underline (U) command on the Home
tab. In our example, we'll make the selected cells bold.

3. The selected style will be applied to the text.

You can also press Ctrl+B on your keyboard to make selected text bold, Ctrl+I to
apply italics, and Ctrl+U to apply an underline.

Text alignment
By default, any text entered into your worksheet will be aligned to the bottom-left of a
cell, while any numbers will be aligned to the bottom-right.

Changing the alignment of your cell content allows you to choose how the content is
displayed in any cell, which can make your cell content easier to read.

Click the arrows in the slideshow below to learn more about the different text alignment
options.

Left align: Aligns content to the left border of the cell

Center align: Aligns content an equal distance from the left and right
borders of the cell

Right Align: Aligns content to the right border of the cell

Top Align: Aligns content to the top border of the cell

Middle Align: Aligns content an equal distance from the top and bottom
borders of the cell
 Bottom Align: Aligns content to the bottom border of the cell
To change horizontal text alignment:

In our example below, we'll modify the alignment of our title cell to create a more
polished look and further distinguish it from the rest of the worksheet.

1. Select the cell(s) you want to modify.

2. Select one of the three horizontal alignment commands on the Home

tab. In our example, we'll choose Center Align.

3. The text will realign.

To change vertical text alignment:

Select the cell(s) you want to modify.
Select one of the three vertical alignment commands on the Home tab. In our
example, we'll choose Middle Align.
The text will realign.
You can apply both vertical and horizontal alignment settings to any cell.
Cell borders and fill colors
Cell borders and fill colors allow you to create clear and defined boundaries for
different sections of your worksheet. Below, we'll add cell borders and fill color to our
header cells to help distinguish them from the rest of the worksheet.

To add a border:
1. Select the cell(s) you want to modify.

2. Click the drop-down arrow next to the Borders command on the

Home tab. The Borders drop-down menu will appear.
3. Select the border style you want to use. In our example, we will choose
to display All Borders.

4. The selected border style will appear.

You can draw borders and change the line style and color of borders with the Draw
Borders tools at the bottom of the Borders drop-down menu.

To add a fill color:

1. Select the cell(s) you want to modify.

2. Click the drop-down arrow next to the Fill Color command on the
Home tab. The Fill Color menu will appear.
3. Select the fill color you want to use. A live preview of the new fill color
will appear as you hover the mouse over different options. In our
example, we'll choose Light Green.
4. The selected fill color will appear in the selected cells.
CHANGING DATE

. Currency format
1. Select the cells you want to format
2. Go to the Home tab
3. Click the Dialog Box Launcher next to Number
4. In the Category list, click Currency or Accounting
5. In the Symbol box, click the currency symbol you want

Number
There are several ways to work with numbers in Excel, including
formatting numbers, adding numbers, and automatically numbering
rows:

1. Format numbers

• To format numbers in Excel, select the cells, then go to the Home

tab and select Number from the drop-down.
• You can also press CTRL + 1 and select Number. To change the
format of numbers that were imported or copied from another
source, select the cells, then click Number Format and select
Number.
 2. Add numbers
• To add numbers in Excel, you can use the equals sign, click a cell, then
a plus sign, another cell, another plus sign, and a number.
• You can also use the AutoSum feature to add adjacent cells in rows
and columns. To use AutoSum, click the cell below a column or to the
right of a row, then click AutoSum on the Home tab.

3. Automatically number rows

• To automatically number rows in Excel, you can drag the fill handle
to fill a column with numbers or use the ROW function.
• You can also import Excel data into an Access database to create a
field that automatically generates a unique number for each new
record.

PRINTING WORKSHEET
1. First, we need to open a specific Excel file.
2. Enter data into each cell.
3. and select the worksheet from the Sheet tab.
4. Next, we need to go to the File tab and click the Print option from
the list.
5. After clicking the Print option, we can choose desired printing
preferences (such as the number of copies, printer, orientation, etc.)
and finalize the printing process by clicking the Print It looks like
this:
We can use the Quick Print option if we don't want to change default
printer settings but print a copy instantly. There are two following ways to
use this option:
o We can use the keyboard shortcut Ctrl + P and press the Enter key.
We don't need to use a mouse this way.

Create a chart
• In Excel, you can create charts or graphs to represent almost any
kind of quantitative data.
• Excel offers many options for charts or graphs, including bar,
line, and pie charts.
• They are used to visualize data in worksheet:
1. Select data for the chart.
2. Select Insert > Recommended Charts.
3. Select a chart on the Recommended Charts tab, to preview the
chart.
4. Select a chart.
5. Select OK.
 creating previewing and modifying
conditional
charts,
Formatting, and Filters.
1.Create a chart

To create a chart, select the data, then go to Insert and choose a

chart type.

2.Preview charts
To preview charts, you can use the Quick Analysis button, which
appears in the lower
-right corner of the selection after you select the
data.You can move your mouse over the options in the Formatting
tab to see a live preview.

3. Modify charts
To modify a chart, you can use the Chart Tools Design ribbon to
change the chart type, data, or location. You can also use the
Chart Tools Format ribbon to select an element on the chart and
choose the Format Selection icon. To change the shape, style,
and color, you can use the Formatting Task pane.
 Use conditional formatting

1. Select the data you want to format 2. Click the Home tab
3. Click Conditional Formatting
4. Choose a formatting option:
Highlight Cells Rules: or Top/Bottom Rules to highlight
specific cells

Data Bars: to extend a band of color across a cell range

.
Color Scales: to apply a color scale to a cell range

Icon Sets: to assign a set of icons to a cell range

You can also use the Quick Analysis button to apply conditional
formatting:
1. Select the data you want to format

2. Click the Quick Analysis button or press Ctrl+Q

3. In the Formatting tab, choose a formatting option

Filters
Filters in Excel help you focus on the data you want to see by
showing only the relevant information. To filter data in Excel, you
can:
 1. Select a cell in the range or table you want to filter
2. Click the Data tab
3. Select Filter
4. Select the arrow in the column you want to filter
5. Under Filter, select Choose One and enter your filter criteria
6. Click OK
7. To change or clear the filter, select the Applied filter icon

Pivot Chart
Insert Pivot Chart | Filter Pivot Chart | Change Pivot Chart Type
A pivot chart is the visual representation of a pivot table in Excel. Pivot charts and pivot
tables are connected with each other.

Insert Pivot Chart

To insert a pivot chart, execute the following steps.

1. Click any cell inside the pivot table.

2. On the Analyze tab, in the Tools group, click PivotChart.
 The Insert Chart dialog box appears.
3. Click OK.

Below you can find the pivot chart. This pivot chart will amaze and impress your boss.
Note: any changes you make to the pivot chart are immediately reflected in the pivot table and vice versa.

Filter Pivot Chart

To filter this pivot chart, execute the following steps.

1. Use the standard filters (triangles next to Product and Country). For example, use the Country filter to only
show the total amount of each product exported to the United States.

1. Remove the Country filter.

2. Because we added the Category field to the Filters area, we can filter this pivot chart (and pivot table) by
Category. For example, use the Category filter to only show the vegetables exported to each country.

Change Pivot Chart Type

You can change to a different type of pivot chart at any time.

1. Select the chart.

2. On the Design tab, in the Type group, click Change Chart Type.
3. Choose Pie.
4. Click OK.

Result:

Note: pie charts always use one data series (in this case, Beans). To get a pivot
chart of a country, swap the data over the axis. First, select the chart. Next, on the
Design tab, in the Data group, click Switch Row/Column.