MICROSOFT EXCEL 2010

Microsoft Excel is a spreadsheet program used to store and retrieve

numerical data in columns and rows. Excel is best for calculation,
comparison and analyzing the data.

● Helps to create different types of charts.

● Helps to maintain account, calculate profit and loss.

● Helps to formats texts, numbers and dates in different formats.

● It can be used as database to store employee data, contact list

sales list, project status reports and invoicing.

● The files in excel 2010 are saved with .xlsx extension.

● It can be easily handle large data with customized formulas.

● Using templates you can create calendar, budgets, invoices, labels,

time sheets etc.,

● Excel remains the world’s leading spreadsheet software for the

past 30 years.

OPEN MS EXCEL:

Step1:

Click Start Button 🡪 Programs 🡪 Microsoft Office 🡪 Microsoft Excel

2010
Step 2:

Click Start 🡪 Type Excel in search program and files box, and then
press enter

PARTS OF EXCEL
RIBBON
Ribbon consists of 3 parts, Tabs, Groups and Commands. You can show
or hide the ribbon by double clicking the tab.

TAB
First part of ribbon is TAB. It consists of group of commands. Example:
File, Home, Insert, Page Layout, References etc.,

GROUPS
Group consists of commands. Group name appears below the group of
ribbon. Example: Font, Paragraph, styles are groups.

COMMANDS

Commands appear in each group. Example:

TITLE BAR
It shows the File name and program name. Using title bar we can move
the Excel window. Just hold the mouse over the tile bar and move the
window.

HELP
This button helps to get word related information. You can also press F1
Key to get the support.

ZOOM
This helps to make a closer look of your sheets. We can slide left and
right to zoom in and out.

DIALOG BOX LAUNCHER

This appears low right corner of the groups. Clicking this button will show
more options for the group commands.
STATUS BAR
This displays about the worksheet information.

VIEW BUTTONS
View consists of 3 buttons to switch the document in various views.

● Normal view: This displays pages in normal view.

● Page Layout view: This displays pages exactly as they will appear
when printed.

● Page Break Preview: This shows where the pages will break
when printed. You can adjust the page break by moving the blue
line in the sheet.
QUICK ACCESS TOOLBAR
Frequently used commands are added in this toolbar. You can customize
it.

To add or remove a command in Quick Access Toolbar

● Click the Drop down arrow in Quick Access Toolbar

● Click more commands

● On left side box you can see list of commands in choose commands
from box.

● Select any of the command eg: Format Painter and Click Add
button
 ● Now the command is added to right side box, then click OK.

● Now you can see the Format painter in Quick Access toolbar.

You can remove the commands in Quick Access Toolbar by clicking Drop
down arrow 🡪 select More commands 🡪 On right side box select the
command to remove, then click Remove button, then click OK. Now the
command will be removed from Quick access toolbar.

SHEET
Sheet consists of collection of cells. This is the area where you enter the
data.

Versions Max. Rows Max. Columns

Excel 2010 1,048,576 16,384
Excel 2007 1,048,576 16,384
Excel 2003 65,536 256
Excel 2002 (XP) 65,536 256

CELL
A Cell is the combination of row and column. Row and Column intersection
point is called as cell.

ACTIVE CELL
Highlighted rectangular box in the sheet is the active cell. Numbers or
words can be entered in the cell.

ROW BAR
Row counting starts in number from 1 to 1,048,576.
COLUMN BAR
Column counting starts in Alphabets from A to XFD. Total columns in Excel
2010 are 16,384.

NAME BOX
This shows the active box location. The name of the selected cell is shown
in the box. For Example B2 is the name of the selected cell as shown in
the above image.

FORMULA BAR
This shows the content that you type in the cell.

The image shows the typed content in B5 box in formula bar.

SHOW SPLIT
This separates the document into two or multiple
parts.

To view multiple parts of your worksheet just

double click the split button. Now a gray color
Split bar will appear. You can adjust by dragging
the bar.
PAGE BREAK
The dotted line shows the page break in your sheets. To adjust the page
breaks in the sheet switch to Page Break preview View.

WORKSHEET
By Default each Excel contains 3 worksheets. You can add more sheets by
pressing Shift + F11 button.

Print
To print the sheets in excel,

● Click File 🡪 Print 🡪 Now give the page numbers in Pages and To
box
● In settings Select Print Active Sheets to print only the active
sheets.
 ● Select the paper size and page orientation

● Then Click ok

Note: Print Active Sheets – only print the active working sheets. On
settings Click Print Entire Workbook to print whole book in the file and
also to print selected content click print selection only.

Print the content in Entire page

In Excel while printing the content, it will be shown in top corner in small
size as shown below.
● To align it in Full page, Click Page Setup Button as shown below.

● Now page setup box will appear as shown in image(1). Set the
percentage in Adjust to box. For Example 200%.
● Then Click Margin Tab, Set the Left, Right, Top and Bottom margin
if needed.
● Then Click Horizontal and Vertical check box to align the
content in center of the page as shown in image(2).

image(1) image(2)
 ● Now view the preview

● Then click print button to print the content.

FILE TAB
This helps in creating new sheets, saving, opening, closing, sharing,
protecting and printing sheets.

Create New Workbook

1. Click File Tab 🡪 New option, it shows blank workbook and the
available templates in Excel

2. Select Blank Workbook and then Click Create Button, a new blank
workbook will open with three sheets.

(OR)

Press Ctrl + N to open a new Blank workbook

Creating workbook using templates

Excel has predefined templates to minimize your work.

- For example to create an employee payroll register Just Click Click

File Tab 🡪 New option, it shows available templates in Excel
- Click Employee, it list the available projects in Employee group

- Select Pay Roll Register then Click Download Button

 - Now Pay Roll sheet will open, make necessary changes as per
your need.

Save the Workbook

1. Click File Tab 🡪 Select Save option, a box appear

2. Type the filename and select the file type, by default it will be saved
as excel document with .xlsx.

3. Then Click Save button

(OR)

Press Ctrl + S, save box will appear, follow the step 2 & 3.

Note: If you have opened an existing workbook, it will not ask for new
filename to save the workbook.

Close the Workbook

● Click File Tab 🡪 Close option (OR)

● Press Ctrl + W (OR)

● Click the Close button on top right corner of the window.

Open Existing Workbook

1. Click File Tab 🡪 Select open option, a box appear

2. Select the filename and click open button. (OR)

3. Press Ctrl + O to open the existing file

Save As
This will save the file with different name and also in different file formats
like PDF, XML, .xls etc.,

Save & Send

This will save an opened sheet and will display options to send the sheet
using email, PDF format, Fax and more.
Recent
This shows the recently used files and their location.

Info
This shows information about your file like file size, location of the file,
created date, last access date etc.,
PROTECT SHEET
This will protect your excel sheet. You can set the password so that
nobody can make any changes in your sheet.

Steps

- Click File 🡪 Info 🡪 Click Protect Workbook 🡪 Protect Current

Sheet, now protect sheet box will appear
 - Type a password to protect the current working sheet Click OK.
- Retype the same password then click OK.
- Now your sheet is protected. Anybody can open and view the page
but they will not make corrections in your document without typing
the correct password.

PROTECT WORKBOOK WITH PASSWORD

This will protect the workbook with password. Without typing the correct
password you may not able to view the content.

Steps
 - Click File 🡪 Info 🡪 Click Encrypt with Password, now Encrypt
Document box will appear

- Type a password to protect the full workbook Click OK.

- Retype the same password then click OK.
- Now your workbook is fully protected. Without typing the correct
password you may not able to view the file.

Note: Don’t forget the password. Otherwise you may not able to
open the file.

Options
This will show general settings for excel like proofing, formula settings,
save options etc.,

Auto Recovery
This option in MS office helps to save and recover the file, when there is a
power shut down while working or any other abnormal activities.

To set this option

● Click File Tab 🡪 Select Options, Excel option box will appear

● Select Save option on left side

 ● Click the check box on Save Auto recovery information and then
type the minutes to recover the file. By default it will 10 minutes.

● Then Click OK. Now you can recover the file if the power shutdown.

● When you reopen the file, it will show the recovered file on left side
of your work book to recover the file.

HOME TAB
This is the default tab in MS Excel. It shows options for formatting the
content and alignment, inserting / Deleting rows & columns etc.,

Entering Data in Sheet

- In excel you can type text, numbers, formulas.

- The highlighted box in the sheet is the active cell to enter data.
 - Just type the content and press enter key.

Navigation in Sheet
Shortcut Keys Description

Enter Key Use Enter Key to move down

Arrow Keys Use left/right/up/down arrow keys to navigate in

sheet

Tab Key Use tab key to move the insertion point to right
side

Shift + Tab Use Shift + Tab Key to move the insertion point
to left side in sheet

Ctrl + Home Move the insertion point to starting point of the

content eg: A1 cell.

Ctrl + End Move the insertion point to end point of the

content

Ctrl + Left Arrow Move the Insertion point to the last column

Ctrl + Right Arrow Move the Insertion point to the First column

Ctrl + Up Arrow Move the Insertion point to the First row

Ctrl + Down Arrow Move the Insertion point to the last row

Editing Cell Content

To change the value in a cell, just double click the mouse over the cell
or Press F2 key to edit the content then press Enter.
In the above image an insertion point is shown, type the content and
press enter key.

Moving Cell values

This will move the content from one place to another place.

Method 1

- Select the content to move

- Press Ctrl + X or Click the Cut command in Home Tab

- Now dotted line will appear around the selected content

- Place the point where you want to move then Click Paste Button or
Press Ctrl + V

Method 2

- Select the content to move

- Place the mouse over the border, four head arrow will appear

- Hold the mouse and drag to the place that you want as shown
below and release the mouse

- Now the content is moved to new location.

Copy contents
- Select the content to move

- Press Ctrl + C or Click the Copy command in Home Tab

 - Now dotted line will appear around the selected content

- Place the point where you want to make the copy of the selected
content then Click Paste Button or Press Ctrl + V

Paste Special Options

This options supports to paste the formulas, values, comments.

Paste Values

This will paste only the content without the formats, comments and
formulas as shown below.

Transpose

This will rotate the copied data eg: vertical to horizontal & vise versa.
 - Select the content and Click Copy (Ctrl + C)

- Click to Paste the content and then click Paste 🡪 Paste Special
option, select Transpose then Click Ok.

- Now the content is rotated as shown below. You can delete the
original content afterwards.

Fill Series
This helps to fill series of numbers / texts / dates in a Column or Row.
Using Fill options we can do more.
For Example to fill the Serial Numbers in a list, do the following steps.

Method 1
1. Type the starting Number in the list Eg: 1

2. On the Right Corner of the Cell you will see a Rectangular DOT.

3. Hold the Fill Series button and drag upto the end as shown in above
image.

4. Now the list is filled with 1. Click Auto Fill Option button, Select Fill
Series.

5. Now the list is changed as shown above.

Method 2
1. Type the starting Number in the list Eg: 1 Shown in Image 1.1
 2. Then Type the second number in the next row Eg: 2

(1.1) (1.2) (1.3)

3. Select the two rows as shown in Image 1.1, drag the fill button upto
the end as shown in image 1.2.

4. Now the Series is filled as shown in image 1.3.

You can also fill the month, days, years as same as above.

Fill Weekdays: Fills the working days in the series

Fill Days: Fills only the days in order

Fill Months: Fills only the month in order

Fill Years: Fills only the year in order

Copy Cells: Copy the same value in the entire selected cell
Fill Formatting only: This fills the format only

Fill Without Formatting: This fill the series without formatting

Fill Options

In Home Tab 🡪 Click Fill 🡪 Drop down menu will appear, you can select the
options as per your wish.

Down: Fill the top cell value to down Cell (Ctrl + D)

Right: Fill the Left Cell value to Right Cell (Ctrl + R)

Up: Fill the Down Cell value to Up Cell

Left: Fill the Right Cell value to Left Cell

Insert Worksheet
To insert a new worksheet press Shift + F11 or Click the Insert
Worksheet Button.

(OR) Right click the sheet, shortcut menu appear, Click Insert option, now
sheet will appear.
Another method is Click Home tab 🡪 Select Insert Command 🡪 From the
drop down menu select Insert Sheet, now new sheet is before the
current working sheet.

You can use the Insert command to Insert new Cells, Rows and Columns.

Insert Cell
For example if you want to add a new name in the current active cell.
Click Home tab 🡪 Insert Command 🡪 Click Insert Cells from the drop
down.

Now Insert Box will appear as shown below.

Click Shift Cells Down and then Click OK. Now the current cell value is
shifted down and empty cell will appear to insert new value.

Insert Row/Column
To insert a new row/column, Click the Row/Column header, Right click the
mouse, select Insert (OR) (Press Ctrl + Shift + +)
Delete Worksheet
To delete a worksheet Click Home Tab 🡪 Click Delete command, from
the drop down select Delete Sheet. Now the current sheet will be
deleted.

(OR) Just right click the sheet to delete, shortcut menu appear, select
Delete, now the sheet will be deleted.

You can use the Delete command to Delete Cells, Rows and Columns.
Delete Cell
For example if you want to delete the current value and shift the below
values, follow the steps given below

Click Home tab 🡪 Delete Command 🡪 Click Delete Cells from the drop
down (or) Press Ctrl + - key

Now Delete Box will appear as shown below.

Click Shift Cells Up and then Click OK. Now the current cell value is
shifted up and empty cell is added below the list as shown in the image.
Delete Row/Column
To Delete a row/column, Click the Row/Column header, Right click the
mouse, select Delete (OR) (Press Ctrl + -)

Rename Sheet
You can change the name of the sheet as per your content.

To rename a sheet Click Home tab 🡪 Format 🡪 Rename Sheet 🡪 type a

new name then press enter key

Or

Just right click the sheet 🡪 select rename option 🡪 type a new name then
press enter key

Copy worksheet to a New File

Sometimes you have to send a particular sheet from a workbook as email.

● Right click the sheet to move or copy

 ● Select Move or Copy option from the shortcut menu, move or copy
box will appear. Click Create copy check box as shown in
image(1).

Image (1) Image (2)

● Click To Book drop down, Select (New book), to create duplicate

copy of the selected sheet into a new file as shown in image (2).

● (or) Click the existing filename to move the selected sheet to that
particular file.

● Now the selected sheeted will be moved to New file / Existing file.

Rearrange worksheet
To organize the sheets in the workbook, just drag and drop as shown
below.
 ● For the given example, to move the statement sheet, hold the
mouse to move the sheet

● Drag it towards the results sheet and release the mouse as shown
in image.

● Now the statement sheet is moved after the results sheet as shown
below.

Simple Calculations
Excel is mainly used to maintain account, calculate profit and loss,
analyzing data, and create charts and more.

To make a simple calculations like add, subtract, divide, multiply, follow

the below steps.

Use a simple formula to add, subtract, multiply, or divide numeric values

● On a worksheet, click the cell in which you want to enter the

formula.
● To start the formula, type =

● Then Enter the value eg: 10, add the operator eg: +, then enter
the value eg:5, press enter key. (Eg: =10+5) now the result 15 will
appear in the cell.
In given example, to calculate the AMOUNT, you can type the formula like
= 10*38 in the selected cell. But if there is any change in the QUANTITY
or RATE, the value in the amount column will not change. Use the cell
name for calculating the amount.

Use the Row header and Column header to find the cell name as shown in
below image.

Eg: = c2 * d2 then press enter key

Use the Fill series option to fill the formula in below column. Now the
formula filled in the selected columns.
Practice this to understand well.

Operators:
It helps to performs calculations, comparison and concatenation in the
given value. There are four types of operators

Arithmetic Operator

It performs basic mathematical operations like addition, subtraction,

multiply and division.

Operators Description Example Result

+ Plus Addition =10+5 15
- Minus Subtraction =10-5 5
* Asterisk Multiplication =10*5 50
/ Forward slash Division =10/2 5
% Percent Percentage =10% 0.1
^ Caret Exponentiation =5^2 25
Comparison Operator
This compares two values and returns true or false value.

Eg: =10>5 returns TRUE

Resul
Comparison Operator Description Example
t

= equal sign Equal to =10=10 TRUE

=10>=1 TRUE
> (greater than sign) Greater than 0 FALSE
=14>=2
=10>=1 TRUE
0
>= (greater than or equal to Greater than or TRUE
sign) equal to =14>=2 FALSE
=2>=13
=10<20 TRUE
< (less than sign) Less than
=14<2 FALSE
=10<=1 TRUE
0 TRUE
<= (less than or equal to =14<=3
Less than or equal to FALSE
sign) 2
=32<=1
4
=10<>3 TRUE
<> (not equal to sign) Not equal to =10<>1 FALSE
0
Concatenation Operator
‘&’ Ampersand operator is used to concatenate the text.

Eg: =”Jothi” & “Lakshmi” appear as JothiLakshmi

The above example shows concatenation three cell values. Empty space
is added to give space between the words.

Reference Operator
Combine range of cell for calculation.

Operator Description Example

Combine Starting to End

: Colon =sum(A1:A10)
reference

Combines multiple reference

, Comma =SUM(A1,B3,C2)
into one reference =SUM(D8:D10,E8:F8)

Operator Precedence
Parentheses are used to give priority to the operations.
Eg:
=10+2*3 Result: 16 (Excel calculates multiplication before addition )
=(10+2)*3 Result: 36 (parentheses have higher priority, now addition is
done first and then multiplication)

Formatting Contents

Format Painter – copy the formats from one place to another

place.

Bold the text

 Italic style

Under Line the text. Use dropdown to select more style

Borders settings

Fill color and effects

Changes Text color

Increase Font Size

Decrease Font Size

Align text to top of the cell

Align text to Center of the cell

Align text to Bottom of the cell

Text Orientation.

Text Orientation
This is used to labeling narrow column. Display the text in 90 0, 450

● Select a cell or cell range to change the orientation.

● Click Home tab 🡪 Choose Orientation 🡪 Select the option, now the
orientation of the cell will be changed.
Another Method:

● Select a cell or cell range to change the orientation.

● Press Ctrl + 1 or Click Home tab 🡪 Click Format Command 🡪

Format Cells from the menu bar. The Format Cells dialog box
opens.
 ● Set the orientation degree, Increase or decrease the number shown
in the Degrees field or spin box.

● Then Click OK.

To set the text in normal style, set the degree to zero.

Wrap Text
Display the text in multiple lines within the cell.

- Select the cell Click Home tab 🡪 Wrap Text, now the text is aligned
within the cell

Merge Cells
This will combine two or more row/column into one cell.
 ● In the below given image, to center the heading, select the cell A1
to C1

● Then Click Home tab 🡪 Merge & Center button. Now the cell is
combined into one and the heading is centered.

Another Method:

● Select a cell range to merge.

● Press Ctrl + 1 or Click Home tab 🡪 Click Format Command 🡪

Format Cells from the menu bar. The Format Cells dialog box
opens.

● Now Click Merge Cells, then click OK.

Formatting Numbers
Using Number group you can format Date, percentage, currency and
more on.

Dialog Box
Launcher
On the Home tab, in the Number group, click the dialog box launcher
next to Number (or just press CTRL+1).

Select set the decimal value, If you need comma to separate the
numbers click Use 1000 separator (,) Check box, then click ok.

Format Date
Displays date and time as date values. Normally excel updates the date in
MM/DD/YYYY format.

● To change the format in DD-MM-YYYY format, Select the date

column as shown in image (1), then Press Ctrl + 1, Format Cell box
will appear.
 ● On Number Tab, Click Custom in Category box, on right side Type
box type dd-mm-yyyy, Then click OK.

● Now the date format will be changed as shown in the image (2).

Conditional Formatting
This Highlight the values with some conditions.

For example in a mark list, to highlight those who got above 80 marks.

● Select the mark list

● Click Home Tab 🡪 Conditional Formatting 🡪 Highlight cell rules

🡪 select Greater than, a box appear.
● Type the value as 80, then change the color setting, click ok.

● Now in the mark list those who are having above 80 marks are
highlighted as shown above.
Data bars
Data bars supports to highlight larger & smaller number with bars. Help to
monitor sales report.
Color scales
Color scales supports to highlight data distribution and variation. Help to
monitor investment returns.
Icon sets
Icon set present data in three to five categories differentiated by Icons in
the cell.

Clear Conditional Formatting

● To clear the conditional formatting, select the cell range

● Click Home Tab 🡪 Conditional Formatting 🡪 Clear rules 🡪 select

Clear Rules from Selected Cells.

● Now the conditional formatting is cleared in your cell.

Adjust Height & Width

To adjust the row height and column width, place the mouse pointer on
the row/column header, mouse pointer will be changed to double headed
arrow, hold the mouse and drag it to increase or decrease the
height/width.
Manually Set Height & Width

To manually set the height / width Click Home tab 🡪 Format 🡪 Select
Row Height / Column Width, set the values and then click ok.

Auto fit Row/Column

Select the column/Row Click Home tab 🡪 Format 🡪 Select Autofit Row
Height / Autofit Column Width, Now the Row & column are
automatically aligned as per the content in the cell.

Hide Row/Column

● Select the row to hide, For example select 5,6,7 rows.

● Right click the mouse, select Hide option, now the selected rows
are hidden as shown in image (2).

(1) (2)

Unhide Row / Column

● Select the row to unhide, For example select 4 & 8 rows.

● Right click the mouse, select Unhide option (OR) Click Home tab 🡪
Select Format 🡪 Hide & Unhide 🡪 Unhide Rows , now the hidden
rows will be shown.
Clear Formats
This clears all the formats, contents, comments and links

To clear formats and not the content in the sheet, select the content Click
Home tab 🡪 Clear 🡪 Clear Formats, Now the format in the content will be
cleared.

Autosum
It shows the sum of the selected cell. Click Home Tab 🡪
Autosum command, now it will show the cell range to sum with dotted
line, just press enter key to view the result.
Find & Replace
This helps to search a particular text in the sheet and then replace it with
the given one. To find content in the sheet press Ctrl +F, to Find and
Replace the content Press Ctrl + H.

● Click Home tab 🡪 Select Find & Select Group 🡪 Click Find or
press Ctrl + F, Find and Replace box will open.

● Type the text in Find What box, Click Find All button to show the
result in find box.

● Click the shown result to find the searched content.

Replace

● To find and replace a specified word Press Ctrl + H, Find and

Replace box will appear.

● Fox example I want to change the gender value ‘F’ to ‘Female’.

Type ‘F’ in Find what box to search

● Type ‘Female’ in Replace with box

● Clcik Match Entire cell contents check box, otherwise it will

replace the where it founds ‘F’ in the sheet.

● Click Replace button to replace one by one or click replace all

button to replace the entire ‘F’ into to ‘Female’.

INSERT TAB
This tab inserts pictures, charts, tables, pivot tables, header & footer,
Equations, Symbols, and Shapes into the worksheet.

Charts
Picture can explain more than the numbers. To visually present the data,
you can create charts.
Create Chart
1. Select the range B3:E13

2. Click Insert Tab 🡪 In Chart Group Select Column 🡪 Select any

style in 2-D column, now chart will appear.

3. Click the chart, use the handle bar to increase/decrease the chart
size.
Chart Tools
Click the chart to view the Chart tools. This will show Design, Layout and
Format tabs.

Changing Chart Type

● To change the chart type Click the chart, Chart tools appear

● Click Design Tab 🡪 In type group select Change Chart Type,

change chart type box will appear.

Click the chart type on left side, Eg: Bar, select the bar chart types, then
click Ok.
 ● Now the chart is changed to bar chart as shown above.

Switch Row/Column
This will swap the data from X-axis to Y-axis and Y-axis to X-axis.

Before After
Select the Chart 🡪 Click Design Tab 🡪 In Data group Click Switch
Row/Column command, now the data is shifted from X-axis to Y-axis and
Y-axis to X-axis as shown in the chart.

Chart Layouts:
It shows the predefined format to show the chart like chart title, Axis
titles, Grid lines, legend box, data table etc.,
 (Before)

(After)

To change the chart layouts, select the Chart 🡪 Click Design Tab 🡪 In
chart layout group Click layouts from the drop down, now the chart
layout will be changed.

Chart Styles
This shows predefined chart styles and colors. To apply this select the
Chart 🡪 Click Design Tab 🡪 In chart styles group Click Styles from the
drop down as shown in below image, now the chart styles will be
changed.
Move Chart
This will move the chart from object to new sheet vise versa.

● To apply this select the Chart 🡪 Click Design Tab 🡪 Click Move
Chart, move chart box will appear

● Click new sheet, then click ok. Now the chart is moved to chart1
sheet.
Chart Labels
This group show or hides the Chart titles, Axis titles, Legend box, data
label and data box. To set the chart labels select the chart 🡪 Click Layout
in chart tools, on label group select the command as shown in below
image.

Axis
This show or hide the primary horizontal and vertical Axis and Gridlines in
the chart.

Format Chart

● To change the colors and styles of charts, first click the chart,
then click Layout in chart tools.
● Click chart area drop down select the series, then click Format
Selection, Format data series box appear.

● Click Fill in series option, Select Gradient fill on right side

● Select the Preset colors, then click close button. Now the chart
color is changed.
Create Pie Chart
It is a circular statistical graphic divided into slices.

Click Insert tab 🡪 select Pie from Charts group, now pie chart will appear
as shown below.

Header & Footer

Header and footer appear in top and bottom of every page to show page
numbers, repeated information’s, headings etc.,

Insert Header/Footer

● Click Insert Tab 🡪 Select Header/Footer option, Header & Footer tools
will appear
● Click the Add header text box, type the headings

● Click the Add Footer text box, Insert the page numbers

● Then click Normal view button in bottom right corner of the

excel sheet.

● Now the added header and footer will appear in all the pages and in
the print outs.

PAGE LAYOUT
This tab helps to set the page margin, paper size, orientation, colors and
themes.

Themes

This will change the look of your workbook. On themes group you can
change the colors, fonts and effects of your workbook.

To apply themes Click Page layout tab 🡪 Click themes in Themes group.

Page Setup
These groups setup the page margin, orientation, paper size, page
breaks, print area, background and titles.

Margins

● To set the page margin, Click Page Setup 🡪 Click margin in Page
setup group, Click Custom Margins, page setup box will appear
 ● Set the left, top, right and bottom margin

● Click the Horizontal and Vertical check box to align the content in
center of the page.

● Then Click Ok.

Orientation & Size

This set the orientation as Portrait / Landscape and Paper Size as A4,
Legal etc.,

● Click Page setup tab 🡪 select Page setup dialogue box, Page setup
box will appear
 ● Set the orientation as Portrait or Landscape

● Set the paper size as A4

● Set the scaling value Adjust to as 100%, then click Ok.

Print Area
This will mark the specific area of the sheet to print. Select the content to
set print area, Click Page layout 🡪 Click Print Area, select set print
area option, now dotted box appear around the selected content. Press
Ctrl+P to print the content.
To remove the print area, select the same content Click Page layout 🡪
Click Print Area, select Clear print area option, now dotted box appear
around the selected content will be removed.

Breaks
This split the worksheet into pages.

● Click the cell to insert break, Select Page layout 🡪 Click Breaks 🡪
Insert Page break, now a dotted line split the pages

● To remove the page breaks, Click Page layout 🡪 Click Breaks 🡪

Remove Page break, now a dotted line will be removed. To
remove the entire page breaks Click Reset all page break option.

Background
This set background image in the worksheet.

● Click Page layout 🡪 Click background 🡪 sheet background box

will appear.

● Select the picture and click ok. Now the picture will appear in the
background.
 ● To remove the background Click Page layout 🡪 Click Remove
Background, now the background in the sheet will be removed.

Print Titles
This helps to print particular row and column headings on each page of
the report. Print titles are important in multi-page reports.

● Click Page Layout 🡪 Select Print Tiles, now page setup box
appear with sheet tab.

● Click Rows to repeat at top as shown above

 ● Select the headers as shown above then click the same button at
the right corner. Now page setup box appear.

● Click Ok, now the row header is repeated in all the pages.

Gridlines
This will show/hide the gridlines in the sheet and also in printing.

● Click View Check box to show or hide the gridlines in the sheet.

● Click Page setup 🡪 on sheet options 🡪 Gridline groups 🡪 Click Print

check box. Press Ctrl + P to view the preview of the page.

(Before) (After)
Headings
This will show/hide the row & Column headings in the sheet and also in
printing.

● Click View Check box to show or hide the row/column headings in the
sheet.

● Click Page setup 🡪 on sheet options 🡪 Heading groups 🡪 Click Print

check box. Press Ctrl + P to view the preview of the page.

(Before) (After)

FORMULAS & FUNCTIONS

It is a predefined formula that calculates the value. It simplifies our work.
You can calculate range of cell in simple formula.

For example if you want to add 10 numbers in 10 cell eg: =a1+a2+a3+…

+a10 you have to type the formula like that.

Using functions you can simplify it eg: =sum(a1:a10)

Math & Trigonometric Function
SUM Function

This will add the values and the cell range.

Syntax:

=SUM(numbe1,number2…)

=SUM(Start Cell range : End Cell Range,…)

Example:

=SUM(E2:E5)

=SUM(A1:A10, C1:C10)

Quick Sum

To quickly get the Sum of a range of cells, select the range and look in
the lower right-hand side of the Excel window.
This will show the average of the selected cell range, total count of row or
column selected and sum of the selected cell range as shown above.

Shortcut: Press Alt + = to find the sum of the cell.

SUBTOTAL function
Returns a subtotal in a list or database.
SUBTOTAL excludes values that are hidden. SUBTOTAL is designed to
work with vertical data values arranged vertically. In Horizontal ranges,
values in hidden columns are always included. You can use this to
SUBTOTAL the filtered column.

Function Include hidden Ignore hidden

AVERAGE 1 101
COUNT 2 102
COUNTA 3 103
MAX 4 104
MIN 5 105
PRODUCT 6 106
STDEV 7 107
STDEVP 8 108
SUM 9 109
VAR 10 110
VARP 11 111

Example:

SUMIF function
Adds the cells specified by a given criteria

Syntax

=SUMIF (range, criteria, [sum range])

Range - Condition check Cell Range

Criteria - Condition to check to add
Sum range - The cells to add together. If sum_range is omitted, the cell
ranges are added together instead.

SUMIFS function
Adds the cells with multiple conditions
Date Comparison using SUMIFS function

ABS Function
Returns the absolute value of a number
Example: =ABS(-34)
Result: 34

EVEN Function
Rounds a number up to the nearest even integer
Example: =EVEN(35)
Result: 35

FACT Function
Returns the factorial of a number. i.e., 1 x 2 x 3 x … n
Example: =FACT(5)
Result: 120

INT Function
Rounds the number to the nearest integer
Example: =INT(35.423)
Result: 35

LOG Function
Returns the logarithm of a number to a specified base.
Example: =LOG(10)
Result: 1

MOD function
Returns the remainder from division
Example: =MOD(24,5)
Result: 4

QUOTIENT function
Returns the integer portion of a division
Example: =QUOTIENT(35,4)
Result: 8

ROUND function
Rounds a number to a specified number of digits
Example: =ROUND(1.945670,2)
Result: 1.95

POWER function
Returns the result of a number raised to a power
Example: =POWER(5,2)
Result: 25

PRODUCT function
Multiplies its arguments
Example: =LOG(4,3,2) i.e., 4 x 3 x 2
Result: 24

RAND function
Returns a random number between 0 and 1
Example: =RAND()
Result: 0.727420205

SIN function
Returns the sine of the given angle
Example: =SIN(60)
Result: -0.304810621

COS function
Returns the Cosine of the given angle
Example: =COS(60)
Result: -0.95241298

TAN function
Returns the tan of the given angle
Example: =TAN(45)
Result: 1.619775191

SQRT function
Returns a positive square root
Example: =SQRT(16)
Result: 4

Statistical Function
AVERAGE Function
Show the average of the given number.
Example: =AVERAGE(34,45,56,76)
Result: 52.75

COUNT
Counts number of rows/columns contains values.
Example: =COUNT(a1:a10)
Result: 7

COUNTA
Counts number of non-blank cells.
Example: =COUNTA(a1:a10)
Result: 7

COUNTBLANK
Counts the number of blank cells within a range
Example: =COUNTBLANK(a1:a10)
Result: 3
COUNTIF
Counts the number of cells within a range that meet the given criteria
Example: =COUNTIF(C2:C11,">75")
Result: 5

This will count number of student who got more than 75 marks

COUNTIFS
Counts the number of cells within a range that meet multiple criteria
Example: =COUNTIFS(C2:C11,">75", C2:C11,"<90")
Result: 3

SMALL
Returns the n-th smallest value in the given cell range
Example: =LARGE(a1:a10,2)
Result: 34
Return the 2nd smallest value in the list.

LARGE
Returns the n-th largest value in the given cell range
Example: =LARGE(a1:a10,1)
Result: 354
Return the first largest value in the given range.

RANK
Rank the number in the given cell range
Syntax: =RANK(number, Cell Range)
Number - Check the rank position in the given range.
Cell Range - Range of cell to check the RANK.

MAX
Return the largest value in the given range
Example: =MAX(45,75,86)
Result: 86

MIN
Return the smallest value in the given range
Example: =MIN(45,75,86)
Result: 45

Text Function
CHAR Function
Returns character for the given ASCII Code.
Example: =CHAR(65)
Result: A

CONCATENATE Function
Join two or more cells text into one.
DOLLAR
Show Dollar symbol in front of the text.
Example: =Dollar(45)
Result: $45.00

EXACT Function
Compare two text values and return TRUE or FALSE.

LEFT
Extract text from the left of the string
Example: =LEFT(“CBI04563”,3)
Result: CBI

RIGHT
Extract text from the right of the string
Example: =RIGHT(“CBI04563”,4)
Result: 4563

LOWER
Convert text to lower case
Example: =LOWER(“CENTRAL BANK”)
Result: central bank

UPPER
Convert text to lower case
Example: =UPPER(“Central Bank”)
Result: CENTRAL BANK

PROPER
Convert text to lower case
Example: =PROPER(“CENTRAL BANK”)
Result: Central Bank

TEXT
Convert number to text

Pad number with Zeros

Example: =TEXT (75,”0000”)
Result: 0075

Date Formats
You can control the date format using TEXT function.

VALUE
Convert text to number
Example: =VALUE(“45”)
Result: 45

LEN
Returns number of characters in the given text.
Example: =LEN(“Jothi”)
Result: 5

TRIM
Removes before and after space from text
Example: =TRIM( “ Jothi “)
Result: Jothi

REPT
Repeat text for the given number of times.
Example: =REPT(“*”,10)
Result: **********

MID
Return specific number of characters from the given text using the
starting number and number of characters to extract.
Date and Time Functions

DATE
This will shows the valid date from the given value.

Result: 12/02/2005 This shows date in MM/DD/YYYY format.

DATEDIF
Get days, months, or years between two dates. You can calculate the age
using this function.
Example:
=DATEDIF(C37,NOW(),"Y") & " Years " & DATEDIF(C37,NOW(),"YM") & "
Months"

Unit Return value

"Y" Difference in complete years
"M" Difference in complete months
"D" Difference in days
"MD" Difference in days, ignoring months and
years
"YM" Difference in months, ignoring days and
years
"YD" Difference in days, ignoring years

DAY360
Shows No. of days between two dates

MONTH
Shows the month from the given date

DAY
Shows the day from the given date

YEAR
Shows the year from the given date

NOW
Shows current date and Time

TODAY
Shows current date in mm/dd/yyyy format

TIME
Shows time with hours, minutes and seconds
MINUTE
Shows Minutes from the given time

SECOND
Shows seconds from the given time

HOUR
Shows hours from the given time

Logical Function

IF
Test the specified conditions and returns the value
Syntax:
=IF(Condition, True value, False Value)

Example1: =IF(28>=18,"Eligbile to Vote","Not Eligbile to Vote")

Result: Eligible to Vote

Example2: =IF(17>=18,"Eligbile to Vote","Not Eligbile to Vote")

Result: Not Eligible to Vote

AND
Test multiple condition return TRUE when all the condition get the answer
as TRUE.

Example1: =AND(34>35,45>35)
Result: TRUE
Example2: =AND(38>35,45>35)
Result: FALSE
=IF(AND(M17>=35,N17>=35,O17>=35),"PASS","FAIL")

OR
Test multiple condition return TRUE when any one of the condition get the
answer as TRUE.

Example1: =OR(37>35,45>35)
Result: TRUE

Example2: =OR(32>35,45>65)
Result: FALSE

Example3: =OR(38>35,25>35)
Result: TRUE

Formula Auditing
This shows the relationship between the formulas and cells. The formula-
auditing tools are found in the Formula Auditing group on the Formulas
tab.

Trace Precedents
This show arrow, Cells used to calculate the formula in the current active
cell.
 ● Click the cell which contains formula

● Click Formula Tab 🡪 on Formula Auditing Group click Trace

Precedents command.
● Now arrow will show the cell used for the calculation.

● Click Trace Precedents once again to show the linked formula

Remove Arrows
This removes the arrows in the cell.
● Click the cell which contains arrow

● Click Formula Tab 🡪 on Formula Auditing Group click Remove

Arrow command.
● Now arrow will be removed.
Trace Dependent
This show arrow, Cells depend the active cell for calculation.

Here J6 and H17 cell depends the value of H6 cell.

Evaluate
This shows the result of the given formula in the selected cell.

● Click the cell which contains formula

● Click Formula Tab 🡪 on Formula Auditing Group click Evaluate

command. Now evaluate box will appear.

● Click the Evaluate button, now the value will be substituted in the
formula.
 ● Click the Evaluate button once again to see the result of the
formula.
● Then click Close.

Show formula
Excel shows the result of the formula. To show the formula instead of
their result Click Formula Tab 🡪 on Formula Auditing Group click Show
Formula command, now excel will show the formulas used.

Error Checking
To check the errors in formula, Click the cell which contains the error,
Click Formula Tab 🡪 on Formula Auditing Group click Error Checking
command, now error checking box will appear.

This will explain the error, to know more click Help on this error button.
No. of person is given as Zero, so it shows Dividing by Zero error in the
cell. Type the number of person values to 25, now the error is cleared and
the result is shown.
DATA
In Data tab you can get the external data, sort the data, filter the data as
per your need, goal seek, consolidate the data, convert text to column
and more.

Get External Data

In Excel you can get the external data from access, text, xml files.
● Click Data Tab, on Get External Data group click From Access
Command
 ● Select the database file and click open, now select table box will
appear

● Select the table to import the data in excels and then clicks ok.
Now Import Data box will appear

● Select New worksheet to import the data in a new sheet (or) click
existing worksheet, current selected cell appear in the box
● Click OK.

Sorting
Sort the values in the cell in ascending or descending order.
● Select the Data to sort

● Click Data Tab 🡪 Click (or) to sort the data otherwise Click

Sort command to give more options to sort the data. Now

Sort box will appear
 ● On sort by drop down box, select the field name eg: AccountNo to
sort
● On order drop down box, select smallest to largest

● Then click OK now the list is sorted as per the Account No.

Sort Selected Content

● To sort the selected content and not the entire list, select the
particular row (or) column
● Click Data tab 🡪 Click Ascending to sort the list in ascending order.
Now Sort Warning box will appear.
 ● Click Continue with the current selection, to sort the selected
content only.
● Then click Sort, now the selected list is sorted.

Filtering
Filtering enables you to view only the selected information. Instead of
writing queries, you can easily view the needed information by clicking th
arrows.
● Click the cell in the header list

● Click Data tab 🡪 click Filter (Ctrl + Shift + L) now arrow will be
shown in your list.

● For example to list training center wise details, click the drop
down arrow near the Training Center.
 ● Click the check box near the center name and Off the check box
that not needed, and then click OK.

The filtered data is shown in the above and the remaining rows are
hidden. To show all the data, Click Select All check box from the drop
down.

Filter with one or more conditions

● Using the above list, to find the number of Handset Repair training
programs conducted at PMSSS-PDY center,
● On training center arrow, Click PMSSS-PDY check box, OFF the
other check boxes, then click OK.
● On Course arrow, Click Hand Set Repair check box, OFF the
other check boxes, then click OK.
Now the data is filtered with the conditions given by you as shown in
below image.

Filter by Date
For data filtering you must type the data in date format.

● To filter by date / month / year, Press Ctrl + Shift + L to ON the

Filter.
● Click the arrow below the Start Date Field, Click (+) sign to expand
the list.
● Select the month, for example, Click January from 2016 list. Then
Click Ok.

● Now January, 2016 data only showed in the below list.

Note: Use the Date Filters Option in the drop down to give more
filter options.

Filter by Value
You can also filter the data by giving values.
● To find the list of centers who have attended the exam more than
20.
● Click the drop down arrow in Exam Attended Field.

● Click Number Filters Option 🡪 Select Greater Than, Now custom

Auto filter box will appear
 ● Set the value to 20, and then Click OK as shown in the above
image.
● Now excel shows the data of training centers who have attended
the exam more than 20.

, comparing values
Filter by Color
Before filtering by color, your list must contain some coloring as shown
below.

● Now click the RESULT field, select Filter by Color option select
the color to filter.

● Now the data is filtered as per the color values given by you.
Filter by comparing values
Using custom filter, you can compare the values and show the result.
● To list the center INCOME between 20000 to 30000, Click the
dropdown arrow below the INCOME field

● Click Number Filters 🡪 Custom Filter as shown above. Now

custom Filter box will appear.

● Set the value as shown above, then click ok.

 ● Now excel list the center income between the ranges 20000 to
30000.

Text to Column
Separate the content from one cell to multiple cell

● Select the content, click Data tab 🡪 Text to Columns option in

Data Tools group. Now Convert Text to Columns box will open
● Click Delimited option, Click Next Button

● Now Click the Space Check box in delimiters group, now the data is
splited with line in preview as shown in below image.
Click Next button, select the data format if there is a need, Normally
general will be selected.

Click Finish button. Now the data is separated into different cells as
shown below.

Remove Duplicates
Deletes the duplicate rows from the sheet
You can specify which column to be checked to find the duplicate value in
the given list.

● Select the data, Click Data tab 🡪 Click Remove Duplicate Option
from Data tools
● Now remove duplicates box will appear as shown below.

● To find the duplicate names, switch ON NAME check box and off the
other check box, then click ok

● Now duplicate NAMES removed from the list and shows a warning
box with number of rows removed.

● Click OK to close the box.

Data Validation
This will check the input values and prevent the invalid data to be entered
into the cell.

● For example to restrict the value in GENDER column as F or M, you

have to set the restricted value as shown below in any of the
column.
● Then in the list shown below, select the Gender Column.

● Then click Data tab 🡪 Data Validation 🡪 Data validation, Data

Validation box will appear.

● In the allow box select List as shown below, Then Click Ignore
blank check box OFF to prevent blank values.
 ● Click the source button, select the list as shown below, click the
source button to go back.

● Now Click Ok. A dropdown box appears in the gender column. Click
the dropdown and select the value.

If you enter any other value other than the list, it will show the error
message as shown below.
Data Input Message
This will show a message in the column to enter the data.

● Click Data tab 🡪 Data Validation 🡪 Data validation, Data

Validation box will appear.
● Click Input Message tab in Data Validation box.

● Click Show input message check box, Type the Title and Input
message as shown below. Then Click Ok.
 ● Now a message will be showed in the selected cell.

Data Error Message

This will show user defined error message.

● Click Data tab 🡪 Data Validation 🡪 Data validation, Data

Validation box will appear.
● Click Error Alert tab in Data Validation box.

● Click Show Error Alert check box, Type the Title and Error
message as shown above. Then Click Ok.
 ● If you enter values other than F or M, error message will be shown
as below. Click Retry button to enter the correct value.

EXCEL SHORTCUTS
Shortcut Description
Alt + = Create a formula to sum all of the above cells.
Alt + Enter Bring the text to next line.
Alt + Shift + F1 Insert New Worksheet.
Ctrl + ' Insert the value of the above cell into the cell
currently selected.
Ctrl + - Delete the selected column or row.
Ctrl + ; Enter the current date.
Ctrl + ~ Show or hide the formula in cells.
Ctrl + 1 Open the Format Cells window.
Ctrl + 5 Strikethrough highlighted selection.
Ctrl + A Select all contents of the worksheet.
Ctrl + Arrow key Move to next section of text.
Ctrl + B Bold highlighted selection.
Ctrl + F10 Maximize currently selected window.
Ctrl + F6 Switch between open workbooks or windows.
Ctrl + F9 Minimize current window.
Ctrl + Home Move to cell A1.
Ctrl + I Italic highlighted selection.
Ctrl + K Insert link.
Ctrl + L Show or Hide Filter
Ctrl + P Bring up the print dialog box to begin the printing
 process.
Ctrl + Page down Move between work sheets in the same document.
Ctrl + Page up Move between work sheets in the same document.
Ctrl + R Fill Left cell value to Right
Ctrl + D Fill Upper cell value to Down
Ctrl + S Save the open worksheet.
Ctrl + Shift + ; Enter the current time.
Ctrl + Shift + = Insert a new column or row.
Ctrl + Shift + 1 Format number in comma format.
Ctrl + Shift + 2 Format number in time format.
Ctrl + Shift + 3 Format number in date format.
Ctrl + Shift + 4 Format number in currency format.
Ctrl + Shift + 5 Format number in percentage format.
Ctrl + Shift + 6 Format number in scientific format.
Ctrl + Space Select entire column.
Ctrl + Tab Move between Two or more open Excel files.
Ctrl + U Underline highlighted selection.
Ctrl + Z Undo last action.
F11 Create chart from selected data.
F2 Edit the selected cell.
F4 Repeat last action.
F5 Go to a specific cell.
F7 Spell check
Shift + F3 Open the Excel formula window.
Shift + F5 Bring up search box.
Shift + Space Select entire row.

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