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Microsoft Excel

What is Microsoft Excel?

Introduction:
Ans. Microsoft Excel is a part of Microsoft Office. Microsoft Excel is a window based
powerful spreadsheet application. Microsoft Excel can be used for managing,
analyzing & presenting in a graphical manner. Microsoft Excel would than be used to
store data in a grid of rows & columns. Microsoft Excel is also used to perform
calculation and analyzing data.
Microsoft Excel is used different type:
1. Production planning
2. Personal management
3. Payroll
4. Accounting
Excel Feature:
1. Worksheet and Graphics:
It includes extremely powerful calculating features. Besides working with number and
text.
2. Data List and Database:
Several effective functions are available for working with data listed in a tubular
form. There are functions for evaluating combining and if necessary, rearranging data
list.
3. Standardized user Interface:
Excel is a application package of MS-Office. Except for a specific menu in each

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 application, the menu in the main menu bar for excel, Word, Power Point are
identical.
4. Wordbooks:
All data is gathered in workbook. This workbook store current status of the workspace
along with all currently opened files and setting selected for them.
Screen Element:
a) Application Window
• Title Bar
• Menu Bar
• Standard Toolbar
• Formatting Toolbar
• Formula Bar
b) Document Window
• Title Bar
• Control Bar
• Sheet Bar
• Worksheet-Tab scroll button
• Column Heading
• Row Heading
• Formula Bar
It is below the formatting bar and is made up of three parts, the
‘Reference Area’ at the left and shows the address of the active cell. The
middle and right area is used to display or edit data present in the cell.

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Workbook & Worksheet
Workbook:
Ans. In Microsoft Excel a Workbook is the file, in which you work and store your data.
Each workbook can contain many sheets. Use worksheet to list and analyze data.
Perform calculation in the worksheet.
Worksheet:
Ans. A Worksheet consists of cell organized in to columns and rows and is always part of a
workbook. Also called a spreadsheet. It is display as a grid of 65,536 rows & 256
columns. The intersection of a row and column is called a cell.

[Menu Bar]
File Menu
❑ Save Workspace (File Menu)
Saves a list of the open workbooks, their sizes, and their positions on the screen to a
workspace file so that the screen will look the same the next time you open the
workspace file.
❑ Set Print Area (File Menu)
Defines the selected range as the print area, which is the only portion of the worksheet
that will be printed.
❑ Clear/Reset Print Area (File Menu)
Deletes the print area in the active sheet.
❑ Fill (Edit Menu)
Copies the contents and formats of the topmost cells of a selected range into the cells
below. To fill a selected range of down, up, right, left. You can also use the fill handle
command to fill the data at specified rage. Fill handle copies the text or formula and

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 pastes it to next dragging cell. hold down SHIFT and click , or click Down on the Fill
submenu of the Edit menu.
❑ Series (Edit Menu)
Fills the selected range of cells with one or more series of numbers or dates. The
contents of the first cell or cells in each row or column of the selection are used as the
starting values for the series. To make series three values would be require first initial
value second increment or decrements third stop value.
❑ Justify (Edit Menu)
Redistributes the text contents of cells to fill the selected range. Numbers or formulas
cannot be filled and justified. Except for the left column, cells in the range should be
blank.
❑ Clear All (Edit menu)
Removes all cell contents and formatting, including comments and hyperlinks, from
selected cells.
❑ Delete Sheet (Edit Menu)
Deletes the selected sheets from the workbook. You cannot undo this command.
❑ Move or Copy Sheet (Edit Menu)
Moves or copies the selected sheets to another workbook or to a different location
within the same workbook.
❑ Normal (View Menu)
Switches to normal view, which is the default view for most tasks in Microsoft Excel,
such as entering data, filtering, charting, and formatting.
❑ Page Break Preview (View Menu)
Switches the active worksheet to page break preview, which is an editing view that
displays your worksheet as it will print. In page break preview, you can move page
breaks by dragging them left, right, up, or down. Microsoft Excel automatically scales
the worksheet to fit the columns and rows to the page.

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❑ Header and Footer (View menu)
Adds or changes the text that appears at the top and bottom of every page or slide.
❑ Comments (View menu)
In Word, displays all comments - made by all reviewers - in the comment pane.
In Microsoft Excel, turns display of comments on the worksheet on or off.
❑ Custom Views (View Menu)
Creates different views of a worksheet. A view provides an easy way to see your data
with different display options. You can display, print, and store different views
without saving them as separate sheets.
❑ Cells (Insert Menu)
Inserts cells starting at the insertion point. You can choose to shift other cells in the
table to the right or down. You can also insert an entire row or column.
❑ Insert Rows, Columns and cells (Insert Menu)
Inserts the number of cells, rows, or columns you select. In Word, this command is
available only when you've selected one or more end-of-cell marks.
❑ Worksheet (Insert Menu)
Inserts a new worksheet to the left of the selected sheet.
❑ Chart (Insert Menu)
Charts are the graphical representation of numeric data. A set of numeric data, which
is actually plotted, is called as data series. Each value in the data series is data poing.
Chart can be used to compare two entity values like differentiate between this year
and last year. Starts the Chart Wizard, which guides you through the steps for creating
an embedded chart on a worksheet or modifying an existing chart.

❑ Page Break (Insert Menu)

Inserts a page break above a selected cell. This command changes to Remove Page
Break if you have a cell selected that is adjacent to a manually inserted page break.

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❑ Cells (Format Menu)
Applies formats to the selected cells. This command might not available if the sheet is
protected.
❑ Height Row (Format Menu)
Changes the height of the selected rows. You need to select only one cell in a row to
change the height for the entire row. In Microsoft Excel, this command is not
available if the worksheet is protected.
❑ AutoFit (Row ) Format Menu
Adjusts the row height to the minimum necessary to display the height of the tallest
cell in the selection. If you change the cell contents later, you must fit the selection
again. This command may not be available if the sheet is protected.
❑ Hide (Row ) Format Menu
Hides the selected rows or columns. Hiding rows or columns does not delete them
from the worksheet.
❑ Unhide (Row ) Format Menu
Displays rows or columns in the current selection that were previously hidden.
❑ Width (Column) Format Menu)
Changes the width of the selected columns. You need to select only one cell in a
column to change the width for the entire column. In Microsoft Excel, this command
is not available if the worksheet is protected.
❑ AutoFit Selection (Column) Format Menu
Adjusts the column width to the minimum necessary to display the contents of the
elected cells. If you change the cell contents later, you must fit the selection again.
This command might not be available if the sheet is protected.
❑ Hide (Column) Format Menu
Hides the selected rows or columns. Hiding rows or columns does not delete them
from the worksheet.

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❑ Unhide (Column) Format Menu
Displays rows or columns in the current selection that were previously hidden.
❑ Standard Width (Column) Format Menu
Changes the standard width of columns on a worksheet. This command is not
available if the sheet is protected.
❑ Rename (Sheet) Format Menu
Renames the active sheet.
❑ Hide (Sheet) Format Menu
Hides the active sheet. The sheet remains open and accessible to other sheets, but it is
not visible. You can't hide the only visible sheet in a workbook.
❑ AutoFormat (Format menu)
Applies a built-in combination of formats, called an autoformat, to a cell range or a
PivotTable report. If a single cell is selected, Microsoft Excel automatically selects
the range surrounded by blank cells and applies the auto format to that range. If the
selection is part of a PivotTable report, the entire table, except for the page fields, is
selected and formatted. This command is not available if the sheet is protected.
❑ Conditional Formatting (Format menu)
Applies formats to selected cells that meet specific criteria based on values or
formulas you specify.
❑ Style (Format menu)
Defines or applies to the selection a combination of formats, called a style.

[Tools Menu]
Alt + T
❑ Spelling (Tools menu)
Checks spelling in the active document, file, workbook, or item.
❑ Shared Workbooks (Tools menu)

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 Switches to shared workbook mode, which allows you and other users on your
network to edit and save changes to the same workbook.
❑ Highlight Changes (Track Change) Tool Menu
Highlights changes to cell contents in a shared workbook, including moved and
pasted contents and inserted and deleted rows and columns.
❑ Track Changes Accept or Reject Changes (Tools menu)
Finds and selects each tracked change in a document so that you can review, accept,
or reject the change.
❑ Merge Workbooks
Combines changes from multiple copies of a shared workbook into one
workbook.
❑ Protect Sheet (Tools menu)
Prevents changes to cells on worksheets, items in a chart, graphic objects on a
worksheet or chart sheet, or code in a Visual Basic Editor form.
❑ Protect Workbook (Tools menu)
Protects a workbook's structure and windows. You can prevent changes to the
structure of a workbook so that sheets can't be deleted, moved, hidden, unhidden,
or renamed, and new sheets can't be inserted. You can also protect windows from
being moved or resized. .
When the active document is protected, the command name changes to Unprotect
Workbook.
❑ Protect and Share Workbook (Tools menu)
Protects the sharing and change history tracking in a shared workbook so the
features can't be turned off. If you select this check box and click OK when the
workbook isn't a shared workbook, you're asked if you want to save it as a shared
workbook. In a workbook that's already shared, you can turn on protection for
sharing and the change history, but you can't assign a password for this protection.

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 To assign a password, you must first remove the workbook from shared use. When
the active shared workbook is protected, the command name changes to Unprotect
for Sharing.
❑ Goal Seek (Tools menu)
Adjusts the value in a specified cell until a formula that is dependent on that cell
reaches a target value.
❑ Scenarios (Tools menu)
Creates and saves scenarios, which are sets of data you can use to view the results
of what-if analyses.
❑ Trace Precedents (Auditing) Tool Menu
Draws tracer arrows from the cells that supply values directly to the formula in the
active cell (precedents). To trace the cells that supply values indirectly to the
formula in the active cell, click the Trace Precedents button again.
❑ Trace Dependents (Auditing) Tool Menu
Draws a tracer arrow to the active cell from formulas that depend on the value
in the active cell. To add additional levels of indirect dependents, click the
Trace Dependents button again.
❑ Trace Error (Auditing) Tool Menu
If the active cell contains an error value such as #VALUE or #DIV/0, draws
tracer arrows to the active cell from the cells that cause the error value.
❑ Remove All Arrows (Auditing ) Tool Menu
Removes all tracer arrows from the worksheet.
❑ Macro (Record New Macro) Tool Menu
Records a series of actions as a macro that you can later "play back."
❑ Macro (Marcos) Tool Menu
Opens the Macros dialog box, where you can run, edit, or delete a macro. Use
Record New Macro to record a series of actions as a macro.

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❑ Customize (Tool Menu)
Customizes toolbar buttons, menu commands, and shortcut key assignments.
❑ Options (Tools menu)
Modifies settings for Microsoft Office programs such as screen appearance,
printing, editing, spelling, and other options.

[Data Menu]
Alt + D
❑ Sort (Data Menu)
Arranges the information in selected rows or lists alphabetically, numerically,
or by date.
❑ AutoFilter (Data Menu)
The quickest way to select only those items you want to display in a list.
❑ Advanced Filter (Data Menu)
Filters data in a list so that only the rows that meet a condition you specify by
using a criteria range are displayed.
❑ Show All (Filter) Data Menu
Displays all of the rows in a filtered list.
❑ Form (Data Menu)
Displays a data form in a dialog box. You can use the data form to see, change,
add, delete, and find records in a list or database.
❑ Subtotals (Data Menu)
Calculates subtotal and grand total values for the labeled columns you select.
Microsoft Excel automatically inserts and labels the total rows and outlines the
list.

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❑ Validation (Data Menu)
Defines what data is valid for individual cells or cell ranges; restricts the data entry
to a particular type, such as whole numbers, decimal numbers, or text; and sets
limits on the valid entries.
❑ Table (Data Menu)
Creates a data table based on input values and formulas you define. Data tables
can be used to show the results of changing values in your formulas.
❑ Convert Text to Table (Data Menu)
Converts the selected text to a table.
❑ Consolidate (Data Menu)
Summarizes the data from one or more source areas and displays it in a table.
❑ Group and Outline (Group) Data Menu
Defines the selected rows or columns of detail data as a group in an outline, so you
can summarize the data. If you have not created an outline, this command creates
one for you.
In a PivotTable or PivotChart report, this command groups items in a field to
create a single item from multiple items; for example, you can group days, weeks,
months, or other dates into quarters.
❑ Group and Outline (Ungroup) Data Menu
Removes selected rows or columns from a group on an outlined worksheet.
In a PivotTable or PivotChart report, this command separates each instance of a
group into the items contained in the group; for example, it separates quarters into
the original individual dates.
❑ PivotTable and PivotChart Report (Data Menu)
A Pivot Table is an interactive table the quickly summarizes, or cross tabulates,
large amount of data. You can rotates it’s rows and column to see different
summarizes of the source data, filter the data by displaying different pages, or

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 display the detail for areas for interest. You can create a Pivot Table from a MS-
Excel list or database. Use of this command we can view data in different ways.
Starts the PivotTable and PivotChart Wizard, which guides you through creating
or modifying a PivotTable or PivotChart report.

❑ Function (Insert Menu)

1. Abs () : Returns the absolute value of the number. The absolute value of a
number is without sign.
Syntax : =abs(-43) Ans. : 43
2. Sum() : Returns the sum of argument list or given numbers.
Syntax : =sum(a1:a5) argument list
Syntax : =sum(a1+a2+b3+d4) argument list
Syntax : =sum(10,20) numbers
3. Average() : Returns the average of argument list or given numbers.
Syntax : =average(a1:a5) argument list
Syntax : =average(10,20) numbers
4. Max() : Returns a maximum no. in the argument list.
Syntax : =max(a1:a5)
5. Min() : Returns a minimum no. in the argument list.
Syntax : =min(a1:a5)
6. Even() : Returns number sounded up to the nearest even number.
Syntax : =even(5,4) Ans. = 6
7. Int() : Round a number down the nearest integer number.
Syntax : =int(6.2) Ans. = 6
8. Fact() : Returns the factorial number.
Syntax : =fact(5) Ans. = 120
9. Mod() : Returns the remainder after is divided by divisor.

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Syntax : =Mod(15,2) Ans.=1
10. Product() : Multiplies all the number given as arguments and returns the
product.
Syntax : =product(a1:a5)
11. Sqrt() : Returns a possible square root.
Syntax : =sqrt(100) Ans. = 10
12. Lower() : Converts all uppercase letters in a text string to lower case.
Syntax : =lower(“AMAR”) Ans.= amar
13. Upper() : Converts all lowercase letters in a text string to upper case.
Syntax : =upper( “amar”) Ans.=AMAR
14. mid() : Returns the specific number of character from a text string, string
at the position you specify.
Syntax : =Mid(“Software”,2,3) Ans.=oft
15. Len : Returns the number of character in a text string.
Syntax : =len(“amar”) Ans. 4

16. Left() : Returns the first ( Left Most) character or characters in a text
String.
Syntax : =left(“Amarjeet”,4) Ans. = Amar
17. Right() : Returns the Right Most character or characters in a text
String.
Syntax : =right(“Amarjeet”,4) Ans. = jeet
18. Find() : Find one string of text within another string of text and returns
the number of the character at which find text first occurs.
Synatx : =find(“r”, “amar”) Ans. = 4
19. Now() : Returns the serial number of current date and time.
Syntax : =now()

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20. Today() : Returns the serial number of current date.
Syntax : =today()
21. Concatenate : Joins several text items.
Syntax : =concatenate(“amar”, “jeet”) Ans. = Amarjeet
22. Exact() : Compare two text string and returns true if they are exactly same,
otherwise false.
Syntax : =exact(“amar”, “amar”) Ans. True

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