Dr S.Sakthivel ,AP & Head,Dept.

of Computer Science, Tiruchengode

Unit III
Spreadsheets: Excel–opening, entering text and data, formatting, navigating; Formulas–
entering, handling and copying; Charts–creating, formatting and printing, analysis tables,
preparation of financial statements, introduction to data analytics.

I. EXCEL OPENING,ENTERING TEXT AND DATA

Spreadsheet overview:
Ms-excel is the one of the powerful package that stores the data. In that spreadsheet is nothing
but worksheet, that is essentially comprises of a grid of rows and columns. Intersection of a row
and a column is called a cell. Typically rows are numbered numerically 1,2,3…. And so on, and
columns are labeled alphabetically A, B, C,…….. and so on.
Each spreadsheet contains 16384 rows and 256 columns. That makes 494304 cells each
handling either text or number or formulas.
Microsoft excels from programs option from start button is like this.

Entering & editing text:

To enter any text, simply activate any cell by clicking on it. And start typing. Press enter to
conclude entry. As you start typing the text would appear in the active cell and in the formula bar.
If you make a mistake while typing and before pressing enter simply press backspace key to erase
the present contents.
Entering numbers:

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Dr S.Sakthivel ,AP & Head,Dept. of Computer Science, Tiruchengode

Numbers are basic raw material for spreadsheets. You can type numbers either by using the
number keys on top of letter keys or by using extended numeric pads on the keyboard.
Mathematical symbols are like,
Division /
Multiplication *
Addition +
Subtraction _
Percentage %
Decimal .
Exponents ^
Parentheses ()
Comparison operators are like,
Equal to =
Greater that >
Less than <
Greater than or equal to >=
Less than or equal to <=
Not equal to <>

You can either build formulas using absolute numbers (like = 4+3) or use relative cell address (like
=A1+B1). As a general rule of thumb, you must always use relative cell referencing because in
case the values change in future the formulas based upon these values would automatically show
the updated results.
For instance you would either type =A1- B1 in the cell C1 and press enter, or place the mouse
pointer in cell C1 and type = sign and click the cell A1, type _, point and click at cell B1 And press
enter.
Entering dates:
In excel dates are stored as numbers that is number of days that have elapsed since 1st January
1990. Suppose you wish to find out how many days have elapsed between two dates, you can give
a formula to subtract the two dates just like any other number.
Alignment:
Any text that you type is always left aligned within the cell. Any number that you type is
always right aligned within the cells. You want to place the text in center means, select the center
alignment icon in formatting tool bar.

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Dr S.Sakthivel ,AP & Head,Dept. of Computer Science, Tiruchengode

II. FORMATTING DATA

Format menu:
Cells: applies formats to the selected cells. The command might not available if the sheet is
protected.
Rows: formats rows – increases / decreases heights, auto fits selection and hides / unhide rows.
Column: formats columns increases / decreases heights, auto fits selection and hides / unhide
columns.
Sheet: formats worksheets –renames, hides or unhide sheets
Auto format: applies a built in combination of formats called an auto format, to a cell range or a
table. If a single cell is selected excel automatically selects the range surrounded by blank cells and
applies the auto format to that range.
Conditional formatting: applies formats to the selected cells that meet specific criteria based on
values or formulas you specify.
Style: defines or applies to the selection a combination of formats called a style.
Formatting cells:
 Select the cell.
 Choose CELLS command from format menu
 Choose number Folio.
 Choose number form the category list.
 Specify the format, which
you want.

Currency notation:
 Highlight the column
 Select the cells command
from FORMAT menu
 Select the number tab.
 Select currency from
category list.
 Choose the symbol that you
want.
Formatting DATE range:
 Select the data.

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Dr S.Sakthivel ,AP & Head,Dept. of Computer Science, Tiruchengode

 Choose the cells command form the

FORMAT menu.
 Choose the number folio.
 Choose the date category.
 Choose the desired type.
 Click OK button.

III. NAVIGATING DATA

The Navigation pane in Excel is an easy way to understand a workbook's layout, see what elements
exist within the workbook, and navigate directly to those elements. Whether you're a new user
getting familiar with Excel, or an experienced user trying to navigate a large workbook, the
Navigation pane can help.
Open the Navigation pane
In an open workbook, select View > Navigation.
The Navigation pane will open on the right side of the window.

The Navigation pane can also be opened from the status bar at the bottom of the screen. Right-click
on the status bar and select Sheet Number. This will add a sheet count in the status bar.

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Dr S.Sakthivel ,AP & Head,Dept. of Computer Science, Tiruchengode

Select the sheet count in the status bar and select the sheet you want to see. Focus will shift to that
sheet and the Navigation pane will open.

Explore the elements

When the Navigation pane opens, you’ll see a list of elements such as tables, named ranges, and
other elements from this sheet. Each sheet within the workbook will be in its own section. Select a
section to expand and display its contents.
Each section will show any tables, charts, PivotTables, and images located on the sheet. Selecting
an element will move the focus to that element on the sheet.
If the element is on another sheet within the workbook, the focus will switch to the correct sheet
and element.
IV. FORMULAS–ENTERING, HANDLING AND COPYING
Functions are powerful tools, which help you perform complex computations easily and quickly.
Functions are like predefined formulas in which the user has to simply provide the values based
upon which the calculations are done.
Typically a function consists of two parts. First one is function name and arguments.
Arguments may in some cases be mandatory and in some cases optional.
Functions:

 Round( )
 Sqrt( )
 Average( )
 Max( )
 Min( )
 Count( )
 Sum( )

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Dr S.Sakthivel ,AP & Head,Dept. of Computer Science, Tiruchengode

 If( )
 Sum if( )
 Abs( )
 Roman( )
 Upper( )
 Lower( )
 Cell( )
 Today( )
 Now( )

ROUND ():
The round () function is used to rounds of a number to the specified number of decimal places.
 Place the cursor where you want the function result to appear.
 Choose Maths & trig from the function category and round from the function name.
 Either type the cell address or point to the cell, which contains the number to be rounded.
 Specify the number of decimal places to which you want the number to be rounded off.
 Click once the Ok button.
SQRT ():
The SQRT function calculates the square root of any specified number.
 Choose Maths & trig from the function category and SQRT from the function name.
 Either type the cell address or point to the cell, which contains the number for which square
root, has to be calculated.
AVERAGE ():
The average () function calculates the average of a series of specified numbers.
 Choose statistical from the function category and AVERAGE from the function name.
 Either type the range or point to the cells which contains the numbers for which average
has to be calculated
MAX ():
The MAX () function finds out the maximum value from a series of specified numbers.
 Choose statistical from the function category and MAX from the function name. Click once
the ok button.
 Either type the range or point to the cells, which contains the numbers from which the highest
number has to be found.
MIN ():

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Dr S.Sakthivel ,AP & Head,Dept. of Computer Science, Tiruchengode

MIN () function is same as MAX () function. It will display the minimum value of the given
list. COUNT ():
The count function finds out the number of entries in a specified range.
 Choose function from the insert menu.
 In that select the COUNT function.
 Specify the range of cell.
 It will give the result in the desired or selected place.
SUM ():
 The SUM () function calculates the sum of entries in specified range.
 Choose Maths & trig from the function category and sum from the function name.
 Either type the range or point to the cells, which contains the numbers, which you want to
add up.
 Click once the ok button.
IF ():
It is used to display the result depends upon the condition is true or false. If the condition is
satisfied it will produce the true block result else it will produce the false block result.
 Choose logical from the function category and IF from the function name.
 Type the criteria that you want evaluated. For example G10 > 100
 Specify the operation to be done if the criteria are satisfied.
SUM IF ():
The SUMIF () function is a combination of SUM and IF functions.
 Choose Maths trig from the function category and SUM IF from the function name.
 Type or specify the range, which you want evaluated based upon the criteria.
 Specify the criteria for example >60
 Specify the range of cells form, which you want the selected cells to be added.
 It will take the number depend upon our criteria & also add that number.
 Finally it will produce the adding result.
ABS ():
The ABS () function is used to get the absolute value of a number. It will represent the value
in positive mode, whether it is in positive or negative.
ROMAN ():The roman () function is used to convert Arabic in to roman digits.
UPPER ():
The UPPER () function is used to convert lower case text entry in to upper case, that is capital
letters.

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Dr S.Sakthivel ,AP & Head,Dept. of Computer Science, Tiruchengode

LOWER (): The lower () function is used to convert an upper case text in to lower case that is
small letter.
CELL ():
The cell () function returns information about the formatting, location, or contents of the
upper left cell in a reference.
INFOTYPE RETURNS
ADDRESS” Reference of the first cell in reference as text.
“ROW” Row number of the cell in reference.
“COL” Column number of the cell in reference.
“FILE NAME” File name of the file that contains reference as
text. Returns empty test if the worksheet that
contains reference, has not yet been saved.
“WIDTH” Column width of the cell rounded off to an
integer. Each unit of column width is equal to
the width of one character in the default font
size.
TODAY ():
The TODAY () function is one of the few functions that do not require any user argument. It
simply returns the current date.
NOW ():
The NOW () function is another of those few functions which does not require any user
argument. It simply returns the current date & time.
V. CHARTS–CREATING, FORMATTING AND PRINTING
Creating a chart:
 Highlight the table, which you want to create a chart.
 Click on the chart wizard icon to start the chart wizard.
 One dialogue box will be opened.
 Select the desired chart type.
 Suppose you select the pie chart, select the 3d chart sub type.
 Click on ‘next’ tab to continue.
 You will get another dialogue box.
 The range of cells, which you have highlighted earlier, would be selected here automatically.
 This signifies that your data series in columns and not rows.

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Dr S.Sakthivel ,AP & Head,Dept. of Computer Science, Tiruchengode

 Click ‘next’ to continue.

 You will get the third dialogue box.
 Type the graphic title after choosing title folio.
 Choose legend folio.
 Now another dialogue box will be opened.
 Click here once to specify the data legends to appear on any side of graph you desire.
 Choose data labels folio.
 Choose ‘show percent’ option to display the percentage contribution.
 Click ‘next’ to continue.
 You will get the last dialogue box.
 Choose combined to place the graph as an object in this sheet.
 Click on the ‘finish’ tab to see the graph.

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Dr S.Sakthivel ,AP & Head,Dept. of Computer Science, Tiruchengode

VI. ANALYSIS OF DATA IN TABLES

select a cell in a data range > select the Analyze Data button on the Home tab. Analyze Data in
Excel will analyze your data, and return interesting visuals about it in a task pane.
Get specific with Analyze Data
If you do not have a question in mind, in addition to Natural Language, Analyze Data analyzes and
provides high-level visual summaries, trends, and patterns.
You can save time and get a more focused analysis by selecting only the fields you want to see.
When you choose fields and how to summarize them, Analyze Data excludes other available data -
speeding up the process and presenting fewer, more targeted suggestions. For example, you might
only want to see the sum of sales by year.

Select the fields and how to summarize their data.

Analyze Data offers fewer, more targeted suggestions.

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Dr S.Sakthivel ,AP & Head,Dept. of Computer Science, Tiruchengode

PREPARATION OF FINANCIAL
STATEMENTS, INTRODUCTION TO DATA
ANALYTICS

The Analysis Tookpak

Excel 2007 has a built-in regression analysis tool
that’s packaged as part of its “Analysis
Toolpak”.

If the Add-In is ALREADY Installed

If the Analysis Tookpak add-in is already installed,
you’ll see an “Analysis” group in the “Data” tab
of Excel’s ribbon. Click the “Data Analysis”
button in that group to open the “Data Analysis”
dialog. Then scroll down to find the “Regression”
option.

If the Add-In is NOT ALREADY Installed

If you’re using your own computer and you do not yet have the add-in installed, follow
these steps to install it:
1. Close Excel if you have it open.
2. Make your installation medium (probably a CD) available to your computer.
3. Restart the Excel installation routine. (Note that you need not reinstall Excel
entirely.)
4. Find the option to modify the installation and choose the Analysis Tookpak as an

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Dr S.Sakthivel ,AP & Head,Dept. of Computer Science, Tiruchengode

add-in that should be activated.

5. Exit the installation process.
6. Open Excel and confirm that the “Data Analysis” dialog is available
Steps to Follow When Running a Regression with Excel
Open the Regression Analysis Tool
In the “Data” tab on Excel’s ribbon find the “Analysis” group and click the “Data
Analysis” button.

Excel opens its “Data Analysis” dialog. Scroll down and find the “Regression” option.
Click OK.

The Regression Results Areas

Selecting the Residuals, and Standardized Residuals options in the “Regression” dialog
produces the output partially shown below.

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