MS EXCEL

Microsoft Excel is a spreadsheet application in the Microsoft Office suite. A spreadsheet is

an accounting program for the computer. The primary purpose of a spreadsheet is to work
with numbers and text. Spreadsheets can be used to organize data like alphabetizing a list
of named or sorting records, as well as to calculate and analyze data using mathematical
formulas.

BASIC PARTS OF MICROSOFT EXCEL WINDOW

Some parts of the Excel window (such as Ribbon and scroll bars) are standard in most
other Microsoft programs. However, other features are more specific to spreadsheets, like
the formula bar, worksheet tabs, and name box.

1. Quick Access Toolbar

This toolbar is located in the upper left corner of the screen. Its objective is to show the most
frequently used Excel commands. We can customize this toolbar based on our preferred
commands.
2. File Tab

Excel 2007's Office button has been replaced by the File tab. We can click it to check the
Backstage view, where we can open or save files, create new sheets, print sheets, and
perform other file-related operations.

3. Title Bar

The title bar of the spreadsheet is at the top of the window. It displays the active document's
name.

4. Control Buttons

Control buttons are the symbols that are present in the upper-right side of the window,
enabling us to change the labels, minimize, maximize, share, and close the sheet.

5. Menu Bar

Under the diskette or save icon or the excel icon (this will depend on the version of the
program), labels or bars which enable changing the sheet which is shown. These are the
menu bar and contain a File, Insert, Page Layout, Formulas, Data, Review, View,
Help, and a Search Bar with a light bulb icon. These menus are divided into subcategories
which simplify the distribution of information and analysis of calculations.

6. Ribbon/Toolbar

Each menu bar contains several different elements. On the selection of the menu, a sequence
of command options/icons will show on a ribbon. For example, if we select the "Home" tab,
we will see cut, copy, paste, bold, italic, underline, and more commands. In the same way;
we can click on the "Insert" tab, we will see tables, illustrations, additional,
recommended graphics, graphics maps, among others. On the other hand, if we select
the "Formulas" option. Insert functions, auto sum recently used, finances, logic, text,
time, date, etc.

Ribbon/Toolbar is a set of commands organized into three sections.

o Tabs
They are the Ribbon's top part, and they include groups of related commands. Ribbon
tabs include Home, Insert, Page Layout, Formula, Data.
o Groups
They organize related commands; the name of each group is displayed below the
Ribbon. For example, a set of commands related to fonts or a group of commands
related to alignment, etc.
o Commands
They appear within each group, as previously stated.
7. Dialog Box Launcher

Dialog box launcher is a very little down arrow that is present in the lower-right corner of a
command group on the Ribbon. By clicking on this arrow, we can explore more options
related to the concerned group.

8. Name box

Show the location of the active cell, row, or column. We have the option of selecting multiple
options.

9. Formula Bar

Formula bar permits us to observe, insert or edit the information/formula entered in the active
cell.

10. Scrollbars

Scrollbars are the tools that enable us to move the document's

vertical and horizontal views. We can activate this by clicking on the platform's internal bar
or the arrows we have on the sides. Additionally, we can use the mouse wheel in order to
automatically scroll up or down: or use the directional keys.

11. Spreadsheet Area

It is the place where we enter our data. It includes all the rows, cells, columns, and built-in
data in the spreadsheet. We can use shortcuts to perform toolbar activities or formulas
of arithmetic operations (add, subtract, multiply, etc.). The insertion point is the blinking
vertical bar known as the "cursor." It specifies the insertion location of the typing.

12. Leaf Bar

Leaf bar is present at the bottom of the spreadsheet, which says sheet1 is shown. This sheet
bar describes the spreadsheet which is currently being worked on. Using this, we can
alternate a number of sheets or add a new one as per our convenience.

13. Columns Bar

Columns are a vertically ordered series of boxes across the full sheet. This column bar is
located below the formula bar. The letters of the alphabet are used to label the columns.
Begin with the letter A to Z, and then after Z, it will continue as AA, AB, and so on. The
number of columns that can be used is limited to 16,384.

14. Rows Bar

The row bar is the left part of the sheet where a sequence of numbers is expressed. Begin
with number one (1), and further rows will be added as we move the pointer down. There are
a total of 1,048,576 rows available.
15. Cells

Cells are those parallelepipeds that divide the spreadsheet into many pieces, separating rows
and columns. A spreadsheet's first cell is represented by the first letter of the alphabet and the
number one (A1).

16. Status Bar

The status bar is present at the bottom of the window that displays critical information. It also
indicates whether something is incorrect or whether the document is ready to be printed or
delivered.

This shows the result of the selected digits such as sum, average, count, maximum,
minimum, etc.

By right-clicking on the status bar, we can configure the status bar. Any command from
the specified list can be added or removed.

17. View Buttons

View buttons are a set of three buttons arranged at the left of the Zoom control, close the
screen's right-bottom corner. We can see three different kinds of sheet views in Excel using
this method.

o Normal View: - Normal view displays the Excel page in normal view.
o Page Layout View: - The Page Layout view shows the precise layout of an Excel
page it will be printed.
o Page Break View: - This displays page break preview before printing.

18. Zoom Control

The zoom control is present at the lower-right side of the window. It enables us to ZOOM-
IN or ZOOM-OUT a specific area of the spreadsheet. It is represented by magnifying icons
with the symbols of maximizing (+) or minimizing (-).

The various modern versions contain a segment with the icons of more and less, as well as an
element that separates the two alternatives, which permits us to manipulate them by clicking
on any of these.

On the other side, it also explains in percentage how many times the document has been
moved or approached. Microsoft Excel 2019 enables us to zoom out up to 10% and zoom
up to 400%.

Excel If Function with Calculations

"IF function" can be used in complex calculations. See the example:

If a sales executive sells more than 5 items, the company will pay incentive 40 rupees per
item sold and if the sales executive sells less than 5 items, the company will pay 20 rupees
per item sold.

See how the "IF function" is used with the calculation:

o Select the cell in which you want to create the "IF function"
o Type the code in the cell: =if(
o Type the condition with comma: C4>5,
o Type what you want to show if condition is fulfilled: 40*C4
o Type a comma: ,
o Type what you want to show if the condition is not fulfilled: 20*C4
o Then close the bracket and press the Enter key.

The IF function will look like this: =if(C4>5,40*C4,20*C4)

So the IF function says if value in cell C4 is greater than 5 then multiply it with 40. If it is
less than 5 then multiply it with 20.

The IF function can be modified to perform different calculations:

Suppose in the above example the company wants to pay rupees 50 along with incentive to
those employees who have completed probation period of 5 months or their job duration is
more than 5 months.
In this case, we can insert one more column in the worksheet for job months and modify the
IF function accordingly to get the results.

The modified IF function is: =if(C4>5,50+E4,E4)

It says if the value in cell C4 is greater than 5 then add 50 to E4 which is incentive of Peter.
And if it is less than 5 then keep the incentive, the value of cell E4 same. See the image
shown below:

Few more examples of IF Function:

=if(B2>5,B2*2,B2*4)

The IF function says if value in Cell B2 is greater than 5 then multiply this value with 2 else
multiply this value with 4. See the image given below:

The IF function can also be composed in this way: =IF(B2>5,2*B2,4*B2)

=IF(B2<=50,B2*120%,B2)

The IF function says if the value of cell B2 is less than 50 or equal to 50 then increase it by
20% else display the same value without any change. See the image given below:

=IF(B2=60,"",C4*D3+5)

The IF function says if the value of cell B2 equals to 60 then leave the cell blank else
multiply the cell C4 with D3 and add 5 to it. See the image given below: