Ms-excel

It is a spreadsheet. It is used to create a set of information. In excel we can

insert any number of workbook; in each workbook we can insert any number
of sheet. By default in a new workbook we can insert or we can see only 3
sheet... in each sheet we can see number of rows and column. There are 10,
48,576 rows and 16, 384 column in a sheet. The entire columns have alphabet
names and the entire rows have numerical number. All excel files must be
saved with the extension. Xlsx. In excel we can display different type of chart,
we can also do set of calculation, we can display the report; we can store the
record of students, employee, customer, product, etc….
To start excel:

Go to start  program  courses  ms-office  ms-excel 2013

Or
Go to start  run  type excel  0k

HOME TAB
Clipboard
Font
Alignment
Number
Style (conditional formatting, format as table, cell style)
Cells (insert, delete, format)
Editing (auto sum, fill, sort, find, select)

Home tab  alignment: using this option you can specify the alignment of data
in a cell (right, left, top, and bottom), you can increase and decrease the indent
of the cell, and you can wrap text in a cell and also merge the cells & Centre
the data.

Home tab number: it is used to display the selected cell value in different
format i.e., date, time, long date, short date, percentage, currency and other
format.
Note: to apply the Indian currency, selects the currency symbol down arrow 
 select more accounting format  select currency in the category
list  under symbol option select rs Hindi  select ok.
Home tab  style  conditional formatting  highlight cell rules: it is used to
highlight cell information by applying different conditions and format.
Procedure: select only the required cell values select conditional formatting 
select highlight cell rules select the different conditions entre the value 
select custom format  change the font, color, boarder, fill select ok.
Home tab style  conditional formatting  top/ bottom rule: it is used to
highlight the cell information without applying the condition by using the
default statement with default format.
Home tab  style  conditional formatting  color scale: it is used to highlight
the cell information by selecting color scale. It will display same color for
similar range.
Home tab  style  conditional formatting  data bar: it is used to highlight the
cell information by using different color data bar.
Home tab  style  conditional formatting icon set: it is used to highlight the
cell information by selecting icon symbol in the list.
Home tab style format as table: quickly format a range of cell and convert it
to a table by choosing a predefined style. You can even create your own pre-
defined table style.
Procedure:
 Go to home tab  style format as table  new table style
 Give name for the table
 Select format change font, boarder, fill color select ok
 Select ok
Your formatted table will be present under custom.
Home tab style  cell style: it is used to apply the pre-defined cell style and
also we can create our own cell style.
Procedure: select style  select cell style new cell style give a name for the
style  select format select font color, boarder, alignment, etc… ok.
Home tab cell  insert: it is used to insert cell, row, column, sheet in a
workbook in the selected cursor position.
Note: short cut key right click
Home tab cell  delete: it is used to delete the selected cell value, row, column,
sheet in a workbook.

Home tab cell  format cell size: it is used to increase or decrease the width
and height of a cell. The default column width is 8.43 and row height is 15.
With the help of auto fit row height and column width we can make the cell
size to fit to contents.
Home tab cell format visibility: it is used to hide and unhide the selected
row, column, and sheet.
Home tab  cell  format  organize sheet  rename sheet: it is used to change
the name of the selected sheet.
Home tab  cell  format  organize sheet tab colour: It is used to change the
background colour of the sheet name.
Home tab  cell  format  organize sheet move or copy sheet: it is used to
move or copy the selected sheet from one workbook to another workbook.
Procedure to move the selected sheet:
 Select the sheet you want to move
 Go to Home tab  cell  format  organize sheet move or copy sheet
select the book in the list to which you want to move  select ok.
Procedure to copy the selected sheet:
 Select the sheet you want to copy
 Go to Home tab  cell  format  organize sheet move or copy sheet
select the book in the list to which you want to copy  select  create a
copyselect ok.
Home tab  cell  format protection protect sheet: it is used to protect the
selected sheet by giving the password. No one can modify the sheet only they
can read the data.
Procedure: Home tab  cell  format protection protect sheetenter the
password re-entre the password ok.
INSERT TAB
Tables (pivot table, pivot chart, tables)
Illustration (picture, clipart, shapes, smart art, screen shot)
Charts (column, pie, bar, line, area, scatter, other)
Sparkline
Slicer
Link (hyperlink)
Text (text box, header & footer, word art, signature line, object, symbol)

Insert tab  table table: create a table for the selected data or range of cell to
manage and analyze related data. Table makes it easy to sort, filter and
format data within a range
Procedure:
 Select the range of cell or data for which you want to create table
 Go to insert tabtabletable
 Select  my table has a header.
 Ok

Note: when you insert the table , table tool bar appears. Using this you can
name the table, remove duplicates values, convert table into normal range and
can also apply pre-defined table style for the table.

Insert tab illustration chart: it is a graphical representation of data. It is

used to display the data in different format according to the contents.
Column chart: it is used to display chart by comparing multiple value
across the single category.

e.g.
A B C D Procedure:
1 name social science Maths  Select the entire table
2 Roopa 44 55 66  Select the column chart
3 Kumar 66 77 88  Select the chart tool bar
4 Kiran 99 90 89
 Change the layout, design and
5 Vinod 55 33 44
format
6 Naveen 11 22 33
 Note: when you insert chart, chart toolbar appears. Using design tab
you can select different type of chart design. Using layout tab you can
specify chart title, axis title, data label, etc… and using format tab you
can format the chart (fill, boarder, 3d effect)

Note: to add new records in chart:

 Select the chart
 Extend the selection of the data area.
Pie chart: it is used to compare two set of value and the one of the value
must be group value (i.e. total, average, profit, etc…)

e.g.
A B C D E
1 name social science maths Total
2 Roopa 44 55 66 165
3 Kumar 66 77 88 231
4 Kiran 99 90 89 278
5 Vinod 55 33 44 132
6 Naveen 11 22 33 66
Procedure:
 Select the name column
 Hold the control key and than select total column
 Select pie chart
 Select chart tool bar change the layout, design, format.

Line chart: it is used to compare multiple value over the time.

E.g.
A B C
1 over Indian cricket team Australian cricket team
th
2 5 over 50 40
3 15 th over 120 130
th
4 35 over 222 235
th
5 50 over 290 289

Procedure:
 Select the entire table
  Select line chart
 Select chart tool bar
 Change the layout, design and format.

Area chart: it is used to compare the two set of value over a period of
time.
e.g.
A B
1 year Profit
2 2000 10,000
3 2003 90000
4 2005 12000
5 2007 67000

Procedure:
 Select the entire table.
 Select th area chart
 Select the chart tool bar
 Change the layout, design and format.

Insert tab→ Sparkline→ line: insert a line chart within a single cell.
Insert tab→ Sparkline→ column: insert a column chart within a single cell.
Insert tab→ Sparkline→ win/loss: insert a win/loss chart within a single cell.

e.g.
SALE
A B C D E F G h
Apri COLUM
1 Jan Feb March May LINE WIN/ LOSS
l N
2 Unit A 10% -22% -30% 45% 29%
3 Unit B -14% -5% 12% 18% 25%
4 Unit C 62% -33% -37% -48% -88%

PROCEDURE:
LINE:
 Select the cell a2:e2→insert tab→ Sparkline→ line→
 Mention data range : a2:e2
 Mention the location for line Sparkline f2 →0k
Column:
 Select the cell a2:e2→insert tab→ Sparkline→ column→
 Mention data range : a2:e2
 Mention the location for column Sparkline g2→0k
Win/loss
 Select the cell a2:e2→insert tab→ Sparkline→ win/loss→
 Mention data range : a2:e2
 Mention the location for win/loss Sparkline h2 →0k

Insert tab table pivot table: it is used to create a report for the mixed group
of data. you can summarize the data using pivot table. Pivot table makes it
easy to arrange and summarize complicated data and drill down on details.
You can sort or filter the data in pivot table.
E.g.,

Name Place Department Salary

Kumar Bangalore Accounts 22000
Roopa Mumbai Sales 8000
Seema Goa Production 12900
Hemanth Goa Production 18000
Rao Bangalore Accounts 23400
Kapoor Mumbai Sales 11500
Vinay Mumbai Sales 7900
Sowmya Goa Accounts 24500
Tina Bangalore production 20000

Procedure:
 Select the entire table
 Go to insert tab table  pivot tablepivot table
 Select  new work sheet
 Select ok
 Name  Select name and drag it to row label
Place  Select place and drag it to column
Department label
Salary  Select department and drag it to
Colu column label
mn label  Select salary and drag it to value.

Row label
value

To update the pivot table:

 Select pivot table tool bar
 Select refresh
 Select refresh all
To add the new record in the pivot table:
 Select pivot table tool bar
 Select change data source
 Reselect the data in the data sheetok

Procedure:
 Select the entire table
 Go to insert tab tablepivot table select pivot chart
Pivot field list  Select  new worksheet
Name  Ok
place
department  Select the name and drag it axis label
salary  Select the place and drag it legend label
lege  Select the department and drag it legend label
nd label  Select the salary and drag it to value.

axis label
value
Insert tab  table  table: create a table for the selected data to manager and
analyze related data. Table makes it easy to sort, filter and format data within
a sheet.
Procedure:
 Select the range of cell or data range for which the table to be created.
 Go to insert tab table  select table
 Select  my table has a header
 Ok
Note: use table tool bar for to name the table, remove duplicates, convert table
into normal range, apply pre-defined table style, sort the table, etc…..
Insert tab→ filter→ slicer:
Use slicers to filter PivotTable data
In earlier versions of Microsoft Excel, you can use report filters to filter data
in a PivotTable report, but it is not easy to see the current filtering state when
you filter on multiple items. In Microsoft Excel 2010, you have the option to
use slicers to filter the data. Slicers provide buttons that you can click to filter
PivotTable data. In addition to quick filtering, slicers also indicate the current
filtering state, which makes it easy to understand what exactly is shown in a
filtered PivotTable report.
When you select an item, that item is included in the filter and the data for
that item will be displayed in the report. For example, when you select
Callahan in the Salespersons field, only data that includes Callahan in that
field are displayed.
Insert tab text header and footer: It is used to add header and footer note at
the top and bottom of the page
Note: once you insert header and footer to your excel sheet, the sheet will be
divided into pages.
PROCEDURE TO LOCK THE SELECTED CELL IN A SINGLE SHEET:

 Select the cell to be locked

 Go to Home tab  cell  format protection format cell select  locked
(in protection tab) select ok.
 Now select the entire sheet than go to Home tab  cell  format
protectionformat cell unselect locked select ok
 Select the cell to be locked
 Go to Home tab  cell  format protection select lock cell.
 Go to Home tab  cell  format protection select protect sheet enter
the password re-entre the password ok

Home tab  editing fill  series:

Linear: it is used to fill the series of number linear in the selected cell.

e.g.
A B C D
1 1 Without using fill option select both the cell click and
1
drag.
2
2
3
4
5

 Enter the value 1 in the cell

 Select the remaining cell
 Select fillseries linear
 Enter the step value [1] stop value[10]

Auto fill: it is used to fill the alphanumeric value to the selected cell.
e.g.
A B C D
1 Da101 Da101 Without using fill option: select the cell click and
2 drag the edge.
3
4
5
Procedure using fills option:
 Enter the value da101 in the cell
 Select the remaining cell
 Select fillseriesauto fillok

Growth: it is used to fill the series of number by multiplying its initial

value.
e.g.
A B
1 2 Using fill option:
2  Enter the value 2 in a cell
3  Select the remaining cell
4  Select fill  series  growth  enter the value [2]  enter
the stop value [200]select ok.

Date: it is used to fill the series of date in the selected cell by changing its
date unit.
e.g.
A B
1 4-1- Using fill option:
2004  Enter the value 4-1-2004
2  Select the remaining cell
3  Select fillseriesdateselect the date
4 unit (e.g. date, month, year) ok.

Home  editing find and replace: find and replace specific text, formatting or
type of information within the workbook. You can find formula, comments,
etc…. in the workbook.

PAGE LAYOUT TAB

 Themes
Page setup (margins, orientation, size, break, print title, background)
Scale to fit
Sheet option
Arrange (bring to front, send to back, align, rotate, group, selection pane)

Page layout themes: apply a pre-defined style for the entire document.
Change the overall design of the entire document, including colour, font and
effect.
Page layout tab page set up print area: mark a specific area of the sheet for
printing.
Procedure: go to Page layout tab page set up print area  select set print
area
Page layout tab page set up break: specify where a new page will begin in a
printed copy.
Page layout tab page set upprint title: specify the row and column to repeat
on each printed pages
Procedure:
 Go to Page layout tab page set upprint title bring the cursor to the
option row to repeat at the top select the top row of the table which you
want to repeat for each page bring the cursor to the option column to
repeat select the first column of the table which you want to repeat for
each page  ok.

Page layout tab page setup background: choose an image as a background

of the sheet.
Page layout tabscale to fit: shrink the width and height of the printed output
to fit a maximum number of pages.
Page layout tab sheet option: it is used to hide and display the gridlines and
headings in both the current sheet and print out sheet.

FORMULA TAB

Function library

Define names
 Formula auditing (traces precedent, trace dependent, remove arrow,
show formula, evaluate formula, error check)

Watch window

Formula tab function library

MATHEMATICAL FUNCTION: sum, product, pi, fact, sqrt, power , trunc,,
mod, round, ceiling, floor.
STATISTICAL FUNCTION: average, max, min, abs, count, counta,
countblank, Countif
TEXT FUNCTION: upper, lower, proper, left, right, mid, char, code,
concatenate, replace, substitute
DATE FUNCTION: now, today, datedif, Networkdays.
FINANCIAL FUNCTION: pmt
LOGICAL FUNCTION: IF, AND, OR, NOT.
LOOKUP REFERENCES: hlookup, vlookup.
DATA BASE FUNCTION: Dsum, Dproduct, Dcounta.

MATHEMATICAL FUNCTION:

SUM: to find the sum of values in range of cell.

PRODUCT: to find the product of values in range of cell.

e.g.
a b C d
1 45 66 50 30
2 55 77 20 22
3 =sum(a1,a2) 22 =product(c1,c2) 33
Ans: 100 1000
4 23 66 25 88
5 12 88 5 =product(d1:d4)
 1916640

6 =a4-a5 =sum(b1:b5) =c4/c5

Ans: 11 Ans: 319 5

Ceiling: to round of the given value to the next divisible number.

Floor: to round of the given value to the previous divisible number.

a B c
1 55 88 56
2 7 9 7
3 =floor(a1,a2) =ceiling(b1,b2) =floor(c1,c2)
Ans:49 Ans:90 Ans: 56
4
5

Round: to round of the given document value to approximate value.

Trunc: to display the specified number of decimal value
Mod: to display the remainder value while doing the division.
e.g.
a b C
1 70.6734
2 =round(a1,0) 70.37654 58
71
3 70.5887 =trunc(b2,2) 3
70.37
4 =round(a3,1) =mod(c2,c3)
70.6 Ans: 1
5

Pi: display the pi value

Fact: to find the factorial of given value.
Sqrt: to find the square root of given value
Power: to find the power of the given value.
e.g.
A b C
1 =pi() =Sqrt(25)
Ans: 3.1415…. Ans:5
2 =50+pi() Fact(5) =power(2,6)
Ans:53.1415 Ans: 120 Ans: 64
i.e., 50+3.1415 i.e., 5*4*3*2*1 i.e., 2*2*2*2*2*2*
3

STATISTICAL FUNCTION
AVERAGE: to find the average of value in the range of cell.
E.g.
a b c d e F G
1 33 5 44 8 78 6 =average(a1:ag)
5 9 6

Count: to count number of cells in a range that contains number

Counta: counts number of cells in range that contains data.
Countblank: count number of empty cells in a specified range of cell.
e.g.

a B c D
1 76 45 67
2 Daa 66
3 90 Daa Daa
4 Da030 Tin2012 Ac030
5 44 3
6 88 Tin
7 =count(a1:a6) =counta(b1:b6) =countblank(c1:d6)
Ans: 3 Ans: 4 Ans: 7

Countif: count the number of cell within a range that meets the given
condition.
e.g.
a B D
1 item Sale
2 Keyboard 77 =Countif(a1:b9,”>50”)
 Ans: 5
3 Mouse 122
4 Printer 12
5 Scanner 6 =Countif(a1:b9,”keyboard”)
Ans:3
6 Monitor 88
7 Mouse 100
8 Keyboard 55
9 keyboard 40

ABS: this function calculates the number, irrespective of whether it is

positive or negative.
e.g.
a b C D E
1 -20 -90 -122 -0.445 56
2 =abs(a1) -6 2 2 99
Ans: 20
3 =abs(b1-b2) =abs(c1/c2) =abs(d1-d2) =abs(e1-e2)
Ans: 84 Ans: 61 Ans: 2.445 Ans:

Max: displays maximum value in range of cells

Min: displays minimum value in range of cells

A B
1 44 55
2 66 66
3 123 2
4 99 133
5 Max(a1:a4) =min(b1:b4)
123 2

TEXT FUNTION:

Len: is used to find length of the cell contents

Upper: to convert the cell information into upper case( capital letter)
Lower: to convert the cell information into lower case(small letter)
 Proper: to convert the cell information into sentence case.
e.g.

A b C d E
1 Bangalor
e
2 =Len(a1) jayanagar KARANATAKA India
Ans: 9
3 =upper(b2) =LOWER(C2) =proper(d3)
Ans: ANS: Karnataka Ans: India
JAYANAGAR
4
5

Left: to display specified number of character from the left side of the
cell
Right: to display specified number of character from the right side of
the cell.
Mid: to display specified number of character from the middle of the
cell.
e.g.
A B C D
1 DA030901j6
2 =right(a1,3) Ac03090bj Mumbai
Ans: 1j6 3
3 =left(b2,4) =mid(c2,3,3)
Ans: Ac03 Ans: mba
4
5
Note: =mid(c2,3,3)
Cell address
From which position
Number of character

Char( character): to display the character for the given AMERICAN

STANDARD CODE FOR INFORAMTION INTERCHANGE value
Code: to display the AMERICAN STANDARD CODE FOR
INFORAMTION INTERCHANGE value for the given character.
e.g.
=char(122) =char(36)
Ans: z Ans: $
=code(“z”
)
Ans: 122
=code(“$”)
Ans: 36

Replace: it is used to replace the specified character from specified

position by new character
Substitute: it is used to substitute the new name by specifying the old
name.
e.g.
A B C D

1 item Code Replace Substitute

2 Lg TV Tin200403 =replace(b2,4,4,20 =substitute(b2,”tin”,”pi
0 13) n”)
Ans: tin2013030 Ans: pin2004030
3 Samsung Tan20040
refrigerat 30
or
4 Philips ac Pan20040
30
Concatenate: it joins several text string into one text string.
e.g.
A B C D
1 Computer Design
2 aided
3 =concatenate(a1,
” ”,b2,” ”,d1)
Ans: computer
aided design
4
DATE FUNCTION:
NOW: displays date and time.
Today: display today date.
e.g.

A B
1 =today()
Ans: 9-
21-2013
2 =now()
Ans: 9-
21-2013
12:41pm

Datedif: to count number of days, month, year between 2 dates.

e.g.
A B C D
1 Start End Experience
date date
2 4-1- 9-21- =datedif(a2,b2,”y”)
2000 2013 Ans: 13
3 =datedif(a2,b2,”m”)
Ans: 161
4 =datedif(a2,d2,”d”)
Ans:4921

Networkdays: it is used to count number of working days between two

dates excluding holidays.

e.g.
A B C D
 1 Start End holidays Networkdays
date date
2 9-1-2013 9-30- 9-5-2013 =Networkdays(a2,b2,c2:c3)
2013 Ans:19
3 9-9-2013
4
5

LOGICAL FUNCTION:
IF: check whether a condition is met and returns on value if true and
another value false.
=if (conditions,”statement1”, “statement 2”)
True
False
AND: it is used to check multiple conditions. All conditions must be true
to display true statement, if any one of the condition is false will display
false statement.
OR: it is used to check multiple conditions. It will display true statement
if any one condition is satisfied and will display false statement when all
the condition is not satisfied.
NOT: change false to true, or true to false.
e.g.
A B C D
1 50 60 70 80
2 =if(a1>b1,”big”,”small”)
Ans: small
3 =if(and(b1>a1,c1>b1,a1>d1),”right”,
“wrong”)
Ans: wrong
4 =if(or(a1<b1,c1<b1,d1<c1),”yes”,
“no”)
Ans: yes
5

FINANCIAL FUNCTION:
 PMT: calculates the payment for the loan based on constant payment
and a constant intrest rate.
e.g.
A B C D
1 amount Rate year Pmt
2 500000 7% 1 =pmt(b2,c2,a2)
Ans:5,35,000
3 =pmt(b2,c2,a2)/12
Ans:44,583.33

DATABASE FUNCTION:
Dsum: it finds the sum of the value based on the criteria(condition)
Dproduct: it finds the multiple of the value based on the
criteria(condition)
Dcounta: it is used to count the cell based on the criteria(condition)
e.g.
A B C D

1 item Sale item Sale

2 Mouse 88 keyboard >50

3 Keyboar 55 =Dsum(a1:b7,b1,c1:d2)
d Ans: 133
i.e.(55+78)
4 Printer 23 =Dproduct(a1:b7,b1,c1:d2)
Ans: 4290
i.e.(55*780
5 Keyboar 78 =Dcounta(a1:b7,b1,c1:d2)
d Ans:2
i.e.(55,78)
6 Scanner 8

7 keyboard 45
LOOKUP REFERANCES:
HLOOKUP: looks for the top row of the table and returns the value in the
column wise from a row you specify.
VLOOKUP: looks for the value in the left most column of a table and returns
the value in the same row from the column you specify.
e.g.
A B C D E
1 name place departmen salar
t y
2 Roopa Bangalor Accounts 23400 =hlookup(d1,a1:d7,6,”false”)
e Ans: 23450
3 Kuma Mumbai Sales 9800
r
4 Rao Goa Production 12300 =vlookup(“farooq”,a1:d7,3,”false
”)
Ans: production.
5 Dixshi Bangalor Production 15600
t e
6 Arun Mumbai Accounts 23450
7 farooq Mumbai production 17800

RANK FORMULA
RANK: returns the rank of a number in a list of a number.
e.g.
A B C
1 name marks Rank
2 Uma 122 =rank(b2,b$2:b$6)
Ans: 4
3 Seema 66
4 Rama 233
5 Geena 289
6 Tina 166
FORMULA TABDEFINES NAMESCRAETE FROM SELECTION: this
option allow you to find the calculation based on a formula with reference to a
name instead of cell reference.
Formula tabdefine name define name: you can define a name for a cell
range, functions or table. Based on the name you can find the calculation, by
using the name in the formula instead of cell references.
e.g.
A B C D E
1 name account Statistics maths Total
s
2 Kumar 44 55 66 =sum(Kumar)
Ans: 175
3 Roopa 77 88 89
4 Suman 21 31 41
5 tarun 55 34 45
6
Procedure:
 Select the entire table
 Go to formula tab define namesselect define namedefine name
 Provide a name for the table e.g. studentreportok
 Select the entire table
 Go to formula tab define names select create from selection select 
top row and  left column
 Select ok
 Place the cursor in cell e2 and type =sum(Kumar)
 Place the cursor in cell a6 type =counta(student report)

Formula tab formula auditingtrace precedent: shows arrows that indicates

what cell effects the value of the currently selected cell.
Formula tabformula auditingtrace dependent: shows the arrows that
indicates what cell are affected by the value of currently selected cell
Formula tab formula auditingerror checking: checks for conman error that
occurs in formula.
Formula tab formula auditingremove arrows: it is used to remove arrows
present in the sheet.
Formula tab formula auditing show formula: it is used to hide or display the
formula in the sheet.
Formula tab formula auditing evaluate formula: debug a formula by
evaluating each part of the formula individually. It is used to see step by step
calculation in the selected resultant cell.

Formula tab watch window: When cells are not visible on a worksheet, you
can watch those cells and their formulas in the Watch Window toolbar. The
Watch Window makes it convenient to inspect, audit, or confirm formula
calculations and results in large worksheets. By using the Watch Window, you
don't need to repeatedly scroll or go to different parts of your worksheet. It
displays the cell name, sheet name, book name and formula.

This toolbar can be moved or docked like any other toolbar. For example, you
can dock it on the bottom of the window. The toolbar keeps track of the
following properties of a cell: workbook, sheet, name, cell, value, and formula.

Procedure: select different cell in different sheet in different workbook now

go to formula tab select watch windowselect add select ok.

DATA TAB
Get external data (from text, from access, from web, from other source,
existing connection)
Sort
Filter (filter, advance filter)
Data tools (text to column, remove duplicates, consolidate, data
validation, what if analysis)
Outline (group, ungroup, subtotal)
Solver

Data tab  get external datafrom text: it is used to import the data from the
text file( notepad) to the selected excel sheet.
Procedure: go to data tab get external data select from text select the text
file from which you want to import the dataimportselect  delimited
nextselect the separatornextselect the data format  general finish select
the cell where the data to be inserted  ok
Data tab  get external data from access: it is used to import the data from
access file.
Procedure: go to data tab  get external data from access select one of the
access file from which you want to import the data openselect the
tableselect the location where the data to be inserted ok.
Data tab get external datafrom web: it is used to import the data from
different web pages.
Procedure: go to data tab get external data select from webenter the web
site name go to optionselect  full HTML. Formattingnow click the mark
next to the table to select the table  select import.
Data tab  get external data other source: it is used to import the data from
SQL, XML, ODBC, etc…
Data tab  get external data existing connection: connects to an external data
source by selecting from a list of commonly used source.
Data tab  connection refresh all: update all the formatting in the work book
that is coming from a data source.
Data tab  sortA or Z : it is used to sort the data in ascending or descending order .
Z A (it sorts the data on base of one column one condition).

Data tab  sort: multiple Sorts: it is sort different column along with its
corresponding values and it is used to sort more than one column at a time. It
is used to sort the data based on several condition. (Before selecting
multiple sort for more than one column the value must be repeated)
Data tabfilterfilter: it is used to filter the unwanted record in a huge table
and we can display the specified record by applying different condition).filter
the data with one column one condition.
Data tabfilteradvance filter: it is used to filter the data by applying more
than one condition in a group of data. Multiple column multiple condition.
e.g.

A B C D E F G H
1 Name Place Department Salary Name Place Department Salary
2 Kumar Bangalore Accounts 22300 Bangalor accounts >20000/-
e
3 Roopa Mangalore Sales 8900
4 Seema Mumbai Production 12300
5 Arun Goa Production 15600
6 Tina Goa Sales 7000
7 Poonam Bangalore Sales 9800
8 Ram Mumbai Accounts 24500
9 Vinay Mangalore Accounts 25000
10 Sowmya Mumbai Production 17890
11 Lavanya Bangalore Sales 9500
12 pavan Mangalore Accounts 26700

Procedure for filter:

 Select the entire table
 Go to data tab filterfilter
 Click the drop down arrow of name column
 Select text filter
 Begins with: type a
 Ok
Or
 Click down arrow of salary column
 Select number filter
 Greater than: 20,000
 Ok
Procedure for advance filter:
 Select the entire table
 Go to data tab filterselect advance filter
 Select list range: A1:A12
 Select criteria range: E1:H2
 Select  copy to another location
 Copy to: E4
 Ok
Data tabdata toolstext to column: it is used to divide the single cell
information into number column.
e.g.
A B C D
1
2 Name place department
salary
3
4
5
Procedure:
 Select the cell A2
 Go to data tab data tools text to column
 Select  delimited  select next
 Select separator type  space select next
 Select the data format general
 Select finish.
Data tab data tools remove duplicates: it is used to remove the duplicate
records in a table by selecting different field.
Data tab  data tools data validation: prevent invalid data being entered in a
cell.
e.g.
A B C D
1 name Accounts statistic Maths
s
2 Jeevan 55 66 77
3 Vinay 88 99 90
4 Uma 55 45 65
5 Kumar 23 33 43

Procedure:
 Select the cell range to be validated i.e.B2:D5
 Go to data tab data tools select data validation.
 Select setting
 Allow: whole value
 Select condition: less than equal to
  Enter the value: 100
 Select input message
 Type the input message as : enter the value less than 100
 Select alert type
 Select ok.

Data validation on formula:

e.g.
A B C D E
1 name Account statistics Maths Total
s
2 Jeevan 55 66 77 =sum(b2:d2)
3 Vinay 88 99 90
4 Uma 55 45 65
5 Kumar 23 33 43

Procedure:
 Select the cell E2
 Go to data tab  data tools select data validation
 Select setting
 Allow: select custom
 Enter the formula: =sum(B2:D2)<=300
 Select input message
 Type input message as : total should be less than 300
 Select alert type
 Select ok

Data validation for list: it is used to create user defined list and we an access
that list in any location in any cell.
e.g.

A B C
1 name department
2 Guna Accounts
3 Subha Sales
4 Smitha Production
5 Radha Management
6 Priya Marketing
7 Varsh Administration
a

Procedure:

 Select the entire table i.e.A1:B7

 Go to formula tab define names select create from selection.
 Select  top row and left column
 Ok
 Place the cursor in the cell C1
 Go to data tabdata toolsselect data validation
 Select setting
 Allow : select list
 Source: select the range cell of which list is to be created i.e. A1:A7
 0k

Note: A list will be created for the name in cell C1.

Data tab  data tools consolidate: it is used to combine multiple sheet

information into a single sheet based on different calculation.
e.g.
A B C D E
1 name tally Ms-office internet Total
2 Kumar 44 55 66 =total(A2:D2)

3 Rao 66 77 76
4 Dixshit 88 89 90
5 Kapoor 66 34 55
Sheet1 Sheet2 Sheet3 Sheet4

Procedure:

 Type the same information in the entire 3 sheet with different value.
 Now come to sheet4, place the cursor in cellA1.
 Go to data tab data tools  select consolidate.
 Select the function: total.
 Bring the cursor to reference :
o Select sheet1 select the entire table select add.
o Select sheet2 select the entire tableselect add.
o Select sheet3 select the entire table select add.
 Select top row andleft column.
 Select ok.

Data tab  data tools what if analysis goal seek: it is used to achieve the
target cell by changing single cell value. Goal seek will find the right input
when you know the result you want.
e.g.

A B Procedure:
1 Item Sale  Select the formula cell B5
2 Mouse 90  Go to data tab data tools what if
3 Keyboard 55 Analysisselect goal seek.
4 Printer 23  Enter target value: 200
5 total =sum(B2:B4)  Select the changing cell i.e. B3
Ans: 168  Select ok

Data tabdata toolswhat if analysisdata table: data table allow you to see the
result of many different possible input at the same time.

e.g.
A B C D E F Procedure:
1 Salary bonus hra pf Esi  Select the entire
2 =A3*A 8.33% 105 12% 1.75% table(leaving first
4 row and first
Ans:40
column i.e.
3 2000 5900
4 2% 6500 B2:F7)
5 7600  Go to data
6 10200 tabdata
7 21300 toolswhat if
analysisselect data table
 Select row input cell: A3
 Select column input cell as: A4
 Select ok.

Data tab data toolswhat if analysis scenario: scenario manager allow you to
create and save different group of value or scenario and switch between them.
It is used to display the report by changing single cell value in the existing
resultant cell
e.g.
A B C D
1 Amount Rate Time Pmt
2 2,00,000 3% 1 =pmt(B2,C2,A2)
Ans: 2,06,000

Procedure:

Step1: go to data tabdata toolswhat if analysisselect scenario manager

Step2: select add
 Entre the scenario name: e.g. 2
 Select the changing cell for which you want to create scenario: C2
 Ok
 Enter the changing value for scenario: 2
Step3: select add
 Entre the scenario name: e.g. year3
 Select the changing cell for which you want to create scenario: C2
 Ok
 Enter the changing value for scenario: 3

Step4: select add

 Entre the scenario name: e.g. year1
 Select the changing cell for which you want to create scenario: C2
 Ok
 Enter the changing value for scenario: 2
Step5: select ok
Step6: select summary
Step7: select the resultant cell: D2
Step8: select ok.
data tab outlinesubtotal: it is used to find the individual total and grand
total of mixed group of data and also it is used to group and ungroup the
item.
e.g.

A B Procedure:
1 Item Sale Step1: sort the data by select the entire tablego to
2 Monitor 56 data tabsortascending order A/Z
3 Keyboar 99 Step2: again select the entire table
d
Step3: got to data tab outlineselect subtotal
4 Printer 33
5 Monitor 45 Step: ok
6 Printer 33
7 Mouse 122
8 Scanner 12
9 Monitor 90
10 Printer 23
11 keyboard 77

Data tab  analysis solver: that finds the optimal value of a target cell by
changing value in cell used to calculate the target cell. It is used to reach the
target value by changing more than one cell, more than one condition.

e.g.
A B Procedure:
1 Item Sale
Step1: insert solver option in you data tab
2 Lg TV 55
through: go to office button →excel option→
3 Nokia 88 select add in → manage: select excel add INS
mobile
→ go select solver add ins→ go.
4 Samsung 23
refrigerato Step2: select the cell B9
r
Step3: go to data tab → analysis→ select
5 Onida TV 67
solver
6 Whirlpool 78
washing
machine
7 Del 50
computer
8 Hp laptop 55
9 Total sale =sum(a1:b9)
Ans: 416
Step4: set target cell: B9→Select  equal to: entre the value: 450→ bring the
cursor to by changing cell: select the range where the value to be changed i.e.,
B2:B9

Step5: select add to mention the condition

Step6: select the cell b2→ <= →entre the value: 60→ select add
Select the cell b8→=→entre the value: 60→ select add→ select cancel →
select solve→ ok

REVIEW TAB
Proofing (research, spelling, thesaurus, translate)
Comments
Changes (protect sheet, protect workbook, share workbook, protect and
share workbook, allow user to edit ranges, track changes)

Review tab→ comments→ add a comment about the selection.

Review tab→ changes→ protect sheet: prevent unwanted changes to the data
in a sheet.
Procedure: Review tab→ changes→ protect sheet→ entre the password → re-
entre the password→ ok.

Review tab→ changes→ protect work book→ restrict access to the workbook
by preventing new sheet from being created and preventing existing sheet
being deleted.

Review tab→ changes→ share workbook: allow multiple people to work in a

workbook at the same time.
Procedure: Review tab→ changes→ share workbook→ select  allow
changes by more than one user at the same time→ ok.
Note: workbook containing table cannot be saved.

Review tab→ changes→ share and protect work book: share the workbook
and protect it with a password at the sane time.
The password will prevent other from turning off change tracking.
Procedure: Review tab→ changes→ protect and share workbook→ select 
share with track changes→ entre the password→ re-entre the
password→ ok.
Review tab→ changes→ allow user to edit ranges: allow specific people to edit
ranges of cell in a protected workbook or sheet.
Procedure:
I. Select the range of cell you want to allow the user for editing select→
Review tab→ changes→ allow user to edit ranges→ new→ entre the
password → re- entre the password → ok.
II. Now protect the sheet go to Review tab→ changes→ protect sheet →
entre the password→ re-entre the password→ ok.
III. Now if you try to edit the sheet you cant edit, but if you try to edit the
range of cell where editing is allowed it will ask you to mention the
password for editing.

Review tab→ changes→ track changes: track all changes made to the
document including insertion, deletion and formatting changes.
Procedure: select the range of cell → Review tab→ changes→ track
changes→ highlight changes→ select  track changes while editing. This also
shares workbook.
 when: all
 who: every one
 Where: cell range.
 Ok
Note: now try to make some changes to the tracked cells, the cell will be
highlighted.
Save the workbook.
In order to accept/ reject the changes go to Review tab→ changes→ track
changes→ accept/reject changes
   when: not yet reviewed
  who: everyone
  Where: cell ranges where the cells are tracked.
 Ok
 Now you can accept the changed value or you can reject the change
values.
Note: before applying tack changes, in order to prevent the user to
deactivate track changes, use protect and share work book to activate
track changes with password. After applying password, use track changes.
View tab
Workbook view ( normal view, page layout view, page break preview,
custom view, full screen view)
Show (ruler, gridlines, heading, formula bar)
Zoom
Windows (new window, arrange, all freeze pane, save work space, )
Macros.

View tab→ workbook view:

 Normal view: allow to view the workbook in normal view( i.e., default
view)
 Page layout view: view the document as it will appear on the printed
pages. Use this view to see where a page begins and end, and to view any
header or footer, margins on the page.
 Full screen view: view the workbook in full screen mode (reading
purpose).
 Page break preview: view the preview of where pages will break when
this document is printed. Using this you can adjust where the page
break or by clicking and dragging them with your mouse.
 Custom view: allow you to create your own view
Procedure: select the sheet , cell address of which you want of create custom
view go to view tab → work book view→ custom view → select add → give a
name for the view → ok
Similarly create 2, 3 custom of different sheet and different cells.
 Now in order to go to particular view: go to view tab→ workbook view→
select custom view select any one view name and select show.

View tab → window → new window: open a new document containing the
view of the current document.

View tab → window →arrange all: tilt all open program window side-by-
side on the screen.

View tab → window →freeze pane: keeps a portion of the sheet visible
while the rest of the sheet scrolls.
View tab → window → save as workspace: Save workbooks in an arranged
workspace
You can save a snapshot of the current layout of all open and arranged
workbook windows in a workspace file (.xlw). When you open a workspace
file, Microsoft Office Excel opens all workbooks and displays them in the
layout that you saved.
Open the workbooks that you want to save in a workspace.
Arrange the workbook windows as you want them to appear when you
open the workspace, changing the size of each workbook window as
needed.
On the View tab, in the Window group, click Save Workspace.

In the File name box, type a name for the workspace file.
NOTE The default name is resume.xlw, but you can rename it.
Note: after this once you open the workspace file, it opens the workbooks
that you saved it as a workspace.

View tab →macros (alt+f8):

You can automate frequently used tasks by creating and running macros.
A macro is a series of commands and instructions that you group together
as a single command to accomplish a task automatically.
 Typical uses for macros are:
To speed up routine editing and formatting
To combine multiple commands — for example, to insert a table with a
specific size and borders, and with a specific number of rows and columns
To make an option in a dialog box more accessible
To automate a complex series of tasks
You can record a sequence of actions, or you can write a macro from
scratch by entering Visual Basic for Applications code in the Visual Basic
Editor.
Procedure:
Step1: go to view tab→ macro→ select use relative reference.
Step2: go to view tab → macro→ select record macro.→ provide a macro
name→ provide a short cut key to run macro→ ok.
Step3: now try to entre the data or commands or you want to repeat.
Step4: to stop recording go to view tab→ macro → select stop recording.
Step 5: now place the cursor where the macro to be repeated goes to view
tab→ macro → view macro → select the macro name→ select run
Or just press the short cut key to run the macro.

Method for using list with lookup references

Procedure:

A B C D E F
1 Name place departmen Salary
t
2 Kumar Bangalore Accounts 23000
3 dixishit Mysore sales 7000
4 seema Goa Production 15000 Kumar
5 Heena Mumbai Sales 10500
6 Suma Bangalore Accounts 25000
7 srinath goa sales 9000

 Select the entire table

  Go to formula tab → define names → select create from selection→
select  top row  left column → ok
 Place the cursor in the place where you want the list e.g. E4
 Go to data tab→ data tools→ data validation → settings → allow
List → source: select the range of name column in the table i.e.;
A1:A7→ ok
 Select the name from the list ( e.g. Kumar)
 Place the cursor in a cell to apply lookup references e.g. lookup
reference for salary of employees e.g. cell F4
 Type: =Vlookup(E4, A1:D7,4,False)

Note: as you change the name, it will display the salary of that particular
employee.
Auto format: formatting a worksheet is not done just to make it look good.
The choice of background color, font style, font size, plus other formatting
option can make data easier to read and allow record to easily pick out the
most important in the spread sheet. There are 17 auto format style in excel.
Procedure for applying auto format style:
Select the data in the worksheet that you want formatting
Select the drops down arrow of quick access toolbar→ select more
command→ under choose command from: select all commands→ now
select auto format → select add→ ok.
After adding the auto format button on the quick access toolbar, click on
the auto format to bring up the features dialog box
Scroll through the list of available style
Click on the one you want to use.
Click ok
The chosen auto format style should be applied to the selected data.

Note: auto format cannot be applied for single cell. Select the range of cell
you want to format.

Note: one cell in excel can hold 32,767 character. The maximum you can
see on the worksheet is 1024, but all 32,767 are shown in the formula bar.
Data Forms in Excel
If your spreadsheet is too big to manage, and you constantly have to scroll
back and forward just to enter data, then a Data Form could make your
life easier. To see what a Data Form is, we'll construct a simple
spreadsheet.
Procedure:
Step1: add data entry form button to quick access toolbar through: click
the drop down arrow of quick access toolbar→ more commands→ click
drop down arrow of choose command from → select all commands→ select
forms→ click add button→ ok.
Step2: add fields name to the worksheet before opening the data entry
form

A B C D E
1 Student Last name Initial Ag Program
ID e
2
3
4
5
6

Step3: place the cursor in cell A2

Step4: Opening the data entry form go to quick access toolbar and select
form.
Step5: use of form
Adding data record to the form:
Select form→ entre the data (record) into the form next to the correct
heading.
Click new button to add new record.
Use find previous/ find next: these allow you to scroll forward and back
through the database record.
Use delete to delete the record from the database.
Use restore button to undo changes to a record that is being edited.
 Use criteria button that allows you to search the database for record based
on specific condition.

e.g. searching record of art student

Sheet1 Click on find next button to view the
Student ID Criteria record.
Last name New
Initial Clear
Age Restore
program Find pre
Art
Find next
Form
close

Example 2 for defines names:

A B C D E F
1 Name place department Salary

2 Kumar Bangalore Accounts 23000 =hlookup(d1,employee,2,false)

3 dixishit Mysore sales 7000

4 seema Goa Production 15000

5 Heena Mumbai Sales 10500

6 Suma Bangalore Accounts 25000

7 srinath goa sales 9000

Procedure:
Step1: select the range of cell i.e. a1 to d7
Step2: go to formula tabdefined names select define name provide a name for the range
selected e.g. employees
Step3: once you provide a name for the range you can use the name in the formula instead of
specifying the cell address.
Step4: e.g. while using hlookup formula instead of table range a1:d7 we can use the name for that
range.

Procedure to add ink annotation in your excel worksheet:

Step1: go to quick access toolbar click drop down arrow  select more
command under choose command from  select all commands
Step2: now select the option pen option select add select ok
Now the option pen is available in your excel quick access toolbar, use the
option pen in order to add ink annotation in your excel worksheet.

**********