Assignment on Microsoft

Excel
Name – Sanjana Sapra
Class- BCA
Roll. No. – 221535/22

Practical Assignment: MS Excel

Q1. What is Microsoft Excel

Ans- MS Excel or Microsoft Excel is one of the most used software programs in the world. It
offers a wide range of tools, functions, and facilities to popularize the software in global
companies from various sectors. Therefore, it is necessary to know the basics of this powerful
software and start organizing the data appropriately.

Q2. Features of Microsoft Excel

Ans - MS Excel or Microsoft Excel is one of the most popular and widely used spreadsheet
programs introduced by the Microsoft Corporation. This powerful spreadsheet program
comes included with the Microsoft Office Suite. Almost all professionals and people in
business use this spreadsheet program, whether they are just entry-level users or advanced
users. It allows users to improve their spreadsheet skills with its simple user interface and
help them organize their data efficiently. Since Excel has been a spreadsheet solution for
users for a very long time, it has gained many essential features over time. So, we must know
some of its essential features and improve our skills and overall efficiency to work on it.

Below are the Features of Microsoft Excel

Header and Footer : MS Excel allows users to insert header and footer into their spreadsheet
document files. A header is the top margin of each page in an Excel Worksheet, while a
footer is the bottom margin of each page in an Excel worksheet.

Shortcut Keys
The use of shortcut keys in Excel is one of the main features of this powerful spreadsheet
program. MS Excel has an extensive range of shortcut keys that help users reduce their
working time.

Inserting New Worksheets

By default, Excel typically starts with 1 to 3 worksheets whenever we create a new
workbook. However, we can insert as many sheets as we need depending on our system
resources and capability.
Find and Replace Command
MS Excel allows users to use the 'Find and Replace' command to find any specific data (text
and numbers both) from the worksheet and further replace the data with the new one if
desired. This feature is mainly
beneficial while working on vast amounts of data.

Protecting with the Password

Protecting the data in Excel is very easy. Excel has a built-in feature to enable users to
password-protect their desired documents. Once a user has enabled the password for any
specific Excel file, it cannot be opened on any device/ system without the particular
password.

Data Sorting and Filtering

Instead of using the 'Find and Replace' feature, users can also use 'Data Sorting and Filtering'
to quickly find the desired data based on the specific parameters. Then, users can either
reorder the data or pick out just the needed data from the vast data sets. Th

Built-in Formulae

Excel has a wide range of built-in formulae that allow users to perform different operations
on the data in worksheets. Using functions and formulae to manipulate numbers and getting
desired results is one of the most powerful features of MS Excel.

Paste Special Feature

The 'Paste Special' option is another useful feature in MS Excel. This allows various
individual options whenever we try to paste any contents from the clipboard. For example, by
default, if we press the shortcut 'Ctrl + V' or select the 'Paste' option from the right-click
menu list, Excel paste the contents from the clipboard similar to the copied content or the
original contents. Therefore, if we want to paste only some specific part from the clipboard,
such as the values without formatting or the formatting without values, we can use the 'Paste
Special' feature.

Pivot Tables

Pivot Tables help summarize vast amounts of data from the database organized so that the
first row contains a heading and others contain values or categories. Besides, there should be
no blank rows in the selected range of data. This feature is beneficial to analyze and compare
data easily.

To insert Pivot Tables in Excel, we must first select the range of cells or table and then
navigate to Insert > Tables > Recommended PivotTables.

Conditional Formatting - Conditional Formatting in Excel is another helpful feature that

allows users to change the formatting of a cell based on the contents or range of the cells.
This particular feature is mainly beneficial to focus on essential aspects of specific desired
values in spreadsheets. For example, conditional formatting features enable users to fill in
different colors to highlight the essential aspects of data in spreadsheets.

Charts and Graphics- Excel allows users to create different types of charts based on the data
in sheets. Users can also use different built-in shapes and images if desired. In addition to
this, Excel also enables users to use mixed charts, meaning that we can use/ combine two
styles of charts in the same worksheet.

Auto-Fill Data

Although it is a minor feature, it is very much useful for regular users. Using the Auto-fill
feature, users can fill data in series. For example- values from 1 to 10 or even more,
weekdays, months name, dates, etc.

Q3 Creating a New Workbook.

Ans- Excel files are known as workbooks. Whenever we start a new project in Excel, we'll
need to create a new workbook. There are different ways to start working with a workbook in
Excel 2016. We can choose to create the new workbook, either with a blank workbook or a
predesigned template or open an existing workbook.

 Select the File tab from where the Excel Backstage view will appear.
 Select New, and then click the Blank workbook.
 A new blank workbook will occur like this.

Open an existing workbook

In addition to creating new workbooks, we'll often need to open a workbook that was
previously stored. An existing workbook may contain data inside it. We can open it directly
from the location where it is stored or through MS Excel. Follow the given steps below:

1. Navigate to Bac

kstage view from the File menu, then click Open

Q4. Creating a New Worksheet.

Ans- An Excel worksheet is the single sheet used in Excel documents, which contains groups
of cells organized in rows and columns. Each worksheet allows users to record or write data
within the cells as well as perform various operations with the recorded data.

The worksheets are located in the bottom area of the Excel window, which is known as the
Sheet tab. The new workbook has the following sheets by default
We have three worksheets in the Sheet tab in the above image, such as Shhet1, Sheet2, and
Sheet3. To view any of the desired worksheets, we need to click on the name of that
particular sheet from the Sheet tab.

Q5. Entering and Editing Data.

Ans- Entering data - Select a cell with a single click where you want to enter data; cell B3 is
selected in the image given below. Then double click in the cell to enter data. You can enter
text, numbers and formulas in the cell.

 After entering data, you can press Tab key to move to next column and can press
Enter key to move to next row. You can press arrow keys for more options to move to
other cells.

Editing Data-

 Double-click the cell that contains the data that you want to edit. ...
 Click the cell that contains the data that you want to edit, and then click anywhere in
the formula bar. ...

 Click the cell that contains the data that you want to edit, and then press F2.
Q6. Excel Cell.
Ans- A cell is an essential part of MS-Excel. It is an object of Excel worksheets. Whenever
you open Excel, the Excel worksheet contains cells to store the information in them. You
enter content and your data into these cells. Cells are the building blocks of the Excel
worksheet. So, you should know every single point about it.

In the Excel worksheet, a cell is a rectangular-shaped box. It is a small unit of the Excel
spreadsheet. There are around 17 billion cells in an Excel worksheet, which are united
together in horizontal and vertical lines.

An Excel worksheet contains cells in rows and columns. Rows are labeled as numbers and
columns as alphabets. It means the rows are identified by numbers and columns by alphabets.
Q7. Excel Range.

Whenever we see the word range in excel, we refer to it as a cell or a collection of cells in an
excel spreadsheet. It can also be used to refer to the adjacent cells or non-adjacent cells in the
dataset. In excel, each range has its defined set of coordinates or positions, unlike A4:A7, B5:
F9C, etc.

You can perform many operations with ranges in your Excel worksheet, unlike copying the
dataset, moving data from one position to another, formatting cells, and even you can name
your range. In this tutorial, we will briefly cover all the topics about ranges.

Select a Range

While working with excel, you may want to select a multi cell range so you can easily make a
command for all the cells at once. For example, let's suppose you can highlight the headers
in the cell range A2:E2. You select the range and change the background colour of the cells.

A. Select contiguous range of cells

1. Select the cell from where you want to start selecting your range. In our case, we have
selected the B2 cell.
 2. Drag your cursor to the last cell of your range. As you can see, we have dragged our
pointer to the D5 cell.

3. Hence the range B2: D5 got selected.

Similarly, you can select any range of cells in your Excel worksheet.

B. Select non-contiguous range of cells

1. Select the cell from where you want to start selecting your range. In our case, we have
selected the B2 cell.

2. Hold the 'CTRL' key on your select and the various non-adjacent cells. We have
selected B2:B6, C3:C6, D4 range of cells.
Types of Ranges

1. Vertical Range
Vertical range refers to the selection of the cells within a column. For example, in the
below image, the vertical range is A1:A5. However, if you select the entire column,
the vertical range would be A: A.

2. Horizontal Range
Horizontal Range refers to the selection of cells within a row. For example, in the
below image, the horizontal range is A2:E2. However, if you select the entire vertical

3. Mixed Range
Mixed Range refers to the collection of cells formed by combining adjacent rows and
columns. For instance, in the below example, the mixed Range is A2: E10.
 4. Multiple Selection Range
To define a range, it's not necessary to select only the adjacent cells. Therefore with
Multiple Selection Range, a collection of non-adjacent cells are selected. For instance,
in the below example the Multiple Selection range is B4, B8, C7, D5, D8, E6.

Move a Range

By default, if you move a range of cells in excel, it will move the data from one location to
another along with its formatting such as font, text or number format, cell borders, font
colour, etc.

Follow the given below steps to move a range of cells in Excel:

1. Select the range of cells you want to move from one location to another in your excel
spreadsheet.
 2. As soon as you select the cells, you will notice the entire range of selected cells
become active with a green box around it.

3. Move your cursor to the green border, and you will see that the cursor changes to a
four-headed arrow icon.

4. Using the arrow moves the cell to another location within the same Excel
worksheet. Unlike here, we can move it to column E.

Note: After moving the cells, all the data and formatting will be automatically removed from
the original range (C1:C6).

Copy/Paste a Range

By default, if you copy a range of cells in excel, it will copy the data from one location
along with its formatting such as font, text or number format, cell borders, font colour, etc.
and paste it to its new location.
Follow the given below steps to copy & paste a range of cells in Excel:

1. Select the range of cells that you wish to copy.

2. Put your cursor on top of your selected cell and right-click on it. The following
window will be displayed. Click on the Copy option. Or you can directly press the
shortcut key, i.e., CTRL + c.
 3. Select the cell from where you want to start pasting the copied cell. Either right-click
on the cell and select the paste option or press the 'CTRL + V' option directly.

That's it, your data (along with its formatting) will be pasted to the new location of your excel
spreadsheet..

Named Range in Excel

A named range is an amazing excel feature used to define the name for a collection of
cells or ranges in a worksheet. Named range works as an added advantage as it helps to
calculate functions and formulas quickly.

To add a named range in your Excel worksheet, follow the below steps:

1. Select the range of cells for which you want to define the name.

2. Go to the ribbon toolbar located at the top of your Excel window. Click on the Formulas
tab -> Defined Names group -> Define Name option.
3. The New Name window will open (as shown below). In the descriptive name textbox,
enter any suitable name for the range. In our case, we have entered Student_Marks as the
name for the selected range.

Note: The name textbox can hold only up to 255 characters.

4. After specifying the name, it's time to specify the range of cells from which you want to
apply the name; therefore, in the "Refers to" box, select the range from your Excel
worksheet.

5. Once done, click on the OK button.

6. The window will be closed, and when you return to the spreadsheet, you will notice the
name Students_Marks is highlighted in the Name box for the selected range of cells (as
shown in the image below).

Note: If you have named any range, you will see the range name in the Name box whenever
you select that column.

7. Now that we have defined the range's name, we can directly use the name Student_Marks
in formulas to refer to the named range of cells. For example, type the below formula in your
excel worksheet.

Formula used:

=SUM(Student_Marks)
8. The SUM formula will quickly calculate the sum of all numbers present in a defined
range and will give you the following result.

Result: 55

Q8. Excel Worksheet.

Ans- is a collection of rows and columns. Each worksheet has 1048576 rows and 16384
columns. An Excel worksheet is a software program/document that collects rows and
columns designed to store information in an organized manner. An Excel worksheet also
enables users to apply mathematical and statistical logic to the data and manipulate it
according to the requirements of the business strategies.

So, this was a brief introduction to Excel Worksheet. In the next section, you will learn how
to create a new Excel Worksheet.
How to Create an Excel Worksheet?

To create a new Excel worksheet, you need to follow the steps mentioned below.

By default, when you start Microsoft Excel, there is an option of selecting a variety of
worksheets.
You can select the option based on the requirements. For now, create a blank
worksheet. The blank worksheet.
Insert a New Excel Worksheet

There might be a situation where you would need to include another worksheet along the side
of the existing worksheet. This collection of Excel Worksheets is called an Excel Workbook.
To insert a new worksheet, you can right-click on the sheet name in the bottom sheet tracker
tray, as shown below.

By selecting the new worksheet option from the available options, you can create a new
worksheet as displayed below.
A new dialogue box will appear on the screen, where you can select the option to include a
new sheet.

In the next part, you will learn how to rename a worksheet.

Rename Excel Worksheet

You can rename the Excel Worksheet by right-clicking on the sheet name and selecting the
rename option from the dialogue box as shown below.

In the next segment, you will learn how to delete a worksheet.

Delete Excel Worksheet

If you wish to eliminate the Excel Worksheet, you must right-click onto the worksheet tab
and select the delete option from the dialogue box as shown below.

Worksheets in Excel can also be hidden. Now, you will see how that can be done.

Hide Excel Worksheet

Sometimes, you might have to keep a particular worksheet hidden. You can achieve this by
right-clicking the worksheet name on the worksheet tray and selecting the hide option from
the dialogue box, as shown below.

If you want to unhide the hidden worksheet, you can right-click on the existing worksheet
and choose the option of Unhide, as shown below.
The following dialogue box will show the list of hidden sheets, and you can choose the sheet
you wish to unhide, as shown below.

In the next part, you will learn to move or copy an Excel Worksheet

Move or Copy an Excel Worksheet

To move or copy an excel worksheet, you must right-click on the sheet name you wish to
move or copy and select the option of copy or move option from the dialogue box as shown
below.
After selecting the option, you will find a new dialogue box, as shown below.

The first step is to select the workbook where you want to copy or move the current
worksheet. It can be the current workbook or a different workbook, as shown below.
The next step is to select if you want to move (cut and paste) the worksheet or copy the
worksheet. If you wish to copy the sheet, then make sure you select the tick option as shown
below.

If you wish to move the worksheet to a new workbook, then select the new workbook option
in the first menu and do not select the tick in the last option that reads "make a copy".

In the upcoming part, you will learn to protect the cells in the excel worksheet.

Q9. Excel Workbook.

Ans - workbook is a file that contains one or more worksheets to help you organize data.
You can create a new workbook from a blank workbook or a template.

Create a workbook

1. Open Excel.
2. Select Blank workbook or press Ctrl+N.
3. Start typing.
Create a workbook from a template

1. Select File > New.

2. Double-click a template.
3. Click and start typing.

Q 10. Inserting Columns and Rows

Ans- Inserting a column in an Excel sheet is one of the basic operations in Excel. An Excel
sheet has more than 16000 columns that are good enough. But sometimes, the Excel users
need to insert a new column in between the columns containing data. Hence, they need to
know how to insert it.

This chapter is all about inserting a column in an Excel sheet and different methods for it. We
will try to explain you the easiest ways to insert the column in an Excel sheet.

Need to insert column

Sometimes, the Excel users need to insert a new column in between the columns containing
data to add some more data. Hence, they need to know how to insert the new columns.

The Excel users organize the sheet data by inserting or deleting a necessary/unnecessary
column from the sheet. You may need to insert the row in continuous and also non-
continuous manner.

Insert a column from Excel menu

See the method to insert a new column from the Excel menu bar that contains the Insert
option for row, column, and cell. Use it to insert a new column. The Insert option to insert a
new column, row, or cell resides inside the Home tab.

A new column is always inserted left to the column you selected to insert. By taking the help
of this example, you will understand it much better.

To insert a column, perform the given steps:

Step 1: We have an Excel sheet containing some data inside it. We want to insert a new
column next to the state column for DOB of employee.

Step 2: Just go to one of the cells in column D as we want to insert the new column before
this. Then, click the Insert dropdown option inside the Home tab.

Step 3: Here, select the Insert Sheet Columns.

Step 4: When you click the Insert Sheet Columns, a new column will immediately insert to
the sheet.

You can now enter the data inside the newly inserted column.

Q11. Formatting Columns and Rows.

In addition to formatting worksheet cells, you can format many aspects of row and column
headings. Worksheet headings comprise three areas: the row headings, column headings, and
the box in the top left corner of the worksheet where the row and column headings intersect.

Sizing Row and Column Headings

You can set the size of row and column headings and the top left corner.
To change the height of column headings:

 Click and drag the bottom edge of the top left corner.

To change the width of row headings:

 Click and drag the right edge of the top left corner.

Setting Row and Column Heading Text

Like other column and row heading attributes, the text displayed in headings cells can be
changed.

To change the text for a row or column heading:

1. Double-click the heading you want to change. The Header Text dialog appears, as
shown below.

2. Enter one or more lines of text to serve as the heading name.

 3. Click OK.

The heading text is displayed, as shown below.

Q12. Basic Calculations with Excel

You can enter simple formulas to add, divide, multiply, and subtract two or more numeric
values. Or use the AutoSum feature to quickly total a series of values without entering them
manually in a formula. After you create a formula, you can copy it into adjacent cells — no
need to create the same formula over and over again.

How to do calculations in Excel

1. Type the equal symbol (=) in a cell. This tells Excel that you are entering a formula,
not just numbers.
2. Type the equation you want to calculate. For example, to add up 5 and 7, you type
=5+7.
3. Press the Enter key to complete your calculation.

Q13. What are charts in Microsoft Excel.

It is sometimes difficult to interpret the Excel data due to complexity and size of data. So,
charts are a way to represent the data graphically and interpret the data easily. Charts are the
visual representation of data.

Excel provides charts to take advantage of graphical representation. The data represented
through charts is more understandable than the data stored in an Excel table. This makes the
process of analyzing data fast. Excel users can fast analyze the data.

Graphical representation of data using charts makes complex data analysis easier to
understand. Excel has a variety of charts, each with its own different functionality and
representation style.

Charts offered by Excel

Excel offers many charts to represent the data in different manners, such as - Pie charts, Bar
charts, Line charts, Stock charts, Surface charts, Radar charts, and many more. You can use
them according to your data and analysis. All these charts

There is a list of basic and advanced level of charts used for different purposes to interpret the
data.

1. Column Chart
2. Line Chart
3. Bar Chart
4. Area chart
5. Pie chart or Doughnut chart
6. Surface chart

Q14. What is Ribbon

Ans-The Ribbon is a user interface element which was introduced by Microsoft in Microsoft
Office 2007. It is located below the Quick Access Toolbar and the Title Bar. It comprises
seven tabs; Home, Insert, Page layout, References, Mailing, Review and View. Each tab has
specific groups of related commands. It gives you quick access to the commonly used
commands that you need to complete a task.

Q15. How do you create a hyperlink in Excel.

Ans-In particular, the hyperlink is used to navigate to a specific web page for most programs.
However, Excel provides many more options to perform using a hyperlink. Excel's
hyperlinks are way smarter than as given in other programs. Although we can use a hyperlink
in Excel to navigate to any particular web address, we can also use it to navigate to any
specific place (cell) within the existing file, open a new file or go to another Excel file.

By definition, "A hyperlink in excel is defined as a reference to any particular location,

webpage or a document that we can access or jump to by clicking the link. "Hyperlinks
in MS Excel can be identified easily. Generally, they are the underlined text highlighted in
blue color, as shown in the following image:

Apart from the text in a cell, various spreadsheet objects (i.e., images, charts, text boxes,
shapes, etc.) can also be combined with clickable hyperlinks.

MS Excel provides support for two types of links, such as absolute and relative. This mainly
specifies whether we have used the full address or partial address for creating hyperlinks.