THE INDIAN PUBLIC SCHOOL – CAMBRIDGE INTERNATIONAL

GRADE – 6

Handout for Excel

Introduction

MS Excel is an electronic spreadsheet which was developed by Microsoft Company. It is

used to organize your data into rows and columns which helps you to perform mathematical
calculations quickly. It runs on Windows, macOS, Android and iOS. The first version of MS Excel
was released on 1985 and has gone through several changes over the years.

The horizontal field of an excel is known as Row. The vertical field of an excel is known
as column. The intersection of row and column is cell. Cells can contain numbers, text, or
formulas.

Figure 1 : Row, Column and Cell in MS Excel

Parts of MS Excel

The Microsoft Office Button

In the upper-left corner of the Excel 2007 window is the Microsoft Office button. When you click the
button, a menu appears. You can use the menu to create a new file, open an existing file, save a file,
print and perform many other tasks.

The Quick Access Toolbar

Next to the Microsoft Office button is the Quick Access toolbar. The Quick Access toolbar gives you
quick access to commands you frequently use.

The Title Bar

On the Title bar, Microsoft Excel displays the name of the workbook you are currently using.

The Formula Bar

If the Formula bar is turned on, the cell address o you are in is displayed in cell reference bar which is
located on the left side of the Formula bar. Cell entries display on the right side of the Formula bar.

The Status Bar

The Status bar appears at the very bottom of the Excel window and provides such information as the
sum, average, minimum, and maximum value of selected numbers.

Cell Address

Excel labels columns by letter. You can see column labels highlighted along the top of the
screen: A, B, C, etc in the Figure1. Rows are highlighted along the side of the screen, and are
organized by number: 1, 2, 3, etc. Each cell has a unique address, obtained by combining the
column letter and the row number of the given cell. For example, cell B4 lies at the intersection
of column B and row 4.

How to Create a New workbook

Excel documents are called workbooks. Each workbook has sheets, typically called
spreadsheets. You can add as many sheets as you want to a workbook, or you can create new
workbooks to keep your data separate.
 1. Click File, and then click New.

2. Under New, click the Blank workbook

How to Save a File

To save your file:

1. Click the Office button. A menu appears.

2. Click Save. The Save As dialog box appears.

3. Go to the directory in which you want to save your file.

4. Type File name in the Name field.

5. Click Save. Excel saves your file.

Functions

SUM FUNCTION

The SUM function adds all the values

1. Open Microsoft Excel.

2. Type 12 in cell B1.

3. Press Enter.

4. Type 27 in cell B2.

5. Press Enter.

6. Type 24 in cell B3.

7. Press Enter.

8. Type =SUM(B1:B3) in cell A4.

9. Press Enter. The sum of cells B1 to B3, which is 63, appears

AVERAGE FUNCTION

It is calculated by adding numbers together and then dividing the total by the number of values

1. Move to cell A6.

2. Type Average. Press the right arrow key to move to cell B6.

3. Type =AVERAGE(B1:B3).

4. Press Enter.

The average of cells B1 to B3, which is 21, appears

PRODUCT FUNCTION

Select the PRODUCT option, select the cells that you want to multiply and press Enter.

[
QUOTIENT Function
In the QUOTIENT option, select the cell where the dividend value is and then select the cell of
divisor value. Here, numerator stands for the dividend value and denominator stands for the
divisor values.Press enter to get the answer
Formulas to perform arithmetic operation
Basic Addition Formula

To add the values of C5 and D5 you can simply write the formula with cell reference

Then you can copy the formula by CTRL + C and paste it to other cells by CTRL + V.

Subtraction Formula
Use a cell reference to subtract values using this formula:
There is no subtract function in Excel.

Multiplication Formula

To multiply in Excel, use the asterisk ( * ) sign and use the cell reference to multiply values.

Division Formula

To divide in Excel, the ‘ / ’ or forward slash is used and use the cell reference to divide values

Creating a bar or column chart

To learn how to create a Column and Bar chart in Excel, let's use a simple example of marks
secured by some students in Science and Maths that we want to show in a chart format. Note
that a column chart is one that presents your data in vertical columns. A bar chart is very similar
in terms of the options you have, but presents your data in horizontal bars.

Preparing chart data

The table below shows the data we want to chart. It is important that your data be presented
correctly in order to create a good looking chart.

First select your data, making sure that you include all of the data that is to be included in the
chart. In our example above, that means selecting the range of cells from B5:D13. Now, click Insert in
the menu. The ribbon will change, and will include a number of chart options(as shown below)
In our case we are creating a Column chart and Bar chart, so click the Column button first. The
following options will then be displayed. As you can see, there are many options available.
Select 3D Clustered Column Chart. We can change it to one of the other chart you can select it
based on your requirement. Once you select a chart type, Excel will automatically create the
chart and insert it onto your worksheet.

Note the following points about this chart:

→ Excel has automatically put labels on an angle to fit neatly into the space available.
→ The legend to the right of the chart contains the column heading from our spreadsheet. You
can change them by editing the headings in our data table.
→ Excel has chosen these colours based on a default theme. You can change the theme if you
need to, and the colours will change automatically. You can also override the colours manually
if you need to.
→ There is no title on the chart by default. You can add one manually, or choose a chart layout
that includes one.
SORTING
Sorting is a common task that allows you to change or customize the order of your spreadsheet
data
To sort in alphabetical order:
1. Select a cell in the column you want to sort by. In this example, we'll sort by Name.
2. Select the Data tab, then locate the Sort and Filter group.
3. Click the ascending command to Sort A to Z or the descending command to Sort Z to A.

4. The data in the spreadsheet will be organized alphabetically.

Filters
Filters can be used to narrow down the data in your worksheet, allowing you to view only the
information you need. Filtering options can also be accessed from the Sort & Filter command
on the Home tab
To apply Filter
1. Select the column which you want to apply filter
The above is equipment log worksheet that display only the laptops and projectors that are
available for checkout
2. Select the Data tab, and then click the Filter command.
3. A drop-down arrow will appear in the header cell for each column.
4. Click the drop-down arrow for the column you want to filter. In our example, we will filter
column B to view only certain types of equipment.

5. Check the boxes next to the data you want to filter, and then click OK. In this example, we
will check Laptop to view only those types of equipment.
6. The data will be filtered, temporarily hiding any content that doesn't match the criteria. In
our example, only laptops and tablets are visible
Conditional formatting
Conditional formatting is a feature in Microsoft Excel that allows you to apply specific
formatting to your cells according to certain criteria or condition.

Let’s start by highlighting the cells that have a value greater than 80.

1. Select the range A1:A10.

2. On the Home tab, in the Styles group, click Conditional Formatting.

3. Click Highlight Cells Rules, then select Greater Than.

4. Enter the value 80 and select a formatting style.

5. Click OK.

Result. Excel highlights the cells that are greater than 80.

Top/Bottom Rule

To highlight cells that are above average, execute the following steps.

1. Select the range A1:A10.

2. On the Home tab, in the Styles group, click Conditional Formatting.

3. Click Top/Bottom Rules, Above Average.

4. Select a formatting style.

5. Click OK.

Result. Excel calculates the average (42.5) and formats the cells that are above this average.
Data bars
Data Bars are premade types of conditional formatting in Excel used to add
colored bars to cells in a range to indicate how large the cell values are
compared to the other values. This makes it easy to visually compare values
between the cells.

Consider the following example

Here we have to compare the sales of various month using data bars

Now select the column that contain sales value

Click Conditional formatting under home tab then click data bars and select the
color as you want
Now the sales report is added with data bars

Icon Set in conditional formatting

Icon Sets in Excel are the sets of the different types of Icons, Shapes, Indicators, Directions,
which are used for visualizing the selected values by giving them different meanings to
them.

To add an icon set, execute the following steps.

1. Select a range.
2. On the Home tab, in the Styles group, click Conditional Formatting.

3. Click Icon Sets and click a subtype

Result : Excel updates the icon set automatically. Explanation: by default, for 3 icons, Excel
calculates the 67th percent and 33th percent.

 67th percent = min + 0.67 * (max-min) = 2 + 0.67 * (95-2) = 64.31.

 33th percent = min + 0.33 * (max-min) = 2 + 0.33 * (95-2) = 32.69.

A green arrow will show for values equal to or greater than 64.31. A yellow arrow will
show for values less than 64.31 and equal to or greater than 32.69. A red arrow will show
for values less than 32.69.
Color scales
A color scale is a sequence of smoothly changing colors that represent smaller and larger values.
They come in especially handy to visualize relationships between numerical values in large
datasets. Microsoft Excel has a number of preset 2-color or 3-color scales.

To add a color scale to your worksheet, follow these steps:

Select a range of cells that you want to format.

On the Home tab, in the Styles group, click Conditional Formatting.

Point to Color Scales and choose the type you want.

It is a three color scale. The colors used are RED, WHITE and BLUE. Highest value with red and
lowest value is highlighted using blue whereas the above and below average values are
represented by mix of colors. Above average is represented by red + white which is light red in
color. Below average is represented by white + blue which is light blue in color. In this example
25 = light red, 22 & 20 = light blue.