Ch-2 More on Excel

MS Excel is a spreadsheet software program produced by Microsoft

that allows users to organize, format and calculate data with formulas
using a spreadsheet system. This software is a part of the Microsoft
office suite and is compatible with other applications of the office suite.

What is Spreadsheet?
As the name suggests, spreadsheet is a sheet, which is spread in such a way that it divides itself
into various horizontal rows and vertical columns. It is
a grid of columns (designated by letters) and rows
(designated by numbers). The letters and numbers
of columns and rows (called labels) are displayed in
light blue/grey area across the top and left side of the
spreadsheet respectively.
The most important advantage of using electronic
spreadsheet is that, formulas recalculate results
automatically, if changes are made to the contents of
the related cell.

VisiCalc was the first computer spreadsheet program released in 1979 for Apple II computer.

Open Source Alternatives to MS Excel

Openoffice-Calc
It is the spreadsheet part of the OpenOffice software package. Calc is
similar to MS Excel, with almost the same abilities. Calc is capable of
opening and saving spreadsheets in MS Excel's file format.

Libreoffice-Calc
LibreOffice Calc is the spreadsheet component of the LibreOffice software
package. Calc is also capable of opening and saving most spreadsheets in MS
Excel file format. Calc is also capable of saving spreadsheets as PDF files.

Google Sheets
Google Sheets is an online spreadsheet app that lets users create and format
spreadsheets and simultaneously work with other people. It is a free, web-
based program accessible through Chrome, Firefox, Internet Explorer 11,
Microsoft Edge and Safari. This means that Google Sheets is compatible
with all desktops and laptops (e.g. Windows, Mac, Linux).

?
Excel was originally written for Apple Mac and released in 1985. The first Windows version was released
in November 1987.
 Title Bar
Quick Access
Tabs
Tool Bar

Name Box Formula Bar

Active Cell

Rows
Columns

Sheet Tabs
MS Excel Vocabulary
Workbook A workbook is the MS Excel file in which you enter and store related data.
MS Excel automatically assigns a name 'Book1' to each new workbook and
by default, it shows three (3) worksheets labeled as Sheet1, Sheet2 and
Sheet3, it can contain up to 255 sheets.
Worksheet A worksheet is a grid of cells, consisting of rows and columns. Spreadsheet
information i.e. text, numbers or mathematical formulas are entered in
different cells of the worksheet.
Columns The vertical divisions in the spreadsheet are called columns and are headed by
alphabets. The standard amount of columns have been 256 but in Excel 2007/2010
the maximum number of columns in one worksheet has increased to 16,384.
Rows The horizontal divisions in the spreadsheet are called rows and are headed
by numbers. In Excel 2003, there are 65,536 rows but in Excel 2007/2010 the
maximum number of rows in one worksheet has increased to 1,048,576.
Cells Each individual space in the spreadsheet is called a cell. Cells can contain
text, numbers or both. Each cell has an address such as A1, B3, G6. In Excel
2007/2010 there are 17,179,869,184 cells in one worksheet.
Active Cell The cell with a dark border around it is called the active cell.
Cell A cell is identified by its name and every cell has a name (Cell Address). For
Address example, address of the active cell is A1. Here A is the column and 1 is the row.
Cell Range A group of cells in an Excel sheet can be defined as cell range.

Entering Data in the Sheet

AIM: Creating Class Fee Report.
Step 1: Place the pointer at A1 and Enter the text
R.NO.
Whatever we type will appear not only in
the active cell but also in the Formula bar.
Step 2: Press Arrow key or Tab key to move the
pointer to the cell on the right i.e. B1.

Skill
By default numbers are right
aligned and text is left aligned.
Enter the rest of the data as given in the sheet here:

Keys
Movement : Key stroke
One cell up : up arrow key
One cell down : down arrow key or Enter Key
One cell left : left arrow key
One cell right : right arrow key or Tab Key
Top of the worksheet (cell A1) : Ctrl + Home

Saving the Sheet

Step 1: Click the File tab.
Step 2: Select Save.
Step 3: The Save As dialog box will
appear. Select the location where
you wish to save the workbook.
Step 4: Enter a name for the workbook Choose a location
and click Save. Type a file name

Click Save when done

Keys You may need to use the Save As feature when you need
Ctrl + S : Save to save a workbook under a different name or in a different
F12 : Save As folder under the same name or to save it for earlier versions
Ctrl + F4 : Save and Close of Excel. Remember that the older versions of Excel will not
Alt + F4 : Save, Close and Exit
be able to open an Excel 2007/2010 (.xlsx) worksheet unless
you have saved in Excel 97- 2003 Format which is (.xlsx).

Info
• A file name can consist of 255 characters, you can include spaces and dashes in a name.
• Microsoft Excel 2007/2010 file has an extension .xlsx and Excel 2003 file has an extension .xls.
Using Format Cell Dialog Box
Microsoft Excel provides the Format Cells dialog box that displays more options and more
precision for arrangement and formatting of data in cells.
Step 1: Select the cell or cells on which you want to
apply formatting.
Step 2: Click the Dialog Box arrow in the Alignment
group of the Home tab.

Number Tab Font Tab Alignment Tab

The data type can be selected All the font attributes are These options allow us to
from the options on this tab. displayed in this tab including change the position and
Select General if the cell font face, size, style and alignment of the data within
contains text or number or effects. the cell.
another numerical category.

Fill Tab Border Tab Protect Tab

The option in this tab allows This tab allows us to add We can protect our worksheet
us to fill cells with different borders, shading and by using a password.
colors and styles. background colors to a cell.
Using Formulas & Functions
The distinguishing feature of a spreadsheet program such as Excel is that it allows you to
create mathematical formulas and execute functions, otherwise it would have been not much
more than a large table for displaying text. Using Excel, you can know your position in the
class or your aggregate marks and where you need to work hard. All this can be done using
Formulas and Functions in MS Excel.

Creating Formulas
Formulas are just mathematical expressions. They are Definition
entered in the worksheet cell and must begin with an equal
sign =. The formula then includes the addresses of the What is Formula?
cells whose values will be manipulated with appropriate A formula is an expression telling
the computer what mathematical
operands placed in between. After the formula is typed operation to be performed upon a
into the cell, the calculation executes immediately and specific value.
the formula itself is visible in the formula bar.

Rules to Create Formula

1. All formulas should begin with an equal (=)
sign. This is how Excel knows that a cell entry
is a formula not a value.
2. Formulas can contain any combination of
values, references, operators and functions.
3. Formulas are not case sensitive. This means
that:
= A1+B1+C1+D1 OR = a1+b1+c1+d1 are
same.
In Excel formulas, the following mathematical operators are used:
+ (plus sign) for addition
‐ (minus sign or hyphen) for subtraction ?
* (asterisk) for multiplication The formula in cell A4 appears
/ (slash) for division in the formula bar too.

^ (caret) for raising a number to an exponential power

Using the Reference Operators

Before using reference operators let us understand the meaning of Cell Reference. Cell
Reference means how a cell address will be referred, when a formula is being constructed.
The cell address has to be accurate for the formula to be correct. The formula is constructed
using cell addresses. Once the formula is created, it is copied whenever required to any other
part of the worksheet. Whenever a formula is copied from one part of the worksheet to the
other, the cell address of the cell changes relative to where it has been copied. This ability
to adjust a formula from one location to the other is called Relative Cell Referencing. The
formula is always adjusted relative to its cell location. This is the concept of Cell Referencing.

Entering Formula
Here we will create the workbook ‘Mark
Sheet’, enter data and format the sheet as
shown in the example window.
We will calculate the total marks obtained by
each student. For this you need to add the
numbers obtained in individual subjects.
The simplest way of using a formula under
the TOTAL field i.e. H4 is as follows.
Step 1: Go to Cell H4.
Step 2: Type =C4+D4+E4+F4+G4 and press Enter.

The sum of all the subject marks will appear.

Copying Formula
Step1: Click on the Cell H4.
Step 2: Drag the mouse pointer down
using fill handle present on the
right corner of the cell.
When you take the mouse pointer
to the right corner of the selected
cell. The pointer will change into a
'+' sign.
 Step 3: Release the mouse button and the
total will appear for other students
too.

Copy the Formula Using Copy & Paste

Step 1: Click in Cell H4.
2
Step 2: Click the Copy Button.
4
Step 3: Click the Cell H5 and drag it till
H8.
Step 4: Click the Paste button. 1

The formula will be adjusted in the cell

3
addresses and the result will be displayed.

Skill
As you change numbers in cells, MS Excel recalculates the worksheet. This makes it easy for you to
correct mistakes and analyze a variety of scenarios.

AIM: Use the formula method to calculate the percentage of five(5) subject marks.
Step 1: Place the cursor below the heading PER% in I4.
Step 2: Type the formula
=(H4/500)*100
(assuming the
maximum marks of
each subject is 100).
Step 3: Press the Enter Key and
observe the output.
Step 4: Use Copy & Paste
option to copy the
formula for other
students.
AutoSum
You can use the AutoSum button on the Home tab to automatically add a column or
row of numbers. When you press the AutoSum button, Excel selects the numbers it thinks
you want to add. If you are satisfied then click the check mark on the Formula bar or press
the Enter key, Excel adds these numbers. If numbers that are automatically selected by Excel
are different from the numbers you want to add, then you have the option to choose the
cells you want to add.
Step 1: Go to cell H4.
Step 2: Choose the Home tab.
Step 3: Click the AutoSum button in
the Editing group. Excel selects
cells C4 to G4 and enters a
formula in cell H4.
Step 4: Press Enter. Excel adds cells C4
to G4 and displays the result in
cell H4.

Creating Excel Functions

Functions are special pre-written formulas that take value(s) to perform an operation and
return value(s) in the cell in which they are entered. By using functions, you can quickly and
easily make many useful calculations, such as finding an average, the highest number, the
lowest number and a count of the number of items in a list.
Functions differ from regular formulas because in functions you supply the value but not the
operators, such as +, -, *, or /. You can use the SUM function to add as shown below:

Equal Sign Argument

Info
• The equal sign begins the function.
= SUM ( A1,B2:C7 ) • SUM is the name of the function.
• A1 and B2:C7 are the arguments.
• Parentheses enclose the arguments.
Function This is the This is the
• Commas separate the arguments.
Name cell address cell range
While using a function, remember the following:
• Use an equal sign to begin.
• Specify the function name.
• Enclose arguments within parentheses. Arguments are values on which you want to
perform the calculation. For example, arguments specify the numbers or cells you want
to add.
• Use a comma to separate arguments.
Some examples of commonly used Excel functions are:

FUNCTIONS EXAMPLES DESCRIPTION

SUM = SUM (A1:A10) Finds the total of the given cell range.
AVERAGE =AVERAGE(A1:A10) Finds the average of cell range.
MAX =MAX(A1:A100) Returns the highest number in the range.
MIN =MIN(A1:A100) Returns the lowest number in the range.
SQRT =SQRT(A1) Finds the square root of the value in a cell.
COUNT =COUNT(A1:A100) Counts the number of entries in the range.
TODAY =TODAY() Returns the current date.
DAY =DAY(1/1/01) Returns day of the specified date.
MONTH =MONTH(1/1/01) Returns month of the specified date.
YEAR =YEAR(1/1/01) Returns year of the specified date.

Sum Function
The SUM function adds given argument values.
Step 1: Go to cell H4 and type =SUM(C4:G4).
Step 2: Press Enter. The sum of C4 to G4
appears in H4.

2
Enter a Function using Ribbon
Step 1: Go to Cell H4.
Step 2: Click the Insert Function
button. The Insert Function
dialog box appears.
Step 3: Choose Math & Trig in the
Category box.
Step 4: Click Sum in the Function box. 6
Step 5: Click OK. The Function Arguments
dialog box appears.
Step 6: Click on Collapse dialog button
at the end of Number1 text box
to edit the formula (if required).
The formula palette will shrink to allow
you to see your worksheet and select the
range of cells for calculations.
Step 7: Select the cells to be included in
the calculation. A range will appear
in the Formula bar.
Step 8: Click OK. The sum of cells C4 to G4
will appear.

Average Function
You can use the AVERAGE function to
calculate the average of a series of numbers.
Step 1: Move to cell I4 under the heading 2
PER%.
Step 2: Click the Insert Function button.
1
The Insert Function dialog box 3
appears. 4

Step 3: Choose All in the Category box.

 Step 4: Click Average in the Function
box and Click OK.

5 Step 5: Enter the range C4:G4 in the

Number 1 box and Click OK.
The average of cells C4 to G4
appears.
Step 6: Copy the function of the cell
I4 to I5:I8 to calculate the
average of other students.
Step 7: Select the cells from I4 to I8
and from the Home tab, use the
Increase Decimal button under
Number section to display the
average up to 2 decimal points.
6

Skill
You can also
calculate the
average by clicking
the dropdown
button next to the
AutoSum button.

Min Function
You can use the MIN function to find the lowest
number in a series of numbers. In the example
‘Sport Day Results’ sheet, find out the minimum
time taken by all the teams in different races.
Step 1: Design and enter the data as shown in
the example sheet.
Step 2: Move to cell B10.
Step 3: Type the text MIN.
Step 4: Press the right arrow key to move to cell
C10.
Step 5: Type the function =min(C4:C8).
Step 6: Press Enter. The lowest number in the
series (100 meters), that is 1.10, appears.
Step 7: Use Click and Drag method to copy the
formula for other events.

Max Function
You can use the MAX function to find the highest number in a series of numbers. Now we
will find out the maximum values in long and high jump events.
Step 1: Move to cell B11.
Step 2: Type the text MAX.
Step 3: Press the right arrow key to move to cell
F11.
Step 4: Type the function = max(F4:F8).
Step 5: Press Enter. The highest value in the series,
which is 5.75, appears.
Step 6: Copy the formula for other event i.e. high
jump (G11).

Count Function
The Excel COUNT function returns the count of values that are numbers, generally cells that
contain numbers. In this example we can use the
count function to count the number of teams in
the sports day events.
Step 1: Move to cell A12.
Step 2: Type TEAMS.
Step 3: Press the right arrow key to move to cell
B12.
Step 4: Type = count(B4:B8).
Step 5: Press Enter. The number of items in the
series, that is 5 appears.
Logical Function
IF function is a logical function that returns one value when a condition we specify evaluates
to TRUE and another value when it evaluates to FALSE. We use IF to conduct conditional tests
on values and formulas.

Syntax : IF (logical_test, value_IF_True, value_IF_False)

Logical‐Test: Test the logic of any value or expression that can be evaluated to TRUE or
FALSE. For example, A7=100 is a logical expression, if the value in cell A7 is equal to 100, the
expression evaluates to TRUE. Otherwise, the expression evaluates to FALSE.
Value‐If‐True: It is the value that is returned when the given logical expression is true.
Value‐If‐False: It is the value that is returned when the given logical expression is false.
You can display any string as a return value for true or false. For example if Per%>=40 is the
logical test, for the true value you can display the text as ‘Passed’ and for the false value you
can display the text as ‘Work Hard’.
Example: In the workbook 'MARKS
SHEET', use the IF function to give remark
1
‘EXCELLENT’ to those students who have
secured more than 75% and ‘GOOD’ for the 3
rest.
2
Step 1: In the column heading REMARKS
after PER%.
Step 2: Place the pointer at J4 and type =. 4
Step 3: Select IF from the function list.
Step 4: In the Logical_test option type :
5
I4>=75 (I4 is the cell where the 6
percentage of marks are calculated).
Step 5: In the Value-If-True option type: 7
EXCELLENT.
Step 6: In the Value-If-False option type:
GOOD.
Step 7: Click OK.
Note the Remarks for the first
student appears.
Step 8: To display the remarks for the others
copy the same formula for other
cells using Copy and Paste option.
 Skill
Upto seven(7) IF functions can
be nested as value‐If‐True and
value‐If‐False arguments to
construct more elaborate tests.

Protect the Workbook

You may have workbooks with sensitive information that you don't want others to open
and see. Excel 2007/2010 includes a Protect Workbook command that prevents others
from making changes to the data/layout of the worksheets in a workbook. You can assign a
password when you protect an Excel workbook so that only those who know the password
can unprotect the workbook and change the data or structure of the worksheets.
Step 1: Click the File tab and select Save
As option.
Step 2: From the Save As dialog box, click
the Tools icon and from the drop
down list, select General Options.
Step 3: From the Save Options dialog box,
enter a password into the Password
to open text box. In future you have
to enter this password in order to
open the file, so don’t forget it.

If you enter a password into the Password to modify text box,

it gives others the ability to open, view and edit a workbook,
but not to save it with the same name.

Step 4: Click the OK button. You will be asked to re-type the password to ensure that it is
consistent.
Now, our workbook is
protected and requires
a password to open.
Protect a Worksheet
Protecting a workbook does not prevent others from changing the contents of cells. To
protect cell contents, you must use the Protect Sheet command button on the Review tab.
Step 1: From the Review
Tab, go to Changes
Group and click on
Protect Sheet.
This will display the Protect Sheet dialog box.
Step 2: From the Protect Sheet dialog box, you can choose
any option from the lists.
Step 3: In the Password to protect sheet column, you can
enter a password (case sensitive) and Click OK.
Step 4: You will be asked to re-type the password to ensure
that it is consistent then Click OK.
Step 5: Click Yes to save the sheet with password protection.
Step 6: To unprotect a worksheet : From the Review Tab,
go to Changes Group and click Unprotect Worksheet.

Now You Know

• MS Excel is spreadsheet software allow users to organize, format and calculate data with
formulas.
• Openoffice‐Calc, Libreoffice‐Calc and Google sheets are open source freeware alternatives
to MS Excel.
• MS Excel document is called a workbook. By default it contains three (3) worksheets.
• A worksheet is a grid of cells and the intersection of a row and a column forms a cell.
• Columns are vertical divisions in the spreadsheet and are headed by letters.
• Rows are the horizontal divisions in the spreadsheet and are headed by numbers.
• Microsoft Excel 2010 file has an extension .xlsx
• Formulas are mathematical expressions used to perform calculations.
• Functions are pre‐written formulas that perform calculations on the given values.
• All the formulas and functions must begin with an equal (=) sign.
• A cell in a worksheet has a unique address, also called as cell reference.
• SUM function adds the values of the cells specified in the brackets.
 • AVERAGE function finds the average of the specified range of cell data.
• MIN function finds the lowest number from a series of numbers.
• MAX function finds the highest number from a series of numbers.
• Count function returns the count of values that are numbers in the cells that contain numbers.
• IF function returns one value when a condition is TRUE and another value when it is FALSE.
• Workbook and worksheet password protection features allows us to keep data or excel files
safe from being accessed by any unauthorized person.

ACTIVITY 1: In the example of Mark Sheet, write a formula to display the remarks on the basis of the
following:
• If PER% >=75 Then display 'Excellent'
• If PER% >=60 but < 75 Then display 'V
GOOD'
• If PER% >=50 but <60 Then display 'GOOD'
• If PER% <50 Then display 'Work Hard’
Step 1: Place the Pointer at J4.
Step 2: Enter the following formula in the
formula bar and press Enter
=IF(I4>=75,"Excellent",IF(I4>=60,"V Good",IF(I4>=50,"Good","Work Hard")))
Notice that the remarks of the first student are displayed. For others simply copy the formula.
ACTIVITY 2: In the Mark Sheet workbook, find
out the topper of the class, lowest
marks in the class and the number of
students in a class.
Step 1: Click H10 and type =MAX(H4:H8) to find
the highest marks.
Step 2: Click H11 and type =MIN(H4:H8) to find
the lowest marks.
Step 3: Click H12 and type =COUNT(A4:A8) to
find the class strength.
ACTIVITY3: Open the ‘FeeBook’ workbook and use the formulas to calculate the total fee and balance
fee amount of all the students.
Format the worksheet as shown here:
• Calculate the total fee under the column
head ‘TOTAL’.
Total=Tution Fee+Bus Fee+Comp
Fee+Fine
• Calculate the balance amount under the
column head ‘BALANCE’
Balance=Total ‐ Paid

Sheet
A. Tick () the correct option for the following statements.
1. MS Excel is distributed by this company.

a) Mitsubishi b) Microsoft c) Apple

2. An Excel file is also called as this.

a) Spreadsheet b) Workbook c) Document

3. This is not an open source freewere spreadsheet software.

a) Google sheets b) Openoffice‐Calc c) MS Excel

4. The basic unit of the spreadsheet.

a) Row b) Column c) Cell

5. They are used to perform calculations without typing long and complex formulas.

a) Functions b) Auto Calculators c) Operations

6. All the formulas and functions in MS Excel must begin with this sign.

a) @ b) # c) =

7. In cell reference, this is used to separate the address of two cells.

a) semi colon b) full stop c) colon

8. The bar that is used to edit or enter the formula or function.

a) Formula bar b) Function bar c) Calculation bar

 9. The values in a function on which calculations are performed.

a) Numbers b) Cell values c) Arguments

10. The button on the editing group of the home tab used for quick addition of numbers in cells.

a) Auto Add b) AutoSum c) Quick Sum

11. The function that is used to check a condition.

a) IF b) SUM c) AVERAGE

12. The function that tells you how many entries are there in the specified cells.

a) AVERAGE b) AUTO COUNT c) COUNT

13. The formula in C2 is =A2+B2. The change in formula if we copied it in cell C3.

a) = A3+B3 b) =A?+B? c) = A2+B2

B. Give one word answer for the following statements.

Box

1. The first computer spreadsheet program.

2. Number of rows in an Excel 2010 sheet.
3. Number of columns in an Excel 2010 sheet.
4. The default name that appears for a new workbook.
5. The option in the Save As dialog box that provides the facility to create the
password to protect a workbook.
6. The shape of the mouse pointer while copying the formula using drag method.
7. Name any open source alternative to MS Excel.

C. Observe the following window and write the output for the formulas/functions given below.
1. =C4*D4
2. =SUM(E4:E8)
3. =AVERAGE(E4:E8)

4. =MIN(D4:D8)

5. =MAX(E4:E8)

6. =COUNT(A4:A8)
7. =IF(E3>=150,"Out of Budget", "With in Budget")
D. Which of the following statements are True or False.

1. In formulas, recalculation is required if we change values in the cells.

2. Cell references in the formulas are not case sensitive.
3. Formula can't be copied to other cells.
4. IF function always returns values either true or false.
5. AutoSum only adds a row of numbers.

E. Write the syntax for following Excel functions.

1. SUM Syntax :
2. AVERAGE Syntax :
3. MAX Syntax :
4. IF Syntax :

F. Answer the following questions.

1. What is MS Excel? How is it helpful for us?

2. Why do we need formulas? Write the general rules while typing a formula.

3. Explain different methods of calculating the sum of a range of cells.

4. What happens if we make the corrections in the data after typing formula? Do we need to type the
formula again or there is some facility in MS Excel to avoid retyping?

5. What are functions? Explain with an example.

6. What is the difference between protecting a workbook and protecting a worksheet?

1 Rohan is designing a class-wise fee collection
report of a school. Study the Excel worksheet as
shown here, carefully and help him to answer the
following questions:

Formula Output

b)
the class.
c)
of the school.
d)
school.
2 the following
window and help Kanika to write the
correct formulas/functions with their
respective output.

Formula Output

b)
c)
d)
a
b
c
d