Microsoft Excel - Full Notes and Practical Exercises
PART 1: Introduction and Basic Concepts
1. Introduction to Microsoft Excel
Microsoft Excel is a spreadsheet program used for data entry, organization, analysis, and
calculations. It uses rows and columns to create worksheets for recording and analyzing
data. Each file is called a workbook, which can contain multiple worksheets.
2. Uses of Microsoft Excel
- Preparing budgets
- Performing calculations using formulas
- Creating charts and graphs
- Managing records (students, employees, sales)
- Data analysis and reporting
3. Features of Microsoft Excel
- Cells: Intersection of a row and a column.
- Rows: Horizontal lines labeled 1, 2, 3...
- Columns: Vertical lines labeled A, B, C...
- Worksheet: A grid of rows and columns.
- Workbook: A collection of worksheets.
- Formula Bar: Displays formula or content of selected cell.
- Name Box: Shows address of selected cell.
- Ribbon: Contains Excel tools organized into tabs.
4. Starting Microsoft Excel
Steps:
1. Click Start → Search Microsoft Excel → Open.
2. Choose Blank Workbook.
3. Excel window opens with a grid of rows and columns.
5. Basic Terminologies
- Cell: Intersection of row and column.
- Range: Group of cells, e.g., A1:C5.
- Active Cell: The currently selected cell.
- Formula: Mathematical expression e.g., =A1+B1.
- Function: Predefined formula e.g., =SUM(A1:A5).
6. Entering and Editing Data
- Click on a cell to type text, numbers, or formulas.
- Press Enter or Tab to move to next cell.
- To edit data: double-click the cell or edit in the Formula Bar.
7. Saving a Workbook
1. Click File → Save As.
2. Choose location.
3. Type file name.
4. Click Save (.xlsx).
8. Basic Formatting in Excel
- Change font, color, and alignment.
- Apply borders or shading.
- Merge & Center.
- Change number format (currency, percentage, date).
9. Simple Calculations
- Addition: =A1+B1
- Subtraction: =A1-B1
- Multiplication: =A1*B1
- Division: =A1/B1
10. Common Functions
=SUM(A1:A5) → Adds numbers
=AVERAGE(A1:A5) → Finds average
=MIN(A1:A5) → Smallest number
=MAX(A1:A5) → Largest number
=COUNT(A1:A5) → Counts numeric cells
PART 2: Intermediate Basics
11. Working with Formulas and Functions
All Excel formulas begin with '='. Use cell references instead of typing numbers directly to
make results auto-update.
12. AutoFill and Flash Fill
- AutoFill continues a sequence automatically.
- Flash Fill predicts and fills values based on a pattern.
13. Sorting Data
Data → Sort A to Z / Z to A to arrange alphabetically or numerically.
14. Filtering Data
Data → Filter → Use drop-down arrows to show only the data that meets certain criteria.
15. Creating Charts
Insert → Choose Chart Type (Column, Pie, Bar, etc.) → Customize.
16. Multiple Worksheets
Each workbook can have several worksheets (tabs). You can rename, move, copy, or delete
them.
17. Page Setup and Printing
Page Layout → Adjust Margins, Orientation, and Paper Size → Print Preview before printing.
18. Keyboard Shortcuts
- Save: Ctrl+S
- Copy: Ctrl+C
- Paste: Ctrl+V
- Undo: Ctrl+Z
- Insert Sheet: Shift+F11
- Next Sheet: Ctrl+Page Down
19. Common Beginner Mistakes
- Forgetting '=' before formulas.
- Mixing text and numbers in one column.
- Not saving often.
- Forgetting to adjust column width.
20. Importance of Excel
Used in offices, education, research, and finance for record-keeping and analysis.
Excel Practical Exercises
🧮 PRACTICAL TEST – MICROSOFT EXCEL
Duration: 1 Hour
Marks: 100
Instructions:
Open Microsoft Excel and complete the following tasks. Save your file as
YourName_ExcelTest.xlsx
TASK 1: Data Entry (20 Marks)
Create a table with the following data:
| Student Name | Math | English | Science |
|---------------|-------|----------|----------|
| John | 80 | 75 | 90 |
| Mary | 65 | 85 | 78 |
| Brian | 90 | 88 | 95 |
| Alice | 72 | 80 | 70 |
Format the table neatly with borders and bold headers.
TASK 2: Formulas (25 Marks)
Add a new column named "Total" and calculate the sum of all subjects for each student
using the SUM function.
Add another column named "Average" to find each student’s average using AVERAGE.
TASK 3: Sorting and Filtering (15 Marks)
- Sort the students by their Total in descending order.
- Apply a filter to display only students who scored above 80 in Science.
TASK 4: Charts (20 Marks)
Create a bar chart showing each student’s total marks.
Add a chart title and label the axes appropriately.
TASK 5: Page Setup and Printing (20 Marks)
- Add a header with your name.
- Add a footer with page number.
- Change page orientation to Landscape.
- Preview and ensure it fits on one page before printing.
