WHAT IS EXCEL ?

Microsoft Excel is a commercial spreadsheet application

written and distributed by Microsoft for Microsoft
Windows and Mac OS X. The current versions at the time
of writing this tutorial are 2010 for Microsoft Windows
and 2011 for Mac OS X.
Microsoft Excel is a spreadsheet tool capable of
performing calculations, analyzing data and integrating
information from different programs.
By default, documents saved in Excel 2010 are saved
with the .xlsx extension where as the file extension of
the prior Excel versions is .xls.
 Getting Started with Excel 2010
This chapter will teach you how to start a excel 2010 application in simple steps. Assuming
you have Microsoft Office 2010 installed in your PC, to start excel application, follow the
following steps at your PC:
Step (1): Click Start button.
Step (2): Click All Programs option from the menu.
Step (3): Search for Microsoft Office from the sub menu and click it.
Step (4): Search for Microsoft Excel 2010 from the submenu and click it.
This will launch Microsoft Excel 2010 application and you will see the following excel window.
 Explore Window in Excel 2010
Following is the basic window which you get when you start excel application. Let us
understand various important parts of this window.
File Tab:
The File tab replaces the Office button from Excel 2007.
You can click it to check Backstage view, which is the
place to come when you need to open or save files,
create new sheets, print a sheet, and do other file-
related operations.

Quick Access Toolbar:

This you will find just above the File tab and its purpose
is to provide a convenient resting place for the Excel
most frequently used commands. You can customize
this toolbar based on your comfort.
Ribbon:

Ribbon contains commands organized in three components:

Tabs : They appear across the top of the Ribbon and contain
groups of related commands. Home, Insert, Page Layout are
example of ribbon tabs.
Groups : They organize related commands; each group name
appears below the group on the Ribbon. For example group
of commands related to fonts or or group of commands
related to alignment etc.
Commands : Commands appear within each group as
mentioned above.
Title bar:
This lies in the middle and at the top or the window.
Title bar shows the program and sheet titles.
Help:
The Help Icon can be used to get excel related help
anytime you like. This provides nice tutorial on various
subjects related to excel.
Zoom Control:
Zoom control lets you zoom in for a closer look at your
text. The zoom control consists of a slider that you can
slide left or right to zoom in or out, . and + buttons you
can click to increase or decrease the zoom factor.
View Buttons:
The group of three buttons located to the left of the Zoom control,
near the bottom of the screen, lets you switch among excel's various
sheet views.
Normal Layout view : This displays page in normal view.
Page Layout view :This displays pages exactly as they will appear
when printed. This gives a full screen look of the document.
Page Break view : This shows a preview of where pages will break
when printed.
Sheet Area:
The area where you enter data. The flashing vertical bar is called
the insertion point and it represents the location where text will
appear when you type.
Row Bar
Rows are numbered from 1 onwards and keeps on increasing as you
keep entering data. Maximum limit is 1,048,576 rows.
Column Bar
Columns are numbered from A onwards and keeps on increasing as
you keep entering data. After Z, it will start series of AA,AB and so on.
Maximum limit is 16,384 columns.

Status Bar:
This displays sheet information as well as the insertion point location.
From left to right, this bar can contains the total number of pages and
words in the document, language etc.
You can configure the status bar by right-clicking anywhere on it and by
selecting or deselecting options from the provided list.

Dialog Box Launcher:

This appears as very small arrow in the lower-right corner of many
groups on the Ribbon. Clicking this button opens a dialog box or task
pane that provides more options about the group.
 Back Stage View in Excel 2010
The Backstage view has been introduced in Excel 2010 and acts as the
central place for managing your sheets. The backstage view helps in
creating new sheet, saving and opening sheets, printing and sharing
sheets, and so on.
Getting to the Backstage View is easy: Just click the File tab, located in
the upper-left corner of the Excel Ribbon. If you already do not have
any opened sheet then you will see a window listing down all the
recently opened sheets as follows:
If you already have an opened sheet then it will display a window
showing detail about the opened sheet as shown below. Backstage view
shows three columns when you select most of the available options in
the first column.
First column of the backstage view will have following options:
Option Description
Save If an existing sheet is opened, it would be saved as is, otherwise it will display a
dialogue box asking for sheet name.
Save As A dialogue box will be displayed asking for sheet name and sheet type, by default it
will save in sheet 2010 format with extension .xlsx

Open This option will be used to open an existing excel sheet.

Close This option will be used to close an opened .
Info This option will display information about the opened sheet.
Recent This option will list down all the recently opened sheets
New This option will be used to open a new sheet.
Print This option will be used to print an opened sheet.
Save & Send This option will save an opened sheet and will display options to send the sheet
using email etc.
Help You can use this option to get required help about excel 2010.
Options Use this option to set various option related to excel 2010.
Exit Use this option to close the sheet and exit.
 Move Around in Excel 2010
Order Date Region Rep Item Units Unit Cost Total

1/6/2010 East Jones Pencil 95 1.99 189.05

1/23/2010 Central Kivell Binder 50 19.99 999.5
2/9/2010 Central Jardine Pencil 36 4.99 179.64
2/26/2010 Central Gill Pen 27 19.99 539.73
3/15/2010 West Sorvino Pencil 56 2.99 167.44
4/1/2010 East Jones Binder 60 4.99 299.4
4/18/2010 Central Andrews Pencil 75 1.99 149.25
5/5/2010 Central Jardine Pencil 90 4.99 449.1
5/22/2010 West Thompso Pencil 32 1.99 63.68
n
6/8/2010 East Jones Binder 60 8.99 539.4
6/25/2010 Central Morgan Pencil 90 4.99 449.1
7/12/2010 East Howard Binder 29 1.99 57.71
7/29/2010 East Parent Binder 81 19.99 1,619.19
8/15/2010 East Jones Pencil 35 4.99 174.65
Moving with Mouse
You can easily move the insertion point by clicking in your text anywhere on the screen.
Sometime if sheet is big then you can not see a place where you want to move. In such situation
you would have to use the scroll bars, as shown in the following screen shot:
Moving with Scroll Bars

As shown in the above screen capture, there are two scroll

bars: one for moving vertically within the sheet, and one for
moving horizontally. Using the vertical scroll bar, you may:
Move upward by one line by clicking the upward-pointing
scroll arrow.
Move downward by one line by clicking the downward-
pointing scroll arrow.
Move one next page, using next page button (footnote).
Move one previous page, using previous page button
(footnote).
Use Browse Object button to move through the sheet,
going from one chosen object to the next.
Moving with Keyboard
The following keyboard commands, used for moving around your sheet, also move the insertion
point:

Keystroke Where the Insertion Point Moves

Forward one box
Back one box
Up one box
Down one box
PageUp To the previous screen
PageDown To the next screen
Home To the beginning of the current screen
End To the end of the current screen
You can move box by box or sheet by sheet . Now click in any box containing data in the sheet.
You would have to hold down the Ctrl key while pressing an arrow key, which moves the
insertion point as described here:

Key Combination Where the Insertion Point Moves

Ctrl + To the last box containing data of the current row

Ctrl + To the first box containing data of the current row

Ctrl + To the first box containing data of the current column

Ctrl + To the last box containing data of the current column

Ctrl + PageUp To the sheet in the left of the current sheet.

Ctrl + PageDown To the sheet in the right of the current sheet.

Ctrl + Home To the beginning of the sheet

Ctrl + End To the end of the sheet
Moving with Go To Command

Press F5 key to use Go To command, which will display a dialogue box where you will have
various options to reach to a particular box.
Normally we use row and column number ,for example K5 and finally press Go To button.
Entering Values in Excel 2010
Let us see how easy is to enter text in a excel sheet. Hope you are aware that when you start a
sheet, it displays a new sheet by default as shown below:
Sheet area is the area where where you type your text. The flashing vertical bar is called the
insertion point and it represents the location where text will appear when you type. When you
click on a box then box becomes highlighted . When you double click the box flashing vertical
bar will come and you can start entering data then.
So just keep your mouse cursor at the text insertion point and start typing whatever text you
would like to type. I typed only two word "Hello Excel" as shown below. The text appears to
the left of the insertion point as you type:

There are following three important points which would help you while typing:
Press Tab to go to next column.
Press Enter to go to next row.
Press Alt + Enter to enter a new line in the same column.
 Insert Data in Excel 2010
In MS Excel there are 1048576*16384 cells.MS Excel cell can have Text,
Numeric value or formulas. MS Excel cell can have maximum of 32000
characters.
Inserting Data
For inserting data in MS Excel just activate the cell type text or number and
press enter or Navigation key.
Inserting Formula
For inserting formula in MS Excel go to formula bar ,enter the formula and then
press enter or navigation key. See the screen-shot below to understand it.
Modifying Cell Content
For modifying the cell content just activate the cell, enter a new value and then
press enter or navigation key to see changes. See the screen-shot below to
understand it.
Setting Fonts in Excel 2010
Setting font from Home
You can set the font of the selected text from Home » Font group » select the font
Setting font from format cell dialogue
Right click on cell » Format cells » Font Tab
Press Control + 1 or Shift + Control + F
Formatting Cell
MS Excel Cell can hold different types of data like Numbers, Currency, Dates, etc..You can
set the cell type in various ways as below:
Right Click on the cell » Format cells » Number
Click on the Ribbon from the ribbon
Various Cell formats

Below are various cell formats.

General : This is default cell format of Cell.
Number: This displays cell as number with separator
Currency : This displays cell as currency i.e with currency sign.
Accounting : Similar to Currency used for accounting purpose.
Date : Various date formats are available under this like 17-09-2013,
17th-Sep-2013, etc
Time : Various Time formats are avilable under this like 1.30PM,
13.30, etc
Percentage : This displays cell as percentage with decimal places like
50.00%
Fraction : This displays cell as fraction like 1/4 ,1/2 etc
Scientific : This displays cell as exponential like 5.6E+01
Text : This displays cell as normal text.
Special : This is special formats of cell like Zip code, Phone Number
Custom : You can use custom format by using this.
Text-decoration
Various options available in Home tab of the ribbon as below
Bold : It makes text highlighted by choose Home » Font Group » Click B or
Press Control + B
Italic : It makes text italic by choose Home » Font Group » Click Ior Press Control + B
Underline : It makes text to be underlined by choose Home » Font Group » Click U or
Press Control + B
Double Underline : It makes text highlighted by choose Home » Font Group » Click
arrow near U » Select Double Underline
Rotating Cell From Home Tab
Click on the orientation in the Home tab. Choose options available like Angle Counter
Clockwise, Angle Clockwise, etc.
Rotating Cell from Formatting Cell
Right Click on the cell. Choose Format cells » Alignment » Set the degree for rotation
Merge Cells
MS Excel enables you to merge two or more cells. When you merge cells, you don’t combine
the contents of cells. Rather, you combine a group of cells into a single cell that occupies the
same space.
You can merge cells by various ways as below
Choose Merge & Center control on the Ribbon is simpler . To merge cells, select the cells that
you want to merge and then click the Merge & Center button.
Choose Alignment tab of the Format Cells dialogue box to merge cells
Additional Options
The Home » Alignment group » Merge & Center control contains a drop-down list with
these additional options:
Merge Across : When a multi-row range is selected, this command creates multiple merged
cells — one for each row.
Merge Cells : Merges the selected cells without applying the Center attribute.
Unmerge Cells : Unmerges the selected cells.
Wrap Text and Shrink to Fit
If you have text too wide to fit the column width but don’t want that text to spill over into
adjacent cells, you can use either the Wrap Text option or the Shrink to Fit option to
accommodate that text.
Apply Borders
MS Excel enables you to apply borders to the cells . For applying border select the range of
cells Right Click » Format cells » Border Tab » Select the Border Style
Then you can apply border by Home Tab » Font group »Apply Borders
Apply Shading
You can add shading to the cell from the Home tab » Font Group » Select the Color
Formatting Cells
In MS Excel you can apply formatting to the cell or range of cells by Right Click» Format
cells" Select the tab. Various tabs are available as below
Alternative to placing Background
Number : You can Set the Format of cell depending on cell content.
Find tutorial on this at MS Excel - Setting Cell Type
Alignment : You can set alignment of text on this tab.Find tutorial on
this at MS Excel - Text Alignments
Font : You can set Font of text on this tab.Find tutorial on this at
MS Excel - Setting Fonts
Border : You can set border of cell with this tab.Find tutorial on this
at MS Excel - Borders and Shades
Fill : You can set fill of cell with this tab.Find tutorial on this at
MS Excel - Borders and Shades
Protection : You can set cell protection option with this tab.
 Adjust Margins in Excel 2010

Margins
Margins are the unprinted areas along the sides, top, and bottom of a printed page. All printed
pages in MS Excel have the same margins. You can’t specify different margins for different
pages.
You can set margins by various ways as below
Choose Page Layout » Page Setup » Margins drop-down list, you can select Normal, Wide,
Narrow, or the custom Setting.
These options are also available when you choose File » Print.
If none of these settings does the job, choose Custom Margins to display the Margins tab of
the Page Setup dialog box, as shown below.
Center on Page

By default, Excel aligns the printed page at the top and

left margins. If you want the output to be centered
vertically or horizontally, select the appropriate check box
in the Center on Page section of the Margins tab as
shown in above screenshot.
Page Orientation in Excel 2010

Page Orientation
Page orientation refers to how output is printed on the page. If you change the
orientation, the onscreen page breaks adjust automatically to accommodate the new
paper orientation.
Types of Page Orientation
Portrait : Portrait to print tall pages (the default).
Landscape : Landscape to print wide pages. Landscape orientation is useful when you
have a wide range that doesn’t fit on a vertically oriented page.
Changing Page Orientation
Choose Page Layout » Page Setup » Orientation » Portrait or Landscape
Choose File » Print
Header and Footer in Excel 2010
Header and Footer
A header is information that appears at the top of each printed page and a footer is
information that appears at the bottom of each printed page. By default, new workbooks do
not have headers or footers.
Adding Header and Footer
Choose Page Setup dialog box » Header or Footer tab
You can choose predefined header and footer or create your custom

&[Page] : Displays the page number

&[Pages] : Displays the total number of pages to be printed
&[Date] : Displays the current date
&[Time] : Displays the current time
&[Path]&[File] : Displays the workbook’s complete path and filename
&[File] : Displays the workbook name
&[Tab] : Displays the sheet’s name
Other header and footer options
When a header or footer is selected in Page Layout view, the Header & Footer »
Design » Options group contains controls that let you specify other options:
Different First Page : Check this to specify a different header or footer for the
first printed page.
Different Odd & Even Pages : Check this to specify a different header or footer
for odd and even pages.
Scale with Document : If checked, the font size in the header and footer will be
sized.Accordingly if the document is scaled when printed. This option is enabled,
by default.
Align with Page Margins : If checked, the left header and footer will be aligned
with the left margin, and the right header and footer will be aligned with the
right margin. This option is enabled, by default.
Insert Page Break in Excel 2010
Page Breaks

If you don’t want a row to print on a page by itself or you don't want a table header row to
be the last line on a page. MS Excel gives you precise control over page breaks.
MS Excel handles page breaks automatically, but sometimes you may want to force a page
breakeither a vertical or a horizontal one so that the report prints the way you want.
For example, if your worksheet consists of several distinct sections, you may want to print
each section on a separate sheet of paper.
Inserting Page Breaks
Insert Horizontal Page Break: For example, if you want row 14 to be the first row of a new
page, select cell A14. Then choose Page Layout » Page Setup Group » Breaks» Insert Page
Break.
Set Background in Excel 2010
Background Image
If you like to have a background image on your printouts then Unfortunately, you can’t.
You may have noticed the Page Layout » Page Setup » Background command. This
button displays a dialogue box that lets you select an image to display as a background.
Placing this control among the other print-related commands is very misleading.
Background images placed on a worksheet are never printed.
Alternative to placing Background
You can insert a Shape, WordArt, or a picture on your worksheet and then adjust its
transparency. Then copy the image to all printed pages.
You can insert an object in a page header or footer.
Freeze Panes in Excel 2010
Freezing Panes
If you set up a worksheet with row or column headings, these
headings will not be visible when you scroll down or to the right.MS
Excel provides a handy solution to this problem with freezing panes.
Freezing panes keeps the headings visible while you’re scrolling
through the worksheet.
Using Freeze Panes
Follow below steps to do freeze panes
Select the First row or First Column or row Below are which you want
to freeze or Column right to area which you want to freeze
Choose View Tab » Freeze Panes
Select the suitable option
Freeze Panes : To freeze area of cells
Freeze Top Row : To freeze first row of worksheet
Freeze First Column : To freeze first Column of worksheet
If you selected Freeze top row you can see first row appears at the top after scrolling also. See
below screen-shot

Unfreeze Panes
To unfreeze Panges choose View Tab » Unfreeze Panes
Conditional Format in Excel 2010
Conditional Formatting
MS Excel 2010 Conditional Formatting feature enables you to format a range of values so
that values outside certain limits,are automatically formatted.
Choose Home Tab » Style group » Conditional Formatting dropdown.
Various conditional formatting options
Highlight Cells Rules : It opens a continuation menu with various options for defining
formatting rules that highlight the cells in the cell selection that contain certain values, text,
or dates, or that have values greater or less than a particular value, or that fall within a
certain ranges of values.
Suppose you want to find cell with Amount 0 and Mark them as red. Choose Range of cell »
Home Tab » Conditional Formatting Drop Down » Highlight Cell Rules » Equal To
After Clicking ok the cells with value zero are marked as red.

Top/Bottom Rules : It opens a continuation menu with various options for defining
formatting rules that highlight the top and bottom values, percentages, and above and
below average values in the cell selection.
Suppose you want to highlight top 10% rows you can do this with these Top/Bottom rules
Data Bars : It opens a palette with different color data bars that you can apply to the cell
selection to indicate their values relative to each other by clicking the data bar thumbnail.
With this conditional Formatting data Bars will appear in each cell.
Color Scales : It opens a palette with different three- and two-colored scales that you
can apply to the cell selection to indicate their values relative to each other by clicking
the color scale thumbnail.
See below screenshot with Color Scales conditional formatting applied.
Icon Sets : It opens a palette with different sets of icons that you can apply to the
cell selection to indicate their values relative to each other by clicking the icon set.
See below screenshot with Icon Sets conditional formatting applied.
New Rule : It opens the New Formatting Rule dialog box, where
you define a custom conditional formatting rule to apply to the cell
selection.
Clear Rules : It opens a continuation menu, where you can remove
conditional formatting rules for the cell selection by clicking the
Selected Cells option, for the entire worksheet by clicking the
Entire Sheet option, or for just the current data table by clicking
the This Table option.
Manage Rules : It opens the Conditional Formatting Rules
Manager dialog box, where you edit and delete particular rules as
well as adjust their rule precedence by moving them up or down in
the Rules list box.
Creating Formulas in Excel 2010

Elements of Formulas
A formula can consist of any of these elements:
Mathematical operators, such as +(for addition) and *(for
multiplication)
Example:
=A1+A2 Adds the values in cells A1 and A2.
Values or text
Example:
=200*0.5 Multiplies 200 times 0.5. This formula uses only
values, and it always returns the same result as 100.
Cell references (including named cells and
ranges)
Example:
=A1=C12 Compares cell A1 with cell C12. If
the cells are identical, the formula returns
TRUE; otherwise, it returns FALSE.
Worksheet functions (such as SUM or
AVERAGE)
Example:
=SUM(A1:A12) Adds the values in the range
A1:A12.
 Creating Formula
For creating formula you need to type in Formula Bar.Formula begins with '=' sign. When
building formulas manually, you can either type in the cell addresses or you can point to
them in the worksheet. Using the Pointing method to supply the cell addresses for
formulas is often easier and more powerful method of formula building. When you are
using built-in functions, you click the cell or drag through the cell range that you want
used when defining the function’s arguments in the Function Arguments dialog box .
See below screen shot.
Copying Formulas in Excel 2010

Relative cell addresses

MS Excel does it automatically adjusting the cell references in the
original formula to suit the position of the copies that you make. It
does this through a system known as relative cell addresses, where
by the column references in the cell address in the formula change
to suit their new column position and the row references change to
suit their new row position.
Let us see this with the help of example . Suppose we want sum of
all the rows at last then we will write a formula for first column i.e.
B. We want sum of the rows from 3 to 8 in the 9th row.
After writing formula in the 9th row, we can drag it to remaining columns and the
formula gets copied. After dragging we can see the formula in the remaining columns
as below.
column C : =SUM(C3:C8)
column D : =SUM(D3:D8)
column E : =SUM(E3:E8)
column F : =SUM(F3:F8)
column G : =SUM(G3:G8)
Formula Reference in Excel 2010

Cell references in Formulas

Most formulas you create include references to cells or ranges.
These references enable your formulas to work dynamically with
the data contained in those cells or ranges. For example, if your
formula refers to cell C2 and you change the value contained in
C2, the formula result reflects new value automatically.If you
didn’t use references in your formulas, you would need to edit
the formulas themselves in order to change the values used in
the formulas.
When you use a cell (or range) reference in a formula, you can
use three types of references :relative , absolute, and mixed
references
Relative Cell References
The row and column references can change when you copy the formula to
another cell because the references are actually offsets from the current row
and column. By default, Excel creates relative cell references in formulas.
Absolute Cell References
The row and column references do not change when you copy the formula
because the reference is to an actual cell address. An absolute reference
uses two dollar signs in its address: one for the column letter and one for
the row number (for example, $A$5).
Mixed Cell References
Either the row or column reference is relative, and the other is absolute. Only one of the
address parts is absolute (for example, $A5 or A$5)
Using Functions in Excel 2010
Using Functions
When you type = sign and then type any alphabet you will see the searched functions as
below.
Suppose you need to determine the largest value in a range. A formula can’t tell you the
answer without using a function. We will use formula that uses the MAX function to
return the largest value in the range B3:B8 as =MAX(A1:D100)
Another example of functions . Suppose you want to find if cell of month is greater than
1900 then we can give Bonus to Sales representative. The we can achieve it with writing
formula with IF functions as=IF(B9>1900,"Yes","No")
Function arguments
In the above examples, you may have noticed that all the
functions used parentheses. The information inside the
parentheses is the list of arguments.
Functions vary in how they use arguments. Depending on
what it has to do, a function may use.
No arguments : Examples: Now(),Date(),etc
One argument : UPPER(),LOWER(),etc
A fixed number of
arguments : IF(),MAX(),MIN(),AVERGAGE(),etc.
Infinite number of arguments:
Optional arguments:
 Bultin Functions in Excel 2010

Built in Functions
MS Excel has many built in functions which we can use in our formula. To see all the
functions by category choose Formulas Tab » Insert Function. Then Insert function Dialog
appears from which we can choose function.
Functions by categories
Let us see some of the built in functions in MS Excel.

Text Functions
LOWER : Converts all characters in a supplied text string to lower
case
UPPER : Converts all characters in a supplied text string to upper
case
TRIM : Removes duplicate spaces, and spaces at the start and
end of a text string
CONCATENATE : Joins together two or more text strings
LEFT : Returns a specified number of characters from the start of
a supplied text string
MID : Returns a specified number of characters from the middle
of a supplied text string
RIGHT : Returns a specified number of characters from the end
of a supplied text string
LEN : Returns the length of a supplied text string.
 FIND : Returns the position of a supplied character or text
string from within a supplied text string (case-sensitive)
Date & Time
DATE : Returns a date, from a user-supplied year, month and
day
TIME : Returns a time, from a user-supplied hour, minute and
second
DATEVALUE : Converts a text string showing a date, to an
integer that represents the date in Excel's date-time code
TIMEVALUE : Converts a text string showing a time, to a
decimal that represents the time in Excel
NOW : Returns the current date & time
TODAY : Returns today's date
Statistical
MAX : Returns the largest value from a list of
supplied numbers
MIN : Returns the smallest value from a list of
supplied numbers
AVERAGE : Returns the Average of a list of supplied
numbers
COUNT: Returns the number of numerical values in
a supplied set of cells or values
COUNTIF : Returns the number of cells (of a
supplied range), that satisfy a given criteria
SUM : Returns the sum of a supplied list of numbers
Logical
AND : Tests a number of user-defined conditions and returns
TRUE if ALL of the conditions evaluate to TRUE, or FALSE
otherwise
OR : Tests a number of user-defined conditions and returns
TRUE if ANY of the conditions evaluate to TRUE, or FALSE
otherwise
NOT : Returns a logical value that is the opposite of a user
supplied logical value or expression i.e. returns FALSE is the
supplied argument is TRUE and returns TRUE if the supplied
argument is FALSE)
Math & Trig
ABS : Returns the absolute value (ie. the modulus) of a supplied
number
SIGN : Returns the sign (+1, -1 or 0) of a supplied number
SQRT : Returns the positive square root of a given number
MOD : Returns the remainder from a division between two
supplied numbers
 Data Filtering in Excel 2010
Filters in MS Excel
Filtering data in MS Excel refers to displaying only the rows that meet certain conditions. (The
other rows gets hidden.)
Using the store data, If you are interested in seeing data where Shoe Size is 36. Then You can
set filter to do this. Follow below steps to do this
Place a cursor on the Header Row
Choose Data Tab » Filter to set filter
Using Multiple Filters
You can filter the records by multiple conditions i.e. by multiple column values. Suppose after
size 36 is filtered you need to have filter where color is equal to Coffee. After setting filter for
Shoe Size, choose Color column and then set filter for color
Data Sorting in Excel 2010
Sorting in MS Excel
Sorting data in MS Excel rearranges the rows based on the contents of a particular column.
You may want to sort a table to put names in alphabetical order. Or, maybe you want to
sort data by Amount from smallest to largest or largest to smallest.
To Sort the data follow below steps.
Select the Column by which you want to sort data.
Choose Data Tab » Sort Below dialog appears
If you want sort data based on selected column Choose Continue with the selection or If you
want sorting based on other columns choose Expand Selection.
You can Sort based on below Conditions.
Values : Alphabetically or numerically
Cell Color : Based on Color of Cell
Font Color : Based on Font color
Cell Icon : Based on Cell Icon
Clicking Ok will sort the data.
Sorting option is also avilable from the Home Tab. Choose Home Tab » Sort & Filter. You can
see same dialog to sort records.
 Data Sorting in Excel 2010
Sorting in MS Excel

Sorting data in MS Excel rearranges the rows based on the contents of a particular column.
You may want to sort a table to put names in alphabetical order. Or, maybe you want to sort
data by Amount from smallest to largest or largest to smallest.
To Sort the data follow below steps.
Select the Column by which you want to sort data.
Choose Data Tab » Sort Below dialog appears
If you want sort data based on selected column Choose Continue with the selection or If
you want sorting based on other columns choose Expand Selection.
You can Sort based on below Conditions.
Values : Alphabetically or numerically
Cell Color : Based on Color of Cell
Font Color : Based on Font color
Cell Icon : Based on Cell Icon
Clicking Ok will sort the data.
Sorting option is also avilable from the Home Tab. Choose Home Tab » Sort & Filter. You
can see same dialog to sort records.
Data Validation in Excel 2010
Data Validation:

MS Excel data validation feature allows you to set up certain rules that dictate what can be
entered into a cell. For example, you may want to limit data entry in a particular cell to
whole numbers between 0 and 10. If the user makes an invalid entry, you can display a
custom message as shown below
Validation Criteria

To specify the type of data allowable in a cell or range, follow the steps below
while you refer to which shows all three tabs of the Data Validation dialog box.
Select the cell or range.
Choose Data » Data Tools » Data Validation. Excel displays its Data Validation
dialog box having 3 tabs settings, Input Message and Error alert.
Settings tab
Here you can set the type of validation you need.Choose an option from the
Allow drop-down list.The contents of the Data Validation dialog box will
change, displaying controls based on your choice.

Any Value : Selecting this option removes any existing data validation.

Whole Number : The user must enter a whole number.For example, you can
specify that the entry must be a whole number greater than or equal to 50.

Decimal : The user must enter a number. For example, you can specify that the
entry must be greater than or equal to 10 and less than or equal to 20.
List : The user must choose from a list of entries you provide.You will create drop-down
list with this validation. You have to give input ranges then those values will appear in
the drop-down.

Date : The user must enter a date. You specify a valid date range from choices in the
Data drop-down list. For example, you can specify that the entered data must be
greater than or equal to January 1, 2013, and less than or equal to December 31,
2013.

Time : The user must enter a time. You specify a valid time range from choices in the
Data drop-down list. For example, you can specify that the entered data must be later
than 12:00 p.m.

Text Length : The length of the data (number of characters) is limited. You specify a
valid length by using the Data drop-down list. For example, you can specify that the
length of the entered data be 1 (a single alphanumeric character).

Custom : To use this option, you must supply a logical formula that determines the
validity of the user’s entry (a logical formula returns either TRUE or FALSE).
Input Message tab
You can set the input help message with this tab. Fill the title and Input message of the Input
message tab and the input message will appear when cell is selected..
Error Alert Tab
You can specify error message with this tab. Fill the title and error message. Select the style of
the error as stop, warning or Information as per you need.
Using Styles in Excel 2010

Using Styles in MS Excel

With MS Excel 2010 Named styles make it very easy to apply a set of predefined
formatting options to a cell or range. It saves time as well as make sure that
consistent look of the cells.
A Style can consist of settings for up to six different attributes:
Number format
Font (type, size, and color)
Alignment (vertical and horizontal)
Borders
Pattern
Protection (locked and hidden)
Now let us see how styles are helpful.Suppose that you apply a particular style to
some twenty cells scattered throughout your worksheet. Later, you realize that
these cells should have a font size of 12 pt rather than 14 pt. Rather than change
each cell, simply edit the style. All cells with that particular style change
automatically.
Applying Styles
Choose Home » Styles » Cell Styles. Note that this display is a live preview:that is, as you
move your mouse over the style choices, the selected cell or range temporarily displays the
style. When you see a style you like, click it to apply the style to the selection.
Creating Custom Style in MS Excel

We can create new custom style in Excel 2010.To create a new style, follow these steps:
Select a cell and click on Cell styles from Home Tab
Click on New Cell Style and give style name
Click on Format to apply formatting to the cell
After applying formatting click on OK. This will add new style in the styles. You can view it
on Home » Styles.
Using Themes in Excel 2010
Using themes in MS Excel

To help users create more professional-looking documents MS Excel has incorporated a

concept known as document themes.Using themes is an easy to specify the colors, fonts, and
a variety of graphic effects in a document. And best of all, changing the entire look of your
document is a breeze. A few mouse clicks is all it takes to apply a different theme and change
the look of your workbook.

Applying Themes
Choose Page layout Tab » Themes Dropdown. Note that this display is a live preview:that is,
as you move your mouse over the Theme temporarily displays the theme effect. When you
see a style you like, click it to apply the style to the selection.
Creating Custom Theme in MS Excel

We can create new custom Theme in Excel 2010.To create a new style, follow these steps:
Click on save current theme option under Theme in Page Layout Tab
This will save the current theme to office folder.
You can browse the theme later to load the theme.
Using Templates in Excel 2010
Using templates in MS Excel

Template is essentially a model that serves as the basis for

something. An Excel template is a workbook that’s used to create
other workbooks.

Viewing Available templates

To view the Excel templates, choose File » New to display the

available templates screen in Backstage View. You can select a
template stored on your hard drive, or a template from Microsoft
Office Online. If you choose a template from Microsoft Office Online,
you must be connected to the Internet to download it.The Office
Online Templates section contains a number of icons, which
represent various categories of templates. Click an icon, and you’ll
see the available templates . When you select a template thumbnail,
you can see a preview in the right panel.
On-line templates
These template data is available online at the Microsoft server . When you select the
template and click on it. It will download the template data from Microsoft server and opens
it as shown below.
Using Macros in Excel 2010

Macros in MS Excel

Macros enable you to automate almost any task that you can undertake in Excel 2010. By
using macro recorder from View Tab » Macro Dropdown to record tasks that you perform
routinely, you not only speed up the procedure considerably but you are assured that each
step in a task is carried out same way each and every time you perform task.

To view macros choose View Tab » Macro dropdown

Macro Options
View tab contains a Macros command button to which a dropdown
menu containing the following three options.

View Macros : Opens the Macro dialog box where you can select a
macro to run or edit.

Record Macro : Opens the Record Macro dialog box where you define
the settings for your new macro and then start the macro recorder;
this is the same as clicking the Record Macro button on the Status bar.

Use Relative References : Uses relative cell addresses when recording

a macro, making the macro more versatile by enabling you to run it in
areas of a worksheet other than the ones originally used in the
macro’s recording.
Creating Macros

You can create macros in one of two ways:

Use MS Excel’s macro recorder to record your actions as you undertake them in a
worksheet
Enter the instructions that you want followed in VBA code in the Visual Basic Editor
Now lets create a simple simple macro that will automate the task of making cell
content Bold and apply cell color.
Choose View Tab » Macro dropdown
Click on Record Macro as below
Now Macro recording will start.

Do the steps of action which you want to perform repeatedly. Macro will record those steps.
You can stop the macro recording once done with all steps.
Edit Macro

You can edit the created Macro at any time. Editing macro will take you to the VBA
programming editor
Adding Graphics in Excel 2010
Graphic Objects in MS Excel

MS Excel supports various types of graphic objects like Shapes gallery, SmartArt, Text Box,
and WordArt available on the Insert tab of the Ribbon. Graphics are available in the Insert
Tab. See below screenshot for various available graphics in MS Excel 2010.
Insert Shape
Choose Insert Tab » Shapes dropdown
Select the shape you want to insert. Click on shape to insert it.
To edit the inserted shape just drag the shape with the mouse. Shape will adjust the shape.
Insert Smart Art

Choose Insert Tab » SmartArt

Clicking SmartArt will open the SmartArt dialogue as below screen-shot.Choose from the
list of available smart Arts
Click on SmartArt to Insert it in the worksheet
Edit the SmartArt as per your need
Insert Clip Art
Choose Insert Tab » Clip Art
Clicking Clip Art will open the search box as below screen-shot.Choose from the list of
available Clip Arts
Click on Clip Art to Insert it in the worksheet
Insert Word Art
Choose Insert Tab » WordArt
Select the style of WordArt which you like and click it to enter a text in it.
 Printing Worksheets in Excel 2010
Quick Print

If you want to print a copy of a worksheet with no layout adjustment, use the Quick Print
option. There are two ways in which we can use this option.
Choose File » Print(which displays the Print pane), and then click the Print button.
Press Ctrl+P and then click the Print button (or press Enter).
Adjusting Common Page Setup Settings

You can adjust print settings available in Page setup dialogue in different ways as below.Page
setup options include Page orientation, Page Size, Page Margins, etc.
The Print screen in Backstage View, displayed when you choose File » Print
The Page Layout tab of the Ribbon
Choosing your printer
To switch to a different printer, choose File » Print and use the drop-down control in the Printer
section to select a different installed printer.
Specifying what you want to print

Sometimes you may want to print only a part of the worksheet rather than the
entire active area. Choose File » Print and use the controls in the Settings section to
specify what to print.
Active Sheets : Prints the active sheet or sheets that you selected
Entire Workbook : Prints the entire workbook, including chart sheets
Selection : Prints only the range that you selected before choosing File » Print
 Email Workbooks MS Excel 2010
Email Workbook

MS Excel allows you to email the workbook very easily. To email the workbook to anyone
follow below steps.
Choose File » Save and Send. It basically saves the document first and then emails.
Click on Send using E-mail . If your email system is configured. MS
Outlook will open with the file as attachment in the New Email
Window . You can send mail to anyone this workbook with valid email
address.
 Translate Worksheet in Excel 2010
Translate Worksheet
You can translate text written in a different language, such as phrases or paragraphs,
individual words (by using the Mini Translator), or translate your whole file with MS
Excel 2010.
Translation is available in review tab of ribbon in MS Excel 2010. You can quickly
translate cell into different language with this option.
Performing translation step by step
select the content which you want to translate to different language.

Choose review tab » translation.

It will open the pane from which you can select the language to which you need to
translate.
You need to have internet connection for performing translation. It will translate using
Microsoft Translator.
Click on Insert to apply translation changes.
Workbook Security in Excel 2010
Workbook Security

We can apply security to the workbook by the concept of protection available in

the Review Tab of ribbon. MS Excel's protection-related features fall into three
categories.
Worksheet protection : Protecting a worksheet from being modified, or restricting
the modifications to certain users.
Workbook protection : Protecting a workbook from having sheets inserted or
deleted, and also requiring the use of password to open the workbook
Protect Worksheet
You may want to protect a worksheet for a variety of reasons. One reason is to
prevent yourself or others from accidentally deleting formulas or other critical
data. A common scenario is to protect a worksheet so that the data can be
changed, but the formulas can’t be changed.
To protect a worksheet, choose Review » Changes group »Protect Sheet . Excel
displays the Protect Sheet dialog box. Note that providing a password is optional. If
you enter a password, that password will be required to unprotect the worksheet.
You can selected various option in which the sheet should be protected . Suppose
we checked Format Cells option then Excel will not allow to format cells.
When somebody tries format the cells he or she will get the error as below.
To unprotect a protected sheet, choose Review » Changes group » Unprotect
Sheet. If the sheet was protected with a password, you’re prompted to enter that
password.
Protecting a Workbook
Excel provides three ways to protect a workbook.
Require a password to open the workbook.
Prevent users from adding sheets, deleting sheets, hiding sheets, and unhiding
sheets.
Prevent users from changing the size or position of windows.

Requiring a password to open a workbook

Excel lets you save a workbook with a password. After doing so, whoever tries to
open the workbook must enter the password . To add a password to a workbook,
follow these steps.
Choose File » Info » Protect Workbook » Encrypt With Password . Excel displays the
Encrypt Document dialog box.
Type a password and click OK.
Type the password again and click OK.
Save the workbook.
To remove a password from a workbook, repeat the same procedure.
In Step 2, however, delete the existing password symbols.
Protecting workbook’s structure and Windows
To prevent others (or yourself) from performing certain actions in a
workbook, you can protect the workbook’s structure and windows.
When a workbook’s structure and windows is protected, the user may
not Add a sheet, Delete a sheet, Hide a sheet, unhide a sheet , etc and
may not allowed to change size or position of a workbook’s windows
respectively.
To protect a worksheet’s structure and windows follow below steps
Choose Review » Changes group » Protect Workbook to display the
Protect Workbook dialog box.
In the Protect Workbook dialog box, select the Structure check box
and Windows check box.
(Optional) Enter a password.
Click OK.
Data Tables in Excel 2010
Data Tables
In Excel, a Data Table is a way to see different results by altering an input cell in
your formula. Data tables are available in Data Tab » What-If analysis dropdown »
Data table in MS Excel
Data Table with Example
Now let us see data table concept with an example. Suppose you have Price and
quantity many values. Also you have discount for that as third variable for
calculating Net Price. You can keep the Net Price value in the organized table
format with the help of data table . Your Price runs horizontally to right while
quantity runs vertically down. We are using formula to calculate Net Price as
Price multiplied by Quantity minus total discount (Quantity * Discount for each
quantity)
Now for creation of data table select the range of data table.
Choose Data Tab » What-If analysis dropdown » Data table. It will
give you dialogue asking for Input row and Input Column. Give the
Input row as Price cell(In this case cell B3) and Input column as
quantity cell(In this case cell B4). Please see below screen-shot.
Clicking OK will generate data table as shown in below screen-shot. It will generate
the table formula. You can change the price horizontally or quantity vertically to see
changed in the Net Price.
Pivot Tables in Excel 2010

Pivot tables

A pivot table is essentially a dynamic summary report generated from a

database. The database can reside in a worksheet (in the form of a table) or in
an external data file. A pivot table can help transform endless rows and columns
of numbers into a meaningful presentation of the data. Pivot table are very
powerful tool for summarized analysis of the data.
Pivot tables are available under Insert tab » PivotTable dropdown » PivotTable
Pivot Table Example
Now let us see Pivot table with the help of example. Suppose you have huge
data of voters and you want to see summarized data of voter Information per
party then you can use Pivot table for it. Choose Insert tab » Pivot Table to
insert pivot table. MS Excel selects the data of the table. You can select the
pivot table location as existing sheet or new sheet.
This will generate the Pivot table pane as shown below. You have various options
available in Pivot table pane as below. You can select fields for the generated pivot
table.
Column labels : A field that has a column orientation in the pivot table. Each item
in the field occupies a column.

Report Filter : You can set the filter for the report as year then data gets filtered as
per the year.

Row labels: A field that has a row orientation in the pivot table. Each item in the
field occupies a row.

Values area : The cells in a pivot table that contain the summary data. Excel offers
several ways to summarize the data (sum, average, count, and so on).
.
After giving input fields to the pivot table, It will generate the pivot table with the
data as below
Simple Charts in Excel 2010

Charts

A chart is a visual representation of numeric values. Charts (also known as graphs)

have been an integral part of spreadsheets. Charts generated by early spreadsheet
products were quite crude, but thy have improved significantly over the years. Excel
provides you with the tools to create a wide variety of highly customizable charts.
Displaying data in a well-conceived chart can make your numbers more
understandable. Because a chart presents a picture, charts are particularly useful
for summarizing a series of numbers and their interrelationships.
Types of Charts
There are various chart types available in MS Excel as shown in below screen-shot.
Column : Column chart shows data changes over a period of time or
illustrates comparisons among items.

Bar : A bar chart illustrates comparisons among individual items.

Pie: A pie chart shows the size of items that make up a data series,
proportional to the sum of the items. It always shows only one data
series and is useful when you want to emphasize a significant
element in the data.

Line : A line chart shows trends in data at equal intervals.

Area : An area chart emphasizes the magnitude of change over time.

X Y Scatter : An xy (scatter) chart shows the relationships among the numeric
values in several data series, or plots two groups of numbers as one series of
xy coordinates.

Stock : This chart type is most often used for stock price data, but can also be
used for scientific data (for example, to indicate temperature changes).

Surface : A surface chart is useful when you want to find optimum

combinations between two sets of data. As in a topographic map, colors and
patterns indicate areas that are in the same range of values.

Doughnut : Like a pie chart, a doughnut chart shows the relationship of parts
to a whole; however, it can contain more than one data series.

.
Bubble : Data that is arranged in columns on a worksheet so that x values are listed in
the first column and corresponding y values and bubble size values are listed in
adjacent columns, can be plotted in a bubble chart.

Radar : A radar chart compares the aggregate values of a number of data series.
Creating chart

To create charts for the data by below steps.

Select the data for which you want to create chart.
Choose Insert Tab » Select the chart or click on the Chart group to see various chart types.
Select the chart of your choice and click OK to generate the chart.
Editing Chart
You can edit the chart at any time after you have created it.
You can select the different data for chart input with Right click on chart » Select
data. Selecting new data will generate the chart as per new data as shown in the below
screen-shot.
Pivot Charts Excel 2010
Pivot Charts

A pivot chart is a graphical representation of a data summary displayed in a pivot

table. A pivot chart is always based on a pivot table. Although Excel lets you create
a pivot table and a pivot chart at the same time, you can’t create a pivot chart
without a pivot table. All Excel charting features are available in a pivot chart
Pivot charts are available under Insert tab » PivotTable dropdown » PivotChart
Pivot Chart Example
Now let us see Pivot table with the help of example. Suppose you have huge data
of voters and you want to see summarized view of the data of voter Information
per party in the form of charts then you can use Pivot chart for it. Choose Insert
tab » Pivot Chart to insert pivot table.
MS Excel selects the data of the table. You can select the pivot chart location as
existing sheet or new sheet. Pivot chart will depends on automatically created pivot
table by the MS Excel. You can the the generated pivot chart in the below screen-
shot
MS Excel Keyboard short-cuts

Ctrl + A : Select all contents of the worksheet.

Ctrl + B : Bold highlighted selection.
Ctrl + I : Italic highlighted selection.
Ctrl + K : Insert link.
Ctrl + U : Underline highlighted selection.
Ctrl + 1 : Change the format of selected cells.
Ctrl + 5 : Strikethrough highlighted selection.
Ctrl + P : Bring up the print dialog box to begin printing.
Ctrl + Z : Undo last action.
Ctrl + F3 : Open Excel Name Manager.
Ctrl + F9: Minimize current window.
Ctrl + F10 : Maximize currently selected window.
Ctrl + F6 : Switch between open workbooks or windows.
Ctrl + Page up : Move between Excel work sheets in the same Excel
document.
Ctrl + Page down : Move between Excel work sheets in the same
Excel document.
Ctrl + Tab : Move between Two or more open Excel files.
Alt + = : Create a formula to sum all of the above cells
Ctrl + ' : Insert the value of the above cell into cell currently selected.
Ctrl + Shift + ! : Format number in comma format.
Ctrl + Shift + $ : Format number in currency format.
Ctrl + Shift + # : Format number in date format.
Ctrl + Shift + % : Format number in percentage format.
Ctrl + Shift + ^ : Format number in scientific format.
Ctrl + Shift + @ : Format number in time format.
Ctrl + Arrow key : Move to next section of text.
Ctrl + Space : Select entire column.
Shift + Space : Select entire row.
Ctrl + - : Delete the selected column or row.
Ctrl + Shift + = : Insert a new column or row.
Ctrl + Home : Move to cell A1.
Ctrl + ~ : Switch between showing Excel formulas or their values in
cells.
F2 : Edit the selected cell.
F3 : After a name has been created F3 will paste names.
F4 : Repeat last action. For example, if you changed the color of text
in another cell pressing F4 will change the text in cell to the same
color.
F5 : Go to a specific cell. For example, C6.
F7 : Spell check selected text or document.
F11 : Create chart from selected data.
Ctrl + Shift + ; : Enter the current time.
Ctrl + ; : Enter the current date.
Alt + Shift + F1 : Insert New Worksheet.
Alt + Enter : While typing text in a cell pressing Alt + Enter will move to
the next line allowing for multiple lines of text in one cell.
Shift + F3 : Open the Excel formula window.
Shift + F5 : Bring up search box.
Formula Error
 THE IF FUNCTION

 The IF function needs 3 parameters

 The test
 The result if the test is TRUE
 The result if the test is FALSE
PRACTICAL 1
PRACTICAL-2-COUNTIF & SUMIF
COMPLEX FORMULAS