Working with Microsoft Office Excel

Experiment 5
• Title
• Working with Microsoft Office Excel
• Objectives
• Objective of this lab session is to understand Basics
of Microsoft Office Excel.
What is Excel

Microsoft Excel is a spreadsheet program designed

to store, organize, and analyse data.

Offers tools for calculations, graphing, pivot

tables, and automation with VBA (Visual Basic for
Applications).

Widely used across industries for both simple and

complex data management and analysis tasks.
Applications of Excel
Data Analysis & Visualization

Project Management

Data Logging & Analysis

Financial Analysis & Modeling

Task Automation
Understanding the Ribbon

1 2 3 4 5 6 7 8 9

Home Tab: Insert Tab: Draw Tab: Page Formulas Data Tab: Review View Tab: Help Tab:
Basic Insert Tools for Layout Tab: Tab: Import, sort, Tab: Add Customize Access help
functions for tables, drawing, Adjusts print Options for filter, and comments, the layout, resources,
clipboard, charts, erasing, area, page adding clean data check gridlines, guides, and
fonts, shapes, highlighting, setup, and functions, with options spellings, zoom, and documentati
alignment, images, and and touch worksheet formulas, for data accessibility, sheet view on.
cell pivot tables. screen layout for and validation. and review options.
formatting, drawing. printing. calculations. notes.
and
conditional
formatting.
What is
Worksheet

Definition: A single
sheet in Excel, made up
of rows and columns
that form cells.
Cells: Each cell holds
data (text, numbers, or
formulas) and has a
unique address.
Columns & Rows:
Columns are labelled
with letters, rows with
numbers.
What is Workbook

Definition: A collection of File Format: When saved, Purpose: Store related

multiple worksheets the file is called a workbook. worksheets together in one
combined into a single file. place for easy access and
organization.
Data Types in Excel
Whole • Numbers with no decimal places.
• From large negative to large positive values.

Number • Can be positive or negative integers.

Decimal • Real numbers with decimal places.

• From −1.79×to , including zero.

Number • Limited to 15 significant digits.

Boolean • Represents logical values.

(True/Fals
• Accepted Values: TRUE or FALSE.
• Note: =TRUE is treated as Boolean; TRUE alone is
treated as text.
e)
Data Types in Excel
• Unicode character data stream.
Text • Names, addresses, numbers as text.
• Up to 268 million characters or twice in bytes.

• Recognized date and time formats.

Date • Typically, DD-MM-YY.
• January 1, 1900 (dates before are invalid).

• Numeric values with a currency symbol.

• Precision: Up to 4 decimal places.
Currency • Commas for thousands/millions, and currency symbols like
$ or ₹

Not • Represents a null or blank cell.

Applicable • Acts as SQL null; can be tested using ISBLANK function.

(Blank)
Format a cell
• Right-click cell > Format Cells or use Number Tab.
References in Excel
• Introduction to Cell Referencing
• Using cell addresses instead of hardcoded
values for calculations.
• Makes calculations faster and dynamic.
• Example: Instead of typing “5 * 7,” we use
cell references to perform the same
calculation with =C4 * D4.
• Understanding Cell Addresses
• Cell Address Structure: Combination of
Column Letter + Row Number
• Example: Cell “C4” represents the
intersection of Column C and Row 4.
• Application: Selecting cell address allows
Excel to retrieve and use cell values in
calculations.
References in Excel
Benefits of Cell Referencing

• Dynamic Updates: When cell values change, calculations

update automatically.
• Efficiency: Avoids repetitive manual entries by referencing
cells instead.
• Example: Formula =C4 * D4 can be copied down the
column to calculate all row products without manual entry.

Setting Up Basic Formulas

• Write = in the desired cell.

• Select or type cell references (e.g., =C4 * D4).
How to Copy the Formula into
Multiple Cells
Double-Clicking the Fill
Dragging the Fill Handle
Handle
• Hover your mouse over the • Instead of dragging, simply
bottom right corner of the cell double-click the Fill Handle.
until you see a small black • Excel will automatically fill the
cross (this is the Fill Handle). formula down the column
• Click and drag the Fill Handle until it reaches a blank cell in
down or across to the the adjacent column.
adjacent cells where you want
to copy the formula.
• Release the mouse button.
The formula will be copied,
and Excel will automatically
adjust the cell references
based on the position.
Relative Reference in Excel
A relative reference adjusts the formula based on
its position when copied to another cell.

The formula updates automatically as you drag it to

adjacent cells, ensuring calculations remain
accurate.
Benefits
• Write a formula once and apply it to an entire column or row
without re-entering.
• Adaptable across different directions (down or across),
maintaining the relationship between referenced cells.
Absolute Reference in Excel
• In certain cases, specific cell references need to remain
fixed while others change.
• Scenario
• Multiplying values where one value must stay constant while
the others change.
• Use dollar signs ($) to lock references:
• $D5: Locks the column (D), allowing the row to change.
• D$5: Locks the row (5), allowing the column to change.
• $D$5: Locks both the column and the row, keeping the reference
completely fixed.
Flash Fill in Excel
Flash Fill automates repetitive data entry tasks,
creating patterns and sequences effortlessly.

Examples and Use Cases

Creating Sequences Days & Months
Sequences: Start with the Custom Patterns: Enter
Automatically: Type a few
"A1, A2," etc., and Excel will
numbers, select them, then first day or month; drag to recognize and complete the
drag the corner to auto-fill a auto-complete pattern for you.
sequence. days/weeks/months.
Data Sorting in Excel
• Sorting helps you organize data based on columns (e.g.,
names, dates, numbers).
• Basic Sorting by Text & Dates
• Text Sorting (A-Z, Z-A): Sort customer names alphabetically by
selecting any cell in the column and clicking A-Z or Z-A in the
Data tab.
• Date Sorting (Oldest to Newest): Sort order dates from oldest
to newest. Select a cell in the date column and choose A-Z.
• Sorting Alphanumeric Sequences
• Example: Sort alphanumeric codes like "CA" or "US" based on
their starting characters, then by year or digits for logical order.
 • Multi-Level Sorting
• Go to Data Tab > Sort, then click Add Level.
• Set Order Date as the primary level and
Customer Name as the secondary.
• Click OK to sort by date first, then by name
within each date.
Data Sorting
• Sorting by Cell & Font Color
in Excel • How to Sort by Color: Choose Sort on: Cell
Color or Font Color in the Sort menu, then
select preferred colors.
Filtering Data in Excel
• Filtering temporarily hides rows in your dataset based
on specific criteria, making it easier to focus on desired
information.
• How to Apply Filters
• Step 1: Select any cell in your data and go to the Data tab,
then click Filter.
• Step 2: Small drop-down arrows will appear in the header
row, indicating columns are ready for filtering.
• Filtering by Cell Color
• Color Filter: Filter rows based on cell color by selecting the
desired color from the filter menu.
Text to Column in Excel
Text to Columns is an Excel feature that splits data in a single column into
multiple columns based on a specified delimiter (e.g., comma, semicolon).

How to Use Text to Columns

• Step 1: Select the column with delimited text.
• Step 2: Go to the Data tab and click on Text to Columns.
• Step 3: Choose the type of delimiter:
• Delimited: Select this if data is separated by characters like commas or tabs.
• Fixed Width: Use if fields are evenly spaced.
• Step 4: Select the delimiter in your data:
• Options include common delimiters like comma, semicolon, or tab.
• Use Other to specify custom delimiters (e.g., brackets or pipes).
• Step 5: Review the Preview section to verify how data will appear in columns,
then click Finish.
Removing Duplicates in Excel
Helps clean and prepare data by eliminating repeated entries, ensuring data
accuracy and reliability.

Duplicate removal is especially useful in large datasets, like customer lists,

survey results, or transactional records.

Steps to Remove Duplicates

• Step 1: Select the data range from which duplicates need to be removed.
• Step 2: Go to the Data tab and click on Remove Duplicates.
• Step 3: Choose the columns to consider for duplicate detection:
• Select All: Checks duplicates based on all selected columns.
• Unselect Specific Columns: Checks for duplicates only in specified columns (e.g.,
Customer ID or Order Date).
• Step 4: Click OK to apply, and Excel will display the number of duplicate values
removed.
Conditional Formatting in Excel
• A tool to highlight cells based on specified conditions, making data
easier to interpret.
• Useful for visually identifying trends, outliers, and patterns in your
dataset.
• Steps to Apply Conditional Formatting
• Step 1: Select the cell range you want to format.
• Step 2: Go to the Home tab and click on Conditional Formatting.
• Step 3: Choose a rule type:
• Highlight Cells Rules: Format cells based on criteria like greater than, less than,
equal to, etc.
• Top/Bottom Rules: Highlight top or bottom values, percentages, or averages.
• Data Bars, Color Scales, Icon Sets: Visual indicators for different value ranges.
• Step 4: Adjust rule settings and formatting style to your preference, then
click OK to apply.
Basic
• SUM
• Description: Adds up a range of
cells.
• Syntax: =SUM(range)

Arithmet • Example: =SUM(A1:A10) – Adds

values in cells A1 to A10.
• MIN & MAX

ic • Description: Returns the minimum

or maximum value in a range.
• Syntax:=MIN(range)

Function
=MAX(range)
• Example: =MIN(B1:B10) – Finds
the smallest value in cells B1 to
B10.

s in • AVERAGE
• Description: Calculates the
average value of a range.

Excel • Syntax: =AVERAGE(range)

• Example: =AVERAGE(C1:C10) –
Finds the average value of cells C1
to C10
Countin
• COUNT
• Description: Counts cells with
numerical values.

g
• Syntax: =COUNT(range)
• Example: =COUNT(A1:A10) –
counts values in cells A1 to
A10.

Function • COUNTA
• Description: Counts non-empty

s in
cells, counts any cell that
contains text, numbers, dates,
logical values
• Syntax:=COUNT(range)

Excel • Example: =COUNTA(B1:B10) –

Counts all non-empty cells in B1
to B10.
 • IF
• Returns one value if a condition
is true, another if false.

Condition • Syntax: =IF(condition,

value_if_true, value_if_false)
• Example: =IF(F1 > 50, "Pass",

al "Fail") – Returns "Pass" if F1 is

greater than 50, otherwise
"Fail".

Functions • IFERROR
• Description: Returns a custom
value if a formula generates an

in Excel
error.
• Syntax: =IFERROR(value,
value_if_error)
• Example: =IFERROR(A1/B1,
"Error") – Returns "Error" if
division by zero occurs.
 • SUMIF

SUMIF • Adds cells based on a single

condition.
• Syntax: =SUMIF(range,

and
condition, [sum_range])
• Example: =SUMIF(G1:G10,
">100") – Sums values in G1 to
G10 that are greater than 100.

SUMIFS • SUMIFS
• Description: Adds cells based

Functions
on multiple conditions.
• Syntax: =SUMIFS(sum_range,
range1, condition1, [range2,
condition2], …)

in Excel • Example: =SUMIFS(H1:H10,

G1:G10, ">100", I1:I10,
"<200") – Sums H1 where G1>
100 and I1< 200.