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Excel Presentation 1 1

The presentation by Rajesh Kumar Singh provides an overview of Microsoft Excel, detailing its components, features, and functionalities. Key topics include executing commands, understanding ranges, building formulae, data types, and managing data through sorting, filtering, and pivot tables. Additionally, it covers chart creation, workspace customization, and the use of macros for automating tasks.
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0% found this document useful (0 votes)
16 views21 pages

Excel Presentation 1 1

The presentation by Rajesh Kumar Singh provides an overview of Microsoft Excel, detailing its components, features, and functionalities. Key topics include executing commands, understanding ranges, building formulae, data types, and managing data through sorting, filtering, and pivot tables. Additionally, it covers chart creation, workspace customization, and the use of macros for automating tasks.
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
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Presentation on

Microsoft Excel
By Rajesh Kumar Singh

Presentation at Sambalpur Branch of EIRC of ICAI

1
Ms-Excel and its components
 Ms-Excel for windows is a powerful spreadsheet
application that can be used for managing, analysing
and presenting data in graphical manner.
 Excel has three components :-

The Spreadsheet components

The Database components

The Chart Components

 Each component is a different way of looking at and


interacting with data that has a common structure based
on rows and columns.

2
Features
 Ms-Excel is the most comprehensive spreadsheet application available
in the market. It is not just a tool for calculating, manipulating and
analyzing data, but also a versatile organisational tool for presenting
information. Excel has the following features :-

Worksheet and Graphics

Data lists and Databases

Data exchange with other applications

Standardised user interface

Workbooks

3
EXECUTING COMMANDS
 Excel commands can be given in one of the
following ways :-


Choosing an option from the Menu bar.

Choosing an option from the Shortcut menu.

Selecting a tool from the Toolbar.

Using Shortcut key combinations.

Using Wizards.

4
Understanding Ranges

 A range is a rectangular group of cells. The


smallest range is a single cell and the
largest range includes all the cells in the
worksheet.
 A range can include cells from same sheet
or cells from adjacent sheets.
 Ranges are defined by the addresses of
two opposite or diagonally paired corner
cells separated by a colon(:) or two
dots(..).
 E.g. B5:H25 or B5..H25
5
Building Formulae and
Functions
 One of the important features of a spreadsheet
program is the ability to manipulate text and perform
simple as well as complex calculations vary efficiently.
All manipulations and calculations are done using
formulae in excel. Formulae can be of 3 types :-

Text Formulae

Numeric Formulae

Logical Formulae
Points need to be remembered
 A formula must always begin with an equal to (=)
sign.
 A formula can be up to 255 characters long.
 It cannot contain spaces, except between a set of
letters.
6
Spreadsheet and its applications
 A spreadsheet is a grid of rows and columns also called
worksheet. The intersection of each row and column is
called a cell. They are used in the following area :-

Personnel Management

Production Planning

Budgets

Payroll

Inventory Management

Portfolio Management

Accounting

Tax assessment

7
DATA TYPES
 Entering text
 Entering numbers
 Entering fractions
 Dates & Times
 Data in series

Standard series

Custom series

8
Addressing Methods
 There are 3 types of addresses in
excel i) Relative ii) Absolute iii)
Mixed

 With relative cell addressing, when we copy a formula from


one area of the worksheet to another, excel records the
position of the cell that originally contained the formula. Ex-
B5
 An absolute cell address refers to the same cell, no matter
where we copy the formula. We make a cell address an
absolute cell address by placing a dollar sign in front of both
row and column. Ex- $B$5
 We use mixed cell addressing to reference a cell that is part
absolute and part relative. Ex- $B5 , B$5
9
Functions

 Function are special pre-written formulas that take


a value or values, perform an operation, and return
a value or values in the cell in which they are
entered. There are six type of functions in Excel :-

Mathematical

Statistical

Financial

Date & time

Logical

Text
 In order to perform their tasks, many functions
require specific pieces of information called
“Arguments”. It can be :- i) Constants ii) Cells or
ranges iii) Range names
iv) Functions
10
Formula Error Messages
Error Meaning
Message
#DIV/0! The formula contains a blank cell, which
Excel considers to be 0 value.
#NAME? The formula contains text that Excel doesn’t
recognize .
#VALUE The formula has a wrong type of argument.

#REF The formula refers to a cell that doesn’t


exist.
##### The column isn’t wide enough to display the
value.

11
List to Managing Data
 A list is a collection of related data which is
organised in a tabular form. It is most commonly
known as a “database”.

Each row of information in a list is called a
record.

Each part of record is called a field and is
entered in a column.

All fields names in a list must be unique and
they cannot be numbers, logical values, errors
values, blank cells or formulas.

Column Labels should be placed in the first row
of the list.

At least one blank row and column should be
left between the list and other data.

Task such as sorting, searching and sub-
totaling can be carried out with list.
12
Sorting Data
 Often, the user may want to rearrange or
reorder the list according to a particular
order. This is done by using the sorting
features of excel.
 Sort By :- Column name according to which
data is to be arranged. This becomes the
Primary sort key.
 Sort order :- The sort order either Ascending
or Descending.
 Then By :- If the list has to be sorted by
more than one column, then it becomes the
secondary sort key. 13
Automatic Subtotals
 Excel provides a facility of
automatically generating subtotals
for data. The data to be subtotalled
is divided into groups according to a
certain criteria.
 Before subtotalling, database need to
sort on the field which subtotal on.
 Automatic Subtotals can be
generated by using the Data,
subtotal command.
14
Filtering Data
 Frequently, the user might want to find or
select information from the list. In excel, the
process of finding or selecting information is
called filtering.
 Filtering is the facility whereby from a large
list only a subset of records can be used.
 Filtering does not rearrange a list,but
temporarily hides rows that need not be
displayed.
 Excel provides an Autofilter to handle simple
criteria and advanced filter to handle
complex criteria.
15
Pivot Table
 Pivot tables are tables that let the user
“turn” or re-arrange data. The user can
interactively exchange rows and columns
to look at data in different ways.
 Pivot tables are a powerful tools for data
analysis.
 It is a wizard which works with existing
tables or lists and generates new tables.
 Data from external sources, such as
databases like Access or dBASE can be
evaluated using pivot tables.

16
What-if analysis
 What-if analysis examines how sensitively
a situation will react to changes in factors
that influence that situation.
 To perform what-if analysis calculation
should be used using a Data table.
 There are 2 types of data tables :-

One variable : - Displays results of a formula
that uses a single variable.

Two variable :- Displays results of a formula
that uses two different variables.

17
CHARTS
 A chart is a graphical representation of
worksheet data. It can help to analyse
data and make comparison between
different worksheet values.
 Chart can be stored on a new chart sheet
or they can be embed in the current sheet.
 To create a chart, select the data then
click on the chart wizard button.

18
Customising Workspace
 Freezing Panes
 Splitting Panes
 Controlling the screen Display
 View sheets at different magnifications
 Arranging windows

19
MACROS
 Macro is nothing but a set of instructions
that tell excel to perform an action.
 It can carry out sequences of actions
much more quickly than done by the user .
 Macros allow the user to execute
commands in fewer steps.
 They provide a way to automate or speed
up repetitive tasks.

20

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