Excel Presentation 1 1
Excel Presentation 1 1
Microsoft Excel
By Rajesh Kumar Singh
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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
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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
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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.
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Understanding Ranges
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DATA TYPES
Entering text
Entering numbers
Entering fractions
Dates & Times
Data in series
Standard series
Custom series
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Addressing Methods
There are 3 types of addresses in
excel i) Relative ii) Absolute iii)
Mixed
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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.
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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.
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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.
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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.
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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.
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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.
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Customising Workspace
Freezing Panes
Splitting Panes
Controlling the screen Display
View sheets at different magnifications
Arranging windows
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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.
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