Ms. Excel

Ms. Excel

Ms excel is a powerful spreadsheet program that allows you to organize data, complete calculation, make decision, graph data, develop reports etc.

Start excel

Start-All programs-Microsoft office-ms excel

Or double left click on the Icon of ms excel on desktop. A new excel window will be shown which is given below:-

Note:-A workbook of excel has maximum 256 columns and 65536 rows.

Total cells=256x65536=16777216

Entering data

1. Click the cell where you want to enter data .then type data

2. The data you type appears in the active cell and in the formula bar

3. If you make a typing mistake press the backspace key from keyboard

4. Press the enter key to enter the data and move down one cell

Long words

If text is too long to fit in a cell, the text will spill into neighboring cell

Large numbers

If a number is too large to fit in a cell excel will display the number in scientific notation or as number signs (#)

Auto complete text

If the first letter you type match the text in another cell in the same column, excel will complete the text for you.

To select a cell

Click on the cell you want to select.

The Cell becomes the active cell and displays a thick border

To select a row

Click on the number of the row want to select. The mouse pointer will change its shape.

To select multiple rows

 Place your mouse pointer over the number of the first row you want to select. Then drag the mouse pointer until you highlight the entire row you want to select.

To select a columns

To select multiple columns, position the mouse pointer over the letter of the first Column you want to select. Then drag the mouse pointer until you highlight all the columns you want to select.

To select a group of cells

1. Place your mouse pointer over the first cell you want to select

2. Drag the mouse until you highlight the entire cell you want to select.

Complete a series

1. Enter the text you want to start the series ex-Jan, Sun,

2. Position the mouse over the button right corner of the cell

3. Drag the mouse over the cell you want to include in the series.

Number series

1.              Enter the first two numbers you want to start the series

2.              Select the cells containing the numbers you entered.

3.              Position the mouse pointer over the bottom right corner of the selected cells.

4.              Drag the mouse over the cells you want to include in the series.

               Date series

1. Enter the first two dates you want to start the series in mm/dd/yy style.

2. Select the cells containing the dates you entered

3. Position the mouse pointer and drag the mouse.

File menu

To open file menu, click on file. A new pull down menu will be open:-

New

Open

Close

Save

Save as

File search

Page setup

Print area

Print preview

Print

Send to

Properties

New: - It is used to create a new table or data sheet. For this open the excel window and entering the same data in cells.

To add data

=a2+b2+c2   or =sum(a2:c2)

To find average

=a2+b2+c2/3

File search:-It is used to search the file of excel. For this go to file menu and click on file search.

Print area:-It is used to display the print area of your worksheet.

For this open the worksheet and click on print area

Properties:-It displays the location of your file. It is also used to display the created date/time and modified date/time of the file. For this open the files and go to properties. Then click on statistics.

 Creating table

Open the excel window and enter the following data in table.

For total:-=a2+b2+c2

                =sum(a2:b2)

                Select the cell and click on auto sum (sigma) tool in standard tool bar.

To find percentage or average

=h2/5

To find division

=if (i2>=80, “Distinction”,if(i2> =60, “first”, if (i2>=45, “second”, if (i2>=30, “third”, “fail”))))

To find “P, R, T, CI, A, SI”

First create the table, then use following formula:

CI=A2*(1+B2/100) ^C2-A2

A=A2+D2

SI=A2*B2*C2/100

To find “CP, SP, P, L, P%, L%”

First create the table, then use following formula:

P=If (B2>A2, B2-A2, 0)

L=If (A3>B3, A3-B3, 0)

P%=C2*100/A2

L%=D3*100/A3

EDIT MENU

To open edit menu, click on edit. A new pull down menu will be open:-

Undo typing

Repeat clear

Cut

Copy

Office clipboard

Paste

Fill

Clear

Delete

Delete sheet

Move or copy sheet

Find

Replace

Go to

Office clipboard

It is used to insert clip board in the document. For this, open the existing file. Select the text. Click on cut or copy. Then click on edit menu and click on office clipboard. Office clipboard will be ready.

Delete sheet

It is used to delete the sheet of excel. For this select the sheet then click on delete sheet.

Move or copy sheet

It is used to move current sheet before or after another sheet or to copy current sheet. Click on sheet, then click on edit—then click on move or copy sheet. A new dialog box will be open

View menu

To open view menu, click on view. A new pull down menu will be open which is given below:-

Normal

Page break view

Task pane

Tool bar

Formula bar

Status bar

Header and footer

Comment

Custom view

Full screen

Zoom

Page break view

It is use to display whole page in page break view. For this open the page. Go to view menu and click on page break view.

Task pane

It is used to show or hide the task pane from right side of text area.

Formula bar

It shows or hides the formula bar from behind of format bar.

Custom view

It displays the document in custom view. For this, click on custom view.

Insert menu

To open insert menu, click on insert. A new pull down menu will be open:-

Cells

Row

Column

Worksheet

Chart

Symbol

Function

Name

Comment

Picture

Diagram

Object

Hyperlink

Cells

It is used to insert cells before or after active cell. For this, click on any cell. Go to insert menu and click on cells.

Row

It is used to insert a new blank row before current row. For this go to insert menu and click on row.

Column

It is used to insert a new blank column before current column. For this go to insert menu and click on column.

Worksheet

This command is used to insert a new blank worksheet before current sheet. For this go to insert menu and click on worksheet.

Chart

This command is used to insert a chart such as bar chart, line chart, pie chart etc for selected table in current sheet. For this, create a new table. Select the contents of table. Then go to insert menu and click on chart.

Function

The function command is used to insert a function or formula in current cell. For this, click on the cell. Go to insert menu and click on function. A new dialog box will be open

Diagram

This command is used to insert diagram in the documents. For this open the new blank sheet. Go to insert menu, and click on diagram. A new dialog box will be open which is given below:-

Name

It is used to insert the name of your workbook. For this, go to insert menu and click on name. a new dialog box will be open:-

Format menu

To open format menu, click on format. A new pull down menu will be open:-

Cell

Row

Column

Sheet

Auto format

Style

Cell

This command is used to change the formatting of selected cells. Such as,  numbering, alignment, angle, border and font. For this go to format menu and click on cell. A new dialog box will be open :-

Row

This command is used to change the height and width of selected row and columns. For this select the row or column. Then go to format menu and click on row.

Column

This command is used to change the Width of selected column.

(a)Width:-It changes the width of specific column.

(b) Auto Fit selection:-This command changes the width of selected column according to width.

For this, click on auto fit selection.

© Hide:-It is used to hide the selected column.

(d) Unhide:-It is used to unhide the selected column.

Sheet

(a)Rename:-this command is used to rename of current sheet.

For this, click on current sheet. Go to format menu and click on rename. Type a new name and press enter.

(b)Hide:-It is used to hide the selected sheet.

© Unhide:-It is used to unhide the hidden sheet.

(d)Background:-This command is used to change the background of current sheet.

(e)Tab color:-It is used to change the color of selected sheet-tab.

Auto format

It is used to change the formatting of selected table in a specific format. For this select the table and click on auto format.

Style

It is used to change the style of formatting. For this go to format menu and click on style. A new dialog box will be open.

Tools menu

To open tools menu, click on tools. A new pull down menu will be open which is given below:-

Spelling

Track changes

 Goal seek

Auto correct

Customize

Option

Goal seek

It is used to find principal, simple interest, compound interest, Amount, time, rate etc. For this, go to tools menu and click on goal seek. A new dialog box will be open:-

Data menu

To open data menu, click on data. A new pull down menu will be open which is given below:-

Sort

Filter

Form

Sort:-this command is used to arrange contents of selected table in specific order on specific field.

For this, click on sort. A new dialog box will be open:-

Filter

This command is used to apply filter in current table, so that we can view specific records under a condition.

For this, go to data menu and click on filter. A new dialog box will be open:-

Form

The form command is used to add more records, delete and modify records in current table. Click on the table then data after then form. A new dialog box will be open:-

Enter the records (name, roll, math,   Hindi etc) in the box then click on new. The record will be added to the end of the table.

Table

It is used to create a table of any record ex- counting table.

Text to columns

It is used to distribute the text into separate columns. For this, first write the text. Select first column then go to data menu and click on text to columns. Text will be arrange into separate columns

THE END