Microsoft EXCELMicrosoft EXCEL

MS Excel is a utility software MS Excel is a utility software which is used to store, modify, which is used to store, modify, manipulate, retrieve and manipulate, retrieve and distribute data in the form of distribute data in the form of tables, graphs and functions. tables, graphs and functions.

Applications of Microsoft Applications of Microsoft ExcelExcel

In Accounting and statistical purposeIn Accounting and statistical purpose In Research, where statistical data is In Research, where statistical data is

important important In financial statements for In financial statements for

developing balance sheetsdeveloping balance sheets In developing/designing databases In developing/designing databases for example: for library, for a class of for example: for library, for a class of

students etc.students etc. In designing marks sheetIn designing marks sheet

GoalsGoals

The basic goal of the Excel software The basic goal of the Excel software is to save your TIME and EFFORT.is to save your TIME and EFFORT.

For example, if you have to find the For example, if you have to find the sum of 100 numbers, you just have sum of 100 numbers, you just have to use the SUM function and Excel to use the SUM function and Excel will return your answer in a single will return your answer in a single step. step.

Another example could be of a large Another example could be of a large data base, suppose you have created data base, suppose you have created a data base of 100 records, and you a data base of 100 records, and you have to go to a specific record or you have to go to a specific record or you have to search a particular record by have to search a particular record by its date of birth.its date of birth.

You can use FILTER option for this You can use FILTER option for this purpose and can find your desired purpose and can find your desired record in a fraction of a second. record in a fraction of a second.

Distinguishing FeatureDistinguishing Feature

MS Excel offers almost every option MS Excel offers almost every option (that is offered by MS Word) to create or (that is offered by MS Word) to create or format documents.format documents.

The distinguishing feature in EXCEL is The distinguishing feature in EXCEL is the formula bar which allows you to the formula bar which allows you to write a formula for calculating sum, write a formula for calculating sum, average, percentage, median, average, percentage, median, conditional sum and other accounting conditional sum and other accounting and statistical data etc.and statistical data etc.

Key TermsKey Terms

Excel WorksheetExcel Worksheet

The particular area in which the user The particular area in which the user can create his/her Excel document or can create his/her Excel document or where he/she can use different where he/she can use different formulae, is known as a Worksheet.formulae, is known as a Worksheet.

A worksheet comprises of cells which A worksheet comprises of cells which are visible only for your convenience, are visible only for your convenience, and the cells are NOT visible when and the cells are NOT visible when you see the print preview or when you see the print preview or when you actually take a print out of your you actually take a print out of your worksheet, unless you have defined worksheet, unless you have defined your specified PRINT AREA.your specified PRINT AREA.

RowsRows The horizontal lines specified by the The horizontal lines specified by the

digits or numbers.digits or numbers.

ColumnsColumns The vertical lines specified by the The vertical lines specified by the

alphabets.alphabets.

A CellA Cell A cell in Excel worksheet is a A cell in Excel worksheet is a

combination of rows and columns combination of rows and columns arranged in a specific pattern.arranged in a specific pattern.

A cell number refers to a particular A cell number refers to a particular row-column grid arranged in such a row-column grid arranged in such a way that the alphabet appears first way that the alphabet appears first and then the digit. and then the digit.

For example, if you are on row For example, if you are on row number ’10’ and column number ‘B’number ’10’ and column number ‘B’

The formula bar will be showing that The formula bar will be showing that you are currently working in cell you are currently working in cell number B10 number B10

Other features of ExcelOther features of Excel

Arranging data in Arranging data in Ascending/descending order.Ascending/descending order.

Shortcut buttons to SUM, AVERAGE, Shortcut buttons to SUM, AVERAGE, MAXIMUM NUMBER, MINIMUM MAXIMUM NUMBER, MINIMUM NUMBER & COUNT functions.NUMBER & COUNT functions.

Other features of Excel Other features of Excel (contd.)(contd.)

FORMAT menuFORMAT menu Insert rows and/or columnsInsert rows and/or columns Hide/Unhide rows and/or columnsHide/Unhide rows and/or columns Hide/unhide a worksheetHide/unhide a worksheet Rename an Excel worksheetRename an Excel worksheet Insert a picture in the background of Insert a picture in the background of

an Excel worksheetan Excel worksheet

INSERT menuINSERT menu Insert rows and/or columnsInsert rows and/or columns Insert worksheetInsert worksheet Insert graphs and chartsInsert graphs and charts Insert symbolsInsert symbols Shift cellsShift cells

VIEW menuVIEW menu View/hide the formula bar View/hide the formula bar View/hide the Standard barView/hide the Standard bar

Important Formulae/FunctionsImportant Formulae/Functions in Excel in Excel

1.1. SumSum

To find the SUM of 2 numbersTo find the SUM of 2 numbers

Formula : =cell1+cell2Formula : =cell1+cell2 To find the SUM of more than 2 numbers To find the SUM of more than 2 numbers

without using SUM functionwithout using SUM function

Formula: =cell1+cell2+cell3+------Formula: =cell1+cell2+cell3+------ By using SUM function finding the sum of By using SUM function finding the sum of

100 numbers100 numbers

Formula: =sum(range of data)Formula: =sum(range of data)

22. . DifferenceDifference

Difference of 2 numbers Difference of 2 numbers

=cell1-cell2=cell1-cell2

Difference of more than 2 numbersDifference of more than 2 numbers

=(cell1-cell2)-cell3=(cell1-cell2)-cell3

3.3. Multiplication Multiplication

=cell1*cell2*cell3*---------=cell1*cell2*cell3*---------

4. 4. DivisionDivision

=cell1/cell2=cell1/cell2

For example, divide 5 by 7For example, divide 5 by 7 5 is in cell A2 and 7 is in cell A15 is in cell A2 and 7 is in cell A1

formula for division = A2/A1formula for division = A2/A1

SUMIF functionSUMIF function

Application:Application: If you have a large size data set of 100 If you have a large size data set of 100

students in a class and you have to find the students in a class and you have to find the sum of marks obtained by a single student (out sum of marks obtained by a single student (out of 100) in 6 different subjects, SUMIF function of 100) in 6 different subjects, SUMIF function can return the answer in a single step.can return the answer in a single step.

FormulaFormula =sumif(range of the dataset,=sumif(range of the dataset,

””particular name”, range of the data)particular name”, range of the data)

Calculating PercentageCalculating Percentage

formulaformula::

=marks obtained/total marks*100=marks obtained/total marks*100

Calculating simple interestCalculating simple interest

formula:formula:

S.I= principle x rate x time/100S.I= principle x rate x time/100

Calculating AverageCalculating Average (without (without using AVERAGE function)using AVERAGE function)

formula:formula:

=sum(range of data)/total number of =sum(range of data)/total number of figuresfigures

Calculating AverageCalculating Average (by using (by using AVERAGE function)AVERAGE function)

formula: formula:

=average(range of data)=average(range of data)

ROUND functionROUND function ROUND function rounds off a ROUND function rounds off a

numeric figure up to specified numeric figure up to specified number of decimal places.number of decimal places.

formula:formula:=round(cell1/cell2*100,0) rounds off to 0 decimal =round(cell1/cell2*100,0) rounds off to 0 decimal

placesplaces

Or =round(cell1/cell2*100,1) rounds off to 1 Or =round(cell1/cell2*100,1) rounds off to 1 decimal place decimal place

Or =round(cell1/cell28100,2) rounds off to 2 Or =round(cell1/cell28100,2) rounds off to 2 decimal placesdecimal places

MAX functionMAX function It returns the maximum value of a It returns the maximum value of a

selected data set selected data set

formula: =max(range of data)formula: =max(range of data)

MIN functionMIN function

It returns the minimum value of a It returns the minimum value of a selected data set selected data set

formula: =min(range of data)formula: =min(range of data)

Excel in StatisticsExcel in Statistics1.1. MeanMean

It is the average value of a set of It is the average value of a set of data.data.

formula: =average(range of data)formula: =average(range of data)

2. 2. MedianMedian

It is the value which is found in the It is the value which is found in the middle of a data set.middle of a data set.

formula: =median(range of data)formula: =median(range of data)

Excel in Statistics (contd.)Excel in Statistics (contd.)3. 3. ModeMode

Mode is that value which occurs most Mode is that value which occurs most

frequently in a data set.frequently in a data set.

formula: =mode(range of data)formula: =mode(range of data)

4. 4. Standard deviationStandard deviation

formula: =stdev(range of data)formula: =stdev(range of data)

5. 5. VarianceVariance

formula: =var(range of data)formula: =var(range of data)

Working with TABLES in Working with TABLES in ExcelExcel

Tables are useful for designing large Tables are useful for designing large size databases with FILTERING and size databases with FILTERING and DATA VALIDATION techniques.DATA VALIDATION techniques.

Since an Excel worksheet is already Since an Excel worksheet is already divided into rows and columns, divided into rows and columns, therefore you don’t have to specify a therefore you don’t have to specify a range for rows and columns to create range for rows and columns to create table (as you normally do in MS Word).table (as you normally do in MS Word).

Operations on TablesOperations on Tables

4 important operations4 important operations

1. Filtering of a table in Excel1. Filtering of a table in Excel

2. Sorting 2. Sorting

3. data Validation3. data Validation

4. Error Alert definition 4. Error Alert definition

1.1. FILTERINGFILTERING

It creates a filter to the whole It creates a filter to the whole column of the table, when you click column of the table, when you click on the filter button, it shows you all on the filter button, it shows you all the data which is previously being the data which is previously being saved or written in that particular saved or written in that particular column.column.

2. 2. SORTINGSORTING

It sorts your data in ascending or It sorts your data in ascending or descending order.descending order.

33. . DATA VALIDATIONDATA VALIDATION The data validation option validates or The data validation option validates or

restricts your data in a particular cell to a restricts your data in a particular cell to a

specified data type, exact or an in-specified data type, exact or an in-between between

value.value.

4. 4. ERROR ALERTERROR ALERT This option makes it possible for the user This option makes it possible for the user

to define his/her own Error definition, to define his/her own Error definition,

when an error is occurred or in other when an error is occurred or in other

words, when some invalid data is entered.words, when some invalid data is entered.

serial no.

name roll number D.O.B

department signature

1 A 11 5/5/1980 Civil   

2 B 12 6/7/1979 Mechanical   

3 C 13 8/14/1980 Electrical   

4 D 14 7/13/1979 Computer   

5 E 15 12/3/1977 Electronics   

6 F 16 1/16/1979 Civil   

7 G 17 5/24/1977 Computer   

8 H 18 9/9/1978 Electronics   

9 I 19 2/28/1981 Mechanical   

10 J 20 8/7/1980 Electrical   

Selecting the Print Area of Selecting the Print Area of an an

Excel WorksheetExcel Worksheet

Print Area option is used to select Print Area option is used to select your desired print area, because your desired print area, because Excel sheet does not takes it page-Excel sheet does not takes it page-by-page, as in MS word, therefore by by-page, as in MS word, therefore by utilizing this option, you can select utilizing this option, you can select your area of the worksheet to be your area of the worksheet to be printed.printed.

Inserting a Chart in the Inserting a Chart in the worksheetworksheet

You can insert a Bar graph or a line You can insert a Bar graph or a line graphgraph

You can also insert a pie chart or a You can also insert a pie chart or a scatter diagramscatter diagram

For example, if you have a data set of For example, if you have a data set of

10, 20, 30, 40, 50, 60, 70, 80, 90, 100 10, 20, 30, 40, 50, 60, 70, 80, 90, 100

DATADATA

1010

2020

3030

4040

5050

6060

7070

8080

9090

100100

BAR graph

0

20

40

60

80

100

120

1

Series1

Series2

Series3

Series4

Series5

Series6

Series7

Series8

Series9

Series10

PIE chart

1

2

3

4

5

6

7

8

9

10