MICROSOFT EXCEL

INTRODUCTION
MS Excel – a component in MS Office is a tool used for organizing, calculating
analyzing and displaying numerical data. MS Excel is Electronic Spreadsheet software.
Work area in MS Excel is known as a Worksheet. An Excel Worksheet has 256
columns and 65536 rows, for a whopping total of 16,777,216 cells. Each column is
named and identified by alphabets. Each row is named and identified by numbers. Each
cell is identified by its corresponding column and row number. An Excel worksheet is
actually a page in a Workbook file. By default a new workbook file has three
worksheets, but additional worksheets can be added if needed.

8.1. IMPORTANCE OF MS EXCEL

MS Excel can be used for record checking account transactions, plan a budget,
prepare a bid, control inventory, track sales or create an expense report. MS Excel is
software that bookkeepers and accountants use.

More than storing numbers or data, MS Excel can be used to perform

calculations, recalculate formulas when numbers are changed, analyze data, and create
charts and maps from the data that is entered. Many of the text features available in the
word processing program are also available in MS Excel. For example checking spelling
of words, use text styles, add header and footer, and insert graphics and other objects.

8.2 MENU OPTIONS

Before discussing about the various menu options available in MS Excel, let us
list down the steps involved in starting and exiting MS Excel.

How to start Microsoft Excel?

Step 1: Click the Start button.
Step 2: Select the option All Programs in the Start menu.
Step 3: Click the Microsoft Excel in the All Programs menu.

How to exit Microsoft Excel?

Step 1: Click the option File in the main menu.
Step 2: Click option Exit in the File menu.

When Microsoft Excel software is launched the main screen contains the following
components

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 Element Description
Application title bar Displays the name of the application and the Minimize,
Maximize/Restore, and Close buttons. If the document
window is maximized, the name of the workbook also
displayed in the application title bar.
Document title bar Displays the name of the workbook file and Minimize,
Maximize/Restore, and close buttons. If the window is
maximized, there is no document title bar and the document
buttons are displayed in the menu bar.
Menu bar Contains menu options. To use the menu, click an option to
display a drop-down menu, and then click a command on
the drop-down menu to perform the command, view another
menu, or view a dialog box.
Standard tool bar Contains buttons for accomplishing commands. To use the
toolbar, click the button for the command to be performed.
Formatting tool bar Contains buttons and controls for formatting. To use the
toolbar, click the button for the command to be performed
or click a drop-down list arrow to make a selection.
Formula bar Displays the cell address and the contents of the active cell.
Also used to enter and edit formulas.
Active cell Marks the cell where data will be entered with a black
border.
Scroll bars Vertical and Horizontal Scroll bars scroll the screen
vertically and horizontally.
Worksheet tabs Display the names of the worksheets in the current
workbook. Clicking a tab displays the worksheet.
Worksheet scroll buttons Scroll the worksheet tabs (if there are too many worksheets
to be displayed).
Status bar Displays information about the current workbook. The
Mode indicator displays on the far left side of the Status bar.
Row numbers Indicate the numbers associated with the rows.
Column numbers Indicate the letters associated with the columns.
Cell The intersection of a column and a row, referred to with an
address that combines the column letter(s) with the row
number, such as A1, AA223, and so on.
Mode Displays on the left side of the status bar and shows a word
that describes the current working condition of the
workbook. For example, the word “Ready” means that the
worksheet is ready to receive data or execute a command.
Other modes include Edit, Enter, Point, Error and Wait.

How to Create New Microsoft Excel Workbook?

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Step 1: Start Microsoft Excel
Step 2: Click the option File in the main menu.
Step 3: Click the option New in the File menu.
Step 4: Select the option Blank workbook.
Step 5: Start entering your data.

How to Save New Microsoft Excel Workbook?

Step 1: Click the option File in the main menu.
Step 3: Click the option Save in the File menu.
Step 4: Enter a file name for the workbook.
Step 5: Click the save button.

How to open an existing Microsoft Excel Workbook?

Step 1: Click the option File in the main menu.
Step 2: Click the option Open in the File menu.
Step 3: Select the file/workbook from the Box.
Step 4: Click the open button.

How to save an existing Microsoft Excel Workbook in another Name?

Step 1: Open the existing file/workbook using the steps mentioned above.
Step 2: Click the option File in the main menu.
Step 3: Click the option Save as in the File menu.
Step 4: Enter another name for the workbook.
Step 5: Click the save button.

How to Close Microsoft Excel Workbook?

Step 1: Click the option File in the main menu.
Step 2: Click the option Close in the File menu.

How to copy a part of the data to other place? [Copy & Paste]
Step 1: Select the cells which you want to copy using SHIFT and arrow keys
or by using the mouse
Step 2: Click the option Edit in the main menu and Select the option Copy
or press keys CTRL + C.
Step 3: Move the cursor to the cell where actually you want to copy it.
Step 4: Click the option Edit in the main menu.
Step 5: Select the option Paste in the Edit menu or press the keys CTRL + V.

How to move a part of the data to other place? [Cut & Paste]
Step 1: Select the cells which you want to move using SHIFT and arrow keys
or by using the mouse
Step 2: Click the option Edit in the main menu and Select the option Cut
or press keys CTRL + X.
Step 3: Move the cursor to the cell where actually you want to move it.
Step 4: Click the option Edit in the main menu.

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Step 5: Select the option Paste in the Edit menu or press the keys CTRL + V.

How to find a given word in the sheet?

Step 1: Move the cursor to the beginning of the sheet.
Step 2: Click the option Edit in the main menu.
Step 3: Click the option Find in the Edit menu.
Step 4: Enter the word to search in the box Find what.
Step 5: Click the button Find Next.

How to replace a word?

Step 1: Move the cursor to the beginning of the sheet.
Step 2: Click the option Edit in the main menu.
Step 3: Click the option Replace in the Edit menu.
Step 4: Enter the word to be replaced in the box Find what.
Step 5: Enter the word to be replaced with in the box Replace with.
Step 6: Click the button Replace.

How to select the entire sheet?

Step 1: Press CTRL + A to Select the entire Worksheet.

How to clear the part of sheet?

Step 1: Select the range of cells which you want to clear.
Step 2: Click the menu option Clear in the Edit menu.
Step 3: Click the option All.

How to clear the entire document?

Step 1: Select the entire document by pressing the keys CTRL + A.
Step 2: Click the option Edit in the main menu.
Step 3: Click the option Clear in the Edit menu.
Step 4: Click the option All.

How to insert a row?

Step 1: Move the cursor to the place where actually you want to insert a row.
Step 2: Click the option Insert in the main menu.
Step 3: Click the option Rows.

How to insert columns?

Step 1: Move the cursor to the place where actually you want to insert a Column.
Step 2: Click the option Insert in the main menu.
Step 3: Click the option Columns.

How to insert a worksheet?

Step 1: Click the option Insert in the main menu.
Step 2: Click the option Worksheet.
How to insert Symbols?

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Step 1: Click the option Insert in the main menu.
Step 2: Click the option Symbols.
Step 3: Select the symbol that is to be inserted.
Step 4: Click the Insert Button.
Step 5: Click the Close Button.

How to insert Picture from a file?

Step 1: Click the option Insert in the main menu.
Step 2: Click the option Picture.
Step 3: Select the option From File.
Step 4: From the window, select the picture to be inserted.
Step 5: Click the Insert button.

How to change font size?

Step 1: Click the option Format in the main menu.
Step 2: Click the option Cells…
Step 3: Click the option Font.
Step 4: Select the appropriate size.
Step 5: Click OK button.

How to make font Bold?

Step 1: Click the option Format in the main menu.
Step 2: Select the option Cells…
Step 3: Click the option Font.
Step 4: Select the Font style as Bold.
Step 5: Click OK button.

How to change cell color?

Step 1: Click the option Format in the main menu.
Step 2: Select the option Cells…
Step 3: Click the option Patterns.
Step 4: Select the color of your option.
Step 5: Click OK button.

How to change cell to percentage format?

Step 1: Click the option Format in the main menu.
Step 2: Click the option Cells… in the Format menu.
Step 3: Select the option Number in the menu tab.
Step 4: Select the Percentage category in the list of options.
Step 5: Click OK button.

How to change cell to date format?

Step 1: Click the option Format in the main menu.
Step 2: Click the option Cells… in the Format menu.
Step 3: Select the option Number in the menu tab.

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Step 4: Select the Date category in the list of options.
Step 5: Click OK button.

How to align the text at center?

Step 1: Click the option Format in the main menu.
Step 2: Select the option Cells…
Step 3: Click the option Alignment.
Step 4: Select the horizontal alignment as Center.
Step 5: Click OK button.

How to display all the text on multiple lines in the cell?

Step 1: Click the option Format in the main menu.
Step 2: Click the option Cells…
Step 3: Click the option Alignment.
Step 4: Select the option Wrap text.

How to increase a row height?

Step 1: Click the option Format in the main menu.
Step 2: Click the option Row.
Step 3: Click the option Height.
Step 4: Enter the new height of the row.
Step 5: Click OK button.

How to increase a column width?

Step 1: Click the option Format in the main menu.
Step 2: Click the option Column.
Step 3: Click the option Width.
Step 4: Enter the new width of the column.
Step 5: Click OK button.

How to hide a row?

Step 1: Click the option Format in the main menu.
Step 2: Click the option Row in the Format menu.
Step 3: Click the option Hide.

How to unhide a row?

Step 1: Click the option Format in the main menu.
Step 2: Click the option Row in the Format menu.
Step 3: Click the option Unhide.

How to hide a column?

Step 1: Click the option Format in the main menu.
Step 2: Click the option Column in the Format menu.
Step 3: Click the option Hide.
How to unhide a column?

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Step 1: Click the option Format in the main menu.
Step 2: Click the option Column in the Format menu.
Step 3: Click the option Unhide.

How to hide a sheet?

Step 1: Click the option Format in the main menu.
Step 2: Click the option Sheet in the Format menu.
Step 3: Click the option Hide.

How to unhide a sheet?

Step 1: Click the option Format in the main menu.
Step 2: Click the option Sheet in the Format menu.
Step 3: Click the option Unhide.

How to change the sheet name?

Step 1: Click the option Format in the main menu.
Step 2: Click the option Sheet in the Format menu.
Step 3: Click the option Rename.
Step 4: Enter the new name for the sheet.

How to sort a column data?

Step 1: Select the column which is to be sorted.
Step 2: Click the option Data in the main menu.
Step 3: Click the option Sort in the Data menu.
Step 4: Select the option either Ascending or Descending.
Step 5: Click the OK button.

How to validate a Cell/Column/Row/Range?

Step 1: Select the Cell/Column/Row/Range which is to be validated.
Step 2: Click the option Data in the main menu.
Step 3: Click the option Validation in the Data menu.
Step 4: Click the option Settings in the menu tab.
Step 5: Select any one of the Validation option in the allow list box.
Step 6: Enter the minimum and maximum value range.
Step 7: Click the option Input message in the menu tab.
Step 8: Enter the title in the appropriate box.
Step 9: Enter the input message in the appropriate box.
Step 10: Click the option Error alert in the menu tab.
Step 11: Enter the title in the appropriate box.
Step 12: Enter the error message in the appropriate box.
Step 13: Click OK button.

8.3. CHARTS

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 Charts present data in a worksheet in a way that numbers never can – visually.
Seeing trends and data relationships is so much easier when you look at a chart than when
you read numbers. Using the Chart wizard facility available in MS-Excel charts of
different kinds can be generated. There are four steps involved in generating a chart.
Given below are the steps to generate a column chart using MS-Excel.

 Enter the relevant data for which the chart is to be generated.

 Select the range of data for which the chart is to be generated.
 Click the option Insert in the main menu.
 Click the option Chart in the Insert menu.
 The Chart wizard window appears in the screen with the indication of the Step 1
of 4.

Chart wizard - Step 1 of 4 – Chart type

Select the Chart type as Column.
Select the Chart sub-type (first type).
Click the Next Button.

Chart wizard – Step 2 of 4 – Chart source data

A sample chart appears in the screen.
Select either Rows or Columns option in the Data Range tab.
Select the Series Tab and enter appropriate names for each series.
Click the Next Button.

Chart wizard – Step 3 of 4 – Chart options

Select Titles tab option.
Enter a Title for the Chart title.
Enter the category name for the X-axis.
Enter a name for the values in the Y-axis.
Click the Next Button.

Chart wizard – Step 4 of 4 – Chart Location

Select the worksheet where the chart is to be placed.
Click the Finish Button.

8.4. APPLYING FORMULA

Formulas can be applied to the cells for performing arithmetic calculations and
solving small problems like Inventory, Calculating Payroll, Preparing Balance Sheets,
etc. Applying formulas to cells and performing arithmetic calculations save lot of time by
avoiding manual calculations and data entry. MS-Excel automatically changes the
formula that is copied to another location. For example, if the formula =A1+A2 is in cell
A3 and if it is copied to cell B3, Excel changes the formula in cell B3 as =B1+B2. This
is called applying formula by relative reference.

For example, let us consider the problem of calculating Simple Interest. The formula for
calculating Simple Interest = (P*N*R)/100.

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Where,
P – Principle Amount Deposited.
N – No. of Years.
R – Rate of Interest.

Step 1: Enter the data in such a way that Name of the 10 Depositors are typed in Column
B starting from Row 5 to 14, similarly, Principle amount of the 10 Depositors are
typed in Column C, No. of years for which the amount is deposited are typed in
Column D and Rates of Interest for the deposited amounts are typed in Column E.
[The Simple Interest is to be calculated in Column F respectively, for the
Corresponding data starting from Row 5 to 14.]

Step 2: Enter the formula in the Cell F5 as =(C5*D5*E5)/100 and press Enter Key. The
Result is obtained.

Step 3: [Now copy the formula typed in cell F5.]

Select the cell F5.
Click the option Edit in the main menu.
Click the option Copy in the Edit menu.

Step 4: [Now paste the copied contents in the other cells.]

Select the range of cells from F6 to F14, where the formula is to be copied.
Click the option Edit in the main menu.
Click the option Paste in the Edit menu.

There is a library of built in functions available in MS-Excel. Functions are predefined

formulas that perform calculations by using specific values, called arguments, in a
particular order, or structure. Functions can be used to perform simple or complex
calculations. Those functions can also be entered in a cell as a formula is entered and the
result can be obtained. Follow the steps given below to enter any function available in
library.

Step 1: Click the option Insert in the main menu.

Step 2: Click the option Function… in the Insert menu.
Step 3: Select a Function from the list.
Step 4: Select the range of data as the argument for the Function.
Step 5: Complete the function by typing the closing paranthesis „ )‟ and press Enter key.

Arguments can be numbers, text, logical values such as TRUE or FALSE, error values
such as #N/A, or cell references. The argument you designate must produce a valid value
for that argument. Arguments can also be constants, formulas, or other functions.

Exercises:

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1. For the sample data given below analyze the student admission in Alemaya University
by generating a Column Chart using MS-Excel.

ALEMAYA UNIVERSITY – STUDENT ADMISSION

Sl.No. Department 2000 2001 2002 2003

1. Economics 40 45 60 75
2. Cooperative 60 50 55 60
3. Computer Science 0 40 60 90
4. Management 50 60 75 90
5. Accounting 75 60 50 90

2. Using MS-Excel, apply formula and calculate Simple Interest for the sample data
given below.

Commercial Bank

A B C D E F
Sl.No. Name Principle No. of Years Rate of Interest Simple Interest
1. Behailu 1000 3 9
2. Gadissa 1500 2 9
3. Birhane 1750 3 9
4. Leywork 1000 5 9
5. Yinebab 2000 3 9
6. Asegid 2500 2 9
7. Bekele 1500 3 9
8. Solomon 3000 3 9
9. Yosef 2000 4 9
10. Mohamed 1250 4 9

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