UNIT – II

2.1 INTRODUCTION MS-EXCEL SPREADSHEET OVERVIEW

Excel is one of the MS_Office package, specially used for data manipulation.
Excel or any spread sheet contains grid of rows and columns. We not only need a tool
for storing and managing data but also analyzing and querying data. Excel’s powerful
features help us to do all this.
2.1.1 Cell
Intersection of a row and column is called as cell. Rows are numbered
numerically i.e. 1, 2, 3…and so on, columns are labeled alphabetically i.e. A, B, C… and
so on. Spreadsheet contains 65,536 rows and 256 columns, makes 4,194,304 cells
(65,356*256), each holds either text or numbers or formulas. Each workbook contains
minimum three to thirty two worksheets.
2.1.2 Excel And Navigating Through The Worksheet
Starting Excel

 Excel started by clicking Excel icon in shortcut.

 Choosing MS_Excel by clicking start command,
select Programs , then select MS_Excel.

StartàProgramsàMS-OfficeàMs-
Excel

Navigating

To move around the spreadsheets, either use keyboard keys  for moving up,  for
moving down,  for moving left,  for moving right, page up, page down, home, end
or otherwise use the mouse to traverse the different parts of the worksheet or using the
scrollbars.
2.2 MENUS, TOOLBARS AND ICONS
Menus
A Menu in software gives a list of assorted commands from which the user can
choose the desired command. Related commands are grouped together to facilitate easy
access and usage.
Commands
The commands are used to type long string of code words. The user has to
remember these coded commands for each step for the execution. Each command had
an appropriate grammar called syntax.
Icon
All windows based software comes with a set of graphical buttons with small
pictures on them. These buttons are called icons. Simply click once on them through
your mouse and pressed command would be executed. Each and every icon is different
from others because it has its own pictures.
Ex: The icon, which prints our documents, has a picture of a printer on it. This makes
it very easy to recognize and remember the individual use of these icons. To know the
name of the icon simply place the mouse pointer on that particular icon a tool tip will be
displayed.
2.2.1 Menus
File Menu
 New: Creates a new blank file based on default values contained in a
file called normal file.
 Open: Opens or finds an existing file.
 Close: Closes the active file without exiting the application.
 Save: Saves the existing file with its current file name, location and file
format.
 Save As: Saves the active file with a different file name, location and
file format.
 Save As Web Page: Saves the file in web page format required for
creating documents for the Internet.
  Save Workspace: Save a list of open workbooks, their sizes and their
positions on the screen to a workspace file so that the screen will look
the same the next time you open the workspace file.
 Web Page Preview: Allows you to preview the current file as web
page in your browser so that you can see how it will look before
publishing it.
 Page Setup: Set margins, paper source, paper size, page orientation
and other layout options for the active file.
 Print: Prints the active file or selected items, to the selected printer or
fax.
 Send to: Sends the document to a mail recipient as an e-mail.
 Properties: Displays the property sheet for the active file.
 Exit: Closes Ms_Excel after prompting you to save any unsaved files.
Various Options In Edit Menu
 Undo last command(s): Reverses the last command i.e. undoes the effect
of the last command we executed.
 Repeat last command(s): Reverses the undo command i.e. restores the last
command.
 Cut: Removes the selection from the active worksheet and places it on the
clipboard – a special place in computer’s memory from where it can be
retrieved again.
 Copy: Copies the selection to the clipboard.
 Paste: Inserts the content of the clipboard at the insertion point, and
replaces any current selection.
 Paste special: Pastes, links or embeds the clipboard content in the current
file in the format you specify.
 Paste as hyperlink: Inserts the content of the clipboard as a hyperlink at
the insertion point, replacing any selection.
  Fill: Fills the specified range with a series of numbers, dates or other
items.
 Clear: Deletes the selected object or text without putting it on the
clipboard.
 Delete: Deletes the selected cells or the cell that contains the insertion
point. If you select an entire row or column, the command changes to
delete rows or delete columns, respectively.
 Delete sheet: Deletes the selected sheets from the work book. You cant
undo this command
 Move or copy sheet: Moves or copies the selected sheets to another
workbook or to different locations within the same workbook.
 Find: Searches for specified text, formatting, symbols, comments,
footnotes or end notes in the active document.
 Replace: Searches for and replaces specified text, formatting, symbols,
comments, footnotes or end notes in the active document.
 Go To: Moves the insertion pointer to the item where you want to go.
 Links: Displays or changes information for each link in the current file,
including the name and location of the source file, the item, the type and
whether the link is updated automatically or manually.
 Object: Activates the application in which the selected object was created, so you
can edit it.
Various Options In View Menu
 Normal: Switches to normal view, which is the default view for most tasks
in excel, such as entering data, filtering, charting and formatting.
 Page Break Preview: Switches to page layout to page layout or page break

preview, which is an editing view that displays your document as it will

print.
  Toolbars: Toolbar allows us to organize the commands in excel the way

we want to, so we can find them quickly.

 Formula Bar: Displays or hides the formulas bar.
 Status Bar: Displays or hides the status bars.
 Header and footer: Adds or changes the text that appears at the top and
bottom of every worksheet.
 Comments: Displays all comments made by all reviewers in the comment
pane.
 Custom Views: Creates different views of a worksheet.
 Full screen: Hides most screen elements so that we can view more of our
document.
 Zoom: Enter a magnification between 10 & 200 percent to reduce or
enlarge the display of the active document.
Various Commands In Insert Menu
 Cells: Inserts the number of cell we select.
 Rows: Inserts the number of rows we select.
 Columns: Inserts the number of columns we select.
 Worksheet: Inserts a new worksheet to the left of the selected sheet.
 Chart: Starts the chart wizard, which guides us through the steps for creating an
embedded chart on a work sheet or modifying an existing chart.
 Page Break: Inserts a page break above a selected cell. This command changes to
removes page break if we have a cell selected that is adjacent to a manually
inserted page break.
 Function: Displays a list of functions and their formats and allows us to set
values.
 Name: It has sub commands like Defines, Creates, Paste, Apply and Labels.
 Comment: Inserts a comment at the insertion point.
 Picture: Inserts pictures from clip art and other libraries.
  Object: Inserts an object such as a drawing, word Art text effect, etc., at the
insertion point.
 Hyperlink: Inserts or edits the hyperlink to specify.
 Command In Format Menu.
 Cells: Applies formats to the selected cells. The command might not be available
if the sheet is protected.
 Rows: Format rows – increases /decreases heights, auto fit selection and hides /
unhide rows.
 Column: Format columns – increases /decreases heights, auto fit selection and
hides / unhide columns.
 Sheet: Formats worksheets – renames, hides / unhide rows.
 Auto format: Applies a built in combination of formats, called an auto format, to
a cell range or a pivot table.
 Conditional formatting: Applies formats to the selected cells that meet specific
criteria based on values or formulas we specify.
 Style: It defines or applies to the selection, a combination of formats called a
style.
Various Submenus In Tools Menu In Ms_ Excel
 Spelling: Checks the active document for possible spelling, grammar and
writing style errors and display suggestions correct them.
 Auto correct: Sets the options used to correct text automatically as we type or to
store and reuse text and other items we use frequently.
 Share workbook: Switches to shared workbook mode which allows us and
another users on our network to edit and save changes to the same workbook.
 Track changes: Mark changes in the current document and keeps track of each
change by reviewer name.
 Merge workbooks: Combines changes from multiple copies of a shared work
book into one work book.
  Protection: Prevents changes to cells on worksheet or items in a chart, graphic
objects on a worksheets or chart sheet or code in visual basic editor form.
 Online collaboration: With the help of online collaboration we can communicate
online with other people in a group conference. It can help organize meetings on
the web.
 Goal seek: Adjusts the value in a specific cell until a formula that is dependent
on that cell reaches a target value.
 Scenarios: Creates and saves scenarios, which are sets of data we can use to view
the results of what-if analysis.
 Auditing: Finds cells that have a relation to a formula, displays formulas affected
by changes in a cell and tracks down the sources of errors values.
 Macro: Opens the macro dialog box, where we can run, edit or delete a macro.
Use record new macro to record a series of actions as a macro or click VB editor
to write a macro.
 Add-Ins: Specifies which add-ins is automatically available when we start MS-
Office.
 Customize: Customize toolbar buttons, menu commands and short cut keys
assignments.
 Options: Modifies settings for MS-Office programs such as screen appearance,
printing, spelling and other options.
Submenus In Data Menu In Ms_ Excel
 Sort: It arranges the information in selected rows or lists alphabetically,
numerically or by date.
 Filter: Displays only those rows that match the value in the active cell and Auto
filter arrows to the right of each column label.
 Form: It displays a data form in a dialog box.
 Subtotals: Calculates subtotal and grand total values for the labeled columns we
select.
  Validation: Defines what data is valid for individual cells or cells ranges,
restricts the data entry for to a particular type such as whole numbers, decimal
numbers or text and sets limits on the valid entries.
 Table: It creates a data table based on input values and formulas we define.
 Text to columns: Separates text in one cell on a worksheet in to columns by using
the convert text to columns wizard.
 Consolidate: Summarize the data from one or more source areas and displays it
in a table.
 Group and outline: Creates and clean groups, subgroups and outlines.
 Pivot table and pivot chart report: starts the pivot wizard, which guides us
through creating and modifying a pivot table.
 Get external data: Creates and runs web or database queries.
 Refresh data: Refresh the data in a pivot table if the source data has changes.
Various Submenus In Window Menu In Ms_ Excel
 New window: Opens a new window with the same contents as the active
window, so we can view different parts of files at the same time.
 Arrange: Displays all open files in separate windows on the screen. The arrange
command makes it easier to drag between files.
 Hide: Hides the active workbook window. A hidden window remains open.
 Unhide: Displays hidden work book window.
 Split: Split the active windows in to panes.
 Freeze pane: Freezes the top pane, left pane or both in the active worksheet.
 Various Submenus In Help Menu In Ms_ Excel
 Microsoft Excel Help: To launch the MS office Assistant which provides help
and tips to us to execute many tasks.
 Show the Office Assistant: Displays or removes the office assistant from view.
 Microsoft Office Online: Provides a link to Microsoft’s home site containing,
free stuff, feed back, answers to frequently asked questioned, technical help, etc,.
 Detect and Repair: Automatically finds and fixes errors in this programs.
  About Microsoft Office Excel: Shows Excel’s version details and copyright
message along with detailed information about our computer system.

2.3 TOOLBARS
In MS-Excel, the physical tools are replaced by commands. These commands are
executed by clicking on their specific icons. Group of icons that perform related task are
placed in a ribbon called Toolbar. There are many toolbars available in word. They are,
 Standard Toolbar.
 Formatting Toolbar.
 Drawing Toolbar.
 Tables and Borders Toolbars etc.,
2.3.1 Standard toolbar in Ms-Excel.
 New® It creates a New document based on normal template.
 Alternative: File® New Shortcut® CTRL+N
 Open® It opens an existing document or template.
 Alternative: File® Open Shortcut® CTRL+O
 Save® It saves the active document or template.
 Alternative: File® Save Shortcut® CTRL+S
 E-Mail® It sends the contents of the document as the body of the e-mail
message.
 Alternative: File® Send To®Mail
 Print® It prints the active document using current defaults.
 Alternative: File® Print Shortcut® CTRL+P
 Print Preview® It displays full page as they are printed.
 Alternative: File® Print Preview Shortcut® CTRL+F2
 Spelling® It checks the spelling in the active document.
 Alternative: Tools® Spelling and Grammar Shortcut® F7
 Cut® It cuts the selection and puts it on the clipboard.
 Alternative: Edit® Cut Shortcut® CTRL+X
 Copy® It copies the selection and puts it on the clipboard.
 Alternative: Edit® Copy Shortcut®CTRL+C
 Paste® It inserts the clipboard contents at the insertion point.
 Alternative: Edit® Paste Shortcut®CTRL+V
 Format Painter® It copies the formatting of the selection to a specified location.
 Shortcut® CTRL+SHIFT+C
 Undo® It reverses certain commands.
 Alternative: Edit® Undo Shortcut®CTRL+Z
 Redo® It reverses the action of the undo command.
 Alternative: Edit®Repeat Shortcut®CTRL+Y
 Insert Hyperlink® It displays the destination object, document or page.
 Alternative: Edit® Repeat Shortcut®CTRL+K
 AutoSum® It adds numbers automatically with the SUM function.
 Paste Function® It displays a list of functions and their formats and allows you
to set values for arguments.
 Sort Ascending® It sorts the selected items in order from the beginning of the
alphabet, the lowest number, or the earliest date, using the column that contains
the insertion point.
 Alternative: Table®Sort®Ascending
 Sort Descending® It sorts the selected items in the order from the end of the
alphabet, the highest number, or the highest date, using the column contains the
insertion point.
 Alternative: Table®Sort®Descending
 Drawing® It shows or Hides the Drawing Toolbar.
 Alternative: View® Toolbars® Drawing
 Chart Wizard® It starts the chart wizard, which guides you through the steps
for creating an embedded chart on a worksheet or modifying an existing chart.
  Microsoft Excel Help® It provides help topics and tips to accomplish your task.
 Alternative: Help®Microsoft Word Help Shortcut®F1
 Zoom Control® It scales the editing view.
 Alternative: View®Zoom
2.3.2 Formatting Toolbars
 Font ® It changes the font of the selection.
 Alternative: Format®Font Shortcut®CTRL+SHIFT+F
 Font Size® It changes the font size of the selection.
 Alternative: Format®Font® Size Shortcut®CTRL+SHIFT+P
 Bold® It makes the selection Bold.
 Alternative: Format®Font®Font style Shortcut®CTRL+B
 Italics® It makes the selection Italics.
 Alternative: Format®Font®Font Style Shortcut®CTRL+I
 Underline® It formats the selection with continuous underline.
 Alternative: Format®Font®Effects Shortcut®CTRL+U
 Align Left®It aligns the paragraph at left indent.
 Alternative: Format®Paragraph®Alignment Shortcut®CTRL+L
 Center®It centers the paragraph between the indents.
 Alternative: Format®Paragraph®Alignment Shortcut®CTRL+E
 Align Right®It aligns the paragraph at right indent.
 Alternative: Format®Paragraph®Alignment Shortcut®CTRL+R
 Merge and Centre® It combines two or more selected adjacent cells to create a
single cell. The resulting merged cell contains only the upper left most data in the
selection, which is entered within the cell.
 Currency ® It applies on International currency style to the selected cells.
 Percent Style® It applies the percent style to the selected cells.
 Comma Style® It applies the comma style to the selected cells.
  Increase Decimal® It increases the number of digits displayed after the decimal
point in the selected style.
 Decrease Decimal® It decreases the number of digits displayed after the
decimal point in the selected style.
 Decrease Indent ® It decreases or promotes the selection one level.
 Alternative: Format®Paragraph®Indentation
 Increase Indent ® It increases or demotes the selection one level.
 Alternative: Format®Paragraph®Indentation
 Borders® It shows or hides the border toolbar.
 Alternative: Format®Borders and Shading
 Fill Color® It adds, modifies, or removes the fill color or fill effect from the
selected object.
 Font Color® It selects and applies font color.
 Alternative: Format®Font® Color
2.3.3 Drawing Toolbar In Ms-Excel.
 Draw: Activates the draw menu.
 Select Objects: Changes the pointer to selected objects in the active window.
 Free Rotate: Rotates the selected object to any degree.
 Auto shape: Activates the auto shape menu.
 Rectangle: Draws a rectangle line where we click or drag in the active
window.
 Lines: Draws a straight line where we click or drag in the active window.
 Arrow: Inserts a line with an arrow head where we click or drag in the active
window.
 Oval: Draws an oval where we click or drag in the active window.
 Text box: Draws a text box where we click or drag in the active window.
 Alternative: Insert  Text box.
  Insert clip art: Inserts existing picture into the file at the desired position
from the gallery.
 Alternative: Insert  Picture  Clipart
 Word art: Create text effects by inserting a Microsoft office drawing objects.
 Line color: Adds, modifies or removes the line color effect from the selected
object.
 Fill color: Adds, modifies or removes the fill color or fill effect from the
selected object.
 Font color: Formats the selected text with the color we click.
 Line style: Click the width we want for the selected line.
 Dash style: Click the dashed line or dashed – dot line style we want for the
selected shape or border.
 Arrow Style: Click the arrow head style we want for the selected object.
 Shadow style: Click the shadow style we want for the selected object.
 3-D style: Click the 3-D style we want for the selected object.
2.4 CREATE A WORKSHEET
We can start Excel in two ways:
1. Click once on excel icon from the Ms-Office toolbar.
2. Choose Ms-Excel from Ms_Office option from program menu.
 After opening the Excel, a blank worksheet appears. The worksheet is a matrix
made up of cells arranged in rows and columns.
 Start typing the text in this blank worksheet. Each piece of text is typed in
different cells.
 After typing the text we can save the worksheet in particular location.
2.5 EDITING A WORKSHEET
2.5.1 Edit a formula
a. Click the cell that contains the formula you want to edit. If the cell contains a
hyperlink, click a cell next to the cell you want to edit, and then use an arrow
key to select the cell with the formula you want to edit.
b. In the formula bar, make the changes to the formula.
c. If you want to edit a function in the formula, edit the arguments in the function.
Press ENTER.
d. If the formula is an array formula, press CTRL+SHIFT+ENTER.
2.5.2 Edit cell contents
a. Double-click the cell that contains the data you want to edit.
b. Make any changes to the cell contents.
c. To enter your changes, press ENTER.
d. To cancel your changes, press ESC.
e. To turn editing directly in cells on or off, click Options on the Tools menu, click
the Edit tab, and then select or clear the Edit directly in cell check box.
f. To quickly add to the end of cell contents, select the cell and press F2.
2.6 Formatting a Worksheet
The contents of a highlighted cell can be formatted in many ways. Font and cell
attributes can be added from shortcut buttons on the formatting bar. If this toolbar is
not already visible on the screen, select View|Toolbars|Formatting from the menu
bar.
2.6.1 Formatting Cells:
Some columns have decimal places and some do not. Also, it is not very easy to
read long numbers without comma(,) marks. So to solve this problem, let us format the
range.
1. Highlight all the columns containing numbers.
2. Choose Cells command from Format menu.
3. Choose Number folio.
4. Choose Number from Category list.
 5. Specify 2 decimal places.
6. Click here to have (,) after every 3rd digit in each numbers.
7. Click once on Ok button to execute the command.
2.6.2 Column Autofit:
In some places instead of numbers you are getting hash symbols (#), it means that the
current width is not sufficient to display the entire contents, i.e. numbers along with the
applied format. Simply use the Autofit selection command from the Column command
from Format menu.
2.6.3 Formatting Text (Bold, Italic):
a. Highlight the text.
b. Choose Cells command from Format menu.
c. Choose Font folio.
d. Choose the desired font.
e. Choose the font style, whether you need Regular, Bold, Italics or Bold Italics.
f. In case you wish to underline the text, choose from one of the choices, single, i.e.
underline single line, double, i.e. underline data with a double line etc.
g. Click on Ok button.
2.6.4 Changing Font, Font Size:
a. Highlight the area.
b. Change the font of the text and click on Bold icon to make it bold.
c. It changes the font size of the selection.
2.6.5 Renaming Worksheet:
a. Choose Rename from Sheet Command from Format menu.
b. The name of the sheet1 is highlighted. Press Delete key to erase the name; type
the new worksheet name as Domestic and then press Enter key.
c. Notice the name of Sheet1 has been changed to Domestic.
2.7 EXCEL FORMULAS AND FUNCTIONS
2.7.1 Entering Formula:
To start building a formula based upon values from different worksheets, follow the
following steps.
  Click the cell in which you want to enter the formula.
 Type = (an equal sign).
 If we click Edit Formula = or Paste Function, Microsoft Excel inserts an equal
sign.
 Enter the formula.
 Press ENTER.
Otherwise,
 We can enter the same formula into a range of cells by selecting the range
first, typing the formula, and then pressing CTRL+ENTER.
 We can also enter a formula into a range of cells by copying a formula
from another cell.
2.7.2 Create a formula to calculate data on another worksheet or workbook
If we want to link with a new workbook, save the new workbook before creating
the link.
a. In the workbook that will contain the formula, select the cell in which we
want to enter the external reference.
b. If we are creating a new formula, type = (an equal sign).
c. If we are entering the external reference elsewhere in the formula, type the
operator or function that we want to precede the external reference.
d. If you want to create a link to another worksheet in the active workbook,
click the worksheet that contains the cells you want to link to.
e. If you want to create a link to a worksheet in another workbook, switch to
the other workbook, and then click the worksheet that contains the cells

we want to link to.

f. Select the cells we want to link to.
Complete the formula. When we finish entering the formula, press ENTER.
2.7.3 Functions
Microsoft Excel includes worksheet functions that analyze data stored in lists or
databases. Each of these functions, referred to collectively as the functions, uses three
arguments: database, field, and criteria. These arguments refer to the worksheet ranges
that are used by the function.
Typically a function consists of two parts- function name and arguments.
Arguments (or values) may in some cases be mandatory and in some cases optional.
Even within a function, one of the arguments may be mandatory and another optional.

 ROUND( ):
The ROUND( ) function rounds of a number to the specified number of decimal
places.
 Place the cursor where you want the function result to appear and choose
Function from the Insert Menu.
 Choose Maths & Trig from the Function Category and ROUND from the
Function Name.
 Click once on the Ok button.
 Either type the cell address or point to the cell (with the mouse), which
contains the number to be rounded.
 Specify the number of decimal places to which you want the number to
be rounded off.
 Click once on the Ok button. The results would be displayed in the cell.
 SQRT( )
The SQRT( ) function calculates the square root of any specified number.
 Place the cursor where you want the function result to appear and choose
Function from the Insert Menu.
 Choose Math & Trig from the Function Category and SQRT from the
Function Name. Click once on the Ok button.
 Either type the cell address or point to the cell (with the mouse), which
contains the number for which square root has to be calculated.
 Click once on the Ok button. The results would be displayed in the cell.
 AVERAGE( )
 The AVERAGE( ) function calculates the average of a series of specified
numbers.
Place the cursor where you want the function result to appear and choose
Function from the Insert Menu.
 Choose Statistical from the Function Category and AVERAGE from the
Function Name. Click once on the Ok button.
 Either type the cell address or point to the cell (with the mouse), which
contains the number for which average has to be calculated.
 Click once on the Ok button. The results would be displayed in the cell.
 MAX ( )
The MAX( ) function finds out he maximum(highest) value from a series of
specified numbers.
 Place the cursor where you want the function result to appear and choose
Function from the Insert Menu.
 Choose Statistical from the Function Category and MAX from the Function
Name. Click once on the Ok button.
 Either type the cell address or point to the cell (with the mouse), which
contains the numbers from which the highest number has to be found.
 Click once on the Ok button. The results would be displayed in the cell.
MIN( )
The MIN( ) function finds out the minimum (smallest) value from a series of specified
numbers.
 Place the cursor where you want the function result to appear and choose
Function from the Insert Menu.
 Choose Statistical from the Function Category and MIN from the Function
Name. Click once on the Ok button.
 Either type the cell address or point to the cell (with the mouse), which
contain the numbers from which the smallest number has to be found.
 Click once on the Ok button. The results would be displayed in the cell.
 COUNT( )
 The COUNT( ) function finds out the number of entries in a specified range.
 Place the cursor where you want the function result to appear and choose
Function from the Insert Menu.
 Choose Statistical from the Function Category and COUNT from the
Function Name. Click once on the Ok button.
 Either type the cell address or point to the cell (with the mouse), which
contains the numbers from which you want to count.
 Click once on the Ok button. The results would be displayed in the cell.
 SUM( )
The SUM( ) function calculates the sum(total) of entries in a specified range.
 Place the cursor where you want the function result to appear and choose
Function from the Insert Menu.
 Choose Math & Trig from the Function Category and SUM from the
Function Name. Click once on the Ok button.
 Either type the cell address or point to the cell (with the mouse), which
contains the numbers, which you want to add up.
 Click once on the Ok button. The results would be displayed in the cell.
 IF( )
The IF( ) function is one of the most useful and powerful functions available in
Excel. Through this function we can conduct conditional tests on values and formulas
and execute some operation based upon the result of that text.
 Place the cursor where we want the function result to appear and choose
Function from the Insert Menu.
 Choose Logical from the Function Category and IF from the Function
Name. Click once on the Ok button.
 Type the criterion that we want evaluated i.e. A9>100.
 Specify the operation to be done if the criterion is satisfied (True) i.e. show
Greater than 100.
 Specify the operation to be done if the criterion is satisfied (False) i.e. show
Less than 100.
  Click once on the Ok button. The results would be displayed in the cell.

 SUMIF( )
The SUMIF( ) function is a combination of SUM and IF functions. Through this
function we can add up a series of numbers from a specified range, provided the
numbers satisfy the given criterion
 Place the cursor where we want the function result to appear and choose
Function from the Insert Menu.
 Choose Math & Trig from the Function Category and SUMIF from the
Function Name. Click once on the Ok button to continue.
 Type or specify (through the mouse) the range which we want evaluated
based upon the criteria specified, i.e. A2:A10
 Specify the criteria (or criterion), i.e. an expression which defines which
numbers would be added up, i.e.>50
 Specify the range of cells from which we want the selected cells to be
added, i.e. A2:A10.
 Click once on the Ok button. The results would be displayed in the cell.
 ABS( )
The ABS( ) function is used to get the absolute value of a number. The absolute
value of a number means the number without plus or minus sign.
 Place the cursor where you want the function result to appear and choose
Function from the Insert Menu.
 Choose Math & Trig from the Function Category and ABS from the
Function Name. Click once on the Ok button to continue.
 Type the cell address containing the number for which you want to calculate
absolute value, i.e. All.
 Click once on the Ok button. The results would be displayed in the cell.
 ROMAN( )
 The ROMAN( ) function is used to convert an Arabic numeral into Roman digits.
 Place the cursor where you want the function result to appear and choose
Function from the Insert Menu.
 Choose Math & Trig from the Function Category and ROMAN from the
Function Name. Click once on the Ok button to continue.
 Type or specify (through the mouse) the cell address in which the number to
be converted.
 Click once on the Ok button. The results would be displayed in the cell.
 UPPER( )
The UPPER ( ) function is used to convert lower case text entry into upper case, i.e.
capital letters.
 Place the cursor where you want the function result to appear and choose
Function from the Insert Menu.
 Choose Math & Trig from the Function Category and UPPER from the
Function Name. Click once on the Ok button to continue.
 Type or specify (through the mouse) the cell address in which the number
to be converted.
 Click once on the Ok button. The results would be displayed in the cell.
 LOWER( )
The LOWER( ) function is used to convert an upper case text into lower case, i.e.
small letters.
 Place the cursor where you want the function result to appear and choose
Function from the Insert Menu.
 Choose Math & Trig from the Function Category and LOWER from the
Function Name. Click once on the Ok button to continue.
 Type or specify (through the mouse) the cell address in which the number to
be converted.
 Click once on the Ok button. The results would be displayed in the cell.
 CELL( )
The CELL( ) function returns information about the formatting, location, or contents of
the upper-left cell in a reference.
 Place the cursor where we want the function result to appear and choose
Function from the Insert Menu.
 Choose Information from the Function Category and CELL from the
Function Name. Click once on the Ok button to continue.
 Type ‘Filename’ in the Info-type field.
 Click once on the Ok button. The results would be displayed in the cell.
 TODAY( )
The TODAY( ) function is one of the few functions that do not require any user
argument. It simply returns the current date.
 Place the cursor where we want the function result to appear and
choose Function from the Insert Menu.
 Choose Date & Time from the Function Category and TODAY
from the Function Name. Click once on the Ok button to
continue.
 Since this function takes no arguments, simply click once on the
OK button. The results would be displayed in the cell.
 NOW( )
The NOW( ) function is another of those few functions which does not require any user
argument. It simply returns the current Date & Time.
 Place the cursor where we want the function result to appear and choose
Function from the Insert Menu.
 Choose Date & Time from the Function Category and NOW from the
Function Name. Click once on the Ok button to continue.
 Since this function takes no arguments, simply click once on the OK button.
The results would be displayed in the cell.
2.8 CREATING A CHART
Definition:
 Charts are graphical representation of numeric data. Charts are used to provide a
numeric data. Charts are visually appealing and make it easy for users to see
comparisons, patterns, and trends in data.
 We can create a chart on own sheet or as an embedded object on a
worksheet. We can also publish a chart on a Web page.
 To create a chart, we must first enter the data for the chart on the
worksheet.
 Then select that data and use the Chart Wizard from the Insert
menu to step through the process of choosing the chart type and
the various chart options, or use the Chart toolbar to create a basic
chart that we can format later.

SNO NAME AGE

1 NANDHA 30
2 NIRMALA
3 TEIJAS 19
4 VEENA 15
5 NEHA 14

2.8.1 PivotChart
A PivotChart report is an interactive summary of data in a chart format. It is
created differently than regular Microsoft Excel charts. After we create a PivotChart
report, we can view different levels of detail or reorganize the layout of the chart by
dragging its fields and items.
A chart is linked to the worksheet data it's created from and is updated
automatically when we change the worksheet data.
2.8.2 Data marker:
Each data marker represents one number from the worksheet. Data markers with
the same pattern represent one data series.
2.8.3 Major gridline:
Microsoft Excel creates axis values from the worksheet data. Note that the axis
values in the example above range from 0 to 120, which encompasses the range of
values on the worksheet. Major gridlines mark the major intervals on the axis. We can
also display minor gridlines on a chart, which mark the intervals between the major
intervals.
 Category names - Excel uses column or row headings in the worksheet
data for category axis names.
 Chart data series names - Excel also uses column or row headings in the
worksheet data for series names. Series names appear in the chart legend.
 Chart Tips- When we rest our pointer over a chart item, a chart tip
containing the name of the item appears. For example, when we rest the
pointer over a legend, a chart tip that contains the word Legend appears.
2.8.4 Creating chart:
 Chart wizard is used to create the chart.
 Begin the charting process by selecting the data to be used in the chart. Ranges
are symmetrical one. If we select four labels in rows 9-12 of column. A select
data points from the other columns in rows 9-12. If we select labels in columns
A-D of row 5, the data series we select should also be in columns A-D.
Compassion
Steps:

Click Chart Wizard icon to start the Chart Wizard.

 A dialog box will appear. Select the desired Chart type.
 Then Select the Chart sub type and Click on ‘Next’ tab to continue.
 A dialog box will appear. The range of cells, which we have highlighted earlier,
would be selected here automatically. This signifies that your data series is in
rows and not columns.
 Click on ‘Next’ tab to continue. A dialog box will appear.
 Type the Graph Title after choosing Title folio. Choose the Legend folio.
  A dialog box will appear. Click here once to specify the data legends to appear
on any side of graph we desire.
 Choose Data Labels folio. We will get Data Labels dialog box.
 Choose ‘Show Percent’ option to display the percentage.
 Click on ‘Next’ tab to continue. A dialog box will appear.
 Choose Sheet1 to place the graph as an object in this sheet.
 Click on the ‘Finish’ tab to see the graph.
2.9 DATA FORMS, SORT, FILTER
2.9.1Database
A Database is a collection of assorted data organized to serve one or more
specific applications. Each item of information is called a field and a collection of all the
fields is called a record. Each record contains all the information about one specific
person or thing and a collection of records is called a database. In Excel database, each
column represents a field and each row represents a record.
2.9.2 Data forms
Data Forms is used to manage the database i.e., add, edit, delete and locate
records. To create a data form, we simply create two rows on our spreadsheet.
Highlight the rows containing the column headings and the records.
Select Form option from Data menu.
The following window showing the database fields and contents of the first
record would be displayed.
Notice how Data Form has automatically converted the first row of our table into
a database structure and the next row into the first record.
 The number 1 of 1 represents that you are currently seeing record number 1 out of
total records.
 We can travel up and down in the database using this scrollbar.
 Click New to Add a New Record.
 Click Delete to Delete the Current Record.
 Click Restore to Restore the previously deleted record.
 Click Find Prev to go to Previous Record.
 Click Find Next to go to Next Record.
 Click Criteria to locate records based upon Criteria.
 Click Close to Close Data Form window.
2.9.3 SORT
Data sort
This command allows us to alphabetically rearrange any type of data, either in
ascending (A to Z or 1 to 10 or 1st January to 2007 to 31st December 2007) or descending
(Z to A or 10 to 1 or 31st December 2007 to 1st January to 2007) or descending order. Just
enter the data in random order and apply data sort to rearrange it.
 Highlight the range to sort.
 Choose sort command from data menu.
 Click ascending order radio button.
 Click ok to execute the data sort command.
 If we want to do a reverse sort i.e. on descending order, choose descending radio
button.
Using the same technique you can sort this table in ascending or descending
order on the basis of any column.
2.9.4 FILTERS
Data Filters.
A filter is used to select in random order and apply data sort to rearrange it.
Filtering is a quick and easy way to find and work with a subset of data in a list. A
filtered list displays only the rows that meet the criteria you specify for a column.
Microsoft Excel provides two commands for filtering lists:
 AutoFilter, which includes filter by selection, for simple criteria
 Advanced Filter for more complex criteria
Applying and using the auto filter
 Select any cell in the database
 Choose data filter Auto filter to turn on the filter.
  Click on the drop down arrow for the field we want to use filter, and choose a
filter from the criteria drop down list. To see all the records in the database, reset
all filter criteria to all.
To filter the list by two values in the same column, or to apply comparison
operators other than Equals, click the arrow in the column, and then click Custom.
Ex: Filter a list
We can apply filters to only one list on a worksheet at a time.
1. Click a cell in the list we want to filter.
2. On the Data menu, point to Filter, and then click AutoFilter.
 Filter for the smallest or largest number:

1. Click the arrow in the column that contains the numbers, and click
(Top 10...).
2. In the box on the left, click Top, or Bottom.
3. In the box in the middle, enter a number.
4. In the box on the right, click Items.