OVERVIEW OF MS EXCEL

Microsoft Excel, an iconic pillar in the realm of productivity software, has traversed a storied
journey spanning over three decades, evolving from its humble beginnings into a sophisticated
powerhouse of data management and analysis. Its enduring legacy is defined by a rich tapestry
of features and functionalities, meticulously crafted to cater to the diverse needs of users across
industries, academia, and personal endeavors, earning it a place of reverence as a quintessential
tool for numerical data processing.
Central to Excel's allure is its structured grid system, an architectural marvel where rows and
columns intersect to form an intricate lattice of cells. Within this meticulously organized
framework, users wield unparalleled control over their data, leveraging the flexibility of cells to
input numerical values, textual annotations, formulas, or functions. The canvas of each cell
becomes a realm of possibility, ripe for customization through a myriad of formatting options
that transcend mere aesthetics, fostering clarity and comprehension amidst the deluge of
information.
At the heart of Excel's arsenal lies its extensive repertoire of functions and formulas, a veritable
treasure trove of computational prowess that empowers users to unlock insights buried deep
within their datasets. From elementary arithmetic operations to complex statistical analyses,
Excel's suite of functions serves as a beacon of enlightenment, illuminating pathways towards
data-driven decision-making and informed strategizing. Complemented by the ingenuity of
Visual Basic for Applications (VBA), users embark on a journey of customization and
automation, sculpting bespoke solutions tailored to their unique requirements with finesse and
precision.
Venturing beyond the confines of raw data manipulation, Excel emerges as a beacon of
visualization and presentation, transcending the boundaries of traditional spreadsheet software.
Dynamic charts, graphs, and pivot tables serve as conduits for storytelling, transforming raw
data into compelling narratives that resonate with stakeholders and decision-makers alike.
Moreover, Excel's prowess in data importation from external sources heralds a new era of
integration and interoperability, bridging the chasm between disparate datasets and fostering
synergies that catalyze innovation and growth.
Collaboration emerges as a cornerstone of Excel's ethos, with a suite of features meticulously
designed to facilitate seamless teamwork and knowledge sharing. From real-time co-authoring
to version control and comment threading, Excel embodies the spirit of inclusivity, fostering an
environment where ideas flourish and synergies thrive. Moreover, the advent of Excel Online
heralds a new era of accessibility and connectivity, empowering users to collaborate effortlessly
across geographical boundaries, transcending the constraints of time and space.

1|Pag e
 FEATURES OF MS EXCEL

Various editing and formatting can be done on an Excel spreadsheet. Discussed below are the
various features of MS Excel.

The image shown above the composition of features in MS Excel:

 Home

o Comprises options like font size, font styles, font colour, background colour,
alignment, formatting options and styles, insertion and deletion of cells and editing
options

 Insert

o Comprises options like table format and style, inserting images and figures, adding
graphs, charts and sparklines, header and footer option, equation and symbols

 Page Layout

o Themes, orientation and page setup options are available under the page
layout option

 Formulas

o Since tables with a large amount of data can be created in MS excel, under this
feature, you can add formulas to your table and get quicker solutions

 Review

o Proofreading can be done for an excel sheet (like spell check) in the review
category and a reader can add comments in this part

2|Pag e
 View

o Different views in which we want the spreadsheet to be displayed can be edited

3|Pag e
 HOW TO OPEN AND SAVE MS EXCEL

Open Microsoft Excel 2013

How to open Microsoft Excel (Ms excel) 2013 ?

Explanation

To open the Microsoft excel, use any of the two options given below.
Option 1: Click Start button and select Excel 2013.

Option 2:
Step 1: Click Start → All programs.

4|Pag e
Step 2: Select Excel 2013 under Microsoft Office 2013 folder.

5|Pag e
 Microsoft Excel window opens. Here select Blank workbook.

Wherever you want to save your workbook (on your computer or the web, for example), you do
all your saving on the File tab.

While you’ll use Save or press Ctrl+S to save an existing workbook in its current location, you
need to use Save As to save your workbook for the first time, in a different location, or to create
a copy of your workbook in the same or another location.

Note: If you are trying to save a macro-enabled workbook (.xlsm) as a regular workbook
(.xlsx), be advised that macros will not be saved in the new file, which could result in loss of
functionality, as VBA macros are a powerful way to automate significant amounts of work.
Consider saving the macros or retaining the macro-enabled file until you are sure the new file
has the functionality you expect.

1. Click File > Save As.

2. Under Save As, pick the place where you want to save your workbook. For example,
to save to your desktop or in a folder on your computer, click Computer.

6|Pag e
 Tip: To save to your OneDrive location, click OneDrive, and then sign up (or sign
in). To add your own places in the cloud, like an Microsoft 365SharePoint or
a OneDrive location, click Add a place.

3. Click Browse to find the location you want in your Documents folder.

To pick another location on your computer, click Desktop, and then pick the exact
place where you want to save your workbook.

4. In the File name box, enter a name for a new workbook. Enter a different name if
you’re creating a copy of an existing workbook.

5. To save your workbook in a different file format (like .xls or .txt), in the Save as
type list (under the File name box), pick the format you want.
7|Pag e
 6. Click Save.

FREEZE PAIN

Steps
1. Open your Excel spreadsheet.
2. Click on the cell where you want the freezing to begin. This is usually the top-left cell of
the section you want to keep visible.
3. Go to the "View" tab in the Excel ribbon.
4. In the "Window" group, click on "Freeze Panes."
5. From the dropdown menu, select either "Freeze Panes" to freeze the rows and columns
above and to the left of the selected cell, or "Freeze Top Row" to freeze only the top row,
or "Freeze First Column" to freeze only the first column.
6. That's it! Your selected rows and/or columns will now be frozen, allowing you to scroll
through the rest of the spreadsheet while keeping those sections visible.

8|Pag e
 MERGE & CENTER

Steps
1. Select the cells you want to merge and center.
2. Go to the "Home" tab on the Excel ribbon.
3. Look for the "Merge & Center" button in the "Alignment" group.
4. Click on the "Merge & Center" button once.

9|Pag e
CLIPBOARD

ROWS

COLOUMN

10 | P a g e
 FUNCTION

1. SUM

SYNTAX : =SUM(B4:F4)

2. COUNT

SYNTAX : =COUNT(B4:F4)

3. MIN

SYNTAX : =MIN(B4:F4)

11 | P a g e
4. MAX

SYNTAX : =MAX(B4:F4)

5. PERCENTAGE

SYNTAX :
=Sum/No. of
Years*100

6. VLOOKUP

SYNTAX :
=VLOOKUP(Sheet4!A:A,Sheet3!A:C,2,0)

12 | P a g e
7. HLOOKUP

SYNTAX : = HLOOKUP(1:1,Sheet3!1:2,2,0)

8. COUNT A

SYNTAX :
=COUNTA(A4:F4)

9. COUNT BLANK

SYNTAX :
=COUNTA(A4:F4)

13 | P a g e
 10. IF

SYNTAX :
=IF(G4<=250,"2%",IF(G4<=280,"5%",IF(G4<=300,"7%",IF(G4<=320,"9%",IF(G4<=350,"12%")))))

11. LEFT

SYNTAX : =LEFT(A2,5)

14 | P a g e
12. RIGHT

SYNTAX : =RIGHT(A2,3)

13. ROUND

SYNTAX : =ROUND(D2,0)

15 | P a g e
14. DATE

SYNTAX :
=DATE(YEAR,MONTH,DATE)

15. EDATE

SYNTAX : =EDATE(STARTING
DATE, MONTH)

16 | P a g e
 CONDITIONAL FORMATTING

Steps
1. Click on Home
2. Click on Conditional formatting Option under the style group
3. Select the desired styling way from the drop down list to your selected range.

17 | P a g e
 INSERT ROW & COLUMN

Steps
1. Open your Excel spreadsheet.
2. To insert a new row, click on the row number below where you want the new row. This
selects the entire row.
3. To insert a new column, click on the column letter to the right of where you want the new
column. This selects the entire column.
4. Right-click on either the selected row number or column letter. A menu will appear.
5. From the menu, choose "Insert" option. Alternatively, you can go to the "Home" tab on
the Ribbon, then in the "Cells" group, click "Insert" and choose either "Insert Sheet
Rows" for rows or "Insert Sheet Columns" for columns.
6. Excel will insert a new row above the selected row or a new column to the left of the
selected column.

18 | P a g e
 SORT & FILTER
SORT

Steps
1. Select the range of cells that you want to sort.
2. Go to the "Data" tab on the Excel ribbon.
3. Click on the "Sort" button.
4. Choose the column you want to sort by in the "Sort by" dropdown menu.
5. Choose whether you want to sort in ascending or descending order.
6. If you have headers, make sure the "My data has headers" box is checked if applicable.
7. Click "OK" to apply the sorting.

19 | P a g e
FILTER

Steps
1. Open your Excel spreadsheet.
2. Select the range of cells that you want to filter.
3. Go to the "Data" tab on the Excel ribbon.
4. Click on the "Filter" button. This will add filter arrows to the headers of your selected
range.
5. Click on the filter arrow in the header of the column you want to filter.
6. Choose the criteria you want to filter by from the dropdown menu.
7. Click "OK" or "Apply" to apply the filter.
8. To remove the filter, click on the filter arrow again and select "Clear Filter" or uncheck
the criteria you previously selected.

20 | P a g e
 PIVOT TABLE

DATA FOR PIVOT

Steps
1. Open your Excel spreadsheet.
2. Select the data range you want to use for your pivot table.
3. Go to the "Insert" tab on the Excel ribbon.
4. Click on "PivotTable" in the Tables group.
5. In the Create PivotTable dialog box, make sure the range is correct and choose where you
want the pivot table to be placed (either a new worksheet or existing worksheet).
6. Click "OK" to create your pivot table.
7. A new worksheet will appear with an empty pivot table and the PivotTable Field List
pane on the right.
8. Drag and drop fields from the Field List pane into the Rows, Columns, and Values areas
to define your pivot table layout.

21 | P a g e
9. Customize your pivot table by applying filters, sorting, and formatting as needed.

10. Your pivot table is now ready for analysis and data summarization.

22 | P a g e