CHAPTER – 6: ANALYSING DATA IN A SPREADSHEET

Answer the following questions.

1. What is data consolidation?

Ans: Data Consolidation: Consolidating data means combining data from different sources into one place. For example,

you have sales data from four different zonal heads in four different worksheets. In such a case, to analyze data, you

need to collate everything into one worksheet. It will become a tedious and tiresome task, if you combine it manually

using the traditional way of copying and pasting. Excel provides the Consolidate feature that lets you collate the data

with minimal efforts. It selects the contents of the cells from several worksheets and maintains the collected data in a

master worksheet.

2. Explain the use of Scenarios.

Ans: A scenario is a set of values that you enter in a worksheet to perform calculations. You can easily create, edit, and

format different groups of values (in form of scenarios), and name them as per your choice. You can create as many

scenarios as you want and then compare them without changing the values, manually.

3. What is Goal Seek?

Ans: Goal Seek is another useful data analysis tool of Excel. It is used to set a goal to find the optimum value for one or

more target variables, given with the certain conditions. It allows you to try different values in the formula to arrive at a

solution for the input value. KIPS © Kips Learning Pvt. Ltd. 2020 In other words, Goal Seek is another What-If Analysis

tool that helps you obtain the input value that result in the target value that you want.

4. What is the basic difference between ‘Scenario Manager’ and ‘Data Table' tools?

Ans: Scenario Manager: It is an important tool of Excel, which you use to test the ‘What-If’ questions. It enables you to

manage and view data from different input values. Forexample, if you want to calculate the effect of different interest

rates on an investment, you could add a scenario for each interest rate, and quickly view the results. Data Table: is a way

to see different results by altering an input cell in your formula. Instead of creating different scenarios, you can create a

data table to quickly try out the different values for the formulas. You can create a one or two variable data table.

CHAPTER – 7: LINKING DATA AND SPREADSHEET

Answer the following questions.
1. Why do you link the spreadsheets data?
Ans: Linking spreadsheet data enables you to keep the information updated without editing in multiple locations, every
time the data changes. The ability to create links eliminates the need of having identical data entered and updated in
multiple sheets. This saves time, reduces errors, and improves data integrity. It is a quick way to get the data from one
worksheet to another by using the ‘copy and paste’ method.

2. How do you insert a new sheet in a workbook?

Ans: When you launch Excel on your computer, it opens a worksheet, named Sheet1. You can add as many worksheets
as you want. To insert a new worksheet, click on the Insert Worksheet button beside the sheet tabs, or choose Home >
Insert > Insert Sheet from the menu bar, or press Shift + F11. This inserts a new sheet in the current workbook.

3. Differentiate between the absolute and relative hyperlinks.

Ans: Relative Hyperlink: A relative hyperlink contains a partial address, which is relative to the address of the
destination file.
For example, you have saved a workbook ABC.xlsx and an image file Capture.jpg in D: drive. To create a relative
hyperlink of the image file to the workbook, the relative path will be \Capture.jpg. Relative linking is only possible when
both the source and destination files are on the same drive or location. However, a relative link will break if any of the
files (source or destination) is moved from its location.
Absolute Hyperlink: An absolute hyperlink is a hyperlink that contains the full address of the destination file or web
page. The following are examples of absolute hyperlink:
https://kips.in/index.php/books
C:\Users\KIPS\Documents
4. How can you import the data from external data sources in Excel? Explain.
Ans: You can insert data in a spreadsheet from different external sources, such as from MS Access, Web, Text, and other
sources (SQL Server and XML Data Import). When you import data, you make a permanent connection that can be
refreshed, whenever required. Import the data from Access to the Excel worksheet.
To do so, follow the given steps:
• Open the Excel worksheet in which data is to be inserted from an external source.
• Open the Data tab and choose the From Access option from the Get External Data group.
• The Select Data Source dialog box opens. Choose a database file and click on Open.
• The Select Table dialog box opens. Choose the desired table.
• The Import Data dialog box opens.
• Choose the Table option to view data in a tabular format.
• Also, choose whether you want to put the data in the Existing worksheet or in a New worksheet click on OK.
 The Access table is displayed in the worksheet.

CHAPTER – 8: SHARING AND REVIEWING A SPREADSHEET

Answer the following questions.
1. How can a group of people work on the same Excel spreadsheet simultaneously?
Ans: When you share a worksheet, multiple users can work on it simultaneously. They can enter data, insert rows and
columns, add and change formulas, and also format the same spreadsheet.

To share a spreadsheet, follow the given steps:

• Start the Microsoft Excel 2010 application.
• Open the file you would like to share, or create a new file.
• Save it in a network location, so that the other users can access it easily.
• With the workbook open, switch to the Review tab.
• Click on the Share Workbook option in the Changes group.
• The Share Workbook dialog box opens as shown in Figure 8.1.
• Select the Allow changes by more than one user at the same time. This also allows workbook merging checkbox to
enable sharing.
• Click on OK. If you have already saved the spreadsheet, a message appears stating that the action will now save the
workbook; click on OK to continue. If the workbook hasnot been saved previously, the Save As dialog box appears. After
saving, the word [shared] is shown on the title bar along with the document’s title.
• Now, all the users can work together on the same workbook.
2. Why are track changes needed?
Ans: Sometimes, you may be required to record the changes done by you or the other users in a spreadsheet to review
later. The Track Changes feature in Excel is used for this purpose. It enables you to keep a track of the changes done by
you or the other users in a spreadsheet. Track changes records the usual changes, such as addition, deletion, content
alterations, formatting, and makes the changes visible in order to ease the review process. However, not all changes are
recorded; likewise, the change in the alignment of cell content is not recorded. Changes can be accepted or rejected by
the user.

3. What are comments?

Ans: Comments help in providing some extra information on the data stored in a cell. They play an important role to add
some facts, tips, or feedback for the user.

4. Why do you compare and merge spreadsheets?

Ans: Sometimes, you have different versions of the same spreadsheet, and you want to view all the changes and
comments of all the users in one go. In such a case, the Compare and Merge Workbook feature of Excel can be used. It is
a useful tool that allows you to compare all the changes made by the different users and merge them into a single file. It
also addresses the users when you accept or reject the changes.

CHAPTER – 9: USING MACROS IN A SPREADSHEET

C. Answer the following questions.
1. What is a macro?
Ans: Macros are small programs that record your actions as you perform a task in Excel. When you run the macro later,
it repeats your keystrokes and thus actions. This is why macros are great for automating repetitive tasks. The Macros
feature of Excel allows you to record a set of actions that you perform repeatedly in a spreadsheet. You can run a macro
as many times as you want. They automate the recorded actions and save your time and efforts. Macros are very useful
when you have to repeat the same task in the same way, over and over again.
2. How can you record a macro?
Ans: Follow these steps to record a simple macro:
• Click on the View > Macros > Record Macro.
• The Record Macro dialog box opens as shown in Figure 9.1.
• Type a name for the macro, for example, KIPS in Macro name field. By default, Excel gives the name Macro1.
• Assign a shortcut key Ctrl + Shift + K in the Shortcut key field. This key combination will be used to execute the macro
later on, i.e., when you press the assigned key combination, the operations recorded in the macro will get
automaticallyexecuted.
• In the Store macro in list box, choose where the macro is to be made functional. By default, the macro works in the
current workbook.
• You can also provide some description related to the macro in the Description box. This is optional.
• Click on OK to start recording the macro.
• Perform the operations that you want to record in the macro.
• Click on View > Macros > Stop Recording to finish the recording of the macro. Press the keyboard shortcut (here, Ctrl +
Shift + K) to execute the macro.Or
• Click on the View > Macros > View Macros. Select the name of the macro that is to be executed and click on Run.
Observe that the operations recorded in the macro get automatically performed.
3. Write the syntax to define a macro as a function.
Ans: A function is a line of code that gets executed on function calling. When you call a function, it gets invoked and
returns result as per the code. To define a macro as a function, use the keyword Function. Each function has a name and
may have parameters whose values you pass when you call the function.
Syntax: To define a simple function without parameters: Function Function_Name () Body of Function
Function_Name=Result End Function
4. Write a VBA code to access the A4 cell of a worksheet directly using the cell object.
Ans: Sub sbGetCellData()
MsgBox Cells (1, 4)
End Sub