31-05-2016

INTRODUCTION

Microsoft ergonomics.
In excel, can set 255 sheets maximum to default. If want more than 255,
than can manually keep on inserting anytime
Name box tells the cell where you are active at that moment.
Used in:
1) Navigate fast or Jump to particular cells like z100000. This kind
of cell representation is column-row referencing.
2) Select the cell-range and name them in the name box for egdata. Now wherever u are in the same sheet or in the same
workbook in some other sheet, u enter data in the name box
and can jump to our cell range
Next to name box is the formula bar (the cell shows the result and formula
bar shows the formula always).
Fill handle(when select a cell, the dot at the bottom right corner)
Double clicking this fill handle will drag and drop automatically
Ctr+pageUp goes to next sheet and ctr+pageDown goes to previous
sheet.
When you simply click a cell than in the bottom left corner it will show
Ready in the status bar but when u double click, it will show Edit if it
has some data and Enter if the cell is empty.
In the bottom slightly towards right we have 3 buttons before 100% is
written
1) The first one is for the normal view
2) The 2nd one is for print-preview
3) 3rd one is page break, will show only the cell-range with data.
After this even if u click normal button, it will show a dotted line
In the bottom bar besides status bar, when right click it, we see various inhand settings buttons which we can switch on or off as per requirement.

FILE optionsGeneral
1) Enable live preview checkbox enables visible changes in the fonts of the
texts if we go through different font styles.
2) Colour scheme list sets colours of the background of the environment of
excel.
3) Screentip style list enables this feature. Screentip is when u goes to any
button or function and without clicking it stay there for 2 mins, it will show
the name of the function and below will be the description of what it does.
4) Use this font, font size, default view: will select a default font. Whenever u
open the excel henceforth, it will use ds default font only. May be useful
when there is a particular format given by the organization to be used
always dn can use ds.
5) Include this many sheets: 3 is default by Microsoft, can go max to 255, if
want more than 255 then can keep adding them manually.

FILE optionsFormulas
1) Workbook calculation
By default automatic is selected. This is what helps in is when u
double click fill handle; it will drag and drop with formulas changed
automatically according to respective cells. Making it manual will
copy the same formula down and show same results.
2) Iterative calculation
o Goal seeking.
Select cell F3.
In the tab of data, in what-if analysis we get an option goal
seeking

In set cell, F3 is typed

In to value type 500000
In By changing cell select cell B3
It will show that how must needs to be invested to get returns as
500000
Similarly we can ask for the period or interest rate also to know how
much they should be to achieve the goal.
3) R1C1 reference style checkbox, if ticked, will change the representation in
the name and formula box as per row-column format.
4) Errors checking is used to describe a way we want to highlight errors or
want to highlight them at all or not.

FILE optionsProofing

1) In the Auto correct option, select it, in the Replace box, for eg, enter
IIMM and in the to box enter BIMM. Now everytime u enters IIMM, it
will get replaced by BIMM.
2) In CUSTOM DICTIONARY Button, we can select Dictionary language. By
default it is set to US English.

FILE optionsSave
1) Save file in format, we can select any format in which we want to save the
file by default always. One benefit is if I want to save the file in old
versions of excel than we can do so (in case we sending this file to
someone who is still using older versions).
2) Save auto recover information every ________ mins. We can set this time.
Minimum is 1 min and max is 120 mins.
3) Keep the last autosaved version if I close without saving checkbox helps to
save file if closed by mistake without saving.
4) AutoRecover file location gives the location where the file should be saved
if wants to keep the recover option on.
5) Autorecover exceptions for: we can select exceptional settings for some
specific file.

FILE optionsLanguage
1) Add additional editing language helps u add any language like Marathi,
gujarati, malyalam that you want to work on excel with. For other
languages u need to download patch from Microsoft and install it.

1-06-2016
FILE optionsAdvanced
1) After pressing enter, move selection:
By default whenever we press enter it moves to a cell down, we
can change this direction and have it towards right or left.
Also we can disable the use of enter key by unchecking that box.
After that pressing enter would result in no action
2) Automatically insert a decimal point: with this function we can automate
the insertion of decimal point after every particular no. of digits. For eg if 2
is entered here, and enter 12345 in the cell, it will make it 12.345
3) Enable fill handle and cell drag-and-drop: if this function Is unchecked than
the fill handle dot will disappear and we will not be able to drag-and-drop
by just double clicking and will have to copy the formula to all
destination cells.
4) Allow editing directly in cells: if this is disabled then it will strictly allow
editing in only formula and we cannot double click the cell and do editing
in the cell place itself.
5) Extend data range formats and formulas: with this option one can enable
drag-and-drop and not only formulas but also formatting gets copied.
6) Enable automatic % entry:
7) Enable autocomplete for cell values: enables rounding off. Enter 36.67 in a
cell, in a ribbon where General and other cell formats in number section
are chosen, below that we 2 optioins: will round off, will expand to
the original ones.
8) Zoom on roll with intelliMouse: if this is enabled, with the scrolls from the
wheel on the mouse it will zoom in and out instead of scrolling.
9) Alert the user when a potentially: this function will simply show msgs if
it is gonna take time.
10)
Under display option, Show this number of recent documents: (max
50) will decide or control how many recent files should be allowed to be
seen when we click File option. This might be disabled if want to keep
good security during work.
11)
Ruler units: default units, can select inches or anything u want.
12)
Show all windows in task bar, when more than one workbooks are
opened than below in the taskbar we can see all the open workbooks and
select which one we want to work on. If disabled it will not show in the
task bar.
13)
Show formula bar, Show horizontal scroll bar, Show vertical scroll
bar, show sheet tabs, show rows and column header: if they are disabled
than it might become difficult to work on excel.
14)
Show sheet right-to-left: if enabled will display the sheet from right
to left direction.
15)
Update links to other documents: this option enables linking
different sheet of a workbook. Also we can have links from web or etc in
the Data tab.
16)
Create lists for use in sorts and fill sequences. In custom list
option we can see various lists that are present by default like
sun,mon,tue etc incase we use drag and drop. We can add more if we

want like we want a list such that if we enter BIMM and drag and drop
than other 3 institutes names should also come automatically.
17)
Lotus Compatibility/Transition navigation keys: helps navigating with
keyboard incase the mouse is not working. Also drag and drop cannot be
done without mouse but Copy-Paste can be done. Lotus compatibility
name comes from the famous 123 workbook creator Lotus company.

FILE optionsCustomize Ribbon

1) Under main tabs in customize ribbon, we can select which all tabs we want
to display and uncheck the ones we dont wanna see.
2) Click Alt+F11 is used to get connected to visual basic. Also if we tick
Developer tab than also we can have access to visual basic.

WORKBOOK-1 (grades)(making the table)

1) Select all the columns of the table and at the last column at the end
border, we can see a + like sign and double click it, all the columns
will get optimized in sizes.
2) Randomly enter wrong marks in many cells, somewhere negative also.
Now select the cells from C2 to L31 and go to Data tab.
Select Data Validation.
In settings tab, allow: will select whole numbers.
Data: can select between
1 to 100
In Input Message, in input message, write Enter marks <=0 and
>=100(it will show message in each cell)
In Error Alert, style: if selected stop than it will not allow only
entering wrong data, in warning option it will allow but show
warning msg. Also in error message we can type what we want to
display as a message if wrong number entered.
In circle invalid data it will encircle all the already entered wrong
data.
3) Enter all the marks randomly of all the subjects.
4) In the total column, either manually add all cells horizontally in the
frst row
Or use sum function.
At the end drag n drop by double clicking fillhandle.
5) In the average column, either can do M2/10 in the frst row for
averages(not recommended coz if delete one of the entries in that row
still it will divide by 10 only.
Alternatively use average
function ignores blank cells.

function.

This

6) In
the
Status
column,
use
=IF(AND(C2>=50,D2>=50,E2>=50,F2>=50,G2>=50,H2>=50,I2>=5
0,J2>=50,K2>=50,L2>=50),PASS,FAIL)
7) In the Grade column, =IF(AND(N2>=70,O2=PASS),DISTINCTION)
EVEN IF DO NOT ENTER THE FALSE CONDITION, IT WILL
DISPLAY FALSE IF THE CONDITION IS NOT SATISFIED.
Otherwise
=IF(AND(N2>=70,O2=PASS),DISTINCTION,
IF(AND(N2>=60,N2<70,O2=PASS),FIRST
IF(AND(N2>=50,N2<60,O2=PASS),
CLASS,INCOMPLETE)))
8) In the backlogs column, =COUNTIF(C2:L2,<50)
9) In
the
ACTION
=IF(Q2>3,DETAINED,IF(Q2=0,PROMOTED,ATKT))

CLASS,
SECOND

column,

22-06-2016
WORKBOOK-1(CONDITIONAL FORMATTING)
1) Select the cells.
2) In the Home tab, Styles section there is a button named Conditional
Formatting, in the drop down menu select Mange Rules.
3) Slect New Rule.
4) Select Format only cells that contain and select cell value less than
50 and then set the Format as required(here red and bold).
5) Similarly set for >70 and >90 by setting new rules. Note that first do for
>70 and then for >90 so that the order is maintained(it implements in the
order it appears), if order is reversed than >90 will never be implemented
as >70 will be implemented first and it includes all the >90 marks also

6) Now I want flags in the backlog column so select the column and go to
conditional formatting and select icon sets and select the flags
symbol.
7) Now we can see the flags there but need to change the settings. Select
the column and go to conditional formatting and manage rules. The
rule for flags is already there so select edit rule.
8) In the format all cells based on their values, select the Reverse icon
order button(if the red flag is not at the top). In the type select number
9) Set the settings as following:
a. Red flag
>3
b. Yellow flag(when <=3 and)
>1
c. Green flag(already automatically set)

WORKBOOK-1(FILTER and SORT):

1)
2)
3)
4)

Select the entire data and go to Data tab and go to Filter button.
All the column heads would have a drop down to apply filter as one wants.
In the menu we can filter according to number and colour also.
In the average column, in the drop down there is Number Filters and
there are below average and above average. It filters and shows data
where the average marks are below or above average(average of the
average marks).

5) Now suppose for the status column filter according to pass.

6) Then copy this data in some other sheet. Now we want ranks so we sort.
7) In the average column sort largest to smallest(it is there in the toolbar
also and also in the drop down menu).
8) Then add another column rank and put 1 in the top row and drag.

9) Similarly can take out all failed students, distinction, first class or
second class or as one wants.

WORKBOOK-1 (Pivot Table)

1)
2)
3)
4)
5)

In the Insert tab, select Pivot table

Select the New worksheet option
In the pivot table field list select status.
Drag status to the of values twice.
In the table formed, in the 2 nd column, double click the heading. In the
custom name type % of status. In the show values as tab select %
of Grand total to get the second column as %

6) In the sheet 4 with pivot table there will be 2 extra tabs Design and
Options.
7) For Grades column make the pivot table as before. Select the data and
insert Pie chart.
8) Right click the pies in the chart and select add data labels. Again right
click and select format data labels
9) In the label options select category name, percentage and in label
position select outside end
10)
In the number tab, select percentage(to avoid rounded off %)

11)
Now again select the data and add the bar graph. Now in the
layout tab select data tables
12)
Select Show data table.
13)
We can see the data table below the bar graph

14)
In the sheet 1, select the average column and add the line graph.
15)
Right click the x-axis and click select data and select the column
with names to display names in the x-axis
16)
Right click the y-axis and select format axis
17)
In the Axis Options select minimum=0, maximum=100, major
unit=20, minimum unit=10
18)
Again right click the y-axis and select the add minor gridlines to
see gridlines at a gap of 10.
19)
One can set any background to the chart by right clicking in the
background and selecting Format chart Area. One can set any pattern or
picture he/she wants.
20)
One can also make line charts of any row to represent marks of one
student.
21)
Also comparative charts can be made by selecting 2 rows
simultaneously.(be it cumulative or non-cumulative)

24-06-16
WORKBOOK-1(DRILL DOWN-PIVOT TABLE)(CONTROL BREAK REPORTS)
1) select the entire data and in sheet 1 and insert pivot table
2) Now select status column and grade column in row labels and drag
status in of values. We observe drill downs.

WORKBOOK-1(MERGING EXCEL TO WORD)

1) Make a word file and set the format of the RESULT that you want.(resultworkbook 1)
2) Now go to MAILINGS tab. Go to SELECT RECIEPIENTS.
3) Select USE EXISTING LIST and browse the file WORKBOOK 1(GRADES).xlsx
and select the first sheet where the table is made.
4) Now go to INSERT MERGE FIELD drop down and keep on selecting the
respective fields in front of the required spaces.
5) Once it is done everywhere then go to PRIVIEW RESULTS and we see
automatically result card or scorecard of each student getting formed one
after the other.
6) Go to EDIT RECIPIENT LIST and you can select the names that you want in
the result. Also you can filter, sort etc. In filter enter status in the field
and enter value=PASS so as to get result only of pass students. Also you
can sort the filtered result according to average in descending order.
7) Now in FINISH & MERGER drop down, EDIT INDIVIDUAL RECORDS will show
all the records of 30 students so that one can edit it or maybe write
comments. Also can PRINT DOCUMENTS to print all the 30 results. In SEND
E-MAIL MESSAGES and can send the result to the respective people(have
to add a column of e-mails and it will automatically send it to the
respective person).