DCAA & PGDCA

Microsoft Excel
2007
Sanskar Computers Software &Training Center

Created By
Sankalp Kumar Singh
B.A. & P.G.D.C.A

Email Id:- sankalpsingh.apoorva@gmail.com, sanskarcomputerspbh@gmail.com

Contact No:- 9984687814, 8896312297
Created by:- Sankalp Kumar Singh At works From J J Infotech Computer Institute ,Pratapgarh

Excel:- Microsoft Excel is a spreadsheet application developed by Microsoft for MicrosoftWindows, Mac OS
X, and iOS. It features calculation, graphing tools, pivot tables, and a macro programming language called
Visual Basic for Applications.
Data files created with Excel are called workbook .But where word starts up with a single blank page Excel
files by default contain three blank worksheets .This gives you the flexibility to store related data in different
locations with in the same file.More worksheet can be added and other deleted as required.
Notes:-(1)Microsoft Excel-2007 Rowis 1048576 and Columns is 16384.
(2)Microsoft Excel-2003 Row is 65536 and Columns is 256.

Workbook:- A workbook is a collection of many worksheets. In a single workbook, you can store
information in an organized manner. By default, a workbook opens with three worksheets and it can contain a
maximum of 256 worksheets.

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Worksheet:- A worksheet is a sheet made up of rows and columns.It is used for planning a project or
financial document of an organization. Worksheet refers to the actual document you create by using the
spreadsheet program. A worksheet is always stored in a workbook.

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1048576 ROW vkSj 16384 column gksrs gSA ,oa 1048576*16384= 17179869184 lsy gksrh gSA
Cells:- A cell is the intersection of a row and column. For example, the uppermost cell is A1 (Column A, Row
1).Cell G9 is the intersection of column G9 is the intersection of column G, row 9. When you select a cell by
clicking it with the mouse, or moving to it using the keyboard, it becomes the active cell.
Created by:- Sankalp Kumar Singh At works From J J Infotech Computer Institute ,Pratapgarh

Column:- A column is a vertical block of cells that runs through the entire worksheet. A worksheet contains
16,384 columns. The first column is A, the second is B and so on until you reach Z. Then comes column AA
through XFD. The last column of the worksheet, XFD is the 16,384 column.
Formula:- Formula are equations that perform calculations on values in your worksheet. It is an order of
values, names, cell references, function and operators in a cell that together give a new values. A formula
always begins with=(equal) sign.

(1)-HOME

Clipboard

Font

Alignment

Number

Styles

Cells

Editing

1-Clipboard
(i)Paste:-Paste the contents of the clipboard.
(ii)Cut:-Cut the selection and put it on the clipboard.
(iii) Copy:-Copy the selection and put it on the clipboard.
(iv)Format Painter:-Copy formatting from one place and apply it to another.
Double-Click this button to apply the same formatting to multiple place in the document.

2-Font
(i)Font(Ctrl+Shift+F):-Change the font face.
(ii)Font Size(Ctrl+Shift+P):-Change the font size.
(iii)Grow Fonr(Ctrl+>):-Increase the Font size.
(iv)Shrink Font(Ctrl+<):-Decrease the Font size.
(v)Bottom Border:-Apply Border to the currently selected cells.
(vi)Bold(Ctrl+B):-Make the selected text bold.
(vii)Italic(Ctrl+I):-Italicize the selected text Italic.
(viii)Underline(Ctrl+U):-underline selected text.
(ix)Fill Color:-Color the background of selected cells.
(x)Font Color:-Change the text color.

3-Alignment
(A)(i)Top Align:-Align text to the top of the cell.
(ii)Middle Align:-Align text so that is centered between the top and bottom of the cell.
(iii)Bottom Align:-Align text to the bottom of the cell.
(B)Orientation:-Rotate text to a diagonal angle or Vertical orientation .This is often used for labeling narrow
columns.Click the currently selected text orientation again to reset the text back to normal orientation.
(C)(i)Align text Left(Ctrl+L):-Align text to the left.
(ii)Center(Ctrl+E):-Align text to the center.
(iii)Align text Right(Ctrl+R):-Align text to the right.
(D)(i)Increase Indent(Ctrl+Alt+Shift+Tab):-Increase the margin between the border and text in the cell.
(ii)Decrease Indent(Ctrl+Alt+Tab):-Increase the margin between the border and text in the cell.
(E)Wrap Text:-Make all content visible with in a cell by displaying it on multiple lines.
(F)Merge & Center:-Joins the selected cell into one larger cell and orders the contents in the new cell.
This is often used to create labels that span multiple columns.

4-Number
(i)Number Format:-Choose how the values in a cell are displayed: as a percentags, as currency , as a date an
time ,etc.
(ii)Accounting Number Format:-Choose an alternate currency format for the selected cell.
For instance , choose Euros instead of Dollars.
(iii)Percent Style(Ctrl+Shift+%):-Display the value of the cell as a percentage.
(iv)Comma Style:-Display the value of the cell with a thousands separator.
This will change the format of the cell to accounting with out a currency symbol.
(v)Increase Decimal:-Show more precise values by showing more decimal places.
Created by:- Sankalp Kumar Singh At works From J J Infotech Computer Institute ,Pratapgarh

(vi)Decrease Decimal:-Show less precise values by showing fewer decimal places.

5-Styles
(i)Conditional Formatting:-Highlight interesting cells , emphasize unusual values , and visualize data using
Data Bars, color scales , and Icon sets based or criteria.

(ii)Format as Table:-Quickly format a range of cells and convert it to a table by choosing a pre-defined table
style.

(iii)Cell Style:-Quickly format a cell by choosing from pre-defined styles.

You can also define your own cell style.

Created by:- Sankalp Kumar Singh At works From J J Infotech Computer Institute ,Pratapgarh

6-Cells
(i)Insert:-Insert cells, rows, or columns , into the sheet or table.

(ii)Delete:-Delete Rows or columns from the table or sheet.

(iii)Format:-Change the row height or column width , organize sheets , or proted or hide cells.

7-Editing
(i)Sum(Alt+=):-Click here to display the result of a simple calculation , such as Average or Maximum value,
after the selected cells .
(ii)Fill:-Continue a pattern into one or more adjacent cells.
You can fill cells in any direction and into any range of adjacent cells.
(iii)Clear:-Delete everything from the cell , or selectively remove the formatting the contents, or the
comments.
(iv)Sort & Filter:-Arrange data so that it is easier to analyze.
You can sort the selected data in ascending or descending order , or you can temporarily filter out specific
valies.
(v)Find & Select:-Find and select specific text , formatting or type of information with in the workbook.
You can also replace the information with new text or formatting

(2)-INSERT

Table

Illustrations

Charts

Links

Text

1-Table
(i)Pivot Table:-Click here to summarize data using a pivot table or to insert a pivot chart.
Pivot table make it easy to arrange and summarize complicated data and drill down on details.
(ii)Table(Ctrl+T):-Create a table to manage and analyze related data.
Table make it easy to sort , filter , and format data with in a sheet.

2-Illustrations(funkZu ]n`VkUr)
(i)Picture:-Insert a picture from a file.
(ii)Clip-Art:-Insert clip-art into the document, Including Drawing
Movies,Sounds,or stock photography to illustrate a specific concept.
Created by:- Sankalp Kumar Singh At works From J J Infotech Computer Institute ,Pratapgarh

(iii)Shapes:-Insert ready-made shapes,such as rectangles and circles,arrows,lines,flowchart symbols,and

callouts.
(iv)Smart Art:-Insert a smart art graphic to visually communicate information .Smart art graphics range
from graphics ,list and process diagrams to more complex graphics such as Venn diagrams and organization
charts.

3-Charts
(i)Column:-Column Charts are used to compare value across categories.

(ii)Line:-Line charts are use to display trends over time

(iii)Pie:-Pie charts display the contribution(pUnk ] lgkak ];ksxnku) of each value to a total.
Use it when values can be added to gather or when you have only one data series and all values are positive.

(iv)Bar:-Bar chart are the best chart type for comparing multiple values.

Created by:- Sankalp Kumar Singh At works From J J Infotech Computer Institute ,Pratapgarh

(v)Area:-Area charts emphasize differences between several sets of data over a period of time.

(vi)Scatter:-Insert a scatter chart , also known as an XY chart.This type of chart compares pairs of values.
Use it when the values being charted are not in X-axis order or when they represent separate measurements.

(vii)Other Charts:-Insert a stock , surface doughnut , bubble , or radar chart.

4-Link
(i)Hyperlink(Ctrl+K):-Create a link to a web page , a picture , an e-mail address, or a program.

5-Text
(i)Text Box:-Insert a box that can be positioned anywhere on the page.
(ii)Header & Footer:-Edit the header or footer of the document .
The information in the Header or Footer will appear at the top or bottom of each printed page.
Created by:- Sankalp Kumar Singh At works From J J Infotech Computer Institute ,Pratapgarh

(iii)Signature line:-Insert a signature line that specifies the Individual who must signature.
(iv)Object:-Insert an embedded object.

(A)Symbol:Insert common mathematical equations or build up your own equations using a library of
math symbols.

(ii)Symbol:-Insert characters that are not on your keyboard , such as copyright symbols , tradematk symbols ,
paragraph mark , and unicode , characters.

(3)-PAGE LAYOUT

Themes

Page Setup

Scale to Fit

Sheet Options Arrange

1-Themes
(i)Themes:-Change the overall design of the entire document including colors fonts and effect.
(ii)Themes color:-Change the colors for the current theme.
(iii)Theme Fonts:-Change the fonts for the current theme.
Created by:- Sankalp Kumar Singh At works From J J Infotech Computer Institute ,Pratapgarh

(iv)Theme Effects:-Change the effects for the current theme.

2-Page Setup
(i)Margins:-Select the margin sizes for the entire document or the current section.
(ii)Orientation:-Switch the page between portrait and landscape layouts.

(iii)Size:-Choose a paper size for the current section to apply a specific paper size to all sections in the
document,click more paper size.

(iv)Print Area:-Mark specific area of the sheet for printing.

(v)Background:-Choose an image to display as the background of the sheet.
(vi)Print Titles:-Specify rows and columns to repeat on each printed page.

3-Scale to Fit
(i)Width:-Shrink (ihNs gVuk ] drjkuk ] fldqM+uk)the width of printed output to fit a maximum number of pages
(ii)Height:-Shrink the height of printed output to fit a maximum number of pages.
(iii)Scale:-Stretch or shrink the printed output to a percentage of its actual size.
The maximum width and height must be set to Automatic to use this feature.

4-Sheet Options
(A)Gridlines:(i)View:-Show the lines between rows and columns in the sheets to make editing and reading easier .
These lines will not print unless prints is also checked .
(ii)Print:-Print the lines between rows and columns in the sheet to make reading easier.
(B)Headings:(i)View:-Show row and column headings.
Row headings are the letter or numbers that apper above the columns on a sheet.
(ii)Print:-Print row and column headings.Row headings are the row. Number to the side of the sheet.
Column headings are the letter or numbers that appear above the columns on a sheet.

5-Arrange
(i)Bring to Font:-Click here to bring the selected object in front of all other objects so that no. part of it is
hidden behind another object.
(ii)Sent to Back:-Send the selected object behind all other object.
(iii)Align:-Align the edges of multiple selected object.
You can also center them or distribute them evenly across the page.
(iv)Group:-Group object together so that they can be treated like a single object.

Created by:- Sankalp Kumar Singh At works From J J Infotech Computer Institute ,Pratapgarh

(v)Rotate:-Rotate or flip the selected object.

(vi)Selection Pane:-Show the selection pane to help select individual objects and to change their order and
visibility.

(4)-FORMULAS

Function Library

Defined Names

Formula Auditing

Calculation

1-Function Library
(i)Insert Function(Alt+F3):- Edit the formula in the current cell by choosing function and editing the
arguments.
(ii)Auto Sum(Alt+=):-Display the sum of the selected cells directory after the selected cell.
(iii)Recently Used:-Browse and selected from a list of Recently used Functions.
(iv)Financial:-Browse and select from a list of Financial Function.
(v)Logical:-Browse and select from a list of Logical Functions.
(vi)Text:-Browse and select from a list of Text Functions.
(vii)Date & Time:-Browse and select from a list of Date and Time Functions.
(viii)Lookup &Reference:-Browse and select from a list of Lookup & Reference Functions.
(ix)Math & Trigonometry:-Browse and select from a list of Math and Trigonometry.
(x)More Functions:-Browse and select from a list of statistical engineering ,cube , information and
compatibility function.

2-Defined Name
(i)Name Manager(Ctrl+F3):-Create , edit , delete , and find all the name , used in the workbook.
Names , can be used in formulas as substitutes for cell reference. FOR Example :- =sum(my sales)
(ii)Define Name:-Name cells so that you can refer to them in formulas by that name.
(iii)Use in Formula:- Choose a name used in this workbook and insert it into the current formula.
(iv)Create from selection(Ctrl+Shift+F3):-Automatically generate names from the selected cells.
Many people choose to use the text in the to Row or the leftmost Column of a selection.

3-Formula Auditing
(i)Trace Precedents:-Show arrows that indicate what cells affect the value of the currently selected cell.

(ii)Trace Dependents:-Show arrows that indicate what cells affected the value of the currently selected cell.

(iii)Remove Arrows:-Remove the arrow drawn by Trace Precedents or Trace Dependents.

(iv)Show Formulas(Ctrl+ ):-Display the formula in each cell instead of the resulting value.

(v)Error Checking:-Check for common errors that occur in formulas.

(vi)Evaluate Formula:-Show the Evaluate Formula dialog box to debug a formula by evaluating each part of
the formula in dividedly.
(vii)Watch Window:-Monitors the values of certain cells as changes are mode to the sheet.
The values are displayed in a separate windows that remains visible , regardless of what area of the workbook
is shown.

4-Calculation
(i)Calculation Options:-Specify when formula are calculated.
By default , any time you change a value that affects other values , the new value are calculated immediately.
Created by:- Sankalp Kumar Singh At works From J J Infotech Computer Institute ,Pratapgarh

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(ii)Calculate Now(F9):-Calculate the entire workbook now.

This is only necessary if automatic calculation has been turned off.
(iii)Calculate Sheet(Shift+F9):-Calculate the current sheet now.

(5)-DATA

Get External

Connections

Sort & Filter

Data Tools

Outline

1-Get External Data

(i)From Access:-Import data from a Microsoft Access database.
(ii)From Web:-Import data from a web page.
(iii)From Text:-Text file.
(iv)From other Sources:-Import data from other data sources.

(v)Existing Connections:-Connect to on external data source by selecting from a list of commonly used
soures.

2-Connections
(i)Refresh All(Ctrl+Alt+F5):-Update all the information in the workbook that is coming from a data source.
(ii)Connections:-Display all data connections for the workbook.
Data connections are link to data oldside of this workbooks which can be
updated if the source data changes.
(iii)Propertied:-Specify how cells connected to a data source will update , what contents from the source will
be displayed , and how changes in the source will be handled in the workbook.
(iv)Edit Links:-View all of the other files this spread sheet is linked to so that ypu can update or remove the
links.

3-Sort & Filter

(i)Sort A to Z:-Sort the selection so that the lowest values are at the top of the column.
(ii)Sort Z to A:-Sort the selection so that the highest values are at the top of the column.
(iii)Sort:-Launch the sort dialog box to sort data based on several criteria at.
(iv) Filter(Ctrl+Shift+L):-Enable filtering of the selected cells.
Once filtering is turned on , click the arrow in the column header to choose a filter for the column.
(v)Clear:-Clear the filter and sort state for the current range of data.
(vi)Reapply(Ctrl+Alt+L):-Reapply the filter and sort in the current range.
New or modified data in the column wont be filtered or sorted until you click reapply.
(vii)Advanced:-Specify complex criteria to limit which record are include in the result set of a query.

4-Data tools
(i)Text to Columns:-Separate the contents of one Excel cell into separate columns.
For example ,You can separate a column of full names into separate first and last name columns.
In word , use this feature to convert the selected text into a table , splitting the text into columns at each
comma , period , or other character you specify.
(i)Data Validation :-Prevent invalid data from being entered into a cell.
For example , You could reject invalid dates or numbers greater than 1000.
You can also force input to be chosen from a drop down list of values you specify .

Created by:- Sankalp Kumar Singh At works From J J Infotech Computer Institute ,Pratapgarh

11

(ii)Consolidate:-Combine values from multiple ranges into one new range.

(iii)What-If-Analysis:-Try out various values for the formulas in the sheet.
Scenario manager allows you to create and save different groups of
values, or scenarios , and switch between them.
Goal seek will find the right input when you know the result you want.
Data tables allow you to see the results of many different possible inputs at the same time.

5-Outline
(i)Group(Shift+Alt+Right):-Tie a range of cells together so that they can be collapsed or expanded.
(ii)Ungroup(Shift+Alt+Left):-Ungroup a range of cells together so that they can be collapsed or expanded.
(iii)Subtotal:-Total several rows of related data together by automatically inserting subtotals and totals for the
selected cells.

(6)Review
Proofing

Comments

Changes

1-Proofing
(i)Spelling & Grammar (F7):-Check the spelling and grammar of text in the document.
(ii)Research(kks/k ] vuqlU/kku ] [kkst)(Alt+Click):-Open the research Task pane to search through reference
materials , such as dictionaries , encyclopedias , and translation services.
(iii)Thesaurus(kCndksk)(Shift+F7):-Suggests other words with a similar meaning to the word you have
selected.
(iv)Translate:-Translate the selected text into a different language.

2-Comments
(i)New Comment:-Add a comment about the selection .
(ii)Delets:-Delete the selected comment .
(iii)Previous:-Navigate to the previous comment in the document.
(iv)Next:-Navigate to the next comment in the document.
(v)Show / Hide Comment:-Show or hide the comment attached to the selected cell.
(vi)Show All comment:-Display all comments in the sheet.
And location and word will replace it with actual addresses from your recipient list when you finish the mail
merge.
(vii)Show Ink :-Show or hide any ink annotations on the sheet.

3-Changes
(i)Protect Sheet:-Prevent unwanted changes to the data in a sheet by specifying what information can be
changed.
For example , you can prevent people from editing locked cells or changing the formatting of the document.
You can specify a password that can be entered to unprotect the sheet and allow these change.
(ii)Protect Workbook:-Restric access to the workbook by preventing new sheets from being created or by
gransting access only to specific pepople.
(iii)Share Workbook:-Allow multiple people to work in a workbook at the same time .
The workbook should be saved to a network location where multiple people can open it.
Workbooks containning tables cannot be shared.
(iv)Protect and share workbook:-Share the workbook and protect it with a password at the same time.
The password will prevent others from turning off change tracking.
(v)Allow Users To Edit Ranges :-Allows specific people to edit ranges of cells in a protected workbook or
sheet.
Before using this feature, first set sec urity on the sheet by using the protect sheet command.
To use this feature,your computer must be joined to a microsoft windows domain.
(vi)Track Changes:-Track all changes made to the document ,including insertions,deletions,and formatting
changes.

(7)-VIEW
Workbook

views

Show/Hide

Zoom

Created by:- Sankalp Kumar Singh At works From J J Infotech Computer Institute ,Pratapgarh

Window
12

1-Workbook Views
(i)Normal:-View the document in Normal View.
(ii)Page Layout:-View the document as it will appear on the printed page.
Use this view to see where pages begin and end , and to view any headers or footers on the page.
(iii)Page Break Preview:-View a preview of where pages will break when this document is printed.
(iv)Custom Views:-Save a set of display and print settings as a custom view.
Once you have saved the current view, you can apply it to the document
by selecting it from the list of available custom views.
(v)Full Screen:-View the document in full screen mode.

2-Show/Hide
(i)Ruler:-View the rulers, used to measure and line up object in the document.
(ii)Gridlines:-Show the lines between rows and colums in the sheet to mode editing and reading easier.
These lines will not print unless print is also checked.
(iii)Message Bar:-Open the message bar to complete any required actions on the document.
(iv)Formula Bar:-View the formula bar , in which you can enter text and formulas into cells.
(v)Headings:-Show row and column headings .Row headings are the row numbers to the side of the sheet.
Column heading are the letters or numbers that appear above the columns on a sheet.

3-Zoom
(i)ZOOM:-Show the zoom dialog box to specify the zoom level of the document .
In most cases , you can also use the zoom controls in the status bar at the bottom of the windows to quickly
zoom the document.
(ii)100%:-Zoom the document to 100% of the Normal size.
(iii)One Page:-Zoom the document so that an entire page fits in the windows

4-Window
(i)New Window:-Open a new window containing a view of the current document.
(ii)Arrange All:-Tile all open program window side-by-side on the screen .
(iii)Freeze Panes:-Keep a portion of the sheet visible while the rest of the sheet scrolls.
(iv)Split:-Split the window into multiple resizable panes containing views of your worksheet.
You can use this feature to view multiple distant parts of your worksheet at once.
(v)Hide:-Hide the current window so that it cannot be seen.
(vi)Unhide:-Unhide any windows hidden by the hide window feature.
(vii)View side by side:-View two worksheets side-by-side so that you can compare their contents.
(viii)Synchronous Scrolling:-Synchronize the scrolling of two document so that they scroll together .
To enable this feature , turn on view side by side.
(ix)Reset Window Position:-Reset the window position of the document being compared side-by-side so that
they share the screen ewually.
To enable this feature,turn on view side-by-side.
(x)Save Workspace:-Save the current layout of all windows as a workspace so that it can be restored later.
(xi)Switch Windows:-Switch to a different currently open window.

5-Macros
(i)Macros(Alt+F8):-View the list of macros , from which can run,create,or delete a macro.

Created by:- Sankalp Kumar Singh At works From J J Infotech Computer Institute ,Pratapgarh

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