Ch-15 Spreadsheet Analysis Using MS Excel-Final Version 2018

Spreadsheet Analysis using
MS Excel
Computer Fundamentals Spreadsheet Analysing Using Ms Excel
Chapter 13
Spreadsheet Analysis using MS Excel
Question: What is the purpose of VLOOKUP function in Microsoft Excel? Give an example. 6 Marks
[A.M.I.E. Examination, April 2017]
Purpose of VLOOKUP Function:

VLOOKUP is an Excel function to lookup and retrieve data from a specific column in table.
VLOOKUP can help you find data quickly in Microsoft Excel 2013. Basically, VLOOKUP lets you search
for specific information in your spreadsheet. VLOOKUP is an Excel function to lookup and retrieve data
from a specific column in table. VLOOKUP supports approximate and exact matching, and wildcards (*
?) for partial matches. The "V" stands for "vertical". Lookup values must appear in the first column of
the table, with lookup columns to the right.
The purpose of the VLOOPUP function are:
To Lookup a value in a table by matching on the first column.
To find things in a table or a range by row.
We can use the VLOOKUP function to search the first column of a range of cells, and then return
a value from any cell on the same row of the range.
Example:
For example, suppose that we have a list of employees contained in the range A2:C10. The
employees' ID numbers are stored in the first column of the range, as shown in the following illustration.
If we know the employee's ID number, we can use the VLOOKUP function to return either the
department or the name of that employee. To obtain the name of employee number 38, we can use the
Computer Fundamentals Spreadsheet Analysing Using Ms Excel Syed Mir Talha Jubaed
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formula =VLOOKUP(38, A2:C10, 3, FALSE). This formula searches for the value 38 in the first column of
the range A2:C10, and then returns the value that is contained in the third column of the range and on
the same row as the lookup value ("Axel Delgado").
Similar Important Question: What is the purpose of HLOOKUP function in Microsoft Excel? Give an
example. 6 Marks
Purpose of HLOOPUP function:

HLOOKUP is an Excel function to lookup and retrieve data from a specific row in table. The "H" in
HLOOKUP stands for "horizontal", where lookup values appear in the first row of the table, moving
horizontally to the right. HLOOKUP supports approximate and exact matching, and wildcards (* ?) for
finding partial matches. Horizontal lookup searches across the first row of a range for a key and returns
the value of a specified cell in the column found. Following are the purposes of HLOOKUP function in
Microsoft Excel:
Look up a value in a table by matching on the first row.

HLOOPUP Searches for a value in the top row of a table or an array of values, and then returns a
value in the same column from a row we specify in the table or array.
We use HLOOKUP when our comparison values are located in a row across the top of a table of
data, and we want to look down a specified number of rows.
We use VLOOKUP when our comparison values are located in a column to the left of the data we
want to find.
Example:
Consider the following data:
Axles Bearings Bolts
4 4 9
5 7 10
6 8 11
Formula Description Result
=HLOOKUP("Axles", A1:C4, 2, Looks up "Axles" in row 1, and returns the value from row 4
TRUE) 2 that's in the same column (column A).
=HLOOKUP("Bearings", A1:C4, Looks up "Bearings" in row 1, and returns the value from 7
3, FALSE) row 3 that's in the same column (column B).
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=HLOOKUP("B", A1:C4, 3, Looks up "B" in row 1, and returns the value from row 3 5
TRUE) that's in the same column. Because an exact match for "B"
is not found, the largest value in row 1 that is less than "B"
is used: "Axles," in column A.
=HLOOKUP("Bolts", A1:C4, 4) Looks up "Bolts" in row 1, and returns the value from row 11
4 that's in the same column (column C).
=HLOOKUP(3, Looks up the number 3 in the three-row array constant,

{1,2,3;"a","b","c";"d","e","f"}, 2, and returns the value from row 2 in the same (in this case,
TRUE) third) column. There are three rows of values in the array
constant, each row separated by a semicolon (;). Because
"c" is found in row 2 and in the same column as 3, "c" is
returned.
Similar Important Question: What is the purpose of LOOKUP function in Microsoft Excel? Give an
example. 6 Marks
Purpose of LOOKUP function:

The Microsoft Excel LOOKUP function returns a value from a range (one row or one column) or
from an array. The LOOKUP function is a built-in function in Excel that is categorized as a
Lookup/Reference Function. It can be used as a worksheet function (WS) in Excel. As a worksheet
function, the LOOKUP function can be entered as part of a formula in a cell of a worksheet.
The Excel LOOKUP function performs an approximate match lookup in a one-column or one-row
range, and returns the corresponding value from another one-column or one-row range. LOOKUP's
default behaviour makes it useful for solving certain problems in Excel. Following are the purposes of
LOOKUP function in Microsoft Excel:
To look up a value in a one-column range.
To look up a value in a one-column or one-row range, and retrieve a value from the same
position in another one-column or one-row range.
To returns a value either from a one-row or one-column or from an array.
Example:
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Reference:
[1] https://exceljet.net/excel-functions/excel-lookup-function
[2] https://www.techonthenet.com/excel/formulas/lookup.php
Similar Important Question: What is the purpose of MATCH function in Microsoft Excel? Give an
example. 6 Marks
Purpose of MATCH function:

MATCH is an Excel function used to locate the position of a lookup value in a row, column, or table.
MATCH supports approximate and exact matching, and wildcards (* ?) for partial matches. Often, the
INDEX function is combined with MATCH to retrieve the value at the position returned by MATCH.
Following are the purposes of MATCH function:
To get the position of an item in an array.

The MATCH function searches for a specified item in a range of cells, and then returns the relative
position of that item in the range. For example, if the range A1:A3 contains the values 5, 25, and
38, then the formula
=MATCH(25,A1:A3,0)
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returns the number 2, because 25 is the second item in the range.
We use MATCH instead of one of the LOOKUP functions when we need the position of an item in
a range instead of the item itself.
Example:
Consider the following data:
Product Count
Bananas 25
Oranges 38
Apples 40
Pears 41
Formula Description Result
=MATCH(39,B2:B5,1) Because there is not an exact match, the position of the next lowest 2
value (38) in the range B2:B5 is returned.
=MATCH(41,B2:B5,0) The position of the value 41 in the range B2:B5. 4
=MATCH(40,B2:B5,- Returns an error because the values in the range B2:B5 are not in #N/A
1) descending order.
Another Example of Excel MATCH Function:
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Question: Consider Figure 6 where part of an MS Excel sheet is shown. Here the total marks of 5 students
bearing roll number A1, A3, B1, B7 and C8 are given in Cells B2-B6 respectively and the full marks of the
exam is recorded in Cell E2.
(i) In B7, the total number of students is calculated using appropriate formula.
(ii) In Cells C2-C6, the percentage of marks of each student has been calculated using
appropriate formula.
(iii) In Cell C7, the average percentage marks considering all students have been calculated.
(iv) If a student has got more that the average percentage, then he gets a Yes in the D column;
otherwise he gets a No. Cells D2-D6 are computed using appropriate formula.
You need to write the formula for each cell mentioned in I, II, III, IV above. 14 Marks [A.M.I.E.
Examination, April 2017]
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Answer:
(i) B7 = COUNT(B2: B6)
B2
(ii) C2 = 100
E2
B3
C3 = E2
100
B4
C4 = 100
E2
B5
C5 = 100
E2
B6
C6 = 100
E2
(iii) C7 = AVERAGE(C2: C6)
(iv) D2 = IF(C2 C7, Yes , No)

D3 = IF(C3 C7, Yes , No)
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Question: Consider the table below which shows an Excel sheet containing the GP obtained by a number
of students in four subjects:
A B C D E F G H I
1 Serial ID Name Subject-1 Subject Subject Subject Total Average
2 3 4
2 1 201602 Azam 3.75 4.00 3.75 3.75
3 2 201603 Ahmed 4.00 4.00 4.00 4.00
4 3 201604 Azad 3.50 3.50 4.00 3.50
5 4 201605 Khan 3.75 3.75 3.75 3.75
6 5 201609 Rabbi 4.00 4.00 4.00 4.00
7 6 201610 Reza 2.50 2.50 3.50 4.00
8 7 201611 Das 3.75 4.00 3.75 3.75
9 8 201618 Abdul 2.50 2.50 3.50 4.00
10 9 201619 Sakib 3.75 4.00 3.75 3.75
11 10 201620 Basak 2.50 2.50 3.50 4.00
(i) Which formula will have to be written in cells H2 and I2 to calculate the total and average GP of
the first student and then these can be copied to the subsequent rows to calculate the same for
the rest of the students?
(ii) Which formula will have to be written in some other cells to calculate:
(a) Sum of the best three average GPs calculated above?
(b) Sum of the Worst Three total GPs calculated above? [A.M.I.E. Examination, April
2016]
Solution:
(i) H2 = SUM(D2: G2)

I2 = AVERAGE(D2: G2)
H3 = SUM(D3: G3)
H4 = SUM(D4: G4)
H5 = SUM(D5: G5)
H6 = SUM(D6: G6)
H7 = SUM(D7: G7)
H8 = SUM(D8: G8)
H9 = SUM(D9: G9)
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H10 = SUM(D10: G10)

H11 = SUM(D11: G11)

(ii) (a) J2 = LARGE(I2: I11,1) + LARGE(I2: I11,2) + LARGE(I2: I11,3)

(b) K2 = SMALL(I2: I11,1) + SMALL(I2: I11,2) + SMALL(I2: I11,3)
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Question: What is a Spreadsheet? Name the spreadsheet analysis software that comes with the MS-Office
package. Show in a table that, using this package, you have inserted ten numbers (1-10) serially in a
column and write a formula on the cell below the last number to calculate the sum of the ten numbers. 10
April-2003 April-2004
Spreadsheet:
A spreadsheet is an interactive computer application for organization, analysis and storage of
data in tabular form. Spreadsheets are developed as computerized simulations of paper accounting
worksheets. The program operates on data entered in cells of a table. Each cell may contain either
numeric or text data, or the results of formulas that automatically calculate and display a value based on
the contents of other cells. A spreadsheet may also refer to one such electronic document.
A spreadsheet is a sheet of paper that shows accounting or other data in rows and columns; a
spreadsheet is also a computer application program that simulates a physical spreadsheet by capturing,
displaying, and manipulating data arranged in rows and columns.
A spreadsheet consists of a table of cells arranged into rows and columns and referred to by the
X and Y locations. X locations, the columns, are normally represented by letters, "A", "B", "C", etc., while
rows are normally represented by numbers, 1, 2, 3, etc.
The spreadsheet analysis software that comes with the MS-Office package is MS Excel.
Second Part:
We have inserted ten numbers (1-10) serially in a column and on the cell below the last number,
the following formula is used to calculate the sum of the ten numbers:
= (: )
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Question: Is there any differences between a spreadsheet program and database management system?
Write the formula in MS-Excel for adding the contents of cells to in column-A and storing the result
in cell in column-B. 10 October-2006
Differences between a Spreadsheet Program and Database Management System:

1. A spreadsheet is a computer software that simulates a paper worksheet. We use it to tabulate
data and create graphs based on the data. A database is a collection of related data that can be
accessed quickly.
2. A database is meant to hold a large amount of data and some databases routinely do. The
amount of information that is usually stored in a database is a lot compared to what we usually
see in a spreadsheet.
3. Too much data is simply impractical in a single spreadsheet as it becomes more difficult for a
person to edit it. Databases, on the other hand, are not edited directly by people as there are
other applications that are meant to enter new data or modify the contents. These
applications make it easier for users because it has filters that limit the data that they view
to the ones that needed.
4. A database is used in applications that store a lot of data like web server or in companies that
needs to keep track of their products and clients. A spreadsheet is commonly used to process
paper works like reports and the like that are usually printed out.
5. It is also used to make presentations better as the graphs make it a lot easier to understand
tabulated data.
6. A spreadsheet is an application for tabulating data while a database is where data is stored
so that it can be retrieved by users.
7. The amount of data that is usually stored in a database is way more than what is contained
in a spreadsheet.
8. A spreadsheet is edited directly by people while a database is accessed by applications that
enter and modify data.
9. A spreadsheet is usually used for presentations and paperworks while databases are
commonly used in cases where a lot of data needs to stored.
Second Part:
The formula for adding the contents of cells to in column-A and storing the result in cell
in column-B in MS Excel is as follows:
= (: )
Reference:
[1] http://www.differencebetween.net/technology/difference-between-spreadsheet-and-database/
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Question: What are the major differences between the MS-Excel and MS-Access? Suppose that Column A
in MS-Excel contains the names of ten subjects and Column B the corresponding marks obtained by a
student. Write a formula that can calculate the total marks and store it in column B11. 10 October-2007
Major differences between the MS-Excel and MS-Access:
Following are the major differences between Microsoft Excel and Access:
Microsoft Excel Microsoft Access

Definition Microsoft Excel is a spreadsheet Access is primarily a database
application by Microsoft. It deals with the program from Microsoft. It is used to
tabular data by using spreadsheets. collect, manipulate and sort data.
Main Purpose For spreadsheets and financialFor storing and manipulating large
calculations amounts of information
Structure Similar to paper spreadsheets Consists tables, queries, forms,
reports, modules and macros
Flexibility Comparatively more Comparatively less
Data Model Non-relational or flat worksheets Multiple Relational tables
Data Storage Comparatively less Comparatively more
Learning Easy Difficult
Testing Difficult Easy
Advantages Easy to use and implement Data structure and normalization
Ideal for creating one time analysis through multiple tables
Easy to generate custom output Scalability: adding more records is free
Data and Referential Integrity
Queries and Reports
Automation through Macros and VBA
Modules
Microsoft Included in all basic editions of Microsoft Included in the Professional and
Office suite Office suite. higher editions of Microsoft Office
suite or sold separately.
Programming Not required Required to exploit most of the
concepts features
Some of the differences between Microsoft Excel and Access are given below:
Excel is a spreadsheet application while Access is an RDBMS
Excel is usually used for paperwork while Access is used in storing information that can be
accessed by a lot of people
Access locks data at the record level while Excel locks the entire spreadsheet
Most users of excel do not really know any programming while you need that to take full advantage
of Access.
Second Part:
Suppose that Column A in MS-Excel contains the names of ten subjects and Column B the
corresponding marks obtained by a student. A formula that can calculate the total marks and store it in
column B11 is given below:
= (: )
Reference:
[1] http://www.differencebetween.net/object/difference-between-microsoft-excel-and-microsoft-
access/
[2] http://www.differencebetween.info/difference-between-microsoft-excel-and-access
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Question: What is a Spreadsheet? Suppose that 100 students appeared in an admission test, and the
subjects of the test were Math, Physics and Chemistry. Write how you are going to prepare the merit list
using MS Excel. 10 April-2003
Spreadsheet:
A spreadsheet is an interactive computer application for organization, analysis and storage of
data in tabular form. Spreadsheets are developed as computerized simulations of paper accounting
worksheets. The program operates on data entered in cells of a table. Each cell may contain either
numeric or text data, or the results of formulas that automatically calculate and display a value based on
the contents of other cells. A spreadsheet may also refer to one such electronic document.
A spreadsheet is a sheet of paper that shows accounting or other data in rows and columns; a
spreadsheet is also a computer application program that simulates a physical spreadsheet by capturing,
displaying, and manipulating data arranged in rows and columns.
A spreadsheet consists of a table of cells arranged into rows and columns and referred to by the
X and Y locations. X locations, the columns, are normally represented by letters, "A", "B", "C", etc., while
rows are normally represented by numbers, 1, 2, 3, etc.
The spreadsheet analysis software that comes with the MS-Office package is MS Excel.
Second Part:
The Rank Formula that is built into Excel can be a very useful way of speeding up the ranking of
several items.
=rank(number, ref, order)
where number is the number whose rank you want to find; ref is a reference to the range of numbers
we want to rank against (non-numeric values in the range are ignored), and order refers to the way we
want to ranking to appear 0 or blank for descending and a non-zero number for ascending.
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Another Example:
Example 1: =rank(B2,B2:B7) will return 2. Since we left the order reference blank it ranked in
descending order and 97% is the second highest score in the list.
Example 2: =rank(B3,B2:B7,1) will return 1. Since this time we filled in order with a non-zero number
it returned in ascending order and 67% was the lowest score.
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Example 3: In this example, please refer to the image below of the updated spreadsheet. To obtain this
result, all we had to do was take the formula in example 1 and lock some values (=rank(B2, $B$2:$B$7).
After you enter this in cell C2, you just need to pull the formula down and it will fill the rest in correctly.
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Question: The marks of some students are given in cells B2 to D6 of table 1. Then write formulas (using
MS Excel) to that the formulas can be copied correctly for rest of the entries to find the following:
(i) Total marks of each student (Write formula for cell E2).
(ii) Highest marks in each subject (Write formula for cell B7).
(iii) Lowest Marks in each subject (Write formula for cell B8).
Assume that the pass-marks in each subject is 40% and a student is considered to be passed if he passes
in all subjects. April-2014
A B C D E F
1 Student Name Bangla (100) English Math (100) Total (300) Passed /
(100) Failed
2 Rokeya Begum
3 Azharul Abedin
4 Rina Momtaz
5 My. Faysal
6 Md. Riyad Hasan
7 Maximum
8 Minimum
Solution:
(i) Total marks of each student (Write formula for cell E2).
= (: )
(ii) Highest marks in each subject (Write formula for cell B7).
= (: )
(iii) Lowest Marks in each subject (Write formula for cell B8).
= (: )
Assuming that the pass-marks in each subject is 40% and a student is considered to be passed if he
passes in all subjects and is calculated using the following formula:
=IF(B2<40,"FAILED",IF(C2<40,"FAILED",IF(D2<40,"FAILED","PASSED")))
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Question: Assume that a cell C3 of an excel sheet contains an equation = A2+B2; how if you copy cell
C3 into a new cell D3, what will be the value/equation of cell D3? If the cell C3 contains equation
=$A$2+$B$2, what will be the value/equation of cell D3? 10 Marks October-2012
Solution:
Assume that a cell C3 of an excel sheet contains an equation = A2+B2; if we copy cell C3 into a new
cell D3, the value/equation of cell D3 will be as follows:
= +
If the cell C3 contains equation =$A$2+$B$2, the value/equation of cell D3 will be as follows:
= $$ + $$
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Question: Assume that the column A of an excel sheet contains numeric values that range from 60 to
100. Now, you need to put letter grades on column B based on the numbers of column A. You will put
letter grade A+ for numbers greater than or equal to 80, B+ for numbers greater than or equal to 70
and less that 80, and C+ for numbers greater than or equal to 60 but less than 70. Use Excels conditional
statements to do the above task. 7 Marks October-2012
Solution:
Assume that the column A of an excel sheet contains numeric values that range from 60 to 100. Now,
we need to put letter grades on column B based on the numbers of column A.
We have to put, letter grade

A+ for numbers greater than or equal to 80,
B+ for numbers greater than or equal to 70 and less that 80, and
C+ for numbers greater than or equal to 60 but less than 70.
We can use the following formula to do the above task:
=IF(A2>=80, "A+", IF(A2>=70, "B+", "C+"))
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Question: How do you embed an Excel Chart/graph in your MS Word document? 3 Marks October-2012
Embedding an Excel chart:

If we have already created a chart in Excel, we can embed and link it to our Word document. When we
embed an Excel chart in Word, any updates we make to the original Excel chart will automatically update
in our Word document, as long as the files remain in the same location. This helps the data stay in sync,
so we won't have incorrect or out-of-date information in our chart.
To embed a chart from Excel:

1. In Word, select the Insert tab.
2. Click the Object command in the Text group.
3. A dialog box will appear. Select the Create from File tab, then click Browse.
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4. Locate and select the desired Excel chart, then click Insert.
5. Check the box next to Link to file if you would like to link the data to the Excel chart. This will
enable your Word chart to update itself when changes are made to the Excel chart.
6. Click OK.
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7. The chart will now appear in your Word document.
Reference:
[1] https://www.gcflearnfree.org/word2013/embedding-an-excel-chart/1/
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Question: How to Embed an Excel chart in a Word Document?
How to Embed an Excel chart in a Word Document:
Follow the steps below to learn how:

1. Open Word and the document in which you would like to embed your chart.
2. Open Excel and choose the Excel chart you would like to embed into your document.
3. Select the entire chart.
4. Click CTRL + C to copy your chart to your Clipboard.
5. Now, switch to your open Word document.
6. Place your cursor where you would like to embed your Excel chart.
7. Display the Home tab of your Ribbon.
8. Click the down arrow under the Paste tool and select Paste Special to display the dialog box.
9. Select Microsoft Office Excel Chart Object as the method of pasting.
10. Be certain the Paste Link button is selected.
11. Click on OK and Word will insert the linked chart into your document.
Chart has now been embedded in Word document.
Reference:
[1] https://davescomputertips.com/how-to-embed-an-excel-chart-in-a-word-document/
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Similar Important Question: How do you insert an Excel chart in your MS Word document? How to update
it? 3 Marks
Insert a chart from an Excel spreadsheet into Word:

The simplest way to insert a chart from an Excel spreadsheet into your Word document is to use the
copy and paste commands.
You can change the chart, update it, and redesign it without ever leaving Word. And if you change the
data in Excel, you can automatically refresh the chart in Word.
Insert an Excel chart in a Word document
If youd rather create an Excel chart in Word from scratch, see Create an Excel chart in Word.
In Excel, click the chart, and then press Ctrl+C or click Home > Copy.
In your Word document, click where you want the chart to appear, and press Ctrl+C or click Home
> Paste.
Note: The chart is linked to the original Excel spreadsheet. If data in the spreadsheet changes, the chart
updates automatically.
Update a chart
Click the chart.
On the Chart Tools Design tab, in the Data group, click Refresh Data.
Reference:
[1] https://support.office.com/en-us/article/Insert-a-chart-from-an-Excel-spreadsheet-into-Word-
0b4d40a5-3544-4dcd-b28f-ba82a9b9f1e1
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Question: Explain with examples the Difference between Relative and Absolute Cell References in MS
Excel. October-2014
Difference between Relative and Absolute Cell References:

When a formula is copied from one cell to another, any relative references contained in it are adjusted to
bear the same relationship to the new formula location as they did to the old.
For example, if cell C8 contains the formula =SUM(C1:C7) and

we copy from cell C8 to D8, cell D8 will get the formula =SUM(D1:D7).
If we copy the same formula to E67, it will become =SUM(E60:E66).
An absolute reference, on the other hand, is copied verbatim.

The formula =SUM($C$1:$C$7) in C8 remains =SUM($C$1:$C$7) when copied to E67 (Or anywhere
else).
The $ in before the column letter indicates an absolute, or fixed, reference to that column, and the $ before
the row number is an absolute row reference.
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Important Information for AMIE

Students
Introduction
There are two types of cell references: relative and absolute. Relative and absolute references behave
differently when copied and filled to other cells. Relative references change when a formula is copied
to another cell. Absolute references, on the other hand, remain constant, no matter where they are
copied.
Relative references
By default, all cell references are relative references. When copied across multiple cells, they change
based on the relative position of rows and columns. For example, if you copy the formula =A1+B1
from row 1 to row 2, the formula will become =A2+B2. Relative references are especially convenient
whenever you need to repeat the same calculation across multiple rows or columns.
To create and copy a formula using relative references:
In the following example, we want to create a formula that will multiply each item's price by the
quantity. Instead of creating a new formula for each row, we can create a single formula in cell D2 and
then copy it to the other rows. We'll use relative references so the formula correctly calculates the
total for each item.
1. Select the cell that will contain the formula. In our example, we'll select cell D2.
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2. Enter the formula to calculate the desired value. In our example, we'll type =B2*C2.
3. Press Enter on your keyboard. The formula will be calculated, and the result will be displayed
in the cell.
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4. Locate the fill handle in the bottom-right corner of the desired cell. In our example, we'll locate
the fill handle for cell D2.
5. Click, hold, and drag the fill handle over the cells you want to fill. In our example, we'll select
cells D3:D12.
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6. Release the mouse. The formula will be copied to the selected cells with relative references, and
the values will be calculated in each cell.
You can double-click the filled cells to check their formulas for accuracy. The relative cell references
should be different for each cell, depending on their rows.
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Absolute references
There may be times when you do not want a cell reference to change when filling cells. Unlike relative
references, absolute references do not change when copied or filled. You can use an absolute reference
to keep a row and/or column constant.
An absolute reference is designated in a formula by the addition of a dollar sign ($). It can precede the
column reference, the row reference, or both.
You will generally use the $A$2 format when creating formulas that contain absolute references. The
other two formats are used much less frequently.
When writing a formula, you can press the F4 key on your keyboard to switch between relative and
absolute cell references. This is an easy way to quickly insert an absolute reference.
To create and copy a formula using absolute references:
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In our example, we'll use the 7.5% sales tax rate in cell E1 to calculate the sales tax for all items in
column D. We'll need to use the absolute cell reference $E$1 in our formula. Because each formula is
using the same tax rate, we want that reference to remain constant when the formula is copied and
filled to other cells in column D.
1. Select the cell that will contain the formula. In our example, we'll select cell D3.
2. Enter the formula to calculate the desired value. In our example, we'll type =(B3*C3)*$E$1.
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3. Press Enter on your keyboard. The formula will calculate, and the result will display in the cell.
4. Locate the fill handle in the bottom-right corner of the desired cell. In our example, we'll locate
the fill handle for cell D3.
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5. Click, hold, and drag the fill handle over the cells you want to fill: cells D4:D13 in our example.
6. Release the mouse. The formula will be copied to the selected cells with an absolute reference,
and the values will be calculated in each cell.
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You can double-click the filled cells to check their formulas for accuracy. The absolute reference should
be the same for each cell, while the other references are relative to the cell's row.
Be sure to include the dollar sign ($) whenever you're making an absolute reference across multiple
cells. The dollar signs were omitted in the example below. This caused Excel to interpret it as a relative
reference, producing an incorrect result when copied to other cells.
Using cell references with multiple worksheets

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Excel allows you to refer to any cell on any worksheet, which can be especially helpful if you want to
reference a specific value from one worksheet to another. To do this, you'll simply need to begin the
cell reference with the worksheet name followed by an exclamation point (!). For example, if you
wanted to reference cell A1 on Sheet1, its cell reference would be Sheet1!A1.
Note that if a worksheet name contains a space, you will need to include single quotation marks (' ')
around the name. For example, if you wanted to reference cell A1 on a worksheet named July Budget,
its cell reference would be 'July Budget'!A1.
To reference cells across worksheets:
In our example below, we'll refer to a cell with a calculated value between two worksheets. This will
allow us to use the exact same value on two different worksheets without rewriting the formula or
copying data between worksheets.
1. Locate the cell you want to reference, and note its worksheet. In our example, we want to
reference cell E14 on the Menu Order worksheet.
2. Navigate to the desired worksheet. In our example, we'll select the Catering Invoice worksheet.
3. The selected worksheet will appear.

4. Locate and select the cell where you want the value to appear. In our example, we'll select cell
B2.
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5. Type the equals sign (=), the sheet name followed by an exclamation point (!), and the cell
address. In our example, we'll type ='Menu Order'!E14.
6. Press Enter on your keyboard. The value of the referenced cell will appear. If the value of cell
E14 changes on the Menu Order worksheet, it will be updated automatically on the Catering
Invoice worksheet.
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If you rename your worksheet at a later point, the cell reference will be updated automatically to
reflect the new worksheet name.
If you enter a worksheet name incorrectly, the #REF! error will appear in the cell. In our example
below, we've mistyped the name of the worksheet. Click the Error button and select the desired
option from the drop-down menu to edit or ignore the error.
Reference:
[1] https://www.gcflearnfree.org/excel2013/relative-and-absolute-cell-references/1/
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Question: Assume that the column A of an Excel sheet contains salary of some employees that range from
to . You need to put comments in column B based on the salary of column A. Put comment
Grade 1 for employees whose salary is greater than or equal to 30000, Grade 2 for employees whose
salary is greater than or equal to 20000 but less than 30000, Grade 3 for employees whose salary is
greater than or equal to 10000 but less than 20000, and Grade 4 for employees whose salary is less than
10000. Write the formulas (using MS Excel) that should be entered in column B to compute the comment.
10 Marks October-2014
Solution:
Assume that the column A of an Excel sheet contains salary of some employees that range from 5000 to
40000. We need to put comments in column B based on the salary of column A. Put comment
Grade 1 for employees whose salary is greater than or equal to 30000,
Grade 2 for employees whose salary is greater than or equal to 20000 but less than 30000,
Grade 3 for employees whose salary is greater than or equal to 10000 but less than 20000, and
Grade 4 for employees whose salary is less than 10000.
To do the above work, we can use the following formula:
=IF(A2>=30000, "Grade 1", IF(A2>=20000, "Grade 2", IF(A2>=10000, "Grade 3", "Grade 4")))
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Question: What are the advantages of using functions over arithmetic expression in MS Excel? Explain
with examples the uses of Relative and Absolute Cell References in Spreadsheets. Explain with an
example the advantages of using AutoFill in MS Excel. April-2014
Advantages of using functions over arithmetic expression in MS Excel:

The biggest advantage of functions is that they are ready to be used. We don't have to recreate them
or to look for them in books to find the one that we need. Excel's help file can help us find what you need.
We just need to press the F1 key to have access to it.
Relative and Absolute Cell References in Spreadsheets:
Advantages of using AutoFill in MS Excel:
Reference:
[1] http://www.ulearnoffice.com/excel/function.htm
1. What are the advantages of using functions over arithmetic expressions in MS Excel? How to insert
days of the week from cell B10 to cell B100? 6 October-2013
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Important Information for AMIE

Students
Introduction
The biggest advantage of functions is that they are ready to be used. You don't have to recreate them or
to look for them in books to find the one that you need. Excel's help file can help you find what you need.
You just need to press the F1 key to have access to it.
Be careful! This applies to all functions.
Don't leave a space between the name of the function and the first bracket like: =sum (.... The function
won't work. The correct way would be =sum(... This is a common mistake among beginners.
The argument separator
As much as I love Excel, there is one very nagging thing I just can't bear. It's the different argument
separators.
Most Excel functions need one or more parameters to work properly. Excel calls these parameters an
argument. An argument separator is needed to separate the information required by the function. But
Excel designers dropped the ball on this one. The argument separator is different depending on where
you're located in the world.
For example, if the decimal point is a period (.), then your argument separator will be a comma (,). That's
what you'll see in most training videos. But, for most of the world, the decimal point is a comma.
Therefore, the argument separator had to be changed. The semicolon (;) was used to replace the comma.
That's what you will find in the instructions on this page and on the other pages on this website.
Another way to look at it's ...
Just make sure that you're using the correct argument separator whether you're looking at this website
or any other. Be careful!
Exercises on simple functions
To complete the next functions, fill in the cells with numbers and text in the appropriate cells.
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The Sum function and the AutoSum button
The =sum function is very probably the one most often used function in Excel. The program offers
you two ways to use this function: by writing the formula or by using the Autosum button . You can
simply write the formula =sum( as often as you wish. The character ":" must be placed between the
starting cell and the ending cell of the range of cells you want to add. For example, to find the sum for
the area between cells B1 and B3, the formula will be =sum(B1:B3). A range of cells can include several
rows and several columns.
In the B5 cell, enter the following formula: =sum( B1:b3 ).
The result should be 600.
Change one of the numbers in the B1 to B3 cells.
The new sum will be displayed in B5 cell.
There are several ways of writing a formula. You can write a formula by writing it manually or by using
the cursors or the mouse to select the proper cell that you will need in the formula. The next three
exercises will demonstrate how to use these three techniques to find the sum between the B1 to B3 cells.
Once you've have mastered these techniques, you can use them for any functions and formulas.
Place the cursor in the B5 cell.

Press the = key.
You can always start a formula with the +, - or = mathematical operators.
Press the up cursor, move it to the B1 cell.
Please notice that there is a box around the cell that flashes. It's to reassure you that you selected the
right cell. You can't confuse it with the other cell on your worksheet.
Press the + key.
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Noice that the cursor returned to the B5 cell, where it will continue to write the formula. As soon as you
press one of the mathematical operator keys (+,-, *,/, ^) or a bracket, the cursor always returns to the
cell where it's writing the formula.
Use the up cursor to move to the B2 cell.

Press the + key.
By using the up cursor, move to the B3 cell.
Press the Enter key.
The formula is finished. The B5 cell will show the result of the formula. That's one way to write the
formula. It's an easy way to write a formula if you don't have many cells to add up. But it may be the only
way if you're using many different mathematical operators. For example, the sum() function won't be
of any use to write this formula: =b1*(1+b2)/b3. The next exercise consists adding the same cell using
the sum() function and by selecting an area of cells using the cursors.

rite the following formula: =sum(.
By using the up cursor, move the active cell in the B1 cell.
While pressing on the Shift key, use the down cursor to move to the B3 cell.
The block is selected. The Shift key allows you to select a range of cells on witch you can do some
operations. That can be from using them in a formula, changing their presentation or even deleting their
content. You can do an operation on many cells instead of just one.
End the formula by pressing on the ")" key.

As just demonstrated it's also possible to select an area of cells by using cursors and the Shift key. You
can have the same result by using the mouse. That's the next exercise.
Place the cursor in the cell B5.

Write the following formula: =sum(.
By using the mouse, click on the B1 cell.
Press the left mouse button and select B1 to B3 cells.
End the formula by pressing on the ")" key.
This last exercise demonstrates that you may select an area of cells as much with the mouse as with the
cursor keys.
The AutoSum button is much simpler. But, it has its limitations you should be aware of.

Press the button.
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Excel will offer you the formula: the sum of the B1 to B4 cells or =sum(B1:b4).
To confirm the formula, press the Enter key.
But how did the function determined the right area? The AutoSum function first looks upward to
determine if there are any numbers to add up. If there are no numbers in the two cells directly above
the active cell, the AutoSum will try to find numbers to the left of the cell.
In the example above, it does not find numbers in the B4 cell just above. But it does find a number in the
B3 cell. The function moves up the column until it finds an empty cell. At that moment, it stops and
suggests you an area (=sum(B1:B4)).
This option is very practical. The problem is that it can stop at the wrong place. If you have a cell that's
empty from the block, the function will stop there, even if you wanted to have the other numbers above
that empty cell. Be sure that the function selects the right area of cells before confirming by pressing on
the Enter key.
=Average(range of cells ex.: A1:D5)
Finds the average for an area or range of cells.
In the B6 cell, write the following formula: =average( B1:b3 ).
VIDEO on Min(), Max(), Small(), Large(), Rank.eq() and Rank.avg()
=Min(range of cells)
Finds the smallest value among an area of cells.
In the B7 cell, write the following formula: =min( B1:B3 ).
=Max(range of cells)
Finds the highest value among an area cells.
In the B8 cell, write the following formula: =max( B1:B3 ).
=Small(range of cells;N value)
From a range of cells, you can fid the N smallest value. For example, you could enter 1 to find the smallest
value. But you could also enter 2 to find the second smallest and so on.
In the B9 cell, write the following formula: =small( B1:B3; 2).
That will find you the second smallest value from the range of cells selected. The Min function could not
find that.
=Large(range of cells; N value)
From a range of cells, you can fid the N highest value. For example, you could enter 1 to find the highest
value. But you could also enter 2 to find the second highest and so on.
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In the B10 cell, write the following formula: =large( B1:B3; 2).
That will find you the second highest value from the range of cells selected. The Max function could not
find that.
=Rand()
This function generates a random number between 0 and 1. It's often used during simulations. You can
change te random number by pressing the F9 key. You can also combine this function with other to make
it more useful. The next example generates a number between 700 and 1000. The lowest possible value
is 700 and the maximum is 1000. The difference between them is 300. You can use one of these formulas
to generate a number between 700 and 1000: =ROUND((RAND()*300)+700,0) or
=INT(RAND()*300)+700 . The function used in combinason with =rand() will be explained later on
this page.
=Abs(cell or value)
Shows the absolute value, or positive value, of any number.
number Abs(number)
25 25
-43 43
=Round(cell,number of decimals)
Allows to round a number to the decimal place of your choice. You must enter the number, or the cell
address where the number is located, and the number of decimals you need.
Number Round(number,0) Round(number,1)

45.15 45 45.2
45.49 45 45.5
45.54 46 45.5
You can also round to the unit, to tens or the hundreds and so onby putting a negative value on the
number of decimals.
Ex.: =round(45,-1) = 50
These options also applies to the next two functions.
=Roundup(cell,number of decimals)
This function rounds up a number at the decimal place of your choice. A value will be rounded up even
if there is just a faction after the decimal of your choice.
number roundup(number,0) roundup(number,1)

45.15 46 45.2
45.49 46 45.5
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45.54 46 45.6
=Rounddown(cell,number of decimals)
This function function "removes" any fraction after the decimal place of your choice.
number rounddown(number,0) rounddown(number,1)

45.15 45 45.1
45.49 45 45.4
45.54 45 45.5
=Int(cell)
Shows the Integer of a value. It removes all the fractions after the decimal point.
number Int(number)
25.99 25
43.55 43
=fact(number)
Shows the factorial of a number. It's very useful calculating propabilities. Ex.: =fact(3) = 6 (1 * 2 * 3)
=mod(number,divider)
Shows what remains of a division. Ex.: =mod(13.4) = 1 .Thirdteen (13) divided by 4 is equal to 3. It
remains 1.
=count(range of cells)
Counts the number of cells with a number, not text or empty, within a selected range of cells.
=counta(range of cells)
Counts the number of cells that have some content, that are not empty. The can either have numbers,
text or formulas.
=countif(range of cells,criteria)
Counts the number of cells that have the same content as the criteria. The next exercise shows the
number of cells that contain the number 100. The formula entered in the B1 cell is =countif(A1:A3,100)
.
Enter the numbers and formula in the appropriate cells.

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Enter the number 100 in the A2 cell.
The result of the =countif() now shows that two cells contain the number 100. It's also possible to use
this function to find if there are any other cells within a range that have the same value. You mus t
combine the =countif() with the =if() function. The formula is =if(countif(range of
cells,criteria)>1,"Double","Unique") .

Enter the formula suivante: =if(countif(A1:A3,A1)>1,"Double","Unique") .
For this example, the formula checks if the number that's in the A1 cell appears more than once within
the range of A1 to A3. If that's the box, the result will show "Double".
=sumif(range of cells,criteria)
This function adds numbers that have the same value.

Enter this formula: =sumif(A1:A3,100) .
With this example, the function will add all the cells in the range that have the number100. Since there
are two cells with that number, the result will be 200.
=countblank(range of cells)
Counts the number of empty cells in the selected range of cells.
=even(number)
Shows the next even number if the number isn't already even.
number even(number)
2 2
3 4
=odd(number)
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Shows the next odd number if the number isn't already odd.
number odd(number)
3 3
4 5
=sqrt(number)
Shows the square root of a number or from the content of a cell. Ex.: =sqrt(9) = 3
=sign(number)
At times, it's useful to know not the value of a cell but it's sign. This function shows 1 if the number is
positive, 0 for 0 and -1 for a negative value. The equivalent could be done with this formula
=if(number>0,1,if(number=0,0,-1)) .
number =sign(number)
45 1
0 0
-45 -1
=trunc(number,number of decimals)
Shows the number with the number of decimals desired. It's the equivalent of the =rounddown()
function.
Functions that applies to text
Excel also has some functions that can help you get more out of the content of text cells. Here are some
examples.
=right(text,number of caracters)
Shows the n caracter from the right of a cell with text.
ex.: =right("This is an example",2) = le
=left(text,number of caracters)
Shows the number of caracters from the left of a cell with text.
Ex.: =left("This is an example",2) = Th
=concatenate(first cell,second cell)
This function allows you to group the content of many cells together even if it's as different as text
numbers dates or the result of a formula.
Ex.: =concatenate("The",45) = Ce45
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=len(cell or text)
Shows the number of characters in a cell. Ex: =len("abcde") = 5
=roman(number)
Converts a number to its roman equivalent. Ex.: =roman(45) = XLV
=text(number,text format)
Converts a number into text format. It will take the formatting as any other cell containing text. It's still
possible to use the content for mathematical operations or in formulas. Ex.: =text(45,0) = 45 but the
text is placed on the left border of the cell.
Insert a function that applies to dates or time
Excel also offers functions that allows to get information on cells containing dates and time. These cells
contain a lot of information. Here is a list of the functions of this category that most often used.
=now()
Shows the exact time at the moment you confirmed the content of the cell. It will also update itself every
time you enter or change a value in a cell.
=today()
Shows the computer's date, whether is right or not.
=year(cell with a date)
Shows only the number for the year that's inside a date.
=month(cell with a date)
Shows the month that's inside a date. The result will always be between 1 and 12.
=day(cell with a date)
Shows the number of a day that's inside a date. The result will always be between 1 and 31.
=workweek(cell with a date)
Shows a number that represents a number for the day of the week: 1 = sunday, 2 = monday ... 7 =
saturday. You can combine this function with =if() or vlookup() to show the day of the week instead of
just a number.
=hour(cell with time)
Shows the hour that's inside a date or a time. The result will always be between 0 and 23.
=minute(cell with time)
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Shows the minutes that's inside a date or a time. The result will always be between 0 and 59.
=second(cell with time)
Shows the seconds that's inside a date or a time. The result will always be between 0 and 59.
Insert a function
Let's take the following example. You want to know how much will be your monthly payments if you
take a 25 years mortgage at an annual rate of 6,5 %. There is already a function in Excel to help you to
find the .
Enter the text, the number and the following formulas in the appropriate cells.
These formulas deserve a few explanations. The rate should be that for each payment periods and not
the annual rate. To find the number of payments, you must multiply the number of years with the
number of payments made during a year.
From the Insert menu, select the Functions option.

OR
Press the button.
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The left
column groups
together the
functions into
categories. The
right column
shows the
name of the
functions for
that category.
Below these
two columns,
there is a brief
description of
the function. If
that's not
enough for
you, there is
help at the
bottom of the
window by
pressing the
button.
From the left column select the Financial category.

From the list of functions in the right column, select the PMT function.
Press the OK button.
The PMT function window of the will appear. It shows the boxes that need information for the formula
to work. The titles that are in bold (rate, number of periods and present value) are required. The titles
that are of standard size (Fv and Type) are compulsory.
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You must enter the s in the boxes or to indicate the function in the cell that will find wanted s. For the
exercise, it will be boxes B2, B3 and B1 respectively.
You can write the cells addresses in the boxes or you can use the button at the end of the box to
select the desired cell.
For this exercise, press the button at the end of the rates box.
The function window disappears. A smaller window with only the information on rate is shown. You
must now choose the cell where the rate for the loan is contained.
Click on the B2 cell.
Press on the '' / '' key .

Click on the B3 cell.
To end the operation and return to the function window, press the button at the end of the box.
Use the same technique to select the cell for the number of payments and for the of the mortgage.
Press the OK button.
The result of the function should be -337.60 $. To avoid the negative , you can put the - (minus) sign in
front of the function (-PMT (...)) or in front of the of the mortgage (B1). You can now change the s and
the rate to better suit your needs. You'll be able to better plan the you need to buy your first house. Don't
forget to add to that, as a home owner, you'll have property and school taxes to pay, maybe a water tax
and home maintenance cost that you didn't have before.
Excel offers you several other functions in different categories. Experiment with these before needing
them in your work.
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These functions help you to create models that are closer to reality. The IF function allows you to adapt
the model according to different situations. For example, is there a premium to be paid? Are there
overtime hours to be paid?
=If
The =If function is very practical in a model because it gives you can adapt your model to different
situations. For example:
After a certain number of hours, the employees have a right to overtime pay.
After a certain of payment, the tax rate increases.
When the shop is full, there are expenses to ship and store excess inventory elsewhere.
When a customer buys certain number of a product, he may have a right to a discount.
The number of possibilities is infinite! The other functions, with the exception of =Vlookup and
=Hlookup, don't offer what this function can offer: a choice, some flexibility for your model. It will give
a certain result if the condition is realized. Otherwise, another result will appear.
The =If function requires three parameters to work. The first is the condition: what does it have to
compare? The second part is what the function should show when the condition is true. The third part
is what the function should show when the condition is false. You can summarize this: =If(condition, if
true, if false). The semicolon (,) is used to separate the various parameters of the function. That's also
true for every other function in Excel.
Ex: =If(B1>=10,b3*0,1,0) If the contents of the B1 cell is superior or equal to 10, show B3's result
multiplied by 0,1. Otherwise show zero.
To help you understand how the =If function works, and its potential, the next part will have some
exercises for it. This is the box of a businessman who wants to offer a discount to its customers if they
buy a certain quantity.
Before we begin, open a new worksheet or a file.

Fill the following cells with the text and formulas.
For the first example, the businessman wants to offer a still undetermined discount if the customer buys
10 identical items or more. This exercise is just to show whether or not the customer has a right to a
discount or not. The result of this =If function will only be text, not a number or a formula. Those will
come later.
In the B5 cell, write the following formula: =If(B1>=10,"Discount ","Sorry, no discount ").
According to the quantity that's entered in the B1 cell, the B6 cell will show either "Discount" or "Sorry,
no discount " (without quotation marks). As mentioned before, this function has the three parts. In the
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first part, B1>=10 is the condition. It verifies that the contents of the B1 cell is superior or equal to 10.
If true, the function shows the second part of the function (Discount). Otherwise, it shows the third part
(Sorry, no discount). The result of this function is posted as text. The next function will have for result a
formula or a number.
Enter different s in the B1 cell to see how the B5 cell reacts.
The businessman has decided to offer a 10 % discount to those who buy 10 identical items or more. The
next formula will calculate this discount.
In the B6 cell, enter the following formula: =If(B1>=10,b3*0.1,0).
For this formula, the condition is the same that the previous formula. Nevertheless, the result is
different. The discount will change according to the quantity in the B1 cell. If the quantity equals or
higher than 10, there will be a 10 % discount on the total in the B3 cell. Otherwise, there is no discount.
So, the number will be zero ( 0 ).
Enter different s in the B1 cell to see how the B6 cell reacts.
The third exercise consists of seeing the =If functions been linked. It's possible to have if() functions
inside a =If () function. In fact, you may have functions in functions. For example, =abs(sum(B1:B200))
gives you the absolute number of the sum of B1 to B200 cells. It's possible to imbricate up to six if()
inside each other. The next exercise gives you the example of this.
The businessman notices that his discount does not make any sense to most clients. They don't buy that
many. He then offers a 5 % discount to those who buy 5 identical items or more. He also wants to give a
10 % discount if a customer buys 10 identical items or more.
In the B7 cell, enter the following formula: =IF(B1>=10,B3*0.1,IF(B1>=5,B3*0.05,0)).
The function verifies first if the quantity registered in the cell is superior or equal to 10. If true, the
function will show a 10 % discount on the number in the B3 cell. Otherwise, there is the second if() that
verifies if the quantity is superior or equal to 5. If true, it will show a 5 % discount on the number of the
B3 cell. Otherwise, there is no discount. So, the shown number will be of zero ( 0 ).
There is another possible formulation that would have given the same result. =If (B1>=5,if(B1>=10,
b3*0,1,b3*0,05),0). Instead of beginning with the biggest possibility (>=10) and decent from there, this
formula begins with the smallest possibility (>=5) and rises! There are certainly one or two other
formulations that are possible.
It's possible to " imbricate" up to 6 levels of Ifs. But at that level, it becomes very difficult to manage. The
=Vlookup and =Hlookup functions will be easier to use when you have several possibilities.
The function =If () can be improved when it's used with other functions such as =And() and =Or() .
The next part demonstrates the functioning of these two functions followed of how they can be used
with =If().
=AND(condition1, A minimum of two conditions is required. But you can add as many as
condition2, condition3...) needed. All the conditions must be realized for the function to be true.
Otherwise, it will false.
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=OR(condition1, A minimum of two conditions is required. You can add as many as

condition2, condition3...) required. One of the conditions must be realized for the function to be
true. If none of the conditions is realized, it will be false.
It's time see them in practice.
Enter numbers and formulas in the appropriate cells.
With these numbers, you should see the "FALSE" in cells B1 and B2. The numbers don't answer the
conditions in either formula. For the = And() function to work, the cells A1 and A2 must be equal to 1,
the necessary conditions for that function to be true are not yet met. It's the same situation for the =Or()
function.
This should bring a change to the =Or() function because one of both conditions is realized. The B1 cell
still shows false because all of the conditions are not yet met.
Because both conditions are now true, the =And() function will now show TRUE.
The result was predictable. The B1 cell shows false whereas the B2 cell will still shows true. If you want,
you can add other conditions to these functions. Here is a small example: =Or(A1=1, A2=1, A3=1). This
can go far, very far.
It's possible to add these functions, and many others, in the =If() function. For these last two functions,
it's better place them in the part of the conditions.
=If(and(a1=1,a2=1),1000, 0)
=If(or(a1=1,a2=1),1000, 0)
Video on the If() function and cell referencing
=Vlookup, =Hlookup
The =Vlookup and =Hlookup functions are forms of the =If function that are a little more developed.
It's possible " to imbricate " up to 6 if functions to answer several possibilities. But what can you do if
you want to answer a question that needs more than 6 levels? At that level, it becomes difficult to manage
every imbricated =Ifs.
It's easier at that point to use a Vlookup or Hlookup function especially when you have a grid or a
comparison table ready to use. For example, using a grid to determine a student's grade or the grid to
determine the tax rate of the employees. The Vlookup function uses a vertical comparison table were a
Hlookup function uses a horizontal grid.
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Let's resume the last exercise of the =If function. A businessman gives a 5 % discount to customers who
buy 5 of the same item or more. The discount is raised to 10 % if the customer buys 10 or more.
Using the =If function, the formula may look like this: =If(B1>=10, b3*0.1, if (B1>=5, b3*0.05, 0)). This
formula is simple because it has only three possibilities (10 and above, between 5 and 10 and between
0 and 5). The formula becomes more difficult to create when you add more and more possibilities. The
function =Vlookup or =Hlookup can help in this situation.
These functions need three parameters to work. The first one is the cell address that will be compared
to a grid or a comparison table. It will be compared with the contents of the second argument that will
contain the address of the range of cells of a comparison table. The third argument is to indicate the
column (for =Vlookup) or the row (for =Hlookup) that will be shown from the comparison table.
=Vlookup(cell to compare, comparison table, index of the column)

=Hlookup(cell to compare, comparison table, index of the row)
Before using the function, you must prepare a comparison table.
Enter the following numbers in the appropriate cells, or in the A13 to B15 cells.
The first column of the comparison table is used to compare with a cell that contains a number. The
numbers of that first column must always be in ascending order. You always put in the lowest possible
number, or the floor, to reach this level. The "ceiling" is the "floor" of the next row of the comparison
table. So, for the first row of the table, the minimal number is zero whereas the maximum is 5 exclusive
or [0 , 5[ for those that remember their mathematical operations. It's as for that reason that the numbers
should always be in increasing order.
So, for the table in the A11 to B13 cells, the number 0 of the A13 cell is the floor. The ceiling is the contents
of the A12 cell, or 5. So for all numbers between 0 and up but not including 5 ([0 , 5[) will be on the first
row of the table. It's infinitely close to 5 but it's not 5. All that's between 5 and infinitely close to 10 ([5 ,
10[) will be on the second row. For the numbers equal or superior to 10, it will be the third row of the
table. Because there are no other rows over the 10 of the A13 cell, the "ceiling" is infinite.
The second, the third and the other columns usually contain the results that you want to show. For this
table, the second column contains the discount rates according to the quantity that was bought.
In the B8 cell, enter the following formula: =Vlookup(B1,A11:B13,2)*B3.
According to the quantity that entered the B1 cell, the =Vlookup function will compare this to its
comparison table. When it will know the row to stop, it can then show the appropriate content from the
chosen column. For example, if the number is 6,5, the =Vlookup function will stop at the second row of
the table (between 5 and 10). It will then show the contents of the second column of this row witch is 5
%.
To help you to understand, here is another exercise with a grid for school grades. This exercise consists
at showing the appropriate letter for a given note in the B2 cell according to the grade located in the B1
cell.
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Enter the text and the following numbers in the appropriate cells.
The B1 cell will contain the number of the grade. The B2 cell will contain the =Vlookup function that
will compare the number in the B1 cell and will show a letter that's the equivalent to the grade. The B3
cell will contain a =Vlookup function that will compare the grade with the comparison table and show
the appropriate comment. The A5 to B9 cells contain the comparison table. The table indicates that the
letter will be an " e " if you have a grade below 50. Between 50 and 60, the grade will be a " d ". Between
60 and 75, the grade will be a" c ". Between 75 and 85, the grade will be a" b ". And, for a grade of 85 or
more, the grade will an " a ". For the =Vlookup function to work correctly, it needs three parameters:
the cell address to compare (B1), the place of the comparison table ( A4:B8) and the column to be shown
with the result (the second column or 2)
In the B2 cell, write the following formula: =Vlookup(B1,A4:B8,2).
You can also copy the formula into the G3 to G6 cells to find the grades noted in the F3 to F6 cells. Don't
forget to "fix" the position of the comparison table by placing a "$" in front of the rows in the formula.
Or else the formula will not work.
We will continue with something more difficult for the =Vlookup function. It consists in using the
=Vlookup function with two variables. The first variable is identical to what you saw before. The second
variable consists of changing the comparison table column that in witch the function fetches the
information to be shown.
Can you write the appropriate formula for the H2 cell? Write the formula that will show the comment in
the H2 cell.
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Up until now, you always wrote the number 2 for the third argument of the =Vlookup function. The
function always fetched the information to be shown in the second column of the comparison table. The
next exercise consists in changing in the number in that column so that the =Vlookup function fetches
the information to be shown according to the type of customer. That will be the second variable for this
function. For this exercise, there are three categories of customers: type 1 , 2 and 3. The function should
look for the information to be shown in the second, third or fourth column of the table, depending on
the type of customer + 1 because the first column of the table is used to compare the quantities bought
in the comparison table to determine the quantity of the discount.
Write the following numbers in the appropriate cells.
And
You now have a new comparison table that takes into consideration the quantities bought and the type
of client. The percentage of the discount will vary depending on the quantity and the type of client. The
D1 cell is also important because it now defines the type of client being served.
In the B9 cell, write the following formula: =Vlookup(B1,A16:D18,E1+1).
Try the following combinations of numbers in B1 and D1 cells.
B1 E1 Result
4 1 0%
7 1 2.5 %
7 2 5%
7 3 7.5 %
12.5
10 3
%
-5 1 N/A
10 4 *REF!
All the numbers work except for the last two boxes. In the first box, the bought is a negative quantity,
this is smaller than the minimal threshold of the first row of the comparison table ( 0 ). So, this number
does not apply to the comparison table.
For the last box, the function tries to look for information that's outside of the comparison table. The
table consists of four columns. But, the =Vlookup function looks for information in the Fifth Column,
there is no data there.
Video: Vlookup function and cell referencing
To make the =Vlookup or =Hlookup function even more powerful, it's also possible to use it to compare
text. The first column of the comparison table can contain words instead of numbers. As for numbers,
the list must be in ascending order. Contrary to numbers, the text should be exact. For example, the text
can not be between Anjou and Avignon. Otherwise, you should expect the bizarre results as you'll see
below.
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Enter the text, the numbers and the following formulas in the appropriate cells.
In the B1 cell, enter Avignon.
The result will be 83 % in the B2 cell. You should expect in bizarre results when you use text. Let's look
at other possibilities.
Enter Tokyo in the B1 cell.
The result will be 99 %! Why? That's because it's listd after Paris. So, the function goes to the last row of
the comparison table.
In the B1 cell, enter Boston.
The result of the B2 cell will be 74 % because it's between Bern and Brussels. So, although the function
is very practical to compare numbers, it may not be as appropriate for text unless you use the fourth
pamateter. The fourth argument of this function is used to determine if the function sould look for an
exact value to compare or be between two values. By default or when the fourth paramater equals 1, the
function is comparing between numbers. When its value is 0, the function will look for an exact match.
In the B2 cell, enter the following formula: =VLOOKUP(B1,A4:B7,2,0)
The function will give you a "Not applicable" (#N/A) result because it's now looking for an exact value
and not finding it. Boston is not in the comparason table.
Reference:
[1] http://www.ulearnoffice.com/excel/function.htm
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Question: What types of software are MS-Excel and MS-Access? Write Some features. 5+5 Marks October-
2008
MS-Excel:
Microsoft Excel is a spreadsheet developed by Microsoft for Windows, macOS, Android and iOS. It
features calculation, graphing tools, pivot tables, and a macro programming language called Visual Basic
for Applications. It has been a very widely applied spreadsheet for these platforms, especially since
version 5 in 1993, and it has replaced Lotus 1-2-3 as the industry standard for spreadsheets. Excel forms
part of Microsoft Office.
Microsoft Excel has the basic features of all spreadsheets, using a grid of cells arranged in
numbered rows and letter-named columns to organize data manipulations like arithmetic
operations.
It has a battery of supplied functions to answer statistical, engineering and financial needs. In
addition, it can display data as line graphs, histograms and charts, and with a very limited three-
dimensional graphical display.
It allows sectioning of data to view its dependencies on various factors for different perspectives
(using pivot tables and the scenario manager).
It has a programming aspect, Visual Basic for Applications, allowing the user to employ a wide
variety of numerical methods, for example, for solving differential equations of mathematical
physics, and then reporting the results back to the spreadsheet.
It also has a variety of interactive features allowing user interfaces that can completely hide the
spreadsheet from the user, so the spreadsheet presents itself as a so-called application, or
decision support system (DSS), via a custom-designed user interface, for example, a stock
analyzer, or in general, as a design tool that asks the user questions and provides answers and
reports.
In a more elaborate realization, an Excel application can automatically poll external databases
and measuring instruments using an update schedule, analyze the results, make a Word report
or PowerPoint slide show, and e-mail these presentations on a regular basis to a list of
participants. Excel was not designed to be used as a database.
MS-Access:
Microsoft Access is a database management system (DBMS) from Microsoft that combines the
relational Microsoft Jet Database Engine with a graphical user interface and software-development tools.
It is a member of the Microsoft Office suite of applications, included in the Professional and higher editions
or sold separately.
Microsoft Access stores data in its own format based on the Access Jet Database Engine. It can
also import or link directly to data stored in other applications and databases.
Software developers, data architects and power users can use Microsoft Access to develop
application software. Like other Microsoft Office applications, Access is supported by Visual Basic for
Applications (VBA), an object-based programming language that can reference a variety of objects
including DAO (Data Access Objects), ActiveX Data Objects, and many other ActiveX components. Visual
objects used in forms and reports expose their methods and properties in the VBA programming
environment, and VBA code modules may declare and call Windows operating system operations.
Users can create tables, queries, forms and reports, and connect them together with macros.
Advanced users can use VBA to write rich solutions with advanced data manipulation and user control.
Access also has report creation features that can work with any data source that Access can access.
Reference:
[1] https://en.wikipedia.org/wiki/Microsoft_Excel
[2] https://en.wikipedia.org/wiki/Microsoft_Access
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Question: How to track Excel change history? 4 Marks April-2013
How to track Excel Change History:

When you turn on the Track Changes feature, every cell you edit will be highlighted with a unique border
and indicator. Selecting a marked cell will show the details of the change. This allows you and other
reviewers to see what's been changed before accepting the revisions permanently.
In the image below, each edited cell has a blue border and a small triangle in the upper-left corner.
There are some changes Excel cannot track. Before using this feature, you may want to review
Microsoft's list of changes that Excel does not track or highlight.
You cannot use Track Changes if your workbook includes tables. To remove a table, select it, click the
Design tab, then click Convert to Range.
To turn on Track Changes:

1. From the Review tab, click the Track Changes command, then select Highlight Changes from the
drop-down menu.
2. The Highlight Changes dialog box will appear. Check the box next to Track changes while editing.
Verify that the box is checked for Highlight changes on screen, then click OK.
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3. If prompted, click OK to allow Excel to save your workbook.
4. Track Changes will be turned on. A triangle and border color will appear in any cell you edit. If
there are multiple reviewers, each person will be assigned a different color.
5. Select the edited cell to see a summary of the tracked changes. In our example below, we've
changed the content of cell D14 from ? to Getting to know your team.
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When you turn on Track Changes, your workbook will be shared automatically. Shared workbooks are
designed to be stored where other users can access and edit the workbook at the same time, such as a
network. However, you can also track changes in a local or personal copy, as seen throughout this lesson.
To list changes on a separate worksheet:

You can also view changes on a new worksheet, sometimes called the Tracked Changes history. The
history lists everything in your worksheet that has been changed, including the old value (previous cell
content) and the new value (current cell content).
1. Save your workbook.

2. From the Review tab, click the Track Changes command, then select Highlight Changes from the
drop-down menu.
3. The Highlight Changes dialog box will appear. Check the box next to List changes on a new sheet,
then click OK.
4. The tracked changes will be listed on their own worksheet, called History.
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To remove the History worksheet from your workbook, you can either save your workbook again or
uncheck the box next to List changes on a new sheet in the Highlight Changes dialog box.
Reviewing changes:
Tracked changes are really just suggested changes. To become permanent, the changes must be
accepted. On the other hand, the original author may disagree with some of the tracked changes and
choose to reject them.
To review tracked changes:

1. From the Review tab, click Track Changes, then select Accept/Reject Changes from the drop-
down menu.
2. If prompted, click OK to save your workbook.

3. A dialog box will appear. Make sure the box next to the When: field is checked and set to Not yet
reviewed, then click OK.
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4. A dialog box will appear. Click Accept or Reject for each change in the workbook. Excel will move
through each change automatically until you have reviewed them all.
5. Even after accepting or rejecting changes, the tracked changes will still appear in your
workbook. To remove them completely, you'll need to turn off Track Changes. From the Review
tab, click Track Changes, then select Highlight Changes from the drop-down menu.
6. A dialog box will appear. Uncheck the box next to Track changes while editing, then click OK.
7. Click Yes to confirm that you want to turn off Track Changes and stop sharing your workbook.
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To accept or reject all changes at once, click Accept All or Reject All in the Accept or Reject Changes
dialog box.
Turning off Track Changes will remove any tracked changes in your workbook. You will not be able to
view, accept, or reject changes; instead, all changes will be accepted automatically. Always review the
changes in your worksheet before turning off Track Changes.
Reference:
[1] https://www.gcflearnfree.org/excel2016/track-changes-and-comments/1/
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Supplementary Information for AMIE

Students
Excel Track Changes - the basics
By using the built-in Track Changes in Excel, you can easily review your edits directly in the edited
worksheet or on a separate sheet, and then accept or reject each change individually or all changes at a
time. To use the Excel tracking feature most effectively, there are a few points for you to remember.
1. Track Changes is only available in shared workbooks
Excel's Track Changes works only in shared workbooks. So, whenever your turn on tracking in Excel,
the workbook becomes shared, meaning that multiple users can make their edits simultaneously. That
sounds great, but sharing a file has its drawbacks too. Not all Excel features are fully supported in shared
workbooks including conditional formatting, data validation, sorting and filtering by format, merging
cells, to name a few. For more information, please see our Excel shared workbook tutorial.
2. Track Changes cannot be used in workbooks that contain tables
If the Track Changes button is unavailable (grayed out) in your Excel, most likely your workbook
contains one or more tables or XML maps, which are not supported in shared workbooks. In that case,
convert your tables to ranges and remove XML maps.
3. It's not possible to undo changes in Excel
In Microsoft Excel, you cannot revert the worksheet back in time by undoing changes like you can do in
Microsoft Word. Excel's Track Changes is rather a log file that records information about the changes
made to a workbook. You can manually review those changes and choose which ones to keep and which
ones to override.
4. Not all changes are tracked in Excel
Excel does not track every single change. Any edits you make to cell values are tracked, but some other
changes like formatting, hiding/unhiding rows and columns, formula recalculations are not.
5. Change history is kept for 30 days by default
By default, Excel keeps the change history for 30 days. If you open an edited workbook, say, in 40 days,
you will see the change history for all 40 days, but only until you close the workbook. After closing the
workbook, any changes older than 30 days will be gone. However, it's possible to change the number of
days for keeping change history.
How to track changes in Excel
Now that you know the basics of Excel Track Changes, let's talk about how to enable and use this feature
in your worksheets.
Turn on Excel Track Changes feature
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To view the changes made to a given workbook by you or other users, perform these steps:
1. On the Review tab, in the Changes group, click the Track Changes button, and then select
Highlight Changes....
2. In the Highlight Changes dialog box, do the following:

o Check the Track changes while editing. This also shares your workbook. box
o Under Highlight which changes, select the desired time period in the When box, and
whose changes you want to see in the Who box (the screenshot below shows the default
settings).
o Select the Highlight changes on screen option.
o Click OK.
3. If prompted, allow Excel to save your workbook, and you are done!
Excel will highlight edits by different users in different colors as shown in the next section. Any new
changes will be highlighted as you type.
Tip. If you are enabling Excel Track Changes in a shared workbook (which is indicated by the word
[Shared] appended to the workbook name), the List changes on a new sheet will also be available. You
can select this box too to view full details about each change on a separate sheet.
Highlight changes on screen
With Highlight changes on screen selected, Microsoft Excel shades the column letters and row numbers
where changes were made in a dark red color. At the cell level, edits from different users are marked in
different colors - a colored cell border and a small triangle in the upper-left corner. To get more
information about a specific change, just hover over the cell:
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View tracked changes history in a separate sheet
Apart from highlighting changes on screen, you can also view a list of changes on a separate sheet. To
have it done, perform these steps:
1. Share a workbook.
For this, go to the Review tab > Changes group, click the Share Workbook button, and then select
the Allow changes by more than one user at the same time check box. For more detailed steps,
please see How to share a workbook in Excel.
2. Turn on the Excel Track Changes feature (Review > Track Changes > Highlight Changes).
3. In the Highlight Changes dialog window, configure the Highlight which changes boxes (the
screenshot below shows the recommended settings), select the List changes on a new sheet box,
and click OK.
This will list all tracked changes on a new worksheet, called the History sheet, which shows many details
about each change including when it was made, who made it, what data was changed, whether the
change was kept or not.
The conflicting changes (i.e. different changes made to the same cell by different users) that were kept
have Won in the Action Type column. The numbers in the Losing Action column refer to the
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corresponding Action Numbers with information about the conflicting changes that were overridden.
As an example, please see action number 5 (Won) and action number 2 (Lost) in the screenshot below:
Tips and notes:
1. The History sheet displays only saved changes, so be sure to save your recent work (Ctrl + S)
prior to using this option.
2. If the History sheet does not list all the changes that have been made to the workbook, select All
in the When box, and then clear the Who and Where check boxes.
3. To remove the History worksheet from your workbook, either save the workbook again or
uncheck the List changes on a new sheetbox in the Highlight Changes dialog window.
4. If you want Excel's track changes to look like Word's track changes, i.e. deleted values formatted
with strikethrough, you can use this macro posted on the Microsoft Excel Support Team blog.
Accept or reject changes
To accept or reject changes made by different users, go to the Review tab > Changes group, and click
Track Changes > Accept/Reject Changes.
In the Select Changes to Accept or Reject dialog box, configure the following options, and then click OK:
In the When list, choose either Not yet reviewed or Since date.
In the Who list, select the user whose changes you want to review (Everyone, Everyone but me
or a specific user).
Clear the Where box.
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Excel will show you the changes one by one, and you click Accept or Reject to keep or cancel each change
individually.
If several edits were made to a given cell, you will be asked which of the changes you want to keep:
Alternatively, you can click Accept All or Reject All to approve or cancel all changes in one go.
Note. Even after accepting or rejecting the tracked changes, they will still be highlighted in your
workbook. To remove them completely, turn off Track Changes in Excel.
Set for how long to keep change history
By default, Excel keeps the change history for 30 days and permanently erases any older changes. To
keep changes history for a longer period, perform these steps:
1. On the Review tab, in the Changes group, click the Share Workbook button.
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2. In the Share Workbook dialog window, switch to the Advanced tab, enter the desired number of
days in the box next to Keep change history for, and click OK.
How to turn off Track Changes in Excel
When you no longer want changes to be highlighted in your workbook, turn off the Excel Track Changes
option. Here's how:
1. On the Review tab, in the Changes group, click Track Changes > Highlight Changes.
2. In the Highlight Changes dialog box, clear the Track changes while editing. This also shares your
workbook check box.
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Note. Turning off change tracking in Excel permanently deletes the change history. To keep that
information for further reference, you can List changes on a new sheet, then copy the History sheet to
another workbook and save that workbook.
How to track the last changed cell in Excel
In some situations, you may not want to view all of the changes made to a workbook, but only to monitor
the last edit. This can be done by using the CELL function in combination with the Watch Window
feature.
As you probably know, the CELL function in Excel is designed to retrieve information about a cell:
CELL(info_type, [reference])
The info_type argument specifies what type of information you want to return such as a cell value,
address, formatting, etc. Overall, 12 info types are available, but for this task, we will use just two of
them:
Contents - to retrieve the cell's value.

Address - to get the cell's address.
Optionally, you can utilize other into types to retrieve additional information, for example:
Col - to get the column number of the cell.

Row - to get the row number of the cell.
Filename - to display the path of the filename that contains the cell of interest.
By omitting the reference argument, you instruct Excel to return information about the last changed cell.
With the background information established, perform the following steps to track the last changed cell
in your workbooks:
1. Enter the below formulas in any empty cells:
=CELL("address")
=CELL("contents")
Like show in the screenshot below, the formulas will display the address and current value of
the last cell changed:
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That is great, but what if you move away from the sheet with your Cell formulas? To be able to
monitor the latest changes from any sheet that you have currently open, add the formula cells to
the Excel Watch Window.
2. Add the formula cells to Watch Window:

o Select the cells where you've just entered the Cell formulas.
o Go to the Formulastab > Formula Auditing group, and click the Watch Window button.
o In the Watch Window, click Add Watch... .
o The small Add Watch window will show up, with the cell references already added, and
you click the Add button.
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This places the formula cells into the Watch Window. You can move or dock the Watch Window toolbar
wherever you want, for example at the top of the sheet. And now, whatever worksheet or workbook you
navigate to, the information about the last changed cell is just a glance away.
Note. The Cell formulas catch the latest change that has been made to any open workbook. If the
change was made to a different workbook, the name of that workbook will be displayed like shown in
the screenshot below:
This is how you track changes in Excel.
Reference:
[1] https://www.ablebits.com/office-addins-blog/2017/08/09/track-changes-excel/
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Question: A column of an Excel sheet contains date values like 01-30-2013. You need to change the
format of the column so that if looks like 2013-JAN-30. How do you do that? 4 April-2013
Solution:
A column of an Excel sheet contains date values like 01-30-2013. We need to change the format of the
column so that if looks like 2013-JAN-30.
Following steps should be followed:

Select the cells you want to format.
Press CTRL+1.
In the Format Cells box, click the Number tab.
In the Category list, click Date, and then under Type, pick a date format that is close to the
format you want.
Go back to the Category list, and pick Custom. Under Type, youll see the format code for the
date format you picked in step 4. The built-in date format cant be changed, so dont worry
about messing it up. The changes you make will only apply to the custom format youre
creating.
In the Type box, make the changes you want using code:
: :
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Supplementary Information for AMIE

Students
Format a date the way you want
When you type something like 2/2 in a cell, Excel knows youre typing a date and formats it based on
the date setting in Control Panel. So for example, Excel might format it as 2-Feb. If you change your date
setting in Control Panel, the default date format in Excel will change as well. If you dont like the default
date format, you can pick a different one in Excel, like February 2, 2012 or 2/2/12. You can also create
your own custom format in Excel.
Choose from a list of date formats
1. Select the cells you want to format.

2. Press CTRL+1.
On a Mac, press Control+1 or Command+1.
3. In the Format Cells box, click the Number tab.

4. In the Category list, click Date.
1. Under Type, pick a date format. Your format will preview in the Sample box with the first date
in your data.
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Note: Date formats that begin with an asterisk (*) will change if you change the regional date and time
settings in Control Panel. Formats without an asterisk wont change.
1. If you want to use a date format based on how another language displays dates, pick the
language under Locale (location),
Tip: Do you have numbers showing up in your cells as #####? This probably means your cell
isnt wide enough to show the whole number. Try double-clicking the right border of the
column that contains the cells with #####. This will resize the column to fit the number. You
can also drag the right border of the column to make it any size you want.
Create a custom date format
If you want to use a format that isnt in the Type box, you can create your own. The easiest way to do
this is to start from a format this is close to what you want.
1. Select the cells you want to format.

2. Press CTRL+1.
On a Mac, press Control+1 or Command+1.
3. In the Format Cells box, click the Number tab.

4. In the Category list, click Date, and then under Type, pick a date format that is close to the
format you want.
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1. Go back to the Category list, and pick Custom. Under Type, youll see the format code for the
date format you picked in step 4. The built-in date format cant be changed, so dont worry
about messing it up. The changes you make will only apply to the custom format youre
creating.
2. In the Type box, make the changes you want using code from the table below.
To display Use this code

Months as 112 m
Months as 0112 mm
Months as JanDec mmm
Months as JanuaryDecember mmmm
Months as the first letter of the month mmmmm
Days as 131 d
Days as 0131 dd
Days as SunSat ddd
Days as SundaySaturday dddd
Years as 0099 yy
Years as 19009999 yyyy
If youre modifying a format that includes time values and you use "m" immediately after the "h" or
"hh" code or immediately before the "ss" code, Excel displays minutes instead of the month.
Tips for displaying dates
To quickly use the default date format, click the cell with the date, and then press
CTRL+SHIFT+#.
If a cell displays ##### after you apply date formatting to it, the cell probably isnt wide
enough to show the whole number. Try double-clicking the right border of the column that
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contains the cells with #####. This will resize the column to fit the number. You can also drag
the right border of the column to make it any size you want.
To quickly enter the current date in your worksheet, select any empty cell, press CTRL+;
(semicolon), and then press ENTER, if necessary.
To enter a date that will update to the current date each time you reopen a worksheet or
recalculate a formula, type =TODAY() in an empty cell, and then press ENTER.
Reference:
[1] https://support.office.com/en-us/article/Format-a-date-the-way-you-want-8e10019e-d5d8-47a1-
ba95-db95123d273e
Due to Time Shortage Following Questions remain Unsolved

Question: Given an Excel sheet that contains years (2009, 2010, 201, 2012) in one column and GDP (6.3,
7.1, 7.3, 8.0) in the other column. How to draw a line graph where years is on and GDP is on
? 4 April-2013
Question: Assume that a MS Excel sheet contains years (2005,2007,2009,2011,2013) in one column and
population (12.0,12.4,13.3,14.1,14.3,14.7) in another column. Then write the steps to draw a line graph,
where axis will indicate year an axis will indicate population. 6 October-2013
2. What is a spreadsheet package? List out some of its typical uses. 5 October-2009
3. What is the differences between a cell name A1 and A$1$ in MS Excel? Explain with an example.
April-2013
4. What is the difference between Paste and Paste Special commands in MS Excel? Give examples.
4 April-2013
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Question: The Basic Salary of some employees is given in cells B2 to B5 of table 1. The House Rent and
Total Salary of an employee is to be calculated based on the following conditions.
(i) Total Salary = Basic Salary +House Rent + Medical Allowance.
(ii) House Rent is 40% of Basic Salary if Basic Salary is greater than 10,000, otherwise it is
50% of Basic Salary and
(iii) Medical Allowance is 1,500 for each employee.
What formulas (using MS Excel) should be entered in cells C2 and D2 to compute the House Rent and
Total Salary so that the formula can be copied correctly for rest of the employees? 10 Marks October-
2013
A B C E
1 Employee Name Basic Salary House Rent Total Salary
2 Abdur Rahman 12,000
3 Abdul Karim 7,000
4 Nusrat Jahan 9,000
5 Javed Faruk 17,000
6
7 Medical Allowance 1,500
8
Table 1 for Question 6(c)
Solution:
Following formulas (using MS Excel) should be entered in cells C2 and D2 to compute the House Rent
and Total Salary so that the formula can be copied correctly for rest of the employees:
C2 = IF(B2>10000, 0.4*B2, 0.5*B2)

D2 = B2+C2+B$7
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Ch-15 Spreadsheet Analysis Using MS Excel-Final Version 2018

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Spreadsheet Analysis using

Purpose of VLOOKUP Function:

The purpose of the VLOOPUP function are:

To Lookup a value in a table by matching on the first column.

To find things in a table or a range by row.

Purpose of HLOOPUP function:

Look up a value in a table by matching on the first row.

Axles Bearings Bolts

Formula Description Result

=HLOOKUP(3, Looks up the number 3 in the three-row array constant,

Purpose of LOOKUP function:

Purpose of MATCH function:

To get the position of an item in an array.

returns the number 2, because 25 is the second item in the range.

Formula Description Result

=MATCH(41,B2:B5,0) The position of the value 41 in the range B2:B5. 4

Another Example of Excel MATCH Function:

(i) B7 = COUNT(B2: B6)

(iii) C7 = AVERAGE(C2: C6)

(iv) D2 = IF(C2 C7, Yes , No)

(i) H2 = SUM(D2: G2)

H10 = SUM(D10: G10)

H11 = SUM(D11: G11)

(ii) (a) J2 = LARGE(I2: I11,1) + LARGE(I2: I11,2) + LARGE(I2: I11,3)

Differences between a Spreadsheet Program and Database Management System:

Major differences between the MS-Excel and MS-Access:

Microsoft Excel Microsoft Access

=rank(number, ref, order)

We have to put, letter grade

We can use the following formula to do the above task:

=IF(A2>=80, "A+", IF(A2>=70, "B+", "C+"))

Embedding an Excel chart:

To embed a chart from Excel:

2. Click the Object command in the Text group.

7. The chart will now appear in your Word document.

Question: How to Embed an Excel chart in a Word Document?

How to Embed an Excel chart in a Word Document:

Follow the steps below to learn how:

Chart has now been embedded in Word document.

Insert a chart from an Excel spreadsheet into Word:

Insert an Excel chart in a Word document

Difference between Relative and Absolute Cell References:

For example, if cell C8 contains the formula =SUM(C1:C7) and

An absolute reference, on the other hand, is copied verbatim.

Important Information for AMIE

To create and copy a formula using relative references:

To create and copy a formula using absolute references:

Using cell references with multiple worksheets

To reference cells across worksheets:

3. The selected worksheet will appear.

To do the above work, we can use the following formula:

Advantages of using functions over arithmetic expression in MS Excel:

Relative and Absolute Cell References in Spreadsheets:

Advantages of using AutoFill in MS Excel:

Important Information for AMIE

Be careful! This applies to all functions.

The argument separator

Another way to look at it's ...

Exercises on simple functions

The Sum function and the AutoSum button

In the B5 cell, enter the following formula: =sum( B1:b3 ).

The result should be 600.

Change one of the numbers in the B1 to B3 cells.

The new sum will be displayed in B5 cell.

In the B7 cell, enter the following formula: =IF(B1>=10,B30.1,IF(B1>=5,B30.05,0)).