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INTRODUCTION
MS-EXCEL
MS-Excel is made of grid of rows and columns, which know
as spreadsheet or electrician sheet or worksheet. In a Worksheet
the intersection of row and column is called cell. In it columns are
alphabetically labeled as A,B,C……..Z and then AA,AB,…..AZ
and then BA,BB,….BZ and so on to IA,IB….IV, it is last
column(IV) in excel sheet so it consists of Total 256 columns in it.
And rows are numerically numbered as 1,2,3,4,5………..65,536
rows. So one worksheet consists 256 columns and 65,536 rows and
there are 1,67,77,216 cells in it. Like this there are 255 worksheet in
one workbook. And MS-Excel can N number of workbook.

MS-EXCEL WORKSHEET(1)
WORKBOOK(N) ROWS(65,536) AND
COLUMNS(256)
WORKBOOK(1) CELLS(1,67,77,216)
WORKSHEETS(255)

Fig : Representation of Workbooks and Worksheets in excel

To work with MS-EXCEL from Windows environment.

START  PROGRAMS  MS-EXCEL

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The environment of the ms-excel is as

Title Bar Menu Bar Standard Toolbar Columns

Sheet name cell(intersection of row and column)

Rows
This are important parts of ms-excel 1) Title Bar 2) Menu Bar 3) Standard
Toolbar(optional) 4)Worksheet Name 5)Rows 6) Columns 7) Scroll
Bars(Horizontal and Vertical) 8) Name Box 9) Formula Bar
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1) Title Bar

2) Menu Bar

Some of the menus of Excel are as follows :

1) File Menu 2) Edit Menu 3) View Menu 4) Insert Menu 5) Format
Menu 6) Tools Menu 7) Data Menu 8) Window Menu 9) Help
Menu.

3) Standard Toolbar which optional. It consists all shortcut icons to work

with files and cells.

4) Name Box : It display the reference of cursor pointer in the ms-excel

sheet(spreadsheet), it displays the Address of the cell where the cursor
pointer is moving that means cell address(intersection of row and column).
Example like A1. Here Column Alphabet is followed by Row number. A is
the Column Alphabet and 1 is Row Number.

5) Sheet Name : This are worksheet names that there in one workbook. The
default number of sheets in the excel can be controlled by user. The
minimum is 1 sheet and maximum is 255 sheets display in it. To adjust the
number of sheets go to tools menu in that select options (option) in it, a
window will be displayed in that select General option it there will be
option called sheets in new workbook with textbox with increment and
decrement button to it. By default there given name as Sheet1 and Sheet2 so
on up to Sheet255. Later sheet can be renamed also.

Sheet name list

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6) Formula Bar : The Data (number or Characters or Strings or Used for

calculations also). First move your cursor pointer to the place you want to
enter the data in it and select Formula bar and enter the data that will
display in the cell where your cursor pointer there. Or if enter the data in the
cell directly also the data is visual in Formula Bar.

7) Scroll Bar : The Scroll Bar is used to move the sheet vertical and
horizontally.

In MS-Excel we have 9 menus in it, they are File, Edit, View, Insert,
Format, Tools, Data, Window and Help.

This menu are helpful in doing the common work within the worksheet
the option of the different type of menu are as shown below.

File Menu Options Edit Menu Options View Menu Opt

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Insert Menu Option Format Menu Option Tools Menu Option

Data Menu Option

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Fig : The Workspace Area(Worksheet)

The MS-Excel is made of Grid Lines(Horizontal and Vertical), they are
know as Rows and Columns, they are used to enter the data in the cell. The
data are aligned properly in the cell.

Note : This gridlines are not visible while we print the worksheet or see a print
preview at that time this gridlines will not visible. They are only for enter data
in the proper way in the cell so they are aligned properly.

To move around the spreadsheet use keyboard arrow keys like  to

move Right side of sheet,  to move left side of sheet to move down side
of the sheet and to move up side of sheet. To move one screen of sheet up
or down use scroll bars. To move the desired cell type the cell address in the
Name Box it take your cursor pointer to desired cell.

In excel the number are Right justified or Aligned ( i.e. means that
numbers are displayed to Right corner of the cell) and Character are left
justified or Aligned ( i.e. means that numbers are displayed to right corner of
the cell).

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Number in the cell Character in the cell

To enter the formula in excel we have special symbol it is

= (Equal to symbol), it used for all types of arithmetic and logical operations
on the values and with cell address also. Suppose we want to add to values of
cell A1 and B1 and result must be displayed in the C1 cell then first enter 2
values in the Cell A1 and B1 after that move your cursor to cell C1 and there
type =Cell A1 value + cell B1 value. For example A1 cell has value 10 and B1
cell has value 20 then C1 cell will have result value as 30(10+20=30). We can
also add the values using the cell address name also. Like this A1+B1. The
advantage of using cell address is that we can copy the same formula to the
other cell also. We can enter date and time into the cell in ms-excel.

To insert a new worksheet in the workbook the following step is involved.

INSERT  WORKSHEET
A new worksheet will in introduced in the workbook. The sheet name will
given in the increase order of the sheet. For example there are sheet1, sheet 2,
sheet3 if i want a new sheet then the sheet name will be sheet4.
FORMATTING
In excel we can increase and decrease the size of the column and row.
The increasing and decreasing of row and column can done with help of
mouse and keyboard also. To work with the mouse move the mouse to
required column or row last to increase or decrease the size by dragging the
mouse left and right for column and up and down for row. The default the
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width of the column size is 8.43 (or 64 pixels) and row height is 12.75. The
size of column width and row height can be changed form the keyboard also
the steps are as follows :

To increase the width of the column is like this

FORMAT  COLUMN  WIDTH
A small window will be displayed like this in which we can enter the
size and change it.

To increase the height of the row is like this

FORMAT  ROW  HEIGHT
A small window will be displayed like this in which we can enter the
size and change it.

Note : Without distribution width of cell we can enter 8 numbers and 7

characters in it(Font Size is 12). It differs from Font Type ,Style and Size also.

To format the data (number or character in the cell) the following steps
are required to work with
Step 1: enter the data in the cell.

Step 2: FORMAT  CELL

Step 3: A small window will be displayed it look like this

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To format the number select number option in it. It has internal options
like general , number, currency, accounting, date, time, percentage, fraction,
scientific, text, special and custom.

To align the data in the text we will use Alignment option in it. To
change the font type, style , size, color, effects and underline we will use Font
option in it. To draw the border to the cell as table form we will select border
option in it. To fill the color to cell background we will select the pattern
option in it. To lock the formula from or being copied to other cell we will
select the protection option in it.

As per the requirement of formatting we will use the option in it.

To format the numbers in the excel that means increasing the decimal
point number to the number or using (,) comma after the hundred’s place or
type of values to be used like no negative values. Steps are as followed to
format the number:
Step 1: Enter the number(s) in the cell.

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Number(s) in the cell before

Step 2: High light the cell which you want to format using shift button +
arrow keys(up, down, left, right) or with mouse button dragging.
High lighted number in the cell to be formatted

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Step 3: FORMAT  CELL

A small format cells window will be displayed in that select number
option menu and in that again number option and then format the number.
In this i am
formatting the number’s
decimal value to 2
places and allowing
only positive values,
at last press ok
button on it.

The result will look like this after formatting the number(s) in the cell
Number(s) after formatted is as in the cell

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To format the number to currency format the following steps are

required :
Step 1: Enter the number(s) in the cell as required.
Step 2: High light the number(s) in cell to be formatted.
Step 3: FORMAT  CELL
Step 4: In the format cells select currency option from the number menu then
select the number of decimal places required after the number and symbol
required before the number as prefix to it( like dollar symbol $, pound
symbol £ and etc,,. And the type of value negative or positive values only.
Numbers before formatting Number after formatting
-123
125
-45
100

$123.46
$125.00
$45.00
$100.00

Number formatted with 2 decimal values and $ symbol and positive

values only.
To format the number to percentage format the following steps are
required :
Step 1: Enter the number(s) in the cell as required.
Step 2: High light the number(s) in cell to be formatted.
Step 3: FORMAT  CELL
Step 4: In Format Cells select Number option. In it select percentage option
then select the number of decimal places option to introduce number of
decimal places after the normal numbers.
The result will be multiply of 100 of cell value, with number of decimal
values as select and at last of result we will have percentage symbol(%).

Numbers before formatting Number after formatting

100 10000.00%
200 20000.00%
300 30000.00%
400 40000.00%

To format the Date the following steps are required :

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Step 1: Enter the Date(s) in the cell as required.

Step 2: Highlight the Date(s) in cell to be formatted.
Step 3: FORMAT  CELL
Step 4: In the Format Cells select Date option from number menu. In the Date
option we have 2 sub option in it 1) Type : it specifies which date format style
we want to format it. 2) Location to change according the place like u.s.a.,
u.k., France and etc,,
Date(s) before formatting Date(s) after formatting
5/11/2005
5/12/2005
5/13/2005
5/14/2005
5/15/2005

11-May-05
12-May-05
13-May-05
14-May-05
15-May-05

Few of the options of the date

type sub options are like this.

To Format the Text in the cell(s) the following steps are involved:
Step 1: Enter the Data(s) in the cell as required.
Step 2: High light the Data(s) in cell to be formatted.
Step 3: FORMAT  CELL
Step 4: In the format cells window select Font menu option. In it sub option
are will be like this.

1) Font Type
2) Font Style
3) Font Size 4) Color
5) Underline Style
6) Effects to text
7) Preview.

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The Font menu has option called Font which name of the Font type like
Arial, courier new, time new Roman, Arial Narrow and etc, and 4 Font Style
like Regular, Bold, Italic, Bold Italic, and then Font Size from 1 to 100 and
etc,,, and then Underline style , Color of the Font, and then Special effects like
Strikethrough, Superscript and Subscript. And one place to see effects all that
is Preview place. As per you requirement select above option in it.

Text before formatting Text after formatting

RAMA RAMA
RAVI RAVI

It font type is Arial, Now font type is Courier new size is 10

Font size is 10 and according to type and style bold and
Normal style. effects is strikethrough.
Note : The Font size and style will change according to the corresponding
selection of the Font Type.
To format data in cell with proper Alignment involves following steps:
Step 1: Enter the Data in the cell as required.
Step 2: High light the Data in cell to be formatted.
Step 3: FORMAT  CELL
Step 4: In format cells window select Alignment Menu option. The window
look like this

In this we can align the

horizontal and vertical
text can be controlled
and orientation and
Text direction are the
sub option in it.

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Text Alignment Horizontal has option in it like general, left(indent),

center, Right(indent), fill, justify, center Across selection, distributed(indent)
and Vertical has option in it like Top, bottom, center, justify, distributed. As
per the selection the text will be aligned in the cell.
The text control is used to control the text in the cell, wrap text
wrappers the text not allowing it move out the cell last border and forcing it to
start in the next line in the same cell, shrink to fit if the entered text size more
than the cell size than it will shrink (reduce the size of text and fit it) in the
cell, merge cells is used to merge combine the group of cells into one total
cell.
To change the direction of text in the cell we use the orientation option
in the excel according to the degrees given to the text in the cell it will change
it directions.
Note : The formatting of the Font can also done by the standard tool bar icons
also but is shortcut way.
To format data in cell with proper Border involves following steps:
Step 1: Enter the Data in the cell as required.
Step 2: High light the Data in cell to be formatted.
Step 3: FORMAT  CELL
Step 4: In the format cells we have border menu to draw border to the cell as
per the you selection of type in it. The window look like this:

It has sub option like

line style and color
preset none or outline
or inside
Border

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Data before border to cell Data after border to cell

Slno name age slno name age
1 rama 22 1 rama 22
2 ravi 23 2 ravi 23
3 rana 25 3 ramesh 25

As per the style and color of line and presets and border selected the
border will be drawn to the corresponding cell which are highlighted only.
ENTER NUMBER IN THE MS-EXCEL
In ms-excel we can fill the series of number in the rows or columns.
The number can also be filled automatically in the rows or columns. To enter
the number automatically without the help of menu bar option. To do this first
we must enter 2 number into consecutive rows or columns like this as shown
the below figure. Then highlight that two consecutive rows or columns, then
make your

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Mouse Pointer as fill handler something like this and then drag the
mouse pointer to the sequences of number to be generated or up to the
required row or column limit. The number generated is by the difference of
the two number in the above fig difference is 1 then generated series is like
this

Like this we can generate the series of number in the ms-excel, the
generated number is the difference of the second number minus the first
number 10 20 then difference is 10 number sequence will be 10 20 30 40 50
and etc,,, .
If we want to generate through the menu options then we require to
following the way. First step enter the number in cell that is the starting
number in it to generate the series of number. Second step go to Edit menu in
that select Fill option and in it select sub option Series a window will be
displayed like this

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In the window the type Linear means the number will be generated in
sum(addition) of the previous no in the cell plus the step value up to the stop
value or up to the selected or highlighted range in the worksheet, Growth is
the multiplication of the cell number into the step up to the stop value or up to
the selected or highlighted range in the worksheet, date to generate date on the
data unit depend, AutoFill will fill the number automatically if but in this
option no step value or stop value is required it will fill the number
automatically up to the highlighted cell in the worksheet. To generate the
number with have second number in the cell then use the trend option the
above window

The option to series option

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EDITING
The editing in excel and be done by press function F2 or click on the
cell the mouse pointer will be displayed on the formula bar or select the cell
which we want to editing work in it and then go to formula bar and press it the
formula bar will be highlighted then we can do the modification to it.

CALCULATIONS
In excel calculation can be done in 2 ways 1)one is called formula
method this can be done by using the expression of the values directly or by
using the cell address reference. For doing this the symbol required is = which
the prefix symbol used for any type of formula calculations
For example : =10+20*30
=A1+B1*C1

In the above excel sheet we have written the formula with the help of cell
address and the result is shown the cell D1

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Using calculation we have 2 type of cell reference, they are Absolute

cell reference and other is Relative cell reference. The first in it used is
directly by specifying the cell address directly like A1, B2 with symbol like
=A1+B1*C2. The result of this cell can be copied to other cell where every
this formula is dragged with the mouse. The second in it used is indirectly by
specifying the cell address the each cell address has $(dollar) symbol in front
of column alphabet and row number for example (A1) is represented in it like
$A$1. If it used for the calculation the result of can be found in respective cell
address but it cannot be copied to other cell because the result of first cell
value will be copied to other cell as it is.
FUNCTIONS
The second method is Function method. In excel we have few in built
functions which are also used for calculating the values in the cell but they are
restricted to one type of calculations only like we have sum functions to find
the sum of values in the given cell address or direct values given within the ()
of the sum functions.
For example =sum(a1+b1+c1) or =sum(a1:e1) or =sum(10+20+30)
To have functions in excel we have follow this step.
Insert  Function (with the symbol to it as fx )
When we select this option a window will be displayed it looks like this:

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This window(Paste Function) has 2 parts on is the Function Category

part which as name of all main category of functions like Financial, Math &
Trig, Data & Time, Statistical and etc. It has second window also in it we can
see the sub function name of the select main function category like if we
selected Math & Trig the sub function will displayed like sum, sin, tan, cos,
abs and etc,,.

1)If consider the category as Math & Trig its few sub functions are follows:
slno Function Syntax Purpose
Name
1 Abs Abs(number) Returns the absolute value of a
number, a number without its sign
2 Cos Cos(number) Returns the cosine of an angle
3 Exp Exp(number) Returns e raised to the power of a
given number
4 Fact Fact(number) Returns the factorial of a number,
equal to 1*2*3*….*number
5 Power Power(number,power) Returns the result of a number
raised to a power
6 Sin Sin(number) Returns the sine of an angle
7 SQRT SQRT(number) Returns square root of a number
8 Sum Sum(number1,number2, Add all the number in a range of
……. NumberN) cells
9 Tan Tan(number) Returns the tangent of an angle

Example Result
Abs(-23.456) 23.456
Cos(90) -0.44807
Exp(1) 2.718282
Fact(5) 120
Power(10,2) 100
Sin(0) 0
SQRT(4) 2
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Sum(10,20,30) 60
Tan(45) 1.6197752

2)If consider the category Statistical as its few sub functions are follows:
slno Function Syntax Purpose
Name
1 Average Average(number1,number2, Returns the
…..) average(arithmetic mean) of
its arguments, which can be
numbers or names or arrays
or reference that contains
number
2 Count Count(Value1,Value2,….) Counts the number of cell that
contain numbers and numbers
within the list of arguments.
3 Large Large(array,k) Returns the k-th largest value
in a data set
4 Max Max(number1,number2,…) Returns the largest value in a
set of values. Ignores logical
values and text
5 Min Min(number1,number2,….) Returns the smallest value in
a set of values. Ignores
logical values and text
6 Small Small(array,k) Returns the k-th smallest
value in a data set
7 Mode Mode(number1,number2,…) Returns the most frequently
occurring or repetitive value
in an array or range of data
8 Median Median(number1,number2,..) Returns the median or the
number in the middle of the
set of given numbers.

Example Result
Average(10,20,30) 20
Count(10,20,30) 3
Large({10,20,30},2) 20
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Max(10,20,30) 30
Min(10,20,30) 10
Small({10,20,30},1) 10

3) If consider the category Date and Time as its few sub functions are follows:
slno Function Syntax Purpose
Name
1 Date DATE(year,month,day) Returns the serial number that
represents a particular date.
2 Today TODAY( ) Returns the serial number of the current
date. The serial number is the date-time
code used by Microsoft Excel for date
and time calculations.
3 Now NOW( ) Returns the serial number of the current
date and time.
4 Year YEAR(Date) Returns the year corresponding to a
date. The year is returned as an integer
in the range 1900-9999.
5 Month MONTH(Date) Returns the month of a date represented
by a serial number. The month is given
as an integer, ranging from 1 (January)
to 12 (December).
6 Day DAY(Date) Returns the day of a date, represented
by a serial number. The day is given as
an integer ranging from 1 to 31.
7 Hour HOUR(Time) Returns the hour of a time value. The
hour is given as an integer, ranging
from 0 (12:00 A.M.) to 23 (11:00
P.M.).
8 Second SECOND(Time) Returns the seconds of a time value.
The second is given as an integer in the
range 0 (zero) to 59.
9 Minute MINUTE(Time) Returns the minutes of a time value.
The minute is given as an integer,
ranging from 0 to 59.

Example Result
Today() 2/20/05
Now() 2/20/05
Hour(11:45:45) 11
Minute(11:45:45) 45
Day(2/20/05) 20
Month(2/20/05) 2 23
Year(2/20/05) 2005 MS-EXCEL
Second(11:45:58) 58
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4) If consider the category Logical as its few sub functions are follows:

slno Function Syntax Purpose

Name
1 IF IF(logical_test,value_if_true,value_if_false) Returns one value if a
condition you specify
evaluates to TRUE
and another value if it
evaluates to FALSE.
Logical_test: is any
value or expression
that can be evaluated
to TRUE or FALSE.
Value_if_true: is the
value that is returned
if logical_test is
TRUE.
Value_if_false: is the
value that is returned
if logical_test is
FALSE
2 False FALSE( ) Returns the logical
value FALSE.
3 True TRUE( ) Returns the logical
value TRUE.
4 AND AND(logical1,logical2, ...) Returns TRUE if all
its arguments are
TRUE; returns FALSE
if one or more
arguments is FALSE.
5 OR OR(logical1,logical2,...) Returns TRUE if any
argument is TRUE;
returns FALSE if all
arguments are FALSE.
6 NOT NOT(logical) Reverses the value of
its argument. Use
NOT when you want
to make sure a value is
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not equal to one

particular value.

The IF functions can be used with the help of the Comparison operators, they are
as follows :

You can compare two values with the following operators. When two values are compared
by using these operators, the result is a logical value, either TRUE or FALSE.

Comparison
operator Meaning Example
= (equal sign) Equal to A1=B1
> (greater than sign) Greater than A1>B1
< (less than sign) Less than A1<B1
>= (greater than or equal Greater than or equal to A1>=B1
to sign)
<= (less than or equal to Less than or equal to A1<=B1
sign)
<> (not equal to sign) Not equal to A1<>B1

The IF function can use the AND , OR and NOT logical function it .

The details of AND Function is as follows: AND(logical1,logical2, ...)

Logical1, logical2, ... are 1 to 30 conditions you want to test that can be either TRUE
or FALSE.
• The arguments must evaluate to logical values such as TRUE or FALSE, or the
arguments must be arrays or references that contain logical values.
• If an array or reference argument contains text or empty cells, those values are
ignored.
• If the specified range contains no logical values, AND returns the #VALUE! error
value.
The details of OR Function is as follows: OR(logical1,logical2,...)
Logical1,logical2,... are 1 to 30 conditions you want to test that can be either TRUE or
FALSE.
• The arguments must evaluate to logical values such as TRUE or FALSE, or in
arrays or references that contain logical values.
• If an array or reference argument contains text or empty cells, those values are
ignored.
• If the specified range contains no logical values, OR returns the #VALUE! error
value.
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• You can use an OR array formula to see if a value occurs in an array. To enter an
array formula, press CTRL+SHIFT+ENTER in Microsoft Excel for Windows or
+ENTER in Microsoft Excel for the Macintosh.

Example Result
IF(10>20,10,20) 20
IF(10<20,10,20) 10
IF(AND(10>20,10<30),10,20) 20
IF(OR(10>20,10<30),10,20) 10
IF(NOT(10>20),10,20) 10
IF(NOT(10<20),10,20) 20
IF(10>20,"true","false") false
IF(100<200,"rama","krishna") rama

5) If consider the category Text as its few sub functions are follows:
slno Function Syntax Purpose
Name
1 Concat CONCATENATE Joins several text strings into one
enate (text1,text2,...) text string.
2 Text TEXT(value,format_text) Converts a value to text in a specific
number format.
3 Trim TRIM(text) Removes all spaces from text except
for single spaces between words.
Use TRIM on text that you have
received from another application
that may have irregular spacing.
4 Lower LOWER(text) Converts all uppercase letters in a
text string to lowercase.
5 Upper UPPER(text) Converts text to uppercase.
6 Len LEN(text) LEN returns the number of
characters in a text string.
7 Proper PROPER(text) Capitalizes the first letter in a text
string and any other letters in text
that follow any character other than a
letter. Converts all other letters to
lowercase letters.
8 Mid MID(text,start_num,num_chars MID returns a specific number of
) characters from a text string, starting
at the position you specify, based on
the number of characters you
specify.
9 Code CODE(text) Returns a numeric code for the first
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character in a text string. The

returned code corresponds to the
character set used by your computer.

Example Result
CONCATENATE (“rama”,”krishna”) ramakrishna
Upper(“ramakrishna”) RAMAKRISHNA
Lower(“RAMAKRISHNA”) ramakrishna
Len(“Ramakrishna”) 11
Trim(“ Rama “) Rama
Text(2.715, "$0.00") $2.72
MID("I am a good boy",8,15) good boy
Code(“A”) 65

CHARTS

Create a chart
You can create either an embedded chart or a chart sheet.
1. Select the cells that contain the data that you want to appear in the chart.
If you want the column and row labels to appear in the chart, include the cells that
contain them in the selection.

2. Click Chart Wizard.

3. Follow the instructions in the Chart Wizard.
Alt + Insert + Chart

This symbol will be displayed in the Standard Toolbar of Excel.

The total drawing of the chart requires 4 steps After the selection of the Chart
option in the Insert Menu.
The Step 1 in it is selection of the Chart Type and it also have Sub-type of Charts to
the main category of the Chart.

The Step 2 is selection of Data Range and Series of values to draw the chart or
graph.

The Step 3 is used to give Chart Options to give proper meaning to the titles of
chart, X,Y,Z axis names, legend placing, Data labels, Axis, Gridlines and Data Table
adjustment of this all in the Chart before drawing it.

The Step 4 is placing of the Chart or Graph in the Worksheet as an Object in the
exisisting sheet(s), or placing a Chart in Chart Sheet.
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In Step 1 a window will be displayed with Chart Type and Chart sub-type option will be
visible in that Window. This window has 2 main options like Standard Types and Custom
Types. In Standard Types we have Chart type and Chart sub-type options. In Excel we have
14 types of chart available they are as follows

1. Column Graph
2. Bar Graph
3. Line Graph
4. Pie Chart
5. XY(Scatter) Chart
6. Area Graph
7. Doughnut
8. Radar
9. Surface
10. Bubble
11. Stock
12. Cylinder
13. Cone
14. Pyramid

The corresponding Main Chart will have sub-type of chart there may be 4 or more
sub-type depending on the Chart type(Main)

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The second option is custom types which as few predefined chart types and sample
of the type using this we can have a 3D graph or chart also. It also have a selection from
where use want the chart from User-defined or Built-in.

After selecting the Main Chart type and its corresponding sub-type of chart then
press Next button on the window so we can move to the next step.

The Step 2 is selection of the Data range required to draw the chart or graph on the
given values, which are present in the worksheet. We select or not by default the all the
values in the current sheet will be selected which you want to draw a chart or graph or this
can also be selected manually. In this window we have 2 main options first one is Data
range and second one is Series.

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In the Data Range we have 2 radio button to select the range of data as row or
column and a Data Range Textbox to select the range of values from the worksheet by
giving the cell addresses or by press the last button on the Data range textbox the mouse
pointer will be placed in the worksheet now we can move the mouse pointer or selection
can be done with keyboard keys also, after selection and press the same button we will
come back to the step 2 window. The window look like this:

The next option is series which as one series name list box, and 2 corresponding
textbox with names as Name and Values. This is used add new series name and its value to
the graph or chart. The Window look like this:

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After selection of the Data Range and Series press Next button on the same
window, to move to the next step.

In the step 3 a window will be displayed with a lot of option in to given to the chart
or graph. The main option of this window are as follows:
1. Titles
2. Axis
3. Gridlines
4. Legend
5. Data Label
6. Data Table

The option in this Window changes from the Chart type to type. Because few have
3 or some may have 4 or some may have all 6 this depends on the Chart type of
selection Purely.

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The window look like this:

1. Titles option consists sub-option in it like Chart Title, Category (X) axis,
Value(Y) axis, Value (Z) axis.
2. Axes option consists sub-option in it like Primary axis is main window
which is made of 2 option in Category and Value of Y axis.
3. Gridlines it consists of Category X axis gridline(Major and Minor) and
Value (Y) axis(Major and Minor).
4. Legend it consist of one check button as Show legend it is used to display
the legend in the chart yes or no. And if yes then we have placement option
in it(place like Bottom, Corner, Top, Right, Left). The legend is Field name
which are select from step 2 or there are Field heading name to which the
values are displayed in the chart.
5. Data Label consists of Radio Button buttons which means we can select
only one option in it, the option in it are as follows( none, Show value,
Show percentage, Show label, Show label and percentage, Show bubble
sizes) this are option are displayed on the bars or element of the chart.
6. Data Table it consists of 2 check Box option they are Show Data Table and
other is Show Legend Keys.

This options values changes from the Chart to Chart.

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The Step 4 is placing of the Chart in the Worksheet as Object or In a new

Worksheet. The default name for the new worksheet is chart1. The window look like this:

students marks details

marks1 marks2 marks3 total avg
Example 1: 37 57 64 158 53
Consider a sample 44 55 66 165 55
table of student 50 48 67 165 55
marks details as
follows, the resultant Column graph will be

Student marks details

180
160
140 marks1
120 marks2
Marks

100
marks3
80
60 total
40 avg
20
0
1 2 3
Serial No

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Bar Graph will be like this:

Student marks details

avg
Serial No 2
total
marks3
1 marks2
marks1
0 50 100 150 200
Marks

Pie Chart will be like this:

Student marks details of first

14% 10%

15% marks1
marks2
marks3
total
17% avg
44%

The details of the Chart and its types are discussed below with help of the diagram
of each chart types. They are as follows:

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1) Column Chart: A column chart shows data changes over a period of time or illustrates
comparisons among items. Categories are organized horizontally, values vertically, to
emphasize variation over time.

Stacked column charts show the relationship of individual items to the whole. The
3-D perspective column chart compares data points along two axes.

In this 3-D chart, you can compare four quarters of sales performance in Europe with the
performance of two other divisions.

2) Bar Chart: A bar chart illustrates comparisons among individual items. Categories are
organized vertically, values horizontally, to focus on comparing values and to place less
emphasis on time.

Stacked bar charts show the relationship of individual items to the whole.

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3) Pie Chart: A pie chart shows the proportional size of items that make up a data series to
the sum of the items. It always shows only one data series and is useful when you want to
emphasize a significant element.

To make small slices easier to see, you can group them together as one item in a pie
chart and then break down that item in a smaller pie or bar chart next to the main chart.

4) Line Chart: A line chart shows trends in data at equal intervals.

5) XY (Scatter) Chart: A xy (scatter) chart either shows the relationships among the
numeric values in several data series or plots two groups of numbers as one series of xy
coordinates. This chart shows uneven intervals — or clusters — of data and is commonly
used for scientific data.
When you arrange your data, place x values in one row or column, and then enter
corresponding y values in the adjacent rows or columns.

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Note You cannot use an xy (scatter) chart type for a PivotChart report.

6) Area Chart: An area chart emphasizes the magnitude of change over time. By
displaying the sum of the plotted values, an area chart also shows the relationship of parts
to a whole.

In this example, an area chart emphasizes increased sales in Washington and

illustrates the contribution of each state to total sales.

7) Doughnut Chart: Like a pie chart, a doughnut chart shows the relationship of parts to a
whole, but it can contain more than one data series. Each ring of the doughnut chart
represents a data series.

8) Stock Chart: The high-low-close chart is often used to illustrate stock prices. This chart
can also be used for scientific data, for example, to indicate temperature changes. You must
organize your data in the correct order to create this and other stock charts.

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A stock chart that measures volume has two value axes: one for the columns that
measure volume, and the other for the stock prices. You can include volume in a high-low-
close or open-high-low-close chart.

Note You cannot use the stock chart type for a PivotChart report.

9) Bubble Chart: A bubble chart is a type of xy (scatter) chart. The size of the data marker
indicates the value of a third variable.

To arrange your data, place the x values in one row or column, and enter corresponding y
values and bubble sizes in the adjacent rows or columns.

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The chart in this example shows that Company A has the most products and the greatest
market share, but not the highest sales.

Note You cannot use the bubble chart type for a PivotChart report.

10) Radar Chart: In a radar chart, each category has its own value axis radiating from the
center point. Lines connect all the values in the same series.

A radar chart compares the aggregate values of a number of data series. In this chart, the
data series that covers the most area, Brand A, represents the brand with the highest
vitamin content.

11) Surface Chart: A surface chart is useful when you want to find optimum combinations
between two sets of data. As in a topographic map, colors and patterns indicate areas that
are in the same range of values.

This chart shows the various combinations of temperature and time that result in the same
measure of tensile strength.
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12,13,14 )Cone, Cylinder and Pyramid Chart: The cone, cylinder, and pyramid data
markers can lend a dramatic effect to 3-D column and bar charts.

Fig for Cone, Cylinder and Pyramid Chart.

After creation of the chart we want to modify or change the chart option first select
the chart and then right click the mouse button.

In this we have option like Chart type to change the

Chart type if required again the Step 1 window will be displayed
And select the different type of chart are per requirement.
The next option is chart options to select or set different types
Of chart options. And Location option to change the location of
The chart at required sheet or required place in the same sheet. The
Source data option is used to display the step 2 window option
Of chart creation.

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The main option in it is Format Chart Area, this window has 3 sub-option in it as
Patterns which is used to give border effect to the chart as per the style, color and weight
and shadow and round corners options. The option is Font in it used to change the Font
type, style, color and special effect to the text present in the chart area. The last option is
Properties used to protect the data in cell which as used to draw the chart in it.

CREATION OF DATABASE IN THE MS-EXCEL

Using the MS-EXCEL we can create the database in it as per user requirement. The
option of importing the data from the other source is called import external sources from
the application or database as Foxpro, Access, DBASE and etc,,.

In order to create a database from the external sources(here we are considering MS-
ACCESS).
Step 1: Start  Programs  MS-EXCEL
Step 2: Select the cell where you want to populate the data.
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Step 3: Data  Get External Data  New Database Query

Step 4: A window will be displayed and in that select the Type of database you want to use
in the MS-EXCEL. The window look like this: we select MS-ACCESS Database.
Then click ok button

Step 5: Select the Database File and then click the ok button.

Step 6: A new window will be displayed now select the required Table or Query which you
want to import in the MS-EXCEL as database. The window look like this

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Step 7: A window will be displayed in that we can filter the records to the excel sheet
because it will filter in it. And get the required data in the worksheet. And window
look like this: and then press next button

Step 8: In this window we can sort the required field and get the sorted data in to the
worksheet. And then press next button. The window look like this:

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Step 9: A window will be displayed and then press Finish button in it. The window look
like this:

The required database file data will be imported in the worksheet. For example the
table in the MS-ACCESS as Reg No, Flang, Slang, Maths, Phy, comp and tot. If this table
in import from it.

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Fig : Table in the MS-ACCESS with fields and Data in it.

The database in worksheet will look like this:

In this way we can create the database in the EXCEL.

Common Operation in MS-EXCEL

To open a new worksheet Alt + File + New. To open an exisisting workbook is Alt
+ File + Open. To save the workbook Alt + File + Save. To print the Worksheet is Alt +
File +Print. To close one workbook is Alt + File + Close. And to Close the Workbook is
Alt + File + Exit.

To copy the data in the cell, first select or highlight the required cells and then press
Alt + Edit + Copy. To cut the data in the cell, first select or highlight the required cells and
then press Alt + Edit + Cut. To paste the required the cells press Alt + Edit + Paste.

The usage of the MS-EXCEL is for to handle create table in needed way for
creation of balance sheet preparation, or to calculate financial problems, or analysis a data
and then draw chart or graphs for it and etc,,, . The Excel is used for organization of all
types of data, but is mainly used for the Numerical data..
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IMPORTANT QUESTION
UNIT – III(MS-EXCEL Only)

1) Discuss Inserting, Copying and Moving the cells in MS-EXCEL.

2) Define a Spread Sheet. Explain any 5 Mathematical Functions in
MS-EXCEL.
3) Explain how to create a Database using MS-EXCEL. Give an example.
4) What is a Workbook? Explain any 2 Functions that work as data
manipulation in MS-EXCEL.
5) Explain number formatting style in MS-EXCEL.
6) Explain what is the size of MS-EXCEL worksheet. How to bring the
data available in MS-ACCESS to MS-EXCEL.
7) Explain any 4 different functions on MS-EXCEL.

1) Explain different types of Charts or Graphs in MS-EXCEL. (* * * *)

2) Describe at least 5 business graphs that are commonly used together
with applications.
3) Explain how to create a Database using MS-EXCEL(*)
4) Explain different formatting features in MS-EXCEL.

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MS-EXCEL
TOPIC
1) INTRODUCTION
2) BASIC FEATURES
 PARTS OF MS-EXCEL
 MENUS
3) COPY, CUT , PASTE OPTION
4) BASIC OF WORKBOOK
5) BASIC OF WORKSHEET
 ROW
 COLUMNS
 CELL
6) FORMATTING FEATURES
7) FUNCTIONS
 TYPES OF FUNCTIONS
 SYNTAX AND DESCRIPTION
 EXAMPLE
8) CHARTS
 TYPES OF CHARTS
 STEPS TO DRAW THE CHART
8) WORKSHEET AS DATABASES

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