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MS Excel

MS Excel - Basics


Microsoft Excel is a list-based application. That is, it is used to create and manage lists of information. To effectively handle list-related assignments, this environment provides many more features than simply deal with lists.
It is basically a spreadsheet formed solely of columns and rows. Each cell has its unique address Short cut Start



MS Excel - Interface


MS Excel - Drop down menus


All the Menus can be accessed without using the mouse by pressing the Alt button and then pressing the underlined letter from the tool bar F for File, E for Edit, etc.

Save: Cut: Paste: Selective/Controlled Select: Collective Select: Ctrl+S Ctrl+X Ctrl+V Ctrl+<mouse left click> Ctrl+Shift+<arrow keys>


Collective select will not select all the cells if any of the cell in the middle of the data is blank

There are 256 Columns, with a standard width of 8.43 Setting Width Manually Select the ColumnFormatColumnWidth Auto Width Select the ColumnFormatColumnAutoFit Selection Hiding/Un-hiding


There are 65536, with a standard width of 12.75 Setting Width Manually Select the ColumnFormatRowHeight Auto Width Select the ColumnFormatRowAutoFit Hiding/Un-hiding

Cell Address


Cell Address comes really handy when implementing formulae Every cell address is unique, it is easier for the user to look for data if he knows the cell address

A list created on sheet is called a worksheet.


When Microsoft Excel opens, it starts with three worksheets.

Worksheets can be added and deleted as desired

To always start with less or more worksheets, one can change its default settings in the Options dialog box accessible from the Tools menu.

More about Worksheets


Changing Sequence

Removing Worksheet

Saving as a web page

Populating the Cells


Auto filling: The cells can be auto filled if the data is in a sequence, same or in some kind of series.e.g. 1,1,1,1,1,1; 1, 2, 3,4; Sunday, Monday, etc.

Note: This auto-filling can be done both row-wise and column-wise. For auto-filling keep the mouse pointer to the bottom right corner of the cell a plus (+) sign will appear then drag the same vertically or horizontally as per requirement.

Managing Data in Cells


Find: This is used to find a specific data, shortcut is Ctrl+F, enter the data in the text box and press enter

Replace: This command helps in replacing single/multiple data from cell(s)

Spell Check: Checks the spellings through out the data population ToolsSpelling (Shortcut is F7) Sorting/Filters

Intermediate Excel

Auto Format: This formats the selected cells according to some pre-loaded format types.


Conditional Formatting
It is used to format the cell(s) by providing a logical condition


The user can add maximum of 3 conditions

Examples: There is a collection of 50 students with there marks, and the user wants to make the scores below 45% in red and bold There is a collection of defects parameter-wise and the user wants to make the defects above 3 in bold

Cell Merging


Microsoft Excel allows the user to combine various cells in a group. This is referred to as merging cells. To merge cells, select them and, on the Formatting toolbar, click the Merge and Center button.


Formatting Cells (Ctrl+!)

Cell Borders


Cell borders provide a distinguished border to a cell which by default has a grey, not so prominent border

In the next few slides we will learn more about cell borders

Cell Borders-Continued


Cell Borders-Colors


Graphics & Drawing

Drawing Tool Bar


Managing the shapes of the drawings

Graphics & Drawing-Continued

Word Art


Graphics & Drawing-Customized

Drawing lines Drawing shapes


Clip Art & Pictures

Print Options


Note: Explain Print Preview Option

Operational Excel Types Of Values

String: Any combination of letters or words you can think is primarily a string.


Boolean: is one that can be expressed in only one of two values, e.g., True/False; 0/1 Integer: natural number that displays without a decimal place Byte: is a small integer that ranges from 0 to 255 Date: Examples of dates are 28/06/1998, 10-8-82, January 10, 1865 Time: Examples of time values are 10:42 AM and 18:06

Operators & Operands

Assignment Operator: = Positive Unary Operator: + Negative Unary Operator: Addition: + Subtraction: Multiplication: * Division: / Exponentiation: ^ Parentheses Operators: ()

Introduction to Functions


Functions is an assignment to do an automated task in order to produce a result

Auto Sum Function

Functions- Continued


Auto Calculate: the Auto Calculate pane allows the user to get a quick result of the most used functions in Microsoft Excel

Logical Operators





Less Than


Less Than Or Equal


Greater Than


Nested If

If Condition1 is True Execute Statement1

Else If Condition2 is True

Execute Statement2 Else

Execute ElseStatement

Example: =IF(B14>16.5,"A",IF(B14>14.5,"B",IF(B14>12.5,"C",IF(B14> 12,"D","F"))))

Charts in Excel
Charts are used to analyse data graphically Charts represent what is there in ones mind, what conclusion one wishes to deduct Also what message he wishes to convey


To Create a Meaningful Chart, one needs to :

Have enough data points Data should be related Know what analysis is being done/intended

Types of Charts


Some Commonly used charts


Bar Charts: These charts are useful when the user wishes to analyze the difference in

population of certain parameters.

Line Charts: These charts express a trend over a time period. It is used to is used to analyse ups and downs of a tendency in a range of values

Pie Charts: The Pie chart is used to show percentage and/or fraction values. You should choose it whenever your analysis involves values that altogether evaluate to a

100%, a 1, a 10, a 100, or a 1000 scale, it is useful in depicting any type of


Bar Charts
Student Amar Rahul Amit John Meera Anu 1st Term 2nd Term Final Term 56 75 60 80 75 79 50 45 80 35 45 90 15 20 30 78 68 89




80 60 40 20 0 Amar Rahul Amit John Meera Anu Students Series1 Series2 Series3

Line Charts
January February March April May June July August September October November December Air Conditioner 100 80 120 160 200 250 300 220 190 60 100 85


Air Conditioner 350 300 250 200 150 100 50 0

Ju ly Se pte mb er No ve mb er Ja nu ar y Ma rch Ma y

Air Conditioner

Pie Charts


Times Of India Hindustan Times Indian Express Hindu

Complex Charts


Advanced Excel


Since Advanced Excel is a very vast topic we will be discussing only a few things which are useful in our daily work: 1. 2. 3. 4. 5. Vlookup If Count if Max Min



Vlookup is the most useful formula that is covered in MS Excel. I have noticed that any person dealing with data/analysis can speed up his work using this formula. Its most magical power is of sifting through loads of data for something specific in just some simple steps

Vlookup(value, table_array, index_number, not_exact_match) value is the value to search for in the first column of the table_array. table_array is two or more columns of data that is sorted in ascending order. index_number is the column number in table_array from which the matching value must be returned. The first column is 1. not_exact_match determines if you are looking for an exact match based on value. Enter FALSE to find an exact match. Enter TRUE to find an approximate match, which means that if an exact match if not found, then the VLookup function will look for the next largest value that is less than value.




If function returns one value if a specified condition evaluates to TRUE, or another value if it evaluates to FALSE

If(condition, value_if_true, value_if_false) condition is the value that you want to test. value_if_true is the value that is returned if condition evaluates to TRUE. value_if_false is the value that is return if condition evaluates to FALSE.


Count If


the CountIf function counts the number of cells in a range, that meets a given criteria

CountIf( range, criteria ) range is the range of cells that you want to count based on the criteria. criteria is used to determine which cells to count.


the Max function returns the largest value from the numbers provided.


Max( number1, number2, ... number_n ) number1, number2, ... number_n are numeric values - they can be numbers, named ranges, arrays, or references to numbers. There can be up to 30 values entered

the Min function returns the smallest value from the numbers provided

Max( number1, number2, ... number_n ) number1, number2, ... number_n are numeric values - they can be numbers, named ranges, arrays, or references to numbers. There can be up to 30 values entered.

Link regarding MS Excel Formulae is as follows, it covers almost all the formulae
http://www.techonthenet.com/excel/formulas For Further research on MS Excel use the following links:-

www.microsoft.com/excel http://spreadsheets.about.com/od/excel101thebasics/

Excel is like mathematics, practice more to gain control