Secondary Course

Learner’s Guide: Data Entry Operations (229)

FORMULAS, FUNCTIONS AND CHART

 Name of the function

 Formula: It is a mathematical  The purpose of the function
calculation on a set of cells.  The function needs what
argument in order to carry its
assignment

Function Defined
=Sum() Returns the Sum of the
selected cells
=Average() Returns the Average of
the selected cells
=Max() Returns the Highest
value of the selected
 The formula is shown only when the
cells
cell is selected by “clicking”.
=Min() Returns the Lowest
 BEDMAS rule to be followed for
value of the selected
calculations.
cells
 A spreadsheet without any formulas
=Count() Returns the number of
is a collection of data which are
values of the selected
arranged in rows and columns (a
cells
database) like a calendar, timetable or
simple list, etc.
 Auto Sum: The sum of cells can
also be done using Auto Sum
feature.
 Click on cell for which sum has to
be done
 Select the Formula tabClick
AutoSum from the function library
groupSelect SumPress Enter
 Functions: Functions are
more complex formulas that are  Date and Time Function:
executed by using the name of a  TODAY () – It is the function for
function and stating whatever today’s date in the blank
parameters the function requires worksheet. It returns the serial
 A function involves 4 main issues. number of the current date.

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 Secondary Course
Learner’s Guide: Data Entry Operations (229)
“Books”.

Sum_range are the actual cells to

 NOW () - It is similar function but it sum.
includes the current time also.
Ex: There are sum Asset Values
 DAY (serial_number) - This function (D2:D5) and related to each asset
returns the day of a date as an values there
integer are deprecation values (E2:E5). Using
 MONTH (serial_number) – It returns SUMIF function we have to calculate
month of a date as an integer the
ranging from 1 (January) to sum of depreciation for those Asset
12(December). Values which are more than 1,
 YEAR (serial_number) - Returns the 70,000/-.
year corresponding to a date as an The function is written in the cell E7
integer ranging from 1900 – 9999. like =SUMIF (D2:E5,”>150000,
E2:E5) which gives result 63,000/-
 Mathematical Function:
 SUMIF() – It is the function which
Charts: Charts allows you to present
adds the cells as per given specified data entered into the worksheet in a
criteria. The syntax visual format using variety of graph
 SUMIF(range,criteria,sum_range)- types.
Where
 Chart consists of chart title, x- axis
 Range it is the range of cells to
title, y-axis title, x-axis category, y-
evaluate.
axis value, data labels, legends, tick
 Criteria it is the criteria in the form
mark and grid lines.
of a
 Chart Title: A title given to the
number, expression, or text that
whole chart.
defines which cells will be added.
 X-axis Title: A title given to the X-
axis data range.
 Y-axis Title: A title given to the Y-
axis data range.
 X-axis Category: These are the
categories of the data which have
been plotted. These are taken from
the first row or the first column.
 Y-axis Value: This is the data range
marked to plot the data series.
 Data Labels: The vales of the data
series plotted.
e.g. criteria can be
expressed 1500, “1500”, “>1500” or

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Learner’s Guide: Data Entry Operations (229)

 Legends: Specifies the colour, A. Formula bar B. Title bar

symbol or pattern used to mark
data series. C. Menu bar D. Standard tool bar
 Tick Mark: These marks are used to
show the scaling of X-axis & Y-axis. 2. In Excel, formula begins with which
 Grid Lines: It displays lines at the symbol
major intervals on the category.
A. + B. @ C. ( D. %
 How to draw Chart?
 Enter data to the worksheet 3. What would be a correct formula for
 Select data range using mouse or SUM () in Excel?
through keyboard
 Click Insert Tab & select a chart A. = SUM(B3:B9) B. SUM=B3+B9
type
 Select the sub-type of chart C. SUM(B3:B9) D. =ADD(B3:B9)
 Select title of the chart
 Provide a name to X-axis. Click on 4.
Layout Tab

 Graphics: Auto shapes & Smart Art

 Click on Insert Tab From the
Illustrations GroupClick on
shapes
 Different categories of Auto shapes
are available such as Lines,
Connectors, Basic shapes, Block In this image, which could you use to
arrows, Flow chart, Stars & subtract inventory costs from the
Banners and Call Outs. monthly budget:
 Adding Clip Art: Click on Insert
Tab Select Clip art from A. =B3-B2 C. =SUM(B3:B2)
Illustrations Group Choose a
clip B. =B3/B2 D. B2-B3

5. Which of the following option is a

CHECK YOURSELF formula?

1. Which field in the Excel window allows A. =SUM(A1:A5) B. ADD A1+ A5

and formulas to be entered?
C. Subtract the numbers from A1 to A5

D. A1 = A5

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 Secondary Course
Learner’s Guide: Data Entry Operations (229)

STRETCH YOURSELF ANSWERS

Check Yourself:

1. A 2. C 3. A 4.C 5. D

6. A 7.A 8. B 9. A 10. B

Stretch Yourself: (Hint)

1. From the above figure do the addition, 1. Take cell values where figures
subtraction, multiplication and has given
division and write the result in 2. Select the area to which you
subsequent cells. intend to give a name
2. How to create Named Ranges?
From Ribbon, select Formulas
3. Insert a clip art to your sheet.
Click on Define Name from
4. How a column chart different from a Defined Names group
Bar chart?
Give any name of your choice
5. What do you mean by relative cell
address?