Universal Typing Master

BASICS OF MICROSOFT EXCEL 2013

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1. Microsoft Excel 2013 Fundamentals, Introduction 2
Starting window of MS-Excel (The Ribbon, The Quick Access Toolbar, The

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2. File tab, Using Templates , Compatibility Mode, Saving and Sharing 3-6
Workbooks, Save and Save As, Auto Recover, Exporting Workbooks, Cell,
Help, Zoom Options.)
3. Modifying Columns, Rows, and Cells 7

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4. Inserting, Deleting, Moving, and Hiding Rows and Columns 7
5. Hide and Unhide a Row or a Column, Wrapping Text and Merging Cells 8
6. Formatting Cells , Worksheet Basics 10
7. Using Page Layout Tab 11

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8. Printing a workbook, Formulas and Functions 12
9. Freezing and Unfreezing data 13
10. Splitting Worksheet 14
11. Sorting and Filtering Data 15
12.
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Grouping
Working with Tables
Working with Charts
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15. Adding a Comment 20
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16. Conditional Formatting 22
17. Working with Pivot Tables 23
18. What-If Analysis 24
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19. Some frequently asked questions in the exam 26-29

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Microsoft Excel 2013
Introduction
Excel 2013 is a spreadsheet program that allows us to store, organize, and analyse information.
While we may think that Excel is only used by certain people to process complicated data, anyone can learn
how to take advantage of Excel's powerful features. Whether we are keeping a budget, organizing a training

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log, or creating an invoice, Excel makes it easy to work with different kinds of data.
The beauty of Excel is its ability to simplify these tasks. Working with a paper spreadsheet is
complicated, time consuming and limited. If a portion of our row data changes, we must erase and re-enter it,

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then we have to erase and recalculate derived data, such as totals or averages that were affected by your
changes. Excel can be used to make quick and easy financial analysis, analyse data and create presentation
with chats (graph utilities), retrieve data from external data sources and use it in worksheets to calculate based

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on data from multiple worksheets, create web page with ease, and run queries on data available on the web.
Excel 2013 is very similar to Excel 2010. If we have previously used Excel 2010, Excel 2013 should
feel very familiar. But if we are new to Excel, or have more experience with older versions, we should first
take some time to become familiar with the Excel 2013 interface.

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Definition of Microsoft Excel: Microsoft Excel is a full-featured spreadsheet program that allows us to
organize data, complete calculations, make decisions, transform data to graph, and develop professional
looking reports.

Parts of Microsoft Excel:

The three major parts of Excel are:
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Worksheets – Worksheets allow you to enter, calculate, manipulate and analyse data such as numbers and
text.
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Charts – Charts pictorially represent data. Excel can draw two-dimensional and three dimensional column
charts, pie charts and other types of charts.
Databases – Databases manage data. For example, once you enter data onto a worksheet, Excel can sort the
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data, search for specific data, and select data that meets certain criteria.

Starting MS- Excel 2013

Start → All Programs → Microsoft Office 2013 → Microsoft Excel 2013.
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Or
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Double click on the

desktop icon
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Starting window of MS-Excel:

When we open Excel 2013 for the first time, the Excel Start Screen will appear. From here, we will be able
to create a new workbook, choose a template, or access our recently edited workbooks.

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Templates

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New Workbook

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Recently
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Edited
Workbooks
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From the Excel Start Screen, locate and select Blank workbook to access the Excel interface.

Working with the Excel Environment

If you've previously used Excel 2010 or 2007, Excel 2013 will feel very familiar. It continues to use features
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like the Ribbon and the Quick Access Toolbar, where we will find commands to perform common tasks in
Excel, as well as Backstage view.
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Name Box File Menu Quick Access toolbar Title Bar Help
Ribbon
Bar

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Formula
Bar

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Cell

Work Area
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Views
View option
Option
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Status Bar
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The Ribbon: Excel 2013 uses a tabbed Ribbon system instead of traditional menus. The Ribbon contains
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multiple tabs, each with several groups of commands. We will use these tabs to perform the most common
tasks in Excel.
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The Quick Access Toolbar: Located just above the Ribbon, the Quick Access Toolbar lets us access
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common commands no matter which tab is selected. By default, it includes the Save, Undo, and Repeat
commands. We can add other commands depending on your preference.
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The File tab: This tab opens the Backstage view which basically allows us to manage the file and settings in
Excel. We can save workbooks, open existing ones and create new workbooks based on blank or predefined
templates. The other file related operations can also be executed from this tab.
Excel files are called workbooks. Whenever we start a new project in Excel, we need to create a new
workbook. There are several ways to start working with a workbook in Excel 2013. We can choose to create
a new workbook—either with a blank workbook or a pre-designed template or open an existing workbook.

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To Create a New, Blank Workbook follow the following steps
1. Select the File tab. Backstage view will appear.

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2. Select New and then click Blank workbook.
3. A new, blank workbook will appear.

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To Open an Existing Workbook follow the following steps
1. Navigate to Backstage view and then click Open.
2. Select a location option: Open Recent Workbooks displays all of our recently edited workbooks.

Using Templates

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1. Navigating to Backstage view 2. Select New. Several templates will appear below the Blank
workbook option.
2. Select a template to review it.
3.

4.
can be used.
Click Create to use the selected template.
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A preview of the template will appear, along with additional information about how the template

Compatibility Mode: Sometimes, we may need to work with workbooks that were created in earlier versions
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of Microsoft Excel, such as Excel 2003 or Excel 2000. When we open these kinds of workbooks, they will
appear in Compatibility mode. Compatibility mode disables certain features, so we will only be able to
access commands found in the program used to create the workbook. For example, if we open a workbook
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created in Excel 2003, we can only use tabs and commands found in Excel 2003.

Saving and Sharing Workbooks: Whenever we create a new workbook in Excel, we need to know how to
save it in order to access and edit it later. As in previous versions of Excel, we can save files locally to our
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computer. But unlike older versions, Excel 2013 also lets you save a workbook to the cloud using SkyDrive.
We can also export and share workbooks with others directly from Excel.
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Save and Save As: Excel offers two ways to save a file: Save and Save As. These options work in similar
ways, with a few important differences:
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• Save: When we create or edit a workbook, we use the Save command to save our changes. We use this
command most of the time. When we save a file, we only need to choose a file name and location the first
time. After that, we can just click the Save command to save it with the same name and location.

• Save As: We use this command to create a copy of a workbook while keeping the original. When we use
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Save As, we need to choose a different name and/or location for the copied version.
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Auto Recover: Excel automatically saves our workbooks to a temporary folder while we are working on
them. If we forget to save our changes, or if Excel crashes, we can restore the file using Auto Recover.

Exporting Workbooks: By default, Excel workbooks are saved in the .xlsx file type. However, there may be
times when we need to use another file type, such as a PDF or Excel 97-2003 workbook. It's easy to export
our workbook from Excel in a variety of file types.

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To Export a Workbook as a PDF File: Exporting our workbook as an Adobe Acrobat Document,
commonly known as a PDF file, can be especially useful if sharing a workbook with someone who does not
have Excel. A PDF file will make it possible for recipients to view, but not edit, the content of your workbook.

1. Click the File tab to access backstage view.

2. Click Export and then select Create PDF/XPS.

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3. The Save As dialog box will appear. Select the location where we wish to export the workbook, enter
a file name, and then click Publish.

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To Export a Workbook in Other File Types: We may also find it helpful to export our workbook in other
file types, such as an Excel 97-2003 Workbook if we need to share with people using an older version of
Excel, or a .CSV file if we need a plain-text version of your workbook.

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1. Click the File tab to access backstage view.
2. Click Export and then select Change File Type.
3. Select a common file type and then click Save As.
4. Choosing another file type

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5. The Save As dialog box will appear. Select the location where you wish to export the workbook, enter
a file name, and then click Save.

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Cell: Whenever you work with Excel, you'll enter information, or content, into cells. Cells are the basic
building blocks of a worksheet. Every worksheet is made up of thousands of rectangles, which are called cells.
A cell is the intersection of a row and a column. Columns are identified by letters (A, B, C) and rows are
identified by numbers (1, 2, 3). Every cell has its own name, or cell address, based on its column and row.
If the selected cell intersects column C and row 5, so the cell address is C5. The cell address will also appear
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in the Name box.
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We can also select multiple cells at the same time. A group of cells is known as a cell range. Rather than a
single cell address, we will refer to a cell range using the cell addresses of the first and last cells in the cell
range, separated by a colon. For example, a cell range that included cells A1, A2, A3, A4 and A5 would be
written as A1:A5.
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Help: The Help Icon can be used to get Excel related help anytime you need. Clicking on the "?" opens the
Excel Help window where we have a list of common topics to browse from. We can also search for specific
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topics from the search bar at the top

Zoom Options: The zoom control lets we zoom in for a closer look at our text. The zoom control consists of
a slider that we can slide left or right to zoom in or out, we can click on the - and + buttons to increase or
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decrease the zoom factor. The maximum zoom supported by Excel is 500% and the minimum is 10% while
100% is indicated by the mark in the middle.
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Modifying Columns, Rows, and Cells
By default, every row and column of a new workbook is always set to the same height and width. Excel
allows us to modify column width and row height in a variety of different ways, including wrapping text and
merging cells.
Modifying Column Width: Sometimes the content of the column cannot be displayed. We can make all of
this content visible by changing the width of column.

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1. Position the mouse over the column line in the column heading so that the white cross becomes a
double arrow. Moving over the column line.
2. Click, hold and drag the mouse to increase or decrease the column width.

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3. Release the mouse. The column width will be changed.
AutoFit Column Width: The AutoFit feature will allow us to set a column's width to fit its content
automatically.

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1. Position the mouse over the column line in the column heading so that the white cross becomes a
double arrow, moving the mouse over the column line
2. Double-click the mouse. The column width will be changed automatically to fit the content.
The Automatically Sized Column: We can also AutoFit the width for several columns at the same time.
Simply select the columns we would like to AutoFit and then select the AutoFit Column Width command

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from the Format drop-down menu on the Home tab. This method can also be used for Row height.
Modifying Row Height: Sometimes the content of the row cannot be displayed. We can make all of this
content visible by changing the width of row.
1. Move the mouse over the row line
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2. Click, hold and drag the mouse to increase or decrease the row height.
3. Release the mouse. The height of the selected row will be changed.
Modifying All Rows or Columns: Rather than resizing rows and columns individually, We can also modify
the height and width of every row and column at the same time. This method allows us to set a uniform size
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for every row and column in our worksheet.
1. Locate and click the Select All button to select every cell in a worksheet
2. Position the mouse over a row line so that the white cross becomes a double arrow .
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3. Click, hold and drag the mouse to increase or decrease the row height.
4. Release the mouse when we are satisfied with the new row height for the worksheet.
Inserting, Deleting, Moving, and Hiding Rows and Columns
After we have been working with a workbook for a while, we may find that we want to insert new columns
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or rows; delete certain rows or columns, move them to a different location in the worksheet, or even hide
them.
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Inserting Rows
1. Selecting a row Right Click the mouse button
2. Select Insert option
3. The new row will appear above the selected row.
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Inserting Columns: Select the column heading to the right of where we want the new column to appear.
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For example, if we want to insert a column between columns D and E, select column E.
1. Selecting a column Right Click the mouse button
2. Select Insert option
3. The new column will appear to the left of the selected column.
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Deleting Rows / Columns to Move a Row or Column
Sometimes we may want to move a column or row to rearrange the content of your worksheet.
1. Select the desired column or Row for we wish to move, then click the Cut command on the
Home tab or press Ctrl + X on your keyboard.
2. Click the Insert command on the Home tab and then select Insert Cut Cells from the drop-down
menu.

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3. The column will be moved to the selected location and the columns to the right will shift right.

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Hide and Unhide a Row or a Column
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At times, you may want to compare certain rows or columns without changing the organization of our
worksheet. Excel allows us to hide rows and columns as needed.
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1. Select the row or column(s) we wish to hide, right-click the mouse and then select Hide from the
formatting menu.
2. The columns will be hidden. The green row or column line indicates the location of the hidden
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columns.
3. To unhide the columns, select the columns to the left and right of the hidden columns (in other words,
the columns on both sides of the hidden columns).
4. Right-click the mouse and then select Unhide from the formatting menu. The hidden columns will
reappear.
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Wrapping Text and Merging Cells

Whenever we have too much cell content to be displayed in a single cell, we may decide to wrap the text or
merge the cell rather than resizing a column. Wrapping the text will automatically modify a cell's row height,
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allowing the cell contents to be displayed on multiple lines. Merging allows we have to combine a cell with
adjacent, empty cells to create one large cell.
1 Wrapping Text in Cells
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a) Select the cells we wish to wrap. For example, we have selected the cells the column C.
b) Select the Wrap Text command on the Home tab.
c) The text in the selected cells will be wrapped.
d) Click the Wrap Text command again to unwrap the text.

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Column before Text Wrapping Column after Text Wrapping

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2 Merging Cells Using the Merge & Center Command
a) Select the cell range we want to merge together. For example Select cell range D1:H1
b) Select the Merge & Center command on the Home tab.
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c) The selected cells will be merged and the text will be centered.
Cells after Merge
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Cells before
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Merge
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3 Accessing More Merge Options :Click the drop-down arrow next to the Merge & Center command on
the Home tab. The Merge drop-down menu will appear. From here, we can choose to:

 Merge & Center: Merges the selected cells into one cell and centers the text.
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 Merge Across: Merges the selected cells into larger cells while keeping each row
separate.
 Merge Cells: Merges the selected cells into one cell, but does not center the text.
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 Unmerge Cells: Unmerges the selected cells.

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Formatting Cells
All cell content uses the same formatting by default, which can make it difficult to read a workbook with a
lot of information. Formatting can customize the look and feel of our workbook, allowing us to draw attention
to specific sections and making your content easier to view and understand.
1. Changing the Font: By default, the font of each new workbook is set to Calibri and font size is 11.
However, Excel provides a wide variety of other fonts that we can use. to customize our cell text Select a cell.

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Click the drop-down arrow next to the Font command on the Home tab. The Font drop-down menu will
appear.
1. Select the desired font and font size. A live preview of the new font will

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appear as we move the mouse over different options. The text will change to
the selected font and font size.
2. Using the Bold, Italic, and Underline Commands

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1. Select the cell(s) we wish to modify.
2. Click the Bold (B), Italic (I), or Underline (U) commands on the Home tab. We
can also press Ctrl + B on keyboard to apply bold, Ctrl + I to apply italics and Ctrl + U to apply
underline.

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3. Text Alignment: By default, any text entered into worksheet will be aligned to the bottom-
left of a cell. Any numbers will be aligned to the bottom-right of a cell. Changing the
alignment of cell content allows us to choose how the content is displayed in any cell, which
can make your cell content easier to read.
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MS-Excel has two types of Alignments – 1. Horizontal and 2. Vertical
In Horizontal alignment we can align the cell text in Left, Center, Right and Justify.
In Vertical alignment we can align the cell text in Top, Middle and Bottom.
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4. Cell Borders and Fill Colours: Cell borders and fill colours allow us to create clear and
defined boundaries for different sections of our worksheet. We can draw borders and change
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the line style and colour of borders with the Draw Borders tools at the bottom of the Borders
drop-down menu.

5. Formatting Text and Numbers: One of the most powerful tools in Excel is the ability
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to apply specific formatting for text and numbers. Instead of displaying all cell content in
exactly the same way, we can use formatting to change the appearance of dates, times,
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decimals, percentages (%), currency ($), and much more.

Worksheet Basics
Every workbook contains at least one worksheet by default. When working with a large amount of data, we
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can create multiple worksheets to help organize the workbook and make it easier to find content. We can add
new worksheet, Rename the worksheet, make a copy of a worksheet, move the worksheet and delete the
worksheet. To add new worksheet to the workbook press the ‘+’ button near the sheet1.
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If you wish to prevent specific worksheets from being edited or deleted, we can protect
them by right-clicking the desired worksheet and then selecting Protect sheet from
the worksheet menu. We can change the Tab colour of a worksheet.
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1. Grouping Worksheets: We can work with each worksheet individually, or we can

work with multiple worksheets at the same time. Worksheets can be combined together
into a group. Any changes made to one worksheet in a group will be made to every
worksheet in the group.

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a. Select the first worksheet to include in the worksheet group.
b. Press and hold the Ctrl key on the keyboard.
c. Select the next worksheet we want in the group. Continue to select worksheets until all of the
worksheets you want to group are selected.
d. Release the Ctrl key. The worksheets are now grouped.

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While worksheets are grouped, we can navigate to any worksheet within the group. Any changes made to one
worksheet will appear on every worksheet in the group. However, if we select a worksheet that is not in the
group, all of our worksheets will become ungrouped.

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Using Page Layout Tab
These commands let you control the way our content will appear on a printed page, including the page

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orientation, margin size, and more. Other page layout options, such as print titles and page breaks, can
help make our workbook easier to read.

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1. Page Orientation: Excel offers two page orientation options: landscape and portrait.
Landscape orients the page horizontally, while Portrait orients the page vertically.
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2. Formatting Page Margins: A margin is the space between the content and the edge
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of the page. By default, every workbook's margins are set to Normal, a one-inch space
between the content and each edge of the page. Sometimes, we need to adjust the
margins to make our data fit more comfortably on the page. Excel includes a wide variety
of pre-defined margin sizes.
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3. Including Print Titles: If our worksheet uses title headings, it's

important to include those headings on every page of our printed worksheet.
It would be extremely difficult to read a printed workbook if the title
headings appeared only on the first page. The Print Titles command allows
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us to select specific rows and columns to appear on each page.

4. Inserting a Page Break: If we need to print different parts of your

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workbook across separate pages, we can insert a page break. There are two
types of page breaks: vertical and horizontal. Vertical page breaks separate
columns, while horizontal page breaks separate rows.

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5. Inserting Headers & Footers: We can make the workbook easier to read and look more professional by
including Headers & Footers. The header is a section of the workbook that appears in the top margin, while
the footer appears in the bottom margin.

Printing a workbook: Before printing an Excel workbook, it's important to decide exactly what information
we want to print. For example, if you have multiple worksheets in the workbook, we need to decide that we

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want to print the entire workbook or only active worksheets. There may also be times when we want to print
only a selection of content from your workbook.

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Formulas and Functions
One of the most powerful features in Excel is the ability to calculate numerical information using formulas.
Just like a calculator, Excel can add, subtract, multiply, and divide.

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Each formula have Mathematical Operators such as a plus sign for addition (+), a minus sign for subtraction
(-), an asterisk for multiplication (*), a forward slash for division (/), and a caret (^) for exponents and
Standard operators begin with an equal sign (=).

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We can create simple formulas in Excel manually (for example, =2+2 or =5*5) most of the time you will use
cell addresses to create a formula. This is known as making a cell reference. Using cell references will ensure
that our formulas are always accurate, because we can change the value of referenced cells without having to
rewrite the formula. By combining a mathematical operator with cell references, we can create a variety of
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simple formulas in Excel. Formulas can also include a combination of cell references and numbers.
Excel has a wide variety of functions available. Here are some of the most common functions we use:
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a. SUM: This function adds all the values of the cells in the argument.
b. AVERAGE: This function determines the average of the values included in the argument. It calculates
the sum of the cells and then divides that value by the number of cells in the argument.
c. COUNT: This function counts the number of cells with numerical data in the argument. This function
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is useful for quickly counting items in a cell range.

d. MAX: This function determines the highest cell value included in the argument.
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e. MIN: This function determines the lowest cell value included in the argument.

1. Creating a Formula Using the Point and Click Method: Rather than typing cell addresses manually, you
can also point and click on the cells you wish to include in your formula. This method can save a lot of time
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and effort when creating formulas.

Formulas can also be copied to adjacent cells with the fill handle, which can save a lot of time and effort if
you need to perform the same calculation multiple times in a worksheet.
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2. Creating Complex Formulas: Excel follows the order of operations and first adds the values inside the
parentheses: (44.85+39.90) = $84.75. Then, it multiplies that value by the tax rate: $84.75*0.075. The result
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will show that the sales tax is $6.36. It is especially important to enter complex formulas with the correct order
of operations. Otherwise, Excel will not calculate the results accurately.

Formula Errors and its Meaning:

Microsoft Excel displays an error value in a cell when it cannot calculate the formula properly. Error values
always begin with a number sign (#). Error value Meanings are

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 #DIV/0! - Is trying to divide by zero.
 #N/A - Refers to a value that is not available.
 #NAME? - Uses a name that Excel does not recognize.
 #NULL! - Specifies an invalid intersection of two areas.
 #NUM! - Uses a number incorrectly.
 #REF! - Refers to a cell that is not valid.

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 #VALUE! - Uses an incorrect argument or operand.
 ##### - Produces a result that is too long to fit in the cell. This is not actually an error value, but
an indicator that the column needs to be wider.

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Conditional Formula: If function: The IF Function is one of the most useful functions available in Excel.
When we design an IF Function, we ask Excel to perform a test, and then you tell Excel what to do if the result

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of the test is positive or negative.
The syntax you use is as follows:

=IF(logical_test, value_if_true,value_if_false)

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While this may look intimidating, it really is quite simple.
Example: Assume we enter the formula in cell D16; =IF(A16=1,Faculty,Staff).
The syntax is broken down as follows:

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 =IF: All formulas in Excel start with the equal (=) sign and the IF indicates we want Excel to perform
the IF Function. The remaining information in inserted within parenthesis.
 logical_test – This is any value or expression resulting in True (1) or False (0). We use the logical test
to ask Excel to test something. Excel would look at cell A16 and determine if the value of that cell
equals 1.
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 value_if_true – The value that will be returned if logical-test is true. For instance, if A16 has a value
of 1 then Excel would insert the text “Faculty” in cell D16.
 value_if_false – The value that will be returned if logical-test is false. For instance, if A16 has any
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value other than 1, Excel would insert the text “Staff” in cell D16.

The value_if_true and value_if_false parts of the function can contain text or formulas.
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The Function Library: While there are hundreds of different functions in Excel, the functions you use most
frequently will depend on the kind of data your workbooks contains. There is no need to learn every single
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function, but exploring some of the different types of functions will be helpful as you create new projects.
You can search for functions by category, such as Financial, Logical, Text, Date & Time, and much more
from the Function Library on the Formulas tab.
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Freezing and Unfreezing data

Whenever we work with a lot of data, it can be difficult to compare information in the workbook. Fortunately,
Excel includes several tools that make it easier to view content from different parts of the workbook at the
same time, such as the ability to freeze panes and split the worksheet.
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Freezing Rows and Columns: We want to see certain rows or columns all the time in your worksheet,
especially header cells. By freezing rows or columns in place, we will be able to scroll through our content
while continuing to view the frozen cells. To Freeze the rows or columns follow the following steps.

i. Select the row or column we wish to freeze.

ii. Click the View tab on the Ribbon.

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iii. Select the Freeze Panes command and then choose Freeze Panes from the drop-down menu.
iv. The rows will be frozen in place, as indicated by the grey line. We can scroll down the worksheet
while continuing to view the frozen rows at the top.

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Unfreezing a row: To unfreeze the rows or columns which have been freeze go to View menu and select the

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Unfreeze option from Freeze Panes option.

Splitting Worksheet

If the workbook contains a lot of content, it can sometimes be difficult to compare different sections. Excel

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includes many additional options to make the workbooks easier to view and compare. For example, we can
choose to open a new window for our workbook or split a worksheet into separate panes. The Split command
allows us to divide the worksheet into multiple panes that scroll separately.

To split the worksheet follow the following steps. NG

i. Select the cell where we wish to split the worksheet.
ii. Click the View tab on the Ribbon and then select the Split command.
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iii. The workbook will be split into different panes. We can scroll through each pane separately using the
scroll bars, allowing us to compare different sections of the workbook.
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In our example, we will select cell D2.

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Sorting Data

As we add more content to a worksheet, organizing that information becomes especially important. We can
quickly reorganize a worksheet by sorting our data. For example, we could organize a list of contact
information by last name. Content can be sorted alphabetically, numerically, and in many other ways.

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To sort the sheet or range do the following steps
a. Select a cell range or a rows or columns we wish to sort by.
b. Select the Data tab on the Ribbon and then click the Ascending command to Sort A to Z, or to Sort Z to

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we'll click the Ascending command.
c. The worksheet will be sorted by the selected column.

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Data before sorting Data after sorting Largest to smallest
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Filtering Data

Filters can be used to narrow down the data in our worksheet, allowing us to view only the information that
we need. In order for filtering to work correctly, your worksheet should include a header row, which is used
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to identify the name of each column.

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a. Select the Data tab, then click the Filter command.

b. A drop-down arrow will appear in the header cell for each column.
c. Click the drop-down arrow for the column we wish to
d. The Filter menu will appear.
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e. Uncheck the box next to Select All to quickly deselect all data.
f. Check the boxes next to the data we wish to filter, then click OK.
g. The data will be filtered, temporarily hiding any content that doesn't match the criteria.
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[Note: Filtering options can also be accessed from the Sort & Filter command on the Home tab.]
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Clearing a Filter: After applying a filter, we may want to remove, or clear, it from our worksheet so we will
be able to filter content in different ways. For that go to Data tab and then go to unselect filter option.
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Grouping

Worksheets with a lot of content can sometimes feel overwhelming and even become difficult to read.
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Fortunately, Excel can organize data in groups, allowing us to easily show and hide different sections of the
worksheet. We can also summarize different groups using the Subtotal command and create an outline for
the worksheet.
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Grouping Rows or Columns

a. Select the rows or columns that we wish to group. In this example, we'll select columns A, B and C.
b. Select the Data tab on the Ribbon, then click the Group command.
c. The selected rows or columns will be grouped. In our example, columns A, B and C are grouped together.

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To
To

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ungroup data, select the grouped rows or columns and then click the Ungroup command.

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Hide and Show Groups

 To hide a group, click the Hide Detail button.

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 Clicking the Show Detail button to show the hidden group
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Working with Tables

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Once you've entered information into a worksheet, if we want to format the data as a table. Just like regular
formatting, tables can improve the look and feel of the workbook, but they'll also help to organize the content
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and make the data easier to use. Excel includes several tools and pre-defined table styles, allowing us to
create tables quickly and easily.

Formatting Data as a Table

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1. Select the cells we want to format as a table.

2. From the Home tab, click the Format as Table command in the Styles group
3. Select a table style from the drop-down menu.
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4. A dialog box will appear, confirming the selected cell range for the table.
5. If the table has headers, check the box next to My table has headers, then click OK.
6. The cell range will be formatted in the selected table style.
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Removing a Table : Sometimes, we may not want to use the additional features included with tables, such as

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the Sort and Filter dropdown arrows. We can remove a table from the workbook while still preserving the
table's formatting elements, like font and cell colour.

a. Select any cell in the table. The Design tab will appear.
b. Click the Convert to Range command in the Tools group.
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c. A dialog box will appear. Click Yes.
d. The range will no longer be a table, but the cells will retain their data and formatting.
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Working with Charts

It can often be difficult to interpret Excel workbooks that contain a lot of data. Charts allow us to illustrate
the workbook data graphically, which make it easy to visualize comparisons and trends.

Excel has many different types of charts, allowing us to choose the one that best fits our data. In order to use

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charts effectively, we need to understand how different charts are used. Excel has a wide variety of chart types,
each with its own advantages. Click the arrows to see some of the different types of charts available in Excel.

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In addition to chart types, you'll need to understand how to read a chart. Charts contain several different
elements, or parts that can help you interpret the data.

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Inserting a Chart

a. Select the cells we want to chart, including the column titles and row labels. These cells will be the source
data for the chart.
b. From the Insert tab, click the desired Chart command.

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c. Choose the desired chart type from the drop-down menu.
d. The selected chart will be inserted in the worksheet.

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If we are not sure which type of chart to use, the Recommended Charts command will suggest several
different charts based on the source data.
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Chart Layout and Style

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After inserting a chart, there are several things we might want to change about the way the data is displayed.
It's easy to edit a chart's layout and style from the Design tab.

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• Excel allows you to add chart elements—such as chart titles, legends, and data labels—to make the
chart easier to read. To add a chart element, click the Add Chart Element command on the Design tab and
then choose the desired element from the drop-down menu.

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Adding a Comment

a. Select the cell where you want the comment to appear. In our example, we'll select cell E8.
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b. From the Review tab, click the New Comment command.

c. A comment box will appear. Type the comment, then click anywhere outside the box to close the
comment.
d. The comment will be added to the cell, represented by the red triangle in the top-right corner.
e. Select the cell again to view the comment.
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From the Review tab, click the Show All Comments command to view every comment in your worksheet at
the same time.

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Conditional Formatting

If we have a worksheet with thousands of rows of data. It would be extremely difficult to see patterns and
trends just from examining the raw information. Similar to charts conditional formatting provides another
way to visualize data and make worksheets easier to understand.

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Conditional formatting allows us to automatically apply formatting—such as colours, icons, and data bars—
to one or more cells based on the cell value. To do this, we need to create a conditional formatting rule. For
example, a conditional formatting rule might be: "If the value is less than $2,000, colour the cell red." By

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applying this rule, we will be able to quickly see which cells contain values under $2,000.

To apply conditional formatting do the following steps.

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a. Select the desired cells for the conditional formatting rule.
b. From the Home tab, click the Conditional Formatting command. A drop-down menu will appear.
c. Move the mouse over the desired conditional formatting type and then select the desired rule from the
menu that appears

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d. A dialog box will appear. Enter the desired value(s) into the blank field.
e. Select a formatting style from the drop-down menu. Then click OK.
f. The conditional formatting will be applied to the selected cells.

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We can apply multiple conditional formatting rules to

a cell range or worksheet, allowing you to visualize
different trends and patterns in your data.
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Working with Pivot Tables

When we have a lot of data, it can sometimes be difficult to analyse all of the information in the worksheet.
PivotTables can help make the worksheets more manageable by summarizing data and allowing us to
manipulate it in different ways.

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Suppose we wanted to answer the question: "What is the amount sold by each salesperson?" for the given
sales data. Answering this question could be very time-consuming and difficult each salesperson appears on
multiple rows, and we would need to total all of their different orders individually. We could use the Subtotal

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command to help find the total for each salesperson, but we would still have a lot of data to work with.

Fortunately, a PivotTable can instantly calculate and summarize the data in a way that's both easy to read

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and manipulate.

Once we have created a PivotTable, we can use it to answer different questions by rearranging, or pivoting,
the data. For example, if we wanted to answer the question: "What is the total amount sold in each month?"
we could modify our PivotTable to look like this.

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To create a PivotTable do the following steps

a.
b.
c.
From the Insert tab, click the PivotTable command. NG
Select the table or cells (including column headers) containing the data we want to use.

The Create PivotTable dialog box will appear. Choose the settings and then click OK.
d. A blank PivotTable and Field List will appear on a new worksheet.
e. Once you create a PivotTable, you'll need to decide which fields to add. Each field is simply a column
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header from the source data. In the Pivot Table Field List, check the box for each field you wish to
add.
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f. The selected fields will be added to one of the four areas below the Field List.
g. The PivotTable will calculate and summarize the selected fields.
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What-If Analysis

Excel includes many powerful tools to perform complex mathematical calculations, such as what-if analysis.
This feature can help you experiment and answer questions with the data, even when the data is incomplete.

Goal Seek

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Whenever we create a formula or function in Excel, we put various parts together to calculate a result. Goal
Seek works in the opposite way: It lets us to start with the desired result, and it calculates the input value

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that will give us that result.

To use Goal seek function do the following steps

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a. Select the cell whose value we wish to change. Whenever we use Goal Seek, we need to select a cell that
already contains a formula or function.
b. From the Data tab, click the What-If Analysis command and then select Goal Seek from the drop-down
menu.

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c. A dialog box will appear with three fields:
 Set cell: The cell that will contain the desired result. In our example, cell B7 is already selected.
 To value: The desired result. In our example, we'll enter 70 because we need to earn at least that to
pass the class.
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 By changing cell: The cell where Goal Seek will place its answer. In our example, we'll select cell
B6, because we want to determine the grade we need to earn on the final assignment.
d. When we done, click OK.
e. The dialog box will tell us if Goal Seek was able to find a solution. Click OK.
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f. The result will appear in the specified cell.
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Other Types of What-If Analysis

For more advanced projects, we may want to consider the other types of what-if analysis: scenarios and data
tables. Rather than starting from the desired result and working backward, like Goal Seek, these options allow
us to test multiple values and see how the results change.

• Scenarios let us substitute values for multiple cells (up to 32) at the same time. We can create as many

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scenarios as we want and then compare them without changing the values manually.

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Click on add button to make the scenario.

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• Data tables allow us to take one or two variables in a formula and replace them with as many different
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values as we want, and then view the results in a table. This option is especially powerful because it shows
multiple results at the same time, unlike scenarios or Goal Seek.
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Following are some frequently asked questions in the exam:
Sr.no. Question Answer
To select a whole row, click the mouse pointer on the number of
1 row
_____________
2 With _____________ function, we get minimum value in Range. =Min

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If we increase the height of the row, the text matter automatically gets shifted to
3 Bottom
the _____________ of the Cell

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4 Underline is used to make the text _____________ in the selected cells Underline
Cell Address / Cell Reference is the required page by using _____________
5 TRUE
Option under Home Tab - Editing Group - Find Command.
With _____________ function Current System Time gets inserted in Current
6 =Now()

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Cell.
7 Cell Addresses used in Formula are called as _____________ Cell Reference
With the Help of _____________ Command two or more continue cells can be
8 Merge & Center
combined together and data of the first cell can be centralized in the cell range.

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With _____________ option, it Counts the number of cells in a range that
9 COUNT
contains number
10 Function always starts with _____________ Symbol. =
11
12
command is used to Insert Tab Group. NG
In Spreadsheet, to prepare a graph on the basis of given data_____________

The option of increase Font is available in _____________

Charts
Font size
13 A single worksheet has _____________ rows 10,48,576
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14 A bar displays content and formula in active cell is called _____________ bar. Formula
15 There are Maximum 255 _____________ in Workbook. Sheets
To Apply Currency Style, we have to use _____________ option in Number Accounting
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16
Group of Home Tab. Number Format
17 How many types of Orientation are available in MS-Excel? Two
In Spreadsheet, to prepare a graph on the basis of data given, _____________
18 Charts
command is used in Insert Tab group
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Microsoft Excel
19
Excel file Extension XLSX means _____________ Workbook
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20 We cannot use ___________ in Formula while typing formula in Cell. Spaces

21 Auto Sum option is available in ___________ Formula
22 The data filter is used when there is a table ready in Worksheet
23 Below the ___________ area, we get sheet Tabs. Worksheet
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Home Tab
24 While keeping the format intact and to delete only data in selected cell, Editing Group -
___________ Command can be used. Clear Contents
With the help of ___________ command two or more continue cell can be Merge and
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combined together and data of the first cell can be centralized in the cell range. Center
To select any Column keep Mouse Pointer on the name of column and then
26 TRUE
click with mouse.
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27 Which among the following Alignments are available in Excel. All of the above
28 By pressing Home Key Cell Pointer move to first Cell of current Row. TRUE
29 Worksheet Collection is called as ___________ Workbook
30 In Excel _____________ means instruction to perform calculations. Formula
31 Only Graph is provided in _____________ type of Sheet. Chart sheet

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32 Sort and Filter commands in Home Tab are also available in ___________ Tab. Data
33 _____________ means in built formula basically available in Excel. Functions
34 =Today(), is a function used to get the current _____________ Date
35 We cannot arrange window in _____________format Cross
36 _____________ features displays total of selected cell values on status bar - Sum

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37 With _____________ option we can rotate text in cell. Text Orientation
38 In Worksheet the Heading of last column is XFD. TRUE

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If _____________ key is pressed the cell pointer moves to the first cell of
39
current row.
40 MS-EXCEL is ______________ type of Application Software. Spreadsheet
41 In MS-Excel Hard Copy is ______________ of file. Printed

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To remove the effect of Freeze, select ______________ option in View Tab
42 Unfreeze Panes
→Window Group→ Freeze Panes.
In Worksheet ______________ option is used to see data on rows based on the
43 Filter
specific condition.

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44 To Open a New Sheet ______________ command is used. New
45 ______________ means in built formula basically available in Excel. Functions
46 Max() function is used to find ______________ number. Largest number
47
48
Ascending Sorting means ______________ sorting.
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After Formula being copied and paste in new cell, the cell reference which
automatically get changed are called as ______________
A to Z
Relative
Reference
49 Portrait and Landscape are types of ______________ Orientation
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After Formula being copied and paste in new cell, the cell reference which Absolute
50
automatically get changed are called as ______________ Reference
51 =Sum (F8:F12) this function sort the values in cells range between F8 to F12. FALSE
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52 To select Whole/Complete Sheet use ______________ key Combination. Ctrl + A

Page Break
53
Page break is viewed in ______________ MS-Excel. Preview
54 File Command is provided in ______________ tab. Home
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55 In Worksheet the Heading of last Column is ______________ XFD

56 TRUE
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Scroll bars are used to view a different areas of worksheet.

57 In MS-Excel Format Painter option is available. TRUE
58 In MS-Excel 2010 total ______________ Rows are in 10,48,576
59 Serial A-Z means ______________ sorting of text. Ascending
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60 To find lowest number in Row or Column _______________ Function is used. Min()

61 Selected _______________ in Worksheet is called as Active Cell. Single Cell
To move cell pointer one cell forward, backward, up and down, →, ←, ↑, ↓
62 TRUE
Navigation Keys are used on the keyboard.
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63 In a workbook default sheet names are displayed on _______________ Sheet Tab

64 Picture can be inserted from _______________ Tab. Insert
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65 Ctrl + Pg Dn key combination can be used to go on the next sheet. TRUE

Home-->
66
The Alignment of Cells in Excel Sheet can be done by _______________ Alignment
In Excel option to change the font size, color and Font face are available in
67 Font Group
_______________
68 Grids has vertical and horizontal lines. TRUE

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69 Using _______________ Symbols Cell reference can be made absolute $
70 IF is not a logical function. FALSE
71 Date format data into a cell, is _______________ MM-DD-YY
To start Excel, we have to click _______________ Button on the taskbar of
72 Start
Desktop.
73 The height of row is measured using which unit? Point

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Ascending
74
In Excel Types of Sorting are _______________ Descending

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Top/Bottom Rules option of conditional formatting can be used only for
75 Numeric Data
_______________
76 By using Exit option, what action is done in Excel? Quit Excel

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77 The active cell can be recognized by a black border around it. TRUE
78 To Select Complete Row click on _______________ Row Number
79 In MS-Excel _______________ type of File can be created. Workbook
______________ Function makes the number in the brackets round to the
80 =Round()

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number up to specific digits.
In Excel ______________Tool is used to insert readymade Shape like
81 Insert--> Shapes
Rectangle, Arrow, Lines, and Symbols.
82
83
84
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Selected Single Cell in Worksheet is called as ______________
It is not possible to insert a column in the work area.
In Excel We can use arrow keys with ______________key to select range.
Active Cell
FALSE
Shift
With ______________ Function Current System Time gets inserted in Current
85 =Now()
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Cell.
86 Cell Value Typed in selected cell displayed in ______________ Formula Bar
In Worksheet where Row and Column are intercept each other that place or
87 Cell
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square is called as ______________

88 At the Left side of the Zoom Slider, we see ______________ Bar. Status bar
89 Formula means instruction to perform ______________ All Calculation
90 In MS-Excel XFD is the heading of column. TRUE
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91 To select complete row click on ______________ Row Number

92 DB is financial function. TRUE
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93 Serial A-Z means ______________ Sorting of text. Ascending

94 New comment can be inserted from ______________ Review Tab
______________ Function makes the text given in brackets converted into
95 =Upper()
capital cases and inserted in the cell.
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96 When you copy a formula, Excel erases the original copy of the formula. FALSE
97 Serial Z-A means ______________ Sorting of text. Descending
98 In Spreadsheet ______________ Function makes the given content capital. =Upper()
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99 Help option is available in ______________ Menu. File

100 After starting MS-Excel 2010, we see _____________ file by default. Book 1
101 In Excel _____________ is present by default. Gridlines
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102 There are maximum _____________ sheets in the workbook. 255

103 Descending Sorting means _____________ sorting. Z to A
104 In Excel, Shortcut key for Closing Excel workbook _____________ Ctrl + W
In Excel ___________ is used to insert artistic graphic to visually communicate
105 Smart Art
information.

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106 Recent option is available in ___________ Menu. File
In Worksheet where ___________ and Column are intersect each other that
107 Row
place is called as Cell.
108 MS-Excel is ___________ type of Application Software. Spreadsheet
109 Delete Sheet Command is given in ___________ Tab - cells group. Home
110 In Excel ___________ is not type of View. Print Layout

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111 With ___________ Function, we get minimum Value in Range. =Min()
To strip given in the right of the 'Name Box' is called as ___________ Bar in

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112 Formula
Worksheet.
It can contain
113
Each Excel file is called a workbook because ___________ many sheets

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114 We cannot use ___________ Alignment in excel. Justify
115 In Excel symbol can be inserted using ___________ menu. Insert
116 Zoom option is available in ___________ Tab. View
117 Syntax of if function is "=IF(Condition, Value if True, Value if False)". TRUE

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118 Pivot Table is used to ___________ Summarize Data
119 ___________ can be used for different mathematical calculations in Excel. Formula

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