UNIT 3

INTRODUCTION TO MS EXCEL
What is MS Excel?

MS Excel is a Microsoft Office application developed by Microsoft. MS Excel is a

spreadsheet program where one can record data in the form of tables. It is easy to analyse
data in an Excel spreadsheet. Excel organizes data in columns and rows and allows you to
do mathematical functions. It runs on Windows, macOS, Android and iOS.

Excel is typically used for:

 Analysis
 Data entry
 Data management
 Accounting
 Budgeting
 Data analysis
 Visuals and graphs
 Programming
 Financial modeling

How to get a start with MS Excel?

To start MS Excel on Computer, the steps to be followed are:

Step 1:Click on Start Button

Step 2:Choose All Programs

Step 3: Click MS Office

Step 4: Choose MS Excel Application. The MS Excel application will open.

Another option is to Type "MS Excel" in the search box after clicking the Start Button.

What is a Cell?

A cell in Excel is defined as the intersection of rows and columns. It is present in the form of
a rectangular shape. The combination of rows and columns forms a table.

Cell Address in Excel

As the name suggests, cell address is the name by which the Cell is addressed. For
example, A1 indicates the Cell in the first Row and column.

What is Workbook?
An Excel workbook is a collection of worksheets that stores the data inside rows and
columns. A new Excel workbook is default named as Book1 (see at the top of the Excel).
You can provide and save the workbook according to the data saved in it. A single Excel
worksheet consists of around 1,048,576 and 16,384 columns. A workbook has several
worksheets, named as Sheet1, Sheet2, Sheet3, … SheetN. You can add these worksheets
to your workbook by clicking on this + symbol near to sheets. One worksheet can be active
at a time.

What is Worksheet?

Excel files are known as workbooks. Each workbook holds one or more worksheets (also
called a "spreadsheetsx").

Whenever we create a new Excel workbook, it will include one worksheet named Sheet1. A
worksheet is a framework of columns and rows where columns are identified by letters
running across the top of worksheet, and rows are identified by numbers running down the
left side of the worksheet.

When working with a high amount of data, we can create multiple worksheets to help
organize our workbook and make it easier to find content. We can also group worksheets to
quickly add data to multiple worksheets at the same time.

FEATURES OF TABS IN EXCEL

Home Tab
The excel Home Tab is used to execute regular instructions like bold, underline, copy, and
paste. It is also used to apply formats to cells in a worksheet. It contains Clipboard, Font,
Alignment, Number, Cells, and Editing.
1. Clipboard: This Clipboard Group is primarily used for Cut copy and paste. It means, if
you want to transfer data from one place to another, then you have two choices, either
COPY (preserves the data in the original location) or CUT (deletes the data from the original
location).

o There are options of Paste Special, which implies copy in the desired format.
o And there is also Format Painter Excel, which is used to copy the format from the
original cell location to the destination cell location.
2. Fonts: This font group within the Home tab is used for choosing the desired Font and
size. There are hundreds of fonts available in the dropdown, which we can use for.

In addition, you can change the font size from small to large, depending on your
requirements. Also helpful is the feature of Bold (B), Italics (I), and Underline (U) of the fonts.

3. Alignment:This group is used to align tabs, such as Top, Middle, or Bottom alignment of
text within the cell. And there are other standard alignment options like Left, middle, and right
alignment. There is also an orientation option that can be used to place the text vertically or
diagonally.

o Merge and Center is used to combine more than one cell and place its content in the
middle. It is a great feature to use for table formatting etc.
o Wrap text can be used when there is a lot of content in the cell, making all the text
visible.
4. Number: This group provides options for displaying number format. There are various
formats available, such as general, accounting, percentage, comma style in excel, etc. You
can also increase and decrease the decimals using this group.

5. Styles: You can have various styles for cells like Good, Bad, and Neutral. Other sets of
styles are available for Data and Models like Calculation, Check, Warning, etc.

In addition, you can make use of different Titles and Heading options available within Styles.

o The format Table allows you to convert mundane data into an aesthetically pleasing
data table quickly.
o Conditional formatting is used to format cells based on certain predefined
conditions. These are very helpful in spotting the patterns across an excel sheet.
6. Cells: This group is used to modify the cell according to its height and width etc. Also, you
can hide and protect the cell using Format Feature. You can also insert and delete new cells
and rows from this group.

7. Editing: This group within the Home Tab is useful for Editing the data on an excel sheet.
The most prominent of the commands here is the Find and Replace in Excel Also, you can
use the sort feature to analyze your data (sort from A to Z or Z to A), or you can do a custom
sort here.

Insert Tab
The Insert Tab is used to insert distinct features like tables, pictures, clip art, shapes, charts,
page numbers, word art, headers, and footers into a document. It contains Tables,
Illustrations, Add-Ins, Charts, Tours, Sparklines, Filters, Links, Text, and Symbols groups.
The below table describes each of the teams and buttons present on this tab.
1. Tables: This group provides an excellent way to organize the data. You can use a table to
sort, filter, and format the data within the sheet. You can also use Pivot Tables to analyze
complex data very easily.

2. Illustrations: This group provides a way to insert pictures, shapes, or artwork into excel.
You can insert the pictures directly from the computer or use Online Picture Option to search
for relevant pictures.

o The shapes provide additional ready-made square, circle, arrow kinds of shapes that
can use in excel.
o SmartArt provides an awesome graphical representation to visually communicate
data in List, organizational charts, Venn diagrams, and process diagrams.
3. Charts: It helps you visualize the data in a graphical format. You can make graphs on
your own, and excel provides various options like Pie-chart, Line Chart, Column Chart in
Excel, Bubble Chart k in Excel, combo chart in excel, Radar Chart in Excel, and Pivot Charts
in Excel. Recommended charts allow Excel to come up with the best possible graphical
combination.

4. Hyperlink: This is a great tool to provide hyperlinks from the excel sheet to an external
URL or files. Hyperlinks can also use to create a navigation structure with the excel sheet
that is easy to use.

5. Text: This group is used to text in the desired format, such as add header and footer.

o WordArt allows you to use different styling for text.

o You can also create your signature using the Signature line
o Symbols are special characters that we may want to insert in the excel sheet for
better representation.
o The equation allows you to write mathematical equations that we cannot ordinarily
write in an Excel sheet.
Page Layout Tab
The Page Layout Tab holds all the choices that permit you to rearrange your document
pages simply in the manner you wish them. You can set margins, apply themes, manage
page orientation and size, add sections and line breaks, show line numbers, and set
paragraph indentation and lines. It contains Themes, Page Setup, Scale to fit, Sheet
Options, Arrange.
1. Themes: Themes allow you to change the style and visual look of excel. You can choose
various styles available from the menu. You can also customize the colors, fonts, and effects
in the excel workbook.

2. Page Setup: This is an important group primarily used along with printing an excel sheet.

o You can choose margins for the print.

o You can choose your printing orientation from Portrait to Landscape.
o You can choose the size of paper like A3, A4, Letterhead, etc.
o The print area allows you to see the print area within the excel sheet and helps
make the necessary adjustments.
o We can also add a break where we want the next page to begin in the printed copy.
o Also, you can add a background to the worksheet to create a style.
o Print Titles is like a header and footer in excelthat we want them to be repeated on
each printed copy of the excel sheet.
3. Scale to Fit: This option is used to stretch or shrink the printout of the page to a
percentage of the original size. You can also shrink the width as well as height to fit in a
certain number of pages.

4. Sheet Options: It is another useful feature for printing. If we want to print the grid, then
we can check the print gridlines option. If we want to print the Row and column numbers in
the excel sheet, we can also do the same using this feature.

5. Arrange: Here, we have different options for objects inserted in Excel like Bringforward,
Send Backward, Selection Pane, Align, Group Objects, and Rotate.

Formula Tab
The formula tab is used to insert functions, outline the name, produce the name, review the
formula, etc. In the ribbon, the Formulas tab has vital and most helpful functions to form
dynamic reports. It contains Function Library, Defined Names, Formula Auditing, and
Calculation.
1. Function Library: This is a very useful group that contains all the formulas that one uses
in excel. This group is subdivided into important functions like Financial Functions, Logical
Functions, Date & Timing, Lookup & References, Maths and Trignometry, and other
functions. One can also make use of Insert Function capabilities to insert the function in a
cell.

2. Defined Names: This feature can be used to name the cell, and these named cells can
be called from any part of the worksheet without working about its exact locations.

3. Formula Auditing: This is used for auditing the flow of formulas and their linkages.

o It can trace the precedents (origin of data set) and show which dataset depends on
this.
o Show formula can also use to debug errors in the formula.
o The Watch window in excel is also useful for keeping a tab on their values as you
update other formulas and datasets in the excel sheet.
4. Calculations: The option selected for calculation is automatic. However, one can also
change this option to manual.

Data Tab
The data tab contains options mainly for filtering, sorting, and manipulating data. It has
options for importing external data.

1. Get External Data: This option is used to import external data from various sources
like Access, Web, Text, SQL Server, XML, etc.
2. Power Query: This is an advanced feature used to combine data from multiple
sources and present it in the desired format.
3. Connections: This feature is used to refresh the excel sheet when the data in the
current excel sheet comes from outside sources. You can also display the external
links as well as edit those links from this feature.
4. Sort & Filter: This feature can be used to sort the data from A to Z or Z to A, and
also you can filter the data using the dropdown menus. Also, one can choose
advanced features to filter using complex criteria.
5. Data Tools: This is very useful for advanced excel users. One can create various
scenario analyses using Whatif analysis - Data Tables, Goal Seek in Excel, and
Scenario Manager. Also, one can convert Text to Column, remove duplicates and
consolidate from this group.
6. Forecast: This Forecast function can be used to predict the values based on
historical values.
7. Outline: One can easily present the data in an intuitive format using the Group and
Ungroup options.
Review Tab
The review tab contains tools mainly for spell checking, thesaurus, sharing, protecting, and
tracking changes in Excel Worksheets.

1. Proofing: Proofing allows you to run spell checks in excel. In addition to spell
checks, one can also use a thesaurus if you find the right word. There is also a
research button that helps you navigate the encyclopedia, dictionaries, etc., to
perform tasks better.
2. Language: You can translate the excelsheet from English to any other language by
using this feature.
3. Comments: This feature is used to write an additional note for important cells. It
helps the user understand clearly the reasons behind your calculations etc.
4. Changes: If you want to keep track of the changes made, one can use the Track
Changes option. Also, you can protect the worksheet or the workbook using a
password from this option.

View Tab
View tab contains mainly commands to view the Excel worksheet, like change views, freeze
panes, arrange multiple windows, etc.

1. Workbook Views: You can choose the viewing option of the excel sheet from this
group. You can view the excel sheet in the default normal view, or you can choose
Page Break view, Page Layout view, or any other custom view of your choice.
2. Show: This feature can be used to show or not show Formula bars, grid lines, or
Heading in the excel sheet.
3. Zoom: Sometimes, an excel sheet may contain a lot of data, and you may want to
change zoom in or zoom out desired areas of the excel sheet.
4. Window: The new window is a helpful feature that allows the user to open the
second window and work on both simultaneously. Also, freeze panesare another
useful feature that allows freezing of particular rows and columns such that they are
always visible even when one scrolls to the extreme positions. You can also split the
worksheet into two parts for separate navigation.
 5. Macros: This is again a fairly advanced feature, and you can use this feature to
automate certain tasks in Excel Sheet. Macros are nothing but a recorder of actions
taken in excel, and they can execute the same actions again if required.

Quick Access Toolbar in Excel

The Quick Access Toolbar (QAT) is a small, customizable toolbar at the top of the Office
application window that contains a set of frequently used commands. These commands can
be accessed from almost any part of the application, independent of the ribbon tab that is
currently opened.

The Quick Access Toolbar has a drop-down menu containing a predefined set of the default
commands, which may be displayed or hidden. Additionally, it includes an option to add your
own commands.

There is no limit to a maximum number of commands on the QAT, although not all the
commands may be visible depending on the size of your screen.

Where is the Quick Access Toolbar Located?

A customizable toolbar is located in the upper left corner of the Excel window, above the
ribbon. If you want QAT to be closer to the worksheet area, you can move it below the
ribbon.

When you click the down arrow at the end of the quick access toolbar, it displays more
commands. You can add any of these commands to the quick access toolbar by a left click
on the command.

Customized Quick Access Toolbar

By default, the Excel Quick Access Toolbar contains only three buttons: Save,
Undo, and Redo. If you use a few other commands frequently, you can add them to the
Quick Access Toolbar.

Microsoft provides many customization options for the QAT, but still, certain things cannot be
done.

You can customize or free to personalize the Quick Access Toolbar with the following things,
such as:

o Add your own commands.

o Change the order of commands, both default, and custom.
o Display the QAT in one of the two possible locations.
o Add macros to the Quick Access Toolbar.
o Export and import your customizations.
But here is a list of the following things that cannot be changed or cannot be customized,
such as:
 o You can only add commands to the Quick Access Toolbar. Individual list
items (e.g., spacing values) and individual styles cannot be added. However, you
can add the whole list or entire style gallery.
o Only command icons can be displayed, not text labels.
o You cannot resize the Quick Access Toolbar buttons. The only way to change the
size of the buttons is to change your screen resolution.
o The Quick Access Toolbar cannot be displayed on multiple lines. If you've added
more commands than the space available, some commands won't be visible. To view
them, click the More Controls button.

How to customize Quick Access Toolbar Window

Most customizations to the QAT are done in the Customize Quick Access Toolbar window,
which is part of the Excel Options dialog box. You can open this window by following these
steps:

Step 1: Click on the File tab and go to the Excel Options.

Step 2: Click on the customize button.

Step 3: The Customize Quick Access Toolbar dialog window will open, where you can
add, remove, and reorder the QAT commands.

Step 4: And then click on the OK button.

How to Add Command Button to Quick Access Toolbar

Depending on what kind of command you want to add, this can be done in three different
ways.

1. Enable a command from the predefined list

To enable a currently hidden command from the predefined list, this is what you need
to do:
o Click the Customize Quick Access Toolbar button (the down arrow).
o In the list of the displayed commands, click the one you want to enable.

For example, to be able to create a new worksheet with a mouse click, select
the New command in the list, and the corresponding button will immediately appear
in the Quick Access Toolbar:

2. Add a ribbon button to Quick Access Toolbar

The fastest way to add to the QAT a command that appears on the ribbon is:

o Right-click the desired command on the ribbon.

o And select the Add to Quick Access Toolbar in the context menu.
 3. Add a command that isn't on the ribbon to Quick Access Toolbar
To add a button that is not available on the ribbon, follow these steps:
Step 1: Right-click on the ribbon and click Customize Quick Access Toolbar.
Step 2: In the Choose commands from the drop-down list on the left,
select Commands Not in the Ribbon.
Step 3: In the list of commands on the left, click the command you want to add.
Step 4: Click on the Add button.
Step 5: Click on the OK to save the changes.

For example, to have New open Excel windows with a single mouse click, you can add
the New button to the Quick Access Toolbar.

How to Remove a Command from Quick Access Toolbar

To remove either a default or custom command from the Quick Access Toolbar, right-click it
and pick Remove from Quick Access Toolbar from the pop-up menu.

Or select the command in the Customize the Quick Access Toolbar window, and then
click the Remove button.

Rearrange Commands on Quick Access Toolbar

To change the order of the quick access toolbar commands, follow the following steps:

Step 1: Open the Customize the Quick Access Toolbar window.

Step 2: Under Customize Quick Access Toolbar on the right, select the command you
want to move, and click the Move Up or Move Down arrow.
For example, to move the New File button to the far-right end of the quick access toolbar,
select it and click the Move Down arrow.

CREATING AND EDITING A WORKSHEET

How to Create and Open Workbooks?
There are different ways to start working with a workbook in Excel 2016. We can choose to
create the new workbook, either with a blank workbook or a predesigned template or open
an existing workbook.

Create a new blank workbook

To create a new blank workbook in MS Excel, follow the given steps -

1. Select the File tab from where the Excel Backstage view will appear.

2. Select New, and then click the Blank workbook.

3. A new blank workbook will occur like this.

Open an existing workbook

In addition to creating new workbooks, we'll often need to open a workbook that was
previously stored. An existing workbook may contain data inside it. We can open it directly
from the location where it is stored or through MS Excel. Follow the given steps below:

1. Navigate to Backstage view from the File menu, then click Open.
Open existing file from Recent files
Excel enables a Recent folder on backstage view. It temporarily keeps recently opened files.
If it has your desired Excel file, you can open it by following these simple steps:

1. From the Excel backstage view, click on the Open and look for the existing file you want
to open under the Recent

Pin a workbook

If we frequently work with the same workbook, you can pin it to the Backstage view for quick
access.

1. Navigate to the Backstage view and then click Open. Our recently edited workbooks will
occur.

2. Take the mouse over the workbook we wish to pin. A pushpin icon will emerge next to the
workbook. Click that pushpin icon.

3. The workbook will stay in the Recent Workbook, or you can also find it inside the Pinned
tab. To unpin the workbook, simply click the pushpin icon again.
Saving and Sharing Workbooks

Save and Save As

Excel offers two methods to save a file: Save and Save As. These options work in a similar
way, with a few crucial differences:

o Save: When we create or edit a workbook, we'll use the Save command to save our
changes. We'll use this command most of the time.
When we save a file for the first time, only that time we will need to select a file name
and location. After that, we can just click the Save command to save it with a similar
name and location. You can also use the Ctrl+S shortcut key for it.
o Save As: We'll use this command to create a copy of a workbook while keeping the
original. When we use Save As, we will need to provide a different name and/or
location for the copied version.
Steps to save a workbook
It's essential to save our workbook whenever we start a new project or make changes to an
existing one. Saving early and often can prevent our work from being lost.

1. Locate and select the Save command on the Quick Access Toolbar.

2. If we're saving the file for the first time, the Save As pane will occur in the Backstage view.
Where choose a location to save your file with a new file name.

3. To save the workbook to our computer, click Browse button here. Alternatively, we can
click OneDrive to save the file to your OneDrive.
4. The Save As dialog box will emerge. Select the location in local storage where we want to
save the workbook. Enter the file name for the workbook, then click Save.

5. The workbook will be saved. We can click the Save command (Ctrl+S) again to save our
changes as we modify the workbook.

Exporting Workbooks
By default, Excel workbooks are stored in the .xlsx file type. There may be a time when we
want 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.

To export the workbook as a PDF file

Exporting our workbook as an Adobe Acrobat document, usually called a PDF file, can be
especially helpful if sharing the workbook with someone who does not have Excel. A PDF
will make it feasible for recipients to see, but not to edit the content of our workbook.

1. Click the File tab to create the Backstage view.

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

3. The Save As dialog box will emerge. Select the location where we wish to export the
workbook, enter the file name and then click Publish.
Note: By default, Excel will only export an active worksheet. If we have
multiple worksheets and want to store all of them in a similar PDF file,
click Option in the Save as dialog box. The Options dialog box will
emerge. Select the Entire workbook, then click OK.

To export the 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 our workbook.

1. Click the File tab to create the Backstage view.

2. Click Export, then select Change File Type.
3. Select the common file type, then click Save As.
4. The Save As dialog box will emerge. Select the location where we want to export the
workbook, enter a file name, and then click Save.

Worksheet

A Worksheet is a single page containing a collection of cells where the user can store,
update and manipulate the data. Worksheet is also called a spreadsheet. It is made up
of rows, columns and cells.

NOTE: An Excel workbook can contain several worksheets.

Select a Worksheet
Whenever you open an Excel workbook, by default, Excel will take you to the Sheet1
worksheet. As you can see in the below image, the name of the worksheet 'Sheet1' is
displayed on its sheet tab at the bottom of the windowpane.

Insert a Worksheet

Excel enables the user to insert multiple worksheets as per their requirement. To insert a
new worksheet in excel, click on the plus (+) symbol located at the bottom of the
windowpane. By default, the new worksheet will be named 'SheetN' where N represents an
integer number 1,2,3,4,5,6,7,...., n.

In the below example, we have added a new worksheet named Sheet2.

Output

Rename a Worksheet

To rename your worksheet with a customized and appropriate name following the below
steps.

1. Right-click on the sheet tab for which you wish to change the name.
 2. The toolbar window will appear. Choose the Rename option.

3. Type your preferred name. For instance, in the below screenshot, we have renamed
'Sheet1' to Sales 2021.

Move a Worksheet

Excel allows the user to move and locate their worksheet in any order. Click on your
worksheet sheet tab and drag it to your preferred location.

For instance, in the below example, we have dragged Sales 2021 before the 'Sheet 2' sheet
tab.

Output

Delete a Worksheet

Deleting a worksheet in excel is very simple, follow the below steps:

 1. Scroll down to the bottom and right click on a sheet tab.

2. The dialog box will appear. Click on delete.

3. The sheet will be immediately deleted.

Copy a Worksheet

1. Right-click on the sheet tab that you want to copy.

2. The toolbar window will appear. Click on the 'Move or Copy' option.

3. The 'Move or Copy' dialog box will be displayed. In the Before Sheet section, select
the 'move to end' option and make sure to check in the 'create a copy'.
 4. Click OK. Your data will be copied to the new worksheet.

ROWS

Rows run horizontally across the worksheet ranging from 1 to 1048576. A row is identified
by the number on the left side of the row, from where the row originates.

Insert a Row in Excel

Many Excel users often need to insert a row in the worksheet to organize or manipulate their
data.

1. Select and right-click on the cell within the row where you want to insert a new row.

2. The dialog box will be displayed. Choose Insert.

 3. The insert dialog box will appear. Choose the 'Entire row'

4. It will insert a new row at the top of your selected cell.

Delete a Row in Excel

While working with Excel users need to delete a row in the worksheet to organize or
manipulate their data. It's a lot easier to delete a row in excel.
1. Select any cell within the row that you need to delete. Right-click on the cell.

2. The dialog box will be displayed. Choose Delete.

3. The Delete dialog box will appear. Choose the 'entire row' option.

4. The entire row will be immediately deleted.

COLUMNS

Columns run vertically downward across the worksheet ranging from A to XFD (in total
16384 columns). A column is identified by a column header on the top of the column, from
where the column originates.

Insert a Column in Excel

1. Select and right-click on the cell within the column where you want to insert a new
column.

2. The dialog box will be displayed. Choose Insert.

 3. The insert dialog box will appear. Choose the 'Entire column'

4. It will insert a new column at the left of your selected cell.

CELLS
Cells are small rectangular boxes in the worksheet where we enter data. A cell is the
intersection of a row and column. It is identified by row number and column header. In Excel,
each cell is identified using a set of coordinates or positions, such as A1 (where A
represents a column and 1 represents the row), B2, or M16.

You can perform several operations with cells in Excel, unlike changing the font style, font
size, background color, text alignment, format painter, wrap text, and conditional formatting.

Excel provides the feature to select multiple cells at one time. A group of selected cells is
collectively known as cell range. With cell range instead of a single cell address, the user
refers to a cell range utilizing the cell addresses of the selected first and last cells,
separated by a colon. For instance, a cell range covering B2, B3, B4, B5, B6, B7, B8, B9,
and B10 would be addressed as B1:B10.

Cell Range: B1: B10

Now, as we have covered the basics, let's move towards the operation that could
be applied to a cell.

Select a cell

To perform any operation, i.e., to write, edit, delete, format, the user must first select a cell.
Below given are the steps to select a cell in Excel:

1. With the help of your cursor, click on any cell.

2. Your cell is now selected, and you will notice a rectangular borderaround the same
cell, and the column and the row heading will be highlighted.

3. The cell will remain selectedunless and until the user points the cursor to
another cell.
Select cell range

1. Click on the first cell from which to start the selection. Hold and drag your
cursor to the last adjoining cells where you want to end the cell range.
2. Once done, release the cursor, and the desired cell range would be selected.

3. The cell will remain selectedunless and until the user points the cursor to another
cell.

Cell content

Any data you enter in your Excel worksheet is stored in a cell. Each cell can hold various
types of information, including string, numbers, formatting, formulas, and functions.

1. String (Text)

Cells can hold string values, unlike alphabets, numbers, and dates.

2. Formatting properties

Cells also include formatting properties that improve the appearance of your cell content. For
instance, percentages can be displayed as 0.55 or 55%. You can make the cell content in
Bold, Italics, change its font color, font size, or change its background color.

3. Formulas and functions

Cells can include predefined or customized formulas and functions that are helpful in
calculations. For example, SUM(A2:A5) will add the number stored in each cell and give you
the output.

Insert content to a cell

 1. Click and select the cellwhere you want to insert the content.

2. Type in the desired data into the selected cell, then click the enter button or move
your cursor to another cell. The content will be shown in the cell and the formula
bar.

Delete cell content

1. Click and select the cell.

 2. To delete the cell content, press the Delete or Backspace key from your keyboard.

3. If you want to delete multiple cells, select the cell range and press the Delete key.

Note: Delete Key can delete the content of multiple cells at once, whereas the
Backspace key only deletes the data of a single cell at a time.

Delete cell(s)

People often get confused between deleting the cell content and deleting the cell itself, but
there is a significant difference. If you delete the content, the cell will remain, and only the
content gets omitted, whereas if you delete the cell, the cells below shift up or are shifted left
and replace the deleted cell.

1. Click and select the cell(s).

 2. Right-click on the cell. The dialog box will be displayed. Choose Delete.

3. The given below Delete dialog box will occur. Choose the 'entire row' option.

4. The cell will be immediately deleted and the cells lying below will shift up.

FORMATTING IN MICROSOFT EXCEL

Formatting enhances the appearance of data, making it easier to read and interpret. Excel
provides various formatting options for cells, ranges, worksheets, and entire workbooks.

A. Cell Formatting
1. Number Formatting
- General: Default format; suitable for any data type.
- Number: Use this for values; you can specify decimal places and include a thousands
separator.
- Currency: Add currency symbols to your numbers while controlling decimal places (e.g.,
`$1,234.56`).
- Percentage: Displays fractions as percentages, adjusting the number accordingly (e.g.,
`0.25` becomes `25%`).
- Date and Time: Multiple formats available such as `MM/DD/YYYY`, `DD-MMM-YYYY`,
and `HH:MM AM/PM`.

2. Font Formatting
- Font Style: Change the font type (e.g., Arial, Times New Roman) to improve readability.
- Font Size: Scale the font size for headers or data emphasis.
- Bold, Italic, Underline: Use these styles to highlight important information.
- Font Color: Change the color of the text to draw attention or categorize data.

3. Cell Appearance
- Fill Color: Change background colors of cells to group similar data visually or enhance
aesthetics.
- Borders and Gridlines: Use borders to delineate data areas, create headers or tables.
Customize styles (e.g., solid, dashed) and colors.
- Text Alignment: Adjust horizontal (left, center, right) and vertical (top, middle, bottom)
alignment. Excel also allows you to rotate text for styling.

4. Conditional Formatting
- Allows dynamic formatting based on cell values. For example, set rules to change the
background color of cells based on their values (e.g., highlighting sales above a target). This
feature can be accessed through **Home > Conditional Formatting** and offers options such
as color scales, data bars, and icon sets.

B. Worksheet Formatting

1. Adjusting Rows and Columns

 - Resize Rows/Columns: Drag to manually resize or double-click between row/column
headers to auto-fit based on content.
- Hide/Unhide Rows/Columns: Right-click on the row or column header to hide or unhide
as needed, which is useful for keeping the worksheet tidy.

2. Merging Cells
- Use the merge option for headers or grouping data. Select adjacent cells, and click on
**Merge & Center** to create a unified cell that spans multiple columns or rows.

3. Freeze Panes
- To keep headers visible while scrolling through large datasets, select a row and go to
**View > Freeze Panes**. This allows users to maintain context while reviewing data.

4. Page Layout Formatting

- Set up for printing with options like margins, orientation (portrait or landscape), and size
(A4, letter). You can preview these settings via **File > Print**.

II. Essential Operations in Microsoft Excel

Essential operations involve data entry, manipulation, calculation, and organization. These
skills are vital for anyone who works with data in Excel.

A. Data Entry and Management

1. Entering Data
- Click on the cell where you want to enter data. Start typing, and press **Enter** to
confirm. Use arrow keys to navigate to other cells afterward.

2. Fill Handle
- This small square in the bottom-right corner of a cell allows for easy replication of data.
Click and drag to fill consecutive cells, functions, or formulas based on patterns.

3. Data Validation
- Ensure data integrity by restricting the types of data that can be entered in a particular
cell. Use options to allow only numbers, dates, a list of values, or even a range. Access this
through **Data > Data Validation**.
B. Basic Calculations

1. Using Formulas
- Start a formula with an equal sign (`=`), followed by the operation you want to perform.
- **Addition**: `=A1 + B1`
- **Subtraction**: `=A1 - B1`
- **Multiplication**: `=A1 * B1`
- **Division**: `=A1 / B1`
- Formulas can be combined with parentheses to dictate operation order: `=(A1 + B1) /
C1`.

2. Using Functions
- Functions are pre-defined formulas in Excel. Common functions include:
- **SUM**: Adds a range of values. Example: `=SUM(A1:A10)`.
- **AVERAGE**: Calculates the mean. Example: `=AVERAGE(B1:B10)`.
- **COUNT**: Counts the number of entries in a range. Example: `=COUNT(C1:C10)`.
- **IF**: Conditional statements. For example, `=IF(A1 > 100, "Pass", "Fail")` returns
“Pass” if A1 is greater than 100 and “Fail” otherwise.

C. Data Manipulation

1. Sorting Data
- Allow for orderly data analysis by sorting. Select the range and navigate to **Data >
Sort**. Choose to sort by one or multiple values either in ascending or descending order.

2. Filtering Data
- Filters help view specific data subsets. Select your data range, and click **Data > Filter**.
You can use dropdowns in the headers to select conditions for which data to display (e.g.,
showing only specific categories).

3. Find and Replace

- Quickly search for specific data and replace it with new values using `Ctrl + F` for Find
and `Ctrl + H` for Replace. This is especially helpful in large datasets.
4. Cutting, Copying, and Pasting Data
- Use `Ctrl + X` to cut (removes data) and `Ctrl + V` to paste it elsewhere or `Ctrl + C` to
copy it. Options such as "Paste Special" provide various pasting features like pasting
formats, values only, or formulas.

III. Using Charts for Data Visualization

Visualizing data effectively is integral to understanding trends and relationships. Microsoft

Excel provides robust tools for creating charts and graphs.

1. Creating Charts
- Select a data range and click on **Insert > Charts**. Different chart types include:
- **Bar Charts**: Useful for categorical data comparisons.
- **Line Charts**: Ideal for showing trends over time.
- **Pie Charts**: Best for displaying proportions of a whole.

2. Customizing Charts
- Once a chart is created, use the available Chart Tools under the **Design** and
**Format** tabs to customize elements such as colors, layout, data labels, and legends.

FORMULAS & FUNCTIONS

Formulas

A formula in Excel is used to do mathematical calculations. Formulas always start with the
equal sign (=) typed in the cell, followed by your calculation.

Formulas can be used for calculations such as:

 =1+1
 =2*2
 =4/2=2

It can also be used to calculate values using cells as input.

Let's have a look at an example.

Type or copy the following values:

Now we want to do a calculation with those values.

Step by step:

1. Select C1 and type (=)

2. Left click A1
3. Type (+)
4. Left click A2
5. Press enter

You have successfully calculated A1(2) + A2(4) = C1(6).

Lets change from addition to multiplication, by replacing the (+) with a (*). It should now
be =A1*A2, press enter to see what happens.
You got C1(8)

Excel is great in this way. It allows you to add values to cells and make you do calculations
on them.

Now, try to change the multiplication (*) to subtraction (-) and dividing (/).

Delete all values in the sheet after you have tried the different combinations.

Let's add new data for the next example, where we will help the Pokemon trainers to count
their Pokeballs.

Type or copy the following values:

The data explained:

  Column A: Pokemon Trainers
 Row 1: Types of Pokeballs
 Range B2:D4: Amount of Pokeballs, Great balls and Ultra balls

Let's help Iva to count her Pokeballs. You find Iva in A2(Iva). The values in row 2 B2(2),
C2(3), D2(1) belong to her.

Count the Pokeballs, step by step:

1. Select cell E2 and type (=)

2. Left click B2
3. Type (+)
4. Left click C2
5. Type (+)
6. Left click D2
7. Hit enter

you get the value E2(6).

Now, let's help Liam and Adora with counting theirs.

We can perform this using fill function. It can be used to continue calculations sidewards,
downwards and upwards.
Lets use the fill function to continue the formula, step by step:

1. Select E2
2. Fill E2:E4

The fill function continued the calculation that you used for Iva and was able to understand
that you wanted to count the cells in the next rows as well.

Now we have counted the Pokeballs for all three; Iva(6), Liam(12) and Adora(15).

Let's see how many Pokeballs Iva, Liam and Adora have in total.

The total is called SUM in Excel.

There are two ways to calculate the SUM.

 Adding cells
 SUM function

Excel has many pre-made functions available for you to use. The SUM function is one of the
most used ones. You will learn more about functions in a later chapter.

Sum by adding cells, step by step:

1. Select cell E5, and type =

2. Left click E2
3. Type (+)
4. Left click E3
5. Type (+)
6. Left click E4
7. Hit enter
The result is E5(33).

Let's try the SUM function.

Remember to delete the values that you currently have in E5.

SUM function, step by step:

1. Type E5(=)
2. Write SUM
3. Double click SUM in the menu
4. Mark the range E2:E4
5. Hit enter
You have successfully calculated the SUM using the SUM function.

Iva, Liam and Adora have 33 Pokeballs in total.

Let's change a value to see what happens. Type B2(7):

The value in cell B2 was changed from 2 to 7. Notice that the formulas are doing calculations
when we change the value in the cells, and the SUM is updated from 33 to 38. It allows us to
change values that are used by the formulas, and the calculations remain.

AND Function

The AND function is a premade function in Excel, which returns TRUE or FALSE based on
two or more conditions.

It is typed =AND and takes two or more conditions.

=AND([logical1], [logical2], ...)

The conditions are referred to as [logical1], [logical2], and so on.

The conditions can check things like:

 If a number is greater than another number >

 If a number is smaller than another number <
 If a number or text is equal to something =

Example AND Function

Check if the Pokemon type is fire and has speed greater than 70:

The function returns "TRUE" or "FALSE".

Example AND function, step by step:

1. Select the cell D2

2. Type =AND
3. Double click the AND command

4. Specify the first condition B2="Fire"

5. Type ,
6. Specify the second condition C2>70
7. Hit enter

Note: You can add more conditions by repeating steps 5-6 before hitting enter.

Since the value in cell B2 is not "Fire" the first condition is FALSE.

Since the value in cell C2 is less than 70 the second condition is also FALSE.

All conditions need to be TRUE for the AND function to return TRUE.

Note: Text values needs to be in quotes: " "

The function can be repeated with the filling function for each row to perform the same check
for each Pokemon:
Now, each row has a check for Fire Type and Speed greater than 70:

Only Charmeleon and Charizard both have Fire type and speed greater than 70, so the
function returns "TRUE".

AVERAGE Function

The AVERAGE function is a premade function in Excel, which calculates the average
(arithmetic mean).

It is typed =AVERAGE

It adds the range and divides it by the number of observations.

Example:

The average of (2, 3, 4) is 3.

3 observations (2, 3 and 4)
The sum of the observations (2 + 3 + 4 = 9)
(9 / 3 = 3)
The average is 3.
Let's have a look at an example where we help the Pokemon trainers to calculate the
average of Pokeballs per trainer.

How to use the =AVERAGE function, step by step:

1. Select a cell (F2)

2. Type =AVERAGE
3. Double click the AVERAGE command
4. Select a range (B2:E2)
5. Hit enter
6. Next, Fill F2:F7
You have successfully calculated the average using the AVERAGE function.

COUNT Function

The COUNT function is a premade function in Excel, which counts cells with numbers in a
range.

It is typed =COUNT

Note: The COUNT function only counts cells with numbers, not cells with letters.
The COUNTA function is better used if the cells have letters.

How to use the =COUNT function:

1. Select a cell
2. Type =COUNT
3. Double click the COUNT command
4. Select a range
5. Hit enter

Let's see some examples!

Apply the =COUNT function to range D2:D21. Counting the cells of Pokemon Total stats,
which is numbers only:
COUNT function, step by step:

1. Select D23
2. Type =COUNT
3. Double click COUNT in the menu
4. Select range D2:D21
5. Hit enter

Note: The =COUNT function only counts cells with numbers in a range.
The =COUNT function successfully counted 20 cells with numbers.

COUNTIF Function

The COUNTIF function is a premade function in Excel, which counts cells as specified.

It is typed =COUNTIF

Numbers (e.g. 90) and words (e.g. "Water") can be specified.

How to use the =COUNTIF function:

1. Select a cell
2. Type =COUNTIF
3. Double click the COUNTIF command
4. Select a range
5. Type ,
6. Select a cell (the criteria, the value that you want to count)
7. Hit enter

Let's see some examples!

Apply the COUNTIF function to range B2:B21, to count how many Pokemons we have in the
different types:

We want the COUNTIF function to count the types of Pokemons, in the range G5:G15:
The , is typed after the range is selected, which tells the function what you are looking to
count.
The COUNTIF function has successfully counted 1 Grass Pokemon, which is Victreebel
(A4).

Let's count the Water Pokemons in G6

The same steps apply

1. Select G6
 2. Type =COUNTIF
3. Select B2:B21
4. Type (,)
5. Select F6 (Specifying Water as criteria)
6. Hit enter

The COUNTIF function has counted 6 Water Pokemons in B2:B21.

Let's count the rest of the types more effectively. We want to continue the function
from G6:G15. Making use of the Filling Function and Absolute References.

Step by step:

1. Double click G6
2. Lock the range references absolute (B2:B21). Type dollar signs before the columns
and row. Type 4 dollar signs in total. =COUNTIF($B$2:$B$21,F6). Note: We
 want F6 to remain relative. Because we want it to move downwards. Do not add
dollar signs ($) to it.
3. Hit enter
4. Fill the range G6:G15
IF Function

The IF function is a premade function in Excel, which returns values based on

a true or false condition.

It is typed =IF and has 3 parts:

=IF(logical_test, [value_if_true], [value_if_false])

The condition is referred to as logical_test, which can check things like:

 If a number is greater than another number >

 If a number is smaller than another number <
 If a number or text is equal to something =

Example IF function (equal to)

Check if the Pokemon type is grass:

The condition is if the "Type 1" value for the Pokemon is "Grass".

The function returns "Yes" or "No".

Example IF function, step by step:

1. Select the cell D2

2. Type =IF
3. Double click the IF command

4. Specify the condition B2="Grass"

5. Type ,
6. Specify the value "Yes" for when the condition is TRUE
7. Type ,
8. Specify the value "No" for when the condition is FALSE
9. Hit enter

Since the value in cell B2 is "Grass", the condition is true and the function will return "Yes".

The function can be repeated with the filling function for each row to perform the same check
for each Pokemon:
Now, each row has a check for Grass Type:

MAX Function

The MAX function is a premade function in Excel, which finds the highest number in a range.

It is typed =MAX

The function ignores cells with text. It will only work for cells with numbers.

How to use the =MAX function:

1. Select a cell (G5)

2. Type =MAX
3. Double click the MAX command
4. Select a range (D2:D21)
5. Hit enter

Let's have a look at an example!

Find the Pokemon which has the highest total stats in the range D2:D21:
The function has successfully found the highest value, 525. Cloyster has the highest Total
stats of the Pokemons in the range D2:D21.

Let's add text to a cell in the range D2:21 to see what happens. Type Alakazam to D8.

The function ignores the text typed in the range. 510 is returned as the new highest value,
since the old one was replaced with text. Poliwrath is now the Pokemon with the highest
Total stats in the range D2:D21.

MIN Function

The MIN function is a premade function in Excel, which finds the lowest number in a range.

It is typed =MIN

The function ignores cells with text. It will only work for cells with numbers.

How to use the =MIN function:

1. Select a cell (G5)

2. Type =MIN
3. Double click the MIN command
4. Select a range (D2:D21)
5. Hit enter

Let's have a look at an example!

Find the Pokemon which has the lowest total stats in the range D2:D21:
The function has successfully found the lowest value, 200. Magikarp has the lowest Total
stats of the Pokemons in the range D2:D21.

Let's add text to a cell in the range D2:21 to see what happens. Type Kadabra to D21.

The function ignores the text typed in the range. 253 is returned as the new lowest value, as
the old one was replaced with text. Rattata is now the Pokemon with the lowest Total stats in
the range D2:D21.

SUM Function

The SUM function is a premade function in Excel, which adds numbers in a range.

It is typed =SUM

Note: The =SUM function adds cells in a range, both negative and positive.

How to use the =SUM function:

1. Select a cell
 2. Type =SUM
3. Double click the SUM command
4. Select a range
5. Hit enter

Let's see some examples!

CHARTS IN MS EXCELS
Charts are visual representations of data used to make it more understandable.

Commonly used charts are:

 Pie chart
 Column chart
 Line chart

Different charts are used for different types of data.

Creating a Chart in Excel

Creating a chart, step by step:

1. Select the range A1:A8

2. Click on the Insert menu, then click on the Line menu ( ) and choose Line ( )
from the drop-down menu
You should now get this chart:

Creating Another Chart in Excel

Lets compare the stats for the Pokemons; Charmander, Squirtle and Bulbasaur using a
column chart.

1. Select the range A1:G4

 2. Click on the insert menu, then click on the column menu ( ) and

choose Clustered Column ( ) from the drop-down menu

You should now get this chart:

The chart gives a visual overview for the Pokemons stats.

Charmander, represented by the orange bars, and has the highest speed. Squirtle,
represented by the gray bars, has the highest defense.

There are various charts available in excel.

 Line Chart
 Bar Chart
 Column Chart
 Area Chart
 Pie Chart
 Surface Chart

Create dataset
In this step, we will be inserting random financial sales data into our excel sheet. Below is
the screenshot of the random data we will use for our various graphs.

Line Chart

Line charts are most helpful in representing the trends. This can be very useful to analyze
the ups and downs in a range of data over a particular time span. The data points in the
chart are connected with the lines.
Note: To insert the graph, we need to select our dataset(or data table) and go to insert and
then in the chart section and insert whatever graph we want.
Bar Chart

Bar charts are used to represent the categorical data using the rectangular horizontal bars
with their height and length proportional to the data values it is used to represent.

Column Chart

Column charts are used to represent the data in a vertical chart using the vertical bars.
These graphs are mostly used for comparing the data points in the data. Column chart

Area Chart

Area charts are used to display graphically quantitative data. It is similar to the line chart
and based on it. The area between the lines is filled with color, and they are easy to
analyze as they are similar to the line chart showing ups and downs in the data.
Pie Chart

Pie charts are circular statistical graphs that are divided into slices of pie in the proportion
to data values to represent the data. They are commonly used to analyze the percentage
allocation of data points incomplete dataset.

Surface Chart

Surface charts are 3-dimensional charts that are used to represent the data in a 3-
dimensional landscape. They are mainly used to represent the large dataset. They display
a variety of data at the same time.