final excel note

8/7/2019 Final EXCEl Note

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Page No 1

Introduction

Microsoft Excel is a Spread Sheet or Electronic Sheet program. It is use to create

result sheets, salary sheets, account statements, bank statements, vouchers and

ledgers etc. We can solve the accounting and mathematical problems .It has so

many formulas, graphs/charts etc. It allows us to perform various calculations,

estimations and formulations with data. Microsoft Excel consists of Workbooks

and Worksheets. Worksheets consist of rows and columns and cells.

Cell

A cell is intersection of row and column. It can also be defined as: a cell is basic

unit of worksheet.

Row

A Row is collection of fields. Horizontal information in a worksheet is called

Row. There are 65536 rows in a single worksheet.

Column

A Column is vertical information in a worksheet. It is also denoted by field. There

are 256 columns in a single worksheet.

Worksheet

A Worksheet consists of rows and columns. Or a collection of rows and columns

is called worksheet.

Workbook

A collection of worksheets is called Workbook. Workbook is a single document

of Microsoft Excel.

Active Cell

Cell in which you want to enter or edit data. A cell where there is cursor is called

Active Cell.

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Starting Microsoft Excel 2000There are almost so many ways to starting Microsoft Excel in Windows. Here we discuss

on two common and easiest ways to starting the Microsoft Excel.

Method-111. Click the start menu on task bar.

22. Click the program submenu on the start-menu.

33. Click the Microsoft Excel icon on the submenu of programs.

Method-211. Click the start menu button in the right corner of task bar.

2. Click the Run submenu on the start-menu.

13. Run dialogue box will be appear.

24. Type the Excel.exe in Open box.

3

45. Click ok to continue.

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Microsoft Excel 2000 Interface

The followings are the major components of the MS-Excel 2000 Interface

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Use to create a New Workbook

Open Existing Workbook

Open

It will open workbook. We can read and write/change our workbook

Open Read-OnlyIt will open workbook in Read-Only mode. We can only read workbook and

cant make any changes in workbook

Open as CopyIt will open duplicate copy of existing workbook. All changes will save in

duplicate copy of workbook

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Open in BrowserIt will open web related file in Web Browser (Internet Explorer)

This command is use to close opened workbook fileShortcut Key: CTRL+W

This command is use to save Workbook file

This command is to create a duplicate copy of workbook file

Functional Key: F12

This command is use to save Workbook as Web Page.

This command is use to open Workbook in Web Browser (Internet Explorer).

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This command is used to adjust Page Orientation, Adjust Scaling, Margin Setting,

define Header & Footer, Set Print Area, Adjust Row and Column Repeat etc

Print Area command is used to, Select or Un-Select the Print Area

Set Print Area

This command is used to select print Area (Consecutive Cells)

Clear Print Area

This command is used to Remove Print-Selected-Area

This command is used to view sheet before print

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Page # 7(Print Preview Toolbar)

Setup Page Setup

Margins View Margin and we can set Margin here by dragging Mouse

Page Break Preview Change view from NORMAL to PAGE BREAK PREVIEWClose Close Print Preview

Help To Get Help

For printout

We can get printout using three different methods

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1 File Menu Print2 CTRL + P

3 Standard Toolbar

In first two methods, we will get Print Dialog box for print setting, but in third

method, printing will be start (No Print Dialog box)

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To undo recent actions one at a time

Reverses the selected action and all actions above it.

Data Transfer from one location to another location

Copy Data (We can copy data by Dragging cell)

Open Office Clipboard to view copy or cut data

This command is used to paste data after Copy or Cut command

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Fill command is used for following...Theses commands are used to fill data upward, downward, left side, right site

automatically. Using Series option, we can numbers, dates in a sequence.

For example 1 2 3 4 5.

Clear

Theses commands are used to Data, Only Formation and Comments from

selected cells

Delete

These commands are used to Delete a Cell, Row(s) and Column(s)

DeleteSheetThis command is used to delete Worksheet.

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Move or Copy SheetThis command is used to Change sheet location or make a duplicate

copy of sheet. For example Copy Sheet Command will create copy of Sheet1 as

Sheet1(2)

To move or copy sheet there are following steps;

1.Select the sheet you want to move or copy.

2. Click Edit Menu Move or Copy Sheet .

Or

3. Right click over the name of sheet you want to copy or move.

4. Click Move or copy on the short cut menu.

5. Move or Copy dialogue box will be appearing as shown in fig below.

6. Select the workbook name

7. Also choose the location before or after you want to move or copy sheet or

move to the end of all sheets

8. Click OK to move or copy sheet

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Find CTRL+F

This command is used to find content of cell in a worksheet or in workbook

Within:

Search in Worksheet or in workbook

Search:

Search row-wise or column-wise

Look In

Search in Formula, Value or Comments

Replace CTRL+H

This command is used to replace data with searched data

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Go To CTRL+GThis command is used to move cursor to specific location according to Cell

Reference (For example A12)

Renaming a SheetTo rename a sheet the following steps are involved;1. Select the sheet you want to rename

2. Click Format Menu Sheet rename

3. Give the name of the sheetOr

1. Right click on sheet name

2. Shortcut menu will be appear

3. Click on rename and type the name of sheet

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In Excel, there are two types of VIEWS available,1 Normal (Default View)

2 Page Break Preview (In this, we can view sheet page-wise

Task Pane (CTRL+F1) Show and Hide Task Pane

Toolbar: Show and Hide Tool bars

Formula Bar: Show and Hide Formula Bar

Status Bar: Show and Hide Status Bar

Header and Footer:This command is used to Create header and Footer

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CommentsThis command is used to Show and Hide Comments.

Full ScreenThis command is used to view worksheet without any toolbar or menu bar

ZoomThis command is used to change the View in percent. (Change view never

change the font size, it only increase or decrease view size)

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Cells

RowInsert a new blank Row

ColumnInsert a new blank column

WorksheetInsert a new Worksheet

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Insert a new blank Cell, Row and Column inworksheet


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Some Worksheet Examples

Assignment No 1

INSTRUCTIONS:1- Create the Worksheet given below.

2- Calculate Local Call Charges that @ Rs. 2.75 per Call.

3- Calculate Total Charges (NWD Charges+Line Rent+Local Call Charges).

4- Calculate General Sales Tax (GST) @ Rs. 7% of the total charges.

5- Calculate Net Bill Payable.

Type Formulas for calculation as:

1. =C4 * 2.75

2. =D4 + E4 + F4

3. =(7/100) * G4

4. =G4 + H4 + I4

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Assignment: 2

INSTRUCTIONS:

1. Create the worksheet given below.

2. Calculate Marks Obtained.

3- Calculate %age of each Student while Total Marks=525.

4- Calculate Pass/Fail of each Student by using IF Statement (Formula).

5- Calculate Grade of each student by using Formula of IF while:

Grade A>=90, B>=80, C>=70, D>=60, E>=50 & Fail= 50, Pass, Fail)

3 =If(I6>= 90, A, If(I6>=80, B, If(I6 >= 70, C, If(I6 >= 60, D, If(I6>= 50,

E, Fail)))))

4 =If(K6 = A, Excelent, If(K6 = B, Very Good, If(K6=C, Good,

If(K6=D, Fair, If(K6 = E, Satisfactory, Fail)))))

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Predefine Function

Math and Trigonometry functions

ABS( ) Returns the absolute value of a number

=ABS(2) Absolute value of 2 (2)

COS ( ) Returns the cosine of a number

=COS(60*PI()/180) Cosine of 60 degrees (0.5)

DEGREES ( ) Converts radians to degrees

=DEGREES(PI()) Degrees of pi radians (180)

EVEN ( ) Rounds a number up to the nearest even integer

=EVEN(3) Rounds 3 up to the nearest even integer (4)

EXP ( ) Returns e raised to the power of a given number

=EXP(2) Base of the natural logarithm e raised to the power of 2 (7.389056)

FACT ( ) Returns the factorial of a number

=FACT(5) Factorial of 5, or 1*2*3*4*5 (120)

INT ( ) Rounds a number down to the nearest integer

=INT(8.9) Rounds 8.9 down (8)

LCM ( ) Returns the least common multiple

=LCM(5, 2) Least common multiple of 5 and 2 (10)

LN ( ) Returns the natural logarithm of a number

=LN(86) Natural logarithm of 86 (4.454347)

LOG ( ) Returns the logarithm of a number to a specified base

=LOG(10) Logarithm of 10 (1)

LOG10 ( ) Returns the base-10 logarithm of a number

=LOG10(86) Base-10 logarithm of 86 (1.934498451)

MOD ( ) Returns the remainder from division

=MOD(3, 2) Remainder of 3/2 (1)

ODD ( ) Rounds a number up to the nearest odd integer

=ODD(1.5) Rounds 1.5 up to the nearest odd integer (3)

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Page # 20PI ( ) Returns the value of PI

=PI() Pi (3.14159265358979)

POWER ( ) Returns the result of a number raised to a power

=POWER(5,2) 5 squared (25)

PRODUCT ( ) Multiplies its arguments

=PRODUCT(A2:A4) Multiplies the numbers above (2250)

RADIANS ( ) Converts degrees to radians

=RADIANS(270) 270 degrees as radians (4.712389 or 3/2 radians)

ROUND ( ) Rounds a number to a specified number of digits

=ROUND(2.15, 1) Rounds 2.15 to one decimal place (2.2)

SIGN ( ) Returns the sign of a number

=SIGN(10) Sign of a positive number (1)

SIN ( ) Returns the sine of the given angle

=SIN(PI()) Sine of pi radians (0, approximately)

SQRT ( ) Returns a positive square root

=SQRT(16) Square root of 16 (4)

SUM ( ) Adds its arguments

=SUM(3, 2) Adds 3 and 2 (5)SUMIF ( ) Adds the cells specified by a given criteria

=SUMIF(A2:A5,">160000",B2:B5)

TAN ( ) Returns the tangent of a number

=TAN(0.785) Tangent of 0.785 radians (0.99920)

TRUNC ( ) Truncates a number to an integer

=TRUNC(8.9) Integer part of 8.9 (8)

Logical functions

AND ( ) Returns TRUE if all its arguments are TRUE

=AND(TRUE, TRUE) All arguments are TRUE (TRUE)

FALSE ( ) Returns the logical value FALSE

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Page # 21FALSE( )

IF ( ) Specifies a logical test to perform

=IF(A2


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10. Click next button

11. The Chart Option Wizard dialogue box will be appear

12. Select the Titles Tab

13. Give the title of chart

14. Give the title on X-Axis and Y-Axis15. Set the Gridline from the Gridlines Tab

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16. Choose the Legend from the Legend Tab

17. Give the Data Labels

18. Click Next to Continue

19. Chart Location Wizard will be appear

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EXCEL SHORTCUT KEYS

Work with worksheets

SHIFT+F11 or ALT+SHIFT+F1

Insert a new worksheet.CTRL+PAGE DOWN

Move to the next sheet in the workbook.

CTRL+PAGE UP

Move to the previous sheet in the workbook.

SHIFT+CTRL+PAGE UP

Select the current and previous sheet.

Move and scroll within worksheets

Arrow keys

Move one cell up, down, left, or right.

CTRL+Arrow keys

Move to the edge of the current

HOME

Move to the beginning of the row.

CTRL+HOME

Move to the beginning of the worksheet.

PAGE DOWN

Move down one screen.PAGE UP

Move up one screen.

ALT+PAGE DOWN

Move one screen to the right.

ALT+PAGE UP

Move one screen to the left.

F6

Switch to the next pane in a worksheet that has been split (Window menu, Split

command).

SHIFT+F6Switch to the previous pane in a worksheet that has been split.

F5

Display the Go To dialog box.

SHIFT+F5

Display the Find dialog box.

SHIFT+F4

Repeat the last Find action (same as Find Next).

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Page # 26TAB

Move between unlocked cells on a protected worksheet.

Select cells, rows and columns, and objects

CTRL+SPACEBAR

Select the entire column.

SHIFT+SPACEBAR

Select the entire row.

CTRL+A

Select the entire worksheet.CTRL+SHIFT+SPACEBAR

With an object selected, select all objects on a sheet.

Enter data

ENTER

Complete a cell entry and select the cell below.

ALT+ENTER

Start a new line in the same cell.

TAB

Complete a cell entry and select the next cell to the right.

SHIFT+TAB

Complete a cell entry and select the previous cell to the left.ESC

Cancel a cell entry.

Arrow keys

Move one character up, down, left, or right.

HOME

Move to the beginning of the line.

F4 or CTRL+Y

Repeat the last action.CTRL+SHIFT+F3

Create names from row and column labels.

CTRL+DFill down.

CTRL+R

Fill to the right.

CTRL+F3

Define a name.

CTRL+K

Insert a hyperlink.

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Page # 27CTRL+; (semicolon)

Enter the date.CTRL+SHIFT+: (colon)

Enter the time.

CTRL+Z

Undo the last action.

Edit data

F2

Edit the active cell and position the insertion point at the end of the cell contents.ALT+ENTER

Start a new line in the same cell.

DELETE

Delete the character to the right of the insertion point, or delete the selection.

F7

Display the Spelling dialog box.

ENTER

Complete a cell entry and select the next cell below.

CTRL+Z

Undo the last action.ESC

Cancel a cell entry.

CTRL+SHIFT+Z

When the AutoCorrect Smart Tags is displayed, undo or redo the last automatic

correction.

Insert, delete, and copy cells

CTRL+C

Copy the selected cells.

CTRL+C, immediately followed by another CTRL+C

Display the Microsoft Office Clipboard (multiple copy and paste).

CTRL+X

Cut the selected cells.

CTRL+V

Paste copied cells.DELETE

Clear the contents of the selected cells.

CTRL+HYPHEN

Delete the selected cells.

CTRL+SHIFT+PLUS SIGN

Insert blank cells.

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Format data

ALT+' (apostrophe)

Display the Style dialog box.

CTRL+1Display the Format Cells dialog box.

CTRL+SHIFT+~

Apply the General number format.

CTRL+SHIFT+$

Apply the Currency format with two decimal places (negative numbers in

parentheses).

CTRL+SHIFT+%

Apply the Percentage format with no decimal places.

CTRL+SHIFT+^

Apply the Exponential number format with two decimal places.

CTRL+SHIFT+#

Apply the Date format with the day, month, and year.

CTRL+SHIFT+@

Apply the Time format with the hour and minute, and AM or PM.

CTRL+SHIFT+!

Apply the Number format with two decimal places, thousands separator, and minus

sign () for negative values.

CTRL+B

Apply or remove bold formatting.

CTRL+I

Apply or remove italic formatting.CTRL+U

Apply or remove underlining.

CTRL+5

Apply or remove strikethrough.

CTRL+9

Hide the selected rows.

CTRL+SHIFT+( (opening parenthesis)

Unhide any hidden rows within the selection.

CTRL+0 (zero)

Hide the selected columns.

CTRL+SHIFT+) (closing parenthesis)

Unhide any hidden columns within the selection.CTRL+SHIFT+&

Apply the outline border to the selected cells.

CTRL+SHIFT+_

Remove the outline border from the selected cells.

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Use the Border tab in the Format Cells dialog box

Press CTRL+1 to display this dialog box.

ALT+TApply or remove the top border.

ALT+B

Apply or remove the bottom border.

ALT+L

Apply or remove the left border.

ALT+R

Apply or remove the right border.

ALT+H

If cells in multiple rows are selected, apply or remove the horizontal divider.

ALT+V

If cells in multiple columns are selected, apply or remove the vertical divider.

ALT+D

Apply or remove the downward diagonal border.

ALT+U

Apply or remove the upward diagonal border.

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