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1. What do you mean by Cell in Ms-Excel?

In spreadsheet applications, a cell is a box in which you can enter a single piece of data. The data
is usually text, a numeric value, or a formula. The entire spreadsheet is composed of rows
and columns of cells. A spreadsheet cell is analogous to a field in database management
systems.  Individual cells are usually identified by a column letter and a row number. For
example, D12specifies the cell in column D and row 12.

A cell is the most basic storage unit available in a spreadsheet program such as Excel or
Google Spreadsheet. Data entered into spreadsheet program is always stored in a cell.

Cells can hold four basic types of information (data types):

 Numbers - which includes formulas, dates, and times;

 Text data - often referred to as text strings or just strings;
 Boolean values (sometimes called logical values) - TRUE or FALSE only;
 Error values - such as #NULL!, #REF!, and #DIV/0! - which are generated by the
program when it encounters a problem with the data in a cell.

2. What is use of formula bar?

A toolbar at the top of the Microsoft Excel spreadsheet window that you can use to
enter or copy an existing formula in to cells or charts. It is labeled with function
symbol. By clicking the Formula Bar, or when you type an equal (=) symbol in a cell,
the Formula Bar will activate.  the formula bar is a section in Microsoft Excel and
other spreadsheet applications. It shows the contents of the current cell and allows
you to create and view formulas. The two pictures below are examples of what the
formula bar looks like in Microsoft Excel. To start creating a formula, click
the mouse cursor in the formula bar and enter an equal sign (=). In both of the
examples below, we're using the =SUM, which is telling Excel to add each of the
cells.
3. How will you insert picture in Ms-Excel?
Microsoft Excel is typically used as a way to store, sort and manipulate text and
numbers, it is also a helpful way to store images along with that data. 

Step 1: Open your spreadsheet in Excel 2010.

 
Step 2: Select the cell into which you want to paste the picture.

Step 3: Click the Insert tab at the top of the window.

Step 4: Click the Picture button in the Illustrations section of the ribbon at the top of the

window.

Step 5: Browse to the picture that you want to add to your spreadsheet, select it, then click
the Insert button.

4. What is use of Auto Sum function?

the most efficient ways to use AutoSum in Excel. You will see how to automatically
sum columns or rows with the Sum shortcut, sum only visible cells, total a selected
range vertically and horizontally in one go, AutoSum is a function in
Microsoft Excel and other spreadsheet programs that automatically enters the
appropriate formula or function into your spreadsheet. For example, if you wanted to
add the values of cells A1 though A5, highlight cells A1 through A5 and click the
AutoSum button, as shown in the picture to the right. Clicking this button after
highlighting the cells creates the formula =SUM(A1:A5) in cell A6 (first cell after
last highlighted cell) and gives you the total of all those cells.

5. How many rows and columns are available in MS Excel 2007 or above version?
1,048,576 rows and 16,384 columns

6. How will you insert row or columns in MS Excel?

You can insert blank cells above or to the left of the active cell on a worksheet. When
you insert blank cells, Excel shifts other cells in the same column down or cells in the
same row to the right to accommodate the new cells. Similarly, you can insert rows
above a selected row and columns to the left of a selected column. You can also
delete cells, rows, and columns.
Microsoft Excel has the following column and row limits: 16,384 columns wide by
1,048,576 rows tall.

Step 1. Choose the cell or numbers of cells where you want to add new cells. Meaning if you
want to add ten new cells then select ten cells on the worksheet.

Step 2. If you want to terminate any selection then simply click on any cell from the worksheet
to cancel the selection.

Step 3. Next, go to the Home tab and click on "Insert" from the Cells category.
Step 4. Now, click on "Insert Cells" to continue.

7. What do you mean by paste special?

Paste Special is a feature gives you more control of how the content is displayed or
functions when pasted from the clipboard. Paste special is typically found in
productivity software such as Microsoft Office and OpenOffice. It is very commonly
used in Word, Excel, Writer, and Calc to provide special formatting or calculations
when pasting content into a document.
For example, text copied from a Web page often retains much or all of
the HTML formatting, which may not match the colors, fonts, or other text formatting
being used in the document. By using Paste Special, you can choose to paste
unformatted text (doesn't have a different font, isn't bold, doesn't contain links, etc.).
Below is an example of the choices that are offered when using Paste Special in
OpenOffice.org Writer. Paste Special allows you several choices of how the text will
be formatted when pasted. In the same way, you can use this command in Excel or
Calc to copy formulas and calculations when pasting data into cells. From the File
menu, click Edit and then choose Paste special or Paste text to open a dialog box

8. What do you mean by freeze panes?

Freeze Panes is a feature in Microsoft Excel and other spreadsheet applications that allows a
row or column to lock in place, making it always visible when scrolling vertically or horizontally
through an open document. Freezing panes is very useful if your spreadsheet has a header row
that you want to be visible at all times.
How to use the Freeze Panes feature

Microsoft Excel 2010 and higher

1. Open the spreadsheet.
2. Click View.
3. In the View tab, click Freeze Panes and select the freeze option you want to choose.
For example, choose Freeze Top Row to freeze the top row.

9. What do you mean by Macro?

a) An Excel macro is a set of programming instructions stored in what is known
as VBA code that can be used to eliminate the need to repeat the steps of
 commonly performed tasks over and over again. Microsoft excel macro is a
useful tool in the hands of excel users.

b) A macro is typically used to replace a repetitive series of keyboard and mouse

actions and are common in spreadsheet and word processing applications like
MS Excel and MS Word. The file extension of a macro is commonly .MAC. 

c) An Excel macro is typically created by recording a sequence of keyboard and

mouse actions using the Macro Recorder.  A stored macro can then be
accessed from a menu list or from the toolbar and run by simply clicking. we
can also assign a hotkey to the macro for even faster access. Since macros can
be called automatically as soon as a digital document is loaded.
d) A macro is a stored series of commands and function that enables us to carry
out our routine faster.
e) Excel macro are easy to create. We can assign command button with a
specific name to get particular task done each time we need to do it. Thus
Microsoft excel macro is a valuable tool to carry out our routine tasks
conveniently.
Importance of Macro
• These repetitive tasks might involve complex calculations that require the use
of formulas or they might be simple formatting tasks - such as adding number
formatting to new data or applying cell and worksheet formats such as borders and
shading.
• While using macros can be a great time saver for repetitive tasks.
• The speed of the execution of the program is the great advantage of macro.
• It reduces the length of the program.
• Sometimes a spreadsheet has a process that has to be repeated with some regularity. You
can set up a macro to repeat that process easily without requiring you to go through all
the steps. Understand how to use macros in Excel to save time.
• Macro are used to perform the same task, the job will be much faster and convenient.
• Macro can be used for printing reports. In case of routine tasks using macro will be great
help.
• Macro can also facilitate the user in creating graph or charts.
• If the tasks of copying and pasting the data or making calculations based on the assigned
formulas are done repetitively.
 10. What is difference between work sheet and work book?

Worksheet

An Excel worksheet is a single spreadsheet that contains cells organized by rows and
columns. A worksheet begins with row number one and column A. Each cell can
contain a number, text or formula. A cell can also reference another cell in the same
worksheet, the same workbook or a different workbook. In Excel 2010, the maximum
size of a worksheet is 1,048,576 rows by 16,384 columns.
Workbook

A workbook is an Excel file that contains one or more worksheets. Each of the
workbook's worksheets are in separate tabs on the bottom of the Excel window. By
default, a new Excel workbook will contain three worksheets. You can switch
between worksheets by clicking on the worksheet's tab on the bottom of the Excel
window. In Excel 2010 the number of worksheets in a workbooks is limited only by
your computer's available memory.

Key Differences

 Excel Workbook is like a book that contains a number of pages while Excel Worksheet is a single
page or sheet of a workbook like a page in a book.
 Linking two worksheets is easier than linking two workbooks. The external workbook or data
that is linked to main workbook needs to be secure and in case of removal its link from main
workbook will be removed automatically.
 Workbook is not a place where we manipulate with data. It is worksheet or spreadsheet where
we edit, write and save data. Workbook is just the face or cover of worksheets.
 We can add as many worksheets as we want in a single workbook restricted to the memory of
our system. However, we can’t add workbook in other workbook easily.
 A workbook is a platform that holds the entire data while worksheet is a page of the workbook
that is actually holding a specific data.

11. What do you mean by auto filter?

Using Microsoft Excel’s AutoFilter feature is a quick and simple way to sort through larger
quantities of data. Filters support a variety of criteria with which to sort your data. To start, you'll
need to generate a dataset. Then all that’s left is selecting the target and activating AutoFilter by
pressing the "Filter" button located on the "Data" tab, and customizing the filter however you
like. This process can be mastered in minutes, ultimately increasing your Excel efficiency. The
basic Excel filter (also known as the Excel Auto filter) allows you to view specific rows in an
Excel spreadsheet, while hiding the other rows.
When the Excel auto filter is added to the header row of a spreadsheet, a drop-down menu
appears in each cell of the header row. This provides you with a number of filter options that can
be used to specify which rows of the spreadsheet are to be displayed.

12. What are the different options available in cell formatting?

In a Microsoft Excel worksheet, a single cell, or a contiguous range of cells, can be

formatted in a variety of ways in order to specify exactly how the cells contents
should display (e.g. currency, percent) and what they should look like (e.g. font,
color).

This Keynote Support tutorial first provides some important information about cells
formats, and then covers in detail the Format Cells window and the six formatting
category tabs of: Number, Alignment, Font, Border, Fill, and Protection.

Each cell in a worksheet can be formatted with many properties. However, we must point out
here that the format of a cell does not affect the actual value in the cell. Let us explain.

If a cell contains a math formula, especially one containing division, multiplication of decimals,
complex calculations, or an Excel function, the actual value that Excel computes may have a
large number of decimal places. But if the cell has been formatted to display fewer decimal
points - two in the case of currency - that is all that Excel will display. So, depending on the
situation, the value you see on the worksheet may not be the actual value for the cell. It may be a
rounded value. So keep this in mind when formatting cells.

13. What are the applications of spreadsheet program?

Spreadsheets are frequently used to record information and perform calculations on the
results of investigations and experiments.  In mathematics, spreadsheets are particularly
useful when a number of repetitive calculations need to be performed.  The main features
of the Microsoft® Excel spreadsheet are described below.  Open a new Excel spreadsheet to
help you identify the features described.

Rows, columns and cells

 Horizontal rows are labelled 1, 2, 3, 4, … and vertical columns are labelled A, B, C, D, …

 The intersection of a row and a column is called a cell.
 The cell at the intersection of column A and row 1 is referred to as A1.

Standard toolbar

The Standard toolbar provides easy access to frequently used functions such as save, cut, copy,
paste, etc.
Formatting toolbar

The Formatting toolbar provides easy access to commands such as bold, italics, font, alignment
of text, etc.

Creating a simple worksheet

Two of the data types that can be entered into the individual cells of the worksheet are:

 Text (labels) - used to make a worksheet more readable by identifying rows and columns.
 Numbers (values) - the numeric characters 0, 1, 2, 3, 4, 5, 6, 7, 8 and 9 are used to write
numbers in the cells. The numbers can also begin with a + or – symbol.

Erasing the contents of a cell

To erase the contents of a cell, move the cell pointer to the cell concerned and press the Delete
key. Note that if data is deleted accidentally, the last item deleted can be recovered by pressing
Ctrl + Z or by clicking the Undo button.

Finding the average of the contents of the cells

Adding the contents of the cells

Subtracting the contents of the cells

Multiplying and/or dividing the contents of the cells

14. What do you mean by formulas in MS- Excel? Explain the use of “IF” formula
with example.
A formula is an expression which calculates the value of a cell. Functions are predefined
formulas and are already available in Excel.
 Microsoft Excel is extremely powerful and versatile when it comes to calculating numbers
or solving math and engineering problems. It enables you to total or average a column of
numbers in the blink of an eye. Apart from that, you can compute a compound interest and
weighted average, get the optimal budget for your advertising campaign, minimize the
shipment costs or make the optimal work schedule for your employees. All this is done by
entering formulas in cells.
Before providing the basic Excel formulas list, let's define the key terms just to make sure we
are on the same page. So, what do we call an Excel formula and Excel function?
Formula is an expression that calculates the value of a cell.
For example, =A2+A2+A3+A4 is a formula that adds up the values in cells A2 to A4.

• Judging by the number of IF-related comments on our blog, it's the most popular function in
Excel. In simple terms, you use an IF formula to ask Excel to test a certain condition and return
 one value or perform one calculation if the condition is met, and another value or calculation if
the condition is not met:
• IF(logical_test, [value_if_true], [value_if_false])
• For example, the following IF statement instructs Excel to check the value in A2 and return "OK"
if it's greater than or equal to 3, "Not OK" if it's less than 3:
• =IF(A2>=3, "OK", "Not OK")

15. What is the use of conditional formatting in Ms-Excel? Explain with suitable
example.

Conditional formatting in Excel enables you to highlight cells with a certain color, depending on the
cell's value.

Conditional Formatting (CF) is a tool that allows you to apply formats to a cell or range of cells,
and have that formatting change depending on the value of the cell or the value of a formula. 
For example, you can have a cell appear bold only when the value of the cell is greater than
100.  When the value of the cell meets the format condition, the format you select is applied to
the cell.  If the value of the cell does not meet the format condition,  the cell's default formatting
is used. (By "default formatting", I mean the formatting that you set up using the normal
formatting tools, not necessarily the worksheet's default font and font size.)

A cell can have up to 3 format conditions, each with its own formats, in addition to the
default value of "no formatting".  This allows you to have different formats depending on
the value of the cell.  For example, if the value was greater than 200, you can display
the text in red, but if the value is between 100 and 200, display the text in green.  

Remember that Conditional Formatting is the same as adding one or more formulas to
each cell in which you use it, so applying Conditional Formatting to a large number of
cells may cause performance degradations.  Use caution when applying to to large
ranges.
 16. Explain spilt table, merge table, and cell.

Splitting and Merging Cells in a Table

You can split and merge cells in a table. Splitting cells is similar to adding a row or column, but
it all takes place in one cell instead of a group of cells. Merging cells, however, is similar to
deleting a cell and then adjoining it with a neighboring cell.

Splitting Cells in a Table

To split cells in a table, perform these tasks:

1. Place your mouse cursor in the cell you want to split.

2. Right-click and choose Cell, then Split Cell Horizontally or Split Cell Vertically,

depending on whether you want to split the cell into two columns or rows.

Merging Cells in a Table

To merge cells in a table, perform these tasks:

1. Place your mouse cursor in the cell to merge.

2. Right-click and choose Cell, then Merge Right or Merge Down, depending on whether

you want to merge the cell with the cell on its right or with the cell below it.

 In spreadsheet applications, a cell is a box in which you can enter a single piece of data. The
data is usually text, a numeric value, or a formula. The entire spreadsheet is composed of
rows and columns of cells. A spreadsheet cell is analogous to a field in database management
systems.  Individual cells are usually identified by a column letter and a row number. For
example, D12specifies the cell in column D and row 12.

A cell is the most basic storage unit available in a spreadsheet program such as Excel or
Google Spreadsheet. Data entered into spreadsheet program is always stored in a cell.

Cells can hold four basic types of information (data types):

 Numbers - which includes formulas, dates, and times;

 Text data - often referred to as text strings or just strings;
 Boolean values (sometimes called logical values) - TRUE or FALSE only;
 Error values - such as #NULL!, #REF!, and #DIV/0! - which are generated by the
program when it encounters a problem with the data in a cell.
 17. Pivot table in Ms-Excel.
a) The pivot table is one of Excel's most powerful -- and intimidating --
functions. Powerful, because it can help you summarize and make sense of
large data sets. Intimidating, because you're not exactly an Excel expert, and
pivot tables have always had a reputation for being complicated.

b) pivot table is a report that lets you, "summarize, analyze, explore, and present
a summary" of your data. And it is particularly useful "when you have a long
list of figures to sum, and aggregated data or subtotals would help you look at
the data from different perspectives and compare figures of similar data."

c) Being able to quickly analyze data can help you make better business
decisions. But sometimes it’s hard to know where to start, especially when
you have a lot of data. PivotTables are a great way to summarize, analyze,
explore, and present your data, and you can create them with just a few clicks.
PivotTables are highly flexible and can be quickly adjusted depending on how
you need to display your results. You can also create PivotCharts based on
PivotTables that will automatically update when your PivotTables do.

d) The "pivot" part of a pivot table stems from the fact that you can rotate (or
pivot) the data in the table in order to view it from a different perspective. To
be clear, you're not adding to, subtracting from, or otherwise changing your
data when you make a pivot. Instead, you're simply reorganizing the data so
you can extract useful information from it.
e) Pivot tables are one of Excel's most powerful features. A pivot table allows
you to extract the significance from a large, detailed data set.

18. Hlookup and Vlookup functions in Ms Excel.

• Vlookup function: VLOOKUP is an Excel function to lookup and retrieve data from a
specific column in table. VLOOKUP supports approximate and exact matching, and
wildcards (* ?) for partial matches. The "V" stands for "vertical". Lookup values must
appear in the first column of the table, with lookup columns to the right.
• Purpose 
• Lookup a value in a table by matching on the first column
• The matched value from a table.
• Syntax 
• =VLOOKUP (value, table, col_index, [range_lookup])
 Arguments 

• value - The value to look for in the first column of a table.

• table - The table from which to retrieve a value.

• col_index - The column in the table from which to retrieve a value.

• range_lookup - [optional] TRUE = approximate match (default). FALSE = exact match.

• Syntax

• The syntax for the VLOOKUP function in Microsoft Excel is:

• VLOOKUP( value, table, index_number, [approximate_match] )

19. Explain sum (), avg (), min () in ms-Excel.

sum ()
The first Excel function you should be familiar with is the one that performs the basic
arithmetic operation of addition:
SUM(number1, [number2], …)
In the syntax of all Excel functions, an argument enclosed in [square brackets] is
optional, other arguments are required. Meaning, your Sum formula should include at
least 1 number, reference to a cell or a range of cells. For example:
=SUM(A2:A6) - adds up values in cells A2 through A6.
avg ()
• The Excel AVERAGE function does exactly what its name suggests, i.e. finds an
average, or arithmetic mean, of numbers. Its syntax is similar to SUM's:
• AVERAGE(number1, [number2], …)
• =avg(A2:A6) – average cells A2 through A6.

min ()
• The MAX and MIN formulas in Excel get the largest and smallest value in a set of
numbers, respectively. For our sample data set, the formulas will be as simple as:
• =MAX(A2:A6)
• =MIN(A2:A6)

20. Explain the data types that can be entered in cell of worksheet.

Dates and Times

Dates are used in worksheets for tracking and calculating. On a simple time sheet, you might use
the date and time column to record each employees start and finish time. These two pieces of
information can also be used to calculate employee hours for payroll. Dates are typically entered
with a hyphen or slash separating the numbers, and, since the year 2000, it's recommended that
the year be represented with four numbers instead of the last two, to avoid confusion over which
century the date refers to.
Text

Text on a worksheet can represent bits of information or be used to name a column or row. The
use of text on your business worksheet provides clarity in the worksheet's purpose so anyone else
in the business can look at the spreadsheet and understand the information represented there.
Different types of text used on a worksheet can range from names of people to product names to
customer addresses. Some spreadsheet programs allow the user to enter up to 32,000 characters
in a text cell, but for the purpose of efficiency it's probably better to be concise.
Values

Values, or numbers, are used in many different ways on a business worksheet. You can use
whole-number values to represent how many of a certain product you have in your stock or how
much of something you've sold. Decimal number values are commonly used to enter employees'
hourly wages or percentages. The use of values on a worksheet is helpful in business accounting,
as well as simple tracking of such things as sales and revenue.
Formulas

Formulas are vital to many accounting worksheets, as well as payroll. The use of formulas in
your business worksheet allows you to add, subtract, multiply or divide information in one cell
by the values in another cell. More complicated formulas that use algebraic expressions and
other mathematical equations can also be used if that's what's best for your worksheet. The
purpose of a formula in your worksheet is to help you combine data from one or more other
category in your worksheet in the manner designed by the formula.

21. What do you mean by cell referencing? Explain different types of cell
referencing.
a) A cell reference refers to a cell or a range of cells on a worksheet and can be
used in a formula so that Microsoft Office Excel can find the values or data
that you want that formula to calculate. In one or several formulas, you can
use a cell reference to refer to: ... Data on other worksheets in the same
workbook.
 b) A cell reference, or cell address, is an alphanumeric value used to identify a
specific cell in a spreadsheet. Each cell reference contains one or more letters
followed by a number. The letter or letters identify the column and the number
represents the row.
c) In Excel, a cell reference points to a cell on a worksheet and can be used in a
formula so that Microsoft Office Excel can find the values that you want the
formula to calculate.
d) Cell reference is the format used for addressing a particular cell. Each cell is
created at the crossing of a row and a column. Therefore, every cell can be
uniquely addressed using the column and row number.
e) Excel addresses each cell with (Column Letter)(Row Number) format. For
example, cell C7 cell is located at the crossing of column C and row number
7.
f) A cell address is also called cell reference because Excel uses this cell address
to refer to a cell.

Cell references are helpful in two ways:

• 1) They provide an easy way to locate a specific value within a spreadsheet.

• 2) they are used in creating formulas.

• 3) You can use an absolute reference to keep a row and/or column constant.

In one or several formulas, you can use a cell reference to refer to:

• Data from one or more contiguous cells on the worksheet.

• Data contained in different areas of a worksheet.

• Data on other worksheets in the same workbook.

There are three types of cell references in Excel:

Relative

Absolute

Mixed

Relative Cell Reference

• Relative cell reference indicates that the reference will change if it is copied and pasted
elsewhere in the worksheet. Let’s understand it by example. Open a new worksheet and
enter the values in cells as follows:
 • This is the standard type of reference.

• By default, all cell references are relative references. When copied across multiple cells,
they change based on the relative position of rows and columns. For example, if you copy
the formula =A1+B1 from row 1 to row 2, the formula will become =A2+B2. Relative
references are especially convenient whenever you need to repeat the same calculation
across multiple rows or columns.

Absolute cell references

• Absolute cell reference means that the reference will not change if it is copied and pasted
somewhere else. For example, if you copy a formula containing absolute cell references
and paste it elsewhere, the references will still point to exactly the same cells as they
were pointing in formula’s original location.

• There may be a time when you don't want a cell reference to change when copied to other
cells. Unlike relative references, absolute references do not change when copied or
filled. You can use an absolute reference to keep a row and/or column constant.

• To make a cell reference absolute, just add $ sign before the column number or row
number or both of them:

• A2 = both column and row references are relative

• $A2 = column reference is absolute, row reference is relative

• A$2 = column reference is relative, row reference is absolute

• $A$2 = both column and row references are absolute

• You will generally use the $A$2 format when creating formulas that contain absolute
references. The other two formats are used much less frequently.

• When writing a formula, you can press the F4 key on your keyboard to switch between
relative and absolute cell references. This is an easy way to quickly insert an absolute
reference.

• Let’s understand it with the help of an example. Let’s use the same worksheet that we
created for the previous example. Type the following formula in cel

=($A$1*B1)l C7

• There may be times when you do not want a cell reference to change when filling cells.
Unlike relative references, absolute references do not change when copied or filled. You
can use an absolute reference to keep a row and/or column constant.
 • An absolute reference is designated in a formula by the addition of a dollar sign ($). It
can precede the column reference, the row reference, or both

Mixed Reference

• A mixed reference is a reference that refer to a specific row or column. For example, $A1
or A$1. If you want to create a mixed reference- press the F4 key on the formula bar two
or three times depending on whether you want to refer to row or column. Press F4 one
more time to go back to the relative cell reference.

• Mixed cell references are a combination of relative and absolute references.

• Just like in absolute cell references, in mixed cell references the dollar sign ($) is used to
refer to a specific cell that is fixed.

• An example of a mixed cell reference would be: $F4. This would mean that the the
column letter, F, is fixed, while the row number is allowed to be copied from cell to cell.

• Mixed cell reference occurs when we use both relative and absolute references to refer to
a cell. For example, A$1 is a mixed reference because the column name (A) is relatively
referred to and row number is absolutely referred to ($1). Similarly $C5 is also an
example of mixed reference.

22. What is difference between data sorting and data filtering? Explain using
suitable examples.
Sorting lists is a common spreadsheet task that allows you to easily reorder your
data. The most common type of sorting is alphabetical ordering, which you can do in
ascending or descending order

To sort in alphabetical order:

 Select a cell in the column you want to sort (In this example, we choose a cell in
column A).
 Click the Sort & Filter command in the Editing group on the Home tab.
 Select Sort A to Z. Now the information in the Category column is organized in
alphabetical order.
To sort from smallest to largest:

 Select a cell in the column you want to sort (a column with numbers).
 Click the Sort & Filter command in the Editing group on the Home tab.
 Select From Smallest to Largest. Now the information is organized from the
smallest to largest amount.
Filtering Data

The filter feature applies a drop down menu to each column heading, allowing you to select
specific choices to narrow a table. Using the above example, let’s say you wanted to filter your
table by Company and Salesperson. Specifically, you want to find the number of sales Dylan
Rogers made to Eastern Company.

To do this using the filter you would:

 Go to the Data tab on Excel ribbon

 Select the Filter tool
 Select Eastern Company from the dropdown menu
 Select Dylan Rogers from the Salesperson dropdown menu
 The Sort & Filter Tool

In addition to the right-click menu sorting option and the Filter tool on the Data ribbon, Excel
has a Sort & Filter tool that allows for custom sorting.In the following GIF, we can see how
the Custom Sorting tool can be used to sort date ranges or price ranges.

23. Name any two:

a) Mathematical function of excel.
Sum
average
b) Statistical function of excel.
Count
counta
24. Describe the following:
a) Range naming and using in functions

Naming Cells and Ranges

To make working with ranges easier, Excel allows you to name them. The name BookTitle, for
example, is easier to remember than the range reference B6:B21. Named ranges can be used to
navigate large worksheets. Named ranges can also be used in formulas instead of typing or
pointing to specific cells. When you name a cell or range, Excel uses an absolute reference for
the name by default, which is almost always what you want. You can see the absolute reference
in the Refers to box in the New Name dialog box. There are two types of names you can create
and use: defined name and table name. A defined name represents a cell, a range of cells,
formula or constant, while a table name represents an Excel table, which is a collection of data
stored in records (rows) and fields (columns). You can define a name for use in a worksheet or
an entire workbook, also known as scope. To accommodate long names, you can resize the name
box in the formula bar. The worksheet and formula bar work together to avoid overlapping
content.

Name a Cell or Range Using the Name Box

  Select the cell or range, or nonadjacent selections you want to name.

  Click the Name box on the formula bar.
  Type a name for the range.

A range name can include up to 255 characters, uppercase or lowercase letters (not case
sensitive), numbers, and punctuation, but no spaces or cell references.

By default, names use absolute cell references.

  To adjust the width of the Name box, point between the Name box and the Formula box
until the pointer changes to a horizontal double arrow, and then drag left or right.

  Press Enter. The range name will appear in the Name box whenever you select the range in
the workbook.
Let Excel Name a Cell or Range

  Select the cells, including the column or row header, you want to name.
  Click the Formulas tab.
  Click the Create from Selection button.
  Select the check box with the position of the labels in relation to the cells.

Excel automatically tries to determine the position of the labels, so you might not have to
change any options.

  Click OK.

Name a Cell or Range Using the New Name Dialog Box

   Select the cell or range, or nonadjacent selections you want to name.
  Click the Formulas tab.
  Click the Define Name button.
  Type a name for the reference.
  Click the Scope list arrow, and then click Workbook or a specific worksheet.
  If you want, type a description of the name.

The current selection appears in the Refer to box.

  Click the Collapse Dialog button, select different cells and click the Expand

Dialog button, or type = (equal sign) followed by a constant value or a formula.
  Click OK.

b) Auto-fill features

AutoFill is a very useful Excel feature. It allows you to create entire columns
or rows of data which are based on the values from other cells. In other words,
Excel compares the selected data and tries to guess the next values that will be
inserted.
Excel has a feature that helps you automatically enter data. If you are entering
a predictable series (e.g. 1, 2, 3…; days of the week; hours of the day) you can
use the AutoFill command to automatically extend the sequence. You can also
use this for formulas – set up the formula once, then use the AutoFill to
propagate it to the other cells.

The Excel Autofill feature can be used to populate a range of cells with either a repeat value, a
series of values, or just a cell format.

To use the simple Excel Autofill:

1. Enter a value into the start cell;

2. Use the mouse to drag the 'fill handle' (the small black square at the bottom right of the start
cell) across the range of cells to be filled;

3. When you drag the 'fill handle' across the range of cells to be filled, Excel will fill the selected
cells, by either repeating the value in the first cell or by inserting a sequence from the first cell
value (e.g. 1, 2, 3, ...);

4. Click on the 'Auto Fill Options' box, which will appear at the end of your selected range of cells.
This will give you the following different options:

 Copy Cells - copy the initial cell across the selected range;
 Fill Series - fill the selected range with a series of values (typically incrementing by 1),
starting with the initial cell value;
 Fill Formatting Only - fill the selected range with the formatting, but not the values of
the initial cell;
 Fill Without Formatting - fill the selected range with values, but do not copy the
formatting from the initial cell.
Select the option that you required for the filled cells.

Autofill Dates & Times

As dates and times are stored in Excel as numbers, these can also be used with the Excel
Autofill.

By default, if you just type in a single date or time and drag the fill handle, dates and times will
complete in a series, by adding one day (for dates), or one hour (for times). However, as with
simple numbers, you have the option of clicking on the 'Auto Fill Options' box, to select a
different type of Auto fill.

Times have the same four Auto fill options as are shown above, for simple numbers (i.e. Copy
Cells, Fill Series,Fill Formatting Only, Fill Without Formatting). However, for dates, there are
additional Auto Fill options. As well as the four options for simple numbers and times, there are
also the following:

 Fill Days - Look for a pattern in the day when filling the selected cells;
 Fill Weekdays - Look for a pattern in the day when filling the selected cells, but do not include
Saturdays or Sundays in the series;
 Fill Months - Look for a pattern in the month when filling the selected cells;
 Fill Years - Look for a pattern in the year when filling the selected cells.

 
25. How do we create a chart in Ms-Excel? Also describe different types of charts
available in ms- excel.

Chart is a medium to present the data in graphical visualization, and it is the most
important insight of the data. To present the data with perfect visualization and
appropriate information, we should always pre-decide on the information to be presented.

As appropriate charts lead to right decision, its necessary to use relevant charts. Refer
to the below process chart for appropriate charts:

• Charts and graphs are used to make information clearer and easier to understand.
Building charts and graphs is part of most people's jobs -- it's one of the best ways to
visualize data in a clear.
• Charts are used to display series of numeric data in a graphical format to make it easier to
understand large quantities of data and the relationship between different series of data.
• Charts and graphs are a great way of representing your data. Microsoft Excel 2010 offers
almost every chart type and makes it easier to draw them so that your data can quickly
understood in a graphical format. In this post you will learn what each chart and graph
represents and the additional functionality that you might not have heard about.
• To create a chart in Excel, you start by entering the numeric data for the chart on a
worksheet. Then you can plot that data into a chart by selecting the chart type that you
want to use on the Insert tab, in the Charts group.

Different types of charts available in ms- excel.

• Bar Graph Bar Charts are column charts that have fallen over on their side. The bars or
columns run horizontally along the page rather than vertically. The axes change as well—
the Y axis is the horizontal axis along the bottom of the chart, and the X axis runs
vertically up the left side. A bar graph is a graph that shows you information about two or
 more discrete objects, events, locations, groups of people, etc. You can use the bar graph
to make comparisons.
• Column Chart A column chart in Excel is just a bar graph where the bars are displayed
as columns. Instead of the labels or categories listed on the left, they are listed on the
bottom. The example below shows how you can set up the data table for creating a
column chart showing the number of apples eaten in a particular month.
• Pictograph A pictograph shows data using a series of pictures, where a picture
represents a number. The example below takes the same data used for the column chart
but uses pictures of apples, where one complete picture represents 5 apples eaten.
Pictographs can be a fun way to display information, and they are easy to create in Excel.
You first create a bar graph or column chart and then you edit the fill options for the bars
or columns.
• Line Graph A line graph is great for showing continuous change over time. For
example, you could use a line graph to watch the changes in temperature in the month of
March. If it is hotter one day than on the day before, the line will go up. If it is cooler, it
will go down. By analyzing the line graph, you can get a better idea of the changes that
took place as time went on. You can also easily determine when the value you are
graphing was highest or when it was lowest. Including 2 lines on the same graph lets you
visualize comparisons, such as the difference between the High and Low temperatures for
each day.
• Pie Charts A pie chart is a circular graph where the pieces of the pie are used to
represent a percentage of a whole. For example, if you took a survey of the students in
your class and asked them each about their favorite pizza, you could use the results to
make a pie chart that would show what toppings earned the most votes. In this case, each
triangle would represent a different topping. The triangle with the largest area would
represent the topping that got the most votes, while the toppings that got the least votes
would be represented by smaller triangles.
• Area Charts An area chart or area graph combines some of the characteristics of line
graphs with the characteristics of bar graphs. It looks like a line graph with shading
underneath the line. Sometimes, the shading can help add meaning to a line graph. For
example, if a line graph represented the height of water in a reservoir over time, shading
the area under the line could make the line graph look like actual water rising and falling.
• XY Graph (Scatter Plot) An X-Y graph, also called a coordinate graph or scatter plot, is
a graph that shows different ordered pairs on an X-Y axis (Cartesian coordinate system).
X-Y graphs are used to look at and find patterns in sets of data and to plot mathematical
formulas. The points on the graph may form a straight line or a curved line, and may be
connected with a line. Unlike bar graphs and line graphs, the line in an X-Y graph can
curve back on itself, forming complex patterns such as the spirograph shown on the right.
In some cases, the points may not form a line at all. They might just be shown as a bunch
of random dots scattered all over the place (thus the name).
• To plot a point on graph paper, you first need to draw the coordinate system and then you
simply find the point's x-coordinate, move straight up or down the line to its y-
coordinate, and draw a point. To create a scatter plot in Excel, you first create a simple
table with one column for listing the X-coordinates and a second column for the Y-
coordinates, select the data table, then insert the scatter chart by choosing it from a menu