CS-101 Introduction to Computer App.

Experiment # 2

Familiarization with Microsoft Excel

Performed on: _____________

Student Name:
Roll Number:

Maximum Marks Performance = 05 Viva = 05 Total = 10

Marks Obtained
Remarks (if any)

Experiment evaluated by

Instructor Name: M. Arsalan Pervez

Signature and Date:

Copyright © Department of Electrical Engineering – Usman Institute of Technology

 Familiarization with MS-Excel| page 2
Theory

This section is for users with no knowledge of Excel.

Microsoft Excel is one of the most used software applications of all time. Hundreds of millions of
people around the world use Microsoft Excel. You can use Excel to enter all sorts of data and
perform financial, mathematical or statistical calculations.

This section explains the basics of Excel.

1 Ribbon: Excel selects the ribbon's Home tab when you open it.

2 Workbook: A workbook is another word for your Excel file. Excel automatically creates a blank
workbook when you open it

Open an Existing Workbook

To open a workbook you've created in the past, execute the following steps.

1. Click on the green File tab.

What you see next is called the backstage view and it contains all the workbook related commands.

2. Recent shows you a list of your recently used workbooks. You can quickly open a workbook
from here.
 Fam iliarization with MS-Excel| page 3

3. Click Open to open a workbook that is not on the list.

Close a Workbook
If you are new to Excel, it's good to know the difference between closing a workbook and closing
Excel. This can be confusing in the beginning.

1. To close an Excel workbook, click the lower X.

2. If you have multiple workbooks open, clicking the upper right X closes the active workbook. If
you have one workbook open, clicking the upper right X closes Excel.

Create a New Workbook

Although Excel creates a blank workbook when you open it, sometimes you want to start all over
again.

1. To create a new workbook, click New and then click Create.

 Fam iliarization with MS-Excel| page 4

.3 Worksheets: A worksheet is a collection of cells where you keep and manipulate the data. By
default, each Excel workbook contains three worksheets.

Select a Worksheet
When you open Excel, Excel automatically selects Sheet1 for you. The name of the worksheet
appears on its sheet tab at the bottom of the document window.

To select one of the other two worksheets, simply click on the sheet tab of Sheet2 or Sheet3.

Rename a Worksheet
By default, the worksheets are named Sheet1, Sheet2 and Sheet3. To give a worksheet a more
specific name, execute the following steps.

1. Right click on the sheet tab of Sheet1.

 Familiarization with MS-Excel| page 5
2. Choose Rename.

3. For example, type Sales 2010.

Insert a Worksheet
You can insert as many worksheets as you want. To quickly insert a new worksheet, click the
Insert Worksheet tab at the bottom of the document window.

Result:

Move a Worksheet
To move a worksheet, click on the sheet tab of the worksheet you want to move and drag it into
the new position.

1. For example, click on the sheet tab of Sheet4 and drag it before Sheet2.
 Fam iliarization with MS-Excel| page 6

Result:

Delete a Worksheet
To delete a worksheet, right click on a sheet tab and choose Delete.

1. For example, delete Sheet4, Sheet2 and Sheet3.

Result:

Copy a Worksheet
Imagine, you have got the sales for 2010 ready and want to create the exact same sheet for 2011,
but with different data. You can recreate the worksheet, but this is time-consuming. It's a lot easier
to copy the entire worksheet and only change the numbers.

1. Right click on the sheet tab of Sales 2010.

2. Choose Move or Copy...

 Fam iliarization with MS-Excel| page 7

The 'Move or Copy' dialog box appears.

3. Select (move to end) and check Create a copy.

4. Click OK.

Result:

4 Format Cells: When we format cells in Excel, we change the appearance of a number without
changing the number itself.

1. Enter the value 0.8 into cell B2.

 Fam iliarization with MS-Excel| page 8

By default, Excel uses the General format (no specific number format) for numbers. To apply a
number format, use the 'Format Cells' dialog box.

2. Select cell B2.

3. Right click, and then click Format Cells (or press CTRL + 1).

The 'Format Cells' dialog box appears.

4. For example, on the Number tab, select Currency.

 Fam iliarization with MS-Excel| page 9

Note: Excel gives you a life preview of how the number will be formatted (under Sample).

5. Click OK.

Cell B2 still contains the number 0.8. We only changed the appearance of this number, not the
number itself. The most frequently used formatting commands are available on the Home tab.

6. On the Home tab, in the Number group, click the Percentage symbol, to apply a Percentage
format.

7. On the Home tab, in the Alignment group, center the number.

 Fam iliarization with MS-Excel| page 10

8. On the Home tab, in the Font group, change the Font color.

9. On the Home tab, in the Font group, add borders.

5 Templates: Instead of creating an Excel workbook from scratch, you can create a workbook
based on a template. There are many free templates available, waiting to be used.

Instead of creating an Excel workbook from scratch, you can create a workbook based on a
template. There are many free templates available, waiting to be used.

Existing Templates
To create a workbook based on an existing template, execute the following steps.
 Familiarization with MS-Excel| page 11
1. On the green File tab, click New.

2. To choose a template from one of the sample templates (these are already installed on your
computer), click on Sample templates.

3. To choose a template from the Office.com Templates, click a category. For example, click
Calendars.
 Familiarization with MS-Excel| page 12
4. To download a template, select a template and then click Download.

Excel creates a workbook (UniversalCalendar1.xlsx) based on this template. Excel also stores the
template (UniversalCalendar.xltx) in the Templates folder. You can access this folder by clicking
on My templates (see first picture). Read on for more information about the Templates folder.

Create a Template
If you create your own template, you can safely store it in the Templates folder. As a result, you
can create new workbooks based on this template without worrying that you overwrite the original
file.

To create a template, execute the following steps.

1. Create a workbook.

2. On the green File tab, click Save As.

3. Enter a file name.

4. Select Excel Template (*.xltx) from the drop-down list.

 Fam iliarization with MS-Excel| page 13

Excel automatically activates the Templates folder. Notice the location of the Templates folder on
your computer. It's usually located here:

C:\Users\<username>\AppData\Roaming\Microsoft\Templates

5. Click Save.

To create a workbook based on this template, execute the following steps.

6. On the green File tab, click New.

 Familiarization with MS-Excel| page 14
7. Click My Templates.

Availabl e Templ at e s
@, Saye A›

Open

Info

Recent fieEEn- Szmple Neu/fiom

temul'ttes tem§'late s

Ofice.co m Te mp ble s hC
tote

Print

Save8Send

Agenda; Bcot Budgets Calendar Cnds

H'e:p

8. Select WeddingBudget.

9. Click OK.

Excel creates a workbook (WeddingBudget1.xlsx) based on this template.

Note: to edit a template, on the green File tab, click Open to open the template. Edit the file and save the file to its
original location.
 Familiarization with MS-Excel| page 15
6 Data Validation: Use data validation in Excel to make sure that users enter certain
values into a cell.

Data Validation Example

In this example, we restrict users to enter a whole number between 1 and 8.

Create Data Validation Rule

To create the data validation rule, execute the following steps.

1. Select cell C2.

2. On the Data tab, click Data Validation.

On the Settings tab:

3. In the Allow list, click Whole number.

4. In the Data list, click between.

 Familiarization with MS-Excel| page 16
5. Enter the Minimum and Maximum values.

Input Message
Input messages appear when the user selects the cell and tell the user what to enter.

On the Input Message tab:

1. Check 'Show input message when cell is selected'.

2. Enter a title.

3. Enter an input message.

 Fam iliarization with MS-Excel| page 17

Error Alert
If users ignore the input message and enter a number that is not valid, you can show them an error
alert.

On the Error Alert tab:

1. Check 'Show error alert after invalid data is entered'.

2. Enter a title.

3. Enter an error message.

4. Click OK.

Data Validation Result

1. Select cell C2.
 Familiarization with MS-Excel| page 18
2. Try to enter a number higher than 8.

Result:

Note: to remove data validation from a cell, select the cell, on the Data tab, click Data Validation,
and then click Clear All..

7 Protect: Encrypt an Excel file with a password so that it requires a password to open it.

1. Open a workbook.

2. On the green File tab, click Save As.

3. Click on the Tools button and click General Options.

 Fam iliarization with MS-Excel| page 19

Hid• Falder:
[
Web Options...
G'eneral Options.„
C ompres s Piñur•s...

4. In the Password to open box, enter a password and click OK.

Generaltoptions

OK

5. Reenter the password and click OK.

Note: this feature also encrypts your Excel file. If you lose or forget the password, it cannot be
recovered.
 Familiarization with MS-Excel| page 20
6. Enter a file name and click Save.

Functions
Discover how functions in Excel help you save time.

1 Count and Sum: The most used functions in Excel are the functions that count and sum. You
can count and sum based on one criteria or multiple criteria.

Count
To count the number of cells that contain numbers, use the COUNT function.

Countif
To count cells based on one criteria (for example, higher than 9), use the following COUNTIF
function.
 Fam iliarization with MS-Excel| page 21

Countifs
To count cells based on multiple criteria (for example, green and higher than 9), use the following
COUNTIFS function.

Sum
To sum a range of cells, use the SUM function.

Sumif
To sum cells based on one criteria (for example, higher than 9), use the following SUMIF
function (two arguments).
 Fam iliarization with MS-Excel| page 22

To sum cells based on one criteria (for example, green), use the following SUMIF function (three
arguments, last argument is the range to sum).

Sumifs
To sum cells based on multiple criteria (for example, blue and green), use the following SUMIFS
function (first argument is the range to sum).

General note: in a similar way, you can use the AVERAGEIF and AVERAGEIFS function to
average cells based on one or multiple criteria.

2 Logical: Learn how to use Excel's logical functions such as the IF, AND and OR function.
 Familiarization with MS-Excel| page 23
The IF function checks whether a condition is met, and returns one value if TRUE and another
value if FALSE.

1. Select cell C2 and enter the following function.

The IF function returns Correct because the value in cell A1 is higher than 10.

And Function
The AND Function returns TRUE if all conditions are true and returns FALSE if any of the
conditions are false.

1. Select cell D2 and enter the following formula.

The AND function returns FALSE because the value in cell B2 is not higher than 5. As a result
the IF function returns Incorrect.

Or Function
The OR function returns TRUE if any of the conditions are TRUE and returns FALSE if all
conditions are false.

1. Select cell E2 and enter the following formula.

The OR function returns TRUE because the value in cell A1 is higher than 10. As a result the IF
function returns Correct.
Q1: Covert the name in to e-mail address by using auto fill it should look like as shown in option 1

s.no Name E-mail address

1 Naveed Haq [email protected]
2 Ali Ahmed ?
3 Kareem Ali ?
4 Junaid Jamshed ?

Q2: insert spark lines on the data given below

s.no Dat
a
1 3 6 8 10
2 5 8 10 11
3 2 1 5 4

Q3: Write the number given below in excel sheet and apply remove duplicate function to
remove values that are repeating take a snap shot while applying function.
1,2,4,5,6,7,8,2,4,5,8,9,10,11,24
Q4: For Following Data perform Text to Column operation Take snap shot before and after
performing task

Q5: For the given table apply filter to data

s.no Name Roll Numbers Sec

1 A 12 A1
2 B 14 A2
3 C 15 A3
4 D 17 A4

Q6: By using data validation tool assign suitable designation to each employee
S.no Name
1 Fahad
2 Naveed
3 Javaid
4 Ahmed
5 Zubair

Table A: List of employees

s.no Designation
1 Manager
2 Office supervisor
3 Project manager
4 Finance manager
5 Procurement manager

Table B: list of Designation