Ms Excel

AIM:
Students should be able to create, open, save the application documents and format them
as per the requirement.Some of the tasks that may be practiced are Managing the worksheet
environment, creating cell data, inserting and deleting cell data, format cells, adjust the cell size,
applying formulas and functions, preparing charts, sorting cells. Students should submit a user
manual of the Spreadsheet application considered.

PROCEDURE:

This is the Title Bar. It gives the name of the program and the title of the workbook you
are using. Since we have just opened up a new workbook and have not saved it with a name, the
default title is Book1.

The Office Logo Button is located at the upper left of the Title Bar. Clicking on it will
open a dropdown menu that contains many of the Menu items that used to appear under File in
prior versions of Excel.Right beside the Office Button is the Quick Access Toolbar. You can
Add or subtract commands to the toolbar by simply clicking/ on them in the list.

Next we have the Ribbon. The Ribbon has seven Tabs that give instructions to the
software. The Ribbon Tabs begin with Home and continue with Insert, Page Layout,
Formulas, Data, Review, and View. On the right-hand end, there is an icon for the Help Menu,
Minimize, Restore Down, and Close.

Clicking on one of these Tabs will open the Group. The Group that belongs to each Tab shows
related Command items together. You may then choose a Command.
When Excel is opened, a workbook appears with three worksheets. Each worksheet contains
columns and rows. There are 1,048,575 rows and 16,384 columns. The combination of a column
coordinate and a row coordinate make up a cell address. For example, the cell located in the
upper left corner of the worksheet is cell A1, meaning column A, row 1. The cell address is
visible in the Name Box.
Place your cursor in the first cell, A1. The formula bar will display the cell address in the Name
Box on the left side of the Formula bar. Notice that the address changes as you move around the
sheet. You can easily move from cell to cell by pressing tab or using the arrow keys.
A cell can contain any of the following:
 A number (and any associated punctuation, such as decimal points, commas, and
currency symbols).
 Text (including any combination of letters, numbers, and symbols that aren't number-
related).
 A formula, which is a math equation.
 A function, which is a named equation that shortcuts an otherwise complex operation.

Creating a New Workbook

It is easy to create a new workbook! Simply, click on Office Button – New and click on
Blank Workbook to create a new workbook.

Creating a New Worksheet

Creating a new worksheet is just as easy. By default, each Excel workbook contains three
worksheets. Three tabs displaying Sheet 1, Sheet 2, and Sheet 3 will be displayed at the bottom
of the workbook to indicate the separate sheets. To add a new worksheet, simply click on the tab
after the tab that says Sheet 3.
Navigating and Selecting
Moving around a worksheet is easy! You can easily move from cell to cell by using the
arrow keys or pressing tab (will move the cursor to the right) or shift-tab (shift-tab will move you
to the left). You can also use your mouse to click within a cell which will select that cell.
Sometimes you will want to select a range of cells.
A range is referenced by the upper left and lower right cells. For example, the range of cells B1,
B2, C1, and C2 would be referred to as B1:C2.

Entering and Editing Data

Let’s learn how to enter data into your worksheet. First, you place the cursor in the cell in which
you would like to enter data. Then you type the data and press Enter.
You can also edit information in a cell by double-clicking in a cell or by clicking in the formula
bar. Try these two options.
Inserting Columns and Rows
If you don't plan your worksheet layout correctly, you might end up with too many or too few
rows or columns in a certain area. You can always move data around in the sheet to help with
this, but sometimes it's easier to simply insert or remove columns or rows.

Formatting Columns and Rows

Often you will need to change your columns and rows in order for text to fit or for the
text to fit on the page correctly. There are a number of different methods one can use to do this.
Let’s start with columns.
Column Width: The formatting that is unique to columns is Column Width. Column Width is
measured in characters. A column's width can be from 0 to 255 characters, which is a really
wide column! Decimal values are allowed. In fact, the default size is 8.43 characters.
A width of 12, for example, means the column is wide enough for 12 average characters, using
whatever you chose as the Standard font. The default is Calibri 11 pts. To change the font from
the default, go to Tools-Options-General-Standard font.
Column Width

Be careful when you set a column's width with AutoFit. The column may wind up wider
than you expected. Any text will be on a single line in its cell. No matter how long the text is! If
you accidentally find you've widened a cell out of sight to the right, use Undo.(My favorite
button!) Then resize the column with another method.

Column Width - Drag

Dragging is a natural method of adjusting column width. But since you can't see the
change until you release the mouse button, it may take you several attempts to get a satisfactory
width.
Row Height
T he only unique formatting for rows is Row Height. Row Height is measured in points,
like font size, from 0 to 409 points. A row height of zero hides the row.
The default setting for Row Height is AutoFit. The row height adjusts to the largest font size in
the row.
AutoFit will leave a little white space, called the cell padding, between the text in the cell and
the cell edges. When Arial 10 pt. is the Standard Font, the Row Height is 12.75 points. You may
find that this looks a bit crowded when the gridlines are shown. If you don't print the gridlines,
your paper version will look OK.

Deleting vs Clearing a Cell

Many beginners get confused about clearing versus deleting in Excel, so let's look at this
concept briefly. When you clear the content from a cell, the formatting for that cell is still there.
It may be helpful to think of an Excel worksheet as a stack of empty cardboard boxes, each one
with its open side facing you. You can put something into a cell or take something out. When
you take something out of a cell, it's called clearing its content. The cell itself remains in the
"stack," but it's now empty.

To clear the content from a cell:

1. Press Delete on the keyboard.
2. Right-click the cell and then select Clear Contents.
3. On the Home tab, in the Editing group, select Clear > Clear Contents.

Unfortunately, clearing a cell's content doesn't clear its formatting.

To clear formatting:
1. On the Home tab, in the Editing group, select Clear > Clear Formats
2. To clear both contents and formats at once, select Clear All.

In contrast, deleting the cell removes the cell itself from the stack and makes the surrounding
cells shift. Think about what happens when you pull a box out of a stack of boxes -- the boxes
above it fall down one position, right? It's the same thing with Excel cells, except it's reverse-
gravity (cells fall up rather than down), and you have the choice of making the remaining cells
shift up or to the left. Let’s look at how this works.

Filling Cells Automatically

You can use Microsoft Excel to fill cells automatically with a series. For example, you
can have Excel automatically fill in times, the days of the week or months of the year, years, and
other types of series. Days of the week and months of the year fill in a similar fashion.
Merging Cells
Sometimes, rather than having text wrap in a cell, you will actually want the text to run
across the width of the data. Usually when making a spreadsheet, you need to create a heading
for the sheet. This heading should run across the width of your data. To do this, one must merge
the cells across the width of the data.

Performing Mathematical Calculations

Let’s add a column of numbers using the AutoSumButton . To select the AutoSum button
choose Home > Editing > and automatically add a column of numbers.
What's a formula?

A formula is an equation that performs some type of operation and issues a result. In Excel,
formulas always begin with an equal sign. Here are some formula examples:
 =2+6: This formula is strictly math. If you place this formula in a cell, the cell displays 8.
 =A1+6: Same as the preceding, but this time you're adding 6 to whichever value is in cell
A1 and displaying the result in the cell into which you enter this formula. This formula
does not change A1's contents.
 =A1+A2: Same thing again, but you're adding the contents of cell A1 to the contents of
cell A2.
 =A1+A2-A3: In this example, multiple cells are referenced.
Here are the symbols you can use in formulas to indicate mathematical operations:
 +: Addition
 -: Subtraction
 *: Multiplication
 /: Division

More Formula Examples

The math operators in Excel have an order of operation, just like in regular math. The order of
operation is the order in which they're processed when multiple operators appear in the same
formula. Here are the rules that determine the order:
1. Any operations that are in parentheses, from left to right
2. Multiplication (*) and division (/)
3. Addition (+) and subtraction (-)
Parentheses override everything and go first. So, if you need to execute an operation out of the
normal order, you place it in parentheses. Now let's try some formula examples that refer to cells
and use math operations. For this exercise, enter the following values in cells in a blank
worksheet:
A1: 12 A2: 6 A3: 4 A4: 9