Excel 97/2000

An advanced spreadsheet program (software package), which is developed by Microsoft

Company of USA. A program that is similar to the previous version such as Lotus. But in this program
the rows and column labels are more. Using this program we can make balance sheet, production cost,
income statement, reconciliation statement, graphs, mark sheet, data processing, mathematical operation
etc. A spreadsheet is sometimes called worksheet is like a blank paper made up of rows, columns cells
with gridlines. It has more workbooks and each workbook contains various sheets.

Launching Excel program

 From the start menu click on programs.
 Select the MS-Excel and click on it.
OR
 From the start menu click on Run.
 Type excel and click on OK button.
(After this You will enter into the excel environment)

Formula Bar

Cell Pointer
Columns

Rows

Status Bar

Cell
A cell is an intersection of row and column. Each rectangular area in the Excel's screen is called
cell. It is the basic unit of the worksheet in which you store data. The highlighted rectangular part
adjusted at the first cell of the screen is called cell box which works as the cursor in excel program. For
example cell A1 is first column A and row number 1. Thus A1 is intersection of column first column A
and row number 1.
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Worksheet
The worksheet is the basic tools for all the work you do with Excel you develop spreadsheet
models, create graphs, and store and query database information using the worksheet.

Workbook
A group of worksheet forms a workbook file, the numbers of worksheets are not more than 255.
Cell Pointer
A rectangular highlight that identifies the current cell is known as cell pointer.

Cell Address or Cell Reference

A cell address or cell reference consists of its column letter and row number: for example, C6
identifies the cell at the intersection of column C and row 6.

Formula Bar
It is the standard place where we edit the data and formula. However, you can directly edit the
data and formula at their original cell.

Row
There are 65536 rows (labeled 1 through 65536) in a excel worksheet file. The default row
height is 12.75 point and range is 0 to 409. If the row height is 0, the row is hidden.

Column
A worksheet consists of a grid of 256 columns (labeled A through Z, AA to AZ, BA to BZ and so
on to IV). The default column width is 8.43 point and width is 0 (zero) through 255. This number
represents the number of characters that can be displayed in a cell formatted with the standard font. If
the column width is 0, the column is hidden.

Entering Text
We can type a descriptive column or row headings, which is considered text entry. By default
text is left align. But we can change the text position i.e. flush left, right, center by picking one of the
corresponding alignment buttons from the format toolbar.
 Move the cell pointer (the current cursor position on the spreadsheet that moves around the
spreadsheet when you use mouse or arrow keys).
 Type the text [sno]
 Press enter key or right arrow key to store text on the active cell.
 Repeat this process again & again to store next data.
Entering Number
We can directly enter required number on the cell like 1,2,3 & so on. By default numbers are right align.

Entering Formula
Formulas establish relationships between two or more than two cells. You can directly type =12*10 to
display product value.
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Creating a simple workbook

Saving information
 Open or prepare as above. From the file menu choose save command or from the standard toolbar
choose save button.
 In the name text box type the name of file
 If needed change the folders by clicking save in spin wheel button where you want to store
information
 Click on save button.

Save as
Use to save already saved file in next file name or export a file in another file format.

To close single/multiple file at a time

 From the file menu choose close command to close current running file from the workbook.
 If current running file is not save, excel provides a message "do you want to save changes you made
to "book1" [yes] [no] [ cancel]
 Choose yes to save & close.
 Choose no to close file without saving.

Loading selected workbook on the running windows

 From the file menu choose open command or choose open button from the standard toolbar.
 List of previously created files appears.
 From the file listing box select name of file or in the file name text box, type the name of file which
you have to open.
 Click on open button or double click on selected file

To open new blank workbook

 Open the file menu and choose new command
 Double click on workbook icon to open new blank workbook where you can enter next information.

Save Workspace
To save a particular arrangement of all open workbooks window are known as workspace. When you
open a workspace file, excel opens all the workbooks that you have already recorded in the workspace
file.
 Open multiple workbook windows
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 From the window menu choose arrange command

 Choose tile or cascade option & Click on ok button
 From the file menu, choose save workspace command
 Excel suggests resume. xlw as the name of workspace file.
 Type the name of workspace file then choose save button.

Properties
Use to display properties dialog box showing information about the active file including title, author,
content, dates file location, file capacity etc.
 From the file menu choose properties command to display properties dialog box
 Choose close button to clear properties dialog box

Setting up Pager size, Margins & page orientation.

It is suggested that before start working with any worksheet, one should have to define the paper size,
margins and page orientation.
 Click on file menu and choose page setup command. Click on page tab
 Click on paper size dropdown arrow and select required paper size.
 Click on margin button and set the required margins i.e. left, right, top, center
 Click on ok button

Print Preview
Use to display the preview option of windows where you can see how each page is printed. It provides
opportunity to examine the layout of document formatting and contents before print out.
 Open the file menu and choose print preview command to display previewing windows
 Click on close button to clear previewing window.

Printing worksheet data/active sheet/selected range of data

 Open the file menu and choose print command
 Click on required option i.e. selection, selected sheet, workbook
 In the copies box select no of copies how many copies you want to print.
 If you want to print group of pages, enter the group of pages i.e. 1-10 & click on OK button.

Selecting rows/columns/cells
 Move the mouse pointer to the required cells and click it to select single cell.
 Move the mouse pointer to the column heading and click it to select single column or press ctrl space
key to select active column.
 Click on required row number to select single row or press shift space key to select active row.
 Move the mouse pointer to the required location and hold down left button of mouse then increase
area to select group of cells (drag) or hold down shift key and use appropriate arrow key i.e. left,
right, up, down.

To select non-continuous rows/columns

 Click on required row number or column heading to select single row or column
 Hold down ctrl key then click on required row number or column heading to select next column or
row without cancel the previous selection.

Moving cell pointer in active workbook area

 Right arrow jump one column right
 Left arrow jump one column left
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 Down arrow One row down

 Up arrow One row up
 Pg up One screen up
 Pgdn One screen down
 End and DN arrow End of rows 65536
 End and UP arrow beginning of row 1
 End and RT arrow end of columns IV
 End LT arrow beginning of column A

Moving cell pointer in specified location

 Click on edit and click on go to.
 Enter the cell address [e.g. a10] and click on OK button.
 You can select specified location by clicking specified.

Editing cell content

 Position the cell pointer in required location whose cell contents you have to change.
 Double click in to display cursor or Press F2 key to display active cell contents on the formula bar
with cursor.
 Make a necessary change and enter key to store revised entry.

Moving cursor while you are editing text

 Right Arrow Jump cursor one character right
 Left Arrow Jump cursor one character left
 End Jump cursor end of word
 Home Jump cursor beginning of word
 Del Delete character at the cursor
 Backspace Delete character preceding of cursor.

Undo : Cancel the last several modified action such as typing, editing, formatting etc.
 From the edit menu choose undo command or press ctrl Z key

Repeat: Cancel the undo operation or vice versa.

 From the edit menu choose repeat command to cancel undo operation.

Copying, cutting and pasting worksheet data:

Use cut and paste feature to move the group of worksheet data from one range to another or copy and
paste feature to duplicate range of selected worksheet data in specified location.

Moving worksheet data

 Select the range of data or formula that you have to move.
 Open the edit menu and choose cut command or press ctrl+X.
 Move the cell pointer to the required location where you want to place the contents.
 Choose paste command from the edit menu or press ctrl+V command.

Copying cell content or formula

 Select the range of data and choose the copy command from the edit menu.
 Copying border appears around the selected range of worksheet data.
 Move the cell pointer to the destination Location
 From the edit menu choose paste command
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Paste special : Use to copy formatting or values from one location or another without changing the data
values in the paste range. Using this command you can also transpose a range or worksheet data. This
operation copies data from rows to columns or columns to rows.

Copying format/values
 Select the data and put it on the clipboard.
 From the edit menu choose paste special command
 Paste special dialog box appears on the screen.
 Choose format or values or transpose option & click on ok button

Fill : To fill the series of numbers/ name of days/ months or copying the contents of single cell located at
the beginning or end of the range.

Filling range
 Type the number or text on any cell
 Select the range where you have to fill from the edit menu choose fill command
 Fill options appears
 Choose required option i.e. left, right, up or down

Filling days/months
 Type the first day [Sunday] on any cell
 Select range & choose fill command from the edit menu choose.
 Click on series option & click on auto fill option box
 Choose ok button

Filling series of numbers

 Type the initial number on any cell
 Select range where you have to fill series of numbers
 From the edit menu choose fill command then choose series option
 Type the step value then choose ok button
Justify
To break and realign long text entries within the range of selected cells.
 Type the long text on any cell
 Select range of cells consisting of long text entries
 From the edit menu choose fill command then click on justify option

Clear
To remove the selected contents/formats or comment text from the selected range of cells
 Select the data range & from the edit menu choose clear command
 Click on contents to remove labels
 Click on format to remove border line
 Click on comment to remove explanation word

Deleting sheet from the active workbook

 Select required sheet that you have to remove.
 From the edit menu choose delete sheet command.
 MSG selected sheet will be permanently deleted.
 Choose ok to delete and choose cancel to cancel delete operation
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Delete : Sometimes we have to delete selected rows/columns or cells from the active sheet. When we do
this excel automatically shift other cells up or left to fill the deleted area.

Deleting rows/columns
 Select range of rows/columns or move the cell pointer to the destination location that you have to
remove
 From the edit menu choose delete command.
 Select one of them.
 Shift cell up to delete selected cells and moves
remaining cells up.
 Shift cell left to delete selected cells and moves other cells
left.
 Entire row to delete selected row and moves
remaining rows up.
 Entire column to delete selected columns and moves remaining columns left.
 Click on ok button to perform selected action.

Move or copy sheet

Use move sheet command to change the position of selected sheet between 1 to 16 and copy sheet to
transfer data from active sheet to another duplicated sheet.

Moving sheet
 Select sheet whose position you have to change.
 From the edit menu choose move or copy sheet command.
 From the sheet listing box select position of sheet & click on ok button

Duplicating sheet
 Select sheet that you want to duplicate
 Click on edit, move or copy sheet.
 From the sheet listing box select required position of sheet where you have to display duplicated
sheet.
 Click on create a copy check box and click on ok button

Searching text or number on the active

workbook window
 Make a new workbook or open an existing
workbook that contains text or numbers
 Click on edit, find.
 In the find what text box type the text or
specific number that you want to search
 Click on find next button.
 The first instance appears in the
highlighted form.
 Click on find next button again & again to search next occurrence of text and at last click on OK.

Searching specified text/numbers and replacing them by another entry

 Click on edit, find.
 In the find what box type the search item.
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 In the replace with text box type the replacement text/number.

 Click on find next button.
 Click on replace button to change found text by another entry
 Ignore button leave unchanged. Replace all buttons to change all at once. Click on ok button

Goto. To move the cell pointer in particular location

 Edit->goto
 In the reference text box type desired cell address then choose ok button

View Menu :
Normal : To close page breaks preview and return in regular or default views.
 From the view menu choose normal command

Page break preview : Use to display page break

preview window of active worksheet where
you can see multiple pages at a time.
 From the view menu choose page break preview

Toolbar : A set of command buttons which you can

use to perform specific tasks.
 From the view menu choose toolbar command
 List of in-built toolbars appears
 move the mouse pointer over the required
toolbar's name and click it to hide or display
Formula bar : A horizontal bar that appears at the
top of column's headings where active cell contents are displayed.
 From the view menu choose formula bar command
Status bar
A horizontal bar that appears at the bottom of active workbook windows that shows the current status of
workbook.
 From the view menu choose status bar command

Full Screen
 To switch spreadsheet in full screen view that shows more information on the screen without toolbar.
 From the view menu choose full screen command.

Zoom
 Enlarging or reducing the display size of active workbook
windows.
 From the view menu choose zoom command
 Select required option and choose ok button

Header/Footer : Use to add new text or edit an existing text

that repeats at the top of every pages is header and bottom of every pages is footer for the entire
workbook windows
 Open an existing workbook or develop a new workbook.
 From the view menu choose header/footer command.
 Click on custom header button.
 Click on center selection text box.
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 Type the header text "RESTRICTED:

 Click on ok button. Click on custom footer button
 Select required alignment and type the footer text "RESTRICTED"
 Click on ok button. Again click on ok button to close header/footer dialog box

Cell: Use to insert extra rows/columns or selection of cells into a worksheet. When we insert any rows
or columns excel automatically shift other cells right or
down to makes a room for the insertion.
 Select row or column that to where you want to insert.
 Insert->cells
 Select entire row or entire column and click on ok button to
perform selected action. OR
 From the insert menu choose row command to insert selected
rows and moves selection down to make a insertion room.
 From the insert menu choose column command to insert
selected columns and moves selection right to make a blank room.

Break : To add page break symbol or gridlines.

 Move the cell pointer to the location where you have to add page break line
 From the edit menu choose page break command
 Or from the insert menu choose remove page break command to remove page break lines.
Adding worksheet on the active workbook
 open the workbook
 from the insert menu choose worksheet command to add extra sheet on the active workbook
windows

Comment
Use to add explanation word about any cell or a special marker that appears at the upper right corner of
the active cell.
 move the cell in required location where you have to add comment text
 from the insert menu choose comment command
 comment text box appears on the screen
 Inside the comment text box type the comment text and click on outside the comment text box.

Picture
 Use to insert selected clipart figure or scanned picture
on the worksheet
 From the insert menu choose picture command
 Click on clipart option
 Click on required picture icon and choose insert button
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Object
To add Microsoft word document screen or package figure or paint brush object on the active workbook
windows
 From the insert menu choose object command
 From the object listing box select types of object
 Click on ok button

Chart Use to create a graphical figure that represents any types of worksheet data or to show figure that
indicated particular worksheet data

Creating chart
 Type the data and select range of cells.
 From the insert menu choose chart command. The chart dialog box will be appeared.
 From the chart type box select required type and sub-type of chart and click on next button.
 Select either row or column for the data series and click on next button.
 Select the required heading and titles, chart titles, categories x-axis and categories y-axis, legend,
gridlines etc and click on next button.
 Select the location the chart [as a new sheet or as object in ]
 And at last click on finish button.
(We can create a chart as an embedded graphics object in a worksheet or separate sheet)

Function
Function is an abbreviated form of formula
that performs predefined operation. Excel has
many built-in functions, which is used to
specific categories of applications such as
statistics, date & time, financial, text, logical
etc.

Inserting function
 Move the cell pointer to the location where
you have to display result or calculation
 From the insert menu choose function command
 From the function categories box select type of function (date & time)
 From the function name box select required argument (today or now)
 Click on ok button to display current date or time
Inserting logical function
 Move the cell pointer to the location.
 Insert->function. Select if argument.
 Click on ok button. Type the logical text.
 Type the true value, type the false value & click on ok button.

Format
Cells : Use to change the formatting options for the selected worksheet data range such as numeric display, alignment, font
selection, border, patter etc.
Number: To change the display format of numeric values i.e. general, fixed, currency, percent etc.
 Select range of worksheet data and from the format menu choose cells command.
 Format cell dialog box appears.
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 Click on number button.

 From the categories box select number option.
 Select required type of format & click on ok button.
Similarly we can change currency, date format, percentage format etc.

Alignment Use to set the horizontal and vertical alignment of selected values or labels such as left,
right, center or center across the column
 Select the data range whose alignment you have to change
 Format > Cells
 Click on alignment button
 From the horizontal box select left, right, center option to change the alignment of the text or
numbers entries within the current columns width setting
 From the vertical box choose top, bottom or center options to adjusts the entries within the current
row height
 Click on ok button

Font To change the set of character their sizes, styles and displaying color for the selected data range.
You can also include any combination of styles such as bold, italic, underline and others.
 Select data range. Format->cells->font. Font dialog box appears.
 From the font listing box select name of font.
 From the font style box select required font style.
 Form size listing box select required character size. Click on ok button.

Border
To add border lines around the perimeter of selected cells in a sheet around the individual cells within
the range of selection.
 Select data range. Format->cells->border
 From the presets option select outline and inside. Click on ok button

Pattern
Use to change the color palettes in the selected data range of active workbook
 Select range. Format->cells->pattern.
 Select required color and choose ok button.

Sheet : Use format sheet command to rename, hide or unhide the selected sheet from the workbook
Renaming sheet
 Click on required sheet tab. From the format menu choose sheet command.
 Sheet options appear. Click on rename option.
 Type the name of sheet.

Hiding sheet
 Select sheet name which you want to hide
 Format->sheet
 Click on hide option

Displaying hidden sheen

 Format->sheet
 Click on unhide option
 List of hidden sheet appears on the screen
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 From the sheet listing box select name of sheet and choose ok button
Row
Use to adjust the height, to hide or unhide the
selected rows from the active sheet.

Changing height of rows

 Adjusting the height of selected rows or groups of rows
to display large or small font sizes within the rows.
 Select the row or group of rows whose height you have
to change
 Click on format menu. Click on row command
 Row options appears.
 Click on height option.
 In the row height text box type the height of row.
 Row [15] then choose ok button.

Note Excel automatically adjusts the height of row when you change the font of an entry.

Auto adjusting row height

 Use to return default row height or automatically adjust the height of rows
 Select the row. Click on format menu. Click on row command. Click on AutoFit option

Hide : You can hide individual rows/columns if you want to keep specific ranges of data out of view
from the sheet
Hiding rows/columns
 Select the range of rows/columns.
 Click on format menu. Click on row submenu.
 Click on hide option to hide selected row. Or
 From the format menu choose column and click on hide command to hide selected columns

To display hidden rows/columns

 Select the columns range left or right from the hidden columns or range of rows above or below the
hidden rows
 Format->column->unhide to display hidden columns
 Format->row->unhide to display hidden rows.

Changing width of columns

 To change the width of individual or group of columns
that allows you to display large amount of data
 Select the range of columns or move the cell pointer to the required column whose width you have to
change.
 Format->column
 Click on width option
 In the column width text box type the required number [15]
 click on ok button
 Or drag on column's boundary to increase/decrease the size of columns.

AutoFit selection
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 Use to return default columns width

 Select the range of columns
 Format->column
 Click on AutoFit option Or double click on column's boundary.

Autoformat
 Use to change the look of your worksheet data by picking one of the preset format that comes with
excel.
 Select the range of data. Click on format menu.
 Click on autoformat submenu.
 Auto format dialog box appears with built-in format tables.
 From the table format list select required format. Click on ok button.

Conditional Format
 A format that excels automatically applies to the cell or cells if a specified condition is true such as
cell modify font color, border etc.
 From the format menu choose conditional format command
 Set the required condition
 Click on format button
 Click on pattern button and select required
 Color then choose ok button

Spelling
Use to checks spelling in the active sheet or selected range of worksheet data including header/footer,
chart title and comment text.
 Select the sheet or range of worksheet data
 From the tools menu choose spelling command
 If excel found a misspelled word then spelling dialog box appears with the list of suggestion
 From the suggestion list box, select correct word , click on change button to replace correct word in
the place of error word , click on ignore button to leave unchanged
 When you reach top to bottom of active sheet during the spelling checking process a message
appears, complete spelling checking for the selected cells then choose ok button

Auto correct
Auto correct is a tool that you can use to set the options for the correct word or text automatically as you
type or to store and reuse text or other item you use frequently

Setting options
 from the tools menu choose auto correct command
 select required option
 select correct two initial capital to change second capital letter to lowercase letter , Select capitalize
first letter of sentence to change the first lowercase letter to uppercase letter after a period or
sentence, Select capitalize names of days to change first lowercase letter to uppercase letter in the
name of days ,then click ok button .
Adding auto correct entries.
 tools->auto correct ,auto correct dialog box appears, in the replace text box type the error word or
abbreviated word [cw],in the with text box type the correct word or full form of abbreviated word
[computer wing],click on add button, repeat this process again & again to add other entries, click on
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close button, type the abbreviated word [cw],excel automatically display computer wing in the place
of cw

Goal seek

Goal seek is a process of adjusting numeric entry or values in a specified cell that depends on to achieve
a target value from the formula itself.
Changing result with goal seek command

 enter the above information

 place the cell pointer in the b4 cell or move the cell to the
location that contains formula, from the tools menu choose goal seek command
 The set cell text box shows the reference to the cell containing formula ,in the to value box enter the
result that you have to change result from the selected formula , in the by changing cell box enter the
cell address whose value you want to change, click on ok button to display goal seeking status ,click
on ok button to keep changes result ,click on cancel button to keep original data.

Protection
Use to prevent accidentally changes worksheet data. You can also protect sheet or workbook. If you
protect sheet you can't enter or modify text. If workbook is protected you can't delete, move, hide,
unhide, rename and new sheet can't be inserted.
Protecting sheet
 Select sheet , from the tools menu choose protection command ,click on protect sheet command ,in
the password text box type the password [*****],click on ok button
 Reenter the previous password [*****] then choose ok button

Sort
Arrange the worksheet information in selected rows or list alphabetically, numerically or by date. We
can also define up to three sort keys for each sort operation. A list is a collection of data arranges in rows
and columns where the top row contains label for each column of worksheet data.
Sorting worksheet data
 select data contains sheet and move the cell pointer over the data area
 from the data menu choose sort command
 sort dialog box appears
 click on sort by drop down arrow and select name of field for the first sort key [district]
 select sort order ascending or descending
 click on then by drop down arrow and select name of filed for the second sort key [address]
 Select sort order either ascending or descending where ascending is default sort order.
 Click on ok button to carry out sorted data.

Filter : Filter is a process of extracting selected information within the list to display or print
information that match established criteria. Excel provides two effective ways for filtering a data such as
auto filter and advanced filter.
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Auto filter : Use to filter selected information automatically by using list boxes. When you choose auto
filter command, excel provides drop down arrows at the top of the every columns of data. Using drop
down arrow you can quickly extract information

Steps:
1. Click a cell in the list you want to filter.
2. On the Date menu, Point to Filter, and then click Autofilter
3. To display only those records (i.e. rows) that contains a specific data (data may be a number, date,
time and string), click the arrow in the column that contains the data you want to display.
4. Click the data.
5. to apply an additional condition based on a data in another column, repeat steps 3 and 4 in the other
column(s)
6. To filter the list by two data in the same column, or to apply comparison operators other than Equals:
 Click the down-headed arrow in the
column, and then click Custom.
 Specify two different criteria by
connecting them using either and/or
logical operator
 Then click on OK button.

Notes:
You can apply up to two conditions to a
column with AutoFilter. If you need to apply
three or more conditions to a column, use
calculated values as your criteria, or copy
records to another location, you can use
advanced filters.

Demonstration:
Step 1 :
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Step 2:

Removing the Auto Filter:

Steps:
Click a cell in the list you want to filter
On the Data menu, point to Filter, and then click AutoFilter.

Advanced Filter:
 If you have to filter the records by providing more than two conditions, use Advanced Filter feature
of Microsoft Excel. It allows defining more criteria and you can display the matched list in another
area (output range) of the worksheet file. You can make both and & or criteria.
1.
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2
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Steps:
1. Type the table or list
2. copy the first row (for column headings) of list in two different location of current worksheet file
3. Select the list including a line of column heading.
OR
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Click a cell in the list you want to filter.

4. On the Data menu, point to Filter, and then click Advanced Filter…
5. Under Action, select where you want to display the output. (Filter the list, in-place or Copy to
another location.)
6. Define list range, Criteria range & output range (copy to)
7. If you want to eliminate the duplicate records from being copied into output range, select Unique
records only check box.
8. Type the condition in Criteria range by which you want to filter the records.
9. Finally, click on OK button.

Data form:
The Data Form feature of Microsoft Excel allows us to carry out the following tasks in a very easy
way and attractive form :
Adding the records
Editing the existing records.
Deleting the unwanted records
Finding the records that match the given criteria.

Adding the records to a list / table by using data

form :
Steps:
Click a cell in the list or select the table (including first
row, which contains the column heading) you want
to add the record to.
On the Data menu, click form.
Click New.
Type the information for the new record.
To move to the next field, press Tab. To move to the
previous field, press shift + tab.
When you finish typing data, press ENTER to ass the
record
When you finish adding records, click Close to close the data form.

Finding a record in a list by using a Data Form

To move through one record at a time, use the scroll bar arrows in the dialog box.
To move through 10 records at a time, click the scroll bar between the arrows.

Subtotals
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In the following
example, the Sub -
Total feature of Ms
– Excel has helped
us to find out the
number of units
sold, sum of Total
amount, Discount
and Net amount of
each group of items.
And at the end of
list, it also displays
the Grand Total of
Qty, Total Amount,
discount and Net
Amount.
Caution: Before
applying the Sub –
totals command, the list
had sorted on "Items"
Column.

The Subtotals command also helps us to view the list in three different ways. They are:
1. Sub – totals of each group of items (with records)
2. Only the sub- totals of each group of items (without records)
3. Only the Grand Total ( no sub- totals, no records)

Inserting subtotals into a list:

Steps:
1. Sort the list by the column for which you want to
calculate subtotals.
2. Click a cell in the list.
3. On the Data menu, click Subtotals
4. In the At each change in box, click the column that
contains the groups for which you want subtotals.
This should be the same column by which you
sorted your list in step 1.
5. In the Use function box, click the function you
want to use to calculate the subtotals.
6. In the Add subtotal to box, select the check boxes
for the columns that contain the values for which
you want subtotals.

Removing subtotals from a list or table:

When you remove subtotals from a list, Microsoft Excel also removes the outline and all page breaks
that were inserted into the list when you inserted the subtotals.
Steps:
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1. Click a cell in the list that contains subtotals.

2. On the Data menu, click Subtotal.
3. Click Remove.

Data Validation:
When you want to make sure that correct data
is entered on a worksheet, you can specify
what data is valid for individual cells or cell
ranges. You can restrict the data to a particular
type such as whole numbers, decimal
numbers, or text and set limits on the valid
entries. You can specify a list of the valid
entries or limit the number of characters in
entries. After data has been entered and
calculated, you can audit the worksheet to find
and correct any data that isn't valid.

Validating the data:

Step
1. Select a cell or range of cells where you
want to validate the data while entering or
editing.
2. On the Data menu, select Validation…
command.
3. Select the Settings tab and do the following:
a. Under Allow, select what sort of
data(i.e. float, text, whole number,
any value etc.) you want to enter.
b. Under Data , Select one of the
desired relational operators. (equal
to, between, less than, less than or
equal to etc.) [ For example: If you
have selected "between" operator,
you have to specify the Minimum &
Maximum values.
4. Select Input Message tab and do the
following:
a. Select Show input message when
cell is selected check box.
b. In the title text box, type the Title of
Input message.
c. In the Input message text box, type the
message you want to display when a cell
in Validation range is selected.
5. Select Error Alert tab and do the following:
a. Select the Show error alert after invalid
data is entered check box.
b. From Style drop down list box, select the
Style down list box, select the Style of
 22

error symbol you want to display in error message box. (styles are Warning, Stop &
Information )
c. In title text box, type the Title of error.
d. In Error message box, type the error message you want to display if a user enters an invalid
data.
Demo: 1

Demo: 2

Converting the text into Pure Excel Columns.

Sometimes you need to convert the numeric data created in any text editor into pure Ms-excel columns
so that we can use such values for calculation. For this, we can use the Text to Columns…. Of Excel.
Steps:
1. From the File menu, Click Open.
or
2. Click on Open button.
3. From the Files of Type drop down list box, select Text File.
4. Select the drive and folder till you get your text file.
 23

5. Double click on file that you want to open.

Note: You don't require selecting Text to Columns…. Command from Data menu because the Text to
Columns….wizard activates automatically.
6. Then follow three steps of Text to columns wizard.
 24

At last the columnar text will be converted into Pure Ms-Excel columns as:

Pivot Table:
A Pivot Table is an interactive table that quickly summarizes, or cross-tabulates, large amounts of data.
You can rotate its rows and
columns to see different
summaries of the source data,
filter the data by displaying
different pages, or display the
details for areas of interest.
Creating a Pivot Table.
Steps:
1. Open the workbook
where you want to
create the Pivot Table.
If You are basing the Pivot
Table on a Ms-excel list or
database, click a cell in the list
or database.
2. Open the Data menu,
Click Pivot Table and
Pivot Chart Report.
3. Follow the steps 1 to 4 of the Pivot Table Wizard.

Click on Layout
option to design
format.

Finally Click on Finish

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Creating Chart:
Chart Use to create a graphical figure that represents any types of
worksheet data or to show figure that indicated particular
worksheet data. The Ms-Excel Graph commands translate the
numeric data in the worksheet into a visual image.
Creating chart
Steps:
 Type the data and select range of cells.
 From the insert menu choose chart command. The chart
dialog box will be appeared.
 From the chart type box select required type and sub-type of
chart and click on next button.
 Select either row or column for the data series and
click on next button.
 Select the required heading and titles, chart titles,
categories x-axis and categories y-axis, legend,
gridlines etc and click on next button.
 Select the location the chart [as a new sheet or as
object in ]
 And at last click on finish button.
(We can create a chart as an embedded graphics object
in a worksheet or separate sheet)
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