3.

0 SPREADSHEET

Structure Page Nos.

3.0 Introduction 85
3.1 Objectives 86
3.2 Start Excel 87
3.2.1 Components of Excel Spreadsheet 87
3.3 Working with Excel 88
3.3.1 Selecting Cells 89
3.3.2 Enter and Edit Data 90
3.3.3 Data in Series 90
3.3.4 Data Correction 91
3.3.5 Cell References 92
3.3.6 Navigate Worksheet 92
3.3.7 Rearrange Cell Contents 93
3.3.8 Save and Protect Workbook 95
3.4 Page Set-up 97
3.4.1 Getting Worksheet Printed 99
3.5 Formulas Basics 99
3.5.1 Basic Properties of Formulas 100
3.5.2 Operators in the Order of Precedence 101
3.5.3 How to Enter a Formula 101
3.5.4 Editing Formula 101
3.6 Functions 102
3.6.1 Arithmetic '103
3.6.2 Text - These functions are used to Manipulate Textual Data 106
3.6.3 Data and Time 109
3.6.4 Lookup and References 111
3.6.5 Logical- These Functions are used to Test the Conditions 112
3.7 Function Wizard 113

3.8 Graphical Representation In Excel 115

3.9 Chart Wizard 117

3.10 Exit EXCEL 119
3.11 Summary 120
3.12 References/Further Readings 121

3.0 INTRODUCTION

In unit three of this block, you have already explored one component of the well known
office automation package, i.e., MS WORD, responsible for documentation management.
Every office has numerical tasks to be performed, be it related to taxation, or salary or
any other job, answer to.such mathematical task is just another component called
Microsoft Excel, an application software of the package Microsoft Office. Excel is a
powerful spreadsheet tool, used by different people in their day-to-day jobs. You might
be thinking What is Microsoft Excel? Microsoft Excel is a spreadsheet application.
85
Practical- Lab Manual- 1 Spreadsheets are brilliantly conceived ways to organize data by grouping it into rows and
columns. It is used to organized, analyzed and manipulate all type of data but it
provides enhanced functionalities for numerical data. In unit 3 of this block, you have
already worked on MS Word thus you can easily identity that both packages have very
similar menu, toolbars and icon, and hence it will help you to understand Excel Gill
(Graphical User Interface) easily.

In this lab, you will learn how to use Microsoft Excel to enter, analyze organized and
manipulate data and prepare professional looking worksheets. You will leam the
difference between a spreadsheet and a work book. You will also learn how to use the
salt command and print a spreadsheet.

MS-Excel is a Windows based application package that can be used to automate tasks
such as calculation and analysis of data. MS-Excel, it works the way you want i.e. it can
be customized. It provides ease of work with the following features:
• Tip Wizard: Guides you to work more effectively while you work by displaying
various helpful tips and techniques based on what you are doing.
• See-Through View: When you select cells with colored text, the color remains the
same instead of appearing in an inverse color scheme.
• Euro currency symbol: Additional number formats are available with the curo
currency symbol.
• Drag and Drop Feature: It helps you to reposition the data and text by simply
dragging the data with the help of mouse.
• Autoflll: It hellPr~lctlclll- Lab Manual- 1nns with the series of data.
• Autosum: You can add a large range of data by simply electing a tool button.
• Windows Interface: As Excel is Windows based package therefore the user
interface is consistent.
• Shortcut Menus: Commands appropriate to the task that you are doing appear by
clicking the right mouse button.
• Built-in Spell Check: You can maintain a dictionary of the words usually used in
your work and spell-check your spreadsheet,
Before you start working on the worksheet, the knowledge of the concepts and
movement on the workbook is necessary.

3.1 OBJECTIVES

The objective of this unit is to help you understand the basic features of
Excel such as the creation of work sheets and computation of data. After completing this
unit you will be able to :
• Understand the screen display of Excel;
• Create a Workbook;
• Edit a Workbook;
• Save and protect workbook;
• Perform Calculations on data;
• Format the workbook & worksheet;
86
 Spreadsheet
• Page and margin setup;
• Print a workshcct;
• Reform different functions on data;
• Footer! Header setup;
• Work with Excel charts; and
• Use differ shortcut keys.

3.2 START EXCEL

a) Start Windows.
b) Click on the Programs.
c) In the Program Manager Window click on MS-Office icon.
d) In the MS-Office window, click on MS-Excel icon as shown:

3.2.1 Components of Excel Spreadsheet

The Figure 1 below sh?ws different components of MS-Excel workbook you will find
that most of those components are similar to word.
Menu Bar: Different options for selection.
Standard Toolbar: It is displayed by defauit and provides shortcuts for the common
commands used.
Formula Bar: Any text, data or formula that is being keyed-in or edited is displayed in
it.

Name Box
Displays the address of the current cell.

Active Cell Standard Toolbar Menu Bar

Formula Bar Column Headings

Name Box

,..J4SJ!J
• .0 ", !.. .I ~_ J . !

. I

Row Headings Sheet Tab Status Bar Scroll Bar

Figure 1: Different Components of Excel Spreadsheet 87

Practlcal- Lab Manual - 1 Scroll Bars

Used to move up or down in the worksheet using mouse.

Sheet Tab

Displays the name of the current worksheet that can be changed by double clicking on it
and giving a new name in the dialog (means dialogue) box.

Status Bar

Left part displays the various messages like Ready mode (when Excel is ready to accept
data into the spreadsheet) or Edit mode (while in the editing mode). The right part
highlights the status of keys of the keyboard.

Row Headings

They are numbered as 1, 2, 3 .... 16384.

Column Headings

These are addressed as A, B, C, ... .Iv.

Active Cell

Intersection of each row and column is called a cell.

Worksheets and Workbook

MS-Excel document is called as a Workbook. Each Workbook contains 16 worksheets

by default. This number can be changed if required by resetting the default options.
Work sheets within Workbooks make it easy to bind files of related information. When a'
Workbook is opened, all worksheets of that workbook become available to the user
automatically.

3.3 WORKING WITH EXCEL

Firstly, open the workbook to start your work on a worksheet, At times, you might
require to insert or delete a worksheet, and cells to be selected.

Create a Workbook

Select the New .. command from the File menu. The Workbook is' opened by the default
.name of BOOK1.
88
Open a Workbook Spreadsheet

To open an existing Workbook, select Open option from the File menu. Names of the
recently used files are listed in the File menu and can be selected by merely clicking on
the name of the file to be opened.

Find a Workbook

Choose File ~ Open command. Select Find File .. option from the Dialog box that is
opened. Consequently, another Dialog box is opened in whichthe details like file name,
directory are to be given.

Insert a Worksheet
To insert a Worksheet between two worksheets choose Worksheet option from the
Insert menu.

Delete a Worksheet
To remove a worksheet from the workbook, select Delete Sheet from the Edit menu. A
Dialog box will appear to confirm this action.

Move the Worksheet

To move the worksheet in the same workbook, place the mouse pointer on the sheet tab,
press the left mouse button and drag it to the desired position. Release the button.

3.3.1 Selecting Cells

You can select a single cell or a group of cells using mouse or keyboard.

Using Mouse

Click on the cell with the left mouse button. That cell gets selected and becomes the
acti~e cell. Whatever you type goes into this cell. To select a range of cells, click on one
cell, hold down the left mouse button and drag the mouse pointer to the last cell of the
range you want to select.

Using Keyboard

There is shortcut keys as given in Table 1, you can use for speed up your work or to
avoid use of mouse.
Table 1: Shortcut Keys For Selecting Areas in Excels.
To Select Press
Current Cell Enter
Entire Column Ctrl + Spacebar
Entire Row Shift + Spacebar
Entire Worksheet Ctrl + Shift + Spacebar
Extend Selection to End of End, Shift + Arrow key
Data Block
89
Practical - Lab Manual - 1 ·3.3.2 Enter and Edit Datll

The various kinds of entries that can be made in a cell are:

Text

First select the cell in which the data ha to be entered and type-in the text.
Press ENTER key to finish your entry, The data will be displayed in the active cell as
well as in the formula bar. To enter digits as text (calculations cannot be done using these
kind of entries) use an apostrophe (') as the first character.

Number

Numbers include digits from 0 to 9 and some special characters like

$%+-/(),.Ee

Date and Time

Date and Time entries are interpreted in a special way in Excel. They are represented as
numbers for Excel given to each day from 01:01 :1900 (serial number 1) to 31:12:2078
(serial number 65380). Although when you type a date in the cell like 01101197,it will be
displayed as it is.

Example: Type TODAY () in a blank cell and press ENTER key.

(This function will display the system date and time)

3.3.3 Data in Series

You can fill a range of cells either with the same value or with the series of values. This
. can be done using Auto.fill handle (small square on the bottom-right corner of the active
cell)
ESJ Micro:!';on Excel· Book1
J tf!n ~U~ ~dlt ~Ie"" !n:se,.."· FQt'M.et.t I.oQI
JD
._-
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83
A

--~+-----

Fill Handle

90 Figure 2 : Fill Handle in Spreadsheet or WOI'k sheet

 Spreadsheet
Drag this handle till the last cell to create a range of cells which are to be filled-in with
the values.

Example: Enter MONDAY in cell E20.

Drag the Auto fill handle till the cell K20.

(The whole range will be filled with days from MONDAY to SUNDAY.)

To create a series of numbers

-sertes 'in Type rOate unit

.r. Rows" r.!jnear. •.•• DaY'
('-Columns
-e-e- .'"'
r: 'Growtt¥; r ""'~/eek(:ja'l
r: ':'(;)ate: r f.1Qnth
f"'-" AwtOEJn: (":·JVea.r

I
Figure 3: For Creating Series Dialog Box

Example: Select the cell H20 and Enter 1 in it.

Select the range from H20 to HII,

Though Excel provides the facility of built-in lists (e.g. MONDAY to SUNDAY) to
perform Auto fill, the users can also create their own custom lists which are used
frequently in your worksheets as shown in Figure 3.

3.3.4 Data Correction

Data, if written incorrectly, can be edited by following ways:

Select the cell with some value to be edited.

Press F2 and using Backspace key erase the previous entry. You can retype the correct
data.

or
Simply select the cell and retype the entry.

To bring back the previous entry either click on Undo button on Standard Toolbar or
choose Edit -> Undo option.

or
Pressing Alt + Backspace or ctrl-Z keys can also be used to perform the undo task.

or

To clear the cell entry, select the cell to be cleared and press Delete key. 91
PraNical- Lab Manual - 1 3.3.5 Cell References

There are 16384 rows and 256 columns in one worksheet. The first cell is labeled as Al
(column as A and row number as 1) 01' RICl.

Example: R3C3 refers to row 3 column 3 and is equivalent to C3. Thus he last cell is
labeled as IV16384. This is called the cell address and they reused to identify the cell.
Cell references are given in different ways:

Relative

This refers to the cell relative to the given position.

Exam pie: Enter the following values:

In cell A3 enter the value 34
In cell A4 enter the value 23
In cell A5 enter the value 89
In cell A6 enter the formula = A3 + A4 + A5
Copy this formula to the cell A7, and see the result.

Observe the formula entered in cell A 7. It is A4 + A5 + A6. The formula entered in cell
A6 means the sum of the values given in the three cell given above the current cell.
Therefore when we move down, the relation specified in the formula was copied (i.e. the
three values given above the current cell which is A 7 now).

Absolute

This refers to the specific cell irrespective of the position of the formula. The '$' sign is
used to denote an absolute reference.

Example: In the cell B3 copy the formula $A$3 + $A$4 + $A$5

Copy this formula to the cell B4.
We find that the result and the formula remains the same.

Mixed

It is a combination of both relative and mixed references. It has one absolute co-ordinate
and one relative co-ordinate. $DI and D$l are both examples of mixed references.

3.3.6 Navigate Worksheet

With Mouse

You can move the mouse pointer to move to any cell of any worksheet of the workbook.
This is done through:

Click on up-arrow or down-arrow button 011 the scroll bar.

92
 Sp readsheet
Click on the sheet labs.

Click on any cell.

To move quickly to any cell Choose Edit -> Goto.

With key board

Table 2: Shortcuts for Navigating Worksheet

TO MOVE KEY PRESSED

Right, Left, Up, Down one cell Arrow Keys
Up or Down one screen Pgl,' p or PgDown
,
Beginning of row Home key
To cell Al Ctrl+Home
To lower right corner Ctrl+End
To last cell in current row End or Enter key
To lower right corner of window End (with Scroll Lock on)
. To upper left corner of window Home (with Scroll Lock on)

Search and Replace Data

To look for the data which is entered by the user, choose Edit -> Find.
Data to find

irtEindNex~ ]

. qose~

3 r iY1.atch£.ase '. B.~pla(e;~, ..J

~earch: '!Sy Rows
look in: !Formulas
ar Find entire cells Q.nly

Figure 4 : Dialog Box for Find and Replace in Excel Sheet

To replace the data, click on Replace ... button in the dialog Box given in Figure 4.

or

Choose Edit -> Replace.

3.3.7 Rearrange Cell Contents

Rearranging cell contents includes moving or copying or clearing cell-contents, This also
involves inserting or deleting rows or columns. This can be done either by cut and paste
method or drag and drop method. 93
Practical - Lab Manual - 1 Move or Copy Cell Contents

Drag and Drop method

Select the range of cells which are to be moved.

Point to the border of range. TIle mouse pointer will change its shape to an arrow.

To move, press the left mouse button, drag it to the new location and release the mouse
button.

To copy, press the Ctrl key while dragging the contents.

Short-cut menu

Press the right mouse button while dragging and dropping cell contents.

From the short-cut menu, choose Move to move the contents, or choose Copy to copy the
contents.

Cut and Paste Method

Select the cell range.

Select Edit -> Cut (to move the range of cells)

or

Select Edit -> Copy (to copy the range of cells)

Select the upper left corner of the new location where you want to place the cell contents.

Choose Paste option from Edit menu.

Inserting or Deleting Rows and Columns

Many a times you may require to add a row of data 01' a column of data which you forgot
to enter earlier. Excel provides you the facility to insert rows or columns into the existing
worksheet very easily.

One thing which has to be taken care of is that inserting a row of data will shift the rest of
the rows down and cause the last row of the worksheet to be removed. Same is the case
while we insert a column in the worksheet, the rest of the columns shift right. This
happens because the total number of rows and columns remain the same. If there is any
data in the last row or column of the worksheet that will be lost.

To insert cells, ro~ or columns

Select the cell(s) where you want to insert the ceU(s), row or column.

From the Insert menu,

Choose Entire Column to insert the column

Choose Entire Row to insert the row

Choose Shift Cells Right or Shift Cells Down to insert the cell/s).

94
3.3.8 Save and Protect Workbook Spreadsheet

After you finish up your work with the workbook you will require it to be saved so that it
can be opened later to resume the work in it.

To give the name and save the workbook w

Choose File > Save As command

To simply save the workbook -

Choose File -> Save command
or
Click on the Save File Tool button

To protect the Workbook

Your data can be very confidential which has to be saved from unauthorized people.
Click on Options ... button from the File -> Save As Dialog box.

You can restrict the access of that workbook from other users in 3 different ways:

Protection Password

Type the password which will be required to open the workbook in the Protect Sheet
dialog Box as given in Figure 5. The password can be up to 15 characters long, can
include alphabets (upper case or lower case), numbers and special characters. It is case
sensitive also.
You will be asked to re-enter the same password.
Click on OK.

Protect worksheet f.or --------.

p. Content~
P' Objects.
p 2.cenarios

Password (optional):

··Cancel
*

Figure 5: Dialog Box for Protecting the WorkSheet

95
Practical - Lab Manual - 1 Write Reservation Password

This password will be required when you make changes in the existing workbook and
then try to save that workbook. This prevents the unauthorized users to make any
modifications in theworkbook. The rules to give the password are same as Protection
Password,

Read-only Recommended

If this option is checked, the following Dialog box as given in Figure 6 will be displayed
every time you try to open the workbook.

I lL
~ Micrusdft Excel
'Bookl.xls· should be open ea as
r'i9ad-only unless you need to s:a~e
changes to it. 'Open as read-only?
-
I Cancel

,:.

Figure 6 : Dialog Box for Read Only Recondition

This option is checked if you want to discourage the other users from making any
changes by mistake or you want to prevent the changes to be made by more than one
users simultaneously (this is possible when more than one users are working on the same
workbook),

Other Protection Options

You can apply protection to workbook elements and you can protect a workbook file
from viewing and changes as given in Figure 7, If a workbook is shared you can protect
it from being returned to exclusive use and prevent the change history from being deleted
as shown in Figure 8 .

Pr'pte'(:t ~orkb"pok(ftJr; --. --.~--"'-----.

P-:·s..~ru'c~'U~,~,
.':.,' .
r W·indbw.s

'1_' _O_K" 1.1

Figure 7: Protect Workbook Dialog Box

96
 Spreadsheet

Protect Shared Workbook [7 lEX]

PrQteotV\lorkbObk f~r.'
W '5}iiir'E'''i"~;jtR~'t'r::a'ck'8~'~ri'''~'~'i'
.. ("' ,.,..L..9 , ,. , !w .
Thl~~tia~lltsi'VC':\!4r,
I:'-'cjrkb~tJl~
'l-i,at.\Q~.t~a·c;I<IOQ
~"7'~'~h~n prev~nJ:s:r
fr:0l!t belr'Q~.rei'noyed.,

I,r~·d.e,.sif·E!d,...lit·· p:~~swor:.t::I,rrtust b~:cho!1er,now,

pr+or to -st,J;:ir,jn;tr tt:i~ '<"or~'o~k,
P.assword:C·opt·[onalJ·:
j" .

Figure 8: Protect Shared Workbook Option

3.4 PAGE SET-UP

As with other Windows programs, Excel also provides you with the feature of
WYSIWYG (what you see is what you get). Therefore it is always better to start with the
page layout which you want as a printer copy also. For this:

Open the File menu by clicking on the File.

Click on the Page Set-up.

The Figure 9 Dialog box is displayed.

r.·.·:~ii~ t Mar.Qins-n:j~aderJF&Dter'l
..,·.} 'Shee~ I
Qtie'n.t~ti?Q "--~~-~-----~. --- .. ------ ~In~... I
fAIr.' :ft1o~~!,.!iJt Print· Pre'lle!6', I..
s'ca(Jng ----,- . ,----'-- ._---_._---- QPt)p.ns... I
<-:.-6,djl4st,t:q; . 1100 ~:"i~ri6t&1alslze~.
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t(;l\:
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R;~pel(;si~e:; !Letter if
!'rlQt!au.~lit~; I~-·---------------~
1600 dpi. ...
·
..:.J
F.i[$~'lia9~n~linb!;il:;i I~l.Jtq
']OK [.cancel

Figure 9 : Page Setup Dialog Box

The Page option allows you to set the paper size, orientation of the data, scaling of the
area etc. Excel inserts automatic page-breaks also.
The Margins tab, when clicked, displays the Dialog box (Figure 10). You can set the
top, bottom, left and right margins of the page. These are the distances in inches from the
edge of the page. This also allows you to see the preview of the data when it willbe
printed.
97
Practlcal- Lab Manual - 1 Header/Footer tab gives (Figure 11) you the option to set the header (which will be
displayed on top of every page) and the foot er (which will be displayed at the bottom 01
every page). The header may include the name of the organization 01' date 01' any other
thing you wish to write. The footer may include the page number or a line or something
you wish to write. To add more data as header or footer, click on Custom Header 01'

Custom Footer ...

L;;:qi.~.ifl:i]I. Header /Footer I 'Sheet· I.

.lop: He::td'er:
,b '/0,5
P")nt previe\el
J
--r=L1 ,
L.eft:
_":"._·.bl:·"1 BJl:lht;
:s
10.75 :i£ ,.~-r-i -~I 10,75

,
~ottom! E,ooter:.
113 10.5 ::s
C~C'~er ·01'1 p~'ge :
r HO'i;:pntally r y'e'tlc~lIy
['
\ OK

Figure 10 : Margin Setup Dialog Box

The Sheet tab has the option to select the area to be printed (i.e, the range of cells), set
the row or column titles (these will be printed on every page), or select the page order
from the multiple worksheets etc as shown in Figure 12.

Page Sew p r .,'. -"...~. ." -, ,'';': • -. r:=i"'i')'fj":j

. ., ". ~ ~ " ULJ~~J
M.etr.Qins.
f·· · ,,,·..,· ·•·• ·,
,.:t!."!~.~.~(EE1.'i!.t.'!!t..J
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Print Prevle\el

Qpt1qn~
j(none) 3
~_~=·u_'stomt-jeader .•.
I 'S!P~om F"ote,... I
!:pate';.
j(none) ..:;.J

____ ---'1,
OK C&ncei

Figure 11 : Header Footer Setup

Pa..... I "'IarQln$ I 1-I""I'I""O=oo'or r:::.~.~.;:;.i(]I

Prl"t lire., I
, p(.lnt titles
1 Pr"nto preVlow
I::!.PW5,tO rOQClot .et: t;op:
Q:p.l;ioni;. " .
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P'In!: ."""""".•
r ~Idllr:\es r ,Row 4'!ndca•.
\.Jmn ne, .:Ilngs:
r' iiIl~olb'C1d ""tllt'e COIlll"''''''''f' I(None)
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I Pa9B cJ'de',-
"r." Q.p~n.l t"'en pVQr
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I' 01<1 I Cancel

,
98 Figure 12 : Excel Worksheet Setup
 Spreadsheet
3.4.1 Getting Worksheet Printed

Information can be easily carted and looked into on the screens but it is difficult to share
it with other people unless you have the hard copy of the same.

To Print Your Worksheet

Select the range of the worksheet to be printed.

You can see the preview of the hard copy you will get.

Print , ~l~
'f;~ter'---'-----------------------~
T\l1i.me; -'PDF995 .

i?t~ttJs; IdJe"
. TVP8'}: ~bF9.9~;;~fiti~erDrlver
Wher~; ~.r;if9.?5;t:;9.Ff!
'<:omJ)'len~;'

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what·'----------...--,
r: 5eleGtion r~~r:\til'~:vy9r-1'P,g·~!'_ I"
r.:Attl~~··S~"e~f{~y !

I ~---------J

Figure 13 : Print Options DiaJog Box

Check if the printer is on-line and Choose File -> Print command.

Select the appropri.ate options in the Dialog box which is displayed (Figure 13).
Click on OK.

La b Exercises 1

(a) Add the values in cells A2 + A5 + C4 + D2. Assume any Numerical Values in these
cells.

(b) Replace the value 345 given in your worksheet to '435'. Use rule & replace tool.

(c) Rearrange your cells contents in column A (Name) in, Alphabetical Order.

(d) Save & Protect workbook with password 'XYZ' give only Read only permission to
other users.

(e) Take the Printout of a selected area of your worksheet.

(f) Take the print of 4 different tables in a worksheet, in the Page Order of "Across,
then down".

(g) Create the following balance sheet for loan of 10,000, at the rate of

10% annual in 10 installments in your Excel Sheet.

99
Pracncal - Lab Manual - 1

3.5 FORMULAS BASICS

Analyzing data and manipulating text are important features in any spreadsheet, Excel
also provides these facilities using functions for different categories of tasks, like
manipulation of text, date and time, calculation of numbers, date and time.

Users might require to calculate percentage, average, interest. They want to look for a
look for specific item in the large volume of data. All these tasks can be easily done
either by typing in the functions based formulas or by using function wizards. The
concept of cell references will be extensively used.

Formulas are widely used in simple (like addition, subtraction, multiplication and
division) and advanced computing. They provide the power to analyze data extensively.
Spreadsheets also provide an important feature of auto-recalculation every time a change
is made in the cells. Any change made in one cell causes a ripple effect in all the
dependent cells. There are basically two kinds of re calculations:

Automatic

This is the default mode in which the change in the value of the cell causes the
recalculation of the whole worksheet automatically.

Manual

On selecting this option, the recalculation of the complete worksheet is done only on
pressing F9 key. This option can be selected by choosing Tools->Option and then click
on Calculation tab.
100
 Spreadsheet
3.5.1 Basic Properties of Formulas

A formula may consist of operators, cell references, range names, values and functions.
A formula always start with an equal to (=) sign. W11ena formula is entered in the cell,
after the Enter key is pressed, only the calculated result is displayed in the cell and not
the formula. If we make a cell, containing formula, as an active cell, though it still shows
the value, but in the formula bar, the formula is displayed.

'3.5.2 Operators in the Order of Precedence

Operators indicate the type of calculation that you want to perform on the elements of a
, formula. There is a default order in which calculations occur. You can use parentheses in
your formulas to control the order in which the calculations occur.
Table 3- Operators Process
Operator Description Example
Range B2:B5
Space Intersection of Cells
- Negation (single operand) =-10
% Percentage =25%
1\
Exponential =101\2
* Multiplication (whichever) =5*3
/ Division (comes first) =24/3
+ Addition (whichever) =55+80
- Subtraction (comes first) =40-25
& Joining Text ="work" &"book"
= Equal to =A1=5
< Less than =B3< 1000
> Greater than =B3>1000
<= Less than or Equal to =B3<=1000
>= Greater than or Equal to =A5>=250
<> Not equal to =A5<>100

3.5.3 How to Enter a Formula

To learn to enter the formulas, first enter the data as shown below in worksheet :

101
Practlcal- Lab Manual - 1 (a) In the cell D5, enter the formula as: =(40%)"'C5

(b) Copy this formula in cells D6 to D9.

(c) In the cell E5, enter the formula as: =(20%)*C5

(d) Copy this formula in cells E6 to E9.

(e) In the cell F5, enter the formula as: =C5+DS+E5

(f) Copy this formula in cells F6 to F9.

Formulas can be entered by referring to the values of other work sheets of the workbook,
or by referring to the values stored in other workbook.

Example: By referring to other worksheet cell =Sheet2!B3 + A2

(Sheet2!B3 refers to the value stored in the cell B3 of Sheet2 while you are working in
Sheetl.)

By referring to the cell of other work book = 100 ([Employee.xls] Sheet I! $D$2)
(In the formula given above, [Employee.xls ]Sheetl !$D$2 refers to the cell D2 of Sheetl
of workbook Employee.xls.)

This also creates a link between worksheets and workbooks. Therefore, while making
changes in these linked worksheets and workbooks one has to be careful, as the change
will affect the dependent and linked cells also.

3.5.4 Editing Formula

The formulas can be edited in the similar way as you have been editing text or number
entries.

You can edit the formula by pressing F2 key, and make changes directly in thecell,
Type the changes in the formula bar.

Double-click on the cell containing the cell and make changes as the formula is displayed
in the cell.

4.6 FUNCTIONS

The built-in formulas are called functions. The users have to provide the cell references
or addresses only. Theses are called arguments of the function that are given between a
pair of parenthesis like ( ). The functions perform the operation on the given values and
return the result that is displayed in the same cell where the function was entered. The
use of functions also shortens the formula.

Example: Suppose you want to add the values of cells CIO through C20. You can enter
the formula as = CIO + Cl l + Cl2 + C13 + Cl4 + Cl5 + Cl6 + Cl7 + Cl8 + Cl9 +
C20.

102
You can get the same result if you use the function instead, like= SUM (CIO:C20) Spreadsheet

Complex formulas can be created using functions. Some of the tasks can be.
accomplished through functions only,

Example: To display the current date and time, you have to use TODAY 0 or NOW 0
functions,

Categories of Functions

Excel provides you with the various categories of functions that are as below:

3.6.1 Arithmetic

These functions are used for simple mathematical calculations of number data. Some of
these functions are given below:

SUM (num l , num2, ... )

Returns the sum of all the numbers in the list of arguments.

Example: = SUM (A3, G3)

= SUM (BS:KS)

SUMIF (range, criteria, sum_range)

Adds the cells specified by a given criteria.

Range - is the range of cells you want evaluated.

Criteria - is the criteria in the form of a number, expression, or text that defines which
cells will be added.

Example: = SUMIF (A1:A4,">lOO",Bl:B4)

ABS (number)

Returns the absolute value of a number. The absolute value of a number is the number
without its sign.

Number - is the real number of which you want the absolute value.

-Example: = ABS (-162)

= ABS (D7)

EVEN (num bel')

Returns number rounded up to the nearest even integer. Regard less of the sign of
number; a value is rounded up when adjusted away from zero. If number is an even
integer, no rounding occurs. 103
 . '
Practlcal- Lab Manual - 1 Number - is the value to round.
Example: = EVEN (5.5)
= EVEN (5)
= EVEN (6)
= EVEN (-:15)

EXP (number)

Returns erased to the power of number. The constant e equals 2.71828182845904, the
base of the natural logarithm.

Num bel' - is the exponent applied to the base e.

Example: = EXP (3)

INT (number)

Rounds a number down to the nearest integer.

Number - is the real number you want to round down to an integer.

Example: =INT (6.2)

=INT (6.2)

FACT (number) .

Returns the factorial of a number.

Number - is the non-negative number you want the factorial of. If number is not an
integer, it is truncated.

Example: = FACT (5)

MOD (number, divisor)

Returns the remainder after number is divided by divisor. The result has the same sign as
divisor.

Number - is the number for which you want to find the remainder.

Divisor • is the number by.~hich you want to divide number.

Example: = MOD (15, 2)

= MOD (15, -2)

~RODUCT (number 1, number 2, ,..)

104 Multiplies all the numbers given as arguments and returns the product.
Number 1, Number 2,... - are 1 to 30 numbers 111atyou want to multiply. Spreadsheet

Example: - PRODUCT (BS:FS)

ROUND (number, num_digits)

Rounds a number to a specified number of digits.

Number - is the number you want to round.

Num_digits - specifies the number of digits to which you want to round number.

Example: =ROUND (96,54,0)

SQRT (number)

Returns a positive square root.

Number - is the number for which you want the square root. If number is negative,
SQRT returns the #~ruM! error value.

Example: = SQRT (lOO)

CEILING (number, significance)

Returns number rounded up to the nearest multiple of significance,

Num bel' - is the value you want to round.

Significance - is the multiple to which you want to round.

Example: = CEILING (97.8,1)

RAND ()

Returns an evenly distributed random number greater than or equal to 0 and less than 1.
A new random number is returned every time the worksheet is calculated. If you want to
use RAND to generate a random number but don't want the numbers to change every
time the cell is calculated, you can enter = RAND 0 in the formula bar and press F9 to
change the formula to a random number.

Example: To generate a random number greater than or

equal to 0 but less than 100: ==RAND0*100

LOG (number, base)

Returns the logarithm of a number to the base you specify.

Number - is the positive real number for which you want the logarithm.
Base - is the base of the logarithm. Ifbase is omitted, it 'Is as-summed to be 10.

Example: ==LOG (16,2) 105

Pracncal- Lab Manual- 1 3.6.2 Text - These functions are used to Manipulate Textual Data

CONCATENATE (text 1, text 2, ...)

Joins several text items into one text item. The "&" operator can be used instead of
ON ATENATE to join text items.

Text 1, text 2,... - are 1 to 30 text items to be joined into a single text item. The text items
can be text strings, numbers, or single-cell references.

Example: = CONCAIENATE ("Soft", "ware")

EXACT (textt, text2)

Compares two text strings and returns TRUE if they are exactly the same, otherwise
FALSE. It is case-sensitive but ignores formatting differences.

Text 1 - is the first text string.

Text 2 - is the second text string.

Exam pie: = EXACT ("poor", "pour")

Finds one string of text within another string of text and returns the number of the
character at which find_text first occurs.
Find_text - is the text you want to find.

Within_text - is the text containing the text you want to find.

Start_num - specifies the character at which to start thesearch. If you do not specify the
start num, it is taken as 1 - the first character of within_text.

Example: = FIND ("&", "Jack & Jill")

LEFT (text, num_chars)

Returns the first (or leftmost) character or characters in a text string.

Text - is the text string containing the characters you want to extract.

Num_chars - specifies how many characters you want LEFT to return. Num chars must
be greater than or equal to zero.

Example: =LEFT ("Salesman", 5)

106
 RIGHT (text, num_chars) Spreadsheet

Returns the last (or rightmost) character or characters in a text string.

Text - is the text string containing the characters you want to extract.

um_ chars - specifies how many characters you want to extract.

Example: = RIGm ("Salesman", 3)

LEN (text)

Returns the number of characters in a text string.

Text - is the text whose length you want to find. Spaces count as characters.

Example: = LEN ("ABRACADABRA")

LOWER (text)

Converts all uppercase letters in a text string to lowercase.

Text - is the text you want to convert to lowercase. LOWER does not change characters
in text that are not letters.

Example: = LOWER ("Limit")

UPPER (text)
Converts text to uppercase.

Text - is the text you want converted to uppercase. Text can be a reference or text string.

Example: = UPPER ("limit")

MID (text, start_num, num_chars)

Returns a specific number of characters from a text string, starting at the position you
specify .

.Text - is the text string containing the characters you want to extract.

Start_nu m - is the position of the first character you want to extract in text. The first
character in text has start _num 1, and so on.

Num_chars - specifies how many characters to return from text.

Example: =:rvtID ("Microwave", 3,4) 107

Practtcal - Lab Manual - 1 PROPER (text)

Capitalizes the first letter in text and any other letters in text that follow any character
other than a letter. It converts all other letters to lowercase.

Text - is text enclosed in quotation marks, a formula that return text, or a reference to a
cell containing the text you want to partially capitalize.

Example: == PROPER ("the high QUALITY")

REPLACE (old_text, start_num, num_chars, new text)

Replaces part of a text string with a different text string.

Old_text - is text in which you want to replace some characters.

Start_num - is the position of the character in oldtext that you want to replace with
new text.
Num_chars - is the number of characters in old_text that you want to replace with
new text.

_ ew_text - is the text that will replace characters in old_text.

Example: = REPLACE ("Near", 1, 1, "P")

Returns the number of the character at which a specific character or text string is first
found, reading from left to right. It is not case - sensitive.

}jind_text - is the text you want to find.

Within_text - is the text in which you want to search for find_text.

Start_num - is the character number in within_text, counting from the left, at w,hich you
want to start searching.

Example: = SEARCH ("L", "Quality")

TRIM (text)
Removes all spaces from text except for single spaces between words.

Text - is the text from which you want spaces removed.

Example: TR~M (" First Quarter Earnings ")

..
SUBSTITUTE (text, old_text, new_text, instance_num)

Substitutes new_text for old_text in a text string.

108
Text - is the text or the reference to a cell containing text for which you want to Spreadsheet

substitute characters.
Old_text - is the text you want to replace.

New_text - is the text you want to replace old_text with.

Instance_num - specifies which occurrence of old_text you want to replace with

new text.

Example: = SUBSTITUTE ("Sale Price", "Sale", "Cost")

4.6.3 Date and Time

Excel stores Date and Time as serial numbers.

Though the values are displayed in the appropriate format which is recognized by the
user.

The functions to manipulate date and time are:

DATE (year, month, day)

Returns the serial number of a particular date.

Year - is a number from 1900 to 2078 in Microsoft Excel for Windows

Month - is a number representing the month of the year.

Day - is a number representing the day of the month.

Example: = DATE (97, 2,12)

DATE VALUE (date_text)

Returns the serial number of the date represented by date_text. Date_text - is text that
returns a date in a Microsoft Excel date format.

Example: = DATEV ALOE ("22-AUG-99")

DA Y (serial_num ber)

Returns the day of the month corresponding to serialnumber. The day is given as an
integer ranging from 1 to 31.

Serial number - is the date-time code used by Microsoft Excel for date and time
calculations.

Example: = DAY ("16-JAN") 109

Pracncal - Lab Manual - 1 MONTH (serlal junnber)
Returns the month corresponding 10 serial_number. The month is given as an integer,
ranging from 1 (January) to 12 (December).
Serial jmmber - is the date-time code used by Microsoft Excel for date and time
cal culations.

Example: = MONTH ("6-MAY")

YEAR (sertal jrumber)

Returns the year corresponding to serialjiumber, The year is given as an integer in the
range 1900-2078.
Serial jiumber - is the date-time code used by Microsoft Excel for date and time
calculations.

Example: = YEAR ("7/5/96")

WEEKDAY (serfal number, return_type)

Returns the day of the week corresponding to serial_number. The day is given as an
integer, ranging from 1 (Sunday) to 7 (Saturday).

Serial_number - is the date-time code used by Microsoft Excel for date and time
calculations.

Return_type - is a number that determines the type of retum value.

Example: = WEEKDAY ("2112/97")

HOUR (serial_number)

Returns the hour corresponding to serial jiumber. The hour is given as an integer,
ranging from 0 (12:00 A.M.) to 23 (11 :00 P.M.).

Serial_number - is the date-time code used by Microsoft Excel for date and time
calculations.

Example: = HOUR ("3:35 PM")

MINUTE (serlalnumber)

Returns' the minute corresponding to serial_number. The minute is given as an integer,

ranging from 0 to 59.

Serial_number - is the date-time code used by Microsoft Excel for date and time
calculations.

Example: = :MINUTE ("3:35 PM")

110
NOW() Spreadsheet

Returns the serial number of the current date and time.

Example: :::NOW ( )

TODAY()

Returns the serial number of the current date,

Example: = TODAY ()

4.6.4 Lookup and References

These functions are used to search for the values in a table.

HLOOKUP (Iookup_value, lookupref, columnno, nearest)

Searches the top row of an array for a particular value, and returns the value in the
indicated cell. Use this function when your comparison values are located in a row across
the top of a table of data and you want to look down a specified number of rows.

Looku P_value - is the value to be found in the first row of the table.

Looku p ref - is a table of information in which data is looked up. Columnno - is the row
itching value should be returned.
BASIC HRA DA
1500 600 300 whether you want HLOOKUP to find an exact
1450 580 290
1700 680 340 ,E, HLOOKUP will find an exact match.
1400 560 280
2000 800 400 E9, 6, FALSE)

V LOOKUP (Iookup_value, lookupref, columnno, nearest)

Searches the leftmost column of an array for a particular value, and return the value in
the cell indicated. Use this function when the comparison values are located in a column
to the left or right of the data you want to find.

Lookup_value - is the value to be found in the first column of the table.

looku pref - is the table of information in which data is looked up.

Columnno - is the column number in table from which the matching value should be
returned.

Nearest - is a logical value that specifies whether you want LOOKUP to find an exact
111
match or an approximate match.
Pmctlcal- Lab Manual - 1 Example: = VLOOKUP ("KlM", A4:B9, 2, FALSE)

NAME U\GE
JAtvlES 25
KIM -l-. 23
LOUIS 26
MARY , 21
GEORGE r . 25

4.6.5 Logical- These Functions are used to Test tile Conditions

They return the logical value as TRUE or FALSE.

AND (logical 1, logical 2, ...)

Returns TRUE if all its arguments are TRUE; returns FALSE if one or more arguments
are FALSE.

Logical 1, logical 2,... - are 1 to 30 conditions you want to test that can be either TRUE
or FALSE.

Example: = AND (14)12,4=4)

OR (logical 1, logical 2, ...)

Returns TRUE if any argument is TRUE; returns FALSE if all arguments are FALSE.

Logical 1, logical 2,... - are 1 to 30 conditions you want to test that can be either TRUE
or FALSE.

Example: = OR (2<8,5>3,6=2)

NOT (logical)

Reverses the value of its argument. Use NOT when you want to make sure a value is not
equal to one particular value.

Logical - is a value or expression that can be evaluated to TRUE or FALSE. Iflogical is

FALSE, NOT returns TRUE; iflogical is TRUE, NOT returns FALSE.

Example: = NOT (5)3)

Returns one value iflogical_test evaluates to TRUE and another value if it evaluates to

112 FALSE. Up to seven IF functions can be nested

\
Logical_test - is any value or expression that can be evaluated to TRUE or FALSE. Spreadsheet

Value_iCtrue - is the value that is returned if logical jest is TRUE.

Value_iCfalse - is the value that is returned if logical jest is FALSE.

Example: = IF (35)20, 35, 0)

FALSE 0

Returns the logical value FALSE.

Example: = FALSE ()
TRUE ()

Returns the logical value TRUE.

Example: = TRUE ()

Lab Exercises 2

(a) Calculate the Simple Interest, Assuming any principle amount, rate of interest and
time.
(b) With different values of A and B, Prove the following formula in excel sheet.
A1\2-B1\2 = (A+B) (A-B)
(c) Assume, temperature is given in degree Celsius in a column. Use proper formula to
convert the corresponding temperature into degree Fahrenheit.
(d) According to the rule ofXYZ shipping Company, the age of any employee should be
between eighteen and thirty five years. Whenever any candidate gives invalid age
(other than mentioned), proper comment should be flashed in the excel sheet. Create
this in excel.
(e) Use GOAL SEEK function calculate the value of the missing number '_' in the given
equation. 5*__ = 625.

3.7 FUNCTION WIZARD

Excel also provides you with its built-in functions through Function Wizard. This guides
you through all the steps of writing a function and its arguments. The results and
examples are shown as you work on it. To use Function Wizard follow the given steps:
Enter the given data.

A BeD'

113
Activate the cell D2.
Practical , Lab Manual- 1 Open the Function Wizard in either of the following ways .-

Click on the Function Wizard Tool on Standard Toolbar

or

Choose Insert -> Function command

or

Press Shift + F3

A Paste Function Dialog Box will appear as shown in Figure 14.

Click 011 Math & Trig in Function Category.

Scroll down to choose Product from the list of Function Name.

(Observe that the formula is shown in the Formula Bar)

JAil .. ~AVERAGE
Financial IF
Date·8<,Time HYPERLINK
Math & Trig COUNT
Statistical MAX
, l.ookup & Reference SIN
Database ,SUMIF
Text PMT
Logical STDEV
~nformation ...:J
SUM(!1urriber 1.nu.mber2 •...)
Adds:allth.e numbers in a renqe.ot.cells.

.1.•... .l.__c_an~c_e_I'_1
O_._K •••«_m•••• ,I'

Figure 14: Paste Function Dialog Box in Function Wizard

Click on Next button.

Click on cell B2 while
Click on Next button. Click 011 cell B2 while the cursor is in number! box.
Go to number2 box and click on cell C2.

114
 Spreadsheet

PRQDUCT ::;PRODUCi{B2,(2)
A BeD E" G
1 Item Code R2tte Stock TotQI
2 - AOOr I -50' 1--370 ' B2,C2

# :~~-:+-!~
.!J AOO~-l

---
.45 - 200 I

RODUCT-----·-------------------,·
~i---t--_ -_==I-=J--
1- ---

8 I
9 I Number! Ii j' ;::
'SO
~U
JQj ]~~------~--d
r.i:Ui~~r2',
(2 i :=,370,
111~--------------------------------~·
12l ',." ,.
i§l .;=;;
Multi~llesaJi;:thenumBer.s.~venas argurr,ents,.and~tetlJrns:~f1epro~L~t.
185QO
.
141 ~u~~'erl':'Jlul1lpeJ t;I)CJmb'er;?j
",:.i3~~·1':~Q.~3~,:~ti(l)~er$~
IQgl~~llalue'$Jqr,'texb
'151 , . 'repre.sentatlons of numbers that you. want fo mul~iply. '
161 LVI
171 ...:LI ,r~lrIl1uJar~sl;Jlt= 18500' I QK. I.: ~Ca~ser.

Copy this formula to cells D3 to D6.

__ ,7\. B· /1 G~ " D.'

-1 Ite In CodeRate I Sto ck Tota I
--:2-- A001 -50--1--370
I-....__i----·----'I--....;...;,,-- -r+ -_._-- - t
18500
•• -----
~ 3 AO02 45 I
.1-.__ .200
.. ._~_ 9000
..•._
__

4 AD03 20 I 620 I 12400

-"5--'" ·-Aof.J4·- --'--'--'-~ - ., T "-"390 .... l -'1365Cf'-
8 ---AoO~·5 .--. - ~~-- TOO _. 100 --- i 90orf--

3.8 GRAPHICAL REPRESENATATION IN EXCEL

Charts are the graphic component of Excel. The data which is entered as tables can be
viewed in the graphical form as charts which makes the figures of data effective,
interesting, easy to understand, and easy to analyse and compare data. Chart can be of
two types:

MS-Excel offers different chart types, each of which has at least one subtype, or
variation. You can change the chart type to present your data most clearly and
effectively. Some of the popularly used charts are given below:

Bar Chart - It consists of the series ofhorizontal bars that allow comparison of the
relative size of two or more items, as shown in Figure 15. A bar chart illustrates
comparisons among individual items. 115
Practical- Lab Manual - 1

Figure 15: Bar Charts

Column Chart - This consists of a series of vertical columns that allow comparison of
the relative size of two or more items, as shown in Figure 16. A column chart shows data
changes over a period of time or illustrates comparisons among items .

••
Figure 16: Column Charts

Line Chart - As given in Figure 17 below is a line chart shows trends in data at equal
intervals, Each of the data series are plotted as lines of different colour and shading.

Figure 17: Line Charts

Pie Chart - In Figure 18 Pie charts are shown. It always shows only one data series and
is useful when you want to emphasize a significant element in the data. These are the best
charts to compare the percentages of the sum the data series. It represents only one data
116 series.
 Spreadsheet

Figure 18: Pie Charts

3.9 CHART WIZARD

The Chart Wizard is a series of dialog boxes that guides you through the steps required to
create a new embedded chart or modify settings for an existing embedded chart. It
displays either five steps or two steps, depending on what is selected. Ifworksheet data is
selected, all five steps are displayed because you're creating a new chart. If you've
selected an existing chart to modify it, only two steps are displayed. When you choose
the Finish button in any of the steps, the ChartWizard finishes your chart for you.
Following are the steps to create the chart through Chart Wizard:

1) To learn how to create a chart, you can use the data given in above example.

2) Select the cells Al to C6 and Click on Chart Wizard tool button from formatting
Toolbar. OR use Insert? chart.

standa r d T~pes I Custom Types I

g... ••et type:
lJ.j, .
=:: Bar
.ta::;. L.ine
~ PI.,
b:i:,: xv (Sc""tt ••,)
•• Aee ••
@ OouQhnut
~ Radae
~ Surface
~: Bubble
~ Stock

Cancel . I

117
Figure 19: Standards Charts in Chart Wizard
Practical - Lab Manual - 1 3) Select the chart type from the charts displayed in the Figure 19. You can use press
and hold button to see the preview which can help you in selecting the type of chart
you want is fit with your data or not. And clicks on Next, Figure 20 will appear.
(;Iu.n ~IF~rd - :'01",••. 1 01 .•• "Charl fyp.. . _ . 17J®
ert typo~. !5ompie:
..•.
-=
Id
~"In
s.•,..
••
j""'" TOO,....,-_~ __ ...-~"'",."C'I
"'"S,

.a
L::.::;.
"I"
xv {!k ••tte,}
'WlA'e.,
I

*
@

~
Douohnut
Rada,
SurFace
1.: '1" ',,,,... .,;. ',.'
!z Bubble
AOOl ••••
0012 ••••
003 "'004 AOO';
~ Stock

~h,lst:~rcd Column. ~";;'mpere5·1'V~i~.';s,e'c:'~oss

F.:.teQorles.
I

~ ~[=I=: ..=::::=:::=.~=r.~="~=·~~::~="~=·'·=:I:=~=~=:~=·~=·.~=·.~="~=.·:=:s.=~=OO~~=I~=.::=::.=::::=:J~i~
---- Next',> E)nl"h

Figure 20: View Sample Chart in Chart Wizard

4) As Shown in Figure 21, enter or check the data range and series of data in the box
and click on Next.

400
.00
200
100
o
AOOl •.•..
000 AOO""

~~;~.1;f!!·
"_ •••
St'ock
-C:£l:t] C>/.I>MIOI I-Sheet1I$I!I$l

r
. ..::.J ':t'.tIlue~: I-Sheet 11$8$2 I$8$6
_-=8!::;;d.;;..d_' --/1 ~mt)V.. I
I-Sh""t11$A$':i$A$6

~_c_"_n_c_ •• I_ I.~_<.::.-=B::;:,",,:::;k;;"·_Jtll_·..:.N;;.:;";.;;'":::;t
.••.• ..:;""
...•.--I _-=Fi'-n·_i •• _h_ •...•1

Figure 21: Data Range and Series of Charts

5) Sample of the chart labels are shown in Figure 22, Alongwith this, you can specify
X-axis Label and Legend text. Enter the Title for the chart, X-axis and Ysaxis. Click
on Next.

Chart ';i7~rd Slap 3 of" -.Chart Options, .' .: l1J~

Title~ I Axes., I'Grldllnas I L~end, I Data L&belsl D~~ TlIble I
Chalt'title:
.. IBar Chart of Rate and Stock a., Ch.ft or Rat. an41 Stock

i;.~tegcirY (x) axis': 100 r--,.,.,..,..,...~"....,"""'~~""""""~

,lItem C.ode ~oo
" 100
, \!.~,Io!:(tJails:
~ 400 t-=-""'i"'~"--II~_r---""I
,1flJlxnbers 1OQO+-~--~~~~~~~--4
z200 +-.•..-=__,..,.., •..
lie"oIlJ(~t~)I"')- (:~l
'''\1>:'
I . -n,-.•. ........;.""""'-IIf-.-+IIh_1"H
100

::;I!mt>d :~aWf.;(V) a:'ls: AOOl "'00; MW MO. ...~OS

I, 'It;•• C~d.

--:-----------_._;::=::.:::=;--,...----:
00 Cancel < ~"ck Next:>: .

118 Figure 22: Creating Chart label~

 Spreadsheet

6) Select an option to place the chart as an object or as a new sheet as shown in Figure
23 and click Finish .

..,,':"""'~_~.""~~ ~ .•.•.••~ ,••_•.......••...•.

'OII;.~~ ......••..
...-.•..•~_""""'-Y'""",,",,"'~-' ..•.•~.,. __ •.

S~~p.4,of 4 - CI~artLocdti0'l'\i1~~~ _"

~~~~,~!:.WjZ?td..~ . L1]r:gJ
Place chart:

~l r As Re~~hee.t: IChart!

m re As Q.b~ct in: SheeW'

- -" ~
." '.. . - " . : ~~ •..-~.~:.
-

Nex~ > I'I--'E.-in-:-i~h--l .'

Figure 23: Option to Place the Chart

The chart which is created can be printed in the similar way as the worksheet is printed.
To Print the Embedded Chart

This can be printed either with the data by selecting the range of works heet including the
data and the chart, or without data also by :

• Select the chart.

• Choose File -> Print.

To Print the Chart Sheet

• Choose File .» Page Set-up.

• After selecting the appropriate options for chart size, page size, margins, header and
footer, Click on Print... (Print Preview button allows the user to view the chart
before taking the print out.)

3.10 EXIT EXCEL

When your work is finished and it has been saved properly, to close the file and exit MS-
Excel,

Choose File -> Close command.

Choose File -> Exit.

If you have not saved your work before closing the file, the Dialog box to save the
vorksheet is displayed.
119
Practical- Lab Manual - 1 Lab Exercises 3

1) Select and use a function to get the same result as = ClO * Cll * C12 >I< C13 >I< C14 >I<

CI5.

, :"' •..
2) Assume in a column "NUMBER." numbers between 10 to 10 are stored, you are
..
asked to calculate their corresponding :"suirt ofsquares"'in a column and "sum of
qubes" in another column.
3) Assume you need to select any sixteen people in the list of 1000 persons to give them
two bed rooms flat in Delhi. How you can select these people using random function
of Excel so that the process of allotment of plots will be fair.
4) According to your company policy no one should apply for any post more than once
in the six month. Assume you have an old database of applicants, you are asked to
type new entries of applicant in your database if you write any entry, which is against
your company policy, and then proper error message should flash on your screen.
Help: Your database may contains Name, Post applied, Date of Application etc ..
5) One school conducts a 100 mark exam for its students and grades them as follows:

Grade A+: Marks>85;Grade A: 85>Marks>75;Grade B: 75>Marks>60

Grade C: 60>Marks>50;Gl'ade D: 50>Marks>40;Grade F: Marks<40

6) Write a formula code in excel to calculate the grades for students, using nested- if
statement. Show the result of your code with help of sample marks values.
7) Find how many 'c' characters are present in the given text also calculate total
numbers of characters in the text.

HI measure the progress of a community by the degree of progress which

women have achieved. 11 B. R. Ambedkar
-

3.11 SUMMARY

Excel is a powerful spreadsheet application, which provides different functionalities for

organizing, analysis and representing data. You learned few to stored data in worksheet
of worksheet and cell in this unit. The main advantage of excel is its formulas and
function, in this unit we leamed how to work with different formulas and how to use
different functions available in the Excel. In this unit, you leamed. What is an Excel
workbook and worksheet, and how to work in it. Data is entered in the cells and can be
edited, if required. Names can be given to a single cell or a range of cells. You can move
in the worksheet either with keyboard, mouse or menu. Data that has been entered can be
searched and replaced. The contents of the cell can be copied and moved anywhere in the
workbook. We also learned about different printing issues and page setup issues in this
unit. To improve your processing speed on Excel we have provided you different short
cut keys.

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 Spreadsheet
3.12 REFERENCES/FURTHER READINGS

• Teach Yourself Ms Excel 2000 In 24 Hours~by Reisner, Techmedia

.
.'
Publication

..
• Excel 2000: No E~perienced Re~~~e~e
Excel 2000 For Windows by Lange ,
~eis~kopf, ~PB Publication,
irson Education India
• http://www.vtc.com/products/Microsoft-Excel-2000-tutorials.htm
• http://www .fgcu.edu/supportl office2000/Excell
• http://www.bcschools.netlstafflMicrosoftOffice.htm
• http://www.usd.edultrio/tutlexcel!

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