MICROSOFT EXCEL 2013/2021

Introduction

Microsoft Excel is software product designed and developed by Microsoft for strong
data in an organized way. Microsoft Excel, often referred to simply as Excel, is a powerful
spreadsheet application developed by Microsoft. It has become an essential tool in various
fields, from business and finance to education and research. Excel offers a wide array of
features designed to help users create, manage, analyze, and visualize data effectively. In
this blog, we'll explore the features of Microsoft Excel, starting with a brief introduction to the
software.

Microsoft Excel is also used to extract insights from data and represent the
visualizations using graphs and charts. Microsoft Excel is a part of the Microsoft Office suite,
which includes other popular applications like Word, PowerPoint, and Outlook. It is primarily
used for creating, editing, and managing spreadsheets. A spreadsheet is a digital grid
composed of rows and columns where users can enter, organize, and manipulate data. To
truly harness the power of Microsoft Excel, it's essential to explain the features of MS Excel
comprehensively, ensuring you can make the most of this versatile tool in your daily tasks.

Microsoft Excel is a powerfull spreadsheet application that allows user to produce

tables containing calculations and graphs. These can range from simple formula to complex
functions and mathematical model.

Microsoft Excel is a spreadsheet that works like a database. It consists of individual

cells that can be used to build functions, formulas, tables, and graphs that easily organize and
analyze large amounts of information and data.

Microsoft Excel is a spreadsheet with a range of features and capabilities. Its

applications in data analysis and information management are remarkable. MS Excel allows
you to organize, edit and work on spreadsheets to obtain, analyze and transform data. You
can add text, images, videos, objects, and many other elements to your spreadsheet to track,
manage, and view information easily.
 The Microsoft Excel is powerful & integrated software comes with 3 programs 1)
Worksheet or Spread sheet program 2) The graph Program 3) Database Management
Program

The first & most sophisticated of three is the worksheet or the spread sheet program.
It electronically duplicates the amount of text and numbers and widely used for accounting
package by bank & financial institutes. The Microsoft Excel allows you to apply variety of
calculations and is very convenient tool for preparing budgets, annual reports, income
statements, income tax calculation and what if analysis.

Features of MS Excel
Key Features of MS Excel

• Spreadsheets and Data Organization. At its core, Excel is designed to work with
spreadsheets. ...
• Formulas and Functions. ...
• Data Visualization. ...
• PivotTables and Pivot Charts. ...
• Data Validation and Drop-Down Lists. ...
• Conditional Formatting. ...
• Data Sorting and Filtering. ...
• Data Analysis Tool Pak.
•

Spreadsheets and Data Organization

At its core, Excel is designed to work with spreadsheets. This is one of the
basic features of MS Excel and users can create multiple sheets within a single
workbook, making it easy to organize and categorize data. This grid-based
structure allows for efficient data entry and management. The features of a
spreadsheet in MS Excel, such as its versatile formulas and functions, powerful
data visualization tools, and robust sorting and filtering options, empower users
to efficiently manage and analyze data within its grid-based structure

Excel Graphs Feature

In simple terms, a graph is a visual element that represents data in

a worksheet. You will be able to analyze the data more efficiently by looking at
a graph in Excel rather than numbers in a dataset. Excel covers a wide range of
graphs that you can use to represent your data. Creating a graph in Excel is
easy. Graphs in Excel simplify complex data, making it easier to understand at
a glance. Instead of navigating through numbers, a graph visually highlights key
trends and comparisons. Learning how to create a chart in Excel or how to create
graphs from Excel data can help convey your message clearly and ensure your
audience quickly grasps essential insights. Next, let us learn types of graphs and
how to make a graph in excel.

Formulas and Functions

One of Excel's standout features is its ability to perform calculations and

operations on data using formulas and functions. Users can create complex
calculations by combining mathematical operators, cell references, and built-in
functions. Some commonly used functions include SUM, AVERAGE, IF, and
VLOOKUP, HLOOKUP, COUNTIF, COUNTIFS, SUMIF, SUMIFS

Data Visualization

Excel offers a variety of data visualization chart types, such as bar graphs,
line charts, and pie charts, to help users visualize data trends and patterns. This
is one of the main features of MS excel. Creating charts is as simple as selecting
data and choosing a chart type, making it an excellent tool for creating informative
reports and presentations.

PivotTables and Pivot Charts

PivotTables are powerful tools for summarizing and analyzing large datasets.
This is one of the advanced features of MS Excel They allow users to create
dynamic summaries, apply filters, and rearrange data to gain insights from
different angles. Pivot Charts works hand-in-hand with PivotTables to provide
visual representations of the summarized data.

Data Validation and Drop-Down Lists

Excel enables users to create drop-down lists and apply data validation rules
to ensure data accuracy and consistency. This feature is particularly useful when
multiple individuals are entering data into the same spreadsheet, as it helps
prevent errors.

Conditional Formatting

`Conditional formatting allows users to automatically format cells based on

specific criteria. This is one of the most important features of MS Excel and this
feature helps highlight important data points, trends, or outliers, making it easier
to identify key insights in your data. The formatting features of MS Excel
encompass a wide range of options, from conditional formatting for data
visualization to custom cell formatting for enhancing the clarity and presentation
of your spreadsheets.
Data Sorting and Filtering

Excel provides robust sorting and filtering capabilities that make it easy
to organize and locate specific data within a large dataset. Users can sort data
alphabetically or numerically and apply filters to display only the relevant
information.

Data Analysis Tool Pak

For advanced statistical analysis, Excel offers the Data Analysis Tool
Pak, a collection of statistical functions and tools. It includes features like
regression analysis, sampling, and hypothesis testing, making it valuable for
professionals in fields such as finance, science, and engineering.

Solver Add-In

The Solver Add-In is a powerful tool for solving optimization problems.

Whether you need to maximize profits, minimize costs, or allocate resources
efficiently, Solver can help find the optimal solution.

Collaboration and Sharing

With Microsoft 365 integration, Excel supports real-time collaboration,

allowing multiple users to work on a spreadsheet simultaneously. Users can
also share files through OneDrive or SharePoint, enhancing collaboration and
version control.

Macros and VBA (Visual Basic for Applications)

Excel's VBA allows users with programming knowledge to create custom

macros, which are scripts that automate repetitive tasks or extend Excel's
 functionality. This feature is especially useful for users seeking to streamline
their workflow or develop customized solutions.

Data Import and Export

Excel facilitates data import from various sources, including databases,

web pages, and text files. It also offers multiple export options, allowing users
to save their work in formats such as CSV, PDF, and more

Microsoft Excel Application

Excel is typically used to organize data and perform

financial analysis. It is used across all business functions and at companies
from small to large.

The main uses of Excel include:

• Data entry

• Data management

• Accounting

• Financial analysis

• Charting and graphing

• Programming

• Time management

• Task management
 • Financial modeling

• Customer relationship management (CRM)

• Almost anything that needs to be organized!

What is Work Book

A workbook in Excel is a file that contains one or more worksheets, which are
also known as spreadsheets. A workbook is a collection of spreadsheets that can
be treated like the pages of a book.

You can use a workbook to organize, input, and analyze data. Each
worksheet is made up of cells that are organized into rows and columns, and you
can enter data like text, numbers, dates, or formulas into the cells.

By default, Excel shows one Work sheet/spread sheet. You can add any
number of worksheets. The maximum number i of worksheet we can add into one
workbook is 255.

Loading Microsoft Excel

After successful booting, login and loading windows, windows program gets
activated, and various programs groups will be displayed. Now search for Microsoft
Office group and select Microsoft Excel program icon and double click the mouse
button to load Microsoft excel. Or search Microsoft Excel icon in the desktop and
double click the mouse button to load Microsoft excel.
 +

THE FILE TAB

• The File tab was introduced in Excel 2010/2013/2021 replacing the Excel 2007
Office Button, and it works differently than the others tabs.
• Instead of having its options display on the horizontal ribbon, clicking on the File
tab opens a drop-down menu on the left side of the screen.

• This tab also contains items that are mostly related to file and document
management – such as opening new or existing worksheet files, saving, and
printing.

• The options item, which is also located on the menu, is used to alter the look of the
program as a whole by choosing which screen elements to display, such as scroll
bars and gridlines. It also contains options for activating a number of settings – such
as automatic recalculation of worksheet files and choosing which languages to use
for spell check and grammar.
RIBBON

• The Ribbon is the strip of buttons and icons located above the worksheet. When
clicked on, these buttons and icons activate the various features of program. First
introduced in Excel 2007, the ribbon replaced the menus and toolbars found in
Excel 2003 and earlier versions.
RIBBON TABS
• Tabs are part of the horizontal ribbon menu that contains links to various features
of the program. Each tab – such as Home, Page Layout, and Formulas – contains
a number of related features and options that are activated by clicking on the
appropriate icon.
Ribbon Groups
Groups are bunches of buttons which is used for various task in excel. There are
7 ribbon groups in Home ribbon. They are 1) Clipboard 2) Font 3) Alignment 4)
Number 5) styles 6) Cells 7)Editing. These groups are also available in other ribbon
groups.
QUICK ACCESS TOOLBAR

• This toolbar allows you to add frequently used commands. Click on the down arrow
at the end of the toolbar to display available options.
ACTIVE CELL

• The active cell is recognized by its black outline. Data is always entered into the
active cell. Different cells can be made active by clicking on them with the mouse
or by using the arrow keys on the keyboard.
ADD SHEET ICON
• Adding additional worksheets can be done by clicking on the add sheet icon next
to the sheet tab at the bottom of the screen or you can use this keyboard shortcut
to add a new worksheet.
CELL

• Cells are the rectangular boxes located in central area of a worksheet.

• Data entered into a worksheet is stored in a cell. Each cell can hold only one piece
of data at a time.
 • A cell is the intersection point of a vertical column and a horizontal row.

• Each cell in the worksheet can be identified by a cell reference, which is a

combination of letters and numbers such as A1, F456, or AA34.
FORMULA BAR

• Located above the worksheet, this area displays the contents of the active cell.
The formula bar can also be used for entering or editing data and formulas.
NAME BOX

• Located next to the formula bar, the Name Box displays the cell reference or
the name of the active cell.
COLUMN LETTERS

• Columns run vertically on a worksheet and each one is identified by a letter in

the column header.
ROW NUMBERS

• Rows run horizontally in a worksheet and are identified by a number in the row
header.
SHEET TABS

• By default, there is one worksheet in an Excel 2013 file.

• The tab at the bottom of a worksheet tells you the name of the worksheet – such
as Sheet1, Sheet2 etc.

• Renaming a worksheet or changing the tab color can make it easier to keep track
of data in large spreadsheet files.

• Switching between worksheets can be done by clicking on the tab of the sheet you
wish to access or by using this keyboard shortcut to change between worksheets.
ZOOM SLIDER
• Located in the bottom right corner of the Excel screen, the zoom slider is used to
change the magnification of a worksheet by dragging the slider box back and forth
or by clicking on the Zoom Out and Zoom In buttons located at either end of the
slider.
STATUS BAR
 • The status bar, which runs horizontally along the bottom of screen, can be
customized to display a number of options, most of which give the user information
about the current worksheet, data the worksheet contains, and even the user’s
keyboard – such as whether the Caps Lock, Scroll Lock, and Num Lockleys are
turned on or off.
• The status bar also contains the zoom slider, discussed below, which allows users
to alter the magnification of a worksheet.

What is Worksheet/Spread Sheet

The term Worksheet used in Excel documents is a collection of cells

organized in rows and columns. It is the working surface you interact with to enter
data. Each worksheet contains 1048576 rows and 16384 columns and serves as a
giant table that allows you to organize information. Typically, a workbook contains
several worksheets with related content and only one of the worksheets is active at
a time. The Worksheet is a grid of rows and columns. It is an electronic plain paper
It is displayed an grid of 10,48,576 rows and 16,384 columns. Columns are labeled
as A,B,C,D,……..Z,AA,AB,AC,AD…….AZ,BA,BB,BC………XFD and rows are
numbered as 1,2,3,4,5,6,…………..10,48576

The intersection of rows and columns are called as CELL. There are
approximately 1613 crores of cells(1048576x16384) in one worksheet. Each cell
can hold up 255 characters or 1024 characters formula. Each cell is surrounded by
gray line is called grid line.

Each cell is identified by its cell address. It is made up of column letter and
row number. The address of first cell is A1 and the last cell is XFD1048576. The
cell address of active cell is displayed in Name Box. Press F5 to go to specific cell.
The active cell is surrounded by dark border. Active cell is the cell where we can
start typing.
 Moving around the worksheet

The keyboard can be used to move cursor quickly and easily on the
worksheet. There are 8 keys i.e. 4 arrow keys, Home key, End key, Page up key
and Page Down Key. We can use Ctrl & Shift keys to move the cursor in worksheet
Ctrl + Page down key is used to skip sheets forward in the worksheet and Ctrl
+Page up keys is used to skip between sheets backward in the worksheet.

Using mouse: The user can move across the worksheet using the mouse.
This can be done with help of scroll bar. During excel operation mouse pointer will
change its shape into various formats.
Excel Commands

Excel commands perform actions that users can do, like opening, closing,
and editing documents, and altering Excel settings. The excel commands can be
given in one of the following ways

1. Choosing an option from ribbon

2. Choosing an option from shortcut men
3. Using templates
4. Using Keyboard shortcut

Choosing an option from ribbon

Ribbons are primary methods of excel to perform tasks such as opening a

file, saving a file, copying group of cells, printing a workbook or creating a chart.
Excel ribbon can be activated using keyboard by pressing ALT key and
corresponding letter. For example Alt+N to activate Insert Ribbon, Alt+F to activate
File Menu, Alt+H to activate Home ribbon etc. Using Mouse you just click on
particular ribbon and you will get various ribbon button to perform specific task.

Choosing an option from shortcut men

By clicking right mouse button , excel opens a shortcut menu that gives direct
access of most commonly used commands. Clicking right mouse button on active
cell will display the following shortcut menu which contains regular used commands
like cut, copy , paste, insert , delete, format cells etc.
Using templates

Excel wizards are interactive tools that guide users through tasks in Excel, such as
creating charts, formulas, and graphs. They are designed to simplify the user experience,
especially for those who are less familiar with Excel's advanced features. The Excel Wizard
is essentially a set of interactive, step-by-step tools designed to guide users through specific
tasks. These wizards serve as virtual assistants, providing assistance in creating complex
formulas, charts, graphs, and more.
Here are some examples of Excel wizards:

• Chart Wizard
Helps users create charts by selecting a cell range with data, clicking the Recommended
Chart icon, and then switching between chart types

• Function Wizard
Lists all functions available in Excel and helps users find the right function to solve a
problem. It can also be used to create Excel macros that specify how data from MATLAB
functions is placed and outputted to worksheets

• Text Import Wizard

Helps users import data from a text file into a worksheet by examining the text file and
ensuring the data is imported as desired

• Query Wizard
Helps users select and combine data from different tables and fields in a database

Practical Assignment-1 Employee Salary Report

Create a worksheet Employee salary report with following fields

Sl No, Emp-No, Emp-Name, Emp-Desig, Emp-Dept,Emp-DOB, Basic Salary, DA,HRA, TA, GROSS,
PF, NET-Pay
Processing Steps
1. Enter Today’s Date & Time
2. Enter Serial Number from 1 to 20
3. Enter Employee Number from E001 to E020
4. Enter Any 20-employees name
5. Enter Designation of Employee like Manager, Clerk, Accountant, Attender, Operator, Sweeper etc
6. Enter Department of each employee like Sales, Purchase, Accounts, Computer etc
7. Enter Date of Birth of each employee
8. Enter Basic Salary of Each Employee
9. Calculate DA (Dearness Allowance)

DA is 58% of Basic Salary

10. Calculate HRA (House Rent Allowance) HRA is 22% of Basic Salary
11. Calculate TA (Travelling Allowance) TA is 10% of DA&HRA
12. Calculate Gross Salary (Total Salary) Gross salary is Basic salary + Da+Hra+Ta
13. Calculate PF (Provident Fund) PF is 12% of Basic Salary
14. Calculate Net Salary (Take Home Pay) Net Salary is Gross Salary – PF
15. Calculate total, average, maximum & minimum of all Numeric Fields
16. Draw Bar chart on Net salary
17. Filter employee name not starts from Letter “S”
18. Filter all employee lists whose department is SALES
19. Filter all employee lists whose department is PURCHASE
20. Filter all employee lists whose department is NOT ACCOUNTS OR PRODUCTION
21. Filter All employee list whose designation is MANAGER
22. Filter all employee lists whose designation is OFFICER or CLERK
23. Filter all employee lists whose Basic salary less than 10000
24. Filter all employee lists whose Net salary is more than 15000 and less than 25000
25. Filter all employee lists whose Name starts from Letter “S” and designation is MANAGER

Practical Assignment-2 Student Marks Report

Create a worksheet Student Mark Report with following fields

Sl No, Reg-No, Student-Name, Student Class, Student DOB, Kannada, English, Hindi, Science,
Social, Maths, Total Mark, % Marks, Result, Grade, Remark
Processing Steps
1. Enter Today’s Date & Time
2. Enter Serial Number from 1 to 20
3. Enter Student Registration Number from 2022829001 to 2022829020
4. Enter Student Name of 20 Students
5. Enter Student Class of 20 Students Like 8th, 9th, 10th
6. Enter Student Date Of Birth of 20 Students
7. Enter Marks of 6 subjects from 0 to 100
8. Calculate Total Marks (Add 6 subjects Marks)
9. Calculate % Marks (Total marks /6)
10. Calculate Result
If student got less than 35 marks in any one subjects then student is FAIL otherwise Student is
PASS
11. Calculate Grade

If Student result is FAIL then Grade is FAIL

If % marks is Greater than equal to 35 & Less than 50 then Grade is THIRD CLASS
IF % marks is Greater than or equal to 50 & less than 60 then Grade is SECOND CLASS
If % marks is greater than or equal to 60 & less than 70 then Grade is FIRST CLASS
Else Grade is Distinction
12. Calculate Remark

If Grade is FAIL then Remark is VERY POOR

If Grade is THIRD CLASS, then Remark is NOT SATISFACTORY
IF Grade is SECOND CLASS, then Remark is SATISFACTORY
If Grade is FIRST CLASS, then Remark is GOOD
Else Remark is EXCELLENT
13. Calculate maximum & minimum of all Numeric Fields
14. Draw Line chart on Total Mark
15. Filter the student list whose result is PASS
16. Filter the student list whose result is FAIL
17. Filter the student list whose Grade is FIRST CLASS
18. Filter the student list whose Grade is DISTINCTION
19. Filter the student list whose Name Starts from Letter “S”
20. Filter the student list whose total mark is greater than 300