UNIT III

Dr. Meetendra Singh Chahar

Dean
Faculty of Engineering & Technology
meetendrasinghchahar@kmu.edu.in
MS EXCEL 08-03-2025 1
 INDEX

 INTRODUCTION TO EXCEL…………………………………... 3
 OVERVIEW OF EXCEL…………………………………………...4
 OFFICE BUTTON……………………………………….......... 5
 RIBBONS………………………………………………………………. 6
 WORKING WITH CELLS…………………………………….... 7-8
 FORMATTING TEXT……………………………………………... 9-11
 CONDITIONAL FORMATTING……………………………..... 12-13
 TO INSERT ROWS & COLUMNS………………………….... 14
 EDITING – FILL……………………………………………………….15
 SORTING…………………………………………………………..... 16
 CELL REFERENCING……………………………………........ 17-19
 FUNCTIONS……………………………………………………..….. 20-26
 FUNCTION AUDITING…………………………………………...27
 SHORTCUT KEYS……………………………………….......... 28-30
MS EXCEL 08-03-2025 2
 INTRODUCTION TO MS-EXCEL

 Excel is a computer program used to create electronic

spreadsheets.

 Within excel user can organize data ,create chart and

perform calculations.

 Excel is a convenient program because it allow user to create

large spreadsheets, reference information, and it allows for
better storage of information.

 Excels operates like other Microsoft(MS) office programs and

has many of the same functions and shortcuts of other MS
programs.

 In computer terminology, the file created by Spreadsheet

package is called Worksheet. 3
MS EXCEL 08-03-2025
FEATURES OF SPREADSHEET (WORKSHEET)
 Microsoft excel consists of workbooks. Within
each workbook, there is an infinite number of
worksheets.

 Each worksheet contains Columns and Rows.

 Where a column and a row intersect is called a

cell. In worksheet each cell has a unique Cell
Address. For e.g. cell D5 is located where
column D and row 5 meet.

 In worksheet the entries may be labels,

character value or numeric value.

 The tabs at the bottom of the screen represent

different worksheets within a workbook. You
can use the scrolling buttons on the left to
bring other worksheets into view.
MS EXCEL 08-03-2025 4
 Cont.

 The numeric values are used for calculations.

 Formula entries are used for calculation to be made on numeric

value entries (e.g. A1+A2).

 The cell address is used to define formula-entries because the

calculation is cell-dependent not value dependent.

 Automatic recalculation is a helpful feature of spreadsheet

which allow to recalculate the value of a cell dependent
formula, whenever the data in Worksheet is changed.

 New rows and column can be inserted in a worksheet.

 The currently Active Cell is identified by the position of cell

pointer.

 The Cursor movement keys or Enter key are used to activate the
cell of sheets and movement in sheet.
ADVANTAGES OF USING AN ELECTRONIC WORKSHEET

The electronic worksheet privides several advantages over the

manual work. The following are common advantages –

 If the user is using electronic worksheet, in case of data change

the worksheet program will automatically recalculate all the
formulae using that data and update worksheet instantly.

 Several mathematical, trigonometric, financial & statistical

functions are built in spreadsheet packages. These functions
provide the easy and fast way to perform complicated
calculations.

 The results of calculation are accurate and fast.

 The Worksheet provides a large storage area to store data in

comparison to paper worksheet.
 Cont.

ADVANTAGES OF USING AN ELECTRONIC WORKSHEET

 Data can also be seen in the form of graphs. Various types of

graphs are provided by spreadsheet package.

 The user can print the entire worksheet or part of worksheet in

desired manner.

 The worksheet is saved in an electronic file and can be

modified when required.

 The merging of two worksheets is also possible.

 The information stored in a worksheet can be transferred to

other software programs such as DBMS, Word Processing
package etc.
 Use and Applications of Spreadsheet Packages

 Sales :- Sales is a process of selling products and how to

maximize the sales. Maximum sale requires a lot of planning,
behaviour of customers, market trends etc. in the form of sales
forecasting. In forecasting process, spreadsheets allows proper
arranging of data product-wise or salesperson-wise. Further any
change in market trend, behaviour of the customers, demand of
the customers or external environment like change in raw material,
price etc. can be immediately reflected. Any change in the above
mentioned area can be manipulated with ease and accuracy by
using the several functions in the spreadsheets.

 Marketing :- Media planning is key aspect of marketing process.

To overcome on media planning, spreadsheets are useful because
changes in budgets and media rates can be made easily and
effectively using a spreadsheet.
Accounting :- This is an area where spreadsheet programs are widely used to store
whole accounting books like journals, ledgers, trial balance, balance-sheets, profit
and loss accounts to determine net profit or net loss or several decision making
terms. Accounting procedures are followed in all business and commercial areas.
Computrised accounting is very helpful for a quick decision making process

Advertising :- An advertising agency handles several products for many clients at a

time. It is very important for the agency to budget for each product i.e. how many
releases of a particular advertisement for a particular product will be made which
media will be used and for how long. This becomes easier using a spreadsheet
because the plan can be viewed in totaling when it is put on a spreadsheet.

University Management : The spreadsheet packages are heavily used in all

management activities.

Production Planning and Control

Inventory Control

Hotel Management
TYPES OF BAR ON EXCEL WINDOW

(1) Title Bar - At the top of an Excel window, there is title bar. The left
edge of this bar has the application control menu box next to which
the name of the open document is displayed. On the right edge of the
title bar, the minimize, Restore/Maximize and close buttons are
placed.

2) Menu Bar - The Menu Bar is located just below the title bar. It contains
all the commands used in Excel grouped under main heads.

3) Toolbars – The buttons on the tool bar represent a command or a

procedure. Here the default standard and formatting are displayed
just below the menu bar.

4) Formula Bar – The formula bar displays the constant value or formula
used in the active cell. The formula bar is also used to editing the cell
contents.

5) Sheet – A workspace to input data, create graph etc.

6) Sheet Title – To change the sheet.

7) Scroll Bar – The scroll bar appears at the left for vertical
scrolling and at the bottom right for horizontal scrolling.

8) Split Bar – The split bar is located at the top of the vertical
scroll bar and to the right of the horizontal scroll bar.

9) Name Bar – The name bar is the left hand of the formula
bar. It identifies the selected cells, chart item or drawing
object. The purpose is as follows :
* To name a selected cell or range
* To move to a selected name cell, click its name in the
box. Type the name in the name bar and press enter key.
 OFFICE BUTTON CONTAINS..
NEW-TO OPEN NEW WORKBOOK.
(CTRL+N)
OPEN-TO OPEN EXISTING DOCUMENT
(CTRL+O)

SAVE-TO SAVE A DOCUMENT.

(CTRL+S)

SAVE AS-TO SAVE COPY DOCUMENT.

(F12)
PRINT-TO PRINT A DOCUMENT.
(CTRL+P)
PREPARE-TO PREPARE DOCUMENT FOR DISTRIBUTION.

SEND-TO SEND A COPY OF DOCUMENT TO OTHER PEOPLE.

CLOSE-TO CLOSE A DOCUMENT (CTRL+W).

MS EXCEL 08-03-2025 12
 THE THREE PARTS
RIBBONS OF THE RIBBON ARE
TABS

GROUPS

COMMANDS

1 TABS:THERE ARE SEVEN TABS ACROSS THE TOP OF

THE EXCEL WINDOW.

2 GROUPS: GROUPS ARE SETS OF RELATED

COMMANDS,DISPLAYED ON TABS.
COMMANDS: A COMMAND IS A BUTTON,A MENU
3 OR A BOX WHERE YOU ENTER INFORMATION.

MS EXCEL 08-03-2025 13
 WORKING WITH CELLS

TO COPY AND PASTE CONTENTS:

Select the cell or cells you wish to copy.
Click the Copy command in the Clipboard group on the Home tab.
Select the cell or cells where you want to paste the information.
Click the Paste command.
The copied information will now appear in the new cells.
MS EXCEL 08-03-2025 14
 WORKING WITH CELLS

To Cut and Paste Cell Contents:

Select the cell or cells you wish to cut.
Click the Cut command in the Clipboard group on the Home tab.
Select the cell or cells where you want to paste the information.
Click the Paste command.
The cut information will be removed and now appear in the new cells.
MS EXCEL 08-03-2025 15
 FORMATTING TEXT

TO FORMAT TEXT IN BOLD, TO CHANGE THE FONT STYLE:

ITALICS OR UNDERLINE: Select the cell or cells you want to
Left-click a cell to select it or drag format.
your cursor over the text in the Left-click the drop-down arrow next to
formula bar to select it. the Font Style box on the Home tab.
Click the Bold, Italics or underline Select a font style from the list.
command.

MS EXCEL 08-03-2025 16
 FORMATTING TEXT

TO CHANGE THE FONT SIZE: TO ADD A BORDER:

Select the cell or cells you want to Select the cell or cells you want to
format. format.
Left-click the drop-down arrow next Click the drop-down arrow next to the
to the Font Size box on the Home tab. Borders command on the Home tab. A
Select a font size from the list. menu will appear with border options.

MS EXCEL 08-03-2025 17
 FORMATTING TEXT

TO CHANGE THE TEXT COLOUR: TO ADD A FILL COLOUR:

Select the cell or cells you want to format. Select the cell or cells you want to
Left-click the drop-down arrow next to format.
the Text Color command. A color palette Click the Fill command. A color
will appear. palette will appear.
Select a color from the palette. Select a color from the palette.

MS EXCEL 08-03-2025 18
CONDITIONAL FORMATTING

TO APPLY CONDITIONAL FORMATTING:

Select the cells you would like to format.
Select the Home tab.
Locate the Styles group.
Click the Conditional Formatting command. A menu will
appear with your formatting options.

TO REMOVE CONDITIONAL FORMATTING:

Click the Conditional Formatting command.
Select Clear Rules.
Choose to clear rules from the entire worksheet or the
selected cells.

MS EXCEL 08-03-2025 19
 CONDITIONAL FORMATTING

TO APPLY NEW FORMATTING: TO MANAGE CONDITIONAL FORMATTING:

Click the Conditional Formatting Click the Conditional Formatting command.
command. Select New Rules from Select Manage Rules from the menu. The
the menu. There are different Conditional Formatting Rules Manager dialog
rules, you can apply these rules to box will appear. From here you can edit a rule,
differentiate particular cell. delete a rule, or change the order of rules.

MS EXCEL 08-03-2025 20
 TO INSERT ROWS & COLOUMS

NOTE:
1. The new row always
appears above the
selected row.

2. The new column always

appears to the left of
the selected column.
TO INSERT ROWS:
Select the row below where you want the new row to appear.
Click the Insert command in the Cells group on the Home tab. The row will
appear.
To Insert Columns:
Select the column to the right of where you want the column to appear.
Click the Insert command in the Cells group on the Home tab. The column
will appear.

MS EXCEL 08-03-2025 21
EDITING- FILL
 IN THE LOWER RIGHT HAND CORNER OF THE ACTIVE
CELL IS EXCEL’S “FILL HANDLE”.WHEN YOU HOLD
YOUR MOUSE OVER THE TOP OF IT, YOUR CURSOR WILL
TURN TO A CROSSHAIR.

 IF YOU HAVE JUST ONE CELL SELECTED, IF YOU CLICK

AND DRAG TO FILL DOWN A COLUMN OR ACROSS A
ROW, IT WILL COPY THAT NUMBER OR TEXT TO EACH
OF THE OTHER CELLS.

 IF YOU HAVE TWO CELLS SELECTED, EXCEL WILL FILL

IN A SERIES. IT WILL COMPLETE THE PATTERN.FOR
EXAMPLE,IF YOU PUT 4 AND 8 IN TWO CELLS SELECT
THEM,CLICK AND DRAG THE FILL HANDLE ,EXCEL WILL
CONTINUE THE PATTERN WITH 12,16,20.ETC.

 EXCEL CAN ALSO AUTO- FILL SERIES OF DATES, TIMES,

DAYS OF THE WEEK, MONTHS.
MS EXCEL 08-03-2025 22
SORTING
TO SORT IN ALPHABETICAL ORDER:
Select a cell in the column you want to
sort (In this example, we choose a cell in
column Q).
Click the Sort & Filter command in the
Editing group on the Home tab.
Select Sort A to Z. Now the information in
the Category column is organized in
alphabetical order.

TO SORT FROM SMALLEST TO LARGEST:

Select a cell in the column you want to
sort (In this example, we choose a cell in
column Q).
Click the Sort & Filter command in the
Editing group on the Home tab.
Select From Smallest to Largest. Now the
information is organized from the smallest
to largest amount.

MS EXCEL 08-03-2025 23
 CELL REFERENCING
A RELATIVE
CELL
REFERENCE AS
(A1) IS BASED
ON THE
RELATIVE
POSITION OF
IN CELL (C1) SUM FUNCTION IS USED. THE CELL. IF
THEN FUNCTION FROM CELL (C1) IS COPY TO CELL (D3). THE POSITION
WHEN THE POSITION OF THE CELL IS CHANGED FROM
OF THE CELL
(C1) TO (D3),THEN THE REFERENCE IS ALSO CHANGED
FROM (A1,B1) TO (B3,C3). THAT
CONTAINS THE
REFERENCE
CHANGES, THE
REFERENCE
ITSELF IS
CHANGED.
MS EXCEL 08-03-2025 24
 CELL REFERENCING
AN ABSOLUTE
CELL
REFERENCE AS
($A$1) ALWAYS
REFERS TO A
CELL IN A
SPECIFIC
IN CELL (C1) SUM FUNCTION IS USED.
LOCATION. IF
THEN FUNCTION FROM CELL (C1) IS COPY TO CELL (D3).
WHEN THE POSITION OF THE CELL IS CHANGED FROM (C1) TO THE POSITION
(D3),THEN THE ABSOLUTE REFERENCE REMAINS THE OF THE CELL
SAME(A1,B1).$ IS USED FOR CONSTANT ROW OR COLUMN. THAT CONTAINS
THE FORMULA
CHANGES, THE
ABSOLUTE
REFERENCE
REMAINS THE
SAME.
MS EXCEL 08-03-2025 25
 CELL REFERENCING

A MIXED
REFERENCE HAS
EITHER AN
ABSOLUTE
COLUMN AND
RELATIVE ROW OR
IN CELL (C1) SUM FUNCTION IS USED. ABSOLUTE ROW
THEN FUNCTION FROM CELL (C1) IS COPY TO CELL (D3). AND RELATIVE
WHEN THE POSITION OF THE CELL IS CHANGED FROM COLUMN. AN
(C1) TO (D3),THEN ROW REFERENCE IS CHANGED(FROM 1 ABSOLUTE
TO 3) BUT COLUMN REFERENCE REMAINS SAME(A,B). COLUMN
REFERENCE TAKES
THE FORM $A1,
$B1.AN ABSOLUTE
ROW REFERENCE
TAKES THE FORM
A$1, B$1.
MS EXCEL 08-03-2025 26
 Excel Charts
Charts are visual representations of data used to make it more understandable. A
chart in Excel is a visual representation of data or values ​that allows us to make an
interpretation or comparison visually. Charts in Excel help summarize or report large
amounts of data, making it easier to interpret.

Characteristics of a Good Chart in Excel

The goal of a chart in Excel is to get the information displayed in a way that everyone
can understand. It allows us to interpret reports and analyze complex data easily.
In this sense, the characteristics of a good graph in Excel are:
Visually explain the values ​or data that we want to analyze
It should be self-explanatory and easy to understand
The graph’s content should be explained through legends
It should be immaculate, without elements or colours that generate distractions

Types of Charts in Excel

Choosing between the different types of charts in Excel to display information correctly
is essential. Each chart type presents data differently, the choice of the chart should
be planned correctly.
MS EXCEL 08-03-2025 27
Commonly used charts are:

•Pie chart
•Column chart
•Line chart
Different charts are used for different types of data.

Purpose of the chart Type of chart to use

Show trends over time. Column chart, line chart, point chart

Compare data. Bar chart, column chart

Show the relationship of parts to the whole or highlight

Pie chart
proportions.

Show the parts that contribute to the total and compare

Stacked column chart
change over time.

Show groups of related data. Bar chart, column chart

Emphasize the magnitude of change over time. Area chart

Show the relationship between two measures. Scatter chart

Show the relationships between three measures. Bubble chart

Show trends over time or compare data with two

Combination chart
measures.

Identify patterns of high and low values. Tree map

MS EXCEL 08-03-2025 28
Column charts
Column charts are useful for comparing discrete data or showing trends over time.
Column charts use vertical data markers to compare individual values.
This type of graph emphasizes the variations of the data over time. The data
categories will appear on the horizontal axis and the values ​will appear on the vertical
axis. Column charts are similar to bar charts. The main difference is that the
categories appear on the vertical axis in bar charts.

MS EXCEL 08-03-2025 29
Line charts
Line charts are useful for showing trends over time and comparing many data series.
Line charts plot data at regular points connected by lines. A line chart shows the
relationships of changes in data. This chart is similar to area charts. The line charts
emphasize trends in the data and not the change amounts like area charts.

MS EXCEL 08-03-2025 30
Pie charts
Pie charts are useful for highlighting proportions.
They use segments of a circle to show the relationship of parts to the whole. To
highlight actual values, use another chart type, such as a stacked chart. Pie charts
plot a single data series. If you need to plot multiple data series, use a 100 percent
stacked chart. They show the percentages of each of the parts for the total.

MS EXCEL 08-03-2025 31
Bar charts
Bar charts are useful for plotting many data series.
Bar charts use horizontal data markers to compare individual values.
A bar chart emphasizes the comparison between items in a specific period. This chart
type includes cones, cylinders, and pyramids.

MS EXCEL 08-03-2025 32
Area charts
Area charts are useful for emphasizing the magnitude of change over time. Stacked
area charts are also used to show the relationship of parts to the whole.
Area charts are like line charts, but the areas below the lines are filled with colors or
patterns. Area charts suggest that the values are important ​over time. An area chart is
like a line chart. However, since the area between the lines is filled in, the area chart
places greater importance on the magnitude of the values ​than a line chart.

MS EXCEL 08-03-2025 33
XY Plots (Scatter)
Scatter plots help show the relationship between different data points. This type of chart
uses numeric values ​for both axes instead of categories on either axis as in previous
charts.

Types of scatter plots -Scatter with smooth lines and markers, Scatter chart with
smooth lines, Scatter with straight lines and markers, Scatter chart with straight lines,
Bubble chart, and 3-D Bubble
MS EXCEL 08-03-2025 34
Waterfall chart
You can create a waterfall chart for analysis of the evolution of a variable in data of the
period and accumulated data. The following example talks about a company's net
income. The Waterfall chart is color-coded in Blue and Orange. Here, orange denotes
the amount spent, and blue denotes the revenues earned and the overall profit made
by the company.

MS EXCEL 08-03-2025 35
Combo chart
A combo chart or combination chart is an interesting feature of Excel. It allows you to
insert more than one typology in the same graph with two axes, which is beneficial for
comparing variables.

The above example shows the marks obtained by a group of students against the
maximum marks (100). The red bar on the X-axis denotes the maximum marks and the
blue bars denote the marks obtained by the students.

MS EXCEL 08-03-2025 36
Create a Chart

To create a line chart, execute the following steps.

1. Select the range A1:D7.
2. On the Insert tab, in the Charts group, choose Line, and select Line with
Markers.
Result:

Change Chart Type

You can easily change to a different type of chart at any
time.
1. Select the chart.
2. On the Insert tab, in the Charts group, choose Column, and select
Clustered Column.
Result :

Switch Row/Column
If you want the animals, displayed on the vertical axis, to be displayed
on the horizontal axis instead, execute the following steps.
1. Select the chart. The Chart Tools contextual tab activates.
2. On the Design tab, click Switch Row/Column.

Result :
Result:

Chart Title

To add a chart title, execute the following steps.

1. Select the chart. The Chart Tools contextual tab activates.
2. On the Layout tab, click Chart Title, Above Chart.
3. Enter a title. For example, Population.
Result:

Legend Position

By default, the legend appears to the right of the chart. To move the legend
to the bottom of the chart, execute the following steps.
1. Select the chart. The Chart Tools contextual tab activates.
2. On the Layout tab, click Legend, Show Legend at Bottom.
Result:
Data Labels

You can use data labels to focus your readers' attention on a single data series or data
point.
1. Select the chart. The Chart Tools contextual tab activates.
2. Click an orange bar to select the Jun data series. Click again on an orange bar to
select a single data point.
3. On the Layout tab, click Data Labels, Outside End.
Result:
 FUNCTIONS
Functions are predefined formulas that perform calculations by using specific
values, called arguments, in a particular order or structure. Functions can be
used to perform simple or complex calculations. Functions are many types –
1. Math Functions
2. Statistical Functions
3. Date and Time Functions
4. Logical Function
5. Text Functions

 MATH FUNCTIONS

i) ABS – Returns the absolute value of a number. The absolute value of a

number is the number without its sign.
Syntax: ABS(number)
Number is the real number of which you want the absolute value.
ii) SQRT – Returns the square root of a number.
Syntax: SQRT(NUMBER)
Number is the number for which you want the square root.
 iii) SUM – Adds all the numbers in a range of cells
Syntax: SUM(number1,number2, ……)
Number1,number2, … are 1 to 30 arguments for which you want the
total value or sum.

iv) EXP – Returns e raised to the power of number. The constant e equals
2.71828, the base of the natural logarithm.
Syntax : EXP(number)
Number is the exponent applied to the base e.

v) FACT : Returns the factorial of a number. The factorial of a number is

equal to 1*2*3 ….*number.
Syntax : FACT(NUMBER)
Number is the nonnegative number you want the factorial of it. If number is
not an integer, it is turncated.

vi) INT : Rounds a number down to the nearest integer.

Syntax: INT(number)
Number is the real number you want to round down to an integer.
vii) MOD : Returns the remainder after number is divided by divisor. The result
has the same sign as divisor.
Syntax : MOD(number,divisor)
Number is the number for which you want to find the remainder.
Divisor is the number by which you want to divide number.

viii) POWER : Returns the result of a number raised to a power.

Syntax : POWER(number,power)
Number is the base number. It can be any real number.
Power is the exponent to which the base number is raised.

ix) ROUND : Rounds a number to a specified number of digits.

Syntax : ROUND(NUMBER,NUM_DIGITS)
Number is the number you want to round.
Num-digits specifies the number of digits to which you want to round number.
ix)SIGN : Determines the sign of a number. Returns 1 if the number is positive,
zero (0) if the number is 0, and -1 if the number is negative.
Syntax: SIGN(number)
Number is any real number.
x) COS : Returns the cosine of the given angle.
Syntax : COS(number)
Number is the angle in radians for which you want the cosine.

xi) TAN : Returns the tangent of the given angle.

Syntax : TAN(number)
Number is the angle in radians for which you want the tangent.

xii) TRUNC :Truncates a number to an integer by removing the fractional part

of the number.
Syntax: TRUNC(number,num_digits)
Number is the number you want to truncate.
Num_digits is a number specifying the precision of the truncation. The
default value for num_digits is 0 (zero).
STATISTICAL FUNCTION
1) AVERAGE : Returns the average (arithmetic mean) of the arguments.
Syntax : AVERAGE(number1,number2,…)
Number1, number2, …. Are 1 to 30 numeric arguments for which you want the
average.

2) MAX :Returns the largest value in a set of values.

Syntax: MAX(number1,number2,...)
Number1, number2, ... are 1 to 30 numbers for which you want to find the
maximum value.

3) MIN: Returns the smallest number in a set of values.

Syntax: MIN(number1,number2,...)
Number1, number2, ... are 1 to 30 numbers for which you want to find the minimum
value.

4) MEDIAN: Returns the median of the given numbers. The median is the
number in the middle of a set of numbers; that is, half the numbers have
values that are greater than the median, and half have values that are less.
Syntax: MEDIAN(number1,number2,...)
Number1, number2, ... are 1 to 30 numbers for which you want the median.
5) MODE: Returns the most frequently occurring, or repetitive, value in an array or
range of data. Like MEDIAN, MODE is a location measure.
Syntax : MODE(number1,number2,...)
Number1, number2, ... are 1 to 30 arguments for which you want to calculate the
mode. You can also use a single array or a reference to an array instead of
arguments separated by commas.

Date and Time Functions

1) DATE : Returns the sequential serial number that represents a particular date. If
the cell format was General before the function was entered, the result is formatted
as a date.
Syntax : Date(year,month,day)
Year : The year argument can be one to four digits.
Month : is a number representing the month of the year.
Day : is a number representing the day of the month.

2) DAY : Returns the day of a date, represented by a serial number. The day
is given as an integer ranging from 1 to 31.
Syntax: DAY(serial_number)
Serial_number is the date of the day you are trying to find.
3) MONTH: Returns the month of a date represented by a serial number. The
month is given as an integer, ranging from 1 (January) to 12 (December).
Syntax: MONTH(serial_number)
Serial_number is the date of the month you are trying to find.

4) HOUR: Returns the hour of a time value. The hour is given as an integer,
ranging from 0 (12:00 A.M.) to 23 (11:00 P.M.).
Syntax: HOUR(serial_number)
Serial_number is the time that contains the hour you want to find.

5) MINUTE: Returns the minutes of a time value. The minute is given as an

integer, ranging from 0 to 59.
Syntax: MINUTE(serial_number)
Serial_number is the time that contains the minute you want to find.

6) SECOND: Returns the seconds of a time value. The second is given as an

integer in the range 0 (zero) to 59.
Syntax: SECOND(serial_number)
Serial_number is the time that contains the seconds you want to find.
7) TODAY: Returns the serial number of the current date. The
serial number is the date-time code used by Microsoft Excel for
date and time calculations. If the cell format was General before
the function was entered, the result is formatted as a date.
Syntax: TODAY( )

8) WEEKDAY: Returns the day of the week corresponding to a

date. The day is given as an integer, ranging from 1 (Sunday) to
7 (Saturday), by default.
Syntax:WEEKDAY(serial_number,return_type)
Serial_number is a sequential number that represents the date
of the day you are trying to find.

9) YEAR: Returns the year corresponding to a date. The year is

returned as an integer in the range 1900-9999.
Syntax: YEAR(serial_number)
Serial_number is the date of the year you want to find.
LOGICAL FUNCTION

1) AND :Returns TRUE if all its arguments are TRUE; returns FALSE if one or
more argument is FALSE.
Syntax: AND(logical1,logical2, ...)
Logical1, logical2, ... are 1 to 30 conditions you want to test that can be either
TRUE or FALSE.

2) OR : Returns TRUE if any argument is TRUE; returns FALSE if all

arguments are FALSE.
Syntax: OR(logical1,logical2,...)
Logical1,logical2,... are 1 to 30 conditions you want to test that can be either
TRUE or FALSE.

3) NOT: Reverses the value of its argument. Use NOT when you
want to make sure a value is not equal to one particular value.
Syntax: NOT(logical)
Logical is a value or expression that can be evaluated to TRUE
or FALSE.
TEXT FUNCTIONS
1) CHAR: Returns the character specified by a number. Use CHAR to translate code
page numbers you might get from files on other types of computers into characters.
Syntax: CHAR(number)
Number is a number between 1 and 255 specifying which character you want. The
character is from the character set used by your computer.

2) CODE: Returns a numeric code for the first character in a text string. The returned
code corresponds to the character set used by your computer.
Syntax: CODE(text)
Text - is the text for which you want the code of the first character.

3) CONCATENATE: Joins several text strings into one text string.

Syntax: CONCATENATE (text1,text2,...)
Text1, text2, ... 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.

4) LEFT : returns the first character or characters in a text string, based on the
number of characters you specify.
Syntax: LEFT(text,num_chars)
Text is the text string that contains the characters you want to extract.
5) RIGHT: RIGHT returns the last character or characters in a text string, based
on the number of characters you specify.
Syntax: RIGHT(text,num_chars)
Text is the text string containing the characters you want to extract.
Num_chars specifies the number of characters you want RIGHT to extract.

6) LEN: LEN returns the number of characters in a text string.

Syntax: LEN(text)
Text is the text whose length you want to find. Spaces count as characters.

7) UPPER : Converts text to uppercase.

Syntax: UPPER(text)
Text is the text you want converted to uppercase. Text can be a reference or
text string.

8) LOWER: Converts all uppercase letters in a text string to lowercase.

Syntax: LOWER(text)
Text is the text you want to convert to lowercase. LOWER does not change
characters in text that are not letters.
9) TRIM: Removes all spaces from text except for single spaces between
words. Use TRIM on text that you have received from another application
that may have irregular spacing.
Syntax: TRIM(text)
Text is the text from which you want spaces removed.

10) REPLACE : Replaces part of a text string, based on the number of

characters you specify, with a different text string.
Syntax:
REPLACE(old_text,start_num,num_chars,new_text)
Old_text is text in which you want to replace some characters.
Start_num is the position of the character in old_text that you want to replace
with new_text.
Num_chars is the number of characters in old_text that you want REPLACE
to replace with new_text.
New_text is the text that will replace characters in old_text.
 FUNCTIONS
SYNTAX OF DATEDIF
=DATEDIF(START_DATE,END_DATE,”INTERVAL”)

START DATE-
Date from which u want to
calculate difference.

= END DATE-
= Date up to which u want to
= calculate difference.
=
INTERVAL-
=
Form in which u want to
=
calculate difference.
“ D ” - D AY S
“M”- MONTHS This says that I
“Y”- YEARS am 19 years 6
“YM”- MONTHS OVER YEAR months & 18
“ M D ” - D AY S O V E R M O N T H days old
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 FUNCTIONS
SYNTAX OF SUMIF
=SUMIF(RANGE,CRITERIA,SUM_RANGE)

RANGE-
Range of cells on which conditions
are applied.

CRITERIA-
Condition that defines which cell
or cells will be added.
=
= SUM RANGE-
Actual cells to sum.

NOTE:-
If sum range is not used then range
is used for sum.
WITHOUT
SUM_RANGE

MS EXCEL 08-03-2025 58
 IF Function : Returns one value if a condition you specify evaluates to
TRUE and another value if it evaluates to FALSE.
Use IF to conduct conditional tests on values and formulas.
Syntax: IF(logical_test,value_if_true,value_if_false)

LOGICAL TEXT-
Any value or expression that can
= be evaluated to TRUE or FALSE.
=
= VALUE IF TRUE-
= Value that is returned if logical
= text is TRUE.
=
= VALUE IF FALSE-
Value that is returned if logical
text is FALSE.

IN COLUMN B DIFFERENT CONDITIONS ARE USED

AND BASED ON THIS, IN COLUMN C DIFFERENT
RESULTS ARE SHOWN.

MS EXCEL 08-03-2025 59
Conditional Formatting in Excel
If statements in spreadsheets can be very long and complicated. Consider this
problem. You have a spreadsheet of student exam marks. Suppose you want
to add the grades as well. If the student scored above 80 it's an A; if the
student scored between 60 and 79, it's a B; if the student scored between
45 and 59, it's a C; if the student scored between 30 and 44, it's a D; and if
the student scored less than 30, it's Fail.
Well, it might look like this:

=IF(B2>=80, "A", IF(B2>=60, "B", IF(B2>=45, "C", IF(B2 >=30, "D", "Fail"))))

What the IF statement is doing is nesting another IF statement on the False

condition. So it says, "If B2 is greater than or equal to 80 THEN put an A in
cell B15; if it's not, execute another IF statement.“
 COUNT FUNCTIONS
SYNTAX OF FUNCTIONS
1. COUNT
=COUNT(VALUE1,VALUE2,…)
=
= 2. COUNTA
= =COUNTA(VALUE1,VALUE2,…)
=
3. COUNTBLANK
=COUNTBLANK(RANGE)

4. COUNTIF
=COUNTIF(RANGE,CRITERIA)
1. 2. 3. 4.
COUNT ONLY COUNT NO. OF
COUNT CELLS COUNT CELLS
CELLS THAT CELLS THAT
THAT ARE NOT THAT ARE
CONTAINS MEET GIVEN
EMPTY. BLANK.
NUMBER. CONDITION.
MS EXCEL 08-03-2025 61
 TEXT FUNCTIONS
SYNTAX OF FUNCTIONS
1. LOWER FUNCTION
=LOWER(TEXT)

2. UPPER FUNCTION
=UPPER(TEXT)

3. PROPER FUNCTION
=PROPER(TEXT)

1. 2. 3.

TO CONVERT TEXT TO CONVERT TEXT TO CAPITALISED

FROM CAPITAL TO FROM SMALL TO EACH WORD OF
SMALL. CAPITAL. TEXT.

MS EXCEL 08-03-2025 62
 TEXT FUNCTIONS

SYNTAX OF FUNCTIONS
1. LEFT FUNCTION
=LEFT(An ,3) =RIGHT(An ,3) =MID(An ,2,3) =LEFT(TEXT,NUM_CHARS)

2. RIGHT FUNCTION
=RIGHT(TEXT,NUM_CHARS)

3. MID FUNCTION
=MID(TEXT,STARTNUM,NUM_CHAR)

1. 2. 3.

RETURN SPECIFIED RETURN CHARACTER

RETURN SPECIFIED
NO. OF CHARACTER FROM MIDDLE OF
NO. OF CHRACTER
FROM START OF TEXT,GIVEN A
FROM END OF TEXT.
TEXT. STARTING POSITION.
MS EXCEL 08-03-2025 63
 OTHER FUNCTIONS

USES OF FUNCTIONS

= NOW RETURNS CURRENT DATE AND TIME.

= TODAY RETURNS CURRENT DATE ONLY.

= MOD RETURNS THE REMAINDER AFTER A NO.

IS DIVIDED BY A DIVISOR.

= LEN RETURNS THE NO. OF CHARACTERS IN A

TEXT STRING.

= SUM ADD ALL THE NUMBERS.

MS EXCEL 08-03-2025 64
 FUNCTION AUDITING
TRACE PRECEDENTS SHOW ARROW THAT INDICATE WHAT
CELLS AFFECT THE VALUE OF THE
CURRENTLY SELECTED CELL.

IN THIS EXAMPLE CELLS A1 & A3

AFFECT THE VALUE OF CELL C2 &
CELLS A1 & A4 AFFECT THE VALUE
OF CELL C6.

TRACE DEPENDENTS SHOW ARROW THAT INDICATE WHAT

CELLS ARE AFFECTED BY THE VALUE
OF THE CURRENTLY SELECTED CELL.

IN THIS EXAMPLE CELL C2 & C6 ARE

AFFECTED BY THE VALUE OF CELL A2
& CELL C6 IS ALSO AFFECTED BY THE
CELL A4.
MS EXCEL 08-03-2025 65
 SHORTCUT KEYS
PARTICULARS KEYS
 EDIT THE ACTIVE CELL F2
 CREATE A CHART F11
 INSERT CELL COMMENT SHIFT + F2
 FUNCTION DIALOGUE BOX SHIFT + F3
 INSERT A NEW WORKSHEET SHIFT + F11
 NAME MANAGER DIALOGUE BOX CTRL + F3
 VISUAL BASIC EDITOR ALT + F11
 MACRO DIALOGUE BOX ALT + F8
 HIDE THE SELECTED COLUMNS CTRL + 0
 UNHIDE THE COLUMNS CTRL + SHIFT + 0
 HIDE THE SELECTED ROWS CTRL + 9
 UNHIDE THE ROWS CTRL + SHIFT + 9
 SELECT ALL CELLS WITH COMMENT CTRL + SHIFT + O
MS EXCEL 08-03-2025 66
 SHORTCUT KEYS
PARTICULARS KEYS
 DOWN FILL CTRL + D
 RIGHT FILL CTRL + R
 ENTER SUM FUNCTION IN CELL ALT + =
 EURO SYMBOL ALT + 0128
 CENT SYMBOL ALT + 0162
 POUND SYMBOL ALT + 0163
 YEN SYMBOL ALT + 0165
 ENTER NEW LINE IN ACTIVE CELL ALT + ENTER
 CURRENT DATE CTRL + ;
 CURRENT TIME CTRL + SHIFT + ;
 SHOW FORMULA CTRL + `
 SELECT ENTIRE COLUMN CTRL + SPACEBAR
 SELECT ENTIRE ROW SHIFT + SPACEBAR
MS EXCEL 08-03-2025 67
 SHORTCUT KEYS
PARTICULARS KEYS
 APPLIES NUMBER FORMAT CTRL + SHIFT + !
 APPLIES CURRENCY FORMAT CTRL + SHIFT + $
 APPLIES PERCENTAGE FORMAT CTRL + SHIFT + %
 APPLIES EXPONENTIAL FORMAT CTRL + SHIFT + ^
 APPLIES GENERAL NO. FORMAT CTRL + SHIFT + ~
 APPLIES TIME FORMAT CTRL + SHIFT + @
 APPLIES DATE FORMAT CTRL + SHIFT + #
 APPLIES OUTLINE BORDER CTRL + SHIFT + &
 REMOVE OUTLINE BORDER CTRL + SHIFT + _

MS EXCEL 08-03-2025 68