Kabhre Multiple Campus

Banepa-6,Budol,Kavre

Lab Report 3: MS-Excel

Introduction To Information Technology

Submitted By Submitted To
Sandesh Shrestha Ruchi Manandhar
BICTE 1st Sem
Roll no:10
Contents
Microsoft Excel..........................................................................................................................2
Spreadsheet application..............................................................................................................3
Creating, formatting and printing worksheets............................................................................3
Creating MS Excel.................................................................................................................3
Formatting MS Excel.............................................................................................................5
Printing MS Excel..................................................................................................................7
Using Formulas in MS Excel for Different Calculations.......................................................7
Creating, formatting and printing graph.....................................................................................9
Creating graph in MS Excel...................................................................................................9
Formatting graph in MS Excel.............................................................................................12
Printing Graph in MS Excel.................................................................................................13
Difference Between Function and Formula in MS Excel........................................................14
Function................................................................................................................................14
Commonly Used Functions in Excel....................................................................................14
1. Mathematical Functions...................................................................................................14
2. Logical Functions.............................................................................................................14
Some Important Questions.......................................................................................................15

1|Page
Microsoft Excel
Microsoft Excel is a powerful spreadsheet application developed by Microsoft, widely used
for data analysis, calculations, visualization, and automation.

Microsoft Excel is widely used across various industries for different purposes. Some
common uses include:

1)Data Analysis & Visualization

 Creating charts and graphs to visualize trends.
 Using Pivot Tables for data summarization.
 Applying statistical functions like AVERAGE, MEDIAN, and STDEV.

2)Financial Management & Accounting

 Budgeting and expense tracking.
 Financial modeling and forecasting.
 Managing invoices, payroll, and tax calculations.

3)Project Management & Scheduling

 Creating Gantt charts for project tracking.
 Managing task lists and deadlines.
 Resource allocation and time tracking.

4)Business & Sales Reporting

 Sales tracking and performance analysis.
 Customer database management.
 Inventory and supply chain management.

5)Data Entry & Record Keeping

 Maintaining large databases.

2|Page
 Using data validation to ensure accuracy.
 Automating repetitive tasks with macros & VBA.

6)Education & Research

 Organizing and analyzing survey data.
 Creating study plans and grade tracking.
 Conducting statistical analysis for research.

Spreadsheet application
A spreadsheet application is software used to organize, analyze, and store data in a table
format. It consists of rows and columns, where users can enter numbers, text, and formulas to
perform calculations, create charts, and analyze data efficiently.

Popular Spreadsheet Applications:

 Microsoft Excel (part of Microsoft Office)
 Google Sheets (cloud-based, part of Google Workspace)
 Apple Numbers (for macOS and iOS)
 LibreOffice Calc (open-source alternative)
 Zoho Sheet (web-based spreadsheet tool)

Creating, formatting and printing worksheets

Creating MS Excel
1. Open Microsoft Excel
 Windows: Click the Start menu → Search for Excel → Click on Microsoft Excel.
 Mac: Open the Applications folder → Click on Microsoft Excel.
 Online: Visit Excel Online and sign in with a Microsoft account.

3|Page
2. Create a New Workbook
 After opening Excel, click on Blank Workbook to create a new spreadsheet.

3. Understand the Excel Interface

 Ribbon: Contains all tools (File, Home, Insert, etc.).
 Worksheet (Sheet1, Sheet2, etc.): Where you enter data.
 Cells (A1, B2, etc.): Small boxes to enter data.
 Columns (A, B, C...) and Rows (1, 2, 3...): Organize data.

4. Enter Data into Cells

 Click on a cell (e.g., A1) and type data (numbers, text, dates, etc.).
 Press Enter to move to the next row or Tab to move to the next column.

5. Format Your Data

 Select a cell or range of cells.
 Go to the Home tab → Use formatting options:
1. Bold, Italic, Underline (for text).
2. Font Size & Color (for styling).
3. Number Formats (Currency, Date, Percentage, etc.).

6. Use Basic Formulas & Functions

 Click on a cell where you want the result.
 Type = followed by a function:
1. =SUM(A1:A5) → Adds values from A1 to A5.
2. =AVERAGE(B1:B5) → Calculates the average.
3. =A1+B1 → Adds values from two cells.
 Press Enter to see the result.

7. Insert Charts & Graphs

 Select the data you want to visualize.
 Click on the Insert tab → Choose a Chart Type (Column, Pie, Line, etc.).
 Customize the chart as needed.

8. Save Your Work

 Click File → Save As.
 Choose a location (OneDrive, PC, USB).
 Enter a File Name and select Excel Workbook (.xlsx).
 Click Save.

4|Page
Formatting MS Excel
1. Open Excel and Select Data
 Open Microsoft Excel.
 Select the cells, rows, or columns you want to format.

2. Apply Font Formatting (Text Style & Color)

 Go to the Home tab.
 Use the Font section to:
1. Change Font Style (Arial, Times New Roman, etc.).
2. Adjust Font Size.
3. Make text Bold (B), Italic (I), or Underlined (U).
4. Change Font Color (A icon).
5. Apply Fill Color (Paint Bucket icon).

3. Change Number Formatting

 Select the cell(s) with numbers.
 Go to the Home tab → Locate Number section.
 Choose a format:
1. General (default).
2. Number (1,234.56).
3. Currency ($1,234.56).
4. Percentage (50%).
5. Date (20-Feb-2025).
6. Custom (define your own format).

4. Align Text & Data (Cell Alignment)

 Select the cell(s).

5|Page
 Go to the Home tab → Find the Alignment section.
 Choose:
1. Horizontal Alignment (Left, Center, Right).
2. Vertical Alignment (Top, Middle, Bottom).
3. Wrap Text (fit long text within a cell).
4. Merge & Center (combine multiple cells).

5. Add Borders & Background Colors

 Select the cells.
 Go to Home → Click Borders (▾).
 Choose a border type:
1. All Borders (outlines all selected cells).
2. Top, Bottom, Left, or Right Borders.
3. Thick Border for emphasis.
 To add a background color:
1. Click Fill Color (paint bucket icon).
2. Select a color.

6. Use Conditional Formatting (Highlight Important Data)

 Select the data range.
 Go to Home → Click Conditional Formatting.
 Choose a rule:
1. Highlight Cells Rules (greater than, less than, between).
2. Top/Bottom Rules (highlight top 10 values).
3. Data Bars, Color Scales, Icon Sets (visual indicators).
 Click OK to apply.

7. Resize Rows & Columns for Better View

 Manually Resize: Click and drag the row/column border.
 AutoFit:
1. Select the row/column.
2. Go to Home → Click Format → Choose AutoFit Column Width/Row Height.

8. Use Format Painter (Copy Formatting)

 Select a formatted cell.
 Click Format Painter (paintbrush icon).
 Click on other cells to apply the same formatting.

Printing MS Excel
 Click File → Print to print your sheet.

6|Page
Using Formulas in MS Excel for Different Calculations
Excel formulas allow you to perform calculations on data automatically. Here’s a step-by-
step guide to using them:

1. How to Enter a Formula in Excel

1️. Click on the cell where you want the result.
2️. Type = to start a formula.
3️. Enter the formula (e.g., =A1+B1).
4️. Press Enter to apply the calculation.

2. Basic Arithmetic Formulas

Operation Formula Example Description

Addition =A1+B1 Adds values from A1 and B1

Subtraction =A1-B1 Subtracts B1 from A1

Multiplication =A1*B1 Multiplies A1 by B1

Division =A1/B1 Divides A1 by B1

Exponentiation =A1^B1 A1 raised to the power of B1

3. Common Built-in Functions

Function Formula Example Purpose

SUM =SUM(A1:A5) Adds numbers in the range A1 to A5

7|Page
Function Formula Example Purpose

AVERAGE =AVERAGE(A1:A5) Finds the average of values in A1 to A5

MIN =MIN(A1:A5) Finds the smallest number in the range

MAX =MAX(A1:A5) Finds the largest number in the range

COUNT =COUNT(A1:A10) Counts the number of numeric values in A1 to A10

COUNTA =COUNTA(A1:A10) Counts all non-empty cells in A1 to A10

4. Logical Formulas (IF Statements)

Used for decision-making calculations.
Example 1: Simple IF
👉 Check if a value is greater than 50
=IF(A1>50, "Pass", "Fail")
If A1 is greater than 50, it returns "Pass", otherwise "Fail".
Example 2: Nested IF
👉 Grade based on score
=IF(A1>=90, "A", IF(A1>=80, "B", IF(A1>=70, "C", "Fail")))
 Returns "A" for 90+, "B" for 80-89, "C" for 70-79, and "Fail" otherwise.

5. Lookup & Reference Functions

Function Formula Example Purpose

=VLOOKUP(101, A2:B10, Searches for 101 in column A and returns the

VLOOKUP
2, FALSE) corresponding value from column B

=HLOOKUP(101, A1:J2, 2, Searches for 101 in row 1 and returns the

HLOOKUP
FALSE) corresponding value from row 2

INDEX =INDEX(A1:C3, 2, 3) Returns the value in row 2, column 3 of A1:C3

6. Array Formulas (For Advanced Users)

Array formulas perform calculations across multiple cells at once.

8|Page
👉 Example: Multiply two columns and sum the result
=SUM(A1:A5 * B1:B5)
Press Ctrl + Shift + Enter to apply as an array formula.

7. Date & Time Functions

Function Formula Example Purpose

TODAY =TODAY() Returns the current date

NOW =NOW() Returns the current date and time

YEAR =YEAR(A1) Extracts the year from a date in A1

MONTH =MONTH(A1) Extracts the month from a date in A1

DAY =DAY(A1) Extracts the day from a date in A1

=DATEDIF(A1, B1,
DATEDIF Finds the difference in years between two dates
"Y")

Returns the day of the week (1=Sunday, 2=Monday,

WEEKDAY =WEEKDAY(A1)
etc.)

Creating, formatting and printing graph

Creating graph in MS Excel
1. Enter Your Data
 Open Microsoft Excel.
 Type your data in a table format (e.g., months in column A and sales in column B).
Month Sales ($)

Jan 5000

Feb 7000

Mar 6000

Apr 8000

2. Select the Data

 Click and drag to select the data range (e.g., A1:B5).
 Include headers (Month, Sales) for automatic labeling.

3. Insert a Chart
 Go to the Insert tab on the ribbon.

9|Page
 In the Charts group, select a chart type:
1. Column Chart 📊 → Best for comparing values.

2. Line Chart 📈 → Best for trends over time.

3. Pie Chart 🥧 → Best for showing percentages.

4. Bar Chart 📉 → Similar to column but horizontal.

10 | P a g e
5. Scatter Chart ⚫ → Best for relationships between values.
 Click on the chart type you want (e.g., Insert Column Chart).

4. Customize the Chart

 Click on the chart to reveal the Chart Tools options.
 Use the Chart Elements (+ icon) to:
 Add a Title → Click Chart Title and type a name (e.g., "Monthly Sales").
 Add Data Labels → Show exact values on bars/lines.
 Change Axis Labels → Edit horizontal/vertical axis names.
 Adjust Colors & Styles → Click Chart Styles 🎨.

5. Move & Resize the Chart

 Click and drag the chart to move it.
 Resize by dragging the corners.

6. Save & Export

 Click File → Save As to save your work.
 To export, right-click the chart → Save as Picture.

7. Update Data Automatically

 If your data changes, the chart updates automatically!
 Click the chart → Select Data to modify the range if needed.

11 | P a g e
Formatting graph in MS Excel
1. Select the Chart
 Click on the chart/graph you want to format.
 A border will appear around it, and the Chart Tools tab will show up on the ribbon.

2. Add & Edit Chart Elements

 Click the + (Chart Elements) button (top-right corner of the chart).
 Choose elements to add or remove:
1. Chart Title → Click on it to edit the text.
2. Axis Titles → Label X and Y axes.
3. Data Labels → Show exact values on bars/lines.
4. Legend → Display a key for chart categories.
5. Gridlines → Adjust background lines for better readability.

3. Change Chart Style & Color

 Click the Chart to activate the Chart Tools ribbon.
 Go to Chart Design → Chart Styles 🎨.
 Choose a predefined style or click Change Colors to pick a custom color scheme.

4. Format Axes (X & Y Axis)

 Right-click the X-axis (horizontal) or Y-axis (vertical) → Click Format Axis.
 Modify:
1. Minimum & Maximum Values (for better scaling).
2. Axis Labels Position (inside, outside, or angled).
3. Number Format (Currency, Percentage, etc.).

5. Customize Data Series (Bars, Lines, or Pie Slices)

 Right-click on a bar, line, or slice → Click Format Data Series.
 Adjust:
1. Fill & Border Colors.
2. Gap Width (space between bars).
3. Line Style & Thickness (for line charts).
4. Explode Pie Slices (for pie charts).

6. Add Data Labels & Callouts

 Click the + (Chart Elements) button → Check Data Labels.
 Right-click data labels → Format them (Bold, Italic, or Font Size).

7. Apply 3D Effects & Shadows (Optional)

 Right-click the chart → Click Format Chart Area.
 Under Effects, add:
1. Shadows for depth.
2. Glow & Soft Edges for a stylish look.
3. 3D Rotation (for 3D charts).

8. Move & Resize the Chart

 Click and drag to move the chart anywhere in the sheet.
12 | P a g e
 Drag the corners to resize it without distortion.

9. Save or Export the Chart

 Save the Excel file: Click File → Save As.
 Export as an image:
1. Right-click the chart → Click Save as Picture.
2. Choose PNG, JPEG, or SVG format.

Printing Graph in MS Excel

1. Select the Graph You Want to Print
 Click on the chart/graph to select it.
 Make sure only the chart is selected if you want to print it separately.

2. Open the Print Menu

 Press Ctrl + P (shortcut for printing).
 OR go to File → Print.

3. Choose Print Settings

 Under Print What, select one of the options:
1. Print Active Sheet → Prints the entire sheet (chart + data).
2. Print Selected Chart → Prints only the graph

4. Adjust Page Layout (Optional)

 Go to Page Layout tab → Click Page Setup.
 Adjust:
1. Orientation → Choose Portrait (vertical) or Landscape (horizontal).
2. Margins → Click Narrow, Normal, or Custom for proper alignment.
3. Fit to Page → Scale the chart to fit the page.

5. Preview Before Printing

 In the Print Preview window, check how the graph looks.
 Adjust settings if needed (size, alignment, or margins).

6. Print the Graph

 Click Print to send it to the printer.
 Ensure your printer is connected and has enough paper & ink.

7. Save as PDF (Optional)

 Instead of printing, you can save the graph as a PDF:
1. Go to File → Print.
2. Select Microsoft Print to PDF or Save as PDF.
3. Click Save and choose a location.

13 | P a g e
Difference Between Function and Formula in MS Excel
Feature Formula Function

A user-defined mathematical A pre-built operation in Excel that

Definition
expression to perform calculations. simplifies complex calculations.

Starts with = and combines Uses a predefined name with arguments

Syntax
operators (e.g., =A1+B1). inside parentheses (e.g., =SUM(A1:A5)).

Can be simple or complex, Easier and faster to use because Excel

Complexity
depending on the user’s input. automates the calculation.

=A1+B1-C1*D1/2 (Manual =SUM(A1:A5) (Pre-built function for

Example
calculation using operators) addition)

Requires the user to define Excel provides built-in functions like SUM,
Usage
operations using +, -, *, /. AVERAGE, IF, VLOOKUP, etc.

May take longer to write for Saves time by performing common

Efficiency
complex calculations. calculations instantly.

Function
A function is a predefined formula that performs a specific calculation automatically. It
simplifies complex operations and saves time by eliminating the need for manual
calculations.
Commonly Used Functions in Excel
1. Mathematical Functions
Function Description Example

SUM Adds numbers in a range. =SUM(A1:A5)

AVERAGE Finds the average of numbers. =AVERAGE(A1:A5)

MAX Returns the highest value. =MAX(A1:A5)

MIN Returns the lowest value. =MIN(A1:A5)

2. Logical Functions
Function Description Example

IF Returns a value based on a condition. =IF(A1>50, "Pass", "Fail")

AND Checks if multiple conditions are TRUE. =AND(A1>50, B1<100)

OR Checks if at least one condition is TRUE. =OR(A1>50, B1<100)

14 | P a g e
Some Important Questions
1. From the following spreadsheet, write the formula to address the following conditions:

……………………….

15 | P a g e
Answers:
a) Total=C2*D2
b) Discount=IF(E2>=35000, E2*0.1,0)
c) VAT=IF(OR(B2= " Mobile ",B2= "Laptop"),E2*0.13,0)
d) Grand total of particular item=E2-F2+G2
Grand total of all item=SUM(H2:H7)

2. You are providing following data:

Answers:
a) Total marks=B2*C2*D2*E2*F2
b) Total percentage=G2/500*100
c) Result=IF(AND(B2>= 35,C2>=35,d2>=35,E2>=35,F2>=35)," Pass ","Fail")
d) Division= IF(I2="Fail", " *",IF(H2>= 80, "Distinction", IF(H2>= 70, "First",
IF(H2>= 60, "Second", IF(H2>= 35, "Third"))))

16 | P a g e