BASIC SPREAD SHEET-M S EXCEL

1. Introduction to Excel
 Excel Interface Overview:
o Title Bar: Shows the name of your workbook.
o Menu Bar & Standard Toolbar: Quick access to functions like save, undo, and
print.
o Formatting Toolbar: Contains tools for formatting cells (e.g., bold, italic, color).
o The Ribbon: Houses tabs like Home, Insert, and Page Layout.
o File Tab (Backstage View): Provides options like Open, Save, Print, and Account
settings.
o Formula Bar: Displays the content of the selected cell; useful for entering or editing
formulas.
o Workbook Window: Where you perform data entry and analysis.
o Status Bar: Shows information like sheet mode and quick sum of selected cells.
o Task Pane: Offers a quick-access area for tasks like clipboard, styles, and chart
elements.
o Workbook & Sheets: Workbooks contain multiple sheets that allow you to organize
data across different tabs.
Practice:
1. Open Excel and familiarize yourself with each component above by hovering over and
identifying its function.
2. Columns & Rows
 Selecting Columns & Rows:
o Click on the column or row header to select the entire column or row.
 Changing Column Width & Row Height:
o Right-click on the column/row header and select "Column Width" or "Row Height"
to adjust manually.
 Autofitting Columns & Rows:
o Double-click the right edge of a column header or bottom edge of a row header to
auto-fit.
 Hiding/Unhiding Columns & Rows:
o Right-click on the column/row header and select "Hide" or "Unhide."
 Inserting & Deleting Columns & Rows:
o Right-click the header, choose "Insert" to add, or "Delete" to remove.
 Cell Basics:
o Each cell has a unique address (e.g., A1, B2).

By: Prashant Mulge, Asst.Prof., Dept. of Mechanical Engineering, Sharnbasva University, Kalaburagi
 BASIC SPREAD SHEET-M S EXCEL
o Cells can contain Values (numbers/text), Formulas (e.g., =A1+B1), and Formats
(currency, date).
 Paste & Paste Special:
o Paste copies everything, while Paste Special (right-click > Paste Special) allows
you to paste specific attributes, like values only or formats only.
Practice:
1. Practice selecting and adjusting columns and rows.
2. Try inserting/deleting columns and rows.
3. Experiment with Paste Special options by copying a cell, right-clicking another cell, and
choosing different Paste Special options.

3. Functionality Using Ranges

 Using and Selecting Ranges:
o Click and drag to select multiple cells (a range), e.g., A1.
 Entering Information Into a Range:
o Type values or formulas into selected cells.
 Using AutoFill:
o Select a cell with data (e.g., a date), hover over the bottom-right corner until you see
a plus sign, then drag to fill adjacent cells.
Practice:
1. Select a range (e.g., A1), type "Item" in A1, and use AutoFill to continue down the range.
2. Try dragging dates, numbers, or formulas to autofill patterns automatically.

4. Creating Formulas
 Basic Formulas:
o Sum: =SUM(A1:A10)
o Average: =AVERAGE(A1:A10)
o IF: =IF(A1>50, "Pass", "Fail")
o Count: =COUNT(A1:A10)
o Max: =MAX(A1:A10)
o Min: =MIN(A1:A10)
o Text Functions:
 Proper (capitalizes the first letter): =PROPER(A1)
 Upper (converts to uppercase): =UPPER(A1)
 Lower (converts to lowercase): =LOWER(A1)

By: Prashant Mulge, Asst.Prof., Dept. of Mechanical Engineering, Sharnbasva University, Kalaburagi
 BASIC SPREAD SHEET-M S EXCEL
o Using AutoSum:
 Select a range and click "AutoSum" in the Home tab to quickly apply SUM,
AVERAGE, COUNT, etc.
Practice:
1. Try entering numbers in cells A1 to A5, then use the SUM function to add them up.
2. Use the IF function to create a simple pass/fail result based on a threshold.
3. Practice using text functions by typing text in a cell and converting it to uppercase and
lowercase.
5. Spreadsheet Charts
 Creating Charts:
o Select data, go to the Insert tab, and choose a chart type (e.g., Column, Line, Pie).
 Different Types of Charts:
o Column Chart: Best for comparing quantities across categories.
o Line Chart: Shows trends over time.
o Pie Chart: Displays parts of a whole.
o Bar Chart: Similar to Column but horizontal.
o Scatter Plot: Shows relationships between two sets of values.
 Formatting Chart Objects:
o Click on any part of the chart (e.g., title, axis) and use the Format tab to change
colors, styles, and fonts.
 Changing the Chart Type:
o Select the chart, go to the Chart Tools > Design tab, and select Change Chart Type.
 Showing and Hiding the Legend & Data Table:
o Click on the chart, go to Chart Elements, and check or uncheck options like Legend
and Data Table.
Practice:
1. Enter sample data (e.g., monthly sales), select it, and create a column chart.
2. Format the chart by changing colors and styles.
3. Add a legend and a data table, then experiment with different chart types.

By: Prashant Mulge, Asst.Prof., Dept. of Mechanical Engineering, Sharnbasva University, Kalaburagi
 BASIC SPREAD SHEET-M S EXCEL
MODULE-01
EXCEL INTERFACE OVERVIEW
1. Title Bar:
o Located at the top of the window, it displays the name of your current workbook. If
the workbook is unsaved, it may show a default name like "Book1" until saved.
2. Menu Bar & Standard Toolbar:
o Provides quick access to essential functions like Save, Undo, and Print.
o The Undo button allows you to reverse recent actions, which is especially useful for
error correction.
o The Print function allows for easy document printing directly from the toolbar.
3. Formatting Toolbar:
o Contains tools to change the appearance of text and data within cells.
o Options include making text bold, italic, or changing font color and background
color.
o You can adjust cell alignment, add borders, and format text size, making it easier to
organize and visually distinguish data.
4. The Ribbon:
o A multi-functional toolbar divided into tabs (e.g., Home, Insert, Page Layout,
Formulas).
o Each tab contains grouped commands and tools for specific functions:
 Home: General formatting, clipboard functions, and common tasks.
 Insert: Options for adding charts, tables, pictures, and other objects.
 Page Layout: Printing and page setup options.
o Allows for fast access to a wide variety of Excel features.
5. File Tab (Backstage View):
o Accessed by clicking the File tab on the Ribbon.
o Provides options like Open, Save, Print, and Account settings.
o This is also where you manage file versions, set workbook properties, and find
advanced options like Export and Save As.
6. Formula Bar:
o Displays the contents of the currently selected cell.
o Essential for entering or editing formulas and viewing long text or formulas that may
not fully display within a cell.
o Allows you to see exactly what’s typed in the cell (e.g., =SUM(A1:A10)).

By: Prashant Mulge, Asst.Prof., Dept. of Mechanical Engineering, Sharnbasva University, Kalaburagi
 BASIC SPREAD SHEET-M S EXCEL
7. Workbook Window:
o The main working area where you input and view data.
o This area displays multiple sheets in a workbook, where each sheet has its own tab at
the bottom.
o Enables data entry, calculations, formatting, and analysis.
8. Status Bar:
o Located at the bottom of the Excel window, it displays useful information about the
current state of the workbook.
o Includes indicators like Sheet Mode (e.g., Ready or Edit), and can show quick
calculations such as the sum, average, and count of selected cells.
o You can customize it to display other calculations as well.
9. Task Pane:
o A floating pane that provides quick access to tasks like Clipboard, Styles, and
Chart Elements.
o It appears when needed, such as when inserting certain objects or using advanced
formatting options, making it easy to apply changes without navigating away from
your work area.
10. Workbook & Sheets:
o An Excel workbook is a file containing one or more sheets (also known as
worksheets).
o Each sheet is like a separate page where you can organize data within the same
workbook.
o You can rename, move, or delete sheets, making it easy to organize data for different
analyses or reporting requirements.

By: Prashant Mulge, Asst.Prof., Dept. of Mechanical Engineering, Sharnbasva University, Kalaburagi
 BASIC SPREAD SHEET-M S EXCEL
Exercise 1: Formatting and Analyzing Sales Data
Scenario: You have monthly sales data for three products, and you want to organize, format, and
analyze this data in Excel.
1. Enter Data:
o In the Workbook Window on Sheet1, enter the following data:
A1: Product | B1: January | C1: February | D1: March
A2: Laptop | B2: 1500 | C2: 1700 | D2: 1600
A3: Tablet | B3: 800 | C3: 900 | D3: 950
A4: Smartphone | B4: 1200 | C4: 1400 | D4: 1350
2. Use the Formula Bar for Calculations:
o Click on cell E1 and type "Total Q1 Sales".
o In cell E2, enter the formula =SUM(B2:D2) using the Formula Bar to calculate the
total sales for the Laptop in the first quarter.
o Copy this formula down to calculate the totals for the Tablet and Smartphone.
3. Formatting with the Ribbon:
o Select cells A1
o In the Home tab on the Ribbon, use Bold for the headers (A1) to make them stand
out.
o Select Currency from the Number Format dropdown to format sales figures as
currency.
4. Status Bar Calculations:
o Select the cells E2
. Notice that the Status Bar shows the sum, average, and count of these cells,
providing a quick summary of Q1 sales totals.
5. Save with File Tab:
o Click the File Tab to access Backstage View and select Save As to save your
workbook with a name like “Q1_Sales_Data”.

By: Prashant Mulge, Asst.Prof., Dept. of Mechanical Engineering, Sharnbasva University, Kalaburagi
 BASIC SPREAD SHEET-M S EXCEL
Exercise 2: Using Charts to Visualize Data
Scenario: Using the same sales data, you want to create a chart to visualize product sales over the
first quarter.
1. Select Data:
o In Sheet1, select the range A1
(Product names and monthly sales data).
2. Insert a Chart Using the Ribbon:
o Go to the Insert tab on the Ribbon.
o In the Charts group, select Column Chart and choose a Clustered Column chart to
compare monthly sales across products.
3. Format Chart Elements:
o After inserting the chart, the Chart Tools tab appears in the Ribbon.
o Use Chart Styles in the Format section to apply a style and color that matches your
workbook theme.
o Click on the Chart Title and type “Q1 Sales by Product” to label the chart.
4. Show Data Table:
o With the chart selected, go to Chart Elements (the plus icon next to the chart) and
enable Data Table to display the sales data directly below the chart.
5. Review in Status Bar:
o Select cells B2
.The Status Bar shows a quick sum and average of the selected sales data for all
products across months, which helps you verify the data used in your chart.
6. Final Adjustments:
o Add any additional formatting (like gridlines or data labels) using the options
available in the Task Pane that appears when the chart is selected.

By: Prashant Mulge, Asst.Prof., Dept. of Mechanical Engineering, Sharnbasva University, Kalaburagi
 BASIC SPREAD SHEET-M S EXCEL
MODULE-02
WORKING WITH COLUMNS & ROWS
1. Selecting Columns & Rows:
o To select an entire column, click on its header (e.g., click on the letter "A" to select
column A).
o To select an entire row, click on its header (e.g., click on the number "1" to select
row 1).
2. Changing Column Width & Row Height:
o Right-click the column or row header.
o Choose Column Width or Row Height to manually input a specific size.
o For example, to increase the width of column A, right-click the "A" header, select
Column Width, and set a new width, like "20".
3. Autofitting Columns & Rows:
o Double-click the right edge of a column header to AutoFit the column to the widest
cell in that column.
o Double-click the bottom edge of a row header to AutoFit the row height to its tallest
cell.
o Example: If a cell contains a long text string that isn’t fully visible, double-click the
right edge of its column header to expand the column and display all content.
4. Hiding/Unhiding Columns & Rows:
o To hide a column or row, right-click on its header and choose Hide.
o To unhide, select the range surrounding the hidden row or column, right-click, and
choose Unhide.
o Example: Hide column B by right-clicking on "B" and selecting Hide. Then, unhide
it by selecting columns A and C, right-clicking, and selecting Unhide.
5. Inserting & Deleting Columns & Rows:
o To insert, right-click a column or row header and choose Insert. This adds a new
column or row to the left or above the selected position.
o To delete, right-click the header and select Delete.
o Example: To add a new row above row 2, right-click the "2" header and choose
Insert.

By: Prashant Mulge, Asst.Prof., Dept. of Mechanical Engineering, Sharnbasva University, Kalaburagi
 BASIC SPREAD SHEET-M S EXCEL
Cell Basics
1. Cell Address:
o Each cell is uniquely identified by a combination of its column letter and row
number, such as A1, B2, etc.
o Example: The cell at the intersection of column B and row 5 is cell B5.
2. Content Types in Cells:
o Values: Cells can hold numbers or text, which can be used in calculations or for
display purposes.
o Formulas: Use formulas to perform calculations based on other cells. For instance,
entering =A1+B1 in cell C1 will add the values in cells A1 and B1.
o Formats: Cells can be formatted to display data in specific ways, such as currency,
date, or percentage. Format cells by selecting them, right-clicking, choosing Format
Cells, and selecting a category (e.g., Currency).
o Example: Enter the date "1/1/2024" in cell A1, then format it as Date to display it as
"January 1, 2024."

Paste & Paste Special

1. Paste:
o Regular Paste copies everything from the original cell(s) – values, formulas, and
formatting.
o To use, copy the data (Ctrl+C), select the destination cell, and paste (Ctrl+V).
o Example: Copy cell A1, which contains the text "Hello," and paste it into cell B1.
Cell B1 will now display "Hello."
2. Paste Special:
o Paste Special offers options to paste specific elements, such as values, formulas, or
formatting only.
o How to Use: Copy the desired cell(s), right-click the destination cell, choose Paste
Special, and select an option (e.g., Values).
o Example:
 Suppose cell A2 contains the formula =A1+10 and displays "20" as the
result.
 Copy A2, right-click on B2, choose Paste Special > Values.
 Now, B2 will show "20" (the result) without copying the formula itself.

By: Prashant Mulge, Asst.Prof., Dept. of Mechanical Engineering, Sharnbasva University, Kalaburagi
 BASIC SPREAD SHEET-M S EXCEL
Exercise 3: Organizing Employee Data
Scenario: You have a list of employees with their departments, salaries, and hire dates. You want to
organize and format the data to make it more readable.
Step-by-Step Solution
1. Data Entry:
o Enter the following data starting from cell A1:
A1: Name | B1: Department | C1: Salary | D1: Hire Date
A2: John Doe | B2: Marketing | C2: 50000 | D2: 2022-01-15
A3: Jane Smith | B3: Sales | C3: 55000 | D3: 2021-03-22
A4: Alice Lee | B4: IT | C4: 60000 | D4: 2020-11-10
2. Changing Column Widths:
oThe content in the Name and Department columns might be cut off due to limited
width.
o Right-click on the header of column A (Name) and select Column Width. Set it to
15 for better readability.
o For column B (Department), AutoFit the column by double-clicking the right edge
of the column header. This automatically adjusts the column width to fit the longest
entry.
3. Using Formatting for Readability:
o Select C2
(Salary column) and format these cells as Currency.
 Go to the Home tab, select the Currency option from the Number Format
dropdown.
o Format D2
(Hire Date column) as Date:
 Right-click, choose Format Cells, select Date and choose the preferred date
format (e.g., "March 14, 2012").
4. Inserting a New Row:
o You realize you need to add another employee above Alice Lee.
o Right-click on the row header for Row 4 and select Insert to add a new row.
o Enter new data for Row 4:
A4: Bob Martin | B4: HR | C4: 53000 | D4: 2019-07-30
5. Hiding a Column:
o If you want to temporarily hide the Department column:
o Right-click the header for column B and choose Hide.
o To unhide, select columns A and C, right-click, and select Unhide.

By: Prashant Mulge, Asst.Prof., Dept. of Mechanical Engineering, Sharnbasva University, Kalaburagi
 BASIC SPREAD SHEET-M S EXCEL
Exercise 4: Copying and Pasting Sales Data with Paste Special
Scenario: You are analyzing sales data from the first quarter and want to calculate total sales, then
use Paste Special to copy only values to another part of your worksheet.
Step-by-Step Solution
1. Enter Quarterly Sales Data:
o In Sheet1, enter the following sales data starting from cell A1:
A1: Product | B1: January | C1: February | D1: March | E1: Q1 Total
A2: Laptop | B2: 2000 | C2: 2500 | D2: 2200 | E2: =B2+C2+D2
A3: Smartphone | B3: 1500 | C3: 1600 | D3: 1550 | E3: =B3+C3+D3
A4: Tablet | B4: 1000 | C4: 1100 | D4: 1050 | E4: =B4+C4+D4
o The Q1 Total column (E2
) contains formulas that add up the sales for each product across the three months.
2. Using Paste Special:
o You want to copy only the Q1 Total values (without the formulas) to another area in
the worksheet.
o Select cells E2
, right-click, and choose Copy.
o Move to cell G2, right-click, select Paste Special > Values.
o This copies only the values from Q1 Total (e.g., 6700 for Laptop, etc.) to G2
, leaving the formulas behind.
3. Adjusting Row Height for Data Presentation:
o If any of the data rows are crowded, you can AutoFit the row height.
o Double-click the bottom edge of the row headers for rows 2-4 to automatically
adjust their heights, ensuring all data is visible.
4. Status Bar Quick Sum:
o Select E2
(Q1 Total values).
o The Status Bar at the bottom of Excel will show the sum, which should match the
total quarterly sales.
5. Final Formatting:
o Format G2
as Currency to match the original format.
o Save the workbook using the File Tab (Backstage View) and name it
Q1_Sales_Analysis.

By: Prashant Mulge, Asst.Prof., Dept. of Mechanical Engineering, Sharnbasva University, Kalaburagi
 BASIC SPREAD SHEET-M S EXCEL
MODULE-03
USING RANGES IN EXCEL
1. Selecting Ranges:
o A range is a group of two or more cells. To select a range, click and drag across the
cells you want to include.
o Example:
 To select cells A1
, click on cell A1, hold down the mouse button, and drag to cell C3.
 This range selection now includes all cells from A1 to C3.
2. Entering Information Into a Range:
o You can enter data into a selected range either cell-by-cell or by pasting data into the
selected cells.
o Example:
 Select the range B2
and type numbers (e.g., 10, 20, 30, 40, 50) into each cell to represent a data
series.
o Alternatively, you can select a range and enter a formula to apply across multiple
cells.
 For instance, type =SUM(A2:A6) in cell C2 to add up values in the range A2
.
3. Using AutoFill:
o AutoFill is a feature that helps to automatically populate cells in a series, such as
numbers, dates, or formulas.
o To use AutoFill, enter a starting value (or formula) in a cell, then use the fill handle
(a small square at the cell’s bottom-right corner) to drag the selection across cells to
fill adjacent cells.
o Example:
 In cell A2, enter the date 01/01/2024.
 Hover over the bottom-right corner of cell A2 until the cursor turns into a
plus sign.
 Click and drag down to A6 to auto-fill the following dates (e.g., 01/02/2024,
01/03/2024, etc.).

By: Prashant Mulge, Asst.Prof., Dept. of Mechanical Engineering, Sharnbasva University, Kalaburagi
 BASIC SPREAD SHEET-M S EXCEL
Exercise 5: Creating a Sequence of Monthly Sales
Scenario: You have sales data for one product in January and want to extend the data across a range
of months using AutoFill.
1. Enter Initial Data:
o In cell A1, type "Month", and in cell B1, type "Sales".
o In cell A2, enter "January", and in B2, enter the sales figure 500.
2. Use AutoFill for Months:
o Select cell A2 (January), hover over the fill handle, and drag down to A6. Excel will
auto-fill the following months (February, March, April, etc.) in the range A2
.
3. Enter Sales Data into Range:
o Select the range B2
and manually enter different sales values for each month.
4. Calculate Total Sales:
o In cell B7, enter the formula =SUM(B2:B6) to get the total sales for the first five
months.

Exercise 6: Creating a Number Sequence and Using AutoFill for Formulas

Scenario: You are setting up a sequence of numbers and want to apply a formula across multiple
cells to calculate a 10% increase for each entry.
1. Enter Initial Values:
o In C1, type "Original Value", and in D1, type "Increased by 10%".
o In cells C2 through C6, enter a sequence of values: 100, 150, 200, 250, and 300.
2. Use AutoFill for Calculations:
o In cell D2, enter the formula =C2*1.1 to calculate a 10% increase on the value in C2.
o Use the AutoFill handle to drag this formula down to D6. Excel will automatically
adjust the cell references, applying the formula for each value in C2
.
3. Review the Results:
o The range D2
will now display each value in C2
increased by 10%.

By: Prashant Mulge, Asst.Prof., Dept. of Mechanical Engineering, Sharnbasva University, Kalaburagi
 BASIC SPREAD SHEET-M S EXCEL
MODULE-04
BASIC FORMULAS IN EXCEL
1. Sum:
o The SUM function adds up all numbers in a specified range.
o Formula: =SUM(A1:A10)
o Example:
 If cells A1
contain numbers, typing =SUM(A1:A10) in another cell will give the total of
all those numbers.
2. Average:
o The AVERAGE function calculates the mean of values in a range.
o Formula: =AVERAGE(A1:A10)
o Example:
 With values in cells A1
, using =AVERAGE(A1:A10) will return their average.
3. IF:
o The IF function performs a logical test and returns one value if the condition is true
and another if it’s false.
o Formula: =IF(A1>50, "Pass", "Fail")
o Example:
 If A1 contains a score, entering =IF(A1>50, "Pass", "Fail") will return "Pass"
if the score is greater than 50, and "Fail" otherwise.
4. Count:
o The COUNT function counts the number of numeric entries within a range.
o Formula: =COUNT(A1:A10)
o Example:
 With numbers and possibly text entries in cells A1, =COUNT(A1:A10)
counts only the cells containing numbers.
5. Max:
o The MAX function returns the highest number in a range.
o Formula: =MAX(A1:A10)
o Example:
 For a list of scores in A1, =MAX(A1:A10) finds the maximum score.
6. Min:
o The MIN function returns the lowest number in a range.

By: Prashant Mulge, Asst.Prof., Dept. of Mechanical Engineering, Sharnbasva University, Kalaburagi
 BASIC SPREAD SHEET-M S EXCEL
o Formula: =MIN(A1:A10)
o Example:
 For scores in A1, =MIN(A1:A10) gives the minimum score.

Text Functions in Excel

1. Proper:
o PROPER capitalizes the first letter of each word in a text string.
o Formula: =PROPER(A1)
o Example:
 If A1 contains "john doe", =PROPER(A1) will convert it to "John Doe".
2. Upper:
o UPPER converts all characters in a text string to uppercase.
o Formula: =UPPER(A1)
o Example:
 With "hello world" in A1, =UPPER(A1) will change it to "HELLO
WORLD".
3. Lower:
o LOWER converts all characters in a text string to lowercase.
o Formula: =LOWER(A1)
o Example:
 If A1 contains "HELLO WORLD", =LOWER(A1) will convert it to "hello
world".

Using AutoSum
AutoSum is a quick way to apply common functions like SUM, AVERAGE, and COUNT without
typing the full formula.
1. Steps:
o Select the range of cells you want to summarize (e.g., A1).
o Go to the Home tab, click on AutoSum (Σ symbol).
o Excel will usually apply the SUM function by default; you can adjust it if needed.
2. Example:
o To quickly find the total of cells A1
, select A11, click AutoSum, and press Enter. Excel will automatically populate
=SUM(A1:A10) in cell A11.

By: Prashant Mulge, Asst.Prof., Dept. of Mechanical Engineering, Sharnbasva University, Kalaburagi
 BASIC SPREAD SHEET-M S EXCEL
Exercise 7: Calculating Employee Performance Scores
Scenario: You have a list of employees with their monthly scores, and you want to calculate the
total, average, and whether they pass or fail based on a minimum threshold.
Step-by-Step Solution
1. Data Entry:
o Set up the following data in Excel:
A1: Employee | B1: January | C1: February | D1: March | E1: Total | F1: Average |
G1: Status
A2: John Doe | B2: 70 | C2: 85 | D2: 90
A3: Jane Smith | B3: 55 | C3: 65 | D3: 75
A4: Alice Lee | B4: 80 | C4: 90 | D4: 88
2. Calculating Total Scores:
o In cell E2, enter the formula =SUM(B2:D2) to get John Doe’s total score across the
three months.
o Use the AutoFill handle to drag this formula down from E2 to E4 to calculate the
totals for all employees.
3. Calculating Average Scores:
o In cell F2, enter =AVERAGE(B2:D2) to find John Doe’s average score.
o Use the AutoFill handle to drag this formula down from F2 to F4 to calculate
averages for all employees.
4. Determining Pass/Fail Status:
o In cell G2, enter the formula =IF(F2>60, "Pass", "Fail"). This checks if the average
score in F2 is greater than 60.
o Use AutoFill to copy this formula down from G2 to G4.
5. Result:
o After completing these steps, columns E and F will show total and average scores,
and column G will indicate whether each employee has passed or failed based on the
average threshold.

By: Prashant Mulge, Asst.Prof., Dept. of Mechanical Engineering, Sharnbasva University, Kalaburagi
 BASIC SPREAD SHEET-M S EXCEL

Exercise 8: Formatting Product Descriptions for an Inventory List

Scenario: You have a list of products with descriptions in various formats, and you want to
standardize them by capitalizing the first letter of each word, converting all descriptions to
uppercase, and extracting the maximum and minimum prices.
Step-by-Step Solution
1. Data Entry:
o Enter the following data in Excel:
A1: Product | B1: Description | C1: Price
A2: Laptop | B2: high performance laptop | C2: 1200
A3: Smartphone | B3: latest 5g smartphone | C3: 800
A4: Tablet | B4: lightweight portable | C4: 450
2. Standardizing Descriptions:
o Proper Case: To capitalize the first letter of each word, enter =PROPER(B2) in cell
D2.
 Use AutoFill to copy this formula from D2 to D4.
o Uppercase: To convert the descriptions to uppercase, enter =UPPER(B2) in cell E2.
 Use AutoFill to copy this formula from E2 to E4.
3. Finding Maximum and Minimum Prices:
o In cell C5, enter =MAX(C2:C4) to find the highest price.
o In cell C6, enter =MIN(C2:C4) to find the lowest price.
4. Result:
o Column D will display product descriptions in proper case (e.g., "High Performance
Laptop").
o Column E will display product descriptions in uppercase (e.g., "HIGH
PERFORMANCE LAPTOP").
o C5 will show the maximum price (1200), and C6 will show the minimum price
(450).

By: Prashant Mulge, Asst.Prof., Dept. of Mechanical Engineering, Sharnbasva University, Kalaburagi
 BASIC SPREAD SHEET-M S EXCEL
MODULE-05
STEP-BY-STEP GUIDE TO CREATING AND FORMATTING CHARTS
1. Creating Charts
 Steps:
o Select the data you want to visualize (e.g., data in A1).
o Go to the Insert tab and choose a chart type, such as Column, Line, or Pie.
 Example:
o Suppose you have the following sales data:
A1: Month | B1: Sales
A2: January | B2: 150
A3: February | B3: 200
A4: March | B4: 250
A5: April | B5: 300
o Select A1 and go to Insert > Column Chart to create a column chart of monthly
sales.

2. Different Types of Charts and When to Use Them

 Column Chart: Ideal for comparing quantities across categories.
o Example: Comparing monthly sales for different products or time periods.
 Line Chart: Best for showing trends over time.
o Example: Visualizing sales trends across months or quarters.
 Pie Chart: Useful for showing the proportion of each category as part of a whole.
o Example: Displaying the market share of each product in total sales.
 Bar Chart: Similar to a column chart but displayed horizontally.
o Example: Comparing survey results or rankings across categories.
 Scatter Plot: Helps identify relationships between two sets of numerical values.
o Example: Analyzing the relationship between marketing budget and sales growth.

3. Formatting Chart Objects

 Steps:
o Click on any part of the chart (e.g., chart title, axis labels, legend).
o Go to the Format tab and adjust colors, font styles, and borders as desired.
 Example:
o Click on the Chart Title to edit the text (e.g., change it to "Monthly Sales").

By: Prashant Mulge, Asst.Prof., Dept. of Mechanical Engineering, Sharnbasva University, Kalaburagi
 BASIC SPREAD SHEET-M S EXCEL
o Use the Format tab to change the title color to blue and increase the font size for
visibility.

4. Changing the Chart Type

 Steps:
o Select the chart, then go to Chart Tools > Design tab and select Change Chart
Type.
 Example:
o If your initial chart was a column chart but you’d like to show trends over time,
change it to a Line Chart by selecting Change Chart Type and choosing Line.

5. Showing and Hiding the Legend and Data Table

 Steps:
o Click on the chart to bring up Chart Elements (usually a “+” icon beside the chart).
o Check or uncheck Legend to show or hide the legend.
o Check Data Table to display the data used for the chart directly beneath it.
 Example:
o For a pie chart of product sales, showing the Legend helps identify each product.
o For a line chart of monthly sales, enabling the Data Table displays exact sales
figures below the chart.

By: Prashant Mulge, Asst.Prof., Dept. of Mechanical Engineering, Sharnbasva University, Kalaburagi
 BASIC SPREAD SHEET-M S EXCEL
Exercise 9: Visualizing Sales Data Over Time
Scenario: You manage a small retail business and want to visualize monthly sales data to identify
trends and project future sales.
1. Data Setup:
o Enter the following data into Excel:
A1: Month | B1: Sales
A2: January | B2: 1200
A3: February | B3: 1800
A4: March | B4: 1600
A5: April | B5: 2000
A6: May | B6: 2500
A7: June | B7: 3000
2. Creating a Line Chart:
o Select the range A1 (both months and sales data).
o Go to the Insert tab, choose Line Chart, and insert a basic line chart. This chart will
display each month along the x-axis and sales values along the y-axis.
3. Formatting the Line Chart:
o Adding a Chart Title: Click on the chart, go to Chart Elements (the “+” icon), and
check Chart Title. Rename the title to "Monthly Sales Trends".
o Changing Line Color: Click on the line in the chart, go to the Format tab, and
change the color to a bold color (e.g., blue) to make it stand out.
o Adding Data Labels: Go to Chart Elements, check Data Labels to show exact
sales numbers on each point in the line.
4. Interpreting the Chart:
o This line chart clearly shows the upward trend in sales, with a significant increase
from April to June. This suggests strong sales growth, which might indicate a
seasonal trend or successful sales initiatives.

By: Prashant Mulge, Asst.Prof., Dept. of Mechanical Engineering, Sharnbasva University, Kalaburagi
 BASIC SPREAD SHEET-M S EXCEL
Exercise 10: Comparing Product Sales in Different Categories with a Pie Chart
Scenario: You are analyzing product sales data from various categories in your store to understand
which categories contribute the most to total sales.
1. Data Setup:
o Enter the following data into Excel:
A1: Category | B1: Sales
A2: Electronics | B2: 5000
A3: Clothing | B3: 3000
A4: Home Goods | B4: 1500
A5: Toys | B5: 1000
A6: Beauty | B6: 500
2. Creating a Pie Chart:
o Select the range A1 (both category names and sales data).
o Go to the Insert tab, choose Pie Chart, and select a 2D Pie Chart. The chart will
display each category as a “slice” of the pie, representing its contribution to total
sales.
3. Customizing the Pie Chart:
o Adding a Legend: Go to Chart Elements (the “+” icon) and check Legend. Place
the legend to the right of the chart to identify each slice by category name.
o Displaying Percentages: In Chart Elements, check Data Labels. Right-click on
the data labels, select Format Data Labels, and choose Percentage to show each
category’s percentage contribution to the total sales.
o Changing Slice Colors: Click on each slice individually, go to Format, and assign
colors that represent each category uniquely (e.g., blue for Electronics, red for
Clothing, etc.).
4. Interpreting the Chart:
o From this pie chart, you can quickly see that Electronics is the largest contributor to
sales (around 50%), while Beauty makes up only a small fraction (10%). This visual
representation helps you prioritize inventory and marketing resources toward the
most profitable categories.

By: Prashant Mulge, Asst.Prof., Dept. of Mechanical Engineering, Sharnbasva University, Kalaburagi