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~ Introduction to Excel
L£ARNING OUTCOMES
The student wtll be att tn•
O

rnponents of the Excel wmdow.

• list the features of Excel. • state the cO
• define workbook and worksheet. • create and edit a wo~sheet.
• perform calculations in a sp:'..r::ea~d~sh~ee~t·-----------:---:-:-···~
. - - ---.-- - · · f Microsoft Otftce SU1te 2019 It
M1crosoft Excel 2019 1s a popular spreadsheet appllcat10n o ·
h
allows you organise and manipulate the data. It is widely used to perto, rn mal ematical
calculations. In Excel, data is spread in a tabular form, consisting of rows and c.olumns.
You can use different inbuilt features and tools on these rows and columns to h.:mcile the
data easily and quickly.

t} Features of Excel
❖ Formulas are mainly used for performing simple and complex mathematical calculations.
❖ Functions are the built-in formulas used for calculating percentage, interest, average, etc.
❖ Formatting features improve the appearance of data.
❖ The data is automatically recalculated in the entire worksheet if any change is made
in a single cell.
❖ The data can be searched quickly and 1f required replaced instantly.
❖ Quick data entry can be done in a large series of cells by using the Auto Fill option.
❖ The data can be viewed in a graphical form, such as charts, which help to understand,
analyse, and compare data in an effective manner.
These advanced features have made Microsoft Excel the first choice for professionals to
quickly perform lengthy accounting and financial tasks, that help in taking prompt actions.

t} Starting Excel 2019

To start working on with Excel 2019, follow the given steps:

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Figure 7. 1: Starting Excel 2019
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When you open Excel 2019, the Start Screen appears. Select the
th
stank workbook umbnail from the screen. A new blank workbook
will open on your screen. Fact File

t) Workbook and Worksheet

The Excel window that appears on the screen is called a Workbook.
It is assigned a temporary name as Book1. A workbook is like a
The first electronic
notebook, which consists of a number of pages called Worksheets. spreadsheet named
Aworksheet is a grid-like area, made up of rows and columns, where VisiCalc, was created by
Dan Bricklin (R) and Bob
you can enter and work with data. By default, an Excel workbook Frankston (L).

holds a single worksheet, named Sheet1. You can add any number
of worksheets in a workbook according to the limits of memory
available on a computer.

Aworksheet consists of 1,048,576 rows and 16,384 columns. Columns

are represented by letters on the top and rows by numbers on the
left side of the worksheet.
You can apply a
background to the Excel
sheet on the Page Layout
tab > Background option
in the Page Setup g~oup

[ Range~

The Merge & Center

option on the Home
tab lets you place the
cont ent in the centre of
cells across a numbi>r of
columns/rows.

;e Components of a Worksheet
jor components of a wor ksheet are discussed below:

ell E h
. of a column an d row in a worksheet . ac.
t.ell is an intersect10n d row number, which 1s
1. l mn letter an
l ;s identified by ts co u AS refers to the cell at the You can use the Ctrl + Fl
key combination to hide
as Cell address. For ex;~P:~ell is used to store data, such and display the ribbon c. s
tion of column A and ro ·. tc A cell can have up t o per the requirernt>nt

l funct10ns, e ·
' numbers, formu as,
aracters.
81
Quest
 Active Cell . .
nd it which d1fferent1ates it
When you click on a cell, a thick black border appear s arou '. ter It indicates that
. ll d a Cel 1 pom .
from the rest of the cells. This highlig hted box 1s ca e . ll
l · the act1Ve ce ·
the current cell is active. Data can be entered on Y m
Range
. h h pe of a rectan gle. It can be
A range is a group of contiguous cells, wh1ch form t e s a .
• k h t You can spec1fy a range by
as small as a single cell or as big as an ent1re wor s ee · th ted by a
writing the starting cell address followed by the ending cell address, bo separa
th e C1 cell address and
colon (:). For example, C1 :C1 O indicates a range startin g from
ending in the C10 cell address.
Column Headings
Letters across the top border of each worksheet are called Column headin
gs. These
headings identif y columns with letters A to Z, AA ..... AZ, BA ..... BZ, •· · .XAA. · · .XFD.
Every

worksheet in Excel contains 16,384 columns.

Row Headings
r of the
Row headings are the numbers marked from 1 to 1,048, 576 along the left borde
worksheet to represent each row of it.

Name Box
window.
The Name box is locate d just above the column headings on the left side of the
This area displays the location of the cell pointer.

Form ula Bar

ters and
The Formula bar is locate d to the right of the Name box. This bar shows the charac
formulas that you enter in an active cell.

Status Bar
ion about
The Status bar is located at the bottom of the Excel window. It gives you i nf ormat
the curren t selection.

Tit le Bar
Jt displays the name of the presentation on which you are curren t ly working.
8 Moving Around the Spreadsheet
oput data in a works_heet, you have to move t he cell poi nter from one cell to another
help of the vanous keys defined in the given table.
 Keys
Function
Moves_one column right
Moves one~-;;~;n le~f;:-t- - - - - - - - - - - - - - Quick View
t Moves one row up You c.n 1txpand or

+ Moves one row down

coll ap~e t he formul., bar
by using
Moves the active ll h. h . the Ctrl + Shift + U
Page Up and can b ed ce ig light to first row of the spreadsheet key combination
e us as an alternative to scroll up the worksheet
Page Down Moves the active ll h · h .
used as c~ ig light to the next sheet and can be
an a Iternative to scroll down the worksheet
Ctrl + Home Moves the cell poi t t h . -- -
_ _ n er o t e first cell of the topmost row, i.e., A1
Ctrl + End Moves the cell p::o~i::t=-:-t:-:-:h~:------..:.___:__::-2._.:.:..:..::....:._
n er o t e last used cell on a spreadsheet

t} Entering Data
Follow the given steps to enter data in a worksheet:
❖ Open a new workbook by selecting the Blank workbook thumbnail
from the Start Screen.

H3
f~ :83+C3+o3+E3+F3-+<,3

A B C
I D G , H
WEEKLY EXPENSES
To open a workbook, click
; j ltems Monday Tuesday Wednesday Thursday Friday saturday Total on the Open option lJ
9 Eatables 10 10L_jzj on the File tab or
5 0 5 7
4 •cold ~Ink 10 0 0 0 10 0 press the Ctrl + 0 key
1
5 , MIik 0 10 0 10 0 10 combination.
6 Trannsport 5 5 5 5 5 5
7 Stationary 2 0 15 15 20 5
8 Gift 0 25 0 0 15 O
I_ Others 0 5 15 15 0 0
10 TotalExpenses
..
Figure 7.3: Entering Data

Click on the cell D1 and type 'Weekly Expense'. Now, select

the cell range where you enter the text. Click on the Merge &
Center button in the Alignment group on the Home tab. The
lected cells will be merged and the text will be centered.
~ on the cell A2 and type 'Items'. Press the Right arrow key.
'Monday' in B2 and 'Tuesday' in C2. Likewise, enter data in
rest of the cells as displayed in Figure 7. 3.
on the cell A3. Type 'Eatables' and press the Enter key.
~ -- .
To go to a specifi c cell, use
Ctrl + G or press the FS
function key. Type th e cell
seell pointer shifts to cell A4. reference in the Refer~nce
fi eld of the
1ype. 'Cold Drink' and press the Down arrow key to move to cell Go To dialog box

A5 and type 'Milk'. Similarly, enter the remaining data.

 S:t' ht t d t
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In t Ct

~) Types of Data
In Excel, different types of data can be entered, such as:
• Numbers • Text • Formulas
Numbers
Numbers are values that consist of numerals from O to 9 and characters, like +, -, I, @,
S, %, ", &, etc. They can be used in calculations. In addition to actual numbers, Excel
also stores date and time as numbers. By default, numbers are right-aligned in a cell.
Text
Text data has letters, numbers, spaces, and special characters. It is not used in calculations.
By default, the text data is left-aligned in a cell. Most often, text entries are used for
worksheet headings, names, and identifying columns of data.
Formulas
Formulas are mathematical equations involving number values, operators, and cell
addresses used for performing calculations on a worksheet. They can range from basic
mathematical operations to complex calculations. Formulas begin with an equal to (=)
sign.
~} Performing Calculations
Excel has a powerful feature to 5UM -:-r- "- v' f, 1 lll• Cl •Dl ♦ I lol ltO)

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perform calculations on the data. You WHKI V fXPt'N!-.l._
can perform addition, subtraction, 2 ll f llll Mo_odiJy rhit•\tlfly W tttlHt'lel,,y lh\lt,cl•r_ ~ , .1111,,t.,y , .. ,. ,
1 l 1tl11hlt1•
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multiplication, and division of • tu lilllrlnk
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10 0 10 O 111

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numbers, either by formulas or
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using functions. The result of the 0 ()flwrt

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calculation is displayed in the cell II

where the formula is entered. Flguro 7.4: EntQrlng Formulft

4
To calculate the total expense in H3, type • 83 ·•· C3 + D3 1- E3 ➔ r3 ,. G3 (;1s shown fn
Figure 7.4) and press the Enter key. The sum of the values in cells B3 to GJ h cl,lrnl,1tcd
and displayed fn the cell H3.
Example

(• You can use either uppercase or lowercase letters while entC'ring the cell t1dclrcss in a
formula.
+ Excel also provides a quicker and easier way of performing calculations. Click on the
AutoSum button l: present either on the Formulas tab or Home tab. Excel su~qests
a range, which you can either accept or select cl different ran ge.

r ybr•, 011, ,I I KIPS

,, ,
 .; To make use of AutoSum, move the cell pointer to cell H4. Click on the AutoSum
button. Excel suggests the range B4:G4. Accept the range by pressing the Enter key.
The sum of th e values in cells 84 to G4 is calculated and displayed in cell H4 .

Excel also provides special built-in mathematical functions, such as SUM, AVERAGE, COUNT,
etc. Instead of typing such a long formula (= B3+C3+D3+E3+F3+G3) the SUM function can be
used to calculate the total expense. For example =SUM (B3:G3) and press the Enter key.
Similarly, you can use the AVERAGE, COUNT, MAX, and MIN functions.

,;} Managing Worksheets

switching Between Worksheets
❖ When you add a number of worksheets, only a few of them can be seen on th e
screen. To switch between worksheets, use the Ctrl + Page Up or Ctrl + Page Down
key combination.

Renaming a Worksheet
❖ To rename a worksheet, double-click on the Sheet tab that you want to rename or
right-click on it and select the Rename option. The Sheet tab will be highlighted. Type
a new name and press the Enter key.

Adding a New Worksheet

❖ To add a new worksheet, select the sheet before which you want to place a new
worksheet.

❖ Right-click on the Sheet tab and select the Insert option. The Insert dialog box appears
with the Worksheet option selected. Click on OK. You will notice that a new worksheet
gets inserted before the selected worksheet. Or

Click on the New Sheet icon (B present next to the Sheet tab. A new worksheet will
be added. Or
Select the Insert > Insert Sheet option in the Cells group on the Home tab.

Removing a Worksheet
♦ Place the mouse pointer on the Sheet tab that you want to delete.

Right-click on the Sheet tab and select the Delete option. Or

~lect the Delete > Delete Sheet option in the Cells group on the Home tab.
 tp) Saving a Workbook
II To save a workbook, follow the given steps:
❖

❖
Click on the File tab and select the Save op~ion.
The Save As pane will appear.
•
.. • . n.,c,o.rai,•

❖ Click on the Browse option. The Save As •

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dialog box appears. Browse the drive and

the folder, where you want to save the
workbook.
.,.

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fOOl.SlllO~
,
.. -,tod,Jtll

POf f'l.l '

to.t.JPOFFl.1

❖ Type the file name in the File name text

❖ ~~i:~
❖
on the Save button.
The file will be saved with the extension
l~=::=_- _,._
POff.. "' - ~- _

_ _ -
- -

.xlsx. Figure 7.5: Saving a Workbook

·············································································································································································································································
~ --· ❖ You can save your file by using the Ctrl+S key combination.
~ - -:~ You can also select Save button on the Quick Access Toolbar.
\_ ❖ The F12 key can also be used to save the file.
··- .................................................................................................................................................................................................................................................•

Excel 2016

In Excel 2016, adding, removing, renaming, switching, and saving of worksheet requires the
same steps as used in Excel 2019.

Microsoft Excel is one of the most popular spreadsheet software.

A Workbook is like a notebook and worksheets are like the pages of a notebook.
~ l workbook displays a single worksheet by default with the name Sheet1.
• eel, different types of data can be entered in a worksheet, such as: Numbers, Text,

tiaal equations involving number values and t ed for

pn Jl worksheet. Opera ors us

Cyber Quest I KIPS

 A. Fill in the blanks.

'
1. By default, a workbook contains a ..........~.1..1 ......... worksheet.
-· .wrl/'"r ~
2. The .1.u ..~.--~ ··••-.-······ button places the content in the center of the cells across a number
of columns/ rows.

3. The .JL.·-• ····-·•-lr. ..

1
bar shows the data and formulas entered in an active cell.
,<"
4. A worksheet becomes active by clicking on the ·····-··,·······~············ tab.

5. The Name box is present above the ..{J\..........,......... headings.

Gtfflf&>
• Column • Single • Sheet • Merge & Center • Formula

B. Write T for True and F for False.

1. Microsoft Excel is the most suited program for documentation.
2. A workbook can contain multiple worksheets .
w
[TI

~
3. Letters A to Zand AA to AZ are row headings.
4. The Status bar provides the information about the current selection.

5. The F12 key can be used to save the Excel file. IT]
C. Select the correct option.

1. In Microsoft Excel, the ..................... button is used to perform the addition of a range in a
cell.
a. Sum b. AutoSum c. Addition ✓
2. By default, the text data is ..................... aligned in a cell.
a. Left ✓ b. Center · c. Right
3. In a worksheet, there are ..................... rows.
a. 16384 b. 104850 C. 1048576 ✓
◄. The ..................... box shows the address of an active cell.
a. Cell ~ b. Name c. Formula

A formula starts with an •·······"·····"···· sign·

a. Equal to (=) / b. Plus(+) c.Minus (-)
 D. Application-based questions. displaying the timetable of
worksheet the
1 • Pallavi's class teacher asked her to create a f her choice and furth er ren
. ·th the name o allle
class . She has also asked her to save it wi . ggest the method to rename
5 the
the worksheet by specifying the name Time Table· u
worksheet.

·······················································································:~···~~~~:··~~··~~~ed him to ma;~;·~;~·;·~

2. Roh it's father gave him Rs 500 for h~s pocket d pof the month. Which option should he
expenses in an Excel sheet and show 1t at th e en l ft with him? e
use to calculate the total expenses and find the amount e

...············. ··································· ········· ············ ····························•···· ············ ···············

E. Answer the following questions.
1. Write down any two features of Microsoft Excel.

........... ········ ........... ······················································································ ······•• ...

...········· .................. ················ .......... ··································································....... ········:·······················
... ························ ......... ·············································································· ........
2. Differentiate between a workbook and worksheet .

......... ... ...································································································ ... ·····

...... ····································· ········································································· ......

3. What is a cell? How many characters can a cell have?

............................... ················································································................................................. .
................ ..... ...... ·····································································································································..
...... ..... ... ... ·················································································································································
4. How many types of data can be entered in an Excel sheet? Explain each type briefly.

. .. ..... ....................... ..... ... ········································································............ ···········. ······················

······························································································································································•·"
··································································································································································
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 Pertectton Through Practice

Open Micr osof t Excel appl icat. te the

given datasheet. lon on your com pute r and follo w t hese steps to crea

♦ Click on the cell 02 and t , on

the Merg e & Cen ter bu ype_ PROGRESS REPORT. Select the cells A2 to G2 and click
'.
tton m the Alignment group. Click the cell A4, type 'R.No
♦ The text appears in both l .
P aces, 1.e., in the cell and Formula Bar.
♦ The Status bar displays 'E nter, when you are writing and 'Ready' when the cell is
. ,
ac t JVe.

♦ Click on the cell B4 and type

'NAME' in it. Note that the 1
A I

j
I C 0
-- - G

reference displayed in the Name 2 PROGRESS REPORT

3
Box gets changed from A4 to B4. 4 R.NO NAME HINDI ENGLISH MATH TOTAL PER

101 Anju 75 78 80
+ Similarly, type the rest of the '
6 102 Manju 65 70 76
90
headings as shown in the image. 7 103 Ran)ana 80 85
80 65
8 104 Kirti 71
69
+ Now, select all the headings and 9 105 Hemant 82
94
78
86 90
10 106 Kunal
cent er align them . 11 107 Ankita 87 67 97
u 108 Askash 85 76 82
+ Click on the cell A5 and type 101. 13 109 Shruti 63 89 78
14 110 Adarsh 88 75 65
♦ Press the Down arro w key and type
102 in cell A6.

♦ Similarly, fill the rest of the data in this colum

n as well as in other columns as given in
the image.
and typing the formula
♦Calcu late the tota l by placing the cell pointer in F5
= CS+DS+ES. Press Enter.
in G5 and then typing
+ Now, calc ulate the 'Per' (percentage) by placing the pointer
= FS/3. Press Enter.
button. Excel will specify the
+ Move the cell poin ter to F6. Click on the AutoSum
range. Press Enter.
r students.
+ Similarly, calc ulate the Total and Percentage of the othe
+ Save the workbook with the name 'Progress Report'.

KIPI C ber Quest

li4•11)1•1;11PJ.it•1:M For Concept Clarity

Discuss the following topics :

• Different Components of the Excel Window

• Types of Data in a Worksheet

rH
_e_l_
p _y_ou
- r_m
_ o_
Using Creativity

th_e_r-in_ m_a-in_t_a-in-in_g_t_h_e_h_o_u_
se_h_o_ld- ex_p_e_n-se_s_u_s_in_g_E
_x_c_e_l2
~,,
_0_1_9_.- - - - - ~

Create an Excel sheet, include all the necessary columns, and calculate the
expenses by using the AutoSum feature.

Looking For More

To know more about Microsoft Excel, visit the following link:

https: / / #Ww. youtube.com/watch?v=XAw79w4Rr-o