MICROSOFT EXCEL 2007

LESSON

7
LEARNING IN THIS CHAPTER

Features of Microsoft Excel Moving Around the Worksheet

Starting Microsoft Excel eEntering data in a worksheet and Types of Data
Workbook and Worksheet Performing Calculations, Working with a Worksh.
rComponents of a Worksheet Saving a Workbook sheet

Microsoft Excel is one of the most popular spreadsheet software. It is widely used to
perform matho
calculations. The data is spread in a tabular form consisting of rows and columns. It
provides inbuilt feat wr
tools, such as formulas, functions, and data analysis tools that make it easier to work with es
large amount of data
FEATURES OF MICROSOFT EXCEL
Formulas mainly used for performing simple and complex mathematical calculations.
are

built-in formulas used for Functions are th

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.
OThe data can be quickly searched and
replaced instantly.
Auto Fill option is available to enter data in a series in MS Excel.
Data can be viewed in a
graphical form, such as charts, which helps to understand, analyse, and
an effective manner. compare datain

These advanced features have made Microsoft Excel the first

choice for professionals to quickly perform lengthy
accounting and financial tasks, and take immediate decisions.

STARTING MICROSOFT EXCEL

EGMicrozoft Office PowerPoint 2007

MONICA
CorelDRAW X5
Documents
Adobe Reader X 50okl Microsoft Ecel
Home insert
Pictures
Microscft Office Ecel 2007 Click on Calibri
agt Layou oa ats Review View

11
Google Microsoft e
General
Conditional Formatting
A A ES 4 nsert
Notepad MAGIX office A % Format as Table
ipboard
Delete
Sort &Find c
Maintenance cell Styles iter
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Microsoft Office Al 3yles
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Microsoft Office Access 2007
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Microsoft Office Excel 2007
aint Microsoft Office Groove
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iCOcoft Officp2 Office Excel 2007
Click on Microsoft Office Word 2007
Microsoft Win All Programs Microsoft Office Tool
All Programs Back
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12
13
P Searc prcgra1n anc 14
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Sheetl Sheet2 Sheet3

Click on the Ps
E 0 100%
Start button
Figure 7.1: Starting MS Excel
 wORKBOOK AND WORKSHEET
Fact Fil
Evcel window that appears on the screen is called a Workbook. It is assigned a
Ex
The
name ook1.
as Boc Workbook is like a notebook, which consists of a number of
default
ades. Worksheets in a workbook are like pages ofa notebook. A Worksheet is a grid like
made up of rows and columns, where you can enter and work with data. By default,
area,

FNcel workbook displays 3 worksheets at the bottom, with the names Sheet1, Sheet2
an Ex The First electronic
and sheet3. We can add any number ofworksheets inaworkbookaccordingto the limits spreadsheet was
VisiCalc, which was
available on a computer.
of memory created by Daniel

Aworksheet consists of 1,048,576 rows and 16,384 columns. Columns are represented by Bricklin (R) and Bob
Frankston (L) in the
alnhabets on the top, and rows have numbers on the left side of the worksheet.
early 1980's.

Office Button
Quick Access
Toolbar Title Bar Ribbon
Bookl Microsoft Excel
ome nsert Page Layout rarmulas Data Review View
Tabs Calibri
General
- B U A a Condrtional Formatt1ng insert
$ %
P3ste Format as Table Delete
Sort & Find
Name Cell Styles I Format -

Box
ppoar
Al
Fot AlIgnment Number Styles Lells
2Filter Select
Earting Group Let's Know More
In Excel 2007, you can
apply a background to
Active Column
cell the Excel sheet.
Heading Work Area Formula Click on the Page
Bar Layout tab > Page
Row
Heading
Setup group>
Background option.
10
11

13

Status 15.
Sheeti Sheet2Sheet3
Bar O 100

Figure 7.2: The Spreadsheet Window Scroll

Bars Let's Know More
COMPONENTS OFA WORKSHEET To create a shortcut of

MS Excel, select the

CELL
Microsoft Excel optioon
A cell is an intersection of a column anda row in a worksheet. Each cell is denoted with from the Start menu
a
and drag it to the
cell address. For
example, A5 refers to the cell at the intersection of column A and row 5. Data
desktop.
Isenteredina cell. Acell can contain upto 32,767 characters.
ACTIVE CELL
When you click on
cell, a thick black border differentiates it from the rest of the cells.
a
It
indicates the current cell is active. This box is called Cell highlighted pointer. Data can be
entered only in a cell where the
pointer is placed. Know the Fact
RANGE Merge &Center button
on the Home tab lets
idnge is a
group of contiguous cells, which form the shape of a rectangle. It can be as you place the contents
Snall as a
single cell or as big as an entire worksheet. You can specify a range by writing in the center of cells
e
starting cell address followed by the ending cell address, both separated by a colon across a number of

)For example, C1:C10. columns/rows.

Learning
ars Kips 63
 NAME BOx
Name box is located just above the Column heading on the left side of the window. This area disnis.
the cell pointer.

FORMULA BAR
sthelocat
The Formula Bar is located to the right of the Name bOx. This bar shows the
data and formulas +hs+
active cell. ..

Name Box you enter

A1 Formula Bar
COLUMN HEADINGS

Alphabets across the top border of each worksheet are

called column
with letters Ato Z, AAthrough AZ and upto XFD for a total of headings. These headings identi ,
ROW HEADINGS
16,384 columns. colume
Row headings are the numbers marked as 1 to
1,048,576 along the left border
STATUS BAR of the worksheet.
The Status bar is located
at the bottom of the
Excel window. It
includes the name of the gives us information about the current
currently selected command or current selectio-
activity. It also displays warning messages.
Ready

100%

MOVING AROUND THE WORKSHEET

To input data in a worksheet, we have to move
the cell
as defined in the given table: pointer from one cell to another with the
help of variousk
Command
Function
Moves one column right
Moves one column left
Moves one row
up
Moves one row down
Page Up Moves one screen
up in a
worksheet.
Page Down Moves one screen
down in a
worksheet.
Ctrl+Home Moves the cell
pointer to the first cell of the
Ctrl+End Moves the cell topmost row, i.e., A1
pointer to the last used cell in a
worksheet.
ENTERING DATA
Follow the given steps to
enter data in a
worksheet as shown in
Opena new workbook. By Figure 7.3.
default, Sheet1 is the active
worksheet.

ning
UrerswithKips64
 a the cell D1 and type 'WEEKLY EXPENSES'. Select the cells C1 to F1 and click
Merge & Center button in the
Alignment group on the Home tab.
Know the Fact
The tab scrolling
on the cell A2 and type Items. Press the Right arrow key. Type Monday in B2 buttons to the left of
Click
andTuesdayin C2..Likewise, enter data in the rest of the cells. Sheet tabs let you move

through the Sheet tabs

on the cell A3. Type Eatables and press the Enter key. The cell pointer shifts quickly.
to cell A4.

Cold Drink' and press Down arrow key to move to cell A5 and type 'Milk.
Type

similarly, enter the remaining data.

Let's Know More
Mo To open a workbook,
Home Insert Page Layout Formulas Data Review View click on the Open option
Cut Merge&
Copy
Calibri 18 A =
Centerbutton on the Office Button
menu or press Ctrl+o
Paste
Format Painter u | - A T F M e r g e& Center
key combination.
Clipboard Font
Alignment
C1
WEEKLY EXPENSES
A

WEEKLY EXPENSES
2 Items Monday Tuesday Wednesday Thrusday Friday Saturday Total
3 Eatables 10 10
4 Cold Drink 10
5 Milk 10
6 Transport
7 Stationary 2 5 10 20

8 Gift 15

9 Other 10

10 Total Expenses

Figure 7.3: Entering Data in a Worksheet

TYPES OF DATA
as follows:
entered in Microsoft Excel worksheet, which are
Three types of data can be
Formulae
Numbers Text Let's Know More
To insert a new
NUMBERS
2wpun Lea worksheet, press
0 to 9 and the characters, like +,,, @,
that consist of numerals from Shift+F11.
Numbersare values
be used in calculations. In addition
numeric data. They can
S,,,&, etc., are included in
and time as numbers.
to actual numbers, Excel also stores date
in a cel.
Bydefault, numbers are right aligned
TEXT
characters. Text data is
spaces, and special
ext data can contain alphabets, numbers, text
left aligned in a cell. Most often,
not used in calculations. By default text data is
data. QuickView
names, and for identifying columns of
Entries are used for worksheet headings, To go to a specific cell, use
Ctrl+G or press F5 function
FORMULAE reference-
number values, operators, and cell key. Type the cell
Tormula is a mathematical equation involving in the Reference field of

on a worksheet.
Formulae can range from Go To dialog box.
udresses used for performing calculations
calculations. Formulae begin with an 'equal
mathematical operations
to complex
to' (=)sign.
Learning Kins 65
 P E R F O R M I N G CALCULATIONS
on
calculations
PS

p e r f o r m subtraction,

has a powerful
feature to
| pAY D
p e r f o r m a d d i t i o n ,

using
f o r m u l a

WEEKLY EXPENSEs
the data. We can numbers
either Monday esdaY ednesday Tt daY y
division of 2 items

and
multiplication, 3 Eatables
calculations on values Cold Drink

or using functions.
Milk

that perform
ca
combination
ofcell 6 Transport

ations
Formulae are 7 stationary

worksheet. A formula
consists
ofa f u n c t i o n s .
The
S Git
in our Excel 9 Othe
and the 10 Totaf Expenses

operators where
references, numbers, cell
in the Figure 7.4: Applying
of the calculation is displayed nula
esult

formula is entered.
=B3 C
+
in H3, type
the total
expense

o calculate The s u m
the Enter key.
+D3+E3 + F3+ G3 and press and
calculated
is
cells B3 to G3
of the values in the
Example
displayed in the cell H3. address in a formula.
the cell
letters while entering
either upper or lower
case Click o n the AutoS...
can
button
ve use calculations.

performing
and easier way of which we can ace
range
EXCel also provides a quicker
the Home tab. Excel suggests
a
cept, or se
present either on the Formulas tab or

different range. the range B4: G4, Proe

button. Excel suggests ess the
the AutoSum
Move the cell pointer in cell H4. Click
on
in cell H4.
calculated and displayed
84 to G4 is
key. The sum ofthe values in cells
NOTE AVERAGE, COUNT, etc. Instead of
functions, such as SUM, bypi
s.

Excel also provides special built-in mathematical

used to calculate the total expense.
such a long formula, the SUM function can also be

Forexample, =SUM (B4:G4) and press the Enter key.

functions.
Similarly, we can use AVERAGE, cOUNT, MAX, and MIN
Ifa number of cells need the same formula, it can be copied and pasted on the same worksheet.

wORKING WITH A WORKSHEET

SWITCHING BETWEEN WORKSHEETS

When we add a number of worksheets, only a few worksheets can be seen on the screen. To switch bet
worksheets, click the arrow buttons on the worksheet tab.

Next Last

Sheetl Sheet2 Sheet3 4

First PreviousS
Insert
Worksheet button
RENAMINGA WORKSHEET
To rename a worksheet, double-click the Sheet tab
you want to rename. It will be
Type a new name and press the Enter
kev.
highlightea.
Learning
Computers with Kips 6
ADDINGANEWWORKSHEET

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. Select the Worksneet

aotion
op
and click on OK. You will notice a newworksheet gets inserted before the selectedworksheet. o
Click on the Insert Worksheet icon present next to the end of Sheet3 tab. A new worksheet will appeal at
the end.

REMOVINGAWORKSHEET

Place the mouse pointer on the worksheet tab that you want to delete.

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

from tne
Select the Delete option in the Cells group on the Home tab and further select the Delete Sheet option
sub menu list.

SAVING AWORKB0OK branes Deeuments

Naw Fai
Organte
To save a workbook, follow the given Documernts library
yente

Click on the Office Button and select the Save option. wnfoade Access eshng
a r ant l a c e

The Save As dialog box will appear. neve

Select the drive and the folder where you want to Docume
ue
dobe

save the workbook.

Type the file name in the File name

text box tvea hatu
sgs add a tay

Click on the Save button.

Cancel
extension .xlsx
foos Se
Thefile will be saved with an
Figure7.5: Save As Dialog Box

O Youcan save your file using Ctrl S key combination.

button on the Quick Access Toolbar.
You can also select Save
ips F12key in Microsoft Excel
2007 displays the Save As dialog box.

Microsoft Excel is one of the most popular spreadsheet software.

Recap AWorkbook is like a notebook and

worksheets are like the pages of a notebook.

worksheets by default with the names Sheet1, Sheet2, and Sheet3.

An Excel workbook displays three
and Formulae.
in a worksheet, such as Numbers, Text,
Three types of data can be entered
number values and operators used for performing
A formula is a mathematical equation involving
calculation on a worksheet.
between worksheets.
of the Sheet tabs are used to switch
The tab scrolling buttons to the left

Leaig
Computers wt KIPS
 Brain
DEVELOPER
D.

A. Fill in the blanks:

.. Worksheets.

a workbook contains.
Bydefault,
the cells a c r o s s a number of
contents in the centre of
hbutton places the
2. .
formulas entered in an active cell. rows
barshows the data and
3. aki.
tab.

4. Aworksheet becomes active by clickingon the.hL...

5. Name box is present above the.

**** o h..heading
The. ALLAA,.buttons to the left of sheet tabs let you move through the worksheete quickiy
6.

box.
7. Pressing the.. keyopens the Save As dialog

Column Tab scrolling Three Sheet Merge &Center

HINTS F12 Formula

B. State True orFalse:

1. Microsoft Excel is the most suited program for documentation.

2. Aworkbook can contain any number of worksheets according to a user's need.

3 LettersA to Z, AAto AZ are the Row headings.

4. Status barincludes the name of the currently selected command or current activity.

5 Data cannot be entered in an active cell

5. Arrow buttons present on the worksheet tab allow the userto switch between worksheets.

Application Based Questions:

The class teacher has asked Pallavi to create a worksheet displaying the time table of the class. She has alo
asked her to save it with the name of her choice and further rename the worksheet by specifying thenam
Time Table'. Suggest her the method to rename the worksheet.

********** ******************************9* ** 99099 ****** **************

s in an
Rohit's father has given him Rs. 500 for his pocket expense. He has asked him to maintain the expel
excel sheet and show it at the end of the month. Suggest him the method to calculate the total expe anu

find the amount left with him.

******°* ****9****9********** ***** * ******************

Learning
Computerswith KIPS 68
 Multiple Choice estions:
icrosoft EXcel, .A D u t o n is used to perform addition of a rangein a cell.

6. AutoSum
a. Sum
C. Addition

av default, the
text data is.. aligned in a cell.
b. Center
a .L e f t c. Right

In a
workshe there are .7sr o N s .
b. 104850
16384
1048576
.a..ke OX shows the address of an active cel.

a. Cell
b. Name c. Formula

mula starts with an.

5
ign.
a Equal to(=) b. Plus(+) C. Minus(
We can enter y p e s of data in a worksheet.
b.

TwO b. Three C. Four

Answer the following:

E.
What do you understand by Microsoft Excel?

C e l l sJrcosshesT Abllsasse idcly dAed-ta ahikaiu

"***********************

Workbook and a Worksheet.

2 Differentiate between a
hlaakesen.. ceL.dacmA allead.ua.ka.anL2lLakbaa.k.Aublat.lto.kelia.lit.om

t.bal.a.a.d. .eat..aAAad.t
2kashrkkaca. laua...a.al.kits

characters can a cell contain?

3 What is a cell? How many

. .
* * * * * * *

***

box?
a Formula Bar? How is it
different from the Name
What is
i h maulabar.e calkd.nkank.ihs.colauttd..Aaag.bkaausk.a.adnta.nal.

L a l a , e n . e s Adtiuc..cellJLhebAbhk..AmAkMAAhhlay..A..

l o c a l i n . a c a l l h a i a l b ....d.. -

Learning
Computer withKips69
 EXplain
each type briefly.
5. How many typ enteredin an
excel sheet?
y ypes of datacan be
l L a h b t . L r d a . t . A

alenedl.un.uphl.ileg.sal3 nATAnlen.MAAMAAe...a.oti
Al =
6.
How an you rename a worksheet? Explain.

***********
..... *****
... ************* .

ACTIVITY