MICROSOFT EXCEL 2013/2021

Introduction

Microsoft Excel is software product designed and developed by Microsoft for strong
data in an organized way. Microsoft Excel, often referred to simply as Excel, is a powerful
spreadsheet application developed by Microsoft. It has become an essential tool in various
fields, from business and finance to education and research. Excel offers a wide array of
features designed to help users create, manage, analyze, and visualize data effectively. In
this blog, we'll explore the features of Microsoft Excel, starting with a brief introduction to the
software.

Microsoft Excel is also used to extract insights from data and represent the
visualizations using graphs and charts. Microsoft Excel is a part of the Microsoft Office suite,
which includes other popular applications like Word, PowerPoint, and Outlook. It is primarily
used for creating, editing, and managing spreadsheets. A spreadsheet is a digital grid
composed of rows and columns where users can enter, organize, and manipulate data. To
truly harness the power of Microsoft Excel, it's essential to explain the features of MS Excel
comprehensively, ensuring you can make the most of this versatile tool in your daily tasks.

Microsoft Excel is a powerfull spreadsheet application that allows user to produce

tables containing calculations and graphs. These can range from simple formula to complex
functions and mathematical model.

Microsoft Excel is a spreadsheet that works like a database. It consists of individual

cells that can be used to build functions, formulas, tables, and graphs that easily organize and
analyze large amounts of information and data.

Microsoft Excel is a spreadsheet with a range of features and capabilities. Its

applications in data analysis and information management are remarkable. MS Excel allows
you to organize, edit and work on spreadsheets to obtain, analyze and transform data. You
can add text, images, videos, objects, and many other elements to your spreadsheet to track,
manage, and view information easily.
 The Microsoft Excel is powerful & integrated software comes with 3 programs 1)
Worksheet or Spread sheet program 2) The graph Program 3) Database Management
Program

The first & most sophisticated of three is the worksheet or the spread sheet program.
It electronically duplicates the amount of text and numbers and widely used for accounting
package by bank & financial institutes. The Microsoft Excel allows you to apply variety of
calculations and is very convenient tool for preparing budgets, annual reports, income
statements, income tax calculation and what if analysis.

Features of MS Excel
Key Features of MS Excel

• Spreadsheets and Data Organization. At its core, Excel is designed to work with
spreadsheets. ...
• Formulas and Functions. ...
• Data Visualization. ...
• PivotTables and Pivot Charts. ...
• Data Validation and Drop-Down Lists. ...
• Conditional Formatting. ...
• Data Sorting and Filtering. ...
• Data Analysis Tool Pak.
•

Spreadsheets and Data Organization

At its core, Excel is designed to work with spreadsheets. This is one of the
basic features of MS Excel and users can create multiple sheets within a single
workbook, making it easy to organize and categorize data. This grid-based
structure allows for efficient data entry and management. The features of a
spreadsheet in MS Excel, such as its versatile formulas and functions, powerful
data visualization tools, and robust sorting and filtering options, empower users
to efficiently manage and analyze data within its grid-based structure

Excel Graphs Feature

In simple terms, a graph is a visual element that represents data in

a worksheet. You will be able to analyze the data more efficiently by looking at
a graph in Excel rather than numbers in a dataset. Excel covers a wide range of
graphs that you can use to represent your data. Creating a graph in Excel is
easy. Graphs in Excel simplify complex data, making it easier to understand at
a glance. Instead of navigating through numbers, a graph visually highlights key
trends and comparisons. Learning how to create a chart in Excel or how to create
graphs from Excel data can help convey your message clearly and ensure your
audience quickly grasps essential insights. Next, let us learn types of graphs
and how to make a graph in excel.

Formulas and Functions

One of Excel's standout features is its ability to perform calculations and

operations on data using formulas and functions. Users can create complex
calculations by combining mathematical operators, cell references, and built-in
functions. Some commonly used functions include SUM, AVERAGE, IF, and
VLOOKUP, HLOOKUP, COUNTIF, COUNTIFS, SUMIF, SUMIFS

Data Visualization

Excel offers a variety of data visualization chart types, such as bar graphs,
line charts, and pie charts, to help users visualize data trends and patterns. This
is one of the main features of MS excel. Creating charts is as simple as selecting
data and choosing a chart type, making it an excellent tool for creating informative
reports and presentations.

PivotTables and Pivot Charts

PivotTables are powerful tools for summarizing and analyzing large datasets.
This is one of the advanced features of MS Excel They allow users to create
dynamic summaries, apply filters, and rearrange data to gain insights from
different angles. Pivot Charts works hand-in-hand with PivotTables to provide
visual representations of the summarized data.

Data Validation and Drop-Down Lists

Excel enables users to create drop-down lists and apply data validation rules
to ensure data accuracy and consistency. This feature is particularly useful when
multiple individuals are entering data into the same spreadsheet, as it helps
prevent errors.

Conditional Formatting

`Conditional formatting allows users to automatically format cells based on

specific criteria. This is one of the most important features of MS Excel and this
feature helps highlight important data points, trends, or outliers, making it easier
to identify key insights in your data. The formatting features of MS Excel
encompass a wide range of options, from conditional formatting for data
visualization to custom cell formatting for enhancing the clarity and presentation
of your spreadsheets.
Data Sorting and Filtering

Excel provides robust sorting and filtering capabilities that make it easy
to organize and locate specific data within a large dataset. Users can sort data
alphabetically or numerically and apply filters to display only the relevant
information.

Data Analysis Tool Pak

For advanced statistical analysis, Excel offers the Data Analysis Tool
Pak, a collection of statistical functions and tools. It includes features like
regression analysis, sampling, and hypothesis testing, making it valuable for
professionals in fields such as finance, science, and engineering.

Solver Add-In

The Solver Add-In is a powerful tool for solving optimization problems.

Whether you need to maximize profits, minimize costs, or allocate resources
efficiently, Solver can help find the optimal solution.

Collaboration and Sharing

With Microsoft 365 integration, Excel supports real-time collaboration,

allowing multiple users to work on a spreadsheet simultaneously. Users can
also share files through OneDrive or SharePoint, enhancing collaboration and
version control.

Macros and VBA (Visual Basic for Applications)

Excel's VBA allows users with programming knowledge to create custom

macros, which are scripts that automate repetitive tasks or extend Excel's
 functionality. This feature is especially useful for users seeking to streamline
their workflow or develop customized solutions.

Data Import and Export

Excel facilitates data import from various sources, including databases,

web pages, and text files. It also offers multiple export options, allowing users
to save their work in formats such as CSV, PDF, and more

Microsoft Excel Application

Excel is typically used to organize data and perform

financial analysis. It is used across all business functions and at companies
from small to large.

The main uses of Excel include:

• Data entry

• Data management

• Accounting

• Financial analysis

• Charting and graphing

• Programming

• Time management

• Task management
 • Financial modeling

• Customer relationship management (CRM)

• Almost anything that needs to be organized!

What is Work Book

A workbook in Excel is a file that contains one or more worksheets, which are
also known as spreadsheets. A workbook is a collection of spreadsheets that can
be treated like the pages of a book.

You can use a workbook to organize, input, and analyze data. Each
worksheet is made up of cells that are organized into rows and columns, and you
can enter data like text, numbers, dates, or formulas into the cells.

By default, Excel shows one Work sheet/spread sheet. You can add any
number of worksheets. The maximum number i of worksheet we can add into one
workbook is 255.

Loading Microsoft Excel

After successful booting, login and loading windows, windows program gets
activated, and various programs groups will be displayed. Now search for Microsoft
Office group and select Microsoft Excel program icon and double click the mouse
button to load Microsoft excel. Or search Microsoft Excel icon in the desktop and
double click the mouse button to load Microsoft excel.
 +

THE FILE TAB

• The File tab was introduced in Excel 2010/2013/2021 replacing the Excel 2007
Office Button, and it works differently than the others tabs.
• Instead of having its options display on the horizontal ribbon, clicking on the File
tab opens a drop-down menu on the left side of the screen.

• This tab also contains items that are mostly related to file and document
management – such as opening new or existing worksheet files, saving, and
printing.

• The options item, which is also located on the menu, is used to alter the look of the
program as a whole by choosing which screen elements to display, such as scroll
bars and gridlines. It also contains options for activating a number of settings – such
as automatic recalculation of worksheet files and choosing which languages to use
for spell check and grammar.
RIBBON

• The Ribbon is the strip of buttons and icons located above the worksheet. When
clicked on, these buttons and icons activate the various features of program. First
introduced in Excel 2007, the ribbon replaced the menus and toolbars found in
Excel 2003 and earlier versions.
RIBBON TABS
• Tabs are part of the horizontal ribbon menu that contains links to various features
of the program. Each tab – such as Home, Page Layout, and Formulas – contains
a number of related features and options that are activated by clicking on the
appropriate icon.
Ribbon Groups
Groups are bunches of buttons which is used for various task in excel. There are
7 ribbon groups in Home ribbon. They are 1) Clipboard 2) Font 3) Alignment 4)
Number 5) styles 6) Cells 7)Editing. These groups are also available in other ribbon
groups.
QUICK ACCESS TOOLBAR

• This toolbar allows you to add frequently used commands. Click on the down arrow
at the end of the toolbar to display available options.
ACTIVE CELL

• The active cell is recognized by its black outline. Data is always entered into the
active cell. Different cells can be made active by clicking on them with the mouse
or by using the arrow keys on the keyboard.
ADD SHEET ICON
• Adding additional worksheets can be done by clicking on the add sheet icon next
to the sheet tab at the bottom of the screen or you can use this keyboard shortcut
to add a new worksheet.
CELL

• Cells are the rectangular boxes located in central area of a worksheet.

• Data entered into a worksheet is stored in a cell. Each cell can hold only one piece
of data at a time.
 • A cell is the intersection point of a vertical column and a horizontal row.

• Each cell in the worksheet can be identified by a cell reference, which is a

combination of letters and numbers such as A1, F456, or AA34.
FORMULA BAR

• Located above the worksheet, this area displays the contents of the active cell.
The formula bar can also be used for entering or editing data and formulas.
NAME BOX

• Located next to the formula bar, the Name Box displays the cell reference or
the name of the active cell.
COLUMN LETTERS

• Columns run vertically on a worksheet and each one is identified by a letter in

the column header.
ROW NUMBERS

• Rows run horizontally in a worksheet and are identified by a number in the row
header.
SHEET TABS

• By default, there is one worksheet in an Excel 2013 file.

• The tab at the bottom of a worksheet tells you the name of the worksheet – such
as Sheet1, Sheet2 etc.

• Renaming a worksheet or changing the tab color can make it easier to keep track
of data in large spreadsheet files.

• Switching between worksheets can be done by clicking on the tab of the sheet you
wish to access or by using this keyboard shortcut to change between worksheets.
ZOOM SLIDER
• Located in the bottom right corner of the Excel screen, the zoom slider is used to
change the magnification of a worksheet by dragging the slider box back and forth
or by clicking on the Zoom Out and Zoom In buttons located at either end of the
slider.
STATUS BAR
 • The status bar, which runs horizontally along the bottom of screen, can be
customized to display a number of options, most of which give the user information
about the current worksheet, data the worksheet contains, and even the user’s
keyboard – such as whether the Caps Lock, Scroll Lock, and Num Lockleys are
turned on or off.
• The status bar also contains the zoom slider, discussed below, which allows users
to alter the magnification of a worksheet.

What is Worksheet/Spread Sheet

The term Worksheet used in Excel documents is a collection of cells

organized in rows and columns. It is the working surface you interact with to enter
data. Each worksheet contains 1048576 rows and 16384 columns and serves as a
giant table that allows you to organize information. Typically, a workbook contains
several worksheets with related content and only one of the worksheets is active at
a time. The Worksheet is a grid of rows and columns. It is an electronic plain paper
It is displayed an grid of 10,48,576 rows and 16,384 columns. Columns are labeled
as A,B,C,D,……..Z,AA,AB,AC,AD…….AZ,BA,BB,BC………XFD and rows are
numbered as 1,2,3,4,5,6,…………..10,48576

The intersection of rows and columns are called as CELL. There are
approximately 1613 crores of cells(1048576x16384) in one worksheet. Each cell
can hold up 255 characters or 1024 characters formula. Each cell is surrounded by
gray line is called grid line.

Each cell is identified by its cell address. It is made up of column letter and
row number. The address of first cell is A1 and the last cell is XFD1048576. The
cell address of active cell is displayed in Name Box. Press F5 to go to specific cell.
The active cell is surrounded by dark border. Active cell is the cell where we can
start typing.
 Moving around the worksheet

The keyboard can be used to move cursor quickly and easily on the
worksheet. There are 8 keys i.e. 4 arrow keys, Home key, End key, Page up key
and Page Down Key. We can use Ctrl & Shift keys to move the cursor in worksheet
Ctrl + Page down key is used to skip sheets forward in the worksheet and Ctrl
+Page up keys is used to skip between sheets backward in the worksheet.

Using mouse: The user can move across the worksheet using the mouse.
This can be done with help of scroll bar. During excel operation mouse pointer will
change its shape into various formats.
Excel Commands

Excel commands perform actions that users can do, like opening, closing,
and editing documents, and altering Excel settings. The excel commands can be
given in one of the following ways

1. Choosing an option from ribbon

2. Choosing an option from shortcut men
3. Using templates
4. Using Keyboard shortcut

Choosing an option from ribbon

Ribbons are primary methods of excel to perform tasks such as opening a

file, saving a file, copying group of cells, printing a workbook or creating a chart.
Excel ribbon can be activated using keyboard by pressing ALT key and
corresponding letter. For example Alt+N to activate Insert Ribbon, Alt+F to activate
File Menu, Alt+H to activate Home ribbon etc. Using Mouse you just click on
particular ribbon and you will get various ribbon button to perform specific task.

Choosing an option from shortcut men

By clicking right mouse button , excel opens a shortcut menu that gives direct
access of most commonly used commands. Clicking right mouse button on active
cell will display the following shortcut menu which contains regular used commands
like cut, copy , paste, insert , delete, format cells etc.
Using templates

Excel wizards are interactive tools that guide users through tasks in Excel, such as
creating charts, formulas, and graphs. They are designed to simplify the user experience,
especially for those who are less familiar with Excel's advanced features. The Excel Wizard
is essentially a set of interactive, step-by-step tools designed to guide users through specific
tasks. These wizards serve as virtual assistants, providing assistance in creating complex
formulas, charts, graphs, and more.
Here are some examples of Excel wizards:

• Chart Wizard
Helps users create charts by selecting a cell range with data, clicking the Recommended
Chart icon, and then switching between chart types

• Function Wizard
Lists all functions available in Excel and helps users find the right function to solve a
problem. It can also be used to create Excel macros that specify how data from MATLAB
functions is placed and outputted to worksheets

• Text Import Wizard

Helps users import data from a text file into a worksheet by examining the text file and
ensuring the data is imported as desired

• Query Wizard
Helps users select and combine data from different tables and fields in a database

Practical Assignment-1 Employee Salary Report

Create a worksheet Employee salary report with following fields

Sl No, Emp-No, Emp-Name, Emp-Desig, Emp-Dept,Emp-DOB, Basic Salary, DA,HRA, TA, GROSS,
PF, NET-Pay
Processing Steps
1. Enter Today’s Date & Time
2. Enter Serial Number from 1 to 20
3. Enter Employee Number from E001 to E020
4. Enter Any 20-employees name
5. Enter Designation of Employee like Manager, Clerk, Accountant, Attender, Operator, Sweeper etc
6. Enter Department of each employee like Sales, Purchase, Accounts, Computer etc
7. Enter Date of Birth of each employee
8. Enter Basic Salary of Each Employee
9. Calculate DA (Dearness Allowance)

DA is 58% of Basic Salary

10. Calculate HRA (House Rent Allowance) HRA is 22% of Basic Salary
11. Calculate TA (Travelling Allowance) TA is 10% of DA&HRA
12. Calculate Gross Salary (Total Salary) Gross salary is Basic salary + Da+Hra+Ta
13. Calculate PF (Provident Fund) PF is 12% of Basic Salary
14. Calculate Net Salary (Take Home Pay) Net Salary is Gross Salary – PF
15. Calculate total, average, maximum & minimum of all Numeric Fields
16. Draw Bar chart on Net salary
17. Filter employee name not starts from Letter “S”
18. Filter all employee lists whose department is SALES
19. Filter all employee lists whose department is PURCHASE
20. Filter all employee lists whose department is NOT ACCOUNTS OR PRODUCTION
21. Filter All employee list whose designation is MANAGER
22. Filter all employee lists whose designation is OFFICER or CLERK
23. Filter all employee lists whose Basic salary less than 10000
24. Filter all employee lists whose Net salary is more than 15000 and less than 25000
25. Filter all employee lists whose Name starts from Letter “S” and designation is MANAGER

Practical Assignment-2 Student Marks Report

Create a worksheet Student Mark Report with following fields

Sl No, Reg-No, Student-Name, Student Class, Student DOB, Kannada, English, Hindi, Science,
Social, Maths, Total Mark, % Marks, Result, Grade, Remark
Processing Steps
1. Enter Today’s Date & Time
2. Enter Serial Number from 1 to 20
3. Enter Student Registration Number from 2022829001 to 2022829020
4. Enter Student Name of 20 Students
5. Enter Student Class of 20 Students Like 8 th, 9th, 10th
6. Enter Student Date Of Birth of 20 Students
7. Enter Marks of 6 subjects from 0 to 100
8. Calculate Total Marks (Add 6 subjects Marks)
9. Calculate % Marks (Total marks /6)
10. Calculate Result
If student got less than 35 marks in any one subjects then student is FAIL otherwise Student is
PASS
11. Calculate Grade

If Student result is FAIL then Grade is FAIL

If % marks is Greater than equal to 35 & Less than 50 then Grade is THIRD CLASS
IF % marks is Greater than or equal to 50 & less than 60 then Grade is SECOND CLASS
If % marks is greater than or equal to 60 & less than 70 then Grade is FIRST CLASS
Else Grade is Distinction
12. Calculate Remark

If Grade is FAIL then Remark is VERY POOR

If Grade is THIRD CLASS, then Remark is NOT SATISFACTORY
IF Grade is SECOND CLASS, then Remark is SATISFACTORY
If Grade is FIRST CLASS, then Remark is GOOD
Else Remark is EXCELLENT
13. Calculate maximum & minimum of all Numeric Fields
14. Draw Line chart on Total Mark
15. Filter the student list whose result is PASS
16. Filter the student list whose result is FAIL
17. Filter the student list whose Grade is FIRST CLASS
18. Filter the student list whose Grade is DISTINCTION
19. Filter the student list whose Name Starts from Letter “S”
20. Filter the student list whose total mark is greater than 300

Ex No 3:
Create a worksheet Income Tax calculation Report with following fields
Slno, Name, Monthly-Salary, Monthly-Deduction, Net-Salary, Annual-Salary, Standard
Deduction, Taxable Income, Tax Liability, Take Home Pay
Processing Steps
1. Enter Today’s Date & Time
2. Enter Serial Number from 1 to 20
3. Enter 20 Names
4. Enter Monthly Salary from 5000 to 20000
5. Enter Monthly Deduction from 1000 to 4000
6. Calculate Net Salary

Monthly-salary – Monthly Deduction

7. Calculate Annual Salary

Net-Salary * 12
8. Calculate Standard Deduction

If Annual Salary is greater than 60000 then Standard deduction is 30% of Annual Salary
Else 12000
9. Calculate Taxable Income

Annual-Salary – Standard Deduction

10. Calculate Tax Liability

If Taxable Income <=18000 then Tax Liability is 0

If Taxable income >18000 and <=25000 then Tax Liabilities is 25% of Taxable Income
If Taxable income > 25000 and <=50000 then Tax liabilities is 30% of Taxable Income
In Taxable Income >50000 and <=100000 then Tax Liabilities is 40% of Taxable Income
Else Tax Liabilities is 50% of Taxable Income
11. Calculate Take Home Pay =Taxable-Income – Tax Liabilities
12. Calculate Sum, average, maximum and minimum of all numeric fields
13. Filter the record whose name started from S and C
14. Filter the record whose Monthly salary is >5000 and <10000
15. Filter the record whose annual salary is >50000
16. Filter the record whose Taxable income >18000 and name starts from S
17. Filter the record whose tax liabilities > 25000
18. Draw a Column Chart on Tax Liabilities

Range in Excel
Whenever we see the word range in excel, we refer to it as a cell or a collection of cells in an
excel spreadsheet. It can also be used to refer to the adjacent cells or non-adjacent cells in
the dataset. In excel, each range has its defined set of coordinates or positions, unlike A4:A7,
B5: F9C, etc.

You can perform many operations with ranges in your Excel worksheet, unlike copying the
dataset, moving data from one position to another, formatting cells, and even you can name your
range. In this tutorial, we will briefly cover all the topics about ranges.

Select a Range
While working with excel, you may want to select a multi cell range so you can easily make a
command for all the cells at once. For example, let's suppose you can highlight the headers in
the cell range A2:E2. You select the range and change the background colour of the cells.

A. Select contiguous range of cells

1. Select the cell from where you want to start selecting your range. In our case, we have
selected the B2 cell.
2. Drag your cursor to the last cell of your range. As you can see, we have dragged our
pointer to the D5 cell.
3. Hence the range B2: D5 got selected.

Similarly, you can select any range of cells in your Excel worksheet.

B. Select non-contiguous range of cells

1. Select the cell from where you want to start selecting your range. In our case, we have
selected the B2 cell.
2. Hold the 'CTRL' key on your select and the various non-adjacent cells. We have
selected B2:B6, C3:C6, D4 range of cells.

Types of Ranges
 1. Vertical Range
Vertical range refers to the selection of the cells within a column. For example, in the
below image, the vertical range is A1:A5. However, if you select the entire column, the
vertical range would be A: A.
2. Horizontal Range
Horizontal Range refers to the selection of cells within a row. For example, in the below
image, the horizontal range is A2:E2. However, if you select the entire row, the vertical
range would be 2:2.
3. Mixed Range
Mixed Range refers to the collection of cells formed by combining adjacent rows and
columns. For instance, in the below example, the mixed Range is A2: E10.
4. Multiple Selection Range
To define a range, it's not necessary to select only the adjacent cells. Therefore with
Multiple Selection Range, a collection of non-adjacent cells are selected. For instance, in
the below example the Multiple Selection range is B4, B8, C7, D5, D8, E6.

Move a Range
By default, if you move a range of cells in excel, it will move the data from one location to
another along with its formatting such as font, text or number format, cell borders, font colour,
etc.

Follow the given below steps to move a range of cells in Excel:

1. Select the range of cells you want to move from one location to another in your excel
spreadsheet.
2. As soon as you select the cells, you will notice the entire range of selected cells become
active with a green box around it.
3. Move your cursor to the green border, and you will see that the cursor changes to a four-
headed arrow icon.
4. Using the arrow moves the cell to another location within the same Excel
worksheet. Unlike here, we can move it to column E.

Note: After moving the cells, all the data and formatting will be automatically removed
from the original range (C1:C6).

Copy/Paste a Range
By default, if you copy a range of cells in excel, it will copy the data from one location along
with its formatting such as font, text or number format, cell borders, font colour, etc. and paste
it to its new location.

Follow the given below steps to copy & paste a range of cells in Excel:

1. Select the range of cells that you wish to copy.

 2. Put your cursor on top of your selected cell and right-click on it. The following window will
be displayed. Click on the Copy option. Or you can directly press the shortcut key,
i.e., CTRL + c.
3. Select the cell from where you want to start pasting the copied cell. Either right-click on the
cell and select the paste option or press the 'CTRL + V' option directly.

Note: You will notice that the selected range of cells (B1:C6) still has a dotted border.
It means the excel range is still copied in your clipboard, and you can again paste it
anywhere within your excel worksheet. Therefore we need to remove the data from
our clipboard. To clear the clipboard content, press the Escape key from the
keyboard. And as soon as you do that, the dotted border about the range will longer
be seen.

Named Range in Excel

A named range is an amazing excel feature used to define the name for a collection of cells
or ranges in a worksheet. Named range works as an added advantage as it helps to calculate
functions and formulas quickly.

To add a named range in your Excel worksheet, follow the below steps:

1. Select the range of cells for which you want to define the name.

2. Go to the ribbon toolbar located at the top of your Excel window. Click on the Formulas tab ->
Defined Names group -> Define Name option.

3. The New Name window will open (as shown below). In the descriptive name textbox, enter
any suitable name for the range. In our case, we have entered Student Marks as the name for
the selected range.

Note: The name textbox can hold only up to 255 characters.

4. After specifying the name, it's time to specify the range of cells from which you want
to apply the name; therefore, in the "Refers to" box, select the range from your
Excel worksheet.
5. 5. Once done, click on the OK button.
6. The window will be closed, and when you return to the spreadsheet, you will notice the
name Students_Marks is highlighted in the Name box for the selected range of cells (as shown
in the image below).

7. Now that we have defined the range's name, we can directly use the name Student_Marks in
formulas to refer to the named range of cells. For example, type the below formula in your excel
worksheet.

Formula used: =SUM(Student_Marks)

8. The SUM formula will quickly calculate the sum of all numbers present in a defined range
and will give you the following result.
Result: 55

How to select data in Excel

Selecting data is one of the most common operation Excel user practices in their day-to-day life.

There are various methods to select a cell or multiple cells in Excel, such as through a mouse
or by keyboard shortcut keys or a combination of both. As Microsoft Excel users, it is essential
to quickly select cells, rows, columns, table cells present in an Excel worksheet. Selection assists
the users in various tasks such as insertion, deletion, and formatting of multiple rows and columns
in an Excel worksheet. Whenever you select any cells, row, column, or cell range, you will notice
that the color of the selected cell(s) will change and get highlighted compared to the rest of the
cells.

Select a Single Cell

Selecting a cell in Excel is pretty easy. Just put your mouse cursor on the respective cell that
you want to select,

We want to select the B 4 cell. So we will keep our cursor to that particular cell address to select
it.

Select Multiple Continuous Cells

Selecting multiple continuous cells is easy and simple. Select the first cell from where you want
to start the selection and drag the cursor to the end of the selected cell. Suppose you want to
select multiple cells B1: E10.

Follow the below steps:

1. Put your mouse cursor on the first cell from where you want to start your selection,
i.e., B1.
2. Press your mouse button and drag the mouse cursor till cell E10. It will include all the
in-between cells.
3. Leave the mouse cursor, and the cells B1: E10 will get selected.

Select Rows/Columns
While working with Excel many times, the user requires selecting an entire row or column for
various operations such as hiding or deleting the row or column, applying some conditional
formatting, highlighting the data, etc.
Unlike you select a cell in Excel by placing the mouse cursor on the respective cells, you can also
select any row or a column by moving your mouse on the row or column.

1. To select entire row click on row header or place the cursor on the cell for which row you
want to select then press Shift & space bar
2. To select entire column click on column header or place the cursor on the cell for which
column you want to select then press CTRL & space bar
3. Select Multiple Contiguous Rows/Columns
4. We work on Excel and manipulate the data. Sometimes we want to select multiple rows/
columns together to apply the same operation on adjacent rows/columns at once.
Bring your mouse cursor over row number 5 in the Excel worksheet.
Double click the left cursor to select Row 5, but keep the mouse left button pressed as
we have to select multiple rows. .
While pressing the mouse drag your cursor down till you reach Row 8 At this point leave
the mouse pointer and the three adjacent rows will be selected.

5. Select Multiple Non-Adjacent Rows/Columns

Bring your mouse cursor on the top of your first-row number, i.e., row 5 in
Excel. Click on the row number to select it.

Next, press the Control key on your keyboard.

While pressing the Control Key, drag your mouse cursor to the desired row numbers to
select them. First, we dragged it to Row 7 and clicked on row number.

Leave the mouse button, move your mouse cursor to Row 9, click on the row number,
and select it.

6. Select all rows and columns press Ctrl & A

Create a Worksheet in Excel

MS Excel or Microsoft Excel is one of Microsoft's most powerful spreadsheet software. It
comes with a distinct range of built-in features and functions to help us record large amounts of
data in a worksheet. By default, whenever we create a new workbook in Excel, we get three
worksheets, namely Sheet 1, Sheet 2, and Sheet 3. However, there may be cases when we may
need one or more additional worksheets to record our data. Excel also provides such a useful
option or feature to the users.
What is a Worksheet in Excel?
An Excel worksheet is the single sheet used in Excel documents, which contains groups
of cells organized in rows and columns. Each worksheet allows users to record or write
data within the cells as well as perform various operations with the recorded data.

The worksheets are located in the bottom area of the Excel window, which is known as the Sheet
tab.

We have three OR ONE worksheets in the Sheet tab, such as Shhet1, Sheet2, and Sheet3.
To view any of the desired worksheets, we need to click on the name of that particular sheet from
the Sheet tab.

How to create/ insert a worksheet in Excel?

In Excel, we have multiple ways to perform the most common tasks. Likewise, when it comes to
creating a worksheet, we can use different methods, such as:

o Creating a worksheet using the Sheet tab

o Creating a worksheet using the Contextual Menu
o Creating a worksheet using the Ribbon
o Creating a worksheet using the Keyboard Shortcuts

Creating a worksheet using the Sheet tab

The easiest method to create a worksheet within the workbook is to use the Sheet tab. Excel
displays an additional Plus icon in the Sheet tab, called the 'Add/Insert Worksheet button' in
general. We can instantly create a worksheet in our Excel workbook using this plus icon or button.

Creating a worksheet using the Contextual Menu

The contextual menu refers to the right-click menu options accessed on the corresponding
feature. It is another easy method to create a worksheet in the workbook.

As soon as we click the Insert option, Excel launches the Insert dialogue box. We must choose
the Worksheet option and click the Ok button to create a new worksheet and close the
dialogue box.
Creating a worksheet using the Ribbon
First, we need to go to the Home tab on the Ribbon.

Next, we need to click the drop-down icon associated with the Insert option in the category
named Cells.

In the next window, we must choose the Insert Sheet option

Creating a worksheet using the Keyboard Shortcuts

We can either use Shift + F11 or Alt + Shift + F1.

Ex No 4:
Create a worksheet BUDGET Report with following fields
Expenses, PURCHASE, SALARY, CONVENYANCE-EXP, PRINTING & STATIONARY, RENT
CHARGES, TELEPHONE CHARGES, ELECTRICITY CHARGES, STYAFF WELFARE EXP,
OTHER EXP FOR 4 QUARTERS
Processing Steps
1. Enter Today’s Date & Time
2. Enter QUAERTER1, QUARTER2, QUARTER3, & QUARTER4 under expenses
3. Enter the amount for various expenses for the quarter1
4. Calculate the expenses of quarter2, it will be 5% more than that of quarter1
5. Calculate the expenses of quarter3, it will be 7.5% more than that of quarter2
6. Calculate the expenses of quarter4, it will be 10% more than that of quarter3
7. Find the total expenses of all 4 quarters
8. Find the total of all expenses
9. Find the average expenses of all 4 quarters
10. Find the average of all expenses
11. Find the maximum, minimum expenses of all 4 quarters
12. Draw the pie graph on total expense of each quarter , give suitable heading

How to enter data in Excel

Select a cell with a single click where you want to enter data; cell B3 is selected in the image given
below. Then double click in the cell to enter data. You can enter text, numbers and formulas in
the cell.

After entering data, you can press Tab key to move to next column and can press Enter key to
move to next row. You can press arrow keys for more options to move to other cells.
Entering Text in Excel worksheet

Steps

Select a cell

1. Type the text & press Enter. Now types text will appear in active cell as well as
in formula bar. All the text are automatically left align the cell
2. If the text does not fit within the column, then increase the column width by
double clicking on the boundary of the column or drag the column boundary. Or
select Home-Format-Column Width and enter proper column width. The default
is 8.43 and minimum is 1 and maximum is 255

Entering Numbers in Excel worksheet

The numbers can enter into the worksheet same as entering a text. All numbers are
automatically right aligned in the cell. Numbers can not be entered with coma (,), dollar sign
($), percentage sign (%) and scientific notation (6E4). It can be included after entering the
numbers during formatting the worksheet. The number can include the digits 0 to 9 and + & -
symbol.

Entering Dates in Excel Worksheet

Inserting the date in an Excel sheet is a necessary operation that every Excel user may
require while working with Excel sheets. There are several ways in Excel to insert the date in
an Excel sheet. Excel users can insert the date manually or use Excel inbuilt functions to
insert the date in a worksheet.

By default, Excel uses the dd-mm-yyyy format for date. You can change the format to
date format via Format Cells feature of Excel. Excel does not support the backslash (/)
operator to separate the date. If you enter the date like 05/05/2020, it will automatically change
to 05-05-2020 date format

We had manually entered some dates in an Excel column. These dates are in different
formats. These are entered by typing the date manually in the cell. Following are some dates
entered manually in Excel cells. These are the different date formats supported by MS Excel.
All the dates are right-aligned in this Excel sheet. All these data are in date format only. If the
date entered by the user is acceptable as date by Excel, it will be right-aligned in the cell.

Insert current date and time

In the above screenshot, all dates are entered manually by typing in an Excel sheet. Now, we
will use Excel inbuilt function to enter the current date and time. This time is updatable in real-
time. TODAY() function will return the current date of the system.

Besides this, there is one more function in Excel using which you will find the current date,
i.e., NOW(). But this function returns the current time along with the current date.

You can use this shortcut command to enter the current date in an
CTRL + ;
Excel cell.

Use this shortcut command to insert the current time in an Excel

CTRL + Shift + ;
cell.

We can auto-populate the date and save time. For this, we will use the Excel autofill feature.
See the steps to auto-populate the date in an Excel sheet -

Step 1: Enter the initial date in the first cell of the Excel sheet.

Step 2: Now, select the entered date of the cell and take the cursor at the bottom right
corner of the cell where + sign will appear.
Step 3: Drag this + symbol to the below cells till date you want to insert the date. We
have dragged it to row 30 and auto-populated the date till the month-end.

Changing the date format

Excel users can choose different date formats offered by Microsoft Excel. This feature
is available inside the Format Cells in the Home tab. Several date formats are available
and you can also choose custom date formats, like date with time, date with day, etc.

Step 1: To change the format of the inserted date, first of all, select the date and right-
click on it.

Step 2: Choose the Format Cells option from the list that will open a formatting
window panel.

Step 3: You are currently on the Date tab, where dd-mm-yyyy is the current date
format.

Step 4: Choose a date format in whatever form you want to display your selected date
and click OK.

Step 5: See that all the selected date has been changed to the selected format.

Inserting date using DATE() function

DATE() is another inbuilt function of Excel using which a specific date can be inserted in a
valid format. In this function, you do not need to specify any date format. You have to just
insert the year, month, and day as a parameter in this function to get the date.

Following is the syntax of the DATE function -

1. DATE(year, month, day)

Provide the year, month, and day in the function separated by a comma and press the Enter
key to get the result.

See the given step to insert the date using the DATE() function in the Excel sheet.

1. In an Excel cell, enter the following formula.

=DATE(2019, 10, 24)
 ENTERING DATA IN SERIES IN EXCEL

We can enter numbers and text manually however excel provides a solution to this
time consuming process whenever the user wants to fill the cell range with data that forms
a series . For ex. 1,2,3,4…….. or Monday, Tuesday , Wednsday ,…….. or Jan, Feb,
Mar……etc . This can be done by using fill handle. The fill handle is located at lower right

corner of slected cell. This is called Auto Fill symbol ( +).

Steps :

1. Enter Jan in cell A!

2. Pont to the fill handle with the mouse pointer will becoe dark + symbol
3. Click & drag upto the cell A12 and release the mouse button
4. Immediately the series of months from Jan to Dec will be filled in the cell A1
to A12

If two or more vales are selected for an autofill , the Excel will determine the difference and
auto fill accordingly

For ex Fill the renge with add numbers , then type 1 in cell A1 and 3 in cell A2. Now select
both the cell and then drag the autofill handle to specific range. Now excel fills the range
accrdinglly. For ex 1,3,5,7,9,11,13……

Now Fill the range with even numbers upto 50 ,

100,200,300……………..1500,

If you want fill the range with Natural Number 1,2,3,4,5…… then type 1 in cell A! and hold
down the CTRL key and drag the Auto Fill handle uptp specific range . Now natural numbers
are filled in the cell
Creating Cutom Auto Fill List

Apart from the built in list which are used to perform autofill , Excel gives the user the
capability to create our own autofill list. This is known as Custom Auto Fill List.. for eg. List of
Student Names in the Class, List of states in the Country, List of countries in the world etc.
These data are required to entered frequently in the worksheet . Then a custom autofill will
save the lot of time .

Steps.

1. Click File menut

2. Select Options in the file Menu
3. Select Advanced option
4. Search for Edit Custom List
5. Type the List of Entires (for eg. List of Names, List of states etc)
6. The press ADD
7. Now typed entires are added to custom List
8. The press OK
9. Now in the worksheet Type the first entry of Custom List
10. Now drag the fill handle to fill Custom auto List

Editing the data

IF you want to edit the data in the worksheet then floww the foloowing stpes

1. Place the cursor on the specified cell for which you going to edit
2. Now the information is displayed in the formula bar
3. Edit the data nad press enter

WE can replace the orginal entry with another entry by retyping the new entry in the same
cell
Copying the cell contents

IF you want the cell contents to be copied to the another cell follow the following steps

1. Slect the cell or group cells that are going to copy

2. Select the COPY command
3. Select the destination Cell
4. Select PASTE command to paste the copied contents

Moving the cell contents

IF you want the cell contents to be moved to the another cell follow the following steps

1. Slect the cell or group cells that are going to move

2. Select the CUT command
3. Select the destination Cell
4. Select PASTE command to paste the copied contents

Inserting , Deleting, Rows & Columns

Some times it may happen the after rhe worksheet is created, the user may want to
insert some extra rows and columns for some purpose which user forget to enter ar the time
of workshett creation. The excel provided a facility to insert rows and columns. Inserting, &
dleteting the rows & columns are powerfull and dangerous operations. Deleting the roes and
columns may cause loose of important data .

Inserting Rows & coloumn

1. Select the rows and columns to insert

2. Press right mouse button to activate shortcut menu
3. Select insert command
4. Now New rows or columns are inserted before or after the current row or column
Deleting Rows & coloumn

1. Select the rows and columns to iDelte

2. Press right mouse button to activate shortcut menu
3. Select Delete command
4. Now selected rows or columns are deleted

Clearing Cell Contents

Clearing the Cell contents, select the cells which your are going to clear, then press Del Keu
or press right mouse mouse button and select Clear contents command.

Hiding Rows,coloumn

1 Select the rows or coloumns which your going to hide

2 Press Right Mouse button and select Hide command

3 Now the selected rows or columns are hided

Hiding Worksheet

1. Select the worksheet which you are going to hide from sheet tab
2. Press right mouse button and select the Hide command
3. Now the selected worksheet Is hidden from the sheet tab

Unhiding Worksheet

1. Press right mouse button and select the Unhide command

2. Now the Excel ask you which worksheet is to unhided
3. Select the worksheet and now that worksheet is unhided
Unhiding Rows,coloumn

1. Select Home=Format-visisbilty- Unhide

2. Now hided rows and columns are unhided

Protecting a Workbook

If workboon contains personal or important information , excel has the

facility of protecting them from unauthorised access. A workbook can be
ptotected by the password. After entering a specific password is entered , excel
prompts the user to re=enter the password. If password is matched then the
workbook will be opened. If not the wokbook will not be opened unless you are
entered the correct password.

1. Slect Save command from File Menu

2. Enter the filename
3. Select the Tools- General option and Enter password to open and Enter
passowrd to modify
4. Then press OK to save the file. Now the file is saved with password

Removing the password from file

1. Open the workbook by entering the password

2. Select File-Save command
3. Select the Tools- General option
4. Now press Del key to remove the password
5. Then save the file once again. Now the password will be removed from the
workbook file
Building the formulas

In Microsoft Excel, the formula is used to define the relationship between

the given variables as well. Generally, the formula involves symbols and various
mathematical operators like as addition, subtraction, multiplication, and division.
Formulas are used in enormous fields like science, education, research, finance,
and various developing as well as developed fields. The purpose of the formula
is to just find out the required solution to the problem, and based on the
requirement, the formula is modified respectively One of the important feature of
excel is the ability to manupulate text and simple & complex calculations very
effectively. We can do the total of columns of numbers, percentage and other
mathematial calculation.

There are three types of formulas

1. Text Formuls
2. Numeric Formuls
3. Logical Formuls

Text formula

It uses text operator ampersand(&). This operator is used to joins the two
text in the excel. For eg. The Cell A! contains GOOD and Cell A2 contains
MORNING. Now the formula =A1&A2 will retrun the answer GOODMORNING.

Numeric formula

It contains nueric operator such as + , - , * , / and ^ For eg, The cell

A1 contains 10 and cell A2 contailns 5 then in cell A3 type the formuls =A1+A2
will retrun 15, =A!-A2 will retrun 5 , =A1*A2 will return 50 and =A1/A2 will retrun
2.

Numeric formula

It contains comparison operator such as >, <, >=, <= , = , <> etc.
For example the the Cell A1 contains 10 and cell A2 contans 5 . then in cell A#
type te formula =A1>A2 will retun True , =A1<A2 will retrun False , =A1=A2 will
retrun the value Fasle

Rules in writing Formula in Excel

1, All formula must always begins with = sign. Or it may also begin with + or –
sign also

2 A formula upto 1024 character long

3) It should not contain blank spaces except between strings(group of

character)

Type of operators used in Excel

Operators are used to specify the operations such as addition, subtraction,

multiplication , division etc. There are 3 types of operators

1. Arithmatic Operator
2. Relational Operator
3. Logical Operator
Airthmatic Operator

These operators performs basic mathematical operations combines with

numeric values and produce numeric result.

Operator Name Meaning Example

+ Plus Addition =A1+B1
- Minus Subtraction =A1-B1
* Asterisk(Star) Multiplication =A1*B1
/ Slash Division =A1/B1
^ Carret Exponentiation =A1^B1

Relational Operator

These operators compares two or more values and produce logical value True
or False

Operator Meaning EXAMPLE

> Greater than =A1>B1
< Less Than =A1<B1
>= Greater than or Equal =A1>=B1
<= Less Than or Equal =A1<=B1
= Equal to =A1=B1
<> Not equal to =A1<>B1

Logical Operator

These coperators combines with relational operator and return the result as True
or False.
 Operator Example
AND =AND(A1>10,B1<15)
OR =OR(A1<35,B1<35,C1<35
NOT =NOT A1>B1

Copying the Formula

It is similar to copying the cell contents. Formula can also be copied from
one location to another location of worksheet to another worksheet. For eq. If
you enter the formula in C1 as =A1+B1 Now result of this formula will be
displayed in the cell C1. IF you want to copy this formula from C1 to C5 then
you must drag the fill handle up to C5. Now the formula will be relatively copied
and their values will be displayed in respective cell. The cell C2 contains the
formula =A2+B2, the cell C3 contains the formula =A3+B3 and so on.

Ex No 5:
Create a worksheet PAY ROLL REPORT with following fields
SLNO, NAME, EMP-CODE, DEPARTMENT,DOJ,BASIC SALARY, YRS_EXP,DA, HRA, PF, LIC,PTAX, GROSS-PAY,
GROSS-DEDUCTION & NET-PAY
Processing Steps
1. Enter Today’s Date & Time
2. Enter SLNO 1 TO 20
3. Enter NAME OF 20 EMPLOYEES
4. ENTER EMP-CODE FROM MRP001 TO MRP020
5. ENTER DEPARTMENT, DATE OF JOIN AND BASIC SALARY OF 20 EMPLOYEES
6. Calculate YRS_EXP

TODAY’S DATE- DATE OF JOIN

7. CALCULATE DA(Dearness Allowance)

IF BASIC SALARY <=20000 THEN DA IS 20% OF BASIC SALARY

IF BASIC SALARY >20000 AND LESS THAN EQUAL TO 50000 THEN DA IS 15% OF BASIC SALARY
ELSE 10 %BASIC SALARY
8. CALCULATE HRA

10 % OF BASIC SALARY
9. CALCULATE GROSS PAY

GROSS-PAY= BASIC-SALARY+DA+HRA
10. CLACULATE PF

PF=10% OF GROSS-PAY
11. CALCULATE PTAX

PTAX= 5% BASIC-SALARY
12. CALCULATE LIC

LIC=5% OF BASIC-SALARY
13. CALCULATE GROSS-DEDUCTION

GROSS-DEDUCTION= PF +PTAX+LIC
14. CALCULATE NET-PAY

NET-PAY=GROSS-PAY - GROSS-DEDUCTION
15. FIND TOTAL , AVERAGE, MAXIMUM, MINIMUM OF ALL NUMERIC DATA
16. FILTER ALL RECORDS WHOSE DEPARTMENT=SALES
17. FILTER ALL RECORDS WHOSE NAME STARTS FROM R OR P
18. FILTER ALL THE RECORDS WHOSE NET-PAY >50000 AND LESS THAN 100000
19. FILTER ALL THE RECORDS WHOSE YRS-EXP IS GREATER THAN 7 AND GROSS-PAY GREATER THAN 70000
20. DRAW BAR GRAPH ON NET-PAY

Ex No 6:
Create a worksheet SALES REPORT with following fields
SLNO, DEAL_CODE,DEAL_NAME,PLACE,QTY,RATE,SALE_AMOUNT,DISCOUNT,NET_AMOUNT
Processing Steps
1. Enter Today’s Date & Time
2. Enter SLNO 1 TO 20
3. Enter DEAL_CODE FROM A001 TO D020
4. ENTER 20 DEALER NAME
5. ENTER PLACE OF DEALER . SOME PALCE SHOULD BE BOMBAY OR DELHI
6. ENTER QTY & RATE OF ITEM
7. Calculate SALE_AMOUNT

SALE_AMOUNT=QTY * RATE
8. CALCULATE DISCOUNT

IF PLACE IS BOMBAY THEN DISCOUNT IS 2% OF SALE_AMOUNT

IF PLACE IS DELHI THEN DISCOUNT IS 7% OF SALE_AMOUNT
NO DISCOUNT WILL BE GIVEN IF THE PLACE IS OTHER THAN BOMBAY OR DELHI
9. CALCULATE NET_AMOUNT
NET_AMOUNT = SALE_AMOUNT - DISCOUNT
10. FIND TOTAL , AVERAGE, MAXIMUM, MINIMUM OF ALL NUMERIC DATA
11. SORT ON PLACE AND DEALER NAME
12. FILTER ALL RECORDS WHOSE PLACE IS BOMBAY
13. FILTER ALL RECORDS WHOSE PLACE IS DELHI
14. FILTER ALL THE RECORDS WHOSE NET_AMOUNT IS GREATER THAN 90000
15. FILTER ALL THE RECORDS WHOSE PLACE IS BOMBAY AND NET_AMOUNT IS GREATER THAN 15000
16. DRAW LINE GRAPH ON NET-AMOUNT

Moving the Formula

Formula can also moved from one worksheet location to another worksheet
location. When formulas are moved , their cell adress will not be changed
relatively.

Recalculating the Formula

Recalculating is one of the powerfull feature of Excel. Usually recalculating any

formula that is effected by new entries or changes in the cell values.

Recalculation options
• Automatic
Formulas are recalculated automatically when a formula or referenced cell
changes
• Automatic Except Tables
Formulas are recalculated automatically, except for those in Excel Data
Tables
• Manual
When the user is working with large model, it is desirable to suppress
recalculation until the data entry is completed. Then calculation mode can be set
by using Excel option – formula- manual. The word calculate is displayed wen
data is being entered. This message will be remind us to do a recalculations .
Formulas are not recalculated automatically, and the user must select
Calculate Workbook to recalculate. Press F9 to recalculate Manually
Smart recalculation
Excel recalculates cells that depend on previously calculated cells, even if the
value of the previously calculated cell does not change.
Addressing Methods

In a worksheet , each cell can be identified or reffered by cell address. In excel

most of the commands are required cell address for excecution of commands.
We have already sen how the relative cell addressing work, where the address
changes relative to the location when formula is either copied or moved. But
frequently some cell has to be fixed when the formula copied or moved. This
method of addressing is known as absolute addressing.

There are 3 types of addressing methods.

1. Relative addressing
2. Absolute(Fixed) addressing
3. Mixed addressing

Relative addressing Method:

A relative cell reference in Excel is a cell reference that changes when a formula is
copied or moved to a different cell. This is the default type of cell reference in
Excel. For eg. Position cell pointer at cell C1 and type the formula =A1+B1. The
answer is displayed in the cell C1.When the formula is copied to C2, the excel
automatically change it relative to the location to which is copied. That is in the cell
C2 the formula will be changed as =A2+B2. Same as in cell C3 the formula will be
changed as =A3+B3. And so on . This ability to adjust a formula from one location
to another location is called relative addressing. In relative addressing , the formula
is always adjusted relative to its location.
Absolute(fixed) addressing Method:

An absolute(fixed) addressing is always point to exactly one address .

Whenever an absolute address is used , it indicates the excel not to update the
address even if the formula is copied or moved. In absolute address a dollar
sign($) is used to indicate absolute position of the cell address. You can press
F4 key to add dollar sign in between cell address to make the cell absolute.

For eg. $A$4, $B2:$C5, $M$100, $A1:$A20

Mixed addressing Method:

In absolute address, the row & column both are fixed. But the mixed addressing
is a combination of relative & absolute address

For eg. $A4, A$5, A$3:M$3, $B2:$B10

Displaying Formula or Values on the worksheet:

A cell containing a formula will display the resuting values but not the
formula in the cell. When the user select the cell which contain the formula, the
formula will be displayed only at the formula bar. If you want the cell display the
actula formula instead of values. Then you select Formula-Show formula
option. Now the the cell contain formula will display formula instead of the values.

Using AUTO SUM (∑)

The auto sum ( ∑ ) tool automatically builds a sum formula in the active
cell based on continuous range of numbers. The sort cut key is Alt + =

For eg. : =sum(A1:A10), = SUM(A1:A5, A6:A10) , =SUM(A1,B1,C1:C5,D1)

References

References identifies cell or group of cells on a worksheet are similar to

cell addresses of cells. A reference identifies one or more cells for use in
formula. A group of cells identified by multiple cell addresses, seperated by
reference operator (:) for eg. A1:A10, A1:XFD1048576, A1:F10 etc

Entering Reference

The user can enter references by typing cell addresses seperated by : operator
for eg. =MAX(A1:A10), =MIN(B1:B10), =SUM(A10:A20) etc. The another way
of selecting range is doing it directly on worksheet by dragging the relative cell
addresses. In the case of formula , after typing an equal sign and type proper
function name and bracket then click the first cell in the range and drag through
last cell. Now that range is surrounded by dotted line and that references
appears in the formula

Using Name in the Reference.

A name is an easy to remember identidier that the user can create to

refer to a cell or group of cells. One advantage of using is that , they can be used
repeatedly. Once a range has been assigned a name , the user can
continuously access that range by using its name without entering the actual
address. Names make formula easier to understand and it make formula more
felxible.
Steps:

1. Select the range that you want to give a name

2. Press right mouse button
 3. From shortcut menu select Define Name
4. Enter the name of the range
5. Press ok to continue

For eg. The range A1:A10 has given name as number then you can write formula
as =sum(number).

Functions:

Functions are a special pre-written formula that take a value , perform

operation and return value on the cell. The function shorterns the formula in
the worksheet in case of lengthy & complex calculation

For eg. Instead of writing formula =A1+A2+A3+A4+A5+A6+A7+A8+A9 We can

use the function =SUM(A1:A9) . In order to perform an operation , many
function requires specific type of information . These information are called
orguments. Arguments are valeus that are given to the function to perform
operation. There are 4 types of orguments

1. Constants
2. Cell Range
3. Range Name
4. Function

1. Constants

We can give constant as a orguments in a function and are entered

directly For eg. : =SUM(18,35, 40, 15) will return the value 108
2. Cell Range

The value used by function are already contains in the cell or

ranges of cell of the worksheet. For Eg. 18.35, 40, 15 are stored in
B1,B2,B3,B4 then the formula would be = SUM(B1:B4). The answer
will be 108

3. Range Name:

Range name can also be inculded as a function orguments instead

of actual values. For eg. If a range B1:B4 is named as number then
=SUM(number) will return the value 108

4. Functions:

Function themselves can also be entered as orguments, which

provides the value for the orginal function. For eg.
=SUM(SUM(B1,B2), SUM(B3,B4)) will return the value 108. Or
=SQRT(SUM(number)) will retrun the value 10.39

Rules

1. All functions must begin the = sign

2. Parathensis () are used to enclose the orguments
3. Commas are used to sepearate indivisual orgumets
4. Some funtion that do not have orguments but must have parathensis
For eg. =TODAY(), =NOW(), =PI()
5. Blank spaces are not allowed within the function except within string
expression
EX NO 7
Create the worksheet INCOME TAX CALCULATION REPORT with the following details
EMP_NO, EMP_NAME, MONTHLY_INCOME ANNUAL_INCOME, ANNUAL_SAVINGS, TAX_PAID,
TOTAL_INCOME_TAX, TAX_REBATE, NET_INCOME_TAX_PAYABLE
Processing Steps
1. Enter Today’s Date & Time
2. Enter SLNO 1 TO 20
3. Enter EMP_NO FROM E001 TO E020

4. ENTER 20 EMP_NAME,& THEIR MONTHLY INCOME(RANGE IS 3000 TO 15000 )

5. CALCULATE ANNUAL_INCOME

MONTHLY_INCOME*12
6. CALCULATE ANNUAL SAVINGS

30% OF ANNAUL_INCOME
.
7. ENTER TAX_PAID (RANE IS 5000 TO 15000)

8. CALCULATE TOTAL_INCOME_TAX

If ANNUAL_INCOME is up to Rs. 80,000 then income tax is nil

If ANNUAL_INCOME is above Rs[P1] 80,000 but less than 1, 20,000 then income tax is 10% of amount
exceeding Rs. 80,000
If ANNUAL_INCOME is above Rs. 1, 20,000 but less than Rs. 1, 50,000 then income tax is 20% of the amount
exceeding Rs. 1,, 20,000+4000
If ANNUAL_INCOME is above Rs. 1, 50,000 then income tax is 30% of the amount exceeding Rs. 1, 50,000 +
10,000
9. CALCULATE TAX_REBATE

If the ANNUAL_SAVING is less than or equal to 60,000 then TAX_REBATE is 20% of the ANNUAL_SAVING
otherwise TAX_REBATE is 12,000
10. Calculate NET_INCOME_TAX_PAYABLE

NET_INCOME_TAX_PAYABLE = TOTAL_INCOME_TAX - TAX_REBATE - TAX_PAID

11. FILTER ALL RECORDS WHOSE TAX_PAID IS MORE THAN 10000

12. FILTER ALL RECORDS WHOSE TAX_REBATE IS MORE THAN 12000

13. FILTER ALL THE RECORDS WHOSE ANNUAL_SAVING IS MORE THAN 60000

14. FILTER ALL THE RECORDS WHOSE EMP_NAME STARTS FROM S OR D AND NET_INCOME_TAX_PAYABLE IS
MORE THAN 5000

15. DRAW BAR GRAPH ON NET_INCOME_TAX_PAYABLE

EX NO 8
Create the worksheet EMPLOYEE REPORT with the following details
EMP_NO, EMP_NAME, ACCOUNT_GIVEN, BASIC_SALARY,MISC_RECEIPTS, MISC_DUES, DA, CCA, HRA,
GROSS_PAY, GPF,LICENCE_FEE, DEDUCTIONS, NET_SALARY
1. Enter Today’s Date & Time
2. Enter SLNO 1 TO 20
3. Enter EMP_NO FROM E001 TO E020

4. ENTER 20 EMP_NAME

5. ENTER ACCOUNTS_GIVEN (ENTER Y OR N)

6. ENTER BASIC_SALARY,MISC_RECEIPTS, MISC_DUES FOR 20 EMPLOYEES

7. CALCULATE DA

DA= 20% OF BASIC_SALARY

8. CALCULATE CCA

CCA IS 1% OF BASIC_SALARY SUBJECT TO MAXIMUM OF Rs. 1000 per month

9. CALCULATE HRA

HRA=30% OF BASIC_SALARY IF ACCOUNTS_GIVEN IS YES(Y)

ELSE HRA=15% OF BASIXC_SALARY
10. CALCULATE GROSS_SALARY

GROSS_SALARY = BASIC_SALARY + DA + CCA + HRA + MISC_DUES

11. CALCULATE GPF

GPF= 8% OF BASIC_SALARY
12. CALCULATE LICENCE_FEE

LICENCE_FEE = 5% OF BASIC_SALRY IF ACCOUNT_GIVEN IS YES(Y) ELSE 10% of BASIC_SALARY

13. CALCULATE DEDUCTIONS

DEDUCTIONS = GPF + LICENCE_FEE+MISC_RECEIPTS

14. CALCULATE NET_SALARY

NET_SALARY= GROSS_SALARY - DEDUCTIONS

15. FILTER ALL RECORDS WHOSE NET_SALARY >15000 AND <30000
16. FILTER ALL RECORDS WHOSE ACCOUNTS IS YES
17. FILTER ALL RECORDS WHOSE ACCOUNTS IS NO
18. FILTER ALL THE RECORDS WHOSE GROSS_SALARY >50000 AND ACCOUNTS_GIVEN IS YES
19. DRAW COLUMN GRAPH ON NET_SALARY

EX NO 9
Create the worksheet WORK DONE REPORT with the following details
SL_NO,EMP_CODE,, EMP_NAME, DATE_OF_JOIN, HOURS_WORKED, , YEARS_OF_EXPERIENCE
MONTHLY_WAGES, MONTHLY_BONUS,EXPERIENCE_BONUS,TOTAL_INCME
Processing Steps
1. Enter Today’s Date & Time
2. Enter SLNO 1 TO 20
3. Enter EMP_CODE FROM E001 TO E020
4. ENTER 20 EMP_NAME,& DATE_OF_JOIN & HOURS_WORKED
5. CALCULATE YEARS_OF_EXPERIENCE

TODAY’S DATE – DATE_OF_JOIN

6. CALCULATE MONTHLY_WAGES

MONTHLY_WAGES=HOURS_WORKED * 30
7. CALCULATE MONTHLY_BONUS

IF HOURS_WORKED >208 AND HOURS_WORKED <=240 THEN MONTHLY_BONUS=Rs. 10 PER HOURS

IF HOURS_WOKED >240 THEN MONTHLY_BONUS IS Rs. 20 per HOURS_WORKED MORE THAN 240 HOURS
ELSE MONTHLY_BONUS IS ZERO
8. CALCULATE EXPERIENCE_BONUS

IF YEARS_OF_EXPERIENCE<5 YEARS THEN EXPERIENCE_BONUS IS 1000

IF YEARS_OF_EXPERINCE>5 AND <15 YEARS THEN EXPERIENCE_BONUS IS 2000
ELSE EXPERIENCE_BONUS IS 3000
9. FILTER ALL RECORDS WHOSE TOTAL_INCOME IS MORE THAN 40000

10. FILTER ALL RECORDS WHOSE HOURS_WORKED IS MORE THAN 150

11. FILTER ALL THE RECORDS WHOSE MONTHLY_BONUS IS GREATER THAN 2000

12. FILTER ALL THE RECORDS WHOSE EMP_NAME NOT STARTS FROM S OR D

13. FILTER ALL THE RECORDDS WHOSE YEARS_OF_EXPERIENCE IS GREATER THAN 10 YEARS

14. FILTER ALL THE RECORDS WHOSE EXPERIENCE_BONUS IS GREATER THAN 1000

15. SORT ALL RECORDS IN DESENDING ORDER OF EMP_NAME

16. PERFORM CONDITINAL FORMAT WHOSE TOTAL INCOME IS GREATER THAN 2000

17. SUM ALL THE TOTAL_INCOME WHICH IS GREATER THAN 20000

18. COUNT ALL THE RECORDS WHOSE YRS_EXPERIENCE IS GREATER THAN 10 YEARS
19. FIND SUM, AVERAGE, MAXIMUM AND MINIMUM OF MONTHLY_WAGES, MONTHLY BONUS,
EXPERIENCE_BONUS AND TOTAL_INCME

20. DRAW LINE GRAPH ON YEARS_OF_EXPERIENCE

EX NO 10
Create the worksheet MARKS REPORT with the following details
SL_NO,ROLL NO, STUDENT NAME, TOTAL MARKS
Processing Steps
1. Enter Today’s Date & Time
2. Enter SLNO 1 TO 20
3. Enter ROLL NO FROM 210829007120 TO 210829007140
4. ENTER 20 STUDENT NAME AND THEIR TOTAL MARKS(MAX 600)
5. PREPARE THE FOLLOWING TABLE

RANGE MARKS NUMBER OF STUDENT

0-100
101-200
201-300
301-400
401-501

501-600

EX NO 12
Create the worksheet INCOME REPORT with the following details
SL_NO,EMP NAME, GROSS INCOME , INCOME TAX , NET INCOME
Processing Steps
1. Enter Today’s Date & Time
2. Enter SLNO 1 TO 20
3. ENTER 20 EMPLOYEE NAME AND THEIR GROSS INCOME (RANGE 30000 TO 500000)
4. CLACULATE INCOME TAX

IF GROSS INCOME IS UPTO 50000 THEN INCOME TAX IS NIL

IF GROSS INCOME IS ABOVE 50001 TO 1,00,000 THEN INCOME TAX IS 10% OF THE AMOUNT EXCEEDING
50000
IF GROSS INCOME IS ABOVE 1,00,000 AND LESS THAN 2,00,000 THEN INCOME TAX IS 5000+20% OF THE
AMOUNT EXCEEDING 1,00,000
IF GROSS INCOME EXCEEDS 2,00,000 THEN INCOME TAX IS 25000+30% OF THE AMOUNT EXCEEDING
2,00,000
5. CALACULATE NET INCOME
GROSS INCOME – INCOME TAX
6. FIND THE SUM OF GROSS INCOME MORE THAN 50000

7. COUNT THE RECORDS WHOSE GROSS INCOME MORE THAN 200000

8. FIND THE SUM OF INCOME TAX MORE THAN 10000

9. COUNT THE RECORDS WHOSE INCOME TAX IS MORE THAN 30000

10. DRAW A BAR CHART ON NET INCOME AND GIVE SUITABLE HEADING

EX NO 13
Create the worksheet SELECTION REPORT with the following details
SL_NO,APP_NUMBER, CAND_NAME,CAND_QUAL,QUAL_SUB,CAND_AGE,CAND_CAST, REMARKS
Processing Steps
1. Enter Today’s Date & Time
2. Enter SLNO 1 TO 20
3. ENTER 20 APP_NUMBER S001 TO S020
4. ENTER CAND_NAME, CAND_QUAL(BSC,BCOM,BA,BE,MTECH,MA,MCOM,MSC)
5. ENTER QUAL_SUB (MATHS, PHYSICS, CHEMISTRY, COMMERCE, ARTS)
6. ENTER CAND_AGE(15 TO 25)
7. ENTER CAND_CAST (BC, OBC, SC, ST, GEN, )
8. FIND REMARKS

The Selection is for screening the records of candidate for the post of Computer Programmer”. The
qualification required for the post should be BSC, subject should be MATHS and age should not exceed 20
years and caste should Be BC or SC or ST. if THE CANDIDATE FULFIL ALL THE CONDITION . THEN REMARKS IS
“SELECTED” OTHER WISE “REJECTED”
9. Filter all the records for Cand_qual is BSC
10. Filter all the records for Cand_qual is BCOM
11. Filter all the records for Cand_qual is BA OR MA
12. Filter all the records for CAND_AGE IS GREATER THAN 15 AND LESS THAN 20
13. Filter all the records for Cand_CAST IS SC OR ST
14. Filter all the records for Cand_qual is OBC
15. Count all the records whose qual_sub is MATHS
16. Count all the records whose age is more than 15 years and Qualification is BA
17. Filter all the records whose remarks is “SELECTED”
18. Filter all the records whose remarks is “REJECTED”
19. Filter all the records for name not starts from letter S
20. Draw line graph on Cand_age
21. Sort the records in Descending order of Cand_age

Ex. No 14:
Create spread sheet as details given below
First Heading SYNDICATE BANK , MULKI

Second Heading FIXED DEPOSIT REPORT

Enter the COLUMN HEADING AS GIVEN BELOW

SLNO, FD-NO, FD NAME, FD DATE, FD PERIOD, CATEGORY, AMOUNT DEPOSITED, INTREST RATE ,

INTREST AMOUNT, DUE DATE, AMOUNT TO BE PAID

Processing steps:

1. Enter SLNO, FD NO, FD NAME FOR 15 RECORDS.

SLNO, FD-CODE & FD-NAME can be filled with custom auto fill.
2. ENTER FD DATE & FD PERIOD ( NUMBER OF YEARS)
3. ENTER GATEGORY “P” FOR PUBLIC AND “E” FOR EMPLOYEE
4. ENTER AMOUNT DEPOSITED FOR 15 FIXED DEPOSITORS
5. CLACULATE INTREST AMOUNT

IF FD PERIOD<=3 YEARS THEN INTEREST RATE IS 9% IN CASE OF PUBLIC AND 9.5% IN CASE OF
EMPLOYEE
IF FD PERIIOD >3 YEARS AND FD PERIOD <=6 YEARS THEN INTEREST RATE IS 11% IN CASE OF
PUBLIC AND 11.5% IN CASE OF EMPLYEE
IF FD RERIOD > 6 YEARS THEN INTEREST RATE IS 14% IN CASE OF PUBLIC AND 15% IN CASE OF
EMPLOYEE
6. CALCULATE INTREST AMOUNT [ AMOUNT DEPOSITED * INTREST RATE * FD PERIOD]
7. CALCULATE DUE DATE [ FD DATE+FD PERIOD*365]
8. CLACULATE AMOUNT TO BE PAID [ AMOUNT DEPOSITED + INTREST AMOUNT ]
9. Extract all the PUBLIC records
10. Extract all the EMPLOYEE records
11. CALCULATE TOTAL AMOUNT DEPOSITED BY PUBLIC
12. CALCULATE TOTAL AMOUNT DEPOSTED BY EMPLOYEE
13. CALCULATE ALL DEPOSTORS WHO DEPOSITED MORE THAN 50000
14. Draw a Line graph on AMPOUNT TO BE PAID and Give suitable Heading
15. Sort all records in DESENDING ORDER OF AMOUNT DEPOSITED
Functions are categorised as follows

1. Mathematical Function
2. Statistical Function
3. Financial Function
4. Logical Function
5. Date & Time functions
6. Text Functions

Mathematical Function

Excel's mathematical functions enable users to perform basic arithmetic and

more complex operations on data.
Basic mathematical functions
• SUM: Adds values from a selection of rows or columns. For
example, =SUM(B2:G2) adds the values in row B2 through G2.
• AVERAGE: Finds the average of a set of numbers. For
example, AVERAGE(number1, [number2], …).
• Division: Performs division operations.
More complex mathematical functions
• Trigonometry: Includes functions like arcsine, arctangent, and inverse
hyperbolic sine.
• Logarithms: Performs logarithmic operations.
• Exponentials: Performs exponential operations.
• FLOOR: Reduces a number to the nearest multiple of importance. For
example, the nearest lowest multiple of 1 for 2.5 is 2.
•
To use mathematical functions in Excel, you can:
1. Select the range of cells you want to use
2. Enter the appropriate function and its arguments
Function Description Example
ABS(numbers) Returns absolute (positive) =ABS(-15) will return the
value of a given number value 15
FACT(numbers) Returns the factorial of given =FACT(6) will return the
number value 720
INT(number) Return the integer value of =INT(3.3456) will return the
the given number value 3
MOD(number, divisor) Return the remainder from =MOD(9,2) will return the
the division value 1
PRODUCT(n1,n2,n3,n4…) Return the product of given =PRODUCT(4,3,5,6) will
numbers return the value 360
ROUND(number, No of The given number is =ROUND(45.3456, 2) will
Digits) rounded to specified number return the value 45.35
of digits
SQRT(number) Return the square root of =SQRT(144) will return the
give number value 12
SUM(N1,N2,N3,….Nn) Sum the given numbers or =SUM(4,5,6) will return the
numbers in the cell or range value 15 or
of cells =SUM(A1,A2,A3) or
=SUM(A1:A10) or =SUM(no)
where no is the range name
PI() Returns the PI value =PI() will return the value
3.141593

Stastical Function

Statistical functions in Excel include COUNT, COUNTBLANK, COUNTIF,

COUNTIFS, COUNTA, AVERAGE, MIN, and SUM.
Statistical functions in Excel
• COUNT: Counts the number of cells that contain a number
=count(a1:a10) will return the value 10
• COUNTBLANK: Counts the number of empty cells in a range
=countblank(a1:a10) will return empty cells with in the range a1 to a10
• COUNTIF: Counts the number of cells in a range that meet a condition
=countif(a1:a10,”Sales”) will return the count which is in SALES
department
• COUNTIFS: Counts the number of cells that meet multiple criteria
=countifs(a1:10,”sales”,b1:b10,”north”) will return the result whose
department is sales and region is north
• COUNTA: Counts the number of non-blank cells in a range
=counta(a1:a10) will return the non blank cells
• AVERAGE: Calculates the arithmetic mean of a range of numbers
=average(a1:a10) will averages the values which are in the cells a1 to a10
• MIN: Returns the smallest numeric value in a set of data
=min(a1:a10) will return the smallest value from the range of cells a1 to a10
• MIN: Returns the largest numeric value in a set of data
=max(a1:a10) will return the largest value from the range of cells a1 to a10
• SUM: Adds all values for each variable
=sum(a1:a10) will return the sum of values which are in the cell a1 to a10

Date & Time Function

Function Description
DATE function Returns the serial number of a particular date

=DATE(YYYY,MM,DD)

DATEDIF Calculates the number of days, months, or years between two dates. This function
function useful in formulas where you need to calculate an age.

"Y" The number of complete years in the period.

Function Description

"M" The number of complete months in the period.

"D" The number of days in the period.
"MD" The difference between the days in start_date and end_date.

The months and years of the dates are ignored.

Important: We don't recommend using the "MD" argument, as there

are known limitations with it. See the known issues section below.

"YM" The difference between the months in start_date and end_date.

The days and years of the dates are ignored

"YD" The difference between the days of start_date and end_date.

The years of the dates are ignored.

DATEVALUE Converts a date in the form of text to a serial number

function

DAY function Converts a serial number to a day of the month

=day(today())

DAYS function Returns the number of days between two dates

DAYS360 Calculates the number of days between two dates based on a 360-day year
function
EDATE function Returns the serial number of the date that is the indicated number

of months before or after the start date

Function Description

EOMONTH Returns the serial number of the last day of the month before or
function
after a specified number of months

HOUR function Converts a serial number to an hour

MINUTE Converts a serial number to a minute

function

MONTH Converts a serial number to a month

function

NETWORKDAYS Returns the number of whole workdays between two dates

function

NOW function Returns the serial number of the current date and time

SECOND Converts a serial number to a second

function
TIME function Returns the serial number of a particular time

TIMEVALUE Converts a time in the form of text to a serial number

function

TODAY Returns the serial number of today's date

function
Function Description
WEEKDAY Converts a serial number to a day of the week
function

WEEKNUM Converts a serial number to a number representing where the week falls
function
numerically with a year

WORKDAY Returns the serial number of the date before or after a specified number of
function
Workdays

WORKDAY.INTL Returns the serial number of the date before or after a specified number of
function
workdays using parameters to indicate which and how many days are

weekend days

YEAR function Converts a serial number to a year

LOGICAL FUNCTION

Logical functions are used to perform or tests to determine is a condition is true or false

Function Description Example

=AND(condition1, Returns true if all conditions =AND(14>12, 15>20, 5>2)
condition2,….) are ture will return TRUE. If any one
 conditions become false
then it return FALSE
=OR(condition1, Returns true if any one =OR(14>12,20>15,2>5) will
condition2,….) condition is true return the value True. If any
one condition become true
then whole condition will
return true
=IF(condition1, expression1, Return expression1 if =IF(15>12,”BIG”, “SMALL”) .
expression2) condition is true else it return in this case it returns BIG
expressin2 because 15 is greater than
12

A B C D E F G h
1 Name Sub1 Sub2 SUB3 TOTAL AVERAGE RESULT GRADE
2 JEEVAN 45 56 67
3 MAHESH 56 78 89
4 KIRAN 34 44 23

Total is calculated by the formula =sum(b2:b4)

Average is calculated by the formula = e2/3

Result is calculated by the formula

=IF(OR(B2<35,B3<35,B4<35),”FAIL”,”PASS”)

GRADE is calculated by the formula

=IF(G2=”FAIL”,”FAIL”,IF(AND(F2>=35,F2<50),”THIRDCLASS”,IF(AND(F2>=50,F2<60),”SE
CONDCLASS”, IF(AND(F2>=60,F2<70),”FIRSTCLASS”,”DISTINCTION”))))

`
TEXT FUNCTION

Excel's text functions can format and manipulate text strings, including numbers,
dates, and times.

How to use the TEXT function

1. Enter =TEXT FUNCTION(TEXT)
2. Enter the cell you want to format
3. Enter the desired text format

Examples of text functions

• TEXT: Formats numbers, dates, or times as text
• LEN: Returns the number of characters in a text string
=LEN(“MANGALORE”) will return the value 9
• LEFT: Extracts the first characters from a text string
=LEFT(“MANGALORE”,5) will return the value
• MID: Extracts characters from the middle of a text string
=mid(“MANGALORE”,2,4) will return the value ANGA
• RIGHT: Extracts the rightmost characters from a text string
=RIGHT(“MANGALORE”,5) will return the value ALORE
• CONCATENATE: Joins the text of two or more cells
=CONCATENATE(“NEW”,”DELHI”) will return the value NEWDELHI
• UPPER: Capitalizes text
=UPPER(“mangalore”) will return the value MANGALORE
• LOWER: Lowers text
=LOWER(“MANGALORE” will return the value mangalore
• PROPER: Capitalizes the first letter of each word in a text string
=PROPER(“mangalore”) will return the value Mangalore
• REPT: Repeats a text string a specified number of times
=REPT(“*”,15) will return the value ***************
• TRIM: Removes unnecessary spaces from a text string
 =TRIM(“ MANGALORE “) will return the value MANGALORE
• SUBSTITUTE: Replaces existing text with new text in a text string
=SUBSTITUTE(“MY NAME IS VARUN”,”VARUN”,”VISHWANATH”) will
return the value MY NAME IS VISHWANATH

Advanced excel functions

1) VLOOKUP
VLOOKUP is a function in Excel and Google Sheets that searches for information
in a table or range. It's also known as the Vertical Lookup function.
How to use VLOOKUP
1. Specify the value you want to look up
2. Specify the range where the value is located
3. Specify the column number in the range that contains the return value
4. Optionally, specify TRUE for an approximate match or FALSE for an exact
match
VLOOKUP examples
• Look up a price of an automotive part by the part number
• Find an employee name based on their employee ID
VLOOKUP in Google Sheets
The syntax for VLOOKUP in Google Sheets is
• =VLOOKUP( search_key, range, index, [ is_sorted ])
HLOOKUP

HLOOKUP is a function in Excel and Google Sheets that searches for a value in
the top row of a table or range and returns a value from a specified column. The H
in HLOOKUP stands for "Horizontal".
How to use HLOOKUP
1. Specify the value to search for. This could be a cell reference, text string, or
numerical value.
2. Specify the range of cells that contains the data.
3. Specify the row number in the range to retrieve a value.
When to use HLOOKUP
HLOOKUP is useful when you need to retrieve information from a data set that is
arranged in rows rather than columns. For example, you can use HLOOKUP to
find the English marks obtained by a student whose name starts with “P”.
HLOOKUP formula
The syntax for HLOOKUP is:
 • =HLOOKUP(lookup_value, table_array, row_index_num,
[range_lookup])

SUMIF

The SUMIF function is a premade function in Excel, which calculates the sum of
values in a range based on a true or false condition.

It is typed =SUMIF:

=SUMIF(range, criteria, [sum_range])

SUMIFS()

SUMIFS Function
The SUMIFS function is a premade function in Excel, which calculates the sum of a
range based on one or more true or false condition.

It is typed =SUMIFS:

=SUMIFS(sum_range, criteria_range1, criteria1, [criteria_range2, criteria2]

...)

=SUMIFS(D2:D9,B2:B9,"=Delhi", D2:D9,">=15")

total orders placed by who resides in Delhi and order quantity is greater than
equal to 15.

=SUMIFS(D2:D9,B2:B9,"=Delhi", C2:C9,"=North" )

total orders placed by who resides in Delhi and zone is North

AVERAGEIFS()

The AVERAGEIF function is a premade function in Excel, which calculates

the average of a range based on a true or false condition.

It is typed =AVERAGEIF and has three parts:

=AVERAGEIF(range, criteria, [average_range])

=AVERAGEIFS(D2:D9,B2:B9,"=Delhi", D2:D9,">=15")

FIND AVERAGE orders placed by who resides in Delhi and order quantity is
greater than equal to 15.

=AVERAGEIFS(D2:D9,B2:B9,"=Delhi", C2:C9,"=North" )

AVERAGE orders placed by who resides in Delhi and zone is North

INDEX MATCH

Formula: =INDEX(C3:E9,MATCH(B13,C3:C9,0),MATCH(B14,C3:E3,0))

This is an advanced alternative to the VLOOKUP or HLOOKUP formulas (which have several
drawbacks and limitations). INDEX MATCH is a powerful combination of Excel formulas that
will take your financial analysis and financial modeling to the next level.

INDEX returns the value of a cell in a table based on the column and row number.

MATCH[ 3] returns the position of a cell in a row or column.

Here is an example of the INDEX and MATCH formulas combined together. In this example,
we look up and return a person’s height based on their name. Since name and height are
both variables in the formula, we can change both of them!

The INDEX MATCH Formula is the combination of two functions in Excel: INDEX and MATCH.

=INDEX() returns the value of a cell in a table based on the column and row number.

=MATCH() returns the position of a cell in a row or column.

Combined, the two formulas can look up and return the value of a cell in a table based on
vertical and horizontal criteria. For short, this is referred to as just the Index Match function.

How to Use the INDEX Formula

Below is a table showing people’s names, height, and weight. We want to use the INDEX
formula to look up Kevin’s height… here is an example of how to do it.

Follow the steps below:

1. Type “=INDEX(” and select the area of the table, then add a comma
2. Type the row number for Kevin, which is “4,” and add a comma
3. Type the column number for Height, which is “2,” and close the bracket
4. The result is “5.8.”
How to Use the MATCH Formula

Sticking with the same example as above, let’s use MATCH to figure out what row Kevin is in.

Follow the steps below:

1. Type “=MATCH(” and link to the cell containing “Kevin”… the name we want to look
up.
2. Select all the cells in the Name column (including the “Name” header).
3. Type zero “0” for an exact match.
4. The result is that Kevin is in row “4.”
How to Combine INDEX and MATCH

Now, we can take the two MATCH formulas and use them to replace the “4” and the “2” in
the original INDEX formula. The result is an INDEX MATCH formula.

Follow the steps below:

1. Cut the MATCH formula for Kevin and replace the “4” with it.
2. Cut the MATCH formula for Height and replace the “2” with it.
3. The result is Kevin’s Height is “5.8.”
4. Congratulations, you now have a dynamic INDEX MATCH formula!

XLOOKUP function in EXCEL

XLOOKUP is a powerful function in Excel designed to search for a specific value

in a range and return a corresponding value from another range. It replaces older

functions like VLOOKUP and HLOOKUP, addressing their limitations by allowing

for more flexible searches, including reverse lookups and partial matches.

• lookup_value: The value you want to search for.

 • lookup_array: The range of cells where Excel will search for the lookup
value.
• return_array: The range of cells from which to return the result.
• if_not_found (optional): Value to return if no match is found.
• match_mode (optional): Specifies the type of match (exact,
approximate, or wildcard).
• search_mode (optional): Determines the search direction (first-to-last or
last-to-first).

if we want to get the math marks of Carry then follow the next step
Step 2: Enter the Formula
We will enter =XLOOKUP(E2, A2:A5, B2:B5) in the F2 cell to get the marks of
carrying.

Data validation in Excel is a tool that controls what data can be entered into a cell
or range of cells. It can help ensure data accuracy and consistency.
Benefits of data validation
• Reduces errors: Ensures that data meets predefined criteria
 • Saves time: Automates data control, reducing the need for manual checks
• Improves efficiency: Streamlines data entry and processing
• Supports data integrity: Maintains consistency and reliability in datasets
How to use data validation
1. Select the cells you want to validate
2. Click the Data tab
3. Click the Data Validation button
4. Choose the type of validation you want to use, such as date validation, list
validation, or custom data validation
5. Set the validation criteria

• Limit cells to whole numbers

• Limit cells to text of a specific length
• Restrict inputs to a choice from a drop-down list
• Validate dates based on today's date

Microsoft Excel 2013: Using a Data Entry Form

Using Excel's built in data entry form is a quick and easy way to enter data into an Excel database.
Using the form allows you to: • start a new database table or to add new records to an existing one •
scroll through data records one at a time • search for records containing specific information • edit or
delete individual records if necessary

The data entry form is one of Excel's built in data tools. To use it all you need to do is provide the
column headings to be used in your database, click on the Form button, and Excel will do the rest. To
make things more challenging, however, Microsoft chose not to include the Form button on the ribbon.
The first step to using the data entry form, is, to add the Form button to the Quick Access Toolbar so
that we can use it.

Add the Data Form to the Quick Access Toolbar

1. Click on down arrow at the end of the Quick Access Toolbar to open the drop down menu.

2. Choose More Commands from the list to open the Customize the Quick Access Toolbar dialog box.

3. Click on down arrow at the end of the Choose commands from to open the drop down menu.

4. Choose All Commands from the list to see all the commands available in the left hand pane.

5. Scroll through this alphabetical list to find the Form command.

6. Click on Add button between the command panes to add the Form command to the Quick Access
Toolbar.

7. Click OK.

8. The Form button should now be added to the Quick Access Toolbar. This is a onetime operation.
Once added, the Form button remains available on the Quick Access Toolbar every time you use Excel
as shown below.
Adding Field Names to the Form

1. First we need to provide the column headings or field names to be used in our database.

2. The easiest way to add the field names to the form is to type them into cells in your worksheet on
the first row. You can include up to 32 field names in the form.

Opening the Data Entry Form

1. Click on cell A2 to make it the active cell.

2. Click on the Form button that was added to the Quick Access Toolbar in step one.

3. Clicking on the form button will bring up a message box from Excel containing a number of options
related to adding headings to the form.

Since we have already typed in the field names we want to use as headings all we have to do is Click
OK in the Microsoft Office Excel message box.

4. The form containing all of the field names should appear on the screen.

Adding Data Records Using the Form

Once the data headings have been added to the form adding records to the database is simply a matter
of typing in the data in the correct order into the form fields. Click New for each record.

Using the Form's Data Tools A major problem with any database is maintaining the integrity of the
data as the file grows size. This requires fixing data errors, updating individual records & deleting
obsolete or duplicate records. The data entry form contains several tools along the right hand side that
makes it easy to find and correct or delete records from the database. These tools are:

The Find Prev and Find Next buttons - these allow you to scroll forward and back through the
database one record at a time.

The Delete button - this is used to delete records from the database.
The Restore button - this can be used to undo changes to a record that is being edited. Occasionally,
we make the wrong changes to a record or even edit the wrong record all together. If so, the restore
button can be used to undo those changes.

Note: the restore button only works as long as a record is present in the form. As soon as you access
another record or close the form, the restore button becomes inactive.

The Criteria button - allows you to search the database for records using one or more field names, such
as name, age, or program. More below.

Searching for Records Using One Field Name with the Criteria

To start a search first open the Form then click on the Criteria button. Clicking on the Criteria button
clears all the form fields but does not remove any data from the database. Type in data you are searching
for then click on the Find Next button. Click on the Find Next button a second and third time to search
within the data and they will appear one after the other. Click on Criteria to clear those results to type
in your next Criteria to search for.

How to make data entry form in Excel

A data entry form is only available for a fully functional Excel table. To get the form,
you just need to put your data in a table and the click the Form button. The detailed
steps follow below:

1. In your worksheet, type the column headings in the topmost row as usual. If you
want an input form for an existing data set, skip this step.

2. Select any cell in your dataset and click the Ctrl + T keys simultaneously. This will
select all the data and convert it to a table.

3. Place the cursor anywhere within the table and click the Form button. Done!

To keep things simple, let's make this small table as an example:

How to add a new record
To add a new record to your table using the data entry form, perform these steps:

1. Select any cell in your table.

2. Click on the Form button on the Quick Access Toolbar or on the ribbon.
3. In the input form, click the New button.
4. Type the information in the appropriate fields.

5. When done, hit the Enter key or click the New button again. This will add the
record to the table and get a blank form for the next record.
Charts in Excel
A simple chart in Excel can say more than a sheet full of numbers. As you'll see, creating charts
is very easy.
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, click the Line symbol.

4. Click Line with Markers.

 Result

Note: enter a title by clicking on Chart Title. For example, Wildlife Population.

Change Chart Type

You can easily change to a different type of chart at any time.

1. Select the chart.

2. On the Chart Design tab, in the Type group, click Change Chart Type.

3. On the left side, click Column.

5. Click OK.
Switch Row/Column
If you want to display the animals (instead of the months) on the horizontal axis, execute the
following steps.

1. Select the chart.

2. On the Chart Design tab, in the Data group, click Switch Row/Column.
 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.

2. Click a green bar to select the Jun data series.

3. Hold down CTRL and use your arrow keys to select the population of Dolphins in June
(tiny green bar).

4. Click the + button on the right side of the chart and click the check box next to Data
Labels.
Result

Pivot Tables in Excel

A PivotTable in Excel is a table that summarizes data from a larger table. It can
help you analyze, explore, and present data.
How to create a PivotTable
1. Select a cell in the data you want to use
2. Select Insert > PivotTable
3. Choose New Worksheet or Existing Worksheet
4. Select OK
5. To add a field, select the field name checkbox in the PivotTable Fields pane
6. To move a field, drag it to the desired area
PivotTable features
• Summarize data: PivotTables can summarize data by categories and
subcategories
• Analyze data: PivotTables can help you answer questions about your data
• Filter data: You can filter data by product, region, or other criteria
 • Sort data: You can sort data by value or other criteria
• Create formulas: You can create custom calculations and formulas in a
PivotTable

Pivot tables are one of Excel's most powerful features. A pivot table allows you to extract the
significance from a large, detailed data set.
Our data set consists of 213 records and 6 fields. Order ID, Product, Category, Amount, Date and
Country.

Insert a Pivot Table

To insert a pivot table, execute the following steps.
1. Click any single cell inside the data set.

2. On the Insert tab, in the Tables group, click PivotTable.

The following dialog box appears. Excel automatically selects the data for you. The default
location for a new pivot table is New Worksheet.

3. Click OK.
Drag fields
The PivotTable Fields pane appears. To get the total amount exported of each product, drag
the following fields to the different areas.
1. Product field to the Rows area.

2. Amount field to the Values area.

3. Country field to the Filters area.

Below you can find the pivot table. Bananas are our main export product. That's how easy
pivot tables can be!

Sort a Pivot Table

To get Banana at the top of the list, sort the pivot table.

1. Click any cell inside the Sum of Amount column.

2. Right click and click on Sort, Sort Largest to Smallest.

Result

Filter a Pivot Table

Because we added the Country field to the Filters area, we can filter this pivot table by
Country. For example, which products do we export the most to France?

1. Click the filter drop-down and select France.

Result: Apples are our main export product to France.

Note: you can use the standard filter (triangle next to Row Labels) to only show the
amounts of specific products.

Change Summary Calculation

By default, Excel summarizes your data by either summing or counting the items. To change
the type of calculation that you want to use, execute the following steps.

1. Click any cell inside the Sum of Amount column.

2. Right click and click on Value Field Settings.

4. Choose the type of calculation you want to use. For example, click Count.

5.
6. 4. Click OK.
7. Result: 16 out of the 28 orders to France were 'Apple' orders.
Two-dimensional Pivot Table
If you drag a field to the Rows area and Columns area, you can create a two-dimensional
pivot table. First, insert a pivot table. Next, to get the total amount exported to each country,
of each product, drag the following fields to the different areas.
1. Country field to the Rows area.

2. Product field to the Columns area.

3. Amount field to the Values area.

4. Category field to the Filters area.

Below you can find the two-dimensional pivot table.
Pivot Chart
To easily compare these numbers, create a pivot chart and apply a filter. Maybe this is one
step too far for you at this stage, but it shows you one of the many other powerful pivot
table features Excel has to offer.