LESSON NO.

1 C2/B
SPREADSHEET BASICS
LESSON OBJECTIVES
At the end of this lesson, the trainee will be able to learn
Create Workbooks and Worksheets
Recognise the Worksheet Components
Enter and Edit Data
Work with Numbers
Create and Edit Formulae
Format Numbers
Modif the Worksheet !aout
Column Width " Row #eight
$nsert and Delete Columns, Rows " Cells
Mo%e " Cop Cell Contents
&rint from Worksheets
&re%iew the !aout
Change &age " 'heet 'ettings
&rint 'ettings
1.1 Introduction
$n our dail life, man transactions take place and it is humanl not possible to remember all of them
#ence we record them in a sstematic manner for future reference( )o assist us in this recording, the
computer world has gi%en us an electronic 'preadsheet( 'preadsheet application is designed primaril
to perform mathematical calculations( )he spreadsheet as the name suggests is like a large sheet
consisting of se%eral rows and columns( $n appearance it looks like a maths notebook that ou would
ha%e used in our *unior school das to enter numbers and make arithmetic calculations(
+esides being used for making calculations, spreadsheets can be used for working with data
,information-( )he latest %ersions of spreadsheet programs can ser%e as powerful data management
tools( .sing a spreadsheet program ou can not onl store lot of data in the worksheets but also make
use different functions to arrange and analse the data in an wa ou re/uire(
'preadsheet applications also come with powerful 0raph utilities( )hese utilities help us in
representing our data in a picture format, to achie%e this task these utilities make use of different
charts and graphs that( has been gi%en along with the spreadsheet application(
1
E2cel 3444 is one of the best spreadsheet applications a%ailable5 possessing se%eral enhanced
spreadsheet features( 6ou can use E2cel 3444 to make /uick and eas financial analsis( 6ou can also
analse data and create presentations with charts( E2cel allows ou to retrie%e data from e2ternal data
sources and use it in our worksheets( E2cel 3444 can be used to create web pages with ease and also
run /ueries on data a%ailable on the web(
$n this chapter, we will be discussing the concepts of worksheets, was of populating a worksheet,
application of formulae and data formatting options(
!ater in the chapter ou will understand how ou can change the laout of our worksheet( 6ou will
be able to ad*ust the si7e of our columns and rows to suit the si7e of our te2t and also delete cells
and cell contents( Finall ou will look at printing and the options E2cel offers to print a spreadsheet
document(
1.2 Creatin !or"#oo"$ and !or"$%eet$
An E2cel file is called a workbook( 8n start up, E2cel alwas pro%ides a fresh workbook with the
default name +ook1A workbook contains a number of worksheets( A worksheet is *ust another name
for a spreadsheet( )o understand this better, we9ll use an analog( :ust as a book has number of pages,
an E2cel workbook has a number of worksheets( $nitiall there are onl 1 worksheets in an E2cel 3444
Workbook, as ou proceed with our work ou can insert an number of sheets in our workbook on
the basis of our re/uirement(
&iure 1
E2cel identifies the worksheet with a uni/ue name( )he default names 8f these worksheets are 'heet1,
'heet3 and so on( 6ou can also rename a worksheet( )his feature helps us in gi%ing each sheet the
3
Name +o2
Formula +ar
'heet tabs
Worksheet Window
'heet na%igation buttons
rele%ant name on the basis 8f the information that is stored in that &age so that e%en people who ha%e
not created the file will be able to find information the re/uire(
Worksheets
Worksheets can be used to list and analyse data. You can enter and edit data on several worksheets
at the same time. Calculations can be made based on data from multiple worksheets. You can also
create Charts and place them on a worksheet.
Each worksheet has a sheet tab( )o acti%ate a particular sheet, ou can click on its respecti%e tab( )he
desired page is then displaed in the acti%e worksheet window and its sheet tab is highlighted( Each
workbook has sheet na%igation buttons( 6ou will find a need for these na%igation tools onl when
ou ha%e a number of sheets in 6our workbook or, when 6our sheet names are so long that all sheet
tabs are not %isible in the window( 6ou can %iew the in%isible sheet tabs b using an of the four
na%igation buttons and then open their respecti%e sheets in the workbook if ou want( Figure 3 shows
the sheet na%igation buttons(
&i.2
1.2.1 !or"$%eet Co'(onent$
6ou ha%e been introduced to the idea of tables while ou were learning about arranging data in a
tabular format in Word( 6ou saw that a table has columns, rows and cells( $n appearance, a worksheet
looks much like a table ; a %er large one at that< )he tabular structure of the worksheet is readmade5
ou need not create it like ou create a table in a Word document( )he design of the spreadsheet is
intended to enable ou to make calculations and arrange data in a tabular format(
)he columns and rows of a worksheet are clearl marked b gridlines( )he gridlines run through the
entire worksheet from top to bottom and left to right( )he top to bottom lines makes the columns of
the spreadsheet while the left to right gridlines produce the rows of the spreadsheet(
:ust as workbooks and worksheets are named to facilitate identification, each column and row of a
worksheet has a uni/ue name( Each column carries a letter of the alphabet for its name while each row
is numbered( For instance, the first column is labelled 9A9 and the letter A appears as the column
heading( )he first row is labelled 19 and the number 1 appears in the row title at the far left of the
=
Mo%e to !ast
Mo%e one sheet right
M
o
%
e

o
n
e

s
h
e
e
t

l
e
f
t
Mo%e to First
Acti%e Cell
&i.)
)he naming of sheets, columns and rows is the %er basis of a spreadsheet application( Naming
facilitates referencing( 'ince e%er column and row is labelled it is possible to reference an particular
cell from an other cell, e%en if not in the same worksheet( )his makes the spreadsheet application
%er useful, as it is possible to work with a lot of data and use it in se%eral places without re;creating it
o%er and o%er again(
Co*u'n$ and Ro+$
> )here are 3?@ columns in a single worksheet( 'ince the English alphabets are used to label
columns, the label for the 3Ath column is AA, while the ?11d column is +A and so on till the
3?@11 column is 1B(
> )here are @?,?1@ rows in a worksheet( )he first row is labelled 1 while the last row is @??1@(
A cell is the intersection of a row and column( Each cell also has a uni/ue address( )he address of an
cell is the combination of its column label and row title( For instance the address of the cell carring
the name of the compan )ro*an Corp is A1 that is to sa that the particular cell is created b the
intersection of Column A and Row 1( )he acti%e cell in Figure 1 is +1 35 distinguished b a dark bo2
called the cell pointer( +13 is displaed in the Name +o2 in the top left of the worksheet window( 6ou
can see that the row and column labels ha%ing the acti%e cell are also highlighted(
6ou can mo%e around in the worksheet using the up, down, left and right kes( E%er time ou press
one of these kes ou can mo%e a single cell( 8f course, ou can make an cell the acti%e cell b
clicking the mouse pointer in that cell( 6ou can also mo%e around in a sheet using the scroll arrows(
+ut b using the scroll arrows ou can onl %iew other parts of a spreadsheet, ou cannot change the
location of the acti%e cell(
I'(ortant ,e-$tro"e$ to na.iate in a +or"$%eet
&age .p )o mo%e 8ne Window screen up
&age Down )o mo%e 8ne Window screen down
C
#ome )o mo%e to Column A in the gi%en row
Ctrl #ome )o mo%e to Cell A1 in the worksheet
1.2.2Enterin and Editin Data
Now that ou are familiar with the E2cel application window, ou would need to know how to use it
to enter data( 6ou ma need the spreadsheet to enter a lot of numerical data( +ut ou would also
ha%e to enter te2t to show what those numbers represent( 'imilarl, it is not enough if ou enter a
long list of numbers, ou should be able to analse it( 'o ou would need calculation tools to work
on the data(
E2cel allows ou to enter te2t, numbers and formulae9s in an of the cells in a worksheet( 6ou can
enter data onl in a acti%e cell( 'o if ou want to write the name of a compan in cell Al, make cell
A1 the acti%e cell and then start entering the te2t in it( 8n keing in data, the data can be %iewed not
onl in the acti%e cell but also in the formula bar at the top of the worksheet(
&i./
)he formula bar buttons also become %isible( )hese buttons can be used to accept the contents entered
into a cell or to discard it( $f ou click on the cross, the entr is re*ected, if ou click on the green tick
mark, it is accepted(
When ou are entering data, it is more efficient to use the keboard kes to accept or cancel an entr
)his is because ou would a%oid switching between the keboard and the mouse e%er time ou make
an entr( 6ou can use the Enter ke to accept an entr and the Esc ke to cancel it( When ou accept
an entr with the Enter ke, the cell pointer mo%es one cell down in the column( )his feature is
especiall useful when ou are entering columns of data as it sa%es the trouble of an e2tra kestroke of
mo%ing the cell pointer down with the arrow kes(
6ou can also complete an entr and mo%e to another cell b using the arrow kes( E2cel alwas
completes an entr before mo%ing on to another cell(
E2cel 3444 offers a new and useful feature to enter data in columns D the AutoComplete feature( 6ou
can make use of this feature when ou are repeatedl entering the same te2t in a column( $nstead of
?
&or'u*a Bar Button$
keing in the same te2t o%er and o%er again, E2cel automaticall fills a cell with the te2t that appears
in the cell abo%e it if the first letter in the new entr matches the first letter of the pre%ious one(
For e2ample it our pre%ious entr in a column is 9Windows NA, then in the ne2t cell of the column,
the moment ou tpe the letter 9W9 E2cel fills it with 9Windows NA( $f it is the entr ou re/uire ou
can accept it b using the Enter ke( $f ou want to ha%e some other data, ou can ignore the
suggestion and continue tping( Figure ? shows an AutoComplete entr made b E2cel in cell AE(
&i.0
$t is not alwas that ou would ha%e similar entries occurring in a column one below the other 6ou
might ha%e fi%e entries in a column that get repeated in the column as ou fill it with data( E2cel 3444
gi%es ou the option to select from a list of entries alread in the column( )o displa this list, ou ha%e
to press Aft FDown Arrow and then mo%e down the list to choose the appropriate entr( Figure @
shows ou the list that E2cel can automaticall enter in cell A11(
@
&i.1
A Note on AutoCo'(*ete
E2cel 3444 completes onl those entries that contain te2t or a combination of te2t and numbers( $f an
entr contains onl numbers or dates then the entries are not completed automaticall(
E2cel displas its AutoComplete feature onl if the data column is continuous( $f there is a blank cell
in the pre%ious row of the column then AutoComplete does not offer an suggestion(
After ou make entries in cells ou would sometimes want to re%ise the data in some cells( 6ou might
want to make minor changes or delete an entr completel( )o correct data entr mistakes in a cell,
the easiest wa is to place the cell pointer in the cell that needs to be edited and press the F3 Ge( )he
cursor will immediatel appear in the cell and ou can mo%e to an point in the entr to make changes
using the arrow kes( 6ou can also double click in a cell and make changes in an entr(
$t ou want to delete the contents of a cell completel, ou can press the Delete ke( #owe%er, if ou
want to make a fresh entr in a cell that alread contains some data, ou can take the cell pointer to
that cell and start tping in the new data( )he old entr will automaticall be replaced(
1.) !or"in +it% Nu'#er$
A spreadsheet program is essentiall designed to be a number crunching application( .sing E2cel, ou
can perform financial calculations without knowing much of Maths( E%en if ou are not %er
pro;efficient with numbers, ou can easil perform totals, percentages, a%erages and such other
calculations on our data using the formulae pro%ided b E2cel( E2cel has built in formula features
intended for different tpes of number analsis(
&or'u*a
A
A formula is an e/uation that performs operations on a worksheet data( Formulae9s can perform
mathematical operations5 the can compare worksheet %alues or *oin te2t( Formulae9s can refer to
cells on the same worksheet, cells on other sheets in the same workbook, or cells on sheets in other
workbooks(
E2cel uses the standard operators to perform calculations( An operator specifies the tpe of
calculation that ou intend to perform on the elements of a formula( E2cel offers three main tpes of
operators ; arithmetic, comparison and reference(
Arithmetic operators are used to perform basic mathematical operations such as add, subtract, or
multipl and produce numeric results( Comparison or logical operators can be used to compare two
%alues( Reference operators are used to combine ranges of cells for calculations(
)able 1 shows some of the commonl used operators while working in E2cel(
OPERATION OPERATORS E2A3PLE
ARITHMATIC
Addition F 1F1
'ubtraction ; 1;1
Negation ; ;1
Multiplication H 1H1
Di%ision I 1I1
&ercent J 1J
E2ponentiation K 1K3Lsame as 1H1M
CO3PARISON OPERATORS E2A3PLE
E/ual to N A1NA3
0reater than O A1OA3
!ess than P A1PA3
0reater than or e/ual to ON A1ONA3
!ess than or e/ual to PN A1PNA3
Not e/ual to PO A1POA3
REFERENCE
Range operator Q +?Q+1?
.nion operator , 'umL+?Q+1?,D?QD1?M
1.).1 Creatin and Editin &or'u*a
6ou ha%e seen the operators that can be used in a formula to make calculations in an E2cel worksheet(
)o actuall create the formulas, ou ha%e to learn about the con%entions and snta2 that E2cel needs
to gi%e the correct result(
)he structure of the elements in a formula determines the final result of a calculation( While creating
formulas in Microsoft E2cel, ou ha%e to follow the prescribed snta2( Ail the formulas ha%e to begin
with an e/ual sign ,N- followed b the elements to be calculated ,the operands-, which are separated
b the calculation operators(
An operand can be ;
A numerical %alue
A constant %alue
R
A cell or range reference
A label
A name
A worksheet function
)he operations in a formula are performed from left to right ; following the order of operator
precedence( :ust as ou can change the order of precedence of operators b using parentheses L when
ou write a formula, E2cel allows ou to do the same to group operations that should be performed
first(
For e2ample, in the following formula, E2cel produces the result 1C because it calculates
multiplication before addition( )hat is to sa, the formula multiplies 1 b 1 and then adds ? to the
result
N?F=H=
Now in contrast, if ou placed ? and 1 in parentheses to change the snta2, E2cel would first add ?
and 1 and then multipl the result b 1 to produce 3C as the result
NL?F=M H= (
6ou can create a formula in E2cel b first placing an e/ual sign in the cell that is to hold the result
and then pointing and clicking those cells that contain the operands for our calculation( 6ou can
emplo the operators that are needed in our formula(
6ou can also create a formula b writing the cell addresses of cells that ou want to use for our
calculation in our result cell( .sing this approach, ou are liable to make mistakes because ou ma
read a cell address wrongl and so include the contents of a cell ou did not intend to include(
E2cel introduced a third wa of creating formulas called the natural language formulas( .sing this
method, ou can use the column headings in a formula instead of writing out the cell addresses or
clicking on the cells that contain the elements for our formula( For instance ou ha%e Number and
&rice as the titles of Column C and Column D in our worksheet( 6ou want to obtain the 'ales b
multipling the contents of these two columns( 6ou could mo%e to Column E and enter the following
formula
N Number H &rice
E2cel will automaticall pick up the contents of Number and &rice data in the ad*acent cells and
multipl them( Figure A shows how the natural language formula is written in E2cel(
E
&i.4
)o acti%ate this feature in E2cel 3444, ou ha%e to select 8ptions from the )ools menu, and open the
8ptions dialog bo2( 6ou can click on the Calculations page and enable the
Formulas check bo2(
After ou create a working formula, for e2ample the 'ales figure for Microsoft 8ffice3444 using the
Number H &rice e/uation, the formula for the 'ale figures of all other products is the same( 6ou need
not write the same formula in each of the other rows in Column E( 6ou can *ust fill the formula in the
other cells( Filling is like coping( 6ou can either use the mouse or the keboard to fill the cells in
Column E( With our cell pointer in EA, ou can press Ctrl F C ,the cop command-( )hen ou can
mo%e down the column, to all the cells that re/uire the 'ales figure and press Ctrl FB ,the paste
command-( $t ou want to fill three rows in that column, ou can make ER the acti%e cell and then
holding the shift ke mo%e two cells down using the down arrow ke as shown in Figure R( After ou
ha%e selected the range, ou can press Enter( )he formula is immediatel copied in the desired three
cells(
&i.5
+esides filling formulae manuall, ou can use E2cel9s enhanced Fill features to fill cells without
actuall entering numbers, dates and formulas( )he Fill feature can be accessed from the Edit menu(
14
&i.6
6ou will find the &i** 7eature %er useful when ou ha%e to enter data in a range( Assuming the
formula is in Cell EA( )o fill the other three cells below with the same formula, ou can select the
entire range from EA to E14 using Ctrl F Down arrow( After the range is selected ou can go 14 Fill
and click down( )he entire range now carries the formula in EA(
6ou can also cop a number from one cell to its ad*acent b selecting the range to be filled and choose
the re/uired AutoFill option( 6ou can e%en increment numbers in other cells in a range using the
'eries option in Fill( )his is a new feature in E2cel 3444 that allows ou greater scope for filling data
in worksheets( )he 'eries dialog bo2 in Figure 14 shows the options for Fills(
&i.18
6ou now know the broad guidelines for creating formulas in E2cel( :ust as ou need to edit and re%ise
te2t, ou would often need to edit formulas( 6ou would want to do this either because ou entered a
wrong formula or because ou ha%e added new data and would like to change the formula to include
the new data as well(
6ou can make changes to a formula b going to the cell that contains the formula and then
o%erwriting on it( 6ou can also double click in the formula or use F3 ke to open the formula for
editing( After opening the formula, ou can change the formula reference to another cell either with
the keboard or use the Range Finder with the mouse(
6ou can also use the Formula palette to enter and edit our formulas( When ou create a formula that
contains a function, the Formula &alette helps ou enter and edit the worksheet functions( )he
Formula &alette displas the name of the function, its arguments, and also gi%es a description of the
function and each argument( $t pro%ides the current result of the function, and the current result of the
entire formula( When ou make changes to cell references, ou can use the Formula palette to %iew
how the changes will affect the formula result(
11
&i.11
1.1.2 &or'attin Nu'#er$
6ou learnt about formatting te2t in Word( Formatting of te2t in Word is done essentiall to enhance
the look of our document( When we speak of formatting numbers in E2cel it has more than aesthetic
importance( E2cel does offer ou formatting features for enhancing the look of our worksheet, which
we will look at later(
We use numbers to represent a wide %ariet of things( 6ou count our mone in Dollars or &ounds
but all the same it is numbers that represent them( When ou get our marks for an E2am, the are
calculated as a percentage, e%en though it is again numbers that represent the marks( 'imilarl when
ou make financial calculations, ou obtain some numerical results that ma contain fractions( $f
accurac were of great importance ou would want the result to displa with 1 or C decimal places
after the whole number( 6et again dates also contain numbers but the ha%e to be written in /uite a
different format(
$f ou were writing on a paper, ou would automaticall add a sign at the start of a number or at the
end of a number to distinguish it as currenc or percentage( 'imilarl in our calculations, ou will add
a decimal point to a number and gi%e it the needed accurac(
$n E2cel ou cannot /uite do the same thing( 6ou will ha%e to format the cell to tell the spreadsheet
that the particular cell contains a simple number, is currenc of a particular tpe, is a percentage or a
date and so on( E2cel will then recognise the cell contents of a cell to be such( When a cell with a
particular format is used in a formula, E2cel will produce the correct result based on the formatting
information it has regarding the cell( 'imilarl if the result cell is formatted, E2cel will displa the
result in the desired format(
)o format a cell in E2cel, use the Number tab in the Format Cells dialog bo2 of Format menu(
13
&i.12
E2cel pro%ides a long format categor list for numbers( Within a categor, E2cel offers a %ariet of
was in which a format can be displaed( For e2ample ou ma want to use a date format in our cell(
)he date can be displaed in se%eral different was as seen in the tpe list bo2( 8nce ou select the
tpe, E2cel applies that format tpe to the cell or range of cells.
6ou can also format cells using the Formatting tool bar but the options that it offers are not as broad
as those a%ailable in the Format Dialog bo2(
1./ 3odi7-in t%e !or"$%eet La-out
E2cel allows ou to modif the worksheet to enhance the wa data is presented and %iewed( 6ou can
ad*ust the column width and row height, delete some cells and insert new ones, or introduce borders
and shading in our worksheet area(
1./.1 Co*u'n !idt% and Ro+ Hei%t
6ou would ha%e noticed that in all the Figures of the worksheet presented in this chapter, so far, all
the columns and rows are of e/ual si7e( When we enter data that is longer than the column width, the
data spills o%er in to the ad*acent cell or cells as shown in Figure 11(
1=
I
&i.1)
'upposing ou ha%e data in a column that spans three columns and ou wish to increase the column
width so that all the data fails within a single column( 6ou can change the column width b dragging
the boundar on the right side of the column heading until the column is the width ou want( 6ou can
also use the AutoFit feature to make a column fit the length of the te2t( $f ou select se%eral rows, the
AutoFit feature will ad*ust the column width to the length of the longest te2t in the range(
&i.1/
'ometimes ou might ha%e a title at the top of the first column that is se%eral characters long as seen
in Figure 11( )he other data rows in Column A do not re/uire so much space( $f ou were to include
A1 in the range for AutoFit 'election, then the entire column would be as wide as is needed to fit the
contents of A1( )he data in the other rows of the column would appear almost lost( +esides some of
the columns to the right go out of the screen %iew( Figure 1? shows a sample worksheet with the si7e
of Column A ad*usted to the te2t in A1(
1C
&i.10
8ften it is the te2t that occupies the ma2imum width in a cell and as a resultant disarras the complete
format of the worksheet ,refer Figure 1?-( )o o%ercome this problem E2cel comes with a feature
called Merge Cells. $)8 make use of this feature, ou ha%e to select the range of cells that ou want
to merge or combine, then open the Alignment page tab from the Format cells dialog bo2, and check
the Merge Cells check bo2(
&i.11
$n the abo%e e2ample, ou could merge the cells right of A1( )his wa onl one cell of the column will
be widened lea%ing all other cells below it unaffected( 6ou can then AutoFit the width of the other
cells in our data table( Figure 1A shows how the cell A1 has been merged with the cells right of it(
AutoFit selection has then been applied to the Columns A to E(
1?
&i.14
6ou can also manuall set the column width b selecting Column width from Format menu, and then
entering a number in the te2t bo2( 6ou can also cop the width of one column to another, b selecting
a cell in the column and then clicking Cop( 6ou should then select the target column and click &aste
'pecial in the Edit menu and then click Column widths(
'ometimes ou ma want to increase the height of a row( )hough ou are likel to change the column
width more often than the row height, ou ma find it necessar when ou are appling certain special
formatting features for our te2t( Row height can be ad*usted b dragging the boundar below the row
heading until the row is the height ou want( 6ou can use the AutoFit feature to ad*ust the row height
to the si7e of the te2t( 6ou can also manuall set the height of a row using the Row #eight dialog bo2(
&i.15
'uppose ou ha%e the name of a person in one column and in the ne2t his address( )he address ma be
written o%er four rows but the name re/uires onl one cell space( 6ou ma then decide to merge the
cells %erticall in the name column( E2cel allows ou to merge two cells %erticall( 6ou can select the
range of cells that ou want to merge or combine, open the Alignment page of the Format cells dialog
bo2, and check the Merge Cells cheek bo2( )he other cells in the merged cell rows will remain
unaffected(
1@
Li$t o7 c%i*dren ta"in (art in
Inde(endence Da- Parade
Sc%oo* Na'e
't(Francis :ames
:ohn
)homas
#ol Cross 'amantha
Emil
:onathan
8li%er
'andra
&i.16
1./.2 In$ert and De*ete Co*u'n$9 Ro+$ and Ce**$
While modifing the data in our worksheet, ou ma be re/uired to insert some additional
information or ou ma want to remo%e some information( )his information ma be in a cell, row or
column( )o workout this problem, E2cel allows ou to insert or delete new columns, rows and cells
while it automaticall ad*usts the other columns and rows in the workbook(
$f ou want to insert a column between Column C and Column D, ou should place the cell pointer in
Column D( )hen select $nsert menu and click on Column(
&i.28
E2cel inserts a column that takes the label Column D while the original Column D becomes Column E
and all other columns to the right also mo%e and change their label accordingl(
1A
&i.21
6ou can also insert multiple columns in a similar fashion( Rows can also be inserted the same wa(
'upposing ou want to insert a row between Row R and E, ou will ha%e to place the cell pointer in
Row E and select $nsert Row( )he original Row E is pushed down and labelled Row 14 while a blank
Row E appears in the worksheet(
&i.22
Deleting columns and rows is similar to inserting them( 'elect the Delete 8ption from the Edit Menu(
A delete dialog bo2 appears that gi%es the items that can be deleted( When a row or column is deleted,
all data is deleted in them, e%en in cells that are not %isible to ou on the screen(
&i.2)
1R
6ou ha%e seen how to delete and insert rows and columns in a worksheet( +ut sometimes ou would
need to insert and delete onl some cells in the worksheet without affecting the data in other rows and
columns(
For e2ample ou are making a statement of all the branch;wise sales of our compan for the first half
of the month( )he first fi%e columns, A to E shows information on indi%idual +ranch sales( Column F
lists all the products that our compan sold during the period(
&i.2/
After making the list, ou realise that ou ha%e missed out a 'ale 'tatement of 1 :anuar sent b the
!ondon +ranch( 6ou would like to insert it but if ou introduce a row it would affect e%en Column E
6ou would then ha%e to mo%e te2t of Column F back into place( $nstead of doing this, E2cel allows
ou to introduce cells onl in Columns A to E and lea%e Column F unaffected( Figure 3? shows one
row of cells inserted below A1 and E1, thus pushing all other cells in those columns after Row 1, one
row down( )he cells in Column F and ne2t to it are untouched b the insertion(
&i.20
1./.1 3o.in and Co(-in Ce** Content$
When working with numbers and data, ou would often find that ou want to reuse some data in
another place and make a different analsis( 6ou might want to use it in the same worksheet, on
another worksheet in the same workbook or in another workbook( $nstead of recreating the data all
o%er again, ou can easil cop and paste the e2isting data to another destination(
6ou mo%e or cop a cell b using the Cut or Cop, and &aste tool buttons( 6ou can also use the
keboard controls, Ctrl F M or Ctrl F C, and Ctrl F B( When ou cop or cut a selection, the contents
are placed in the 8ffice Clipboard(
)o cut a cell is like mo%ing its contents( When ou cut a selection, the contents are copied to the
Clipboard but it is not remo%ed from the original worksheet until the paste operation is completed(
When ou cut a selection, it can onl be pasted once( When a selection is copied, ou can paste it an
1E
number of times using Ctrl F B or the paste button( $f ou want to paste it onl once or when ou
want to remo%e the selection from the Clipboard, ou can use the Enter ke(
A cop operation allows more fle2ibilit while pasting than a cut operation( When a selection is
copied, ou ha%e the option of pasting it in whole or choose to paste onl the te2t or the format or the
column si7e etc( )his can be done using the &aste 'pecial dialog bo2 in Edit menu(
&i.21
)he process of cutting and coping data is similar to what ou did in Word( +ut since there are cells in
an E2cel worksheet, ou ha%e to be sure that there are enough %acant cells at the point where ou
wish to paste in the destination worksheet( 'upposing ou ha%e copied ? columns and @ rows of data
from 'heet 1 and want to paste it in 'heet 3 which alread has other data( 6ou ha%e to be sure that
there are enough blank cells to accommodate the selection that ou ha%e copied( $f not, the non;blank
cells at the destination point will be o%erwritten( )o a%oid this, ou will ha%e to insert columns or
rows before clicking paste(
6ou can also mo%e and cop data from one cell to another b using the drag and drop operation( )o
do this ou will ha%e to select the cell or range of cells to mo%e and then click on the right mouse
button when the mouse pointer is like an arrow( 6ou can then mo%e to the destination cell and then
release the button( 8ptions Menu for the drop or paste operation opens immediatel using which ou
can select the appropriate one(
34
&i.24
$f ou press the left mouse button when pointing to a cell or range of cells, ou can mo%e the selection
to another location( 6ou can also cop a selection using the left mouse button b pressing the Ctrl ke
at the same time(
1.0 Printin 7ro' !or"$%eet$
After ou ha%e prepared our worksheet document, ou would want to print it( $n the Word
application, ou saw that the document page resembles the actual page ou are likel to use for
printing( #owe%er, the E2cel spreadsheet application does not look like a page( As ou learnt, a single
worksheet is se%eral columns wide and se%eral rows long(
)o print from a worksheet would therefore need more attention to pagination and margin ad*ustments(
E2cel therefore comes with more tools for pre%iewing and printing a worksheet( 6ou ha%e to ensure
that all the columns of our data can fit the page ou ha%e selected to print on and whether ou should
use the portrait or landscape orientation( 6ou ma need to change the margin si7e, or decide to print a
scaled down %ersion so that it would fit our page( 6ou would also ha%e to decide whether ou want
gridlines, and headers and footers in our printed output(
1.0.1 Pre.ie+in t%e La-out
+efore ou start printing a worksheet, it is ad%isable to click &rint &re%iew to see how the sheet will
look when ou print it( &rint &re%iew allows ou to ad*ust the columns and margins easil( 'ometimes
ou ma not want to print the contents of the entire workbook, onl specific sheets or pages( $n such
cases, to get a pre%iew, ou should first go to the &rint dialog bo2 and then choose the pages to print,
in the From and )o bo2es( 6ou can then click on the &re%iew button(
31
)he &re%iew window offers se%eral buttons with which ou can ha%e different %iews of the pages to
print and also go to the &rint and &age 'et up dialog bo2es to make ad*ustments in printing( 6ou can
also %iew all the pages of the worksheet in pre%iew using the &re%ious page and the Ne2t page
buttons( Margins can also be ad*usted from the &re%iew window(
&iure 25
6ou can take a magnified %iew of our page using the Soom button( )he &age +reak &re%iew shows
the data that will go on each page and allows ou to click and ad*ust the page breaks( $t can be
accessed from &rint &re%iew or from the Biew menu( )he white areas show what will be printed while
the areas that will not be printed are in gre( 6ou can ad*ust the page breaks b dragging the page
break( 6ou can also insert page breaks manuall(
)he &age +reak &re%iew button changes to the Normal %iew button if ou are alread in &age +reak
&re%iew when ou switched to &rint &re%iew( Figure 3E shows the &age +reak &re%iew window(
33
&i.26
As ou make settings that affect how our pages will print, ou can switch between the different %iews
to see the effects of the changes before ou send the data to the printer( )he Close button of the print
pre%iew window returns to the pre%ious %iew ou were in before &rint pre%iew(
1.0.2 C%anin Pae and S%eet Settin$
8nce ou ha%e %iewed our worksheet in pre%iew, ou ma want to make some changes to the print
output( 6ou can click the 'et up button to go to the &age set up %iew( 6ou can also directl access
the &age 'et up dialog bo2 using the File menu( )he &age 'et up dialog bo2 has four tabbed pages for
setting up the page and sheet laout(
&i.)8
.sing the &age tab, ou can set the orientation and ad*ust the scaling for printing( 'uppose our data
has se%eral columns and that the last two columns would not fit the page in &ortrait orientation( E2cel
offers ou three options to sol%e the problem( 6ou can change the orientation of the page to
!andscape, which will more or less ensure that all our columns fit in the page( )he other option is to
use the 'caling option and reduce the print si7e in such a wa that all the columns fit our page( 6ou
can also select to fit the page or pages within a certain number of pages( 6ou can also change the si7e
of our paper(
Pae Set u( Dia*o #o:
3=
6ou can switch between the &rint dialog bo2 and &rint &re%iew if ou ha%e opened the &age 'et up
from the File menu( $f ou ha%e accessed it through &rint pre%iew, then ou can onl return to the
&rint pre%iew window(
6ou ha%e to decide about the matter that will appear on the printed pages( )he &age 'et up dialog
bo2 allows ou to select %arious options from the 'heet page( 'upposing ou ha%e a )itle for our
data statement along with headings for each column, then ou would want this information to appear
at the top of each sheet that ou print in this worksheet( 6ou can instruct E2cel to repeat such rows
b gi%ing the range in the Rows to Repeat at top te2tbo2 in the 'heet page( E2cel also gi%es ou the
option to repeat columns on the left of the worksheet as well(
&i.)1
E2cel b default prints all that there is on the worksheet( 'ometimes ou ma not want to print all the
pages in the worksheet( $n such cases, ou can select the print range b entering the cell address in
the &rint Area )e2t bo2( 8r ou can select the print area from the worksheet directl b clicking the
arrow in the te2t bo2, which will temporaril close the &age 'et up dialog bo2 and take ou to the
worksheet( After marking the area, ou can again click the arrow in the small age 'et up T &rint area
dialog bo2 that has been opened( )his will return the &age 'et up dialog bo2 with the print area
selected(
3C
&i.)2
Settin Print Area
E2cel has an option called &rint Area in the File menu( After ou select the print range, ou can click
on 'et &rint Area accessed from &rint Area( )he range is set( )o remo%e the selected print area,
choose Clear &rint Area(
+ default E2cel does not print the gridlines on our worksheet( +ut ou can choose to print it b
checking the 0ridlines checkbo2( $f ou check the row and column headings checkbo2, row and
column letters will be printed( Checking the +lack and White checkbo2 will speed up the printing
process in case ou ha%e used colour in the worksheet but are not using a colour printer(
1.0.1 Print Settin$
)he &rint dialog bo2 gi%es ou the complete control o%er what ou will print( if ou use the &rint
button on the 'tandards toolbar, E2cel will start printing a cop of all the pages or the selected range(
#owe%er, if ou want to change the print options ou can access the &rint dialog bo2 from the File
menu(
3?
&i.))
6ou can use the print range control to select the pages to print b specifing the pages to print( E2cel
allows ou another wa to o%erride the default print instruction in the &rint What option( 6ou can
choose a selection that ou ha%e alread made( 6ou can also specif the number of copies of a page to
print(
$f ou are connected to more than one printer, ou can change the printer through the &rint 8ption
dialog bo2( After ou ha%e made all our choices, ou can then e2ecute the print order
3@
LESSON NO. 2 C2/B
!OR,IN; !ITH SPREADSHEET
LESSON OBJECTIVES
At the end of the lesson, the trainee will be able to learn
8pen a Worksheet
Enter and edit te2t " numbers
'elect multiple cells
Write a simple formula
.se the formula palette
Write a comple2 formula
Fill formulae
)otal columns and rows
Edit formulae
Appl format features to numbers
Format the Worksheet bQ
Changing column width,
Changing row height,
$nsert and delete rows, columns and cells
Mo%ing and coping cell contents
)ransferring data between worksheets
)ransferring data between workbooks
&rint the worksheet
&re%iewing the laout
Change page set up
Change 'heet settings
'et the print options
Re%iew page breaks
Change print settings
Check spelling
2.1 ;ettin $tarted +it% 3S E:ce*
1( Click on 'tart
3( 'elect 8ffice 3444
=( Click on M' E2cel( Refer to Figure 1(
Now ou are in Ms E2cel Workbook
)he workbook looks like Figure3(
3A
)he work book, which is to be created, will contain the emploee details of the institute,
U$R$'E)V( )he workbook will contain details of emploee name, age, se2, +lood group, +asic,
#RA, +onus, &ro%ident Fund, )otal ears of ser%ice net pa(
&i.1
&i.2
2.2. Creatin a ne+ +or"#oo"
3R
Name
+o2 Formula +ar
'heet tabs
Worksheet
Window 'heet na%igation
buttons
1( Click on 8ption on the menu bar
3( Click on New
=( A Dialog bo2 as shown in figure = will appear
C( 'elect work book and Click 8G
&i.)
2.). Enterin te:t
1( Click on Cell A1
3( Enter the te2t U$R$'E)V
6ou will see that the te2t appears on the 7or'u*a #ar as shown in figure C(
&i./
'imilarl, enter the te2t as shown in figure ?( +egin entering the te2t from Cell A=
3E
&or'u*a Bar
Constant %alue or formula used in the acti%e cell( )o
Enter or edit %alues or f A bar near the top of the window
that displas theormulae, select a cell, tpe the
Data , and then press EN)ER( 6ou can also Double;Click
a cell to edit data directl in the cell(
Ce** A)
&i.0
2./. Enterin Nu'#er$
1( Click on Cell AA
3( )pe the number U1V in the Cell
=( Now click Cell CA and tpe number 3R
C( Complete the worksheet as shown in figure @(
&i.1
2.0&or'attin t%e te:t
)o change the font si7e, font tpe, font format, follow the steps gi%en below(
1( Click on the Cell whose te2t format has to be changed( #ere click on the heading W$R$'E)V i(e(,
Cell A1(
2.0.1 Increa$in 7ont $i<e
1( )o increase font si7e, Click on the font si7e tool of the format toolbar(
3( Change the font si7e number to 1C as shown in figure A(
=4
&i.4
2.0.2 C%anin t%e &ont t-(e
1( After selecting the Cell whose Font tpe is to be changed, Click on the Font name tool
to the right(
3( 'elect an font tpe Lfor e2ample select )imes New RomanM, from the list of font names a%ailable
with 8ffice 3444(
2.0.) C%anin t%e &ont &or'at
)o make the te2t +old, $talic, .nderlined, follow the steps gi%en below
=( 'elect the te2t to which the formatting is to be done(
C( )o make the selected te2t +old, Click on the +old icon(
?( )o make the selected te2t $talic, Click on the $talic icon(
@( )o underline the selected te2t, Click on the .nderline icon(
=1
A number of cells can be formatted at the same time, b dragging the mouse cursor from
the desired cell to the cell till where the formatting is to be done, b keeping the left mouse
button pressed(
Eercise!
Make the following changes to the currentl prepared worksheet ; set the column headings +old,
the heading, XEmploee &ersonal DetailsX $talic and underlined, using the abo%e steps( )he
worksheet will now look like Figure(R
2.0./ Settin A*in'ent$ o7 te:t
)o align the te2t contents of a column with left, centre or right Alignment, follow the steps gi%en
below
Make the Cells of column S.no. and Se: as centre aligned( Make the Cells of columns for Ae and
!ei%t right aligned( Note that the columns Na'e and B*ood rou( are left aligned(
1( Click and select the cell or cells where the alignment is to be made(
3(
3( )o make the selected te2t left aligned, Click on the left align icon(
=( )o make the selected te2t centre aligned, Click on the centre align icon(
C( )o underline the selected te2t right aligned, Click on the right align icon(
?( Refer to Figure R(
&i 5
'ometimes the te2t is re/uired to be merged into one within a number of columns, for e2ample,
9$R$'E)X has to appear at the center of columns A,+,C,D,E,F,0 instead of keeping it left aligned( )o
perform merge and center te2t, &erform the following steps
=3
?( Click on the Cell of the te2t that is to be Center Merged( #ere select the cells from Cell A1 to Cell
01(
@( 'elect and Drag the cursor from Cell A1 to Cell 01, till where the te2t is to be center merged(
?( Click on the Center Merge icon(
@( )he worksheet will now look like Figure E(
&i.6
2.1 Se*ectin 3u*ti(*e Ce**$
1( Click on the Cell from where the selection is to he made(
3( Drag the cursor from the Cell, which is *ust selected, to the Cell where the selection is to he made(
6ou ma Cut, Cop, &aste or align the te2t contents as per re/uirement(
2.4 !ritin Si'(*e &or'u*a
Add another column X+asicX to the worksheet and enter the data as shown in Figure 14(
1( Click on the Cell in which the formula is to he written(
3( )ake our cursor to the formula bar and write the formula as per the re/uirement(
&or e:a'(*e
Click on Cell #1R(
)pe the following formula at the Formula +arQ
N hAFhRFhEFh14FhllFh13Fh1=Fh1CFh1?Fh1@ or tpe N sum LhAQ h1@M and Click on the
e/ual to sign
$n the dialog bo2 that appears, it ou find that the answer is right, Click on 8G(
==
=ou 'a- e.en u$e >$u'?%4@%11A
&i.18
After Clicking on Formula is wrong Clickon Formula and Answer is
correct, Click on
).=ou 'a- e.en $u' t%e content$ o7 t%e Ce**$ u$in t%e 7o**o+in $to($
'elect the cells from Cell #A to #1R(
Click on the icon( Refer to Figure 11(
Note that ou use an one of the abo%e procedures( $f ou are practicing both, see to it that the result
of the earlier one must be deleted( Else it ma sometimes get added to the original and get erroneous
answers(
&i.11
2.5 !ritin Co'(*e: &or'u*a
Create Columns for #RA, +onus, &F, )otal 6ears and Net &a as shown in Figure 1C(
=C
1( Click on the Cell, where the formula is to he utilised, #ere Cell 1A(
3( Click on Refer to Figure 13(
=( Click on the drop down button of the Function +o2 and 'elect More Functions logical $F
clause(
A( $n the if dialog bo2 that appears, fill the te2t bo2es with the conditions as shown in Figure 13(
)his is to calculate #RA ; if the +asic is greater than or e/ual to Rs(C444, then #RA should be Rs(
1?44, or else, if +asic is less than Rs( C444, then #RA should be Rs( R44(
&iure 12.
?( Click on Cell :A and tpe the formula as gi%en in Figure 1=(
+onus N CJ of +asic, for +asic ON C444 and +onus N 1(?J of +asic, for +asic P C444(
&iure 1).
E:erci$e@ Complete the Worksheet as gi%en in Figure 1C( $nsert a column Date to record the *oining
date of each emploee( Appl the formulae to calculate RE, )otal 6ears of 'er%ice, and Net &a as
gi%en belowQ
&(F( N L13J of +asicM if +asic ON C444, else &(F( N 4(
)otal ears N 3444 ; 6ear L#AM( )he 6ear function e2tracts the ear from a date(
Net &a N 1A F :A F GA ; !A(
=?
&i.1/
)o displa the data in column M ; )otal 6ears as numbers, select the cells MAQW1 @ and click on
Formal Cells((( and from the Number tab, choose 0eneral in the Categor list(
2.6 Co(-in &or'u*ae in re$t o7 t%e Ce**$
)o cop the Formula, Lwhich has been defined for a particular cellM to the other Cells in the same
column, perform the following steps
1( After the formula in a certain Cell has been entered, for e2ample Cell :A, Click on the lower
right;hand corner of the selected Cell on the 9F sign9( N(,F
3( #old down the !eft mouse button, and drag the cursor to the cell to which the formula has to he
applied( #ere till Cell :1@(
=( Release the !eft mouse button to fill up the Cells with the result of the selected
formula(
)he same process can be used to fill the cells in the other columns( 6ou are re/uired to tr this for
the rest of the columns ; +onus, &(F(, )otal 6ears and Net &a(
2.18 Ho+ to Edit &or'u*ae
1( Click on the cell where the correction of Formulae has to be performed(
3( Click on the icon in the Formula +ar(
=( )he Formula +o2, which was earlier used to create the Formula, will appear( Make the changes
here, if an(
C( Click on the 8G button of that Formula dialog bo2(
=@
2.11 A((*-in &or'attin 7eature$ to nu'#er$
'uppose ou need to add Rs( to cells that contain mone related data, follow the following stepsQ
1( 'elect the Cells to which the special formatting is to he applied i(e( Cells 1A to $1@(
3( Click on Format option on the Main Menu bar and select Cells(((
=( Click on Currenc option in the Categor section of the Number tab page( )he Format cell dialog
bo2 will look like Figure 1?(
C( Click on 8k to 'elect the Currenc settings to the selected Cells(
)his will place the 9Y sign9 in the Cells which were selected(
&erform the same steps for all the other rele%ant columns i(e( columns :, G, ! and column N( )he
final worksheet should look like Figure 13(
&iure 10.
=A
&iure 11.
)o change the 9Y sign9 to Rs( follow the steps gi%en below
?( Click on the start icon
@( 'elect 'ettings Control panel( )he Control &anel window appears(
A( Double click on Regional settings icon 'ettings()he Regional 'ettings &roperties
dialog bo2 appears(
R( Click on Currenc tab page in the Regional 'ettings &ropert dialog bo2(
E( Delete the 9Y sign9 in the Currenc smbol and tpe Rs( as shown in Figure 1A(
14( Click Appl and then click on 8G( )he 9Y9 sign in our worksheet will now be replaced b Rs9(
)he Worksheet will look as shown in Figure 1R(
=R
&iure 14.
&iure 15.
2.12 Pre.ie+in t%e +or"$%eet
1( Click on File option on the Main Menu bar(
3( Click on &rint &re%iew to see how the work sheet would look, when printed(
=E
=( Click on the 'et up button to make changes to the different &age settings b following Figures 1E,
34 and 31(
=( Click on 8G after ou complete making all the changes(
&iure 16
C4
&iure 28
&iure 21
2.1) Sa-in t%e !or"$%eet
1( Click on the File option on the Menu +ar(
3( 'elect the 'a%e option(
=( 'elect the Director to which the file is to he sa%ed and then enter the file name, which is to be
gi%en for the file being sa%ed Lfor e2ample gi%e file name X!ab 1XM(
C( Click on File Close to close this file(
2.1/ &or'attin t%e Te:t
1( Click on File option from the Menu bar(
3( 'elect New option Click 8k in the dialog bo2 that appears(
C( Enter the %alues as shown in Figure 33(
C1
&iure 22
2.1/.1 C%anin t%e Co*u'n +idt%
)o change the width of the columns according to the te2t written in the cell, perform the following
stepsQ
1 ( Click on the Column #eading +ar at column A( 6ou will see this cursor F
3( Drag the cursor to the right b keeping the left mouse button pressed to fit the characters in the
bo2(
$n Column A, make sure that XBisual 'tudio 3(4 is %isible(
=( 'imilarl arrange all the other columns according to the te2t in each of them(
C3
&iure 2)
2.10 C%anin Ro+ Hei%t
1( 'elect an cell of a row, the height of which has to he increased( #ere select row =(
3( Click on Format option from the Main menu(
=( 'elect the Row option and then click on #eight option( Refer to Figure 3C(
C( Enter the %alue for row height and click on 8G( #ere the %alue entered is 3?(
?( )he row height can also be increased b selecting the row and right clicking on $t to get the pop
up menu as shown in Figure 3?(
?( 'elect Row #eight and increase the %alue of the row height as shown in Figure 3C(
&iure 2/
C=
&iure 20
2.12 In$ertin and De*etin Ro+$
'uppose ou wish to enter a new row before the row that contains Windows ER( )o insert a new row
for 8ffice EA, perform the following stepsQ
1( Click on the Windows ER cell i(e( Cell AR(
3( Click on $nsert and select Rows(
A row will be added abo%e Cell AE( )he Windows ER cell will now become Cell AE(
E:erci$e@
)pe X8ffice EAX as the column entr for Cell AR(
Enter the remaining entries in rest of the cells for row R as shown in Figure 33(
CC
&iure 21
2.12.1 De*etin a ro+
+efore proceeding for this e2ercise, insert a row after Bisual 'tudio Li(e( after row 14M, b following
the steps gi%en abo%e and then enter the %alues as gi%en below
No+ t%e +or"$%eet *oo"$ a$ $%o+n in &iure 24.
C?
&iure 24
1( )o delete a row, Click on the row, which is to he deleted( #ere Click on row E(
3( 'elect Edit option on the Main menu(
=( 'elect Delete option(
R( 'elect XEntire rowX and then click on 8G( Refer to Figure 3R(
&iure 25
Rows can also be inserted b right clicking on the cell, abo%e which a new row has to be inserted
and select $nsert Entire row(
'imilarl a row can be deleted b right clicking on the row that is to be deleted, and then 'elect
Delete Entire row(
C@
2.14 In$ertin and de*etin Co*u'n$
'uppose a new Column is to be inserted for a Date field before 'ales( Follow the steps gi%en below
1( Click on Cell for 'ales i(e( Cell 4?(
3( Click on 1nsert9 option on the Main menu and then select the XColumnsX option(
A new column will be inserted before the column 'ales as shown in Figure 3E(
E:erci$e@
)pe UDateX as the heading for this column in Cell 4?(
Enter some dates in the cells for column D under XDateX as shown in Figure 3E(
&iure 26
E:erci$e@
$nsert a column for Cit after the Date Column, and gi%e it a heading called as XCitX i(e( in Cell E?(
Enter some cit names in the cells from Cell E3 to Cell E14(
1( $f ou want to delete an column, click on an cell on that column(
#ere we select a cell sa Cell E3 of the newl created column E for Cit(
3( Click on Edit option in the Main Menu Delete, Entire column and click on 8G(
2.15 3o.in and Co(-in Ce** Content$
CA
)o cop the contents of a cell to a another location, other than the ad*acent cells
E:erci$e@
In$ert a ne+ co*u'n 7or 3anu7acturer9 and t-(e B3icro$o7tB in Ce** 52 a$ $%o+n in &iure )8.
1( Click on the Cell +3 whose contents are to he copied(
3( Click on Edit option on the Main Menu and select Cop option(
=( )o cop the contents to an other cell i(e( Cell +14, Click on that particular cell(
C( Click on Edit option on the Main Menu and select &aste option(
)o cop contents into ad*acent cells follow the steps gi%en below
1. C*ic" on t%e ce** +%o$e content$ are to #e co(ied. Here C*ic" on Ce** B2.
). ,ee( t%e *e7t 'ou$e #utton (re$$ed on t%e ri%t #otto' corner o7 t%e ce** +%en -ou $ee a
%o*d C(*u$C $in a$ $%o+n in &iure )8.
=( While keeping the left mouse button pressed, drag the Cell down to Cell +14(
C( Now click outside the selected area to %iew the copied contents(
CR
D
&i.)8
2.16 Tran$7errin Data #et+een !or"$%eet$
1( 'elect the cells A$ to F13, the data that is to he copied to another worksheet(
3( Cop the contents b Clicking on Edit FCop or Right click on the mouse and select cop(
=( Mo%e to the other workbook b Clicking on 'heet 3(
Click on the Cell from where the contents are to he pasted( #ere Click on Cell Al(
Click on Edit F &aste 'pecial and follow Figure =1 and Click 8G(
&iure )1
2.28 Tran$7errin Data #et+een !or"#oo"$
1( 8pen a new workbook(
3( 0o to the old workbook( 'elect all the cells from Cell A$ to F13, of the Workbook *ust
created(
=( Cop the contents b Clicking on Edit option Cop or ou ma e%en Right click on the
mouse and select cop(
C( Now mo%e to the new workbook and click to Cell Al(
?( Click on Edit &aste 'pecial( Click 8G in the dialog bo2(
2.21 C%ec"in S(e**in 3i$ta"e$
CE
1( Misspell the word 8ffice in Cell AR and tpe X8fficialX, also Misspell &rice in Cell D? and tpe it
as &riseX(
3( Click on the Cell from where ou wish to check the spelling sa cell +A(
=( 'elect )ools 'pelling(((
A list of related spelling is gi%en for the wrongl spelt word X8fficaX( Click on the correct option
i(e( 8ffice and click on Change(
A Message dialog bo2 asks ou whether to continue checking from the beginning, as shown in
Figure =3(
$f ou click on N8 then the word X&riseX will remain misspelt( )o correct it ou are re/uired to
click on 6es and select the correct option and change it(
E( 'elect the( correct word from the list of words gi%en and click on change(
&iure )2
2.22 Printin t%e +or"$%eet$
2.22.1 Pre.ie+in t%e La-out
1( Click on File &rint &re%iew(
3( )o ha%e a magnified %iew, Click on the area ou want to %iew(
=( Click on &agebreak &re%iew(
C( 6ou can ad*ust the &age breaks b dragging the tilted arrow cursor to the desired position as
shown $n Figure == LaM and LbM(
?( Figure == LbM shows the page after the page area is fi2ed with the outling te2t(
?4
&iure ))
)o get the normal %iew back
'elect File &rint &re%iew
$n the &rint &re%iew click on the Normal button to get back the original %iew(
2.22.2 C%anin t%e Pae and S%eet Settin$
1( Click on File &age setup(
3( 'et the &age as gi%en in Figure =C LaM and Figure =C LbM(
=( 'et the &age setup 'heet according to Figure =C LcM( Click on 8G(
?1
&iure )/?aA
&iure )/?#A
?3
&iure )/?cA
2.22.) Settin t%e Print Area
1( Click on File option on the Main menu &rint(((
3( 'elect the printer, which is a%ailable to ou in the printer name drop down list(
=( 'et options according to Figure =? and then click 8G(
&iure )0
?=
C%a(ter ) C2B
3S E:ce* Ad.anced &eature$ E Conce(t
OBJECTIVES
At the end of this chapter, the trainee will be able to
Create References of different types
Cell
Naed
!se "#nctions
Coon "inancial "#nctions
!se different Chart types
$ie
%ine
Col#n & Bar
Speciality
Create 'ario#s Charts #sin( the Chart )i*ard
Edit & "orat Charts
+o'e, si*e & print
Add & ,elete ,ata series
"orat Charts
3.1 Introduction
In the last chapter yo# were introd#ced to the 'ersatile spreadsheet application - E.cel/ 0o# learnt
the coponents of a wor1sheet and how to na'i(ate aro#nd in a wor1sheet/ 0o# learnt the
ethod to enter te.t, n#bers and for#lae into cells and how to forat n#bers, alter the
wor1sheet layo#t/
At the end of the chapter yo# saw the tools yo# co#ld #se to forat yo#r printed pa(e before
printin(/ 0o# learnt abo#t the $rint $re'iew, the $a(e Brea1 $re'iew and how to #se the $a(e Set
#p options/
Now that yo# are failiar with the concept of a wor1sheet application, )e can disc#ss soe of the
ad'anced feat#res of E.cel/ In this chapter yo# will learn to create and #se different types of
references in yo#r wor1sheet and will be introd#ced to the inb#ilt "inancial "#nctions of E.cel for
both coon and statistical needs/
)e will also ha'e an o'er'iew of the concepts of databases and see the ,ata +ana(eent tools
that E.cel pro'ides/ "inally, we will create pi'ot tables and pi'ot charts/
3.2 Creating References
One of the bi((est ad'anta(es of #sin( an spreadsheet application is that yo# can store a lot of
data, besides that it allows yo# to a1e opti# #tilisation of data by pro'idin( effecti'e data
retrie'al and data ana(eent tools/
&racticall an action that ou perform in E2cel re/uires the selection of a 0roup of ad*acent cells( 'uch a
group of cells is called a rane( 'electing a range of cells is re/uired when ou want to format dataIcells,
insertIdelete multiple rowsI columnsI cells, use functions, copImo%e data and prepare graphs( 6ou use the
worksheet primaril to enter data, especiall numerical data( )his is because the application is speciall
designed to let ou analse the data ,numbers- in %arious was( 6ou can use the same data and analse it in
different was, that is to sa, ou need not re;enter the information for e%er tpe of calculation ou make( $n
?C
other words, ou can ha%e raw data on one pro*ect or one compan in a single place and retrie%e all or part of
that data whene%er and as man times as ou want( )his is made possible through referencing( Referencing is a
process where ou refer to the data that is present in a cell or a range of cell(
As we start referring to a cell or range of cells, E2cel immediatel starts picking up the content
from them and uses them where%er ou re/uire(
With references, ou can useQ
,ata contained in one cell in different for#lae/
,ata in different parts of the wor1sheet2s or wor1boo1 in a sin(le for#la/
A reference can be created either #sin( cell addresses or naes/
3.2.1 Cell References
The process of specifyin( E.cel that yo# want a specific 'al#e to be ta1en fro soe other
location and incorporated in a specific cell is tered as Cell Reference/ %et #s ta1e an analo(y to
#nderstand this ter3 yo# want to refer to soe boo1s on C44 $ro(rain( in yo#r library and yo#
do not ha'e any idea where to loo1/ 0o# as1 the librarian, who loo1s #p the catalo(#e and (i'es
yo# the soe n#bers tered as reference n#bers, now with the help of this n#ber yo# can
#se easily locate the boo1s on C44/
Siilarly E.cel also has a way of referrin( to cells in its wor1sheet - #sin( reference n#bers/
E.cel #ses the cell address reference style/ That is it refers to the row and col#n headin(s to
identify the cell/ In this ethod of referencin(, yo# enter the col#n letter followed by the row
n#ber e/(/ A56 refers to the cell at the intersection of col#n A and row 56/
Consider "i(#re 5 (i'en below
Fig.1
You will observe the following :
5/ The col#ns C to " present 7#arterly Sale fi(#res
8/ The prod#ct-wise brea1 #p of Sales is (i'en for each city
??
9/ There are 9 prod#ct-heads
:/ There are 9 cities/
Ass#in( that yo# need inforation on the first two 7#arters, yo# will ha'e to select the two
col#ns - C & ,/ And since there are 9 cities and 9 prod#cts for each, to (et the sales fi(#re for
the whole copany yo# wo#ld find the data in ; rows - <
th
to 5:
th/
Conse=#ently yo# ha'e the data in 5> cells - ?8 col#ns and ; rows@/ To refer to these 5> cells,
yo# wo#ld first ha'e to refer to the cell that references the #pper -left corner of the ran(e ?in this
case, C<@, insert a colon ?A@, and then reference the cell in the lower-ri(ht corner of the ran(e ?,5:@/
The shaded area in "i(#re 5 shows the ran(e of cells that will be incl#ded when yo# #se this
ran(e reference/
How to Reference B
The cell in col#n A and row 5 A5
The ran(e of cells in col#n A and rows 5 thro#(h 86 AlAA86
The ran(e of cells in row 5C and col#ns B thro#(h " B5CA"5C
All cells in row C CAC
Ail cells in rows C thro#(h 56 CA56
All cells in col#n D DAD
All cells in col#ns D thro#(h + DA+
The ran(e of cells in col#ns A thro#(h , and rows 56 thro#(h 86 A56A ,86
)e norally #se cell reference with n#erical data for financial analysis/ )e saw in the last
chapter how to write a siple for#la/ )e also saw how a for#la co#ld be re-#sed by copyin( it
to other cells that re=#ired the sae for#la/ Now what happens when yo# copy a for#la fro
one cell to anotherE
)hen yo# copy a for#la, E.cel adF#sts each cell reference in the for#la relati'e to the
position of the for#la/
A siple e.aple will a1e this concept clear/ Ta1e a loo1 at "i(#re 8/
S#ppose yo# want to obtain the =#arterly sales fi(#re of each prod#ct sold by the copany,
G$erfect CircleG/ To (et the total of =#arterly sales fi(#re for each prod#ct, yo# will ha'e to add the
indi'id#al City sales for each prod#ct/ The 7#arter 5 Sales for A#dio $rod#cts will be A
,etroit
C<4C;4C58- California
New 0or1
?@
Fig. 2
If yo# copied this for#la one cell down, E.cel will adF#st all the 9 cell references in the for#la,
one cell down/ That is to say, it will add the 7#arter 5 sales for Video $rod#ctsA
H CI4C564C59
This is beca#se the city-wise Video $rod#ct sales are contained in the row below the A#dio
$rod#ct sale fi(#res/
If yo# copied A#dio $rod#cts 7#arter 5 sales for#la two cells down, the for#la references will be
adF#sted to pro'ide the Other $rod#cts 7#arter 5 sale fi(#re ?which is 8 cells down@/
Now, if yo# were to copy the A#dio $rod#ct 7#arterly sales for#la one cell right, E.cel wo#ld
adF#st the references in the for#la one cell right/ That is to say it will pro'ide the =#arter 8 sale
fi(#res of A#dio $rod#cts A
H ,<4,;4,58
References to cells relati'e to the position of the for#la are called relati'e references/
+ost of the tie we want that a copy operation aintain the sae relationship relati'e to the new
cell/ B#t soeties there are e.ceptions/
Continuing with our e2ample of THE PER&ECT CIRCLE $nc, if ou now want to calculate the contribution
of each product sold in New 6ork during the ear to the total sales( We calculate the productZs contribution b
di%iding the productZs annual sales b the grand total sales b the grand total sales for the whole compan( We
enter this formula to arri%e at the percentage contribution of Audio &roduct 'ales of New 6ork LC?@(34M b the
0rand )otal L34C4(RAM Q
H S# ?J<2J5>@
?A
Fig. 3
The for#la for A#dio $rod#cts is correct and yields the res#lt 88/9C/ B#t when this for#la is
copied for Video $rod#ct Sales, it does not yield any res#lt/ )hyE
The for#la in K< is J<2J5>, when it was filled down to KI, E.cel chan(es the references to each
cell in the for#la one cell down, i/e/ JI2J5;/ Cell JI does represent the ann#al Video $rod#ct
sales fi(#re for New 0or1 b#t cell J5; does not contain the Jrand Total fi(#res/ It is blan1/ So
what do we want E.cel to doE
)e want that cell (< sho#ld chan(e to JI in the for#laLs relati'e position b#t cell J5> sho#ld
reain the sae e'en in the new location/ That is the reference to cell (5> sho#ld be an absolute
reference. To create an absol#te reference to a cell, a dollar si(n sho#ld precede the letter and
n#ber, s#ch as MAM5/ The col#n and row reference th#s becoes absol#te/
Reference to a particular cell irrespecti'e of its position is an absolute reference.
Absol#te cell reference sho#ld be created in the ori(inal for#la
$n the formula for contribution of Audio &roduct sales of New 6ork to the 0rand )otal 'ales, we ha%e to place
a dollar sign before the letter g and before the number 1R( )his formula then can be used to AutoFill the other
rows below it and obtain the correct result(
To Create an Absol#te Cell Reference
0o# can place a M si(n before a Col#n letter and Row n#ber of a Cell by clic1in( on the cell
address of the cell that contains the absol#te 'al#e and press the ": Dey
H J<2 M J M5>
S#ppose for e.aple yo# want to find o#t the contrib#tion of each prod#ctLs 7#arterly Sales to the
Total 7#arterly Sales/ 0o# wo#ld write the followin( for#la in cell C88 A
H C5C2MCM5>
So that when the for#la is copied down to obtain the contrib#tion of the other 8 prod#cts, it wo#ld
reference the correct Total 7#arterly Sales fi(#re/ B#t what wo#ld happen when yo# copy this
for#la right and down to the other 7#artersE
All the other [uarterl &roduct 'ales figures would be di%ided b the [uarter 1 )otal 'ales figure since C1R is
an absolute reference in our formula( What we want is that the denominator reference in our formula should
change to the appropriate [uarterl )otal 'ales figure when the formula is copied( 6et we do not want a full
relati%e reference for the reasons we saw in
our earlier e2ample( 'o what is the solution\
?R
&i. /
0o# can create a mixed cell referencing. That is to say, yo# can set either the col#n or
row reference fi.ed instead of both bein( absol#te/
bsolute row reference - If a dollar si(n were to precede only the row n#ber, e/(/ AM5, then
only the col#n reference chan(es relati'ely when the for#la is copied/
bsolute column reference - If a dollar si(n precedes only the col#n letter, e/(/ MA5, E.cel will
chan(e only the row reference relati'e to the chan(e in the for#la location/
In this case yo# can set the row reference constant while chan(in( the col#n reference, i/e/ #sin(
the CM5> reference/ This will ens#re that e'ery tie yo# copy the for#la ri(ht, the col#n
reference will o'e relati'ely/ Kowe'er when the for#la is copied down for other prod#cts, the
row reference wo#ld reain constant/
3.2.2 !amed References
Once the librarian (i'es yo# the reference n#bers, yo# wo#ld #se it to locate the rac1 where yo#
can find the boo1s on C44 $ro(rain(/ B#t e'en as yo# #se the reference n#bers yo# wo#ld
also #se the catalo(#e to write down the Naes of the boo1s/ This is beca#se we are ore
cofortable #sin( naes/
Siilarly, E.cel allows yo# to refer cells by nae instead of the cell address/ A nae is descripti'e
and a1es it easier to recollect and #se than a cell reference/ If yo# ha'e inforation stored on
one wor1sheet that yo# want to #se on other sheets, yo# can create a nae that describes the cell
or ran(e/
0o# can also #se the labels of col#ns and rows on a wor1sheet to refer to the cells within
those col#ns and rows/
A descripti'e nae in a for#la can a1e it easier to #nderstand the p#rpose of the for#la/
S#ppose yo# want to refer to the =#arter5 sales of "R#F#C$ CIRC%# Inc. Instead of referencin(
the cells as = s# ?C< A C5:@, if yo# ha'e naed it 75 Sales, it i(ht be easier to identity and
locate the cells/
After yo# nae a cell or a ran(e of cells, the nae is a'ailable to any sheet in the )or1boo1/ "or
e.aple, if the nae 75Sales refers to the ran(e Hs# ?C< A C5:@ on the first wor1sheet in a
wor1boo1, yo# can #se the nae 75 Sales on any other sheet in the sae wor1boo1 to refer to
ran(e Hs# ?C< A C5:@ on the first wor1sheet/ 0o# can represent a 'al#e or a for#la that do not
chan(e by Naes/
By defa#lt a nae #ses the absol#te cell reference/ )hen yo# o'e a cell in the sae
wor1sheet or to another wor1sheet, the nae also o'es with it/
J#idelines for nain( cells, for#la, and constants
N The first character of a nae #st be a letter or an #nderscore character/ Other characters in
the nae can be letters, n#bers, periods, and #nderscores/
N Naes cannot be the sae as a cell reference, s#ch as AM5/
?E
N +ore than one word can be #sed b#t spaces are not allowed between the/ !nderscore
characters and periods ay be #sed as word separators/
N A nae can contain #p to 8CC characters/
N Naes are not case sensiti'e, i/e/ sales and SA%ES are the sae nae/
N Naes cannot be repeated in a wor1boo1/
0o# can create names by #sin( the Nae Bo. in the for#la bar 0o# can select the cell or ran(e
of cells for which yo# want to create a nae, and then clic1in( the !ame &ox enter a nae/ If the
nae yo# enter already e.ists, the acti'e cell will o'e to the cell that bears the Nae, e'en if it is
in another wor1sheet/ This ens#res that two cell do not ha'e the sae nae/
Fig. '
0o# can also Nae a cell #sin( the ,efine Nae dialo( bo. fro the Insert en#/ This dialo( bo.
has the list of all the naes that ha'e already been created/ If clic1 on any one of the naes the
Refer $o te.tbo. (i'es the ran(e of the cells nae references/ 0o# can also select the ran(e of
cells for which yo# want to define a nae by clic1in( on the arrow in the Refers to te.t bo./ The
dialo( bo. will collapse teporarily, 1eepin( only the Refers to te.t bo. 'isible/ After yo# choose
the cell or yo# clic1 on any one of the naes, the Refers To te.t bo. (i'es the ran(e of cells the
nae cells, yo# can a(ain clic1 on the e.pand b#tton of the te.t bo. to reopen the dialo( bo. f#lly/
0o# can then enter the nae for the cell ran(e/
Fig. (
In the last chapter we learnt abo#t creatin( for#lae #sin( the Nat#ral %an(#a(e/ Creatin( Naes
#sin( the col#n and row headin(s is an e.tension of that concept/ )hen yo# enter data in a
wor1sheet, yo# often ha'e labels at the top of each col#n and at the left of each row that
describe the data/ 0o# can #se these labels in a for#la when yo# refer to cells related to this
data/
@4
&i. 4
.sing the Create Names dialog bo2 ou can define a group of labels in a row or a column at one time( $n
our formula, ou can use the names to make calculations( For e2ample, if ou want to calculate )otal
'ales ou can use N sum L'alesM, instead of Nsum LdA Qd14M(
S#ppose yo# want to find the n#ber of copies of )indows NT sold d#rin( +arch and the cell
address is not 1nown3 yo# can siply #se the for#la HN#ber )indowsNT/ This will ret#rn the
'al#e in Cell B>3 which is C66/ The space in the for#la N#ber and )indowsNT is the
intersection operator This deterines that E.cel sho#ld find and ret#rn the 'al#e in the cell at the
intersection of col#n labelled N#ber and row labelled )indowsNT/
The iportant thin( abo#t #sin( Col#n and Row headin(s is that the naes sho#ld be #ni=#e
in the wor1boo1/ If the sae col#n and row naes repeat either in the sae wor1sheet or
another wor1sheet, then when yo# #se the labels in yo#r for#la, E.cel will ret#rn the 'al#es
fro the nearest cells answerin( to s#ch labels, tho#(h they ay not always be the ri(ht cells/
NoteA Naes as a Na'i(ation Toot
In a lar(e wor1boo1 with se'eral sheets, yo# can #se Naes to na'i(ate to partic#lar cells or
ran(e of cells #sin( the Nae bo./ 0o# can select any nae fro the drop down list bo. and clic1
to (o to the cell referenced/
3.3 )sing Functions
0o# can #se E.cel to a1e different 1inds of calc#lations/ "or this p#rpose E.cel has h#ndreds of
predefined for#laeOs 1nown as Functions/ "#nctions #se specific ar(#ents in a partic#lar order
or str#ct#re/ )e ha'e been #sin( the S!+ ?@ f#nction to add 'al#es in cells/ Siilarly yo# can
calc#late loan payents #sin( the $+T ?@ f#nction based on the rate of Interest, ter of the loan
and the principal ao#nt/
The ar(#ents of f#nctions can be anythin( fro n#bers, te.t, Tr#e or "alse 'al#es, or cell
references/ 0o# can also ha'e a for#la or other f#nctions as ar(#ents in a f#nction that are
called nested f#nctions/ The noral order for a f#nction is the "#nction Nae, the openin(
parenthesis, ar(#ents for the f#nction separated by coas and closin( parenthesis/ 0o# can
a1e #se of the "or#la palette to create for#laeOs that contain f#nctions/
"#nction Nae $arenthesis
H S!+?CI A C56@


Ar(#ent
@1
In case yo# are li1ely to #se a for#la repeatedly, yo# can also create a nae to represent it #sin(
the ,efine Naes dialo( bo./ 0o# can enter the nae for the for#la and in the Refers To bo.
insert an e=#al si(n and enter the for#la/
0o# also saw that yo# co#ld select cells in labelled ran(es to create a for#la, E.cel can insert the
labels in place of cell references in yo#r for#la/ This a1es it easier for yo# to see how are
for#laeOs constr#cted/
)he functions a%ailable in E2cel can be categorised under se%eral distinct heads, )able 1 lists the
categories and the purpose for which the can be used(
Category "urpose
"inancial To calc#late interest, depreciation, loan payents, IRR,
N$V etc/
,ate & Tie To ret#rn the year, date, day, ho#r or tie
+ath & Tri( To calc#lates the absol#te 'al#es s#ch as pi, lo(ariths,
de(rees and an(les etc/
Statistical "or coon f#nctions s#ch as totals, a'era(es, ean,
edian and ode etc/ & ad'anced f#nctions
%oo1#p & Reference To search for and ret#rns 'al#es fro a ran(e, also to
create hyperlin1s etc/
,atabase To calc#late the 'al#es in an E.cel ,atabase based on the
conditions yo# specify
Te.t To con'ert te.t to #pper and lower case, concatenate te.t
etc
%o(ical To e'al#ate an e.pression or ar(#ent and ret#rns Tr#e or
"alse
Inforation To (et inforation on a cell, an error or the c#rrent stat#s of
an obFect
$able 1
)hile wor1in( with "#nctions, yo# can #se the "or#la $alette to see the way it is calc#lated/ 0o#
can access the ost recently #sed f#nctions fro the Nae bo./ The oent yo# enter an e=#al
to si(n in an acti'e cell or clic1 the H to si(n in the for#la bar, the Nae bo. will chan(e to a
"#nction bo./ 0o# can clic1 the down arrow to 'iew the list of f#nctions recently #sed/
Fig. *
If yo# select a f#nction, it will appear in the for#la Bar and the "or#la $alette/ A list containin(
all the f#nctions in E.cel can also be obtained #sin( the $aste "#nction Prefer "i(#re ;Q dialo( bo./
@3
Fig. +
3.3.1 Financial Functions
0o# can a1e #se of E.celLs financial f#nctions for a1in( any personal finance related
calc#lations/ E.cel offers ore than C6 different types of financial f#nctions/ 0o# can a1e
calc#lations to assess profitability and ret#rn on an in'estent and deterine the depreciation on
assets/
0o# can easily #se ost of the coonly needed f#nctions if yo# ta1e a loo1 at a f#nction for#la
that E.cel pro'ides/ In fact the for#la palette ta1es yo# thro#(h ost of the steps needed to fill
the for#la e.plainin( what type of 'al#e each ar(#ent e.pects/ E'en as yo# fill in the ar(#ent
'al#es, the "or#la $alette pro'ides the pro(ress at each sta(e so that yo# can contin#o#sly
obser'e the res#lt/
8nce ou start using the financial functions ou will realise how eas it is to make some of those
calculations which were thought to be difficult( We will use some of the most commonl used financial
functions in E2cel to understand how the work(
!et us take an analog to understand this( 'uppose ou want that at the end of three ear time period ou
want our sa%ings to be Y1444, then ou make use of pre;built function future %alue function(
The for#la for the "#nction H "V?rate,nper,pt,p',type@
These ar(#ents are coon to any financial f#nctions/ The present 'al#e, interest rate,
n#ber of periods and the 'al#e of the periodic payents ha'e a close relationship/ 0o# can
calc#late the 'al#e of one of the if yo# 1now the others/ )hile #sin( these financial f#nctions yo#
will ha'e to be s#re that yo# are consistent abo#t the #nits yo# #se for specifyin( the interest rate
and the n#ber of periods/
If $ayents are ade
+onthly di'ide Ann#al Interest Rate by 58
7#arterly di'ide Ann#al Interest Rate by :
Kalf 0early di'ide Ann#al Interest Rate by 8
@=
If the GTer is in 0ears, to obtain the total n#ber of periods, yo# will ha'e to #ltiply the years
by the n#ber of payents ade in a year i/e/ if onthly by 58, if =#arterly by : and if half
yearly by 8/
If it is a cash payent li1e a1in( a deposit, yo# ha'e to represent it with ne(ati'e n#bers/
0o# ha'e to represent a cash receipt, s#ch as interest recei'ed, by positi'e n#bers/
)hat these ar(#ents ean
Rate - Interest rate per period on a loan, or the disco#nt or interest on an in'estent/
Nper - N#ber of periods, i/e/ the total n#ber of payent periods either in years,
onths, days etc/
$t - $ayent ade each period3 it incl#des interest and principal ao#nt/
$' - $resent Val#e, that is the l#p-s# 'al#e of an in'estent or loan today/
F% ; Future Balue, the %alue of an in%estment in the future assuming periodic, constant paments and
constant interest(
Type - Indicates when payents are d#e - whether end of period or at the be(innin(,
Can either be 6 or 5/ If type is oitted, it is ass#ed to be 6/
Now let #s calc#late the f#t#re 'al#e of yo#r sa'in(s of M5666 per onth o'er 9 years/ )e first
a1e the sa'in(s sched#le as shown in "i(#re 56/ %et #s ass#e that the interest rate per ann#
is 56/CR and that the deposit is ade at the be(innin( of the onth/
Fig. 1,
After placing the e/ual to sign in cell FR and entering FB, ou can click on the N sign on the Formula bar
to open the Formula &alette( )he Formula &alette presents a te2t bo2 for each of the arguments in the FB
Function( An e2planation for each argument is also pro%ided when ou click the appropriate te2t bo2(
&i. 11
%i1ewise $+T f#nction can be #sed to calc#late the onthly instalent for the principle ao#nt, at
a specific rate of interest, within a (i'en period of tie/ "or E./ )e want to calc#late the instalent
for the principle ao#nt of Rs/ 8:C66/ at the rate of 58R for C years/
@C
Fig. 12
The sheet sho#ld loo1 li1e the fi(#re 59 after applyin( the $+T f#nction on the (i'en set of 'al#es/
Fig. 13
0o#r sa'in(s of M5666 per onth will yield a f#t#re 'al#e of M:8,:<;,96 o'er three years/
S#pposin( yo# re=#ire an ao#nt of M:6,666 only at the end of this period/ 0o# wo#ld li1e to 1now
how #ch yo# o#(ht to sa'e to obtain this ro#nd s#/ E.cel offers a feat#re called -oal .ee/ in
Tools en#/ !sin( this f#nction yo# can in a fraction of a second bac1 sol'e to find the e.act
onthly deposit yo# need to a1e/
Fig.10
!sin( the Joal See1 dialo( bo. yo# define the cell for which yo# want to find a new 'al#e, in this
case the "V cell, ">/ 0o# ha'e to state the 'al#e re=#ired i/e/ M:6,666/ E.cel as1s yo# to refer the
cell that sho#ld be chan(ed so that the 'al#e ay be adF#sted/ )e want to red#ce the sa'in(s
ao#nt so, cell ":/
The set cell 'al#e sho#ld not ha'e any for#la, it can ha'e only a 'al#e/
Thro#(h a series of iterations, E.cel arri'es at a res#lt/ The onthly sa'in(s sho#ld be M;:5/>< to
obtain e.actly M:6,666 at the end of the period/
@?
"i(#re 5C shows the res#lts of the Joal See1 in cell ": and the findin(s of the bac1 sol'e in the
Joal See1 Stat#s dialo( bo./
Fig.1'
0o# are now failiar with #sin( a coon financial f#nction in E.cel and tools li1e Joal See1/ 0o#
can try #sin( other "#nctions and tools in a siilar anner/
3.0 Introduction to Charts
)hen yo# are preparin( a report, yo# wo#ld #se 'ario#s tools to enhance the effect of yo#r
doc#ent/ )ords alone are not ade=#ate/ "inancial analysis and perforance, sales forecasts
and other n#erical inforation cannot be F#st written abo#t/ They need to be presented
fi(#rati'ely/ These days there are so any software applications that can be #sed to process and
present data/ 0o# saw how n#bers co#ld be processed #sin( the 'ario#s financial tools a'ailable
in E.cel/ 0o# also 1now how to present n#bers in tab#lar forat and (i'e labels to data col#ns/
Tables are 'ery effecti'e in coparin( and analysin( fi(#res/ Siilarly charts are effecti'e in
(raphically representin( n#erical data/
Charts create a Lpict#reL in the indLs eye by (i'in( a 'is#al coparison, pattern and analysis of
n#bers/ "or e.aple instead of analysin( se'eral col#ns of a table, yo# can see at a (lance
whether sales are failin( or risin( o'er a period, or how the act#al perforance copares a(ainst
proised perforance/ Charts therefore a1e data interestin( and attracti'e to read and interpret/
0o# can #se the data in an E.cel spreadsheet to create a chart/ A chart is created #sin( data
points and data series/ ,ata points are the indi'id#al n#bers in a wor1sheet cell within a data
table/ ,ata points also 1nown as data ar1ers, are represented by sybols s#ch as a bar, line,
area, dot, col#n etc/
When a group of related data points appearing either within a column or a row in a data table are plotted on a
chart the form a series( )here can be either one or more data series in a single chart( When a series is plotted,
each series is distinguished b a different colour or pattern(
3.0.1 "arts of a Chart
)hile st#dyin( al(ebra at school yo# wo#ld ha'e been introd#ced to (raphs and the way to plot
the/ The basic str#ct#re of an E.cel (raph too has siilar coponents/ A (raph has two lines that
eet at ri(ht an(les/ These are called as the axes which for the frae of reference for
eas#reent or coparison in the (raph/ The hori*ontal line represents the S-a.is while the
'ertical line represents the 0-a.is/ "i(#re 5< shows a siple (raph/
@@
Fig. 1(
In an E.cel chart, the category Names appear on the S-a.is/ The S- a.is is therefore also referred
to as the category axis while the 0-a.is is referred to as the 'al#e a.is/ The col#n or row
headin(s of a data table are #sed as the cate(ory naes/ In the (raph abo'e, S#rya, TeFa, Aditya
and $riyan1a are the cate(ory a.is naes/ By defa#lt, E.cel #ses the col#n and row headin(s
also as the series Names for data/ +aths and $hysics are the series naes in "i(#re 5</ 0o# can
also chan(e the cate(ory naes and the series naes dependin( on yo#r re=#ireent/
By defa#lt, E.cel plots whate'er is fewer - rows or col#ns - as the data series/ In "i(#re 5<, E.cel
plotted the +ar1s ?two col#ns@ as the data series rather than the st#dentLs naes ?fo#r rows@/
This chart ephasises the coparison of ar1s obtained by a partic#lar person/ This defa#lt
option can be with the naes bein( #sed as the data series/ The chart ephasises coparison of
ar1s obtained by st#dents in the 'ario#s s#bFects as shown in "i(#re 5I/
Fig.11
The a.es in a chart ha'e data 'al#es and labels to show clearly the #nit of eas#reent and
details of data series/ This a1es clear the p#rpose of the chart/ 0o# can also pro'ide data labels
to data ar1ers in a chart/ A data label pro'ides additional inforation s#ch as 'al#es, naes of
data series, etc abo#t data ar1ers/ In "i(#re 5I, the act#al ar1s obtained by the fo#r st#dents
are shown at the top of each data ar1er/
Each data series in a chart is represented by a different colo#r or pattern/ The 'ario#s data series
#sed in the chart alon( with their respecti'e naes are identified to(ether in the legend of the
chart/
0o# can create titles for the cate(ory a.is and the 'al#e a.is to describe what each a.is
represents/ A chart title can also be inserted/
@A
3.' 2ifferent Chart $ypes
!sin( E.cel, yo# can create different types of charts/ There are pie charts, line & area (raphs,
col#n & bar charts aon( others/ ,ependin( on the p#rpose of yo#r presentation, yo# can
choose which chart type to create/
3.'.1 "ie Chart
S#ppose yo# are st#dyin( the cons#er-spendin( pattern in a partic#lar area/ 0o# wo#ld di'ide
the e.pendit#re #nder 'ario#s ite heads s#ch as food, clothin(, entertainent, tra'el etc/ Now to
depict how #ch each ite contrib#tes to the total e.pendit#re, a pie chart wo#ld be the ost
effecti'e/ A pie chart as the nae s#((ests, loo1s li1e a pie/
A pie chart shows only a sin(le data series/ It shows the proportionate contrib#tion of 'ario#s ites
that a1e #p the data series/ That is to say that when a data series is (i'en, E.cel s#s #p the
indi'id#al 'al#es in the series and calc#lates the percenta(e contrib#tion of each in the total/ This
will then deterine the si*e of each data pointLs pie slice/ ,ata labels can be #sed in a pie chart to
display either the act#al 'al#e of each point or the percenta(e/
Fig. 1*
Since a pie chart s#s #p the indi'id#al data points or ar1ers in a series, $otal sho#ld not be one
of the data points in yo#r series/ If it is, then the Total is also added alon( with other indi'id#al
'al#es when E.cel calc#lates the s# of the pie/
@R
?4J
3CJ
13J
CJ
@J
CJ
Fig. 1+
This then will depict a wron( pict#re - the total will ta1e #p C6 per cent of the pie slice and the other
ites wo#ld be accoodated in the balance C6 per cent as seen in "i(#re 5;/
Soeties, if there are any sall slices, yo# can (ro#p the to(ether #nder one ite head in
the ain pie and then brea1 that slice in to another pie ne.t to the ain pie/ The sall pie can then
display the constit#ent parts for (reater clarity/
$f ou want to highlight or emphasise, for instance, the consumer spending on )ra%el, ou can e2plode this slice
from the main slice( + e2ploding a slice, ou make it stand out from the rest of the pie(
3.'.2 %ine Charts
In any sit#ations, we in'ariably ha'e ore than one data series to represent/ 0o# need a series
chart to copare data/ "or instance, s#ppose yo# are sellin( software prod#cts in yo#r copany
and want to see the trend in the sales o'er a three onth period/ 0o# wo#ld ha'e to plot a series
chart as shown in "i(#re 86/
Fig. 2,
In a line chart, data points of one data series are connected by lines, showin( an #pward or
downward trend in 'al#e/ Each data series is a line in the chart/ A line chart is #s#ally two
diensional b#t can also be shown li1e a ribbon in three-diensions/
A 'ariation of the line chart is the area chart/ It is siilar to a line chart b#t the area below the line is
filled th#s ar1in( o#t an area for each data series/ Th#s an area chart plots each data series, one
on top of the other/
In an area chart the a(nit#de of chan(e o'er tie is clearly 'isible/ An area chart shows the
relationship of the parts to the whole by displayin( the s# of the plotted 'al#es/
An area chart is especially #sef#l if yo# are interested in seein( how the 'ario#s data ar1ers are
chan(in(/ "or e.aple, in "i(#re 85, the chan(e in =#antitati'e sales of each pac1a(e e'ery
onth is shown/ Si#ltaneo#sly, yo# can also see the total n#ber of pac1a(es sold per pac1a(e
d#rin( the entire three-onth period/
Th#s e'en as an area chart lets yo# see the
chan(e in the indi'id#al coponents, it also
displays the chan(es in the whole/
@E
Fig. 21
3.'.3 C3%)4! !2 &R CHR$.
Col#n and bar charts are #sed to copare 'al#es across cate(ories/ In a Bar Chart the 'al#e
a.is is or(anised hori*ontally while the cate(ories a.is is arran(ed 'ertically/ Col#n Charts are
siilar to bar charts at ha'e the cate(ories a.is at the botto/ Each bar represents a sin(le data
'al#e in the data table/
)hile the line chart ephasises trend in the lines and the (apes between each line a bar chart
allows ore s#bstantial coparison witho#t too #ch ephasis on tie/ "or e.aple in fi(#re 88
the bar chart a1es it easy to copare the sale of different prod#cts at a partic#lar point in tie/
Fig.22
6ou can ha%e se%eral %ariations in bar and column charts( )o add depth to our chart, ou can ha%e three;
dimensional column and bar charts( )he =;D charts ha%e an e2tra a2is, the 7;a2is( $n a =;D chart, %alues are
added along the 7;a2is while the ;a2is becomes the data series a2is T going from front to back(
0o# can also create stac/ed col#n and bar charts/ In a stac1ed chart, the indi'id#al ites of a
cate(ory which are parallel to each other are placed one on top of the other/ The 'al#es are
represented in percenta(e ters/ By stac1in( a col#n or a bar, yo# will be facilitatin(
coparisons between as well as within time frames/ Stac1ed charts show the relationship of
indi'id#al ites to the whole li1e in a pie chart/ "i(#re 89 shows a stac1ed col#n chart/
A4
Fig. 23
Stac1ed col#n and bar charts copare the percenta(e contrib#tion of each data 'al#e to
the total across cate(ories/
3.'.0 3ther Charts
.sing E2cel ou can also create a number of other special charts for presenting scientific, financial and
statistical data(
)hile perforin( scientific e.perients, the data collected is not always re(#lar and e'en/ ,ata is
a'ailable often in cl#sters and at irre(#lar inter'als/ In s#ch cases, yo# can #se the scatter chart
to show relationships between 'al#es in se'eral data series/
0o# can create a stoc/ chart #sin( E.cel chart feat#res/ The stoc1 chart can be #sed for
presentin( the stoc1 ar1et inforation o'er a period of tie/ It is also 1nown as the high5low5
close chart. 0o# #s#ally need a ini# of three 'al#es to create this chart/ 0o# can also ha'e
fi'e 'al#es li1e 'ol#es traded, openin( price, hi(h price, low price and closin( price/
)hen yo# incl#de 'ol#es in a stoc1 chart, yo# will ha'e to ha'e two 'al#e a.es B one for the
'ol#es and the other for the stoc1 prices/
Fig.20
8ther charts include the radar and $ur7ace c%art$( 'urface and contour charts are useful for presenting
changes in data in two and three dimensions( A surface chart is useful to find an optimum combination between
two sets of data(
E.cel can con'ert data series to radar (raphs/ Each cate(ory in a radar chart has its own 'al#e
a.is that radiates fro the centre B th#s the nae radar/ A line connects all the 'al#es in the sae
data series/ !sin( a radar chart yo# can copare a((re(ate 'al#es in a series/ "i(#re 8C shows
a radar (raph of a sin(le data series/
A1
Fig. 2'
3.( Creating Charts using the Chart 6i7ard
)he easiest wa to create a chart in E2cel is to use the Chart Wi7ard that takes ou through the %arious stages
sstematicall offering ou options at each stage( Now that ou know the %arious tpes of charts and their uses,
ou will find it eas to decide on which chart ou need to create that will best suit our particular need(
0o# sho#ld first ha'e yo#r data table ready in the E.cel wor1sheet/ The data table sho#ld be
contin#o#s witho#t any blan1 col#ns or rows/ If there are any, then E.cel will create epty
spaces in yo#r chart/ It is iportant that yo#r data ran(e is syetrical/ "or instance if yo# select
Rows 9 to I as data ar1ers in Col#n A, then yo# ha'e to select the sae rows for all the other
data col#ns in the data table/ Siilar discipline has to be aintained with the col#ns yo#
select/
After yo# ha'e selected the data ran(e for the chart, yo# can choose to create #sin( the insert
en#/
The Chart )i*ard ta1es yo# thro#(h fo#r sta(es in the creation of a chart/ "irst, yo# will ha'e a
dialo( bo. with a list of the 'ario#s chart types/ In case the chart yo# re=#ire is not in the list, yo#
can select the C#sto Types tab/ This presents yo# with a lon( list of b#ilt in c#sto chart types/
The sli(ht 'ariations that yo# ay desire in the ain chart type that yo# ha'e selected are
displayed in the s#b-types cate(ory a'ailable for each ain type/ A short description of each s#b-
type is (i'en below the list of s#b-types/ "i(#re 8< shows the chart types/
A3
Fig. 2(
$n the second step, the Chart Wi7ard allows ou to reselect or change the data range for the chart using the data
range te2t bo2( A sample chart is also displaed for our pre%iew( $n case ou are not satisfied with the
emphasis in the chart, ou can decide to change the data series from column to row or %ice %ersa( 6ou can click
the desired option button to change the data series(
Fig. 21
6ou can use the 'eries tab to check or make changes in the selected ranges and %alues for the data series( 6ou
can also change the names of the %arious data series(
A=
Fig. 2*
After selecting the chart tpe and deciding on the data ranges, the chart needs to be fine;tuned( )he Chart
Wi7ard offers a wide range of choices in the third stage to do e2actl that( )his dialog bo2 has se%eral tabs for
the %arious aspects of the chart as shown in Figure 3E(
Fig. 2+
Finall, ou ha%e to decide on the destination for our chart T whether ou want it on the same worksheet or
would like to ha%e it on a new sheet( )he completed chart is then placed in the desired location(
3.1 #diting 8 Formatting Charts
E'en tho#(h yo# i(ht create the chart with (reat tho#(ht and lo(ic, when yo# finally place it on
the wor1sheet yo# ay still find a few thin(s wantin(/ Any aspect of a chart can be edited and
odified to ipro'e its appearance/ 0o# can o'e or alter the si*e of the chart to s#it yo#r
re=#ireents/ E.cel also allows yo# to chan(e the data in a chart by #sin( the addin(, deletin(
and #pdatin( feat#res of the chart/ E.cel offers any different ways to forat charts as well/
3.1.1 4o9ing: .i7ing 8 "rinting
$f ou ha%e placed our chart on the same sheet as the data sheet, ou might find the need to change its position
within the sheet to keep it in line with other te2t in the worksheet or to see that it does not o%erlap some other
ob*ect in the worksheet(
0o#r first acti'ate the chart by clic1in( within it/ The selected chart has s=#are handles at the
corners and the iddle of each side/ "i(#re 96 shows the s=#are handles/ 0o# can then o'e
the chart to the desired location by pressin( the o#se b#tton on the chart and dra( the o#se
pointer to the desired location/ The o#se pointer sho#ld be li1e a fo#r-headed arrow/
Soeties, yo# i(ht find that the defa#lt chart si*e is too sall and does not clearly show all the
eleents of yo#r (raph/ 0o# ay then want to increase the width or hei(ht of the chart/ 0o# can
resi*e the acti'ated chart by placin( the pointer on the desired handle of the chart and then
stretchin( or shrin1in( the chart/
If yo# #se the handles on the side, either the hei(ht or width will chan(e/ If yo# want both hei(ht
and width to chan(e proportionately, yo# can #se the corner handles/
AC
Fig. 3,
'ometimes ou ma want to print a chart separatel as part of a presentation document( At other times, the
chart could be an ob*ect in our worksheet along with the other components and ou might want to print it with
the elements(
0o# can print an entire chart on an entire pa(e if yo# ha'e it selected when yo# acti'ate the print
coand/ If the chart is not selected then, the chart is printed alon( with other parts of the
wor1sheet/
3.1.2 dding 8 2eleting 2ata .eries
After creatin( a chart, yo# ay find that yo# need to add an e.tra series to a1e a coparison
ore effecti'e on yo#r chart/ In s#ch circ#stances E.cel allows yo# to add a data series easily/
All yo# need to do is select the additional data series and then drop it on the chart/
Fig. 31
A?
"i(#re 95 shows a data series bein( dra((ed to the chart and "i(#re 98 shows the iediate
addition of the new data series to the chart/
Fig. 32
:ust as ou ma want to add a data series to a chart, ou might want to remo%e a series( )o remo%e a series, all
ou need to do is to select the desired data series on the chart so that the series has the handles and click delete(
)he data series is deleted(
3.1.3 Formatting Charts
After yo# ha'e o'ed the chart to the desired location on yo#r wor1sheet, adF#sted its si*e and
confired the ran(e for data series, yo# wo#ld want to t#rn to the 'is#al ipact of the chart/ E.cel
allows yo# to forat the 'ario#s eleents on the chart/ 0o# can e'en chan(e the chart type/
0o# can clic1 on any part of the chart yo# want to reforat and choose the re=#ired dropdown
option fro the dropdown list/ 0o# can also #se the Chart toolbar b#ttons fro Toolbar of the View
en#/ "i(#re 99 shows the Chart toolbar b#ttons/
Fig. 33
All the eleents on a chart are listed in the Chart toolbar dropdown bo./ )hiche'er obFect is
selected in the dropdown window, a forat selected obFect b#tton will display that obFectOs dialo(#e
bo./
A@
'elect 8b*ect
Dropdown bo2
Format 'elected
8b*ect
Chart )pe Data )able
+ Column
Angel )e2t
.pward
Angel )e2t
Downward
+ Row !egend
Fig. 30
6ou can use options and tab sheets in that dialogue bo2 to alter that ob*ect( For e2ample in Fig(=C, the categor
a2is is selected5 clicking on that format selected ob*ect will open the dialogue bo2 for formatting the a2is as
shown in fig(=?(
Fig. 3'
Tho#(h the sae dialo(#e bo. ay open for two or ore obFects, the chan(es effected will affect
only the selected obFect in the drop down bo./ "or instance the forat a.is dialo( bo. is coon
for both the cate(ory a.is and the Val#e a.is b#t dependin( on which a.is is selected, the chan(es
ade in the dialo( bo. will affect only that a.is/
,ependin( on the chart selected, the contents list of the ,ropdown bo. will 'ary since soe
of the obFects in a chart are #ni=#e to it/
,ependin( on the chart type, soe of the dialo( bo.es ay incl#de or e.cl#de certain tab
options/ "or e.aple, the "orat ,ata Series dialo( bo. for a pie chart does not ha'e all
the tabs that the "orat ,ata Series dialo( bo. of a bar or col#n chart has/ "i(#re 9<
shows the tabs of the two charts/
Fig. 3(
By #sin( an obFectOs dialo( bo. and its 'ario#s tabs, yo# can forat the colors, patterns, font and
te.t eleents in a chart/ 0o# can also chan(e the te.t of the data labels, positionin( of the chart
AA
Bar C%art
Pie C%art
le(end and titles in a chart/ Siilar forattin( options are a'ailable for plot area, chart area and
other chart obFects/
AR
CH"$#R !3.0 C2&
63R;I!- 6I$H 4. #<C#%=d9anced Features>
3&?#C$I@#.
At the end of the chapter, the trainee will be able to
Nae a ran(e
!se naes as references
!se and wor1 with soe E.cel "#nctions
Create absol#te cell references
Create i.ed cell references
!se coon statistical f#nctions
Create different Charts li1e $ie chart, %ine chart, Col#n bar,Speciality chart
!se the Chart )i*ard
Edit a chart li1e o'e, si*e and print a chart
Add data series
,elete data series
"orat charts
Insert and forat titles in a chart
0.1 Creating a 6or/ sheet on ABuarterly .ales FigureA
5/ Open a new wor1boo1/
8/ Enter the followin( 'al#es as shown in "i(#re 5 in the wor1sheet, which is newly opened/
9/ The final wor1sheet #st loo1 as shown in "i(#re 5/
Fig.1
0.2 Relati9e References
To calc#late for#la for a cell, perfor the followin( steps/
AE
5/ Clic1 on Cell C5C/
8/ Type the followin( for#la at the for#la bar as shown in "i(#re 8 (i'en below/ H
C<4C;4C58
Fig.2
9/ Clic1 on the L4 si(nL on the ri(ht botto corner of Cell C5C and select
the cells #p to Cell C5I by dra((in( the o#se while 1eepin( the left o#se b#tton
pressed/
:/ A(ain clic1 on Cell C5C/
C/ Clic1 on the L4 si(nL and select the Cells to the ri(ht #pto Cell "5C/
</ Now Clic1 on Cell C5</
I/ Clic1 on the L4 si(nL and select the Cells to the ri(ht #pto Cell "5</
>/ Refer to "i(#re 9/ Now Clic1 on Cell C5I/
;/ Clic1 on the L4 si(nL and select the Cells to the ri(ht #pto Cell "5I/
Fig.3
"or the Col#n on GTotalG, follow the steps (i'en below
56/ Clic1 on Cell J</
55/ Type the followin( for#la in the "or#la bar
= C6+6+!6+"6
R4
+
58/ $ress Enter/
59/ Clic1 on Cell J</
5:/ Clic1 on the L4 si(nL at the ri(ht botto of the selected cell and dra( the c#rsor
downward till Cell J5I/
To calc#late the Jrand total follow the steps (i'en below
5/ Clic1 on Cell C5C and select the Cells till Cell C5>/
Clic1 on the s#ation icon on the "orat +en# bar/ This will prod#ce the res#lt of
the s#ation in Cell C5>/
8/ Siilarly calc#late the s#ation for cells Cell ,5> to J5>/ Refer to "i(#re :/
Fig. 0
The cells will now ha'e a 'al#e, which is s# of the respecti'e rows/
0.3 bsolute references
To (i'e Absol#te reference to a cell, follow the steps (i'en below/
5/ Clic1 on Cell K</ Refer to "i(#re :/
8/ Type the for#la (i'en below
H J<2 MJM5> ?Kere MJM5> is an Absol#te Reference@/
9/ $ress Enter/ The Cell K< will now ha'e the res#lt of the "or#la/
0.0 Creating a range
To create a ran(e for a definite n#ber of cells follow the steps (i'en below
0.0.1 )sing 2efine name 2ialog &ox
5@ Select Cell C< to Cell C>/
8@ Clic1 on Insert option on the +en# Bar/
R1
+
=M Select the option !ame 2efine.
:@ In the ,efine Nae dialo( bo., type GcatG in the Naes in wor1boo1 te.t bo. as shown in
"i(#re C/
C@ Clic1 on 3;. So yo# can now access the cells Cell C< to C> by the nae AcatA.
Fig.'
0.0.2 Creating !ames from a row or column
5@ Clic1 on Cell C:/
8@ Select cells till Cell ">/
=M Clic1 on Insert !ame Create...
:@ Select Top Row and %eft Col#n in the Create Naes ,ialo( Bo. as shown in "i(/</
C@ Clic1 OD/
@M Select Insert !ame 2efine...
I@ Select Buarter 1 as shown in "i(#re I/
R3
Fig.(
)his means that the top row and left column pro%ide
names for the range( )hus ? named ranges are created
L= row labels and 3 column labelsM as shown in Figure
C(
Fig.1
Kence here the top row and the left col#n pro'ide naes for the ran(e/ Th#s : naed ran(es
are created ?: row labels@/ If yo# had selected the row fields, which had te.t in the, then yo#
wo#ld ha'e also (ot the row naes in the list as the Ran(e naes/
In the dialo( bo. (i'en in "i(#re I, the ran(e nae T7#arter5U refers CC A C>, T7#arter8U refers to
,C A ,>, T7#arter9U refers to EC A E> and T7#arter :U refers to "C A ">/
Sa'e the "ile and (i'e it a s#itable "ilenae/
HintC
To sa'e the "ile Select File .a9e.
Ji'e a s#itable nae to the file in the re=#ired ,irectory/
0.' )sing #xcel Functions
#xerciseC $roble to #se E.celLs "inancial "#nctions/
R=
)o plan a sa%ings to incur e2penditure in = ears time, ou ha%e to sa%e up to Y1444 per
month( 6ou are re/uired to calculate the &uture Va*ue of this sa%ings(
)he Formula to be used isQ FB Lrate, nper, pmt, p%, tpeM
+%ere@
rate Q $nterest rate per period on a loan
nper Q Number of periods
pmt Q &ament each period
p% Q &resent Balue
f% Q Future Balue
tpe Q $ndicates when &ament is due; whether at the end of the period or at the
beginning(
5@ Open a new )or1sheet and enter the 'al#es as shown in "i(#re >/
8@ Clic1 on Cell B>
9@ Clic1 on the e=#al to icon
CM In the "or#la Bo., .elect 4ore options.... Financials F@.
C@ Insert the for#la as shown in "i(#re ; in the "V dialo( bo. which appears/
Fig.*
RC
Fig.+
#xerciseC
!sin( the ethods shown abo'e calc#late the onthly instalent for the loan ta1en i/e/ MC6,666
for a specific ao#nt of tie i/e/ C years and at the (i'en Rate of interest which is 58R/
KintA !se the "4$ "#nction, which is a s#bset of "inancial "#nctions/
-oal .ee/C
In the abo'e e.aple yo# will (et a f#t#re 'al#e of M:8,:<;,95 if yo# sa'e a 'al#e of M5666 per
onth/ S#ppose yo# wish to obtain a ro#nd s# of M:6666 in the period of 9 years, To 1now the
onthly deposit to see1 this ro#nd s# yo# re=#ire #sin( the -oal .ee/ option in the Tool en#
bar/
5/ Clic1 on Cell B>/
3( Select $ools -oal .ee/...
9/ Enter the 'al#es in the te.t bo.es as (i'en in "i(#re 56/
:/ 0o# ay e'en select the Cells for the te.t bo. D.et CellE and for TBy chan(in( cellU/ This can
be done by clic1 on the Collapse dialo( bo. icon/
C/ Then clic1 on Cell B>, A(ain Clic1 on the collapse dialo( bo. icon to coe bac1 to the Joal
see1 dialo( bo./
</ After the entry is coplete, Clic1 on 3;.
R?
Fig.1,
)hen yo# Clic1 3;: yo# will (et the onthly deposit to yield the 'al#e of M:6666 in 9
years, which coes to M;:5/>C/
Fig.11
0.( .aying the 6or/sheet
5/ Clic1 on the File option on the +en# Bar/
8/ Select the .a9e option.
9/ Select the ,irectory to which the file is to be sa'ed and then enter the file nae which is to be
(i'en to the file bein( sa'ed ?for e.aple (i'e file nae DFuture @alue sa9ingE>.
0.1 )sing Common .tatistical FunctionsC
%et #s ta1e the detailed report of a S#r'ey cond#cted to sell a certain $rod#ct/
5/ Create a siple )or1sheet as shown in "i(#re 58/
R@
Fig.12
8/ To a1e the C#stoer no/ centre ali(ned, select the cells fro Cell A< to Cell A5I and clic1
on the ali(n centre b#tton on the "orat en# bar/
0o# are now re=#ired to find the s#r'ey cond#cted on how any persons, the a'era(e ao#nt
7#oted by the persons, to find what is the best price that can be paid for the prod#ct, to find the
ean of the total ao#nt =#oted/ "ollow the steps (i'en below/
5@ Clic1 on Cell A86 and type TN#ber of $ersons s#r'eyedU/ Siilarly type T+ean A'era(eU,
T+edianU, T+odeU in Cells A85, A88, and A89/
8@ To select these te.t to fit into cells A86 and B86/
9@ The coplete wor1sheet #st now loo1 as shown in "i(#re 59/
RA
Fig.13
Now to apply the "or#la to these, perfor the steps shown below/
5@ Clic1 on Cell C86/
8@ Clic1 on the TH si(nU or the edit-for#la on the "or#la Bar, the f#nction b#tton is
displayed/
9@ Clic1 on 4ore Functions... Refer to "i(#re 5:/
CM In the "#nction Cate(ory, select .tatistical CO!NT ?in "#nction nae@/
C@ Clic1 3;.
Fig.10
<@ In the ,ialo( bo., which appears, type TC<AC5IU in the first te.t bo./ Refer to "i(/5C
I@ Clic1 OD to (et the n#ber of s#r'eys cond#cted/
RR
After copletin( this, try enterin( GB<AB5IG in the te.t bo. for Val#e 5 where yo# entered TC<AC5IG,
F#st now/
,id yo# (et the answerE )hat was it, VeroW B#t yo# had 58 entries for the s#r'ey cond#cted/ So
the answer is wron(/ This is beca#se the "#nction CO!NT only reco(ni*es n#erical entries/ To
correct the ista1e, #se the f#nction CO!NTA instead of the f#nction CO!NT/ 0o# can access
CO!NTA in the sae way +ore "#nctions Statistical CO!NT A/
Fig.1'
#xercise
0o# are re=#ired to fill in the reainin( cells for +ean A'era(e, +edian, +ode #sin( the steps
shown abo'e/ The chan(es that yo# will ha'e to brin( are in the selection of the ites inside
Statistical "#nction/ "or G+ean A'era(eG, select the A'era(e f#nction/
"or T+edianU select +edian f#nction and for T+odeU, select the +ode f#nction/
The final )or1 sheet sho#ld now loo1 li1e "i(#re 5</
RE
Fig.1(
0.* "re9iewing the wor/sheet
5/ Clic1 on File option on the +en# bar/
8/ Clic1 on "rint "re9iew to see how the wor1 sheet wo#ld loo1, when printed/
0.+ .a9ing the 6or/sheet
5 / Clic1 on the File option on the +en# Bar/
8/ Select the .a9e option/
=( 'elect the Director to which the file is to be sa%ed and then enter the file name, which is to be
gi%en to the file being sa%ed Lfor e2ample gi%e file name X'ur%e ReportXM(
0.1, Inserting a 6or/sheet
5/Insert a wor1sheet and enter data to display the ar1s obtained by the st#dents S#rya, TeFa,
Aditya, $riyan1a in the s#bFects +ath and $hysics as shown in "i(#re 5I/
Fig.11
0.11 Creating Charts
0.11.1 Creating Column Charts
1 5/ Select the cells fro Cell A8 to Cell E:/
8/ Clic1 on Insert Chart///
E4
Fig.1*
9/ Select the Col#n chart as shown in "i(#re 5> and then Clic1 on Finish/ A (raph as shown
in "i(#re 5;?a@ will appear/
:/ ,elete the chart F#st created by clic1in( on the chart and then pressin( ,elete b#tton/
C/ A(ain perfor steps 5 & 8/
</ Select the different chart types and 'iew the different charts obtained as shown in "i(#re
5;?b@/
To create any chart, "irst Select the records for which the chart is to be prepared and then
select the respecti'e chart as shown in "i(#re 5 and C/
Fig.1+=a>
E1
&R CHR$
%I!# CHR$
E3
CF%I!2#R CHR$
"I# CHR$
Fig.1+=b>
.a9ing the 6or/sheet
:/ Clic1 on the File option on the +en# Bar/
C/ Select the .a9e option/ Select a proper directory where the file is to be sa'ed/ Ji'e an
appropriate nae to the wor1sheet/
0.11.2 )sing a Chart 6i7ard
Refer to the wor1sheet containin( the st#dentsL data as shown in "i(#re 5I/
5/ ,elete the chart that was earlier created/
8/ Select the records for which the chart is to be ade/ Kere choose Cell A8 to E:/
9/ Clic1 on the Chart 6i7ard b#tton on the Standard tool bar/
:/ Choose a chart type in the chart type list bo. as shown in "i(#re 5>/
C/ In the C#sto Type $a(e tab select B#ilt in radio b#tton and Clic1 Ne.t/
</ Clic1 on the 2ata Range $a(e Tab, chec1 whether the correct cells ha'e been selected or
not/ Clic1in( on the ,ata Ran(e bo., allows yo# to chan(e the ran(e of cells yo# want/ Refer
to "i(#re 86?a@/
I/ Clic1 on the Series $a(e Tab and Select the titles, which are to be #sed in the chart/ Deep
the ,efa#lt settin(s as it is/ Refer to "i(#re 86?b@/
E=
Fig.2,=a>
Fig. 2,=b>
>/ Enter the 'al#es as shown in fi(#re 85 and Clic1 on Ne.t/
;/ +a1e the chan(es as shown in fi(#re 88 and then Clic1 on "inish/
EC
Fig. 21
Fig. 22
E?
Fig. 23
After all the entries are copleted, the chart will now loo1 li1e "i(#re 89/
0.11.3 .pecify Charts
These Charts are #sed for presentin( Scientific, Statistical and "inancial data/
0.11.3=a> .toc/ Charts

These charts need a ini# of three 'al#es/
5/ Select sheet 8, yo# are now in new wor1sheet/
8/ Create database as shown in "i(#re 8:/
Fig.20
9/ Select the cells fro cell A9 to cell ,</
:/ Clic1 on the chart icon on the Tool +en# Bar/ The Chart )i*ard appears/
C/ Select the Stoc1 chart option and clic1 on the first chart option as shown in fi(#re 8C/
E@
Fig.2'
</ Clic1 on Ne.t/
I/ In the dialo( bo.,
which appears,
as shown in
fi(#re8<, Select
Ne.t/
EA
Fig.2(
>/ In the chart option dialo( bo. that appears (i'e the chart title and the S-a.is and the 0-
a.is titles as shown in "i(#re 8I/
;/ 1eep the ,efa#lt settin(s as it is for the tab pa(es B A.es, Jrid %ines, %e(end, ,ata
%abels, and ,ata table/
56/ Clic1 on Ne.t
Fig.21
55/ Select the sheet where yo# wish the chart to be created/ Kere we select - As new
sheet/
58/ Clic1 on Finish in the step : of : Chart )i*ard dialo( bo./
Fig.2*
59/ The "inal Chart will loo1 li1e the chart as shown in "i(#re 8;/
ER
Fig.2+
.a9ing the 6or/sheet
5/ Clic1 on the File option on the +en# Bar/
8/ Select the .a9e option/ Ji'e an appropriate nae to the wor1sheet and select a proper
directory where the file is to be sa'ed/
0.12 #diting and Formatting Charts
0.12.1 $o mo9e a chart
5/ Clic1 on the chart F#st created when sall s=#ares appear on to the fo#r corners of the
selected (raph/
8/ !sin( the c#rsor o'e the chart to whiche'er location yo# wish to o'e/
0.12.2 $o modify the si7e of the Chart
5/ Clic1 on any of the sall s=#are bo.es, which appear on the corners of the chart selected/
8/ Deepin( the o#se b#tton pressed, dra( till yo# (et the desired si*e/
0.13 $o "rint the -raph
)he 0raph can be either printed along with the
worksheet details, or onl the graph can be printed on
to a full page(
5 / To print the wor1sheet alon( with the (raph, Clic1 on File "age .etup/
EE
8/ To print a wor1sheet 'ertically, clic1 on "ortrait, or if yo# wish to print the wor1sheet
hori*ontally, clic1 on landscape in the $a(e option/
9/ In the "age option, yo# can set options for the printo#t so that it wo#ld fit the pa(e e.actly/
Or else, if yo# wish, yo# ay e'en adF#st the si*e of the atter yo# wish to fit into one pa(e/
C( $n the Margin option, Click on the hori7ontal and %ertical selection to get the worksheet at the
center of the page(
C/ "irst Clic1 on the "rint "re9iew before clic1in( on 3; to 'iew what the printo#t will loo1 li1e/
</ 0o# ay e'en print the (raph only by first selectin( the (raph and then Clic1 on "rint pre9iew
to 'iew the (raph/
I/ If the "rint pre9iew is correct Clic1 3; to print/
0.10 $o add 2ata .eries
1( Create a new row in the database, first by clic1in( on Cell A9 and then Clic1 on Insert
Rows/
8/ Enter a new s#bFect G"renchG and the ar1s obtained by the st#dents as shown in "i(#re 96/
9/ Select the row n#ber 9, and then point to the #pper border of the selection till an
arrow head appears instead of the re(#lar L4 si(nL c#rsor head/
9/ Now dra( the selection with the arrowhead and drop it in the Chart drawn/
Fig.3,
0.1' 2eleting 2ata .eries
5/ Select the data series to be deleted as shown In "i(#re 95/
8/ $ress the ,elete 1ey on the 1eyboard to reo'e the data series/
144
After selecting the data
series,&ress Delet Ge
Fig.31
0.1( Formatting the charts
5/ Clic1 on the (raph portion of the Chart created/
8/ A border for the (raph will appear with dotted lines as shown in "i(#re 98/
9/ 0o# can now stretch the selection to any si*e and odify the (raph si*e/ 0o# #st point to the
s=#are bo.es on the selection to odify the si*e of the (raph/
:/ 0o# can e'en o'e the (raph to any position in the Chart by pointin( the c#rsor in the
selection/ Deep the left o#se b#tton pressed and dra( the (raph to any desired location/
C/ The sae can e'en be done to the s#bFect references (i'en to the ri(ht of the (raph/
Fig.32
0.11 )sing the Chart dialog box
5/ Clic1 on the part of the Chart that has to be foratted/
8/ Clic1 on @iew $oolbar Chart/ The Chart dialo( bo. appears/
9/ Select the data series of the chart, say the +aths s#bFect/ Clic1 on the Format icon
:/ +a1e the chan(es as shown In "i(#re 99/
141
Fig.33
0o# ay e'en chan(e the A.is, the colo#r pattern, colo#r effects, ,ata labels, etc/ 0o# are
re=#ired to e.plore these options by a1in( soe chan(es in these options (i'en in "i(#re 5I/
Fig.30
0.1* Inserting and Formatting the $itles in the Chart
5/ To insert Title to the chart if it has not been (i'en, ri(ht clic1 on the chart and select chart
options $itles/
8/ To odify the fonts in the selected chart, Clic1 on Chart title in the drop down bo. and then
select Format icon
9/ 0o# ay now increase the font si*e, chan(e the font type, Ali(n the fonts and e'en chan(e the
colo#r and effect of the font/
0.1+ "re9iewing the 6or/sheet
5/ Clic1 on File option on the +en# bar/
8/ Clic1 on "rint "re9iew to see how the wor1 sheet wo#ld loo1, when printed/
0.2, .a9ing the 6or/boo/
Clic# on the File option on the $enu %ar&
5/ Select the .a9e option/
143
8/ Select the 2irectory to which the file is to he sa'ed and then enter the file nae, which is to
be (i'en to the file bein( sa'ed/
9/ Clic1 on O1/
14=