MS EXCEL 2003

SPREADSHEET SOFTWARE

Spreadsheet software is application software where the working area is

divided into rows and columns. This type of software is used for
calculations of huge data. With this software user can also create
charts, pie charts, pivot table etc.

EXAMPLES

1. Lotus 1-2-3
2. Symphony
3. MS Excel

MS EXCEL

MS Excel is a windows based spreadsheet package. This is developed by

Microsoft Corporation. In MS Excel re-calculation is done automatically.
The working area of MS Excel is divided into rows and columns. With
the help of MS Excel a user can create the details of any calculative
fields (area). We can also create chart, pie chart & pivot table..ect .

Versions of MS Excel:
1. Excel 2000
2. Excel 2003
3. Excel 2007

Steps to open Microsoft Excel

• Click on start.
• Go to programs.
• Go to Microsoft Office.
• Click on MS Office Excel 2003

OR
1. Click to start.
2. Click to Run.
3. Type “excel”
4. Press Enter.

WORKBOOK

The files created using MS Excel is known as a workbook. The

extension name of MS Excel workbook is .XLS.
WORKSHEET
The pages present in MS Excel workbook are known as worksheets. By
default there are three worksheets in a newly created workbook. A
single worksheet contains 65,536 rows and 256 columns. And in excel
2007 is 1,048,576 rows by 16,384 columns

ROW HEADERS

There are 65,536 rows numbered as 1,2,3,……..65,536. First row

number is 1 and last row number is 65.536.

1. If you want to see the number of rows available in a worksheet,

press Ctrl+↓. It will display the number of rows.

1. If you want to go to the beginning of the row, press Ctrl+↑

COLUMN HEADERS

There are 256 columns named as A,B,C,…………..IV. First column

name is A and last column name is IV.

CELL

The intersection of column and a row is known as a cell. Each cell has
name or a cell address. The cell address is consists of column as letter
and row as number. Total cells in a work sheet are 65536 x 256
[Rows*Columns] is 16777216.

TYPES OF DATA

The MS- Excel entries can be made in an active cell (selected cell) by
entering any type of data. The Data type used are:-
```````````````````````
• Text data:- It include any combination of letters, numbers &
keyboard symbols. A cell can contain up to 32000 characters.
The text data in a cell is always left aligned.

• Number data: - It include digits from 0-9 & some special

characters like $, %, +, _,*, etc. Date and time are also stored as
numbers. The number data in a cell is always right aligned.

Note:- When a formatted number does not fit in a cell, #### (hash) sign,
is displayed.

CELL SELECTOR
The mouse pointer in an Excel worksheet is converted into a plus (+)
sign, this sign is known as a cell selector. With the help of a cell
selector a user can select a cell or group of cells (range).

RANGE OF CELLS

Range is a group of cells (also called as a block) selected generally to

make the cell formatting.

FILL HANDLE

When a cell is selected a plus(+) sign appears at the right end corner of
the selected cell. This sign is known as a fill handle. It is used to copy
the contents of a cell (it may be a formula or any other value).

How to use the fill Handle.

1: to get the serial number starting from 1 to desired..
Eg:
Steps:
• Type 1 & 2
• Select both
• Use fill handle & drag it down as per your requirement
2: To get Week
• Type Monday
• Use fill handle till you get Sunday

3: To get Months
• Type January
• Use fill handle until you get December

Note: Make sure that your spelling is correct

FORMULAS

Formulas are entered into the cell to perform calculations. A formula

begins with an equal (=) sign. Once the formula is entered, the result
will be displayed in the cell & the formula will be displayed in the
formula bar (fx). If the formula entered is wrong, error values are stored
in the cell.
= (Expression 1 Operator Expression 2)
= (A1+B1)

FUNCTIONS

Functions are the pre-coded computer instructions saved in a single

name. The importance of functions is, this function shortens the
formula. With the help of functions, complex functions can also be
created.
Mathematical functions

The mathematical functions are used to perform some mathematical

works in the worksheet.

• Sum ( ):- The function is used to add the numeric value in a

range of cells.
• Syntax:- =Sum(Start cell address: End cell address)
• E.g. =Sum(A1:A10)
• Average ( ):- This function is used to calculate the average of the
numeric values in the range of cells.
• Syntax: =Average(Start cell address: End cell address)
• E.g =Average (A1:B10)

• Max ( ):- This function is used to calculate the largest value in

the range.
• Syntax:- =Max(Start cell address: End cell address)
• E.g =Max(A1:A10)

• Min( ):- This function is used to calculate the lowest value in the
range.
• Syntax:- =Min(Start cell address: End cell address)
• E.g =Min(A1:A10)

• Count( ):- This function counts the number of cells that contains
numbers in the specified range.
• Syntax:- =Count(Start cell address: End cell address)
• E.g =Count(A1:D12)

• COUNTA( ):- This function counts the number of cells that are
not empty in the specified range.
• Syntax:- =COUNTA(Start cell address: End cell address)
• E.g =COUNTA(A1:D12)

• COUNTBLANK( ):- This function counts empty cells in a specified

range of cells. Cells with zero values are not counted.
• Syntax:- =COUNTBLANK(Start cell address: End cell address)
• E.g =COUNTBLANK(A1:D12)

Practical 1:

Prepare the following using MS-Excel.

• Calculate the individual Total Marks

• Find out the total marks
• Find out the average marks
 • Find out the maximum marks.
• Find out the minimum marks.
• Count the total number of numeric cells.
• Count the total number of non-blank cells.
• Count the total number of blank cells. (Form a1 to f10)

DATE AND TIME FUNCTION

The date and time function is used to perform the work related to the
date and time.

• Today function:- The today function is used to display a current

date.
• Syntax:- =Today()
E.g=today() : 12/1/2008

Now( ):- The Now function returns the current date and time.
Syntax:- =Now( )
Eg: 12/1/2008 16:33
Operator
Operator is a symbol, used to specify the type of calculation that is to
be performed on the elements of a formula. The different types of
operator are:

• Arithmetic
• Comparison
• Text
• Reference

Arithmetic:-Arithmetic operator performs basic mathematical

operations such as addition, subtraction, multiplication, division etc.

Some of the operators are:-

+ (Plus)
- (Minus)
*(Asterisk)
/ (Forward slash)
% (Percent)

Comparison:- This operator compare two values and then produces the
logical value True or False.

Some of the operators are:-

= (equal)
> (greater than)
< (less than)
>= (greater than equal to)
<= (less than equal to)
<> (Not equal to)
TEXT OPERATOR

The text operator “&” combines one or more text values to produce a
single piece of text. & (ampersand) connects two or more values to
produce one continuous text.
Eg:Rig sum
Demo:

REFERENCE OPERATOR

Reference operator combines a range of cells for calculation. The

reference operators are:-
: (Colon)
, (Comma)

LOGICAL FUNCTION

Logical functions are used to see whether a condition is True or False or

to check for multiple conditions.

• IF ( ):- The function IF is used to determine whether a condition

is True or False , one value is returned if the condition is True,
and a different value is returned if the condition is false.
• Syntax:- =IF(Condition, True action, False action)
• E.g =IF(A1<=10,”Yes”,”No”)

If (And (function)
This function will help us to check more then one column & calculate
the remarks as pass or fail.
Eg:
Remasks as” pass or fail”:

Grade formula:
=if(f4<40,”D”,if(f4<50,”C”,if(f4<60,”B”,if(f4<70,”A”,”Disc”))))
Practical 2:

Carry out the following using MS-Excel

• Calculate average
• Calculate the grade using these conditions
”<=40 “D”,<=50”C”,<=60”B”,<=70”A”,”Disc”
• Give remarks as pass fail using and if function

• SUMIF ( ):- The SUMIF function is used to total of numeric cells

based on a condition.
• Syntax:- =SUMIF(Range to check, condition, range to total)
• E.g =SUMIF(A2:A6,”karma”,c2:c6)
 • COUNTIF ( ):- This function gives the count of the number of
cells which satisfies the conditions.
• Syntax:- =COUNTIF(Range to check, conditions)
• E.g =COUNTIF(Q2:A6,”Karma”)

Practical 3

Prepare tèe following & calculate

• Calculate samtse’s amount using formauls

• Count how many times samtse is repeated using formaula

CONCATENATE FUNCTION
This function will help us to joint the two words or more words using
space iî âetween.

Practical 4:
Carry out the following using concatenate function

• Joint the above words using abovg words using concatenate

function.

CELL FORMAT CATEGORIES

The cell format option allows user to format the cell and its contents
according to the user’s choice.
The different categories available are:-

• General:- This category is the default format.

• Number:- This is used to specify number of decimals, and how

negative numbers are to be displayed.

• Currency:- This is used to specify the number of decimals,

currency symbol, and the negative numbers are to be displayed.

• Accounting:- This is used to specify the number of decimals and

currency symbols.

• Date:-This is used to specify how the date must be displayed in a

cell.

• Time:- This is used to specify 24 hours or 12 hours time format.

 • Percentage:- This format multiplies the cell value by 100 and
displays the result with a percent symbol.

• Text:- This is used to represent a number entered in a cell as a

text entry.

Steps to change the cell format category

• Select the cell(s).

• Open the format menu.
• Click on cells,
• Select the category
• Click on OK.

Shortcut key- Ctrl+1

FORMAT PAINTER

It is a powerful feature which is an icon available on the standard

toolbar. It enables the user to copy the formatting of a particular cell
and paint it to other cells in the worksheet.

Steps to use the format painter

• Select the cell with format (source).

• Click on the format painter tool.
• Click on the cell where the format is to be copied.

CONDITIONAL FORMATTING

Excel includes the concept of conditional formatting, where formatting

is done to a cell if the cell contains a value or when the cell contains a
value that falls between ranges.

Steps to use conditional formatting

• Select the data range.

• Open the format menu.
• Click on conditional formatting, the “conditional formatting”
window will appear.
• Type a starting value in the textbox (second from right).
• Type the ending value in the textbox (first from right).
• Click on format to set the format of the text or number which
falls in the range.
• Click on OK.

Practical 4:
Prepare the following & complete it. Using conditional formatting
 • Set the condition as <40
• Font as red
• Underline as double

AUTOFILL

The auto fill feature of Excel will save data entry time by expanding
series of numbers, days of week, different months etc from a given cell
to adjacent ones. This is achieved using fill handle.

CUSTOM LIST

A custom list is a collection of some commonly used words, which can

be reproduced by dragging the fill handle. A custom list can be used to
save data entry time.

Steps to define a custom list

• Open the Tools menu.

• Click on options,
• Click on “Custom lists” tab.
• Select “New list”
• Type the contents of the list in the list box present below the
word “List entries”.
• Click on Add.
• Click on OK.

Steps to remove the custom list entries

• Open the Tools menu.

• Click on options.
• Click on “Custom lists” tab.
• Select the custom list which is to be deleted from the list box
present below the word “Custom lists”.
• Click on delete, a message will be displayed.
• Click on OK.
• Click on OK once more.

NAME RANGE

A name can be given to a range instead of using the cell references. This
range name can be used in place of cell addresses

Steps to define a name range.

• Select the range of the cells.
• Open the insert menu.
• Go to name.
 • Click on define
• Define the name below the word “Names in workbook”.
• Click on Add.
• Click on OK.

Steps to remove the name range.

• Open the insert menu.

• Go to name.
• Click on define.
• Select the name range which is to be deleted from the list box.
• Click on delete.
• Click on OK.

Practical 5
• Add the custom list of alphabets both in capital & small letter.
• Select cell address C200 and define the name as Total.

CELL CONTENT ALIGNMENT

Alignment refers to the positions of cell contents within the cell. By

default the text is left aligned and numbers are right aligned.

Steps to change the alignments

• Select the cell or cell(s).

• Open the format menu.
• Click on cells.
• Click on the alignment tab.
• Set the horizontal alignment from below the word “horizontal” &
vertical alignment from below the word “vertical’.
• Click on OK.

ORIENTATION

The angle of the text can be controlled within the cells with the help of
orientation options.

Steps to change the orientation

• Select the cell(s).

• Open the format menu.
• Click on cells.
• Click on alignment tab.
 • Increase or decrease the value from nearby the word “degrees” or
click and drag up & down the thin line present nearby the word
“Text”.
• Click on OK.

Steps to apply cell borders

• Select the cell(s).

• Open the format menu.
• Click on cells.
• Click on border tab.
• Select the border styles from the list box present below the word
“style”.
• Select a color of the border from the drop down list box present
below the word “color”(If required).
• Click on the buttons of the borders present in two different
areas. They are “Presets”, and “border”.
• Click on OK.

Practical
Prepare the following

• set the border with blue color

• set name & subjects color as blue
• Name color as pink
• Marks colors as red
• Name direction “45 degree”
• Subjects direction as +10 & -10 respectively
• Grade direction as “-90 degree & text alignment as “center”
• Average & remarks as green & set the alignment as center

CHART

Charts are graphical representation of numerical data. A set of numeric

data, which is actually plotted, is called data series. Each value in the
data series is a data point. Data series can be in rows or columns.

TYPES OF CHARTS

Depending on the appearance of chart, it can be classified into two

different types, they are:-

• Embedded chart
• Chart sheet

Embedded chart is drawn on the worksheet where the data exist. Chart
sheet is a separate sheet containing only the chart in it.
Steps to create a chart

• Select the data range.

• Open the insert menu.
• Click on chart, the chart wizard will appear.
• Select the chart type from the list box present below(the word
“cxart type”.
• Select the sub-type of the chart from the list box present
below"the word “chart sub-type”.
• Click on Next.
• Select “Columns” option.
• Click on Next.
• Type the title of the chart in the textbox present below the word
“chart title”. Type the X-axis data heading in the textbox present
below the word “category (X) axis”.
• Type the value heading in the textbox present below uhu word
“value([) axis”.
• Click on Next.
• Select “As new sheet” option to"insert the chart as chart sheet or
selekt “As object in” to insert a chart as embedded chart.
• Click on Finish.

FILTER

Sometimes it is useful to show only those records that meet certain

criteria or condition. This is done by filtering the datacheet. Filter are
two types:

• Auto filter
• Advanced filter.

Auto filter:- Auto filter helps us to display the records, which meet a
particular condition. When this option is selected, drop-down controls
are plaged next to each field name. by clicking on this drop-down
control, the contents of the field without repetition are displayed.

DATA SORT

Sorting is arranging the records in a database, based on one or more

fields (column headings). Sort brings the related records together, so
that the records in the datasheet are easily accessible. Records can be
arranged in the ascending or descending order.
Steps to sort the datasheet

• Select the datasheet.

• Open the data menu.
• Click on Sort, the sort dialog box will appear.
 • Select the column heading on which the data is to be sorted from
the dropdown list box present below the word “Sort by”.
• Select the sorting order that!is ascending or descending.
Note:- Select the column heading from the dropdown list box present
jelow the word “Then by” if required.
Click on OK.

What is Then by key?

Ans. If the column heading selected is the sort by option fails to arrange
the records then we can select a different column hecding from the drop
down list box present below the word “Then by”, this option will help to
arrange the records if sort by key fails.

We can define two different Then by keys in MS Excel.

DATA SUB TOTALS

The data sub totals option is used to find out the totals of a group and
the grand total.

Steps to generate sub total

• Sort the datasheet depending on controlling field name in

ascending or descending order.
• Select the datasheet.
• Open the data menu.
• Click on sub totals, the sub total dialog box will appear.
• Select the name of the field on which the datasheet is to be
sorted from the dropdown list box present below the word “At
each change in”.
• From the dropdown list box present below the word or text “Use
function”, select a function (like sum, average, count etc).
• Select the name of fields on which the subtotal is to be generated
from the list box present below the text “Add sub total to”.
• Click on OK.
Sort your data now.

Click to ok

Steps to remove the subtotal

• Open the data menu.

• Click on sub total, the sub total window or dialog box will
appear.
• Click on Remove all.
Practical 6:
Prepare following using two columns

• Sort the datasheet using Name in ascending order.

• Generate a sub total using the Amount field.

DATA VALIDATION

Data validation is a process of verifying that the data is acceptable by

applying certain rules. The cell(s) will accept only the data which meets
the condition.

Steps to set the validation for a cell(s)

• Select the cell(s) for which the validation is to be applied.

• Open the data menu.
• Click on validation, the “Data validation” tabbed dialog box will
appear.
• From the dropdown list box present below the word “Allow”,
select any option (like decimal, date, time, text length etc).
• Select any option from the dropdown list box present below the
word “Data” (like between, not between, equal to, greater than,
less than etc).
• Type the start value in the textbox present below the word
“minimum” (This is incase of numbers and text length).
• Type the end value in the textbox present below the word
“Maximum”.
• Click on the “input message” tab.
• Type the title of the message in the textbox present below word
“Title”.
• Type the message in the textbox present below the word “input
message”.
• Click on “Error alert” tab.
• Select the type of message box to be displayed from the
dropdown list box present below the word “Style”.
• Type the title of the message box in the textbox present below the
word “Title”.
• Type the message to be displayed if the user enters a wrong
value in the cell, in the textbox present below the word “Error
message”.
• Click on OK.
PIVOT TABLE

Pivot table is an interactive table that summarizes and analyses data

from a datasheet in a pivot table.

Steps to create a pivot table

 • Select the data series.
• Open the data menu.
• Click on pivot table and pivot chart report, the pivot table and
pivot chart wizard will appear.
• Click on Next.
• Click on Next once more.
• Click on layout.
• Click and drag the column headings listed at the right side of the
window in the appropriate location (like page, column, row, and
data).
• Click on OK.
• Click on Finish.

Practical 7

Create a datasheet with the following column headings.

• Item
• Branch
• Salesman
• Units sold
• Price per unit
• Amount

Create a pivot table.

• Drag the field/column heading amount to Data area.

• Drag the field/column heading item to row area.
• Drag the field/column heading Branch to column area.
• Drag the field/column heading salesman to page area.

Steps to delete the pivot table

There are two different ways to delete a pivot table.

• Select the sheet with the pivot table and delete it.
OR
• Select the sheet with the pivot table.
• Open the edit menu.
• Go to clear.
• Click on All.

FORMULA AUDITING

Auditing examines the relationship between cells and formulas on the

sheet and identifies errors. Auditing places arrows that point the cells
that provide data to formulas and the cells that refer to the cells.

There are three types of auditing in MS Excel. They are:-

• Dependent
 • Precedent
• Error

Dependent:- In this case arrows are displayed pointing from precedent

to dependent cells.

Precedent:- In this case a tracer arrow will appear to show the

precedent cells of a formula.

Error:- In this case the arrow is pointed towards a non-numeric cell.

Steps to audit a formula(Precedent)

• Select a dependent cell (the cell with a formula)

• Open the Tools menu.
• Go to Formula Auditing.
• Click on Trace Precedents.

Steps to audit a formula (Dependent)

• Select a source cell (precedent cell).

• Open the Tools menu.
• Go to Formula Auditing.
• Click on Trace Dependent.

Steps to audit a formula (Error)

• Select the cell with the error value.

• Open the Tools menu.
• Go to Formula Auditing.
• Click on Trace Error.

Steps to remove the formula auditing arrows

• Open the Tools menu.

• Go to Formula Auditing.
• Click on Remove All arrows.

PROTECTION

There are several levels of protection that can be applied to a workbook.

The top most level of protection is set at the file level. The other levels of
protecting the workbook are only after opening the workbook.

FILE PROTECTION

Passwords can be assigned to a file to get it opened. This type of

protection is known as File protection.
Steps to protect a workbook (File protection)

• Open the workbook.

• Open the Tools menu.
• Click on Options
• Click on the Security tab.
• Type the password nearby the word or text “Password to open” or
type a password to modify nearby the word or text “Password to
modify”.
• Click on OK.
• Retype the password which you have entered.
• Click on OK.

WORKBOOK PROTECTION

The workbook protection option is used to protect the contents of a

workbook.

• Structure:- If this option is selected, it prevents changes to the

worksheet structurg,(That is deleting, inserting, renaming,
copying, moving, the worksheets are not possible.

• Windows:- If this option is selected, it prevents changes to

workbooks that the window control button becomes hidden and
most window functions (move, size, restore, minimize, maximize,
New, Close) are disabled.
Steps to apply protection to workbook

• Open the Tools menu.

• Go to Protection.
• Click on Protect workbook, the “Protect workbook” window will
appear.
• Select the option which you want to(protect.
• Type the rassword.
• Clibk on OK.
• Retype the!password.
• Click on OK again.

Steps to unprotect the workbook

• Open Tools menu.

• Go to Protection.
• Click on Unprotect workbook.
• Type the password which was entered during the time of
protection.
• Click on OK

Goal Seek
 Above the sales is Nu: 2000, & the commission he/she is getting from the sales is
10%.so the amount he/she earn is Nu: 500.So from this user want to know, with
commission constant he/she wants to earn 500, so the result he/she got is
Nu.5000,(In order to earn 500 he/she should have the sales as 5000)

Header & footer

The header is inserted at the top of the sheet & footer is a text which is
inserted at the bottom of the sheet. It is quite different from the word.
The header & footer can be inserted using two methods.
1. using page set up method
2. using view menu
Steps
• Open the sheet with data
• Click to view
• Click to header & footer
• Click to customize Header
• Select the position(right. center or left selection)
(if you want to make bold italic ect.. click to A)
• Click to Ok
• Click to customize footer
• Select the position
• Eg: select left & type “Page” click to hash # sign, click to
center type “of” & click to double plus sign button, click
to right & type “And time is:” click to clock button.
• Click to ok
• click to print preview

Note: without any data in the sheet, it will not display any
preview.

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