MS-Excel

Government of India Ministry of Communications and Information Technology Department of Information Technology National Informatics Centre Training Division New Delhi

Contents
q Introduction 1

E Excel Environment E Moving Around in a Worksheet
q Practice Session 1 5

E Starting MS-Excel E Entering Data E Data Entry of Text and Numbers E Creating a Series of Text Entries E Creating a Series of Numbers E Entering Formulae E Computing Totals E Computing “Percent Total” column E Saving your Worksheet
q Practice Session 2 21

E Creating a Chart Using Chart Wizard E Selecting the data to be charted
E Choosing the Chart Type: Step 1 E Confirming the Data Range: Step 2 E Specifying Chart Options: Step 3 E Locating the Chart: Step 4

E Sizing and Moving a Chart Object E Editing a Chart q Practice Session 3 E Creating a List in a new Worksheet E Sorting the List E Applying Filter E Filtering with Advanced Criteria E More about Formulae E Splitting Worksheets and Freezing Titles E Hiding and Unhiding rows and columns q Practice Session 4 E Understanding “What-if Analysis” E Creating a worksheet for What-if Analysis E One Input Data table: Data table 1 E Two Input Data table: Data table 2 53 31 .

Each cell takes its name from this intersection and is referred to as a cell reference. In addition to worksheets. The columns are lettered across the top of the document window. the address of the cell at the intersection of column C and row 5 is referred to as cell C5. Sheet2. macros. The workbook is the main document used in Excel for storing and manipulating data. each new workbook you create contains 3 worksheets. beginning with A through Z and continuing with AA through AZ. For example. and so on.MS-Excel q Introduction E Excel Environment When you start Excel. Training Division. and so on through column IV. which are the basic units for storing data. you can also create charts. At the bottom of each worksheet is a series of sheet tabs. each of which can contain data.536 down the left side of the document window. which enable you to identify each worksheet in the workbook. BA through BZ. but you can add more worksheets later. a blank workbook appears in the document window. New Delhi 5 . The intersections of rows and columns form cells. Initially. A workbook consists of individual worksheets. The rows are numbered from 1 to 65. NIC. Each worksheet is made up of 256 columns and 65. The tabs initially are labeled as Sheet1. as shown in Figure 1. and dialog sheets.536 rows.

MS-Excel Figure 1 E Moving Around in a Worksheet In a new worksheet. ö Using a Mouse Using the mouse. the cell at the intersection of column A and row 1 is highlighted. the data appears in the active cell. indicating that cell A1 is the active cell. 6 Training Division. you can activate a cell quickly by placing the mouse pointer on the cell and clicking the left mouse button. first make that cell active by moving the mouse pointer to it. When you start typing. NIC. To enter data in another cell. using either the mouse or keyboard. New Delhi . You can also view another area of your worksheet and not move the active cell by using the scroll bars.

as mentioned below Key Ctrl Tab Enter Shift + Tab Shift + Enter Home Ctrl + Home Ctrl + End PgUp PgDn Alt + PgUp Alt + PgDn Ctrl + PgUp Ctrl + PgDn Description Moves to the cell on left. right. Training Division. NIC. If you click the scroll bar above the scroll box. the screen scrolls up one page. Using the mouse. to move to another cell. up. New Delhi 7 . respectively Moves to the next nonblank cell Moves one cell to the right Moves one cell down Moves one cell left Moves one cell up Moves to column A of the active row Moves to cell A1 of the worksheet Moves to the last cell used in the worksheet Moves up one screen Moves down one screen Moves one screen width to the left Moves one screen width to the right Moves to the following worksheet Moves to the preceding worksheet ö Moving Around by Scrolling To view another section of the worksheet without moving the active cell.MS-Excel ö Using the Keyboard You can use the arrow. use the vertical and horizontal scroll bars to reposition the screen. the screen scrolls down one page. or down. Page Up. and Page Down keys on your keyboard. If you click the scroll bar below the scroll box. click the up or down scroll arrow to scroll line by line. You also can scroll the screen by dragging the scroll box up and down the scroll bar. the row number or column heading is displayed for your reference. or various key combinations. When you drag the scroll box.

This means that first click on the File menu and then click on the sub option New from its drop down menu. Additional information.MS-Excel A Word with the Participant The conventions followed in this workbook are given below: (i) The steps/commands. New Delhi . Happy Learning!!! (NIC Faculty) 8 Training Division. are preceded by the symbol Ø. NIC. (iv) The button to be selected appears in Bold font and the selection is through clicking the mouse. the user has to perform. appears in this typeface. appear in the Bold font. if any. (ii) (iii) (v) (vi) Kindly note that these work books are designed for self learning. For example: Ø Select the File >> New option. For example: Ø Click the Cancel Button. The matter to be typed by the user. is mentioned in the boxes. It is therefore important that you follow the sequence of steps given in the work book. which can be skipped by the first timers. if desired. For example: Ø Switch on the Computer. For example: Ø Press the Enter key. For example: Ø Type My First File. The options/sub options to be selected or the messages given by the system. The keys to be pressed on the keyboard are shown in Italic font.

New Delhi 9 . NIC.MS-Excel q Practice Session 1 Session Plan • • • • • • • • • Starting MS Excel Entering Data Data Entry of Text and Numbers Creating a Series of Text Entries Creating a Series of Numbers Entering Formulae Computing Totals Computing “Percent Total” column Saving your Worksheet Training Division.

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you can type text. Ø Select Start >> Program >> MS Excel. times. The active cell displays the insertion point.MS-Excel q Practice Session 1 In this session we shall create the following worksheet as shown in Figure 2. E Entering Data After you activate the cell in which you want to enter data. NIC. As you type. or formulae in the cell. dates. New Delhi 11 . Figure 2 E Starting MS-Excel Ø Switch on the system. Training Division. numbers. After a while MS-Windows appears on the screen. a blinking bar that indicates where the next character you type will appear. the data appears in the active cell and in the area above the worksheet called the formula bar.

New Delhi . Excel stores that entry as text and aligns it to the left edge of the cell.000 characters in a single cell. click the X box or press Esc key. the screen looks like Figure 4. E Data Entry of Text & Numbers Text entries consist of alphanumeric characters such as letters. ‘=’ in the formula bar activates the Edit Formula feature. When you enter text in a cell. and symbols. which simplifies entering formulae in Excel. NIC.MS-Excel Name Box Click here to reject the date Click here to accept the data Insertion point Click here to activate the edit formula feature Formula bar Figure 3 As shown in Figure 3. 12 Training Division. To accept your Entry. click the P box or press Enter key. The third box. although Excel may not be able to display all the characters if the cell is not wide enough and an entry appears in the cell to its right. The first two boxes enable you to reject or accept the data you entered. three small boxes appear between the name box and the insertion point. in cell A1. in the formula bar. After you have entered the data. You can enter up to 32. Ø Type Quarterly Sales Data: ABC Moped Ltd. numbers. The cell A1 is selected/highlighted by default. To reject your entry.

and quarterly abbreviations. months. To fill a range of cells with text entries. For example.MS-Excel When you enter data that consists of numbers and text. Excel evaluates the entry to determine its value. Training Division.. such as a ZIP code. cell B4. Ø Place the mouse pointer on the Autofill handle as shown in Figure 5. but ‘46254 would be read as a text entry. Excel automatically determines that it is a text entry because of the letters. precede the entry with an apostrophe (‘). To enter a number as text. Figure 4 E Creating a Series of Text Entries Excel recognizes common text entries. If you type an entry such as 1098 Adams Street. NIC. for example.e. 46254 would be read as a number. Ø Select the first cell that contains the data i. New Delhi 13 . follow these steps: Ø In cell B4. type Qtr1. You can use the apostrophe when you want to enter a number but do not want Excel to interpret it as a value to be used in calculations. such as days.

MS-Excel + Autofil Handle Figure 5 Ø Drag the AutoFill handle over the range of adjacent cells that you want to fill. Figure 6 Ø Release the mouse button. NIC. New Delhi . 14 Training Division. as shown in Figure 6.

New Delhi 15 .MS-Excel Excel fills the range of selected cells with the appropriate text entries. NIC. as shown in Figure 7. Figure 7 Ø Cell A4 A5 A6 A7 A8 A9 F3 F4 G3 G4 Make the following text entries in your worksheet : Entry Region North South East West Total Yearly Total Percent Total Training Division.

e. follow these steps: Ø In cell C5 enter 1100. type 1000. Excel will use these two values to determine the amount to increment in each step. Ø Ø Select the range containing the numbers i.MS-Excel E Creating a Series of Numbers Numeric entries are constant values and consist only of numeric values. Cell B5 contains 1000 and C5 contains 1100. NIC.. Ø In cell B5. You can enter a series of numbers that increment by 1 or a value that you specify. range (B5:C5). New Delhi . 16 Training Division.e. To fill a range of cells with a series of numbers. Figure 8 Ø Release the mouse button. and values in scientific notation (1. D5:E5 (see Figure 8).23E + 08).426).. decimal fractions (14. you want to fill. integer fractions (1 ). Drag the Autofill handle (see Figure 6) over the range of adjacent cells i. You can enter integers (such as 124).

Apr… Jan 93 Jan 94. month names. dates. Product 3. Jan 97… Mon Tue. and keywords. 1997… Jan Feb. Wed.4 6. Jan 97… Jan 96. Product 4… 1993. 1996. Training Division. such as days of the week. times. Product 1 Product 2. Given below are some examples. Jan 95. Oct 96.1994 1995. Mar.8. and quarterly abbreviations. Jan 96. as shown in Figure 9. You can even customize Autofill series in an order of your choice. 12:00… 2. NIC. Thu…. Apr 96 Jul 96.10…. New Delhi 17 . Data You Enter Sequence Returned 10:00 11:00. (Select Tools>>Options>>Custom Lists).MS-Excel Excel fills the range of selected cells with the appropriate numeric values. Figure 9 Excel’s AutoFill feature recognizes numbers. Excel knows how these series run and hence extends the series to repeat correctly.

New Delhi .MS-Excel Ø Cell B6 C6 D6 E6 B7 C7 Type the following numbers in your worksheet Entry 1200 1100 900 1400 900 1200 Cell D7 E7 B8 C8 D8 E8 Entry 1300 1000 1100 1000 1000 1200 At the end of this exercise your worksheet should look like the one given below in Figure 10. NIC. Figure 10 18 Training Division.

The power of Excel’s formula capability lies in the fact that formulae can refer to data in other cells in the worksheet. Qtr1 Ø Go to the cell B9 where you want the total to appear. Excel automatically updates and recalculates the formulae.. in a cell.MS-Excel E Entering Formulae One of the most valuable features of Excel is its capability to calculate values using formulae. such as calculating the future value of a stream of cash flows. E Computing Totals ö Computing Totals for the first quarter i. When the values in these cells change. activated/highlighted. using the new data in these cells. to the complex.e. the corresponding cell containing the formula is. adds the values in the range (B5:B8). it is calculated immediately and the value is stored in the corresponding cell. such as adding a range of values. formula bar shows the actual formula and not the value. Excel formulae can range from the simple. NIC. New Delhi 19 . Figure 11 Training Division. The formula =SUM (B5:B8). After you finish typing a formula. whenever. However. Excel recognizes a formula in a cell if the entry starts with an equal sign (=) or a plus sign (+) or a minus sign (-). Even @ symbol can be used to recognize formula. for example.

20 Training Division. New Delhi .MS-Excel Ø To enter the formula. first type = and then type the formula SUM (B5:B8). as shown in Figure 11. The active cell and the formula bar display the formula as you enter it. Here also. Ø Ø Ø Ø Select the cell B9 Select Edit >>Copy Select the range from C9 to E9 by highlighting the range. it shows the positional relationship among the cells which is called Relative Addressing. NIC. Ø Ø Ø Ø Ø In the cell F5 enter the formula =SUM (B5:E5) Select the cell F5 Select Edit >>Copy Select the range from F6 to F9 by highlighting the range. we will compute the total for each region. Select Edit >>Paste Your worksheet now contains all the totals as shown in Figure 12. we will first compute total for North region and then copy the formula for the other regions. ö Computing Totals for the Regions Next. Select Edit >>Paste Note that when formula is copied to another cell. press the Enter key. ö Computing Totals for the rest of the Qtr’s (Copy Range) The formula entered in cell B9 can be copied to rest of the columns in the same row through following steps. Ø After the formula is complete.

so that when you copy this formula subsequently.MS-Excel Figure 12 E Computing “Percent Total” column ö Computing Fractions Ø Ø In the cell G5 type the formula =F5/$F$9 ($F$9 stands for absolute reference. New Delhi 21 .) Copy the formula from the cell G5 to the range (G6:G9) Your worksheet now contains all the fractions as shown in Figure 13. NIC. Training Division. $F$9 remains constant for the entire target range.

NIC..MS-Excel Figure 13 ö Formatting “Percent Total” column to display Percentages Ø Select the range to be formatted i.e. New Delhi . (G5:G9) Ø Choose Format >>Cells The Format Cells dialog box appears on the screen. as shown in Figure 14. Figure 14 22 Training Division.

Select Percentage from the Category List Click OK Your worksheet should look like the one given below in Figure 15. NIC. Figure 15 E Saving your Worksheet Ø Select File>>Save Ø Type exercise1 as the name of the file and press the Enter key Note that the title bar in MS Excel reflects the file name as Exercise1 instead of the default name Book1. New Delhi 23 . Training Division.MS-Excel Ø Ø Ø Select Number tab option.

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NIC. New Delhi 25 .MS-Excel q Practice Session 2 Session Plan • • • • • • • • Creating a Chart Using Chart Wizard Selecting the data to be charted Choosing the Chart Type: Step 1 Confirming the Data Range: Step 2 Specifying Chart Options: Step 3 Locating the Chart: Step 4 Moving and Sizing a Chart Object Editing a Chart Training Division.

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using the Chart Wizard of MS-Excel. E Selecting the data to be charted Ø Select the data shown in Figure 16. Position labels to be used on a chart in the top row and left most column of the data range. You can create many types of chart. Select nonadjacent cells by holding down the Ctrl key. pie chart etc. step-by-step approach to creating charts from worksheet data.MS-Excel q Practice Session 2 In this session. E Creating a Chart Using Chart Wizard The first step in creating a chart is to select the data on the worksheet. Although you can select data to be charted before. but need not be in adjacent columns and rows. bar chart. New Delhi 27 . Use following guidelines when selecting data for a chart: • • • • On the worksheet. or after the Chart Wizard runs. which provides an automated. line chart. for example. NIC. it’s typical to select the data first. the data for the chart must be placed in columns and rows. Training Division. we shall create a chart. during. Select the labels along with the chart data. to follow the steps involved.

you specify the Chart Type as Column and Subtype as Clustered Column. E Choosing the Chart Type: Step 1 In Step 1 of Chart Wizard. NIC. 28 Training Division. New Delhi . you can preview the chart in Step 1 by using the Press and Hold to View Sample button as shown in Figure 17.MS-Excel Figure 16 Ø Select Insert>>Chart or Ø Click Chart Wizard button from the standard toolbar Step 1 of the Chart Wizard is displayed. If you selected your data range before starting the Chart Wizard.

To move from step to step in the Chart Wizard. the chart is updated automatically. Training Division. Next Back Finish Cancel Ø Move to the next step Return to the previous step Exit Chart Wizard with options chosen so far Cancel the Chart Wizard and return to the worksheet Click the Next button to go to Step 2 of the Chart Wizard. New Delhi 29 . If data in this cell range changes. use the action buttons as defined below. NIC.MS-Excel Figure 17 The chart is linked to the cell range on the worksheet that contains the data.

NIC. If the data is in non-contiguous columns/rows. the data for the chart must be placed in columns and rows. hold down the Ctrl key and then select the non-contiguous data columns/rows. On the worksheet. Qtr3. A data series contains the data in one column of a columnoriented worksheet range. Step 2 also offers a Series tab. but need not be in adjacent columns and rows. Step 2 offers a Data Range tab. Qtr2.MS-Excel E Confirming the Data Range: Step 2 In Step 2 in the Chart Wizard. where you can review and modify different options for your chart’s data series. Figure 18 Ø Click Next (assuming that you are satisfied with the range you selected before starting the Chart Wizard and the default series.) 30 Training Division. you specify the range and the series to be charted. and Qtr4. New Delhi . This chart contains four data series: namely Qtr1.

Training Division. E Locating the Chart: Step 4 In the final step in the ChartWizard. you specify whether you want to embed the chart in the worksheet. New Delhi 31 . and labels for the Category (X) Axis and for the Value (Y) Axis. These options are found on six different tabs on the dialog box. Ø Ø Select As Object in button Click Finish to complete the process. or create a separate chart sheet. Type in the following titles: Ø Ø Ø Chart Title Category (X) axis Value (Y) axis : : : Quarterly Sales Data Quarters Sales Figure 19 Ø Click Next to go to the Step 4 of Chart wizard. The Titles tab allows you to specify a Chart Title.MS-Excel E Specifying Chart Options: Step 3 Step 3 of the ChartWizard allows you to specify additional charting options. NIC.

MS-Excel Figure 20 Note that you may click Finish button in any step of the Chart Wizard. New Delhi . NIC. Figure 21 32 Training Division. if you’re willing to accept the default options. The completed chart and the Chart Toolbar appear in your worksheet as shown in Figure 21.

are the selection handles. New Delhi 33 . The mouse pointer becomes a double-headed arrow. you can make it larger or smaller or move it to a new location on the worksheet. Click and drag the handle to make the chart larger or smaller. you can use the handles to add new data to a chart or to remove data from it. NIC. To size a chart. Small black squares appearing around the chart. its worksheet data range is surrounded by border.MS-Excel Note that in Figure 21. Position the mouse pointer over a handle. The borders have selection handles that you can click and drag. E Sizing and Moving a Chart Object After a chart is created. complete the following steps: Ø Ø Ø Activate the Chart by clicking it. To proportionally size the chart. after the chart is complete. This is a convenient way to reduce or expand the range that the chart covers: that is. Figure 22 Training Division. hold down the Shift key while dragging one of the corner handles.

Ø Then. you can change its type. first click the chart to activate it. click just inside the chart boundary (not on one of the handles) and drag the chart to a new position. NIC. options and location. New Delhi . to make the changes. E Editing a Chart After a chart is created. While you are resizing the chart. dotted lines appear so as to indicate the increase or decrease in the size of the chart. the pointer changes to the shape of a Crossbar. source data. Saving your worksheet Ø Select File>>Save 34 Training Division. Ø Close the Chart Toolbar Window. To edit/change your chart Ø Ø Select the Chart menu Select the appropriate command. as shown in Figure 22. Ø To move a chart to a new location on the worksheet.MS-Excel As a chart is being resized. the Data menu is replaced by the Chart menu. Ø Select the chart to be edited In the Menu Bar.

NIC.MS-Excel q Practice Session 3 Session Plan • • • • • • • Creating a list in a new Worksheet Sorting the List Applying Filter Filtering with Advanced Criteria More about Formulae Splitting Worksheets and Freezing titles Hiding and Unhiding rows and columns Training Division. New Delhi 35 .

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MS-Excel q Practice Session 3 In this session. exercise1 and create a list containing names of students. Ø Compute % total in the cell I2 as = h2/500 and then copy this formula entered in the cell I2 to the range from I3 to I19. New Delhi 37 . we shall work in the same file. their marks in various subjects and grand total. E Creating a list in a new Worksheet Ø Click on the Sheet2 tab in the bottom left corner of your worksheet as shown in Figure 23. We will sort and filter the list. NIC. as shown in Figure 24. Ø Compute the Total of marks in the cell H2 and then copy this formula entered in the cell H2 to the range from H3 to H19. and only make text entries in H1 & I1 cells. Ø Figure 24 Training Division. create the data till column G. Sheet2 tab Figure 23 In the new worksheet.

New Delhi . Figure 25 Ø Select Data>>Sort. The dialog box shown in Figure 26 appears on the screen. NIC.MS-Excel E Sorting the List Ø Select the list. Figure 26 38 Training Division. as shown in Figure 25.

Select Then by as Fname.e. Your screen will look as shown in Figure 27. Training Division. A1 to I19. New Delhi 39 . Select Data>>Filter>>AutoFilter. as shown in Figure 28. You will see dropdown symbol appearing with all the fields in the first row of the data range.. NIC. Click anywhere on the screen to deselect the range. In My list has option. Click anywhere on the screen to deselect the area. click Header row. Figure 27 E Applying Filter Let us filter those students whose percentage of total marks is above 80%. Click OK to perform the sort.MS-Excel Ø Ø Ø Ø Ø Select Sort by as Lname. Ø Ø Ø Select the range containing the list i.

MS-Excel Figure 28 ö Filtering the list Ø Click % total dropdown icon On your worksheet the following list appears. as shown in Figure 29. NIC. New Delhi . 40 Training Division.

New Delhi 41 . Figure 30 Ø Click on % total dropdown list box. NIC. Following list. The dialog box as shown in Figure 30. appears on the screen. appears on the screen. as shown in Figure 31.MS-Excel Figure 29 Ø From the list select Custom. Training Division.

42 Training Division. NIC. Type 80 % in the adjacent box as shown in Figure 32. Figure 32 Ø Click OK.MS-Excel Figure 31 Ø Ø Select is greater than option. New Delhi . The filtered list appears in your worksheet as shown in Figure 33.

New Delhi 43 . The status bar displays the number of rows that meet the criteria or the text “Filter mode”. you are applying filter to a list.MS-Excel Figure 33 When you hide the rows using criteria. ö Removing the AutoFilter Ø Ø Select Data>>Filter Choose AutoFilter (This is a toggle command) Original sorted list of all the students appears on the screen. Training Division. • Arrows for columns with filter criterion selected appear blue on your worksheet. NIC. Microsoft Excel helps you recognize the filter status of a list by providing visual clues. • Row heading appears blue on your worksheet.

b. New Delhi . (a) Filtering students who have scored more than 90 marks in both the subjects (i) Creating the criteria range Ø Ø Copy all the titles.. Let us try to filter the students containing marks in Physics and Chemistry according to following two criteria: a. from the source range A1:I1 to the target range A21:I21 Type > 90 in the cells E22 and F22 as the criteria (i. use the Advanced Filter command (from Data menu command). prepare your worksheet for this action. More than 90 marks in both the subjects More than 90 marks in both or either of the subjects Before performing the advanced filter. NIC.e.MS-Excel E Filtering with Advanced Criteria To filter a list using more complex criteria than you use with AutoFilter. You have to create a criteria range before you can do advanced filter. more than 90 marks in both the subjects) Your worksheet will look like Figure 34. 44 Training Division.

MS-Excel Figure 34 Now we are ready to perform advance filter command.e. Figure 35 Training Division. Ø Ø Select the range containing the list i.. NIC. New Delhi 45 . appears on the screen. A1:I19 Select Data>>Filter>>Advanced Filter The dialog box as shown in Figure 35.

Figure 36 (ii) Removing the Filter Ø Select Data>>Filter>>Show All Original sorted list of all the students appears on the screen. Your screen. New Delhi .e. who has scored marks more than 90 in both the subjects. more than 90 marks in both or either of the subjects) as shown in Figure 37. as shown in Figure 36.MS-Excel Give the following options/ranges in this dialog box: Ø Click Filter the list. shows only one filtered record of the student. Training Division. NIC. in-place option Ø In List range: type A1:I19 Ø In Criteria range: type A21:I22 Ø Click OK Ø Click anywhere on the screen to deselect the range.. (b) Filtering students who have scored more than 90 marks in both or either of the subjects (i) Creating the Criteria Range Ø Ø 46 Delete the entry “> 90” from the cell F22 Type > 90 in the cells E22 and F23 as the criteria (i.

Ø Ø Select the range containing the list i.MS-Excel Figure 37 Now we are ready to perform advance filter command..e. Figure 38 Training Division. A1:I19 Select Data>>Filter>>Advanced Filter Dialog box as shown in Figure 38 appears on the screen. New Delhi 47 . NIC.

who have scored marks more than 90 in either or both the subjects. average. E More about Formulae Let us try to compute some more data about this list. by inserting blank rows. New Delhi . for example. maximum and minimum marks for various subjects. Before computing these values we will make space for them in our worksheet. Figure 39 (ii) Removing the Filter Ø Select Data>>Filter>>Show All Original sorted list of all the students appears on the screen. as shown in Figure 39. NIC.MS-Excel Give the following options/ranges in this dialog box: Ø Ø Ø Ø Ø Select Filter the list. filtered records of all the students. in-place option In List range: type A1:I19 In Criteria range: type A21:I23 Click OK Click anywhere on the screen to deselect the range. Your screen. 48 Training Division.

NIC.MS-Excel ö Inserting rows in the worksheet To insert four blank rows Ø Ø Select the range A21:A24 (i.. four cells in a columnar range) Select Insert>>Rows Now make the following entries in your worksheet as shown in Figure 40.e. Ø Ø Ø In cell A21 type Average In cell A22 type Maximum In cell A23 type Minimum Figure 40 Ø Ø Select the Cell C21 Click on the Paste Function tool from the toolbar Training Division. New Delhi 49 .

NIC. Click on the category and the right pane of the dialog box will display all the available functions in that category arranged alphabetically. financial functions like Internal Rate of Returns (IRR). New Delhi . statistical functions like Variance. as shown in Figure 41.MS-Excel Paste Function dialog box appears on the screen. Ø Click OK The dialog box as shown in Figure 42 appears on the screen. 50 Training Division. for example. mathematical functions like absolute values etc. Ø Select Function category as Statistical Ø Select Function name as AVERAGE Lower pane in the dialog box explains the function chosen. Figure 41 Excel offers several kinds of functions.

MS-Excel Figure 42 Ø In the Number1 bar. Ø Click OK Average value for English subject appears in the cell C21. If you remember the function name. New Delhi 51 . you can type in the formula straight. NIC. As you enter the range. Ø In cell C22 type = max (c2:c19) Ø In cell C23 type = min (c2:c19) Your worksheet now contains all the formulae as shown in Figure 43. the dialog box displays the formula result. Training Division. enter the range as C2:C19 for which the average has to be computed.

Press Esc key to remove the dotted rectangle around the source range. NIC. Ø Ø Ø Ø Ø Ø Select the range C21:C23 Select Edit>>Copy Select the range D21: I23 Select Edit>>Paste Click anywhere on the screen to deselect the highlighted range.MS-Excel Figure 43 Now copy these formulae for remaining subjects. Your worksheet will display these function values for all the subjects. 52 Training Division. C21:I21 Ø Select Format>>Cells Format Cells dialog box appears on the screen as shown in Figure 44.e.. ö Formatting the worksheet Ø Select the range containing Average values i. New Delhi .

e.. NIC.MS-Excel Figure 44 Under the Number Tab Ø Ø Ø Ø Ø Ø Ø Ø Select Number format Select Decimal Places as 2 Click OK Similarly select the range containing the percentages i. Training Division. Select Format>>Cells Select Number>>Percentage format Click OK Click anywhere on the screen to deselect the range. Percentages are computed as shown in Figure 45. New Delhi 53 . I21:I23.

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Figure 45

To save your worksheet Ø Select File>>Save

E Splitting Worksheets and Freezing titles
When you want to scroll your worksheet and still be able to see your titles for the columns or rows, you can split the worksheet into panes. Then you can scroll the worksheet in one pane, while your titles remain visible in another pane. Splitting is useful for viewing large lists. Both the Split and Freeze Panes commands on the Window menu split the window into panes at the active cell. Ø Ø 54 Click the mouse on cell C2 Select Window>>Split Training Division, NIC, New Delhi

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Your screen becomes split as shown in Figure 46.

Figure 46

Removing Splits
Ø Select Window>>Remove Split

Worksheet is restored back. Similarly you can use Freeze Panes/Unfreeze Panes command from Window menu.

E Hiding and Unhiding rows and columns
You can hide and unhide rows and columns to view or print only the data you want. This does not delete them from the worksheet, it just puts them out of sight. Ø Ø Select the columns C,D,E,F,G Select Format>>Column>>Hide 55

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Your screen will show only the total and % total columns as shown in Figure 47.

Figure 47

To unhide the columns, Ø Select Format>>Column>>Unhide

Worksheet is restored back.

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MS-Excel q Practice Session 4 Session Plan • • • • Understanding “What-if Analysis” Creating a worksheet for What-if Analysis One Input Data table: Data table 1 Two Input Data table: Data table 2 Training Division. NIC. New Delhi 57 .

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A data table is a range of cells that show the results of substituting different values in one or more formulae. E Creating a worksheet for What-if Analysis Let us try to compute Simple Interest and Compound Interest for a given principal. to see. how a change in one/two independent variable(s) (referred) in that formula. There are two types of data tables : One-input Data table: You enter different values for one variable and see the effect on one or more formulae. rate of interest and period.MS-Excel q Practice Session 4 E Understanding “What-if Analysis” Once a formula has been entered in your worksheet. New Delhi 59 . Ø Click on the Sheet3 tab in the bottom left corner of your worksheet In the new worksheet. you can perform “what-if” analysis using a data table. Two-input Data table: You enter different values for two variables and see the effect on one formula. make the following entries: Ø In cell A1 type Principal Ø In cell A2 type Rate Ø In cell A3 type Period Ø In cell A4 type Simple Interest Ø In cell A5 type Compound Interest Training Division. affect(s) the results of that formula. NIC.

Principal Ø In cell B4 type =B1*B2*B3 Ø In cell B5 type =B1*(1+B2)^B3-B1 Your worksheet will display the results of these formulae as shown in Figure 49. 60 Training Division. New Delhi .MS-Excel Increasing the Column width Let us increase the column width of column A to accommodate all the titles. Figure 48 Let us now enter the values. Ø Ø Ø In cell B1 type 10000 In cell B2 type . Adjust the column width to accommodate the titles. Ø Click and drag the border between the columns A and B (pointed by an arrow in the Figure 48). NIC.05 In cell B3 type 5 Let us use the following formulae in their respective cells: Simple Interest = Principal * Rate * Period Compound Interest = Principal * (1 + Rate) ^ Period .

. Let us make the following entries in the worksheet: Ø Ø Ø Ø Ø Ø Ø Ø In cell A6 type Data Table 1 In cell B6 type Rate In cell C6 type Simp.e.06 Select the range B8:B9 Select the AutoFill handle to fill the range B10: B13 with values . In cell B8 type .07.MS-Excel Figure 49 E One Input Data table: Data table 1 We will use data table 1. Int. to see the influence of one variable i. Int. In cell D6 type Comp. Training Division. respectively.05 In cell B9 type . simple interest and compound interest. .1 respectively.09. Ø In cell C7 type =B4 Ø In cell D7 type =B5 Last two entries will result into actual substitution of the values from the cells B4 and B5 containing Simple Interest and Compound Interest formulae. New Delhi 61 . NIC. .. as shown in Figure 50.08. rate (cell B2) on two dependent formulae.

it is the column input. Ø Type B2 for Column input cell: Ø Click OK Ø Click anywhere on the worksheet to deselect the highlighted range Your data range is filled with changing values for simple interest and compound interest. as shown in Figure 51. 62 Training Division..e. which is changing. New Delhi . In both the formulae this variable rate is referred to by cell b2. Figure 51 Rate is varying across the column.MS-Excel Figure 50 Ø Ø Select the data table range i. as shown in Figure 52. B7:D13 (Range containing the rate values and both the formulae) Select Data>>Table… Table dialog box appears on the screen. NIC.

NIC.MS-Excel Figure 52 E Two Input Data table: Data table 2 We will use data table 2.. to see the influence of two variables i.3.5 In cell B16 type =B4 (Simple Interest formula) From the drawing toolbar.2.4. say Simple Interest. If the Drawing Toolbar is not visible. rate (cell B2) and period (cell B3) on one dependent formula.e. Let us make the following entries in the worksheet: Ø Ø Ø Ø Ø Ø Ø In cell A15 type Data Table 2 In cell B15 type Rate In cell C15 type Period Copy the rate values from the range B8:B13 to B17:B22 In the range B16:G16 type period values as 1. select View>>Toolbars>>Drawing. Training Division. New Delhi 63 . select the pointed arrow tool and draw arrows as shown in Figure 53 (Optional).

which is depicted as changing rate values. which is shown as changing period values.e. .e. Period is varying across the row. Figure 54 Rate is varying across the column. period values and the simple interest formula) Ø Select Data>>Table… Table dialog box appears on the screen. it is the column input. In the Simple Interest formula rate is referred by cell B2 and period is referred by B3.MS-Excel Figure 53 Simple interest formula appears at the intersection of the rate column and period row i.. NIC. B16:G22 (Range containing the rate values. 64 Training Division. it is the row input.. cell B16. New Delhi . as shown in Figure 54. Ø Select the data table range i.

NIC. Figure 55 Ø Click OK Ø Click any where on the worksheet to deselect the highlighted range The selected range is filled with two dimensional table depicting Simple Interest values against rate and period pair. New Delhi 65 .MS-Excel Ø Ø Type B2 for Column input cell Type B3 for Row input cell As shown in the following Figure 55. Figure 56 Ø Select File>> Save To exit from MS-Excel Ø Select File>>Exit Training Division. as shown in Figure 56.

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