Day 3 Excel Advanced Part 2

Microsoft Office
Excel
Table of Contents
Contents
Organising Data: ............................................................................................................................... 4
Sorting data ............................................................................................................................. 4
Outlining Data.......................................................................................................................... 9
Creating subtotals.................................................................................................................... 9
Filtering .................................................................................................................................. 12
Self-Assessment Questions ...................................................................................................14
Working with Complex Functions and Formulas............................................................................15
Financial Functions ................................................................................................................ 15
Logical Functions ................................................................................................................... 16
Text Functions ....................................................................................................................... 18
The Date Function ................................................................................................................. 21
Lookup And References ......................................................................................................... 24
Pivot Table 26
Using What-if analysis .................................................................................................................... 30
Data Table.............................................................................................................................. 30
Scenarios Manager ................................................................................................................ 32
Goal Seek: .............................................................................................................................. 36
Charts 1
Create a Chart .......................................................................................................................... 1
Change Chart Type .................................................................................................................. 4
Chart Title ................................................................................................................................ 5
Legend Position ....................................................................................................................... 5
Data Labels .............................................................................................................................. 6
Select “Add TrendLine…” ...................................................................................................... 7
Add SparkLines ................................................................................................................................. 7
Reviewing and Sharing Workbooks ................................................................................................ 10
Tracking changes ................................................................................................................... 11
Office Automation Tools

Adding and deleting comments ............................................................................................ 13
Summary................................................................................................................................ 18
Subjective Questions ............................................................................................................... 18
Answer Keys ............................................................................................................................... 18
Bibliography................................................................................................................................ 21
e-References ............................................................................................................................... 21
Organising Data:
Microsoft Excel allows us to organize the data using sorting, filtering. It will help us to analyse
the data and present it in a more understandable format.
Sorting data
If your Excel worksheet has large data, using the Sort dialog box to sort number of
columns can make it easy to find the data you need. The Sort dialog box tells us what
column to sort on next when two cells in the main sort column have the same value or
data.
Note:
Although it is common to sort is by rows (top - bottom), you can also sort by columns
(left - right). In the Sort dialog box, click the Options button, Select Sort left to right, and
click OK.
Select data you want to sort.
You can select only one column of data if you want to sort that column independently of
the rest of the data. However, in most cases, you would want to sort the entire list.
Select the Sort button in the Sort & Filter group on the Data tab.
The Sort dialog box will be displayed. If data is inclusive of column headings, “My Data
Has Headers” check box should be checked. Excel can generally detect the correct setting
automatically.

From the Sort By drop-down list, select the column whichever you want to sort.
This drop-down list includes the column headings for each column in the selected list.
From the Sort On drop-down list, choose the option Values.

We also can perform the sort on Cell Color, Font Color, or Cell Icon. We will perform a sort based
on values rather than formatting.
From the Order drop-down list, select the order in which you want to sort the data.
The options that appear in this list change based on the contents of the selected sort
column. Choose A to Z or Z to A to sort text values, Smallest to Largest or vice versa to
sort numeric data, or Oldest to Newest or Newest to Oldest to sort by dates.
Click the Add Level button.

More drop-down list boxes appear for the secondary sort column.
From the Then By list, select the secondary column we want to sort on.
This is the column that will sort by if two or more items are same in the first Sort By
option.
Select how we want to sort the second data criteria.
After you specify the options for the secondary sort column, you can add more sort
columns as required. Use the Move Up and Move Down buttons if you want to change
the order of the columns to be sorted
Click OK.
The dialog box closes and Excel performs the sorting as follows

Sort the Data According to Custom List
 Select the Data to be sorted

 Click on Data Tab Sort
 Select the field for which we want to sort by custom list.
 Custom List Dialog box appears
 Type the list
 Click on Add
 Click OK

Outlining Data
 If you have the data that you want to group and summarize, you can make an
outline of up to 8 levels, one for each group. Every inner level is represented by a
higher number in the outline symbols shows detailed data for the preceding outer
level, shown by a lower number in the outline symbols. Outline is used to quickly
display summary rows or columns, or to reveal the complete data for each group.
You can create an outline of rows, an outline of columns, or an outline of both
rows or columns. Summary Report of your data that only displays totals
accompanied by a chart of those totals
 To display columns for a level, click the suitable outline symbols.
 Steps:-
1. Select the Columns, Go to Data Tab Click on Group
It is shown as below
5. To expand or collapse data in your outline, click the outline symbols. Or click on
1,2,3 etc.
Creating subtotals
The Subtotal command allows you to create groups and use common functions like
SUM, COUNT, and AVERAGE which will help to summarize your data.
Your data has to be correctly sorted before using the Subtotal command
To create a subtotal:
In this example, we use the Subtotal command with a Designation to determine how
many employees are present with each designation
First, sort your worksheet by the data you want to subtotal. In this example, we will
create a subtotal for each Designation, so our worksheet has been sorted by Designation
from smallest to largest.
Click the Data tab, then select the Subtotal command.

 The Subtotal dialog box will appear. Click the drop-down arrow for each change
in: field for selecting the column you want to subtotal. In this example, we will
select Designation.
 Select the drop-down arrow for the Use function: field for selecting the function
you want to use. In this example, we can select COUNT to count the number of
employees in each designation.
 In the Add subtotal to: field, select the column where we want the calculated
subtotal to appear. In our example, we will select Designation.
 When you are satisfied with your selections, click OK.

 The worksheet is outlined into groups, and the subtotal will be listed
below each group
.
Filtering
Filtering allows you to display only data that satisfy certain condition. To filter:
 Click the column or columns that has the data you want to filter
 On the Home tab, click on Sort & Filter. Or Select Data Tab Click on Filter
button
 Click the Arrow which is appeared for every column, Select any check box to get
your data.

 Or Click the Text FilterSelect the operator
 Type the Text.


 Click on OK Button.
Commented [u1]: Self Assessment questions to be added

Self-Assessment Questions after each topic. Minimum 3 questions per topic
1. You can open the Sort dialog box by choosing Sort from the ….. menu
a) View
b) Format
c) Tools
d) Data
2. To extract the data based on condition
a) Sort command from Table menu
b) Filter command from Data menu
c) Data Validation from Tools menu
d) None of these
3. _____________ of your data that only displays totals accompanied by a chart of
those totals.
a) Summary report

b) Outline
c) Group
d) None of the above
4. We can make an outline of up to __________.
a) 8 level
b) 6 level
c) 7 level
d) 10 level
Working with Complex Functions and Formulas
Financial Functions
The PMT( ) Function
You use this function when you want to calculate things like the monthly payment
amounts on a loan, or how much per month will cost for mortgage amount.
Syntax
PMT(rate, nper, pv, fv, type)

Only the first three are needed, and last 2 are optional
We will work out our monthly loan costs with the help of the PMT( ) function.
The formula typed in D4 “=PMT(A4/12,B4*12,-C4)

I Parameter:- A4/12 as rate is per annum, we repay every month.
II Parameter: B4*12 as duration is given in Years, each year has 12 months.
III Parameter:-we use Minus as it is a debt.
Total Amount Paid back is “=D6*B6”
Similarly we can calculate Interest we pay every month and principal we pay.
Interest:- =IPMT($A$6,A10,$B$6,-C6)
Principal amount:- =PPMT($A$6,A10,$B$6,-C6) as per below example
Logical Functions
If Function:
This function will test a condition. If the condition is met, it is considered to be TRUE.
If the condition is not satisfied it is considered as FALSE. Based upon the result, one of
two actions will be carried out.
Syntax
=IF(Condition,ActionIfTrue,ActionIfFalse)
Example 1
The following table has the Sales figures and Targets for sales reps.
 Each has its own target which it must reach.
 The =IF() function will the Sales with the Target.
 If the Sales are >= Target the result is shown as Achieved.
 If the Sales do not reach the target the result of Not Achieved is shown.
 The text used in the =IF() function has to be placed in “ ” double quotes "Achieved".

Example 2
The following table is like that in Example 1.
 This time the Commission is paid to the sales rep is calculated.
 If the Sales >= Target, the Commission is calculated 10% of Sales.
 If Sales < Target, the Commission is calculated only 5% of Sales.
And Operator
 This function tests two or more criterias to see if they are all true.
 It is used to test a series of numbers meet certain conditions.
 It is used to test a number or a date is between an upper and lower limit.
 Normally the AND() function would be used in combination with a function
such as =IF().
Syntax
=AND(Test1,Test2)
Note maximum there can be upto 30 possible

tests.
Example 3
 This example uses the =AND() function within the =IF() function.
 A builders merchant gives 10% discount on few product lines.
 The discount is given on products which are on Special Offer, when the Order
Value is £1000 or more.
 The =AND() function is used along with the =IF() to check that the product is
having offer and that the value of the order is more than £1000.
Or Function
This function tests two or more criterias to see if any of them are true.
It can be used to test at least one of a series of numbers meets certain criteria.
Normally the OR() function would be used in combination with a function such as =IF().
Syntax
=Or(Test1,Test2)
Text Functions
Will add text functions to your worksheet.

Upper Function
This function converts all characters to upper case.

Syntax
=UPPER(TextToConvert)
Lower Function
This function converts all characters to Lower case.
=LOWER(TextToConvert)
Proper Function
This function converts all alphabets to Proper case
Syntax
=PROPER(TextToConvert)
Left Function
Returns the leftmost characters from a text.
Syntax
=LEFT(OriginalText,NumberOfCharactersNeeded)
=Left(“Computer”,3) will give Com as result
Or we can use as
=Left(A1,3) where if A1 has text “Computer”, will result in “Com”.
Right Function
Returns the Rightmost characters from a text
Syntax
=RIGHT(OriginalText,NumberOfCharactersNeeded)
=RIGHT(“Computer”,3) = “ter” or “=Right(A1,3)” where A1 has “Computer”
Mid Function
Returns the middle Alphabets from a text
Syntax
=MID(OriginalText,startPosition,NumberOfCharacters)
=MID(“Computer”,3,2) will result in “mp”
Or we can use as
=MID(A1,3,2) where if A1 has “Computer” will result in “mp”

Find Function
This function searches for a specific character inside another piece of text.
When the character is present the position is shown as a number.
If the text has more than one reference to the character, the first occurrence is used.
An extra option can be used to start the search at a specific point in the text, thus
enabling the search to find duplicate existence of the letter.
If the specified character is not found in the text, the result #VALUE is shown.
Syntax
=FIND(LetterToLook,TextToLookInside,StartingPosition)
LetterToLookFor : This has to be a single character.
TextToLookInside : This is the text to be searched through.
StartPosition : This is optional, it specifies at which position in the text the search should
begin.
The Date Function
Date and Time functions are very common when we are creating spreadsheets.
To get the date functions we use Formulas TabDate & Time Functions
Date Function
This function creates a date by using three numbers typed into separate Parameters
Syntax
=DATE(year,month,day)
Now()
This function shows the current date and time. The displayed date will be updated each
time the worksheet is opened and every time an entry is made anywhere on the
worksheet.
Syntax
=NOW()
Today()
Use this to show the current date.
Synatx
=Today()

Year/Month/Day
The above three functions will extract year month and day.
DateDif function
We use this to find the difference between the dates.
“Y” – gives difference in Yrs
“YM” –gives difference in Months after completing rounded years.
“MD”--gives difference in Days after completing rounded Months.
Syntax :
=DateDif(Startdate,EndDate,Y/YM/MD)
Lookup And References
VLookUp Function
Excel's VLOOKUP function, which means for vertical lookup, is used to find specific
information that is stored in a sheet.
The syntax for the VLOOKUP function is:
= VLOOKUP ( lookup_value , table_array , col_index_num , range_lookup )
 lookup _value: The input value you want to find in the first column of the
table_array
 table_array: The range of data that VLOOKUP searches to find your
corresponding information. The table_array must have at least two columns of
data. The first column must have the lookup_values.
 col_index_num: The index of the column in the table_array that has the data you
want it be returned.
 range_lookup: A logical value (TRUE or FALSE only) that indicates if you want
VLOOKUP to find an exact or an approximate match to the lookup_value.
In the above figure we are extracting the Employee Name/Gender for “E004”
HLookup Function
This function searches across the column headings at the top of a table to find a specified
item.
When the item is found, it then scans down the column to pick a cell entry.
Syntax
=HLOOKUP(ItemToFind,RangeToLookIn,RowToPickFrom,SortedOrUnsorted)
The ItemToFind is a single value specified by the user.
The RangeToLookIn is the range of data with the column headings at the top.
The RowToPickFrom is how far down the column the function should look to pick from.

The Sorted/Unsorted is whether the column headings are sorted. TRUE for yes, FALSE
for no.

5. How do you display current date only in MS Excel?
a) date ()
b) Today ()
c) now ()
d) time ()
6. Which function is used to calculate depreciation, EMI, Mortgage amount,rates of
return, future values and loan payment amounts?
a) Logical
b) Math & Trigonometry
c) Statistical
d) Financial
7. “If” function is used for
a) Checking the condition
b) Validating the cell
c) Calculate result based on condition
d) All of the above
8. The output of Mid(“Education”,5,4)
a) tion
b) atio
c) cati
d) None of the above
9. The output of the following
Find(“.”,“Stevemartin@yahoo.co.in”,18)
a) 18
b) 21
c) 22
d) 23
10. The function to count no of years, months, and Days between 2 dates
a) Datedif c) Date
b) Days360 d) None of the above
Pivot Table
A Pivot Table is used to present information in a Table/Graphical format. You can select
from drop down lists and change the data that is to be displayed. Pivot tables are very
easy to grasp and very useful tool for creating reports.
Step to create Pivot table
1. Select the Data for which report has to be made
2. Click on Insert TabSelect Pivot Table
We get the following dialog box

3. Table/Range will Range of data that we selected, we can also get the data from
external source
4. We can display either in New Worksheet or Existing WorkSheet, Click Ok.
We get the following

Add fields to the PivotTable report
In the PivotTable Field List
 To place a field in the layout section, select the check box next to the fieldname in
the field section or drag the field into either Rows or Column section.
 In the above example we drag Deptno into Rows and Gender into columns
Empcode into values
The output of above section is

The above report gives us in each dept how many female and male employees are
working.
Similarly we can drag other columns into Pivot layout, explore and generate various
reports.
The advantage of pivot table is it can be used as filter.
 Click on Gender or deptno
 Select from the list and see the difference
When we select the gender male we get the following

Using What-if analysis
Using what-if analysis tools in Excel, we can use several different values in one or more
formulas to explore all the various outcomes
Data Table
If you have a formula that uses one or two inputs, or multiple formulas that all use one
common input, you can use a data table to see all the outcomes in one place. Using data
tables makes it easy to inspect a range of possibilities at a glimpse. Because you focus on
only one or two inputs, results are easy to read and share in table form. If automatic
recalculation is enabled for the workbook, the data in data tables immediately
recalculates; as a result, you always have fresh data.
As an example, we are going to calculate the interest rate, and see how much a Rs10,000
loan would cost each month. The interest rate will be our input cell. With different
interest rate we would be calculating the EMI every month. Use the formula PMT and
calculate the EMI in D1 cell.
Now type different interest rates in Column C as shown below.
Select the range C1:D4(Selection must include formula cell and input cells) as below.

Click on Data Tabselect What-if AnalysisSelect “Data Table”
The following dialog will appear, In the “Column input Cell” select cell B2 which is original
interest rate.
We get the following
As and when we change the interest we get the corresponding output, we can make decision
based on it.
Similarly if the data is typed horizontally select the data as below.
We need to select “Row input Cell” as B10
Scenarios Manager
Scenarios is also a part of "What-If Analysis" in Excel. It is similar to data tables in that
you are changing values to get new results. The difference between data table and
Scenario Manger is we can change more than one input value.
We will take similar example as of Data table
Steps
1. Create a sheet with some input values and calculated values.
Cell B5 has PMT calculated.

2. Select the cells from B2:B4 (where no formula is defined)
3. Go to Data Tab Select What-if Analysis Scenario Manager.
The following dialog box appears
4. Click on Add button Type the Scenario Name say Output1

5. Then Click Ok.
6. Then appears.
7. Change any of the input values Say $B$2 is 0.22, $B$3 is 60, $B$4 is 10000
8. Click on Add button repeat the process give the name as Output2 and so on as
below.
Scenario Name $B$2 $B$3 $B$4

Output1 0.22 60 10000
Output2 0.20 48 10000
Output3 0.26 64 10000
9. Once all the possible values are given Click Ok.in above figure( We get the
following Dialog box.)

10. Click on “Summary” Button we get another dialog box
It will select the cell/cells where formula is typed(where impact is by changing

the input values) In the above example it selects B5 as PMT will change when
interest/no of months change.
11. Click OK
The result of above scenario is
Observe carefully the above figure, with different interest rates and different duration
different PMT are calculated and shown in Tabular form, which will help us in taking the
decision.
Goal Seek:
Goal seek is considered as reverse engineering concept, instead of calculating the output
we specify what is expected output and goal seek will change the input accordingly.
Steps

1. Select the cell which has a formula unlike scenario manager.(we will only select
cells which do not have formulas)
2. In the above example select B5 cell.

3. Click on Data TabWhat-if analysisGoal Seek
Set Cell: will automatically select the cell which has formula.
To value: type the output value (say 300 suppose instead of 276.19 we would like to pay
300 per month)
By changing cell: select the cell where input value you want to change.
4. Click Ok
It will change the Interest rate and display the output as follows, click Ok.

11. To use Goal Seek command our cell pointer must be in
a) The Changing cell whose value you need to find
b) The Result Cell where formula is entered
c) The cell where your targeted value is entered
d) None of above
12. What-if analysis consists of following tools in Excel?
a) Goal Seek
b) Scenarios
c) Macros
d) None of above
13. We can open the scenario Manager Dialog box from the ….. menu.
a) View
b) Insert
c) Format
d) Data

Introduction to Microsoft Excel 2010-Advanced
Charts
A chart is a graphical representation of numbers which is used analyse the data in a graphical format.
Excel supports different types of charts to help you display data in a way that is meaningful and
understandable.
Create a Chart
To create a chart, use the following steps.

1. Select the range A1:C8
2. Click on Insert tabSelect any chart(Say column chart 2D-Column) from charts group.
3. We get the following chart
Office Automation Tools | Introduction to Microsoft Excel 2010 -Advanced 1

Introduction to Microsoft Excel 2010 - Basic
Chart Title
2500
2000
1500
1000
500
0
1 2 3 4 5 6 7
Year Exp Revenue
4. But the above chart has to be adjusted with respect to fields displayed in the chart.
5. Click the chart which is created, we get a Design tab(It will be displayed only if we
click on the chart) Select ”Select Data” option.
6. We get the following
2 Office Automation Tools | Introduction to Microsoft Excel 2010- Advanced

7. Fields to be displayed on Y-Axis should be present in Legend Entries(Series)

On X-Axis to be displayed in Horizontal(Category) Axis Labels.
In the above example select “Year”,click on Remove button.
In the Horizontal(Category) Axis Labels on right side Click on Edit Button. Select
Years column(=Sheet7!$A$2:$A$8)excluding heading, Click Ok Button.
The following will be displayed in “Select Data Source” dialog box once it is done.

The final chart would look like below.
Change Chart Type
You can change to a different type of chart at any time.

1. Select the chart.
2. On the Design tab, in the Type group, choose any other chart say Line chart.

Chart Title
To add a chart title, execute the following steps.
1. Select the chart. The Chart Tools contextual tab activates.
2. On the Layout tab, click Chart Title, Above Chart.
3. Enter a title. For example, Revenue Vs Expenditure
Legend Position
By default, the legend appears to the right of the chart. To move the legend to the bottom of
the chart, execute the following steps.
4. Select the chart.

2. On the Layout tab, Select Legend, Show Legend at Bottom.
Data Labels
You can use data labels for the selected chart
1. Select the chart created
2. On the Layout tab, click Data Labels, Outside End.
Revenue Vs Expenditure
140 129
120
115
120 110
104
98 98
100 89
78
80 67 66
55
60 50
44
40
20
0
2010 2011 2012 2013 2014 2015 2016
Exp Revenue
Similarly we can explore other options under Labels group.

If we want we can also add a “trendline” to it
By right clicking on the any of the Series. In the below chart right click on orange bars. All the
orange bars are selected.

Select “Add TrendLine…”

It will show the trend line like below
Revenue Vs Expenditure
140 129
120
115
120 110
104
98 98
100 89
78
80 67 66
55
60 50
44
40
20
0
2010 2011 2012 2013 2014 2015 2016
Exp Revenue Linear (Exp)
Add SparkLines
To insert sparklines in the Excel data ,
1. Select the cells where you want the sparklines to be displayed. In this example, we
select the range of cells E2:E4.

2. On the Insert tab, in the Sparklines group, Select Line.
3. Click in the Data Range box and select the range A2:D4.
4. Click OK.

5. Change the value of cell B2 to 13.

Result. Excel automatically update the Sparkline.

Customize Sparklines
To modify Sparklines, Perform the following steps.
1. Select the Sparklines.
2. Check High Point and Low point.
3. In the Type group, click Column option.
4. To delete a sparkline, select a sparkline range and select on the Clear button in Design Tab.
Reviewing and Sharing Workbooks
When an Excel data is created and passed on to another user, the user may want to do
proofreading. And in Excel we can do it by Track Changes and Comments features.

When we have finished reviewing the worksheet, the other person can choose to
automatically accept all of our changes, or choose whether to accept or reject each change
one by one.
Tracking changes
When Track Changes option is turned on, every change we make to the worksheet will
be highlighted with a distinct border and indicator. Hovering our mouse over a
highlighted cell will display the details of the changes made. This allows the other person
to see what changes were made before making them permanent.
To turn on Track Changes:

1. Click on Review tab.
2. Select Track Changes, then Click on Highlight Changes from the drop-down menu.
3. It will display Highlight Changes dialog box..

4. Track changes while editing is checked.
5. Highlight changes on screen check box is checked.
6. Click OK.
7. Click OK to allow Excel to save your workbook when prompted.

8. Change tracking is active now. All changes we make to the worksheet will
be highlighted with a unique border and indicator.

To turn off Track Changes :

1. From the Review tab, select Track Changes. Then select Highlight
Changes from the drop-down menu.
2. Track changes while editing check box is unchecked.
3. Click Yes to confirm that we want to turn off Track Changes and stop sharing
your workbook.

Turning off Track Changes will remove any tracking that is taken place in your workbook.
You will not be able to view or accept, or reject changes; instead, they will be applied to your
workbook automatically. Always review the changes in your worksheet before turning off
Track Changes.
Adding and deleting comments

We may want to add a comment to a worksheet to provide feedback for the owner
instead of changing the contents. Comments are highlighted by a distinct indicator and
can be read by the original owner or by any other reviewers.
To add a comment:
1. Select any cell where comment has to appear.
2. In the Review tab, select the New Comment command.
3. Type your comment.

4. The red indicator in the upper corner shows that there is a comment in that
particular cell.
5. Hover the mouse over the cell to view the comment.

6. Or it can be displayed permanently by right clicking on the cell select
“Show/Hide comment” or it can be hidden by right clicking and select “Hide
Comment” or it can be selected from Review Tab.
7. The comment can be edited by clicking on “Edit Comment” from Review Tab
or Right Click on cell which has comment Select “Edit Comment”.
To delete a comment:
1. Select the cell which consists comment you want to delete.
2. Select the Review tab, Select the Delete command.

3. The comment is deleted.

Accepting and rejecting changes
Tracked changes are suggested changes. To make the changes permanent, the changes
have to be accepted. On the other hand, the original owner may disagree with some of
the tracked changes and select to reject them.
To accept or reject changes:
1. Click on the Review tab, select Track Changes. Then select Accept/Reject
2.Save the Excel workbook.

3.Recognize which changes you want to accept or reject. In this example, we
will make all the changes we have not yet reviewed.
4. Click OK.
5. The dialog box Accept or Reject Changes will appear.
6. Click Accept or Reject for each and every change in the document. Excel will
pass through each change automatically till you have passed them all.

To accept or reject all of the changes at one go, click Accept All or Reject All
Adjusting how changes are viewed

It is difficult to see exactly what has been changed in a shared workbook. Considering
the meaning of a large amount of feedback can also be difficult if your worksheet
contains several comments.
To list changes on a separate worksheet:

1. Save your workbook.
2. Select the Review tab, select Track Changes. Then click Highlight
3. List changes on a new sheet Check box is the checked.
4. Click OK.
5. The changes will be listed in a new sheet called History.

To History worksheet can be removed from your workbook, you can

either save your file or List changes on a new sheet check box is unchecked.

14. Which would you choose to create a Pie Chart
a) Edit Chart
b) Insert Chart
c) ToolsChart
d) FormatChart
15. What types of charts can excel generate?
a) Pie charts, Line graphs only
b) Only Bar graphs
c) Pie charts, Bar charts, line graphs
d) Line graphs and Bar charts only
16. You can open the Highlight Changes dialog box by choosing Track Changes from the
…. Tab.
a) Home
b) Insert
c) Format
d) Review

Summary
Microsoft Excel is one of the office tools that allows users to organize, format, and calculate data
with formulas using a built in formulas. It is also referred as spreadsheet which is broken up by rows
and columns. We can format the data based conditions, and validate the data according to given
conditions. We can sort, filter the data. We can also track the changes which are made by other
users. We can also represent the summarised data in Pivot Table or charts.
Trivia Commented [u5]: This is an example of trivia. You can

include some interesting facts or any information about a
particular topic, or module.
Some examples of trivia are:
Did you know
Interesting Fact
For Your Knowledge
Did you Know! Note
Key Point OR Point to Remember OR Point to Ponder
The first software program similar to Excel was released in 1982 and was called Industry UpdatesCompany Information
Multiplan. History, datelines, biographies of authors, CEOs,
scientists, etc.
Trends
Product Updates
Important terms
Subjective Questions
1. How do we do the custom Sorting? Commented [u6]: Include three subjective questions
2. What is the purpose of track changes?
3. What are the steps for creating Subtotal?
Answer Keys
Self-Assessment Questions
Question No. Answer
1 D (Refer to Sorting Data)

2 B (Refer to Filtering)
3 A (Refer as Outlining Data)
4 A (Refer as Outlining Data)

5 B (Refer to Date functions)

D (Refer to Financial
6
functions)
C(Refer to Logical
7
Functions)
8 B(Refer to Text Functions)
9 A(Refer to Text Functions)
A(Refer to DateDif
10
Function)
11 B(Refer to Goal Seek)
12 C(Refer to Goal Seek)
D(Refer to Scenario
13
Manager)
14 B(Refer to Charts)
15 C(Refer to Charts)
16 D(Refer to Track Changes)
SubjectiveQuestions
Question No. Answer
1 Refer as Sorting
2 Refer to Track changes
3 Refer to Subtotal
Activity:
Activity Type: Online Duration: 30 Minutes
Description:
 Use the file EmployeeData.xlsx from the previous activity and perform the following
functions:
o Find how many employees are there gender wise, Department wise using
pivot table
o Find Department wise total basic salaries.

 Create a chart with gender wise, Department wise using pivot chart.
 Use EmployeeData.xlsx file from the previous activity and perform the following
assignment:
o Calculate 10% of Basic as HRA,40% of Basic as DA, Add Basic + HRA+DA
o Use Absolute reference for the above calculation and See the difference.
o Find the total of all basic salary
 Use EmployeeData.xlsx file from the previous activity and perform the following
assignment:
o Convert the Emp. name column to capital letter using text functions.
o Calculate the age of the Employee by adding a new column
o Calculate Increment with following conditions:
 If Basic >50000 then, 15% increment on Basic must be calculated
 Else if Basic >30000, 20% increment on Basic must be calculated
 Else, 25% increment on Basic must be calculated

Bibliography
e-References
 http://www.excelfunctions.net/ExcelFunctions.html
 http://www.excel-examples.com/
 http://spreadsheets.about.com/
External Resources
1. Beginning Microsoft Excel 2010_ by Abbott Katz_Publication: Apress

2. Excel 2010 Bible_by John Walkenbach_Publication: Wiley
3. Excel 2010 For Dummies_by Greg Harvey_Publication: Wiley
4. Excel 2010 Formulas_by John Walkenbach_publication: Wiley
5. Excel 2010 Made Simple_by Abbott Katz_Publication: Apress
6. Excel Formulas and Functions For Dummies, 3rd Edition_by Ken Bluttman_Publication :
Wiley

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Microsoft Office

Office Automation Tools

Select data you want to sort.

Office Automation Tools

From the Sort On drop-down list, choose the option Values.

Click the Add Level button.

Select how we want to sort the second data criteria.

Office Automation Tools

 Select the Data to be sorted

 Type the list

Office Automation Tools

Click the Data tab, then select the Subtotal command.

Office Automation Tools

Office Automation Tools

 Type the Text.

Commented [u1]: Self Assessment questions to be added

Office Automation Tools

Working with Complex Functions and Formulas

PMT(rate, nper, pv, fv, type)

The formula typed in D4 “=PMT(A4/12,B4*12,-C4)

Office Automation Tools

Note maximum there can be upto 30 possible

Will add text functions to your worksheet.

Office Automation Tools

Office Automation Tools

The Date Function

Office Automation Tools

Office Automation Tools

Commented [u2]: Self Assessment questions to be added

Step to create Pivot table

1. Select the Data for which report has to be made

2. Click on Insert TabSelect Pivot Table

We get the following dialog box

Office Automation Tools

We get the following

In the PivotTable Field List

The output of above section is

Office Automation Tools

When we select the gender male we get the following

Now type different interest rates in Column C as shown below.

Office Automation Tools

We get the following

We need to select “Row input Cell” as B10

Cell B5 has PMT calculated.

Office Automation Tools

The following dialog box appears

4. Click on Add button Type the Scenario Name say Output1

Scenario Name $B$2 $B$3 $B$4

Office Automation Tools

It will select the cell/cells where formula is typed(where impact is by changing

Office Automation Tools

2. In the above example select B5 cell.

Commented [u3]: Self Assessment questions to be added

Office Automation Tools

To create a chart, use the following steps.

3. We get the following chart

Office Automation Tools | Introduction to Microsoft Excel 2010 -Advanced 1

Year Exp Revenue

6. We get the following

2 Office Automation Tools | Introduction to Microsoft Excel 2010- Advanced

7. Fields to be displayed on Y-Axis should be present in Legend Entries(Series)

Office Automation Tools | Introduction to Microsoft Excel 2010 -Advanced 3

The final chart would look like below.

Change Chart Type