Spreadsheet for Business Question Bank

SPREAD SHEET FOR BUSINESS QUESTION AND ANSWERS
BANGALORE UNIVERSITY
I semester B. Com/BBA NEP syllabus
Spreadsheet for Business Question Bank
-2 Marks-
1. What is a Spreadsheet?
A spreadsheet is a file that exists of cells in rows and columns and can help arrange,
calculate and sort data.
2. What is an Office Suit?
An office suite is a collection of productivity software usually containing at least a
word processor, spreadsheet and a presentation program.
3. What is a workbook?
A workbook is a file that contains one or more worksheets to help you organize data
4. What is a cell?
The intersection of a column and a row is called a cell.
5. What is a cell address?
cell address is a combination of a column letter and a row number that identifies a cell
on a worksheet. For example, A1 refers to the cell at the intersection of column A and
row 1
6. What is a Range?
A range in Excel is a collection of two or more cells.
7. What is a Quick access Toolbar?
The Quick Access Toolbar (QAT) is a small, customizable toolbar at the top of the
Office application window that contains a set of frequently used commands.
8. What is a Menu bar?
The Menu Bar at the top of the screen gives you access to different commands that
are used for such tasks as opening and closing files, printing documents, formatting
data, and other operations.
9. What is a Ribbon?
Microsoft Excel ribbon is the row of tabs and icons at the top of the Excel window that
allows you to quickly find, understand and use commands for completing a certain
task.
10. What are Groups?
Ribbon group is a set of closely related commands normally performed as part of a
larger task.
11. What is a Name box?
The box located to the left side of the formula bar which addresses the selected cell
or group of cells in the spreadsheet is called Name box.
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12. What is a Formula Bar?

The formula bar is the toolbar at the top of the spreadsheet that lets you enter or view
information in a cell
13. What is a Scroll Bar?
a horizontal and vertical scroll bar are displayed in an Excel workbook so that you can
scroll through the data in its worksheets.
14. What is a Zoom Bar?
The zoom feature in Excel changes the scale of a worksheet. When you want to see
more or less of a worksheet, use Zoom to increase or decrease the magnification
15. What is Font Style?
It allows you to assign styles to each type of text in your sheet. Using font styles makes
it easy to change all instances of one style at the same time without affecting text that
uses any other style.
16. What is Font Size?
The font size is a number that indicates how many points are in the height of the text,
or high tall the text is in points.
17. What is Number Formatting?
Number formats control how numbers are displayed in Excel. The key benefit of
number formats is that they change how a number looks without changing any data.
Custom number formats can control the display of numbers, dates, times, fractions,
percentages, and other numeric values.
18. What is Data Validation
Excel data validation is a feature that allows you to control the type of data entered
into your worksheet.
19. What is Input Message?
Input messages are generally used to offer users guidance about the type of data that
you want entered in the cell.
20. What is an Alert Message?
This lets you display a message to the user when the value entered in to a cell is
invalid.
21. What is Wrap Text?
Text inside the cell wraps to fit the column width. When you change the column width,
text wrapping adjusts automatically.
22. What is Merge and Centre?
The button joins the selected cells and centres the contents in the new cell.
23. What is Conditional Formatting?
Conditional formatting allows you to apply specific formatting to cells that meet
certain criteria.
24. What is a Sort tool?
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The Sort tool arranges the records in a table in alphanumeric order based on the
values of the specified data fields
25. What is a Filter Tool?
Excel allows you to search for data that contains an exact phrase, number, date, and
more. ... Select the Data tab, then click the Filter command.
26. What is the Auto Completion Series?
Excel has a feature that helps you automatically enter data. If you are entering a
predictable series (e.g., 1, 2, 3…; days of the week; hours of the day) you can use the
AutoFill command to automatically extend the sequence
27. What is Special Paste?
Excel's Paste Special offers a wide range of options to paste only specific elements of
the copied cells or perform a mathematical operation with the copied data.
28. What is Freeze Pane?
Excel keeps specific rows or columns visible when you scroll in the worksheet
29. What are Charts?
A chart is a powerful tool that allows you to visually display data in a variety of
different chart formats such as Bar, Column, Pie, Line, Area, Doughnut, Scatter,
Surface, or Radar charts.
30. What is a Pivot Table?
A pivot table is a table of grouped values that aggregates the individual items of a
more extensive table within one or more discrete categories. This summary might
include sums, averages, or other statistics.
31. What is a Logical Function?
Logical functions and formulas help the user to make decisions on the dataset. The
function helps in combining multiple conditions and it also helps to evaluate whether
a condition is true or false.
32. What is IF Function?
The IF function runs a logical test and returns one value for a TRUE result, and another
for a FALSE result.
33. Formula for IF Function.
=IF (LOGICAL_TEST, [VALUE_IF_TRUE], [VALUE_IF_FALSE])
34. What is COUNT IF Function?
COUNTIF function counts the number of cells in a range, that meets a given criteria.
35. Formulas for COUNTIF Function
=COUNTIF (RANGE, CRITERIA)
36. What is SUMIF Function?
SUMIF function returns the sum of cells that meet a single condition.
37. Formulas for SUMIF Function
=SUMIF (RANGE, CRITERIA, SUMRANGE)
38. What is Text Function?
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The Excel TEXT Function is used to convert numbers to text within a spreadsheet.
Essentially, the function will convert a numeric value into a text string.
39. What is LEN?
The Excel LEN function returns the length of a given text string as the number of
characters.
40. What is the Trim Function?
The TRIM function removes all spaces from text except for single spaces between
words.
-5 marks-
1. Advantages of Spreadsheet?
a) Organizing data: Your data is organized in a good way. You can put charts and
graphs to represent your data also. The presentation of data to your client is better
managed by using spreadsheets.
b) Profit and loss ratio: Companies data can be stored in spreadsheets and different
calculations are performed on that data to measure the profit and loss ratio of the
company. You can make annual reports of the company using spreadsheets.
c) Easy to use: new users can easily understand and use the spreadsheet. The data is
easy to enter and sorting and filtering of data is also easily done. The spreadsheet
has common formatting options as found in other software.
d) Graph and charts: If you have a lot of data stored in a spreadsheet then to
represent the data to the audience, you can use graphs and charts. Your reader
can judge the result of your data by seeing the graph and charts quickly.
e) Modification is easy: The data can be edited in spreadsheets easily. You can store
the data in different worksheets in a common file. For example, you can store each
month or year data in different worksheets. It is easy to modify formulas in sheets
also. If you change any data in the cell of the spreadsheet then the calculated result
of data is automatically calculated.
f) Multiple access: Multiple people can access the Google spreadsheet and make
changes to it. But only one person at a time can make a change in the spreadsheet.
g) Easy to format: The data can be easily formatted in a spreadsheet. You can bold,
underline, change font size, text colour, make borders and can-do other text and
numeric formatting easily.
2. Disadvantages of Spreadsheet?
a) Data limit: You can store a maximum of 1 million rows in excel. And it is also noted
that if you put a lot of data then the excel software becomes slow. To store a large
amount of data you need to use databases.
b) Decision making: It is difficult to make a big decision upon inspecting the data on
a spreadsheet. The data on the spreadsheet is vast and not decision-ready so most
company CEO’s use different software to make decisions. The data of
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spreadsheets are input in different software and then decisions are made from
that data.
c) Macro’s coding: It is difficult to edit the code of macros. Also, the coding of macros
is limited and you cannot perform complex programming in it.
d) Formulas are difficult: It is difficult to remember formulas used in excel. Some
formulas become complex and copying formulas in different cells may give you an
extra headache.
e) Data security: If anyone can access the spreadsheet file then your data can be
stolen or leaked. But in the case of databases like Oracle, the privacy of data is
high.
3. Features of Spreadsheet?
a) AutoSum - helps you to add the contents of a cluster of adjacent cells. 2
b) List AutoFill - automatically extends cell formatting when a new item is added to
the end of a list.
c) AutoFill - allows you to quickly fill cells with repetitive or sequential data such as
chronological dates or numbers, and repeated text. AutoFill can also be used to
copy functions. You can also alter text and numbers with this feature.
d) AutoShapes toolbar will allow you to draw a number of geometrical shapes,
arrows, flowchart elements, stars and more. With these shapes you can draw your
own graphs.
e) Wizard - guides you to work effectively while you work by displaying various
helpful tips and techniques based on what you are doing.
f) Drag and Drop - it will help you to reposition the data and text by simply dragging
the data with the help of mouse.
g) Charts - it will help you in presenting a graphical representation of your data in the
form of Pie, Bar, Line charts and more.
h) PivotTable - it flips and sums data in seconds and allows you to perform data
analysis and generating reports like periodic financial statements, statistical
reports, etc. You can also analyse complex data relationships graphically.
i) Shortcut Menus - the commands that are appropriate to the task that you are
doing will appear by clicking the right mouse button.
4. Steps to Edit Quick Access Toolbar
1) Right-click the ribbon and click Customize Quick Access Toolbar….
2) In the Choose commands from drop-down list on the left,
3) In the list of commands on the left, click the command you want to add.
4) Click the Add/Delete button.
5) Click OK to save the changes.
5. Steps to Edit Menu Bar?
a) Choose View > Toolbars > Customize to open the Customize dialog box.
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b) If the toolbar you want to customize is not already displayed on the screen, select
the Toolbars tab in the Customize dialog box and then select that toolbar's check
box.
c) To add a new button to the toolbar now displayed, select the Commands tab in
the Customize dialog box
d) After you finish customizing the toolbar, click the Close button to close the dialog
box and return the functionality to the toolbars and menus.
6. Steps to Edit Ribbon?
a) Right click anywhere on the ribbon, and then click Customize the Ribbon.
b) Click New Tab.
c) Add the commands you like.
d) Rename the tab and group.
e) Click OK.
7. Steps to Edit and Modify Group
a) Right click anywhere on the ribbon, and then click Customize the Ribbon.
b) Select groups to edit or modify from customize ribbon> menu tabs
c) Rename the group.
d) Click OK.
8. How to Add/Delete/Copy/Move Worksheet?
• Add worksheet
1. At the bottom of the Excel window, to the right of the last worksheet listed,
click the + symbol.
2. A new worksheet is created, with a default name of "Sheet" plus a number.
• Rename
1. At the bottom of the Excel window, right-click the worksheet tab you want to
rename.
2. Click the Rename option.
3. Type in the new name for the worksheet and press
• Copy/ move
1. At the bottom of the Excel window, right-click the worksheet tab you want to
copy.
2. Click the Move or Copy option.
3. In the Move or Copy window, in the Before sheet section, select the worksheet
where you want to place the copied worksheet.
4. Check the box for the Create a copy option, then click OK.
• Delete
1. In the sheet tab listing, right-click the worksheet you want to delete.
2. From the right-click menu that appears, click the Delete option.
9. Explain Different Types of Views?
Excel offers three different workbooks views,
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1) Normal,
2) Page Layout
3) Page Break Preview.
• A normal view is a screen that maximises the number of cells visibile on your
screen
• Page Break Preview: Page Break Preview gives you a nice overview of where
pages break when you print the document. Use this view to easily click and
drag page breaks.
• Page Layout: Use Page Layout view to see where pages begin and end, and to
add headers and footers.
10. What is Find, Replace, Go to?
In Excel’s Find and Replace feature to quickly find specific text and replace it with
other text. You can use Excel's Go to Special feature to quickly select all cells with
formulas, comments, conditional formatting, constants, data validation, etc.
On the Home tab, in the Editing group, click Find & Select.
Find
1. Click Find.
2. The 'Find and Replace' dialog box appears.
3. Type the text you want to find.
4. Click 'Find Next'.
Replace
1. Click Replace.
2. The 'Find and Replace' dialog box appears (with the Replace tab selected).
3. Type the text you want to find and replace it with
4. Click 'Replace’ or ‘Replace All”
Go to
You can use Excel's Go to Special feature to quickly select all cells with
formulas, comments, conditional formatting, constants, data validation, etc. For
example, to select all cells with formulas, execute the following steps.
1. Click Go to Special.
2. Select command and click ok
11. Explain the elements of Font Group.
In Excel the Home Tab comprises of the Font group. Specifically, this group is
second group after the Clipboard group; situated in ribbon from the top left side.
Significantly, we mainly use the Font group Commands/Buttons/Tools in formatting,
related to text and fonts.
• Font - Drop-Down. Provides a list of all the available fonts (based on your
current printer selection).
• Font Size - Drop-Down. Let’s you adjust the character size (based on your
current printer selection).
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• Increase Font Size - Increases the font size of the current selection to the next
larger size in the Font Size box.
• Decrease Font Size - Decreases the font size of the current selection to the next
smaller size in the Font Size box.
• Bold - (Ctrl + B). Toggles bold on the current selection.
• Italic - (Ctrl + I). Toggles italics on the current selection.
• Underline - (Ctrl + U). Button with Drop-Down. The button toggles bold on the
current selection. The drop-down contains the commands: Underline and
Double Underline.
• Borders - Button with Drop-Down. The button applies a border to the current
selection. The drop-down contains the commands: Bottom, Top, Left, Right,
no, All, Outside, Thick Box, Bottom Double, Thick Bottom, Top and Bottom, Top
and Thick Bottom, Top and Double Bottom, Draw Border, Draw Border Grid,
Erase Border, Line Color, Line Style and More Borders.
• Fill Color - Button with Drop-Down. The button applies a colour to the
background of the current selection. The drop-down contains the commands:
Theme Colors, Standard Colors, No Fill and More Colors.
• Font Color - Button with Drop-Down. The button changes the colour of the font
of the current selection. The drop-down contains the commands: Automatic,
Theme Colors, Standard Colors and More Colors.
12. Explain Alignment Group?
In Excel the Home Tab comprises of the Alignment group.
• Top Align - Align text to the top of the cell.
• Middle Align - Align text to the centre of the cell.
• Bottom Align - Align text to the bottom of the cell.
• Orientation - Drop-Down. Rotates the current selection to a diagonal angle or a
vertical angle. The drop-down contains the commands: Angle Counter clockwise,
Angle Clockwise, Vertical Text, Rotate Text Up, Rotate Text Down and Format Cell
Alignment.
• Left to Right Text Direction - Drop-Down. Set the text to read from left to right.
The drop-down contains the commands: Left-to-Right, Right-to-Left and Context.
• Wrap Text - Wraps the text so it is displayed on multiple lines.
• Align Left - Aligns data to the left edge of the cell.
• Centre - Aligns data to the middle of the cell.
• Align Right - Aligns data to the right edge of the cell.
• Decrease Indent - (Ctrl + Alt + Shift + Tab). Decreases the indent by 1 or removes
the indent completely.
• Increase Indent - (Ctrl + Alt + Tab). Increases the indent by 1.
• Merge & Centre - Button with Drop-Down. The button joins the selected cells and
centres the contents in the new cell.
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13. Types of Number Formatting?

a) General
b) Number
c) Currency
d) Accounting
e) Date
f) Time
g) Percentage
h) Fraction
i) Scientific
j) Text
k) Special
l) Custom
14. Uses of Conditional Formatting?
• Quickly Identify Duplicates of data.
• Highlight Cells with Value Greater/Less than a Number in a Dataset.
• Highlighting Errors/Blanks.
• We can Creating Heat Maps using Conditional Formatting in Excel.
• Highlight Every Nth Row/Column using Conditional Formatting.
• Easy to Search and Highlights the data.
15. Steps to Apply Conditional Formatting
1. Select the range of cells to apply conditional formatting
2. On the Home tab, in the Styles group, click Conditional Formatting.
3. Click Highlight Cells Rules
4. Enter the value and select a formatting style.
5. Click OK.
16. Steps to Insert Row /Column
• To insert a single row:
• Right-click the whole row above which you want to insert the new row, and
then select Insert Rows.
• To insert multiple rows:
• Select the same number of rows above which you want to add new ones.
Right-click the selection, and then select Insert Rows.
• To insert a single column:
• Right-click the whole column to the right of where you want to add the
new column, and then select Insert Columns.
• To insert multiple columns:
• Select the same number of columns to the right of where you want to add
new ones. Right-click the selection, and then select Insert Columns.
17. Format Row and Column Size
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Resize rows
• Select a row or a range of rows.
• On the Home tab, in the Cells group, select Format > Row Width.
• Type the row width and select OK.
Resize columns
• Select a column or a range of columns.
• On the Home tab, in the Cells group, select Format > Column Width.
• Type the column width and select OK.
18. What are Characteristics of a cell?
• cell is a rectangular box that occurs at the intersection of a vertical column and a
horizontal row in a worksheet.
• Each cell has its own set of coordinates or position in the worksheet such as A1,
A2, or M16.
• A cell can only store 1 piece of data at a time.
• You can store data in a cell such as a formula, text value, numeric value, or date
value.
• You can store data in a cell such as a formula, text value, numeric value, or date
value.
19. Formulas for Calculating SUM, AVERAGE, COUNT, MIN, MAX.
• SUM
=sum (number1, number 2)
• AVERAGE
=average (number1, number2)
• COUNT
=count (value1, value2)
• MIN
=min (number1, number2)
• MAX
=max (number1, number2)
20. Types of Special Paste?
• All
• Formulas
• Values
• Formats
• Comments
• Validation
21. How to Free panes in a Spreadsheet?
In the View tab, click Freeze Panes and select the freeze option you want to
use. For example, choose Freeze top row to freeze the top row.
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To Freeze a column in Excel, follow these easy steps:

• Select the column to the right of the column you wish to freeze.
• Click the View tab on the Ribbon.
• Select the Freeze Panes command, then choose Freeze Panes from the drop-
down menu….
To Freeze a row in Excel, follow these easy steps:
• Select the row below the row(s) you wish to freeze.
• Click the View tab on the Ribbon.
• Select the Freeze Panes command, then choose Freeze Panes from the drop-
down menu. …
22. How are Charts Helpful?
Excel charts allow spreadsheet administrators to create visualizations of data
sets. By highlighting a set of data within an Excel spreadsheet and feeding it into the
charting tool, users can create various types of charts in which the data is displayed
in a graphical way. This can aid understanding of a data set, as well as
communication of it, with Excel charts suitable for use within management or
corporate presentations.
23. Types of Charts in Spreadsheet.
• Column chart
• Line chart
• Pie and doughnut charts
• Doughnut charts
• Bar chart
• Area chart
• XY (scatter) and bubble chart
• Bubble chart
• Stock chart
• Surface chart
• Radar charts
24. Uses of IF Function.
• IF function uses to find logical solution to various set of data.
• Saves time and energy
• Realtime result from huge data
• Easy to use
• Accurate results
• User can use multiple logical expressions
25. Uses of COUNTIF function.
• COUNTIF functions helps you count the number of cells in a range, according to
given criteria.
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• Uses to get accurate result from dataset.

• It saves Time
26. Uses of SUMIF Function.
a) Helps to find the average of Cells on specific condition
b) Its great help when the data is huge
c) It saves time of user
d) User apply required criteria or condition to get results
e) Results can get quickly and easily
27. What is Lower, Upper, Proper?
• The LOWER function converts a text string to all lowercase letters
• The UPPER function converts a text string to all uppercase letters
• The PROPER function converts the first character to upper case and rests to lower
case.
28. Formulas used for LEN, Trim, Lower, Upper, Proper, Concatenate.
=LEN (TEXT)
Example =Len(“spreadsheet”)
Result =11
=TRIM (TEXT)
Example =TRIM (“spread sheet”)
Result =spreadsheet
=LOWER (TEXT)
Example =LOWER(“SPREADSHEET”)
Result =spreadsheet
=UPPER (TEXT)
Example =UPPER(“spreadsheet”)
Result =SPREADSHEET
=PROPER (TEXT)
Example =PROPER(“spreadsheet”)
Result =Spreadsheet
= CONCATENATE (text1, [text2], …)
Example =PROPER (“spread”, “sheet”)
Result =spreadsheet
29. How to Edit Alert Messages?
• Select Data >Data Validation.
• Select the Error Alert tab to customize the error message
• In the Style box, select the desired alert type.
• Enter the title and text of the error message into the corresponding boxes.
• Click OK.
30. Uses of Data Validation.
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Excel data validation allows you to limit data entries to a selection from a
dropdown list and to restrict certain data entries, such as dates or numbers outside of
a predetermined range. Data validation can also help you control formulas and the
input from those formulas. You can even craft custom Excel data validation messages
that help guide users toward the right data entry when they hit a limit. As a result,
Excel data validation helps reduce the amount of unstandardized data, errors, or
irrelevant information in your worksheet.
31. Steps to Apply Data Validation
• go to the Data tab > Data Tools group, and click the Data Validation button.
• On the Settings tab, under Allow, select an option:
• Under Data, select a condition
• Set the other required values based on what you chose for Allow and Data.
• Select the Input Message tab and customize a message users will see when
entering data.
• Select the Error Alert tab to customize the error message and to choose a Style.
• Select OK.
32. Explain Different types of Data Validation criteria.
• Whole Number - to restrict the cell to accept only whole numbers.
• Decimal - to restrict the cell to accept only decimal numbers.
• List - to pick data from the drop-down list.
• Date - to restrict the cell to accept only date.
• Time - to restrict the cell to accept only time.
• Text Length - to restrict the length of the text.
• Custom – for custom formula.
QUESTION PAPER PATTERN

Section No of Questions Mars Total Marks
A (answer any 5 out of 8 questions) 5 2 10
B (answer any 4 out of 7 questions 4 5 20
TOTAL 30
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SPREAD SHEET FOR BUSINESS QUESTION AND ANSWERS

12. What is a Formula Bar?

13. Types of Number Formatting?

To Freeze a column in Excel, follow these easy steps:

• Uses to get accurate result from dataset.

QUESTION PAPER PATTERN

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