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MS-Excel Complete Notes
Admin
2009,class 9th
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MS EXCEL
MS-Excel is a software used to create electronic worksheets. An Excel document containing
worksheets is called a workbook. Like MS word, it is also a part of MS Office. The worksheets
consist rows and columns. They are used to store text and numeric data in tabular form and
allow basic calculations on them.
This application is used to maintain records of salaries of employees of big firms, records of
transactions in super markets and banks and for many other financial purposes.
A spreadsheet is a software tool that allows us to enter, calculate, manipulate and analyze the
set of numbers. Various components of spreadsheet are:-
Worksheet:- It is a grid of cells made up of horizontal rows and vertical columns. No of rows
and columns vary from package to package. Excel worksheet contains 65,536 rows and 256
columns. The intersection of rows and column is called cell, where we enter the data.


Generally a spreadsheet is meant for the software package.
Worksheet is a work file created with spreadsheet software.
Row No.:- Data in a worksheet are divided into rows and columns. Each row is given a no.
which starts from 1.
Column Letter:- Each column is given a letter that identifies it. It starts from A to IV. Columns
are lettered A-Z, AA - AZ, BA - BZ ……..IA - IV.
Cell: - A cell is a unit of worksheet where numbers, texts, formulas can be entered. It is a base
unit of worksheet. Cell is formed with the intersection of row and column which gives the cell a
unique address. i.e. the combination of column letter and row number E.g.- C10.
Cell Pointer: - It is a cell boundary which specifies that the cell is active.
Current cell: - The active cells are known as current cell i.e. wherever the cells pointer points to
and the next entry will take place. Always the entry takes place in current cell.
Range of Cell : - It is a group of contiguous cells that forms a rectangular shape. Range may
contain a single cell or group of cells. A range is specified by giving the address of 1 st cell and
last cell of range. E.g. A1:D3.
Status bar, Menu bar and Toolbars:A worksheet also has a status bar and a control panel. The status bar shows a particular
program condition. For e.g. The status indicator CALC means that the worksheet needs to be
recalculated. Date and Time Error messages are also displayed in status bar.
Toolbar has icons of various commands and the Menu bar shows the list of options.
Workbook: - A worksheet is a grid of cells made up of rows and columns multiple worksheets
can be combined in a file known as workbook.
Working in Spreadsheet:Various operations can be performed in worksheet like entering data, moving, copying the data,
editing saving the records, inserting or deleting rows etc.
Any type of data (Numeric, alpha numeric) and formula can entered in a worksheet. There are 3
types of data that can be entered in a worksheet.
1) Text
2) Numbers
3) Formulas.
Numbers and formulas are collectively known as ‘Values’ and they can be used for calculation.
Numbers are numeric entries that can used for calculation and it contains numbers of 0-9, +, - ,
( ), $, %, E, /,*.
Excel ignores the leading (+) sign and a period is known as a decimal. All other combination of
Numbers and non – numbers are right aligned in a cell.
Text entries are not used for calculation. Text is any combination of numbers, spaces and nonnumeric characters. Text entries are left aligned by default.
Formula: - Entries that describe relationship among the cells and are generally used for
calculation and manipulation of numbers. A formula can contain values and operations and the
cell addresses. It can also contain functions.
A formula is sequence of values, cell addresses, names, functions or operators in a cell that
produces new values from the existing values. A formula always starts with an (=) equal to sign.
One can enter the same formula into a range of cells by selecting the range, typing the formula,
and then pressing Ctrl + Enter.
Formula Bar: - Any cell where an operation is to be performed is displayed on the Formula bar.
It displays the content of the active cell.
Working with Formulas: - Formulas define the relationship between cells. Sometimes a cell’s
value is dependent upon other cells, and this dependency is depicted through formulas.
Error in formula: - Formula errors can result in error values and can cause unintended results.
#####
Occurs when a column is not wide enough, or a negative date or time is used.
#VALUE! Occurs when the wrong type of operand is used.
#DIV/0!
Occurs when a number is divided by zero (0).
#NAME?
Occurs when Microsoft Excel doesn’t recognize text in a formula.
#N/A
Occurs when a value is not available to a function or formula.
#REF!
Occurs when a cell reference is not valid
#NUM!
Occurs with invalid numeric value in a formula or function.
#NULL!
Occurs when you specify an intersection of two areas that do not intersect. The
intersection operator is a space between references.
Using operators and Functions within formula.
A formula is an equation that analyzes date on a worksheet. Formulas perform various
operations such as addition, subtraction, multiplication, division, comparisons etc. Formulas can
have numeric constants references of other cells, range of cells, operators, functions etc.
Cell Referencing in a worksheet: - When a cell address is referred in a formula its
writing style determines how that cell will be referenced during the calculation. There are 3 cell
referencing techniques.
a) Relative cell referencing: - When a formula is created, the cell references and the ranges
that it contains are usually based upon their position relative to the cell containing the
formula. The cell referencing is differed when a formula is copied. In case of relative cell
addresses in the formula when a formula is copied then its interpretation also gets copied.
So, in case of relative cell referencing, the cell addresses get adjusted automatically during
copying of the formula.
For example: =SUM(A1:E10)
b) Absolute cell referencing :- Some times we do not want the reference to change when we
copy a formula to a different cell, in such a case we use absolute referencing. To create
absolute cell reference we put a dollar ($) sign before the column name and the row number
to make it absolute. When we copy a formula containing the absolute cell address then no
matter wherever we copy it the cell address remains the same and only the relative cell
address gets changed.
For example:
= SUM(A1 * $B$4)
c) Mixed cell referencing: - A cell address contains two parts – column letter and the row
number. If we put a dollar ($) sign i.e. either before column letter or before row number, then
it becomes mixed referencing.
For example:
= (A1 * B$4)
OR
= (A1 * $B4)
Editing Cell contents: - Cell can be edited by over writing it, or data can be double clicked and
edited. To edit a cell by overwriting, you may follow these steps:
i)
Select the cell that we want to edit.(We can select a cell by clicking over it or by using
arrow keys on the keyboard)
ii)
Type in the new contents.
iii)
Press Enter key on the keyboard or click Enter button on the Formula bar.
Selecting a Range: - To select a range through mouse point to a corner cell of the range to be
selected and drag to the last cell.
Copying a Range: - While working in a worksheet sometimes the already entered
range
could be copied to another location through copy methods of MS Excel which are as follows:
(1) Copying Data using copy and paste operation:
To copy data from a source range to a destination range, we can use copy and paste
operation. The following are steps(a)
(b)
(c)
(d)
`
Select the range we want to copy.
Click on copy option from edit menu.
Now we will select the target range i.e. the range onto which the data are to be
copied.
Select paste command from Edit Menu.
Shortcut Keys
Copy = Ctrl + C
Paste = Ctrl + V
(2) Copying by Dragging: A quick and convenient way of copying is dragging the source range and for this the steps
are: (a) Select the source range
(b) Position the mouse pointer on the border of the selected range.
(c) Hold the Ctrl Key and a plus sign (+) appears which is the indicator that destination.
(d) Drag the border to the target location & release the mouse button.
Moving the Range:Moving is similar to copying except in copying the original data gets copied at a different
location but in move it gets deleted from the original location and is copied to the destination
which is in some other location.
Shortcut key : Cut = Ctrl +X
Step of Moving the data:(a) Select the source range i.e. the range to be moved.
(b) After selecting the range either click on Cut button on the Standard Toolbar or select Cut
command on the Edit Menu.
(c) Now select the target range i.e. the range on to which the data is to be moved.
(d) Select Paste command either from Edit menu or Click and Paste button on the Standard
Toolbar.
Erasing / Clearing Ranges:
While working in worksheets, sometimes we need to clear some ranges. Clearing a range does
not just mean erasing the contents of the range, rather erasing anything which is assigned to
that range. For instance, a range may have some contents, for formats, or some comments. We
may clear all (contents, formats and comments) or any one of these.
Step for Erasing / clearing a Range
(a) Select the cells, rower columns we want to clear.
(b) On Edit Menu, choose clear option and then choose one of the & clear submenu:(i) All – It will remove all cell contents and formatting including comments & hyperlinks
from selected cells.
(ii) Contents – It will remove the cell contents without affecting cell formats or comments.
(iii) Formats – It will remove only cell formats.
(iv) Comments – It will remove only the comments attached to selected cell.
Naming a Range – Steps: 1) Select the range to be named
2) Type the name in the name box. One can pickup a range name from its dropdown list.
Filling the Range:- A range in a worksheet can filled with various types of values in adjacent
cells. We can fill the desired rang by using two methods.
1) Fill handle – A Fill handle is small black square in the corner of the selection. When we
point to the fill handle, the pointer changes to the black cross. To copy contents to adjacent
cells or to fill in a series such as dates, drag the Fill handle.
2) By using the series command. Steps:
(a) Select the range
(b) From the Edit Menu select Fill
(c) Goto Series command
(d) Choose Series and Type and specify the Step value an stop value
(e) Click on OK option.
Saving a Workbook
To save a workbook we select save on the file menu or save icon on the standard toolbar.
When we save a workbook for the first time, we need to assign a file name and location to it. It
is saved with the extension .xls.
Retrieving a Workbook
To open a workbook we select open from the File Menu or Open icon on the standard toolbar
and select the desired file from the displayed list.
Erasing a Worksheet
We can erase the contents of a worksheet or a worksheet from a workbook.
To delete Contents of a worksheet we select all the cells of the worksheet by clicking at select
all option and then click clear All from the Edit Menu.
Edit – Clear - All
To delete a worksheet :- If we want to delete a single sheet, we can select that sheet and then
select Delete from its shortcut menu, by right clicking on the mouse.
Quiting from a workbook: - To quit from a workbook we select Exit on File menu or the close
button. An alert is raised if we attempt to close without saving asking whether to save the
changes or not and we can choose the option accordingly.
Inserting Cells/Rows/Column in a Worksheet:- Sometimes while entering data we miss one
or two rows or columns. To enter that missed data we need create space for it by inserting
desired number of cells or columns.
Inserting blanks cells: - Steps to insert blank cells: (a) Select the place where we want to insert the cells and the number of cells as we want to
insert.
(b) Click on cells option from insert menu.
(c) Click on one of the following options from Insert dialog boxShift cells right
Shift cells left
Shift cells up
Shift cells down
(d) Click on OK to confirm or on cancel to abandon the operation.
Inserting Blank Rows: Following are the steps to insert a blank row:-
(a) Select the cell in the row immediately below which we want a new row. We can insert a
single row or multiple rows also. We will select same number of rows we want to insert.
(b) Click on Insert menu and then Select Rows option.
Inserting Blank columns: - To insert blanks column following are the steps:(a) To Insert a single column, we will select a cell immediately to the right of where we want a
new column.
(b) Click on Insert Menu and then Select Columns option
Deleting Cell / Rows / Columns:1) To delete cells / rows/ columns in a worksheet, select the cells, rows or columns to be
deleted.
2) Click on Edit menu and then select Delete option.
FUNCTIONS
Functions are predefined formulae that perform calculations by using specific values, called
arguments, in a particular order, or structure. A function consists of two parts- (i) Argument
(ii) Structure
Argument: - These are the values passed to the functions and by using them function carries
out some task. Argument can be numbers, text, logical values like True or False, constants,
formulas.
Structure: - The structure begins with the function name, followed by an opening bracket, then
the arguments which are separated by comas, and at last the closing bracket. If a function start
a formula, equal sign (=) is typed before the function name.
The following is the structure of a functions.
= Name (argument 1. argument 2…..)
(1) SUM :- This function adds all the numbers in a range of cells.
Syntax : - Sum (no1, no.2…..)
Examples: A
1
25
2
50
3
75
4
text
5
(i)
(ii)
(iii)
(iv)
(v)
=SUM(A1:A3) will return 150
=SUM(A1:A3,100) will return 250
=SUM(A1+A4) will return error #VALUE!
=SUM(A1:A2,A5) will return 75
=SUM(3,2)=5 will return TRUE
(2) AVERAGE: - This function returns the average of the arguments.
Syntax: - AVERAGE (no1, no2…..)
Example: -
(i) Average (10, 20) =10, it will return TRUE
(ii) If cells A2:C2 contain 10,20,3
= Average (A2:C2), equals 11
(3) COUNT:- This function counts the no of cells that contain numbers. Empty cells, logical
values, text, or error values are ignored.
Syntax:- Count(value1,value2….)
ExampleA
1
Sales
2
12/8/90
3
4
19.05
5
TRUE
6
# DIV
= Count (A1: A6) will return 2
(4) MAX: - This function returns the largest value in a set of values.
Syntax :- MAX (no 1, no2…….)
Example: - if A1: A5 contains the no’s.
10, 7,9,27 and 2 then.
=Max (A1:A5) will return 27.
=Max(A1:A5,100) will return 100
=Max(A1,A3) will return 10
(5) MIN: - This function returns the smallest number in a set of values.
Syntax: MIN (no1, no2,…..)
Example: - If A1:A5 contains the no’s
10, 7,9,27 and 2 then
= MIN (A1: A5) will return 2
=MIN(A1:A5,0) will return 0
=MIN(A1,A3) will return 9
(6) IF Function:- This is a conditional function. Any condition always results in either TRUE
or FALSE. This IF returns one value if a condition specified evaluates to TRUE and
another value if it evaluates to FALSE. So IF has to be used where conditional tests are
to be conducted on values or formulae. The conditions will be formed using the
conditional, relational or logical operators. The logical operators are AND, OR and NOT.
Syntax: - IF(Logical_test or condition, value_if_true, value_if_false)
Examples: 1) =IF(A1>50,150,100) This means that if the value in the cell A1 is greater
than 50, then return value 150 else return value 100.
2) =IF(A2<=100,”within limit”,” over limit”) This means that if the value in
is less than or equal to 100 then formula will display “within
“over limit” will be displayed.
3) =IF(A1>=90, “A” IF(A1>80,”B”,”C”)) This means that if the value in the
A1 is greater than 90 it will display “A” else of the value in the cell A1
than 80 it will display “B” else it will display “C”.
the cell A2
limit” or else
cell
is greater
Formatting Data: - The arrangement of data and making the worksheet presentable in known
as formatting. It is the formatting that makes our worksheet presentable. It can emphasize
certain data, and can create a hierarchy of relative importance among different elements of
data. Formatting provides worksheets a neater and more legible outlook. There are several
aspects of data formatting like number formatting, data and time formatting, text formatting.
Formatting Numbers: - No’s are formatting to change their appearance. To format numbers
following the steps:1.
2.
3.
4.
5.
Select the range of cells to be formatted.
Click on Cells from format Menu.
Click on Number Tab from format Cells dialog box.
Select the category and the type from the dialog box.
Click OK to confirm or cancel to abandon the operation.
Formatting Text: - We can format the text by changing the alignment of text, font size, font
style, indentation font attribute, rotation etc. The following are the steps to format the text: 1. Select the cells to be formatted.
2. Click on Cells from Format Menu.
3. To align or rotate the text, click on alignment tab from format cells dialog box. A dialog
box appears from where we can specify desired horizontal alignment, orientation,
indentation.
4. To change the font, size, style, click on font tab. A dialog box will appear from where we
can select desired font, style, size, effects.
5. Click on ok to confirm.
We can change the font, size, style, alignment through formatting toolbar also.
Charts In MS- Excel:- Charts are the pictorial representation of worksheet data. Charts present
worksheet data in graphical form, which is easier to read and understand. There are many types
of charts:1. Area char: - It emphasizes the magnitude of change over time. By displaying the sum of
plotted values, an area chart also shows the relationship of parts to a whole.
2. Column Chart: - It shows data- changes over a period of time and illustrates
comparisons among them. Categories are organized horizontally, Values vertically to
emphasize variation over time. There are 2 variations of column charts – Stacked
column chart which shows the relationship of individual items.
3D chart shows three Dimensional columns like cones, cylinders, and pyramids.
3. Bar Char: - Bar chart illustrates comparisons among individual items. Categories are
organized vertically and values horizontally to focus on comparing values.
4. Line Chart: - Line chart shows trends in data at equal intervals. They are useful for
depicting the change in a value over a period of time.
5. Pie Chart: - Pie chart shows the proportional size of items that make up a data series to
the sum of the items. It shows how each value in data series relates proportionally to the
whole i.e. the sum of the values in the series. It always shows only one data series and
is useful when we want to emphasize a significant element. A variation of pie chart is
grouped pie chart.
6. XY ( Scatter) Chart:- Scatter chart shows the relationships among the numeric values in
several or plots two groups of numbers as one series of xy coordinates.
Components of a Chart
There are many components of a Chart.
X – axis – This is the horizontal axis known as category axis.
Y – axis – This is the vertical axis known as value axis.
Data series – This is the set of values we plot in the chart.
Chart area – This is the total area surrounding the Chart.
Plot area – This is the area of Chart in which data is plotted.
Chart Title – This is the descriptive texts that identify the chart.
Axes Title – These are the titles given to the axis.
Legend – It helps us to identify various plotted data series using unique colour or
pattern.
9. Gridlines – These are the horizontal and vertical lines in the plot area and used to
enhance its readability.
10. Data label – This is a label that provides additional information about a data marker,
which represent a single data item or value coming from a worksheet cell.
1.
2.
3.
4.
5.
6.
7.
8.
Creating a chart in MS – Excel: - In MS- Excel we can save a chart in two ways:1. Embedded Chart – It is a chart object that is placed on a worksheet and saved with that
worksheet when the workbook is saved. They are useful when we want to view or print a
chart with its source data.
2. Chart Sheet – It is a sheet in a workbook that contains only and only a char. It is useful
when we want to view a chart separately from workbook data.
To Create a chart the Steps are: Step 1. Select the cells that contain the source data for the chart.
Step 2. Click on chart Wizard icon from standard toolbar.
Step 3. Chart wizard dialog box will appear, from this select the desired chart type and
sub type and click on NEXT.
Step 4. Chart source Data dialog box will pop up, from this change the data and labels
for the chart and also select the source data range from data Range box. Click
on Next.
Step 5. Chart Options: - Dialog box will appear, where we will specify the


Titles for chart, X – axis and Y – axis,
Axes scale type we want to use for X and Y axes.
Click on NEXT
Adding chart title
Step 6. Chart wizard dialog box will pop up where we specify the chart location form the
tow option: Place chart (i) As new sheet or
(ii) As object (in a worksheet).
Click on Finish button, the chart will appear on the worksheet.
Moving and resizing Embedded charts
We can resize a chart move it from one place to another or even delete it.
(i)
(ii)
(iii)
(iv)
We can select the chart by clicking over it.
To move the chart, we take the mouse pointer to the chart border and drag it to desired
place.
To resize the chart, we take mouse pointer on the border of the selected chart where
mouse pointer changes to double- ended arrow. Then drag the handle in the desired
direction.
To delete a chart, press DEL after selecting the chart.
Saving and Retrieving charts: - When we save the workbook, all the embedded chats and
chart sheets get saved along with it. And when we retrieve these workbooks, all the charts that
were saved with them, also get retrieved.
Printing Worksheets / charts:- We can either print the entire data in a worksheet or specified
sang of current worksheet. A worksheet has a defined print area and MS – Excel will print only
the print area. If we want to select a range of cells to print, then click selection in the print dialog
box and select the range.
The following are the Steps:1. Click on print from File Menu.
2. A print dialog box will appear, under print what, select the option we want.
 Choose Selection option to print a selected range.
 Choose Active Sheet (s) option, to print all the selected sheets.
 Choose Enter Workbook option, to print entire workbook.
3. Enter the desired Number of Copies.
4. Select the Print to File box.
5. Click on OK to confirm.
Creating tables using borders
When we preview the data the grid lines on the worksheet are not visible. If we want the grid
lines to be printed, we have to apply borders to the cells.
Steps: 1) Select the cells or range of cells for which borders have to be applied.
2) Click on the Borders icon on the Formatting toolbar.
3) Form the list of border options, select the kind of border we want to apply.
Borders Using AutoFormatting
We can set borders and colors to our worksheet data by using the AutoFormat option.
Steps to add borders by using Auto Formatting are: -
1)
2)
3)
4)
5)
Select the data on the worksheet.
Click on Format option from Menu Bar.
Select AutoFormat option from the list.
Select the type of format from the options displayed.
The worksheet is formatted.
PRACTICAL QUESTIONS
Q. Create the following worksheet and save the workbook as WAGES.XLS.
(i) Find out the number of days each worker has worked, by subtracting date on which
worker was hired from today's date.
(ii) Calculate Gross wages for each worker. The gross wages can be calculated by using
the following formula : Gross wages = No. of days worked * Pay rate
Q. Write commands for the operation (i) - (ii) based upon the spreadsheet shown below:
1
2
3
4
5
6
7
A
Name
B
Basic
D
E
c
HRA(% DA
Total
of Basic) (Rs.) Salary
(Monthly)
(1997)
Shirome (Rs.)
5000
10
450
Somya
6000
15
800
Tanya
7000
12
900
Aziz
4000
10
500
Arjun
8000
12
700
Kushagra
9000
12
1000
F
Bonus
G
Total
(Rs.) (Salary)
1200
(1998)
200
1800
1700
1500
2000
H
%
Increase
(i) To calculate the total salary as sum of Basic Salary, HRA and DA for each employee for
the year 1997.
(ii) To calculate the total salary of each employee for the year 1998 as sum of salary for the
year, 1997 and bonus. Also calculate the percentage increase in the total salary from
1997 to 1998 for each employee.
Q. Create the following worksheet in MS-Excel.
1
2
3
4
5
6
A
RollNo
101
102
103
104
105
B
Name
Ragini
Namita
Bharti
Aditi
Shirome
C
English
95
99
89
89
80
D
Maths
78
97
88
98
87
E
Science
68
67
87
80
88
F
Total
(i) From the above worksheet find out the average marks for the entire class.
(ii) Now copy the range consisting of the mentioned data (including total, average & class
average) to a new location. Find out whether the cell references change or not.
(iii) Now move the original data range to a new location. Find out whether the cell references
change or not.
(iv) Again move back the data to its original position and make changes in the marks
obtained by students. Notice total, average and class average. What happens ? Why
does this happen ?
Q. Create the following worksheet in MS-Excel :
Roll No.
Name
English
Maths
Science
101
102
1C3
104
105
Kushagra
95
92
70
50
60
99
95
69
40
70
98
Ragini
Aditi
Tahir
Total
Average
90
75
50
75
Nehar
Q. From the above
created worksheet find out the average marks for the entire class using
appropriate formulas.
Q. Now copy the range consisting of the mentioned entire data (including total, average &
class average) to a new location. Find out whether the cell references in formulas change or
not.
Q. Now move the original data range (including total, average & class average) to a new
location. Find out whether the cell references in formulas change or not.
Q. Give the grades as follows:a)
b)
c)
Q.
If percentage is greater then 90, grade is “A”.
If percentage is greater 80, grade is “B”
Else it is “c”.
PACE ICE CREAM PARLOUR maintains the details of items sold during the day in a
workbook as shown in Fig. PI
Fig. P1
Fig. P2
Enter data in a worksheet as shown above and perform the following operations.
(a) Save the workbook as SALES.XLS.
(b) Minimize the workbook SALES.XLS and then restore it to its original size.
(c) Calculate the total sales (AMOUNT column in the worksheet given below) for each flavor by
multiplying the QUANTITY and RATE.
(d) The management of ANTARCTIC CREAM PARLOUR wishes to find out the total sales at
the end of the day. Modify the SALES.XLS book to fulfill the requirement. After calculating
the total, the worksheet should look like the one shown in Fig. P2.
(e) Change the rate of Kesar flavor from 12 to 15. Observe that the formulas get recalculated.
(f) Save the workbook again.
2.(i) Create a worksheet as shown below :
A
1
2
3
4
5
6
7
Salesman
AOOl
A002
A003
A004
Total
B
C
D
Quarterly Sales Analysis
Qtrl
Qtr2
Qtr3
73454
17825
47349
56347
16243
98466
23878
87246
46485
67235
38265
89458
E
Qtr4
87435
98464
62343
23654
(ii)
Name the range B3:B6 as 'Qtrl'.
(iii) Similarly define the names for the other ranges C3:C6, D3:D6 and E3:E6.
(iv) Now find the sum of the range Qtrl in the cell B7.
(v) Also find the sum of the other ranges Qtr2, Qtr3, Qtr4 in cells C7, D7 and E7 respectively.