Computer Wizard VIth

A typeface is a complete set of characters (upper, lower case letters, numbers, and special
characters). A definite characteristic of a typeface is the presence or absence of tiny cross
lines that end the main strokes of each letter. These are of two types:

• Serif typeface : A serif typeface has the above cross lines. Small extensions on the edges
of characters, such as horizontal line on the bottom of a capital “T,” are called serifs.
Serif normally helps the eye to connect one letter with the next and is generally unused
with large amounts of text. E.g., Times New Roman and Courier New are Serif typeface
fonts.Generally, serif fonts have a traditional appearance and are often used in printed
books and newspapers.

• Sans Serif typeface : A sans serif typeface does not have the cross lines.The word “sans”
means “without,” so sans-serif fonts do not have these extra lines. Arial is a Sans Serif
typeface. Sans-serif fonts have a more modern look and are commonly used on the web.

Any document can be set in different type styles (e.g., Regular, Bold or Italic or Underline).

What is Type size?

A type size is a vertical measurement, specified in points, where
one point is equal to 1/72 of an inch; i.e., there are 72 points to an
inch.

Change the font, Size, Color

By default, the font of each new document is set to Calibri. However, Select the text you want to format
Word provides many other fonts you can use to customize text
and titles.

1. Select the text you want to modify.

2. Do any one or all of the following:

• Select the font

(i) On the Home tab, click the drop-down arrow next to
the Font box. A menu of font styles will appear.

(ii) Move the mouse over the various font styles. A live
preview of the font will appear in the document.
Select the font style you want to use.

Select the font for the text

(iii) The font will change in the document. Font of the text is changed
When creating a professional document or a document
Advanced MS-Word
that contains multiple paragraphs, you’ll want to select
a font that’s easy to read. Along with Calibri, standard
reading fonts include Cambria, Times New Roman, and
Arial.

50

• Select the Size

(i) Select the desired font size formatting
option:

• Font size drop-down arrow : On the
Home tab, click the Font size drop-down
arrow. A menu of font sizes will appear.
When you move the mouse over the
various font sizes, a live preview of the
font size will appear in the document.

Select the size from the font size drop down

• Font size box : When the font size you need Type the Font size in Font size box
is not available in the Font size drop-down
arrow, you can click the Font size box and
type the desired font size, then press Enter.

• Increase or Decrease font size commands : Click the Increase Font size or
Decrease Font size commands to change the font size.

Alternatively, to increase the font size, press CTRL +
> keys from the keyboard. Similarly, to decrease the
font size, press CTRL + < keys from the keyboard.

Use Grow Font or Shrink Font buttons to change the Font size

(ii) The font size will change
in the document.

• Select the Color

(i) On the Home tab, click the
Font Color drop-down
arrow. The Font Color
menu appears.

The size of the Font is changed

Select the color for the selected text (ii) Move the mouse over the various
font colors. A live preview of the
Information Technology–VI color will appear in the document.

(iii) Select the font color you want to use.
The font color will change in the
document.

51

Your color choices aren’t limited to the drop-down menu
that appears. Select More Colors... at the bottom of the menu
to access the Colors dialog box. Choose the color you want,
then click OK.

Click More Colors to choose from
colors other than available in Font

color list

Make the text Bold, Italic, Underline and Strikethrough

The Bold, Italic, and Underline commands can be used to help draw attention to important
words or phrases.

Bold : Word Processor Italics : Word Processor

Underline : Word Processor Strikethrough : Word Processor

1. Select the text you want to modify.

2. On the Home tab, click the Bold , Italic , or
Underline , or Strikethrough
Font group. command in the

3. The selected text will be modified in the document. Click Bold button to make text bold
Change the text case

When you need to quickly change text case, you can use the Change Case command instead
of deleting and retyping text.

1. Select the text you want to modify.

2. On the Home tab, click the Change Case
command in the Font group.

3. A drop-down menu will appear. Select the desired
case option from the menu.

Click Change Case button and select UPPERCASE from the list

4. The text case will be changed in the document.

The text is converted to UPPERCASE case

52 Advanced MS-Word

M ake text superscript or subscript

You can apply superscript or subscript formatting Facts
in Microsoft Word using buttons on the Ribbon, A superscript refers to text that is slightly
keyboard shortcuts or the Font dialog box. If you higher than other text on a line, such as a

apply superscript, the selected letter, number or footnote reference marks. For. e.g. x2.

symbol will be raised slightly above the line of text A subscript refers to text that is slightly
and sized to a smaller size. If you apply subscript, lower than other text on a line. Subscripts
the selection will be lowered slightly below the are used in scientific formulas. For. e.g. H20.

line of text and sized to a smaller size.

1. Select text to be formatted as superscript Superscript text
or subscript. Subscript text

2. On the Home tab, click Superscript
or Subscript command in the Font
group.

Alignment of Text Superscript and Subscript text

By default, Word aligns text to the left margin in new documents. However, there may be
times when you want to adjust text alignment to the center or right.

1. Select the text you want to modify.

2. On the Home tab, select one of the four alignment options
from the Paragraph group.

3. Do any of the following:

• To left align the text, click Align Left on the Alignment buttons in Paragraph group

Paragraph group. This aligns all selected text to the left

margin. It is selected by default when a new document is created.

• To right align the text, click Align Right on the Paragraph group. This aligns all
selected text to the right margin.

• To center align the text, click Center on the Paragraph group. This aligns text an
equal distance from the left and right margins.

• To justify align the text, click Justify on the Paragraph group. This aligns text in a
justified manner equally on both sides. It lines up equally to the right and left margins.
Many newspapers and magazines use full justification.

Bullets and Numbering

When you manually number the items in a list, Word converts the typed numbers to
automatic numbering. If you begin a paragraph with a hyphen, Word automatically converts
a paragraph to a bulleted item when you press ENTER to end the paragraph.

Information Technology–VI 53

You can automatically add numbers to the headings in a technical or legal document with
the numbering format you choose by using the built-in heading styles. If you do not use
built-in heading styles, you can still add numbers to headings by linking each heading to
a numbered format.

When you need to organize text into a numbered list, Word offers several numbering
options. You can format your list with numbers, letters, or Roman numerals.

To create Bullets list

1. Select the text to which you want to format as a list.

2. On the Home tab, click the drop-down arrow next to the
Bullets command. A menu of bullet styles will appear.

Bullets button in Paragraph group

3. Move the mouse over the various bullet styles. A live
preview of the bullet style will appear in the document.
Select the bullet style you want to use.

4. The text will be formatted as a
bulleted list.

Select the Bullets and corresponding preview is
displayed in the document

The Bullets are added to the
selected text in the document

To create Numbering List

1. Select the text to which you want to format as a list.

Numbering button in Paragraph group 2. On the Home tab, click the drop-down arrow next to the
Numbering command. A menu of numbering styles will
appear.

3. Move the mouse over the various numbering Select the Numbering and corresponding preview
styles. A live preview of the numbering style will is displayed in the document
appear in the document. Select the numbering
style you want to use. Advanced MS-Word

54

4. The text will format as a
numbered list.

Multilevel lists The Numbering is added to the selected text in
the document

Multilevel List Multilevel lists allow you to create an outline with multiple
levels. Any bulleted or numbered list can be turned into a
multilevel list by using the Tab key.

Spelling and Grammar Check

MS-Word provides the spell check
feature that lets you find and correct all
the spellings and grammar errors in our
document.

On-screen, Word places a red squiggly
underline beneath spelling errors, a line
under correctly spelled but misused
words.

1. Click on Review tab on the Ribbon.

2. Click on Spelling & Grammar Red squiggly underline appears beneath spelling errors
button.

3. Click on the suggestion correcting error.

4. Click on Change to correct the error in your document.

To skip error and continue checking your document, Click on Ignore Once.

To skip error and all other occurrences of error in your document, click on Ignore All or
Ignore Rule.

The name of the button depends on whether the error is a miss-pelled word or a grammar error.

The miss-pelled words can also be corrected by right-clicking the word and selecting the
desired spelling.

Correct a Mistake by Right-Clicking
1. When you find a spelling or grammar problem, right-click on the underlined text. The

menu that appears shows possible corrections.

2. Click on correction from the menu.
To ignore error, you can click on Ignore or click on Ignore All for all instances of the error.

Using Thesaurus in Word
Thesaurus is the feature that provide you the synonyms or antonyms (a word with a

Information Technology–VI 55

similar meaning or opposite meaning) Right click and select Synonyms and choose the available
of the particular word and provides the alternatives or substitutes
alternative and substitutes of a particular
text. It can increase your writing ability
and vocabulary.

1. Select the word for which you want
to find an opposite or substitute.

2. Click on the Review tab on the
Ribbon.

3. Click on the Thesaurus button.

4. Click on the suitable word. A pop-
up menu will appear.

5. Click on Insert.

Page Layout

T he page layout affects how content appears and includes the page’s orientation, margins,
and size.

Page orientation

Word offers two page orientation options: landscape and portrait.
Landscape means the page is oriented horizontally, while portrait
means the page is oriented vertically.

To change page orientation: Page Orientation: Portrait &
1. Select the Page Layout tab. Landscape

2. Click the Orientation command in the Page Setup group.

3. A drop-down menu will appear. Click either Portrait or
Landscape to change the page orientation.

4. The page orientation of the document will be changed. Click on the desired Page Orientation in Page
Page margins setup group in Page Layout tab

A margin is the space between the text and the edge of your document. By default, a new
document’s margins are set to Normal, which means it has a one-inch space between the
text and each edge.

To format page margins:

Word has a variety of predefined margin sizes to choose from.
1. Select the Page Layout tab, then click the Margins command.
2. A drop-down menu will appear. Click the predefined margin

size you want.
3. The margins of the document will be changed.

Click on the desired Page Margin settings in
Page Setup group in Page Layout tab

56 Advanced MS-Word

To use custom margins:

Word also allows you to customize the size of
your margins in the Page Setup dialog box.

1. From the Page Layout tab, click Margins.
Select Custom Margins... from the drop-
down menu.

2. The Page Setup dialog box will appear.

3. Adjust the values for each margin, then click
OK.

4. The margins of the document will be changed.

Custom Margin Settings in Page Setup
dialog box

Click on Custom Margins

Page size

B y default, the page size of a new document is 8.5 inches by 11 inches. Depending on your
project, you may need to adjust your document’s page size. It’s important to note that before
modifying the default page size, you should check to see which page sizes your printer can
accommodate.

To change the page size:

Word has a variety of predefined page sizes to choose from.

1. Select the Page Layout tab, then click the Size command.

2. A drop-down menu will appear. The current page size is
highlighted. Click the desired predefined page size.

3. The page size of the document will be changed. Click Size and choose the desired page size
in Page Setup group in Page Layout tab

To use a custom page size:

W ord also allows you to customize the
page size in the Page Setup dialog box.

1. From the Page Layout tab, click
Size. Select More Paper Sizes...
from the drop-down menu.

2. The Page Setup dialog box will
appear.

3. Adjust the values for Width and
Height, then click OK.

4. The page size of the document will
be changed.
Click Size and choose More Paper Sizes
in Page Setup group in Page Layout tab Select Custom Paper Size and type the width
and height of the page in Page Setup dialog box

Information Technology–VI 57

Alternatively, you can open the Page Setup dialog
box by navigating to the Page Layout tab and clicking
the small arrow in the bottom-right corner of the Page
Setup group.

Click dialog box launcher in Page Setup group in Page Layout tab

Breaks

Adding breaks to your document can make it appear more organized and can improve the
flow of text. Depending on how you want to change the pagination or formatting of your
document, you can apply a page break.

To insert a page break

Page breaks allow you to move text to the next page before reaching the end of a page. When
you are typing along and reach the bottom of a page in a Word document, a page break will
be inserted automatically. The paper size will determine where an automatic page breaks
occur. If you wish to add a page break before the natural page breaks, follow one of the
ways given below:

• Position the insertion point at the line where the page should end.
Click Pages button and select PageBreak in Insert tab.

• Alternatively, position the insertion point at a line where page
should end. Press CTRL+ENTER keys to insert a page break.

Deleting a Page Break

By default, breaks are hidden. If you want to delete a break, you’ll

first need to show the breaks in your document. Click Pages and choose Page Break in
1. On the Home tab, click the Show/Hide command. Insert tab

2. Locate the break you want to delete. Place the insertion point at the beginning of the
break you want to delete.

3. Press the Delete key. The break will be deleted
from the document.

Place the cursor before the Page Break indicator

58 Advanced MS-Word

Time for a Recall

▪ Text Alignment is the text layout within a paragraph points, where one point is equal to 1/72 of an inch;
with respect to document’s left or right or both i.e., there are 72 points to an inch.
margins. The alignment is of two types: Horizontal
and Vertical alignment. ▪ A superscript refers to text that is slightly higher
than other text on a line, such as a footnote reference
▪ Horizontal Alignment refers to the text alignment marks. For. e.g. x2.
with respect to the left and right margins. It can left
alignment, right alignment, centre alignment or ▪ A subscript refers to text that is slightly lower than
justified alignment. other text on a line. Subscripts are used in scientific
formulas. For. e.g. H20.
▪ Vertical Alignment refers to the text alignment
with respect to the top and bottom margins. It ▪ Use a bulleted list for lists where the order of items
can top alignment, centre alignment or justified isn’t significant, and the same “bullet” character
alignment. (such as or →) is used in front of each item.

▪ Formatting text in Microsoft Word refers to ▪ Use a numbered list for lists where the order of
controlling how text appears in your document. It items is significant and a where sequential step
includes text size, color, font, alignment, spacing, number is used to indicate order.
letter case and inserting special symbols.
▪ Line spacing is the space between each line
▪ A font is a graphical representation of text that in a paragraph. Microsoft Word allows you to
may include a different typeface, type size, weight, customize the line spacing to be single spaced
color, or design. (one line high), double spaced (two lines high), or
any other amount you want. The default spacing
▪ A typeface is a complete set of characters (upper, in Word 2016 is 1.08 lines, which is slightly larger
lower case letters, numbers, and special characters). than single spaced.

▪ A serif typeface has the above cross lines. Small ▪ The page layout affects how content appears and
extensions on the edges of characters, such as includes the page’s orientation, margins, and size.
horizontal line on the bottom of a capital “T,” are
called serifs. These are often used in printed books ▪ Word offers two page orientation options:
and newspapers. landscape and portrait. Landscape means the
page is oriented horizontally, while portrait means
▪ A sans serif typeface does not have the cross the page is oriented vertically.
lines. The word “sans” means “without,” so sans-
serif fonts do not have these extra lines. These are ▪ The page size of a new document is 8.5 inches by
commonly used on the web. 11 inches.

▪ A type size is a vertical measurement, specified in ▪ Page breaks allow you to move text to the next
page before reaching the end of a page.

Match the Column A & B Column B
(i) CTRL + U
Column A (ii) CTRL + ENTER
(a) Increase the font Size (iii) Portrait
(b) Sans Serif typeface (iv) CTRL + >
(c) Underline (v) Web pages
(d) Page Break (vi) Landscape
(e) Horizontal Orientation
(f) Vertical Orientation 59

Information Technology–VI

A. Multiple Choice Questions (MCQs) :

1. It is a complete set of characters in which the typed text appears

(a) Typestyle (b) Typeface (c) Typesize

2. These fonts are used in printed books and newspapers.

(a) Serif (b) Rounded (c) Sans Serif

3. The text slightly higher than other text on a line is known as.

(a) Superscript (b) Subscript (c) Higher

4. The text slightly lower than other text on a line is known as.

(a) Superscript (b) Subscript (c) Lower

5. The space between each line in a paragraph is known as.

(a) Paragraph Spacing (b) Line Spacing (c) Text Spacing

6. It refers to how content appears and includes the page’s orientation, margins and size

(a) Page Layout (b) Orientation (c) Page Content

7. In which orientation, the page is oriented horizontally

(a) Layout (b) Landscape (c) Portrait

8. In which orientation, the page is oriented vertically

(a) Layout (b) Landscape (c) Portrait

B. State True and False for the following statements : _____
_____
1. Text Alignment is the text layout within a paragraph with respect to document’s left or right or _____
both margins. _____
2. A typeface is a complete set of paragraphs. _____
3. A sans serif typeface fonts are often used in printed books and newspapers. _____
4. A superscript refers to text that is slightly higher than other text on a line.
5. Use a bulleted list for lists where the order of items are significant.
6. Page breaks allow you to move text to the next page before reaching the end of a page.

C. Fill In The Blanks :
1. A footnote reference marks is an example of ____________.
2. ____________ are used in scientific formulas.
3. Use ____________ list for lists where the order of items isn’t significant.
4. Use ____________ list for lists where the order of items is significant.
5. ____________line spacing accommodates the largest font in that line, plus a small amount of extra space.

60 Advanced MS-Word

6. Landscape means the page is oriented ____________, while portrait means the page is oriented
____________.

7. The page size of a new document is ____________inches by ____________inches.

8. ____________allow you to move text to the next page before reaching the end of a page.

D. Short Answer Questions :

1. What do you understand by text formatting?
2. What is a font? How many types of fonts are there?
3. What is the difference between coloring a text and highlighting a text?
4. How will you make the selected text Bold, Italic, Underlined? Specify the keyboard shortcuts for each of

these?
5. What do you understand by text alignment? How many types of alignment are there?
6. How can you restart a numbered list?
7. What is the meaning of Page orientation? List the different types of orientations available in MS-Word.
8. How do you define the page margins in MS-Word?

E. Long Answer Questions :

1. How will you change the text case in word 2016? Explain.

2. How can you format the text using font dialog box? Explain each feature.

3. What are multilevel lists? Explain in detail.

4. Describe the following:

(a) Typeface (b) Typesize (c) Alignment (d) Line Spacing

(e) Serif Fonts (f) Superscript (g) Subscript (h) Justify Alignment

(i) Bullets (j) Numbering (k) Left Alignment (l) Right Alignment

5. What do you understand by Line spacing? List the various types of line spacing is available in MS-Word.

6. How do you define paragraph spacing?

7. How do you define the page size in MS-Word? Explain, if you can customize a page size?

8. What is meant by a break in MS-Word? How many types of breaks are there?

In the Lab

1. Create a new Word document and type the following text in it.

Living with Computers

The computing technology on which we are now so dependent has risen to its position of ascendency so
rapidly that few of us have had the opportunity to take a step back and wonder where we are headed. Taking
a big-picture perspective on digital technology, Living with Computers leads the reader on a whistle-stop
tour of the history of information and information technology. This journey culminates in a deep exploration
into the meaning and role of computers in our lives, and what this experience might possibly mean for the
future of human society – and the very existence of humanity itself.

Information Technology–VI 61

In the face of the transformative power of computing, computers become integrated into our bodies,
merging with the information processing of our very DNA, will computing help to shape the evolution of
biological life? If artificial intelligence advances beyond the abilities of the human brain, will this overturn
our anthropocentrism and lead to a new view of reality? Will we control the computers of the future, or will
they control us?

These questions can be discomforting, yet they cannot be ignored. It is time to reshape our definition of
our species in the context of our interaction with computing. For although such science-fiction scenarios
are not likely to happen any time soon – and may, in fact, never happen – it is nevertheless vital to consider
these issues now if we wish to have any influence over whatever is to come. So, humans, let’s confront our
possible destiny!

(a) Save the document as DOCUMENT.DOC

(b) Select the heading of the document, cut and paste it at the end of the document.

(c) Undo the previous action.

(d) Make a copy of this document with a different name.

(e) Make the story head Bold, Italic and 14 points.

(f) Change the font style of the entire story to “Times New Roman”

(g) Select the heading of the document, cut and paste it at the end of the document.

(h) Select the first two lines of the paragraph and convert it to uppercase.

(i) Change all the upper case letters to lowercase and vice-versa.

(j) Highlight the second paragraph.

(k) Change font style of the paragraphs to 13 points bold italic.

(l) Change the font size of the entire text to 14 points.

(m) Select the second paragraph and delete it.

(n) Add appropriate bullets and try coloring the bullets

(o) Apply numbering to the paragraphs and try coloring the numbering with alphabets.

(p) Select the second paragraph and delete it.

(q) Change the Page Size to Letter size.

(r) Change the page orientation and view the effects.

2. Design a poster on DIWALI MELA.

3. Prepare a greeting card for your mother’s birthday.

4. Prepare a poster that can be displayed on the board of your class giving details of results scored by each
classmate during your examinations.

Group Discussion

Divide the class into groups and discuss the following topics:

1. Fonts, Typeface, Typesize 2. Bold, Italics and Underline

3. Superscript and Subscript 4. Bullets and Numbering

62 Advanced MS-Word

Project Work

1. Type the following paragraph correctly in a new word document file (.docx)
What is Network?
The network used to interconnect computers in a single room, rooms inside a building or buildings are

normally called local area networks (LANs). LANs normally transmit data in a digital form using media such
as coaxial cable or multithreaded cable. Local Area Network can be used only on one side of a building. The
terminals and workstations are able to connect either one of the ‘two’ host computers when required. The
network has a file server and a print server. The file server is a special computer that provides a form of
auxiliary storage that can be used by any other computer on the network. The print server is a special printer
that can receive data from other computers on the network and print it. It is possible to connect external
communications server on the LAN with a device which makes the communication possible between the
equipment of the network and system elsewhere, e.g. modem.
For example, in the IT department of the Nepal Electricity Authority, there are more than 30 computers
working at the same time. The authority can get information about whatever is being operated on any
computer. All things can be connected with the file server.
Format typed paragraph as the following criteria.
(a) Apply 16pt font size with bold and italic for heading and center align it.
(b) Apply paragraph spacing after 12pt for all paragraphs.
(c) Apply line paragraph 1.5 lines for the third paragraph and justify it.
(d) Insert footnote “Two or more than two computers connected with or without cable” for the underlined

word of the first paragraph.

Educate your students ONLINE

1. www.universalclass.com/articles/computers/office-365/page-formatting-in-word-2016.htm
2. thesoftwarepro.com/microsoft-word-formatting

Information Technology–VI 63

Formative Assessment – 1

(Based on Chapter 1 to 4)

Class 6 : COMPUTER Date: _______________
Max. Marks: 30 Max. Time: 30 Min

A. Fill In The Blanks : 1 x 10 = 10

1. ____________ is defined as facts or figures, or information that’s stored in or used by a computer.

2. ____________ is used to feed data and instructions to the computer

3. ____________is a volatile memory and the data is stored and removed during the operation cycle.

4. Invisible concentric circles on disk are called ____________

5. ____________ is a set of instructions, data or programs used to operate computers and execute specific tasks.

6. ____________ is the area in the document windows wherein you enter the text of your document.

7. ____________ are used in scientific formulas.

8. The page size of a new document is ____________inches.

9. Use ____________ list for lists where the order of items is significant.

10. Use ____________ list for lists where the order of items is insignificant.

B. State True and False for the following: 0.5 x 10 = 5
_____
1. Information is the unprocessed data. _____
2. In computer terminology, ‘K’ is used to represent 1,000 positions. _____
3. The term “ABACUS” was derived from a roman word “ABAC” that means dust and “ABAX”
that means sand. _____
4. Machine language use binary digits, 0 and 1. _____
5. Assembly language is also called the fourth generation programming language. _____
6. Status Bar displays information regarding page numbers, the column and line number. _____
7. The Ribbon contains multiple tabs, each with several groups of commands. _____
8. Backspace delete a character right to the insertion point. _____
9. A superscript refers to text that is slightly higher than other text on a line. _____
10. Page breaks allow you to move text to the next page before reaching the end of a page.

C. Multiple Choice Questions. Tick the correct answer: 0.5 x 10 = 5

1. This part of a computer is also known as the brain of a computer

(a) CPU (b) Memory (c) Storage

2. This unit displays the final formatted output of the data processed by the computer

(a) Input (b) Output (c) Processor

3. Which program is designed to perform maintenance work on the system?

(a) Application (b) System (c) Utility

4. A program in assembly language is known as

(a) Assembler (b) Source Code (c) Assemble Code

64 64 Advanced MS-Word

5. It is a group of eight bits used to represent one character of data.

(a) Byte (b) Bits (c) Kilobits

6. It is a flashing vertical line that marks the place where the text will be entered

(a) Text Point (b) Insertion Point (c) Cursor Point

7. Keyboard shortcut for save operation is ................ 1x5=5

(a) CTRL+A (b) CTRL+S (c) CTRL+L 1 x 5 = 5

8. To select all text in a document, press ................

(a) CTRL+A (b) CTRL+S (c) CTRL+L

9. The text slightly lower than other text on a line is known as.

(a) Superscript (b) Subscript (c) Lower

10. In which orientation, the page is oriented vertically

(a) Layout (b) Landscape (c) Portrait

D. Define the following in 1 line:
1. Arithmetic & Logic Unit
2. ROM
3. Typeface
4. Serif Fonts
5. Font

E. Very Short Answer Questions:
1. How will you select text upto one screen down?
2. How will you copy a selected text from the document?
3. How can you delete one character at a time from the right side of cursor?
4. How can you restart a numbered list?
5. List the different types of orientations available in MS-Word.

Information Technology–VI 65 65

5 Excel Spreadsheets

Learning Objectives: ▪ Components of MS-Excel 2016
▪ Creating, Opening and Saving Workbooks
▪ Electronic Spreadsheets ▪ Protecting and Unprotecting Worksheets
▪ Worksheet Views
▪ Working with Cells, Columns and Rows

Introduction

An electronic spreadsheet is a logical worksheet consisting of rows and columns in computer
memory. It is equivalent to an accountant ledger.

Facts

An electronic spreadsheet or a worksheet is a grid consisting of rows and columns in
computer’s memory. A spreadsheet program allows you to store, organize and analyze
information in the form of numbers and data with multiple formulas, functions, charts and
formatting features to answer statistical, engineering and financial needs of professional and
novice users in different fields of technology.

The electronic spreadsheet works like a vast Uses of spreadsheets
calculator with a large amount of memory ▪ Calculations are easier.
that offer simple and complex calculations, ▪ Used for displaying and printing graphs directly
analysis becoming easier.
from the data available in worksheet.
▪ Data reorganization.
▪ Simple word processing capabilities.

Click here to Getting Started with MS-Excel 2016
open MS-Excel 1. Click the mouse button on the Start button on

Excel 2016 application on Start Menu Taskbar at the bottom left corner of the screen.
2. Select Microsoft Office 2016 from the list of
66
programs.
3. Click on Excel 2016.
Select Start  Microsoft Office 2016  Excel 2016

commands from your menu bar.

Excel Spreadsheets

Once you start Excel, Quick Access Title Bar Minimize, Maximise,
following window, Toolbar Close Buttons

Ribbon Menu Tabs

the document window Commands in
appears wherein you different groups
can working on a
Minimize the
Ribbon

spreadsheet. Cell
Pointer
Excel 2016 uses a Group Dialog Box
Name Launcher Button

tabbed Ribbon Name Box Formula Bar Column
Alphabets
system where the Row Cell Range:
Numbers (C8:F12) Worksheet Cells

Ribbon contains Current Active
Cell

multiple tabs, each Sheet Tabs Scroll Bars
with several groups of
commands. Status Bar Zoom
Percentage

(a) Ribbons contain Parts of the Workbook window in Excel 2016 Views of the Zoom
multiple tabs that Document Slider
are task oriented

such as Home, Insert, Page Layout, Formulas etc.

(b) Within each tab, the related groups are provided.

(c) Within each group, several related command buttons are also grouped together to execute

a command or to display a command menu.

(d) A dialog box launcher is an iconic arrow button in the Ribbon that brings up different

options depending on the menu being used.

Components of MS-Excel Window

An Excel spreadsheet or your excel file is also known as a Workbook. It is divided into rows
and columns with each row assigned a numerical heading and column assigned alphabetical
heading.

1. Title Bar: It is located at the top of the excel window and comprises of a control menu,
name of the application, active workbook and three buttons:

• Minimize minimizes the window to a taskbar.

• Maximize displays window in a full screen.

• Restore displays the window to its previous size after maximizing it.

• Close exits and closes the application.

2. Menus: It displays various tabs such as Home, Insert, Page Layout, References etc. To
view all sub tasks/options (expanded form) in each menu, you must click the required
option.

3. Shortcut Menus: It allow you to access various Excel commands faster Shortcut Menu
than using options on menu bar. In an expanded menu, the shortcut menu
is displayed with shortcut command option depending on the sub-task
that is clicked or selected.

Information Technology–VI 67

4. Name Box: It refers to an address of the currently active cell in terms of row and column
references. For e.g., B:C200 is an address for the cell in Worksheet B at the intersection of
column C and row 200.

5. Formula Bar: It displays the current cell entry. It also displays the contents of a cell as you
type it.

6. Worksheet Tabs: It comprises of a list of all the sheets available in an Excel workbook. By
default, there are 3 sheets in a new workbook.

7. Status Bar: It displays information that includes page numbers, columns and line numbers.

8. Scroll Bar: These are used to view different areas of the active windowby moving the
elevator along the bar.

9. Row Numbers: The row numbers are represented by numerals 1,2,3,.... An excel worksheet
has rows that are numbered ranging from 1 to 1048576. The maximum row height is of
409 points.

10. Column Alphabets: The column alphabets are represented by alphabets A,B,C,.....,XFD.
An excel worksheet has columns with alphabetic headings from A to Z and then continues
from AA to AZ and then BA to BZ, until the last 16384th XFD column is reached. The
maximum column width is of 255 characters.

11. Worksheet Cells: A cell is a smallest unit used to store information that can be of two
types:

• Constants: A constant entry doesn’t change. It can be numerical data (i.e., Digits or
decimal numbers) on which calculations are performed, or, it can be text (Labels) data
which contains textual contents.

• Formulas: It is a combination of numeric constants, cell references, arithmetic operators,
and/or functions that display result of a calculation.

12. Cell Pointer: It is a reverse video rectangular bar that marks one of the cells on the screen.
The data you type goes directly to the cell where the cell pointer is placed.

13. Current Active Cell: It is the current position of the cell pointer. Active cell is a selected
cell in which data is entered when you begin typing. Only one cell is active at a time and
is bounded by a heavy border.

14. Cell Range: It is a rectangular block of adjacent or nonadjacent cells. It can be a single
cell, a row or column or several adjacent or nonadjacent rows or columns. A cell range is
defined as two or more cells on a sheet. For e.g., the cell range C5:F10 starts from cell C5
to F10, the cell range B10:G20 starts from cell B10 to G20.

Worksheet views

Excel 2016 has a variety of viewing options that change how your Worksheet View buttons
workbook is displayed. You can choose to view any workbook in
Normal view, Page Layout view, or Page Break view. To change
worksheet views, locate and select the desired worksheet view
command in the bottom-right corner of the Excel window.

68 Excel Spreadsheets

• Normal view: This is the default view for all worksheets
in Excel.

Normal View

• Page Layout view: This view can help you visualize how
your worksheet will appear when printed. You can also
add headers and footers from this view.

Page Layout View

• Page Break view: This view makes it easy to change
the location of page breaks in your workbook, which is
especially helpful when printing a lot of data from Excel.

Creating Excel Workbooks Page Break View

Excel files are called workbooks. Whenever you start a new project in Excel, you'll need to
create a new workbook.

Create a blank workbook

1. Do any of the following:

• On the Quick Access toolbar, click New.
New Document Icon on Quick Access Toolbar

• Alternatively, you can also press CTRL + N from the
keyboard.

• Click the File tab.

(a) Backstage view will
appear.

(b) Select New,
then click Blank
document.

2. A new blank workbook
will appear on the screen.

Click New in Backstage view and select Blank document

Information Technology–VI 69

Using templates to create documents

A template is a predesigned spreadsheet you can use to create a new workbook quickly.
Templates often include custom
formatting and predefined formulas, so
they can save you a lot of time and effort
when starting a new project.

1. Click the File tab to access Backstage
view.

2. Select New. Several templates will Click New in Backstage view and right click on a template
appear below the Blank document
option.

3. Select a template and right-click on it.

4. Click on preview of the template to display additional
information on the template.

5. Click Create to use the selected template.

Select a template and click on Create button to create a
new document

6. A new document will appear with
the selected template.

Opening an Existing Workbook A New document from the selected template is created

1. Do any of the following:

• On the Quick Access toolbar, click Open button. Open icon on Quick Access Toolbar

• Alternatively, you can also press
CTRL + O from the keyboard.

• Click the File tab.

(a) Backstage view will appear.

(b) Select Open.

▪ If you've opened the desired
presentation recently, you
can browse your Recent Click Open in Backstage vaiew, then select Recent Workbooks and choose
Workbooks rather than search from the listed workbooks or click on Browse button
for the file.

▪ Otherwise, click Browse button.

70 Excel Spreadsheets

2. In the Open dialog box, choose the appropriate drive
and folder from which you want to open a workbook.

3. Do any of the following:

• Click on Open to open a workbook file.

• Click on the down arrow key to open

a pull down menu and click Open Read-

Only.

Open file as Read Only • Click on Open as Copy to open a copy of Open dialog box
original file.

Saving a Workbook

When you create a new workbook in Excel offers two ways to save a file:
▪ Save: When you create or edit a workbook, you’ll use
Excel, you'll need to know how to save the Save command to save your changes. To save a file first time,

it so you can access and edit it later. you’ll need to choose a file name and location. Thereafter, click

You can save files to your computer, the Save command to save it with the same name and location.
to the cloud using OneDrive or ▪ Save As: You’ll use this command to create a copy of a workbook
export and share workbooks directly
while keeping the original. For Save As, you’ll need to choose a
different name and/or location for the copied version.

from Excel.

1. Do any of the following:

• On the Quick Access toolbar, click Save button.
• Alternatively, you can also press CTRL + S from the keyboard. Save icon on Quick Access Toolbar

• Click the File tab.

(a) Backstage view will appear.

(b) Select Save.

(c) If you're saving the file for the
first time, the Save As pane will
appear in Backstage view.

(d) You'll then need to choose where

to save the file and give it a file

name. To save the workbook to Click Save in Backstage view, then click click on Browse button
your computer, click Browse.

Alternatively, Click OneDrive to save the file to

your OneDrive.

(e) The Save As dialog box will appear. Select the
location where you want to save the workbook.

(f) Enter a file name for the workbook, then click
Save.

(g) The workbook will be saved. You can click the Save As dialog box

Save command again to save your changes as you 71

modify the workbook.

Information Technology–VI

For example, if you have a file named Sales Report, you could save it as Sales Report 2 so
you'll be able to edit the new file and still refer back to the original version.To do this, click
the Save As command in Backstage view, click Browse button and choose where to save the
file and give it a new file name.

Save the file in a different format
1. On the File menu, click Save As.
2. In the File name box, enter a new name for the file.
3. Click Save as type list, and then click the file format that

you want the file to be saved in.
4. Click Save.

Closing a Document Select the workbook type you want to save in
1. Do any of the following:

• On the Quick Access toolbar, click the Control button.

• Alternatively, you can also press ALT + F4 from the keyboard.

• Click the File tab. Click the control icon on
(a) Backstage view will appear. Quick Access Toolbar

(b) Select Close.

(c) If you have not saved the workbook earlier or made Save a workbook before closing it
any changes after saving the workbook, Excel 2013 will
prompt you to save the workbook.

(d) Click Save button in the dialog box.

(e) To close the document without saving, click Don’t Save.

(f) To continue working within the document, click Cancel.

Working with Worksheets

Every workbook contains at least one worksheet. When working with a large amount of
data, you can create multiple worksheets to help organize your workbook and make it
easier to find content.

Rename a worksheet

By default, a new Excel workbook, contains one worksheet named Sheet1. To
rename a worksheet:

1. Right-click the worksheet you want to rename, then select Rename from Click Rename in the
the worksheet menu. Shortcut menu

2. Type the desired name for the worksheet.

Type the desired name

3. Click anywhere outside of the worksheet, or press Enter on your

Worksheet is renamed keyboard. The worksheet will be renamed.

72 Excel Spreadsheets

Insert a new worksheet
1. Locate and select the New sheet button.

2. A new blank worksheet will appear. Click New Sheet button on the Sheet bar

New Blank Sheet appears at
the end of the sheet list

Delete a worksheet

1. Right-click the worksheet you want to delete, then select Delete
from the worksheet menu.

Right click on the sheet to be deleted
and click Delete in the Shortcut menu

2. The worksheet will be deleted from your workbook.

The selected
sheet is deleted

Working with Cells

Whenever you work with Excel, you'll enter information—or content— Cells, Columns and Rows
into cells. Cells are the basic building blocks of a worksheet that are used
to calculate, analyse, and organize data in Excel.

Every worksheet is made up of thousands of rectangles, which are called
cells. A cell is the intersection of a row and a column. Columns are
identified by letters (A, B, C), while rows are identified by numbers (1,
2, 3).

Each cell has its own cell address—based on its column and row. The
cell address appears in the Name box. Note that a cell's column and row
headings are highlighted when the cell is selected.

Name box

You can also select multiple cells at the same time. A group of cells is known as a cell range.
It refers to the cell addresses of the first and last cells in the cell range, separated
by a colon. For example, a cell range that included cells A1, A2, A3, A4, and A5
would be written as A1:A5.

In the images below, two different cell ranges are selected: Single Column
• Cell range A1:A8 including cells, A1, A2, A3, A3, A5, A6, A7 and A8. Cell Range

• Cell range A1:B8 including cells, A1 to A8 and B1 to and B8. 73

Two Column Cell Range

Information Technology–VI

Selecting a Cell, Row, Column Selecting a Cell

To input or edit cell content, you'll first need to select the cell.To select:

• A single cell: Click the cell, or press the arrow keys to move the cell.A border
will appear around the selected cell, and the column heading and row

heading will be highlighted.
• All cells on a worksheet: Click the Select All button.

Select All Button

• All non-adjacent cells: Select the first cell or range of cells, and then
hold CTRL and select other cells or ranges.

selecting Non-adjacent cells Column
Heading
• An entire row / column: Click on the row or column Row
heading. Heading Select an entire column

• Adjacent row / column: Drag across the row or the Select an entire row
column headings. Or select the first row or column; then
hold down SHIFT and select the last row or column.

• Non-adjacent row or column: Select the first row or column, and then hold down CTRL
and select the other rows or columns.

• A range of cells: Click the first cell of the range, then drag until all of the Select a cell range
adjoining cells you want to select are highlighted to the last cell.Release
the mouse to select the desired cell range.

• Cancel a selection of cells: Click any cell on the worksheet.

Cell content Cell contents

Any information you enter into a spreadsheet will be stored in a cell. Each Formatting cells with
cell can contain different types of content, including text, formatting, backgrounds and color
formulas, and functions.

• Text: Cells can contain text, such as letters, numbers, and dates.

• Formatting attributes: Cells can contain formatting attributes
that change the way letters, numbers, and dates are displayed.
For example, percentages can appear as 0.15 or 15%. You can even
change a cell's background color.

• Formulas and functions: Cells can contain formulas and functions
that calculate cell values. In our example, SUM(B2:B8) adds the
value of each cell in cell range B2:B8 and displays the total in cell
B9.

To insert content Formulas and Functions
1. Click a cell to select it.

74 Excel Spreadsheets

2. Type content into the selected cell, then press Enter on your keyboard.
The content will appear in the cell and the formula bar. You can also
input and edit cell content in the formula bar.

To delete cell content The typed contents appear
1. Select the cell with content you want to delete. in the cell and formula bar

The cell contents are deleted 2. Press the Delete or Backspace key on your keyboard. The cell's contents
will be deleted.

You can use the Delete key on keyboard to delete content from multiple cells at once. The
Backspace key deletesonly one cell at a time.

T o delete cells Select the cells which
are to be deleted
There is a difference between deleting the content of a cell and deleting
the cell itself. If you delete the entire cell, the cells below it will shift up
and replace the deleted cells.

1. Select the cell(s) you want to delete.

2. Select the Delete command from the Cells group in the Home tab.

3. The cells below will shift up.

The selected cells are deleted

To copy and paste cell content

You can copy contents that is already entered into your spreadsheet and paste it to other
cells, to save your time and effort.

1. Select the cell(s) you want to copy.

Select the cells whose
contents are to be copie

2. Click the Copy command from the Clipboard group in the Home tab,
or press Ctrl+C on your keyboard.

Click Copy button in Clipboard
group in the Home tab

3. Select the cell(s) where you want to paste the content. The copied cells

will now have a dashed box around them.

Specify the destination cells
for pasting the contents

4. Click the Paste command from the Clipboard group in the Home tab,
or press Ctrl+V on your keyboard.

Click Paste button in Clipboard 5. The content will be pasted into the selected
group in the Home tab

cells. The contents are copied into
the destination cells

Information Technology–VI 75

To cut and paste cell content

Unlike copy, that duplicates cell contents, cut moves thecontents between cells.

1. Select the cell(s) you want to cut. Select the cells whose
contents are to be cut

2. Click the Cut command from the Clipboard group in the Home tab, or
press Ctrl+X on your keyboard.

Click Cut button in Clipboard
group in the Home tab

3. Select the cells where you want to paste the content. The cut cells will Specify the destination cells
now have a dashed box around them. for pasting the contents

4. Click the Paste command from the Clipboard group in the Home tab,
or press Ctrl+V on your keyboard.

5. The cut content will be removed from the original cells and pasted into

The contents are moved the selected cells.
into the destination cells

To use the fill handle On selecting the cells, the
fill handle will appear
Sometimes, you need to copy the content of one cell to several other cells
in your worksheet. You can use the fill handle to quickly copy and paste
content to adjacent cells in the same row or column.

1. Select the cell(s) containing the content you want to use. The fill handle
will appear as a small square in the bottom-right corner of the selected

cell(s).

2. Click, hold, and drag the fill handle until all
of the cells you want to fill are selected.

3. Release the mouse to fill the selected cells.

Drag the fill handle until all the Release the fill handle to
cells you want to fill are selected fill the selected cells

T o continue a series with the fill handle

If the content of a row or column follows a sequential

order, like numbers (1, 2, 3) or days (Monday,

Tuesday, Wednesday), the fill handle can be used Extend the fill handle to fill the Release the fill handle to fill
series of dates in a column the series of dates in a column
to extend the series in a column or row.

76 Excel Spreadsheets

Modifying Columns, Rows and Cells

By default, every row and column of a new workbook is set to the same height and width,
however, you can modify column width and row height in different ways.

T o modify column width
In our example below, some of the content in column A cannot be displayed. We can make

all of this content visible by changing the width of column A.
1. Position the mouse over the column line in the column heading so the

white cross becomes a double arrow .

Position the mouse pointer
over the column line

2. Click, hold, and drag the mouse to increase or decrease the column width.

Drag the mouse pointer to
increase or decrease the

column width

3. Release the mouse. The column width will be changed.

If you see pound signs (#######) in a cell, it means the column is not wide

enough to display the cell content. Simply increase the column width to Column width will

show the cell content. be changed

T o modify row height becomes

1. Position the cursor over the row line so the white cross Position the mouse pointer over
a double arrow . the row line

2. Click, hold, and drag the mouse to increase or decrease the row
height.

Drag the mouse pointer to increase
or decrease the row height

3. Release the mouse. The height of the selected row will be changed.

Inserting, deleting, moving, and hiding rows and columns Row height will be changed

While working with a workbook, you might need to insert new columns or rows, delete
certain rows or columns, move them to a different location in the worksheet, or even hide
them.

To insert rows 1. Select the row heading below where you want
the new row to appear. For example, if you want
Select the row heading below where to insert a row between rows 7 and 8, select row
you want the new row to appear 8.

2. Click the Insert command in Cells group on the Home tab. Click Insert button in Cells
group in Home tab

Information Technology–VI 77

3. The new row will appear above the selected row.

Select the column before The new row appears above the
which you want the new selected row

column to appear T o insert columns

1. Select the column heading to the right of where you want the new
column to appear. For example, if you want to insert a column between
columns D and E, select column E.

2. Click the Insert command in Cells group on the Home tab.

3. The new column will appear to the left of the selected column.

When inserting rows and columns, make sure you select the entire

row or column by clicking the heading. If you select only a cell in the

row or column, the Insert command will only insert a new cell. The new column appears to the left
To delete rows of the selected column

1. Select the row(s) you want to delete. In our example, we'll select Select the row headings which
rows 6-8. you want to be deleted

2. Click the Delete command in Cells group on the Home tab.

3. The selected row(s) will be deleted, and the rows

below will shift up. In our example, rows 9-11 are

Click Delete button in now rows 6-8. The selected rows are deleted
Cells group in Home tab

To delete columns

1. Select the columns(s) you want to delete. In our example, we'll select
column E.

2. Click the Delete command in Cells group on the
Home tab.

Select the column headings 3. The selected columns(s) will be deleted, and the

which you want to be deleted columns to the right will shift left. In our example,

Column F is now Column E. The selected columns
are deleted
To move a row or column

Sometimes, you need to move a column or row to rearrange the
content of your worksheet.

1. Select the desired column heading for the column you want to

Select a column and click Cut button in move, then click the Cut command on the Home tab or press
Clipboard group in Home tab Ctrl+X on your keyboard.

78 Excel Spreadsheets

2. Select the column heading to the right of where you want
to move the column. For example, if you want to move a
column between columns B and C, select column C.

3. Click the Insert command on the Home tab, Select the column heading where you want
to move the column
Click Insert Cut Cells on then select Insert Cut Cells from the drop-
Insert button in Cells down menu.
group in Home tab

4. The column will be moved to the selected location, and the
columns to the right will shift right.

To hide and unhide a row or column The selected column is moved to the
desired location

Excel allows you to hide rows and columns if needed.

1. Select the column(s) you want to hide, right-click the mouse, then

Select the column you want to hide and select Hide from the formatting menu.
Click Hide in shortcut menu

2. The columns will be hidden. The green column line indicates the
location of the hidden columns.

The selected columns will
be hidden

3. To unhide the columns, select the columns to the left and right of
the hidden columns. In our example, we'll select columns B and E.

4. Right-click the mouse, then select Unhide from the formatting

Select the adjacent columns of the menu. The hidden columns will reappear.
hidden columns and click Unhide

in shortcut menu

Protecting a Worksheet

You can protect the worksheet from unauthorized
editing. You can add password protection to the
worksheet contents.

1. Select Home tab.

2. Click Format in cells group.

3. Choose Protect sheet from Drop Down Menu. Click Protect Sheet in Specify the password and tick the
Protect sheet dialog box will appear. Enter password
to protect sheet. Format drop down in provisions the users are allowed to

Cells group in Home tab do on the worksheet

Information Technology–VI 79

4. Re-enter same password in Confirm Password dialog box. Confirm the password

Unprotecting a Worksheet Unprotect the sheet by
providing the password
1. Select Home tab.
2. Click Format in cells group.
3. Choose Unprotect sheet from Drop Down Menu. Unprotect sheet

dialog box will appear. Enter password to unprotect the sheet.
Password must be same as used for protecting worksheet. Press OK.

Moving around the worksheet using Keyboard

Key Explanation

­ or¯ The cell pointer moves one up or down.
®or¬ The cell pointer moves one right or left.
CTRL+¬ The cell pointer moves one full screen left to a non-blank cell.
CTRL+® The cell pointer moves one full screen right to a non-blank cell.
END+­or END+¯ The cell pointer moves up or down to the next non-blank cell above or below that
does may or may not contain data.

END+®­ or END+¬ The cell pointer moves right or left to the next non-blank cell right or left that may
or may not contain data.

PGUP or PGDN The cell pointer moves one full screen up or down.

END+HOME The cell pointer moves to the end of the worksheet’s active area, one screen full
right to non-blank cell.

CTRL+HOME The cell pointer moves to the first cell A1 of the active worksheet.

ALT+PGUP The cell pointer moves one screen right.

ALT+PGDN The cell pointer moves one screen left.

HOME The cell pointer moves to the left of the worksheet i.e., A column.

Using Function Keys

Function keys Tasks Function keys Tasks

F1 Display Help or the Office CTRL+SHIFT+F6 Move to the previous
Assistant workbook window
SHIFT+F1 What's This? F7
ALT+F1 CTRL+F7 Spelling command
ALT+SHIFT+F1 Insert a chart sheet F8
F2 Insert a new worksheet SHIFT+F8 Move the window
SHIFT+F2 Edit the active cell CTRL+F8
ALT+F2 Edit the cell comment ALT+F8 Extend a selection
ALT+SHIFT+F2 Save As command F9
Save command Add to the selection
SHIFT+F9
CTRL+F9 Resize the window

Display the Macro dialog box

F3 Paste a name into a formula Calculate all sheets in all open
SHIFT+F3 Paste a function into a formula workbooks

Calculate the active worksheet

Minimize the workbook

80 Excel Spreadsheets

CTRL+F3 Define a name F10 Make the menu bar active
CTRL+SHIFT+F3 SHIFT+F10 Display a shortcut menu
Create names by using row and
F4 column labels CTRL+F10 Maximize or Restore the
Repeat the last action F11 workbook window

SHIFT+F4 Repeat the last find (Find Next) Create a chart
CTRL+F4 Close the active window
ALT+F4 Exit Excel SHIFT+F11 Insert a new worksheet

F5 Go To CTRL+F11 Insert a Microsoft Excel 4.0
SHIFT+F5 Display the Find dialog box ALT+F11 macro sheet
CTRL+F5 Restore the Window size
F6 Move to the next pane Display Visual Basic Editor
SHIFT+F6 Move to the previous pane
F12 Save As command

SHIFT+F12 Save command

CTRL+F12 Open Command

CTRL+SHIFT+F12 Print command

Time for a Recall

▪ An electronic spreadsheet is a logical worksheet ▪ A Cell is a smallest unit used to store information
consisting of rows and columns in computer of two types: Constants and Formulas.
memory.
▪ A Constant entry doesn’t change. It can be
▪ AutoSum helps you to add the contents of a cluster numerical data (i.e., Digits or decimal numbers) on
of adjacent cells. which calculations are performed, or, it can be text
(Labels) data which contains textual contents.
▪ AutoFill allows you to quickly fill cells with
repetitive or sequential data such as chronological ▪ A Formulas is a combination of numeric constants,
dates or numbers, and repeated text. cell references, arithmetic operators, and/or
functions that display result of a calculation.
▪ An Excel spreadsheet or your excel file is also
known as a Workbook. It is divided into rows and ▪ A cell pointer is a reverse video bar that is
columns, where columns are identified by letters rectangular. It marks one of the cells on the screen.
(A, B, C), while rows are identified by numbers (1, The data you type goes directly to the cell where
2, 3). the cell pointer is placed.

▪ Title Bar is located at the top of the excel window. ▪ Current Active Cell is the current position of the
cell pointer. Active cell is a selected cell in which
▪ Name Box refers to an address of the currently data is entered when you begin typing.
active cell in terms of row and column references.
▪ Cell Range: It is a rectangular block of adjacent or
▪ Formula Bar displays the current cell entry. It also nonadjacent cells. It can be a single cell, a row or
displays the contents of a cell as you type it. column or several adjacent or nonadjacent rows or
columns.
▪ Worksheet Tab comprises of a list of all the sheets
available in an Excel workbook. ▪ Normal view is the default view for all worksheets
in Excel.
▪ Row Numbers are represented by numerals 1,2,3,....
An excel worksheet has rows that are numbered ▪ Page Layout view can help you visualize how your
ranging from 1 to 1048576. The maximum row worksheet will appear when printed. You can also
height is of 409 points. add headers and footers from this view.

▪ Column Alphabets are represented by alphabets ▪ Page Break view makes it easy to change the
A,B,C,.....,XFD. An excel worksheet has columns location of page breaks in your workbook, which is
with alphabetic headings from column A to 16384th helpful when printing a lot of data from Excel.
XFD column. The maximum column width is of 255
characters. ▪ A template is a predesigned spreadsheet you can
use to create a new workbook quickly.

Information Technology–VI 81

Shortcut Keys

1. Bold — ......................................... 2. Italic — .........................................
4. Cut — .........................................
3. Underline — ......................................... 6. Paste — .........................................

5. Copy — .........................................

7. Open — .........................................

Crossword :

WO R K B O O KWP F Y O D G P Hints :-
ROED J PDP S EDSDFHD WORKBOOK
T P I C E L L S G J K C QW J A
D J S OW S P R E A D S H E E T CELL
S LGLOPDPDL P F S J S E WORKSHEET
G NQU R S Q L E F O RMU L A SPREADSHEET
SMUMK Q GWY J S X D K S G FORMULA
CDFNS E L FUEGV L L HH COLUMNS
V J S S H T S A P FWB DQ J K
J EMD E Q K H S QON L I K U DATE
U Y W Q E K Q L N R H M O S WW
I S P Y T S K S E P L L WE QM

A. Multiple Choice Questions (MCQs) :

1. A worksheet is made of columns and rows, wherein

(a) Columns run vertically and rows horizontally

(b) Columns run horizontally and rows vertically

(c) The run is dependent on application used (c) 512 C & 65536 R

2. T he total size of excel worksheet is (c) Cell

(a) 156 C & 8192 R (b) 16384 C & 1048576 R

3. In excel the intersection of a row and column is called a

(a) Square (b) Cubicle

82 Excel Spreadsheets

4. To move the cell pointer one full screen right to a non-blank cell, press

(a) RIGHT Key (b) CTRL+RIGHT Key (c) END + RIGHT key

5. To move the cell pointer one cell right, press

(a) RIGHT Key (b) CTRL+RIGHT Key (c) END + RIGHT key

6. To move the cell pointer to the cell A1, press

(a) HOME Key (b) CTRL+HOME Key (c) ALT + HOME key

7. To move cell pointer to the A column, press

(a) HOME Key (b) CTRL+HOME Key (c) ALT + HOME key

8. To insert a work sheet, use the function key

(a) SHIFT+F1 Key (b) ALT + F1 Key (c) ALT+SHIFT+F1 key

9. To minimize a workbook, use function key

(a) CTRL+F9 Key (b) F9 Key (c) ALT+F9 key

10. To go to a particular cell, use function key

(a) SHIFT+F5 Key (b) F5 Key (c) ALT+F5 key

11. It is a reverse video bar in rectangular shape

(a) Cell Lighter (b) Cell Highlighter (c) Cell pointer

12. It is a rectangular block of adjacent and non-adjacent cells

(a) Cell Range (b) Cell Block (c) Cell Rectangle

B. State True and False for the following statements : _____
1. An Excel spreadsheet or your excel file is also known as a Workbook. _____
2. When you open a new workbook, there are 5 sheets. _____
3. The 16382th column is XFB. _____
4. The maximum row height is of 409 points. _____
5. A constant entry can be changed, whenever required. _____
6. A cell pointer is a reverse video bar that is rectangular.

C. Fill In The Blanks :

1. ____________ allows you to quickly fill cells with repetitive or sequential data such as chronological dates
or numbers, and repeated text.

2. An Excel spreadsheet or your excel file is also known as a ____________.
3. ____________ refers to an address of the currently active cell in terms of row and column references.
4. The maximum row height is of ____________ points.
5. The maximum column width is of ____________ characters.
6. A ____________ is a reverse video bar that is rectangular.
7. ____________ is a selected cell in which data is entered when you begin typing.
8. A ____________ can be a single cell, a row or column or several adjacent or nonadjacent rows or columns.
9. An____________ is a sign or symbol that specifies the type of calculation to perform within an expression.
10. A ____________is a predefined formula that performs calculations using specific values in a particular order.

Information Technology–VI 83

11. A collection of worksheets is known as ____________

1 2. When you select more than one adjacent cell, you are selecting a ____________ of cells.

D. Short Answer Questions :

1. What do you understand by electronic spreadsheet?

2. Describe the following:

(i) Cells (ii) Cell Pointer (iii) Cell Range

(iv) Current Cell (v) Worksheet (vi) Workbook

(vii) Formula bar (viii) Name box (ix) Row Numbers

(x) Column Alphabets

3. Discuss the various document views available in MS-Excel.

4. What is meant by Numbers in Excel?

5. What is meant by Labels in Excel?

6. What is meant by Formulas in Excel?

7. What is meant by Functions in Excel?

8. What are the functions of the following function keys:

(i) DOWN arrow key (ii) F5 (iii) HOME

(iv) CTRL+HOME (v) END+RIGHT arrow key (vi) END+DOWN arrow key

(vii) ALT + F4 key (viii) CTRL + F4 key

E. Long Answer Questions :

1. Describe the following:

2. How will you select a cell range of non-adjacent cells?

3. How will you select a row or a column? Explain

4. How will you type same text in all the cells of a range?

5. Explain the use of fill handle in excel.

6. How can you delete a row or column?

7. How will you protect and unprotect worksheets in MS-Excel?

In the Lab

1. Create a worksheet for the data given below:

( a) Calculate the Selling figure of each item and display it in the respective
columns

(b) Compare the Cost Price and the new selling price and indicate with a
message whether the Item’s new discounted prices are Loss prices or still
profitable.

(c) Also the mention of Profit or Loss margins in each item.

( d) Calculate the total Profit or Loss to be borne by the company if an arbitrary stock of 100 each item is
maintained by the company.

84 Excel Spreadsheets

2. With the following stock items, generate the following Flavour Quantity Rate Total Earnings
worksheet: Amount
PISTA 14.00 7.00
(a) What will be the stock value? CANILLA 20.00 12.00 ??
TUTI FROOTI 5.00 10.00 ??
(b) What is the balance order quantity? CASSATTA 5.00 35.00 ??
MANGO 7.00 15.00 ??
(c) What will be the total order value? 4.00 15.00 ??
KESAR ??
3. An ice cream parlor maintains the details of items sold
during the day in a workbook as shown below.

(a) Sale the workbook as SALES.XLS.

(b) Calculate the total sales (AMOUNT column in the worksheet
given above) for each flavor by multiplying the quantity and rate
column.

(c) Also calculate the Total earnings of the parlor if an average
percentage of earning on all the flavors is 7.25%.

Group Discussion

Divide the class into groups and discuss the following topics:

1. Worksheets and Workbooks 2. Rows and Columns

3. Save and Save As 4. Types of Cell Contents

Project Work

1. ABC company keeps the employees payroll data in a worksheet. Create a worksheet for the data shown
below:

(a) Enter the above data in a worksheet and save the workbook as EMPLOYEE.XLS

(b) Calculate HRA, DA, PF and Net Earnings for each employee.

HRA : 20% of Basic Salary

DA : 25% of Basic Salary

PF : 12% of Basic Salary + HRA + DA

2. Create a worksheet and make your class’s weekly timetable. For the lunch break, merge vertical cells for all
the days and write “LUNCH BREAK” vertically.

Educate your students ONLINE 85

1. www.geeksforgeeks.org/workbooks-in-microsoft-excel
2. www.geeksforgeeks.org/working-with-spreadsheets-in-ms-excel/?ref=rp
3. www.excel-easy.com/basics/keyboard-shortcuts.html

Information Technology–VI

6 Working with
data, formulas and

functions

Learning Objectives:

▪ Entering Data in a Cell: Number, Text, Date & Time ▪ Formulas (Operators, Constants) in MS-Excel 2016

▪ Functions ▪ Cell Referencing ▪ Sorting and Filtering of Data

▪ Conditional Formatting

Introduction

In the previous session, we learnt to format data, position the data, charts and printing of
worksheets of MS-Excel 2016. In this session, we shall discuss the various tools available to
enter data in a cell, formulas and functions in MS-Excel 2016.

Entering Data

Entering numbers, text, a date, or a time

1. Click the cell where you want to enter data.

2. Type the data. As soon as the first character is typed, two buttons appear on the
formula bar.

• Esc — to cancel what you have typed in. Entering data
• Enter — to enter what you have typed in. in a worksheet

As you enter the word in a cell, the same word character by character is written in formula
bar.

ü You can type in up to 32,767 characters. However, maximum of 1024 characters are visible in cell, where
as 32767 characters are visible in formula bar.

ü With numerical data, be careful to type in the number 0 (zero) and not the O (alphabet letter).
ü Negative values can be indicated either by preceding the value with minus sign(–) or by putting values

between parentheses.
ü If you enter $10000, Excel will apply the format $ 10,000 immediately.
ü Type in a % sign after percentages.

• Use a slash or a hyphen to separate the parts of a date; for example, type 15/10/04 or
October-04.

• To enter a time based on 12-hour clock, type a space and then a or p after the time; for
e.g., 10:00p. Otherwise, MS-Excel enters the time as A M.

86 Working with data, formulas and functions

• To enter today’s date, press CTRL+; (semi-colon) keys. Use =TODAY() function to
• To enter current time, press CTRL+SHIFT+; (semi-colon) keys. insert current date

Entering today’s date
1. Click the cell where you want to enter data.
2. To add today’s date, do any of the following:
• In Formula bar type =TODAY() and press Enter key. The control date

is updated each time the sheet is opened.

• Type =NOW() in Formula bar and press Enter key. The control date
and time are updated when the sheet is opened.

Use =NOW() function to insert
current date

• Press CTRL + ; (semi-colon) keys together. The control date is not Press CTRL + ; keys to insert
changed automatically. current date

Editing cell contents

1. Double-click the cell that contains the data you want to edit,

Or

Move your cursor to the desired cell and press F2 key.

2. Edit the cell contents. Double-click to edit a cell

3. To enter or cancel your changes, do the following:

• Esc — to cancel what you have typed in.

• Enter — to enter what you have typed in.

Formulas in Excel

Just like a calculator, Excel can add, subtract, multiply, and divide. Formulas are equations
that perform calculations on values in your worksheet. All formulas in Excel must begin
with an equals sign (=).

What is a Formula?

A formula can also contain any or all of the following: functions, references, operators and
constants.

1. Functions: The PI() function returns the value of pi: 3.142...

2. References (or names): A2 returns value in cell A2.

3. Constants: Numbers or text values entered directly into a formula, such as 2.

4. Operators: The ^(caret) operator raises a number to a power, & the *(asterisk) operator
multiplies.

Information Technology–VI 87

What is an Operator?

An operator is a sign or symbol that specifies the type of calculation to perform within an
expression. These are mathematical, comparison, logical & reference operators.The various
mathematical operators are: Addition(+), Subtraction(–), Multiplication(*), Division(/),
Percentage(%) and Exponentiation(^).

These formulas can contain up to 1024 characters.

What is a Constant?

A constant is never calculated, and hence does not change. For e.g., a number 210 and text
“Quarterly Earnings” are constants. An expression, or a value resulting from an expression,
is not a constant.

Comparison Operators

When two values are compared using the comparison operators, the result is a logical value
either TRUE or FALSE.

• = (equal sign) is used to compare equal to comparisons between two or more items, e.g.,
A1 = B1.

• > (greater than sign) is used to compare greater than comparisons between two or more
items, e.g. A1 > B1.

• < (less than sign) is used to compare less than comparisons between two or more items,
e.g. A1 < B1.

• >= (greater than equal to sign) is used to compare greater than or equal to comparisons
between two or more items, e.g. A1 >= B1.

• <= (less than equal to sign) is used to compare less than or equal to comparisons between
two or more items, e.g. A1 <= B1.

• <> (not equal to sign) is used to compare not equal to comparisons between two or more
items, e.g. A1 <> B1.

Create a simple formula

1. Select the cell that will contain the formula. In our example, we'll
select cell B3.

Select the cell that will
contain the formula

2. Type the equals sign (=). Notice how it appears in both the cell and
the formula bar.

Type the equal (=) sign in that cell Type the first cell address
to be used in the formula
3. Type the cell address of the cell you want to reference first in the
formula: cell B1 in our example. A blue border will appear around
the referenced cell.

88 Working with data, formulas and functions

4. Type the mathematical operator you want to use. In our example,
we'll type the addition sign (+).

5. Type the cell address of the cell you want to reference second in the

formula: cell B2 in our example. A red border will appear around the Type the operator and the
referenced cell.
second cell address to be used

in the formula

6. Press Enter on your keyboard. The formula will be calculated, and the
value will be displayed in the cell.

T he result of the calculation is displayed in the active cell but the cell's
true content i.e., the formula is displayed in the Formula bar.
The result of the formula is
displayed in the cell but the

formula bar contains the
formula used for calculation

Using Functions

A function is a predefined formula that performs calculations using specific values in a
particular order. It is useful for quickly finding the sum, average, count, maximum value,
and minimum value for a range of cells.

The parts of a function Parts of a function

A function must be written in a specific way, which is called the syntax.
The syntax for a function is the equals sign (=), the function name
(SUM, for example), and one or more arguments. Arguments contain the
information you want to calculate. The following function would add the
values of the cell range A1:A20.

Working with arguments

Arguments can refer to both individual cells and cell ranges and must be
=AVERAGE() function with only enclosed within parentheses. You can include one or multiple arguments,
one argument depending on the syntax used for the function.For example, the function
=AVERAGE(B1:B9) would calculate the average of the values in the cell
range B1:B9.

Multiple arguments must be separated by a comma. For example, =SUM() function with multiple arguments
the function =SUM(A1:A3, C1:C2, E1) will add the values of all
the cells in the three arguments.

Understanding Cell References

While creating a simple formula in Excel, most of the time you use cell addresses. It is
known as making a cell reference. Using cell references ensures that the formulas are
always accurate and you can change the value of referenced cells without having to rewrite
the formula. A cell reference is an alphanumeric value used to identify a specific cell in a
spreadsheet.

Information Technology–VI 89

Facts

A cell reference or a cell address is a combination of a column letter and a row number that identifies a cell
on a worksheet and informs MS-Excel where to look for the values or data you want to use in a formula. With
references, you can use data contained in different parts of a worksheet in one formula or use the value from
one cell in several formulas. References to cells in other workbooks are called links.

Examples of cell references are listed below: Cell references in MS-Excel 2016

1. First column, seventh row: A7

2. Tenth column, twentieth row: J20

3. Sixty-first column, three hundred forty-second row: BI342

4. One thousand column, two thousandth row: ALL2000

Cell references are helpful in locating a specific value within a
spreadsheet and are used in creating formulas.

There are two types of cell references: relative and absolute.
Relative references change when a formula is copied to another
cell. Absolute references, remain constant, no matter where they
are copied.

Relative References

By default, all cell references are relative references. When copied across multiple cells, they
change based on the relative position of rows and columns. For example, if you copy the
formula =A1+B1 from row 1 to row 2, the formula will become =A2+B2. These are convenient
when you need to repeat the same calculation across multiple rows or columns.

Type the formula =B2*C2 To create and copy a formula using relative references

If we want to create a formula that will multiply each item's
price by the quantity. Instead of creating a new formula for
each row, we can create a single formula in cell D2 and then
copy it to the other rows by using relative references.

1. Select the cell that will contain the formula. Enter the
formula to calculate the desired value. In our example, we'll
type =B2*C2 in cell D3.

2. Press Enter on your keyboard. The formula will be Drag the fill handle to cell range D3 to D12
calculated, and the result will be displayed in the cell.

3. Locate the fill handle in the bottom-right corner of the
desired cell. Click, hold, and drag the fill handle over
the cells you want to fill. In our example, we'll select cells
D3:D12.

90 Working with data, formulas and functions

4. Release the mouse. The formula will be copied to the
selected cells with relative references, and the values will
be calculated in each cell.

Absolute References

The absolute references do not change when copied or filled.

You can use an absolute reference to keep row andcolumn

constant. An absolute reference refers to the recording to the The formula will be copied to cell range
cell address as a fixed letter number combination. This fixed D3 to D12

letter combination is generated by prefixing the row or column with dollar sign ($).You will

use the relative (A2) and absolute ($A$2) formats in most formulas.

To create and copy a formula using absolute references Type the formula =(B3*C3)*$E$1

In our example, weuse the 7.5% sales tax rate in cell E1 to
calculate the sales tax for all items in column D. Weuse
absolute cell reference $E$1 in our formula. Because each
formula is using the same tax rate, we want that reference
to remain constant when the formula is copied and filled to
other cells in column D.

1. Select the cell that will contain the formula. Enter the
formula to calculate the desired value. In our example,
we'll type =(B3*C3)*$E$1 in cell D3.

2. Press Enter on your keyboard. The formula will calculate,
and the result will display in the cell.

3. Locate the fill handle in the bottom-right corner of the
desired cell. Click, hold, and drag the fill handle over the
cells you want to fill: cells D4:D13 in our example.

Drag the fill handle to cell range D4 to D13

4. Release the mouse. The formula will be copied to the
selected cells with an absolute reference, and the values
will be calculated in each cell.

Mixed References The formula will be copied to the cell range D4 to D13

A Mixed reference is a combination of an absolute and relative cell addresses, i.e., either

a row or a column is maintained constant, by prefixing the alphabet or number in a cell

address by a “$” (Dollar) sign.It is referenced as $A1, $B1, and so

on or A$1, B$1, and so on. If you copy the formula across rows or

down columns, the relative reference automatically adjusts, and the Difference between an Absolute and
Mixed references
absolute reference does not adjust.

Information Technology–VI 91

For e.g., to copy the contents from cell
B1=$A1 to B3 in a mixed reference
style, it adjusts from =$A1 to =$A3.

To copy the contents from cell
B1=A$1 to D$1 in a mixed reference
style, it adjusts from =A$1 to =D$1.

In the above example, to calculate Mixed Cell Referencing
the tax values in the worksheet, you

multiply sales values with tax rates. The formula would be (B6*C5) in C6. On copying this

formula to D6 and E6, it would get modified to (C6 * D5) and (D6 * E5) respectively. It is

bound to give incorrect results. To correct the tax values, the column reference of the sales

figure, column B and the row reference for tax rates '5' should be kept constant.

Hence the formula to be implemented is ($B6*C$5). On copying this formula to D6 and E6,
the formula would become ($B6*D$5) and ($B6*E$5) respectively.

When the formula is copied to C7 and C8, the formula would be ($B6*C$5), ($B7*C$5)
respectively and so on.

Using cell references with multiple worksheets

You can refer to any cell on other worksheet, especially to reference a specific value from
one worksheet to another. To do this, you simply need to begin the cell reference with the
worksheet name followed by an exclamation point (!). For e.g., to reference a cell A1 on
Sheet1, its cell reference would be Sheet1!A1.

If a worksheet name contains a space, you need to include single quotation marks (' ')
around the name. For e.g., to reference cell A1 on a worksheet named July Budget, its cell
reference would be 'July Budget'!A1.

Sorting Data Facts

In order to quickly reorganize a worksheet Sorting is the process of arranging data into meaningful

you can sort your data. For example, order to make it easier to understand, analyze or
you could organize a list of contact visualize more effectively. Sorting is done with raw data
information by last name. Content can be (across all records) or at an aggregated level (in a table,
sorted alphabetically, numerically, and in chart or summarized output). It is typically managed
based on actual values, count or percentages, or variable

many other ways. value labels, in either ascending or descending order.

Types of sorting

When sorting data, it's important to first decide if you want
the sort to apply to the entire worksheet or just a cell range.

• Sort sheet organizes all of the data in your worksheet Ascending order Sorted list on Column A
by one column. Related information across each row is
kept together when the sort is applied. In the example
below, the Contact Name column (column A) has been
sorted to display the names in alphabetical order.

92 Working with data, formulas and functions

• Sort range sorts the data in a range of cells, which can be
helpful when working with a sheet that contains several
tables. Sorting a range will not affect other content on the
worksheet.

Sorting of data in a range of cells Select a cell in the column you want to sort by

Sort a sheet
In our example, we'll sort a T-shirt order form alphabetically

by Last Name (column C).
1. Select a cell in the column you want to sort by. In our

example, we'll select cell C2.

2. Select the Data tab on the Ribbon, then click the Ascending
command to Sort A to Z, or the Descending command
Since the cursor is in Column C, the data is sorted to Sort Z to A. In our example, we'll click the Ascending
command.
by Column C
3. The worksheet will be sorted by the selected column. In
our example, the worksheet is now sorted by last name.

Sort a range

In our example, we'll select a separate table in our T-shirt order
form to sort the number of shirts that were ordered on different
dates.

1. Select the cell range you want to sort. In our example, we'll
select cell range A13:B17.

Select the cell range you want to sort

2. Select the Data tab on the Ribbon, then click the Sort
command.

3. The Sort dialog box will appear. Choose the column you

want to sort by. In our example, we want to sort the data by

In the Sort dialog box, choose the column you want the number of T-shirt orders, so we'll select Orders.
to sort by and the sorting order and click Ok button.

4. Decide the sorting order (either ascending or descending). In our example, we'll use
Smallest to Largest.

5. Once you're satisfied with your selection, click OK.

Information Technology–VI 93

6. The cell range will be sorted by the selected column. In our
example, the Orders column will be sorted from lowest to
highest. Notice that the other content in the worksheet was not
affected by the sort.

Custom sorting The data in the selected range is
Excel also allows you to create a custom list to define your own sorted on the basis of Orders

sorting order.In our example, to sort the worksheet by
T-Shirt Size (column D), we'll create a custom list to sort
from smallest to largest.

Select a cell in the list say cell D2 1. Select a cell in the column you want to sort by. In our
example, we'll select cell D2.

2. Select the Data tab, then click the Sort command.

3. The Sort dialog box will appear. Select the column you want In the Sort dialog box click Custom List in
the Order specification
to sort by, then choose Custom List... from the Order field.
In our example, we will choose to sort by T-Shirt Size.

4. The Custom Lists dialog box will appear. Select NEW LIST from
the Custom Lists: box.

5. Type the items in the desired custom order in the List entries:
box. In our example, we want to sort our data by T-shirt size from
In the Custom Lists dialog box create a smallest to largest, so we'll type Small, Medium, Large, and
NEW LIST and specify the list entries X-Large, pressing Enter on the keyboard after each item.

6. Click Add to save the new sort order. The new list will be added
to the Custom lists: box. Make sure the new list is selected,
then click OK.

7. The Custom Lists dialog box will close. In the Custom Lists dialog box Click Add
Click OK in the Sort dialog box to to save the list and click Ok button
perform the custom sort.

The specified order appears in the
Sort dialog box

8. The worksheet will be sorted by the custom order. In our
example, the worksheet is now organized by T-shirt size
from smallest to largest.

The data in the selected range is sorted on the
basis of T-Shirt Size from smallest to largest

94 Working with data, formulas and functions

Sorting levels

If you need more control to sort your data, add multiple levels to any sort so that you can
sort your data by more than one column. In our example,
we'll sort the worksheet by Homeroom Number (column
A), then by Last Name (column C).

1. Select a cell in the column you want to sort by. In our Select a cell in the list say A2
example, we'll select cell A2.

2. Click the Data tab, then select the Sort command.

3. The Sort dialog box will appear. Select the first column you
want to sort by. In this example, we will sort by Homeroom
# (column A).

Click on Add Level button in the Sort dialog box 4. Click Add Level to add another column to sort by.

5. Select the next column you want to sort by, then click OK. In
our example, we'll sort by Last Name (column C).

Select the next column you want to sort by
and click Ok button in the Sort dialog box

6. The worksheet will be sorted according to the selected

order. In our example, the homeroom numbers are sorted

numerically. Within each homeroom, students are sorted

The worksheet is sorted on the selected (multiple) order alphabetically by last name.

To change the order of a multilevel sort, simply select the desired column, then click the
Move Up or Move Down arrow to adjust its priority.

Filtering Data Facts

Data filtering refers to a wide range of Data filtering is a process of choosing a smaller part
strategies or solutions for refining data sets. of your data set and using that subset for viewing
Different types of data filters can be used to or analysis. Filtering is generally (but not always)
amend reports, query results, or other kinds temporary – the complete data set is kept, but only
of information results. part of it is used for the calculation.

Filtering can also be referred to as “subset data”, or a data “drill-down”.

1. In order for filtering to work correctly, your worksheet
should include a header row, which is used to identify
the name of each column. In our example, our worksheet
is organized into different columns identified by the
header cells in row 1: ID#, Type, Equipment Detail, and The worksheet data should include a header row
so on.

Information Technology–VI 95

2. Select the Data tab, then click the Filter command.

3. A drop-down arrow will appear in the header cell for
each column.

4. Click the drop-down arrow for the column you want to

filter. In our example, we will filter column B to view

only certain types of equipment. The drop down arrow appears in cells containting
the header row

5. The Filter menu will appear.

6. Uncheck the box next to Select All to quickly deselect all data.

7. Check the boxes next to the data you want to
filter, then click OK. In this example, we will
Uncheck the box next to Select All check Laptop and Tablet to view only those
to quickly deselect the data types of equipment.

Check the boxes next to the data
you want to filter

8. The data will be filtered, temporarily hiding any content
that doesn't match the criteria. In our example, only
laptops and tablets are visible.

The data will be filtered, temporarily hiding any Click the drop down arrow for the column you
content that doesn’t match the criteria want to filter

Apply multiple filters

You can apply multiple filters to help narrow down your
results.

1. Click the drop-down arrow for the column you want to
filter. In this example, we will add a filter to column D
to view information by date.

2. The Filter menu will appear.

3. Check or uncheck the boxes depending on the data
you want to filter, then click OK. In our example, we'll
uncheck everything except for August.

Check or Uncheck the boxes you want to filter The new filter will be applied to the data

4. The new filter will be applied. In our example, the
worksheet is now filtered to show only laptops and
tablets that were checked out in August.

96 Working with data, formulas and functions

Clear a filter Click the drop-down arrow for the filter you
want to clear
After applying a filter, you may want to remove—or clear—
it from your worksheet so you'll be able to filter content in
different ways.

1. Click the drop-down arrow for the filter you want to
clear. In our example, we'll clear the filter in column D.

2. The Filter menu will appear.

3. Choose Clear Filter From [COLUMN NAME] from the
Filter menu. In our example, we'll select Clear Filter From
"Checked Out".

Choose Clear Filter from [COLUMN NAME] from the
filter menu

4. The filter will be cleared from the column. The previously
hidden data will be displayed.

To remove all filters from your worksheet, click the Filter The filter will be cleared from the column
command on the Data tab.

Conditional Formatting

If your worksheet has a thousands of Facts

rows of data, then it would be extremely Conditional formatting is a feature in many spreadsheet
difficult to see patterns and trends just applications that allows you to apply specific formatting to

from examining the raw information. cells that meet certain criteria. It is most often used as color-
Conditional formatting provides a based formatting to highlight, emphasize, or differentiate
method of changing the appearance of among data and information stored in a spreadsheet.

cells on the basis of conditions that you specify. If the conditions are true, the cell range is

formatted; if the conditions are false, the cell range is not formatted.

In conditional formatting, you can create rules (conditions) on a selected one or more cells,
for when and how those cells are formatted. The conditions can be, based on the selected
cell's contents, or based on the contents of another cell in terms of Number formatting, Font,
font style, and font colour (but not font size), Fill colour and fill pattern and Border colour
and border style (but not border thickness).

Conditional formatting allows you to automatically apply

formatting—such as colors, icons, and data bars—to one or

more cells based on the cell value. A conditional formatting

rule might be: If the value is less than $2000, color the cell red.

By applying this rule, you'd be able to quickly see which cells Conditional Formatting includes—colors,
contain values less than $2000.
icons and data bars—based on cell values

Information Technology–VI 97

If we have a worksheet containing sales data, and we'd like to see which salespeople are
meeting their monthly sales goals. The sales goal is $4000 per
month, so we create a conditional formatting rule for any cells
containing a value higher than 4000.

1. Select the desired cells for the conditional formatting rule.

Select the desired cells for Conditional
Formatting rule

2. From the Home tab, click the Conditional Formatting
command. A drop-down menu will appear.

3. Hover the mouse over the desired conditional formatting
Click Conditional Formatting drop down button type, then select the desired rule from the menu that appears.
in Styles group in Home tab and click on In our example, we want to highlight cells that are greater
than $4000.
Highlight Cell Rules and select Greater Than...

4. A dialog box will appear. Enter the desired value(s) into the
blank field. In our example, we'll enter 4000 as our value.

Greater Than dialog box

5. Select a formatting style from the drop-down menu. In our
example, we'll choose Green Fill with Dark Green Text, then
click OK.

6. The conditional formatting will be applied to the selected cells.
In our example, it's easy to see which salespeople reached the
Conditional Formatting is applied to the $4000 sales goal for each month.
selected cells

You can apply multiple conditional formatting rules to a cell
range or worksheet, allowing you to visualize different trends
and patterns in your data.

Multiple Conditional Formatting rules can be
applied to selected cells

Remove conditional formatting

1. Click the Conditional Formatting command. A drop-down menu
will appear.

2. Hover the mouse over Clear Rules, and choose which rules you
want to clear. In our example, we'll select Clear Rules from Entire
Sheet to remove all conditional formatting from the worksheet.

Click Conditional Formatting drop 3. The conditional formatting will be removed.

down button in Styles group in Home
tab and click on Clear Rules and select

Clear Rules from Entire Sheet

98 Working with data, formulas and functions

Time for a Recall where they are copied. These references do not
change when copied or filled. It is designated in a
▪ A Cell is a smallest unit used to store information formula by the addition of a dollar sign ($) before
of two types: Constants and Formulas. A cell is the the column and row.
intersection of a row and a column.
▪ A mixed reference has either an absolute column
▪ A Constant entry doesn’t change. It can be and relative row, or absolute row and relative
numerical data (i.e., Digits or decimal numbers) on column. It means that if the $ sign precedes either
which calculations are performed, or, it can be text the column or row.
(Labels) data which contains textual contents.
▪ Sorting is the process of arranging data into
▪ A Formulas is a combination of numeric constants, meaningful order to make it easier to understand,
cell references, arithmetic operators, and/or analyze or visualize more effectively. Sorting is
functions that display result of a calculation. done with raw data.

▪ To enter today’s date, press CTRL+; (semi-colon) ▪ Sort sheet organizes all of the data in your
keys. worksheet by one column.

▪ To enter current time, press CTRL+SHIFT+; (semi- ▪ Sort range sorts the data in a range of cells, which
colon) keys. can be helpful when working with a sheet that
contains several tables.
▪ Use TODAY() or NOW() function to enter today’s
date. ▪ Data filtering is a process of choosing a smaller part
of your data set and using that subset for viewing
▪ An operator is a sign or symbol that specifies the or analysis.
type of calculation to perform within an expression.
▪ Filtering can also be referred to as “subset data”, or
▪ You can compare two values with the comparison a data “drill-down”.
operators. When two values are compared using
these operators, the result is a logical value either ▪ Text filters can be used to display more specific
TRUE or FALSE. information, such as cells that contain a certain
number of characters, or data that excludes a
▪ A function is a predefined formula that performs specific word or number.
calculations using specific values in a particular
order. ▪ Date filters can be used to view information from a
certain time period, such as last year, next quarter,
▪ A cell reference is an alphanumeric value used to or between two dates.
identify a specific cell in a spreadsheet. Each cell
reference contains one or more letters followed by ▪ Number filters allow you to manipulate numbered
a number. The letter or letters identify the column data in different ways.
and the number represents the row.
▪ Conditional formatting is a feature in many
▪ Relative references change when a formula is spreadsheet applications that allows you to apply
copied to another cell. By default, all cell references specific formatting to cells that meet certain criteria.
are relative references.

▪ Absolute references remain constant, no matter

Match the Column A & B

Column A Column B
(i) Collection of worksheets
(a) Worksheet (ii) Also called a spreadsheet
(b) Cell (iii) Selected group of cell
(c) Workbook (iv) Intersection of rows and columns
(d) Range (v) Creates a duplicate copy
(e) Editing (vi) Process of making changes
(f) Copy

Information Technology–VI 99