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17. Inserting Text Box
When you want to add text to your documents as a graphic image, you can create a text box. A text
box is a container into which you can place text and graphics.
• Click the Text Box Button on the Drawing toolbar (or go to InsertText BoxHorizontal or
vertical); drag the pointer so that the text box appears.
• Resize, if necessary, by dragging the white handles
• Enter the text, and format if necessary.
• Select the text box, click the Fill Color list arrow on the Drawing toolbar and make changes to the
Fill Color, Line Color, and Line style
• To add text on AutoShapes, Right Click any AutoShape, then click Add Text on the pop-up Menu
• Type desired text inside AutoShape.
Mail Merge
One of the most important features of word processor is provision of mail merge. It is also known as
'print-merge'. Mail merge is an efficient and less time consuming way of preparing mass mailing to a
number of addresses. It is a technique to produce repetitive documents like personalized mails. For
example, in an office, if we want to send the same letter to many people, it is tedious to write or print the
names of every individual again and again on the copy of same letter. Therefore, if we use mail merge, we
can prepare a list of recipient and link with the document getting rid of repeated typing and printing
burden. It can be used to create name tags for conferences, invoices and much more.
Mail merge contains two components – main document and data source. The main document is a form
letter and contains field names of merge fields on which data items from data source is placed. The data
source is a file containing information like name and address which is merged with 'boilerplate' text in a
special document called main document to create a series of unique documents as final product.
The general steps to create mail merge are as follows:
1. Design a data file.
2. Enter data.
3. Design a merge file or main document.
4. Check for errors or preview.
5. Complete the merge/print the merged documents.
The same steps can be performed out of order and still get the final document. Mail Merge option of Word
reads data and physically merges it with Main document to generate letters for all the persons or for all
records in the data file.
Figure: 4.6 Mail Merge
Main Document Data Source
a. Main Document: In Mail Merge, Main Document is the common letter, which contains the common
information for each of the merged document. It also contains the field names, which contain the
instructions for carrying out the merge.
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b. Data Source: Data Source is also called the Data File. It stores information to be brought into the
Main document. The data file table contains a column for each category of information, or data field,
in the data file. The Header Row is the first row of the table. It contains field names, which indicate
the type of information in each column. For example list of names and addresses. Each field name
must be unique and must begin with an alphabet/letter.
c. Form Letter: Form letter is the resultant document of the mail merge operations, which contains the
copy of the main document along with each piece of information stored in the data file.
Creating a Simple Mail Merge Project in Microsoft Word
1. Select the 'Mailing, click Start Mail merge and click step by step mail merge wizard' option. The
'Mail Merge' help window task pane appears on the right side.
2. Select the type of document (such as Letters, Email, Envelopes, Labels or directory) you want to
create from the available options, and click "Next: Starting document." This will display "Select
starting document" window.
3. Now select the existing document or create a new document from a template, and click "Next: Select
recipients."
4. Select recipient window gives option to select the recipients list. For this, you can select an existing
list that you have already created or create a new list of recipients. You can specify fields that should
appear on data source and document or edit the existing list. Now click "Next: Write your letter."
Figure: 4.7 Mail Merge Recipients
5. In this step, you can write your letter if you haven't already done so. To add recipient information to
letter, click on a location in the document, and click one or more of the items displayed under "write
your letter."Now click "Next: Preview your letters."
Figure: 4.8 Dialogue Box
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6. "The preview your letters" option provides opportunity to preview one or more of the merged letters,
and you can even make changes in recipient list. Now click "Next: Complete the merge".
7. Now the merge is complete, and the final document is prepared. In this stage, you can print the
merged letters or edit individual letters to add personal comments by clicking on "Print" or "Edit
individual letters" options respectively.
Document Collaboration
Most of the times, we may need to work in group as a team. Such as in a office, one person drafts letter,
manager reviews it, makes changes, and sends it back. Then the person who drafted goes back to the
document, makes the changes, and sends the document to its final destination. That means a group of
people need to work together in collaborating with each other while creating and finalizing a document
like report, proposals etc. A group of several people may be situated at different locations, and should still
be able to work on the same document in collaboration.
Ms Word has incorporated such features which enable different peoples contribute on the same document.
Some of the collaboration features incorporated in Ms Word are;
1. Revisions: It allows us to track and identify any changes made to a document, and then later review
and accept or reject the changes.
2. Comments: Comments enables users to add notes to a document so they can make suggestions,
comments, or criticize the work.
3. Versions: Version enables to save and track multiple revisions of a document in the same file.
4. Protection and Comparison: If we don't want others working on our document, we may protect our
document using password. This limits the access to document to a person having password, and
prevents others accessing the file. This allows the reviewer to comment only rather than making
changes.
1. Comments
When we send a document for review, the reviewers can go through the text and insert comments.
Comments are identified with the reviewer’s name and initials along with the date and time of
comment. The text to which the comment is attached will be shaded with light yellow or light pink
color. When we point the mouse over the text, a pop-up appears that displaying the comment and
the reviewer’s name. The comment may be located on the right side with a line joining the
commented text. Comment can be created as;
• Go to ReviewNew Comment menu option, type your comment, and click the Close button in
the comment window. or Comment icon on the Reviewing toolbar can also be used for the
same.(Format of comment is shown below.)
Figure: 4.9 Comment
2. Viewing the Comments
• Go to View optionComments menu option. All the comments will be displayed.
3. Printing Comments
• Go to Office Button (File)Print menu optionClick the Options buttonSelect the Comments
check box. It will print comments along with the document.
• Go to Office Button (File)Print menu option and in the Print what box near the bottom left
corner, choose Comments.
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4. Protect Document
You can protect a document so that all changes are tracked, or prevent changes and allow only
comments. We can impose formatting restrictions or editing restrictions, and protect the document
by using password. To protect the document;
• Go to ReviewProtect Document… and then choose appropriate options on the Protect
Document task pane on the right side. If we specify a password, then the document protection
option you set cannot be changed without giving that password. When a document is
unprotected, anyone can turn off change tracking.
5. Versioning
Versioning helps to save multiple versions of a document in a single file. It also allows entering
description about each version within the document.
• Go to Office Button (File)Save As, choose Save Version from Tools pull down menu in the
Save As window. It will prompt for comment to identify the version. A list of versions can be
obtained from Office Button (File)Versions menu. Different versions can also be saved from
FileVersions, and clicking on Save Now button.
6. Reviewing Toolbar
We can use reviewing toolbar to access review tools on one toolbar to navigate and track changes,
insert or review comments, high light text, accept or reject and delete changes, and save versions.
• Go to ToolsCustomizeClick on Toolbars tabTick Reviewing Toolbar check box. It can also
be done by right clicking in the menu bar area and then clicking on Reviewing.
Working with Outlines and Long Documents
Outline helps in creating and organizing long documents like thesis, research and investigation reports,
and books. Outline view is another way to look at the document, where the headings in the outline
become the headings and sub-headings in the document. Outline is generally used for;
• If we use styles and headings, then the outline view will helps us to view all the headings collapsed
to any heading levels.
• If we use various headings in outline, then it will automatically format the headings and subheadings
and maintain consistency through styles.
• It allows viewing a section in the document very quickly. Expand and collapse window enables to
see the overall progress and organization.
• It allows us to restructure the document quickly and efficiently by dragging and dropping a heading,
subheading and body text.
Once the long document is created, we can easily add cross-references, bookmarks, footnotes,
indexes and table of content.
1. Expand, Collapse and View Outline Headings
While creating a long document, it is quite difficult to see the outline structure due to number of
paragraphs text in out line view. We can collapse the outline to view only headings up to certain
level, and we can also collapse or expand individual portions of the outline to work on a single area.
We can see a plus or minus sign on the left of headings, and a small square for normal paragraphs of
text.
• Click a number button on the Outline toolbar to collapse the outline to show only headings at
that level and higher. Collapsed text underneath appears as a shaded line.
• Double-click the plus symbol next to an individual heading to expand all the subheadings and
text under it. Double-click the plus symbol to collapse the heading again.
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• Drag the plus symbol next to a heading up or down to move it and all the material under it.
This is a great way to rearrange large segments of text.
Expanding, collapsing and viewing various levels of headings helps keep your ideas organized
as you write the report.
2. Collapse an outline to view a document's organization
In outline view, you can easily see a document's organization and rearrange chunks of text by
collapsing an outline to show only the headings and body text you want. Keep in mind that you can
collapse only text that is formatted with built-in heading styles or outline levels.
• On the View menu, click Outline.
• Show the headings and body text you want.
You can collapse any of the following:
3. All body text to see headings only
• Position the insertion point in the first heading. On the Outlining toolbar, click Collapse
• To redisplay body text, position the insertion point in the first heading, and then click Expand.
4. All body text except the first line in each paragraph:
• On the Outlining toolbar, click Show First Line Only. An ellipsis (...) after the first line
indicates that additional lines of text are collapsed.
• To redisplay text, click the button again.
5. Text below a specific heading level
• On the Outlining toolbar, click the lowest heading you want to display in the Show level box.
For example, click Show Level 3 in the Show Level box to display heading levels 1 through 3.
• To redisplay all levels, click Show All Levels in the Show Level box.
6. All subheadings and body text under a heading
• Double-click the outline symbol next to the heading.
• To redisplay all subheadings and body text under a heading, double-click the outline symbol
again.
7. Text under a heading, one level at a time:
• Position the insertion point in the heading. On the Outlining toolbar, click Collapse.
• To redisplay text, click Expand.
If you select a heading that includes collapsed subordinate text, the collapsed text is also selected
(even though it's not visible). Any changes you make to the heading- such as moving, copying, or
deleting it-also affect the collapsed text.
8. Creating a Master Document and Subdocument:
To create a master document, start with an outline and then you create new subdocuments or add
existing documents to it.
• Decide on a location for documents (create folders, sub folders etc).
• Create a master document by outlining.
Click New Blank Document on the Standard toolbar.
On the View menu, click Outline.
Type headings for the document title and each subdocument. Make sure to press ENTER
after typing each heading. Word formats the headings with the built-in heading style
Heading 1.
Assign a heading style to each heading (for example, use Heading 1 for the title and
Heading 2 for each subdocument). To do this, use the buttons on the Outlining toolbar:
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• Click Promote to increase the heading level.
• Click Demote to decrease the heading level.
An existing document can also be converted into master document. The procedure to create master
document from existing document is:
• Open the document that you want to use as your master document.
• On the View menu, click Outline.
• Assign a heading style to each heading (for example, use Heading 1 for the title and Heading 2
for each subdocument). To do this, use the buttons on the Outlining toolbar:
Click Promote to increase the heading level.
Click Demote to decrease the heading level.
• As necessary, for any content that is not a heading, select the content and click Demote to Body
Text on the Outlining toolbar.
9. Add Subdocument to the master Document by
1. Creating a subdocument from an outline heading
There must be a master document outline to create a subdocument from an outline heading.
• On the View menu, click Outline.
• In the master document, select the headings and text you want to separate into
subdocuments. Make sure that the first heading in the selection is formatted with the
heading style or outline level you want to use for the beginning of each subdocument. For
example, if the selection begins with Heading 2, Word creates a new subdocument at each
Heading 2 in the selected text.
• On the Outlining toolbar, click Create Subdocument.
Word inserts a continuous section break before and after each subdocument.
2. Insert an existing word document into a master document
• Open the master document and click Outline on the View menu.
• If the subdocuments are collapsed, click Expand Subdocuments on the Outlining toolbar.
• Click where you want to add the existing document. Make sure to click a blank line
between existing subdocuments.
• On the Outlining toolbar, click Insert Subdocument.
• In the File name box, enter the name of the document you want to add, and then click
Open.
• Ms Word inserts a next page section break before the subdocument and a continuous
section break after it.
• Save the master document in the desired location.
Combine or Split Sub-documents:
• On the View menu, click Outline.
• If the subdocuments are collapsed, click Expand Subdocuments on the Outlining toolbar.
• If the subdocuments you want to combine or split are locked, unlock them.
Combine Sub-documents:
If you do not see the subdocument icon, click Master Document View on the Outlining
toolbar.
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• Move the subdocuments you want to combine so that they are next to one another.
• Select the first subdocument you want to combine by clicking its subdocument icon.
• Hold down SHIFT as you click the last subdocument icon in the group of subdocuments
that you want to combine.
• On the Outlining toolbar, click Merge Subdocument .
Split a subdocument into two subdocuments:
• Create a heading for the new subdocument. Then apply a built-in heading style or outline
level to the heading.
• Select the heading for the new subdocument.
• On the Outlining toolbar, click Split Subdocument
Printing a Master Document:
Printing a master document is a faster way to print all the subdocuments without opening them
individually.
• Go to ViewOutline
• If the subdocuments are collapsed, click Expand Subdocuments on the Outlining toolbar.
• Expand or collapse headings to display as much of the document as you want to print.
• Click Print on the Standard toolbar.
Working with WordArt and Charts
Simple letters, reports, and memos generally contain simple text. But, there are cases where we need to use
advanced text and graphic capabilities of word processors again and again. Such cases can occur while
creating newsletters, brochures, pamphlets, greeting cards and catalogs, and make them beautiful and
attractive. WordArt and Charts are two types of objects that are used to give pizzazz to the document, and
present information in an attractive, systematic and organized fashion. WordArt is a program that
converts ordinary text into dazzling 3-D form, and embellishment. You can insert decorative text by using
Insert WordArt on the Drawing toolbar. You can create shadowed, skewed, rotated, and stretched text, as
well as text that has been fitted to predefined shapes.
You can also use other buttons on the Drawing toolbar to change the effect- for example, to fill a text effect
with a picture. Chart is a way to present information in a pictorial form. Graph program helps adding
different types of simple and dynamic looking charts into the document.
Some of the word processors supports graphics feature that enable you to produce charts and graphs from
the data. Graphs or charts are the pictorial presentation of the data and thus easy to comprehend and
effective for the purpose of analysis. Numbers can usually be represented quicker and to a larger audience
in a picture format. The graphs made by Ms excel can be stored, viewed or can be printed through a
printer or plotter.
1. Create a chart in Ms Word
• Go to InsertObject menu, and then click the Create New tab on the window that opens.
• In the Object type box, click Microsoft Graph Chart, and then click OK. Graph displays a chart
and its associated sample data in a table called a datasheet.
• To replace the sample data, click a cell on the datasheet, and then type the new text or numbers.
If needed, you can import data from a text file, a Lotus 1-2-3 file, or a Microsoft Excel
worksheet. You can also copy data from another program.
• To return to Microsoft Word, click the Word document.
If you close the datasheet you can reopen it by double-clicking the chart and then clicking
Datasheet on the View menu.
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2. Create a Chart from a Word Table
We can create a table in Word, with text labels in the top row and left column, and numbers in other
cells.
• Click in the table.
• Go to TableSelectTable menu.
• Go to InsertObject menu, and then click the Create New tab.
• In the Object type box, double-click Microsoft Graph Chart. Word displays a chart with the
information from the table you created. The data associated with the chart is in a table called a
datasheet.
• You can edit the data in the chart by clicking a cell on the datasheet and revising the entry.
• To return to Word, click the Word document.
3. Organization Chart
You can use the diagramming tool on the Drawing toolbar to create an organization chart to
illustrate hierarchical relationships, such as department managers and employees within a company.
When you add or change an organization chart, the organization chart appears with drawing space
around it, outlined by a non-printing border and sizing handles. You can size the organization chart
by using sizing commands to make the drawing area larger so you have more room to work, or you
can get rid of extra space by fitting the border more closely to the diagram.
Format the entire organization with preset styles; or, format pieces of it like you format shapes-add
color and text, change line weight and style, and add fills, textures, and backgrounds. Add shapes-
such as manager (superior), employee (subordinate), assistant, or coworker-or change branch layout
options with the Organization Chart toolbar, which appears when you insert or select the diagram.
Add an Organization Chart
• On the Drawing toolbar, click Diagram or Organizational Chart.
• Click the Organization Chart diagram, and then click OK.
• Do one or more of the following:
If you want to add text to a shape, right-click the shape, click Edit Text, and type the text.
Text cannot be added to lines or connectors in organization charts.
If you want to add a shape, select the shape you want to add the new shape under or next
to, click the arrow on the Insert Shape button on the Organization Chart toolbar, and then
click one or more of the following:
• Coworker- to place the shape next to the selected shape and connect it to the same superior
shape.
• Subordinate- to place the new shape below and connect it to the selected shape.
• Assistant- to place the new shape below the selected shape with an elbow connector.
If you want to add a preset design scheme, click AutoFormat on the Organization Chart
toolbar, and select a style from the Organization Chart Style Gallery.
• Click outside the drawing when you are finished.
4. Word Art
Word Art can be used to provide dazzling 3-D effects and embellishment to the text. WordArt is a
kind of special text effect, which can be used to make the presentation more attractive and effective.
• On the Drawing toolbar, click Insert WordArt.
From the WordArt Gallery Click the WordArt effect you want, and then click OK.
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Figure: 4.10 Word Art Gallery
• In the Edit WordArt Text dialog box, type the text you want. Then click OK.
You can change the font type, font size, and make text bold, italic or underline it. The art will be
placed in the center of the slide and is nearly always smaller than you would like. So, press and
drag the handles to enlarge the object to the desired size. Many of the WordArt also have one or
more small yellow diamond-shaped handles. You can press and drag any of these to distort the
shape of the object:
Figure: 4.11 Word Art
Samples of Word Art
Figure: 4.12 Sample Word Art and Word Art with 3D Effect
To change the colors, size or layout in WordArt, make sure the object is selected, then choose
Format menuWordArt, and make your selections and changes.
5. Changing the Text in WordArt:
• Double-click the WordArt object you want to change.
In the Edit WordArt Text dialog box, change the text, and then click OK.
Spread Sheet
Spread sheet is a commonly used application package. It is very powerful and easy to use end user
application software. It is generally used with numbers and their complex calculations. It helps to organize
data in an orderly and meaningful pattern. It is widely used in creating reports, graphs and charts, using
formulas, performing calculations, and making decisions in financial, scientific, statistical, forecasting, and
regression analysis. It helps preparing profit and loss accounts, balance sheet, tax statements, and
inventory control. It is specifically used to analyzed, manipulate and summarized huge amount of
numeric data by using formula and function electronically within a fraction of seconds.
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Most of the spread sheet packages can perform many common tasks of word processors except the
advanced operations of desktop publishing. They also support the high level features of object linking and
embedding.
Concept and Use of Spread Sheet
We can work manually on ledgers containing a number of sheets of paper organized into rows and
columns. Similarly, a computer equivalent of paper or manual ledger can be termed as an electronic
spread sheet, or simply a spread sheet. Electronic spread sheet is simply a matrix of rows and columns.
The intersection of rows and columns forms a grid of table containing small boxes called cells. Each row is
given a unique number and each column is given a unique alphabet or a pair of alphabet. Therefore, an
electronic spread sheet is computer software that helps to create and manipulate spread sheet
electronically. A cell can hold any type of data including numbers, formulas and text. We can define the
type of values in each cell. Each value in a cell may have a predefined relationship with other cell values.
The relationships are called formulas, and the names of the cells are called labels. So, if we change one cell
value, other values may change automatically or we may need to change manually. This helps making
various what – if analysis. Spreadsheets are generally multidimensional in nature. So, one spreadsheet can
be linked to other, in which changes made in one spreadsheet automatically affect other spreadsheets.
Spread sheet consists of number of work sheet or simply sheet is known as work book. Each sheet having
minimum number of 256 columns and 65536 rows. Each cell can handle large amount of data. Because of
having large number of cells and each cell handles large number of data is known as spread sheet. Each
cell is denoted by column name and row number called cell address.
Commonly known spread sheet packages are;
• Ms Excel
• Lotus 1-2-3
• Supercalc
• Framework
• VP Planner Plus.
In this book, we will work with the examples from MS Excel which is one of the application packages of
MS Office 2007.
Uses of Spread Sheets
Spread sheets are widely used in education, finance, science, engineering, forecasting, statistics, etc. by a
large number of users in different formats and for varieties of purposes. Varieties of operations and
calculations can be easily performed within a fraction of seconds using any spread sheet package. It
provides enhanced flexibility, speed and accuracy. Some of the tasks that can be easily performed using
spread sheet are;
• Arithmetic and statistical calculations
• Preparation of profit and loss accounts
• Preparation of tax statements
• Reports
• Charts
• Regression and other statistical analysis
• Forecasting
• Budgeting, cash flow analyses and balance sheets,
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• Inventory control and Track expenditure on a particular project
• Keep lists of class marks and even automatically grade student's test results
• Store catalogue information for products, purchase prices, wholesale & retail margins etc.
Uses for Students
• Organize the work in a way that paper based systems often don't allow
• Present the work in a really smart way
• Build mathematical and statistical models
• Simulate reality
• Share students work with other people
• Find work in one format and translate it into a spreadsheet format
• The good news is that students and teachers can use spreadsheets to build statistical and
mathematical models, draw graphs, make predictions, and simulate reality etc.
There are a few fundamental rules to spreadsheet design: if they are not obeyed the result will be, at best, a
difficult spreadsheet to use or, at worst, a spreadsheet producing erroneous results. Therefore, every
spreadsheet you produce should have accuracy, clarity, flexibility, efficiency, and audit ability as its
characteristics.
Types of Spread Sheets
Spreadsheets have got wide varieties of uses on every sector of daily business, educational or scientific life.
They are mostly used in mathematical calculations, charts and graphs, and statistical analyses.
Spreadsheets are sometimes also called worksheets, and they allow creating and organizing the data in
tabular form. There are varieties of spreadsheets packages available in the market. But, depending on the
way data is organized in the worksheets, spreadsheets can be categorized into following types;
1. Two-Dimensional Spreadsheets: In two dimensional spreadsheets, data is organized into tabular
form containing rows and columns. The intersection of rows and columns form small boxes, called
cells. Each cell holds a piece of information.
A two-dimensional spreadsheet is sometimes also known as Vector Spreadsheet. It contains one or
more columns containing variant, texts, or factors. Different types of data can be mixed in a vector
spreadsheet, although each column can only be of one type. All the columns must be of same length.
2. Three Dimensional Spreadsheets: More than one related two-dimensional sheets can be kept on top
of each other. This forms a stack of sheets, and creates a third dimension. Hence, it is called three-
dimensional spreadsheet.
3. Arithmetic Spreadsheets: Most of the spreadsheets utilize built in arithmetic functions for automatic
calculations of sum, differences, Average etc. of a particular row, column or of all the rows and
columns. These are necessary in budgeting, inventory control, finding results, invoice calculation etc.
4. Logical Spreadsheets: Spreadsheets can also be used for analysis, forecasting and deductive
reasoning. To perform such actions, logical functions and expressions are used rather than arithmetic
functions, and those spreadsheets that support logic functions are called logical spreadsheets. Such
spreadsheets can be used to be reason deductively about their cell values.
5. Object-Oriented Spreadsheets: An object is a variable having a number of attributes. When the
spreadsheets are organized by objects rather than organizing in two-dimensional tabular cells, then it
is called object oriented spreadsheet. In object oriented spreadsheet, data can be stored, retrieved,
analyzed, and mapped in a number of different ways.
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Basic/Fundamentals of Spread Sheet
Spreadsheet is in use since the beginning of personal computing. The scope of spreadsheet is expanding,
and not only the scientist, mathematician, statistician, engineers, researchers; but teachers, students,
economists, accountants, businessman, and officers use spreadsheets for calculative, analytical and
decision making purposes. Spreadsheet is a kind of calculator with the following added advantages;
• The computer on which we worked would store our data for use over and over again
• The spreadsheet itself could hold a lot more data and relationships than a calculator
• It can be used for analysis, forecasting, and decision making
• Drawing charts, graphs, and many more.
To work with the spread sheet, every user must have knowledge about various basic spreadsheet
concepts. Basic components of spread sheets are;
1. Control Panel: The top rows located above the horizontal border or column titles that is used to
control the worksheets is called Control Panel. The toolbars and menus appear in the same locations
at the top of the screen as they did in MS Word.
2. Task Pane: The Task Pane (as pictured on the right) is a rectangular window that appears on the
right side of the screen when Excel opens. It acts as an open menu, giving
you a list of functions and commands to perform depending on what you
are doing at the moment.
Opening/Closing Task Pane
• To open the Task Pane, go to the Office button (File) menu and select
New. Or go to View -> Task Pane.
• To close the Task Pane, click on the X located on the far right corner of the
pane.
• Other Task Panes can be opened by clicking on the down-arrow that
appears on the right in the title bar circled in red.
Worksheet Area
Worksheet is a grid made up of rows and columns. It is the most important part of the spread sheet screen,
because all the data we enter and results of calculations are displayed here. A worksheet is a single page or
sheet in an Excel spreadsheet. By default, there are three worksheets per file. Switching between
worksheets is done by clicking on the sheet tab at the bottom of the screen. A worksheet is made up of
• Columns
• Rows, and
• The intersections of rows and columns, called cells
The top horizontal border of the worksheet indicates columns and the left vertical border indicates the
rows. In a spreadsheet the Column is defined as the vertical space that is going up and down the window.
Letters across the top of the worksheet are used to designate each Column's location.
Figure: 4.13 Workbook
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In the above diagram the Column labeled C is highlighted. The Row is defined as the horizontal space
that is going across the window. The Numbers down
the left hand side of the worksheet are used to
designate each Row's heading. In the above diagram
the Row labeled 4 is highlighted.
In a spreadsheet the Cell is defined as the space
where a specified row and column intersect. Each
small rectangle within the worksheet is represents a
Cell, and is assigned a name according to its Column letter and Row number.
In the above diagram the Cell labeled B6 is highlighted. When referencing a cell, you should put the
column first and the row second. A cell can hold:
• Numbers: 5, 20.34, $34.01, 90%
• Text: "Marks", " Annual income Forecast"
• Formulae =3*C5
• Functions =SUM(C1:C49)
The worksheet contains 256 columns and 65,536 rows, but it displays at a time only around 15
columns and 34 rows on the screen. In a worksheet, row number is referred by numerals from 1
through 65,536 and column number is referred by alphabets A…Z, AA….AZ, …up to IV. (The first
26 columns are labeled A,B,C...Z. The 27th column is labeled AA, the 28th AB and so on. The 256th
Column is called IV.). The cell is the smallest unit in the worksheet, which is used to store data. Each
cell can contain text, values or formulae or even a mixture of all three. With 65,536 rows and 256
columns there are 1, 67, 77,216 cells. Spread sheet can have up to 65,531 sheets. The currently active
cell is indicated by a highlighted video bar or cell pointer. Each cell has a unique address that consists
of the column-number suffixed by the row-number.
The cell pointer can be moved to any cell by using up, down, left, and right arrow keys or by
specifying the specific cell address along with the F5 function key.
A sheet (or page) in a spreadsheet usually starts with cell A1 and moves horizontally to B1 then C1 ...
AA1 ... CD1 ... and downwards to A2, A3, A4 ... A16489 ...so on. So, the average blank spreadsheet
looks like this:
Figure: 4.14 Excel
Some of you may know that some spreadsheets have a different notation to A1, B1 ... they use R1C1: Row 1,
Column 1 ... it's all the same in the end, however!
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Types of Data in Spreadsheet
There are three types of data that can be entered into worksheet cells – Text (Labels), Number (constants)
or variables and formulae.
Text (Labels)
The data that does not change, and does not have any numerical value, such as headings, dates, time, and
numbers etc. are called labels. These are just the text entries, and have no value associated with them. They
are specially used to identify the subject of interest. We can enter labels by clicking on the cell, and typing
the data. After typing the label, we can press <ENTER> or click the green tick in the formula bar or click
another cell or press an arrow key on the keyboard.
Do not press the spacebar while typing numbers as they will then be identified as text, not numbers, by
Excel. For the same reason do not type numbers with a letter prefix (e.g. A009) as they also will be
recognized as text.
Constants/Variables
The data entered by the users are called variables. Constants are entries that have a specific fixed value.
Constants may have different values for different users, but it has a fixed value for each user. For example;
roll number, first name, last name, age, mark obtained, quantity sold, price etc.
Formulae
The mathematical equations which perform all the calculations on cell entries are called formulae. A
formula can contain numbers, cell references, functions and arithmetic operators such as the + or - signs.
Here, instead of typing numbers or values, we type formulas. The result of the equation will be
automatically updated upon changing the cell data that is referenced in the equation. A Formulae always
begins with an equals (=) sign.
To enter a formula;
• Move and click the mouse pointer to the cell in which you want the formula.
• Type an equals sign, type the required cell references, and enter the appropriate arithmetic operators.
Finally, either press <ENTER> or click the green tick in the formula bar or click another cell or press an
arrow key on the keyboard.
Data Types Examples Remarks
Label Name or Wage or Days anything that is just text
Numbers/Constant 5 or 3.75 or -7.4 Any Number
Formula = 5+3 or = 8*5 + 3, Math Equations
= A1+ C2
Pointer Shapes and Their Meanings
The shape of mouse pointer plays vital role while working with the spreadsheet such as Ms Excel. The
shape of the pointer changes and communicates different information about working pattern of the
spreadsheet depending on the location of the pointer within the worksheet. The result of click and drag of
the pointer will be different for different shapes of the pointer. The different shapes of the pointer and
their functions are described in the table below.
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S.N. Shape of Meaning Action or result
the Pointer
1. The default pointer shape. General pointer Move cell pointer for
selecting cells singly or a range of cells.
2. When the pointer is on a border (column, Adjust the column width, row height, or
row, or window), the pointer changes to window size. This pointer indicates that
a two-headed black pointer. When you can drag a boundary in the
adjusting row height, the arrow goes up direction of the arrows.
and down. When adjusting column
width, the arrows point right to left.
3. The pointer changes to an I-beam shape Move the insertion point within the cell.
while editing the contents of a cell. When pointer is like this, you may type
in text in this area. You must first click
the left mouse button to move the cursor
(a flashing vertical line) into the area.
Insertion and editing can then be done
in the normal way.
4. The pointer turns to a four-headed With the pointer over the graphic, click
arrow while moving a graphic image. and drag to the new location.
5. Appears when pointing to the border of Click and drag cell to a new location.
an active cell.
6. Appears when you are at the "fill Pointer used at bottom right of selection
corner" of a cell or range of cells. It fills to extend and fill data. Click and drag
either down or across (not a square). the fill corner to AutoFill other cells
with similar information.
Formatting a Worksheet
Spreadsheet is made up of workbooks, and each workbook contains at least one work sheet. A worksheet
is a single page or sheet in a spreadsheet. But, there can be more than one worksheet depending on the
memory of the PC. Usually, we can find three worksheets as default. Default worksheets have default
name sheet1, sheet2, and sheet3 at the bottom left corner of the workbook. Formatting worksheets may
involve inserting, deleting, moving, renaming worksheets, and working with cells within them. So, we
will now concentrate on how to perform these operations.
1. Color-code Worksheet Tabs
We can apply color to worksheet tabs in multi-book
spreadsheets to better categorize and manage the data.
Ways to Add Tab Color
a. Using the Menus
• Go to Home FormatOrganize Sheets and select Tab Color.
• Choose the color from the Format Tab Color window and click OK. This applies color to the
tab of the active sheet. When the sheet is inactive the entire tab is color-coded. In the example
above Sheet 3 has been color coded green but it shows as an underline since that is the active
sheet.
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b. Using the Mouse
• Right click on the Sheet tab and select Tab Color. Choose color from the Format Tab Color
window and click OK. This applies color to the tab of the selected sheet.
2. Inserting a new worksheet
The number of worksheets can be increased by inserting new worksheets. The procedures to add
new worksheets on a workbook are;
a. Go to HomeInsertInsert sheet menu. A new worksheet will be inserted on the left side of the
active worksheet. Or
b. Right click on the existing Sheet name tab and select Insert and then select Worksheet on the
Insert window. Click OK.
c. To change the default number of worksheets
• Go to Office buttonExcel Options In include this many sheets tab, and type the
required number in Sheets in new workbook.
3. A copy of the existing worksheet can be made by using following methods
a. Select the sheet to be copied, left click on the name tab and drag and release it to new location
holding down the ctrl key. Since we cannot have two worksheets with same name within a
workbook, a number after the copied sheets name will be placed in brackets. Copying a
worksheet will copy the formatting information as well. Or
b. Use Move or Copy option from the workbook of worksheet window that pops up when you right
click the sheet to be copied, and then select the Create a copy check box from Move or Copy
window.
4. Deleting a Worksheet
We can delete a worksheet from the workbook. The procedures for deleting a worksheet are;
a. Right click the worksheet name tab of the sheet to be deleted, and select delete.
Or go to HomeDelete Delete Sheet menu. The selected worksheet will be deleted.
5. Naming or Re-naming Worksheets
We often give names or rename the worksheets to give them meaningful names and make them
informative to the users. The worksheet name can not be a duplicate of the existing name, can't
exceed 31 characters, and characters like \, /, ?, *, [] are not allowed.
The procedures to name or rename worksheets are;
a. Double click the Worksheet Name tab. The existing name will be highlighted. Now, we can
type the name. Once typed, press Enter or click any where outside the sheet name. Or,
b. Right click on the Worksheet Name tab and select Rename from the shortcut menu. Type the
new name and hit Enter or click somewhere else on your Worksheet. Or,
c. Select the worksheet name tab, and go to FormatSheetRename menu. Now Type the new
name and hit Enter or click any where outside the sheet name.
6. Moving Worksheets
Any worksheet in a workbook can be moved to another position within the workbook or to another
workbook. The procedures to move an entire worksheet to another position are;
a. Left click the Worksheet Name tab, then holding down the mouse button drag it to it's new
position and release. Or,
b. The worksheet can also be moved using Move or Copy commands.
• Right click on the Worksheet Name tab and select Move or Copy... or go to EditMove or
Copy Sheet… and
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• Select the workbook from the To workbook drop down option, and location from Before
sheet option to locate the position of the sheet to be moved or copied to on the Move or
Copy window that pops up. There will be another choice "new book" in the To workbook
drop down list. If you choose "new book" option a new Workbook will automatically be
created for the sheet to be moved or copied to. Similarly, if other workbooks are also
opened, then the option list will contain the names of all the opened workbooks.
7. Moving Around Worksheet
Your current cell address is displayed in the Address box or Name box. You move around in the
spreadsheet by clicking a cell with the mouse or using the tab or arrow keys.
Moving around the worksheet is necessary to be able to do the following:
• Make a cell entry
• Modify a cell entry, and
• View a cell entry etc.
8. Pointer Movement Keys
You can move around the current worksheet using the following pointer movement keys:
S.N. Keys Remarks
1. ↑ or ↓ or ← or→ To move cell pointer one cell up or down and right or left.
2. CTRL + ← or CTRL + → To move the cell pointer one screen full to left or right.
3. Ctrl + Home To move the cell pointer to the top of the worksheet (i.e., to the
first cell A1).
4. Tab To move the cell pointer 1 column right
5. Shift + Tab To move the cell pointer 1 column left.
6. Pg up or Pg down To move the cell pointer one full screen (20 rows) up or one full
screen down.
Similarly, other key combinations, menu options and function keys (such as EditGo To menu
option, ctrl + G short cut key, F5 function key etc.) can also be used to move around the worksheet.
Using Name box/Address box by typing cell address is the easiest way to go to any specific cell.
9. Moving Through Worksheets
There are two methods to select any worksheet. They are;
• Left click on the sheet name tab of the sheet on the bottom left of the workbook. Or,
• Use four arrows available on the far left of the worksheet name tab. four arrows to the left of the
sheet name tab are called Tab Scrolling Buttons. If we right click any of these arrows, a pop up
menu containing the names of all the Worksheets within the Workbook will appear. We can
select any sheet from the pop up menu. These four arrow buttons are useful, especially when
the workbook contains more worksheets than currently visible.
10. Entering Data in a Cell
We have already discussed that a spreadsheet uses three types of data- text/labels, numbers/values,
and formula. Therefore, when we start typing, we must be aware of the type of data that we are
going to enter in a particular cell. A cell entry can be made only in the active worksheet. There are
two different ways to enter data in Excel: in an active cell or in the formula bar.
To enter data in an active cell:
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• Click in the cell where you want the data, and type the data (label, Value or formula). Press the
Enter or Arrow key to complete the entry.
To enter data into the formula bar:
• Click the cell where you would like the data.
• Place the cursor in the Formula Bar, and type in the data
• Press the Enter or Arrow key to complete the entry.
• Press the Esc key in case you want to cancel the entry.
11. Deleting a Cell Entry
• To delete an entry in a cell or a group of cells, place the cursor in the cell or highlight the group
of cells and press Delete.
12. Symbols used in Spreadsheet
Mathematical Operators: These are the signs or symbols used to manipulate the operand or data.
When a number is entered into a cell, you can perform mathematical calculations such as addition,
subtraction, multiplication, and division. When entering a mathematical formula, precede the
formula with an equal sign. Use the following to indicate the type of calculation you wish to perform:
+ Addition _ Subtraction * Multiplication
/ Division ^ Exponentiation ( ) Brackets
Relational Operators: These are the symbols used to show relationship between the variables of an
expression.
= Equal to < > Not equal to > Greater than
< Less than >= Greater than equal to <= Less than equal to
Logical Operators: These are the operators used to express or manipulate the logical relationship.
# NOT # Logical Not
# AND # Logical And
# OR # Logical OR
There is one more operator called special operator used for string combination, and expressed as &
(ampersand). All the relational operators have equal priority and are evaluated from left to right. In
case of Logical operators # NOT # is evaluated first (from left to right) and after that # AND #, # OR #
(from left to right.). The order of mathematical operators is;
i. Expressions within parentheses.
ii. Exponentiation (from left to right)
iii. Multiplication and Division (from left to right)
iv. Addition and Subtraction (from left to right)
13. Editing a Cell
The content of a cell can be modified as follows;
• Cell contents can be modified in the cell itself, or the cell content can be modified using formula
bar
• Place the cell pointer to the cell you want to modify , and
• Press F2 key or double click on the cell, or click on formula bar and edit
• After completing the modification, press ENTER
• The modified entry replaces the existing entry in the cell.
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14. Range in Spreadsheet
A range is a set or block of adjacent cells. Range may cover a single row, single column, combination
of rows and columns or a portion of few rows and columns. A range of cells is usually used while
making calculations using formulas and commands. There are two methods to select range of cells in
a worksheet. They are;
1. Direct Method: In this method, we can directly type the range of cells specifying the required cell
address. For example; A1:C1, B2:E7 etc. This method is best suited when the range covers a small
numbers of cells and user remembers the cell address to be defined in the range.
2. Pointing Method: It is a kind of interactive mode to select the cell range when the range covers a
large number of cells, and the user does not remember the cell address to be specified. The cell
range can be selected as follows:
• Move the cell pointer to the beginning of the range to be defined using arrow keys (e.g. cell
B1)
• Press the Colon (:) key.
• Move the cell pointer to the end of the cell range to be defined using arrow key (eg E20)
• After completion of the range definition, press the ENTER key. This is known as anchoring of
a cell and the method is known as pointing method for defining a cell range.
15. Formatting Text
We can format the text in the worksheets in the same manner as in the word processor. We can use
bold, italics, underline, change the color, align (left, right, center), justify, change font size and style,
font, border, text direction etc. The steps to format the text are;
• Select the cell or group of cells containing the text.
• Go to HomeFont Frame menuFormat CellsFont tab. Format Cells window pops up (fig
8.2. ), where we can make necessary adjustments or changes as per our requirement.
Figure: 4.15 Formatting Text
Number formatting is necessary to format the numbers to display the appropriate number of
decimals, dollar signs, percentage, date, time, scientific, and special notations etc. It helps to keep
numbers describing similar items as uniform as possible. In order to format numbers, select the
Number tab instead of Font tab in the Format Cells window.
We can use an alternate method to format text and number. Select the text to be formatted, and right
click. Click Format cells… and make necessary formatting. Similarly, we can work with color and
other options.
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16. Inserting a Row and a Column
When we need to insert new information or make changes in the existing worksheet, we should
insert new rows or columns or both of them. A column can be inserted as follows;
• Click on the column label (letter).
• Go to Insert menuColumns. This will insert a column to the left of the selected column. Or
Right click on the column heading, and select Insert. A column will be inserted immediately
before the selected column heading.
To insert a row, follow the following procedures;
• Click on the row label (numbers).
• Go to InsertRows menu. This will insert a row above the selected row. Or Right click on the
row heading, and select Insert. A row will be inserted immediately before the selected row
heading.
17. Deleting a Row or a Column
Sometimes we may need to delete a row or a column to make corrections in the existing worksheets
or to delete the unnecessary data items. The procedure to delete a column is;
• Click on the column label (letter).
• Go to Home menuDelete. A Delete window appears. Select Entire column and click Ok. Or
Right click on the column heading, and select Delete. Selected column will be deleted.
The procedures to delete a row are;
• Click on the row label (number).
• Go to Home menu Delete. A Delete window appears. Select Entire row and click Ok. Or
Right click on the row heading, and select Delete. Selected row will be deleted.
18. Changing Column Width and Row Height
When we enter data in a cell, the column width may not be enough to accommodate the length of the
text or data. So we need to adjust the column width. There are mainly two ways to change the
column width. They are;
• Select the column (or columns) with the pointer by clicking on their labels (letters). Then go to
HomeFormatColumn menu, and over to Column width and type in a new number for the
column width. Or,
• Move the arrow on to the right side border of the column heading and click and drag the mouse
to the right (to make wider) or left (to make smaller) when the cursor changes to a vertical line
with arrows pointing left and right. Or,
• When you want to adjust the width to fit the text in the cell, double click on the right side
border of column heading. The width will automatically adjust to accommodate the length of
the text in the cell. Or use HomeFormatColumnAutoFit selection menu.
The procedure to adjust the row height is almost similar to changing the column width. The
method to change the row height is;
• Select the row (or rows) with the pointer by clicking on their row titles (numbers). Then go to
HomeFormatRow menu, and over to Row Height and type in a new number for the
column width.
• Move the arrow to the lower side of the row title and click and drag the mouse to down ward
(to increase height) or up ward (to decrease height) when the cursor changes to a horizontal line
with arrows pointing up and down. Or When you want to adjust the width to fit the content
within the cell, double click on the lower side border of row title. The height will automatically
adjust to accommodate the height of the content of the cell. Or use
HomeFormatRowAutoFit menu.
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19. Wrapping Text
Whenever we type text that is too long to fit into a cell, Microsoft Excel attempts to display all the
text. Excel left-aligns the text regardless of the alignment that has been assigned to it, and it borrows
space from the blank cells to the right. So, the entered text that is too long to fit into a cell overlaps the
next cell. However, a long text entry will never write over cells that already contain entries- instead,
the cells that contain entries cuts off the long text. If we do not want it to overlap the next cell you can
wrap the text as follows
• Move to the desired cell, and type Text too long to fit and press Enter.
• Return to the same cell, and go to HomeFormat Format Cells.
• Choose the Alignment tab, and click Wrap Text.
• Click OK. The text wraps.
20. Merge Cells
Two or more cells in the same or different rows and columns can be combined into a single cell. For
example, we can merge several cells horizontally to create a table heading that spans several
columns. Steps to merge cells are;
• Select the cells you want to merge.
• On the HomeFormatFormat Cells, or Right click within the selected area, and select Format
Cells. Select Alignment Tab on the Format Cells window, and then check Merge cells under
Text control.
Note: When you merge several cells in a column to create a vertically oriented table heading that spans several
rows; adjust the text orientation under Alignment tab to change the orientation of the heading text.
21. Adding Comments
Comment is additional information placed within a cell. It is used to provide clear information about
the cell or its content. When we point to the cell, the comment and the user name who inserted the
comment appears. There are different methods to insert comment in a cell.
22. Menu Option
• Select the cell to which the comment will be added.
• Do one of the following
• Go to Review menu New Comment. The Comment box appears with username. Select New
Comment. Or use quick menu by right clicking the cell, and selecting Insert Comment. Or
• Go to View menuToolbarsReviewing; select the cell to add a comment, and on the
Reviewing toolbar, click New Comment .
• Type the comment and push Enter or click outside. A red triangle will appear in the top right
corner of the cell indicating that a comment is attached to the cell.
• To view the comment, place the mouse over the cell. The comment will appear.
Figure: 4.16 Cell with Comment Revealed
We can add or change the comment already placed in the cell. To edit the comment, we can use
menu option or quick menu or the toolbars. The procedure for editing the comment is;
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• Select the cell that contains the comment to be edited.
• Do one of the following
• Go to Review menuEdit Comment.
• Right click the cell which contains the comment, and Select Edit Comment. Or go to Review
toolbar, click Edit Comment .
• The Comment box will appear. Make appropriate changes to the comment.
Deleting Comments:
Deleting comments will allow you to either remove the comment you have placed within an
individual cell or to remove all of the comments placed on different cells placed within a document.
To remove the comment:
• Select the cell with the comment to be deleted.
• Go to Home menuselect ClearClear Comments or Right click the cell which contains the
comment. Select Delete Comment. Or
• Select the cell with the comment to be deleted. On the Review toolbar, click Delete Comment
.
Removing Comments from All Cells
• From the Edit menu, select Go To. The Go To dialog box appears.
• Click Special. The Go To Special dialog box appears.
• Select Comments and Click OK. All comments on the active sheet will be selected.
• From the Edit menu, select Clear Comments.
23. Displaying/Hiding Comments
The comments can always remain on the screen or disappear from the screen when the pointer is not
"over" the cell. The comments of a single cell can be displayed or hided. The procedure is;
For Single Cell, right click the cell which contains the comment. To display the hidden comment,
select Show Comment or to hide the displayed comment, select Hide Comment.
For All Cells, to display/hide all of the comments within the document, from the View menu, select
Comments. Selecting Comments acts as a toggle switch which turns comments On and Off.
24. Page Break
Worksheets contain large number of rows and columns. So, when we print a document, the sheet
may divide into number of pages in a awkward manner. To avoid awkward break and manage the
pages properly, we can manually insert page breaks. The procedure to insert page break is;
• Click the cell that is below and to the right of where you want to insert the page break.
• From the Page layout menu, select Break and click insert page break. The page break is
inserted.
Notes : If you click a cell in row one, only a vertical page break will be inserted.
If you click a cell in column A, only a horizontal page break will be inserted.
If you click any other cell, both a horizontal and vertical page break will be inserted.
25. Formatting with the Painter
We can use typical Copy & Paste to copy the information (text or formula) and the formatting of the
cell(s). But, we can use Painter option to copy the formatting only. This will format the destination
cell in the same manner as the source cell without changing the content. To format a single cell;
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• Select the cell that contains the formatting.
• Home menu click Format Painter or On the Standard toolbar, click Format Painter ( ).
(But, to apply the formatting to a number of cells at a time, On the Standard toolbar, double-
click Format Painter , and select the range of cells that you want to apply the copied format
by clicking and dragging. To turn off the Painter, click the Painter icon again). The pointer
changes shape into a paint brush.
• Click the cell with entries to which you want to apply the formatting.
26. Drawing Borders
The Borders toolbar can be used to add borders or delete cell or table borders in the worksheets. It
also allows us to change the line color, line style, and even allows adding grids to the worksheets.
a. Opening and Closing Borders Window
• Click on the down arrow beside the Border icon and select the Draw Borders... option
to open the Borders window.
• Click the X box on the upper right corner of the Borders window if you want to close the
window.
b. How to Use Borders Window
• Click on the Draw Border icon to draw borders. This option will change the mouse
arrow into a pencil.
• To draw grids in the cell, click on the down arrow next to the Draw Border icon and select
Draw Border Grid option. (The icon shape will change to ).
• To erase the border or grid that you draw, click Erase Border icon .
• To change the type of line you want to draw, click down arrow on Line Style
.
• To change the color of the border or grid that you have drawn, click Line Color icon .
27. Grouping Worksheets
• To group worksheets, click the tab of the first sheet you would like to include in your group.
• To select non-contiguous sheets, hold down the Ctrl key and click the sheets to be included in
the group. Similarly, to select contiguous sheets, hold down the Shift key and click the last
sheet to be included in the group. The tabs of the selected sheets will appear white.
Additionally, the notation [Group] appears next to the file name.
• When all the sheets of the group have been selected, release the Ctrl or Shift key. You can then
edit the group, move them etc.
28. Ungrouping Worksheets
When done working with your sheet groups, we will need to ungroup them. To ungroup all sheets in
the group:
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• Right click the sheet label, and select Ungroup Sheets.
We can remove individual sheets from the group as follows:
• Press the Ctrl key and click the sheet label of the sheet you want to remove. The worksheet is
removed from the group.
29. How to Format Worksheet Group
If you have multiple sheets within your workbook that require the same formatting, you can format
"groups." This option works when the worksheets have similar information in the same relative
location. There are many types of formatting that can be done with sheet groups such as; Column
width, borders and shading, formulas and functions, and typing of contents etc. To format groups of
sheets:
• Group the worksheets.
• On the active worksheet, select the cell(s) that you want to format.
• Apply the appropriate formatting.
• Repeat the above process as many times as necessary.
• Ungroup the worksheets.
30. Printing Worksheet Groups
Grouping function is an important feature of spreadsheet that allows us to print selected worksheets
when the workbook contains multiple sheets. This method will print the active area of each
worksheet or the assigned print area. It may result in different ranges being printed for each sheet.
The procedure to print worksheet Group is;
• Organize the worksheets in a Group.
• Go to Office Button (File) menuPrint.
• Under the Print what section, specify Active sheets.
• Adjust print settings as necessary, and click OK.
• Ungroup the worksheets.
31. Smart Tags
When we make an entry that Microsoft Excel believes we may want to change, a smart tag appears.
Smart tags give you the opportunity to make changes easily. Cells with smart tag in them appear
with a green triangle in the upper left corner. When we place cursor in the cell, the Trace Error icon
appears. Whenever we click the Trace Error icon, an option list appears.
• Go to any cell and type '100. A Trace Error icon appears.
• Click the Trace Error icon. An options list appears. You can convert the label to a number,
obtain help, ignore the error etc using options.
Creating and Working with Charts
Graphical or pictorial presentation of the data or number is called graphs or charts. Charts are visually
appealing, easy to comprehend, effective for the purpose of analysis, and presentation of the data, making
comparisons, viewing patterns and trends. For example, rather than having to analyze several columns of
worksheet numbers, you can see at a glance whether sales are falling or rising over quarterly periods, or
how the actual sales compare to the projected sales. The graphs can be used on other documents, stored,
viewed or can be printed through a printer or plotter. We can choose from varieties of chart types.
Whenever we change the data, the chart will automatically update.
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Numbers can usually be represented quicker and to a larger audience in a picture format using charts.
Excel has a chart program built into its main program.
The Chart Wizard provides step by step
guidance that will help to draw the chart from the
selected data. Select the data that you wish to plot.
Non adjacent data can be selected by holding down
the Control key whilst selecting disjointed areas.
It is often quoted, "A picture is worth a thousand words"
and this becomes very true when you are confronted
with a large table of numbers. Although we know these numbers mean something, their physical quantity
makes it difficult to pick out any patterns we may want to identify. It is for this reason that graphing
facilities are now considered essential. They are able to provide an instant visual overview of your data -
they help spot any differences in a set of values - or a trend that one or more sets may be indicating.
Every modern spreadsheet, almost without exception, will have some ability to graph the numbers we
enter. The range of graph types a spreadsheet can produce varies from package to package, as does
quality. However, they all ought, at least, to draw bar-charts, pie charts, line graphs and scatter graphs.
For example, consider the number of students in different courses in a college in 2010. The summary table
of number of students by degree and sex is as follows:
From the raw figures, it is clear that in each category there are more male than female students. However,
what is not clear is whether this percentage is maintained over the grades, or whether it changes as the
grades get higher. If we plot the results on a 100% stacked column chart then the pattern becomes clearer,
as shown below.
Figure: 4.17 Number of Students by Degree
The graph shows us that there is a much higher percentage of female in the lower grades than in the upper
grades, but that overall academia was very much a male preserve in the 2010. Precisely why this should be
so is perhaps a matter for debate. Excel can be used to prepare different types of graphs under custom
type and standard type. Some of the graph types are;
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Standard Graphs Custom Graphs
Line Graphs Area Blocks Graphs
Column Graph B & W Area Graphs
Bar Graphs B & W Line-Timescale Graphs
Stacked-Bar Graphs Floating Bars Graphs
Area Graph Logarithmic Graphs
Doughnut Graph Cones Graphs
XY Graphs Colored Lines Graphs
Pie Graphs etc. Blue Pie Graphs etc.
Though there are various types of graphs, most widely used are the bar chart, the pie chart, and line
graph.
How to Plot a Graph
In graphs plotting, two axes named as X-axis and Y-axis are required. A chart can be created on its own
sheet or as an embedded object on a worksheet. We can also publish a chart on a Web page. To create a
chart, the data must first be entered on the worksheet. Then select that data and use the Chart Wizard to
step through the process of choosing the chart type and the various chart options, or use the Chart toolbar
to create a basic chart that you can format later. Let us consider the following data;
Worksheet Data Chart created from worksheet data
Quarterly Income
Projected Income QTR1 QTR2 QTR3 Income 10000 Projected
Actual Income 7878 8432 8188 8000 Income
6666 7179 8455 6000
Actual Income
4000
2000
0
QTR1 QTR2 QTR3
Time
How Worksheet Data is represented in a chart
A chart is linked to the worksheet data it's created from and is updated automatically whenever the
worksheet data is changed. the chart consists of four major components. they are;
• Data Marker
• Major gridline
• Category names
• Chart data series names
1. Data marker: Each data marker represents one number from the worksheet. Data markers with the
same pattern represent one data series. In the example above, the rightmost data marker represents
the QTR3 Actual income.
2. Major Gridline: Microsoft Excel creates axis values from the worksheet data. Note that the axis
values in the example above range from 0 to 10000, which encompasses the range of values on the
worksheet. Major gridlines mark the major intervals on the axis. Minor gridlines on a chart can also
be displayed, which mark the intervals between the major intervals.
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3. Category names: Excel uses column or row headings in the worksheet data for category axis names.
In the example above, the worksheet row headings QTR1, QTR2 and QTR3 appear as category axis
names.
4. Chart data series names: Excel also uses column or row headings in the worksheet data for series
names. Series names appear in the chart legend. In the example above, the row headings Projected
income and Actual income appear as series names.
When we rest the pointer over a chart item, a chart tip containing the name of the item appears. For
example, when we rest the pointer over a legend, a chart tip that contains the word Legend appears.
Embedded Charts and Chart Sheets
A chart can be created on its own chart sheet or as an embedded chart on a worksheet. Either way, the
chart is linked to the source data on the worksheet, which means the chart is updated when you update
the worksheet data.
Embedded charts
Embedded chart is a chart that is placed on a worksheet rather than on a separate chart sheet. Embedded
charts are beneficial when you want to view or print a chart or a PivotChart report with its source data or
other information in a worksheet. It is considered a graphic object and is saved as part of the worksheet on
which it is created. Use embedded charts when you want to display or print one or more charts with your
worksheet data.
Class11 Class12
Boys Girls Boys Girls
2065 44 42 42 39
2066 54 45 41 32
2067 67 60 42 40
Figure: 4.18 Embedded Charts
Chart sheets
A chart sheet is a sheet in a workbook that contains
only a chart. A chart sheet is beneficial when you want
to view a chart or a PivotChart report separately from
worksheet data or a PivotTable report. It is a separate
sheet within your workbook that has its own sheet
name. Use a chart sheet when you want to view or edit
large or complex charts separately from the worksheet
data or when you want to preserve screen space as
you work on the worksheet.
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Preparing a Meaningful Graph
Once a graph have been created, one can make it more presentable by putting legends, defining data
labels, assigning colors, etc. For this kind of requirement, Excel chart wizard offers various options.
1. Legends: Legends are used to uniquely identify what each symbol or color represents in a graph as
shown in Fig.
2. Data-Labels: Data labels are the labels of the data value put on the appropriate parts of the graph,
such as on top of the bars. These data labels can be put on the graph as Central/Left/Right aligned. If
a data label cell contains a formula, only the data value is reflected on the screen.
3. Titles: Title includes chart title, category (X) axis, value (Y) axis, second category (X) axis, and second
value (Y) axis.
4. Chart title: This is to define the first top heading line as title of the chart.
5. X-axis: Appears on the X-axis horizontally.
6. Y-axis: Appears on the Y-axis vertically.
7. Bar Graph/Chart: The Bar Chart is usually used to display a change such as rise or fall over a period
of time. Bar charts can be used to quickly compare the numbers of two different bar charts to each
other.
8. Pie Chart/Graph: The Pie Chart is usually used to look at what makes up a whole something. If we
draw a pie chart of our personal expenditure, we can look at the percentages of expenditure on
transportation, entertainment, food or on any other category.
9. Line Chart/Graph: This option is used to draw a Line graph. Two coordinates, viz., X an Y, have to
be specified.
How to build a Graph
Follow the steps described below to create a chart using chart wizard:
1. Arrange the data properly on the
worksheet for the type of desired chart.
2. Consider a table having different areas
of expenditure and expenditure per
month. The cell range in the following
example shows the steps in producing a
graph of expenditure in each area. The
cell range B1:D6 has been selected.
Steps
• Go to Insert menuChart…or click on Chart wizard toolbar. A Chart Wizard - Step 1 of 4 – Chart
Type window appears.
• Click on Standard Types tab, and choose the basic Chart type required (e. g. Pie) and the Chart-sub
type (e.g. Pie that displays the contribution of each value to the total). There is a button (Press and
Hold to View Sample) which enables you to see what your data will look like with the choice made.
Click Next.
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Figure: 4.19 Pie Chart Type
Specify the data range, and series in columns on the window that appears. Click Next.
Figure: 4.20 Pie Chart
In the step 3 of 4 of chart wizard, type the title for the graph in Chart title box (eg. "Monthly
Expenditure"). In bar graphs we can add titles, specify X-axis and Y-axis as well. Here, we can
modify the appearance of the graph, such as specifying Location of Legend, and Data Labels by
specifying Label contains by using Legend and Data Labels tabs respectively. After completing the
adjustment click Next.
Figure: 4.21 Data Labels
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In step 4 of 4, we can select chart location. Choose either As new sheet to create a new sheet for the
graph or As object in to place the graph on the current sheet (embedded) or on any other sheet.
Figure: 4.22 Chart Location
Clicking on Finish. The final Pie chart appears.
Figure: 4.23 Pie Chart
Create a basic chart that you can customize later.
• Display the Chart toolbar. To show the Chart toolbar, point to Toolbars on the View menu and
then click Chart.
• Select the cells that contain the data you want to use for your chart.
• Click Chart Type.
• Follow the instructions in the Chart Wizard.
Note : If the cells you want to select for your chart are not in a continuous range, do the following:Select the
first group of cells that contain the data you want to include. While holding down CTRL, select any
additional cell groups you want to include. The nonadjacent selections must form a rectangle.
The Chart Toolbar:
Several methods are available for editing charts. The chart toolbar usually appears when a chart has been
created. (Note that if it does not appear automatically, it can be displayed using View > Toolbars and
clicking on Chart.)
In order to enable the options in this toolbar, the chart must be selected. To select a chart, click once on the
inside of its border. Handles round the chart show that it is selected.
Figure: 4.24 Chart Toolbar
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Clicking on the arrow to the right of the Chart Objects tool produces a list of regions on the chart that can
be edited, e.g. title, legend, walls. Choosing an option here will result in the highlighting of the
corresponding area of the chart.
• Format Chart Area displays a dialog box that enables editing text and background colors.
• Chart Type displays the chart gallery and allows the type of chart to be changed.
• Legend causes the legend entry to appear or disappear.
• Data Table displays the data on which the chart was based.
• By Row and By Column allow the orientation of the chart to be changed.
• Text Rotation tools enable the angle of the text to be changed either clockwise or anti-clockwise.
• Placing the mouse over any of the tools will cause a tooltip to be displayed.
The Chart Menu Item:
The chart menu can be used to edit the chart. In order for this item to appear on the menu, a chart must be
selected.
Figure: 4.25 Chart Menu
All the choices made in the chart wizard are revocable decisions. The chart menu allows these to be
altered.
• Chart Type for Chart Wizard Step 1.
• Source Data for Chart Wizard Step 2.
• Chart Options for Chart Wizard Step 3.
• Chart Location for Chart Wizard Step 4
The first choice Format Chart Area can be used to adjust patterns such as border, color, font etc. The
sixth item is available when a 3-dimensional chart is used. It allows the depth of the bars to be altered
and also allows the chart to be rotated. We can use other choices as well whenever required.
Direct editing of the chart can be performed. When we double click on the part of the chart to be
edited, a dialog box will appear using which we can edit some part of the chart.
Managing Workbooks
A workbook is a spreadsheet file. By default, each workbook in Excel contains three pages or worksheets.
The term spreadsheet is often used to refer to a workbook, when in actual fact, spreadsheet refers to the
computer program, such as Excel.
So, strictly speaking, when you open the Excel spreadsheet program it loads an empty workbook file
consisting of three blank worksheets for you to use.
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Example 1
In the last step of the Chart Wizard, there are only two choices for where we can place our chart - on the
same sheet as the data in a workbook, or on a separate sheet from your data in the same workbook.
1. Basic Workbook Operations: The workbook is structured like a notebook and can contain hundreds
of worksheets. Worksheets may be rearranged or renamed, or they may be added, deleted, or "torn
out" of the workbook. Normally, each worksheet contains up to 256 columns of data and anywhere
from zero to 65368 rows.
Unless modified, the default project file contains a single, blank workbook window named Book1.
This workbook window initially may contain three worksheets named Sheet1, Sheet2, Sheet3. We can
add other worksheets to the workbook.
2. Create a new workbook: To create a new workbook, do one of the following:
a. Create a new, blank workbook:
• Go to Office Button (File) menuNewclick Blank Workbook on the New Workbook task
pane on the right side of the window. Or, Press <ctrl + N> or click on New Blank Document
icon on the standard toolbar to create a new workbook based on the default workbook
template.
b. Create a workbook based on another template
• Go to Office Button (File) menuclick New.
• Click On my computer in the New Workbook task pane. In the Templates dialog box, click
the Spreadsheet Solutions tab listing your custom templates, and then double-click the
template for the type of workbook you want to create.
3. Open an Existing Workbook: An existing workbook can be opened as:
• Go to Office Button (File)Open or press <ctrl + O>.
• Browse (find location and file name) to the workbook.
• Click the title of the workbook, and Click Open.
4. Save a Workbook: When you save a workbook, you have two choices: Save or Save As. Save is
generally used when we edit an existing workbook and save under the same name. To save a
document:
• Go to Office Button (File)Save menu or click <ctrl + S>.
You may need to use the Save As feature when you need to save a workbook under a different name
or to save it for earlier versions of Excel or save it for the first time.
To use the Save As feature:
• Go to Office Button (File)Save As.
• Find the location in Save in box, and type in the name for the Workbook
• In the Save as Type box, choose Microsoft Office Excel Workbook.
5. Worksheet and Workbook Protection: Microsoft Excel provides several layers of protection to
control who can access and change your Excel data. Worksheet or Workbook protection means
preventing a worksheet or workbook from changing its contents, structure and windows modified or
resized by others. There are two primary options to protect a workbook. They are;
a. Prevent data entry for selected cells: This is worksheet protection. Users can access the
worksheet and view the information; however, access for making changes is restricted. We can
protect elements on a worksheet— such as cells with formulas— from all user access, or we can
grant individual users access to the ranges we specify.
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b. Restrict or prevent access to the file: This is workbook protection. Users can be prevented from
viewing the worksheet or users can view the workbook but not make changes to it. If a workbook
is shared you can protect it from being returned to exclusive use and prevent the change history
from being deleted.
6. Protecting Worksheet Elements
Protecting elements from all users
You can prevent users from inserting, deleting, and formatting rows and columns, from changing the
contents of locked cells, and from moving the cursor to cells that are locked or to cells that are unlocked.
By default all cells on a worksheet are locked. Before you protect a worksheet, you can unlock cells
where you want users to enter and change data, in two ways. To unlock cells for all users, you can
use the Protection tab of the Format Cells dialog box. To unlock cells for specific users, you can use
the Allow Users to Edit Ranges dialog box. Any ranges that you specify in this dialog box and don't
assign a password for are also unlocked for all users. The cells you leave locked become protected
only after you protect the worksheet.
Other worksheet features and elements for which you can restrict access for all users include
hyperlinks, sorting, Auto Filtering, PivotTable reports, graphic objects, and scenarios. These
protections apply to all users and the entire worksheet, not to individual users or data ranges.
For chart sheets, you can protect the contents of the chart from changes, and you can protect any
graphic objects on the sheet, such as text boxes, from being changed or deleted. A protected chart
sheet continues to be updated whenever the source data for the chart changes.
7 Protecting Workbook Elements and Files
Protecting workbook elements
You can prevent users from adding or deleting worksheets, or
displaying hidden worksheets. You can also prevent users from
changing the sizes or positions of the windows you set up to display
a workbook. These protections apply to the entire workbook.
To hide an entire workbook to prevent users gain access to contents
such as macros, use the Hide command on the Window menu, and
then save the hidden workbook.
Protecting a workbook file from viewing and editing
You can help restrict who can open and use the data in a workbook file by requiring a password to
view or save changes to the file. You can set two separate passwords, one that users must enter to
open and view the file, and another that users must enter before they can edit and save changes to
the file. These passwords apply to the workbook file and are separate from the protection provided
by the Protect Workbook dialog box.
8. Procedure to protect the workbook
• Go to Review menuProtect Workbook. The Protect Workbook dialog box appears as shown in
fig.
• In the Protect Workbook dialog box, select the appropriate option(s):
Structure: Select this check box to prevent the user from changing the order of the sheets
within a workbook. This includes adding or deleting worksheets.
Windows: Select this check box to prevent the user from being able to resize or move the
window.
Password: Password can be entered here. It allows only those who know the password to
turn the workbook protection off.
• Click OK.
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Check to see whether the workbook is protected
To rename the sheet, first turn off the protection.
• Go to Review menuclick Unprotect Workbook.
• If prompted, enter the password assigned when the workbook was protected. Passwords are case
sensitive. You must type the password exactly as it was created, including uppercase and
lowercase letters.
9. Unprotect the Workbook
• Go to Review menuProtectionUnprotect Workbook. The workbook is now unprotected.
Users can now modify the structure and windows of the workbook. If you included a password
when you turned the protection on, you must enter the password to turn the protection off.
In the same manner we can apply worksheet level protection by using Review menuProtect
Sheet, and selecting appropriate option (s).
10. Locking and Unlocking Cells
The default setting in the spreadsheet like excel protects cells, graphics, charts, and other objects in
the worksheet. But, in order apply this protection the Worksheet Protection option must be turned on
in the Protect Sheet dialog box. Therefore, protection prevents any changes in a cell until the cell is
unlocked. The cell in a worksheet can be locked only after unprotecting the worksheet. The
procedure to lock the cells is;
• Select the cell(s) to be locked.
• Go to HomeFormat Lock Cells. The Format Cells dialog box appears.
• Select the Protection tab, and select Locked check box.
• Click OK. The cells will be locked.
The locked cells can be unlocked only after turning off the sheet protection. The steps to unlock the
cells are;
• Select the cells you want to unlock.
• Go to Home FormatLock Cells. The Format Cells dialog box appears.
• Select the Protection tab, and remove the check mark before the Locked button.
Figure: 4.26 Format Cells
• Click OK. The cells will be unlocked.
11. To Create a New Workbook Window by "Tearing Out" an Existing Worksheet
• Point to the worksheet tab and, press and hold the left mouse button.
• Drag the worksheet to an empty portion of the workspace. The worksheet is "torn out" of the
current workbook window and is added to a new workbook window.
a. Create a new workbook window by "tearing out" a copy of an existing worksheet
• Point to the worksheet tab. Press and hold the left mouse button while holding down the
keyboard CTRL key.
• Drag the worksheet to an empty portion of the Origin workspace. A new workbook window
is created from a copy of the worksheet.
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b. To Add a Copy of an Existing Worksheet to Another Workbook
• Point to the worksheet tab.
• Press and hold the left mouse button while holding down the keyboard CTRL key.
• Drag the worksheet to the new workbook. A copy of the worksheet is added to the
workbook window.
12. Viewing Workbooks and Worksheets
A Microsoft Excel workbook is a file that contains one or more worksheets, which we can use to
organize various kinds of related information. We can enter and edit data on several worksheets
simultaneously and perform calculations based on data from more than one worksheet. When we
create a chart, we can place the chart on the same worksheet as its related data or on a separate chart
sheet.
We can move from one worksheet or chart sheet to another by clicking the sheet tabs at the bottom of
the workbook window. We can color-code sheet tabs to make them easier to recognize. The tab for
the active sheet is underlined in the color you choose; tabs for inactive sheets are fully colored.
13. Viewing different parts of a worksheet at the same time:
a. Split a worksheet To view and scroll independently in different parts of a worksheet, we can
split a worksheet horizontally and vertically into separate panes. Splitting a worksheet into panes
allows viewing different parts of the same worksheet side by side and is useful, for example, when
we want to paste data between different areas of a large worksheet. In the following example, we
can view the rows for different cities in the upper panes while keeping the February totals visible
in the lower panes. The two right panes scroll together, as do the two lower panes.
b. Keep labels or data visible: To keep row and column labels or other data visible as we scroll
through a sheet, we can "freeze" the top rows and/or left columns. The frozen rows and
columns don't scroll but remain visible as we move through the rest of the worksheet.
The labels in the first row remain fixed while we scroll the rest of the worksheet vertically. We
cannot both split a worksheet and freeze parts of a worksheet at the same time.
Note : Split or frozen panes do not automatically show up on each page when the sheet is printed. We must
specify any labels we want to print.
c. Hiding all or part of a workbook: When we hide parts of a workbook, the data is removed
from view but is not deleted from the workbook. If we save and close the workbook, the hidden
data remains hidden the next time the workbook is opened. If we print the workbook, Microsoft
Excel does not print the hidden parts. To prevent others from displaying hidden sheets, rows,
or columns, we can protect the workbook or sheet with a password.
d. Hide workbooks and sheets: You can hide workbooks and sheets to reduce the number of
windows and sheets on the screen and to prevent unwanted changes. For example, you can
hide sheets that contain sensitive data, or you can hide a workbook containing macros so that
the macros are available to run but no window appears for the macro workbook. The hidden
workbook or sheet data is accessible, and other documents can use the information.
e. Hide rows and columns: we can also hide selected rows and columns of data that we aren't
using or that we don't want others to see.
f. Hide window elements: we can hide most window elements in order to use as much of your
screen as possible to display worksheet data. These window elements include the Microsoft
Windows taskbar and the Excel title bar, toolbars, formula bar, and status bar. These elements
remain hidden only as long as the workbook is open; they are redisplayed when we close the
workbook and open it again.
To perform above actions, go to Window menu and select the appropriate options.
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Figure: 4.27 Window Elements
14. Display or hide a workbook or sheet
Do one or more of the following:
a. Display a hidden workbook
On the Window menu, click Unhide. If the Unhide command is unavailable, the workbook does
not contain hidden sheets. If both the Rename and Hide commands are unavailable, the
workbook is protected from structural changes. You'll need to remove protection from the
workbook to determine whether sheets are hidden; removing protection may require a password.
How?
• Go to Review menu click Unprotect Workbook.
• If prompted, enter the password assigned when the workbook was protected. Passwords are
case sensitive.
• In the Unhide workbook box, double-click the name of the hidden workbook to display.
b. Display a hidden sheet
• Go to View menuSheet, and then click Unhide.
• In the Unhide sheet box, double-click the name of the hidden sheet you want to display.
Hide a workbook window
• Open the workbook.
• On the View menu, click Hide.
• When you quit Microsoft Excel, you will be asked if you want to save changes to the hidden
workbook. Click Yes if you want the workbook window to be hidden the next time you open
the workbook.
Hide a sheet
• Select the sheets you want to hide. When you enter or change data, the changes affect all
selected sheets. These changes may replace data on the active sheet and other selected sheets.
15. Cancel a selection of multiple sheets
• To cancel a selection of multiple sheets in a workbook, click any unselected sheet.
• If no unselected sheet is visible, right-click the tab of a selected sheet. Then click Ungroup Sheets
on the shortcut menu.
• On the View menu, point to Sheet, and then click Hide.
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Display or hide multiple workbooks on the Microsoft Windows taskbar:
• Go to Tools menuOptions, and then click the View tab.
• Select or clear the Windows in taskbar check box.
Compare workbooks side by side
• Open the workbooks you want to compare side by side.
• On the Window menu, click Compare Side by Side with.
• On the Compare Side by Side toolbar, do any of the following:
• To scroll through the workbooks at the same time, click Synchronous scrolling.
• If you want to reset the workbook windows to the positions they were in when you first started
comparing workbooks, click Reset Window Position.
• Click Close Side by Side to stop comparing workbooks.
Note : If you've closed the Compare Side by Side toolbar but you want to show it again, click Customize on
the Tools menu, click the Toolbars tab, and then select Compare Side by Side in the Toolbars list.
Save a workbook in another file format
We can save a workbook in another file format, but if we save a Microsoft Excel workbook in a
different file format, formats and features unique to Excel will not be retained. The steps to save
workbook in another file format are;
• Open the workbook we want to save for use in another program.
• On the Office Button (File) menu, click Save As.
• In the File name box, type a new name for the workbook. In the Save as type list, click a file
format that can be opened in the other program.
• Click Save.
Copy styles from another workbook
• Open the workbook that contains the styles.
• Open the workbook we want to copy the styles to, and then click Style on the Format menu.
• Click Merge. In the Merge styles box, double-click the workbook that contains the styles we want
to copy.
If the two workbooks contain styles with the same names, it must confirm that we want to merge
these styles. To replace the styles in the active workbook with the copied styles, click Yes. To keep the
styles in the active workbook, click No. This warning occurs only once, regardless of the number of
conflicting style names.
Display or hide all sheet tabs
• Go toOffice Button menuclick Excel Options Advanced then click the View tab.
• Select or clear the Sheet tabs check box. When displaying sheet tabs, you may also need to
expand the tab scrolling area.
Display more or fewer sheet tabs
• Point to the tab split bar.
• When the pointer changes to a split pointer, drag the tab split bar to the right or left.
• If you want to return the tab split bar to its original position, double-click the tab split bar.
Note : You can activate a sheet by right-clicking any tab scrolling button and then selecting the sheet you
want from the shortcut menu.
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The sheet names are cut off or difficult to read
Increase the scroll bar height. In the Microsoft Windows Control Panel, double-click the Display
icon, click the Appearance tab, click Scrollbar in the Item list, and then increase the number in the
Size box.
Turn on change tracking for a workbook
• Go to Review menuclick Share Workbookclick the Editing tab.
• Select the Allow changes by more than one user at the same time check box.
• Click the Advanced tab.
• Under Track changes, click Keep change history for, and in the Days box, type the number of
days of change history that you want to keep.
• Be sure to enter a large-enough number of days because Microsoft Excel permanently erases any
change history older than this number of days.
• Click OK, and if prompted to save the file, click OK.
Note : that turning on change tracking also shares the workbook.
Save styles to use in new workbooks
1. Open a new blank workbook.
2. Open the workbook that contains the styles you want to save.
3. Copy the styles from your workbook to the blank workbook.
• Open the workbook that contains the styles you want to copy.
• Open the workbook you want to copy the styles to, and then click Style on the Home menu.
• Click Merge.
• In the Merge styles box, double-click the workbook that contains the styles you want to copy.
4. In the blank workbook, click Save As on the File menu.
5. In the File name box, type book.
6. In the Save as type list, click Template (*.xlt).
7. In the Save in list, click the Templates folder.
8. Click Save.
The styles you save will be available in all new workbooks that you subsequently create by clicking
New.
Merge workbooks
1. Make sure the copies of the shared workbook that you want to merge are all stored in the same
folder. To do this, you must give each copy a different name.
2. Open the copy into which you want to merge changes.
3. On the Customize Quick Access Toolbar menu, click Compare and Merge Workbooks.
4. If prompted, save the workbook.
5. In the Select Files to Merge into Current Workbook dialog box, click a copy that has changes to
be merged, and then click OK.
6. To merge more than one copy at the same time, hold down CTRL or SHIFT and click the file
names, and then click OK.
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View multiple sheets or workbooks at the same time
• Open the workbooks you want to view. To view multiple sheets in the active workbook, click
New Window on the Window menu. Switch to the new window, and then click a sheet you want
to view. Repeat for each sheet you want to view.
• On the View menu, click Arrange All.
• Under Arrange All, click the option you want. To view sheets in only the active workbook, select
the Windows of active workbook check box.
Note : To restore a workbook window to full size, click Maximize at the upper-right corner of the workbook
window.
General Functions and Formulas
Excel's functions and formulas are powerful tools that help users perform complex computations. Excel
supports hundreds of functions and formulas that facilitate engineering computations, manipulate text,
and do much, much more. In this section, we will discuss some of the commonly used excel functions, and
create formulas to perform some simple computations.
1. Functions
Functions are predefined formulas that perform calculations by using specific values, called
arguments, in a particular order, or structure. Functions can be used to perform simple or complex
calculations. For example, the ROUND() function rounds off a number in a cell.
a. Structure of a Function: The structure of a function begins with an equal sign (=), followed by the
function name, an opening parenthesis, the arguments for the function separated by commas, and
a closing parenthesis. To display Function name, click a cell and press SHIFT + F3 for a list of
available functions.
b. Arguments: Arguments can be numbers, text, logical values such as TRUE or FALSE, arrays,
error values such as #N/A, or cell references. The argument you designate must produce a valid
value for that argument. Arguments can also be constants, formulas, or other functions. A tooltip
with the syntax and arguments appears as you type the function, and is called argument tooltip.
For example, type =ROUND( ) and the tooltip appears. Tooltips only appear for built-in
functions.
2. Formulas
A formula is a set of mathematical instructions or equations that can be used in spreadsheets to
perform calculations. Formals are started in the formula box (cells) with an equal ( ) = sign. For
example, the following formula multiplies 5 by 7 and then adds 6 to the result. =6+5*7
There are many elements to and excel formula.
References: The cell or range of cells that you want to use in your calculation.
Operators: Symbols (+, -, *, /, etc.) that specify the calculation to be performed.
Constants: Numbers or text values that do not change.
Functions: Predefined formulas in Excel.
3. Entering Formulas
When you create a formula that contains a function, the Insert Function dialog box helps you enter
worksheet functions. As you enter a function into the formula, the Insert Function dialog box
displays the name of the function, each of its arguments, a description of the function and each
argument, the current result of the function, and the current result of the entire formula.
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4. Nested Functions
In certain cases, you may need to use a function as one of the arguments of another function. For
example, the following formula uses a nested
AVERAGE() function and compares the result with the
value 50.
Here, AVERAGE() and SUM() functions form a nested function within IF function.
a. Valid returns: When a nested function is used as an argument, it must return the same type of
value that the argument uses. For example, if the argument returns a TRUE or FALSE value, then
the nested function must return a TRUE or FALSE. If it doesn't, Microsoft Excel displays a
#VALUE! error value.
b. Nesting level limits: A formula can contain up to seven levels of nested functions. When
Function B is used as an argument in Function A, Function B is a second-level function. For
instance, the AVERAGE function and the SUM function are both second-level functions because
they are arguments of the IF function. A function nested within the AVERAGE function would be
a third-level function, and so on.
5. Function Library
The function library is a large group of functions on the Formula Tab of the Ribbon. These functions
include:
AutoSum : Easily calculates the sum of a range
All recently used functions
Recently Used :
Financial : Accrued interest, cash flow return rates and additional financial functions
Logical : And, If, True, False, etc.
Text : Text based functions
Date & Time : Functions calculated on date and time
Math & Trig : Mathematical Functions
Some of the common functions in Excel are:
Sum(): Adds all cells in the argument.
Figure: 4.28 Sum
Average(): Calculates the average of the cells in the argument. It returns the average (arithmetic
mean) of its arguments, which can be numbers or names, arrays, or references that contain numbers.
Figure: 4.29 Average
Min(): Finds the minimum value
Max(): Finds the maximum value. That means, it returns the largest value in a set of values. Ignores
logical values and text.
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Figure: 4.30 Maximum
Count(): Counts the number of cells that contain numbers and numbers within the list of the
arguments.
Figure: 4.31 Count
IF(): Checks whether a condition is met, and returns one value if TRUE, and another value if False.
Figure: 4.32 True and False
PMT: Calculates the payment for a loan based on constant payments and a constant interest.
Syntax: PMT(rate,nper,pv,fv,type). Here;
• Rate is the interest rate for the loan.
• Nper is the total number of payments for the loan.
• Pv is the present value, or the total amount that a series of
future payments is worth now; also known as the principal.
• Fv is the future value, or a cash balance you want to attain after
the last payment is made. If fv is omitted, it is assumed to be 0 (zero), that is, the future value of a
loan is 0.
• Type is the number 0 (zero) or 1 and indicates when payments are due.
STDEV(): Estimates standard deviation based on a sample (ignores logical values and text in the
sample). Syntax: = STDEV(number1, [number2], ….).
NOW(): Returns the current date and time formatted as a date and time.
There are many functions which we can use in financial, scientific, mathematical and trigonometric,
statistical, textual, database and many more calculations and manipulations.
Create a formula
To create a simple formula: =128+345
The following formulas contain operators and constants.
Example formula What it does
=128+345 Adds 128 and 345
=5^2 Squares 5
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• Click the cell in which you want to enter the formula.
• Type = (an equal sign).
• Enter the formula (Operators and operands or constants), such as =128 + 345.
• Press ENTER.
Create a formula that contains references or names: = A1+23
The following formulas contain relative references to and names of other cells. The cell that contains
the formula is known as a dependent cell when its value depends on the values in other cells. For
example, cell B2 is a dependent cell if it contains the formula = C2.
Example formula What it does
= C2
= Sheet2!B2 Uses the value in the cell C2
= Asset-Liability Uses the value in cell B2 on Sheet2
Subtracts a cell named Liability from
a cell named Asset
• Click the cell in which you want to enter the formula.
• In the formula bar, type = (equal sign).
• Do one of the following:
To create a reference, select a cell, a range of cells, a location in another worksheet, or a
location in another workbook. You can drag the border of the cell selection to move the
selection, or drag the corner of the border to expand the selection.
To create a reference to a named range, press F3, select the name in the Paste name box, and
click OK.
• Press ENTER.
Create a formula that contains a function: = AVERAGE(A1:B4)
The following formulas contain functions.
Example formula What it does
= SUM(A:A) Adds all numbers in column A
= AVERAGE(A1:B4) Averages all numbers in the
range
• Click the cell in which you want to enter the formula.
• To start the formula with the function, click Insert Function on the formula bar.
• Select the function you want to use. You can enter a question that describes what you want to do
in the Search for a function box (for example, "add numbers" returns the SUM function), or
browse from the categories in the Or Select a category box.
• Enter the arguments. To enter cell references as an argument, click Collapse Dialog to
temporarily hide the dialog box. Select the cells on the worksheet, then press Expand dialog.
• When you complete the formula, press ENTER.
6. Create a formula with nested functions
For example; = IF(AVERAGE(F2:F5)>50, SUM(G2:G5),0)
Nested functions use a function as one of the arguments of another function. The following formula
sums a set of numbers (G2:G5) only if the average of another set of numbers (F2:F5) is greater than
50. Otherwise it returns 0.
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• Click the cell in which you want to enter the formula.
• To start the formula with the function, click Insert Function on the formula bar.
• Select the function you want to use.
• Enter the arguments.
• Enter cell references as an argument.
• To enter another function as an argument, enter the function in the argument box you want. For
example, you can add SUM(G2:G5) in the Value_if_true edit box.
• To switch the parts of the formula displayed in the Function Arguments dialog box, click a
function name in the formula bar. For example, if you click IF, the arguments for the IF function
appear.
Note : That you can enter the same formula into a range of cells by selecting the range first, typing the
formula, and then pressing CTRL+ENTER.
7. Move or copy a formula
When you move a formula, the cell references within the formula do not change. When you copy a
formula, the cell references may change based on the type of reference used.
• Select the cell that contains the formula.
• Verify that the cell references used in the formula will produce the result you want. Switch to the
type of reference you need. To move a formula, use an absolute reference.
• Select the cell that contains the formula.
• In the formula bar, select the reference you want to change.
• Press F4 to toggle through the combinations. The "Changes To" column reflects how a reference
type updates if a formula containing the reference is copied two cells down and two cells to the
right.
Formula being copied.
Reference (Description) Changes to
$A$1 (absolute column and absolute row) $A$1
A$1 (relative column and absolute row) C$1
$A1 (absolute column and relative row) $A3
A1 (relative column and relative row) C3
On the Home menu, click Copy.
Select the cell you want to copy it to.
To copy the formula and any formatting, on the Home menu, click Paste.
To copy the formula only, on the Home menu, click Paste Special, and then click Formulas.
Note : You can also copy formulas into adjacent cells by using the fill handle. Select the cell that contains the
formula, and then drag the fill handle over the range you want to fill.
You can also move formulas by dragging the border of the selected cell to the upper-left cell of the
paste area. Any existing data is replaced.
8. Delete a formula
• Click the cell that contains the formula.
• Press DELETE.
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9. Display or hide formulas
To switch between displaying formulas and their values on a worksheet:
• Press CTRL + ` (grave accent).
To prevent a formula from displaying in the formula bar:
• Select the range of cells whose formulas you want to hide. You can also select nonadjacent ranges
or the entire sheet.
• On the View menu, click Hidden/Show tab.
• Select the Formula bar check box.
• Click OK.
• On the Review menu, point to Protection, and then click Protect Sheet.
• Make sure the Protect worksheet and contents of locked cells check box is selected.
This procedure also prevents the cells that contain the formula from being edited.
Show formulas that were previously hidden by removing protection
1. If the workbook is shared, unshared it.
2. On the Tools menu, point to Protection, and then click Unprotect Sheet.
3. Select the range of cells whose formulas you want to unhide.
4. On the View menu, click Hidden/Show tab.
5. Clear the Formula bar check box.
10. Replace a formula with its result
You can "freeze" a formula so that it no longer recalculates by replacing a formula with its calculated
value. If you want to freeze only part of a formula, you can replace only the part you don't want to
recalculate.
1. Replace a formula with its calculated value
i. Select the cell that contains the formula. If the formula is an array formula, select the range
that contains the array formula.
• Click a cell in the array formula.
• On the Edit menu, click Go To.
• Click Special.
• Click Current array.
ii. Click Copy.
iii. Click Paste on the Standard toolbar.
iv. Click the arrow next to Paste Options, and then click Values Only.
2. Replace part of a formula with its calculated value
i. Click the cell that contains the formula.
ii. In the formula bar, select the portion of the formula you want to replace with its calculated
value. When you select the part of the formula you want to replace, make sure to include the
entire operand. For example, if you select a function, you must select the entire function name,
the opening parenthesis, the arguments, and the closing parenthesis.
a. To calculate the selected portion, press F9.
b. To replace the selected portion of the formula with its calculated value, press ENTER. If
the formula is an array formula, press CTRL+SHIFT+ENTER.
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11. Create an array formula
When you enter an array formula, Microsoft Excel automatically inserts the formula between { }
(braces).
12. Calculate a single result
You can use an array formula to perform several calculations to generate a single result. This type of
array formula can simplify a worksheet model by replacing several different formulas with a single
array formula.
1. Click the cell in which you want to enter the array formula.
2. Type the array formula. For example, the following calculates the total value of an array of stock
prices and shares, without using a row of cells to calculate and display the individual values for
each stock. Array formula that produces a single result.
When you enter the formula ={SUM(B2:D2*B3:D3)} as an array formula, it multiples the Shares
and Price for each stock, and then adds the results of those calculations together.
3. Press CTRL+SHIFT+ENTER.
13. Calculate multiple results
Some worksheet functions return arrays of values, or require an array of values as an argument. To
calculate multiple results with an array formula, you must enter the array into a range of cells that
has the same number of rows and columns as the array arguments have.
4. Select the range of cells in which you want to enter the array formula.
5. Type the array formula. For example, given a series of three sales figures (column B) for a series
of three months (column A), the TREND function determines the straight-line values for the sales
figures. To display all of the results of the formula, it is entered into three cells in column C
(C1:C3). Array formula that produces multiple results. When you enter the formula =
TREND(B1:B3,A1:A3) as an array formula, it produces three separate results, based on the three
sales figures and the three months.
6. Press CTRL+SHIFT+ENTER.
Relative, Absolute and Mixed References
Calling cells by just their column and row labels (such as "A1") is called relative referencing. When a
formula contains relative referencing and it is copied from one cell to another, Excel does not create an
exact copy of the formula. It will change cell addresses relative to the row and column they are moved to.
For example, if a simple addition formula in cell C1 "= (A1+B1)" is copied to cell C2, the formula would
change to "= (A2+B2)" to reflect the new row. To prevent this change, cells must be called by absolute
referencing and this is accomplished by placing dollar signs "$" within the cell addresses in the formula.
Continuing the previous example, the formula in cell C1 would read "= ($A$1+$B$1)" if the value of cell
C2 should be the sum of cells A1 and B1. Both the column and row of both cells are absolute and will not
change when copied. Mixed referencing can also be used where only the row or column is fixed. For
example, in the formula "= (A$1+$B2)", the row of cell A1 is fixed and the column of cell B2 is fixed.
Linking Worksheets
You may want to use the value from a cell in another worksheet within the same workbook in a formula.
For example, the value of cell A1 in the current worksheet and cell A2 in the second worksheet can be
added using the format "sheetname!celladdress". The formula for this example would be "=A1+Sheet2!A2"
where the value of cell A1 in the current worksheet is added to the value of cell A2 in the worksheet
named "Sheet2".
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Data Filter and Sorting
Excel provides you some quick ways to make it easier to find and analyze your data by arranging data
systematically or grouping them into different categories. When
working with large spreadsheets with many rows of data it can
be helpful to sort and filter the information to find what you are
looking for. Sort your worksheet by using information from one
or more columns. For example, suppose you have a 1,000 books
inventory. If you want a book on excel published by any
particular publisher, you could manually search through your
entire inventory spreadsheet, or, you could sort your sheet by
publication year, then by publisher, then by writer etc to make
the search easier and quicker.
1. Sorting: Sorting allows arranging the data either in ascending or descending order, or in a
alphabetical order using one or more than one (generally up to three) keys at once. It is just like
arranging (sorting) files alphabetically in a file cabinet. Suppose, if we have a data containing
FirstName, LastName, Grade and Marks, we could simultaneously sort on scores, then last names,
then first names so that students with the same scores and last names would appear alphabetically
by first name within their score group.
Sorting in a spreadsheet is risky business. We must remember to select everything we want to sort
and nothing else. For example, if we sort on first and last names, and forget to select the score, then
the score will not be sorted, but the names will, giving some students wrong scores.
Every table should have headings for each column in a worksheet to make the sorting process less
confusing. Because, when we start sorting the information, Excel asks us on which piece of data we
want to sort. If the table has column headings, Excel automatically populates a list of items on which
we can sort (i.e. FirstName, LastName, Marks). But, if we do not have a column heading, Excel can
still sort the table by column. But, if we don't know exactly which column is which, this would mean
that we need to go back to our worksheet and figure it out.
Sort order
The default sort order in excel is;
Numbers: Excel sorts numbers from the smallest negative number to the largest positive number.
Dates: Excel sorts dates from earliest to latest.
Alphanumeric: Excel sorts text from left to right, character by character. For example, if we have the
contents "H310" in a cell, Excel would sort that cell after another cell that contains "H3", but before a
cell that contains the entry "H32." Excel sorts text in the following order: 0 1 2 3 4 5 6 7 8 9 (space) ! " #
$ % & ( ) * , . / : ; ? @ [ \ ] ^ _ ` { | } ~ + < = > A B C D E F G H I J K L M N O P Q R S T U V W X Y Z.
Special case: Excel ignores apostrophes (') and hyphens (-) unless two text strings are the same except
for a hyphen, in which case the text with the hyphen is sorted last.
Blanks: Blanks always come at the end.
Logical values: In logical values, FALSE is placed before TRUE.
The Sort window
Before you open up the Sort option in Excel, make sure to select a cell that resides somewhere inside
the data you want to sort. Excel automatically figures out the boundaries of your table based on
where Excel sees blank cells. So, if you have selected a cell outside your data, Excel will assume that
there is no data to sort.
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Basic Sorts
The procedure to execute a basic ascending or descending sort based on one or more columns is;
• Select the cells or column that will be sorted
• Go to Data menuSort. A sort window as shown in fig. …appears.
• Specify the sort fields (column or columns), and the order of sort using window's options.
• Click OK. The data will be sorted.
In fact, the Sort window provides the following options:
Sort by: Here, we can specify the column by which we want to sort the data. We can specify up
to three different fields in sequence, as shown in the fig.
Figure: 4.33 Basic Sort
Ascending, Descending: This allows to specify whether we want to sort from big to small, or
from small to big or from A to Z, or from Z to A ascending or descending order) My data range
has: Your choices here are "Header row" and "No header row".
Options: It is used for the advanced sorting options. Option button is used to change the
sorting from columns to rows, so we could sort left-to-right instead of top-to-bottom, if we
want.
The fastest way to sort the data by any one field is to use Sort Ascending or Sort Descending
tools from the standard tool bars. To use toolbar, select the data cell on which you want to sort
the data, and click on toolbars or .
Sort columns by rows
Most of the time, we sort rows. This procedure sorts the order of columns.
• Click a cell in the range you want to sort.
• Go to Data menuSortClick Options.
• Under Orientation, click Sort left to right, and then click OK.
In the Sort by and Then by boxes, click the rows you want to sort.
2. Filtering: Filtering is a completely different way to get information from your data. Filtering allows
you to selectively block out data that you don't want to see. You can keep all of our data in the sheet,
but display only a part of the data using filter. For example suppose you want to see all of the classes
taught by a particular teacher. You can sort the data by the teacher column, but still see all of the
other data that may not be pertinent. If you apply a filter, you can see only the information related to
the particular teacher.
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The use of filter information in Excel effectively eliminates the extraneous information that we don't
need. Filtering is a quick and easy way to find and
work with a subset of data in a range. Like sorting,
filtering helps to find out the required information from
a group discarding other information. A filtered range
displays only the rows that meet the criteria you specify
for a column. Microsoft Excel provides two commands
for filtering ranges:
AutoFilter: It includes filter by selection, for simple
criteria. When we use the AutoFilter command,
AutoFilter drop down arrows appear to the right of the
column labels in the filtered range. Microsoft Excel
indicates the filtered items with blue down arrow.
Unlike sorting, Excel's AutoFilter function does not have its own dialog window, and it does not
rearrange a range. But, it has just two modes of operation: On or Off. When turned On, AutoFilter
adds drop-down options to the spreadsheet that provide with the ability to introduce a variety of
filter options on the data. Filtering temporarily hides rows you do not want to display. When Excel
filters rows, you can edit, format, chart, and print your range subset without rearranging or moving
it. To turn on AutoFilter, go to Data menuFilterAutoFilter. The first row of the spreadsheet
becomes the filtering row, and some drop down arrows is inserted next to each column heading, as
shown in fig….
If we click on any of the down arrows (in column G), we'll get a shortcut menu with a bunch of
options as shown in the fig…. Each menu will be different and is tailored with the data in that
particular column. We can select the criteria that we want to filter for. The option criteria available on
the filter drop down menu are:
Sort Ascending: We can sort columns in ascending order using this option.
Sort Descending: We can sort columns in descending order using this column.
All: Show all of the records in this column. You generally use this if you've already filtered the
information and you now want to remove filter on a particular column.
Top 10…: This option works on numeric fields to display the top 10 students or any other object.
Custom…: It allows us to create a custom AutoFilter. Custom AutoFilter can be used to display rows
that contain either one value or another. Custom AutoFilter can also be used to display rows that
meet more than one condition for a column; for example, we might display rows that contain values
within a specific range. When we apply custom filter on FirstName field to find out the students
whose name begins with R, the Custom AutoFilter window and the data will appear as shown in
fig…. and fig….
Figure: 4.34 Custom Auto Filter
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A blue down arrows signifies that a filter is applied to these columns. We can apply multiple filters
to the worksheet.
Advanced Filter
It is used for more complex criteria. The Advanced Filter command can filter a range in place like the
AutoFilter command, but it does not display drop-down lists for the columns. Instead, we type the
criteria we want to filter by in a separate criteria range above the range. A criteria range allows for
more complex criteria to be filtered. The Advanced Filter procedure includes the following steps:
1. Insert at least three blank rows above the range that can be used as a criteria range. The criteria
range must have column labels. Make sure there is at least one blank row between the criteria
values and the range.
2. In the rows below the column labels, type the criteria you want to match.
3. Click a cell in the range.
4. Go to Data menuFilterAdvanced Filter. Advanced Filter window appears.
5. To filter the range by hiding rows that don't match your criteria, click Filter the list, in-place
button. Or to filter the range by copying rows that match your criteria to another area, click Copy
to another location, click in the Copy to box, and then click the upper-left corner of the area
where you want to paste the rows.
6. In the Criteria range box, enter the reference for the criteria range, including the criteria labels.
7. To change how the data is filtered, change the values in the criteria range and filter the data
again.
Clear filters
There are a couple of ways to clear filters. We can clear them on each individual column by clicking
the filter down arrow and choosing the (All) option. This is useful if we've set multiple filters and
want to clear just one of them.
But, if we want to leave the filtering down arrows enabled, but show all the records, go to
DataFilterShow All.
Similarly, we can clear all the filters at once. To do this, go to DataFilterAutoFilter. This removes
the checkbox next to the AutoFilter option.
Filter for unique records
• Select the column or click a cell in the range or list you want to filter.
• Go to Data menuFilterclick Advanced Filter.
• Do one of the following.
• To filter the range or list in place, similar to using AutoFilter, click Filter the list, in-place.
• To copy the results of the filter to another location, click Copy to another location. Then, in the
Copy To box, enter a cell reference.
• Select the Unique records only check box.
Data Analysis and Pivot Tables
Data analysis is a technique using which raw data is ordered and organized systematically so that
useful information can be extracted from it. The process of organizing and thinking about data is key to
understanding what the data does and does not contain. There are a variety of ways in which people can
approach data analysis, and manipulate data during the analysis phase to derive conclusions. For this
reason, it is important to pay attention when data analysis is presented, and to think critically about the
data and the conclusions which were drawn. Pivot table is one of the tool that can be used to make data
manipulation and make decisions from the result of data manipulation and analysis.
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A Pivot table is a table used to extract data from a long list of information, and present it in a readable
form. It is an interactive, cross-tabulated Excel report, called PivotTable report, which summarizes and
analyzes data, such as database records, from various sources, including ones that are external to Excel. A
pivot table is an interactive worksheet table that provides a powerful tool for summarizing large amounts
of tabular data. It also includes PivotChart report which is a chart that provides interactive analysis of
data, like a PivotTable report. You can change views of data, see different levels of detail, or reorganize the
chart layout by dragging fields and by showing or hiding items in fields. We can use any of several
different types of source data (eg excel, external, another pivot table etc.).
• Similar to a cross-tabulation table, a pivot table classifies numeric data in a list based on other fields
in the list.
What can you do with Pivot Tables?
• You can quickly summarize data from a worksheet or from an external source.
• You can calculate totals, averages, counts, etc. based on any numeric fields in your table.
• You can generate charts from your pivot tables.
• Pivot tables are interactive, which means you can easily rearrange them by moving, adding, or
deleting fields.
• Pivot tables are dynamic, which means results are automatically recalculated whenever fields are
added or dropped, or whenever categories are hidden or displayed.
• Pivot tables are easy to update if the original worksheet data are changed.
Let us consider a table consisting of the marks obtained by different students of grade 11 and 12 in
English, Math, and Science in different years as shown in the table. Now we will create a pivot table
using this table to extract useful information.
Figure: 4.35 Pivot Table
Creating a Pivot Table
The Pivot Table is constructed using a Wizard. To create pivot table, do the following:
• Click inside cell A2 on the spreadsheet.
• Go to Insert → PivotTable and PivotChart Report. The Pivot Table wizard starts up.
• The wizard consists of three steps. In the step one of three, accept the default selection (Microsoft
Excel list or database and Pivot Table buttons selected) by clicking Next button at the bottom. The
Wizard moves on to Step Two.
It looks like this:
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