MS Excel eBook for Beginner

MS-Excel ebook for Beginner Developed by: Ram Krishna Prasad BCA from IGNOU, New Delhi Email: [email protected]

MS-EXCEL It is spread sheet program, which provides facilities to do data and analysis work. It is a product of Microsoft company and port of Microsoft office. What is spread sheet:- A collection of difference rows and columns is called spread sheet of work book. Work book:- A collection of sheet is called work book. Row:- The physical structure of horizentily line is called row. The number of total rows in a sheet is 65536. Column:- The physical structure of vertically line is called column. The total No. of column in a sheet is 255. Cell:- The intersection area of a row and column is called cell.

How to start MS-EXCEL:Click “Start + Program + MS-EXCEL”

The default extension of excel is .xls

1. File 1. 2. 3. 4. 5. 6.

FILE + SAVE (CTRL+S):- To save the currently active sheet with a Name. FILE + NEW (CTRL+N):- To active a new blank sheet at a time. FILE + CLOSE (CTRL+F4):- To close the currently active sheet. FILE + OPEN (CTRL+O):- To open existed sheet at a time. FILE + SAVE AS (ALT+F+A):- To save the currently active sheet with a new name. FILE + EXIT (ALT+F+X):- To exit from MS-Excel environment and for come desktop. 7. FILE + PAGE SETUP:- To setup the page according to size of paper as marging, indent, etc. You can also change the printing style as line scape or for treat. Req step:a) Give command b) Specify marging as left, right, top, buttom, gutter and printing style. c) Click on button. 8. FILE + PROPERTY:- To change the attribution property of active work book as hidden, read only, etc. 9. FILE + PRINT:- To print all records of active sheet on paper through printer. 10. FILE + PRINT PREVIEW:- To display the preview of sheet which will be print.

2. Edit 1. EDIT + CUT {CTRL+X}:- To cut the selected string and store in clipboard. 2. EDIT + PASTE {CTRL+V}:- To paste the string from clipboard at the position of cursor. 3. EDIT + COPY {CTRL+C}:- To copy the selected string and store in clipboard. 4. {F2}:- This key is used to modification in active cell or position of cell pointer. 5. EDIT + CLEAR {DELETE}:- To clear the selected string. 6. EDIT + FIND {CTRL+F}:- To find defined string in active sheet. 7. EDIT + REPLACE {CTRL+H}:- To replace given string in new string. 8. EDIT + UNDO {CTRL+Z}:- To cancel previous instruction and goes on previous position. 9. EDIT + REPEAT {CTRL+Y}:- To repeat previous instruction. 10. EDIT + DELETE:- This command is used to delete selected row, column and cell from active sheet. Req step:a) Select desired row, column and cell b) Give command.

11. EDIT + DELETE SHEET:- This command is used to delete selected sheet from active work book. Req step:a) Select sheet from sheet tab b) Give command. 12. EDIT + MOVE OR COPY SHEET:- To copy the message of active sheet in desired sheet. Req step:- Give command a) Select position b) Check mark on option. c) Click on button. How to copy one work book to another:a) Open target work book. b) Open source work book. c) Give “Edit + Move or copy sheet” command. d) Select target e) Check mark on option. f) Click on button.

3. Insert 1. INSERT + CELL:- To insert a blank cell at the position of cell pointer it settles position or previous cell at right or bottom. Req step:a) Move cell pointer at desired cell b) Give command c) Check mark on desired position for changing cell shifts. d) Click on button. 2. INSERT + ROW:- This command is used to insert a blank row at the position of cell pointer. The position of previous row will be next row. 3. INSERT + COLUMN:- To insert a blank column at the position of cell pointer and shifts previous column in right side. 4. INSERT + COMMENTS:- To insert comments about any string in the back ground of sheet. Which will be displayed moving mouse pointer. Req step:a) Move cell pointer at desired cell in which cell we have to write comments. b) Give comments. c) Give command. d) Write comments in active box. e) Click on blank area of sheet.

5. INSERT + HYPERLINK (CTRL+K):- This command is used to connect select string to another file as wave page. Req step:a) Move cell pointer at desired cell or select string. b) Give command

c) d) e) f)

Click on button. Select the name of file. Click on button. Again click on button.

6. INSERT + PICTURE + WORD ART:- This command is used to insert any message according to desired in given art style or picture. Req step:a) Give command

b) Select style of word art c) Click on button. d) Specify and click on button. 7. INSERT + PICTURE + CLIP ART:- To insert desired given picture in active sheet. Req step:a) Give command b) Click on organize clips

c) Select picture and its related picture d) Click on button e) Click on button. 8. INSERT + PICTURE + AUTO SHAPE:- To insert or drag desired given shapes in active sheet at desired position. Req step:a) Give command

b) Select shape from auto shape tool and its related shape. c) Drag desired size of shape in your sheet. 9. INSERT + CHART:- This command is used to create chart for selected range of data. Req step:a) Select range of data b) Give command

c) Select desired style of chart d) Click on button. 10. CHART + CHART TYPE:- To change the style of chart as new format. Req step:a) Select existed chart b) Give command

c) Select new style of chart d) Click on button.

11. CHART + SOURCE DATA:- To display the source data of chart and change as row and column. Req step:a) Select chart b) Give command

c) Specify row or column style by checkmark d) Click on button. 12. CHART + LOCATION:- To display the location and we can also change the location. Req step:a) Select chart b) Give command

c) Select position d) Click on button. 13. CHART + ADD DATA:- To add new data in active chart in the button. Req step:a) Select chart b) Give command c) Select new range

d) Click on button. 14. CHART + CHART OPTION:- This command is used to create chart for selected range of data. Req step:a) Select existed chart b) Give command

c) Select desired button tab for desired work. d) Specify title legends option or grid line. e) Click on button. 15. CHART + 3D VIEW:- To change the view of 3D chart a) Give command

b) According to requirement desired button. c) Click on button.

4. Format

1. FORMAT + CELL [CTRL+1]:- This command is used to change the formatting of selected string or text as font types, size, style, color, etc. Req step:a) Select desired text. b) Give command

c) Select or specify desired instruction d) Click on button. 2. FORMAT + ROW + HEIGHT:- This command is used to change the height of select row in desired. Req step:a) Select desired row b) Give command

c) Specify size as height d) Click on button. 3. FORMAT + ROW + AUTO FIT:- This command is used to Auto fit the Row according to size of message. Req step:a) Select desired Row

b) Give command 4. FORMAT + ROW + HIDE:- This command is used to hide selected row from active sheet. Req step:a) Select desired row b) Give command 5. FORMAT + ROW +UNHIDE:- To unhide the hided row. Req step:a) Select next and previous row b) Give command 6. FORMAT + COLUMN + WIDTH:- This command is used to change the width of selected column. Req step:a) Select desired column b) Give command

c) Specify size 8.43 and click on button. 7. FORMAT + COLUMN + AUTO FIT:- To fit the column according to width of message. Req step:a) Select desired column. b) Give command 8. FORMAT + COLUMN + HIDE:- To hide the selected column from active sheet. Req step:a) Select desired No. of column b) Give command 9. FORMAT + COLUMN + UNHIDE: - To unhide the hided column for activation. Req step:a) Select next and previous column b) Give command 10. FORMAT + SHEET + HIDE:- To hide the selected sheet from active work book. Req step:a) Select desired sheet from sheet tab. b) Give command

11. FORMAT + SHEET + UNHIDE:- To unhide the hided sheet from active work book. Req step:a) Give command b) Select the name of sheet c) Click on button. 12. FORMAT + SHEET + RENAME:- To change the name of active sheet as a new name. Req step:a) Select desired sheet b) Give command c) Specify the name of sheet d) Press enter key. Second method:a) Double click on sheet tab b) Specify the name of sheet c) Press enter key 13. FORMAT + SHEET + BACKGROUND:- This command is used to change the back ground of active sheet with desired picture. Req step:a) Give command b) Select the name of picture or picture file c) Click on button. 14. FORMAT + AUTO FORMAT:- This command is used to change the style of selected area as predefined style. Req step:a) Select the range of area b) Give command c) Select desired style d) Click on button. 15. FORMAT + STYLE:- This command is used to display all style of active sheet as which font type, size, border etc. it has been used you can also change it. Req step:a) Select the Range b) Give command

c) Specify instruction d) Click on button. 16. FORMAT + CONDITIONAL FORMATTING:- This command is used to formatting of cell according to conditional. Req step:a) Select the range b) Give command c) Choose condition and specify condition d) Click on “format” button and choose formatting for condition e) Click on button for apply second condition f) Click on for apply 3rd condition g) At last click on button.

1. ADDRESS OR REFERENCE:- It is address of cell address. There are three types of address or reference:a) Relative Reference b) Absolute Reference c) Mixed Reference a) RELATIVE REFERENCE:- The address or reference of cell address is used to change their formula according to new position. Syntax:= Cell name mathematical separator cell name. Ex:= B2 + C2 b) ABSOLUTE REFERENCE:- The address or reference of cell address which does not change their value according to new position it means, its self address will be fix. Syntax:= $ column name $ column No. mathematical separator $ column name $ column No. Ex:= $B$2+$C$2 c) MIXED REFERENCE:- The address or reference of cell address which is combind form of absolute and relative. = column name column No. mathematical separator $ column name $ column No.

Ex:-

= B2+$C$2

5. Tools 1. TOOLS + SPELLING “OR” {F7}:- To check the spelling of active sheet to change in right word.; Req step:- Move cell pointer at the start of sheet. a) Give command

b) Click on for ignore and for replace. c) Click on button. 2. TOOLS + AUTO CORRECT:- To change the wrong word in a right word automatically. Req step:a) Give command

b) Specify wrong word in replace box and right word in with box c) Click on button and for delete click on button. d) Click on button.

3. TOOLS + TRACK CHANGE + HIGH LIGHT CHANGE:- To change high light of any word after giving this command. Req step:a) Give command

b) Check mark on option. c) Click on button. 4. TOOLS + PROTECTION + PROTECT SHEET:- To protect sheet for not editing in active sheet. Req step:a) Select desired sheet tab b) Give command

c) Specify password and click on button. d) Re inter password and click on button. 5. TOOLS + PROTECTION + PROTECT WORK BOOK:- To protect work book for not doing formatting work. Req step:a) Give command

b) Specify password and re inter password. c) Click on button. 6. TOOLS + PROTECTION + UNPROTECT SHEET:- To unprotect the protected sheet. Req step:a) Give command b) Specify password in password box. c) Click on button. 7. TOOLS + PROTECTION + UNPROTECT WORK BOOK:- To unprotect the protected work book for formatting work. Req step:a) Give command b) Specify password and click on button. 8. TOOLS + GOAL SEEK:- To change source value according to target value. Req step:a) Move cell pointer at target cell b) Give command

c) d) e) f)

Specify target value in Specify the name of cell in as source. Click on button. For add click on button otherwise button.

9. TOOLS + AUDITING + TRACK PRECEDENT:- To mark the arrow on that cell which cell has been used in formula. Req step:a) Move cell pointer at formula cell b) Give command

10. TOOLS + AUDITING + TRACE ERROR:- To mark of arrow on which cell has been used in error value. Req step:a) Move cell pointer at formula cell b) Give command 11. TOOLS + AUDITING + REMOVE:- To remove all arrow form active sheet. 12. TOOLS + MACROS + RECORD NEW MACROS:- To create macros for desired instruction. Req step:a) Give command

b) Specify the name of macros and short cut key c) Click on button. d) Record instruction and click on . 13. TOOLS + MACROS + MACROS:- To execute or run the defined macros. Req stop:a) Give command

b) Select the name of macros c) Click on for execute and for remove. d) Click on button. 14. TOOLS + SCENARIOS:- To create summary report of given data.

 It creates a new summery sheet for holds report. Req step:a) Move cell pointer in cell. b) Give command c) Click on button. d) Specify the name of sceneries and changing in cell as term value e) Click on button. f) Specify term value g) Click on button. h) Repeat Req steps no. III to VII up to desired i) Click on

button. 15. TOOLS + OPTION:- To change the configuration of application window as view saving and change the row and column and its grid lines.

16. TOOLS + CUSTOMIZE:- To add or remove desired toolbar and show or hide. We can also add or remove menu. It means we can change configuration of application window.

6. Data 1. DATA + SORT:- To arrange the records of active sheet in assending or descending order according to field. Req step:a) Select the range of data b) Give command

c) Select desired field name. d) Check mark on desired position e) Click on button. 2. DATA + FILTTER + AUTO FILTER:- To mark of filter for each field for display according to requirement. Req step:a) Select the range of data

b) Give command

 Custom:- To display the records which full fill condition as <> 3. DATA + FILTTER + SHOW ALL:- To display all records of sheet which is filtered. 4. DATA + FILTER + AUTO FILTTER:- This command is used to also used to hide filtration symbol. 5. DATA + FORM:- To perform database work for selected range of data. Database:- It is an organized collection of related information. Req step:a) Select the range of data b) Give command c) Click on desired button for desired work d) Click on button. 6. DATA + SUBTOTAL:- To calculate grand total of sorted data. Req step:a) Sort range of data b) Give command c) Check mark on desired field option d) Click on button. 7. DATA + PIVOT TABLE:- To create pivot table of selected range of data. Req step:a) Select the range of data b) Give command

c) d) e) f) g) h) i)

Click on button Click on button Check mark on desired option for put table. Click on button Specify the position by drop and dressing method Click on button Click on button.

8. DATA + VALIDATION:- It is used to display error message according to given condition. Req step:a) Select a columns or rows b) Give command

c) d) e) f)

Choose condition Click on “input message” button tab Specify error message Click on button.

7. View 1. VIEW + NORMAL:- To display work book in normal view. 2. VIEW + FORMULA BAR:- To show or hide form screen of computer in work book environment. 3. VIEW + STATUS BAR:- To show or hide status bar. 4. VIEW + TOOLBAR:- To show or hide desired toolbar from application window. 5. VIEW + FULL SCREEN:- To display the records of active work book on full screen. 6. VIEW + ZOOM:- To change the attribution of screen in desired zoom percentage. Req step:a) Give command

b) Check mark on desired zoom% c) Click on button. 7. VIEW + COMMENTS:- To display the comments of active sheet. It also gives facility to create new comments. 8. VIEW + PAGE BREAK PREVIEW:- To display the preview of braked sheet.

9. VIEW + HEADER & FOOTER:- To define header and footer in active sheet at head and bottom. Req step:-

a) Give command

b) Specify header and click on button. c) Define footer and click on button.

8. Window 1. WINDOW + CASCADE WINDOW:- To change the size of active work book sheet. 2. WINDOW + FILE HIDE WINDOW:- To hide active window. 3. WINDOW + SHOW WINDOW:- To show hidden window.

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