Computer Awareness Course

MS-EXCEL
Microsoft Excel is a spreadsheet software program used to record data. It is also an excellent tool for analyzing data.

Excel allows you to create spreadsheets much like paper ledgers that can perform automatic calculations. Each Excel file is a workbook that can hold many worksheets. A spreadsheet is the
computer equivalent of a paper ledger sheet.

Spreadsheets are made up of columns rows and their intersections are called cells

In each cell there may be the following types of data text (labels) number data (constants) formulas (mathematical equations)

In a spreadsheet the COLUMN is defined as the vertical space that is going up and down the window.Letters are used to designate each COLUMN'S location.

ROW is defined as the horizontal space that is going across the window. Numbers are used to designate each ROW'S location.

Using an Excel worksheet

The Standard Toolbar This toolbar is located just below the menu bar at the top of the screen and allows you to quickly access basic Excel commands.
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New - Select File|New from the menu bar, press CTRL+N, or click the New button to create a new workbook. Open - Click File|Open from the menu bar, press CTRL+O, or click the Open folder button to open an existing workbook. Save - The first time you save a workbook, select File|Save As and name the file. After the file is named click File|Save, CTRL+S, or the Save button on the standard toolbar. Print - Click the Print button to print the worksheet. Print Preview - This feature will allow you to preview the worksheet before it prints. Spell Check - Use the spell checker to correct spelling errors on the worksheet. Cut, Copy, Paste, and Format Painter - These actions are explained in the Modifying A Worksheet section. Undo and Redo - Click the backward Undo arrow to cancel the last action you performed, whether it be entering data into a cell, formatting a cell, entering a function, etc. Click the forward Redo arrow to cancel the undo action. Insert Hyperlink - To insert a hyperlink to a web site on the Internet. Autosum, Function Wizard, and Sorting - These are for performing calculations and processing data in the the worksheet. Zoom - To change the size that the worksheet appears on the screen, choose a different percentage from the Zoom menu.

Changing the name of the worksheets Each sheet is a full spreadsheet. Having a workbook with multiple sheets allows you to easily establish relationships from one sheet to another. The name of the sheet may be changed. Double-click the name of the sheet in the tab at the bottom, and type the new name.

Inserting additional worksheets Organised by TEQIP at CCC, NITK, Surathkal

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Computer Awareness Course If you need additional worksheets, go to the Insert menu and select Worksheet. It will be placed before the selected sheet. You may also insert a worksheet by right-clicking on the name of the sheet in the tab and selecting Insert

Entering Data Move to the cell where you want to enter data and enter words or numbers. If data is already in the cell it will be replaced without you having to cut or delete the previous data. Formatting Data Once information has been entered into a cell, you might want to change something about the way the information is displayed. Select the cell you want to format and go to the Format menu. Select Cells... The number I entered repeats infinitely, but I only need 2 decimal places.

You can bring up the Format Cells dialog box by right-clicking on the cell you want to format. From the following pop-up box select Format Cells...

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Computer Awareness Course Using formatting buttons There are several toolbar buttons which allow one-click formatting. To illustrate the same number is entered in four cells, with the formatting to use for each cell.

With cell A1 selected click once on the Currency button In cell B1 selected the Percent button The Increase Decimal button is used for cell C1 The Decrease Decimal button is used to format cell D1 These four actions produces the following result:

The Percent button simply multiples by 100 and attaches the % sign. Care must be exercised in using this button properly. Other formatting options The Format toolbar includes several formatting options which can be applied to information entered into a cell.

Editing entered data If incorrect information has been entered into a cell, one easy way to edit that is to click on the cell and enter the correct information. You do not need to highlight or delete. Typing replaces whatever is in the cell. If you do not want to replace the data, but simply need to correct some part of it, move your cursor into the Formula bar

When your cursor turns into an I-Beam, click and edit within the formula bar.

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Computer Awareness Course Using Automatic Features in Worksheet (AutoFill and AutoSum) Cursor styles - There are four common cursor styles used in Excel. Become familiar with each style. Click and drag to highlight multiple cells with this cursor, or click in a cell to select the single cell

Click and drag with this cursor to fill cell contents into cells below or to the right.

Click and drag the contents of the selected cell to any other cell.

Click to place the cursor into the Formula bar so that you can edit an equation or function

Using Auto fill - If there is a pattern in the data you are going to enter, Excel can detect the pattern and fill it in for you. In Cell B1 type Group 1.

Place the cursor on the bottom right of cell B1 and a black plus sign appears. Click and drag to the right to cell E1. Excel detects the pattern and fills in the other groups.

Using Auto Sum - Excel allows you to quickly find the total of a column or row of numbers.

Step 1 - Select the cell below your column of numbers (or to the right of your row of numbers).

Step 2 - Select the Auto Sum button from your Standard toolbar

Step 3 - When you verify that the range of numbers is proper, depress return/enter and the sum is displayed.

Using Merge and Center in Worksheet For giving a clean design look to your worksheet, consider using Excel's Merge and Center feature. This is a two step process:

1. 2. 3.

Highlight a range of cells Select the Merge and Center button If you have data in only one cell, that data will be in the center of one

long cell.

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Computer Awareness Course 4. Using Functions Step 1 - Enter data - One of the principal reasons for using a spreadsheet is to perform calculations. To illustrate, we will begin by adding a column of numbers. This is from a class survey about the favorite ice cream flavor of a class. .

Step 2 - Placing a function - In the example above the total of the column of numbers would naturally go in cell B10. Before placing a function (a built in equation) make sure the selected cell is where you want the function to go. From the Insert In the Paste Function pop-up window, select the Math menu select function & Trig category and scroll to the Sum function

When you choose OK, the dialog box below appears.

The edit bar at the top names the function (Sum) then lists the mathematical function to be performed (=SUM(B2:B9)). Excel selects the range numbers immediately above or to the left of the function. If there is a gap in the intended range you must enter the proper range in the edit bar. Example: In the data listed with Step 1, if cell B4 was empty, Excel's suggested equation would have been incorrect (=SUM(B5:B9)). 6 Organised by TEQIP at CCC, NITK, Surathkal

Computer Awareness Course Choose OK. The function is placed in the cell and the sum is displayed.

What is in cell B10? The number 24 is displayed there. If the worksheet is printed the number 24 will be on the printed copy. However, if cell B10 is copied and pasted into another cell something altogether different appears. If you said that the information in cell B10 was "the sum of the range of numbers from B2 to B9." you are almost correct. To explain that almost we will paste the equation into cell C10.

The actual information contained in cell B10 is "find the sum of the range of numbers that are in the eight cells above this cell." Since there are no numbers in those cells, the displayed sum is zero.

Creating a Chart or Graph Step 1:Enter the data to be graphed. Step 2: Highlight data to be graphed. Do not include the row with heading titles, only the names of fruit and the numbers. Step 3: Select the Chart Wizard. That is done by going to the Insert menu and selecting Chart. You can also click on the Chart Wizard button on the Standard toolbar. Step 4: From the Chart Wizard box that opens select Chart type.

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Computer Awareness Course

After you have selected the Chart type, click and hold your mouse pointer down on the Press and Hold... button to see what your data looks like in the chart type you selected. If you do not like the look, select another chart type. After you have selected the chart type you will have two options: Select Next and let Chart Wizard show you a series of options to make changes to your chart. Select Finish and Chart Wizard puts your completed chart on the spreadsheet. The second step taken by Chart Wizard is to verify the range of data being used for this chart. The Data range displayed below is read "all cells from A2 to B7."

If the data range should be changed, click on the box the cursor is pointing to.

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Computer Awareness Course The dialog box shrinks allowing you to see your entire spreadsheet. You can edit the data range in this small window. When you are finished, click the same box at the end to restore the window. Select Next to go to the dialog box below. This box allows you to add a title to the chart, make changes on the legend, or make changes on the data labels.

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Select Next to move to the final dialog box which allows you to see the chart as a new sheet or place it on one of the sheets in your workbook.

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Computer Awareness Course Exercise 1 1. Create a new Worksheet and type in the details as shown herewith. TABLE - 1 TIME TABLE FOR THE YEAR 2004-2005
9.30-10.30 10.30-11.30 11.30-12.30 12.30-1.30 1.30-2.30 2.30-3.30 3.30-4.30

SATURDAY

KANNADA

MATHS

ENGLISH

2. Replace all occurance of MATHS with MATHEMATICS. Readjust the cell-widths to fit in text. 3. Change the Title of the Table to : "TIME TABLE FOR CLASS-VIII FOR THE YEAR 2005" 4. Change the page orientation to Landscape to fit in the contents. 5. Center the heading of the table. 6. Change the font of all Headings to Arial Black, size 12 7. Give borders to the time-table as you wish 8. Save your Workbook with the name "Work" 9. Change the name of your worksheet to "Exercise-1" 10. Retype MONDAY as Monday and use auto-fill to change the rest of the days to same format Hints: Use Edit-Replace feature for Question 2. Go to Formula bar of first cell of title and then change text for Q.3 Use File-> Page Setup -> Orientation to change to Landscape Select the entire range to which text has to be centered and then choose Merge & center tool for Q5 or select the entire range choose Format -> Cells -> Alignment and tick the checkbox for merge cells Select Format -> Cells -> Font and select required font or Select the font and size required from the toolbar for Q6 Highlight the range of cells, then select Format -> Cells -> Border or use the Borders tool from the toolbar for Q7 Select File -> Save for Q8 Select Format -> Sheet -> Rename for Q9 Use Edit-> Fill -> Series to auto fill or hold auto fill handle and drag for Q10

LUNCH BREAK

MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY

ENGLISH MATHS SCIENCE SOCIAL HINDI

MATHS KANNADA HINDI CRAFT MATHS

SOCIAL SCIENCE SOCIAL MATHS DANCE

SCIENCE KANNADA HINDI SOCIAL MATHS ENGLISH SCIENCE MUSIC SOCIAL KANNADA EXTRA-CURRICULAR ACTIVITIES

HINDI ENGLISH GAMES HINDI SCIENCE

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Computer Awareness Course

Exercise-2 1. Type in the Following in a new worksheet Sales Data of Southern Region for first quarter Salesman Sales Region Code March April May SC01 1000 1200 950 SC02 1000 700 900 SC03 1300 980 700 SC04 700 1080 1200 SC05 950 1200 1250 SC06 1500 1240 1400 SC07 1200 1180 1350 SC08 1050 1200 1275 SC09 865 1100 1325 SC10 1125 1300 1425 Totals: No. of Salesmen: Monthly Average Sales: Final Amount as Salesmen Salary: Total Sale Average Commission Incentive Tax Overall Pay

(Hint :Find No. of salesmen using COUNT function) 2. Calculate the monthly sales total, and the total sales of each salesman (Hint: Use the SUM function) 3. Calculate the Monthly average sales, and the average sales made by each salesman 4. Calculate the commission as 15% of the total sales (Hint: multiply Total sale by 15/100) 5. Calculate the Incentive as Total Sales / 3 * 10% 6. Calculate Tax as 5% of Average Sale (Hint : multiply Average with 5%) 7. Calculate Overall Pay of each Salesman as Rs.5000 + Commission +Incentive - Tax 8. Calculate the Total Amount Paid as Salesmen's Salary (Hint: sum of all Overall pay) 9. Center the Titles and give appropriate borders to the table 10. Readjust the column widths and increase the height of the row containing headings 11. Rename your worksheet to "Sales" and save your workbook.

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Computer Awareness Course

Exercise -3 1. In a new worksheet of the workbook used for the previous workbook, type in the following SCORE DETAILS OF CRICKETERS Total Runs Scored Total No. of Balls Average Runs

Name of Cricketer

Sunil Gavaskar Venkataraghavan Gundappa Vishwanath Sunil Doshi Syaeed Kirrnani Vengsarkar Anshuman Gaekwad Brijesh Patel

Runs Scored 1st 2nd Innings Innings 56 120 125 87 145 180 45 15 25 65 95 56 26 6 67 58

No. of Balls Faced 1st 2nd Innings Innings 120 200 100 120 98 100 86 130 10 35 50 69 25 30 56 34

Run Rate 1st Innings

2nd Innings

2. Calculate the Total Number of Runs scored by each cricketer(use formula: Runs scored 1st Innings + Runs scored 2nd Innings) 3.Calculate the total number of balls faced by each cricketer (use SUM function or formula: Balls faced 1st Innings + Balls faced 2nd Innings) 4. Calculate the Run rate of each cricketer in each innings ( use formula : Run rate = No. of Runs scored /No. of Balls faced ) 5. Sort the Table in alphabetic order of name of cricketer (Hint Use Data -> Sort option) 6. Sort the Table according to total runs scored descending order 7. Find the Highest Run scored in each innings (Hint: use MAX function) 8. Find the number of players who scored less than fifty in each innings (Hint: use COUNT IF function) 9. Find the average score in each innings (Hint: use function AVERAGE or SUM divided by COUNT ie. Sum of score/count of players) 10.Make a column called Type of Batsman. If the Total Runs scored for a player exceeds 95 the type should be First Class else it should be Second Class Hint: Use IF function (i.e IF total runs scored >95, "first class", "second class") 11. Use appropriate font settings for the headings and give proper borders for the table created 12. Rename the worksheet as "Cricketers" and save the workbook

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Computer Awareness Course Exercise -4 Exercise using simple formula: a) Type in the Pay details of employess given below and compute as per instructions given below Pay Computation for XYZ Company Basic Pay 2500 8000 6000 1800 3500 7000 Gross Pay

Name Ajit K. Anitha Sunitha Sameer Vinay Bindu

Department Accounts Civil Accounts Mechanical Civil Mechanical

DA

HRA

PF

Net Pay

1. Calculate DA @ 40% of Basic Pay 2. Calculate HRA @ 5% of Basic Pay if Basic Pay <4000 else 10% of Basic Pay 3. Calculate Gross Salary as Basic Pay + DA + HRA 4. Calculate PF @ 3% of Gross Pay 5. Calculate Net Pay as Gross - PF 6. Re-arrange according to Basic Pay in descending order 7. Format the table giving approriate borders, centered and bold headings 8. Calculate the gross pay and net pay of each department 9. All calculations should be displayed upto 3 decimal places b) Create Pass book enteries as shown below using approriate format Chk No 1221 1222 1223 1224 Date 31-Jan-04 1-Feb-04 1-Feb-04 5-Feb-04 7-Feb-04 9-Feb-04 10-Feb-04 15-Feb-04 17-Feb-04 Item Description Pay for January BSNL Ltd KPTCL Cash(ATM) KMC,Attavar Rent Festival Advance ABC Service Center Bonus Debit 445.00 325.50 500.00 225.00 800.00 1000.00 150.75 500.00 Credit 5500.00 Balance

1225

1. Compute the balance amount after each transaction. 2. Compute the Total Amount Debited through cash and through cheque 3. Compute Interest @ 4% for the Balance amount as on 10-Feb-04 and add the entry in the passbook at the appropriate place. 4. Compute the number of debit and credit transactions 5. Find the percentage debit and credit transactions.

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Computer Awareness Course Exercise -5 Exercise on Charts a) Type in the data given below and draw charts as per instructions SCHOOL BOOK COMPANY BOOK CATEGORY MEDICAL TEXTS ENGINEERING TEXTS SCIENCE TEXTS GENERAL TEXTS 100 Pgs NOTEBOOKS 200 Pgs NOTEBOOKS 4 line ruled NOTEBOOKS JAN 100 50 10 15 50 40 10 FEB 150 72 12 17 120 115 5 MAR 145 26 34 14 231 117 6 APR 123 34 45 56 334 456 23 MAY 77 89 76 54 98 233 100

1. Draw a Pie Chart showing sale of all types of books in the month of Mar 2. Draw a Bar Chart showing sale of notebooks for all months b) Create a home budget as shown below and perform computations as per instructions Home Budget Feb Mar 3500 2750.5 100 3500 3600

Jan Income Wages 3500 Investments 3245.75 Bonus Total Income Expenses Rent 1267 Electricity 453.75 Water 125 LPG 300.5 Phone 578.65 Medical 530.34 Groceries 1250 Total Expenses Monthly Savings Average Monthly Savings Average Monthly Expenses % Monthly Savings % Monthly Expenses

Total

1267 350 225.5 310 430 1456.5

1267 250 101 310 414.65 256.6 2040

Compute and fill-in all the details left blank above Draw a column chart showing Total Expenses and Savings in each month Draw a pie chart showing details of income in the month of Febrauary Draw a bar chart showing details of percentage monthly savings Draw a line chart showing details of expenses in each month

Note: All Charts should have appropriate Chart Titles, Legends and other details as applicable

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