Microsoft Excel by BALJEET SINGH/1

INTRODUCTION TO ELECTRONIC SPREADSHEETS

A worksheet is basically an integrated application program that allows the
user mathematical calculations, database management and graphical
interpretation of data for interpretation of trends and patterns that are normally
not apparent through numbers.

• Mathematical Calculation: These calculations would involve arithmetic,

statistical, scientific, trigonometric functions.
• Database Management: This would involve the creation, addition, and
deletion, editing of a database that holds related information. You can also
query on the database and set search criteria on specific fields of information
desired.
• Graphs/Charts: This allows user to represent numerical data in the form of
graphs, some spreadsheet programs allows for 2D and 3D graphs within the
type of Bar, Line, Points, Pie etc.

Some are the common applications of worksheet are in: -

 Budgeting
 Annual reports
 Income statements & Income Tax
Calculations
 Payroll
 Invoices & Bills
 Accounts Payable & Receivable
 Production & Marketing Analysis
 Investments and loans analysis
 Banking
 Inventory control
 Tender evaluation
 Scientific Calculations
 cost effective analysis
 Target/ Performance Analysis

Some of the standarly used spreadsheet packages in the world today

are:
 Lotus 1-2- 3
 Quattro Pro
 VisiCalc
 V P Planner
 Multiplan
 Symphony
 Microsoft Excel

Starting Excel
Click on Start button of taskbar and choose Microsoft Excel from the item
Program; or click on Excel’s button from Microsoft Office Taskbar.
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Title Bar
• A horizontal Bar at the top of a window, dialog box, or toolbar that shows the
name of the document, application or toolbar.
• Like the Title Bar in other Windows applications, the Excel Title bar consists of
the control menu button (at the extreme left corner), the application name
and the name of the active workbook (if the worksheet area window has been
maximized), the minimize, maximize/restore button.

Worksheet Name
• The default workbook opens with 3 worksheets, named Sheet1 through
Sheet3. The sheet names appear on tabs at the bottom of the workbook
window. By clicking on the tabs you can move from sheet to sheet within a
workbook. The tab of the active sheet is always bold.
• A workbook can contain one sheet or as many as 255 sheets.

Menu Bar
• A list of commands that drops down from the menu bar. Excel displays the
menu bar across top of an application window and lists the menu names,
such as File and Edit.
• Under the Title Bar is the Menu Bar, consisting of a list of menu options each
having a pull down menu list of commands.

Tool Bar
• A bar with buttons that performs some of the most common tasks in Excel.
Toolbars contain buttons that give you quick mouse access to many
commands and features in Excel. For example, you can open a file by clicking
the new button on the Standard toolbar.
• Excel has toolbars for different purposes. When you first start Excel, the
Standard toolbar and Formatting toolbar appear.
• You can display or hide many of the built in toolbars by pointing to any
toolbar and clicking the right mouse button. When you are working in an
Excel worksheet, you can also display or hide most toolbars by choosing
toolbars from the View menu.
• You can see the name of each toolbar button in a ToolTip. When you point to
a button with the mouse the button name will appear in a box. You can turn
ToolTips on and off in the View Toolbars dialog box.

FORMULA BAR - A bar at the top of the Excel window that you use to enter or
edit values or formulas in cells or charts. Displays the constant value or
formula used in the active cell.

COLUMN NAME - Columns are the vertical blocks demarcated by solid lines and
reference by a letter of alphabet A, B... IV. In Excel there are a total of 256
columns. The column names appear on the column bar above the
worksheet area. The default width is 8.43 points.

Row No. - Rows are the horizontal strips demarcated by solid lines and
reference by a number - 1,2,3,65536. The row numbers appear on row bar along
the left side of the work sheet area.

Cell - The intersection of column row forms a cell, which is referenced/addressed

by a combination of column letter and row number.
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Fill Handle – The active cell has a small box at the right bottom corner called
the Fill handle. Meant for filling a range of adjacent cells. You can use AutoFill to
fill a range of adjacent cells. By dragging the Fill handle on the selected cell or
range you can.

Keys for working in menus

ALT or F10 Activates the menu bar.
Shift + F10 Activates the shortcut menu
Esc Cancels the shortcut menu.
ALT + BACKSPACE or CTRL + Undoes the last command
Z
F4 Repeats the last command if applicable

When menu bar is active

Esc Cancels the menu
Spacebar Displays the Microsoft Excel Control Menu
Hyphen Displays the workbook control menu
Letter key Selects the menu that contains the underlined letter.
Left or Right Selects the menu to the left or right.
Arrow
Down or Up Selects the next or previous command on the menu.
arrow

With menu displayed

Letter key Chooses the menu command that contains the underlined
letter.
Enter Choose the selected command.
Down or Up Selects the next or previous command on the menu.
arrow
Left or Right With a submenu displayed, toggles selection between
arrow main menu and submenu.

Menu Bar Options

File This menu has a series of options that are concerned with file
operations like, opening, saving, printing, searching page setup, and
of course quitting Excel.
Edit This menu consists of standard editing functions, like - undoing or
repeating the recent operation, cut, copy, paste, find & replace,
erasing, filling and Goto.
View This menu is used for changing the way Excel is displaying it’s
various components on screen, you may decide whether to display
or not to display the formula bar, status bar, toolbar, full screen or
may magnify display by zooming.
Insert This menu allows one to insert cell, row, column, entire/part of a
worksheet, chart, macro, a manual page break, function, range
names, notes, picture from clipart and objects from different
applications.
Format This menu allows you to change the appearance of the selections.
Tools This menu provides auditing and what if analysis tools, records and
runs macros, changes general options.
Data This menu helps to perform data access facilities, also uses list
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management and pivot table.

Window This menu is used to rearrange windows or activate specific
windows.
Help This menu guides you in accessing information for learning and
using MS Excel.

Standard Toolbar
A bar with buttons that performs some of the most common tasks in Excel,
such as opening, copying, & printing files.

New Creates a new workbook.

Open Displays the Open dialog box so that you can open an
existing workbook.

Save Saves changes made to the active workbook.

Print Prints the active workbook according to the options you

previously specified in the Print dialog box.

Print Displays each page as it will look when printed. The

Preview status bar at the bottom of the screen shows the
current page number and the total number of pages in
the selected sheet.

Spelling Checks the spelling of text in worksheets and charts,

including text in text boxes, buttons, headers and
footers, cell notes and the formula bar.
Cut Removes the selection and places it onto the clipboard.

Copy Copies the selection and places it onto the clipboard.

Paste Pastes the contents of the Clipboard into the selection

Format Copies only the formats from the selected cells or

Painter objects.

Undo Reverse the last command you choose, if possible, or

deletes the last entry you typed.

Repeat Repeats the last command you choose if possible,

including any dialog box option settings.

AutoSum Automatically invokes the SUM function and suggests

the range of cells to be added.
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Function Opens the function wizard dialog box and inserts the
Wizard selected function into the formula bar or active cell.

Sort Sorts the current list in order from lowest value too
Ascendin highest value, using the column that contains the
g active cell.
Sort Sorts the current list in order from the highest value to
Descendi lowest value, using the column that contains the active
ng cell.

Chart Starts the chart wizard, which guides you through the
Wizard steps required to create a new chart.

Text Box Draws a text box in which you can type text on a
worksheet.

Drawing Displays the drawing toolbar.

Zoom Allows you to see more or less details by changing the

scale of the sheet.

Tip Opens the tip wizard, who displays tips based on the
Wizard actions you perform.

Help Adds a question mark (?) to the mouse pointer. When

you place the pointer over a command name or screen
element and click the mouse button, you get
information about the command or screen element.

Formatting toolbar
Contains buttons that help you format objects, cells, and cell contents. You
can also format chart objects, such as text and gridlines.
Font Lists the available fonts

Font Size Lists available sizes for the font selected in the font box

Bold Applies bold formatting to selected characters.

Italic Applies italic formatting to selected characters.

Underline Applies a single underline to selected characters.

Align Left Aligns the contents of the selected cells or text boxes to
the left.

Align Centers the contents of the selected cells or text boxes

Center to the right.
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Align Aligns the contents of the selected cells or text boxes to

Right the right.

Center Centers the text from one cell horizontally across the
Across selected cells.
Columns
Currency Applies the currently defined Currency style to selected
Style cells.

Percent Applies the currently defined percent style to selected

Style cells.

Comma Applies the currently defined comma style to selected

Style cells.

Increase Adds one decimal place to the number format each time
Decimal you click the button.

Decrease Removes one decimal place from the number format

Decimal each time you click the button.

Borders Displays a palette of border styles you can use to apply

borders to selected cells.

Color Changes the color of a selected cell or object.

Font Displays a palette of colors you can use to change the

Color font color of selected characters in cells, text boxes etc.

Commands of Excel (Except taught in Word) –

Print Preview – This command shows the screen on the base of WYSIWYG. After
taking hard copy you will find your paper same as showed in this view. In this
view we will get some new button as –
Next – Shows next page if available.
Previous – Shows previous pages if we are on second or later pages.
Zoom – Toggles between original size and full screen.
Print – Used to set the print options, i.e. number of copy, page range etc.
Setup – Used to set the page setup, margins, header & footer and Sheet
Options. In Sheet option we can set about the gridlines printing, print
order i.e. either in down than over or over than down.
Margins - Click margins to display or hide margin handles that you can
drag to adjust page margins, header and footer margins, and column
widths.
Page Break Preview/Normal View - Click Page Break Preview to switch
to page break preview, in which you can adjust the page, breaks on the
active worksheet. You can also resize the print area and edit the
worksheet. Click Normal View to view the active sheet in normal view. The
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name of the button changes to Normal View if you were in page break
preview when you clicked Print Preview.
Close - Click Close to close the print previews window and return to the
previous view of the active sheet.

Q. What are functions? Name few of the Excel functions.

Ans. In Microsoft Excel, functions are calculation tools that we can use to
perform decision-making, action-taking and value-returning operations
automatically. Microsoft Excel provides a wide variety of functions that
perform many different types of calculations. We use worksheet functions
to calculate and return values based on information we provide.
Worksheet functions take a value or values, perform some operation on
them, and return a value or values. Functions on a worksheet are
calculated as soon as we enter them and faster than formula created by
us.

1. Sum – This button is used to add the series of numbers either in

rows or in columns.
2. Average (Number range/reference) – these option returns the
average (arithmetic mean) of its arguments, which can be numbers or
names, arrays or references that contain numbers.
3. Max (Reference Range) - Returns the largest value in a set of
values, ignores text and logical values.
4. Min (Reference Range) - Returns the smallest value in a set of
values, ignores text and logical values.
5. Left (Text, Num. Characters) – Returns the first (or leftmost)
characters in a text string.
6. Right (Text, Num. Characters) – Returns the last (or rightmost)
characters in a text string.
7. Len (Text) – Returns the length of text within a text string.
8. Mid (text, start_num, num_chars) – Returns the specific number
of characters from a text starting at the position you specify.
9. Lower(text/cell address) – Converts the text in lower case
character.
10. Upper (text/cell address) – Converts the text in upper case
character.
11. Proper (text/cell address) – Converts the text in Proper case
character, i.e. first character of each word will convert in uppercase
and rest in lowercase.
12. Value (Text) – Converts a text string that represents a number to a
number.
13. Abs(Value/Cell reference) – This function returns the absolute
value of indicated cell or value, i.e. distance from 0 to that numbers
ignoring either it is negative or positive.
14. Int(Value/Cell reference) – This function returns the whole
number from any decimal number.
15. If (Logical Text, Value if true, Value if false) - Returns one
value if a conditions you specify evaluates to TRUE and another value if
it evaluates to FALSE.
16. Sumif(Range, Criteria, Sum range) - Adds the cells specified by
a given condition or criteria.
17. Countif(Range, Criteria) - Counts the number of cells within the
range that meet a given condition.
18. Hlookup & Vlookup -
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Hlookup(Lookup_value,Table_array,
Row_index_num,Range_lookup) – This function is used to looks for a
value in the top row of a table of values and returns the value in the same
column from a row you specify, i.e. looks a value horizontaly.
Lookup_value is the value to be found in the first row of the table and
can be a value, a reference or a text string. Table_array is a table of text,
numbers or logical values in which data is looked up. Table_array can be a
reference to a range or a range name. Row_index_num is the row
number in table_array from which the matching value should be returned.
The first row of values in the table is row 1. Range_lookup is a logical
value: to find the closest match in the top row (sorted in ascending order)
= TRUE or omitted; find an exact match = FALSE.
Example : =HLOOKUP("Year",A1:E10,7,FALSE) will return – 1998

Region Year Sales Product Sale

Person Amount
East 1997 Amit T.V. 16000
North 1997 Abhishek Cooler 28000
North 1997 Rinki Computer 52000
North 1998 Amit Computer 45000
West 1998 Gaurav Computer 120000
West 1998 Suresh Computer 78000
East 1999 Gaurav Cooler 36000
South 1999 Suresh T.V. 32000
South 1999 Rinki T.V. 36000
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File -> Save Workspace – Saves a list of the open workbooks, their sizes, and
their positions on the screen to a workspace file so that the screen will look the
same the next time you open the workspace file.

Saving a File with Password - Password is a secret word or expression known

only to authorized users of a file. A password prevents access by authorized
access by unauthorized users to the protected item. To do so, Choose Save as
option from file menu. Now from the Save as dialog box choose Options button.
You will get second Dialog box for setting save options. At the bottom of that you
get Prompt two types of password – one for opening the file and another for
modifying the file.

Using multiple files – If there is more than one file is open then, we can
arrange them at a time on screen by selecting Arrange option from Window
menu pad. This option provides us four options to arrange them, i.e.- Tiled,
Horizontal, Vertical and Cascade.

Formatting Cells – This option is used to manually for the cell according to our
choice. Here we get number of Tabs to for the cell/cells. They are –
1. Number – This tab is used to set the number style. We can set a
number in as date, currency, and percentage etc. format.
2. Alignment – This option says the Excel how any content will be set
in particular cells. We can also turn the text in any angle within the
cell.
3. Font – This option is used to change the font style, i.e. name of the
font, style, size etc.
4. Border – This option is used to set the inside or outside border of
cell/cells.

Edit -> Clear – This option is used to clear the cell or cells providing several
options. All option is used to clear all things, Formats is used to clear only
format, Contents delete the content of the cell but the format remain same and
Comments options is used to delete only comments of the selected cell.
Comments for any cell may be insert through the Insert->Comments
command.

Transposing Your Data – You can quickly switch data that is in rows to data in
columns by using Excel’s transposing feature.
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For this select the range and copy it. Then select the cell where you want
to paste it. Choose Edit->Paste Special and cross the Transpose checkbox.
Hiding/Unhiding Rows, Columns Worksheet and Workbooks – For this
select the required rows or columns to which you want to hide. Then select
Format->Column/Row->Hide. To show it again select visible range of the rows or
columns that includes the hidden column/row.
To hide a worksheet click on the corner where Row 1 and Column A
touches each other. The entire sheet will be selected. Now choose Hide option
from either Format->Column or Format->Row. All things will be hides. To unhide
it, select again that point and choose unhide option in the same manner.
To hide whole workbook chooses Window->Hide option. Now the whole
workbook will disappear. To unhide it selects Window->Unhide option. You will
get prompt to unhide which workbook. Select required workbook and click on OK.

Inserting Columns and Rows – To insert a column or row, select the column or
row header next to where the new area will appear. New columns are inserted to
the right of your selection and new rows underneath. Then select Insert-
>Columns or Rows from the menu bar.

What is Database?
Database management system (DBMS) is software used to organize, analyze,
search for, update and retrieve data. The structure of a database can be
described in the following way :
• Database range : A database range refers to the rectangular range of
worksheet cells defined as a database and the first row of the database range
contains the names of the fields.
• Record : A record is a single row in a database, which contains the same
categories of data as every other record.
• Field : Each column in the database range contains an individual piece of
information, which together with all other field forms the details of a single
record. Each cell in a column is a field. The individual fields in a record are
arranged in the same sequence/order.
• Field Name : A field name is
the title with which each
individual piece of information
is referenced. The top row of a
database must contain the
field names, i.e. each column
of information must bear a
title.
• Computed Field : A
computed field is a field that is
a result of the formula applied
on the values of other field
constants within the database,
with or without other
functions.
Generating a Data Form to
Add records easily :
A data form provides a
simple way to see, change, add
and delete records from a database, or to find specific records based on criteria
you specify. When you choose the Form command from the Data Menu, Excel
 Microsoft Excel by BALJEET SINGH/11

reads your data and creates a data form dialog box. When you enter or edit data
in these fields, Excel changes the corresponding cells in your list.
New – Used to add more records.
Delete – Delete the current record.
Find Prev – Shows previous record
Find Next – Shows next record.
Criteria – Used to set specific criteria to
see only the records having same criteria.
Clear – To clear any criteria use the same
command.
Restore – Used to restore previous criteria
before clear command.
Sorting and sifting through Data :
Choose Data – Sort command to arrange
your data in any order on base of and
field.
We can also arrange our data
without alphabetical or numerical sorting,
i.e. according to weekdays or months
name. To does so choose options buttons
from Sort dialog box and choose required First Key sort order.
To create your own Custom List, Choose Tools-Options and click on the
Custom Lists tab. Here you can make your own list and then click on Add button.
To clear any list selects it and then click on delete button.
Filtering the Data :
You can use the Filter command on the Data menu to find and work with a
subset of the data in your database. A filtered database displays only the rows
that contains a certain value or rows that meet a set of criteria, while temporarily
hiding the other rows.
AutoFilter – Enables you to display only those rows in a list that contain a
certain value, or that meet a set of criteria. The AutoFilter command applies
drop-down arrows directly to column labels in the list, so you can select the item
you want to display. When you select an item from the drop-down list, Excel
temporarily hides the rows that do not contain that item. We can also choose
‘Custom’ Option, so that we can apply two conditions with logical AND/OR with
the same column. We can also use ‘Top 10’ option to select some

Show All – You can show all the data in your list by using the Show All
command, or remove the AutoFilter drop-down arrows by clearing the AutoFilter
command.

Data -> Subtotal:

The Subtotal feature allows you to mathematically summarize data by a
particular field. Excel displays a subtotal on that field that contains numeric data
(for example, Sales)
When using the Subtotal feature, make sure to sort on the column field
that will be used in the subtotal. Excel must have a contiguous group of the
same items to give you an accurate
subtotal.
At any time you can remove the
subtotals and returns the data list to its
simple column and row format. When you
have finished viewing or printing the
subtotaled data, click on any cell
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containing data; otherwise Excel will not be able to locate the data list. Then
choose Data-> Subtotals, and click on the Remove All button on the right side of
the Subtotal dialog box. Your list is returned to its original format.
When we right click on sheet icon at the bottom we get
following options :-
Insert - This option is used to insert a blank sheet before the current sheet.
Delete - This option is used to delete the current sheet with all its content.
Rename - We can change the name of any sheet through this option.
Move or Copy - This option is used to move or copy the current sheet at the
specified place.
Select All Sheets - Selects all sheets of current workbook.
Ungroup all - When all sheets are selected, this option deselects them.
View Code - Displays Visual Basic Editor, where you can write visual Basic
commands.

SPREADSHEET : DESCRIPTIVE QUESTIONS

Q. Describe in brief about a Data range. How is it selected?

Ans. A worksheet contains 256 columns and 65536 rows. In this large
area sometimes a certain part of the sheet become important if a user wants to
select it for copying, moving, deleting or applying any other effect on it. This
part, i.e. a data range, refers to the rectangular range of worksheet and the first
row of the database range contains the names of the fields. In this range, one
cell from where selection starts is known as Active Cell.
To select a data range there are so many ways :-
I. We should click the mouse at that cell from where selection will be
start, drag it in the direction of selection and after completing desired selection
release the mouse button.
II. Second method is click on first cell and move to the last cell through
scroll bar or any other method but remember that active cell should not change.
Then press shift and click on last cell. All the rectangular area will be selected.
III. To select non-adjacent data range, select the first range through any of
the above two method, press CTRL Key and select the next range and so on.

Q. In an Excel worksheet how can you move to a new location

without having to move the active cell?
Ans. Without moving the active cell, to move at new location we have to use
Scroll Bar. There are two types of Scroll bar - Horizontal and Vertical. Each
toolbar has two arrow in both of its side and a button within it, which is
proportional of the whole data, entered part of worksheet and part shown
on the screen. To move slowly we can click on desired side arrow of the
scroll bar and to move fast click and drag the scroll button in the desired
direction.

Q. Give a brief description of available toolbars in Excel.

Ans. There are following toolbars in Excel :-
♦ Standard - This toolbar contains lot of icons related to general function of
Excel, such as New, Open, Save, Print, AutoSum, Chart etc.
♦ Formatting - This toolbar contains the tools or icons which can be used to
apply any other effects, such as font name, size of the character, Bold, Italic,
Merge cell etc., on the created list.
♦ Chart - This toolbar gives us facility to create a chart, choose chart type,
gridlines etc.
 Microsoft Excel by BALJEET SINGH/13

♦ Control Toolbox - Sometimes a new user done lot of mistake in data entry,
mainly in logic fields. So, to make data entry error free and fast we use check
boxes, Text box, option button, spin button etc., so that a user have to select
only an option and entry being completed.
♦ Drawing - This toolbar contains those icons through which we can draw
circle, line, text box etc. in our spreadsheet.
♦ External Data - This toolbar is used when we insert data from any other
database or spreadsheet program to query, refresh etc.
♦ Forms - Sometimes user want to use check box, option box, command
button etc. linked to any fields to save data entry time and error free entry.
That time this tool helps us to insert exact form of option buttons in our
worksheet.
♦ Picture - This tool is used to insert or format the picture of any other
application. We can also adjust contrast, brightness, transparencies etc.
through this toolbar.
♦ Pivot Table - Pivot table is a cross board checking system of our entered
data. Through this we can see our data in many ways. This toolbar helps us to
create pivot table, refresh it if some data changed etc.
♦ Reviewing - This toolbar contains tools which is used to show comment and
delete it.
♦ Visual Basic - This toolbar contains tools to create macros and edit it
through Visual Basic editor.
♦ Web - Web toolbar contains all those toolbar which is found in standard
toolbar of Microsoft Internet Explorer. When we work with Internet then this
toolbar helps us to send of receive many information from World Wide Web.
♦ WordArt - WordArt is a special feature used to insert artistic words in our
worksheet. To insert these word and format it through many ways we can use
this toolbar.

Q. What are the steps that you will engage to edit data in a
worksheet?
Ans. To edit data in a worksheet we can various methods. First of all we have to
reach at desired cell at which correction take place. For this we can use scrolling
bar or F5 key to reach at appropriate place. Then either press F2 key or double
click on the cell. The edit mode becomes active. Now through the cursor key or
mouse go to exact place and add or remove data. After completing editing press
Enter key or click the mouse any other place. Sometimes corrections may also
be done directly at formula bar, especially in case of a formula editing. Content
of active cell appears in the formula bar. Click on the place in formula bar where
correction take place and correct the data.

Q. Describe the sequence of steps that you will use to copy data
from one location to another in Excel. What is a clipboard?
Ans. Clipboard is actually a temporarily storage area of our Hard Disk.
Temporarily means this area store one piece of information, only last cutted or
copied data on to it as a temporary file. If we quit from window or restart it, then
this data become lost. Clipboard makes it possible to share information among
documents in the same package as well as among documents in different
applications. The clipboard can be made to hold text, graphics, numbers or data.
This information may be paste in same documents at another location, in other
documents as well as in other application.
To copy data from one location to another in Excel, we have to
select the data range first which should be copied. Then choose copy command
either from Edit menu; click on copy tool at standard toolbar or press CTRL+C.
 Microsoft Excel by BALJEET SINGH/14

The selected data will copy on the clipboard. Now we will go to the place where
we want duplicate copy of our data and choose paste option from Edit menu,
click on paste button of standard toolbar or press CTRL+V.

Q. Describe in brief about Macros.

Ans. If you perform a task repeatedly in Microsoft Excel, you can
automate the task with a macro. A macro is a series of commands and functions
that are stored in a Visual Basic module and can be run whenever you need to
perform the task. You record a macro just as you record music with a tape
recorder. You then run the macro to repeat, or "play back," the commands.

Before you record or write a macro, plan the steps and commands
you want the macro to perform. If you make a mistake when you record the
macro, corrections you make will also be recorded. Each time you record a
macro, the macro is stored in a new module attached to a workbook.
With the Visual Basic Editor, you can edit macros, copy macros from
one module to another, copy macros between different workbooks, rename the
modules that store the macros, or rename the macros.

Q. List the steps to create Macro buttons.

Ans. To create a new macro follow the following steps :-

♦ First of all plan that what you want to do with macro.

♦ Go to Tools -> Macro -> Record New Macro
♦ A menu appears in which first of all give the macro name. Then in the
Shortcut key section give any keyboard shortcut to use the macro. You can
also guide to use this macro in current workbook or in all and click on OK.
♦ A small menu appears with two buttons only in whom one is stop and another
is Pause. Now start your work, i.e. that repetitive work that has to be record.
After completing your task click on Stop button and the macro will be stored.
♦ To use this macro press the given key combination and all the functions will
be automatic execute.

Q. Describe usage of AutoSum in Excel.

Ans. Autosum in Excel is a function, which is used mostly by user. There are so
many work in which a user wants to add a range of values. It may be total of
marks, total of stock etc. In all these case it is lengthy to type a formula. So,
Excel provides a function and also a unique tool at standard toolbar to add a
series of data. User can click on AutoSum button if he is just below the last cell of
series. A user can also use "ALT + =" key in place of AutoSum tool.

Q. Describe briefly about the formulas in Excel. How are they

created?
 Microsoft Excel by BALJEET SINGH/15

Ans. A formula is an equation that analyzes data on a worksheet.

Formulas perform operations such as addition, multiplication, and comparison on
worksheet values; they can also combine values. Formulas can refer to other
cells on the same worksheet, cells on other sheets in the same workbook, or cells
on sheets in other workbooks. In Excel there are 256 columns and 65536 rows.
These rows and columns created 1,67,77,216 cells. Each cell has its own
address, which is combination of Column name followed by Row number.
Through the help of this cell address Excel is widely known for its formulas and
functions.
In Excel we can create lot of formula with or without any function.
This formula is just similar the formula used in mathematics and follows all the
rules of mathematics. One important thing is the formula should be started with
"=" as first character in any cell. After "=" we have to type the other parameter
of formula in which if someone wants to calculate through constant value then it
may given directly, but if someone wants to use variable then the Cell Address
may be used in place of variable. To give a range of cell as variable in formula
use colon (i.e. A1:A10 for indicating data from cell A1 to A10). Following can be
used in a formula :-
For Addtion +
Deletion -
Multiplication *
Division /
Exponent ^
Bracket ( ) only
For example to add content of cell A1 to cell A10 we have to give
=A1+A2+A3+A4+A5+A6+A7+A8+A9+A10 or
=SUM(A1:A10)
For Substraction we can give
=A20-A18 or =200-150

Q. Explain the difference between Relative and Absolute references.

Ans. When you create a formula, references to cells or ranges are usually
based upon their position relative to the cell that contains the formula. In the
following example, cell B6 contains the formula =A5; Microsoft Excel finds the
value one cell above and one cell to the left of B6. This is known as a relative
referencing.

A B
5 100
6 200 =A5
7 =A6

When you copy a formula that uses relative references, the

references in the pasted formula update and refer to different cells relative to
the position of the formula. In the following example, the formula in cell B6 has
been copied to cell B7. The formula in cell B7 has changed to = A6, which refers
to the cell that is one cell above and to the left of cell B7.
If you don't want references to change when you copy a formula to
a different cell, use an absolute reference. For example, if your formula multiples
cell A5 with cell C1 (=A5*C1) and you copy the formula to another cell, both
references will change. You can create an absolute reference to cell C1 by
placing a dollar sign ($) before the parts of the reference that do not change. To
create an absolute reference to cell C1, for example, add dollar signs to the
formula as follows:
 Microsoft Excel by BALJEET SINGH/16

=A5*$C$1
Q. What is a list and what are its components?
Ans. A series of worksheet rows that contain related data, such as an invoice
database or a set of client names and phone numbers. A list can be used as a
database, in which rows are records and columns are fields. The first row of the
list has labels for the columns. Following are its components :-
• Database range : A database range refers to the rectangular range of
worksheet cells defined as a database and the first row of the database range
contains the names of the fields.
• Record : A record is a single row in a database, which contains the same
categories of data as every other record.
• Field : Each column in the database range contains an individual piece of
information, which together with all other field forms the details of a single
record. Each cell in a column is a field. The individual fields in a record are
arranged in the same sequence/order.
• Field Name : A field name is the title with which each individual piece of
information is referenced. The top row of a database must contain the field
names, i.e. each column of information must bear a title.
• Computed Field : A computed field is a field that is a result of the formula
applied on the values of other field constants within the database, with or
without other functions.
Q. What is Autoformat command? How do you apply Auto Format to
a worksheet? Also given a brief description of ready-made
templates available in Excel.
Ans. Autoformat is a built-in collection of formats - such as font size,
patterns and alignment - that you can quickly apply to a range of data. Microsoft
Excel determines the levels of summary and detail in the selected range and
applies the formats accordingly.
Apply an autoformat to a range
1 Select the range you want to format.
2 On the Format menu, click AutoFormat.
3 In the Table format box, click the format you want.
To use only selected parts of the autoformat, click Options, and
then clear the check boxes for the formats you don't want to apply.

Microsoft Excel includes templates that automate the common

tasks of filling in invoices, expense statements, and purchase orders. Each time
you fill in one of these forms online, you can choose to add the set of entered
information as a new record in a database associated with the form template.
To use the templates, click New on the File menu, and then double-
click a template on the Spreadsheet Solutions tab. If the template you want is
not listed in the new dialog box, you can install it now.
If you have access to the World Wide Web, you can obtain
additional Microsoft Excel templates designed for tasks such as planning
personal finances. You can use these templates with Microsoft Excel versions 5.0
and later.