Micro soft office Excel 2007

MS-EXCEL
CONTENTS
USES OF MS-EXCEL:
RIBBEN:
TABS
CLIPBOARD:
CUT:
COPY:
FORMAT PAINTER:
FONT:
FONT FACES
FONT FACE:
FONT SIZE:
FONT COLOUR:
BOLD:
ITALIC:
UNDER LINE:BORDERS:
FILL COLOR:
FONT COLOR:
GROW FONT:
SHRINK FONT:
DIALOGUE BOX OF FONT:
ALIGNMENT:
ORIENTATION:
INCREASE INDENT:
DECREASE INDENT:
WRAP TEXT:
MERGE & CENTER:
NUMBERS:
HORIZONTAL ALIGNMENT:
NUMBER:
NUMBER FORMAT:
INCREASE DECIMAL:
DECREASE DECIMAL:
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COMMA STYLE:
PERCENTAGE STYLE:
ACCOUNTING NUMBER FORMAT:
STYLE:
CONDITIONAL FORMATTING:
FORMAT TABLE:
CELL STYLES:
CELLS:
INSERT:
DELETE:
FORMAT:
EDITING:
FILL:
FIND & SELECT:
AUTO SUM:
CLEAR:
SORT & FILTER:
INSERT:
GRAPH/CHARTS:
TYPES OF CHARTS
SCATTER CHART:
COLUMN CHARTS:
TREND LINE:
TYPES OF TREND LINE :
LINEAR TREND LINE:
LOGARITHMIC TREND LINE:
POLYNOMIAL TREND LINE:
POWER TREND LINE:
EXPONENTIAL TREND LINE:
MOVING AVERAGE TREND LINE:
LABELS:
CHART TITLE
DATA LABEL POSITIONS
LEGEND:
FORMULAS:
IF:
LOOKUP:
TYPES
V LOOKUP:
H LOOKUP:
SUM IF:
OPERATOR:
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TYPES OF OPERATORS:
QUICK ACCESS TOOLBAR BAR

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MS-EXCEL
Definition
Microsoft excel is a software, a tool or a spreadsheet uses for calculations and
graphical representation. It is used for storing, organizing and manipulating data. When we
look at the Excel screen we see a rectangular table or grid of rows and columns.
Combination of rows and columns is called Cell. Spread sheet consists of many cells.

Significance:
Excel saves our time by offering an intuitive GUI (graphical user interface). A
key feature of this interface is the Ribbon, which prominently displays icons for the
tools we'll likely use most often. Data manipulation first: sorting, filtering, tabulating
and calculating data. Each of the tools to do these tasks is immediately available on the
Home tab of the Ribbon.
Some more advantages are,

Charts
Pivot Tables
Safe & Security
Graph &Charts

Uses of Ms-Excel:
1.
2.
3.
4.
5.
6.
7.
8.

Finding values such as profit or loss

Quick calculation
Automated report generation..
Graphical representation
Accounts handling
Analysis and charting.
Database communication and control.
Information command and control.

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Ribben:
Ribbons are tabs that show different commends with respect to what you
wish to do. It is located at the top with its tabs and buttons.

Tabs
On the Ribbon the options which are seen are called Tabs.
consist of following tabs,
1.
2.
3.
4.
5.
6.
7.

Ribbon is

Home
Insert
Page layout
Reference
Mailing
Review
View

Home
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Home is the first tab on the ribbon bar. Home ribbon shows the basic formatting
options. It has many tools to create documents

Clipboard:
Clip board is useful tool which gives help to paste different
word in documents, a line or numbers in cell which are used again and
again. Its very easy to use. The word which you want use again &
again then first of all open clip board and copy or cut this word. The
word automatic store in clipboard and where you want to use this then
paste there or simply click word this word in clipboard it automatically
paste.
Clipboard consist on following options,
Cut:
It is very useful tool of Ms Excel to move the content of a cell from one position to another
position on that sheet or on other.This tool cut the select data and shifts towards the
clipboard (Ctrl+X).
Click the Cut button (which looks like a pair of scissors). The phrase
will vanish from its original location.
Click the new location where we want the phrase to reappear. Then click
the Paste buttons picture of a clipboard (not the word Paste). The phrase will
appear at that new location
Copy:
This tool copy the select data and shift towards the clipboard (Ctrl+C). It is
very useful tool of Ms-excel to copy the content of a cell from one position to another position on
that sheet or on other.
Click the Copy button (which looks like a pair of dog-eared pages). Click
where we want the copy of the phrase to appear, and click the Paste buttons
clipboard. The copy will appear at the new location, so the phrase will be in our
document twice.
FORMAT PAINTER:
It is used to copy formatting to one place to another cell
(Ctrl+Shift+C).
Double click to this button to apply the same formatting to multiple places in the
cell.

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Font:
Font is a second option of Home It is also has many tools which is useful to creating a
professional looking documents. Its tools given below.
Font faces (Ctrl+Shift+f):

Font Face:
Specifies a Latin text font. The different font faces are Calibri, Arial
black, Chandra and banged
Short cut key is(Ctrl+Shift+F).

Font Size:
Specifies the the font size of selected text. Normally it starts 8pt
to72pt but font size can be increased and decreased. 1pt=1/72// (Ctrl+Shift+P).

Font Colour:
It specifies the font color of selected text. When we click in a box of
Font color. The color of selected text is automatically changed .

Bold:
It is used to thick any word. Basically it is use in separation any heading
with text
body.
Short cut key (Ctrl+B). Exp. SHAHZAD TABASSUM

Italic:
It is used to deflect word in some angle to make more beautiful. Example
Sadri sahib after italic Sadri sahib (Short Key=Ctrl+I)

Under Line:Underline the text and click the down arrow to see different under line option or
(Ctrl+U).

For Example

Tabassum

Borders:
We can apply different borders on the cells by this tool. There are about
13 different borders. Borders can be seen in given figure.

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Fill color:
We can fill one or more cells with any color. The cells fill with colors are
shown in figure.
Font Color:
We can change the color of fonts by the help of this tool. There is a vast
range of colors.
Grow font:
We can also increase the font size step by step by using this option.
Shrink font:
We can decrease the font size too step by step by using this option.

Dialogue box of font:

Dialogue box of font is consist on following,
1)
2)
3)
4)
5)

Font
Font size
Styles (bold, italic)
Color
Effects

Alignment:
This the third group of home tab and in which includes the vertical and horizontal alignment,
increase and decrease the indent, orientation, wrap the text and merge and center button.
Vertical alignment:
In this alignment the position of the data arranged by vertically.
Top alignment:
According to this alignment the position of set to the data is top of the cell.
Middle alignment:
In this alignment the position of the data is set to the middle of the cell.

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Bottom alignment:
The data is set to be the bottom of the cell according to this
alignment.
Horizontal alignment:
In this alignment the position of the data arranged by
horizontally.
Left alignment:
In this alignment the direction of the data is set to be left
side of the cell.
Center alignment:
In this alignment the data is arranged by the center of the cell.
Right alignment:
In this alignment the direction of the data is set to be the right side of the cell.
Orientation:
Rotate the text to some angle/ vertical orientation.
Increase indent:
Increase margin b/w border and text in the cell.
Decrease indent:
Decrease margin b/w the border and text in the cell.
Wrap text:
Make all visible content within cell by displaying it on multiple lines.
Merge & Center:
It is used to the merge the cells/ split the cells that have been merged back into individual cell.
Numbers:
This is the fourth group of the home tab and in which include the style and formatting of the
numbers.
Horizontal alignment:
In this aliment contents of cell are arrange horizontally, there are further three types of
horizontal alignment. i.e. given in table .

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Number:
This is the fourth group of the home tab and in which
contains on tools, uses in formatting of the numbers.
Number format:
Chose how the values in the cell are displayed as a
percentage, as a currency, as a date/ time etc. it contains on
12 types of formatting of numbers.
Increase decimal:
Show more precise values by showing the more
decimal places.
Decrease decimal:
Show less precise values by showing the fewer decimal places.
Comma style:
Display the value of the cell with a thousand of separator. This will change the format of the
cell to accounting without currency symbol.
Percentage style:
Display the value of the cell as a percentage.
Accounting number format:
In this option we can choose an alternative currency format like dollar, yen etc. $ , , .

Style:
It is the fifth group of the home tab, its use in cells style, which contains on the conditional
formatting, table formatting and cell styles.
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Conditional formatting:
In this option we can highlight the special cells, emphasize special values and data bar colour
based on criteria.

Format table:
Quickly format a range of cells and convert it to a table by choosing pre-defined table styles,
it is used for the change the outlook of the table and make it attractive.
Cell styles:
Quickly format a cell by choosing a pre-defined style, You can also your own cell styles.

Cells:
Cells is the 6th group of the home tab and by the help of this we can
1. Insert new cell, row or row
2. delete the cell, rows and rows
3. Change the height and width of the rows and rows.
Insert:
By this tool we can insert the cells, rows and rows in sheet.
Delete:
Row, row and cell can delete from the sheet and tables with the help of this tool.
Format:
By this option we can change row height and row width, organise the sheet, or protect or hide
cell.

Editing:
This is the last group of home tab and in which we
work with following tools
Fill:
In this option you can fill the cell in any direction and
into any range of adjacent cell.
Find & select:
Find the select text, formatting or type of information
within the work book we can also replace the information
with new text or formatting.
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Auto sum:
This option displays the result of simple calculations, such as average and maximum values,
after the selected
Clear:
Delete everything from the cell/selectively remove the formatting, the contents or comments.
Sort & filter:
In this option we can arrange data because that it became easier to analyse, and filter is a
good way to analyse

Insert:
This is the second tab on ms-excel ribbon, with the help of this we can insert pictures, clip
art, smart art, charts , table , text and links in our worksheet.

Graph/charts:
Graphical representation of our data is called graph. Graphs are used to show trends over
time. Each line in the graph shows the changes in the value of one item of data. it shows the
relationship between changing things. A graph is one of the easiest ways to compare numbers.
Graphs can be used to illustrate many types of data and are not limited to the simpler types such as
line, bar, and circle etc. They should be used to make facts clearer and more understandable.

Types of Charts
Types of charts is given below,
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.

Row charts
Line charts
Pie charts
Bar charts
Area charts
XY (scatter) charts
Stock charts.
Surface chars.
Doughnut charts.
Bubble charts.
Radar.

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Scatter chart:
Data that is arranged in rows and rows on a worksheet can be plotted in a XY (scatter) chart.
Scatter charts show the relationships among the numeric values in several data series, or plots two
groups of numbers as one series of XY coordinates.
A scatter chart has two value axis showing one set of numerical data along x-axis and other
along y-axis. It combines these values into single data points and displays them in uneven intervals or
clusters. Scatter charts are commonly used for displaying and comparing numeric values such as
scientific, statical and engineering data.

Column charts:
Any data that is given in rows or rows on a worksheet can be plotted in a row chart. Row
charts are useful for showing data changes for comparison. It compares values across categories.

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Trend line:
The line, which is use to analysis the previous or next value of not given to use the ratio in which
the graph is going to. Or A graphic representation of trends in a data series such as a line sloping
upward to represent increased sales over a period of month. The study of problems of prediction also
called regression analysis. For example,
The black line shows trend line

Types of trend line :

There are 6 types of trend lines, which are mention below.
1.
2.
3.
4.
5.
6.

Linear trend lines.

Logarithmic trend line.
Polynomial trend line.
Power Trend line.
Exponential Trend line.
Moving average trend line.

Linear trend line:

A linear trend line is a best-fit
straight line that is used with simple linear data
sets. Your data is linear if the pattern in its data
points resembles a line. A linear trend line
usually shows that something is increasing or
decreasing at a steady rate.

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Logarithmic trend line:

A logarithmic trend line is a best-fit curved line that is used when
the rate of change in the data increases or decreases quickly and then levels
out. A logarithmic trend line can use both negative and positive values.

Polynomial trend line:

A polynomial trend line is a curved line that is used when data
fluctuates. It is useful, for example, for analyzing gains and losses over a large
data set. The order of the polynomial can be determined by the number of
fluctuations in the data or by how many bends (hills and valleys) appear in the
curve.

Power trend line:

A power trend line is a curved line that is used with data sets that
compare measurements that increase at a specific rate.

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Exponential trend line:

An exponential trend line is a curved line that is used when data values
rise or fall at constantly increasing rates. You cannot create an exponential trend
line if your data contains zero or negative values.

Moving
average trend line:
A graph of moving averages against time may show changes
against time which are obscured by cyclical effects. A line of best fit to the
moving averages is a trend line, and its slope is the trend. The trend line may be
used to forecast future values.

Labels:
Labels are the 3rd group in the chart tools (layout). This group provides
additional information about the data marker, which represent a single data
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point or values that originates from a worksheet cell. It contains on charts
tools, which are use for different setting of chart. The tools in labels are,
1. Chart Title.
2. Axis title.
3. Legends
4. Data label.
5. Data Table.

Chart Title
Descriptive text that is automatically aligned to an axis at centered at the
top of chart.

Data Label Positions

Following are the positions of data labels.
1.
2.
3.
4.
5.
6.
7.
8.
9.

Center
Inside end
Outside end
Best fit
Left
Above
Right
Below
separator

Legend:
The legend tells you what each bar or row or line or pie slice etc.
represents on your chart. It is usually colour-coded to help you and has the
names beside them that are got from your spreadsheet or just as Series1,
Series2 etc., if you did not specify names. Following are the positions of legend
a) Top
b) Bottom
c) Left
d) Right
e) Top right

Formulas:
Formulas are equations that perform calculations on values in your
worksheet. Or sequence of values, cell reference, functions, or operators in a cell
that together produce a new value. Formula is a mathematical Statement,
which start with the sign (=).
IF:
If is the logical function. if checks a statement logically either it true
or false. And give answer after act on your given operation.
Syntax =IF (logical test, value_if_true, value_if_false)
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=IF (D7>50,Pass,Fail)
Lookup:
The LOOKUP function returns a value either from a one-row or onerow range
Basic formula

=LOOKUP (lookup_value, lookup_vector, result_vector)

Types
It has two types,
1. V lookup
2. H lookup
V lookup:
Search the first row of a range (range: Two or more cells on a
sheet. The cells in a range can be adjacent or nonadjacent.) of cells, and then
return a value from any cell on the same row of the range. For example
Syntax
=VLOOKUP (lookup_value, table_array, col_index_num, [range lookup)
Restriction:
1. V lookup match value only in 1st row.
2. V lookup use rows in right side of lookup_value row.
3. If the value is more then one time in row then vlookup use first one.
H lookup:
Search the first row of a range (range: Two or more cells on a
sheet. The cells in a range can be adjacent or nonadjacent.) of cells, and then
return a value from any cell on the same row of the range. For example
Syntax
=VLOOKUP(lookup value, table_array, row_index_num, [range lookup])
Restriction:
1. V lookup match value only in first row.
2. V lookup use rows in bottom side of lookup value row.
3. If the value is more than one time in row then lookup use first one.
Sum if:
The SUMIF function to sum the values in a range (range: Two or more cells on a sheet. The cells in a
range can be adjacent or nonadjacent.) that meet criteria that you specify.

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Syntax:
SUMIF(range, criteria, [sum_range])

OPERATOR:
A sign or symbol on the element of formula that specify the type
of
calculation to perform with in an expression.
TYPES OF OPERATORS:
1. Arithmetic operator
2. Comparison operator
3. Reference operator
4. Text concatenation operator

(+, -, *, /, ^, %)
(>, <, >=, <=, <>, )
(Union, Intersection )
(&)

Quick access toolbar bar

A customize tool bar that contains set of commands that are independent
of tab that is currently displayed.

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C
Cells:, 10
Clipboard:, 5
Column charts:, 13

N
Number:, 9

O
E

OPERATOR:, 18

Editing:, 11
Exponential trend line:, 15

P
Polynomial trend line:, 14
Power trend line:, 15

Font:, 6
Formulas:, 17

R
Ribben:, 5

G
S

Graph, 11

H
H lookup, 17
Home, 5
Horizontal alignment:, 9

Style:, 10
Sum if, 18

T
Tabs, 5
Trend line, 13
Types of Charts, 12
Types of trend line :, 13

Insert:, 11

L
Uses of Ms-Excel:, 4
Labels:, 16
Legend:, 16
Linear trend line:, 14
Logarithmic trend line:, 14
Lookup:, 17

M
Moving average trend line:, 15

V
V lookup:, 17

X
XY (scatter) charts, 12

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