LESSON NO.

C2/B

SPREADSHEET BASICS
LESSON OBJECTIVES At the end of this lesson, the trainee will be able to learn Create Workbooks and Worksheets Recognise the Worksheet Components Enter and Edit Data Work with Numbers Create and Edit Formulae Format Numbers Modify the Worksheet Layout Column Width & Row Height Insert and Delete Columns, Rows & Cells Move & Copy Cell Contents Print from Worksheets Preview the Layout Change Page & Sheet Settings Print Settings

1.1

Introduction

In our daily life, many transactions take place and it is humanly not possible to remember all of them Hence we record them in a systematic manner for future reference. To assist us in this recording, the computer world has given us an electronic Spreadsheet. Spreadsheet application is designed primarily to perform mathematical calculations. The spreadsheet as the name suggests is like a large sheet consisting of several rows and columns. In appearance it looks like a maths notebook that you would have used in your junior school days to enter numbers and make arithmetic calculations. Besides being used for making calculations, spreadsheets can be used for working with data [information]. The latest versions of spreadsheet programs can serve as powerful data management tools. Using a spreadsheet program you can not only store lot of data in the worksheets but also make use different functions to arrange and analyse the data in any way you require. Spreadsheet applications also come with powerful Graph utilities. These utilities help us in representing our data in a picture format, to achieve this task these utilities make use of different charts and graphs that. has been given along with the spreadsheet application.

Excel 2000 is one of the best spreadsheet applications available; possessing several enhanced spreadsheet features. You can use Excel 2000 to make quick and easy financial analysis. You can also analyse data and create presentations with charts. Excel allows you to retrieve data from external data sources and use it in your worksheets. Excel 2000 can be used to create web pages with ease and also run queries on data available on the web. In this chapter, we will be discussing the concepts of worksheets, ways of populating a worksheet, application of formulae and data formatting options. Later in the chapter you will understand how you can change the layout of your worksheet. You will be able to adjust the size of your columns and rows to suit the size of your text and also delete cells and cell contents. Finally you will look at printing and the options Excel offers to print a spreadsheet document.

1.2

Creating Workbooks and Worksheets

An Excel file is called a workbook. On start up, Excel always provides a fresh workbook with the default name Book1A workbook contains a number of worksheets. A worksheet is just another name for a spreadsheet. To understand this better, we'll use an analogy. Just as a book has number of pages, an Excel workbook has a number of worksheets. Initially there are only 1 worksheets in an Excel 2000 Workbook, as you proceed with your work you can insert any number of sheets in your workbook on the basis of your requirement.

Name Box Formula Bar

Sheet tabs

Sheet navigation buttons

Worksheet Window Figure 1

Excel identifies the worksheet with a unique name. The default names Of these worksheets are Sheet1, Sheet2 and so on. You can also rename a worksheet. This feature helps us in giving each sheet the
2

relevant name on the basis Of the information that is stored in that Page so that even people who have not created the file will be able to find information they require.

Worksheets
Worksheets can be used to list and analyse data. You can enter and edit data on several worksheets at the same time. Calculations can be made based on data from multiple worksheets. You can also create Charts and place them on a worksheet. Each worksheet has a sheet tab. To activate a particular sheet, you can click on its respective tab. The desired page is then displayed in the active worksheet window and its sheet tab is highlighted. Each workbook has sheet navigation buttons. You will find a need for these navigation tools only when you have a number of sheets in Your workbook or, when Your sheet names are so long that all sheet tabs are not visible in the window. You can view the invisible sheet tabs by using any of the four navigation buttons and then open their respective sheets in the workbook if you want. Figure 2 shows the sheet navigation buttons. Move one sheet left Move to Last

Move to First

Fig.2

1.2.1 Worksheet Components

Move oneidea sheet You have been introduced to the ofright tables while you were learning about arranging data in a tabular format in Word. You saw that a table has columns, rows and cells. In appearance, a worksheet looks much like a table - a very large one at that! The tabular structure of the worksheet is readymade; you need not create it like you create a table in a Word document. The design of the spreadsheet is intended to enable you to make calculations and arrange data in a tabular format. The columns and rows of a worksheet are clearly marked by gridlines. The gridlines run through the entire worksheet from top to bottom and left to right. The top to bottom lines makes the columns of the spreadsheet while the left to right gridlines produce the rows of the spreadsheet. Just as workbooks and worksheets are named to facilitate identification, each column and row of a worksheet has a unique name. Each column carries a letter of the alphabet for its name while each row is numbered. For instance, the first column is labelled 'A' and the letter A appears as the column heading. The first row is labelled 1' and the number 1 appears in the row title at the far left of the

Active Cell

Fig.3 The naming of sheets, columns and rows is the very basis of a spreadsheet application. Naming facilitates referencing. Since every column and row is labelled it is possible to reference any particular cell from any other cell, even if not in the same worksheet. This makes the spreadsheet application very useful, as it is possible to work with a lot of data and use it in several places without re-creating it over and over again. Columns and Rows There are 256 columns in a single worksheet. Since the English alphabets are used to label columns, the label for the 27th column is AA, while the 511d column is BA and so on till the 25611 column is 1V. There are 65,516 rows in a worksheet. The first row is labelled 1 while the last row is 65516. A cell is the intersection of a row and column. Each cell also has a unique address. The address of any cell is the combination of its column label and row title. For instance the address of the cell carrying the name of the company Trojan Corp is A1 that is to say that the particular cell is created by the intersection of Column A and Row 1. The active cell in Figure 1 is B1 2; distinguished by a dark box called the cell pointer. B12 is displayed in the Name Box in the top left of the worksheet window. You can see that the row and column labels having the active cell are also highlighted. You can move around in the worksheet using the up, down, left and right keys. Every time you press one of these keys you can move a single cell. Of course, you can make any cell the active cell by clicking the mouse pointer in that cell. You can also move around in a sheet using the scroll arrows. But by using the scroll arrows you can only view other parts of a spreadsheet, you cannot change the location of the active cell. Important Keystrokes to navigate in a worksheet Page Up To move One Window screen up

Page Down To move One Window screen down

4

Home

To move to Column A in the given row

Ctrl Home To move to Cell A1 in the worksheet

1.2.2 Entering and Editing Data

Now that you are familiar with the Excel application window, you would need to know how to use it to enter data. You may need the spreadsheet to enter a lot of numerical data. But you would also have to enter text to show what those numbers represent. Similarly, it is not enough if you enter a long list of numbers, you should be able to analyse it. So you would need calculation tools to work on the data. Excel allows you to enter text, numbers and formulae's in any of the cells in a worksheet. You can enter data only in a active cell. So if you want to write the name of a company in cell Al, make cell A1 the active cell and then start entering the text in it. On keying in data, the data can be viewed not only in the active cell but also in the formula bar at the top of the worksheet.

Formula Bar Buttons

Fig.4

The formula bar buttons also become visible. These buttons can be used to accept the contents entered into a cell or to discard it. If you click on the cross, the entry is rejected, if you click on the green tick mark, it is accepted. When you are entering data, it is more efficient to use the keyboard keys to accept or cancel an entry This is because you would avoid switching between the keyboard and the mouse every time you make an entry. You can use the Enter key to accept an entry and the Esc key to cancel it. When you accept an entry with the Enter key, the cell pointer moves one cell down in the column. This feature is especially useful when you are entering columns of data as it saves the trouble of an extra keystroke of moving the cell pointer down with the arrow keys. You can also complete an entry and move to another cell by using the arrow keys. Excel always completes an entry before moving on to another cell. Excel 2000 offers a new and useful feature to enter data in columns ~ the AutoComplete feature. You can make use of this feature when you are repeatedly entering the same text in a column. Instead of
5

keying in the same text over and over again, Excel automatically fills a cell with the text that appears in the cell above it if the first letter in the new entry matches the first letter of the previous one. For example it your previous entry in a column is 'Windows N7, then in the next cell of the column, the moment you type the letter 'W' Excel fills it with 'Windows N7. If it is the entry you require you can accept it by using the Enter key. If you want to have some other data, you can ignore the suggestion and continue typing. Figure 5 shows an AutoComplete entry made by Excel in cell A9.

Fig.5 It is not always that you would have similar entries occurring in a column one below the other You might have five entries in a column that get repeated in the column as you fill it with data. Excel 2000 gives you the option to select from a list of entries already in the column. To display this list, you have to press Aft +Down Arrow and then move down the list to choose the appropriate entry. Figure 6 shows you the list that Excel can automatically enter in cell A11.

Fig.6

A Note on AutoComplete
Excel 2000 completes only those entries that contain text or a combination of text and numbers. If an entry contains only numbers or dates then the entries are not completed automatically. Excel displays its AutoComplete feature only if the data column is continuous. If there is a blank cell in the previous row of the column then AutoComplete does not offer any suggestion. After you make entries in cells you would sometimes want to revise the data in some cells. You might want to make minor changes or delete an entry completely. To correct data entry mistakes in a cell, the easiest way is to place the cell pointer in the cell that needs to be edited and press the F2 Key. The cursor will immediately appear in the cell and you can move to any point in the entry to make changes using the arrow keys. You can also double click in a cell and make changes in an entry. It you want to delete the contents of a cell completely, you can press the Delete key. However, if you want to make a fresh entry in a cell that already contains some data, you can take the cell pointer to that cell and start typing in the new data. The old entry will automatically be replaced.

1.3 Working with Numbers

A spreadsheet program is essentially designed to be a number crunching application. Using Excel, you can perform financial calculations without knowing much of Maths. Even if you are not very pro-efficient with numbers, you can easily perform totals, percentages, averages and such other calculations on your data using the formulae provided by Excel. Excel has built in formula features intended for different types of number analysis.

Formula
7

A formula is an equation that performs operations on a worksheet data. Formulae's can perform mathematical operations; they can compare worksheet values or join text. Formulae's can refer to cells on the same worksheet, cells on other sheets in the same workbook, or cells on sheets in other workbooks. Excel uses the standard operators to perform calculations. An operator specifies the type of calculation that you intend to perform on the elements of a formula. Excel offers three main types of operators - arithmetic, comparison and reference. Arithmetic operators are used to perform basic mathematical operations such as add, subtract, or multiply and produce numeric results. Comparison or logical operators can be used to compare two values. Reference operators are used to combine ranges of cells for calculations. Table 1 shows some of the commonly used operators while working in Excel. OPERATION ARITHMATIC Addition Subtraction Negation Multiplication Division Percent Exponentiation COMPARISON Equal to Greater than Less than Greater than or equal to Less than or equal to Not equal to REFERENCE Range operator Union operator OPERATORS + * / % ^ OPERATORS = > < >= <= <> : , EXAMPLE 1+1 1-1 -1 1*1 1/1 1% 1^2(same as 1*1) EXAMPLE A1=A2 A1>A2 A1<A2 A1>=A2 A1<=A2 A1<>A2 B5:B15 Sum(B5:B15,D5:D15)

1.3.1 Creating and Editing Formula

You have seen the operators that can be used in a formula to make calculations in an Excel worksheet. To actually create the formulas, you have to learn about the conventions and syntax that Excel needs to give the correct result. The structure of the elements in a formula determines the final result of a calculation. While creating formulas in Microsoft Excel, you have to follow the prescribed syntax. Ail the formulas have to begin with an equal sign [=] followed by the elements to be calculated [the operands], which are separated by the calculation operators.

An operand can be A numerical value A constant value

8

A cell or range reference A label A name A worksheet function

The operations in a formula are performed from left to right - following the order of operator precedence. Just as you can change the order of precedence of operators by using parentheses ( when you write a formula, Excel allows you to do the same to group operations that should be performed first. For example, in the following formula, Excel produces the result 14 because it calculates multiplication before addition. That is to say, the formula multiplies 1 by 1 and then adds 5 to the result =5+3*3 Now in contrast, if you placed 5 and 1 in parentheses to change the syntax, Excel would first add 5 and 1 and then multiply the result by 1 to produce 24 as the result =(5+3) *3 . You can create a formula in Excel by first placing an equal sign in the cell that is to hold the result and then pointing and clicking those cells that contain the operands for your calculation. You can employ the operators that are needed in your formula. You can also create a formula by writing the cell addresses of cells that you want to use for your calculation in your result cell. Using this approach, you are liable to make mistakes because you may read a cell address wrongly and so include the contents of a cell you did not intend to include. Excel introduced a third way of creating formulas called the natural language formulas. Using this method, you can use the column headings in a formula instead of writing out the cell addresses or clicking on the cells that contain the elements for your formula. For instance you have Number and Price as the titles of Column C and Column D in your worksheet. You want to obtain the Sales by multiplying the contents of these two columns. You could move to Column E and enter the following formula = Number * Price Excel will automatically pick up the contents of Number and Price data in the adjacent cells and multiply them. Figure 7 shows how the natural language formula is written in Excel.

Fig.7 To activate this feature in Excel 2000, you have to select Options from the Tools menu, and open the Options dialog box. You can click on the Calculations page and enable the Formulas check box. After you create a working formula, for example the Sales figure for Microsoft Office2000 using the Number * Price equation, the formula for the Sale figures of all other products is the same. You need not write the same formula in each of the other rows in Column E. You can just fill the formula in the other cells. Filling is like copying. You can either use the mouse or the keyboard to fill the cells in Column E. With your cell pointer in E7, you can press Ctrl + C [the copy command]. Then you can move down the column, to all the cells that require the Sales figure and press Ctrl +V [the paste command]. It you want to fill three rows in that column, you can make E8 the active cell and then holding the shift key move two cells down using the down arrow key as shown in Figure 8. After you have selected the range, you can press Enter. The formula is immediately copied in the desired three cells.

Fig.8 Besides filling formulae manually, you can use Excel's enhanced Fill features to fill cells without actually entering numbers, dates and formulas. The Fill feature can be accessed from the Edit menu.

10

Fig.9 You will find the Fill feature very useful when you have to enter data in a range. Assuming the formula is in Cell E7. To fill the other three cells below with the same formula, you can select the entire range from E7 to E10 using Ctrl + Down arrow. After the range is selected you can go 10 Fill and click down. The entire range now carries the formula in E7. You can also copy a number from one cell to its adjacent by selecting the range to be filled and choose the required AutoFill option. You can even increment numbers in other cells in a range using the Series option in Fill. This is a new feature in Excel 2000 that allows you greater scope for filling data in worksheets. The Series dialog box in Figure 10 shows the options for Fills.

Fig.10 You now know the broad guidelines for creating formulas in Excel. Just as you need to edit and revise text, you would often need to edit formulas. You would want to do this either because you entered a wrong formula or because you have added new data and would like to change the formula to include the new data as well. You can make changes to a formula by going to the cell that contains the formula and then overwriting on it. You can also double click in the formula or use F2 key to open the formula for editing. After opening the formula, you can change the formula reference to another cell either with the keyboard or use the Range Finder with the mouse. You can also use the Formula palette to enter and edit your formulas. When you create a formula that contains a function, the Formula Palette helps you enter and edit the worksheet functions. The Formula Palette displays the name of the function, its arguments, and also gives a description of the function and each argument. It provides the current result of the function, and the current result of the entire formula. When you make changes to cell references, you can use the Formula palette to view how the changes will affect the formula result.

11

Fig.11 1.1.2 Formatting Numbers You learnt about formatting text in Word. Formatting of text in Word is done essentially to enhance the look of your document. When we speak of formatting numbers in Excel it has more than aesthetic importance. Excel does offer you formatting features for enhancing the look of your worksheet, which we will look at later. We use numbers to represent a wide variety of things. You count your money in Dollars or Pounds but all the same it is numbers that represent them. When you get your marks for an Exam, they are calculated as a percentage, even though it is again numbers that represent the marks. Similarly when you make financial calculations, you obtain some numerical results that may contain fractions. If accuracy were of great importance you would want the result to display with 1 or 4 decimal places after the whole number. Yet again dates also contain numbers but they have to be written in quite a different format. If you were writing on a paper, you would automatically add a sign at the start of a number or at the end of a number to distinguish it as currency or percentage. Similarly in your calculations, you will add a decimal point to a number and give it the needed accuracy. In Excel you cannot quite do the same thing. You will have to format the cell to tell the spreadsheet that the particular cell contains a simple number, is currency of a particular type, is a percentage or a date and so on. Excel will then recognise the cell contents of a cell to be such. When a cell with a particular format is used in a formula, Excel will produce the correct result based on the formatting information it has regarding the cell. Similarly if the result cell is formatted, Excel will display the result in the desired format. To format a cell in Excel, use the Number tab in the Format Cells dialog box of Format menu.

12

Fig.12 Excel provides a long format category list for numbers. Within a category, Excel offers a variety of ways in which a format can be displayed. For example you may want to use a date format in your cell. The date can be displayed in several different ways as seen in the type list box. Once you select the type, Excel applies that format type to the cell or range of cells. You can also format cells using the Formatting tool bar but the options that it offers are not as broad as those available in the Format Dialog box. 1.4

Modifying the Worksheet Layout

Excel allows you to modify the worksheet to enhance the way data is presented and viewed. You can adjust the column width and row height, delete some cells and insert new ones, or introduce borders and shading in your worksheet area.

1.4.1 Column Width and Row Height

You would have noticed that in all the Figures of the worksheet presented in this chapter, so far, all the columns and rows are of equal size. When we enter data that is longer than the column width, the data spills over in to the adjacent cell or cells as shown in Figure 11.

13

/ Fig.13 Supposing you have data in a column that spans three columns and you wish to increase the column width so that all the data fails within a single column. You can change the column width by dragging the boundary on the right side of the column heading until the column is the width you want. You can also use the AutoFit feature to make a column fit the length of the text. If you select several rows, the AutoFit feature will adjust the column width to the length of the longest text in the range.

Fig.14 Sometimes you might have a title at the top of the first column that is several characters long as seen in Figure 11. The other data rows in Column A do not require so much space. If you were to include A1 in the range for AutoFit Selection, then the entire column would be as wide as is needed to fit the contents of A1. The data in the other rows of the column would appear almost lost. Besides some of the columns to the right go out of the screen view. Figure 15 shows a sample worksheet with the size of Column A adjusted to the text in A1.

14

Fig.15 Often it is the text that occupies the maximum width in a cell and as a resultant disarrays the complete format of the worksheet [refer Figure 15]. To overcome this problem Excel comes with a feature called Merge Cells. ITO make use of this feature, you have to select the range of cells that you want to merge or combine, then open the Alignment page tab from the Format cells dialog box, and check the Merge Cells check box.

Fig.16 In the above example, you could merge the cells right of A1. This way only one cell of the column will be widened leaving all other cells below it unaffected. You can then AutoFit the width of the other cells in your data table. Figure 17 shows how the cell A1 has been merged with the cells right of it. AutoFit selection has then been applied to the Columns A to E.

15

Fig.17 You can also manually set the column width by selecting Column width from Format menu, and then entering a number in the text box. You can also copy the width of one column to another, by selecting a cell in the column and then clicking Copy. You should then select the target column and click Paste Special in the Edit menu and then click Column widths. Sometimes you may want to increase the height of a row. Though you are likely to change the column width more often than the row height, you may find it necessary when you are applying certain special formatting features for your text. Row height can be adjusted by dragging the boundary below the row heading until the row is the height you want. You can use the AutoFit feature to adjust the row height to the size of the text. You can also manually set the height of a row using the Row Height dialog box.

Fig.18 Suppose you have the name of a person in one column and in the next his address. The address may be written over four rows but the name requires only one cell space. You may then decide to merge the cells vertically in the name column. Excel allows you to merge two cells vertically. You can select the range of cells that you want to merge or combine, open the Alignment page of the Format cells dialog box, and check the Merge Cells cheek box. The other cells in the merged cell rows will remain unaffected.

16

List of children taking part in Independence Day Parade School St.Francis Holy Cross Name James John Thomas Samantha Emily Jonathan Oliver Sandra
Fig.19

1.4.2 Insert and Delete Columns, Rows and Cells

While modifying the data in your worksheet, you may be required to insert some additional information or you may want to remove some information. This information may be in a cell, row or column. To workout this problem, Excel allows you to insert or delete new columns, rows and cells while it automatically adjusts the other columns and rows in the workbook. If you want to insert a column between Column C and Column D, you should place the cell pointer in Column D. Then select Insert menu and click on Column.

Fig.20 Excel inserts a column that takes the label Column D while the original Column D becomes Column E and all other columns to the right also move and change their label accordingly.

17

Fig.21 You can also insert multiple columns in a similar fashion. Rows can also be inserted the same way. Supposing you want to insert a row between Row 8 and 9, you will have to place the cell pointer in Row 9 and select Insert Row. The original Row 9 is pushed down and labelled Row 10 while a blank Row 9 appears in the worksheet.

Fig.22 Deleting columns and rows is similar to inserting them. Select the Delete Option from the Edit Menu. A delete dialog box appears that gives the items that can be deleted. When a row or column is deleted, all data is deleted in them, even in cells that are not visible to you on the screen.

Fig.23
18

You have seen how to delete and insert rows and columns in a worksheet. But sometimes you would need to insert and delete only some cells in the worksheet without affecting the data in other rows and columns. For example you are making a statement of all the branch-wise sales of your company for the first half of the month. The first five columns, A to E shows information on individual Branch sales. Column F lists all the products that your company sold during the period.

Fig.24 After making the list, you realise that you have missed out a Sale Statement of 1 January sent by the London Branch. You would like to insert it but if you introduce a row it would affect even Column E You would then have to move text of Column F back into place. Instead of doing this, Excel allows you to introduce cells only in Columns A to E and leave Column F unaffected. Figure 25 shows one row of cells inserted below A1 and E1, thus pushing all other cells in those columns after Row 1, one row down. The cells in Column F and next to it are untouched by the insertion.

Fig.25

1.4.1 Moving and Copying Cell Contents

When working with numbers and data, you would often find that you want to reuse some data in another place and make a different analysis. You might want to use it in the same worksheet, on another worksheet in the same workbook or in another workbook. Instead of recreating the data all over again, you can easily copy and paste the existing data to another destination. You move or copy a cell by using the Cut or Copy, and Paste tool buttons. You can also use the keyboard controls, Ctrl + M or Ctrl + C, and Ctrl + V. When you copy or cut a selection, the contents are placed in the Office Clipboard. To cut a cell is like moving its contents. When you cut a selection, the contents are copied to the Clipboard but it is not removed from the original worksheet until the paste operation is completed. When you cut a selection, it can only be pasted once. When a selection is copied, you can paste it any
19

number of times using Ctrl + V or the paste button. If you want to paste it only once or when you want to remove the selection from the Clipboard, you can use the Enter key. A copy operation allows more flexibility while pasting than a cut operation. When a selection is copied, you have the option of pasting it in whole or choose to paste only the text or the format or the column size etc. This can be done using the Paste Special dialog box in Edit menu.

Fig.26 The process of cutting and copying data is similar to what you did in Word. But since there are cells in an Excel worksheet, you have to be sure that there are enough vacant cells at the point where you wish to paste in the destination worksheet. Supposing you have copied 5 columns and 6 rows of data from Sheet 1 and want to paste it in Sheet 2 which already has other data. You have to be sure that there are enough blank cells to accommodate the selection that you have copied. If not, the non-blank cells at the destination point will be overwritten. To avoid this, you will have to insert columns or rows before clicking paste. You can also move and copy data from one cell to another by using the drag and drop operation. To do this you will have to select the cell or range of cells to move and then click on the right mouse button when the mouse pointer is like an arrow. You can then move to the destination cell and then release the button. Options Menu for the drop or paste operation opens immediately using which you can select the appropriate one.

20

Fig.27 If you press the left mouse button when pointing to a cell or range of cells, you can move the selection to another location. You can also copy a selection using the left mouse button by pressing the Ctrl key at the same time.

1.5

Printing from Worksheets

After you have prepared your worksheet document, you would want to print it. In the Word application, you saw that the document page resembles the actual page you are likely to use for printing. However, the Excel spreadsheet application does not look like a page. As you learnt, a single worksheet is several columns wide and several rows long. To print from a worksheet would therefore need more attention to pagination and margin adjustments. Excel therefore comes with more tools for previewing and printing a worksheet. You have to ensure that all the columns of your data can fit the page you have selected to print on and whether you should use the portrait or landscape orientation. You may need to change the margin size, or decide to print a scaled down version so that it would fit your page. You would also have to decide whether you want gridlines, and headers and footers in your printed output.

1.5.1 Previewing the Layout

Before you start printing a worksheet, it is advisable to click Print Preview to see how the sheet will look when you print it. Print Preview allows you to adjust the columns and margins easily. Sometimes you may not want to print the contents of the entire workbook, only specific sheets or pages. In such cases, to get a preview, you should first go to the Print dialog box and then choose the pages to print, in the From and To boxes. You can then click on the Preview button.
21

The Preview window offers several buttons with which you can have different views of the pages to print and also go to the Print and Page Set up dialog boxes to make adjustments in printing. You can also view all the pages of the worksheet in preview using the Previous page and the Next page buttons. Margins can also be adjusted from the Preview window.

Figure 28 You can take a magnified view of your page using the Zoom button. The Page Break Preview shows the data that will go on each page and allows you to click and adjust the page breaks. It can be accessed from Print Preview or from the View menu. The white areas show what will be printed while the areas that will not be printed are in grey. You can adjust the page breaks by dragging the page break. You can also insert page breaks manually. The Page Break Preview button changes to the Normal view button if you are already in Page Break Preview when you switched to Print Preview. Figure 29 shows the Page Break Preview window.

22

Fig.29 As you make settings that affect how your pages will print, you can switch between the different views to see the effects of the changes before you send the data to the printer. The Close button of the print preview window returns to the previous view you were in before Print preview.

1.5.2 Changing Page and Sheet Settings

Once you have viewed your worksheet in preview, you may want to make some changes to the print output. You can click the Set up button to go to the Page set up view. You can also directly access the Page Set up dialog box using the File menu. The Page Set up dialog box has four tabbed pages for setting up the page and sheet layout.

Fig.30 Using the Page tab, you can set the orientation and adjust the scaling for printing. Suppose your data has several columns and that the last two columns would not fit the page in Portrait orientation. Excel offers you three options to solve the problem. You can change the orientation of the page to Landscape, which will more or less ensure that all your columns fit in the page. The other option is to use the Scaling option and reduce the print size in such a way that all the columns fit your page. You can also select to fit the page or pages within a certain number of pages. You can also change the size of your paper. Page Set up Dialog box

23

You can switch between the Print dialog box and Print Preview if you have opened the Page Set up from the File menu. If you have accessed it through Print preview, then you can only return to the Print preview window. You have to decide about the matter that will appear on the printed pages. The Page Set up dialog box allows you to select various options from the Sheet page. Supposing you have a Title for your data statement along with headings for each column, then you would want this information to appear at the top of each sheet that you print in this worksheet. You can instruct Excel to repeat such rows by giving the range in the Rows to Repeat at top textbox in the Sheet page. Excel also gives you the option to repeat columns on the left of the worksheet as well.

Fig.31 Excel by default prints all that there is on the worksheet. Sometimes you may not want to print all the pages in the worksheet. In such cases, you can select the print range by entering the cell address in the Print Area Text box. Or you can select the print area from the worksheet directly by clicking the arrow in the text box, which will temporarily close the Page Set up dialog box and take you to the worksheet. After marking the area, you can again click the arrow in the small age Set up Print area dialog box that has been opened. This will return the Page Set up dialog box with the print area selected.

24

Fig.32

Setting Print Area

Excel has an option called Print Area in the File menu. After you select the print range, you can click on Set Print Area accessed from Print Area. The range is set. To remove the selected print area, choose Clear Print Area. By default Excel does not print the gridlines on your worksheet. But you can choose to print it by checking the Gridlines checkbox. If you check the row and column headings checkbox, row and column letters will be printed. Checking the Black and White checkbox will speed up the printing process in case you have used colour in the worksheet but are not using a colour printer.

1.5.1 Print Settings

The Print dialog box gives you the complete control over what you will print. if you use the Print button on the Standards toolbar, Excel will start printing a copy of all the pages or the selected range. However, if you want to change the print options you can access the Print dialog box from the File menu.

25

Fig.33 You can use the print range control to select the pages to print by specifying the pages to print. Excel allows you another way to override the default print instruction in the Print What option. You can choose a selection that you have already made. You can also specify the number of copies of a page to print. If you are connected to more than one printer, you can change the printer through the Print Option dialog box. After you have made all your choices, you can then execute the print order

26

LESSON NO. 2

C2/B

WORKING WITH SPREADSHEET

LESSON OBJECTIVES At the end of the lesson, the trainee will be able to learn Open a Worksheet Enter and edit text & numbers Select multiple cells Write a simple formula Use the formula palette Write a complex formula Fill formulae Total columns and rows Edit formulae Apply format features to numbers Format the Worksheet by:

Changing column width, Changing row height, Insert and delete rows, columns and cells Moving and copying cell contents Transferring data between worksheets Transferring data between workbooks Print the worksheet Previewing the layout Change page set up Change Sheet settings Set the print options Review page breaks Change print settings Check spelling

2.1 Getting started with MS Excel

1. Click on Start 2. Select Office 2000 3. Click on MS Excel. Refer to Figure 1. Now you are in Ms Excel Workbook The workbook looks like Figure2.
27

The work book, which is to be created, will contain the employee details of the institute, IRISET. The workbook will contain details of employee name, age, sex, Blood group, Basic, HRA, Bonus, Provident Fund, Total years of service net pay.

Fig.1

Name Box

Formula Bar

Sheet tabs

Sheet navigation buttons

Worksheet Window Fig.2

2.2. Creating a new workbook

28

1. 2. 3. 4.

Click on Option on the menu bar Click on New A Dialog box as shown in figure 3 will appear Select work book and Click OK

Fig.3

2.3. Entering text

1. Click on Cell A1 2. Enter the text IRISET You will see that the text appears on the formula bar as shown in figure 4.

Formula Bar Constant value or formula used in the active cell. To Enter or edit values or f A bar near the top of the window that displays theormulae, select a cell, type the Data , and then press ENTER. You can also Double-Click a cell to edit data directly in the cell.

Fig.4 Similarly, enter the text as shown in figure 5. Begin entering the text from Cell A3 Cell A3

29

2.4. Entering Numbers

1. 2. 3. 4.

Fig.5

Click on Cell A7 Type the number 1 in the Cell Now click Cell C7 and type number 28 Complete the worksheet as shown in figure 6.

Fig.6

2.5 Formatting the text

To change the font size, font type, font format, follow the steps given below. 1. Click on the Cell whose text format has to be changed. Here click on the heading IRISET i.e., Cell A1.

2.5.1 Increasing font size

1. To increase font size, Click on the font size tool of the format toolbar. 2. Change the font size number to 14 as shown in figure 7.

30

Fig.7

2.5.2 Changing the Font type

1. After selecting the Cell whose Font type is to be changed, Click on the Font name tool to the right.

2. Select any font type (for example select Times New Roman), from the list of font names available with Office 2000. 2.5.3 Changing the Font Format

To make the text Bold, Italic, Underlined, follow the steps given below 3. Select the text to which the formatting is to be done. 4. To make the selected text Bold, Click on the Bold icon. 5. To make the selected text Italic, Click on the Italic icon. 6. To underline the selected text, Click on the Underline icon.
31

 A number of cells can be formatted at the same time, by dragging the mouse cursor from the desired cell to the cell till where the formatting is to be done, by keeping the left mouse button pressed. Exercise: Make the following changes to the currently prepared worksheet - set the column headings Bold, the heading, "Employee Personal Details" Italic and underlined, using the above steps. The worksheet will now look like Figure.8

2.5.4

Setting Alignments of text

To align the text contents of a column with left, centre or right Alignment, follow the steps given below Make the Cells of column S.no. and Sex as centre aligned. Make the Cells of columns for Age and Weight right aligned. Note that the columns Name and Blood group are left aligned. 1. Click and select the cell or cells where the alignment is to be made. 2. 2. To make the selected text left aligned, Click on the left align icon. 3. To make the selected text centre aligned, Click on the centre align icon. 4. To underline the selected text right aligned, Click on the right align icon. 5. Refer to Figure 8.

Fig 8 Sometimes the text is required to be merged into one within a number of columns, for example, 'IRISET" has to appear at the center of columns A,B,C,D,E,F,G instead of keeping it left aligned. To perform merge and center text, Perform the following steps
32

5. Click on the Cell of the text that is to be Center Merged. Here select the cells from Cell A1 to Cell G1. 6. Select and Drag the cursor from Cell A1 to Cell G1, till where the text is to be center merged. 5. Click on the Center Merge icon. 6. The worksheet will now look like Figure 9.

Fig.9

2.6

Selecting Multiple Cells

1. Click on the Cell from where the selection is to he made. 2. Drag the cursor from the Cell, which is just selected, to the Cell where the selection is to he made. You may Cut, Copy, Paste or align the text contents as per requirement.

2.7

Writing Simple Formula

Add another column "Basic" to the worksheet and enter the data as shown in Figure 10. 1. Click on the Cell in which the formula is to he written. 2. Take your cursor to the formula bar and write the formula as per the requirement. For example Click on Cell H18. Type the following formula at the Formula Bar: = h7+h8+h9+h10+hll+h12+h13+h14+h15+h16 or type = sum (h7: h16) and Click on the equal to sign
You may even use =sum(h7:h16)

In the dialog box that appears, it you find that the answer is right, Click on OK.

33

Fig.10 After Clicking on Formula is wrong Clickon Formula and Answer is

correct, Click on 3.You may even sum the contents of the Cells using the following stops Select the cells from Cell H7 to H18. Click on the icon. Refer to Figure 11.

Note that you use any one of the above procedures. If you are practicing both, see to it that the result of the earlier one must be deleted. Else it may sometimes get added to the original and get erroneous answers.

Fig.11

2.8

Writing Complex Formula

Create Columns for HRA, Bonus, PF, Total Years and Net Pay as shown in Figure 14.
34

1. Click on the Cell, where the formula is to he utilised, Here Cell 17. 2. Click on Refer to Figure 12.

3. Click on the drop down button of the Function Box and Select More Functions logical IF clause. 7. In the if dialog box that appears, fill the text boxes with the conditions as shown in Figure 12. This is to calculate HRA - if the Basic is greater than or equal to Rs.4000, then HRA should be Rs. 1500, or else, if Basic is less than Rs. 4000, then HRA should be Rs. 800.

Figure 12. 5. Click on Cell J7 and type the formula as given in Figure 13. Bonus = 4% of Basic, for Basic >= 4000 and Bonus = 1.5% of Basic, for Basic < 4000.

Figure 13. Exercise: Complete the Worksheet as given in Figure 14. Insert a column Date to record the joining date of each employee. Apply the formulae to calculate RE, Total Years of Service, and Net Pay as given below: P.F. = (12% of Basic) if Basic >= 4000, else P.F. = 0. Total years = 2000 - Year (H7). The Year function extracts the year from a date. Net Pay = 17 + J7 + K7 - L7.
35

Fig.14 To display the data in column M - Total Years as numbers, select the cells M7:W1 6 and click on Formal Cells... and from the Number tab, choose General in the Category list.

2.9

Copying Formulae in rest of the Cells

To copy the Formula, (which has been defined for a particular cell) to the other Cells in the same column, perform the following steps 1. After the formula in a certain Cell has been entered, for example Cell J7, Click on the lower right-hand corner of the selected Cell on the '+ sign'. =.,+ 2. Hold down the Left mouse button, and drag the cursor to the cell to which the formula has to he applied. Here till Cell J16. 3. Release the Left mouse button to fill up the Cells with the result of the selected formula. The same process can be used to fill the cells in the other columns. You are required to try this for the rest of the columns - Bonus, P.F., Total Years and Net Pay. 2.10 How to Edit Formulae

1. Click on the cell where the correction of Formulae has to be performed. 2. Click on the icon in the Formula Bar.

3. The Formula Box, which was earlier used to create the Formula, will appear. Make the changes here, if any. 4. Click on the OK button of that Formula dialog box.
36

2.11

Applying Formatting features to numbers

Suppose you need to add Rs. to cells that contain money related data, follow the following steps: 1. Select the Cells to which the special formatting is to he applied i.e. Cells 17 to I16. 2. Click on Format option on the Main Menu bar and select Cells... 3. Click on Currency option in the Category section of the Number tab page. The Format cell dialog box will look like Figure 15. 4. Click on Ok to Select the Currency settings to the selected Cells. This will place the '$ sign' in the Cells which were selected. Perform the same steps for all the other relevant columns i.e. columns J, K, L and column N. The final worksheet should look like Figure 12.

Figure 15.

37

Figure 16. To change the '$ sign' to Rs. follow the steps given below 5. Click on the start icon 6. Select Settings Control panel. The Control Panel window appears. 7. Double click on Regional settings icon dialog box appears. Settings.The Regional Settings Properties

8. Click on Currency tab page in the Regional Settings Property dialog box. 9. Delete the '$ sign' in the Currency symbol and type Rs. as shown in Figure 17. 10. Click Apply and then click on OK. The '$' sign in your worksheet will now be replaced by Rs'. The Worksheet will look as shown in Figure 18.

38

Figure 17.

Figure 18.

2.12

Previewing the worksheet

1. Click on File option on the Main Menu bar. 2. Click on Print Preview to see how the work sheet would look, when printed.
39

3. Click on the Set up button to make changes to the different Page settings by following Figures 19, 20 and 21. 3. Click on OK after you complete making all the changes.

Figure 19

40

Figure 20

Figure 21

2.13
1. 2.

Saying the Worksheet

Click on the File option on the Menu Bar. Select the Save option.

3. Select the Directory to which the file is to he saved and then enter the file name, which is to be given for the file being saved (for example give file name "Lab 1"). 4. Click on File Close to close this file.

2.14

Formatting the Text

1. Click on File option from the Menu bar. 2. Select New option Click Ok in the dialog box that appears. 4. Enter the values as shown in Figure 22.

41

Figure 22

2.14.1 Changing the Column width

To change the width of the columns according to the text written in the cell, perform the following steps: 1 . Click on the Column Heading Bar at column A. You will see this cursor + 2. Drag the cursor to the right by keeping the left mouse button pressed to fit the characters in the box. In Column A, make sure that "Visual Studio 2.0 is visible.

3. Similarly arrange all the other columns according to the text in each of them.

42

Figure 23

2.15
1. 2. 3. 4.

Changing Row Height

Select any cell of a row, the height of which has to he increased. Here select row 3. Click on Format option from the Main menu. Select the Row option and then click on Height option. Refer to Figure 24. Enter the value for row height and click on OK. Here the value entered is 25.

5. The row height can also be increased by selecting the row and right clicking on It to get the pop up menu as shown in Figure 25. 5. Select Row Height and increase the value of the row height as shown in Figure 24.

Figure 24

43

Figure 25

2.12

Inserting and Deleting Rows

Suppose you wish to enter a new row before the row that contains Windows 98. To insert a new row for Office 97, perform the following steps: 1. Click on the Windows 98 cell i.e. Cell A8. 2. Click on Insert and select Rows. A row will be added above Cell A9. The Windows 98 cell will now become Cell A9.

Exercise: Type "Office 97" as the column entry for Cell A8. Enter the remaining entries in rest of the cells for row 8 as shown in Figure 22.

44

Figure 26

2.12.1 Deleting a row

Before proceeding for this exercise, insert a row after Visual Studio (i.e. after row 10), by following the steps given above and then enter the values as given below Now the worksheet looks as shown in Figure 27.

45

Figure 27 1. To delete a row, Click on the row, which is to he deleted. Here Click on row 9. 2. Select Edit option on the Main menu. 3. Select Delete option. 8. Select "Entire row" and then click on OK. Refer to Figure 28.

Figure 28 Rows can also be inserted by right clicking on the cell, above which a new row has to be inserted and select Insert Entire row. Similarly a row can be deleted by right clicking on the row that is to be deleted, and then Select Delete Entire row.
46

2.17

Inserting and deleting Columns

Suppose a new Column is to be inserted for a Date field before Sales. Follow the steps given below 1. Click on Cell for Sales i.e. Cell 05. 2. Click on 1nsert' option on the Main menu and then select the "Columns" option. A new column will be inserted before the column Sales as shown in Figure 29. Exercise: Type Date" as the heading for this column in Cell 05. Enter some dates in the cells for column D under "Date" as shown in Figure 29.

Figure 29 Exercise: Insert a column for City after the Date Column, and give it a heading called as "City" i.e. in Cell E5. Enter some city names in the cells from Cell E2 to Cell E10. 1. If you want to delete any column, click on any cell on that column. Here we select a cell say Cell E2 of the newly created column E for City. 2. Click on Edit option in the Main Menu Delete, Entire column and click on OK.

2.18

Moving and Copying Cell Contents

47

To copy the contents of a cell to a another location, other than the adjacent cells Exercise: Insert a new column for Manufacturer, and type "Microsoft" in Cell 82 as shown in Figure 30. 1. Click on the Cell B2 whose contents are to he copied. 2. Click on Edit option on the Main Menu and select Copy option. 3. To copy the contents to any other cell i.e. Cell B10, Click on that particular cell. 4. Click on Edit option on the Main Menu and select Paste option. To copy contents into adjacent cells follow the steps given below 1. Click on the cell whose contents are to be copied. Here Click on Cell B2. 3. Keep the left mouse button pressed on the right bottom corner of the cell when you see a hold 'plus' sign as shown in Figure 30.

+
3. While keeping the left mouse button pressed, drag the Cell down to Cell B10. 4. Now click outside the selected area to view the copied contents.

48

Fig.30

2.19

Transferring Data between Worksheets

1. Select the cells AI to F12, the data that is to he copied to another worksheet. 2. Copy the contents by Clicking on Edit +Copy or Right click on the mouse and select copy. 3. Move to the other workbook by Clicking on Sheet 2. Click on the Cell from where the contents are to he pasted. Here Click on Cell Al. Click on Edit + Paste Special and follow Figure 31 and Click OK.

Figure 31

2.20
1. 2.

Transferring Data between Workbooks

Open a new workbook. Go to the old workbook. Select all the cells from Cell AI to F12, of the Workbook just created. Copy or you may even Right click on the

3. Copy the contents by Clicking on Edit option mouse and select copy. 4. 5. Now move to the new workbook and click to Cell Al. Click on Edit

Paste Special. Click OK in the dialog box.

2.21

Checking Spelling Mistakes

49

1. Misspell the word Office in Cell A8 and type "Official", also Misspell Price in Cell D5 and type it as Prise". 2. Click on the Cell from where you wish to check the spelling say cell B7. 3. Select Tools Spelling...

A list of related spelling is given for the wrongly spelt word "Offica". Click on the correct option i.e. Office and click on Change. A Message dialog box asks you whether to continue checking from the beginning, as shown in Figure 32. If you click on NO then the word "Prise" will remain misspelt. To correct it you are required to click on Yes and select the correct option and change it. 9. Select the. correct word from the list of words given and click on change.

Figure 32

2.22 Printing the worksheets 2.22.1 Previewing the Layout 1. Click on File Print Preview.

2. To have a magnified view, Click on the area you want to view. 3. Click on Pagebreak Preview. 4. You can adjust the Page breaks by dragging the tilted arrow cursor to the desired position as shown In Figure 33 (a) and (b). 5. Figure 33 (b) shows the page after the page area is fixed with the outlying text.

50

Figure 33 To get the normal view back Select File Print Preview

In the Print Preview click on the Normal button to get back the original view. 2.22.2 Changing the Page and Sheet Settings 1. Click on File Page setup. 2. Set the Page as given in Figure 34 (a) and Figure 34 (b). 3. Set the Page setup Sheet according to Figure 34 (c). Click on OK.

51

Figure 34(a)

Figure 34(b)

52

Figure 34(c) 2.22.3 Setting the Print Area 1. Click on File option on the Main menu Print... 2. Select the printer, which is available to you in the printer name drop down list. 3. Set options according to Figure 35 and then click OK.

Figure 35

53

Chapter 3

C2B

MS Excel Advanced Features - Concept

OBJECTIVES At the end of this chapter, the trainee will be able to

Create References of different types Cell Named Use Functions Common Financial Functions Use different Chart types Pie Line Column & Bar Speciality Create various Charts using the Chart Wizard Edit & Format Charts Move, size & print Add & Delete Data series Format Charts

3.1 Introduction In the last chapter you were introduced to the versatile spreadsheet application - Excel. You learnt the components of a worksheet and how to navigate around in a worksheet. You learnt the method to enter text, numbers and formulae into cells and how to format numbers, alter the worksheet layout. At the end of the chapter you saw the tools you could use to format your printed page before printing. You learnt about the Print Preview, the Page Break Preview and how to use the Page Set up options. Now that you are familiar with the concept of a worksheet application, We can discuss some of the advanced features of Excel. In this chapter you will learn to create and use different types of references in your worksheet and will be introduced to the inbuilt Financial Functions of Excel for both common and statistical needs. We will also have an overview of the concepts of databases and see the Data Management tools that Excel provides. Finally, we will create pivot tables and pivot charts. 3.2 Creating References One of the biggest advantages of using an spreadsheet application is that you can store a lot of data, besides that it allows you to make optimum utilisation of data by providing effective data retrieval and data management tools. Practically any action that you perform in Excel requires the selection of a Group of adjacent cells. Such a group of cells is called a range. Selecting a range of cells is required when you want to format data/cells, insert/delete multiple rows/ columns/ cells, use functions, copy/move data and prepare graphs. You use the worksheet primarily to enter data, especially numerical data. This is because the application is specially designed to let you analyse the data [numbers] in various ways. You can use the same data and analyse it in different ways, that is to say, you need not re-enter the information for every type of calculation you make. In
54

other words, you can have raw data on one project or one company in a single place and retrieve all or part of that data whenever and as many times as you want. This is made possible through referencing. Referencing is a process where you refer to the data that is present in a cell or a range of cell. As we start referring to a cell or range of cells, Excel immediately starts picking up the content from them and uses them wherever you require.

With references, you can use: Data contained in one cell in different formulae. Data in different parts of the worksheet/s or workbook in a single formula.

A reference can be created either using cell addresses or names. 3.2.1 Cell References

The process of specifying Excel that you want a specific value to be taken from some other location and incorporated in a specific cell is termed as Cell Reference . Let us take an analogy to understand this term; you want to refer to some books on C++ Programming in your library and you do not have any idea where to look. You ask the librarian, who looks up the catalogue and gives you the some numbers termed as reference numbers, now with the help of this number you can use easily locate the books on C++. Similarly Excel also has a way of referring to cells in its worksheet - using reference numbers. Excel uses the cell address reference style. That is it refers to the row and column headings to identify the cell. In this method of referencing, you enter the column letter followed by the row number e.g. A10 refers to the cell at the intersection of column A and row 10. Consider Figure 1 given below

Fig.1

You will observe the following : 1. The columns C to F present Quarterly Sale figures 2. The product-wise break up of Sales is given for each city
55

3. There are 3 product-heads 4. There are 3 cities. Assuming that you need information on the first two Quarters, you will have to select the two columns - C & D. And since there are 3 cities and 3 products for each, to get the sales figure for the whole company you would find the data in 9 rows - 6th to 14th. Consequently you have the data in 18 cells - (2 columns and 9 rows). To refer to these 18 cells, you would first have to refer to the cell that references the upper -left corner of the range (in this case, C6), insert a colon (:), and then reference the cell in the lower-right corner of the range (D14). The shaded area in Figure 1 shows the range of cells that will be included when you use this range reference. How to Reference The cell in column A and row 1 The range of cells in column A and rows 1 through 20 The range of cells in row 15 and columns B through F All cells in row 5 Ail cells in rows 5 through 10 All cells in column K All cells in columns K through M The range of cells in columns A through D and rows 10 through 20 A1 Al:A20 B15:F15 5:5 5:10 K:K K:M A10: D20

We normally use cell reference with numerical data for financial analysis. We saw in the last chapter how to write a simple formula. We also saw how a formula could be re-used by copying it to other cells that required the same formula. Now what happens when you copy a formula from one cell to another? When you copy a formula, Excel adjusts each cell reference in the formula relative to the position of the formula. A simple example will make this concept clear. Take a look at Figure 2. Suppose you want to obtain the quarterly sales figure of each product sold by the company, "Perfect Circle". To get the total of quarterly sales figure for each product, you will have to add the individual City sales for each product. The Quarter 1 Sales for Audio Products will be : Detroit

C6+C9+C12- California New York

56

Fig. 2 If you copied this formula one cell down, Excel will adjust all the 3 cell references in the formula, one cell down. That is to say, it will add the Quarter 1 sales for Video Products: = C7+C10+C13 This is because the city-wise Video Product sales are contained in the row below the Audio Product sale figures. If you copied Audio Products Quarter 1 sales formula two cells down, the formula references will be adjusted to provide the Other Products Quarter 1 sale figure (which is 2 cells down). Now, if you were to copy the Audio Product Quarterly sales formula one cell right, Excel would adjust the references in the formula one cell right. That is to say it will provide the quarter 2 sale figures of Audio Products : = D6+D9+D12 References to cells relative to the position of the formula are called relative references.

Most of the time we want that a copy operation maintain the same relationship relative to the new cell. But sometimes there are exceptions. Continuing with our example of THE PERFECT CIRCLE Inc, if you now want to calculate the contribution of each product sold in New York during the year to the total sales. We calculate the products contribution by dividing the products annual sales by the grand total sales by the grand total sales for the whole company. We enter this formula to arrive at the percentage contribution of Audio Product Sales of New York (456.20) by the Grand Total (2040.87) : = Sum (G6/G18)

57

Fig. 3 The formula for Audio Products is correct and yields the result 22.35. But when this formula is copied for Video Product Sales, it does not yield any result. Why? The formula in H6 is G6/G18, when it was filled down to H7, Excel changes the references to each cell in the formula one cell down, i.e. G7/G19. Cell G7 does represent the annual Video Product sales figure for New York but cell G19 does not contain the Grand Total figures. It is blank. So what do we want Excel to do? We want that cell g6 should change to G7 in the formula's relative position but cell G18 should remain the same even in the new location. That is the reference to cell g18 should be an absolute reference. To create an absolute reference to a cell, a dollar sign should precede the letter and number, such as $A$1. The column and row reference thus becomes absolute. Reference to a particular cell irrespective of its position is an absolute reference. Absolute cell reference should be created in the original formula

In the formula for contribution of Audio Product sales of New York to the Grand Total Sales, we have to place a dollar sign before the letter g and before the number 18. This formula then can be used to AutoFill the other rows below it and obtain the correct result. To Create an Absolute Cell Reference You can place a $ sign before a Column letter and Row number of a Cell by clicking on the cell address of the cell that contains the absolute value and press the F4 Key = G6/ $ G $18 Suppose for example you want to find out the contribution of each product's Quarterly Sales to the Total Quarterly Sales. You would write the following formula in cell C22 : = C15/$C$18 So that when the formula is copied down to obtain the contribution of the other 2 products, it would reference the correct Total Quarterly Sales figure. But what would happen when you copy this formula right and down to the other Quarters? All the other Quarterly Product Sales figures would be divided by the Quarter 1 Total Sales figure since C18 is an absolute reference in our formula. What we want is that the denominator reference in our formula should change to the appropriate Quarterly Total Sales figure when the formula is copied. Yet we do not want a fully relative reference for the reasons we saw in our earlier example. So what is the solution?

58

Fig. 4 You can create a mixed cell referencing. That is to say, you can set either the column or row reference fixed instead of both being absolute. Absolute row reference - If a dollar sign were to precede only the row number, e.g. A$1, only the column reference changes relatively when the formula is copied. then

Absolute column reference - If a dollar sign precedes only the column letter, e.g. $A1, Excel will change only the row reference relative to the change in the formula location. In this case you can set the row reference constant while changing the column reference, i.e. using the C$18 reference. This will ensure that every time you copy the formula right, the column reference will move relatively. However when the formula is copied down for other products, the row reference would remain constant. 3.2.2 Named References

Once the librarian gives you the reference numbers, you would use it to locate the rack where you can find the books on C++ Programming. But even as you use the reference numbers you would also use the catalogue to write down the Names of the books. This is because we are more comfortable using names. Similarly, Excel allows you to refer cells by name instead of the cell address. A name is descriptive and makes it easier to recollect and use than a cell reference. If you have information stored on one worksheet that you want to use on other sheets, you can create a name that describes the cell or range. You can also use the labels of columns and rows on a worksheet to refer to the cells within those columns and rows.

A descriptive name in a formula can make it easier to understand the purpose of the formula. Suppose you want to refer to the quarter1 sales of PREFECT CIRCLE Inc. Instead of referencing the cells as = sum (C6 : C14), if you have named it Q1 Sales, it might be easier to identity and locate the cells. After you name a cell or a range of cells, the name is available to any sheet in the Workbook. For example, if the name Q1Sales refers to the range =sum (C6 : C14) on the first worksheet in a workbook, you can use the name Q1 Sales on any other sheet in the same workbook to refer to range =sum (C6 : C14) on the first worksheet. You can represent a value or a formula that do not change by Names. By default a name uses the absolute cell reference. When you move a cell in the same worksheet or to another worksheet, the name also moves with it. Guidelines for naming cells, formula, and constants The first character of a name must be a letter or an underscore character. Other characters in the name can be letters, numbers, periods, and underscores. Names cannot be the same as a cell reference, such as A$1.
59

More than one word can be used but spaces are not allowed between them. Underscore characters and periods may be used as word separators. A name can contain up to 255 characters. Names are not case sensitive, i.e. sales and SALES are the same name. Names cannot be repeated in a workbook.

You can create names by using the Name Box in the formula bar You can select the cell or range of cells for which you want to create a name, and then clicking the Name Box enter a name. If the name you enter already exists, the active cell will move to the cell that bears the Name, even if it is in another worksheet. This ensures that two cell do not have the same name.

Fig. 5 You can also Name a cell using the Define Name dialog box from the Insert menu. This dialog box has the list of all the names that have already been created. If click on any one of the names the Refer To textbox gives the range of the cells name references. You can also select the range of cells for which you want to define a name by clicking on the arrow in the Refers to text box. The dialog box will collapse temporarily, keeping only the Refers to text box visible. After you choose the cell or you click on any one of the names, the Refers To text box gives the range of cells the name cells, you can again click on the expand button of the text box to reopen the dialog box fully. You can then enter the name for the cell range.

Fig. 6 In the last chapter we learnt about creating formulae using the Natural Language. Creating Names using the column and row headings is an extension of that concept. When you enter data in a worksheet, you often have labels at the top of each column and at the left of each row that describe the data. You can use these labels in a formula when you refer to cells related to this data.

60

Fig. 7 Using the Create Names dialog box you can define a group of labels in a row or a column at one time. In your formula, you can use the names to make calculations. For example, if you want to calculate Total Sales you can use = sum (Sales), instead of =sum (d7 :d10). Suppose you want to find the number of copies of Windows NT sold during March and the cell address is not known; you can simply use the formula =Number WindowsNT. This will return the value in Cell B8; which is 500. The space in the formula Number and WindowsNT is the intersection operator This determines that Excel should find and return the value in the cell at the intersection of column labelled Number and row labelled WindowsNT. The important thing about using Column and Row headings is that the names should be unique in the workbook. If the same column and row names repeat either in the same worksheet or another worksheet, then when you use the labels in your formula, Excel will return the values from the nearest cells answering to such labels, though they may not always be the right cells.

Note: Names as a Navigation Toot In a large workbook with several sheets, you can use Names to navigate to particular cells or range of cells using the Name box. You can select any name from the drop down list box and click to go to the cell referenced. 3.3 Using Functions

You can use Excel to make different kinds of calculations. For this purpose Excel has hundreds of predefined formulaes known as Functions. Functions use specific arguments in a particular order or structure. We have been using the SUM () function to add values in cells. Similarly you can calculate loan payments using the PMT () function based on the rate of Interest, term of the loan and the principal amount. The arguments of functions can be anything from numbers, text, True or False values, or cell references. You can also have a formula or other functions as arguments in a function that are called nested functions. The normal order for a function is the Function Name, the opening parenthesis, arguments for the function separated by commas and closing parenthesis. You can make use of the Formula palette to create formulaes that contain functions. Function Name Parenthesis = SUM(C7 : C10) Argument
61

In case you are likely to use a formula repeatedly, you can also create a name to represent it using the Define Names dialog box. You can enter the name for the formula and in the Refers To box insert an equal sign and enter the formula. You also saw that you could select cells in labelled ranges to create a formula, Excel can insert the labels in place of cell references in your formula. This makes it easier for you to see how are formulaes constructed. The functions available in Excel can be categorised under several distinct heads, Table 1 lists the categories and the purpose for which they can be used. Category Financial Date & Time Math & Trig Statistical Lookup & Reference Database Text Logical Information Purpose To calculate interest, depreciation, loan payments, IRR, NPV etc. To return the year, date, day, hour or time To calculates the absolute values such as pi, logarithms, degrees and angles etc. For common functions such as totals, averages, mean, median and mode etc. & advanced functions To search for and returns values from a range, also to create hyperlinks etc. To calculate the values in an Excel Database based on the conditions you specify To convert text to upper and lower case, concatenate text etc To evaluate an expression or argument and returns True or False To get information on a cell, an error or the current status of an object Table 1 While working with Functions, you can use the Formula Palette to see the way it is calculated. You can access the most recently used functions from the Name box. The moment you enter an equal to sign in an active cell or click the = to sign in the formula bar, the Name box will change to a Function box. You can click the down arrow to view the list of functions recently used.

Fig. 8 If you select a function, it will appear in the formula Bar and the Formula Palette. A list containing all the functions in Excel can also be obtained using the Paste Function [refer Figure 9] dialog box.

62

Fig. 9 3.3.1 Financial Functions

You can make use of Excel's financial functions for making many personal finance related calculations. Excel offers more than 50 different types of financial functions. You can make calculations to assess profitability and return on an investment and determine the depreciation on assets. You can easily use most of the commonly needed functions if you take a look at a function formula that Excel provides. In fact the formula palette takes you through most of the steps needed to fill the formula explaining what type of value each argument expects. Even as you fill in the argument values, the Formula Palette provides the progress at each stage so that you can continuously observe the result. Once you start using the financial functions you will realise how easy it is to make some of those calculations which were thought to be difficult. We will use some of the most commonly used financial functions in Excel to understand how they work. Let us take an analogy to understand this. Suppose you want that at the end of three year time period you want your savings to be $1000, then you make use of pre-built function future value function. The formula for the Function = FV(rate,nper,pmt,pv,type) These arguments are common to many financial functions. The present value, interest rate, number of periods and the value of the periodic payments have a close relationship. You can calculate the value of one of them if you know the others. While using these financial functions you will have to be sure that you are consistent about the units you use for specifying the interest rate and the number of periods.

If Payments are made Monthly Quarterly Half Yearly divide Annual Interest Rate by 12 divide Annual Interest Rate by 4 divide Annual Interest Rate by 2
63

If the "Term is in Years, to obtain the total number of periods, you will have to multiply the years by the number of payments made in a year i.e. if monthly by 12, if quarterly by 4 and if half yearly by 2. If it is a cash payment like making a deposit, you have to represent it with negative numbers. You have to represent a cash receipt, such as interest received, by positive numbers.

What these arguments mean Rate Nper - Interest rate per period on a loan, or the discount or interest on an investment. - Number of periods, i.e. the total number of payment periods either in years, months, days etc. Pmt - Payment made each period; it includes interest and principal amount. Pv - Present Value, that is the lump-sum value of an investment or loan today. Fv - Future Value, the value of an investment in the future assuming periodic, constant payments and constant interest. Type - Indicates when payments are due - whether end of period or at the beginning, Can either be 0 or 1. If type is omitted, it is assumed to be 0. Now let us calculate the future value of your savings of $1000 per month over 3 years. We first make the savings schedule as shown in Figure 10. Let us assume that the interest rate per annum is 10.5% and that the deposit is made at the beginning of the month.

Fig. 10 After placing the equal to sign in cell F8 and entering FV, you can click on the = sign on the Formula bar to open the Formula Palette. The Formula Palette presents a text box for each of the arguments in the FV Function. An explanation for each argument is also provided when you click the appropriate text box.

Fig. 11 Likewise PMT function can be used to calculate the monthly instalment for the principle amount, at a specific rate of interest, within a given period of time. For Ex. We want to calculate the instalment for the principle amount of Rs. 24500. at the rate of 12% for 5 years.

64

Fig. 12 The sheet should look like the figure 13 after applying the PMT function on the given set of values.

Fig. 13 Your savings of $1000 per month will yield a future value of $42,469,30 over three years. Supposing you require an amount of $40,000 only at the end of this period. You would like to know how much you ought to save to obtain this round sum. Excel offers a feature called Goal Seek in Tools menu. Using this function you can in a fraction of a second back solve to find the exact monthly deposit you need to make.

Fig.14 Using the Goal Seek dialog box you define the cell for which you want to find a new value, in this case the FV cell, F8. You have to state the value required i.e. $40,000. Excel asks you to refer the cell that should be changed so that the value may be adjusted. We want to reduce the savings amount so, cell F4. The set cell value should not have any formula, it can have only a value. Through a series of iterations, Excel arrives at a result. The monthly savings should be $941.86 to obtain exactly $40,000 at the end of the period.
65

Figure 15 shows the results of the Goal Seek in cell F4 and the findings of the back solve in the Goal Seek Status dialog box.

Fig.15 You are now familiar with using a common financial function in Excel and tools like Goal Seek. You can try using other Functions and tools in a similar manner. 3.4 Introduction to Charts

When you are preparing a report, you would use various tools to enhance the effect of your document. Words alone are not adequate. Financial analysis and performance, sales forecasts and other numerical information cannot be just written about. They need to be presented figuratively. These days there are so many software applications that can be used to process and present data. You saw how numbers could be processed using the various financial tools available in Excel. You also know how to present numbers in tabular format and give labels to data columns. Tables are very effective in comparing and analysing figures. Similarly charts are effective in graphically representing numerical data. Charts create a 'picture' in the mind's eye by giving a visual comparison, pattern and analysis of numbers. For example instead of analysing several columns of a table, you can see at a glance whether sales are failing or rising over a period, or how the actual performance compares against promised performance. Charts therefore make data interesting and attractive to read and interpret. You can use the data in an Excel spreadsheet to create a chart. A chart is created using data points and data series. Data points are the individual numbers in a worksheet cell within a data table. Data points also known as data markers, are represented by symbols such as a bar, line, area, dot, column etc. When a group of related data points appearing either within a column or a row in a data table are plotted on a chart they form a series. There can be either one or more data series in a single chart. When a series is plotted, each series is distinguished by a different colour or pattern. 3.4.1 Parts of a Chart

While studying algebra at school you would have been introduced to graphs and the way to plot them. The basic structure of an Excel graph too has similar components. A graph has two lines that meet at right angles. These are called as the axes which form the frame of reference for measurement or comparison in the graph. The horizontal line represents the X-axis while the vertical line represents the Y-axis. Figure 16 shows a simple graph.

66

Fig. 16 In an Excel chart, the category Names appear on the X-axis. The X- axis is therefore also referred to as the category axis while the Y-axis is referred to as the value axis. The column or row headings of a data table are used as the category names. In the graph above, Surya, Teja, Aditya and Priyanka are the category axis names. By default, Excel uses the column and row headings also as the series Names for data. Maths and Physics are the series names in Figure 16. You can also change the category names and the series names depending on your requirement. By default, Excel plots whatever is fewer - rows or columns - as the data series. In Figure 16, Excel plotted the Marks (two columns) as the data series rather than the student's names (four rows). This chart emphasises the comparison of marks obtained by a particular person. This default option can be with the names being used as the data series. The chart emphasises comparison of marks obtained by students in the various subjects as shown in Figure 17.

Fig.17 The axes in a chart have data values and labels to show clearly the unit of measurement and details of data series. This makes clear the purpose of the chart. You can also provide data labels to data markers in a chart. A data label provides additional information such as values, names of data series, etc about data markers. In Figure 17, the actual marks obtained by the four students are shown at the top of each data marker. Each data series in a chart is represented by a different colour or pattern. The various data series used in the chart along with their respective names are identified together in the legend of the chart. You can create titles for the category axis and the value axis to describe what each axis represents. A chart title can also be inserted.
67

3.5

Different Chart Types

Using Excel, you can create different types of charts. There are pie charts, line & area graphs, column & bar charts among others. Depending on the purpose of your presentation, you can choose which chart type to create. 3.5.1 Pie Chart

Suppose you are studying the consumer-spending pattern in a particular area. You would divide the expenditure under various item heads such as food, clothing, entertainment, travel etc. Now to depict how much each item contributes to the total expenditure, a pie chart would be the most effective. A pie chart as the name suggests, looks like a pie. A pie chart shows only a single data series. It shows the proportionate contribution of various items that make up the data series. That is to say that when a data series is given, Excel sums up the individual values in the series and calculates the percentage contribution of each in the total. This will then determine the size of each data point's pie slice. Data labels can be used in a pie chart to display either the actual value of each point or the percentage.

Fig. 18 Since a pie chart sums up the individual data points or markers in a series, Total should not be one of the data points in your series. If it is, then the Total is also added along with other individual values when Excel calculates the sum of the pie.

4% 4% 12%

6% 50%

24%

68

Fig. 19 This then will depict a wrong picture - the total will take up 50 per cent of the pie slice and the other items would be accommodated in the balance 50 per cent as seen in Figure 19. Sometimes, if there are many small slices, you can group them together under one item head in the main pie and then break that slice in to another pie next to the main pie. The small pie can then display the constituent parts for greater clarity. If you want to highlight or emphasise, for instance, the consumer spending on Travel, you can explode this slice from the main slice. By exploding a slice, you make it stand out from the rest of the pie. 3.5.2 Line Charts

In many situations, we invariably have more than one data series to represent. You need a series chart to compare data. For instance, suppose you are selling software products in your company and want to see the trend in the sales over a three month period. You would have to plot a series chart as shown in Figure 20.

Fig. 20 In a line chart, data points of one data series are connected by lines, showing an upward or downward trend in value. Each data series is a line in the chart. A line chart is usually two dimensional but can also be shown like a ribbon in three-dimensions. A variation of the line chart is the area chart. It is similar to a line chart but the area below the line is filled thus marking out an area for each data series. Thus an area chart plots each data series, one on top of the other.

In an area chart the magnitude of change over time is clearly visible. An area chart shows the relationship of the parts to the whole by displaying the sum of the plotted values. An area chart is especially useful if you are interested in seeing how the various data markers are changing. For example, in Figure 21, the change in quantitative sales of each package every month is shown. Simultaneously, you can also see the total number of packages sold per package during the entire three-month period. Thus even as an area change in the individual displays the changes in chart lets you see the components, it also the whole.

69

Fig. 21 3.5.3 COLUMN AND BAR CHARTS Column and bar charts are used to compare values across categories. In a Bar Chart the value axis is organised horizontally while the categories axis is arranged vertically. Column Charts are similar to bar charts at have the categories axis at the bottom. Each bar represents a single data value in the data table. While the line chart emphasises trend in the lines and the gapes between each line a bar chart allows more substantial comparison without too much emphasis on time. For example in figure 22 the bar chart makes it easy to compare the sale of different products at a particular point in time.

Fig.22 You can have several variations in bar and column charts. To add depth to your chart, you can have threedimensional column and bar charts. The 3-D charts have an extra axis, the z-axis. In a 3-D chart, values are added along the z-axis while the y-axis becomes the data series axis going from front to back. You can also create stacked column and bar charts. In a stacked chart, the individual items of a category which are parallel to each other are placed one on top of the other. The values are represented in percentage terms. By stacking a column or a bar, you will be facilitating comparisons between as well as within time frames. Stacked charts show the relationship of individual items to the whole like in a pie chart. Figure 23 shows a stacked column chart.

70

Fig. 23 Stacked column and bar charts compare the percentage contribution of each data value to the total across categories.

3.5.4 Other Charts Using Excel you can also create a number of other special charts for presenting scientific, financial and statistical data. While performing scientific experiments, the data collected is not always regular and even. Data is available often in clusters and at irregular intervals. In such cases, you can use the scatter chart to show relationships between values in several data series. You can create a stock chart using Excel chart features. The stock chart can be used for presenting the stock market information over a period of time. It is also known as the high-lowclose chart. You usually need a minimum of three values to create this chart. You can also have five values like volumes traded, opening price, high price, low price and closing price. When you include volumes in a stock chart, you will have to have two value axes one for the volumes and the other for the stock prices.

Fig.24 Other charts include the radar and surface charts. Surface and contour charts are useful for presenting changes in data in two and three dimensions. A surface chart is useful to find an optimum combination between two sets of data. Excel can convert data series to radar graphs. Each category in a radar chart has its own value axis that radiates from the centre thus the name radar. A line connects all the values in the same data series. Using a radar chart you can compare aggregate values in a series. Figure 25 shows a radar graph of a single data series.

71

Fig. 25 3.6 Creating Charts using the Chart Wizard The easiest way to create a chart in Excel is to use the Chart Wizard that takes you through the various stages systematically offering you options at each stage. Now that you know the various types of charts and their uses, you will find it easy to decide on which chart you need to create that will best suit your particular need. You should first have your data table ready in the Excel worksheet. The data table should be continuous without any blank columns or rows. If there are any, then Excel will create empty spaces in your chart. It is important that your data range is symmetrical. For instance if you select Rows 3 to 7 as data markers in Column A, then you have to select the same rows for all the other data columns in the data table. Similar discipline has to be maintained with the columns you select. After you have selected the data range for the chart, you can choose to create using the insert menu. The Chart Wizard takes you through four stages in the creation of a chart. First, you will have a dialog box with a list of the various chart types. In case the chart you require is not in the list, you can select the Custom Types tab. This presents you with a long list of built in custom chart types. The slight variations that you may desire in the main chart type that you have selected are displayed in the sub-types category available for each main type. A short description of each subtype is given below the list of sub-types. Figure 26 shows the chart types.

72

Fig. 26 In the second step, the Chart Wizard allows you to reselect or change the data range for the chart using the data range text box. A sample chart is also displayed for your preview. In case you are not satisfied with the emphasis in the chart, you can decide to change the data series from column to row or vice versa. You can click the desired option button to change the data series.

Fig. 27 You can use the Series tab to check or make changes in the selected ranges and values for the data series. You can also change the names of the various data series.

73

Fig. 28 After selecting the chart type and deciding on the data ranges, the chart needs to be fine-tuned. The Chart Wizard offers a wide range of choices in the third stage to do exactly that. This dialog box has several tabs for the various aspects of the chart as shown in Figure 29.

Fig. 29 Finally, you have to decide on the destination for your chart whether you want it on the same worksheet or would like to have it on a new sheet. The completed chart is then placed in the desired location. 3.7 Editing & Formatting Charts Even though you might create the chart with great thought and logic, when you finally place it on the worksheet you may still find a few things wanting. Any aspect of a chart can be edited and modified to improve its appearance. You can move or alter the size of the chart to suit your requirements. Excel also allows you to change the data in a chart by using the adding, deleting and updating features of the chart. Excel offers many different ways to format charts as well. 3.7.1 Moving, Sizing & Printing If you have placed your chart on the same sheet as the data sheet, you might find the need to change its position within the sheet to keep it in line with other text in the worksheet or to see that it does not overlap some other object in the worksheet. Your first activate the chart by clicking within it. The selected chart has square handles at the corners and the middle of each side. Figure 30 shows the square handles. You can then move the chart to the desired location by pressing the mouse button on the chart and drag the mouse pointer to the desired location. The mouse pointer should be like a four-headed arrow. Sometimes, you might find that the default chart size is too small and does not clearly show all the elements of your graph. You may then want to increase the width or height of the chart. You can resize the activated chart by placing the pointer on the desired handle of the chart and then stretching or shrinking the chart. If you use the handles on the side, either the height or width will change. If you want both height and width to change proportionately, you can use the corner handles.
74

Fig. 30 Sometimes you may want to print a chart separately as part of a presentation document. At other times, the chart could be an object in your worksheet along with the other components and you might want to print it with the elements. You can print an entire chart on an entire page if you have it selected when you activate the print command. If the chart is not selected then, the chart is printed along with other parts of the worksheet.

3.7.2 Adding & Deleting Data Series After creating a chart, you may find that you need to add an extra series to make a comparison more effective on your chart. In such circumstances Excel allows you to add a data series easily. All you need to do is select the additional data series and then drop it on the chart.

Fig. 31

75

Figure 31 shows a data series being dragged to the chart and Figure 32 shows the immediate addition of the new data series to the chart.

Fig. 32 Just as you may want to add a data series to a chart, you might want to remove a series. To remove a series, all you need to do is to select the desired data series on the chart so that the series has the handles and click delete. The data series is deleted. 3.7.3 Formatting Charts After you have moved the chart to the desired location on your worksheet, adjusted its size and confirmed the range for data series, you would want to turn to the visual impact of the chart. Excel allows you to format the various elements on the chart. You can even change the chart type. You can click on any part of the chart you want to reformat and choose the required dropdown option from the dropdown list. You can also use the Chart toolbar buttons from Toolbar of the View menu. Figure 33 shows the Chart toolbar buttons. Format Selected Object Angel Text Downward Legend By Row

Angel Text Upward By Column Select Object Dropdown box Chart Type Data Fig. 33Table

All the elements on a chart are listed in the Chart toolbar dropdown box. Whichever object is selected in the dropdown window, a format selected object button will display that objects dialogue box.

76

Fig. 34 You can use options and tab sheets in that dialogue box to alter that object. For example in Fig.34, the category axis is selected; clicking on that format selected object will open the dialogue box for formatting the axis as shown in fig.35.

Fig. 35 Though the same dialogue box may open for two or more objects, the changes effected will affect only the selected object in the drop down box. For instance the format axis dialog box is common for both the category axis and the Value axis but depending on which axis is selected, the changes made in the dialog box will affect only that axis. Depending on the chart selected, the contents list of the Dropdown box will vary since some of the objects in a chart are unique to it. Depending on the chart type, some of the dialog boxes may include or exclude certain tab options. For example, the Format Data Series dialog box for a pie chart does not have all the tabs that the Format Data Series dialog box of a bar or column chart has. Figure 36 shows the tabs of the two charts.
Pie Chart

Bar Chart

Fig. 36 By using an objects dialog box and its various tabs, you can format the colors, patterns, font and text elements in a chart. You can also change the text of the data labels, positioning of the chart
77

legend and titles in a chart. Similar formatting options are available for plot area, chart area and other chart objects.

78

CHAPTER NO.4

C2B

WORKING WITH MS EXCEL(Advanced Features)

OBJECTIVES At the end of the chapter, the trainee will be able to Name a range Use names as references Use and work with some Excel Functions Create absolute cell references Create mixed cell references Use common statistical functions Create different Charts like Pie chart, Line chart, Column bar,Speciality chart Use the Chart Wizard Edit a chart like move, size and print a chart Add data series Delete data series Format charts Insert and format titles in a chart

4.1 Creating a Work sheet on "Quarterly Sales Figure" 1. Open a new workbook. 2. Enter the following values as shown in Figure 1 in the worksheet, which is newly opened. 3. The final worksheet must look as shown in Figure 1.

Fig.1 4.2 Relative References To calculate formula for a cell, perform the following steps.
79

1. Click on Cell C15. 2. Type the following formula at the formula bar as shown in Figure 2 given below. = C6+C9+C12

Fig.2 3. Click on the '+ sign'

the cells up to Cell C17 by dragging the mouse while keeping the left mouse button pressed. 4. 5. 6. 7. 8. 9. Again click on Cell C15. Click on the '+ sign' and select the Cells to the right upto Cell F15. Now Click on Cell C16. Click on the '+ sign' and select the Cells to the right upto Cell F16. Refer to Figure 3. Now Click on Cell C17. Click on the '+ sign' and select the Cells to the right upto Cell F17.

+ on the right bottom corner of Cell C15 and select

Fig.3

For the Column on "Total", follow the steps given below 10. Click on Cell G6. 11. Type the following formula in the Formula bar = C6+D6+E6+F6
80

12. Press Enter. 13. Click on Cell G6.

14. Click on the '+ sign' at the right bottom of the selected cell and drag the cursor downward till Cell G17. To calculate the Grand total follow the steps given below 1. Click on Cell C15 and select the Cells till Cell C18. Click on the summation icon the summation in Cell C18. 2. Similarly calculate the summation for cells Cell D18 to G18. Refer to Figure 4. on the Format Menu bar. This will produce the result of

Fig. 4 The cells will now have a value, which is sum of the respective rows. 4.3 Absolute references To give Absolute reference to a cell, follow the steps given below. 1. Click on Cell H6. Refer to Figure 4. 2. Type the formula given below = G6/ $G$18 (Here $G$18 is an Absolute Reference). 3. Press Enter. The Cell H6 will now have the result of the Formula. 4.4 Creating a range To create a range for a definite number of cells follow the steps given below 4.4.1 Using Define name Dialog Box 1) Select Cell C6 to Cell C8. 2) Click on Insert option on the Menu Bar.
81

3) Select the option Name Define. 4) In the Define Name dialog box, type "cat" in the Names in workbook text box as shown in Figure 5. 5) Click on OK. So you can now access the cells Cell C6 to C8 by the name "cat".

Fig.5 4.4.2 Creating Names from a row or column 1) 2) 3) 4) 5) 6) 7) Click on Cell C4. Select cells till Cell F8. Click on Insert Name Create... Select Top Row and Left Column in the Create Names Dialog Box as shown in Fig.6. Click OK. Select Insert Name Define... Select Quarter 1 as shown in Figure 7.

82

Fig.6

This means that the top row and left column provide names for the range. Thus 5 named ranges are created (3 row labels and 2 column labels) as shown in Figure 4.

Fig.7 Hence here the top row and the left column provide names for the range. Thus 4 named ranges are created (4 row labels). If you had selected the row fields, which had text in them, then you would have also got the row names in the list as the Range names. In the dialog box given in Figure 7, the range name Quarter1 refers C5 : C8, Quarter2 refers to D5 : D8, Quarter3 refers to E5 : E8 and Quarter 4 refers to F5 : F8.

To plan savings to incur expenditure in 3 years time, you have to save up to $1000 per Save the a File and give it a suitable Filename. month. You are required to calculate the Future Value of this savings. The Formula to be used is: FV (rate, nper, pmt, pv, type) where: rate : nper :
Hint:

To save the File Select File Save. Give a suitable name to the file in the required Directory. 4.5 Using Excel Functions

Interest rate per period on a loan Number of periods

Exercise: Problem to use Excel's Financial Functions.

pmt : pv fv : :

Payment each period Present Value Future Value Indicates when Payment is due- whether at the end of the period or at the 83 beginning.

type :

1) Open a new Worksheet and enter the values as shown in Figure 8. 2) Click on Cell B8 3) Click on the equal to icon 4) In the Formula Box, Select More options.... Financials FV. 5) Insert the formula as shown in Figure 9 in the FV dialog box which appears.

Fig.8

84

Fig.9 Exercise: Using the methods shown above calculate the monthly instalment for the loan taken i.e. $50,000 for a specific amount of time i.e. 5 years and at the given Rate of interest which is 12%. Hint: Use the PMT Function, which is a subset of Financial Functions. Goal Seek: In the above example you will get a future value of $42,469,31 if you save a value of $1000 per month. Suppose you wish to obtain a round sum of $40000 in the period of 3 years, To know the monthly deposit to seek this round sum you require using the Goal Seek option in the Tool menu bar. 1. 2. 3. 4. Click on Cell B8. Select Tools Goal Seek... Enter the values in the text boxes as given in Figure 10. You may even select the Cells for the text box Set Cell and for By changing cell. This can be done by click on the Collapse dialog box icon. 5. Then click on Cell B8, Again Click on the collapse dialog box icon to come back to the Goal seek dialog box. 6. After the entry is complete, Click on OK.

85

Fig.10 When you Click OK, you will get the monthly deposit to yield the value of $40000 in 3 years, which comes to $941.85.

Fig.11 4.6 Saying the Worksheet 1. Click on the File option on the Menu Bar. 2. Select the Save option. 3. Select the Directory to which the file is to be saved and then enter the file name which is to be given to the file being saved (for example give file name Future Value saving). 4.7 Using Common Statistical Functions: Let us take the detailed report of a Survey conducted to sell a certain Product. 1. Create a simple Worksheet as shown in Figure 12.

86

Fig.12 2. To make the Customer no. centre aligned, select the cells from Cell A6 to Cell A17 and click on the align centre button on the Format menu bar. You are now required to find the survey conducted on how many persons, the average amount Quoted by the persons, to find what is the best price that can be paid for the product, to find the mean of the total amount quoted. Follow the steps given below. 1) Click on Cell A20 and type Number of Persons surveyed. Similarly type Mean Average, Median, Mode in Cells A21, A22, and A23. 2) To select these text to fit into cells A20 and B20. 3) The complete worksheet must now look as shown in Figure 13.

87

Fig.13 Now to apply the Formula to these, perform the steps shown below. 1) Click on Cell C20. 2) Click on the = sign or the edit-formula on the Formula Bar, the function button is displayed. 3) Click on More Functions... Refer to Figure 14. 4) In the Function Category, select Statistical COUNT (in Function name). 5) Click OK.

Fig.14 6) In the Dialog box, which appears, type C6:C17 in the first text box. Refer to Fig.15 7) Click OK to get the number of surveys conducted.
88

After completing this, try entering "B6:B17" in the text box for Value 1 where you entered C6:C17", just now. Did you get the answer? What was it, Zero! But you had 12 entries for the survey conducted. So the answer is wrong. This is because the Function COUNT only recognizes numerical entries. To correct the mistake, use the function COUNTA instead of the function COUNT. You can access COUNTA in the same way More Functions Statistical COUNT A.

Fig.15 Exercise You are required to fill in the remaining cells for Mean Average, Median, Mode using the steps shown above. The changes that you will have to bring are in the selection of the items inside Statistical Function. For "Mean Average", select the Average function. For Median select Median function and for Mode, select the Mode function. The final Work sheet should now look like Figure 16.

89

Fig.16 4.8 Previewing the worksheet

1. Click on File option on the Menu bar. 2. Click on Print Preview to see how the work sheet would look, when printed. 4.9 Saving the Worksheet

1 . Click on the File option on the Menu Bar. 2. Select the Save option.

3. Select the Directory to which the file is to be saved and then enter the file name, which is to be given to the file being saved (for example give file name "Survey Report").
4.10 Inserting a Worksheet 1.Insert a worksheet and enter data to display the marks obtained by the students Surya, Teja, Aditya, Priyanka in the subjects Math and Physics as shown in Figure 17.

Fig.17 4.11 Creating Charts 4.11.1 Creating Column Charts 1 1. Select the cells from Cell A2 to Cell E4. 2. Click on Insert Chart...

90

Fig.18 3. Select the Column chart as shown in Figure 18 and then Click on Finish. A graph as shown in Figure 19(a) will appear. 4. Delete the chart just created by clicking on the chart and then pressing Delete button. 5. Again perform steps 1 & 2. 6. Select the different chart types and view the different charts obtained as shown in Figure 19(b). To create any chart, First Select the records for which the chart is to be prepared and then select the respective chart as shown in Figure 1 and 5.

Fig.19(a)

91

BAR CHART

LINE CHART

92

CYLINDER CHART

PIE CHART Fig.19(b)

Saving the Worksheet

4. Click on the File option on the Menu Bar. 5. Select the Save option. Select a proper directory where the file is to be saved. Give an appropriate name to the worksheet. 4.11.2 Using a Chart Wizard Refer to the worksheet containing the students' data as shown in Figure 17. 1. Delete the chart that was earlier created. 2. Select the records for which the chart is to be made. Here choose Cell A2 to E4. 3. Click on the Chart Wizard button on the Standard tool bar. 4. Choose a chart type in the chart type list box as shown in Figure 18. 5. In the Custom Type Page tab select Built in radio button and Click Next. 6. Click on the Data Range Page Tab, check whether the correct cells have been selected or not. Clicking on the Data Range box, allows you to change the range of cells you want. Refer to Figure 20(a). 7. Click on the Series Page Tab and Select the titles, which are to be used in the chart. Keep the Default settings as it is. Refer to Figure 20(b).

93

Fig.20(a)

Fig. 20(b) 8. Enter the values as shown in figure 21 and Click on Next. 9. Make the changes as shown in figure 22 and then Click on Finish.
94

Fig. 21

Fig. 22

95

Fig. 23 After all the entries are completed, the chart will now look like Figure 23. 4.11.3 Specify Charts These Charts are used for presenting Scientific, Statistical and Financial data. 4.11.3(a) Stock Charts These charts need a minimum of three values. 1. Select sheet 2, you are now in new worksheet. 2. Create database as shown in Figure 24.

Fig.24 3. Select the cells from cell A3 to cell D6. 4. Click on the chart icon on the Tool Menu Bar. The Chart Wizard appears. 5. Select the Stock chart option and click on the first chart option as shown in figure 25.

96

Fig.25

6. Click on Next. 7. In as

the dialog box, which appears, shown in figure26, Select Next.

97

Fig.26 8. In the chart option dialog box that appears give the chart title and the X-axis and the Yaxis titles as shown in Figure 27. 9. keep the Default settings as it is for the tab pages Axes, Grid Lines, Legend, Data Labels, and Data table. 10. Click on Next

Fig.27 11. Select the sheet where you wish the chart to be created. Here we select - As new sheet. 12. Click on Finish in the step 4 of 4 Chart Wizard dialog box.

Fig.28 13. The Final Chart will look like the chart as shown in Figure 29.
98

Fig.29 Saving the Worksheet

1. Click on the File option on the Menu Bar. 2. Select the Save option. Give an appropriate name to the worksheet and select a proper directory where the file is to be saved. 4.12 Editing and Formatting Charts 4.12.1 To move a chart 1. Click on the chart just created when small squares appear on to the four corners of the selected graph. 2. Using the cursor move the chart to whichever location you wish to move. 4.12.2 To modify the size of the Chart 1. Click on any of the small square boxes, which appear on the corners of the chart selected. 2. Keeping the mouse button pressed, drag till you get the desired size. 4.13 To Print the Graph

The Graph can be either printed along with the worksheet details, or only the graph can be printed on to a full page.
1 . To print the worksheet along with the graph, Click on File Page Setup.
99

2. To print a worksheet vertically, click on Portrait, or if you wish to print the worksheet horizontally, click on landscape in the Page option. 3. In the Page option, you can set options for the printout so that it would fit the page exactly. Or else, if you wish, you may even adjust the size of the matter you wish to fit into one page.

4. In the Margin option, Click on the horizontal and vertical selection to get the worksheet at the center of the page.
5. First Click on the Print Preview before clicking on OK to view what the printout will look like. 6. You may even print the graph only by first selecting the graph and then Click on Print preview to view the graph. 7. If the Print preview is correct Click OK to print. 4.14 To add Data Series

1. Create a new row in the database, first by clicking on Cell A3 and then Click on Insert Rows. 2. Enter a new subject "French" and the marks obtained by the students as shown in Figure 30. 3. Select the row number 3, and then point to the upper border of the selection till an arrow head appears instead of the regular '+ sign' cursor head. 3. Now drag the selection with the arrowhead and drop it in the Chart drawn.

Fig.30 4.15 Deleting Data Series 1. Select the data series to be deleted as shown In Figure 31. 2. Press the Delete key on the keyboard to remove the data series.

100

After selecting the data series,Press Delet Key

Fig.31 4.16 Formatting the charts

1. Click on the graph portion of the Chart created. 2. A border for the graph will appear with dotted lines as shown in Figure 32. 3. You can now stretch the selection to any size and modify the graph size. You must point to the square boxes on the selection to modify the size of the graph. 4. You can even move the graph to any position in the Chart by pointing the cursor in the selection. Keep the left mouse button pressed and drag the graph to any desired location. 5. The same can even be done to the subject references given to the right of the graph.

Fig.32 4.17 1. 2. 3. 4. Using the Chart dialog box Click on the part of the Chart that has to be formatted. Click on View Toolbar Chart. The Chart dialog box appears. Select the data series of the chart, say the Maths subject. Click on the Format icon Make the changes as shown In Figure 33.

101

Fig.33 You may even change the Axis, the colour pattern, colour effects, Data labels, etc. You are required to explore these options by making some changes in these options given in Figure 17.

Fig.34 4.18 Inserting and Formatting the Titles in the Chart

1. To insert Title to the chart if it has not been given, right click on the chart and select chart options Titles. 2. To modify the fonts in the selected chart, Click on Chart title in the drop down box and then select Format icon 3. You may now increase the font size, change the font type, Align the fonts and even change the colour and effect of the font. 4.19 Previewing the Worksheet

1. Click on File option on the Menu bar. 2. Click on Print Preview to see how the work sheet would look, when printed. 4.20 Saving the Workbook

Click on the File option on the Menu Bar. 1. Select the Save option.
102

2. Select the Directory to which the file is to he saved and then enter the file name, which is to be given to the file being saved. 3. Click on Ok.

103