“ICAI BHAWAN”

CHANDIGARH

MS-EXCEL
SUBMITTED BY SUBMITTED TO
HIMANSHU MRS. SUMAN BALA
NRO0471050
ROLL NO: 222-1-09
 INDEX
S.NO CONTENT PAGE
NO.
1 INTRODUCTION TO MS 03
EXCEL 2010
2 STARTING MS EXCEL 10
3 FORMULAS OPERATIONS 14
4 FUNCTIONS 15
5 BACKGROUND 19
REMOVAL
6 SMARTART 20

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INTRODUCTION OF MS-EXCEL
A spreadsheet is a computer application that simulates a paper worksheet.
It displays multiple cells that together makeup a grid consisting of rows
and columns, each cell containing either alphanumeric text or numeric
value. A Spreadsheet cell may alternatively contain a formula that defines
how the contents of that cell is to be calculated from the contents of any
other cell (or combination of cells ) each time any cell is updated.

Microsoft excel consist of propriety spreadsheet application written and

distributed by Microsoft. Excel 2010 needs Windows Vista or Windows
7 as operating system to run on an IBM PC. However, it can also be used
with Windows XP operating system, if service pack 3 is installed.

SPREADSHEET DETAILS
Worksheet is a grid made up of horizontal rows and vertical columns.
The excel 2010 worksheet contains 1,048,576 rows and 16,384 columns.
Each intersection of rows and a column forms a cell, in which the user
can store data (see Fig. 1.2.1)

HISTORY
From Its First Version Excel Supported End User Programming Of
Macros And users defined Functions. In Early Versions Of excel These
Programs were written in A macro language whose statements had
formula syntax and resided in the cells of special purpose macro sheets
.elm was the default macro language for excel through excel 4.0
beginning with version 5.0 excel recorded macros in VBA by the default
but the version 5.0 XLM recording was still allowed as an option. After
version 5.0 that option was discontinued. All versions of excel 2010 are
capable of running an XLM macro though Microsoft discourages their
use.

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 Formula
Name Bar
Box Column
Active Letter
Cell

Row
Number
Sheet
Tab

Fig.: Spreadsheet details

ROW NUMBER
Identifies a horizontal row in the worksheet. It appears on the left border
of the worksheet.

COLUMN LETTER
Identifies a vertical column in the worksheet. It appears on the top border
of the worksheet . columns are lettered A-Z, then AA-ZZ, thenBB-BZ,
and so on to 16384th column.

ACTIVE CELL
In an excel 2010 worksheet, the active cell can be identified with the black
outline. Data is always entered into the active cell.

FORMULA BAR

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Located above the worksheet, this area displays the constant value or
formula used in the active cell. It can be used for entiring or editing data
and formulas.

NAME BOX
Located at the left of the formula bar, the name box displays the cell
reference or the name of the active cell.

SHEET TAB
Displays the names of the worksheet. Switching between worksheets is
done by clicking on the sheet tab at the bottom of the screen.

QUICK ACCESS TOOLBAR

This customisable tool bar allows user to add frequently used commands.
Click on the down arrow at the end of the toolber to display the toolbar’s
option.

RIBBON
The ribbon is the strip of buttons and icons located above the work area
in the excel 2010. In ribbon, commands are organised in logical groups,
whichare collected together under tabs. We can hide the ribbon by double
clicking the active tab.

In Excel 2010, the ribbon is completely customizeable meaning the tabs

and groups can be created by the user as well as the order of the built-in
tabs and groups can be renamed or changed. Aiso, user can add or remove
commands from the tabs.

A new tab File Tab has been added in the Excel 2010 ribbomn. It replaces
the office button in the excel 2007. It leads to a full-window file menu,
known as the Backstage View, giving easy access to n task-centered
functions such as printing and sharing.

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 Fig. 2:file tab

CELL REFERENCE
A cell reference is the name of some cell in a spreadsheet , but a cell
reference can also refer to a cell in a different sheet within the same
spreadsheet, or (depending on the implementation) to a cell in another
spreadsheet entirely, or to a value from a remote application.

A typical cell reference consist of one or two case-insensitive letters to

identify the column followed by a row number. Either part can be relative
(it changes when the formula in it is moved or copied), or absolute
(indicated with $ sign in front of the part concerned of the cell reference).

A cell on the same”sheet” is usually addressed as:- =A1

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A cell on a different sheet of the same spreadsheet is usually addressed
as:-=SHEET2!A1(that is;the first cell in the sheet 2 of same spreadsheet)

Some spreadsheets implimentations allow a cell reference to another

spreadsheet (not the current open and active file) on the same computer
or on a local network . It may also refer to a cell in another open and
active speadsheet on the same computer or network that is defined as
shareable. These references contain the complete file name, such as:-
=’C:\Documents and settings\username\my spreadsheet\[main sheet]
Sheet 1’A1

In a spreadsheet, refrence to cells are automatically updated when new

rows or columns are inserted or deleted.

FORMULA
A formula identifies the calculation needed to place the result in the cell
it is contained within. A cell containing a formula therefore has two
display components ;the formula itself and the resulting value. The
formula is normally only shown when the cell is selected by “clicking”
the mouse over a particular cell; otherwise it contains the result of the
calculation. A formula assigns values to acell or a range of cell, and
typically has the format:

=Expression

Example:=SUM(a2:b2)

Where the expression consists of:

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  Value,such as 2,9.14 or 6.67E-11;

 References to other cells, e.g.,A1 for a single cell,B1:B3 for a

range;

 Arithmetic operations, such as +,-,*,/,and others;

 Relational operators, such as >,=,<, and others

Features of ms-Excel 2010

 Worksheets and graphics.

 Datalists and databases.

 Data exchange with other applications.

 Results-oriented user interface.

 Optimised memory consumption.

 Access spreadsheets from virtually anywhere.

 Connect and share when working together.

MS-EXCEL
CREATION OF NEW WORKBOOK
Every time the user starts excel, it automatically loads up a blank
workbook.

1. Click the File Tab,and then click New.

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 Fig. 3: creating a new workbook

2. Under Available Templates, double-click Black Workbook.

To create a new workbook based on an existing workbook

Select New from existing under Available Templates. In the New from
Existing Workbook dialog box, browse to the location that contains the
workbook, select it to create a new workbook based on that.

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OPENING A WORKBOOK
1. Click the File Tab, and then click Open

Fig. 4: opening a workbook

2. In the Open dialog box, browse to the location that contains

the workbook to open.

3. After finding the required workbook, select it.

4. Click Open.

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SAVING A WORKBOOK
1. Click the File Tab, and then click Save As.

Or

Press Ctrl + S or F12 key on the keyboard.

Fig. 5: saving a workbook

2. In the Save As dialog box, browser to the location where the

workbook is to be saved.

3. Specify the name of the file in the File Name box.

4. In the Save As Type box, give the type of file.

5. Click Save.

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EXECUTING COMMANDS
SHORTCUT MENUS
A shortcut menu is invoked by pressing the right mouse button. The
shortcut menu gives direct access to the most commonly used commands.
For example, clicking the right mouse button on the active cell displays a
shortcut menu of editing and formatting options.

Fig.6: shortcut menu using right click

SHORTCUT KEYS
The following is a table of commands available in Microsoft excel. The
left column gives the desired action and the right column gives the
associated keyboard shortcut.

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CELL REFERENCING
CELL AND RANGE REFERENCES
This the most widely used type of cell reference in formulas. Relative cell references
are basic cell reference that adjust and change when copied or when using autofill.

=C4*D4 =$C$4*$D$4
=C5*D5 =$C$5*$D$5
=C6*D6 =$C$6*$d$6

RANGE
A range is a rectangular group of cells. The smallest range is a single cell
and the largest range includes all the cells in the worksheet. A range can
include cells from same sheet or cells from adjacent sheets. Ranges are
defined by the addresses of two opposite or diagonally paired corner cells
separated by a colon (:) or two dots (..).

NAMING RANGES
 Names are more descriptive and easier to remember than cell
addresses.

 When a cell moves, the name moves with it.

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  The user can use a name , the effect is the same as using an absolute
cell references

 The rule for using range names includes the following

requirements.

 Names can be 1 to 255 characters long and can include

letters, numbers, underscores or periods.

 The name must begin with either a letter or the underscore

character.

 The user cannot use spaces, commas, exclamation, or other

special characters.

FORMULAE
A formula always begin with an equal sign(=) followed by some
combinations of numbers , text, cell reference, and operations. If a
formula is entered incorrect, an ERROR IN FORMULA will appear.

FORMULA OPERATIONS
ARITHMETIC OPERATORS (+,-,^,*,/,%) are used in conjunction
with numbers to create mathematical formulas.”-“operator can also be
used for negation of a number, e.g.”=-5+2” will give result -3 .

TEXT CONCATENATION OPERATOR (&) is used for joining text

within quotation marks or text contained in referenced cells. E.g. if cell
A10 contains the text “EXCEL”, then =”MS”&A10 will give result “MS
EXCEL”.

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COMPARISON OPERATORS (=, <, <=, >, =>, <>) are used to
compare two values E.g.”=10<>15” will give result TRUE as 10 and 15
are not equal.

Reference operators [colon(:), comma(,), space( )] makes no changes to constants

or cell contents. “:” is the union operator , e.g. “SUM(A9:A11)” will give the sum of
the cell A9,A11.

Operator Definition

: Range
Space Intersect
, Union
- Negation
% Percentage
^ Exponentiation
* and / Multiplication and division
+ and - Adding and subtracting
& Text concatenation
+,<,> Comparison

FUNCTIONS
Excel includes hundreds of function that can be calculate result used in
statistics, finance, engineering, mathematics, and other fields .

Functions are structured programs that calculate a specific result: a total ,

an average, the amount of a monthly loan payment , or the geometric
mean of a group of a numbers. Each function has a specific order or syntax
that must be used for the function to work properly.

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Category Examples
financial Calculates interest rates
Date and time Returns the current hour
Math’s and trigonometrically Calculates absolute value
Statistical Calculate total, average, deviations.
Lookup and reference Searching for and returns values from a
range.

Mathematical Function
A. ABS: It returns the absolute value of a number, a number without
its sign.

Syntax: ABS(number)

Number is the real number of which the user wants the absolute
value.

Example:
Formula Description

=ABS(2) Absolute value of 2 (2)

=ABS(-4) Absolute value of -4 (4)

B. FACT: It means the factorial of a number.

Syntax: FACT(number)

Number is the non-negative number for which the user wants the
factorial.

Example:

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 Formula Description
=FACT(5) Factorial of 5 ,(120)
=FACT(1.9) Factorial of the integer of 1.9 is (1)
C. GCD: It returns the greatest common divisor of two or more
integers.

Syntax: GCD (number1, number 2……)

Number 1, Number 2 ,….. are 1 to 255 values.

Example:

Formula Description
=GCD(24,36) 12
=GCD(5,0) 1

D. POWER: It returns the result of a number raised to a power.

Syntax: POWER (number, power)

Number is the base number

Power is the exponent to which the base number is raised.

CELL STYLES
ALIGNING CELL
Worksheet look best when the heading above the column are aligned with
the data in the column.

 ALIGN LEFT- align cell contents along the left edge of the cell

 ALIGN RIGHT- align cell contents along the right edge of the
cell.

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  CENTRE- centers the cell contents within the cell

 TOP ALIGN- aligns text to the top of the table.

 MIDDLE ALIGN- aligns to the middle of the cell.

 BOTTOM ALIGN- aligns text to the bottom of the table

FORMATTING FONT
 The INCREASE FONT SIZE (A^) icon increases the font size of
the selected cells to the next larger setting.
 The DECREASING FONT SIZE (Av) icon decreases the font size of the
selected cells to the next smaller settings.

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BACKGROUND REMOVAL:
A new background removal feature based on Microsoft research
technology is included in excel outlook power point and word to remove
the background of images inserted into documents . it is exposed as
remove the backgrounds of image that appears on the picture tools
contextual tab on the ribbon when an image is selected. When activated
this command displays  separate background removal contextual tab
on the rectangle determines based on the background removal process is
complete whereas the magenta color indicates the area that will be
removed. users can manually adjust the position and size of the selection
rectangle and also mark individual areas of an inadvertent selection or if
it produces an understand result .

After the background has been removed users can apply various visual
effects to the result image or wrap text in A document around it users
can also crop the image since removing the background does not reduce
its original size.

Office 2010 introduces improvements to the image crop process in excel

outlook PowerPoint word the crop selection rectangle now gray out the
portions of an image to be the removed during  crop process and
displays the result area in color instead of completely removing all
portions of an image outside of the selection rectangle from view as in
previous versions of office images can now be repositioned under the
crop command on the ribbon presents a drop down menu with options
for both landscape and portrait page orientations to customize the aspect
ratio of the selection rectangle before users crop an image hitch
automatically preserve its aspect ratio by resizing it from its corners
while pressing the shift key. The aforementioned cropping
improvements are also available in publisher.

The picture shape command in previous versions of office has been

replaced with new crop to shape command that allows users to resize

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 and move the selected shape during the crop process .by default office
2010 like previous versions automatically resizes images that are
inserted into shapes which versions automatically resizes images that are
inserted into shapes which can negatively affect their aspect ratio.to
address this images in shapes can now be cropped or resized after being
inserted and individual fit and fill options have been incorporated. The
former option resizes the selected image so that the entire area other
crop selection rectangle or shape is filled whereas the latter option
resizes the image so that its is displayed within the selection rectangle or
within  shaped in its entirety both options maintain the documents
without saving the image as a file .

The functionality is expel[used through  new screenshot command on

the insert tab of the ribbon that when clicked parent’s individual options
to capture either app windows into the active app while the latter option
minimizes the currently active app dims the screen and parent’s as
election rectangle for users to the create  screen shot by holding the
main mouse button dragging the selection rectangle ta  desired area of
the screen and then releasing the button to automatically insert the
selection as an image into the document. only windows that have not
been minimized to the task bar can be captured . after a screen shot has
been instead ,various adjustments can be made.

SMART ART IMPROVEMENT:

Smart art a set of diagrams introduced in office 2007 for excel, outlook
power point and word has been updated with new effects options and
interface improvements. the smart art text pane now allows uses to insert
modify and recorder images and their associated text within  diagram
and new move up and move down commands on the ribbon facilitate the
recording of content. Images are automatically cropped Ehen inserted into
shapes within SmartArt diagrams to preserve their aspect ratio users can
also manually reposition images. During the crop process the layout

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of shapes in SmartArt diagrams is locked to prevent users from in
advertently modifying its position while making adjustments to an image.
approximately 50 new diagrams have been introduced of images

includes over 30 diagrams and the organization chart category includes 3

new diagrams.

A new convert command on the smart art contextual tab on the ribbon
includes additional features for excel and power point . the convert to
shapes command  feature introduced in office 2007 sp2 as a context
menu option that turned SmartArt into group of customizable shapes is
now featured as on option on the ribbon in both apps additionally in
PowerPoint it is possible to convert SmartArt diagrams into bulleted lists
through  new convert to text option.

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