COMPUTER

CHAPTER-5 INTRODUCTION TO MS EXCEL 2010

INTRODUCTION
 A sheet containing data in the form of rows and columns is called
spreadsheet.
 Microsoft Excel or MS Excel, a part of Microsoft Office package, is an
electronic spreadsheet program.
 It is used to organise data in an easy and concise manner.
 It has many built-in features which can even help in performing
complex calculations.
 Some other examples for spreadsheet software are Google Sheets,
Lotus Symphony, OpenOffice Calc, LibreOffice Calc, Quattro Pro, etc.

FEATURES OF A SPREADSHEET PROGRAM

Some of the main features of a spreadsheet program are as follows:-
1. Autosum
This feature helps you to add the data in a number of adjacent cells
automatically.
Type numbers in the cells then click on button from the
Home Tab. You will get total in the next cell as shown below.

2. Autofill
This feature allows you to quickly fill cells with repetitive or sequential
data such as dates or serial numbers, and repeated text. Autofill can
also be used to copy functions. You can also alter text and numbers
with this feature.
Refer the following link:-
https://www.excel-easy.com/examples/autofill.html
 3. Sort and Filter
These features helps you to organize data so that it is easier to
analyse it. Sorting helps you to arrange the data in ascending or
descending order. Filter command is used to display the specific value
that meets the certain criteria.
Refer the following link:-
Sort: https://www.youtube.com/watch?v=IrymK7jx-34
Filter: https://www.youtube.com/watch?v=Z-IZKtGvUK8

4. Automatic Calculation
This feature or predefined functions allow you to enter mathematical
formulas ranging from simple arithmetic to complex statistics.
There are many functions like SUM, AVERAGE, MAX, MIN, COUNT,
CUBE, etc. to make calculations easily.

5. Data Analysis
This feature helps you to analyze your data in different ways other than
the simple grids and lines. A spreadsheet program can automatically
create graphics and charts from your data to compare and analyze the
information easily.

6. Automatic Report Generation and Distribution

This feature eliminates the need for manually generating reports and
reduces the possibility of errors. It also allows to share and distribute
the generated reports.

ADVANTAGES OF A SPREADSHEET PROGRAM

 We can enter data easily. (As it is already in the form of rows
and columns.)
 We can store large spreadsheets on the computer without making
much effort.
 We can make changes in data easily.
 Calculations are almost error free.
 It can recalculate automatically.
(Refer: - https://www.youtube.com/watch?v=8WzR6Hds8sw)
 Charts can also be shown in a spreadsheet.
 Reports can be generated in the form of charts (of the data).
Starting MS Excel 2010
In order to open or create a worksheet in Excel, you need to first start MS
Excel. To start MS Excel, the steps are as follows:
Step 1: Click on the Start button and then click on All Programs.
Step 2: Click on Microsoft Office and then click on Microsoft Excel 2010.

Fig. 1: Starting MS Excel 2010

Components of MS Excel 2010 Window:

Different parts like Ribbon, Tabs and Title bar, Quick Access Toolbar, etc. are
common to all applications of MS Office 2010 and you are already aware of
them. The parts that are unique to MS Excel 2010 window are Worksheet
and Workbook, Sheet Tab and Tab Scrolling Bar, Cells, Range of cells, Name
Box and Formula Bar, and Status Bar. Let us learn about these.

Fig. 2: MS Excel 2010 Window

 Worksheet and Workbook
o In MS Excel, a worksheet is the area where you do all your work.
o When individual worksheets are combined together, they
are referred to as a workbook.
o A Worksheet is divided into a grid of rows and columns.
o There are 1,048,576 Rows and 16,384 Columns in a single
worksheet.
o Row Number: Each row is assigned a number like 1, 2, 3, ….. up to
1,048,576.
o Column Header: Each column is assigned a letter like A, B, C, ….,
Z, AA, AB, …., ZZ, AAA, AAB, …., XFD.

 Sheet Tab and Tab Scrolling Bar

o The Sheet tab is located at the bottom of the Excel application
window. The tab displays the list of sheets (Sheet 1, Sheet 2,
Sheet 3, etc.) in the current workbook (Fig. 3). It is also used to
move from one worksheet to another, within the same
workbook.
o The Tab Scrolling bar located on the left of the Sheet Tab allows
you to scroll quickly and easily when you have many
worksheets in a workbook.

 Cell and Cell Address

o A cell is the rectangular box formed at the intersection of a row
and a column.
o This intersection gives a unique address to each cell which is a
combination of the column header and the row number called
the cell address.
o For example, D3 is the cell address referring to the cell formed
at the intersection of the Column D [Fourth Column] and Row
3[Third row].
 Active Cell
o Cells can be made active by clicking on them or by pressing the
arrow keys from the keyboard.
o A thick border will appear around it. This single selected cell
is called the active cell.

 Range of Cells
o Range of cells, also known as block of cells, implies a group of
cells forming a rectangular area.
o Excel indicates a range by using a colon (:).
o For Example, a range starting from ‘E3’ to ‘I7’ (i.e. third row fifth
column to third row ninth column) is written as ‘E3:I7’.

Test yourself:-
Name the cell range of the following:
a. Starting from first row sixth column to first row tenth column.
b. Starting from second row second column to fifth row fifth
column.
c. Starting from tenth row first column to fifteenth row eighth
column.

Answers: a. F1:J1
b. B2:E5
c. A10:H15
  Name Box and Formula Bar
o The Name box displays the name of the active cell in a
worksheet, or the name of the first active cell of the selected
range.
o The drop-down arrow next to the Name box is used to locate
the previously named regions.
o The Formula bar located on the right of the Name box,
displays the contents of the active cell in the worksheet.

 Status Bar
o The Status bar located below the Sheet tab and Tab scrolling bar
displays the information about an operation in progress or
about a selected command.
o After the selection of the command, the left side of the status bar
displays the command.

Entering Data in a Spreadsheet

The data can be entered in a cell by making a cell active and then press F2
key or double-click within the selected cell.
You can enter data either directly in the cell or in the formula bar. After
entering the data, it will appear both in the cell and in the formula bar at the
same time.
When you type in a cell, there are three buttons that become active-
Cancel, Enter and Insert function buttons at the left side of the formula bar.

 Cancel Button is used to cancel the data entry in a cell

without pressing the delete key (i.e, rejecting the data entered in
a cell)
 Enter Button is used to accept the data entered in a cell. It is
equivalent to pressing Enter key and moving to the next cell.
 Insert Function button helps you to insert formula in a cell.
 You can move around a worksheet using the instructions given in the
tables 1 and 2.
Key Strokes Moves… Shortcut Keys Moves…
Enter Next Row Ctrl + Last Column
Tab Next Column Ctrl + Last row
One cell left Ctrl + Home Start of
One cell right Worksheet
One cell up Shift + Enter Previous Row
One cell down Shift + Tab Previous Cell
Table: 1 Keystrokes to navigate in Excel Sheet Table: 2 Shortcut keys to navigate in the
Excel Sheet

Types of Data
There are four types of data which can be entered into a cell.
1. Date and Time:
This data consists of date value like 01/04/2018 and time value like
09:00 AM. The date and Time values are by default right aligned. (By
default right aligned means when you type date value in a cell it will
come on the right-hand side of the cell-wall).

2. Numbers :
This includes the digits from 0-9 and the symbols, such as +, -, *, / (,), =,
<, > and %. The numerical values are by default right aligned.

3. Text :
Textual data consists of letters, numbers (the numbers are included
here which doesn’t require to be calculated like writing a flat no. in
address), special characters, such as $,: and blank spaces.
For example, Tuesday (letters), Address-2(letters and numbers), etc.
The textual data is by default left aligned.

4. Formula:
It is a combination of numbers, operators and cell addresses. It is used
to perform calculations on the values stored in a cell or range of cells.
(Note: The next topic explains how the cell addresses will be included in
a formula)
Performing Calculations Using Simple Formulas
MS Excel 2010 is a spreadsheet program that lets you to perform calculation
on its data. Here you will learn how to perform mathematical calculations
easily on numeric data like addition, subtraction, multiplication and division
using formulas.
 Simple Formulas
As you use formulas to solve mathematical problems, in the same way,
you can use predefined formulae to perform calculations in MS Excel
201 spreadsheet.
A formula can be a combination of values (numbers or cell references)
and operators (+, - , *, /) into an algebraic expression.

 Rules for using a Formula

Excel comes up with predefined formulas which are known as
Functions.
They accept some value(s) as arguments and return the result value in
the cell in which they have been typed.
Syntax =Function Name (Arguments)
Rule 1 A Formula always starts with an equals to sign.
Rule 2 A valid function name should be provided in MS Excel 2010
like SUM, AVG, MIN, MAX, etc.
Rule 3 A function name is followed by the parenthesis ( )
Rule 4 Arguments can be a constant value, cell address or cell range
which must be inside the parenthesis.

Example:
Add 10 and 20
Formula:
=10+20(using + operator)
OR
=SUM (10, 20) [This is using the predefined SUM function in MS Excel]

The result of the formula will be displayed in the cell where the formula
is being entered.

 Refer the following link for learning how to do simple calculations in

MS Excel.
https://support.office.com/en-us/article/video-basic-math-in-excel-2013-
e05703f5-7150-44c1-8a52-307738266821
Working with Workbook

When you start MS Excel 2010, a blank workbook appears. Remember the
following:
 The Microsoft Excel workbook is named as ‘Book 1’.
 The active cell in the worksheet is ‘A1’
 The active worksheet is ‘Sheet 1’.
 The mouse pointer changes from an arrow to a white cross.(When you
cursor to the worksheet area)

 Creating A Workbook
To create a new workbook, follow the steps given below.
Step 1: Click on the File tab.
Step 2: Click on the New option. The New Window with the list of
templates opens up (As shown in Fig. 8)
Step 3: Click on the Blank Workbook under the Available Templates
section. Then click on the Create option on the right pane.
OR
Double-click on the Blank Workbook under the Available
Templates section. A new workbook will be created.

Fig. 8: The Create New Workbook Window

  Opening a Workbook
To open a saved workbook, follow the steps given below.
Step 1: Click on the File tab.
Step 2: Click on the Open option. The Open dialog box appears (Fig. 10).

Step 3: From the left pane of the dialog box, select the location of your
workbook.
Step 4: Select the workbook and click on the Open button.

 Refer the following link to learn how to create and open workbook in MS Excel:
https://www.youtube.com/watch?v=17aAmSQYnfM

 Saving a Workbook
After creating a workbook, you must save it if you require it for future
reference.
To save a workbook, follow the steps given below.
Step 1: Click on the File tab.
Step 2: Click on the Save As option.
The Save As dialog box appears(fig. 9)
 Fig. 9: The Save As dialog box

Step 3: From the left pane of the dialog box, select the location where
you want to save the file.
Step 4: Type the name of the file in the File name text box.
Step 5: Click on Save button to save the workbook.
Your file will be saved with an extension name .xlsx.

 Refer the following link to learn how to save a workbook:

https://www.youtube.com/watch?v=P3WhOlsNBv4&feature=youtu.be

 Closing Workbook

To close Excel workbook, follow the steps given below.

Step 1: Click on the File tab and then click on Close option.
OR
Click on Close button on the upper right corner of the Excel
workbook. Excel will offer three options—Save, Don’t Save or
Cancel (Fig. 11).
Step 2: Click on the Save option if you want to save the changes and
close the window, or on the Don’t Save option if you want to
close the window without saving the changes. In case you do
not want to close the window, click on the Cancel option.
 Exiting Excel
To exit MS Excel, click on the File tab and then click on the Exit option
OR
Click on the Close button on the upper right corner of the MS Excel
2010 window.
 WORKSHEET
1. MS Excel 2010 is software.
2. MS Excel 2010 is a part of software package.
3. By default, one workbook in Excel contains worksheets.
4. The extension name of an Excel 2010 workbook is .
5. _ Shortcut key you will use to enter data in a spreadsheet.
6. A workbook is a collection of .
7. The box is located on the left of the Formula box.
8. A formula in the Excel always starts with a/an sign.
9. _ is the last column header in a MS Excel 2010 worksheet.
10. A of cells implies a group of cells forming a rectangular area.
11. _ Shortcut keys are used to navigate to last column.
12. _ Shortcut keys are used to navigate to last row.
13. _ Shortcut keys are used to navigate to the start of worksheet.
14. _ shortcut keys are used to navigate to the previous row
15. _ Shortcut keys are used to navigate to the previous cell.
16. Write true or false and rewrite the false statement correctly.
a. The Status bar displays the information about a selected command
in progress.
b. The default name of a workbook is Workbook1.
c. A worksheet is the area where you can do all the work in Excel.
d. A cell is the rectangular box formed at the intersection of a row
and a column.
e. A cell address cannot be used in a formula.

17. Define the following

a. Worksheet
b. Workbook
c. Cell
d. Range of Cells
e. Name box
f. Formula bar
18. What is spreadsheet? Give few examples.
19. Write any three features and advantages of a spreadsheet.
20. Name the types of data which can be entered in a cell.
21. How will you save and open an existing workbook in MS Excel 2010?
WORKSHEET-SOLUTIONS
1. Spreadsheet
2. Microsoft Office 2010
3. Three(3)
4. .xlsx
5. F2
6. Worksheet
7. Name
8. Equals to( = )
9. XFD
10. Range
11. Ctrl +
12. Ctrl +
13. Ctrl + Home
14. Shift + Enter
15. Shift + Tab
16. a. True
b. False
The default name of a workbook is Book1.
c. True
d. True
e. False
A cell address can be used in a formula.
17.17.
a. Worksheet: This is the area where you do all your work in
MS Excel.
b. Workbook: It is a collection of related worksheets. Every file
saved in MS Excel is a workbook.
c. Cell: The intersection of a row and a column is called a cell.
d. Range of cells: It is also known as block of cells and implies a
group of cells forming a rectangular area.
e. Name box: It displays the cell address of the active cell.
f. Formula bar: The Formula bar displays the contents of the
active cell in the worksheet.
18. Spreadsheet: It is an electronic document in which data is arranged
in the rows and columns that helps in calculations, organizing,
analyzing and manipulating data easily and rapidly.
Examples: Google Sheets, Lotus Symphony, Openoffice Calc,
LibreOffice calc, Quattro Pro, etc.
19.19.
FEATURES OF A SPREADSHEET PROGRAM
a. Autosum
This feature helps you to add the data in a number of adjacent cells
automatically.

b. Autofill
This feature allows you to quickly fill cells with repetitive or sequential
data such as dates or serial numbers, and repeated text. Autofill can
also be used to copy functions. You can also alter text and numbers
with this feature.

c. Sort and Filter

These features helps you to organize data so that it is easier to analyse
it. Sorting helps you to arrange the data in ascending or descending
order. Filter command is used to display the specific value that meets
the certain criteria.

ADVANTAGES OF A SPREADSHEET PROGRAM

a. We can make changes in data easily.
b.Calculations are almost error free.
c. It can recalculate automatically.

20. There are four types of data which can be entered into a cell.
i. Date and time
ii. Numbers
iii. Text
iv. Formula
17. SAVING A FILE
To save a workbook, follow the steps given below.
Step 1: Click on the File tab.
Step 2: Click on the Save As option.
The Save As dialog box appears
Step 3: From the left pane of the dialog box, select the location where
you want to save the file.
Step 4: Type the name of the file in the File name text box.
Step 5: Click on Save button to save the workbook.
Your file will be saved with an extension name .xlsx.

OPENING A FILE
To open a saved workbook, follow the steps given below.
Step 1: Click on the File tab.
Step 2: Click on the Open option. The Open dialog box appears.
Step 3: From the left pane of the dialog box, select the location of your
workbook.
Step 4: Select the workbook and click on the Open button.