008 excel

SMS COMPUTERS MS-EXCEL
MS – EXCEL
Introduction :
MS – Excel is a spread sheet program that allows you to organize, analyze, and
graph or chart information on your computer. The Excel File Extension is ".XLS"
How to start MS – Excel :
• Click “Start” button.
• Select Programs.
• Select MS – Office option.
• Click MS – Excel option.
Finally then displays a MS – Excel application window
Then opens a MS–Excel window. The whole application is called spread sheet.
We are using tabular columns or rows area is called workbook. Each workbook
contains 256 work sheets. Each sheet contains 256 columns and 65,536 rows. Row *
column (* means “into”) combined a cell. There are 1,67,77,216 cells in a work sheet.
Title Bar :
This is the bar at the top of the window containing minimize, restore or
maximize, and close buttons. This shows the name of the workbook. When you open
a new work book it shows Microsoft Excel – Book1 on the title bar. After you save
the document by giving a name that name appears in the place of Book 1.
Control Buttons :
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They are three types of control buttons. They are
Minimize Button :
This button is used to minimize the workbook on the task bar.
1. Maximize Button :
This button is used to maximizes the workbook on the screen
2. Close Button :
This button is used to closes the whole spreadsheet.
Status bar :
The Status bar at the bottom of the Excel window displays information about a
selected command or, an operation in progress in the current working spreadsheet.
The extreme left of the status bar displays an operation in progress. The right side of
the status bar shows whether keys such as CAPS LOCK, SCROLL LOCK, or NUM
LOCK are turned on. Click status bar on the view menu to display or hide the status
bar.
Scroll Bars :
Scrolling is a technique to see top, bottom, left, and right unseen data of the
workbook. The term ‘scroll’ is used in computers in connection with showing unseen
text of the document. When a workbook is too big to be displayed in its entirely on the
screen a part of it is seen and using scroll arrow buttons, scroll bars, or scroll boxes
show the unseen part.
They are two types of scroll bars available in the
Ms – Excel spreadsheet.
1. Horizontal Scroll Bar.
2. Vertical Scroll Bar.
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(Horizontal Scroll Bar)
(Vertical Scroll Bar)

Worksheet Area :
This is space on Excel where data are text can be typed on which a
set of cells arranged in rows and columns. The entire worksheet and its
entire element including cells, gridlines, row and column headings, scroll
bars and sheet tabs is called worksheet area.
Insertion Point :
Insertion Point is the blinking vertical line on the working area of
the Excel window. This is the point where you can start typing text. User
always makes sure to put the insertion point where he wants it to be before
starting typing data.
Formula Bar :
A bar near the top of the window that displays the constant value or
formula used in the active cell. To enter or edit values or formula, select a
cell, type the data in the formula bar, and then press ENTER. You can also
double-click a cell to edit data directly in the cell.
Split Box :
The small box at the top of the vertical scroll bar and at the right end
of the horizontal scroll bar. To view two parts of a worksheet
simultaneously, drag the split box in the direction you want the split to
appear. To split the window along row or column gridlines, drag the split
box onto the worksheet. To remove a split, double-click the split.
Worksheet Window :
Worksheet (sometimes called spreadsheets) is an application
program into which you can enter labels, numbers, or formulas. The Excel
worksheet consists of cells arranged in rows and columns. The cell is a
basic working unit. Row cells are placed horizontally, left to right across
the screen. Column cells are placed vertically, top to bottom. Rows are
labeled consecutively with numbers from 1 to 65536. Columns are labeled
with letters consecutively. The first 26 columns are labeled A to Z, the
next 26 columns are labeled AA to AZ, and the next 26 columns are
labeled BA to BZ and so on up to 256 columns. A cell is the basic working
unit on the worksheet referred by its address usually its column label and
row label. For example cell C23 is the address of the cell at the insertion
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of column C and row 23. you have to enter data in cells, there are
16777216 cells in each worksheet. The worksheet can solve almost any
kind of numeric problems.
Block Diagram of Excel Spreadsheet or Worksheet :
Menu Bar :
This is usually below the title bar that provides access to the Excel menus. You
can open a Menu by clicking its name on the menu bar or hold down Alt key and
press the underline letter of the menu item. Alternatively, press the Alt key to active
menu bar then use left arrow or right arrow key to highlight menu choice and press
Enter key.
File Menu Edit Menu View Menu Insert Menu
Format Menu Tools Menu Data Menu Window Menu
Help Menu. (Each menu displays menu options.)
File Menu : (Alt + F)
NEW :
Creates a new blank file or new blank work book.
Keyboard Shortcut : Ctrl + N
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Title Bar
Bar
Minimize
Maximize
Close
Standard
Tool bar
Active Cell
Address
Menu Bar
Formatting
Toobar Formula
Bar
Cells
Split Box
Scroll
Bars
Active Cell
Worksheet
Tabs
Status Bar

OPEN :
This option is used to opens an existing or old file.
Keyboard Shortcut: Ctrl+ O, Ctrl + F12
CLOSE :
Closes the active file without exiting the program. If the file contains any
unsaved changes, you will be prompted to save the file before closing. In
Microsoft Word and Microsoft Excel, you can close all open files by holding
down SHIFT and clicking Close All on the File menu.
Keyboard shortcut : Ctrl + F4 (Function Key)
SAVE :
Saves the active file with its current file name, location, and file format.
Keyboard Shortcut : Ctrl + S
Save As :
Saves the active file with a different file name, location, or file format. In
Microsoft Access, Microsoft Excel, and Word, you can also use this command
to save a file with a password or to protect a file so that others cannot change its
contents.
Keyboard Shortcut : F12 (Function key)
Save As Web Page :
Saves the file in HTML format (a Web page), so that it can be viewed in
a Web browser, and sets other options such as the Web page title and location
where the file will be saved.
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How To opens document
 Click File Menu.
 Select and Click Open option.
 Then displays a open window.
 Select existing or old file.
 Finally click open button.
 Then displays a existing file.
How To saves document
• Click File Menu.
• Select and Click Save option.
• Then displays a Save window.
• Type a name.
• Finally click save button.
• Then file saves.

Page Setup :
This option is used to sets the page like page margins, page rulers, page sizes,
paper orientation and other layout options for the active file.
Print Preview :
This option is used to displays or sees the required page print format preview.
Shows how a file will look when you print it.
Keyboard Shortcut : Ctrl + F2 (Function Key) or Ctrl + Alt + i
Print :
The option is used to prints the active file or selected items.
Keyboard Shortcut : Ctrl + P
Properties :
Displays the property sheet for the active file.
Exit :
Closes this program after prompting you to save any unsaved files.
Keyboard Shortcut : Alt + F4 (Function key)
Edit Menu : (Alt + E)
UNDO :
Reverses the last command or deletes the last entry you typed. To reverse
more than one action at a time, click the arrow next to , and then click the
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How to sets the Page Setup
 Click File Menu.
 Select and Click Page Setup option.
 Then displays a Page Setup window.
 Then sets page margins, page sizes, and page
orientation and etc.
 Finally click OK button.
 Then file sets the required formats.
How to use Print :
Click on File Menu.
Select and click Print Option.
Then displays a print dialogue box.
Sets the printer options like choose printer type,
no of copies, page range etc.
Then finally click OK button.

actions you want to undo. The command name changes to Can't Undo if you
cannot reverse the last action.
Keyboard Shortcut : Ctrl + Z
REDO :
Repeats your last command or action, if possible. The Repeat command
changes to Can't Repeat if you cannot repeat the last action.
When you use the Undo command to reverse an action, the Repeat command
changes to Redo. The Redo command reverses the action of the Undo
command.
Keyboard Shortcut : Ctrl + Y
CUT :
Removes the selection from the active worksheet and places it on the
Clipboard.
Keyboard Shortcut : Ctrl + X
How to use this option :
 Select the cells of the active worksheet.
 Select Edit menu, Select and click cut option.
 Then cuts the required cells text or figure.
COPY :
Copies the selection to the Clipboard.
Keyboard Shortcut : Ctrl + C
 Select the text of the document.
 Select Edit menu, Select and click copy option.
 Then copy the required text or figure.
PASTE :
Inserts the contents of the Clipboard at the insertion point, and replaces
any selection. This command is available only if you have cut or copied an
object, text, or contents of a cell.
Keyboard Shortcut : Ctrl + V
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 Select the text of the document.
 Select Edit menu, Select and click cut or copy options.
 Then cut or copy the required text or figure.
 Select Edit menu, select and click paste option.
 Then fixes the cut or copying text or figure.
PASTE SPECIAL :
Pastes, links, or embeds the Clipboard contents in the current file in the
format you specify.
FILL :
Down :
Copies the contents and formats of the topmost cells of a selected range
into the cells below. To fill a selected range up instead of down, hold down
SHIFT and click , or click Down on the Fill submenu of the Edit menu.
Right :
Copies the contents and formats of the leftmost cell or cells of a selected
range into the cells to the right. To fill the selection to the left instead of the
right, hold down SHIFT and click , or click Right on the Fill submenu of the
Edit menu.
Up :
Copies the contents and formats of the bottom cell or cells of a selected
range into the upper cells of the range. Copied contents and formats replace
existing contents and formats.
Left :
Copies the contents and formats of the rightmost cell or cells of a selected
range into the cells to the left. Copied contents and formats replace existing
contents and formats.
Series :
Fills the selected range of cells with one or more series of numbers or
dates. The contents of the first cell or cells in each row or column of the
selection are used as the starting values for the series.
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Justify :
Redistributes the text contents of cells to fill the selected range. Numbers
or formulas cannot be filled and justified. Except for the left column, cells in the
range should be blank.
CLEAR :
All :
Removes all cell contents and formatting, including comments and
hyperlinks, from selected cells.
Formats :
Removes only the cell formats from selected cells; cell contents and
comments are unchanged.
Contents :
Removes the cell contents (data and formulas) from selected cells without
affecting cell formats or comments.
Keyboard Shortcut : Del key
Comments :
Removes only the comments attached to selected cells; cell contents and
formats are unchanged.
Delete :
Removes the selected object. In Outlook, removes the selected item from
the view and moves it to the Deleted Items folder.
DELETE SHEET :
This option deletes the select or required or activated sheet permanently.
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• Click Edit Menu
• Select and click Delete option.
• Then displays Delete dialog box.
• Select the required option of the dialog box.
• Finally click OK button.
• Then deletes the required format of the cells.

MOVE OR COPY SHEET :
Moves or copies the selected sheets to another workbook or to a different
location within the same workbook.
FIND :
Searches selected cells or sheets for the characters you specify, and
selects the first cell that contains those characters.
Keyboard Shortcut : Ctrl + F.
REPLACE :
Searches for and replaces the specified text and formatting.
Keyboard Shortcut : Ctrl + H.
GO TO :
In Microsoft Excel, scrolls through the worksheet and selects the cell,
range, or cells with special characteristics you specify. In Microsoft Word,
moves the insertion point to the item you want to go to. You can move to a page
number, comment, footnote, bookmark, or other location.
Keyboard Shortcut : Ctrl + G.
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1. Select Edit menu, select and click Find
option.
2. Then displays a find dialog box.
3. Type the finding or searching text.
4. Then click find next button.
5. Then displays the searching text.
1. Select Edit menu, select and click replace
option.
2. Then displays a replace dialog box.
3. Type the replacing text.
4. Then click replace or replace all button.
5. Then replace the old text with a new text.
1. Select Edit menu, select and click Go To option.
2. Then displays a Go To dialog box.
3. Type the Go To Page Number.
4. Then click Go To button.
5. Then goes the selected page.

View Menu : (Alt + V)
NORMAL :
Switches to normal view, which is the default view for most tasks in
Microsoft Excel, such as entering data, filtering, charting, and formatting.
PAGE BREAK PREVIEW :
Switches the active worksheet to page break preview, which is an editing
view that displays your worksheet as it will print. In page break preview, you
can move page breaks by dragging them left, right, up, or down. Microsoft
Excel automatically scales the worksheet to fit the columns and rows to the
page.
TOOLBARS :
Displays or hides toolbars. To display a toolbar, select the check box next
to the toolbar name. To hide a toolbar, clear the check box.
Toolbars displays different types of tool bars. They are
Standard Formatting Borders Chart
Control Toolbox Drawing External Data Forms
Formula Auditing Picture Pivot Table Protection
Reviewing Task Pane Text to Speech Visual Basic
Watch Window Web WordArt.
FORMULA BAR :
Displays or hides the formula bar.
STATUS BAR :
Shows or hides the status bar.
HEADER AND FOOTER :
Adds or changes the text that appears at the top and bottom of every page
or slide.
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• Select View menu, Select and click
Header and Footer option.
• Then displays a dialog box.
• Type Header and Footer as type of
the format.
• Then sets the Header and Footer on
the worksheet.

COMMENTS :
In Word, displays all comments ¾ made by all reviewers ¾ in the
comment pane. In Microsoft Excel, turns display of comments on the worksheet
on or off.
CUSTOM VIEWS :
Creates different views of a worksheet. A view provides an easy way to
see your data with different display options. You can display, print, and store
different views without saving them as separate sheets.
FULL SCREEN :
Hides most screen elements so that you can view more of your document.
To switch back to your previous view, click or press ESC.
ZOOM :
Controls how large or small the current file appears on the screen.
Inert Menu : (Alt + I)
ROWS :
Inserts the number of cells, rows, or columns you select. In Word, this
command is available only when you've selected one or more end-of-cell marks.
COLUMNS :
Inserts the number of cells, rows, or columns you select. In Word, this
command is available only when you've selected one or more end-of-cell marks.
WORKSHEET :
Inserts a new worksheet to the left of the selected sheet.
CHART :
Excel can displays a different type of charts in ms-excel application. We
can use any chart first click the type of chart and select the source of the data.
They are 14 types of charts available in MS-Excel. They are
1. Column 2. Bar 3. Line 4. Pie
5. XY (Scatter) 6. Area 7. Doughnut 8. Radar
9. Surface 10. Bubble 11. Stock 12. Cylinder
13. Cone 14. Pyramid.
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Examples of some different types of Charts :
TABLE 1 :
COLUMN CHARTS :
TOTAL WISE
0
50
100
150
200
250
BHASKAR
MADHU
PRASAD
MOHAN
SMS
NAMES
MARKS
SUBJECT WISE
25
62 53 55 45
85
95
45
68 85
45
75
25
27
65
0
50
100
150
200
250
BHASKAR
MADHU
PRASAD
MOHAN
SMS
BAR CHARTS :
TOTAL WISE
155
232
123
150
195
0 50 100 150 200 250
BHASKAR
MADHU
PRASAD
MOHAN
SMS
25
85
45
62
95
75
53
45
25
55
68
27
45
85
65
0 20 40 60 80 100
BHASKAR
MADHU
PRASAD
MOHAN
SMS
SUBJECT WISE
ADF
LINE CHARTS :
SNO SNAME MAT PHY CHE TOT
1 BHASKER 25 85 45 155
2 MADHU 62 95 75 232
3 PRASAD 53 45 25 123
4 MOHAN 55 68 27 150
5 SMS 45 85 65 195
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TOTAL WISE
155
232
123
150
195
0
50
100
150
200
250
BHASKAR
MADHU
PRASAD
MOHAN
SMS
SUBJECT WISE
25
62
53 55
45
85
95
45
68
85
45
75
25 27
65
0
10
20
30
40
50
60
70
80
90
100
BHASKAR
MADHU
PRASAD
MOHAN
SMS
PIE CHARTS :
TOTAL WISE
BHASKAR,
155
MADHU,
232
PRASAD,
123
MOHAN,
150
SMS, 195
XY (Scatter) CHARTS :
TOTAL WISE
BHASKAR,
155
MADHU,
232
PRASAD,
123
MOHAN,
150
SMS, 195
0
50
100
150
200
250
0 1 2 3 4 5 6
TOTAL WISE
BHASKAR,
155
MADHU,
232
PRASAD,
123
MOHAN,
150
SMS, 195
0
50
100
150
200
250
0 1 2 3 4 5 6
DOUGHNUT CHARTS :
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TOTAL WISE
BHASKAR,
155
MADHU,
232
PRASAD,
123
MOHAN,
150
SMS, 195
SUBJECT WISE
62
53
55
45
85
95
45
68
85
45
75
25
27
65
25
TABLE 2 :
SNO SNAME MAT PHY CHE TOT
1 BHASKAR 85 45 25 70
2 MADHU 95 75 65 140
3 PRASAD 53 42 25 67
4 MOHAN 68 55 27 82
5 SMS 85 45 65 110
AREA CHARTS :
TOTAL WISE
70
140
67
82
110
0
20
40
60
80
100
120
140
160
BHASKAR MADHU PRASAD MOHAN SMS
SUBJECT WISE
85
95
53
68
85
45
75
42
55
45
25
65
25 27
65
0
10
20
30
40
50
60
70
80
90
100
1
2
3
4
5
6
TABLE 1 :
RADAR CHART : BUBBLE CHART :
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TOTAL WISE
0
50
100
150
200
250
1
2
34
5
0
20
40
60
80
100
120
0 20 40 60 80
CYLINDER CHART :
0
50
100
150
200
250
BHASKAR
MADHU
PRASAD
MOHAN
SMS
TOTAL WISE
0% 20% 40% 60% 80% 100%
BHASKAR
PRASAD
SMS
SUBJECT WISE
CONE CHART :
0
50
100
150
200
250
BHASKAR
MADHU
PRASAD
MOHAN
SMS
TOTAL WISE
0
20
40
60
80
100
BHASKAR PRASAD SMS
SUBJECT WISE
PYRAMID CHART :
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0
50
100
150
200
250
BHASKAR
MADHU
PRASAD
MOHAN
SMS
TOTAL WISE
0%
20%
40%
60%
80%
100%
BHASKAR
MADHU
PRASAD
MOHAN
SMS
SUBJECT WISE
SYMBOL :
Inserts symbols and special characters from the fonts that are installed on
your computer.
PAGE BREAK :
Inserts a page break above a selected cell. This command changes to
Remove Page Break if you have a cell selected that is adjacent to a manually
inserted page break.
PASTE FUNCTION :
Displays a list of functions and their formats and allows you to set values
for arguments.
Examples :
A B C D E F
1 SNO SNAME SOFT HARD TOT AVG
2 1 AAA 25 95 120 60
3 2 BBB 35 55 90 45
4 3 CCC 65 55 120 60
5 4 DDD 45 95 140 70
6 5 EEE 85 25 110 55
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How to use Symbol :
 Select Insert menu.
 Select and click Symbol option.
 Then displays a symbol dialog box.
 Then select a required symbol.
 Click Insert button, next click Close button.
 Finally Inserts the selecting symbols on the
worksheet.

1. How to calculate the total of the each student ?
Function : SUM Range : =SUM(C2:D2)
=SUM(C2:C6)
2. How to calculate the average of the each student ?
Function : AVERAGE Range : =AVERAGE(E2/2)
=SUM(E6/2)
3. How many students are there in the class ?
Function : COUNT Range : =COUNT(B2:B6)
4. Calculate the total marks of the total students ?
Function : SUM Range : =SUM(E2:E6)
5. Calculate the average marks of the total students ?
Function : AVERAGE Range : =SUM(E2:E6/5/2)
6. Calculate highest marks of the total students ?
Function : MAX Range : =MAX(E2:E6)
7. Calculate the lowest marks of the total students ?
Function : MIN Range : =MIN(E2:E6)
8. Calculate the 60% students of the class ?
Function : COUNTIF Range : =COUNTIF(F2:F6,”60”)
Other Function :
A B C D E F
1 SNO SNAME SOFT HARD TOT AVG RESULT GRADE
2 1 aaa 25 95 120 60 FAIL Fist
3 2 BB B 35 55 90 45 PASS Third
4 3 CCC 65 55 120 60 PASS Fist
5 4 D DD 45 95 140 70 PASS Fist
6 5 EEE 85 25 110 55 FAIL Second
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Function : ABS Range : =ABS(E3)
Function : IF Range : =IF(AND(C3>=35,D3>=35), "PASS", "FAIL")
=IF(G3>=75,"Distinction",IF(G3>=60,"Fist",
IF(G3>=50,"Second",IF(G3>=35, "Third","Fail"))))
Function : TRIM Range : = TRIM(B3)
Function : UPPER Range : =UPPER(B2)
Function : LOWER Range : =LOWER(B4)
Function : LEFT Range : =LEFT(B2,1)
Function : LEN Range : =LEN(B4) RESULT = 3
Function : CONCATENATE Range : =CONCATENATE(B3,B5)
A B C
1 AAA BBB madhu
2 AAA BBB MOHAN
3 10 2 15
4 20 10 5
Function : EXACT Range : =EXACT(A1,A2) RESULT =TRUE
=EXACT(A1,B1) RESULT =FALSE
Function : PROPER Range : =PROPER(C1) RESULT = Madhu
=PROPER(C2) RESULT = Mohan
Function : REPT Range : =REPT(A1,2) RESULT = AAAAAA
Function : DATE Range : =DATE(1978,10,23) RESULT = 10/23/1978
RESULT = 28786
Function : SQRT Range : =SQRT(625) RESULT = 25
Function : ROMAN Range : =ROMAN(625) RESULT = DCXXV
Function : COUNTBLANK Range : =COUNTBLANK(RANGE)
Function : EVEN Range : =EVEN(9) RESULT = 10
Range : =EVEN(10) RESULT = 10
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Function : ODD Range : = ODD(8) RESULT = 9
Range : = ODD(9) RESULT = 9
Function : EXP Range : =EXP(625) RESULT = 2.7168E+271
Function : FACT Range : =FACT(6) RESULT = 720
Function : POWER Range : =POWER(10,3) RESULT = 1000
(10*10*10)
Function : PRODUCT Range : =PRODUCT(A3*B3*C3) RESULT = 300
Function : SIN Range : =SIN(0) RESULT = 0
Function : COS Range : =COS(0) RESULT = 1
NAME :
Define :
Creates a name for a cell, range, or constant or computed value that you
can use to refer to the cell, range, or value.
Paste :
Inserts the selected name into the formula bar. If the formula bar is active
and you begin a formula by typing an equal sign (=), clicking Paste pastes the
selected name at the insertion point. If the formula bar is not active, double-
clicking a name in the Paste Name box pastes an equal sign (=) followed by the
selected name into the formula bar.
Create :
Creates names by using labels in a selected range.
Apply :
Searches formulas in the selected cells and replaces references with
names defined for them, if they exist.
Label :
Uses predefined label ranges so that Microsoft Excel can automatically
apply text labels to your formulas.
COMMENT :
Inserts a comment at the insertion point.
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PICTURE :
Clip Art :
Opens the Clip Gallery where you can select the clip art image you want
to insert in your file or update your clip art collection. In PowerPoint, this
command is available only in slide and notes views.
Picture From File :
Inserts an existing picture in the active file at the insertion point.
AutoShapes :
Displays the AutoShape categories you can insert. Click an AutoShape
category, click the AutoShape you want, and then click or drag in the active
window where you want to insert the AutoShape. To draw an AutoShape that
retains its default height-to-width ratio, hold down SHIFT while you drag.
Picture Organization Chart :
Inserts a Microsoft Organization Chart object into your presentation,
document, or worksheet.
WordArt :
Creates text effects by inserting a Microsoft Office drawing object.
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From Scanner or Camera :
Loads an image by using a scanner or digital camera and then inserts the
resulting picture at the insertion point.
OBJECT :
Inserts an object ¾ such as a drawing, WordArt text effect, or an
equation ¾ at the insertion point.
HYPERLINK :
Inserts a new hyperlink or edits the selected hyperlink.
Inserts a hyperlink or edits the selected hyperlink. Keyboard Shortcut : Ctrl + K
Format Menu : (Alt + O)
CELLS :
Applies formats to the selected cells. This command might not available
if the sheet is protected.
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How to use Hyperlink :
 Select the cell in the worksheet.
 Select Insert menu.
 Select and click Hyperlink option.
 Hyperlink dialog box will appear.
 Select the link file.
 Finally click OK button.
 Then sets the hyperlink to the selecting text.
 Click Ctrl +Mouse, then opens a linked file.

ROW :
Height :
Changes the height of the selected
rows. You need to select only one
cell in a row to change the height for
the entire row. In Microsoft Excel,
this command is not available if the
worksheet is protected.
AutoFit :
Adjusts the row height to the minimum necessary to display the height of the
tallest cell in the selection. If you change the cell contents later, you must fit the
selection again. This command may not be available if the sheet is protected.
Hide :
Hides the selected rows or columns. Hiding rows or columns does not
delete them from the worksheet.
Unhide :
Displays rows or columns in the current selection that were previously
hidden.
COLUMN :
Width :
Changes the width of the
selected columns. You need to select
only one cell in a column to change
the width for the entire column. In
Microsoft Excel, this command is
not available if the worksheet is
protected.
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How to use this command :
• Click Format menu.
• Select and click Cells option.
• Sets the required format of the Number,
Font, Alignment, Border, Patterns,
Protection.

AutoFit Selection :
Adjusts the column width to the minimum necessary to display the
contents of the selected cells. If you change the cell contents later, you must fit
the selection again. This command might not be available if the sheet is
protected.
Hide :
Hides the selected rows or columns. Hiding rows or columns does not
delete them from the worksheet.
Unhide :
Displays rows or columns in the current selection that were previously
hidden.
Standard Width :
Changes the standard width of columns on a worksheet. This command is
not available if the sheet is protected.
SELECT : Rename :
Renames the active sheet.
Hide :
Hides the active sheet. The sheet remains open and accessible to other
sheets, but it is not visible. You can't hide the only visible sheet in a workbook.
Unhide :
Displays any hidden sheets.
Background :
Inserts a tiled graphic image in the worksheet background, based on the
bitmap you select.
AutoFormat :
Applies a built-in combination of formats, called an auto format, to a cell
range or a PivotTable report. If a single cell is selected, Microsoft Excel
89
How to sets the background :
• Click Format menu, Click Select option.
• Finally click Background option.
• Then displays a Sheet background dialog box.
• Select the picture and click Insert button.
• Then sets the background of the worksheet.
How to sets the AutoFormat :
• Click Format menu, Select and click AutoFormat
option.
• Then displays a AutoFormat dialog box.
• Select the type of the table format.
• Then sets the table background of the worksheet.

automatically selects the range surrounded by blank cells and applies the auto
format to that range. If the selection is part of a PivotTable report, the entire
table, except for the page fields, is selected and formatted. This command is not
available if the sheet is protected.
CONDITIONAL FORMATTING :
Applies formats to selected cells that meet specific criteria based on
values or formulas you specify.
A B C D E F
1 Destination January February March Total %Total
2 Delhi 17 21 36 74 9%
3 Chennai 119 101 89 309 35%
4 Hyderabad 75 77 61 213 25%
5 Bombay 93 87 90 270 31%
6 304 286 276 866
How to use this command :
Example :
In the above figure, say you wish to format the cells with different color
and font whose value is greater than 100 tickets.
Format ----- Conditional Formatting ….. It displays a Conditional Formatting
dialog box as shown below
In the condition 1 selection select the option Cell Value is or you can select
Formula is where you must write the formula, which returns True or False,
select greater than in conditional formatting box and enter 100 in the value text
90

box. To apply the format click the Format… button to open the Format cell
dialog box.
From the dialog box select Bold as the Font Style and blue as the font color
Click ok twice. To see the result, apply the effect as shown below.
A B C D E F
1 Destination January February March Total %Total
2 Delhi 17 21 36 74 9%
3 Chennai 119 101 89 309 35%
4 Hyderabad 75 77 61 213 25%
5 Bombay 93 87 90 270 31%
6 304 286 276 866
STYLE :
Defines or applies to the selection a combination of formats, called a
style.
Creating Styles :
• Select cells that are the same as, or similar to, the style you want to
create.
• Choose Format … Style from the menu bar to open the Style dialog box.
• Enter a name for the style.
• Use the check boxes to disable the formatting features that should not be
included in the style.
• Click the modify button to change any format options you wish in the
Format cells dialog box. Click OK to close the dialog box.
• Click the Add button to add a new style. Use the Close option to close the
dialog box, or click to apply the style to the current selection and close
the Style dialog box.
Using Styles :
In the Excel you need to delete on style. If you do not want it.
 Select the range you want to format.
 Then choose Format …. Style to open the Style dialog box.
91

 Choose the style you want from the Style Name drop-down list.
 Now click OK.
Merge Styles :
 If the style you want to apply is in a different workbook, open the
workbook.
 Return to the workbook you want to apply the style in, and then choose
Format … Style … Merge.
 Select the workbook where the style is and then click OK to merge the
styles from the select workbook in to the current workbook.
 Select the style from the style drop-down list, and then click OK.
Deleting Styles :
• Choose Format …. Style.
• Then Open the Style dialog box.
• Select the style from the Style Name dialog boxes and click
the Delete button.
Editing Styles :
 Choose Format …. Style.
 Then Open the Style dialog box.
 Select from the Style Name dialog box and change
any formatting option you desire.
 Then click the Add button to add the changes to the
style.
Tools Menu : (Alt + T)
SPELLING :
Checks the active document for possible spelling, grammar, and writing
style errors, and displays suggestions for correcting them. To set spelling and
grammar checking options, click Options on the Tools menu, and then click the
Spelling and Grammar tab.
SPEECH :
Speech Recognition :
Sets up and customizes speech recognition for dictating text, as well as
selecting menu, toolbar, and dialog box items.
Show Text To Speech Toolbar :
92

Displays or removes the Speak On Enter, Stop Speaking, By Rows, By
Columns, and Speak On Enter buttons.
SHARED WORKBOOKS :
Switches to shared workbook mode, which allows you and other users on
your network to edit and save changes to the same workbook.
AUTOCORRECT :
Sets the options used to correct text automatically as you type, or to store
and reuse text and other items you use frequently.
TRACK CHANGES :
Highlight Changes :
Highlights changes to cell contents in a shared workbook, including
moved and pasted contents and inserted and deleted rows and columns.
Track Changes Accept or Reject Changes :
Finds and selects each tracked change in a document so that you can
review, accept, or reject the change.
SHARED WORKBOOKS :
Switches to shared workbook mode, which allows you and other users on
your network to edit and save changes to the same workbook.
PROTECTION :
Protect Sheet :
Prevents changes to cells on worksheets, items in a chart, graphic objects
on a worksheet or chart sheet, or code in a Visual Basic Editor form.
Protect Workbook :
Protects a workbook's structure and windows. You can prevent changes
to the structure of a workbook so that sheets can't be deleted, moved, hidden,
unhidden, or renamed, and new sheets can't be inserted. You can also protect
windows from being moved or resized.
When the active document is protected, the command name changes to
Unprotect Workbook.
Protect for Sharing :
Protects the sharing and change history tracking in a shared workbook so
the features can't be turned off. If you select this check box and click OK when
93

the workbook isn't a shared workbook, you're asked if you want to save it as a
shared workbook. In a workbook that's already shared, you can turn on
protection for sharing and the change history, but you can't assign a password
for this protection. To assign a password, you must first remove the workbook
from shared use.
When the active shared workbook is protected, the command name
changes to Unprotect for Sharing.
ONLINE COLLABORATION :
Meet Now :
Starts an impromptu online meeting by sending an invitation to
participants. The participants you invite to the meeting must be running
Microsoft NetMeeting on their computers.
Web Discussions :
Displays the Discussions toolbar, where you can insert a new discussion
about the file or perform other discussion tasks.
GOAL SEEK :
Adjusts the value in a specified cell until a formula that is dependent on
that cell reaches a target value.
A B C D E
1 PRINCIPLE TIME RATE INTEREST TOTAL AMOUNT
2 10000 12 3 3600 13600
3 5000 12 3 1800 6800
4 1000 6 3 180 1180
5 20000 5 3 3000 23000
6 3000 12 5 1800 4800
For example by changing the cell total amount = 13600(E2), then by changing
the cell value = 20000, then change the rate(c2).
A B C D E
94

1 PRINCIPLE TIME RATE INTEREST TOTAL AMOUNT
2 10000 12 8.333333 3600 20000
3 5000 12 3 1800 6800
4 1000 6 3 180 1180
5 20000 5 3 3000 23000
6 3000 12 5 1800 4800
SCENARIOS :
Creates and saves scenarios, which are sets of data you can use to view
the results of what-if analyses.
AUDITING :
Trace Precedents :
Draws tracer arrows from the cells that supply values directly to the
formula in the active cell (precedents). To trace the cells that supply values
indirectly to the formula in the active cell, click the Trace Precedents button
again.
Trace Dependents :
Draws a tracer arrow to the active cell from formulas that depend on the
value in the active cell. To add additional levels of indirect dependents, click
the Trace Dependents button again.
Trace Error :
If the active cell contains an error value such as #VALUE or #DIV/0,
draws tracer arrows to the active cell from the cells that cause the error value.
Remove All Arrows :
Removes all tracer arrows from the worksheet.
Show Auditing Toolbar :
Displays the Auditing toolbar. Finds cells that have a relationship to a
formula, displays formulas affected by changes in a cell, and tracks down the
sources of error values.
95

MACRO :
Macros :
Opens the Macros dialog box, where you can run, edit, or delete a macro.
Use Record New Macro to record a series of actions as a macro, or click
Visual Basic Editor to write a macro.
Record New Macro :
Records a series of actions as a macro that you can later "play back."
Security :
Sets a high, medium, or low security level for files that might contain
macro viruses and lets you specify names of trusted macro developers.
Visual Basic Editor :
Opens the Visual Basic Editor, in which you can create a macro by using
Visual Basic.
Microsoft Script Editor :
Opens the Microsoft Script Editor, where you can add text, edit HTML
tags, and modify any script code. You can also view your Web page as it will
appear in a Web browser.
ADD-INS :
Specifies which add-ins are automatically available when you start
Microsoft Office. You can load or unload add-ins that come with Microsoft
Office as well as add-in programs that you create.
CUSTOMIZE :
Customizes toolbar buttons, menu commands, and shortcut key
assignments.
OPTIONS :
Modifies settings for Microsoft Office programs such as screen
appearance, printing, editing, spelling, and other options.
Data Menu : (Alt + D)
SORT :
96

Arranges the information in selected rows or lists alphabetically,
numerically, or by date.
FILTER :
AutoFilter :
The quickest way to select only those items you want to display in a list.
NAMES
Gokari
Madhu
Bhaskar
Jayanth
Ananth
Pinky
Johnny
Uday
Aadi
Brahma
Arudhra
Yamini
Adhilakshmi
NAMES
Aadi
Adhilakshmi
Ananth
Arudhra
Bhaskar
Brahma
Gokari
Jayanth
Johnny
Madhu
Pinky
Uday
Yamini
97

Show All :
Displays all of the rows in a filtered list.
Advanced Filter :
Filters data in a list so that only the rows that meet a condition you
specify by using a criteria range are displayed.
FORM :
Displays a data form in a dialog box. You can use the data form to see,
change, add, delete, and find records in a list or database.
SUBTOTALS :
Calculates subtotal and grand total values for the labeled columns you
select. Microsoft Excel automatically inserts and labels the total rows and
outlines the list.
VALIDATION :
Defines what data is valid for individual cells or cell ranges; restricts the
data entry to a particular type, such as whole numbers, decimal numbers, or
text; and sets limits on the valid entries.
98

TABLE :
Creates a data table based on input values and formulas you define. Data
tables can be used to show the results of changing values in your formulas.
CONVERT TEXT TO TABLE :
Converts the selected text to a table.
CONSOLIDATE :
Summarizes the data from one or more source areas and displays it in a
table.
GROUP AND OUTLINE :
Hide Detail :
In a PivotTable or PivotChart report, hides displayed detail data. On an
outlined worksheet, hides the detail rows or columns of a selected summary row
or column.
Show Detail :
In a PivotTable report, displays detail data, if available, for the selected
cell. In a PivotChart report, displays detail data, if available, for the selected
field or item. On an outlined worksheet, displays the hidden detail rows or
columns of a selected summary row or column.
Group :
Defines the selected rows or columns of detail data as a group in an
outline, so you can summarize the data. If you have not created an outline, this
command creates one for you. In a PivotTable or PivotChart report, this
command groups items in a field to create a single item from multiple items; for
example, you can group days, weeks, months, or other dates into quarters.
Ungroup :
99

Removes selected rows or columns from a group on an outlined
worksheet. In a PivotTable or PivotChart report, this command separates each
instance of a group into the items contained in the group; for example, it
separates quarters into the original individual dates.
Auto Outline :
Automatically outlines a selected range of cells or the entire worksheet,
based on formulas and the direction of references.
Clear Outline :
Removes the outline from the selected group of data. If the selection is
not a specific group within the outline, the outline is removed from the
worksheet.
Settings :
Specifies the options used to outline and summarize data in a worksheet or a
selected range of cells.
PIVOTTABLE AND PIVOTCHART REPORT :
Starts the PivotTable and PivotChart Wizard, which guides you through
creating or modifying a PivotTable or PivotChart report.
GET EXTERNAL DATA :
Run Saved Query :
Runs a previously saved Web query (*.iqy).
New Web Query :
Creates a new Web query to retrieve text or data that is in tables or
preformatted areas on a Web page. The retrieved data does not include pictures,
such as .gif images, and does not include the contents of scripts.
New Database Query :
Brings data from external sources into Microsoft Excel, by using either
the Query Wizard to create a simple query, or Microsoft Query to create a more
complex query.
Import Text File :
Opens an entire text file.
Edit Query :
Modifies an existing query that you have created in Microsoft Query.
100

Data Range Properties :
Sets options on the data range or result set returned to your worksheet
with a query.
Parameters :
Specify options for a special kind of query that prompts for criteria when
you run it. In a parameter query, the criteria you enter is used to retrieve data
from the tables in your query.
Window Menu : (Alt + W)
NEW WINDOW :
Opens a new window with the same contents as the active window so you
can view different parts of a file at the same time.
ARRANG :
Displays all open files in separate windows on the screen. The Arrange
command makes it easier to drag between files.
HIDE :
Hides the active workbook window. A hidden window remains open.
UNHIDE :
Displays hidden workbook windows.
FREEZE PANES :
Freezes the top pane, the left pane, or both on the active worksheet. Use
the Freeze Panes button to keep column or row titles in view while you're
scrolling through a worksheet. Freezing titles on a worksheet does not affect
printing.
SPLIT :
Splits the active window into panes, or removes the split from the active
window.
WINDOW LIST :
Lists the currently open files in this program. Click the file you want to
switch to.
101

Help Menu : (Alt + H)
OFFICE ASSISTANT :
The Office Assistant provides Help topics and tips to help you
accomplish your tasks.
SHOW OR HIDE THE OFFICE ASSISTANT
Displays or removes the Office Assistant from view.
OFFICE ON THE WEB :
Connects to the Microsoft Office Web site where you can get up-to-date
information and help on Office programs.
LOTUS 1-2-3 :
Helps you learn the Microsoft Excel equivalents for Lotus 1-2-3 menu
and command items. You can display the instructions for the equivalent item on
your worksheet, or you can view a demonstration that shows the Microsoft
Excel steps.
DETECT AND REPAIR :
Automatically finds and fixes errors in this program.
ABOUT MICROSOFT PROGRAM :
Displays the version number of this Microsoft program; copyright, legal,
and licensing notices; the user and organization name; the software serial
number; and information about your computer and your operating system.

S. MADHU MOHAN
MBA., PGDSE & DHE.,
SMS Computer Education
NANDIKOTKUR.
Ph. No : 9032900170
102

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