INTRODUCTION AND FUNCTION OF MS EXCEL

1. FUNCTION OF
MS EXCEL
PRESENTED BY:-
HEBA SHOAIB KIDWAI

2. Ms Excel
Meaning:-
It is basically a spreadsheet program formed by Microsoft, in which there
are rows and column which used to organize the data with function and
formula.
Basic Terms:-
WORKSHEET:-
It is a grid of horizontal rows and vertical column.
• Rows:- Rows are horizontal staring from 1 and go as 2,3,4.... Maximum
row in ms excel worksheet is 1,048,576(2019).
• Column:- Column are vertical staring from A and go as B, C. Colum are
lettered as A-Z, AA-AZ, BA-BZ, AAA-AAZ, ABA-ABZ and go on... Maximum
column in excel worksheet is 16384 (2019).

3.  WORKBOOK:-
A spreadsheet allows you to combine more than one worksheet in a file.
Such a file having multiple worksheets is know as a workbook.
DIFFERNCE BETWEEN WOEKBOOK AND WORKSHEET
A WORKSHEET is a grid of cells made up of rows and columns. Multiple
worksheets can be combined under a file know as WORKBOOK.
 CELLS:-
Cell is a basic unit of worksheet where numbers, texts, formulas etc. Can be
placed. Cell is formed by intersection of rows and column and this
intersection gives a cell a unique address i.e. the combination of the column
letter and row number.
FOR EX:- If a row 4 intersected by a column E, then the cell formed out of it
gets an address E4.
• Cell Pointer:- It is a cell boundary that specifies which cell is active at that
moment
• Current cell:- It is a cell which is active. This is the cell where cell pointer
point to. And it is the cell where the next entry would take place.
• Range of cells:- A range of cells is a group of contiguous cells that form
rectangular area in shape. For ex:- a range starting from F7 till G14 would
be written as F7:G14 in ms excel.

4. RANGE
CELL
CELL

5. Important terms
 Merging and unmerging of cells:-
Combining multiple cells (two or more) that are in the same row and/or in
the same column to a single cell is known as merging cells. Separating
the cells that are merged is known as unmerging cells

6. Inserting a cell:-
1. Select the cells, rows, or columns where
you want the new, blank cells to appear.
2. Click the drop-down arrow attached to
the Insert button in the Cells group of the
Home tab.
3. Click Insert Cells on the drop-down menu.
 Shift Cells Right shifts existing cells to the right to
make room for the blank cells you want to insert.
 Shift Cells Down instructs Excel to shift existing
cells down. This is the default option.
 Entire Row inserts complete rows in the cell range.
You can also select the row number on the frame
before you choose the Insert command.
 Entire Column inserts complete columns in the cell
range. You can also select the column letter on the
frame before you choose the Insert command.
Then click Ok

7. MS EXCEL FUNCTION
BASIC TERMS
ARGUMENTS:- Arguments are the values passed to the functions, using
which the function carries out some task.
Syntax:- The structure of a function begins being with function name,
followed by an opening parenthesis, the arguments for the function are
separated by comas, and a closing parenthesis.

8. 1. SUM
Meaning:-
This function is used for adding number in excel
Syntax:-
Sum function =sum(number 1, number 2...)
Arguments :-
• number1 - The first value to sum.
• number2 - [optional] The second value to sum.

9. Example:-
1. Enter the function
2. Select the column
3. press enter
Marks1 total is i.e. 79 same apply to marks 2 column i.e. 73
A B C
1 NAME MARKS 1(20) MARKS2(20)
2 RITA 12 14
3 SEEMA 14 16
4 SONIA 16 18
5 TARUN 18 10
6 TINA 19 17
7 TOTAL =sum(B2:B6) =sum(C2:C6)

10. 2.IF
Meaning:-
Function is used for whether condition is true or false
Syntax:-
=IF (logical test, [value if true], [value if false])
Arguments:-
• logical test - A value or logical expression that can be evaluated as TRUE or
FALSE.
• Value if true - [optional] The value to return when logical test evaluates to
TRUE.
• Value if false - [optional] The value to return when logical test evaluates to
FALSE.

11. Example:-
After applying the function of IF:-
= if(B2:B6>35,“pass",“fail")
This means marks greater than 35 true
and less than 35 false
FFLRGT
A B
1 NAME MARKS
2 MEENA 75
3 SURAJ 60
4 SONALI 35
5 REKHA 54
6 GEETA 30
A B C
1 NAME MARKS RESULT
2 MEENA 75 pass
3 SURAJ 60 pass
4 SONALI 35 fail
5 REKHA 54 pass
6 GEETA 30 fail
FUNCTION IS
PLACED
CLICK ON CELL THEN GO
RIGHT CORNER OF CELL
THAN SCROLL DOWN FOR
GETTING REMAING RESULT

12. 2A. IF OR
Meaning:-
One condition to be true or false
Syntax:-
=IF(OR(logical test 1,logical test 2) , [value if true], [value if false])
Arguments:-
• Logical test 1 - The first condition or logical value to evaluate.
• Logical test 2 - [optional] The second condition or logical value to
evaluate.
• Value if true - [optional] The value to return when logical test evaluates to
TRUE.
• Value if false - [optional] The value to return when logical test evaluates to
FALSE.

13. Example:-
FUNCION IS
APPLIED
CLICK ON CELL
THEN GO RIGHT
CORNER OF CELL
THEN SROLL DOWN
After applying the function:-
=if(or(warehouse1>0,warehouse2>0),"instock","outstock")
A B C D
1 PRODUCT WAREHOUSE 1 WAREHOUSE 2 RESULT
2 TABLE 0 10 INSTOCK
3 CHAIR 0 0 OUTSTOCK
4 BED 5 1 INSTOCK
5 CABINET 0 0 OUTSTOCK

14. 2B. IF AND
Meaning:-
All condition need to be true
Syntax:-
=IF(AND(logical test 1,logical test 2) , [value if true], [value if false])
Arguments:-
• Logical test 1 - The first condition or logical value to evaluate.
• Logical test 2 - The second condition or logical value to evaluate.
• Value if true - The value to return when logical test evaluates to TRUE.
• Value if false - The value to return when logical test evaluates to FALSE.

15. Example:-
FUNCTION IS
APPLIED
After applying the function:- =if(and(marks1>40,marks2>40),“pass",“fail")
A B C D
1 STUDENT MARKS 1 MARKS 2 RESULT
2 STUDENT 1 30 60 FAIL
3 STUDENT 2 50 40 FAIL
4 STUDENT 3 75 64 PASS
5 STUDENT 4 66 35 FAIL
6 STUDENT 5 80 77 PASS

16. 3. SUM IF
Meaning:-
The powerful SUMIF function in Excel sums cells based on certain criteria
Syntax:-
• =SUMIFS (sum range, range1, criteria1, [range2], [criteria2], ...)
Arguments;-
• Sum range - The range to be summed.
• range1 - The first range to evaluate.
• criteria1 - The criteria to use on range1.
• range2 - [optional] The second range to evaluate.
• criteria2 - [optional] The criteria to use on range2.

17. Example:-
FUNCTION
APPLIED
After applying the function:-
=SUMIF(A1:A6,"=A",B1:B6)
ONLY “A” alphabet amount added that is 1500
A B
1 A 1000
2 B 1300
3 C 900
4 A 500
5 B 1500
6 C 800

18. Summary
• Sum:-
=sum(number 1, number 2...)
• If:-
=IF (logical test, [value if true], [value if false])
• If Or:-
=IF(OR(logical test 1,logical test 2) , [value if true], [value if
false])
• If And:-
=IF(AND(logical test 1,logical test 2) , [value if true], [value if
false])
• Sum If:-
=SUMIFS (sum range, range1, criteria1, [range2], [criteria2],
...)