MS Office Skill

1. Chapter 3
Office
Automation

2.  A spreadsheet is grid of rows and
columns in which user enter data
in form of numbers and text .
 They are use for multiple tasks
and capable of maintaining data
record in various ways ( i.e. table
, pie chart, any other type of
charts,marksheets) etc.
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3.  Spreadsheets are used in School
for various purpose .
 It is used by teachers to maintain
the academic result record of
students in different subjects .
 Admin department use
spreadsheet for maintaining the
record of employees (staff
members and teachers )working
in the school. Students records
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4.  Students uses Spreadsheet in
order to complete the
assignment given by teacher .
 They can make class record on
basis of result achieved in
various subjects.
 Class list can be maintained.
 Grouping can be done .
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5.  Microsoft Excel is the world's most popular
spreadsheet software. It is designed to help
users perform a myriad of business tasks,
from to-do lists to forecasts to macros and
VBA.
 ADVANTAGES OF PROTECTING AN
EXCEL WORKSHEET
 When a worksheet is protected, other users
can only view the information in it but
changes cannot be made.
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6. MICROSOFT
Founded by Bill Gates
and Paul Allen in
April 1975 .
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7.  Identifying Cells
 Active Cells
 Size of Spreadsheet
 Filling Columns and Rows
 Relative Cell Addressing
 Absolute Cell Addressing
 Paste Special
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8. IDENTIFYING CELLS
 BOXES FORMED BY THE INTERSECTION
OF INDIVIUAL ROWS AND COLUMNS ARE
KNOWN AS CELLS .
 CELLS ARE IDENTIFY WILL THE COLUMN
AND ROW NUMBER.
ACTIVE CELLS
 AT ANY MOMENT USER IS POSITIONED
IN SINGLE CELL KNOWN AS ACTIVE CELL
OR CURRENT CELL
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9. 5/3/2020Contd 9
ACTIVE
CELL
ROW
HEADING
Worksheet
Window

10. 5/3/2020Contd 10
ACTIVE CELL
ADDRESS
Formula
Bar
Column
Heading
Worksheet
Window

11. SIZE OF SPREADSHEET
 Each worksheet has 16,234 columns and
1,048,576 rows
 User can move window sideways to view
additional columns
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REMEMEBER
Worksheet name can be changed by right
click on sheet1 and rename it

12. PASTE SPECIAL COMMAND
IN EXCEL
 Excel’s Paste Special command allows
many other options while pasting cells
such as paste only formats of selected
cells without contents o paste contents
without formulas.
 Commonly used options of Paste
Special dialog box are explained below.
 All: Used to paste text, numbers and
formulas without formatting.
 Formulas: Used to paste text, numbers
and formulas without formatting.
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13.  Values: Used to convert formulas in the
selected cell range to their calculated values
and then apply he paste command.
 Formats: Used to paste only the formatting
of selected cell range without cell contents.
 All except borders: Used to paste all the
information in the selected range without
copying any border if used.
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14.  Relative cell address means when a
formula is copied to others cells, the
cells reference in the formula
change to reflect the formula’s new
locations.
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Absolute cell address
• Relative cell address begins with
$ sign. Absolute cell addressing
keeps the reference of the cell
constant

15. C6 * $C$3
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Relative cell
address
Absolute Cell
Addressing

16. WORKING WITH
FUNCTIONS AND
FORMULAS
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17. Functions are built-in formulas in Excel that allow
user to easily perform common calculations on data.
USING KEYBOARD TO FIND AVERAGE
• Select cell where the result will appear.
• Type = av to display the Formula AutoComplete list.
• Point to AVERAGE function and Double-click.
 Select the range to inset it as argument to the
AVERAGE function.
• Press ENTER key.
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18. USING INSERT FUNCTION COMMAND TO
FIND THE HIGHEST VALUE
• Select cell where the answer will appear.
• Click Insert Function command. Inset Function dialog
box will be displayed.
• Select MAX in the function list and click OK.
• Type cell range in the Number 1 text box of Function
Arguments dialog box and click OK.
USING AUTOSUM DROP-DOWN MENU
TO FIND THE LOWEST VALUE
• Select cell where the answer will appear.
• Click Formulas tab.
• Open the AutoSum drop-down menu in the
Function
Library group and select Min.
• Type the range of cell and press enter. 5/3/2020Contd 18

19.  A formula is an expression that performs
calculations. It consists of operators,
constants and cell addresses.
 All the Excel formulas begin with equal
sign [=].
 EXAMPLE:
To multiply two numbers 4 and 7, the
formula will be =4*7. User can also use cell5/3/2020Contd 19
ARITHMETIC OPERATION EXCEL OPERATOR
Addition +
Subtraction -
Multiplication *
Division /
Exponent ^

20.  A chart is used to represent the
spreadsheet data graphically. It
helps in explanation and
communication of the meaning of
data in a worksheet.
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21. 5/3/2020Contd 21

22. Short Questions
1. Name three areas of application of MS Excel
2. Differentiate between relative and absolute cell
addressing .
3. What are the advantage to protecting an excel
worksheet ?
4. How graphical representation of data can be
helpful in business.
Detailed Questions:
1. Describe the Paste Special command use in
Excel.
2. Describe how functions are used in Excel with
examples.
3. Describe how formulas are used in Excel with
examples.
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