Microsoft Excel What You Can do with MS Excel Features of MS Excel - Graphical Features of Excel - Database Feature of Excel - Functional Features of Excel How to Access MS Excel on Your System The Excel Workbook The Excel Ribbon Command Overview of different tabs of Ribbon Quick Access Toolbar Right Click Menu The File Tab Saving Workbook Saving a File in Excel Saving New Changes in Excel Assignment

1. A
Lecture
on
MS - Excel
Course:- M.Sc Zoology
Faculty of Sciences
MAJU
Faculty Name:- Er. Yasir Khan
Mohammad Ali Jauhar University

2. List Of Contents …...
• Microsoft Excel
• What You Can do with MS Excel
• Features of MS Excel
- Graphical Features of Excel
- Database Feature of Excel
- Functional Features of Excel
• How to Access MS Excel on Your System
• The Excel Workbook
• The Excel Ribbon
• Command Overview of different tabs of Ribbon
• Quick Access Toolbar
• Right Click Menu
• The File Tab
• Saving Workbook
• Saving a File in Excel
• Saving New Changes in Excel
• Assignment

3. Microsoft Excel.......

4. What Excel is ???????
• Microsoft Excel is a helpful and powerful program for data analysis and
documentation. It is a spreadsheet program, which contains a number of columns and
rows, where each intersection of a column and a row is a “cell.” Each cell contains one
point of data or one piece of information. By organizing the information in this way,
you can make information easier to find, and automatically draw information from
changing data.
• MS Excel is a commonly used Microsoft Office application. It is a spreadsheet
program which is used to save and analyse numerical data.
• Microsoft Excel is an spreadsheet application designed both for Commercial as well as
personal usage.
• It is an electronic spreadsheet program that can be used for storing, organizing and
manipulating data.
• It features calculation, graphing tools, pivot tables and a macro programming
language.

5. What You Can do with MS Excel.......
• Import, export, and convert Excel, .csv, .txt and .ods formatted data.
• Use editing formula to perform calculations on your data, and use
formatting to create your own style.
• Chat in real time with others who are editing your spreadsheet while
using the online version.
• Create charts with your data.
• Embed a spreadsheet — or individual sheets of your spreadsheet — on
your blog or website
• Executing basic computations in a spreadsheet, like adding, subtracting,
multiplying, and dividing in a spreadsheet.

6. Features of MS Excel.....

7. Features of MS Excel.......

8. Features of MS Excel.......
• Graphical Features of Excel
• Database Features of Excel
• Functional Features of Excel

9. Graphical Features of Excel........

10. Graphical Features of Excel......
• Charts: We can use charts to represent the data in rich visualized graphical
representation.
• Shapes: We can create verity of shapes to represent the data in shapes and info-
graphics. We can draw any shape with the free form feature in Excel.
• SmartArts: We can use the SmartArts to align the data in a creative designs and
visually communicate the information.
• Clip Arts: We can add the ready to use clip arts to convey our message in pictorial
representation.
• Pictures: We can insert any image to enhance the objects. Example backgrounds of
Worksheets, Shapes and Charts

11. Database Feature of Excel.........

12. Database Feature of Excel......
• PivotTables: We can use the Summarize the data and create powerful cross tables.
• Slicers: Slicers are introduced in Excel 2010, this will helps us to connect the multiple pivot
tables and filter the data with buttons.
• Tables. We can create the tables in the data in records and fields format. This will be helpful to
quickly perform further analysis.
• Sparklines: Introduced in Excel 2010, we can insert the light weight charts into the cells.
• Database: We can use Excel as Data base to store the 1 million records. We can connect to verity
of the data bases and import the data into Excel.
• Sorting: We can sort the data in Excel. We can sort Ascending or Descending with on or more
columns.
• Filtering: We can Filter the data in Excel. We can set verity of the options to filter with required
options. Excel has the Advanced Filtering option to perform the more complex filters.
• Data validations: Data Validation Feature helps to restrict the cell to accept certain type of the
data. We can also provide the drop-down to choose from the pre-defined list.
• Grouping: We can group the rows and columns with parent and child records

13. Functional Features of Excel......

14. Functional Feature of Excel.....
• Functions: There are more than 300 built-in formulas to use in the Excel Cells. Verity of
the formulas (Text, Date, String, Maths,etc) will help to perform verity of calculations.
• VBA Macros: Excel comes with VBA Programming. We can use Macros feature to
automate the repetitive tasks.
• Add-ins: We can develop the Excel Add-ins with VBA or .NET to enhance the Excel
Functionality.
• Hyperlinks: We can add hyperlinks in the Excel to quickly navigate the different parts of
the Excel Workbook.
• Conditional Format: We can format the data based on certain conditions. This helps to
highlight the significant data range.
• SpellCheck: Built-in spell check feature helps us to avoid the spelling and grammatical
errors in the data.
• Protection: Excel provides Workbook, Worksheet and VBA Protection options.
• Excel Provides, verity of the Add-ins for Data analysis and ETL process.

15. How to Access MS Excel on Your System......
• Click on the Start icon on your System
• Locate MS office from the Programms option
• Now Click Microsoft Excel to launch the Excel application and present you
with workbook options.
• Click the first option; “Blank Workbook”

16. The Excel Workbook........
• Once Excel is started, a blank workbook will open on your screen. A workbook is an Excel
file that contains one or more worksheets (sometimes referred to as spreadsheets). Excel will
assign a file name to the workbook, such as Book1, Book2, Book3, and so on, depending on
how many new workbooks are opened. Figure shown below shows a blank workbook after
starting Excel. Take some time to familiarize yourself with this screen. Your screen may be
slightly different based on the version you’re using.

17. The Excel Ribbon.......
• Excel’s features and commands are found in the Ribbon, which is the upper area of
the Excel screen that contains several tabs running across the top. Each tab provides
access to a different set of Excel commands. Figure below shows the various
commands available in the Home tab of the Ribbon. .

18. Command Overview of different tabs of Ribbon.......

19. Quick Access Toolbar.........
• The Quick Access Toolbar is found at the upper left side of the Excel screen above the Ribbon,.
This area provides access to the most frequently used commands, such as Save and Undo. You also
can customize the Quick Access Toolbar by adding commands that you use on a regular basis. By
placing these commands in the Quick Access Toolbar, you do not have to navigate through the
Ribbon to find them. To customize the Quick Access Toolbar, click the down arrow as shown in
Figure 1.7. This will open a menu of commands that you can add to the Quick Access Toolbar. If
you do not see the command you are looking for on the list, select the More Commands option.

20. Right Click Menu........
• In addition to the Ribbon and Quick Access Toolbar, you can also access commands by
right clicking anywhere on the worksheet. Figure below shows an example of the
commands available in the right-click menu

21. The File Tab.........

22. The File Tab......
• The File tab is also known as the Backstage view of the workbook. It
contains a variety of features and commands related to the workbook
that is currently open, new workbooks, or workbooks stored in other
locations on your computer or network. Figure above shows the
options available in the File tab or Backstage view. To leave the
Backstage view and return to the worksheet, click the arrow in the
upper left-hand corner as shown above.

23. Saving Workbook........

24. Saving a File in Excel......
• Once you create a new workbook, you will need a file name and choose a
location on your computer or network to save that file. It is important to
remember where you save this workbook on your computer or network as you
will be using this file for “Entering, Editing, and Managing Data” to construct
the workbook The process of saving can be different with different versions of
Excel. Please be sure you follow the steps for the version of Excel you are
using.

25. Saving New Changes in Excel.........
There may be a situation when you open an existing sheet and edit it partially or
completely, or even you would like to save the changes in between editing of the sheet. If
you want to save this sheet with the same name, then you can use either of the following
simple options −
• Just press Ctrl + S keys to save the changes.
• Optionally, you can click on the floppy icon available at the top left corner and just
above the File tab. This option will also save the changes.
• You can also use third method to save the changes, which is the Save option available
just above the Save As option as shown in the above screen capture.
• If your sheet is new and it was never saved so far, then with either of the three options,
word would display you a dialogue box to let you select a folder, and enter sheet name
as explained in case of saving new sheet.

26. Assignment
• Prepare a spreadsheet for a class of 10 students in Ms
Excel showing the marks for five subjects. The
spreadsheet should contain marks for different
subjects separately you are allowed to take data for
the class as per your will.