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1. UNIVERSITY COLLEGE OF SCIENCEUNIVERSITY COLLEGE OF SCIENCE
INTRODUCTION TOINTRODUCTION TO
MICROSOFT EXCELMICROSOFT EXCEL

2. GUIDED BY :GUIDED BY :
KANIKA MA’AMKANIKA MA’AM
PRESENTED BY :PRESENTED BY :
DHAWAL MEHTADHAWAL MEHTA
BCA( 1BCA( 1STST
SEMESTER)SEMESTER)

3. CONTENTCONTENT
• Introducing excelIntroducing excel
• Office buttonOffice button
• Features overview and exploring of excelFeatures overview and exploring of excel
• Basic mouse pointer shapesBasic mouse pointer shapes
• Cell referenceCell reference
• worksheetsworksheets
• Find, replace and spelling checkerFind, replace and spelling checker
• Entering formulas and functionsEntering formulas and functions
• AutosumAutosum
• Shortcut keysShortcut keys
• Printing the workbook and print previewPrinting the workbook and print preview

4. INTRODUCING EXCELINTRODUCING EXCEL
• Microsoft ExcelMicrosoft Excel is a spreadsheet application developed by Microsoftis a spreadsheet application developed by Microsoft
for Microsoft windows operating system .for Microsoft windows operating system .
• ItIt is a program used to enter, analyze, and present quantitative datais a program used to enter, analyze, and present quantitative data
• It allows you to create professional spreadsheets and charts.It allows you to create professional spreadsheets and charts.
• It features graphing tools , calculation and important tablesIt features graphing tools , calculation and important tables..

5. OFFICE BUTTON CONTAINS..
NEW-TO OPEN NEW WORKBOOK. (CTRL+N)
OPEN-TO OPEN EXISTING DOCUMENT
(CTRL+O)
SAVE-TO SAVE A DOCUMENT. (CTRL+S)
SAVE AS-TO SAVE COPY DOCUMENT. (F12)
PRINT-TO PRINT A DOCUMENT. (CTRL+P)
PREPARE-TO PREPARE DOCUMENT FOR DISTRIBUTION.
SEND-TO SEND A COPY OF DOCUMENT TO OTHER PEOPLE.
PUBLISH-TO DISTRIBUTE DOCUMENT TO OTHER PEOPLE.
CLOSE-TO CLOSE A DOCUMENT (CTRL+W).

6. FEATURES OF EXCELFEATURES OF EXCEL
• Graphical User InterfaceGraphical User Interface
Excel is a GUI based Software most of the task performed by excelExcel is a GUI based Software most of the task performed by excel
can be carried out just by pressing a button in a toolbar.can be carried out just by pressing a button in a toolbar.
• CalculationCalculation
Excel is one of the fastest spreadsheet programs when you add orExcel is one of the fastest spreadsheet programs when you add or
delete or modify a particular figure in between then Excel recalculatesdelete or modify a particular figure in between then Excel recalculates
and changes the result automatically. and changes the result automatically.

7. • FunctionFunction
The excel program offers several mathematical , statistical andThe excel program offers several mathematical , statistical and
financial along with several date, time and logical functions.financial along with several date, time and logical functions.
• GraphsGraphs
Excel also allow the graphical representation data many types ofExcel also allow the graphical representation data many types of
graphs may be drown like :-graphs may be drown like :-
- Bar graph- Bar graph
- Line graph- Line graph
- X-Y graph- X-Y graph
- Pie chart- Pie chart

8. EXPLORING EXCELEXPLORING EXCEL

9. • Toolbars contain icons that perform common commandsToolbars contain icons that perform common commands
• Formula bar displays the contents of the active cellFormula bar displays the contents of the active cell
• located near the top of the worksheetlocated near the top of the worksheet
• Status bar keeps you informed of what is happening as you work located atStatus bar keeps you informed of what is happening as you work located at
the bottom of the worksheetthe bottom of the worksheet
• Title bar Contains the name of the document you are working on at a givenTitle bar Contains the name of the document you are working on at a given
time. When we create a new workbook it is assigned provisionally the nametime. When we create a new workbook it is assigned provisionally the name
Book 1, until we save it and give it the name we desire.Book 1, until we save it and give it the name we desire.
TOOLBARS

10. • Menu bar Contains those Excel operations gathered in dropdownMenu bar Contains those Excel operations gathered in dropdown
menus. You can do all operations from these menusmenus. You can do all operations from these menus
• Standard tool bar ContainsStandard tool bar Contains icons to perform in an immediate way someicons to perform in an immediate way some
of the operations that are most frequent like save ,copy ,cut etc.of the operations that are most frequent like save ,copy ,cut etc.

11. OVERVIEW OF EXCELOVERVIEW OF EXCEL
• A workbook is the MS Excel file in which you enter and store relatedA workbook is the MS Excel file in which you enter and store related
data. Adata. A Workbook is a collection of many worksheets.Workbook is a collection of many worksheets.
• Worksheet is made of many rows and columns and also calledWorksheet is made of many rows and columns and also called
spreadsheets.spreadsheets.
• There areThere are 16384 columns and 1048576 rows16384 columns and 1048576 rows in a worksheet.in a worksheet.
• On the worksheet intersection of rows and column is called cell.On the worksheet intersection of rows and column is called cell.

12. •A column is formed by cells vertically arranged. Each column is identified
by letters, for example A, B, C,... AA, AB,... IV.

13. •Each row is numbered, from 1 to 1048576, and is the
horizontal selection of cells in a sheet.

14. BASIC MOUSE POINTER SHAPESBASIC MOUSE POINTER SHAPES
Mouse Pointer Meaning
Default Mouse Pointer
Cursor
Auto-fill Handle
Rows and Columns Manual Resize
Move
Vertical Resize
Horizontal Resize
Diagonal Resize 1
Diagonal Resize 2
I-Beam
Insertion Point

15. CELL REFERENCECELL REFERENCE
• Each cell has a specific address which is a combination of numbersEach cell has a specific address which is a combination of numbers
and letters.and letters.
for example : A1,B10for example : A1,B10
• On a worksheet thick rectangular box represents currently selected orOn a worksheet thick rectangular box represents currently selected or
active cell.active cell.

16. CELL REFERENCECELL REFERENCE

17. A RELATIVE CELL
REFERENCE AS (A1)
IS BASED ON THE
RELATIVE POSITION
OF THE CELL. IF THE
POSITION OF THE
CELL THAT
CONTAINS THE
REFERENCE
CHANGES, THE
REFERENCE ITSELF IS
CHANGED.
IN CELL (C1) SUM FUNCTION IS USED.
THEN FUNCTION FROM CELL (C1) IS COPY TO CELL (D3).
WHEN THE POSITION OF THE CELL IS CHANGED FROM (C1) TO
(D3),THEN THE REFERENCE IS ALSO CHANGED FROM (A1,B1) TO
(B3,C3).
Cell Refrencing

18. AN ABSOLUTE CELL
REFERENCE AS ($A$1)
ALWAYS REFERS TO A
CELL IN A SPECIFIC
LOCATION. IF THE
POSITION OF THE
CELL THAT CONTAINS
THE FORMULA
CHANGES, THE
ABSOLUTE
REFERENCE REMAINS
THE SAME.
IN CELL (C1) SUM FUNCTION IS USED.
THEN FUNCTION FROM CELL (C1) IS COPY TO CELL (D3).
WHEN THE POSITION OF THE CELL IS CHANGED FROM (C1) TO (D3),THEN
THE ABSOLUTE REFERENCE REMAINS THE SAME(A1,B1).$ IS USED FOR
CONSTANT ROW OR COLUMN.
Cell Refrencing

19. IN CELL (C1) SUM FUNCTION IS USED.
THEN FUNCTION FROM CELL (C1) IS COPY TO CELL (D3).
WHEN THE POSITION OF THE CELL IS CHANGED FROM (C1) TO (D3),THEN
ROW REFERENCE IS CHANGED(FROM 1 TO 3) BUT COLUMN REFERENCE
REMAINS SAME(A,B).
A MIXED REFERENCE
HAS EITHER AN
ABSOLUTE COLUMN
AND RELATIVE ROW OR
ABSOLUTE ROW AND
RELATIVE COLUMN. AN
ABSOLUTE COLUMN
REFERENCE TAKES THE
FORM $A1, $B1.AN
ABSOLUTE ROW
REFERENCE TAKES THE
FORM A$1, B$1.
Cell Refrencing

20. INSERTING AND DELETING AINSERTING AND DELETING A
WORKSHEETWORKSHEET
• To insert a new worksheet into the workbook, right-click a sheet tab, clickTo insert a new worksheet into the workbook, right-click a sheet tab, click
Insert on the shortcut menu, select a sheet type, and then click the OKInsert on the shortcut menu, select a sheet type, and then click the OK
buttonbutton
• You can delete a worksheet from a workbook in two waysYou can delete a worksheet from a workbook in two ways
• You can right-click the sheet tab of the worksheet you want to delete,You can right-click the sheet tab of the worksheet you want to delete,
and then click Delete on the shortcut menuand then click Delete on the shortcut menu
• You can also click the Delete button arrow in the Cells group on theYou can also click the Delete button arrow in the Cells group on the
Home tab, and then click Delete SheetHome tab, and then click Delete Sheet

21. MODIFYING THE WORKSHEETMODIFYING THE WORKSHEET
• Insert commandInsert command
• can be used to add individual rows, columns, or cellscan be used to add individual rows, columns, or cells

22. • Delete commandDelete command
• can be used to delete individual rows, columns, or cellscan be used to delete individual rows, columns, or cells

23. USING FIND AND REPLACEUSING FIND AND REPLACE
• The Find command locates data in a worksheet, which is particularlyThe Find command locates data in a worksheet, which is particularly
helpful when a worksheet contains a large amount of data. You canhelpful when a worksheet contains a large amount of data. You can
use the Find command to locate words or parts of wordsuse the Find command to locate words or parts of words
• The Replace command is an extension of the Find command.The Replace command is an extension of the Find command.
Replacing data substitutes new data for the data that the FindReplacing data substitutes new data for the data that the Find
command locates.command locates.

25. ENTERING A FORMULAENTERING A FORMULA
• AA formulaformula is an expression that returns a valueis an expression that returns a value
• A formula is written usingA formula is written using operatorsoperators that combine different values,that combine different values,
returning a single value that is then displayed in the cellreturning a single value that is then displayed in the cell
• The most commonly used operators areThe most commonly used operators are arithmetic operatorsarithmetic operators
• TheThe order of precedenceorder of precedence is a set of predefined rules used tois a set of predefined rules used to
determine the sequence in which operators are applied in adetermine the sequence in which operators are applied in a
calculationcalculation

26. • Click the cell in which you want the formula results to appearClick the cell in which you want the formula results to appear
• Type = and an expression that calculates a value using cell referencesType = and an expression that calculates a value using cell references
and arithmetic operatorsand arithmetic operators
• Press the Enter key or press the Tab key to complete the formulaPress the Enter key or press the Tab key to complete the formula

27. HOW FORMULA IS ENTEREDHOW FORMULA IS ENTERED

28. COPY & PASTE FORMULASCOPY & PASTE FORMULAS

29. INTRODUCING FUNCTIONSINTRODUCING FUNCTIONS
• A function in excel is a built-in formula that performs a mathematicalA function in excel is a built-in formula that performs a mathematical
operation or returns information specified by the formulaoperation or returns information specified by the formula
• Function syntax :- =function name(Argument)Function syntax :- =function name(Argument)
For example :- =SUM(A1,C3)For example :- =SUM(A1,C3)
• .You can easily calculate the sum of a large number of cells by using a.You can easily calculate the sum of a large number of cells by using a
functionfunction

30. • The SUM function is a very commonly used math function in Excel.The SUM function is a very commonly used math function in Excel.
• A basic formula example to add up a small number of cells isA basic formula example to add up a small number of cells is
=A1+A2+A3+A4, but that method would be cumbersome if there were=A1+A2+A3+A4, but that method would be cumbersome if there were
100 cells to add up.100 cells to add up.
• Use Excel's SUM function to total the values in a range of cells like this:Use Excel's SUM function to total the values in a range of cells like this:
SUM (A1:A100)SUM (A1:A100)

31. FUNCTION DIALOG BOXFUNCTION DIALOG BOX

32. ENTERING FUNCTIONS WITHENTERING FUNCTIONS WITH
AUTOSUMAUTOSUM
• TheThe AutoSumAutoSum button quickly inserts Excel functions that summarizesbutton quickly inserts Excel functions that summarizes
all the values in a column or row using a single statisticall the values in a column or row using a single statistic
• Sum of the values in the column or rowSum of the values in the column or row
• Average value in the column or rowAverage value in the column or row
• Total count of numeric values in the column or rowTotal count of numeric values in the column or row
• Minimum value in the column or rowMinimum value in the column or row
• Maximum value in the column or rowMaximum value in the column or row

34. PARTICULARS
 EDIT THE ACTIVE CELL
 CREATE A CHART
 INSERT CELL COMMENT
 FUNCTION DIALOG BOX
 INSERT A NEW WORKSHEET
 NAME MANAGER DIALOGUE BOX
 VISUAL BASIC EDITOR
 MACRO DIALOG BOX
 HIDE THE SELECTED COLUMNS
 UNHIDE THE COLUMNS
 HIDE THE SELECTED ROWS
 UNHIDE THE ROWS
 SELECT ALL CELLS WITH COMMENT
KEYS
F2
F11
SHIFT + F2
SHIFT + F3
SHIFT + F11
CTRL + F3
ALT + F11
ALT + F8
CTRL + 0
CTRL + SHIFT + 0
CTRL + 9
CTRL + SHIFT + 9

35. PARTICULARS
 DOWN FILL
 RIGHT FILL
 ENTER SUM FUNCTION IN CELL
 EURO SYMBOL
 CENT SYMBOL
 POUND SYMBOL
 YEN SYMBOL
 ENTER NEW LINE IN ACTIVE CELL
 CURRENT DATE
 CURRENT TIME
 SHOW FORMULA
 SELECT ENTIRE COLUMN
 SELECT ENTIRE ROW
KEYS
CTRL + D
CTRL + R
ALT + =
ALT + 0128
ALT + 0162
ALT + 0163
ALT + 0165
ALT + ENTER
CTRL + ;
CTRL + SHIFT + ;
CTRL + `
CTRL + SPACEBAR
SHIFT + SPACEBAR

36. PARTICULARS
 APPLIES NUMBER FORMAT
 APPLIES CURRENCY FORMAT
 APPLIES PERCENTAGE FORMAT
 APPLIES EXPONENTIAL FORMAT
 APPLIES GENERAL NO. FORMAT
 APPLIES TIME FORMAT
 APPLIES DATE FORMAT
 APPLIES OUTLINE BORDER
 REMOVE OUTLINE BORDER
KEYS
CTRL + SHIFT + !
CTRL + SHIFT + $
CTRL + SHIFT + %
CTRL + SHIFT + ^
CTRL + SHIFT + ~
CTRL + SHIFT + @
CTRL + SHIFT + #
CTRL + SHIFT + &
CTRL + SHIFT + _

37. PRINTING THE WORKBOOKPRINTING THE WORKBOOK
• You can print the contents of your workbook by using the PrintYou can print the contents of your workbook by using the Print
command on the Office Buttoncommand on the Office Button
• The Print command provides three options:The Print command provides three options:
• You can open the Print dialog box from which you can specify theYou can open the Print dialog box from which you can specify the
printer settings, including which printer to use, which worksheetsprinter settings, including which printer to use, which worksheets
to include in the printout, and the number of copies to printto include in the printout, and the number of copies to print
• You can perform a Quick Print using the print options currently setYou can perform a Quick Print using the print options currently set
in the Print dialog boxin the Print dialog box

38. PRINT PREVIEWPRINT PREVIEW
• The print preview is a tool that permits us to visualize our sheet beforeThe print preview is a tool that permits us to visualize our sheet before
printing it. It permits us to see the skips in the page, the margins, theprinting it. It permits us to see the skips in the page, the margins, the
headers and footers, and the complete sheet formatheaders and footers, and the complete sheet format
• To visualize the print preview, follow these next steps:-To visualize the print preview, follow these next steps:-
1.1. Select the File menu.Select the File menu.
2.2. Then select the Print preview option. If this option does notThen select the Print preview option. If this option does not
appear, extend the menu.appear, extend the menu.
Or, click on the Print preview button on the toolbarOr, click on the Print preview button on the toolbar

41. Questions