MS Excel is an electronic spreadsheet used to maintain small office activities like accounts. It allows automatic recalculation of data, data storage, built-in functions, charts, basic database capabilities, what-if analysis, macros, pivot tables, and importing/exporting data. Excel screens contain sheets where different types of data like labels, numbers, and formulas can be entered and edited. Charts can be created using a 4-step wizard to visualize data and common applications include accounting, budgets, and calculations.

1. MICROSOFT EXCEL
BASICS
Z. Olirvel
Computer/Information Scientist
Pondicherry University

2. What it is?
 MS-Excel is an electronic spreadsheet
package which is used to maintain
the day-to-day activities of a small
office

3. Features
 Automatic recalculation
 Huge data storage
 Variety of built-in functions
 Charts
 Minimal Database capabilities
 What-if-analysis; Goal seek & Data Table
 Macros
 Pivot tables and charts
 Export and Import data from other
applications

4. Parts of the Screen

5. Types of Data
 Label (String or group of characters)
 Example : ‘Pondicherry’, ‘A1’,etc
 Number
 Example : 100,99.87, 1.2E+10, etc
 Formula
 Basic formula
 Example : =a1+b1, =c1/(a1-b2), etc
 Function
 Example : =SUM (range), =PMT (attributes)

6. Editing features
 F2 – key to edit a cell
 Copy
 Move
 Insert/delete a row & column
 Change the width of a row & column
 Formatting the data in the cells
 Auto fill
 Merge and centre the title
 Insert/delete a sheet in a book
 Saving the content

7. Chart/Graph
 Charts can be easily created using
chart wizard
 Chart Wizard can be started by using
the Chart Wizard button on the
Standard command bar (left) or from
the Chart... button on the Insert
menu (shown below).
 Chart wizard has 4 steps

8. Step 1 - Select a Chart Type

9. Step 2 - Source Data

10. Step 3 - Chart Options

11. Step 4 - Chart Location

12. Sample Chart
Funds Allocation for the Last Five years
0
50
100
150
200
250
2000 2001 2002 2003 2004
Years
Rs.
in
Lakhs
PURCHASE
SALARY
MAINTENANCE
BUILDINGS

13. Applications of Excel
 Petty cash accounts
 Simple Balance sheet
 Income Tax calculation
 Comparative statement preparation
 Budget statement
 Monthly electricity consumption statement
for quarters occupants
 EMI calculation for Loans
‘Generally wherever there are simple
calculations, Excel could be used’

14. Questions
?