Unit II

Electronic Worksheet or Spread sheet:An electronic worksheet or spread sheet program is used to perform calculation store information
in the memory of computer and display in the information or the result in the required format on
your computer screen. In such a worksheet, information is entered through the keyboard and
display on the computer screen.
MS Excel is a full-featured spreadsheet program that allows organizing data, calculation, making
decisions, graphing data, and developing professional looking reports. MS Excel is the most
powerful spreadsheet package brought by Microsoft. Some common application of spreadsheet is
in the following area.
-

Budget
Annual report of Business firms
Income statement and income tax calculations.
Billing.
Production and marketing analysis.
Banking
Cost effective analysis.
The information already entered on the screen can be changes very easily. Besides, when any
information is changed, the spreadsheet program on the basis of the new information. If you
change the unit price, the program will immediately recalculate and display the new total sales
value. The worksheet program can also display the result in the from a graphs.
Component of MS Excel Window:-

1. The Title bar displays the name of the current workbook or file.
2. The Menu bar is used to access menus from which one selects Excels various commands.
3. The standard toolbar displays buttons that one can click with the mouse to perform commonly
needed tasks.
4. The formatting toolbar displays button and lists that one can use to change the appearance of
data.
5. Cells to place data and formulas.
6. The active cell is indicated by a black outline.
7. The row heading and column heading help to identify cells.

8. The status bar displays information about the status of Excel and the system.
9. The scroll bar are used to moves around using the mouse.
10. The formula bar at the top of Excel windows that one uses to enter or edit values or formulas in
cell or charts.
Features of MS-Excel:Some of main features are:
1. Windows-based application:- MS Excel has an interface similar to Windows operating system.
Like as windows application, Excel ahs toolbars, Autocorrect, Online help. This makes Excel
easier to learn.
2. Workbook:- Workbook are containers that hold one or more worksheets. Keeping all sheet that
related to-a project in one file reduces the maintains different files.
3. Auditing:- Worksheet auditing is a feature that checks a worksheet for errors. Auditing can be
used to relate formulas in different cell and locate the source of a calculation error.
4. OLE support:- Excel worksheet can contain any object, like a document, a picture or a video clip.
This feature is known as Object Linking and Embedding
5. Data entry forms:- one can create custom data entry forms within a worksheet. Validation rules
and formatting can be included within a form.
6. Large data management capacity:- The most powerful and useful feature of Excel is the ability
to store and organize data. Excel can maintain large volumes of the data at a time. A worksheet
can contain 65536 rows and 256 columns. Each cell contains max. 255 characters.
7. Data analysis features:- Excel contains powerful tools that helps in data analysis. Pivot table, data
map tool etc.
8. Chart and graph:- Another basic feature of MS Excel is the ability to create customizable charts
and graphs of data. It draws graph, pie charts, pie charts and line graph.

9. Formatting:- MS Excel allows for formatting options similar to MS Word .It is having altered font

size, style and color etc.

10.
Formulas: - It provides mathematical formulas into cell to carry out calculation on other
cells. Formulas can simple and complex. It can solve the complex problem.

Moving and Copying data in Excel:1. Moving Cell:- To cut cell content that will to move to another cell select Edit and then Cut from
the menu bar or click the Cut button on the standard toolbar.
2. Copying Cells:-To copy the cell content, select Edit then copy from the menu bar or click the
Copy button the standard toolbar.
3. Pasting Cut and Copied Cell:-Highlight the cell where to paste the cut or copied content. Select
Edit and then from the menu bar or click the Paste button on the standard toolbar.
4. Drag and Drop:- If moving the cell content only a short distance, the drag and drop method may
be easier. Simply drag the highlighted border of the selected cell the destination cell with the
mouse.

Formula and Function:Formula is an expression that is designed to perform calculation. Formula helps to calculate and
analyze the data in the worksheet. Formulas can be used for simple calculation.
Properties of Formula: A formula in the worksheet always begins with an equal sign (=). This sign informs excel that
formula is in use.
After a formula is entered, the resulting value is display in the cell.
When a cell containing a formula is selected, the underlying formula display in the formula bar.
Most commonly used operators are:

Operator

Description

Addition

Subtraction

Multiplication

Division

Raised to the Power

Function:- A Function is a ready-to-use formula that can be used to perform a calculation on

the data in the worksheet.
1. Text functions.
2. Mathematical functions.
3. Statistical function.
4. Date and Time function
5. Logical function.
1. Text Function:-

Text Function

Description

Len

Length

Lower

Lower of letter

Upper

Upper of letter

Rept

Repeat the letter

Find

Find return position of matching text.

2. Mathematical function:-

Mathematical function

Description

Sum

Return the sum

Product

Return the product

Sqrt

Return the square root of number

Int

Return the integer part

Power

Return the number raised to power

3. Statistical function:-

Statistical

Description

Average

Return the average

Max

Return the maximum value

Min

Return the minimum value

4. Date and Time:-

Date and Time

Description

Now

Return the current date and time

Today

Return only current date

5. Logical function:-

Logical function

Description

AND

Return true if all condition are true otherwise false

OR

Return true, if any of the condition is false otherwise true

NOT

Return true if condition is false and false if condition is true

IF

Return value1 if condition is true and value2 if condition is false

Chart/Graphs:Charts are graphical representation of information. They are very easy to understand and compare
different patterns and trends in the data. Chart and graph are used to make information clearer and
easier to understand. A good picture is worth a thousand numbers. MS Excel offers a wide variety
of chart types, including bar, line, pie and doughnut.
Types of chart:1. Column char:- Column chart or graph are one of the most common types of charts used to display
data. These are most often used to show amounts or the number of times a value occurs. The
amounts are displayed using vertical bar or rectangle. The taller the bar, the greater number of
times the values occurs.

2. Bar chart:- A bar chart is a chart that shows information about two or more discrete objects,
events, locations, groups of people, etc. the bar graph is used to make comparison. A bar chart in
Excel is just a column bar where the bars are displayed as horizontal

3. Line chart:- A line charts shows continuous change over time. For example, a line graph can be to
observe the changes in temperature in year. It is easy to determine when the value in the graph
was the highest or when it was the lowest.

4. Pie chart:- A pie chart is a circular graph where the pieces of the pie are used to represent a
percentage of a whole. Pie charts do not use horizontal and vertical axes to plot charts. The circle
of pie charts representation 100%. The circle is subdivided into slices representation data values.
The size of each slices shows what part of the 100% it representation.

5. XY (scatter) chart:-An XY chart also called a coordinate graph or scatter plot is a chart that
shows different ordered pairs on an XY axis. This chart shows uneven interval or clusters of data,
scientific data. It is also used to look at and find patterns in sets of data and to plot mathematical
formulas.

6. Area chart:- It combines some of the characteristics of line charts with the characteristics of bar
charts. It looks like a line charts with shading underneath the line. Sometimes, the shading can
help add meaning to a line graph.
7. Surface chart:- Surface charts are commonly used to find desired combinations between sets of
two sets of data. To use a surface chart, both data series and categories must be numerical values.
Data is represented as a surface, with each data type a different color.
8. Cylinder, cone chart:- Cylinder, cone and pyramid charts display data in the same way as column
charts. Instead of rectangular shaped indicator, 3-D cylinders, cones represent the data.

Macro:Macro is a useful and powerful feature of Excel that helps you to automate commands required to
execute any command or task. Macro
When the same tasks need to be repeated on different cells, or worksheets. They enable the user to
record the repetitive actions and then repeat the actions at the click of a button.
Macro is a collection of keystrokes that is created, stored and later called by an assigned control
key or selecting a menu item. Thus Macro is a series of keystrokes that are executed as a single
procedure. It is a shortcut for executing a set of commands.

Creating a Macro:1. Open up the worksheet where macro is to be used.

2. Select cells.
3. Click

on

Tools,

point

macro

and

select

record

new

macro.

Name: - Type the name of the macro.

Store macro in: - This is the current workbook on which one is working. But one can save
macros in a desired workbook also.
Description: - Enter a description of the macro.
After filling the information click the OK button to start the macro recorder.
Whatever will be done now, in the workbook, will be recorded. New manually perform the series
of actions that the macro is supposed to recreate.
To Run a Macro:1. Click on tool, and then select Macro.
2. Select Macro name.
3. Click the Run button.

The macro dialogue box also allows deleting and editing macros.

Conditional formatting:Excel conditional formatting is a hidden and powerful feature. It can change the outlook of the
project, sales budget and analytical outputs.
Adding condition formatting to a cell in Excel allows on one to apply different formatting options,
such as color, to a cell or cells based on the data in the cells.
The conditions can be based on the selected cells contents or based on the content of another cell.
One can control the following formats:

Number format
Font size, font style.
Filling color and fill pattern.
Border color and border style.
Conditional formatting is to automatically change the format of any cell based on the value in the
cell, or other cells. Conditional formatting is very useful during error flagging, as it can quickly
let the user know the underlying data.
Step to use Conditional Formatting:Suppose one has to enter the marks of the student in PCS test and the teacher wants to know who
is obtaining below 40. So condition has to be set for the same to apply conditional formatting.

1. Select the column of marks entries.

2. Open the format menu and click on the Conditional Formatting option. A conditional formatting
dialog box appears. Using the pull down list in front of the Cell Value Is box set the condition
for formatting. In this example the condition has been set that be cell with marks below 40 should
become gray in color and bold in style.

3. Click OK when finished.

Now we will get the final result of the list.

Goal seek:Goal seek can be taken as opposite of formulas. Formulas convey about the output of certain
variables used in an equations. Goal seek tell what inputs should be given in order to get certain
output.
MS Excel provides this feature to calculate the values according to different formulas used on
various inputs parameters. It is a sort of inverse calculation. Sometimes it is possible to find the
parameter value mathematically but it is not easy to deal with complex formulas containing a
number of parameter. The Goal Seek enables one to find a parameter value with the trial and
error method in no time.

Goal seeking is useful to find the value of a variable that will give a known result in an equation
that involves that variable. Goal seeking is a method in which the value of a designated cell
varies until the value of another ell matches the values set in advance.
Working of the Goal Seek Function:Working of the Goal Seek function is explained here with an example. A company sells four
different products at the rate of Rs.15, Rs.25, Rs74 and Rs.128 and sell 1000, 500, 100 and 10
product units a month respectively. The companys total income amounts to Rs.33680. Now the
question is: In order to raise the income too Rs.40000 how many product units priced Rs.128
must be sold? The Goal Seek function will work as under:-

Select the Goal Seek item on the Tool menu.

Specify the following parameters in the opened windows:

1. Set cell:- Set cell with a value to fine (Cell D6). There must be a formula in this cell.
2. To value:- the total value income (40000 in this case)

3. By changing cell:- this cell contains the value that can be changed during the calculation
process (trial and error method) (Cell C5 the number of product units to se sold). The cell
format is numerical.

Then click OK and Excel will find the value of Cell C5 automatically. It is equally to 59.375. But
as the number of product units is integer the most possible value will be 59 units.