INSTITUTE: USB

DEPARTMENT: MBA
IT Applications in Business
(20BAP-618)

INTRODUCTION OF MS EXCEL DISCOVER . LEARN .

EMPOWER
 SOFTWARE
Course Outcome
CO Title Level
Number
CO1 Students would able to develop an Underst
understanding of information and Fig: https://www.fieldengineer.com/
technology and computer networks
together to improve business blogs/what-is-a-computer-network
processes, achieve cost efficiencies and
maintain a competitive advantage in
the marketplace.

CO2 Students will be able to demonstrate Understa

working knowledge of Word’s nd Will be covered
advanced formatting techniques in this lecture
CO3 Students would able to acquire the Understa
knowledge in Data analysis using Excel, nd
Power Point Presentation.

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 Ms Excel Introduction
• Microsoft Excel is a spreadsheet developed by Microsoft for Windows,
macOS, Android and iOS.
• It features calculation, graphing tools, pivot tables, and a macro
programming language called Visual Basic for Applications.
• Microsoft Excel is a spreadsheet program that is used to record and analyse
numerical data.
• Think of a spreadsheet as a collection of columns and rows that form a
table.

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Contd...
• Alphabetical letters are usually assigned to columns and numbers are
usually assigned to rows.
• The point where a column and a row meet is called a cell.
• The address of a cell is given by the letter representing the column and the
number representing a row.

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 How to Open Microsoft Excel?
Running Excel is not different from running any other Windows program. If
you are running Windows with a GUI like (Windows XP, Vista, and 7) follow
the following steps.
• Click on start menu
• Point to all programs
• Point to Microsoft Excel
• Click on Microsoft Excel

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 Ribbon Components
• Following is the ribbon components which you get when you start

the Excel application.

https://www.guru99.com/introduction-to-microsoft-excel.html
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 Ribbon Components
• Ribbon start button - it is used to access commands i.e. creating new
documents, saving existing work, printing, accessing the options for
customizing Excel, etc.

• Ribbon tabs – the tabs are used to group similar commands together. The
home tab is used for basic commands such as formatting the data to make it
more presentable, sorting and finding specific data within the spreadsheet.

• Ribbon bar – the bars are used to group similar commands together. As an
example, the Alignment ribbon bar is used to group all the commands that are
used to align data together.

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 Getting Started

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Contd…
• Quick Access Toolbar: This is a place where all the important tools can be
placed. When you start Excel for the very first time, it has only 3 icons
(Save, Undo, Redo). But you can add any feature of Excel to to Quick Access
Toolbar so that you can easily access it from anywhere (hence the name).
• Ribbon: Ribbon is like an expanded menu. It depicts all the features of Excel
in easy to understand form. Since Excel has 1000s of features, they are
grouped in to several ribbons. The most important ribbons are – Home,
Insert, Formulas, Page Layout & Data.

https://app.myeducator.com/reader/web/1204b/lesson1/ev9tf/
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Contd…
• Formula Bar: This is where any calculations or formulas you write will
appear. You will understand the relevance of it once you start building
formulas.
• Spreadsheet Grid: This is where all your numbers, data, charts & drawings
will go. Each Excel file can contain several sheets. But the spreadsheet grid
shows few rows & columns of active spreadsheet. To see more rows or
columns you can use the scroll bars to the left or at bottom. If you want to
access other sheets, just click on the sheet name (or use the shortcut
CTRL+Page Up or CTRL+Page Down).

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Contd…
• Status bar: This tells us what is going on with Excel at any time. You can tell
if Excel is busy calculating a formula, creating a pivot report or recording a
macro by just looking at the status bar. The status bar also shows quick
summaries of selected cells (count, sum, average, minimum or maximum
values). You can change this by right clicking on it and choosing which
summaries to show.

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 Advantages of Ms Excel
• Create a Chart

• Creating Formulas

• Paste Link into Word

• Save

• Protect your worksheet

• Printing

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 Uses of Ms Excel
• Analyzing and storing data
• Manage expenses
• Data recovery and spreadsheets
• Mathematical formulas of MS Excel make things easier
• Security
• Add sophistication to data presentations
• Online access
• Keeps data combined at one location

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 Features of Ms Excel
• Add Header and Footer
• Find and Replace Command
• Password Protection
• Data Filtering
• Data Sorting
• Built-in formulae
• Automatically edits the result
• Create different charts

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 Worksheet and Workbook
• A worksheet is a collection of rows and columns. When a row and a
column meet, they form a cell. Cells are used to record data. Each cell is
uniquely identified using a cell address. Columns are usually labeled with
letters while rows are usually numbers.
• A worksheet or sheet is a single page in a file created with an electronic
spreadsheet program such as Microsoft Excel. A workbook is the name
given to an Excel file and contains one or more worksheets. When you
open an electronic spreadsheet program, it loads an empty workbook file
consisting of one or more blank worksheets for you to use.

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 Worksheet Details
• You use worksheets to store, manipulate, and display data.
• The primary storage unit for data in a worksheet is a rectangular-
shaped cell arranged in a grid pattern in every sheet. Individual cells of data
are identified and organized using the vertical column letters and
horizontal row numbers of a worksheet, which create a cell reference, such
as A1, D15, or Z467.

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 Worksheet Details
Worksheet specifications for current versions of Excel include:
• 1,048,576 rows per worksheet
• 16,384 columns per worksheet
• 17,179,869,184 cells per worksheet
• A limited number of sheets per file based on the amount of memory
available on the computer.
• By default, the worksheets are named Sheet1, Sheet2, Sheet3, and so on,
but you can change these names.

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 Workbook Details
• Add worksheets to a workbook using the context menu or the New
Sheet/Add Sheet icon (+) next to the current sheet tabs.
• Delete or hide individual worksheets in a workbook.
• Rename individual worksheets and change worksheet tab colors to make it
easier to identify single sheets in a workbook using the context menu.
• Select the sheet tab at the bottom of the screen to change to another
worksheet.

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 Differences in workbook and
worksheet
• Establishing a link between two worksheet is much easier than linking two
workbooks. Linking workbooks many a times create data security issues.
• Data manipulation and analysis is only possible with worksheets and not
workbooks. The workbook is just a cover page or face of entire data.
• It is easy to add multiple worksheets in a workbook, where adding a
workbook to another workbook isn’t an easy task.
• Worksheet is just a subset of a workbook.

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 Getting Started

https://chandoo.org/wp/excel-basics/
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 Inserting a worksheet
• Select the plus icon at the bottom of the screen.
• Or, select Home > Insert > Insert Sheet.

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 Rename a worksheet
• Double-click the sheet name on the Sheet tab to quickly rename it.

• Or, right-click on the Sheet tab, click Rename, and type a new name.

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 Delete a worksheet
• Right-click the Sheet tab and select Delete.
• Or, select the sheet, and then select Home > Delete > Delete Sheet.

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 Basics of Spreadsheet
• Rows, Columns, Cells and Data.
• Row is a horizontal space that goes across windows using numbers.
• E.g. 1, 2 ,3, 4, 5, 6 to 65,536 rows on each sheet and total of 1,048,576
rows.

• Column is the vertical space that goes up and down windows using

alphabets. E.g. A, B, C, D, E, to XFD.

• The columns are 16,384 with 26 columns at a time.

• Cell is a point at which the rows and columns intersect or meet.

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 Types of Data
There are three types of data in excel

• Labels

• Constant

• Formulas

• Labels are text with no numbers. E.g. Name, tax, loan, fees etc

• Constants are just a number without text. e.g. 375,678.3,4,8.etc.

• Formulas are mathematical equations used to calculate.

• Example =5+9, =A1*A2.

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 Protect a worksheet
• To prevent other users from accidentally or deliberately changing, moving,
or deleting data in a worksheet, you can lock the cells on your Excel
worksheet and then protect the sheet with a password.
• For example: you own the team status report worksheet, where you want
team members to add data in specific cells only and not be able to modify
anything else. With worksheet protection, you can make only certain parts
of the sheet editable and users will not be able to modify data in any other
region in the sheet.

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 Steps to protect worksheet
• On the Review tab, click Protect Sheet.

• In the Allow all users of this worksheet to list, select the elements you
want people to be able to change.

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 Steps to protect worksheet
• Optionally, enter a password in the Password to unprotect sheet box and
click OK.
• Reenter the password in the Confirm Password dialog box .
• Click OK.

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 Unprotect a worksheet
• Go to the worksheet you want to unprotect.
• Go to File > Info > Protect > Unprotect Sheet, or from the Review tab
> Changes > Unprotect Sheet.
• If the sheet is protected with a password, then enter the password in
the Unprotect Sheet dialog box, and click OK.

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 Auto Fill
 Microsoft Excel's AutoFill lets you create spreadsheets more efficiently,

allowing you to quickly fill cells with a series of data.

 For example, enter the value 10 into cell A1 and the value 20 into cell A2.

https://www.excel-easy.com/examples/autofill.html
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 Auto Fill
• Select cell A1 and cell A2 and drag the fill handle down. The fill handle is
the little green box at the lower right of a selected cell or selected range of
cells.

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 Auto Fill
• Enter Jan into cell A1.

• Select cell A1 and drag the fill handle down. AutoFill automatically fills in
the month names.

https://www.excel-easy.com/examples/autofill.html
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 Wrap Text
• In Microsoft Excel and other spreadsheet programs, Wrap Text is a feature
that shows all information in a cell, even if it overflows.
• To wrap text in one or more Excel cells, select the cells, then click the Wrap
Text option in the menu bar, located in the Alignment section of the Home
tab.
• Wrap text can also be used to describe word wrap or any text that goes to
the next line without pressing the Enter key.

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 Wrap text in a cell
• In a worksheet, select the cells that you want to format.
• On the Home tab, in the Alignment group, click Wrap Text

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 Merging of cells
• Merging combines two or more cells to create a new, larger cell. This is a
great way to create a label that spans several columns.

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 Filtering Data
Filters can be applied in different ways to improve the performance of your
worksheet. You can filter text, dates, and numbers. You can even use more
than one filter to further narrow your results.
Steps:
• Click any single cell inside a data set.
• On the Data tab, in the Sort & Filter group, click Filter.

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 Filtering Data
• Arrows in the column headers appear.

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 Filtering Data
• Click the arrow next to Country.
• Click on Select All to clear all the check boxes, and click the check box next
to USA.

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 Filtering Data
• Click OK.
• Result: Excel only displays the sales in the USA.

• To remove the filter, on the Data tab, in the Sort & Filter group, click Clear.
To remove the filter and the arrows, click Filter.

https://www.excel-easy.com/data-analysis/filter.html
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 Sorting Data
 Data sorting is any process that involves arranging the data into some

meaningful order to make it easier to understand, analyze or visualize.

When working with research data, sorting is a common method used for

visualizing data in a form that makes it easier to comprehend the story

the data is telling.

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 Sorting Data
• Select a cell in the column you want to sort by. In our example, we'll select
cell C2.

https://edu.gcfglobal.org/en/excel2016/sorting-data/1/
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 Sorting Data
• Select the Data tab on the Ribbon, then click the A-Z command to sort A to
Z, or the Z-A command to sort Z to A. In our example, we'll sort A to Z.

https://edu.gcfglobal.org/en/excel2016/sorting-data/1/
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 Sorting Data
• The worksheet will be sorted by the selected column. In our example, the
worksheet is now sorted by last name.

https://edu.gcfglobal.org/en/excel2016/sorting-data/1/
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 Cell Reference
• A cell reference, or cell address, is an alphanumeric value used to identify a
specific cell in a spreadsheet. Each cell reference contains one or more
letters followed by a number. The letter or letters identify the column and
the number represents the row.

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 Printing worksheets
• Select the worksheets that you want to print.
• Click File > Print, or press CTRL+P.
• Click the Print button or adjust Settings before you click the Print button.

Print one or several workbooks:

• Click File > Open.
• Hold down CTRL click the name of each workbook to print, and then
click Print.

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 IF Function
 The IF function runs a logical test and returns one value for a TRUE result,

and another for a FALSE result. For example, to "pass" scores above 70:

=IF(A1>70,"Pass","Fail"). More than one condition can be tested by nesting

IF functions. The IF function can be combined with logical functions like

AND and OR to extend the logical test.

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 IF Function
• Purpose : Test for a specific condition
• Return value : The values you supply for TRUE or FALSE
• Syntax =IF (logical_test, [value_if_true], [value_if_false])
• Arguments :

1. logical_test - A value or logical expression that can be evaluated as TRUE or

FALSE.

2. value_if_true - [optional] The value to return when logical_test evaluates to

TRUE.

3. value_if_false - [optional] The value to return when logical_test evaluates to

FALSE.

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 Formula
• A formula is an expression which calculates the value of a
cell. Functions are predefined formulas and are already available in Excel.
• For example, cell A3 below contains a formula which adds the value of cell
A2 to the value of cell A1.

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 Enter a Formula
• To enter a formula, execute the following steps.

1. Select a cell.

2. To let Excel know that you want to enter a formula, type an equal sign (=).

3.For example, type the formula A1+A2.

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 Enter a Formula
4. Change the value of cell A1 to 3.

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 Edit a Formula
• When you select a cell, Excel shows the value or formula of the cell in the
formula bar.

• To edit a formula, click in the formula bar and change the formula.

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 Edit a Formula
• When you select a cell, Excel shows the value or formula of the cell in the
formula bar.

• Press Enter.

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 Copy/Paste a Formula
When you copy a formula, Excel automatically adjusts the cell references
for each new cell the formula is copied to. To understand this, execute the
following steps.
• Enter the formula shown below into cell A4.

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 Copy/Paste a Formula
• Select cell A4, right click, and then click Copy (or press CTRL + c)

• Next, select cell B4, right click, and then click Paste under 'Paste Options:'
(or press CTRL + v).

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 Copy/Paste a Formula
• You can also drag the formula to cell B4. Select cell A4, click on the lower
right corner of cell A4 and drag it across to cell B4.

https://www.excel-easy.com/introduction/formulas-functions.html
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 Function
• A function is a predefined formula that performs calculations using specific
values in a particular order. Excel includes many common functions that can
be used to quickly find the sum, average, count, maximum value, and
minimum value for a range of cells.

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 Creating a function
• SUM: This function adds all of the values of the cells in the argument.
• AVERAGE: This function determines the average of the values included in the
argument. It calculates the sum of the cells and then divides that value by the
number of cells in the argument.
• COUNT: This function counts the number of cells with numerical data in the
argument. This function is useful for quickly counting items in a cell range.
• MAX: This function determines the highest cell value included in the argument.
• MIN: This function determines the lowest cell value included in the argument.

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 Creating a function
• For example, the function =AVERAGE(B1:B9) would calculate
the average of the values in the cell range B1:B9. This function contains
only one argument.

https://edu.gcfglobal.org/en/excel2016/functions/1/
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 Creating a function
• Multiple arguments must be separated by a comma. For example, the
function =SUM(A1:A3, C1:C2, E1) will add the values of all of the cells in
the three arguments.

https://edu.gcfglobal.org/en/excel2016/functions/1/
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 ASSESSMENT PATTERN
Final Weightage in
Type of Assessment Weightage of actual
S.NO. Task conduct Frequency of Task Internal
Assessment

10 marks of each
1 Assignment One per Unit 10 marks
Assignment

Time Bound Surprise 12 marks of each Test One per Unit

2 Test 4 marks

4 marks of each Quiz Two per Unit

3 Quiz 4 marks

20 marks for 1 MST Two per Semester

4 Mid Semester Test 20 marks

Attendance &
5 Engagement Score on NA NA 2 marks
BB
 APPLICATIONS
• Get Quick Totals
• Data Analysis and Interpretation
• Plenty of Formulas to Work with Data
• Data Organizing and Restructuring
• Data Filtering
• Goal Seek Analysis

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 SUMMARY
This presentation summarizes the following:

• Introduction of MS Excel

• Features of MS Excel

• Components of MS Excel

• Advantages of MS Excel

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 FAQ’s
• How is MS Excel used in education?

• What are the advantages of Ms Excel?

• What is the use of Ms Excel?

• What is the difference between .xls and .xlsx?

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 REFERENCES
• P.K Sinha `Computer Fundamentals`, BPB Publications
• E. Balaguruswamy ‘FUNDAMENTALS OF COMPUTERS’ , McGraw Hill
Education
• Anita Goel, ‘Computer Fundamentals’, Pearson
• https://www.guru99.com/introduction-to-microsoft-excel.html
• https://excelchamps.com/blog/learn-basic-excel/

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THANK YOU

For queries
Email: [email protected]