Unit - I

What are spreadsheets

A spreadsheet is a computer program that helps organize, analyze and store data in a
tabular format, and automate calculations. This tool was developed to replace the paper
spreadsheets widely used by accountants and bring them to a digital, more modern level.
Most of the calculations (especially in the field of accounting) are done in a spreadsheet
format. Remember what the cost estimate, payroll, financial balance, payment from the utility
provider look like. With the advent of spreadsheets, it has become easy and simple to solve
those computational tasks that previously required the user at least basic knowledge of
programming.

The history of spreadsheets

From hundreds of years ago to now, the spreadsheet has evolved from its
humble beginnings to something that’s powerful enough to help organize the
operations of multi-billion dollar enterprises. After the rise of the digital revolution, its
digital counterpart replaced the physical spreadsheet.

Even though in the early 70s the first computer had been created along with
electronic spreadsheet software such as LANPAR, they didn’t gain as much traction.
Even though LANPAR could replace paper-based spreadsheets entirely, the computers
were simply too costly, bulky, and scarce to the public.

Instead, it wasn’t until the late 70s and early 80s when the personal computer
made its way into the market that the online spreadsheet really took off. VisCalc was
the first spreadsheet program for personal computers. Dan Bricklin and Bob Frankston
officially created VisCalc in 1979.

Spreadsheet software on personal computers was a monumental moment for

many. However, during the early 80s, computers were still command-line operating
machines. Spreadsheet programs such as SuperCalc, Multiplan and Lotus 1-2-3 were
advanced enough; they just lacked the user-friendly nature like many operating systems
at the time.
What is Microsoft Excel?

Microsoft Excel is a spreadsheet program that is used to record and analyze numerical data.
Think of a spreadsheet as a collection of columns and rows that form a table. 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.

Three most important components of Excel are which you need to understand first:

1. Cell: A cell is a smallest but most powerful part of a spreadsheet. You can enter your data
into a cell either by typing or by copy-paste. Data can be a text, a number, or a date. You
can also customize it by changing its size, font color, background color, borders, etc.
Every cell is identified by its cell address, cell address contains its column number and
row number (If a cell is on 11th row and on column AB, then its address will be AB11).

2. Worksheet: A worksheet is made up of individual cells which can contain a value, a

formula, or text. It also has an invisible draw layer, which holds charts, images, and
diagrams. Each worksheet in a workbook is accessible by clicking the tab at the bottom
of the workbook window. In addition, a workbook can store chart sheets; a chart sheet
displays a single chart and is accessible by clicking a tab.

3. Workbook: A workbook is a separate file just like every other application has. Each
workbook contains one or more worksheets. You can also say that a workbook is a
collection of multiple worksheets or can be a single worksheet. You can add or delete
worksheets, hide them within the workbook without deleting them, and change the
order of your worksheets within the workbook.

Microsoft Excel Window Components

The following basic window appears when you start the excel application. Let us now understand
the various important parts of this window.
File Tab

The File tab replaces the Office button from Excel 2007. You can click it to check the Backstage
view, where you come to open or save files, create new sheets, print a sheet, and do other file-
related operations.

Quick Access Toolbar

You will find this toolbar just above the File tab and its purpose is to provide a convenient
resting place for the Excel’s most frequently used commands. You can customize this toolbar
based on your comfort.

Ribbon

Ribbon contains commands organized in three components:

 Tabs: They appear across the top of the Ribbon and contain groups of related commands. Home,
Insert, Page Layout are the examples of ribbon tabs.

 Groups: They organize related commands; each group name appears below the group on the
Ribbon. For example, group of commands related to fonts or group of commands related to
alignment etc.

 Commands: Commands appear within each group as mentioned above.

Title Bar This lies in the middle and at the top of the window. Title bar shows the program and the
sheet titles.

Help The Help Icon can be used to get excel related help anytime you like. This provides nice tutorial
on various subjects related to excel.

Zoom Control Zoom control lets you zoom in for a closer look at your text. The zoom control
consists of a slider that you can slide left or right to zoom in or out. The + buttons can be clicked
to increase or decrease the zoom factor.

View Buttons The group of three buttons located to the left of the Zoom control, near the bottom of
the screen, lets you switch among excel's various sheet views.

Normal Layout view: This displays the page in normal view.

Page Layout view: This displays pages exactly as they will appear when printed. This gives a full
screen look of the document.

Page Break view: This shows a preview of where pages will break when printed.

Sheet Area The area where you enter data. The flashing vertical bar is called the insertion point and
it represents the location where text will appear when you type.

Row Bar Rows are numbered from 1 onwards and keeps on increasing as you keep entering data.
Maximum limit is 1,048,576 rows.

Column Bar Columns are numbered from A onwards and keeps on increasing as you keep entering
data. After Z, it will start the series of AA, AB and so on. Maximum limit is 16,384 columns.

Status Bar This displays the sheet information as well as the insertion point location. From left to
right, this bar can contain the total number of pages and words in the document, language etc.
You can configure the status bar by right-clicking anywhere on it and by selecting or deselecting
options from the provided list.

The File tab located in the upper-left corner of the Excel Ribbon. If you already do not have any
opened sheet then you will see a window listing down all the recently opened sheets as follows:
 If you already have an opened sheet then it will display a window showing the details
about the opened sheet as shown below. Backstage view shows three columns when you select
most of the available options in the first column.

Option Description
If an existing sheet is opened, it would be saved as is,
otherwise it will display a dialogue box asking for the sheet
Save name.
A dialogue box will be displayed asking for sheet name and
sheet type. By default, it will save in sheet 2010 format with
Save As extension .xlsx.
Open This option is used to open an existing excel sheet.
Close This option is used to close an opened sheet.

Info This option displays the information about the opened sheet.
Recent This option lists down all the recently opened sheets
New This option is used to open a new sheet.
Print This option is used to print an opened sheet.
This option saves an opened sheet and displays options to
Save&Send send the sheet using email etc
 Help You can use this option to get the required help about excel .
Options Use this option to set various option related to excel
Exit Use this option to close the sheet and exit.

Google Sheets
Google Sheets is a spreadsheet application included as part of the free, web-based Google Docs
Editors suite offered by Google. Google Sheets is available as a web application; a mobile app for:
Android, iOS, and as a desktop application on Google's ChromeOS. The app is compatible with Microsoft
Excel file formats.The app allows users to create and edit files online while collaborating with other
users in real-time. Edits are tracked by which user made them, along with a revision history. Where an
editor is making changes is highlighted with an editor-specific color and cursor. A permissions system
regulates what users can do. Updates have introduced features that use machine learning, including
"Explore", which offers answers based on natural language questions in the spreadsheet. Sheets is one
of the services provided by Google that also includes Google Docs, Google Slides, Google Drawings,
Google Forms, Google Sites and Google Keep.

 Create a workbook
 Save a workbook
 Open a workbook
 Close a workbook

Understanding file terms

The File menu contains all of the operations we'll discuss in this lesson: New, Open, Close, Save,
and Save As.

New
This is used to create a new workbook.
 Open
This is used to open an existing file from a floppy disk or hard drive of your computer.
Close
This is used to close a spreadsheet.
Save As
This is used when you're saving a new file for the first time or saving an existing file with a different
name.
Save
This is used to save a file that has had changes made to it. If you close the workbook without saving,
any changes made will be lost.
Creating a workbook
A blank workbook is displayed when Microsoft Excel XP is first opened. You can type information or
design a layout directly in this blank workbook.
To create an Excel XP workbook:
 Choose File New from the menu bar.

 The New Workbook task pane opens on the right side of the screen.

 Choose Blank Workbook under the New category heading.

 A blank workbook opens in the Excel window. The New Workbook task pane is closed.
 Saving a workbook

Every workbook created in Excel must be saved and assigned a name to distinguish it from other
workbooks. The first time you save a workbook, Excel will prompt you to assign a name through
the Save As operation. Once the file is assigned a name, any additional changes made to the text,
numbers, or formulas must be saved using the Save operation.

To save a new workbook:

 Choose File Save As from the menu bar.

 The Save As dialog box appears.

 Click the Save In: drop-down menu and locate where the file will be saved. Choose 3 1/2
Floppy (A:) to save the file to a floppy disk or Local Disk (C:) to save the file to your
computer.
 Type a name for your file in the File Name: box.
 Click the Save button.
 To save changes made to an existing workbook:
 Choose File Save from the menu bar.
OR
 Click theSave button on the Standard toolbar.

If you're saving the file for the first time and do not choose a file name, Microsoft Excel will
assign a file name for you.

It is a good idea to save frequently when working in a spreadsheet. Losing information is

never fun! You can quickly save your spreadsheet by using the quick-key combination Ctrl+S.

Opening a workbook

You can open any workbook that has previously been saved and given a name.

To open an existing Excel XP workbook:

 Choose File Open from the menu bar.
 The Open dialog box opens.

 In the Look in list, click the drive, folder, or Internet location that has the file you want to
open.
 In the folder list, open the folder that contains the file. Once the file is displayed, click the
file you want to open.
 Click the Open button.

Closing a workbook

To close an existing Excel XP workbook:

 Choose File Close from the menu bar. The workbook in the Excel window is closed.
Using Selection Techniques
Before you can enter data, you have to select a cell. Before you can change the data, you have to
select it. In this section, you'll learn effective, easy Excel selection techniques that enable you to select
cells, ranges, and nonadjacent cells. With one click, you can even select your entire worksheet, which is
definitely a timesaver when it comes to making global changes.

Selecting a Cell
Selecting a cell in Excel is the first step in entering data or executing most commands in a worksheet. The
single cell that receives the data or formula you enter is the active cell. When a cell is selected, its border
becomes bold and the column and row indicators are highlighted.

Method

To select a cell:

1. Click the desired cell or

2. Use the arrow keys to move the desired cell

Selecting a Range of Cells

A rectangular selection of multiple cells is referred to as a range. You may wish to select a range when
entering a group of data or when you wish to perform the same action on several cells. The range appears
as a shaded block of cells, and the active cell in a range is defined by a bold border and white background.
When a range is selected, its column and row headings are highlighted. the selected range is referred to as
B6:C9 ("B6 to C9").

Method

To select a range of cells in Excel:

Mouse method

1. Select the first cell of the desired range.

2. Drag the mouse pointer through the range of cells you wish to include. or
3. Press and hold Shift, and then click the final cell of the range.
4. Release Shift
 Keyboard method

1. Use the arrow keys to move the cell pointer to the first cell of the desired range.
2. Press and hold Shift, and then use the arrow keys to highlight the desired range.

Release Shift.
Selecting Nonadjacent Cells and Ranges
As a rule, to select multiple, nonadjacent objects in Windows, you employ the Ctrl key. For example, you
may use Ctrl and the mouse to select multiple files or folders in Explorer or My Computer. This method
also works in Excel to select nonadjacent cells and ranges.

Method
To select nonadjacent cells or ranges in Excel:

1. Select the first cell or range.

2. Press and hold Ctrl
3. Select the next cell or range.
4. Release Ctrl.

Selecting an Entire Worksheet

Selecting an entire worksheet is useful when you want to make changes on a global scale. For instance,
you might want to change the size of the font in every cell in the worksheet. Once you select the entire
worksheet using the Select All button, you can do this in a single step.

Method
To select an entire worksheet in Excel:
1. Click the Select All button.

How to Merge Cells in Excel

As mentioned above, merging cells is about turning two or more cells into a large one. Let’s look
at the steps to merge cells in Excel on the Windows operating system.

Step 1: Open Microsoft Excel and populate the spreadsheet with data.
Step 2: Highlight the two cells by dragging the mouse over them while holding the left click.
Another way of selecting the desired cells is to determine the starting cell, hold shift and press
the right arrow key to select all the adjacent cells. For example, the user is merging A1 and B1
in the image.

A1 and B1 are selected and ready to merge.

Step 3: Locate the “Merge” icon below the “Home” tab and click on “Merge Cells.”
 Locate Merge and click on Merge Cells.

Step 4: It’s as simple as three steps and cells A1 and B1 are merged.

Cells A1 and B1 are merged.

Merge and Center Cells

When it comes to marketing campaigns and brochures, users want the titles of the spreadsheets in the
center. Merge and center data by following these steps.

Step 1: Select the cells that need to merge.

Step 2: On the “Home” ribbon, locate the “Merge & Center” menu and select “Merge & Center” from the
dropdown list.
 Select Merge & Center from the dropdown list.

Step 3: The selected cells will merge, and the data will be placed in the center.

If you have content that is in separate cells, note that apart from the left cell, data from all other cells will
be erased.
 Shortcuts
Now that we’ve discussed some of the methods of merging cells in Excel, let’s look at some shortcut
options. Clicking “Merge” repeatedly in a spreadsheet with multiple cells can be time-consuming and
monotonous. These shortcuts will help reduce time and effort for users. To begin, highlight the cells and
enter one of the following combinations.

Windows

 Merge Cells: ALT H+M+M

 Cancel Cells: ALT H+M+U

 Merge Across: ALT H+M+A

 Merge & Center: ALT H+M+U

Merge Cells Option

With “Merge Cells” options users can combine multiple cells next to each other. It can merge cells across
rows and columns as well. The command works similar to the “Merge & Center” option in Excel. However,
the data aligns towards the left after merging.

Merge & Center

As mentioned above, “Merge & Center” allows users to merge cells across rows and columns while
centralizing the text in the left-most column. Keep in mind to move all the other data apart from the left-
most cell.

Unmerge Cells
Now that we’ve covered all the tricks of how to merge cells in Excel, it’s time to look at ways to unmerge
cells. Follow the steps below to unmerge cells without a hitch.

Step 1: Highlight the cells that need to unmerge.

Step 2: Head over to the “Home” tab, click on “Merge” and select “Unmerge Cells” from the dropdown list.

The cells will be unmerged and switch back to the regular shape and size. However, the data will
be lost.

SELECTING CELLS AND RANGES

To enter data into your worksheet you must first have a cell orrange selected. When you open an
Excel worksheet, cell A1 is already active. An active cell will appear to have a darker border around it
than other cells on the worksheet. The simplest way to select a cell is with your mouse pointer. Move your
mouse to the desired cell and click on it with right button. Whatever you type goes into the cell. To select
a range of cells, click on one cell, hold down the left mouse button and drag the mouse pointer to the last
cell of the range you want to select. You can also use keyboard shortcuts given at the end of this lesson
for Selecting Cells
NAVIGATING THE WORKSHEET
You can advance through your worksheet by rows with the vertical scrollbar or by columns with
the horizontal scrollbar . when you click and drag the thumb tab on the scrollbar, a Screen Tip will appear
alongside the bar identifying the row or column to which your view is advancing. You can also use
keyboard shortcuts given at the end of this lesson for navigating the worksheet .
DATA ENTRY
You can enter various kinds of data in a cell.
1. Numbers: Your numbers can be from the entire range of numeric values: whole numbers (example,
25), decimals (example, 25.67) and scientific notation (example,0.2567E+2). Excel displays scientific
notation automatically if you enter a number that is too long to be viewed in its entirety in a cell. You may
also see number signs (# # # # # #) when a cell entry is too long. Widening the column that
contains the cell with the above signs will allow you to read the number.
2. Text: First select the cell in which data has to be enteredand type the text. Press ENTER key to finish
your text entry. The text will be displayed in the active cell as well as in theFormula bar. If you have
numbers to be treated as text use an apostrophe (‘) as the first character. You cannot do calculations with
these kind of data entry.
3. Date and Time: When you enter dates and times, Excel converts these entries into serial numbers and
kept as background information. However, the dates and times will be displayed to you on the worksheet
in a format opted by you. You will learn about date and time formats later in
lesson 10.
4. Data in Series: You can fill a range of cells either with the same value or with a series of values with
the help of AutoFill.

EDITING DATA
Editing your Excel worksheet data is very easy. You can edit your data by any of the following ways:
1. Select the cell containing data to be edited. Press F2. Use Backspace key and erase the wrong entry.
Retype the correct entry.
2. Select the cell and simply retype the correct entry.
3. If you want only to clear the contents of the cell, select the cell and press Delete key.
4. To bring back the previous entry, either click on Undo button on standard Toolbar or select Edit®Undo
command or use keyboard shortcuts CTRL+Z.
Excel Number Formats
Excel offers number functions to users that sort and compute data automatically. When inputting data into
a spreadsheet, you might use a number format to assist you in organizing the information.
Excel number formats control how numbers display in your spreadsheet. This allows you to select
how Excel rearranges the cells, which are boxes that contain data. You can use number formats to
represent different numerical data, like monetary values, social security numbers, phone numbers, dates,
times, costs or percentages.
Benefits of using Excel number formats
Here are some benefits that users may experience when using Excel number format:
 Makes information easy to understand: You can use Excel number formats to make the
information within a spreadsheet easier to understand since you may view data in different
layouts.
 Keeps information the same: When rearranging the data using number formats, you can
change the format of a spreadsheet while keeping the information the same.
 Offers quicker organization: You may organize the data within your spreadsheet quicker by
using the number format. The process provides automated formatting procedures, which allow
you to select a number format you may use to sort your data automatically, rather than organizing
it manually, which may take longer.
 Provides a more professional look: Most number formats allow you to decide on the number of
decimals that each cell value displays, which may give your spreadsheet a more professional,
consistent and formatted look.

Here are the steps that you can take to use Excel number formats:
1. Open a spreadsheet
To begin, open a spreadsheet. You may create a new spreadsheet or open an existing one. By creating a
new spreadsheet, all the data that you input follows the number format you chose. If you choose an
existing spreadsheet, you may choose a number format to modify the information in it. After opening your
spreadsheet, select any cell.
2. Click on the "Home" tab
At the top of your window, there's a toolbar that contains numerous design and editing options. Select the
"Home" tab from it. This prompts a drop-down menu to appear that contains different formatting options.
Select the "Number" option from this menu.
3. Select the number format you want
The "Number" option contains a list of number formats. Newer versions of Excel contain more options,
while older versions may only contain a general option or accounting option. Double-click on the option
that you want to use to format your spreadsheet.
1. General
A general number format is the default setting in Excel. This format displays the numbers in the order in
which you type them. If a cell is not wide enough to display a complete decimal, the general format
rounds the number to show a smaller decimal. This format also uses scientific notation when working with
decimals that have over 12 digits.
2. Number
This format allows you to decide how you want to display different types of numbers, such as decimals,
negative numbers or large numbers. You can choose the number of decimal places that you want your
numbers in each cell to have, like if you want each number to have three decimal points. You may also
decide how to section off numbers, like if you want to keep numbers exceeding 1,000 in one row and
numbers below 500 in a separate row.

3. Currency
You can use a currency format to organize and display monetary values. When doing so, you can use
default currency symbols, or you may choose specific symbols depending on the currency you're using. If
using several forms of currency, you may divide them using columns and rows.

4. Accounting
An accounting number format allows you to align currency symbols and decimal points within a specific
section. You may decide on the symbol and decimal point that you want to group, like if you want to place
a "$" symbol with any number that has two decimal points. You may also use this format to sort other
information that relates to accounting, like social security numbers, dates or payroll information.

5. Date and time

The date number format displays dates and times as values within a cell. There are numerous ways that
you may display this information according to the Excel functions you use. By placing an asterisk at the
beginning of a date, you can change the regional date and time settings that the Control Panel species
depending on your location. If you don't place an asterisk at the beginning of the data, you can format it
without using the regional settings.
6. Percentage
Using a percentage number format allows you to multiply each cell value by a certain amount. Then, you
can display each number using a percent value. For example, you might decide to multiply each cell value
by 100 and choose to represent the value as a percentage. You can also specify the number of decimals
that you want to use so that Excel can round each number properly.

7. Fraction
You can use a number format that represents each number as a fraction. You can select the type of
fraction that you want each cell to display. For example, you may want to represent each number as a
proper fraction, improper fraction or mixed fraction.
8. Scientific
This format displays numbers in exponential notation, which involves replacing part of a number with "E +
n", where the exponent multiplies the number before it by 10 to nth power. Because this can sometimes
be a complex equation, using a number format can allow you to have each cell complete the formula
automatically.

9. Text
The text number format option treats the numbers within a cell as text. This means that it displays the
content the way that you type it, rather than rounding up or maintaining a specific decimal point number.
For example, if you type the number "3.455642334" within a cell, it stays the same after moving to
another cell.
10. Special
The special number format displays numbers in a specific format, like in the form of a postal code, phone
number or Social Security number. After you type a number into a cell, Excel changes its layout to follow
the desired format. For example, if you're a phone number in each cell, you might just include the
numbers, like "5555555555," then, after you click out of the cell, Excel may change the format to display
as "555-555-5555."

11. Custom
A custom number format allows you to modify an existing spreadsheet with a number format. You may
add a second number format to modify it, or you can create your own customized changes. Typically, you
can add between 200 and 300 custom changes to an existing number format.

Alignment tab - change alignment, position and direction

As its name suggests, this tab lets you change text alignment in a cell. Additionally, it
provides a number of other options, including:
 Align the cell contents horizontally, vertically, or centered. Also, you can center the value
across selection (a great alternative to merging cells!) or indent from any edge of the cell.

 Wrap text into multiple lines depending on the column width and the length of the cell contents.
 Shrink to fit - this option automatically reduces the apparent font size so that all data in a cell
fits in the column without wrapping. The real font size applied to a cell is not changed.
 Merge two or more cells into a single cell.
 Change the text direction to define reading order and alignment. The default setting is Context,
but you can change it to Right-to-Left or Left-to-Right.
 Change the text orientation. A positive number input in the Degrees box rotates the cell
contents from lower left to upper right, and a negative degree performs the rotation from upper
left to lower right. This option may not be available if other alignment options are selected for a
given cell.

The below screenshot shows the default Alignment tab settings:

Font tab - change font type, color and style

Use the Font tab options to change the font type, color, size, style, font effects and other
font elements:
 Border tab - create cell borders of different styles

Use the Border tab options to create a border around selected cells in a color and style of your choosing.
If you don't want to remove the existing border, select None.

Tip. To hide gridlines in a certain range of cells, you can apply white borders (Outline and Inside) to the
selected cells, as shown in the screenshot below:
 Fill tab - change the background color of a cell

By using the options of this tab, you can fill cells with different colors, patterns, and special fill effects.

Autofill Feature in MS Excel

Every day in business or any other field lots of information are there that are required to store for
future
ture use. For anyone, it is very difficult to remember that information for a long time. Earlier data and
information are stored in a form of a registrar, file, or by paperwork but finding it may be difficult for us. It
takes a lot of time. To resolve this issue Microsoft brings a software called MS Excel.
Microsoft Excel is a software that allows users to store or analyze the data in a proper systematic
manner. It uses spreadsheets to organize numbers and data with formulas and functions. MS Excel has a
collection of columns and rows that form a table. Generally, alphabetical letters are assigned to columns,
and numbers are usually assigned to rows. The point where a column and a row meet is called a cell.
Generally, it is used to keep records, data in va
various fields of business.
 What is AutoFill Handle feature in MS Excel?
Microsoft Excel has a special feature call Fill Handle which files the data automatically with a specific pattern. Basically,
The Fill Handle tool completes the incomplete entries o of data by recognizing the pattern. It is an inbuilt excel feature that
is enabled by default settings. You can extend a series of dates, times, numbers, and text combinations to the desired
number of cells by just writing the first two entries.
Using Fill Handles in MS Excel?
Follow the below steps to use the AutoFill feature in Excel:
Step 1: First Enter the first two entries of your data in the first two cells. For example, entered 1 and 2 in cells A1 and
A2.

Step 2: Next select both the cells ass shown in figure 5.

Step 3: Now hover the mouse over the bottom-right edge of the rectangle window.. You will notice that the cursor
will immediately change to a plus (+) icon as shown in figure 6.

Step 4: Next drag the cross (+) icon down below 20 or according to your need.
As you can see in the below figure, the Fill handle feature will automatically identify the pattern type and fill the
entries for you.

You can also copy same the data in the adjacent column using ” + “ icon as shown in figure 9.

Step 5: Drag the ” + ” icon sidewise as shown in figure 10.

All data will be copied automatically to the adjacent row.

Step 6: To open the AutoFill Option, click on the highlighted small button as shown below:
 Step 7: After clicking the highlighted
hted button a dialog box will open where you can select different auto-fill
auto options.
Step 8: Check the option as per your need.

1. Copy Cell: This feature helps you to copy and paste the selected dragged cells.
2. Fill Series: It is the default option. It autauto-fills the dates based on their pattern.
3. Fill Without Formatting: This features auto-fills fills the cells by identifying the pattern type and it does not copy the cell’s
formatting.
4. Fill Days: This feature auto-fills
fills the cells with days.
5. Fill Weekdays: This option auto-fills fills the cells with weekdays only and eliminates the weekends.
6. Fill Months: This feature fills the cells with incrementing months.
7. Fill Years: Fill Years option fills the cells with the incrementing years. Therefore the day number and month number
numb
will be the same for all the cells.
Examples of Using Fill Handle in Excel:
Example 1: Autofill Month Names
Follow the below steps to autofill the name of the month in excel:
Step 1: In the first cell Enter the full month name i.e. ” January “ as shown in the below figure:

Step 2: Now select the first cell and hover the move over the bottom
bottom-right
right edge of the rectangle window. You will note
the cursor will change to plus (+) icon sign.

Step 3: Drag the “+” icon down.

As you see in the below image, Month names are automatically displayed in the cells.
Example 2: Autofill Dates and Days
Follow the below steps to autofill dates and days in Excel:
Step 1: In the first cell Enter the date and weekday i.e. ” 20 – 08 – 2021 ” and ” Friday ” as shown below:
be

Step 2: Now select the cell (A3 and B3 ) and hover the move over the bottom-right edge of the rectangle window.
You will note the cursor will change to plus (+) icon sign.
Step 3: Drag the “+” icon down.

As you see in the below image, dates and days are automatically display in the cells.
 Math and trigonometry functions
Function Description

ABS function Returns the absolute value of a number

ACOS function Returns the arccosine of a number

ACOSH function Returns the inverse hyperbolic cosine of a number

ACOT function Returns the arccotangent of a number

ACOTH function Returns the hyperbolic arccotangent of a number

ASIN function Returns the arcsine of a number

BASE function Converts a number into a text repres

representation with the given radix (base)

CEILING function Rounds a number to the nearest integer or to the nearest multiple of significance

COS function Returns the cosine of a number

COSH function Returns the hyperbolic cosine of a number

COT function Returns the cotangent of an angle

DECIMAL function Converts a te

text
xt representation of a number in a given base into a decimal number

DEGREES function Converts radians to degrees

EVEN function Rounds a number up to the nearest even integer

EXP function Returns e raised to the power of a given number

FACT function Returns the factorial of a number

FLOOR function Rounds a number down, toward zero

INT function Rounds a number down to the nearest integer

LCM function Returns the least co

common multiple

LET function Assigns names to calculation results to allow storing intermediate calculations, values, or
defining names inside a fformula
LN function Returns the natural logarithm of a number

LOG function Returns the logarithm of a number to a specified base

LOG10 function Returns the base

base-10 logarithm of a number

MDETERM function Returns the matrix determinant of an array

MINVERSE function Returns the matrix inverse of an array

MOD function Returns the remainder from division

PI function Returns the value of pi

POWER function Returns the result of a number raised to a power

PRODUCT function Multiplies its arguments

RAND function Returns a random number between 0 and 1

SEQUENCE function Generates a list of sequential numbers in an array, such as 1, 2, 3, 4

SQRT function Returns a positive square root

SUBTOTAL function Returns a subtotal in a list or database

SUM function Adds its arguments

SUMIF function Adds the cells specified by a given criteria

Text functions
Function Description

ASC function Changes full

full-width (double-byte)
byte) English letters or katakana within a character string to half-width
half
(single--byte) characters

ARRAYTOTEXT function Returns an array of text values from any specified range

CHAR function Returns the character specified by the code number

CLEAN function Removes all nonprintable characters from text

CONCATENATE function Joins several text items into one text it

item

DOLLAR function Converts a number to text, using the $ (dollar) currency format
EXACT function Checks to see if two text values are identical

FIND, FINDB functions Finds one text value within another (case
(case-sensitive)

FIXED function Formats a number as text with a fixed number of decimals

LEFT, LEFTB functions Returns the leftmost characters from a text value

LEN, LENB functions Returns the number of characters in a text string

LOWER function Converts text to lowercase

MID, MIDB functions Returns a specific number of characters from a text string starting at the position you specify

NUMBERVALUE function Converts text to number in a locale

locale-independent manner

PROPER function Capitalizes the first letter in each word of a text value

REPLACE, REPLACEB functions Replaces characters within text

RIGHT, RIGHTB functions Returns the rightmost characters from a text value

TEXT function Formats a number and converts it tto text

TEXTAFTER function Returns text that occurs after given character or string

TEXTBEFORE function Returns text that occurs before a given character or string

TEXTJOIN function Text: Combines the text from multiple ranges and/or strings

TEXTSPLIT function Splits text strings by using colu

column and row delimiters

TRIM function Removes spaces from text

UNICHAR function Returns the Unicode character that is references by the given numeric value

UNICODE function Returns the number (code point) that corresponds to the first character of the text

UPPER function Converts text to uppercase

VALUE function Converts a text argument to a number

 Date and time functions
Function Description

DATE function Returns the serial number of a particular date

DATEDIF function Calculates the number of days, months, or years between two dates. This function is useful
in formulas where you need to calculate an age.

DATEVALUE function Converts a date in the form of text to a serial number

DAY function Converts a serial number to a day of the month

DAYS function Returns the number of days between two dates

DAYS360 function Calculates the number of days between two dates based on a 360-day year

HOUR function Converts a serial number to an hour

ISOWEEKNUM function Returns the number of the ISO week number of the year for a given date

MINUTE function Converts a serial number to a minute

MONTH function Converts a serial number to a month

NOW function Returns the serial number of the current date and time

SECOND function Converts a serial number to a second

TIME function Returns the serial number of a particular time

TIMEVALUE function Converts a time in the form of text to a serial number

TODAY function Returns the serial number of today's date

WEEKDAY function Converts a serial number to a day of the week

WEEKNUM function Converts a serial number to a number representing where the week falls numerically with a
year

WORKDAY function Returns the serial number of the date before or after a specified number of workdays

YEAR function Converts a serial number to a year

 Lookup and reference functions
Function Descriptio
Description

HLOOKUP function Looks in the top row of an array and returns the value of the indicated cell

LOOKUP function Looks up values in a vector or array

SORT function Sorts the contents of a range or array

TRANSPOSE function Returns the transpose of an array

UNIQUE function Returns a list of unique values in a list or range

VLOOKUP function Looks in the first column of an array and moves across the row to return the value of a cell

XLOOKUP function Searches a range or an array, and returns an item corresponding to the first match it finds. If a match
doesn't exist, then XLOOKUP can return the closest (approximate) match.
 Unit - II
PAGE BREAKS
To set page breaks within the worksheet, select the row you want to appear just below the page break by
clicking the row’s label. Then choose InsertPage Break from the menu bar. You may need to click the
double down arrow at the bottom of the menu list to view this option.
PAGE SETUP
Select FilePage Setup from the menu bar to format the page, set margins, and add headers and
footers.
1. Page: The page option allows you to set the paper size, orientation of the data, scaling of the area,
print quality, etc. Select the Orientation under the Page tab in the Page Setup window to make the page
Landscape or Portrait. The size of the worksheet on the page can also be formatted using Scaling. To
force a worksheet to print only one page wide so that all the columns appear on the same page, select Fit
to 1 page(s) wide.

2. Margins Change the top, bottom, left, and right margins under the Margins tab. Enter values in the
header and footer fields to indicate how far from the edge of the page this text should appear. Check the
boxes for centering horizontally or vertically on the page.
3. Header/Footer tab gives you the option to set the Header (which will be displayed on the top of every
page) and the Footer (which will be displayed on the bottom of every page). Add preset headers and
footers to the page by clicking the drop-down menus under the Header/Footer tab.

To modify a preset header or footer, or to make your own,click the Custom Header and Custom Footer
buttons. A new window will open allowing you to enter text in the left, center, or right on the page.

Format Text - Click this button after highlighting the text to change the font, size, and style.
Page Number - Insert the page number of each page.Total Number of Pages - Use this feature along
with the page number to create strings such as “page 5 of 10”.
Date - Add the current date.
Time - Add the current time.
File Name - Add the name of the workbook file.
Tab Name - Add the name of the worksheet’s tab.
4. Sheet tab has the option to select the area to be printed (that is, range of cells). Check Gridlines if you
want the gridlines dividing the cells to be printed on the page. If the worksheet is several pages long and
only the first page includes titles for the columns, select Rows to repeat at top to choose a title row that
will be printed at the top of each page.
 PRINT PREVIEW
Select FilePrint Preview from the menu bar to view how the worksheet will print. Click the Next and
Previous buttons at the top of the window to display the pages and click the Zoom button to view the
pages closer. Make page layout modifications needed by clicking the Page Setup button. Click Close to
return to the worksheet or Print to continue printing.
PRINT
To print the worksheet, select FilePrint from the menu bar.

1. Print Range - Select either all pages or a range of pages to print.

2. Print What - Select selection of cells highlighted on the worksheet, the active worksheet, or all the
worksheets in the entire workbook.
3. Copies - Choose the number of copies that should be printed.
4. Check the Collate box if the pages should remain in order.
5. Click OK to print.

KEYBOARD SHORTCUTS
Keyboard shortcuts can save time and the effort of switching from the keyboard to the mouse to
execute simple commands. Print this list of Excel keyboard shortcuts and keep it at your computer
desk for a quick reference.
Action Keystroke
Document Actions
Open a file CTRL+O
New file CTRL+N
Save As F12
Save CTRL+S
Print CTRL+P
Find CTRL+F
Replace CTRL+H
Go to F5
Cursor Movement
One cell up up arrow
One cell down down arrow
One cell right Tab
One cell left SHIFT+Tab
Top of worksheet (cell A1) CTRL+Home
End of worksheet(last cell with data) CTRL+End
End of row Home
End of column CTRL+left arrow
Move to next worksheet CTRL+PageDown
Formulas
Apply AutoSum ALT+=
Current date CTRL+;
Current time CTRL+:
Spelling F7
Help F1
Macros ALT+F8
Selecting Cells
All cells left of current cell SHIFT+left arrow
All cells right of current cell SHIFT+right arrow
Entire column CTRL+Spacebar
Entire row SHIFT+Spacebar
Entire worksheet CTRL+A
Text Style
Bold CTRL+B
Italics CTRL+I
Underline CTRL+U
Strikethrough CTRL+5
 Formatting
Edit active cell F2

Format as currency with 2 decimal places SHIFT+CTRL+$

Format as percent with no decimal places SHIFT+CTRL+%
CTRL+X Cut
CTRL+C Copy
CTRL+V Paste
CTRL+Z Undo
CTRL+Y Redo
Format cells dialog box CTRL+1