EXCEL lessons for 6th grade
MS-EXCEL 2007
Participant Guide
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TABLE OF CONTENTS
4
Spreadsheets Microsoft Office Button Ribbon Quick Access Toolbar Mini Toolbar | 7 |
Create a Workbook Save a Workbook Open a Workbook Entering Data | 11 |
Select Data Copy and Paste Cut and Paste Undo and Redo Auto Fill | 14 |
Insert Cells, Rows and Columns Delete Cells, Rows and Columns Find and Replace Go To Command Spell Check | 16 |
Excel Formulas Calculate with Functions Function Library Relative, Absolute, & Mixed Functions Linking Worksheets | 19 |
Basic Sorts Custom Sorts Filter | 21 |
Adding a Picture Adding Clip Art Editing Pictures and Clip Art Adding Shapes Adding SmartArt | 25 |
Create a Chart
Modify a Chart Chart Tools Copy a Chart to Word | 28 |
Convert Text to Columns Modify Fonts Format Cells Dialog Box Add Borders and Colors to Cells Change Column Width and Row Height Hide or Unhide Rows and Columns Merge Cells Align Cell Contents | 34 |
Format Worksheet Tabs Reposition Worksheets in a Workbook Insert and Delete Worksheets Copy and Paste Worksheets | 37 |
Set Print Titles Create a Header and a Footer Set Page Margins Change Page Orientation Set Page Breaks Print a Range | 41 |
Split a Worksheet Freeze and Unfreeze Rows & Columns Hide and Unhide Worksheets Functions | 43 |
Text functions | 44 |
Date and time functions | 51 |
Math and trigonometry functions | 54 |
Logical functions | 65 |
Financial functions | 68 |
Lookup and reference functions | 70 |
Statistical functions | 72 |
Some advance tools in excel | 78 |
Data validation Subtotal Macro Exercise | 84 |
?Getting Started
Getting started with Excel 2007 you will notice that there are many similar features to previous versions. You will also notice that there are many new features that you’ll be able to utilize. There are three features that you should remember as you work within Excel 2007: the Microsoft Office Button, the Quick Access Toolbar, and the Ribbon. The function of these features will be more fully explored below.
Spreadsheets
A spreadsheet is an electronic document that stores various types of data. There are vertical columns and horizontal rows. A cell is where the column and row intersect. A cell can contain data and can be used in calculations of data within the spreadsheet. An Excel spreadsheet can contain workbooks and worksheets. The workbook is the holder for related worksheets.
Microsoft Office Button
The Microsoft Office Button performs many of the functions that were located in the File menu of older versions of Excel. This button allows you to create a new workbook, Open an existing workbook, save and save as, print, send, or close.
Ribbon
The ribbon is the panel at the top portion of the document It has seven tabs: Home, Insert, Page Layouts, Formulas, Data, Review, and View. Each tab is divided into groups. The groups are logical collections of features designed to perform function that you will utilize in developing or editing your Excel spreadsheets.
Commonly utilized features are displayed on the Ribbon. To view additional features within each group, click the arrow at the bottom right corner of each group.
Home | : Clipboard, Fonts, Alignment, Number, Styles, Cells, Editing |
Insert | : Tables, Illustrations, Charts, Links, Text |
Page Layouts | : Themes, Page Setup, Scale to Fit, Sheet Options, Arrange |
Formulas | : Function Library, Defined Names, Formula Auditing, Calculation |
Data | : Get External Data, Connections, Sort & Filter, Data Tools, Outline |
Review | : Proofing, Comments, Changes |
View | : Workbook Views, Show/Hide, Zoom, Window, Macros |
Quick Access Toolbar
The quick access toolbar is a customizable toolbar that contains commands that you may want to use. You can place the quick access toolbar above or below the ribbon. To change the location of the quick access toolbar, click on the arrow at the end of the toolbar and click Show Below the Ribbon.
You can also add items to the quick access toolbar. Right click on any item in the Office Button or the Ribbon and click Add to Quick Access Toolbar and a shortcut will be added.
Mini Toolbar
A new feature in Office 2007 is the Mini Toolbar. This is a floating toolbar that is displayed when you select text or right-click text. It displays common formatting tools, such as Bold, Italics, Fonts, Font Size and Font Color.
WORKING WITH WORKBOOK
Create a Workbook
To create a new Workbook:
§ Click the Microsoft Office Toolbar
§ Click New
§ Choose Blank Document
If you want to create a new document from a template, explore the templates and choose one that fits your needs.
Save a Workbook
When you save a workbook, you have two choices: Save or Save As. To save a document:
§ Click the Microsoft Office Button
§ Click Save
You may need to use the Save As feature when you need to save a workbook under a different name or to save it for earlier versions of Excel. Remember that older versions of Excel will not be able to open an Excel 2007 worksheet unless you save it as an Excel 97-2003 Format. To use the Save As feature:
§ Click the Microsoft Office Button
§ Click Save As
§ Type in the name for the Workbook
§ In the Save as Type box, choose Excel 97-2003 Workbook
Open a Workbook
To open an existing workbook:
§ Click the Microsoft Office Button
§ Click Open
§ Browse to the workbook
§ Click the title of the workbook
§ Click Open
Entering Data
There are different ways to enter data in Excel: in an active cell or in the formula bar. To enter data in an active cell:
§ Click in the cell where you want the data
§ Begin typing
To enter data into the formula bar
§ Click the cell where you would like the data
§ Place the cursor in the Formula Bar
§ Type in the data
? MANIPULATING DATA
Excel allows you to move, copy, and paste cells and cell content through cutting and pasting and copying and pasting.
Select Data
To select a cell or data to be copied or cut:
§ Click the cell
§ Click and drag the cursor to select many cells in a range
Select a Row or Column
To select a row or column click on the row or column header.
Copy and Paste
To copy and paste data:
§ Select the cell(s) that you wish to copy
§ On the Clipboard group of the Home tab, click Copy
§ Select the cell(s) where you would like to copy the data
§ On the Clipboard group of the Home tab, click Paste
Cut and Paste
To cut and paste data:
§ Select the cell(s) that you wish to copy
§ On the Clipboard group of the Home tab, click Cut
§ Select the cell(s) where you would like to copy the data
§ On the Clipboard group of the Home tab, click Paste
Undo and Redo
To undo or redo your most recent actions:
§ On the Quick Access Toolbar
§ Click Undo or Redo
Auto Fill
The Auto Fill feature fills cell data or series of data in a worksheet into a selected range of cells. If you want the same data copied into the other cells, you only need to complete one cell. If you want to have a series of data (for example, days of the week) fill in the first two cells in the series and then use the auto fill feature. To use the Auto Fill feature:
§ Click the Fill Handle
§ Drag the Fill Handle to complete the cells
MODIFYING A WORKSHEET
Insert Cells, Rows, and Columns
To insert cells, rows, and columns in Excel:
§ Place the cursor in the row below where you want the new row, or in the column to the left of where you want the new column
§ Click the Insert button on the Cells group of the Home tab
§ Click the appropriate choice: Cell, Row, or Column
Delete Cells, Rows and Columns To delete cells, rows, and columns:
§ Place the cursor in the cell, row, or column that you want to delete
§ Click the Delete button on the Cells group of the Home tab
§ Click the appropriate choice: Cell, Row, or Column
Find and Replace
To find data or find and replace data:
§ Click the Find & Select button on the Editing group of the Home tab
§ Choose Find or Replace
§ Complete the Find What text box
§ Click on Options for more search options
Go To Command
The Go To command takes you to a specific cell either by cell reference (the Column Letter and the Row Number) or cell name.
§ Click the Find & Select button on the Editing group of the Home tab
§ Click Go To
Spell Check
To check the spelling:
§ On the Review tab click the Spelling button
PERFORMING CALCULATIONS
A formula is a set of mathematical instructions that can be used in Excel to perform calculations. Formals are started in the formula box with an = sign.
There are many elements to and excel formula.
References : The cell or range of cells that you want to use in your calculation
Operators : Symbols (+, -, *, /, etc.) that specify the calculation to be performed
Constants : Numbers or text values that do not change
Functions : Predefined formulas in Excel
To create a basic formula in Excel:
§ Select the cell for the formula
§ Type = (the equal sign) and the formula
§ Click Enter
Calculate with Functions
A function is a built in formula in Excel. A function has a name and arguments (the mathematical function) in parentheses. Common functions in Excel:
Sum: Adds all cells in the argument
Average: Calculates the average of the cells in the argument
Min: Finds the minimum value
Max: Finds the maximum value
Count: Finds the number of cells that contain a numerical value within a range of the argument
To calculate a function:
§ Click the cell where you want the function applied
§ Click the Insert Function button
§ Choose the function
§ Click OK
§ Complete the Number 1 box with the first cell in the range that you want calculated
§ Complete the Number 2 box with the last cell in the range that you want calculated
Function Library
The function library is a large group of functions on the Formula Tab of the Ribbon. These functions include:
AutoSum | : Easily calculates the sum of a range |
Recently Used | : All recently used functions |
Financial | : Accrued interest, cash flow return rates and additional financial functions |
Logical | : And, If, True, False, etc. |
Text | : Text based functions |
Date & Time | : Functions calculated on date and time |
Math & Trig | : Mathematical Functions |
Relative, Absolute and Mixed References
Calling cells by just their column and row labels (such as "A1") is called relative referencing. When a formula contains relative referencing and it is copied from one cell to another, Excel does not create an exact copy of the formula. It will change cell addresses relative to the row and column they are moved to. For example, if a simple addition formula in cell C1 "=(A1+B1)" is copied to cell C2, the formula would change to "=(A2+B2)" to reflect the new row. To prevent this change, cells must be called by absolute referencing and this is accomplished by placing dollar signs "$" within the cell addresses in the formula. Continuing the previous example, the formula in cell C1 would read "=($A$1+$B$1)" if the value of cell C2 should be the sum of cells A1 and B1. Both the column and row of both cells are absolute and will not change when copied. Mixed referencing can also be used where only the row OR column fixed. For example, in the formula "=(A$1+$B2)", the row of cell A1 is fixed and the column of cell B2 is fixed.
Linking Worksheets
You may want to use the value from a cell in another worksheet within the same workbook in a formula. For example, the value of cell A1 in the current worksheet and cell A2 in the second worksheet can be added using the format "sheetname!celladdress". The formula for this example would be "=A1+Sheet2!A2" where the value of cell A1 in the current worksheet is added to the value of cell A2 in the worksheet named "Sheet2".
?SORT AND FILTER
Sorting and Filtering allow you to manipulate data in a worksheet based on given set of criteria.
Basic Sorts
To execute a basic descending or ascending sort based on one column:
§ Highlight the cells that will be sorted
§ Click the Sort & Filter button on the Home tab
§ Click the Sort Ascending (A-Z) button or Sort Descending (Z-A) button
Custom Sorts
To sort on the basis of more than one column:
§ Click the Sort & Filter button on the Home tab
§ Choose which column you want to sort by first
§ Click Add Level
§ Choose the next column you want to sort
§ Click OK
Filtering
Filtering allows you to display only data that meets certain criteria. To filter:
§ Click the column or columns that contain the data you wish to filter
§ On the Home tab, click on Sort & Filter
§ Click Filter button
§ Click the Arrow at the bottom of the first cell
§ Click the Text Filter
§ Click the Words you wish to Filter
§ To clear the filter click the Sort & Filter button
§ Click Clear
?GRAPHICS
Adding a Picture To add a picture:
§ Click the Insert tab
§ Click the Picture button
§ Browse to the picture from your files
§ Click the name of the picture
§ Click Insert
§ To move the graphic, click it and drag it to where you want it
Adding Clip Art To add Clip Art:
§ Click the Insert tab
§ Click the Clip Art button
§ Search for the clip art using the search Clip Art dialog box
§ Click the clip art
§ To move the graphic, click it and drag it to where you want it
Editing Pictures and Clip Art
When you add a graphic to the worksheet, an additional tab appears on the Ribbon. The Format tab allows you to format the pictures and graphics. This tab has four groups:
Adjust: Controls the picture brightness, contrast, and colors
Picture Style: Allows you to place a frame or border around the picture and add effects
Arrange: Controls the alignment and rotation of the picture
Size: Cropping and size of graphic
Adding Shapes To add Shape:
§ Click the Insert tab
§ Click the Shapes button
§ Click the shape you choose
§ Click the Worksheet
§ Drag the cursor to expand the Shape
To format the shapes:
§ Click the Shape
§ Click the Format tab
Adding SmartArt
SmartArt is a feature in Office 2007 that allows you to choose from a variety of graphics, including flow charts, lists, cycles, and processes. To add SmartArt:
§ Click the Insert tab
§ Click the SmartArt button
§ Click the SmartArt you choose
§ Select the Smart Art
§ Drag it to the desired location in the worksheet
To format the SmartArt:
§ Select the SmartArt
§ Click either the Design or the Format tab
§ Click the SmartArt to add text and pictures.
?CHARTS
Charts allow you to present information contained in the worksheet in a graphic format. Excel offers many types of charts including: Column, Line, Pie, Bar, Area, Scatter and more. To view the charts available click the Insert Tab on the Ribbon.
Create a Chart
To create a chart:
§ Select the cells that contain the data you want to use in the chart
§ Click the Insert tab on the Ribbon
§ Click the type of Chart you want to create
Modify a Chart
Once you have created a chart you can do several things to modify the chart.
To move the chart:
§ Click the Chart and Drag it another location on the same worksheet, or
§ Click the Move Chart button on the Design tab
§ Choose the desired location (either a new sheet or a current sheet in the workbook)
To change the data included in the chart:
§ Click the Chart
§ Click the Select Data button on the Design tab
To reverse which data are displayed in the rows and columns:
§ Click the Chart
§ Click the Switch Row/Column button on the Design tab
To modify the labels and titles:
§ Click the Chart
§ On the Layout tab, click the Chart Title or the Data Labels button
§ Change the Title and click Enter
Chart Tools
The Chart Tools appear on the Ribbon when you click on the chart. The tools are located on three tabs: Design, Layout, and Format.
Within the Design tab you can control the chart type, layout, styles, and location.
Within the Layout tab you can control inserting pictures, shapes and text boxes, labels, axes, background, and analysis.
Within the Format tab you can modify shape styles, word styles and size of the chart.
Copy a Chart to Word
§ Select the chart
§ Click Copy on the Home tab
§ Go to the Word document where you want the chart located
§ Click Paste on the Home tab
?FORMATTING A WORKSHEET
Convert Text to Columns
Sometimes you will want to split data in one cell into two or more cells. You can do this easily by utilizing the Convert Text to Columns Wizard.
§ Highlight the column in which you wish to split the data
§ Click the Text to Columns button on the Data tab
§ Click Delimited if you have a comma or tab separating the data, or click fixed widths to set the data separation at a specific size.
Modify Fonts
Modifying fonts in Excel will allow you to emphasize titles and headings. To modify a font:
§ Select the cell or cells that you would like the font applied
§ On the Font group on the Home tab, choose the font type, size, bold, italics, underline, or color
Format Cells Dialog Box
In Excel, you can also apply specific formatting to a cell. To apply formatting to a cell or group of cells:
§ Select the cell or cells that will have the formatting
§ Click the Dialog Box arrow on the Alignment group of the Home tab
There are several tabs on this dialog box that allow you to modify properties of the cell or cells.
Number : Allows for the display of different number types and decimal places
Alignment : Allows for the horizontal and vertical alignment of text, wrap text, shrink text, merge cells and the direction of the text.
Font : Allows for control of font, font style, size, color, and additional features
Border : Border styles and colors
Fill: Cell fill colors and styles
Add Borders and Colors to Cells
Borders and colors can be added to cells manually or through the use of styles. To add borders manually:
§ Click the Borders drop down menu on the Font group of the Home tab
§ Choose the appropriate border
To apply colors manually:
§ Click the Fill drop down menu on the Font group of the Home tab § Choose the appropriate color
To apply borders and colors using styles:
§ Click Cell Styles on the Home tab
§ Choose a style or click New Cell Style
Change Column Width and Row Height
To change the width of a column or the height of a row:
§ Click the Format button on the Cells group of the Home tab
§ Manually adjust the height and width by clicking Row Height or Column Width
§ To use AutoFit click AutoFit Row Height or AutoFit Column Width
Hide or Unhide Rows or Columns To hide or unhide rows or columns:
§ Select the row or column you wish to hide or unhide
§ Click the Format button on the Cells group of the Home tab
§ Click Hide & Unhide
Merge Cells
To merge cells select the cells you want to merge and click the Merge & Center button on the Alignment group of the Home tab. The four choices for merging cells are:
Merge & Center: Combines the cells and centers the contents in the new, larger cell
Merge Across: Combines the cells across columns without centering data
Merge Cells: Combines the cells in a range without centering Unmerge Cells: Splits the cell that has been merged
Align Cell Contents
To align cell contents, click the cell or cells you want to align and click on the options within the Alignment group on the Home tab. There are several options for alignment of cell contents:
Top Align | : Aligns text to the top of the cell |
Middle Align | : Aligns text between the top and bottom of the cell |
Bottom Align | : Aligns text to the bottom of the cell |
Align Text Left | : Aligns text to the left of the cell |
Center | : Centers the text from left to right in the cell |
Align Text Right | : Aligns text to the right of the cell |
Decrease Indent | : Decreases the indent between the left border and the text |
Increase Indent | : Increase the indent between the left border and the text |
Orientation | : Rotate the text diagonally or vertically |
?DEVELOPING A WORKBOOK
Format Worksheet Tab
You can rename a worksheet or change the color of the tabs to meet your needs. To rename a worksheet:
§ Open the sheet to be renamed
§ Click the Format button on the Home tab
§ Click Rename sheet
§ Type in a new name
§ Press Enter
To change the color of a worksheet tab:
§ Open the sheet to be renamed
§ Click the Format button on the Home tab
§ Click Tab Color
§ Click the color
Reposition Worksheets in a Workbook To move worksheets in a workbook:
§ Open the workbook that contains the sheets you want to rearrange
§ Click and hold the worksheet tab that will be moved until an arrow appears in the left corner of the sheet
§ Drag the worksheet to the desired location
Insert and Delete Worksheets
To insert a worksheet
§ Open the workbook
§ Click the Insert button on the Cells group of the Home tab
§ Click Insert Sheet
To delete a worksheet
§ Open the workbook
§ Click the Delete button on the Cells group of the Home tab
§ Click Delete Sheet
Copy and Paste Worksheets: To copy and paste a worksheet:
§ Click the tab of the worksheet to be copied
§ Right click and choose Move or Copy
§ Choose the desired position of the sheet
§ Click the check box next to Create a Copy
§ Click OK
11 PAGE PROPERTIES AND PRINTING
Set Print Titles
The print titles allows you to repeat the column and row headings at the beginning of each new page to make reading a multiple page sheet easier to read when printed. To Print Titles:
§ Click the Page Layout tab on the Ribbon
§ Click the Print Titles button
§ In the Print Titles section, click the box to select the rows/columns to be repeated § Select the row or column
§ Click the Select Row/Column Button
§ Click OK
Create a Header or Footer
To create a header or footer:
§ Click the Header & Footer button on the Insert tab
§ This will display the Header & Footer Design Tools Tab
§ To switch between the Header and Footer, click the Go to Header or Go to Footer button
§ To insert text, enter the text in the header or footer
§ To enter preprogrammed data such as page numbers, date, time, file name or sheet name, click the appropriate button
§ To change the location of data, click the desired cell
Set Page Margins
To set the page margins:
1. Click the Margins button on the Page Layout tab
2. Select one of the give choices, or
§ Click Custom Margins
§ Complete the boxes to set margins
§ Click Ok
Change Page Orientation
To change the page orientation from portrait to landscape:
§ Click the Orientation button on the Page Layout tab
§ Choose Portrait or Landscape
Set Page Breaks
You can manually set up page breaks in a worksheet for ease of reading when the sheet is printed. To set a page break:
§ Click the Breaks button on the Page Layout tab
§ Click Insert Page Break
Print a Range
There may be times when you only want to print a portion of a worksheet. This is easily done through the Print Range . To print a range:
§ Select the area to be printed
§ Click the Print Area button on the Page Layout tab
§ Click Select Print Area
Split a Worksheet
You can split a worksheet into multiple resizable panes for easier viewing of parts of a worksheet. To split a worksheet:
§ Select any cell in center of the worksheet you want to split
§ Click the Split button on the View tab
§ Notice the split in the screen, you can manipulate each part separately
Freeze Rows and Columns
You can select a particular portion of a worksheet to stay static while you work on other parts of the sheet. This is accomplished through the Freeze Rows and Columns . To Freeze a row or column:
§ Click the Freeze Panes button on the View tab
§ Either select a section to be frozen or click the defaults of top row or left column
§ To unfreeze, click the Freeze Panes button
§ Click Unfreeze
Hide Worksheets
To hide a worksheet:
§ Select the tab of the sheet you wish to hide
§ Right-click on the tab
§ Click Hide
To unhide a worksheet:
§ Right-click on any worksheet tab
§ Click Unhide
§ Choose the worksheet to unhide
Worksheet functions are categorized by their functionality. In Excel there are various categories of functions. These are:
1. Text functions
2. Date and time functions
3. Math and trigonometry functions
4. Logical functions
5. Financial functions
6. Lookup and reference functions
7. Statistical functions
Text functions
Function | Description |
CHAR | Returns the character specified by the code number |
CODE | Returns a numeric code for the first character in a text string |
CONCATENATE | Joins several text items into one text item |
LEFT | Returns the leftmost characters from a text value |
LEN | Returns the number of characters in a text string |
LOWER | Converts text to lowercase |
MID | Returns a specific number of characters from a text string starting at the position you specify |
PROPER | Capitalizes the first letter in each word of a text value |
RIGHT | Returns the rightmost characters from a text value |
TEXT | Formats a number and converts it to text |
TRIM | Removes spaces from text |
UPPER | Converts text to uppercase |
Date and time functions
Function | Description |
DATE | Returns the serial number of a particular date |
DAY | Converts a serial number to a day of the month |
DAYS360 | Calculates the number of days between two dates based on a 360-day year |
HOUR | Converts a serial number to an hour |
MINUTE | Converts a serial number to a minute |
MONTH | Converts a serial number to a month |
NOW | Returns the serial number of the current date and time |
SECOND | Converts a serial number to a second |
TIME | Returns the serial number of a particular time |
TODAY | Returns the serial number of today's date |
YEAR | Converts a serial number to a year |
Math and trigonometry functions
Functions | Description |
ABS | Returns the absolute value of a number |
CEILING | Rounds a number to the nearest integer or to the nearest multiple of significance |
FACT | Returns the factorial of a number |
FLOOR | Rounds a number down, toward zero |
GCD | Returns the greatest common divisor |
INT | Rounds a number down to the nearest integer |
LCM | Returns the least common multiple |
MOD | Returns the remainder from division |
PI | Returns the value of pi |
POWER | Returns the result of a number raised to a power |
PRODUCT | Multiplies its arguments |
ROMAN | Converts an arabic numeral to roman, as text |
ROUND | Rounds a number to a specified number of digits |
ROUNDDOWN | Rounds a number down, toward zero |
ROUNDUP | Rounds a number up, away from zero |
SQRT | Returns a positive square root |
SUM | Adds its arguments |
SUMIF | Adds the cells specified by a given criteria |
SUMIFS | Adds the cells in a range that meet multiple criteria |
Logical functions
Function | Description |
AND | Returns TRUE if all of its arguments are TRUE |
OR | Returns TRUE if any argument is TRUE |
NOT | Reverses the logic of its argument |
IF | Specifies a logical test to perform |
IFERROR | Returns a value you specify if a formula evaluates to an error; otherwise, returns the result of the formula |
Financial functions
Function | Description |
FV function | Returns the future value of an investment |
PMT function | Returns the periodic payment for an annuity |
PPMT function | Returns the payment on the principal for an investment for a given period |
Lookup and reference functions
Function | Description |
HLOOKUP | Looks in the top row of an array and returns the value of the indicated cell |
LOOKUP | Looks up values in a vector or array |
VLOOKUP | Looks in the first column of an array and moves across the row to return the value of a cell |
Statistical functions
Function | Description |
AVERAGE | Returns the average of its arguments |
AVERAGEIF | Returns the average (arithmetic mean) of all the cells in a range that meet a given criteria |
AVERAGEIFS | Returns the average (arithmetic mean) of all cells that meet multiple criteria |
COUNT | Counts how many numbers are in the list of arguments |
COUNTIF | Counts the number of cells within a range that meet the given criteria |
COUNTIFS | Counts the number of cells within a range that meet multiple criteria |
MAX | Returns the maximum value in a list of arguments |
MEDIAN | Returns the median of the given numbers |
MIN | Returns the minimum value in a list of arguments |
MODE | Returns a vertical array of the most frequently occurring, or repetitive values in an array or range of data |
STDEV | The standard deviation is a measure of how widely values are dispersed from the average value (the mean). |
(1) CHAR function
Description: Returns the character specified by the code number.
Syntax: =CHAR(ASCII Code)
Example: Result:
(2) CODE function
Description: Returns a numeric code for the first character in a text string.
Syntax: =CODE(ASCII Character)
Example: Result:
(3) CONCATENATE function
Description: Joins several text items into one text item.
Syntax: =CONCATENATE(Text1,Text2,……)
Example:
Result:
(4) LEFT function
Description: Returns the leftmost characters from a text value.
Syntax: =LEFT(text, num_chars)
Example: Result:
(5) LEN function
Description: Returns the number of characters in a text string.
Syntax: =LEN(Text)
Example: Result:
(6) LOWER function
Description: Converts text to lowercase.
Syntax: =LOWER(text)
Example: Result:
(7) MID function
Description: Returns a specific number of characters from a text string starting at the position you specify.
Syntax: =MID(Text, Statr_num, Num_chars)
Example: Result:
(8) PROPER function
Description: Capitalizes the first letter in each word of a text value.
Syntax: =PROPER(Text)
Example: Result:
(9) RIGHT function
Description: Returns the rightmost characters from a text value.
Syntax: =RIGHT(text, num_chars) Example:
Result:
(10) TEXT function
Description: Formats a number and converts it to text.
Syntax: =TEXT(Value,Format_text) Example:
Result:
(11) TRIM function
Description: Removes leading and trailing spaces from text.
Syntax: =TRIM(text) Example:
Result:
(12) UPPER function
Description: Converts text to uppercase.
Syntax: =UPPER(text)
Example: Result:
(1) DATE function
Description: Returns the serial number of a particular date.
Syntax: =DATE(year,month,day) Example:
Result:
(2) DAY function
Description: Converts a serial number to a day of the month.
Syntax: =DAY(date_srno)
Example: Result:
(3) DAYS360 function
Description: Calculates the number of days between two dates based on a 360-day year.
Syntax: =DAYS360(start_date ,end_date) Example:
Result:
(4) HOUR function
Description: Converts a serial number to an hour.
Syntax: =HOUR(serial_no)
Example: Result:
(5) MINUTE function
Description: Converts a serial number to a minute.
Syntax: =MINUTE(serial_no)
Example: Result:
(6) MONTH function
Description: Converts a serial number to a month.
Syntax: =MONTH(serial_no)
Example: Result:
(7) NOW function
Description: Returns the serial number of the current date and time.
Syntax: =NOW()
Example: Result:
(8) SECOND function
Description: Converts a serial number to a second.
Syntax: =SECOND(serial_no)
Example: Result:
(9) TIME function
Description: Returns the serial number of a particular time.
Syntax: =TIME(hour, minute, second) Example:
Result:
(10) TODAY function
Description: Returns the serial number of today's date.
Syntax: =TODAY()
Example: Result:
(11) YEAR function
Description: Converts a serial number to a year.
Syntax: =YEAR(serial_no)
Example: Result:
(1) ABS function
Description: Returns the absolute value of a number.
Syntax: =ABS(number)
Example:
Result:
(2) CEILING function
Description: Rounds a number to the nearest integer or to the nearest multiple of significance.
Syntax: =CEILING(number, significance) Example:
Result:
(3) FACT function
Description: Returns the factorial of a number.
Syntax: =FACT(number)
Example: Result:
(4) FLOOR function
Description: Rounds a number down, toward zero.
Syntax: =FLOOR(number, significance) Example:
Result:
(5) GCD function
Description: Returns the greatest common divisor.
Syntax: =GCD(number1, number2, ………..) Example:
Result:
(6) INT function
Description: Rounds a number down to the nearest integer.
Syntax: =INT(number)
Example:
Result:
(7) LCM function
Description: Returns the least common multiple.
Syntax: =LCM(number1, number2, …………) Example:
Result:
(8) MOD function
Description: Returns the remainder from division.
Syntax: =MOD(number, divisor) Example:
Result:
(9) PI function
Description: Returns the value of pi.
Syntax: =PI() Example:
Result:
(10) POWER function
Description: Returns the result of a number raised to a power.
Syntax: =POWER(number, power) Example:
Result:
(11) PRODUCT function
Description: Multiplies its arguments.
Syntax: =PRODUCT(number1, number2, …………..) Example:
Result:
(12) ROMAN function
Description: Converts an arabic numeral to roman, as text.
Syntax: =ROMAN(number)
Example: Result:
(13) ROUND function
Description: Rounds a number to a specified number of digits.
Syntax: =ROUND(number, num_digits) Example:
Result:
(14) ROUNDDOWN function
Description: Rounds a number down, toward zero
Syntax: =ROUNDDOWN(number, num_digits) Example:
Result:
(15) ROUNDUP function
Description: Rounds a number up, away from zero.
Syntax: =ROUNDUP(number, num_digits) Example:
Result:
(16) SQRT function
Description: Returns a positive square root.
Syntax: =SQRT(number)
Example: Results:
(17) SUM function
Description: Adds its arguments.
Syntax: =SUM(number1, number2, ………….) OR SUM(range) Example:
Result:
(18) SUMIF function
Description: Adds the cells specified by a given criteria.
Syntax: =SUMIF(range, criteria, [sumrange]) Example:
Result:
(19) SUMIFS function
Description: Adds the cells in a range that meet multiple criteria.
Syntax: =SUMIFS(sum_range, criteria_range1, criteria1, criteria_range2, criteria2,……) Example:
Result:
(1) AND function
Description: Returns TRUE if all of its arguments are TRUE. Syntax: =AND(logical1, logical2, ………) Example:
Result:
(2) OR function
Description: Returns TRUE if any argument is TRUE. Syntax: =OR(logical1, logical2,…………..) Example:
Result:
(3) NOT function
Description: Reverses the logic of its argument.
Syntax: =NOT(logical) Example:
Result:
(4) IF function
Description: Specifies a logical test to perform.
Syntax: =IF(logical_test, value_if_true, value_if_false) Example:
Result:
(5) IFERROR function
Description: Returns a value you specify if a formula evaluates to an error; otherwise, returns the result of the formula.
Syntax: =IFERROR(value, value_if_error) Example:
Result:
(1) FV function
Description: Returns the future value of an investment.
Syntax: Where, | =FV (rate, nper,-pmt, [pv], [type]) |
rate: | Required. The interest rate per period. |
nper: | Required. The total number of payment periods in an annuity. |
pmt: | Required. The payment made each period, |
pv: | Optional. The present value or the lump-sum amount that a series of future |
payments is worth right now. If pv is omitted, it is assumed to be 0 (zero), and you must include the pmt argument.
Type: Optional. The number 0 or 1 and indicates when payments are due. If type is
omitted, it is assumed to be 0. Example:
Result:
(2) PMT function
Description: Returns the periodic payment for an annuity. Syntax: =PMT (rate, nper,-pmt, [pv], [type]) Example:
Result:
(1) HLOOKUP function
Description: Looks in the top row of an array and returns the value of the indicated cell. Syntax: =HLOOKUP(lookup_value, table_array, row_index_num, [range_lookup]) Example:
Result:
(2) LOOKUP function
Description: Looks up values in a vector or array.
Syntax: =LOOKUP(lookup_value, lookup_vector, [result_vector]) Example:
Result:
(3) VLOOKUP function
Description: Looks in the first column of an array and moves across the row to return the value of a cell.
Syntax: =VLOOKUP(lookup_value, table_array, col_index_num, [range_lookup]) Example:
Result:
(1) AVERAGE function
Description: Returns the average of its arguments. Syntax: =AVERAGE(number1, number2, …………………….) Example:
Result:
(2) AVERAGEIF function
Description: Returns the average (arithmetic mean) of all the cells in a range that meet a given criteria.
Syntax: =AVERAGEIF (range, criteria, average_range) Example:
Result:
(3) AVERAGEIFS function
Description: Returns the average (arithmetic mean) of all cells that meet multiple criteria.
Syntax: =AVERAGEIFS(average_range, criteria_range1, criteria1, criteria_range2, criteria2, ………..) Example:
Result:
(4) COUNT function
Description: Counts how many numbers are in the list of arguments.
Syntax: =COUNT(value1, value2, …………………) Example:
Result:
(5) COUNTIF function
Description: Counts the number of cells within a range that meet the given criteria.
Syntax: =COUNTIF(range, criteria) Example:
Result:
(6) COUNTIFS function
Description: Counts the number of cells within a range that meet multiple criteria. Syntax: =COUNTIFS(range1, criteria1, range2, criteria2, ………………) Example:
Result:
(7) MAX function
Description: Returns the maximum value in a list of arguments.
Syntax: =MAX (value1, value2, ……..)
Example: Result:
(8) MEDIAN function
Description: Returns the median of the given numbers.
Syntax: =MEDIAN (number1, number2, ………………)
Example: Result:
(9) MIN function
Description: Returns the minimum value in a list of arguments.
Syntax: =MIN (value1, value2, ……………..)
Example: Result:
(10) MODE function
Description: Returns a vertical array of the most frequently occurring, or repetitive values in an array or range of data.
Syntax: =MODE (number1, number2)
Example: Result:
(11) STDEV function
Description: The standard deviation is a measure of how widely values are dispersed from the average value (the mean).
Syntax: =STDEV (number1, number2, …………………)
Example: Result:
DATA VALIDATION
If you want to restrict data entry on a worksheet, you can setup data validation by doing the following.
1. Select A1 cell to validate.
2. On the Data tab, in the Data Tools group, click Data Validation.
3. The Data Validation dialog box is displayed.
4. Click on Settingtab. Select Whole Number from Allow dropdown. Select Between from Data dropdown. Enter 100 on Minimum textbox and enter 200 on maximum textbox.
5. Click on Input Message tab.
6. Type ‘Enter a number’ on Input Message textbox.
7. Click on Error Alert tab.
8. Type ‘Number not valid’ on Error message textbox.
9. Click on OK button.
10. Select validated cell and enter a number less than 100.
11. You will receive a validate message.
SUBTOTAL
1. Create a worksheet and enter data as following.
2. For date wise totaling, sort Date column in ascending order.
3. Click on Data tab. Go to Outline group and select Subtotal.
4. The Subtotal dialog box is displayed.
5. Select Date from At each change in drop down. Select Sum from Select Sum from Usefunction drop down. Click on Diesel, Petrol, Lube checkbox from Add subtotal to checkbox list.
6. Click on OK button.
7. You will see your result as follows:
8. In left hand side there are 3 outline symbols 1,2,3,+ and -.
9. When you click on 1, your output as follows.
10. When you click on 2, your output as follows.
11. When you click on +, your output as follows.
12. When you click on 3, your output as follows.
MACRO
To automate repetitive tasks, you can quickly record a macro in Microsoft Office Excel.
1. To record a new macro, go to View tab à Macro à Record Macro.
2. Click on Record Macro. A dialog box is displayed.
3. Enter Macro1 in Macro name textbox. Enter g in shortcut key textbox, which is associated with Ctrl key.
4. Click on OK button.
5. Make a worksheet (Sheet1) with appropriated formulas as follows.
6. Save workbook and click on Sheet2. Press Ctrl+g, you will see your macro is run and result as follows.
EXERCISE
MS EXCEL 2000 – I
EXERCISES
§ Start MS-Excel and try to select the following (using mouse):
A Cell A Range (A1:B6) A Row (No. 5)
A Column (D) A Complete Sheet Multiple Rows (No. 3,4,5)
Multiple Columns (C, D, E) MultipleRanges (A5:C10 & D10:F14)
§ Try the following keys:
ç è ê é CTRL + ê CTRL + è
§ Enter the following data in respective cells:
A | B | C | D | E | F | G | H | I | |
1 | NAME | DEPT | BASIC | DA | TA | HRA | GROSS | DED | NET |
2 | V K SHARMA | O&M | 12600 | ||||||
3 | G K MISHRA | O&M | 18000 | ||||||
4 | C K SINGH | CHEM | 10250 | ||||||
5 | M JOHN | CHEM | 21000 | ||||||
6 | D N KAK | O&M | 25300 | ||||||
7 | M K DIXIT | CHP | 15400 | ||||||
8 | TOTAL | ||||||||
9 | AVERAGE |
§ Save the workbook by the name SALARY § Close the workbook and reopen the workbook § Select the range A1 to I1, do the following:
BoldfaceChange font size to 12Change font colorCentre Align it
§ Enter the formula in :
CELLS | FORMULA | COPY IT IN RANGE |
D2 | = C2*80% | D3 to D7 |
E2 | =C2 *30% | E3 to E7 |
F2 | =(D2+E2)*8.33% | F3 to F7 |
G2 | =SUM (C2:F2) | G3 to G7 |
H2 | =C2*2% | H3 to H7 |
I2 | =G2-H2 | I3 to I7 |
C8 | =SUM(C2:C7) | D8 to I8 |
C9 | =AVERAGE(C2:C7) | D9 to I9 |
§ Save the workbook (using tool button)
§ Re-size the column width as required (using double clicking)
§ Select the range H2 to H9 , Set the no. of decimal places to 2 Format other column accordingly
§ Select the range I2 to I9, apply Comma (,) format with 2 decimals
§ Select the range C2 to I9, apply Currency format
§ Select row nos. 8 & 9 , delete it
§ Select column A, and insert a new column.
§ Place the cell pointer on cell A1, type EMP NO as heading and type values for all the employees § Insert three rows at the top i.e. at 1, 2, 3 row positions.
§ Enter an appropriate title for the table at the top of the table on the first row § Select range A1 to J1, click Merge and Centre tool button § Save the file.
§ Select range A4 to B10 and copy it in Sheet2 , starting from A1 cell
§ In Sheet1, select range G4 to I10 and copy it in Sheet2, starting from cell C1 (use Paste option) § Now try using Paste Special option instead of Paste option.
§ Select range A1 to B7 and transpose it in Sheet2, starting from cell A10.
§ Select Sheet1, insert a column before EmpNo. Type SrNo as its heading. Generate Serial Nos. starting from 1.
§ Try generating alternate serial nos. starting from 101.
§ Select Sheet3, try to generate weekdays starting from Sunday in cell A1
§ Try to generate Months
§ Similarly, in a blank area type Jan-10 and drag from Fill Handle to generate it till Dec-10 § Now try to generate alphabets starting from A.
§ Save and close the worksheet & Excel.
MS EXCEL 2000 – II
EXERCISES
§ Create a worksheet as given below and save it by the name SALARY 2010 :
§ Use the following formulae.
CELLS | FORMULA |
D4 | = C4*80% |
E4 | =C4*30% |
F4 | =(D4+E4)*8.33% |
G4 | =SUM (C4:F4) |
H4 | =C4*2% |
I4 | =G4-H4 |
§ Select range D4 to I4 and double click on fill handle (a small box on bottom right corner or the cell pointer) & save the file.
§ Place the cell pointer over cell A3 and sort the data by Name
§ Similarly, try to sort it by Basic, in descending order. Try other columns also.
§ Change color of range A4:I4 & A6:I6& A8:I8 to Red, and A5:I5 & A7:I7& A9:I9 to blue
§ Try to sort column Name on Blue color. Similarly try other sorting options related to Color
§ Place the cell pointer over cell A3, and apply Filter(this will display column headings like Name, etc in following manner)
Drop Down Marks,
click here to display
§ Click Drop Down Mark on Dept column and select any dept name (say CHEM) from the list and remove tick marks from all other.
§ Similarly, click the Drop Down Mark on Dept column and try selecting other dept names.
§ Click the Drop Down Mark on Dept column and select All option from the list
§ Now, click the Drop Down Mark on Basic column and click Number Filter option from the list
§ Select the option ‘Is greater than or equal to’ from the list and type 20000 in text box
§ Click OK button to see its effect
§ Similarly, try other conditions as given below :
o Details of Employees getting Basic salary between 15000 to 20000
o Details of Employees in CHEM dept who are getting Net Salary above 20000 o Details of employees in CHEM & CHP dept
§ Filter out Dept in Blue color § Turn off this feature.
§ Save the file and close it.
§ Open a new file and type the following data:
A | B | C | D | E | |
1 | Date | Dept | Diesel | Petrol | Lube |
2 | 01-01-10 | Dept1 | 1000 | 65 | 45 |
3 | 01-01-10 | Dept2 | 1253 | 98 | 25 |
4 | 01-01-10 | Dept3 | 1586 | 65 | 35 |
5 | 02-01-10 | Dept1 | 1256 | 78 | 85 |
6 | 02-01-10 | Dept2 | 2004 | 69 | 74 |
7 | 02-01-10 | Dept3 | 1789 | 32 | 56 |
8 | 03-01-10 | Dept1 | 1200 | 58 | 12 |
9 | 03-01-10 | Dept2 | 990 | 99 | 68 |
10 | 03-01-10 | Dept3 | 1358 | 102 | 36 |
11 | 04-01-10 | Dept1 | 1235 | 54 | 59 |
12 | 04-01-10 | Dept2 | 1025 | 35 | 57 |
13 | 04-01-10 | Dept3 | 1000 | 69 | 54 |
14 | 05-01-10 | Dept1 | 2000 | 105 | 25 |
15 | 05-01-10 | Dept2 | 485 | 35 | 36 |
16 | 05-01-10 | Dept3 | 325 | 100 | 56 |
§ Save the file with the name FUEL CONSUMPTION
§ Place the cursor in cell A1 and activate Filter. Perform the following to display the given details, one by one :
• Display Fuel consumption on 01-01-10
• Display all the records
• Now display fuel consumption between 01-01-10& 03-01-10
• Display all the records
• Display dates for which Dept3 has consumed more than 1500 litres of diesel.
• Display all the records
• Display fuel consumption by Dept1
• Display all the records
• Display fuel consumption by Dept1 and Dept3
§ Remove the Filter feature
§ Now, calculate Sum of Diesel, Petrol and Lube in row no.17
§ Save the file and close it
III
§ Open a new file in MS Excel and create the following worksheet:
A | B | C | D | E | ||
1 | OPERATIONAL PERFORMANCE OF COAL BASED NTPC STATIONS | |||||
2 | ||||||
3 | Unit | Apr05- Mar06 | Apr 06 – Mar07 | Apr07 – Mar08 | Apr08 - Mar09 | |
4 | PLF (%) | 81.8 | 81.1 | 83.6 | 84.4 | |
5 | Availability Factor (%) | 88.54 | 81.8 | 88.7 | 88.8 |
§ Save the file by the name GRAPH in your folder
§ Select the range A3 to E5 and then click Insert option from the menu, now choose Column chart
§ Chart title as ‘Operational Performance Of Coal Based NTPC Stations’
§ X-axis title as ‘Years’
§ Y-axis title as ‘Percent (%)’
§ Resize the graph
§ Click the Chart Title and its font size & color to 9 and Red respectively
§ Change its Fill Color to Yellow
§ Similarly, change the X-axis and Y-axis titles (as you desire)
§ Click the Chart Area and changes its Fill Color to Brown
§ Click the Plot Area and change its Fill Color to Light Yellow
§ Click the Legend and change its font size & Fill Color (as you desire)
§ Select Chart and do the following, using appropriate options from the menu :
¨ Switch off all the gridlines
¨ Shift the Legend on Right side of the Plot area
¨ Remove the Legend
¨ Recall the Legend and place it at bottom
§ Now change the chart type to Line chart
§ Now, change the chart type back to Column Chart
§ Insert Data Labels using appropriate menu options
§ Double click on any data label and change its size & Alignment
§ Click on any Column (Data Series) and change its Fill color
§ Click outside the chart
§ Select the range A3 to E4 on your worksheet, and create the following 3D-Pie Charts
§ Change the look of this chart as per your desire
§ Save & close the workbook. Exit from MS Excel
IV
Open the workbook created in previous session and select sheet named FUEL CONSUMPTION. Follow the instructions given below:
Subtotals
• Select the range A1 to E16, choose Data, Subtotal option from the menu.
• Select “Date” from “At Each Change In” and “Sum” from the list “”
• Put tick marks in the fieldnames Diesel, Petrol, Lube. Remove any other tick marks.
• Click “OK” and analyse the result.
• Click the – (minus) symbols appearing on left hand side. Now the click the + (plus) sign.
• Select Data, Subtotal option from the menu, click the remove all button to remove the subtotaling.
Pivot Table
• Use Pivot Table option to create a report which shows us Deptt. Wise as well as Date wise summary of Petrol, Diesel and Lube consumption. (Hint -Drop Date to column fields, Dept to row fields and petrol, diesel and lube to data item when creating the pivot table)
• Go to sheet 2 and use auto sum feature under Petrol, Diesel, and Lube Columns, in cells C17, D17, and E17 respectively.
Goal Seek
• Create a new file and prepare the following sheet to calculate monthly installments for a loan amount :
A | B | C | D | |
1 | AMOUNT | RATE | PERIOD | INSTALLMENT |
2 | 50000 | 0.12 | 3 | =PMT(B2/12,C2*12,-A2) |
3 |
• See the result of PMT .
• Now select the cell D3 and go to Goal Seek option in Tools menu.
• Set cell D3 to value 1500 by changing cell A2, and observe the change in Amount of loan.
Data Table
• Select Sheet 2 and prepare a sheet as given below:
A | B | C | D | E | |
1 | Amount | 50000 | |||
2 | Rate | 12% | |||
3 | Duration | 3 | |||
4 | |||||
5 | =PMT(B2/12,B3*12,-B1) | 3 | 5 | 7 | 8 |
6 | 0.125 | ||||
7 | 0.13 | ||||
8 | 0.135 | ||||
9 | 0.14 | ||||
10 | 0.145 | ||||
11 | 0.15 |
• Select the range A5 to E11 and choose Data, Table option from the menu, enter B3 as Row input Cell and B2 as Column Input Cell.
• Click on Ok button and see the results.
Conditional Formatting
• Select range A5 to E11, choose Format, Conditional Formatting from the menu.
• Select “Cell Value Is” and “Between” options from the given lists. Enter 1000 in the box provided after “Between” and 1600 in the following box.
• Click “Format” button and set the desired format and click “Ok” button, again click the “Ok” button to see the effect.
• Close the workbook and exit from Excel.
V
Printing & Page Setting
• Open a the file which you have created in previous session
• Select File, PageSetup option from the menu
? Change page Orientation to Landscape
• Click Print Preview button to check the output on screen, if some part of the matter is going beyond the page, click Close button
• Select File, Page Setup option from the menu
• Now, change Scaling to ‘Fit to 1 page(s) wide by 1 tall’ option
• Again click Print Preview button to see the change, click Close button
• Select File, PageSetup option from the menu
• Set Paper size to A4 and Print quality to the best quality
• Click Margin option at the top to get the following screen
• Set the Margins (as per your requirement)
• In Centre on Page section, click Horizontally, Vertically to align the matter in centre
• Click Print Preview button to see the change, click Close button
• Select File, PageSetup option from the menu
• Click Header/Footer option to get the following box :
?
?
?
?
• box :
• Click Properties button to set the printer properties as given in the box appearing on next page.
• Define Print Rage i.e. pages which are to be printed
• Define the No. of Copies required, of the specified pages in Page Range ? Ensure that paper is properly fitted in the printer and it is in ON state.
• Click OK button to start the final printing. Close the file & exit Excel.
VI
Macro
• Open a new workbook and create a macro to generate the following format :
Qtr | Income | Expenses | Profit/Loss |
1st | =Formula | ||
2nd | =Formula | ||
3rd | =Formula | ||
4th | =Formula | ||
Total | =Formula | =Formula | =Formula |
• Save the file with a name MYWORKBOOK, select cell D10 in sheet 2 and execute the macro.
VLOOKUP
• Add a new worksheet in the current workbook and enter the following data :
A | B | C | |
1 | Density | Viscosity | Temperature |
2 | 0.457 | 3.55 | 500 |
3 | 0.525 | 3.25 | 400 |
4 | 0.616 | 2.93 | 300 |
5 | 0.675 | 2.75 | 250 |
6 | 0.746 | 2.57 | 200 |
7 | 0.835 | 2.38 | 150 |
8 | 0.946 | 2.17 | 100 |
9 | 1.09 | 1.95 | 50 |
10 | 1.29 | 1.71 |
• Enter the following s in the given cells :
Cell | |
A15 | =VLOOKUP(1,A2:C10,2) |
A16 | =VLOOKUP(1,A2:C10,3,TRUE) |
A17 | =VLOOKUP(.7,A2:C10,3,FALSE) |
A18 | =VLOOKUP(0.1,A2:C10,2,TRUE) |
A14 | =VLOOKUP(2,A2:C10,2,TRUE) |
MS EXCEL 2000 – VII
EXERCISES
Password Protection
? Save the workbook-using File, Save As option from the menu. Click the Tools button in the “Save As” dialog box and choose “General Options” from the list. Enter the desired password in the box “Password To Open” and click “Ok” button. Re-enter the password as confirmation and again click the “Ok” button. ? Click “Save” Button and close the workbook. Re-open it to see the effect.
Mail Merge
• Select a new sheet and enter the following data :
NAME | ADDRESS | CITY | PASSWORD |
Ashfaq Ahmed | 2, DK Gold Apartments | Varanasi | AA007 |
Shashank Mehta | 10, Eagle Society | Allahabad | AB000 |
Wilson Parera | 9, Konark Enclave | Jabalpur | AC002 |
• Change the name of the sheet to PASSWORD, close the workbook, and exit from Excel. ? Start MS-Word and type the following text (given within the box)
GLOBAL INTERNET SERVICES
123, NEHRU PLACE, NEW DELHI – 110 049,
Ref : INT/2000/1020 Dated : 1/11/2000
To,
Sub – Regarding Internet Connection
Dear sir,
We have received your application along with the requisite fee for 100 hrs. access of internet facilities. The User name and password allotted to you is as follows:
USER NAME :
PASSWORD :
Please feel free to call our customer support cell in case of any problems related to internet.
Yours truly,
( R. W. PETER)
• Save the file with a name INTERNET
• Select Tools, Mail Merge option from the menu.
• Click on the create button and select Form Letters option from the list. Click the active window button.
• Click “Get Data” button and select “Open Data Source” option from the list.
• Select “MS-Excel Worksheets” option from the list provided before “Files of Type” and choose the above XL file from the list of files provided in the dialog box. (or search it in the appropriate location).
• Click the Edit Main Document button.
• Now place the cursor below the text To, (as we have to include name, address & city at this location) ? Click insert merge field button and click on NAME, similarly place ADDERESS and CITY.
• Place the cursor in front of USER NAME, click Insert Merge Field button and click on PASSWORD.
• Now place the cursor in front of PASSWORD, click Insert Merge Field button and click on PASSWORD.
• To view the letters with their respective addresses, click View Merged Data button on the Mail Merge Toolbar. Try other buttons such as – Next Record, Last Record, First Record, and Previous Record. ? To print all the letters click Merge to Printer button. Save the document and Exit from Ms-Word.