Introduction
to MS Excel 2010
MS Excel 2010 is a
spreadsheet software. It helps us calculate and analyse data. Let us learn
about it.
John's teacher has
asked him to make a list of names of all the girls and boys in his class. After
making the list, John has to tick the names of the students who are going on
picnic, collect the fees from them and at the end give the teacher the total amount
collected.
John remembered the
recent chapter of Microsoft Excel 2010 his teacher had taught in the class. He
used all his knowledge of MS Excel to make the list and perform all the
calculations in seconds! Let us also learn about Microsoft Excel 2010.
WHAT IS MS EXCEL?
A sheet containing
data in the form of rows and columns is called spreadsheet. Microsoft Excel or
MS Excel, part of Microsoft Office package, is an electronic spreadsheet
program. It is used to organise data in an easy and concise manner. It has many
built-in features which can even help in performing complex calculations.
STARTING MS EXCEL
2010
Boot-Click-Enter
In order to open or
create a worksheet in MS Excel, you need to first start MS Excel. Follow these
steps to start MS Excel 2010:
All Programs
Microsoft Office
Microsoft Excel 2010
Different parts like
Office button, Quick Access Toolbar, Title bar, Ribbon and so on are common to
all MS Office software and you are already aware of them. The parts that are
unique to MS Excel window are Worksheet and Workbook, Cells, Range of cells,
Name Box and Formula Bar, Sheet Tab and Tab Scrolling Bar, and Status Bar. Let
us learn about these,
➤ Worksheet and Workbook
In Excel, worksheet
is the area where you do all your work. You can enter and edit data in a
worksheet. When individual worksheets are combined together, they are referred
to as workbook.
A worksheet is divided
into a grid of rows and columns. There are 1,048,576 rows and
16,384 columns in a
single worksheet.
Row header: Each row
is assigned a number like 1, 2, 3, ... upto 1,048,576.
Column header: Each
column is assigned a letter like A, B, C..... Z, AA, AB,.... ZZ, AAA, AAB....
up to XFD
26.
Do You Know?
By default, each
workbook in Excel contains three worksheets.
➤ Cell
A cell can be
defined as the intersection of a row and a column. This intersection gives a
unique address to each cell which is a combination of the column letter and the
row number. For example, C3 is the cell address referring to the cell at the
intersection of column C and row 3.
Do You Know?
In a cell address,
the column letter is specified before the row number.
➤ Range of Cells
Range of cells, also
known as block of cells, implies a group of cells forming a rectangular area.
Excel indicates a range by using a colon. For example, a range starting from '
Name Box and Formula
Bar
The Name Box
displays the name of the active cell in a worksheet, or the name of the first
active cell of the selected range. The drop down arrow next to the Name Box is
used to locate the previously named regions.
The Formula Bar
located on the right of the Name Box, displays the contents of the active cell
in the worksheet.
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Fig. 4: The Name Box
and Formula Bar
➤ Sheet Tab and Tab Scrolling Bar
The Sheet Tab is
located at the bottom of the Excel window. This tab displays the list of sheets
(Sheet 1, Sheet 2, Sheet 3, and so on) in the current workbook. It is also used
to move from one worksheet to another, within the same workbook.
The Tab Scrolling
Bar located on the left of the Sheet Tab allows you to scroll quickly and
easily when you have many worksheets in a workbook.
TAB SCROLLING BAR
Fig. 5: The Sheet
Tab and Tab Scrolling Bar
► Status Bar
The Status Bar
located below the Sheet Tab and Tab Scrolling Bar displays the information
about an operation in progress or about a selected command. After the selection
of the command, the left side of the status bar displays the command.
GETTING HELP
Excel is a fully
equipped application and provides assistance whenever you face a problem while
working on it. You can follow the steps given below to get help:
Step
Press the F1 key.
OR
Click on the
Microsoft Office Excel Help button on the top right corner of the window.
Excel Help dialog
box opens up.
Step Type your
question or a keyword related to your topic in the search criteria text box and
click the Search button. Excel will list the topics related to the question you
entered.
Step Click on the
topic on which you want to get help.
WORKING WITH
WORKBOOK
Boot-Click-Enter 5
When you start
Excel, a blank workbook appears. Remember,
the MS Excel
workbook is named as 'Book 1'.
the active cell in
the worksheet is 'A1'.
⚫the active worksheet is 'Sheet 1'.
In this section, you
will learn to create a new workbook, open an existing workbook and save a
workbook.
the mouse pointer
changes from an arrow to a white cross.
Creating a Workbook
To create a new
workbook, follow the steps given below:
Step Click on the
File tab.
Step Click on the
option New. The New window with a list of templates will open (Fig. 7).
Step Click on Blank
Workbook under Available Templates section. Then click on Create option on the
right pane. OR
Double click on
Blank Workbook under Available Templates section. A new workbook will be
created.
Fig. 7: The Create
New Workbook window
Keyboard Magic
You can press Ctrl +
N keys to open a new workbook.
►Saving a Workbook
After creating a
workbook, you must save it if you require it for future reference. Follow these
steps to save a workbook:
Step Click on File.
Step Click on the
option Save As.
The Save As dialog
box appears (Fig. 8).
Step From the left
pane of the dialog box, select the location where you want to save the file.
Step Type the name
of the file in the File name text box.
Step Click on Save
to save the workbook.
Your file will be
saved with an extension name .xlsx.
Keyboard Magic
You can press Ctrl +
S keys to save a workbook.
➤ Opening a Workbook
Follow these steps
to open a saved workbook:
Step Click on File.
Step Click on the
Open option. The Open dialog box will appear (Fig. 9).
Step From the left
pane of the dialog box, select the location of your workbook.
Step Select the
workbook and click Open.
OR
Select the workbook
and press Enter key.
OR
Double click on the
workbook.
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Fig. 9: The Open
Dialog box
Cancel
Keyboard Magic
You can press Ctrl +
O keys to open the Open Dialog box and then click on your workbook to open it.
WORKING WITH
WORKSHEET
You will now learn
how to insert, delete and rename a worksheet, enter data in a worksheet and
navigate through a worksheet.
➤ Inserting a Worksheet
If you wish to
insert a worksheet in your workbook, you can do so in the following ways:
Step Click on Sheet
3 on the Sheet tab.
Step Now, click on
the Home tab and go to the Cells group.
Step Click on the
drop down arrow below the Insert button. Then click on Insert Sheet from the
list displayed {Fig. 10(a)).
OR
Right-click on Sheet
3 on the Sheet tab and click on Insert... from the shortcut menu that appears
(Fig. 10(b)). This will display the Insert window (Fig. 10(c)). Select
Worksheet in the General tab and then click on OK to insert a worksheet.
Fig. 10(a): The
Insert drop down list
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Select All Sheets
Sheet Sheet3
Fig. 10(b): The
Shortcut menu from Sheet Tab
Fig. 10(c): The
Insert window
Do You Know?
The sheet is always
added to the left of the active worksheet. If you want to insert a worksheet at
the end, click on the Insert worksheet button on the Sheet tab.
➤ Deleting a Worksheet
In order to delete a
worksheet, you have to follow either of the steps given below:
Step Click on the
sheet (you want to delete) on the Sheet tab.
Step Click on the
Home tab.
Step In the Cells
group, click on the drop down arrow below the Delete button. Then click Delete
Sheet from the list displayed (Fig. 11).
OR
Sort & Find
Filter Select
Right-click on the
sheet (you want to delete) on the Sheet tab and click Delete from the shortcut
menu that will appear.
Delete Cells
Delete Thest
Delete Sheet Cumni
Us Delete Sheet
Fig. 11: The Delete
drop down list
Do You Know?
If you are deleting
a blank worksheet, Excel will simply delete it. However, if you are deleting a
worksheet containing some data, Excel will prompt you before deleting it. Click
on the Delete button to delete the worksheet or on Cancel to abort deletion of
the worksheet.
➤ Renaming a Worksheet
You can rename a
worksheet depending on your requirement. Follow the steps given below to rename
a sheet:
Step On the Sheet
tab, select the worksheet to be renamed.
Step Click on the
Home tab and go to the Cells group. Click on the drop down arrow next to the
Format button.
Step From the list
displayed, go to Organize Sheets options and click on Rename Sheet (Fig.
12(a)). Type the new name.
OR
Right-click on the
sheet (to be renamed) on the Sheet tab and click Rename from the shortcut menu
that appears (Fig. 12(b)). Type the new name.
For example, type
Expenses and press the Enter key or click anywhere outside the Sheet tab area
to assign a new name.
Do You Know?
You can also
double-click the worksheet name on the Sheet tab in order to rename it.
Entering Data in a
Worksheet
There are four types
of data which can be entered in a cell:
1. Date and Time:
This data consists of date value like 01/04/2014 and time value
like 9:00 AM. The
date and time value are by default right aligned.
2. Numbers: This
includes the digits from 0-9 and the symbols, such as +, -) =, <, > and
%. The numerical values here are by default right aligned.
3. Text: Textual
data consists of letters, numbers and special characters, such as $, and blank
spaces. The textual data is by default left aligned. For example, Tuesday, Hi,
Marks, Address-2, etc.
4. Formula: It is a
combination of numbers, operators and cell addresses. It is used to perform
calculations on the values stored in a cell or a range of cells.
CLOSING WORKBOOK AND
EXITING EXCEL
➤ Closing workbook
Follow the steps
given below to exit Excel workbook:
Step Click on File
tab and then click on Close.
OR
Click on Close
button close the current workbook. on the upper right corner of the Excel
workbook to
Step Excel will ask
for three options-Save, Don't Save or Cancel.
Step Click on Save
if you want to save the changes and close the window, and on Don't Save if you
want to close the window without saving the changes. Just in case you do not
want to close the window, click on Cancel.
Do You Know?
There are two close
buttons X when an Excel window is open. The outer button located at the top of
the Excel application window will close the MS Excel window while the inner
one, located on the workbook, will close the current workbook only.
➤ Exiting Excel
Follow either of the
steps given below to exit MS Excel:
Click on File tab
and then click on Exit.
OR
Click on Close
button on the upper right corner of the Excel application window.
Do You Know?
If you have not
saved the changes you made in a file, MS Excel will ask you to save the changes
before closing the workbook or the Excel application window.
The Right Way
It is a good
practice to create related worksheets under the same workbook. For example, if
you have to keep a record of marks scored by all the students of a particular
class, you may open a workbook and record subjectwise marks in separate
worksheets.
Let Us Recall
MS Excel is a
popular spreadsheet based program that helps in organising data and performing
calculations in an easy and concise manner.
The various parts
specific to Excel window are worksheet and workbook, cells, range of cells,
Name Box and Formula Box, Sheet Tab and Tab Scrolling Bar, and Status Bar.
A worksheet is the
area in which you work and it is divided into a grid of rows and columns. Each
row is assigned a number and each column is assigned a letter, to name them.
Workbook is the
combination of individual worksheets.
A cell is defined as
the intersection of a row and a column. This intersection gives each cell a
unique address which is a combination of the column and the row number.
A worksheet can be
edited, renamed and deleted.
Exercises
A. Tick (✔) the correct option.
1. MS Excel is (b) Spreadsheet software.
2. MS Excel is a part of (c) MS Office software package.
3. By default, one workbook in Excel contains (b) Three worksheets.
4. The extension name of an Excel 2010 workbook is (c) .xlsx.
5. The part of the Excel window which shows the
different groups of commands is called (a) Ribbon.
B. Fill in the
blanks.
1. A workbook is a collection of worksheets.
2. The Name box is located on the left of the Formula Box.
3. A worksheet is divided into horizontal rows and vertical columns.
4. MS Excel provides quick access to the help topics through the Excel Help window.
5. A range of cells implies a group of cells forming a
rectangular area.
C. Tick (✔) the correct statements and cross (X) the incorrect
ones.
1. ✔ The Status bar displays the
information about a selected command in progress.
2. ✔ The default name of a workbook is
Workbook 1.
3. ✔ A worksheet is the area where you can
do all the work.
4. ✔ A cell is the intersection of a row
and a column.
5. ❌ Once a worksheet is added to a
workbook, it cannot be deleted.
D. Answer the
following questions.
1. What is MS Excel?
MS
Excel is a spreadsheet
software that helps organize, analyze, and manipulate data. It is part of the
Microsoft Office suite and is widely used for various purposes, including
financial modeling, data analysis, and creating reports.
2. Define a
worksheet and a workbook.
Worksheet:
A worksheet is a grid-like structure within an Excel workbook, consisting of
rows and columns. It is the primary area where you enter and edit data.
Workbook: A workbook is a collection of one or more worksheets.
It is the primary file format used in Excel.
3. Write steps
involved in deleting a worksheet.
Select
the worksheet: Click on the tab of the worksheet you want to delete.
Right-click:
Right-click on the selected worksheet tab.
Choose Delete: From the context menu, select the
"Delete" option.
4. Write steps for
saving a workbook.
Click
on the File tab: Go to the "File" tab in the top left corner.
Choose
Save As: Select the "Save As" option.
Select
a location: Choose the desired location to save the workbook.
Enter a
filename: Type a name for the workbook in the "File name" field.
Click Save: Click the "Save" button to save the
workbook.
5. List the types of
data which can be entered in a cell.
Text:
Alphanumeric characters, words, and sentences.
Numbers:
Numerical values, including integers, decimals, and fractions.
Dates
and Times: Specific dates and times.
Formulas:
Expressions that perform calculations using cell references and mathematical
operators.
Functions: Built-in formulas that automate calculations.
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