Task 11: Excel Orientation: The mentor needs to tell the importance of MS office 2007/ equivalent (FOSS) Excel as a

Spreadsheet tool.
Task 12: Using Excel: Accessing, an overview of toolbars, saving excel files, using help and resources, creating a
Scheduler: Features to be covered: Gridlines, Formatting Cells, Summation, Autofill, Formatting Text.

Excel Introduction

Excel Orientation: The mentor needs to tell the importance of MS office 2007/ equivalent (FOSS)
tool Excel as a Spreadsheet tool, give the details of the two tasks and features that would be covered
in each. Using Excel – Accessing, overview of toolbars, saving excel files, Using help and resources.

PROCEDURE:

First click start button of the screen on status bar. Click on programs and then Microsoft
excel. To get a new blank work sheet go to programs and then click on excel sheet. On the file menu
click page setup and then click sheet tab click gridlines. In this way do the required changes using
format cell, make the required changes using formatting text also make the required changes. Enter
the data in the data in the worksheet consisting of week name person name and timings 7 a.m. to 3
p.m. Make all the above changes to the text.

Introduction to MS-Excel

Excel is a computerized spreadsheet, which is an important business tool that helps you report
and analyze information. Excel stores spreadsheets in documents called workbooks. Each
workbook is made up of individual worksheets, or sheets. Because all sorts of calculations can be
made in the Excel spreadsheet, it is much more flexible than a paper spreadsheet. The Excel window
has some basic components, such as an Active cell, Column headings, a Formula bar, a Name box,
the mouse pointer, Row headings, Sheet tabs, a Task Pane, Tab scrolling buttons and Toolbars.

Sample Worksheet
 Excel worksheet and workbooks

When you set up calculations in a worksheet, if an entry is changed in a cell, the spreadsheet will
automatically update any calculated values that were based on that entry. When you open
Excel, by default it will open a blank workbook with three blank worksheets. When you save a
workbook, you have a Save As option that can save the spreadsheet to earlier versions of Excel or to
Quattro Pro, Lotus 123 formats, dBase formats, and even to a comma or tab-delimited text file.

Identify Excel components

Navigate within worksheet

To navigate within a workbook, you use the arrow keys, Page Up, Page Down, or the Ctrl key
in combination with the arrow keys to make larger movements. The most direct means of
navigation is with your mouse.
 Scroll bars are provided and work as they do in all Windows applications.To move to other
Worksheets, you can:

A. Click their tab with the mouse

B. Use the Ctrl key with the Page Up and Page Down keys to move sequentially up or down through
the worksheets.

If you are familiar with Microsoft Access, you will find the tab scrolling buttons for moving between
worksheets to be similar to record browsing on an Access form or datasheet.

Developing a Worksheet
Determine the worksheet’s purpose.

Enter the data and formulas.

Test the worksheet and make any necessary edits / corrections.

Document the worksheet and improve appearance.

Save and print the complete worksheet.

Entering data into a worksheet

To enter data, first make the cell in which you want to enter the data active by clicking it.

Enter the data (text, formulas, dates, etc.) into the active cell.

Use the Alt+Enter key combination to enter text on multiple lines within the same cell.

Use TAB key, arrow keys, or ENTER key to navigate among the cells.

Entering Formulas

A formula is a mathematical expression that calculates a value.

In Excel, formulas always begin with an equal sign (=).

A formula can consist of one or more arithmetic operators.

The order of precedence is a set of predefined rules that Excel follows to calculate a formula.
 Resize worksheet rows and columns

There are a number of methods for altering row height and column width using the mouse
or menus:

Click the dividing line on the column or row, and drag the dividing line to change the width of the
column or Height of the row Double-click the border of a column heading, and the column will
increase in width to match the length of the longest entry in the column Widths are expressed
either in terms of the number of characters or the number of screen pixels.

Identify cell ranges

A group of worksheet cells is known as a cell range, or range.

 Working with ranges in a worksheet makes working with the data easier.

 Ranges can be adjacent or nonadjacent.

 An adjacent range is a single, rectangular block of cells

 Select an adjacent range by clicking on a cell and dragging to an opposite corner of

a rectangle of cells

 A nonadjacent range is comprised of two or more adjacent ranges that are not contiguous
to each other

 .To select a nonadjacent range, begin by selecting an adjacent range, then press and
hold down the Ctrl key as you select other adjacent ranges

Select and move worksheet cells

To select a large area of cells, select the first cell in the range, press and hold the Shift key, and then
clickthe last cell in the range.

Once you have selected a range of cells, you may move the cells within the worksheet by
clicking and dragging the selection from its current location to its new one.

By pressing and holding the Ctrl key as you drag, Excel will leave the original selection in its place and
paste a copy of the selection in the new location. To move between workbooks, use the Alt key
while dragging the selection.
 Insert worksheet rows and columns

You can insert one or many additional rows or columns within a worksheet with just a few steps using
the mouse or menu options. You can insert individual cells within a row or column and then choose
how to displace the existing cells. You can click the Insert menu and then select row or column, or
right click on a row or column heading or a selection of cells and then choose Insert from the shortcut
menu.

Delete worksheet rows and columns

To delete and clear cells, rows, or columns, you can use the Edit menu, or right click on a heading or
a selection of cells and choose Delete from the shortcut menu. Clearing, as opposed to deleting,
does not alter the structure of the worksheet or shift unclear data cells. What can be confusing about
this process is that you can use the Delete key to clear cells, but it does not remove them from the
worksheet as you might expect.

Use undo and redo features

Editing is an intrinsic task in any document, and especially useful are the Undo and Redo actions.
The Undo feature allows you to sequentially back up to a certain action, such as a delete, a move, an
entry, etc. And allows you to reverse those actions.

Redo allows you to reapply actions one step at a time that you have previously undone.

Print as workbook

To print a worksheet, you can use:

A menu

The Print button on the standard toolbar

The Ctrl-P keystroke to initiate a printout of the worksheet

Task 13: Calculating GPA: Features to be covered: Cell Referencing, Formulae in excel: Count, Average, Standard
deviation, etc., Charts, Renaming and Inserting worksheets, Hyperlinking, LOOKUP/VLOOKUP, Sorting, Conditional
formatting.
PURPOSE:
To maintain a control chart for printing books with given data.

THEORY:

1. On the chart menu click chart type

2. Text direction.
Click the arrow down next to the text direction button. For right to left click right to left. For left to right reading
order, click left to right.
For reading order that is consistent with the language of the first entered character, click context. For reading
order that is inconsistent with the language of the first entered character, click control.
3. In the tools menu click options and then click chart tab.
4. To show all worksheet data in the chart even if some rows and columns are hidden, clear the plot visible
cells by check box.
5. To prevent hidden rows and columns from displaying in the chart, select the plot cells only check box.
Hyper Linking:

1. Create a worksheet: On the file menu, click new, and then click blank workbook task pane.
2. Insert a worksheet: C lick worksheet on the insert menu. Right click on sheet tab and then click insert double
click the template for the type of sheet you want.
3. Hyperlink: Using hyperlink we can insert one more sheet in the present sheet
4. Count function: Create a blank worksheet press control +c. In the worksheet select cell A and press control
+c. On the tools menu point to formula auditing and then click formula auditing menu.

Worksheet:

1. In the file menu go to menu then a new worksheet is created.

2 To add a single worksheet, click worksheet on the Insert menu. To add multiple worksheets hold
down shift and then click the number of worksheet tasks to add in a open workbook
Sort:

1. Click a cell in the list you want to sort.

2. On the Data menu click sort.
3. Under first key sort click the custom sort order you want and then click ok.
4. Click any other sorting option you want.
PROCEDURE:
Formulae in Excel:

First click on start button at the bottom of the screen on status bar. Click on programs and then on Microsoft
excel. Then open a new document. Give the main heading and subheading by changing the size so that they
look in block letters. Enter the data. To calculate go to Insert menu in the menu bar and then click on function
and then ok. Then select the data to which you want to calculate mean. Then you get the required answer. In
same way, sample means standard deviation lower count limit and upper count limit. Go to insert menu and
click on function and select the required operation to be done and select the data and calculate. Formulas for all
the above are given below.

Mean = (s1 + s2 + s3 + s4 + s5)/5;

Sample mean = avg (mean)
Standard deviation = (mean, sample, mean)
Sample standard déviation= avg (Standard déviation)
Lower count limit = sample mean – sample standard deviation.
Upper count limit = Sample mean + Sample Standard deviation

Hyper linking:
 First click on start button of the screen on status bar. Click on programs and then Ms-excel. To get a new
blank worksheet go to programs and then click on excel sheet. Rename the first sheet as student by right
clicking on sheet 1 and renaming. Insert hyperlink insert and click on hyperlink. Then go to sheet 2 and rename
as CSE type in particulars of ECE right click on sheet 3. Then go to sheet -4 rename as IT. In this type all the
four sheets are created.

WORKSHEET
 First click on start button at the bottom of the screen on status bar. Click on programs and then Ms-
excel. Then enter the data as given. Enter the student’s names, Subjective wise marks, total and avg. Then
calculate the total and avg by using formula. Then go to Data menu and click sort. Under first key sort, click
custom sort order needed i.e. ascending order or alphabetical order and then click o.k. Then the required
worksheet is prepared.
Split Cells:

Excel allows you to split the workbook window into two horizontal or vertical panes and also to split cells or data
across many cells.
Sort:
5. Click a cell in the list you want to sort.
6. On the Data menu click sort.
7. Under first key sort click the custom sort order you want and then click ok.
Click any other sorting option you want
Freeze Panes:
You can freeze a pane from a split window or just freeze rows or columns without splitting the window.

PROCEDURE:
Sort:

First click on start button at the bottom of the screen on status bar. Click on programs and then Ms-excel. Then
enter the data as given. Enter the student’s names, Subjective wise marks, total and avg. Then calculate the
total and avg by using formula. Then go to Data menu and click sort. Under first key sort, click custom sort
order needed i.e. ascending order or alphabetical order and then click o.k. Then the required worksheet is
prepared
Split cells:
Spread the content of one cell over many cells
1. Copy the data you want into the upper-leftmost cell within the range.
2. Select the cells you want to merge.
3. To merge cells in a row or column and center the cell contents, click Merge and Center on the
Formatting toolbar.
Split merged cells

1. Select the merged cell When cells have been combined, Merge and Center on the Formatting toolbar
is selected
2. Click Merge and Center on the Formatting toolbar.
Divide text across cells
1. Select the range of cells that contains the text values. The range can be any number of rows tall, but no
more than one columns wide.
2. On the Data menu, click Text to Columns.
3. Follow the instructions in the Convert Text to Columns Wizard to specify how you want to divide the text
into columns.
Split Windows:
1. At the top of the vertical scroll bar or at the right end of the horizontal scroll bar, point to the split box.
2. When the pointer changes to a split pointer, drag the split box down or to the left to the position you
want.
Freeze Panes:
1. To freeze a pane, do one of the following:
The top horizontal pane    Select the row below where you want the split to appear.
The left vertical pane    Select the column to the right of where you want the split to appear.
Both the upper and left panes    Click the cell below and to the right of where you want the split to appear.
2. On the Window menu, click Freeze Panes.
Outline:
1. Outline the data automatically
1. Select the range of cells you want to outline. To outline the entire worksheet, click any cell on the
worksheet.
2. On the Data menu, point to Group and Outline, and then click Auto Outline.Outline the data manually
3. Select the rows or columns that contain detail data.
4. On the Data menu, point to Group and Outline, and then click Group. The outline symbols appear
beside the group on the screen.
5. Continue selecting and grouping detail rows or columns until you have created all of the levels you want
in the outline.
Group:
Group objects
1. Select the objects you want to group.
To select multiple objects, hold down SHIFT while you select each object.
2. On the Drawing toolbar, click Draw, and then click Group.
Ungroup objects
1. Select the group you want to ungroup.
2. On the Drawing toolbar, click Draw, and then click Ungroup.
To continue ungrouping, click Yes when the message box appears.
To change an individual object, continue to select and ungroup objects until the one you want becomes
available.
3. Use the tools on the Drawing toolbar to change the object
Conditional Formatting:

1. Select the cells for which you want to add, change, or remove conditional formatting
2. On the Format menu, click Conditional Formatting.
3. Do one of the following:
Add a conditional format
1. Do one of the following:
To use values in the selected cells as the formatting criteria, click Cell Value Is, select the comparison phrase,
and then type a constant value or a formula. If you enter a formula, start it with an equal sign (=).
To use a formula as the formatting criteria (to evaluate data or a condition other than the values in selected
cells), click Formula Is and then enter the formula that evaluates to a logical value of TRUE or FALSE.
2. Click Format.
3. Select the formatting you want to apply when the cell value meets the condition or the formula returns
the value TRUE.
4. To add another condition, click Add, and then repeat steps 1 through 3.
You can specify up to three conditions. If none of the specified conditions are true, the cells keep their existing
formats
Change or remove a conditional format

Do one or more of the following:

o To change formats, click Format for the condition you want to change.
o To reselect formats on the current tab of the Format Cells dialog box, click clear and select new
formats.
o To remove one or more conditions, click Delete, and then select the check box for the conditions you
want to delete