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Unit –IV -Excel 2010 Tutorial
Microsoft Excel is a commercial spreadsheet application, written and distributed by Microsoft for Microsoft Windows and Mac OS X. At the time of writing this tutorial the Microsoft excel version was 2010 for Microsoft Windows and 2011 for Mac OS X. Microsoft Excel is a spreadsheet tool capable of performing calculations, analyzing data and integrating information from different programs. By default, documents saved in Excel 2010 are saved with the .xlsx extension whereas the file extension of the prior Excel versions are .xls. Getting started This chapter teaches you how to start an excel 2010 application in simple steps. Assuming you have Microsoft Office 2010 installed in your PC, start the excel application following the below mentioned steps in your PC. Step 1 − Click on the Start button.
Step 2 − Click on All Programs option from the menu.
Step 3 − Search for Microsoft Office from the sub menu and click it.
Step 4 − Search for Microsoft Excel 2010 from the submenu and click it.
This will launch the Microsoft Excel 2010 application and you will see the following excel window.
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 when you need 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.
appear when you type. When you click on a box then the box is highlighted. When you double click the box, the flashing vertical bar appears and you can start entering your data.
So, just keep your mouse cursor at the text insertion point and start typing whatever text you would like to type. We have typed only two words "Hello Excel" as shown below. The text appears to the left of the insertion point as you type.
There are following three important points, which would help you while typing −
- Press Tab to go to next column.
- Press Enter to go to next row.
- Press Alt + Enter to enter a new line in the same column. Navigating in Excel Excel provides a number of ways to move around a sheet using the mouse and the keyboard. First of all, let us create some sample text before we proceed. Open a new excel sheet and type any data. We've shown a sample data in the screenshot.
OrderDate Region Rep Item Units Unit
Cost
Total
1/6/2010 East Jones Pencil 95 1.99 189. 1/23/2010 Central Kivell Binder 50 19.99 999. 2/9/2010 Central Jardine Pencil 36 4.99 179. 2/26/2010 Central Gill Pen 27 19.99 539. 3/15/2010 West Sorvino Pencil 56 2.99 167. 4/1/2010 East Jones Binder 60 4.99 299. 4/18/2010 Central Andrews Pencil 75 1.99 149. 5/5/2010 Central Jardine Pencil 90 4.99 449. 5/22/2010 West Thompson Pencil 32 1.99 63. 6/8/2010 East Jones Binder 60 8.99 539. 6/25/2010 Central Morgan Pencil 90 4.99 449. 7/12/2010 East Howard Binder 29 1.99 57.
7/29/2010 East Parent Binder 81 19.99 1,619. 8/15/2010 East Jones Pencil 35 4.99 174.
Moving with Mouse You can easily move the insertion point by clicking in your text anywhere on the screen. Sometime if the sheet is big then you cannot see a place where you want to move. In such situations, you would have to use the scroll bars, as shown in the following screen shot −
You can scroll your sheet by rolling your mouse wheel, which is equivalent to clicking the up-arrow or down-arrow buttons in the scroll bar. Moving with Scroll Bars As shown in the above screen capture, there are two scroll bars: one for moving vertically within the sheet, and one for moving horizontally. Using the vertical scroll bar, you may −
- Move upward by one line by clicking the upward-pointing scroll arrow.
- Move downward by one line by clicking the downward-pointing scroll arrow.
- Move one next page, using next page button (footnote).
- Move one previous page, using previous page button (footnote).
- Use Browse Object button to move through the sheet, going from one chosen object to the next.
Moving with Keyboard
The following keyboard commands, used for moving around your sheet, also move the insertion point −
Keystroke Where the Insertion Point Moves Forward one box Back one box Up one box Down one box PageUp To the previous screen
Step 2 − Select a folder where you would like to save the sheet, Enter file name, which you want to give to your sheet and Select a Save as type, by default it is .xlsx format.
Step 3 − Finally, click on Save button and your sheet will be saved with the entered name in the selected folder. Saving New Changes There may be a situation when you open an existing sheet and edit it partially or completely, or even you would like to save the changes in between editing of the sheet. If you want to save this sheet with the same name, then you can use either of the following simple options −
- Just press Ctrl + S keys to save the changes.
- Optionally, you can click on the floppy icon available at the top left corner and just above the File tab. This option will also save the changes.
- You can also use third method to save the changes, which is the Save option available just above the Save As option as shown in the above screen capture. If your sheet is new and it was never saved so far, then with either of the three options, word would display you a dialogue box to let you select a folder, and enter sheet name as explained in case of saving new sheet. Insert Data and formula in Excel In MS Excel, there are 104857616384* cells. MS Excel cell can have Text, Numeric value or formulas. An MS Excel cell can have maximum of 32000 characters.
Inserting Data
For inserting data in MS Excel, just activate the cell type text or number and press enter or Navigation keys.
Inserting Formula
For inserting formula in MS Excel go to the formula bar, enter the formula and then press enter or navigation key. See the screen-shot below to understand it.
Creating Formulas in Excel
Formulas in MS Excel
Formulas are the Bread and butter of worksheet. Without formula, worksheet will be just simple tabular representation of data. A formula consists of special code, which is entered into a cell. It performs some calculations and returns a result, which is displayed in the cell. Formulas use a variety of operators and worksheet functions to work with values and text. The values and text used in formulas can be located in other cells, which makes changing data easy and gives worksheets their dynamic nature. For example, you can quickly change the data in a worksheet and formulas works.
Elements of Formulas
A formula can consist of any of these elements −
- *Mathematical operators, such as +(for addition) and (for multiplication) Example − - =A1+A2 Adds the values in cells A1 and A2.
- (^) Values or text Example − - =200*0.5 Multiplies 200 times 0.15. This formula uses only values, and it always returns the same result as 100.
- Cell references (including named cells and ranges) Example − - =A1=C12 Compares cell A1 with cell C12. If the cells are identical, the formula returns TRUE; otherwise, it returns FALSE.
- Worksheet functions (such as SUMor AVERAGE) Example − - =SUM(A1:A12) Adds the values in the range A1:A12.
- column D : =SUM(D3:D8)
- column E : =SUM(E3:E8)
- column F : =SUM(F3:F8)
- column G : =SUM(G3:G8)
Simple Charts in Excel Charts
A chart is a visual representation of numeric values. Charts (also known as graphs) have been an integral part of spreadsheets. Charts generated by early spreadsheet products were quite crude, but thy have improved significantly over the years. Excel provides you with the tools to create a wide variety of highly customizable charts. Displaying data in a well- conceived chart can make your numbers more understandable. Because a chart presents a picture, charts are particularly useful for summarizing a series of numbers and their interrelationships.
Types of Charts
There are various chart types available in MS Excel as shown in the below screen-shot.
- Column − Column chart shows data changes over a period of time or illustrates comparisons among items.
- Bar − A bar chart illustrates comparisons among individual items.
- Pie − A pie chart shows the size of items that make up a data series, proportional to the sum of the items. It always shows only one data series and is useful when you want to emphasize a significant element in the data.
- (^) Line − A line chart shows trends in data at equal intervals.
- Area − An area chart emphasizes the magnitude of change over time.
- X Y Scatter − An xy (scatter) chart shows the relationships among the numeric values in several data series, or plots two groups of numbers as one series of xy coordinates.
- Stock − This chart type is most often used for stock price data, but can also be used for scientific data (for example, to indicate temperature changes).
- Surface − A surface chart is useful when you want to find the optimum combinations between two sets of data. As in a topographic map, colors and patterns indicate areas that are in the same range of values.
- Doughnut − Like a pie chart, a doughnut chart shows the relationship of parts to a whole; however, it can contain more than one data series.
- Bubble − Data that is arranged in columns on a worksheet, so that x values are listed in the first column and corresponding y values and bubble size values are listed in adjacent columns, can be plotted in a bubble chart.
- Radar − A radar chart compares the aggregate values of a number of data series.
Creating Chart
To create charts for the data by below mentioned steps.
- Select the data for which you want to create the chart.
- Choose Insert Tab » Select the chart or click on the Chart group to see various chart types.
- Select the chart of your choice and click OK to generate the chart.
Editing Chart
You can edit the chart at any time after you have created it.
- You can select the different data for chart input with Right click on chart » Select data. Selecting new data will generate the chart as per the new data, as shown in the below screen-shot.
- (^) You can change the X axis of the chart by giving different inputs to X-axis of chart.
- You can change the Y axis of chart by giving different inputs to Y-axis of chart.
Sorting in MS Excel
Sorting data in MS Excel rearranges the rows based on the contents of a particular column. You may want to sort a table to put names in alphabetical order. Or, maybe you want to sort data by Amount from smallest to largest or largest to smallest. To Sort the data follow the steps mentioned below.
- Select the Column by which you want to sort data.
- Choose Data Tab » Sort Below dialog appears.
- If you want to sort data based on a selected column, Choose Continue with the selection or if you want sorting based on other columns, choose Expand Selection.
- You can Sort based on the below Conditions.
- Values − Alphabetically or numerically.
- Cell Color − Based on Color of Cell.
- Font Color − Based on Font color.
- Cell Icon − Based on Cell Icon.
- Clicking Ok will sort the data.
Sorting option is also available from the Home Tab. Choose Home Tab » Sort & Filter. You can see the same dialog to sort records.
Filters in MS Excel
Filtering data in MS Excel refers to displaying only the rows that meet certain conditions. (The other rows gets hidden.) Using the store data, if you are interested in seeing data where Shoe Size is 36, then you can set filter to do this. Follow the below mentioned steps to do this.
- Place a cursor on the Header Row.
- Choose Data Tab » Filter to set filter.
- Click the drop-down arrow in the Area Row Header and remove the check mark from Select All, which unselects everything.
- Then select the check mark for Size 36 which will filter the data and displays data of Shoe Size 36.
- Some of the row numbers are missing; these rows contain the filtered (hidden) data.
- There is drop-down arrow in the Area column now shows a different graphic — an icon that indicates the column is filtered.
UNIT V – MS Powerpoint
Microsoft PowerPoint is a commercial presentation application written and
distributed by Microsoft for Microsoft Windows and Mac OS X. The current versions at the time of writing this tutorial are 2010 for Microsoft Windows and 2011 for Mac OS X. Microsoft PowerPoint is a presentation tool that supports text, shapes, graphics, pictures and multimedia along with
integration with other Microsoft Office products like Excel. By default, documents saved in PowerPoint 2010 are saved with the .pptx extension whereas, the file extension of the prior PowerPoint versions is .ppt.
The Home tab holds the Cut and Paste features, Font and Paragraph options, and what you need to add and organize slides.
2. Insert
Click Insert to add something to a slide. This includes pictures, shapes, charts, links, text boxes, video and more.
3. Design
On the Design tab, you can add a theme or color scheme, or format the slide background.
4. Transitions
Set up how your slides change from one to the next on the Transitions tab. Find a gallery of the possible transitions in the Transition to This Slide group – click More at the side of the gallery to see all of them.
5. Animations
Use the Animations tab to choreograph the movement of things on your slides. Note that you can see many possible animations in the gallery in the Animation group, and see more of them by clicking More.
6. Slide Show
On the Slide Show tab, set up the way that you want to show your presentation to others.
7. Review
The Review tab lets you add comments, run spell-check, or compare one presentation with another (such as an earlier version).
8. View
Views allow you to look at your presentation in different ways, depending on where you are in the creation or delivery process.
9. File
At one end of the ribbon is the File tab, which you use for the behind-the-scenes stuff you do with a file, such as opening, saving, sharing, exporting, printing and managing your presentation. Click the File tab to open a new view called the Backstage.
Click from the list on the side to do what you want to do; for example, click Print to find the options and settings for printing your presentation. Click Back to return to the presentation that you were working on.
10. Tools tabs
When you click some parts of your slides, such as pictures, shapes, SmartArt or text boxes, you might see a colorful new tab appear.
In the example above, the Drawing Tools tab appears when you click a shape or text box. When you click a picture, the Picture Tools tab appears. Other such tabs include SmartArt Tools, Chart Tools, Table Tools and Video Tools. These tabs disappear or change when you click something else in your presentation.
