Lesson No. 2 Office Suites - Ms Excel

Lesson No.  2 Office Suites - MS Excel

Fill ups/MCQ

1.  There are 10,48,576 rows and 16,384columns in Excel 2007.

2.  In excel cells are formed by rows and columns.

3.  To add the values in a selected row, columns or cells Autofill option is used.

4.  The default number of worksheets present in a Excel file are three.

5.  In excel 2007, the mathematical expressions are referred to as Formulas.

6.  A cell is formed due to the intersection of a row and a column and it is identified by a unique address.

7.  To specify date in Excel, special symbols Forward slash and hyphen are used.

8.  Line chart is used for Scientific data analysis.

9.  In Excel 2007, Functions are in-built formulas.

Write Navigation Shortcuts

Ctrl + Home – Takes you to the first cell in the spreadsheet.

Ctrl + End – Takes you to the last non-empty cell in the spreadsheet.

Ctrl + Left arrow () – Takes you to the last column in the sheet.

Ctrl + Down arrow – Takes you to the last row in the sheet.

Tab key – Move to the next cell on the right.

Shift + Tab – Move to the next cell on the left.

Page Down – Move down one screen

Page Up – Move up one screen.

Define the following:

1) Spreadsheet - A spreadsheet is grid of rows and columns used to store, organize and analyze numerical or financial data.

2) Worksheet -  A An Excel worksheet is a single spreadsheet that contains cells organized by rows and columns. A worksheet begins with row number one and column A.

3) Cell - An intersection of a row and column in a worksheet is called cell.

4) Cell Pointer - The cell pointer in Excel is the active cell or the selected cell and is highlighted by a bolder rectangle. The location of the cell pointer is listed below the tool bar to the left of the formula bar.

5) Name box - Name box is located above the worksheet area, which displays the cell reference or the name of the active cell. Active cell is the cell where cell pointer is placed.

6) Formula bar - Formula bar is located above the worksheet area on the right of the Name box and displays the contents of the active cell. It can also be used for entering or editing data and formula.

7) Cell References – A cell reference in a formula is the address of a cell, or the addresses of a range of cells. It tells the program where to look for the values or data to be used in a formula. There are two types of cell references:

i) Absolute Reference: It is the cell address in the formula that is fixed. They do not change if you copy a formula from one cell to another. It is given by preceding both column and row number by the dollar sign($). Example- Formula =$A$1*B1,   If it is copied down a column it will change to =$A$1*B2

ii) Relative Reference: It automatically changes when the formula is copied to a new location. The changed cell address will be relative to the address of the cell containing formula. Example the formula =A1*B1 is copied down a column it will change to =A2*B2

Answer the following:

1.         What are functions? List some functions and their usage.

Ans.  A function in Excel is a built-in formula that is used to perform calculations and return value of the result. Excel has a rich collection of functions which are categorized into Financial, logical, text, logical, date-time, lookup reference, Math-trigonometry, statistical, engineering, cube, etc.

MAX() – Returns the maximum value from a range of values.

MIN() – Returns the minimum value from a range of values.

SUM() – Returns the sum or total of a set of numbers.

AVERAGE() – Returns the average or arithmetic mean of a set of numbers.

POWER()– Raises a number to a specified power.

SQRT() – Returns the square root of a positive number.

NOW() – Returns the system date and time or the serial number of the date and time.

DATE() – Returns the date after inputting year, month, day.

DAY() – Returns the day of a date as an integer ranging from 1 to 31.

IF() – Evaluates a condition, if true returns the second argument and for false returns the third argument.

ROUND() – Rounds a number to a specified number of digits.

2.         List the parts of Excel 2007 window

Ans. Title bar, Tabs and Ribbons, Office button, Quick Access toolbar, Worksheet area, Formula bar, Name box, Scroll bars, Split bar, View buttons, Zoom Slider, Status bar, etc.

3.         Give the advantages of Spreadsheet.

The advantages of spreadsheet are as follows:

a)         All the calculations can be done by using formulae and which automatically recalculates every time the data is changed.

b)         It provides handy tools for analyzing the data and can be represented in the form of graphs and charts.

c)         A spreadsheet program has a large collection of in-built functions for doing calculations.

d)         An electronic spreadsheet has the obvious advantages of processing speed and storage capacity of a computer.

4.         Write a note on Graph or Chart.

A graph or chart is a graphical presentation of data. A chart is visually appealing and makes it easy for users to see comparison, patterns and trends in data. In Excel 2007 there are 11 categories of charts: Column, Line, Pie, Bar, Area, XY Scatter, Stock, Surface, Doughnut, Bubble and Radar. For data arranged in columns and rows can be plotted in Column, line, bar, area, XY scatter, etc. type of charts. Data that is arranged in one column or row only on a worksheet can be plotted in a Pie chart. Excel provides variety of chart tools for formatting the chart.