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Lab 05: Application Software: MS EXCEL

Microsoft Excel is a spreadsheet application that is used for basic data organization, statistical analysis,
graphing data as well as many other uses. In this lab, we will take a look at what makes up an Excel
spreadsheet and the basic uses of it.

When working in excel first you need to know that we work on sheets in excel for which different
templates are provided in excel 2013.

1. The Interface

Each excel sheet is divided in cells. Each cell can be referenced using its respective column and row
number. The data you can enter in them can be alphabetical characters, numbers and symbols.
Following are few uses of excel 2013 which you should know.

1. AUTO FILL OPTION

If you wish to enter numbers in ascending order onto an excel sheet, you need not to enter each
number. For e.g. if you need to enter numbers from 1 till 20, type 1 in any cell, then 2 in the cell below
it now you need to select these two, and then drag (holding the bottom right corner of) the green box
surrounding these cells. If you drag it to the 20th cell, you will get an ascending number list from 1 till
20, as shown in figure 19-b. You need to do the vice versa to populate a descending order list.

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Figure - a. Populating in Ascending Order Figure -b. Ascending Order

To get excel to auto-complete this row, we now position the mouse cursor at the bottom-left corner of the
rectangle. Make sure the cursor has changed into a + sign. Now hold down the cursor and drag it to the left
till I1.

2. ENTERING DATE AND TIME

To quickly enter the current date in a cell, select the cell and press Ctrl + ; (semicolon). To enter the
current time in a cell, press Ctrl + : (Colon). The date and time can be combined in a single cell by
separating the date and time with a space. You can also manually enter a date or time.

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3. SORTING ITEMS
You can sort your data, by selecting the Data tab and then clicking the Sort command. You can sort
both numbers and words. You can use either the inbuilt sorting options or make your own
customized sorting. You can also sort on the basis of cell color.

Before sorting After sorting

4. REMOVING DUPLICATES
You can remove duplicates form an excel sheet. Just by selecting the targeted data, then click the
Data tab and then by using the command of Remove Duplicates.

5. QUICK ANALYSIS TOOL

This tool is one of the new features of excel 2013 (in previous version one can use the Conditional
Formatting command under the Home tab). Using this tool one can perform multiple tasks on the
selected text. The quick analysis tool icon appears at the end of the selected items as shown below.

This tool performs five basic tasks on the data.

It identifies cells (by changing the color of cells) on the basis of duplicate, unique or values
equal to some specified value. If desired, all the formatting can be removed using the clear format
command.

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Figure. Quick Analysis Tool

This tool can also create charts for the entered data, as shown below.

Figure. Chart via Quick Analysis Tool

Total of entered data can also be done using this tool. In figure below only the count of words is
shown but for number this tool can calculate the sum, average and percentages.

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Moreover tables can even be created using this tool.

Figure. Count of Words Figure. Creating Table

6. USING BASIC FORMULAE & CALCULATIONS

When working on a spreadsheet, you will almost definitely need to perform some calculations on the data
you have. The first thing you need to remember about Excel calculations is that formulas always start with
an = sign. Let us begin with a very simple calculation.

Type “=3+5” into cell A5 as shown below.

Pressing Enter will give you the result of the calculation. Double-clicking on the cell with the formula allows
you to edit the formula.

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The Formulas tab provides a wide range of (Financial, logical, text, date and time, mathematical,
trigonometric and even customized) formulae. For instance, if you need to use any mathematical
formula, you can find your desired one from the Math and Trig option. You just have to move your
cursor to any formula in order to know, what it does.

Let’s learn how to use these formulae. If you need to add two numbers you can click any empty cell,
wherever you want the sum. Then can either, select Sum from the Math and Trig option and then
provide the cells to be summed, the cell numbers should be enclosed in brackets and separated by
commas.. Or you type ‘=’ and ‘sum’ and then specify the cells to be summed.
In order to sum a large number of cells then the starting and ending cell should be enclosed in
brackets separated by : (colon)

Following are the commonly used Math formulae:

• SUM: Adds all the numbers in a range of

cells. Syntax: =SUM (number1,
number2,…….)

• AVERAGE: Returns the average (arithmetic mean) of the

arguments. Syntax: =AVERAGE (number1, number2,…….)

• COUNT: Counts the number of cells that contain numbers and numbers within the
list of arguments.
Syntax: =COUNT (value1, value2,…….)

Similarly, you can use the Text Formulae e.g. Proper to capitalize the first letter of every word
entered.

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You can also use Logical operator based formulae. They enable the user to add decision-making and
logical tests to the worksheet.

The IF statement is useful for testing conditions and making decisions based on a cell’s contents.

The AND and OR functions can test multiple criteria or test conditions for use in IF functions.

The following example show the use:

 = AND(D1, E1<30) result is TRUE only when D1 is not zero and E3 is less than 30

Figure. Using Logical Functions

7. IF functions
IF functions or statements allow you to ask the question “is this true or false?” It then allows you to
implement different actions based on the outcome. That is, it allows you to compute two different
outcomes based on whether a certain criterion (logical test) is true or false.

The format of an IF statement is as follows: =IF(logical test, value if true, value if false).

 = IF(AND(D17>10, D17<30), “Valid”, “Invalid”) returns Valid if the contents of cell D17 is
greater than 10 and less than 30; otherwise the formula returns Invalid.

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 = IF(NOT (OR(D17=10, D17=30) ), “Not_10_or_30 ”, “Contains_10_or_30” ) tests whether cell

D17 contains the result 10 or 30 and produces the message Not 10 or 30 when the cell does not
contain either of those results; otherwise, the formula results is Contains 10 or 30.

 = IF (OR(D17=10, D17=30), “Conatins_10_or_30”, “Not_10_or_30”) tests whether cell D17

contains the result 10 or 30 and produces the message Contains 10 or 30 when it does;
otherwise, the formula produces the message Not 10 or 30.

8. Conditional functions
One very useful set of built-in functions in Excel is conditional functions. As the name implies, these
perform certain operations based when a specified condition is satisfied.

Let us count the number of employees in the IT department.

Type =countif( and then select the range of cells we would like to count.
Note that IT was placed between quotation marks, as should any criteria you enter.
When you press Enter, the result of the formula is shown.

In order to use to such logical functions that make use of words such as valid or invalid, you would
first have to Define them using Define Names can be found under the Formulas tab.

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9. Conditional formatting
Conditional formatting allows you to make data trends stand out visually.

10.Pivot tables
Pivot tables are used to easily create meaning out of large amounts of data.

Let us first take a look at what the different field areas are used for.

Values: this is used to display summary calculations in the pivot table.

Row labels: these labels are used to display fields as rows on the side of the pivot table. The
table is broken down by the first row label; each subsequent label appears as subcategory of the
previous label.

Column labels: these labels are used to display fields as columns on the top of the pivot table.
Column labels are nested in a similar way to row labels.

Report filter: this is used to filter the whole report (the pivot table).

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11.VLOOKUP
Use VLOOKUP, one of the lookup and reference functions, when you need to find things in a table or a
range by row. For example, look up a price of an automotive part by the part number.

In its simplest form, the VLOOKUP function says:

=VLOOKUP(Value you want to look up, range where you want to look up the value, the column number in
the range containing the return value, Exact Match or Approximate Match – indicated as 0/FALSE or
1/TRUE).

There are four pieces of information that you will need in order to build the VLOOKUP syntax:

1. The value you want to look up, also called the lookup value.

2. The range where the lookup value is located. Remember that the lookup value should always be in the
first column in the range for VLOOKUP to work correctly. For example, if your lookup value is in cell C2
then your range should start with C.

3. The column number in the range that contains the return value. For example, if you specify B2: D11 as
the range, you should count B as the first column, C as the second, and so on.

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4. Optionally, you can specify TRUE if you want an approximate match or FALSE if you want an exact match
of the return value. If you don't specify anything, the default value will always be TRUE or approximate
match.

Student Tasks:

1. Perform the following tasks in excel:

a. Enter the first and last names of five students then concatenate both portions of the
names in a new column. (Hint: Use text formulas)
b. Enter two columns containing numbers (five values each) for each row of the two columns
compare the two numbers and show the smaller number in the third column as shown
below:

2. Design a salary sheet to automatically calculate Basic salary and Net salary etc.
Example:
.

3. Design a template for mark sheet to automate creation of student report card. It should calculate over
all percentage, assign grades accordingly in each subject and GPA etc. It should contain all marks of your
quizzes and assignments. Also highlight grade D and F.

4. Explore pivot table on your own.

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