MS-EXCEL is a part of Microsoft Office suite software.

It is an electronic spreadsheet with numerous

rows and columns, used for organizing data, graphically representing data(s), and performing different
calculations. It consists of 1048576 rows and 16384 columns, a row and column together make a cell.
Each cell has an address defined by column name and row number example A1, D2, etc. This is also
known as a cell reference.
What is MS Excel
Microsoft Excel is a software application designed for creating tables to input and organize data. It
provides a user-friendly way to analyze and work with data. The image below provides a visual
representation of what an Excel spreadsheet typically appears like

Excel Interface

What is a Cell
A spreadsheet takes the shape of a table, consisting of rows and columns. A cell is created at the
intersection point where rows and columns meet, forming a rectangular box. Here’s an image
illustrating what a cell looks like:
 What is Cell Address or Cell Reference
The address or name of a cell or a range of cells is known as Cell reference. It helps the software to
identify the cell from where the data/value is to be used in the formula. We can reference the cell of
other worksheets and also of other programs.
 Referencing the cell of other worksheets is known as External referencing.
 Referencing the cell of other programs is known as Remote referencing.
There are three types of cell references in Excel:
1. Relative reference.
2. Absolute reference.
3. Mixed reference.

Features of MS Excel
Ribbon
Th eRibbon in MS-Excel is the topmost row of tabs that provide the user with different
facilities/functionalities. These tabs are:

Home Tab
It provides the basic facilities like changing the font, size of text, editing the cells in the spreadsheet,
autosum, etc.
Insert Tab
It provides the facilities like inserting tables, pivot tables, images, clip art, charts, links, etc.
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 Page layout
It provides all the facilities related to the spreadsheet-like margins, orientation, height, width,
background etc. The worksheet appearance will be the same in the hard copy as well.
Formulas
It is a package of different in-built formulas/functions which can be used by user just by selecting the
cell or range of cells for values.
Data
The Data Tab helps to perform different operations on a vast set of data like analysis through what-if
analysis tools and many other data analysis tools, removing duplicate data, transpose the row and
column, etc. It also helps to access data(s) from different sources as well, such as from Ms-Access,
from web, etc.
Review
This tab provides the facility of thesaurus, checking spellings, translating the text, and helps to protect
and share the worksheet and workbook.
View
It contains the commands to manage the view of the workbook, show/hide ruler, gridlines, etc, freezing
panes, and adding macros.
How to Create a New Spreadsheet
In Excel 3 sheets are already opened by default, now to add a new sheet :
 In the lowermost pane in Excel, you can find a button.
 Click on that button to add a new sheet.

 We can also achieve the same by Right-clicking on the sheet number before which you want to
insert the sheet.
 Click on Insert.
 Select Worksheet.
 Click OK.

1 .What is a Chart or Graph in Excel

Charts in Excel are Visual representations of data that allow users to present and analyze information
graphically. They are essential tools for data visualization and provide a clear, concise way to
communicate trends, patterns, and comparisons in datasets.
Uses of Charts
 Allows visualizing the data graphically.
 It is easy to compare and interpret the data in datasets.
 Provide easier and more convenient analysis for trends and patterns in data over a period.

How to Create Charts in Excel

Plotting a Graph in Excel is an easy process. Below is a step-by-step process explaining how to make a
chart or graph in Excel:

Step 1: Create a Dataset

In your excel sheet enter the dataset for which you want to make chart or graph. We are using the
following random sales data for different courses for Jan 2022 – Mar 2022 period.

Step 2: Select the Dataset

Select the entered dataset by drag and drop or by CTRL + A.

Step 3: Go to Insert and Select Recommended Charts

Go the Insert Tab and in the dropdown Select Chart of your choice from the recommended charts. You
can click on All charts option if can not find your desired chart.

There are various types of charts recommended by Excel. You can preview the chart before applying it.
Select the chart that you desire and click on ok. These types of charts are discussed below.

Type Of Charts in MS Excel

Excel provides several charts that we can use to visualize and analyze the data in different scenarios.
Usually, we are required to choose the chart type depending on the data we are required to analyze.
Chart Type When To Use Example

 The column chart is

used to compare the
values across
different categories.
Bar Chart
 In the column chart,
the data value runs
horizontally across
the chart.

 The pie chart is used

to quantify data
values.
Pie Chart
 It represents the data
in percentage in a
circular graph.

 A column chart is
used to compare the
values across
Column Chart different categories.
 The data values run
vertically across the
chart.
 Chart Type When To Use Example

 The line chart is

used to visualize the
periodic trends.
Line Chart
 A certain period
could be days,
months years, etc.

 A combo chart is the

combination of two
or more charts.
Combo Chart  This is used to
highlight the
different types of
information.

 A surface chart is
used for an optimum
Surface Chart combination of data
between two kinds
of data points.

2. SORTING IN EXCEL :

Microsoft Excel offers two widely used features: sorting and filtering. They are frequently used in data
analysis to set up, organize, and subset your data according to particular criteria. You will discover how
to sort data in Excel in this article. You will also get knowledge of data filtering.

What is Sorting in Excel?

Sorting is the process of arranging the strings or integers so that they can be placed in ascending or
descending order.
A text column can be sorted alphabetically (A-Z or Z-A). A number column can be sorted either from
largest to smallest or from smallest to largest.
A date and time column can alternatively be sorted from oldest to newest or from newest to oldest.
Excel also has the option of sorting using a custom list or formats like cell color, font color, or icon set.
In this article, we will look into how we can do Sorting in Excel.
Sorting a Single Column in Excel
Consider the Employee dataset depicted below. It has information about the employees, the Job Title,
Department, Gender, and so on.
Let’s sort the data based on the Annual Salary of each Employee in descending order.
 You can choose the data and the shortcut key Ctrl + Shift + L to sort just one column.
 Select the List Annual Salary column’s downward pointing arrow. From largest to smallest, choose.
Sorting by Multiple Columns
Most often, only one column needs to be sorted. However, there can be times when you need to sort
across many columns. Data can be sorted by several columns using advanced sorting methods.
Let’s sort the Employee dataset in ascending order of Annual Salary and descending order of Age.
 Step 1: Select the dataset > Click on the Sort option in the Data tab
 Step 2: To sort, select the Annual Salary column
 Step 3: Select Values under Sort On
 Step 4: Under Order, choose Smallest to Largest/A-Z
 Step 5: Select Add Level, and choose the Age column
 Step 6: Now Sort on Cell Values and Order it by Largest to Smallest/Z-A
Sorting Strings
Step 1: Formatting data for sorting.

Step 2: Converting data from unsorted to sorted order in ascending order. First, highlight the data
which we want to sort.

Step 3: Then, click to Data on the Ribbon. In the Sort & Filter group, click Sort.

Step 4:- In the Sort box, select A to Z in order to sort the data in ascending order, then click Ok.

Now, data are sorted in ascending order.

Step 5: Now, if we want to sort in descending then we have to select Z to A in order to sort the data in
descending order, then click OK.

Now, data are sorted in descending order.

Sorting Integers
Step 1: Formatting data for sorting.

Step 2: Converting data from unsorted to sorted order in ascending order.

First, highlight the data which we want to sort.

Step 3: Then, click to Data on the Ribbon. In the Sort & Filter group, click Sort.

Step 4: In the Sort box, select Smallest to Largest in Order to sort the data in ascending order, then
click Ok.

Now, data are sorted in ascending order.

Step 5: Now, if we want to sort in descending then we have to select Largest to Smallest in Order to
sort the data in descending order, then click Ok.

Now, data are sorted in descending order.

Custom Sorting
You can create your own custom order in Excel by using custom sorting. Data that cannot be sorted
alphabetically or ascending may occasionally need to be sorted. To sort data, Excel enables you to
make your own unique lists.
Suppose you want to sort the dataset based on Department in the following order – IT, Sales, Marketing
 Select the dataset > Click on the Sort option in the Data tab
 Choose the Department column to sort
 Under Sort On, select Cell Values
 Choose the Custom List, under Order
 In the Custom Lists dialog box, add the List entries separated by commas – IT, Sales, Marketing
 Click on Add > Select OK.

3. How to create a Macro in Excel :

Macros are a set or sequence of instructions that perform as and when required by the user. Initially, a
macro is to be recorded. Then the macro is being executed in order to perform a set of a predefined set
of commands in Microsoft Excel. Macros save a huge amount of time in performing a set of repetitive
actions.
To perform a macro, one needs to record a macro using the following steps.
Step 1: Open Excel. Then go to File tab and select options bar.
Step 2: Select customize ribbon option and make sure developer checkbox is selected.
Step 3: Select Ok . Developer menu will appear in the ribbon.
Step 4: Select Developer tab and click on record macro. It will start recording a macro. It will then
record the various steps. Click on stop recording to stop recording a macro.
Step 5: A new dialog box will open. Select the name of the macro and assign a shortcut key for the
macro. You can use current workbook, new workbook , or personal macro workbook to store the
macro. Click Ok to continue.

Running a Macro:
Follow the below steps to run a macro:
Step 1: In both the views and developer tab from the ribbon, there is a option to run macros . Select the
Macros option from the tab.

Step 2: From the open dialog box , select the macro and run it. You can also run the macro by using the
shortcut key mentioned at the time of saving the macro.
Create a button to link macro:
Follow the below steps to link macro to a button:
Step 1: Go to Insert tab. Select Illustrations. Then, select shape and select the desired shape.
Step 2: Add text to the shape , right click on it and select Edit Text. Enter the text of your choice.
Step 3: Then right click on the button, and select assign Macro.
Step 4: Select the corresponding macro from the dialog box.
Step 5: On clicking the specific shape, the designated macro will run.