Short Notes: Ms Excel | Computer Applications for Class 9 PDF Download

 Page 1


 
 
Spreadsheet Tools 
INTRODUCTION 
Spreadsheet as the name suggests is one big table or chart with data spread all over the page. 
Before the advent of computer programs, paper spreadsheets were used to record data for 
financial analysis. The accountant had to spend several hours recording data in tiny rows and 
columns and calculating results using a calculator. All the work had to be done using pencil and 
could only be penned when one was sure that the data is not going to change. The introduction 
of spreadsheet on computers revolutionized the world of number juggling. It allowed user to 
quickly enter data electronically and edit it as required. Even complicated calculations could be 
performed and the data could be presented in the form of graphs and charts for easier 
comparison of two sets of data. 
Microsoft Excel is one of the best-selling spreadsheet programs. An Excel sheet consists of 
rows, columns, mathematical functions, formatting tools, charts and graphs and many more 
features. Some of them can be listed as follows: 
1. A huge volume of data can be organised without much effort. 
2. Several built-in functions can be used for faster calculations. 
3. Re-entry of a data automatically updates the results using that data. 
4. Data can be represented pictorially in the form of graphs and charts. 
5. Data can be sent to or received from other users via e-mail import/export option. 
6. Above all, accuracy of results is awesome. 
STARTING EXCEL 
To start Excel, follow the steps given below: 
? Click the Start button on task bar. 
? Click All Programs to display program menu. 
? Select Microsoft Office —> Microsoft Excel. The screen shown in Fig. 12.1 will be 
displayed on the computer. 
? A X icon on the task bar or desktop when double clicked will also open a MS-Excel 
Worksheet. 
 
Understanding the Work Area 
A file in Excel is called a Workbook. 
A Workbook is a collection of worksheets stored in a single file. 
Page 2


 
 
Spreadsheet Tools 
INTRODUCTION 
Spreadsheet as the name suggests is one big table or chart with data spread all over the page. 
Before the advent of computer programs, paper spreadsheets were used to record data for 
financial analysis. The accountant had to spend several hours recording data in tiny rows and 
columns and calculating results using a calculator. All the work had to be done using pencil and 
could only be penned when one was sure that the data is not going to change. The introduction 
of spreadsheet on computers revolutionized the world of number juggling. It allowed user to 
quickly enter data electronically and edit it as required. Even complicated calculations could be 
performed and the data could be presented in the form of graphs and charts for easier 
comparison of two sets of data. 
Microsoft Excel is one of the best-selling spreadsheet programs. An Excel sheet consists of 
rows, columns, mathematical functions, formatting tools, charts and graphs and many more 
features. Some of them can be listed as follows: 
1. A huge volume of data can be organised without much effort. 
2. Several built-in functions can be used for faster calculations. 
3. Re-entry of a data automatically updates the results using that data. 
4. Data can be represented pictorially in the form of graphs and charts. 
5. Data can be sent to or received from other users via e-mail import/export option. 
6. Above all, accuracy of results is awesome. 
STARTING EXCEL 
To start Excel, follow the steps given below: 
? Click the Start button on task bar. 
? Click All Programs to display program menu. 
? Select Microsoft Office —> Microsoft Excel. The screen shown in Fig. 12.1 will be 
displayed on the computer. 
? A X icon on the task bar or desktop when double clicked will also open a MS-Excel 
Worksheet. 
 
Understanding the Work Area 
A file in Excel is called a Workbook. 
A Workbook is a collection of worksheets stored in a single file. 
 
 
A Worksheet is a collection of rows and columns. Numbers and text are written in these rows 
and columns. 
An intersection of a row and a column is called a cell. Data is stored in cells. A cell address has 
the column name and row number. For example, A1 refers to the cell in first row of column A. 
 
Each row represents a record and each column represents a field. For example, for a student 
datasheet, on row per student will be there and fields will store the data of each student (Fig. 
12.3). 
Each row has a unique number called the row address and each column is represented by an 
alphabet A-Z. After Z the addresses start as AA, AB, AC,………., AZ, then BA, BB, BC ,……., 
BZ……. 
 
There are 16,384 columns and 1,048,576 rows in a worksheet. By default three sheets are there 
in a workbook. Additional sheets can be created by right clicking the mouse on status bar at the 
bottom of the worksheet and choosing the option. 
Page 3


 
 
Spreadsheet Tools 
INTRODUCTION 
Spreadsheet as the name suggests is one big table or chart with data spread all over the page. 
Before the advent of computer programs, paper spreadsheets were used to record data for 
financial analysis. The accountant had to spend several hours recording data in tiny rows and 
columns and calculating results using a calculator. All the work had to be done using pencil and 
could only be penned when one was sure that the data is not going to change. The introduction 
of spreadsheet on computers revolutionized the world of number juggling. It allowed user to 
quickly enter data electronically and edit it as required. Even complicated calculations could be 
performed and the data could be presented in the form of graphs and charts for easier 
comparison of two sets of data. 
Microsoft Excel is one of the best-selling spreadsheet programs. An Excel sheet consists of 
rows, columns, mathematical functions, formatting tools, charts and graphs and many more 
features. Some of them can be listed as follows: 
1. A huge volume of data can be organised without much effort. 
2. Several built-in functions can be used for faster calculations. 
3. Re-entry of a data automatically updates the results using that data. 
4. Data can be represented pictorially in the form of graphs and charts. 
5. Data can be sent to or received from other users via e-mail import/export option. 
6. Above all, accuracy of results is awesome. 
STARTING EXCEL 
To start Excel, follow the steps given below: 
? Click the Start button on task bar. 
? Click All Programs to display program menu. 
? Select Microsoft Office —> Microsoft Excel. The screen shown in Fig. 12.1 will be 
displayed on the computer. 
? A X icon on the task bar or desktop when double clicked will also open a MS-Excel 
Worksheet. 
 
Understanding the Work Area 
A file in Excel is called a Workbook. 
A Workbook is a collection of worksheets stored in a single file. 
 
 
A Worksheet is a collection of rows and columns. Numbers and text are written in these rows 
and columns. 
An intersection of a row and a column is called a cell. Data is stored in cells. A cell address has 
the column name and row number. For example, A1 refers to the cell in first row of column A. 
 
Each row represents a record and each column represents a field. For example, for a student 
datasheet, on row per student will be there and fields will store the data of each student (Fig. 
12.3). 
Each row has a unique number called the row address and each column is represented by an 
alphabet A-Z. After Z the addresses start as AA, AB, AC,………., AZ, then BA, BB, BC ,……., 
BZ……. 
 
There are 16,384 columns and 1,048,576 rows in a worksheet. By default three sheets are there 
in a workbook. Additional sheets can be created by right clicking the mouse on status bar at the 
bottom of the worksheet and choosing the option. 
 
 
File Menu Options 
On the Menu Bar, the file menu has the following options: 
 
New Opens a new workbook with a default name e.g., Book1 
Open Opens an already created workbook 
Close Closes the current active workbook 
Save Saves the workbook with the name written on title bar 
Save As Saves the workbook with user defined name in the file/folder of user’s choice 
Info Displays general information about the active workbook 
Exit To quit MS Excel 
 
Data Input in Worksheet 
Data can be entered in a cell by placing the mouse pointer in the cell and left click. The boundary
of the cell will become bold and thick. Now type the data in the cell. You can move to the cells 
up/down/ left/right of the current active cell by using arrow keys on keyboard or by moving the 
mouse. 
Editing the Data 
once the data has been entered, you can make minor changes in the data by the following steps: 
 
1. Select the cell to be edited. Now type the new data so that this data overwrites the 
previous data. 
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Spreadsheet Tools 
INTRODUCTION 
Spreadsheet as the name suggests is one big table or chart with data spread all over the page. 
Before the advent of computer programs, paper spreadsheets were used to record data for 
financial analysis. The accountant had to spend several hours recording data in tiny rows and 
columns and calculating results using a calculator. All the work had to be done using pencil and 
could only be penned when one was sure that the data is not going to change. The introduction 
of spreadsheet on computers revolutionized the world of number juggling. It allowed user to 
quickly enter data electronically and edit it as required. Even complicated calculations could be 
performed and the data could be presented in the form of graphs and charts for easier 
comparison of two sets of data. 
Microsoft Excel is one of the best-selling spreadsheet programs. An Excel sheet consists of 
rows, columns, mathematical functions, formatting tools, charts and graphs and many more 
features. Some of them can be listed as follows: 
1. A huge volume of data can be organised without much effort. 
2. Several built-in functions can be used for faster calculations. 
3. Re-entry of a data automatically updates the results using that data. 
4. Data can be represented pictorially in the form of graphs and charts. 
5. Data can be sent to or received from other users via e-mail import/export option. 
6. Above all, accuracy of results is awesome. 
STARTING EXCEL 
To start Excel, follow the steps given below: 
? Click the Start button on task bar. 
? Click All Programs to display program menu. 
? Select Microsoft Office —> Microsoft Excel. The screen shown in Fig. 12.1 will be 
displayed on the computer. 
? A X icon on the task bar or desktop when double clicked will also open a MS-Excel 
Worksheet. 
 
Understanding the Work Area 
A file in Excel is called a Workbook. 
A Workbook is a collection of worksheets stored in a single file. 
 
 
A Worksheet is a collection of rows and columns. Numbers and text are written in these rows 
and columns. 
An intersection of a row and a column is called a cell. Data is stored in cells. A cell address has 
the column name and row number. For example, A1 refers to the cell in first row of column A. 
 
Each row represents a record and each column represents a field. For example, for a student 
datasheet, on row per student will be there and fields will store the data of each student (Fig. 
12.3). 
Each row has a unique number called the row address and each column is represented by an 
alphabet A-Z. After Z the addresses start as AA, AB, AC,………., AZ, then BA, BB, BC ,……., 
BZ……. 
 
There are 16,384 columns and 1,048,576 rows in a worksheet. By default three sheets are there 
in a workbook. Additional sheets can be created by right clicking the mouse on status bar at the 
bottom of the worksheet and choosing the option. 
 
 
File Menu Options 
On the Menu Bar, the file menu has the following options: 
 
New Opens a new workbook with a default name e.g., Book1 
Open Opens an already created workbook 
Close Closes the current active workbook 
Save Saves the workbook with the name written on title bar 
Save As Saves the workbook with user defined name in the file/folder of user’s choice 
Info Displays general information about the active workbook 
Exit To quit MS Excel 
 
Data Input in Worksheet 
Data can be entered in a cell by placing the mouse pointer in the cell and left click. The boundary
of the cell will become bold and thick. Now type the data in the cell. You can move to the cells 
up/down/ left/right of the current active cell by using arrow keys on keyboard or by moving the 
mouse. 
Editing the Data 
once the data has been entered, you can make minor changes in the data by the following steps: 
 
1. Select the cell to be edited. Now type the new data so that this data overwrites the 
previous data. 
 
 
2. To change a portion of data, select the cell. Position the mouse pointer or cursor at the 
point of change and double click. Now enter the data. 
3. Data of the selected cell also appears on the formula bar. Editing of data can also be done 
on formula bar. 
Selecting a Range of Cells 
? A group of cells can be selected by dragging the mouse over them holding down the left 
button as shown in Fig. 12.6. Here cells A1 to A8 have been selected. 
 
? Range of cells can also be selected using the keyboard. 
Place the cursor on the corner cell of the range. Press the shift key and holding this key 
move the cursor using arrow keys over the cells to select them. 
? If the range is too large, we use EXT mode i.e., the extension mode to select the cells. 
Select the corner cell. Now press F8 key. You will find [EXT] written on status bar. Now 
move to the diagonally opposite corner cell of the range and left click the mouse. The 
whole range of cells will get selected. EXT mode can be switched off by pressing F8 again. 
? To select all cells of a worksheet, click Select All button in the Edit menu. 
? To select non-adjacent cells or cell ranges, select the first cell or range of cells, and then 
hold down CTRL and select the other cells or ranges (Fig. 12.7). 
? To select an entire column, click the column heading (Fig. 12.8). 
 
Page 5


 
 
Spreadsheet Tools 
INTRODUCTION 
Spreadsheet as the name suggests is one big table or chart with data spread all over the page. 
Before the advent of computer programs, paper spreadsheets were used to record data for 
financial analysis. The accountant had to spend several hours recording data in tiny rows and 
columns and calculating results using a calculator. All the work had to be done using pencil and 
could only be penned when one was sure that the data is not going to change. The introduction 
of spreadsheet on computers revolutionized the world of number juggling. It allowed user to 
quickly enter data electronically and edit it as required. Even complicated calculations could be 
performed and the data could be presented in the form of graphs and charts for easier 
comparison of two sets of data. 
Microsoft Excel is one of the best-selling spreadsheet programs. An Excel sheet consists of 
rows, columns, mathematical functions, formatting tools, charts and graphs and many more 
features. Some of them can be listed as follows: 
1. A huge volume of data can be organised without much effort. 
2. Several built-in functions can be used for faster calculations. 
3. Re-entry of a data automatically updates the results using that data. 
4. Data can be represented pictorially in the form of graphs and charts. 
5. Data can be sent to or received from other users via e-mail import/export option. 
6. Above all, accuracy of results is awesome. 
STARTING EXCEL 
To start Excel, follow the steps given below: 
? Click the Start button on task bar. 
? Click All Programs to display program menu. 
? Select Microsoft Office —> Microsoft Excel. The screen shown in Fig. 12.1 will be 
displayed on the computer. 
? A X icon on the task bar or desktop when double clicked will also open a MS-Excel 
Worksheet. 
 
Understanding the Work Area 
A file in Excel is called a Workbook. 
A Workbook is a collection of worksheets stored in a single file. 
 
 
A Worksheet is a collection of rows and columns. Numbers and text are written in these rows 
and columns. 
An intersection of a row and a column is called a cell. Data is stored in cells. A cell address has 
the column name and row number. For example, A1 refers to the cell in first row of column A. 
 
Each row represents a record and each column represents a field. For example, for a student 
datasheet, on row per student will be there and fields will store the data of each student (Fig. 
12.3). 
Each row has a unique number called the row address and each column is represented by an 
alphabet A-Z. After Z the addresses start as AA, AB, AC,………., AZ, then BA, BB, BC ,……., 
BZ……. 
 
There are 16,384 columns and 1,048,576 rows in a worksheet. By default three sheets are there 
in a workbook. Additional sheets can be created by right clicking the mouse on status bar at the 
bottom of the worksheet and choosing the option. 
 
 
File Menu Options 
On the Menu Bar, the file menu has the following options: 
 
New Opens a new workbook with a default name e.g., Book1 
Open Opens an already created workbook 
Close Closes the current active workbook 
Save Saves the workbook with the name written on title bar 
Save As Saves the workbook with user defined name in the file/folder of user’s choice 
Info Displays general information about the active workbook 
Exit To quit MS Excel 
 
Data Input in Worksheet 
Data can be entered in a cell by placing the mouse pointer in the cell and left click. The boundary
of the cell will become bold and thick. Now type the data in the cell. You can move to the cells 
up/down/ left/right of the current active cell by using arrow keys on keyboard or by moving the 
mouse. 
Editing the Data 
once the data has been entered, you can make minor changes in the data by the following steps: 
 
1. Select the cell to be edited. Now type the new data so that this data overwrites the 
previous data. 
 
 
2. To change a portion of data, select the cell. Position the mouse pointer or cursor at the 
point of change and double click. Now enter the data. 
3. Data of the selected cell also appears on the formula bar. Editing of data can also be done 
on formula bar. 
Selecting a Range of Cells 
? A group of cells can be selected by dragging the mouse over them holding down the left 
button as shown in Fig. 12.6. Here cells A1 to A8 have been selected. 
 
? Range of cells can also be selected using the keyboard. 
Place the cursor on the corner cell of the range. Press the shift key and holding this key 
move the cursor using arrow keys over the cells to select them. 
? If the range is too large, we use EXT mode i.e., the extension mode to select the cells. 
Select the corner cell. Now press F8 key. You will find [EXT] written on status bar. Now 
move to the diagonally opposite corner cell of the range and left click the mouse. The 
whole range of cells will get selected. EXT mode can be switched off by pressing F8 again. 
? To select all cells of a worksheet, click Select All button in the Edit menu. 
? To select non-adjacent cells or cell ranges, select the first cell or range of cells, and then 
hold down CTRL and select the other cells or ranges (Fig. 12.7). 
? To select an entire column, click the column heading (Fig. 12.8). 
 
 
 
?  
 
? To select an entire row, click the row heading (Fig. 12.9). 
 
Modifying Data 
1. Undo/Redo: Undo reverses the result of the last action. Redo repeats the last action. 
2. Cut: It will place the selected range on the clipboard. 
3. Copy: Select the range of cells. Click on Copy option. Now place the cursor/mouse at the 
desired location on worksheet and click on Paste. The selected range will get copied at the 
new location also. Cut, Copy and Paste options are also available in the menu which 
appear at the right click of mouse. 
4. Paste: Whatever is on the clipboard gets pasted at the position of the cursor on the 
worksheet. (If a range of say 4 cells has to be pasted, then first select the same number of 
cells on worksheet range and then paste the cells in the range.) 
5. Find: It helps in searching for a text/formula/number in the entire worksheet. You can use 
a question mark (?) to match any single character or an asterisk (*) to match any string of 
characters. For example, 
Cra?y will find “Crasy and “Crazy” whereas un* finds unusual, unhealthy etc. 
6. Find and Replace: Click on the Find option and a dialog box will appear. Enter the object 
you want to find. In case you want to replace this object, click on Replace button and 
another dialog box will appear. It gives you option to replace all the occurrings of the data