1. SUB-ICT STD-10 Working with Data in Microsoft Excel
PRESNTED BY-SMT-KADAM M.B
P.DR.VIKHE PATIL VIDYALAYA,LONI.

2. Objectives At the end of this chapter, you will be able to:
Enter and edit formulae
Enter functions
Calculate aggregate values by using AutoSum
Sort and filter data
Calculate subtotals
Create simple charts in Excel

3. Skills You Will Need
Before you learn the stated objectives, you should
be familiar with:
The terms spreadsheet, worksheet, workbook and dialog box
Using menus and toolbars
Starting Excel and creating workbooks
Entering and editing data in a worksheet
Copying and moving data

4. Formulae

5. Entering a Formula Formula
Is an equation that is used to perform calculations on data in a worksheet
Is used to perform mathematical, statistical and date/time operations on a single value or a set of values by using operators

6. Entering a Formula (Contd..)
Operator:
Is a sign or symbol that specifies the type of operation to be performed in a calculation
Operators are of three types:
Arithmetic
Comparison
Logical operators

7. Entering a Formula (Contd..)
Table : Arithmetic Operators
Indent
Operator
Example
Result
To add numbers +
=20+10 30
To subtract numbers -
=20-5 15
To multiply numbers *
=9*5 45
To divide numbers /
=7/5
1.4
To calculate percentages %
=80%
0.8
To calculate exponents ^
=4^2 16

8. Entering a Formula (Contd..)
Operator
Purpose
Example
Result =
Checks whether the values are equal
=10=10
Returns TRUE because the first and the second values are equal
>
Checks whether the first value is greater than the second value
=21>10
Returns TRUE because the first value is greater than the second value
<
Checks whether the first value is less than the second value
=20<22
Returns TRUE because the first value is less than the second value
>=
Checks whether the first value is greater than or equal to the second value
=20>=22
Returns FALSE because 20 is less than 22
<=
Checks whether the first value is less than or equal to the second value
=10<=10
Returns TRUE because the values are equal
<>
Checks whether the values are unequal
=5<>5
Returns FALSE because the values are equal
Comparison operators:
Are used to compare values in a worksheet
Return the value TRUE if a condition is satisfied
Returns FALSE if a condition is not satisfied

9. Entering a Formula (Contd..)
To enter a formula:
1. Open student mark list workbook, which we have created in the earlier session

10. Entering a Formula (Contd..)
The Student mark list appears
Specify a heading as Total, to calculate sum

11. Entering a Formula (Contd..)
Student mark list with the Total column appears
To calculate the total marks of the first student in all the subjects:
Type the formula =
Press the Enter key

12. Entering a Formula (Contd..)
The result of this calculation, 353, is be displayed in cell I4

13. Using Cell References in a Formula
Cell referencing:
Is used to identify a cell or a range of cells on a worksheet
Can be used in a formula in place of the actual values
Enables automatic recalculation of a formula
When you use cell references in a formula, Excel locates the values present in the cells being referenced, and then performs the calculation on those values.
If you make any changes to the data in the cells that are referenced in a formula, the result of the formula is recalculated automatically

14. Using Cell References in a Formula (Contd..)
To enter a formula:
Click the cell (I4) in which the total marks for the first student is to be displayed
Type the formula =D4+E4+F4+G4+H4 in the selected cell
Press the Enter key

15. Using Cell References in a Formula (Contd..)
The formula entered also appears in the Formula Bar
The total marks for the first student is calculated instantly and displayed in the cell

16. Using Cell References in a Formula (Contd..)
You can also enter a formula with cell references by using the following steps:
Click the cell in which the result should be displayed
Type = to begin the formula
Click the cell containing the data to be referenced in the formula
Enter the arithmetic operator (+)
Repeat steps until you complete the formula
Press the Enter key

17. Using Cell References in a Formula (Contd..)
The total marks of the second student is displayed in the cell

18. Using Cell References in a Formula (Contd..)
To calculate the average:
Click the cell (J4) that will hold the average for the first student
Type the formula =I4/5
Press the Enter key

19. Using Cell References in a Formula (Contd..)
The result is displayed in the selected cell

20. Editing a Formula Editing a formula:
Refers to making changes to a formula that has already been created
Is similar to editing values and labels
Includes copying and moving a formula

21. Copying a Formula To copy a formula:
Click the cell (I5) in which you have entered the formula

22. Copying a Formula (Contd..)1 2
The formula =D5+E5+F5+G5+H5 is copied to the clipboard

23. Copying a Formula (Contd..)
Select the cell range (I6:I29) where the results are to appear

24. Copying a Formula (Contd..)1 2

25. Copying a Formula (Contd..)
The formula is pasted in all the cells
Excel calculates the results of the formula
Similarly,
Copy the formula used to calculate the average for the first student
Paste it in the appropriate cells, to calculate the averages for the remaining students
Note that when a formula is copied from one place to another, the cell references used in the formula change automatically.

26. Copying a Formula (Contd..)
Note that, some of the cells in the Total and Average columns hold the message #VALUE
It indicates that one or more cells in the selected range do not contain numeric data
Here, the non-numeric value is Absent
The total or average for students who are absent for an exam need not be calculated
So replace the cells holding the message #VALUE with the value Absent
Student mark list showing the average marks for all students

27. Copying a Formula (Contd..)
The Student mark list after changing ‘#Value’ to ‘Absent’
You can also use the AutoFill feature to copy a formula to a range of cells

28. Moving a Formula To move a formula:
1. Click the cell in which you have entered the formula
2. On the Edit menu, click Cut
3. Click the cell in which you want to paste the formula
4. On the Edit menu, click Paste
When you move a formula from one place to another, the cell references in the formula remain the same.
When you cut a formula, you can paste it in only one cell.

29. Working with Data in Microsoft Excel

30. Functions

31. Entering a Function Function:
Is a built-in, ready-made and frequently used formula
Accepts data
Performs calculations
Returns results

32. Entering a Function (Contd..)
To enter a function in a cell:
Click the cell in which you want the result of the function to be displayed
Type the = sign
Type the function name
The data that a function receives is known as an argument .
For example, to calculate the total marks of the first student in all subjects, the cell range will be D4:H4. In such a case, you need to specify the function as follows:
=SUM(D4:H4)

33. Entering a Function (Contd..)
Type or select the cell range and the other arguments within brackets
Press the Enter key
Functions deal with a range of cells. When you insert or delete a value within a specified range of cells, the result of the function will be automatically recalculated.
However, formulae deal with individual cell references. Thus, any insertion of a new row will not affect the formula calculation and thus the result will not be recalculated.

34. Calculating Value Totals with AutoSum
To calculate the average using AutoSum:
1. Click the cell in which the average should appear
2. Click the arrow next to the AutoSum button on the standard toolbar

35. Calculating Value Totals with AutoSum (Contd..)
This command enters the SUM function and other aggregate functions, such as: 1
Used to find the sum in a cell range
Calculates the aggregate of all the values in contiguous rows and columns 2
Is used to count the number of non-blank values in the selected cell range
Is used to find the maximum value in a cell range
Is used to find the minimum value in a cell range

36. Calculating Value Totals with AutoSum (Contd..)
The AVERAGE function, along with its arguments, is displayed
Press the Enter key

37. Calculating Value Totals with AutoSum (Contd..)
The average for the cell range is displayed in the selected cell
To find the average for the remaining subjects, you can use the AutoFill feature

38. Working with Other Functions
COUNTIF Function:
Checks for a condition and counts the number of values that satisfy the given condition

39. Working with Other Functions (Contd..)
To find the number of students who have scored more than 40:
1. Click the cell in which the result is to be displayed

40. Working with Other Functions (Contd..)1 2

41. Working with Other Functions (Contd..)
The Insert Function dialog box appears
Click Statistical in the Function category list
Click COUNTIF in the Function name list
Click OK

42. Working with Other Functions (Contd..)
The Function Arguments dialog box appears
Click the Collapse Dialog button

43. Working with Other Functions (Contd..)
The dialog box shrinks to show only the Function Arguments box
Select the cell range D4:D29 that holds the English marks for all the students
The selected range of cells is displayed in the Range box
Click Collapse Dialog again to switch back to the original dialog box

44. Working with Other Functions (Contd..)
Type the criteria, >=40, in the Criteria box
Click OK

45. Working with Other Functions (Contd..)
The number of students who have passed in English is calculated and displayed

46. Editing a Function Editing a function:
Refers to making changes to a function already entered in a cell
Is similar to editing values and labels in a cell
Includes copying and moving a function

47. Copying and Moving a Function
The steps to copy a function are the same as the steps to copy a formula
Cell references are updated automatically in the destination cells
Copy and paste the function created earlier,
to calculate the number of students passed in each subject
Student mark list showing the number of students passed in each subject

48. Working with Data in Microsoft Excel

49. Manipulating Data

50. Sorting Data
Sorting:
Is arranging data in ascending or descending order on the basis of one or more columns

51. Sorting Data (Contd..) To sort data:
1. Select the columns to be sorted
If you omit a few columns while selecting the data for sorting, the Sort Warning dialog box appears. It displays a warning message asking you whether you want to expand the range of selection or continue with the current selection of data. The following are the two commands that appear in the Sort Warning dialog box:
Click Expland the Selection to include adjacent data. Thus, the data in the adjacent columns also get sorted based on the selected column or click Continue with the current selection to sort only the currently selected data.
Click Sort.
The Sort dialog box appears.

52. Sorting Data (Contd..) 1 2

53. Sorting Data (Contd..) The Sort dialog box appears
Under Sort by, click the Total column.
The selected data will be sorted based on the values in the Total column
Click Descending
Click OK

54. Sorting Data (Contd..) The Mark list with the data sorted
Add a column listing the rank of the students immediately after the Average column
Enter the first two values, 1 and 2
Use the AutoFill feature to fill the ranks for the remaining students in the class
When you sort a column containing both text and numeric values, the text data is sorted first, followed by the numeric data

55. Sorting Data (Contd..) The mark list is now complete
Alternatively, to sort the data in ascending or descending order, select the first cell of the column that contains the heading, and then click the Sort Ascending or Sort Descending buttons on the Standard toolbar.

56. Filtering Data Filtering:
Is displaying only the rows that satisfy the conditions you specify for one or more columns
Is a quick and easy way to find and work with a specific set of data from a list
Temporarily hides rows that you do not want to view

57. Filtering Data (Contd..)
To view the five highest-scoring students in Maths:
1. Select the range of cells to be filtered
(In this case, select the cells that contain the maths marks)
. In this case, you need to select the cells that contain the maths marks

58. Filtering Data (Contd..)1 2 3

59. Filtering Data (Contd..)
A small arrow appears next to the label Maths
Click the arrow

60. Filtering Data (Contd..)
A list appears
Click (Top 10…) in the list

61. Filtering Data (Contd..)
The Top 10 AutoFilter dialog box appears
Enter 5 in the box
Click OK

62. Filtering Data (Contd..)
The rows containing the top five scores in maths appear

63. Filtering Data (Contd..)
To remove filtering: 1 2 3

64. Creating Subtotals Subtotal command
Is used to calculate summary values, such as total and average, for individual groups of data
Note:
When subtotals for a particular column are calculated, new rows will be added to the worksheet
The addition of new rows will affect the count that you had calculated earlier
To avoid this, copy the data and calculate the subtotals in a new worksheet
Then, sort the data based on the Second column
After sorting, you will find that the rows you want to subtotal are grouped together

65. Creating Subtotals (Contd..)
To calculate the subtotals:
1. Select the cells (including the column headings)

66. Creating Subtotals (Contd..)1 2

67. Creating Subtotals (Contd..)
The Subtotal dialog box appears
Click the label Second Language in the At each change in list
This will ensure that you get the average based on the Second Language column
Click Average in the Use Function list
Select the check boxes English, Language, Maths, Science, Social Science, Total and Average in the Add Subtotal to list
Click OK

68. Creating Subtotals (Contd..)
The average mark for each language appears
To remove all subtotals, click Remove All in the Subtotal dialog box.

69. Working with Data in Microsoft Excel

70. Creating Simple Charts

71. Charts Charts Different types of charts can be created in Excel
Are used to represent data pictorially
Can be displayed in the same worksheet where the data is available or in a different worksheet
Different types of charts can be created in Excel
For example, line charts, column charts, pie charts

72. Charts (Contd..)
A Sample Chart

73. The Chart Wizard The Chart Wizard: Used to create a chart in Excel
Provides a step-by-step process to design charts

74. Creating a Pie Chart
To Create a pie chart to represent the performance of the class in various subjects
1. Open Student Mark list

75. Creating a Pie Chart (Contd..)
The Student Mark list appears
Select the cell range that holds the subject average

76. Creating a Pie Chart (Contd..)1 2
Alternatively, click the Chart Wizard button on the Standard toolbar to open the Chart Wizard dialog box.

77. Creating a Pie Chart (Contd..)
The first step of the Chart Wizard appears
Lists the built-in chart types available
Lists the customised chart types
Click Standard Types
Click Pie
The Standard tab is selected by default in the Chart wizard dialog box.
You can see a preview of the chart before creating it. To preview a particular chart sub-type:
a. Click the chart sub-type.
b. Click Press and Hold to View Sample and keep holding the left mouse button.
The preview of the selected chart is displayed. You can release the left mouse button when you finish previewing the chart.
Click the required chart sub type
Click Next

78. Creating a Pie Chart (Contd..)
The second step of the Chart Wizard appears
The selected cell range is displayed in the Data range box
The Series in command in the Chart Wizard is used to specify whether the selected data is to be mapped row-wise or column-wise in the chart.
Click Next

79. Creating a Pie Chart (Contd..)
The third step of the Chart Wizard appears
Type the title for the chart in the Chart title box
Click Next

80. Creating a Pie Chart (Contd..)
The fourth step of the Chart Wizard appears
Click As new sheet to place the chart in a separate sheet
Click Finish
Click As object in to place the chart in the same worksheet

81. Creating a Pie Chart (Contd..)
The pie chart is placed in the same worksheet
Legends are used to identify a set of data on a chart.
The legend for each subject appears

82. Creating a Column Chart
Column Charts
Can depict clearly the changes in data over a period of time
The categories are organised horizontally and the values are arranged vertically

83. Creating a Column Chart (Contd..)
To create a column chart to represent the pass percentage of the students over a period of time:
1. Open the performance Excel file
. In this case, you need to select the cells that contain the maths marks

84. Creating a Column Chart (Contd..)
The Performance list of students in class X appears
Select the required cell range
On the Insert menu, click Chart

85. Creating a Column Chart (Contd..)
The first step of the Chart Wizard appears
Click Column
Click the required chart sub type
Click Next

86. Creating a Column Chart (Contd..)
The second step of the Chart Wizard appears
The selected cell range is displayed in the Data range box
The Series in command in the Chart Wizard is used to specify whether the selected data is to be mapped row-wise or column-wise in the chart.
Click Next

87. Creating a Column Chart (Contd..)
The third step of the Chart Wizard appears
Type the title for the chart
Type the X-Axis label for the chart
Type the Y-Axis label for the chart
Click Next

88. Creating a Column Chart (Contd..)
The fourth step of the Chart Wizard appears
Select the required option
Click Finish

89. Creating a Column Chart (Contd..)
The column chart is created
You can also create a chart without using the wizard. To do so, ensure that the data is in the appropriate row and column format, and then press the F11 key. A column chart for the data is created automatically.