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

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

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

Formulae

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

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

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

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

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

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

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 =71+56+78+81+67 Press the Enter key

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

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

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

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

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

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

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

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

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

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

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

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

Copying a Formula (Contd..) 1 2

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.

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

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

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.

Working with Data in Microsoft Excel

Functions

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

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)

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.

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

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

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

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

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

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

Working with Other Functions (Contd..) 1 2

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

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

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

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

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

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

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

Working with Data in Microsoft Excel

Manipulating Data

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

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.

Sorting Data (Contd..) 1 2

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

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

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.

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

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

Filtering Data (Contd..) 1 2 3

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

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

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

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

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

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

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

Creating Subtotals (Contd..) 1 2

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

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

Working with Data in Microsoft Excel

Creating Simple Charts

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

Charts (Contd..) A Sample Chart

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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.