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Let us discuss the interface elements of MS – Excel:
The interface elements are:
o File o Formulas
o Home o Data
o Insert o Review
o Page Layout o View
o There are a few commands that are hidden.
o The additional options are displayed by clicking on the arrow in their lower right corner.
o Few options will be greyed out denoting that tools cannot be applied to a selected object.
Tools that have a downward arrow, when pressed lead to another sequence of commands.
Spreadsheet or Workbook – A Microsoft Excel file includes any number of worksheets. By default, there will be 3 sheets which can be increased or decreased.
Worksheet – It is nothing a large number of cells arranged in rows and columns that form a table.
Cell – This is the basic element in Excel for data entry. It can be text, number or formula. A cell is where a row and a column meet.
Cell address – column letter and row number on a worksheet, e.g. A1, C7, F25.
Selecting cells – To select a cell, press the left mouse button on a cell.
Enter data – Data can be added in cells or even the existing content can also be edited.
Alternatively, we can also press F2 after selecting the cell to move the cursor into the formula bar.
The values that are entered in the cell, by default numbers get aligned to the right side and the text aligns to the left side of the cell.
However, this can be customised using the Alignment tools in the toolbar.
Wrap Text – If the value entered in the content exceeds cell width, it will be displayed over the adjacent cells which have no data. However, this can also be customised using the Wrap Text to fit the text within the same cell.
To move to another cell – To move to next tab we can use the TAB key to move to the right, the ENTER key to move down, the keys with an arrow on the keyboard, or the left mouse button.
To select a range of cells –
Select the first cell in a range >> press and hold the left mouse button >> move the mouse to the last cell and release the button, or
Select the first cell in a range >> press and hold the Shift key >> select the last cell in the range and release the Shift key
Select a row or column – the mouse button on the row number or column letter.
Select several adjacent rows – press the left mouse button on the row number, press and hold the left mouse button, move the mouse to the last row and release the left button (or use the Shift key, while it is pressed, select the first then the last row and then release the Shift key).
Rename a worksheet – double click on the sheet tab of the worksheet and type the new worksheet name.
Deleting letter by letter: Press the Delete key as it deletes text that is located to the right of the cursor’s position; the Backspace key - deletes text located to the left of the cursor.
Fast delete: Select all the desired cells to be deleted and press the delete key.
Copy / Paste:
Cut / Paste:
The File menu allows you the following actions:
Create a new document: New > Blank document > Create or by pressing the keyboard shortcut: Ctrl + N
Open an existing document: You can open a document by using the open command or by pressing the keyboard shortcut: Ctrl + O
Open more than one document: You can open more documents by using the Ctrl key for adjacent files or the Shift key for non-adjacent files
Save a document: To save any document, use the save key or by pressing the keyboard shortcut Ctrl + S
Print a document:
Portrait (vertical paper) and Landscape (horizontal paper)
Share – With this new feature we can share files easily
The Home tab includes the following tools:
Enter function:
(Or) select the cell in which you want to enter function value
enter the symbol „=“
enter the function manually (e.g. „sum“), and the cell range to which the function will apply, respecting syntax
Most often used functions:
=SUM(cell range) à adding the numbers in selected cells
=AVERAGE(cell range) à finds the average value
=MIN(cell range) à finds the smallest value
=MAX(cell range) à finds the biggest value
Deleting options:
Sort A to Z - sort data within a table from minimum to maximum value
Sort Z to A – sort data within a table from maximum to minimum values
The Insert tab includes the following tools:
- opens color palette
- opens color palette and options for choosing type and thickness of lines
- effects: 3D, shadow, reflection, rotation etc.
While the object is selected, we can open the Format tab that contains some new formatting options
The tools on the Page Layout tab are:
- Send Backward
The Review tab is used for the following actions:
Q.1 |
Merge cells option can be applied from? |
| a) | Formatting Toolbar |
| b) | Format Cells dialog box Alignment Tab |
| c) | Standard Toolbar |
| d) | Insert Toolbar |
Q.2 |
Pre-made sheet formats like Simple, Classic, Accounting, Colourful, etc. can be applied from? |
| a) | From Insert >> Symbol |
| b) | From Table >> Auto format |
| c) | From Format >> Cells |
| d) | From Format >> Auto format |
Q.3 |
You can set Page Border in Excel from? |
| a) | From Border tab in Format Cells dialog box |
| b) | From Border tool in Formatting toolbar |
| c) | You can not set page border in Excel |
| d) | From Line Style tool in Drawing toolbar |
Q.4 |
When all the numbers between 0 and 100 in a range should be displayed in Red Colour, apply? |
| a) | Use =if() function to format the required numbers red |
| b) | Apply Conditional Formatting command on Format menu |
| c) | Select the cells that contain number between 0 and 100 then click Red colour on Text Colour tool |
| d) | Use Format Painter |
Q.5 |
You can check the conditions against __________ when applying conditional formatting? |
| a) | Formula |
| b) | Number |
| c) | Alphabets |
| d) | Special Character |
Q.6 |
Which of the following is not true regarding Conditional Formatting? |
| a) | You can delete any condition from Conditional Formatting dialog box if it is not required |
| b) | You can apply Font, border and pattern formats that meets the specified conditions |
| c) | You can set condition to look for Bold and apply Italics on them. |
| d) | You can add more than one condition to check |
Q.7 |
Which of the following is invalid statement? |
| a) | Sheet tabs can be colored |
| b) | The width of a row and be specified manually or fit automatically |
| c) | You can set the column width automatically fit the amount of text |
| d) | Some picture can be applied as a background of a sheet |
Q.8 |
Which of the following is not an option in the spelling dialog box? |
| a) | Change |
| b) | Ignore All |
| c) | Edit |
| d) | Ignore |
Q.9 |
You can quickly change the appearance of your work by choosing Auto Format from the …. Menu? |
| a) | View |
| b) | Format |
| c) | Tool |
| d) | Edit |
Q.10 |
To protect a worksheet, you can choose Protection and the Protect Sheet from the ….. Menu? |
| a) | Tools |
| b) | Data |
| c) | Format |
| d) | Edit |
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