CLINNET COMPUTER COLLEGE
MICROSOFT EXCEL NOTES
1. Introduction to Microsoft Excel
Microsoft Excel is a spreadsheet program developed by Microsoft. It is used to organize,
calculate, analyze and present data in tabular form.
Excel is widely used in offices, schools and businesses for managing numerical information and
performing calculations automatically.
With Excel, users can:
Perform calculations
Store large amounts of data
Create charts and graphs
Analyze financial information
Prepare reports
2. Uses of Microsoft Excel
Excel is used in many areas such as:
2.1 Business
Recording sales
Preparing invoices
Tracking expenses
2.2 Education
Recording student marks
Preparing results sheets
Creating attendance lists
2.3 Finance
Budget preparation
Payroll preparation
Financial analysis
2.4 Data Analysis
Sorting data
Filtering information
Creating charts
3. Starting Microsoft Excel
To open Excel:
1. Click Start Menu.
2. Select Microsoft Office.
3. Click Microsoft Excel.
A new workbook will open automatically.
4. Excel Interface
The main parts of the Excel window include:
4.1 Title Bar
Displays the name of the workbook.
4.2 Ribbon
Contains commands used to perform tasks.
4.3 Workbook
A workbook is an Excel file that contains worksheets.
4.4 Worksheet
A worksheet is a page where data is entered and stored.
4.5 Rows
Rows run horizontally and are labeled using numbers (1,2,3…).
4.6 Columns
Columns run vertically and are labeled using letters (A,B,C…).
4.7 Cell
A cell is the intersection of a row and a column.
Example:
Cell A1 means column A and row 1.
5. Entering Data in Excel
Excel allows users to enter three types of data:
5.1 Text (Labels)
Example:
Name
Address
Subject
5.2 Numbers (Values)
Example:
100
2500
45
5.3 Formulas
Formulas perform calculations automatically.
Example:
=A1+B1
6. Selecting Cells
To select cells in Excel:
Click a cell to select a single cell.
Click and drag to select multiple cells.
Hold Shift to select a range of cells.
Example of a range:
A1:A10
7. Editing Data
To edit data:
1. Click the cell.
2. Press F2 or double click.
3. Edit the content.
8. Formatting Data
Formatting makes data easier to read.
Common formatting options include:
Changing font size
Bold or italic text
Cell borders
Cell shading
Text alignment
9. Basic Excel Formulas
A formula in Excel always begins with an equal sign (=).
Examples:
Addition
=A1+B1
Subtraction
=A1-B1
Multiplication
=A1*B1
Division
=A1/B1
10. Excel Functions
Functions are predefined formulas used for calculations.
Common functions include:
SUM
Adds numbers together.
Example:
=SUM(A1:A10)
AVERAGE
Calculates the average of numbers.
Example:
=AVERAGE(A1:A10)
MAX
Returns the highest value.
Example:
=MAX(A1:A10)
MIN
Returns the lowest value.
Example:
=MIN(A1:A10)
11. Creating Tables
Tables help organize data clearly.
Example:
Name Math English Total
John 70 80 150
Mary 85 90 175
Totals can be calculated using formulas.
12. Sorting Data
Sorting arranges data in order.
Types of sorting:
Ascending order (A–Z)
Descending order (Z–A)
Example:
Sorting student names alphabetically.
13. Filtering Data
Filtering shows only selected information from a dataset.
Example:
Display only students who scored above 70 marks.
14. Creating Charts
Charts help represent data visually.
Types of charts include:
Column chart
Pie chart
Line chart
Bar chart
Charts make data easier to understand.
15. Saving a Workbook
Steps to save:
1. Click File.
2. Click Save As.
3. Choose location.
4. Enter file name.
5. Click Save.
16. Printing in Excel
Steps to print:
1. Click File.
2. Click Print.
3. Select printer.
4. Click Print.
17. Advantages of Microsoft Excel
Fast calculations
Organized data storage
Easy data analysis
Visual presentation using charts
Saves time and effort
18. Practical Exercises for Students
DAY 1 PRACTICAL
Creating and Saving a Worksheet
Question
Open Microsoft Excel and create a worksheet showing the names of five students and their
class.
Name Class
Brian Form 1
Mary Form 2
James Form 3
Diana Form 1
Kevin Form 4
Save the workbook as Student List on the Desktop.
Step-by-Step Guide
1. Click the Start Menu on the computer.
2. Search and open Microsoft Excel.
3. Click Blank Workbook.
4. Click on cell A1 and type:
Name
5. Click on cell B1 and type:
Class
6. Enter the data as shown in the table above.
7. Adjust column width if necessary.
8. Click File.
9. Click Save As.
10. Select Desktop.
11. Type the file name:
Student List
12. Click Save.
DAY 2 PRACTICAL
Creating a Marks Table and Calculating Total
Question
Using Microsoft Excel, create the following table and calculate the Total Marks.
Name Math English Science Total
John 70 65 60
Mary 80 75 70
Peter 55 60 65
Use formulas to calculate totals.
Step-by-Step Guide
1. Open Microsoft Excel.
2. In cell A1, type:
Name
3. Type the other headings across row 1.
4. Enter the student marks as shown.
5. Click cell E2.
6. Type the formula:
=B2+C2+D2
7. Press Enter.
8. Copy the formula to cells E3 and E4 using the Fill Handle.
9. Save the workbook as:
Student Marks
DAY 3 PRACTICAL
Using Excel Functions
Question
Create the following worksheet and calculate:
Total
Average
Highest mark
Lowest mark
Subject Marks
Math 80
English 70
Biology 60
Chemistry 75
Physics 65
Step-by-Step Guide
1. Open Microsoft Excel.
2. Enter the subjects and marks as shown.
3. Click cell B7 and type:
=SUM(B2:B6)
4. Press Enter to calculate the Total.
5. Click cell B8 and type:
=AVERAGE(B2:B6)
6. Press Enter.
7. Click cell B9 and type:
=MAX(B2:B6)
8. Press Enter.
9. Click cell B10 and type:
=MIN(B2:B6)
10. Save the file as:
Subject Analysis
DAY 4 PRACTICAL
Sorting Data
Question
Create the following table and sort the student names in alphabetical order.
Name Age Class
Peter 18 Form 4
Brian 17 Form 3
Alice 16 Form 2
David 19 Form 4
Carol 17 Form 3
Step-by-Step Guide
1. Open Microsoft Excel.
2. Enter the data exactly as shown.
3. Select the entire table.
4. Click the Data tab on the ribbon.
5. Click Sort.
6. Under Sort By, choose Name.
7. Choose A to Z.
8. Click OK.
9. The names will now appear in alphabetical order.
10. Save the file as:
Student Sorting
DAY 5 PRACTICAL
Creating a Chart
Question
Create a column chart showing the following sales data.
Month Sales
January 20000
February 25000
March 18000
April 30000
May 27000
Step-by-Step Guide
1. Open Microsoft Excel.
2. Enter the data as shown above.
3. Highlight the entire table.
4. Click the Insert tab.
5. Click Column Chart.
6. Select Clustered Column Chart.
7. The chart will appear on the worksheet.
8. Add a chart title:
Monthly Sales
9. Adjust the chart size if necessary.
10. Save the workbook as:
Sales Chart
PRACTICAL 6
Creating a Monthly Budget
Question
Using Microsoft Excel, create a monthly budget table showing the following expenses and
calculate the Total Expenses.
Item Amount
Rent 15000
Food 8000
Transport 3000
Electricity 2000
Internet 2500
Calculate the Total Expenses.
Step-by-Step Guide
1. Open Microsoft Excel.
2. In A1, type:
Item
3. In B1, type:
Amount
4. Enter the expenses as shown in the table.
5. In A7, type:
Total
6. Click cell B7.
7. Type the formula:
=SUM(B2:B6)
8. Press Enter.
9. Save the workbook as:
Monthly Budget
PRACTICAL 7
Student Result Sheet
Question
Create the following table and calculate Total and Average marks.
Name Math English Science Total Average
Brian 70 65 80
Mary 85 75 90
James 60 55 65
Step-by-Step Guide
1. Open Microsoft Excel.
2. Enter the table headings.
3. Enter the marks as shown.
4. Click E2 and type:
=SUM(B2:D2)
5. Press Enter.
6. Copy the formula down to the other rows.
7. Click F2 and type:
=AVERAGE(B2:D2)
8. Press Enter.
9. Copy the formula down.
10. Save the file as:
Student Results
PRACTICAL 8
Payroll Calculation
Question
Create a payroll sheet and calculate Net Salary.
Employee Basic Salary Allowance Deduction Net Salary
John 25000 5000 2000
Alice 30000 4000 1500
Peter 28000 4500 1800
Use the formula:
Net Salary = Basic Salary + Allowance – Deduction
Step-by-Step Guide
1. Open Microsoft Excel.
2. Create the table headings.
3. Enter the employee information.
4. Click E2.
5. Type the formula:
=B2+C2-D2
6. Press Enter.
7. Copy the formula to the remaining rows.
8. Save the file as:
Employee Payroll
PRACTICAL 9
Filtering Data
Question
Create the following table and display only students who scored above 70 marks.
Name Marks
Brian 75
Mary 90
John 60
Alice 85
Peter 55
Step-by-Step Guide
1. Open Microsoft Excel.
2. Enter the table data.
3. Select the entire table.
4. Click the Data tab.
5. Click Filter.
6. Click the arrow on the Marks column.
7. Select Number Filters.
8. Choose Greater Than.
9. Enter:
70
10. Click OK.
Only students with marks above 70 will appear.
Save the file as:
Student Filter
PRACTICAL 10
Creating a Pie Chart
Question
Create a pie chart showing the following expenses.
Expense Amount
Rent 15000
Food 8000
Transport 3000
Entertainment 2000
Savings 5000
Step-by-Step Guide
1. Open Microsoft Excel.
2. Enter the data in a table.
3. Highlight the entire table.
4. Click the Insert tab.
5. Click Pie Chart.
6. Choose 2-D Pie Chart.
7. The chart will appear automatically.
8. Add a title:
Monthly Expenses
9. Save the workbook as:
Expense Chart