COMPUTER SCIENCE - CLASS 8

Chapter: Introduction to Excel-2

Working with Sheets, View Menu, and Charts

PART 1: WORKING WITH SHEETS

1.1 Creating and Deleting Sheets

An Excel workbook can contain multiple sheets (also called worksheets). Each sheet is like a separate page in a
notebook where you can store different data.
* Creating a New Sheet: Right-click on any existing sheet tab at the bottom (like "Sheet1") and select "Insert" >
"Worksheet". Or click the "+" button next to the sheet tabs.
* Deleting a Sheet: Right-click on the sheet tab you want to delete and select "Delete". Be careful - deleted sheets
cannot be recovered!
Example: Creating a Sheet for Monthly Budget
Imagine you have a workbook for your school expenses. You can create separate sheets:
- Sheet1: "January Expenses"
- Sheet2: "February Expenses"
- Sheet3: "March Expenses"

To create Sheet2: Right-click on Sheet1 tab -> Click "Insert" -> Select "Worksheet" -> A new sheet appears. Double-click the new
sheet tab and type "February Expenses".

Practical Activity: Activity 1: Create Your First Sheet

Step 1: Open Excel and create a new blank workbook.
Step 2: Right-click on "Sheet1" tab at the bottom.
Step 3: Click "Insert" and select "Worksheet".
Step 4: A new sheet "Sheet2" appears. Right-click it and click "Delete" to remove it.
Step 5: Now insert another sheet and name it "My Data" by double-clicking the tab.

1.2 Renaming Sheets

Giving meaningful names to sheets helps you organize your work better. Instead of "Sheet1", you can name it "Student
Marks" or "Shopping List".
* Method 1: Double-click the sheet tab and type the new name.
* Method 2: Right-click the sheet tab -> Click "Rename" -> Type the new name -> Press Enter.
Example: Renaming Sheets for a Project
For a "Class Project" workbook, rename sheets as:
- Sheet1 -> "Team Members"
- Sheet2 -> "Task List"
- Sheet3 -> "Budget Plan"

Double-click "Sheet1" tab -> Type "Team Members" -> Press Enter. Now you can easily find the right sheet!

Practical Activity: Activity 2: Rename Your Sheets

Step 1: Create a workbook with 3 sheets.
Step 2: Rename Sheet1 to "Subjects".
Step 3: Rename Sheet2 to "Marks".
Step 4: Rename Sheet3 to "Result".

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Step 5: Practice switching between sheets by clicking each tab.

1.3 Copying and Moving Sheets

You can copy a sheet to create a duplicate, or move it to a different position in the workbook.
* Copying a Sheet: Right-click the sheet tab -> Click "Move or Copy" -> Check "Create a copy" -> Choose where to
place it -> Click OK.
* Moving a Sheet: Drag the sheet tab left or right to reposition it. Or right-click -> "Move or Copy" -> Select new
position -> Click OK (do NOT check "Create a copy").
Example: Copying a Sheet Template
You created a perfect "January Budget" sheet with all formulas and formatting. For February, instead of starting from scratch:
1. Right-click "January Budget" tab
2. Click "Move or Copy"
3. Check "Create a copy"
4. Select "(move to end)"
5. Click OK
6. Now rename the new sheet to "February Budget" and change only the numbers!

Practical Activity: Activity 3: Copy and Move Sheets

Step 1: Create a sheet named "Original" with some data (Name, Age, Class in columns A, B, C).
Step 2: Right-click "Original" -> "Move or Copy" -> Check "Create a copy" -> Click OK.
Step 3: You now have "Original (2)". Rename it to "Copy".
Step 4: Drag the "Copy" tab to the left of "Original".
Step 5: Right-click "Copy" -> "Move or Copy" -> Move it to the end.

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1.4 Inserting New Rows and Columns

Sometimes you need to add more space in your data. You can insert new rows or columns anywhere in your sheet.
* Inserting a Row: Click on the row number where you want to insert -> Right-click -> Select "Insert". A new row
appears above the selected row.
* Inserting a Column: Click on the column letter where you want to insert -> Right-click -> Select "Insert". A new
column appears to the left of the selected column.
Example: Adding a New Student to the List
Your class list has students in rows 1-10. A new student "Rahul" joins and should be in row 5 (alphabetical order):
1. Click on row number 5 (where "Deepak" is)
2. Right-click -> "Insert"
3. A new blank row 5 appears
4. Type "Rahul" in cell A5
5. Similarly, if you forgot to add a "Phone Number" column between "Name" and "Address":
- Click column B header -> Right-click -> "Insert" -> New column B appears for Phone Number

Practical Activity: Activity 4: Insert Rows and Columns

Step 1: Type these headers in row 1: Name, Class, Marks.
Step 2: Add 5 student names in rows 2-6.
Step 3: You forgot "Roll Number" before "Name". Click column A header -> Right-click -> Insert.
Step 4: Type "Roll Number" in A1 and add numbers.
Step 5: A new student joins. Click row 4 -> Right-click -> Insert -> Add the new student data.

1.5 Deleting and Hiding Rows and Columns

You can remove unwanted rows/columns or temporarily hide them without deleting.
* Deleting a Row/Column: Select the row/column -> Right-click -> "Delete". The data is permanently removed.
* Hiding a Row/Column: Select the row/column -> Right-click -> "Hide". The data stays but is not visible. To show
again, select adjacent rows/columns -> Right-click -> "Unhide".
Example: Hiding Personal Information
In a student marks sheet, you have columns: Roll No, Name, Phone, Marks.
You want to print only Roll No, Name, and Marks (hide Phone for privacy):
1. Click column C (Phone) header
2. Right-click -> "Hide"
3. Column C disappears from view
4. To show it again: Select columns B and D -> Right-click -> "Unhide"

Practical Activity: Activity 5: Hide and Delete

Step 1: Create a table with columns: Item, Quantity, Price, Total.
Step 2: Hide the "Price" column (right-click column C -> Hide).
Step 3: Print preview to see hidden column is not shown.
Step 4: Unhide the column (select columns B and D -> Unhide).
Step 5: Delete an empty row by selecting it -> Right-click -> Delete.

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1.6 Changing Width and Height of Rows and Columns

Sometimes text is too long for a column or you need more space in a row. You can adjust the size easily.
* Changing Column Width: Drag the border between column letters (like between A and B) left or right. Or double-click
the border for AutoFit.
* Changing Row Height: Drag the border between row numbers (like between 1 and 2) up or down.
* Using Format Menu: Select row/column -> Home tab -> Format -> Row Height / Column Width -> Enter exact
number.
Example: Adjusting Column Width
Column A has "Student Name" but names like "Aishwarya" are cut off:
1. Place cursor on the border between A and B column headers
2. Cursor changes to a double-arrow
3. Double-click for AutoFit (column automatically fits the longest text)
4. Or drag right to make column wider manually

For Row Height: If you want bigger cells for readability, drag the border between row 1 and 2 downward.

Practical Activity: Activity 6: Adjust Sizes

Step 1: Type a long sentence in cell A1 (e.g., "This is a very long sentence for demonstration").
Step 2: Double-click the border between A and B headers to AutoFit.
Step 3: Manually drag the border to make column A very wide.
Step 4: Select row 1 -> Home tab -> Format -> Row Height -> Type 30 -> Press Enter.
Step 5: Notice the row is now taller!

Tip:
Shortcut: To AutoFit all columns at once, select all cells (click the triangle at top-left corner), then double-click any column border.

1.7 Finding and Selecting Data in a Range

When you have lots of data, you need tools to find specific information quickly.
* Finding Data: Press Ctrl+F (or Home -> Find & Select -> Find) -> Type what you want to find -> Click "Find Next".
* Selecting a Range: Click the first cell, hold Shift, and click the last cell to select a range (like A1:D10).
* Selecting All Data: Click any cell in the data -> Press Ctrl+Shift+End to select to the last cell with data.
Example: Finding a Student Name
You have 500 students in a list and need to find "Priya":
1. Press Ctrl+F
2. Type "Priya" in the search box
3. Click "Find Next"
4. Excel jumps to the cell containing "Priya"
5. If there are multiple "Priyas", keep clicking "Find Next" to find all of them

To select all marks from A1 to D50: Click A1, hold Shift, click D50. The range A1:D50 is highlighted.

Practical Activity: Activity 7: Find and Select

Step 1: Create a list of 20 fruits and vegetables in column A (mix them up).
Step 2: Press Ctrl+F and search for "Apple".
Step 3: Select the range A1:A20 by clicking A1, holding Shift, and clicking A20.
Step 4: Try Ctrl+Shift+End to see how much data is selected.
Step 5: Use Find & Replace (Ctrl+H) to change all "Apple" to "Mango".

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PART 2: VIEW MENU OPTIONS

2.1 Gridlines

Gridlines are the light gray lines that separate cells in Excel. They help you see where one cell ends and another begins.
* Show/Hide Gridlines: Go to View tab -> Check or uncheck "Gridlines" in the Show group.
* When to Hide: When printing a clean report or creating a form, you might want to hide gridlines for a cleaner look.
Example: Creating a Clean Report
You made a beautiful student report card:
- Name: Rahul
- Class: 8A
- Marks: 85/100

The gridlines make it look messy. To hide them:

1. Go to View tab
2. Uncheck "Gridlines" in the Show group
3. The sheet now looks like a clean white page
4. To show them again, check the "Gridlines" box

Practical Activity: Activity 8: Toggle Gridlines

Step 1: Create a simple table with borders around cells (Home -> Borders -> All Borders).
Step 2: Go to View tab -> Uncheck Gridlines.
Step 3: Notice the difference - only your bordered cells are visible.
Step 4: Check Gridlines again to see the default view.
Step 5: Print preview (Ctrl+P) to see how it looks when printed.

2.2 Freeze Panes

Freeze Panes keeps certain rows or columns visible while you scroll through the rest of the sheet. This is very useful for
large spreadsheets.
* Freeze Top Row: View tab -> Freeze Panes -> Freeze Top Row (keeps row 1 visible while scrolling down).
* Freeze First Column: View tab -> Freeze Panes -> Freeze First Column (keeps column A visible while scrolling right).
* Freeze Custom: Select the cell below and to the right of what you want to freeze -> View -> Freeze Panes -> Freeze
Panes.
Example: Freezing Header Row
You have a marks sheet with 100 students. The header row has "Roll No, Name, Hindi, English, Math...". When you scroll down to
see student 80, you forget which column is which:

Solution: Freeze the top row!

1. Go to View tab
2. Click "Freeze Panes"
3. Select "Freeze Top Row"
4. Now scroll down - the header row stays visible at the top!
5. You can always see "Roll No, Name, Hindi..." while looking at any student.

Practical Activity: Activity 9: Freeze Panes Practice

Step 1: Create a table with headers in row 1 (Name, Subject1, Subject2...).
Step 2: Add data for 30 students (fill rows 2-31).
Step 3: Go to View -> Freeze Panes -> Freeze Top Row.
Step 4: Scroll down to row 30 - notice the header is still visible!

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Step 5: Unfreeze: View -> Freeze Panes -> Unfreeze Panes.

Step 6: Now freeze column A (Name) and scroll right to see other columns.

Tip:
A thin line appears below the frozen row or to the right of the frozen column to show where the freeze is applied.

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2.3 View Side by Side

This feature allows you to view two different workbooks or two sheets from the same workbook side by side on the
screen.
* View Side by Side: View tab -> View Side by Side. This arranges two windows vertically so you can compare them.
* Synchronous Scrolling: When View Side by Side is active, checking "Synchronous Scrolling" makes both windows
scroll together.
Example: Comparing Two Class Results
You have two files: "Class8A_Marks.xlsx" and "Class8B_Marks.xlsx". You want to compare which class performed better:

1. Open both files

2. Go to View tab in one file
3. Click "View Side by Side"
4. Both files appear side by side
5. Check "Synchronous Scrolling"
6. Now when you scroll in Class8A, Class8B scrolls too!
7. You can easily compare row by row

Practical Activity: Activity 10: Side by Side View

Step 1: Create two workbooks: "File1" with student names and marks.
Step 2: Create "File2" with the same names but different marks.
Step 3: Arrange both to be visible: View -> View Side by Side.
Step 4: Enable Synchronous Scrolling.
Step 5: Scroll down in one file and watch the other scroll automatically!
Step 6: Compare the marks in both files.

2.4 Merging and Splitting Cells

Merging combines multiple cells into one large cell. Splitting breaks one cell into multiple cells (using Text to Columns
feature).
* Merging Cells: Select multiple cells -> Home tab -> Merge & Center (or Merge Across, Merge Cells).
* Splitting Cells (Text to Columns): Select cells with combined text -> Data tab -> Text to Columns -> Choose
separator (like comma or space) -> Click Finish.
Example: Merging for a Title
You want a big title "STUDENT REPORT CARD" across the top of your sheet:
1. Select cells A1 to E1 (5 cells)
2. Go to Home tab
3. Click "Merge & Center"
4. Type "STUDENT REPORT CARD"
5. The text appears centered across all 5 columns
6. Format it: Make it bold, size 16, blue color

To split "Rahul,8A,85" in one cell into three columns:

1. Select the cell
2. Data -> Text to Columns
3. Choose "Delimited" -> Next
4. Check "Comma" -> Next -> Finish
5. Now "Rahul" is in A1, "8A" in B1, "85" in C1

Practical Activity: Activity 11: Merge and Split

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Step 1: Type "MY SCHOOL" in cell A1.

Step 2: Select A1:E1 -> Home -> Merge & Center.
Step 3: Make the merged cell bold, size 18, and green.
Step 4: In cell A3, type "Name:Age:Class" (with colons).
Step 5: Select A3 -> Data -> Text to Columns -> Delimited -> Check "Other" and type ":" -> Finish.
Step 6: See how one cell became three columns!

Tip:
Warning: When you merge cells, only the content of the top-left cell is kept. Other cell contents are deleted. Make sure to move
important data first!

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PART 3: WORKING WITH CHARTS

Charts are visual representations of data that make it easier to understand patterns, compare values, and present
information. Excel can create beautiful charts automatically from your data.

3.1 Creating a Chart

Creating a chart in Excel is simple - just select your data and choose a chart type.
* Step 1: Prepare Data: Organize data in rows or columns with clear headers in the first row.
* Step 2: Select Data: Highlight all cells including headers (e.g., A1:B6).
* Step 3: Insert Chart: Go to Insert tab -> Choose chart type (Column, Line, Pie, Bar, etc.).
* Step 4: Excel automatically creates the chart based on your selected data.
Example: Creating a Bar Chart for Student Marks
You have this data:
Name | Marks
Rahul | 85
Priya | 92
Amit | 78
Sneha | 88
Raj | 95

To create a chart:
1. Select A1:B6 (including headers)
2. Go to Insert tab
3. Click "Column Chart" (or "Bar Chart")
4. Choose "Clustered Column"
5. Excel instantly creates a colorful bar chart!
6. Each student has a bar showing their marks
7. The tallest bar shows the highest marks (Raj: 95)

Practical Activity: Activity 12: Create Your First Chart

Step 1: Create a table:
A1: "Fruit" | B1: "Quantity"
A2: "Apple" | B2: 50
A3: "Banana" | B3: 30
A4: "Mango" | B4: 45
A5: "Orange" | B5: 25
Step 2: Select A1:B5.
Step 3: Insert -> Column Chart -> Clustered Column.
Step 4: A chart appears! Notice the tallest bar is Apple (50).
Step 5: Try changing Banana to 60 and watch the chart update automatically!

Tip:
Different chart types for different data:
- Column/Bar Chart: Comparing values (marks, sales)
- Line Chart: Showing trends over time (temperature, stock prices)
- Pie Chart: Showing parts of a whole (budget breakdown, survey results)
- Scatter Chart: Relationship between two variables (height vs weight)

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3.2 Editing a Chart

After creating a chart, you can customize it to look better and convey information more clearly.
* Change Chart Type: Click the chart -> Chart Design tab -> Change Chart Type -> Select new type.
* Add Chart Title: Click the chart -> Chart Design -> Add Chart Element -> Chart Title -> Above Chart.
* Add Data Labels: Click the chart -> Chart Design -> Add Chart Element -> Data Labels -> Choose position.
* Change Colors: Click the chart -> Chart Design -> Change Colors -> Select a color scheme.
* Format Chart: Click any part of the chart (bars, title, axis) -> Right-click -> Format -> Customize appearance.
Example: Making Your Chart Look Professional
You created a basic chart of student marks. Now make it better:
1. Click the chart
2. Chart Design -> Add Chart Element -> Chart Title -> "Class 8A - Unit Test Marks"
3. Chart Design -> Add Chart Element -> Data Labels -> "Outside End" (numbers appear on top of bars)
4. Chart Design -> Change Colors -> Choose "Colorful Palette 3"
5. Click on a bar -> Right-click -> Format Data Series -> Change bar width to 50%
6. Now your chart looks professional and easy to read!

Practical Activity: Activity 13: Edit Your Chart

Step 1: Using the chart from Activity 12, click on it.
Step 2: Add a chart title: "Fruit Sales in My Shop".
Step 3: Add data labels to show exact numbers on each bar.
Step 4: Change the chart type to "Pie Chart" (Insert -> Pie Chart).
Step 5: Notice the pie shows percentages! Add data labels showing percentages.
Step 6: Change colors to make it more attractive.

3.3 Printing a Chart

You can print your chart alone or with the data table.
* Print Chart with Data: Select the chart -> File -> Print (or Ctrl+P). The chart prints with the data table.
* Print Chart Only: Click the chart to select it -> File -> Print. Excel prints only the chart (no data table).
* Adjust Size: In Print Preview, you can adjust scaling to fit the chart on one page.
Example: Printing a Report
You need to submit your chart to your teacher:
1. Make sure the chart looks perfect (title, labels, colors)
2. Click on the chart (only chart is selected)
3. Press Ctrl+P
4. In Print Preview, you see only the chart
5. If it is too big, click "Page Setup" -> "Fit to 1 page"
6. Click Print

To print both data and chart:

1. Click on any cell (not the chart)
2. Press Ctrl+P
3. Both the data table and chart appear in the preview
4. Click Print

Practical Activity: Activity 14: Print Your Chart

Step 1: Create a complete chart with title and labels.
Step 2: Click on the chart -> Press Ctrl+P.
Step 3: Notice the print preview shows only the chart.

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Step 4: Click on a cell (not chart) -> Press Ctrl+P.

Step 5: Notice the preview shows both data and chart.
Step 6: Try "Fit to 1 page" option in print settings.

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QUICK REFERENCE GUIDE

Keyboard Shortcuts

Shortcut Action
Ctrl + N New workbook
Ctrl + S Save workbook
Ctrl + P Print
Ctrl + F Find
Ctrl + H Find and Replace
Ctrl + Z Undo
Ctrl + Y Redo
Ctrl + C Copy
Ctrl + V Paste
Ctrl + X Cut
F2 Edit cell
Ctrl + Home Go to cell A1
Ctrl + End Go to last cell with data

Important Terms to Remember

Term Meaning
Workbook An Excel file containing one or more sheets
Worksheet/Sheet A single page/spreadsheet in a workbook
Cell A single box where you enter data (intersection of row and column)
Range A group of connected cells (e.g., A1:D10)
Column Vertical line of cells (labeled A, B, C...)
Row Horizontal line of cells (labeled 1, 2, 3...)
Formula A calculation starting with = (e.g., =SUM(A1:A5))
Chart A visual representation of data
Freeze Panes Keeps rows/columns visible while scrolling
Merge Cells Combines multiple cells into one

REVISION QUESTIONS
1. What is the difference between a workbook and a worksheet?
2. How do you insert a new row in Excel?
3. What is the purpose of Freeze Panes?
4. Name three types of charts you can create in Excel.
5. How do you merge cells in Excel?
6. What happens when you hide a column?
7. How do you rename a sheet?
8. What is the shortcut for Find and Replace?

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9. How do you copy a sheet?

10. What is the difference between deleting and hiding a row?

--- End of Notes --- Good Luck with your studies! ---

Computer Science - Class 8 | Introduction to Excel-2