MS-Excel Questions and Answers
[Link] is Microsoft Excel?
Answer: Microsoft Excel is an electronic spreadsheet application that enables users to store, organize, calculate
and manipulate the data with formulas using a spreadsheet system broken up by rows and columns. It also
provides the flexibility to use an external database to do analysis, make reports, etc. thus saving lots of time.
2. How can you wrap the text within a cell?
Answer: You must select the text you want to wrap, and then click wrap text from the home tab and you can
wrap the text within a cell.
3. What is Macro in MS-Excel.
Answer: Macros are used for iterating over a group of tasks. Users can create macros for their customized
repetitive functions and instructions. Macros can be either written or recorded depending on the user.
4. What are charts in MS-Excel?
Answer: To enable graphical representation of the data in Excel, charts are provided. A user can use any chart
type, including column, bar, line, pie, scatter, etc. by selecting an option from Insert tab’s Chart group.
5. Define the term workbook.
Answer: A workbook is a collection of worksheets. By default, there are three worksheets in every workbook.
6. What is the default alignment of number, text and formula in a spreadsheet?
Answer: Default alignment of text or label entry is left alignment and for numbers and formula it is right alignment.
7. What is Freeze Panes in MS-Excel?
Answer: To lock any row or column, freeze panes is used. The locked row or column will be visible on the screen even
after we scroll the sheet vertically or horizontally.
8. How many cells would be there in the cell range [A1 ; B2]?
Answer: There would be 4 cells in the given cell range.
9. What is Pivot Chart?
Answer: A pivot table is a great reporting tool in Excel that sorts and sums independent of the original data layout
in the spreadsheet. Use a PivotTable report to summarize, analyze, explore, and present summary data.
10. What is Macro?
Answer: A macro is a series of commands and instructions that you group together as a single command to
accomplish a task automatically. In Word, you can automate frequently used tasks by creating and running
macros.
11. What is table validation in MS-Excel?
Answer: We use data validation to control the type of data or the values that users enter into a cell.
12. Write briefly about the steps for using formulas in MS-Excel.
Answer: Steps for using formulas in MS-Excel:
1. Select the cell you want to enter the formula in.
2. Type an equal sign and type the formula along with cell reference in the cell or in the formula bar.
3. Enter a mathematical, comparison, text, or reference operator if desired.
4. Press Enter Key.
13. What is filtering in MS-Excel?
Answer: Filtering in MS Excel means to display only certain data according to set conditions for particular range
of cells or a table.
14. What is sorting in MS-Excel?
Answer: Sorting is any process of arranging data in alphabetically numerically in ascending or descending order.
To Sort data in Excel do the following steps:
1. Select a cell in the column we want to sort
2. Click the Sort & Filter command in the Editing group on the Home tab.
3. Select Sort A to Z. Now the information in the Category column is organized in alphabetical order.
15. Explain workbook protection types in Excel.
Answer: Excel provides three ways to protect a workbook:
Password protection for opening a workbook
Protection for adding, deleting, hiding and unhiding sheets
Protection from changing size or position of windows.
16. Write the steps to save a workbook in MS-Excel.
Answer:: We use Save or press Ctrl+S to save an existing workbook in its current location, we need to use Save As to
save your workbook for the first time, in a different location, or to create a copy of your workbook in the same or
another location.
Steps :
Step:1. Click office button Save
(a save as dialog box appear ,)
Step:2. Choose a Location option
Step:3. Click Browse to find the location and pick the exact place where you want to save your workbook.
Step:4. In the File name box, enter a name for a new workbook.
Step:5. Click Save.
17. Explain advance Features of MS-Excel.
Answer:: Advance Features of MS-Excel are:
Ease of Use: Using Excel means that you can experiment with numbers without having to re-do all the
calculations on your ledger each time one number changes. For this reason, spreadsheets are often
helpful in business management, to create “what if” scenarios and compare results based on different
variables.
Data Management: Microsoft Excel to make the large amount of data manageable. In Excel 2007, the
maximum number of rows per worksheet is 1,048,576, and the number of columns 16,384 (XFD). Excel
gives users the ability to import external data into either an existing Excel workbook or a new one.
Operators can sort and filter data in numerous ways, and can add summaries and subtotals.
Additionally, users can add formulas to the workbook to analyze the data.
Professional charts: Microsoft streamlined the charting process in Excel 2007, so that it takes fewer
clicks to create professional-looking charts.
PivotTables: Excel 2007 brings improvements to the PivotTable feature, making it easier for someone to
learn about and use PivotTables. PivotTables are tables that can aggregate a large amount of data into
customizable views based on the user’s need.
Compatibility: Because of its standing as one of the most widely used spreadsheet programs, Microsoft
Excel users rarely find issues with sending an Excel file to clients or associates who do not also utilize the
program. While popular in businesses, the program also gets used in colleges and universities around
the world.
18. Write down the name and purpose of various components of a chart.
Answer: Various components or parts of chart are as follows:
1. Chart Area — Chart area includes all the area and objects in the chart.
2. Category Axis — Category axis or X-axis is the horizontal axis of a chart.
3. Value Axis — Value axis or Y-axis is the vertical axis used to plot the values. It is located at the left side.
4. Data Series — Data series are the bars, slices or other elements that show the data values.
5. Category Name — Category names are the labels, which are displayed on the X and Y-axis.
6. Plot Area — Plot area is a window within the Chart area.
7. Legend — It depicts the colours, patterns or symbols assigned to the data series. It helps to differentiate the
data.
8. Chart Title — It describes the aim and contents of the chart.
9. Gridlines — These can either be Horizontal or Vertical lines depending on the selected chart type. They
extend across the plot area of the chart. Gridlines make it easier to read and understand the values.
19. Explain the following functions in brief:
i. MIN()
Answer:
MIN() function returns the minimum value in a list of arguments
Syntax: =MIN(number1,number2,...)
Example: =MIN(45,46,23)
Results 23
ii. SUM()
Answer:
SUM()function adds its arguments
Example: =SUM(45,66,25)
Results 136
iii. IF()
Answer:
Specifies a logical test to perform
Syntax: =IF(logical_test, value_if_true, [value_if_false])
Example =IF(A3>B3,” Big ”,”Small”)
Result : if vale of A3 cell is greater than value of B3 cell then it return ‘Big’ Otherwise it return ‘Small’
iv. LEN()
Answer:
LEN ( ) function returns the number of characters in a text string
Syntax: =LEN(text)
Example : =LEN (“ Computer Skill”)
Results : 14 (including white space)
v. SUMIF()
Answer:
SUMIF()function adds the cells specified by a given criteria
Example: =SUMIF (A3:C3,”>=40") this function add numbers on
given range if value above or equal 40
20. Difference between formula and functions in MS-Excel.
Answer:
Formula Function
1. The formula is defined by the user. 1. The function is pre defied facility.
2. Formula is written according to the user’s The function is written in predefined syntax.
requirement.
3. Formula does not require parameters. 3. Function may require parameters.
4. Formula has no particular name. 4. The function is identified by a particular
name.
5. All formulas are not functions 5. All functions are formulas.