MS EXCEL Training

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Kvaerner Powergas India Limited 177 Vidyanagari Marg, Kalina, Mumbai 400 098

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Transcript of MS EXCEL Training

Page 1: MS EXCEL Training

Kvaerner Powergas India Limited177 Vidyanagari Marg, Kalina, Mumbai 400 098

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Introduction To MS-Excel

CONTENTS

1) Introduction

..2

2) Getting started with MICROSOFT EXCEL

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3) Entering data in to EXCEL sheet.

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4) Row and Column arrangements in EXCEL.

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5) Data calculations in EXCEL.

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6) Cut, copy and paste commands

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7) Filter and Sort commands in EXCEL.

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8) Graphs in EXCEL.

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9) Save procedure of file in EXCEL.

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10) Printing of file in EXCEL

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1) Introduction Microsoft excel is nothing but a simple spreadsheet which is used to calculate

data in a presentable form. It is similar to planning chart made up of several rows and columns. In excel both rows and columns are numbered from top to bottom. In excel there are maximum number of rows 16,384 and 256 columns.

2) Getting Started with MICROSOFT EXCEL

Excel sheet is a combination of rows and columns. The intersection of each column and row forms a single cell. In that cell we have to input our data.

2.1) How to prepare new excel sheet?

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First open an excel worksheet. When you will open an excel worksheet it will look as given below: -

3) Entering data in to excel sheet: -

Once the sheet gets opened then start giving headings to the columns. Like this you can enter the header names in excel files. After that you enter the details related to the header names below that respectively. As shown below: -

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4) Row & column arrangements in ExcelWhile entering the data in a particular cell if description is not fitting in that cell then do the following steps: -

If you want to fit that text in that particular cell then click on that cell and then go to format which is present on tool bar then click on columns and then select auto fit selection.

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If same case happened with rows then you have to follow the same procedure. After selecting auto fit method your screen will be looking as follows: -

5) Data calculations in excel: -

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In the above worksheet we had taken the columns as employee, salary, tax and net pay respectively.

In this example if we want to calculate the taxes then follow the following rules: -Suppose the tax is 20% against salary then we have to multiply by 0.2 to the salary.So go to that particular cell in which you want to calculate the tax value and type “=” sign over there. Then write the expressions in front of that as shown in the figure: -Type 0.2 next to “equal to sign” and type * (for multiplication) and select the cell for

which you want to calculate the taxes as and after that press enter then you will get result as follows: -

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In order to calculate the tax value for all employees simply select the first cell in which you have calculated the tax value already and drag it for remaining ones.

Then you will get the results for other employees also. There is no need to type new expression for each employee. Similar procedure you can apply to find out the value for net pay. You have to simply subtract the tax value from salary, which will give you the net pay and to get a value for others simply drag the first value for net pay. This way you can complete your calculations part.

6) Cut, Copy and Paste commands:

Suppose somebody want to copy a particular data to other field then simply select that cell and go to edit and select copy command over there.

Once you selected the required data then press ctrl + C or go to edit on tool bar select copy command from that

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Then go to desired position and press ctrl + V or go to edit button on tool bar and select

paste in a particular cell.

Similarly you can try for cut and paste of records. But for cut command use ctrl + X and for paste command same ctrl + V.

7) Filter and sort commands in Excel: -

Suppose you want to sort your data in an ascending or descending order with respect to the salary or employee name etc. In order to sort the data you have to select the whole thing like

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Then go to data button from tool bar then click on sort option then it will ask us in which fashion you want to sort it. In that it will ask us whether you want to sort it by row or by column. It will give us three options, which will have priorities of columns or rows for sorting.

In this window only you have to select the options for sorting.

For filtering suppose there are 1000 employees in your excel list and in that if you want to take the employees those are getting 5000/- per month then its very useful tool in excel.In this case go to data button and then select filter option then it will give us two options auto filter and advance filter.

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Auto Filter: -

When you will select auto filter it will show arrows at the top as shown in the figure. Then check which field you want to filter and accordingly select that arrow and press

The wanted category in that. For e.g.: - suppose you want to filter the employee getting 5000 salary then select that option and press enter then you will get the desired results.

8) Graphs in excel: -Suppose you want to see the comparison between the employees. There is a chart wizard is available in excel only thing is you have to click on that chart option then the wizard will get initialised.

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In this wizard you have to select option for chart and after doing that press next button.When you will press next button then this window will appear then in that window you

have to the range for which you want to draw a chart.

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After selecting a range say finish in that wizard.

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In this way we can able to draw the charts in excel.

9) Saving of file in Excel: -

Once you complete your all work in excel then you have save your work so press ctrl + S or go to file menu select save button.Then your file will get saved in your hard disk only thing is that you have to give path for that file that in which folder you want to keep the file.

10) Printing of file in Excel: -

When you want to print your excel file then go to file menu and say print.But before printing an excel file you have to see the preview of that file. In that file suppose you want to put header and footer then go to page setup in file menu and select header and footer option.

Whatever header or footer you want to give to that file then clicks custom header or custom footer. When you click on one of them then you will get a window which will look like as follows: -

This is window showing us left, central and right sections of an A4 sheet.

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In that you can enter all the data like file name, page numbers etc. This is applicable for footer also. Then you press ok after filling all information in that.Then it will return to the previous screen, which will be having options of header and footer etc.Then see the preview of that file if its looking proper then say print.

If you want to take printout in portrait or landscape form then in that case you have to select the option for page size in this window. After doing all settings say print.If you or confident that your page settings are proper then there is no need to go to page setup and make settings in that then you can simply press ctrl + P for printing.

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