Advances in ms excel

Advances in
MS-Excel

Mohit Kumar
M.Sc. Earth Science Int. 3rd yr
Department of Geology,
Centre for Advanced Studies
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1

MS EXCEL
MS Excel is a spreadsheet program that
enables us to store and manipulate data
in a tabular form.
Spreadsheet also called worksheets,
which are made up of columns & rows.
Rows are numbered numerically and
columns are labelled alphabetically.
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MS EXCEL
After Zth column, the column are labelled as AA, AB, AC,…
and so on. Again after the AZth column, the columns are
labelled as BA, BB, BC,… and so on.
The intersection of rows & column is called a cell, which
can store text, number data, and mathematical formulas.
Each spreadsheet contains 10,48,576 rows & 16,384
column that make 1048576*16384 = 17179869184 cells
in MS Excel 2013.
MS Excel contains a group of worksheets, which is known
as a workbook.

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4

Rows & Column in Various versions
Versions of Excel up to 7.0 (1995 Excel for
Windows 95) had a limitation in the size of
their data sets of 16K (214 = 16384) rows.
Versions 8.0 (1997 Excel 97) through 11.0
(Excel 2003) could handle 64K (216 = 65536)
rows and 256 columns (28 as label 'IV').
Version 12.0 (Excel 2007) can handle 1M
(220 = 1048576) rows, and 16384 (214 as label
'XFD') columns.
Wikipedia

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5

Last column

Last row

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6

Advances of

MS Excel
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7

Formatting the Data
Number

Alignment
Font
Border
Fill
Protection

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8

Importing Data
Go to Data Menu

Click on External Data group
You can import data from any option

From Access

From Web

From Text

From Other
Sources

From Existing
Connections

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Inserting a Table
Go to Tables toolbar

Select Table option

Select Range for Rows & Column

Table formed with column header

You may rename the column header by
double clicking on it.

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Charts & Graphs
Charts and Graphs are visual representations of the data.
Excel supports many kinds of charts and graphs to help you
display data in ways that are meaningful to your audience.
Charts
Type
Column
Chart

Surface
Chart

Bar Chart
Line Chart

Pivot
Chart

Area Chart
Scatter
Chart

Pie Chart

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Charts Types
Column
Chart

• Use this chart type to visually compare values across a few categories.

Bar Chart

• Use this chart type to visually compare values across a few categories when the chart shows
duration or the category text is long.

Line Chart

• Use this chart type to show trend over time (years, months, and days) or categories.

Pie Chart

• Use this chart type to show proportions of a whole. Use it when the total of your numbers is
100%.

Scatter Chart

• Use this chart type to show the relationship between sets of values.

Surface Chart

• Use this chart type to show trends in values across two dimensions in a continuous curve.

Area Chart

• Use this chart type to show trends over time (years, months, and days) or categories. Use it to
highlight the magnitude of change over time.

Pivot Chart

• Use Pivot Charts to graphically summarize data and explore complicated data.

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Create a Chart
Select data range i.e., cell C3 to M11.

On the Ribbon, Select the Insert tab

Go to Charts toolbar
Select Any type of Chart
Column Chart

Line Chart

Bar Chart

Pie Chart

Area Chart

Scatter Chart

Once you create a chart a Chart Tools section will appear in the Ribbon and includes
Design

Format

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Sorting
Select the data i.e., cell C3 to D11.
From Data toolbar > click on Sort.
A dialogue box will appear on screen in which, you can
• You can add or delete more levels.
• Sort by according to any column.
• You may define order in which it sot the data.
• In Option, you can change the order of sorting whether from
top to bottom or left to right.

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Protecting your Work
Create a password that only allows certain users
to change the worksheet or the entire workbook.
There are two
types of
protection:

Cell Protection

Worksheet
Protection

Workbook
Protection

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Worksheet Protection
It prevent unwanted changes from others by limiting their ability to
edit.

E.g., you can prevent people from editing locked cells or making
formatting changes.
Procedure:
• On the Ribbon, select the Review tab
• In the Changes group, click Protect Sheet
• In the text box under Password to unprotect sheet:, type
your password to lock that sheet
• Now, your sheet is password protected.
• Again you can Unprotect your Worksheet by same step

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Workbook Protection
Keep others from making structural changes to
your workbook, such as moving, deleting or
adding sheets.
Procedure:
• On the Ribbon, select the Review tab
• In the Changes group, click Protect Workbook.
• Enter your password, it protect your workbook from
structural changes.
• Again, you can Unprotect your Workbook by same steps.

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Inserting a Picture
You can insert pictures from your computer or from other
computers that you’re connected to. Also you can find
pictures from a variety of online sources.

Procedure:
• Go to Insert ribbon, select picture
• A dialogue box will appear from
where you can insert a picture.
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Functions
With the help of a Function, you can easily
pick functions to use and get help on how to
fill out the input values.

Procedure:

• Go to Formulas Ribbon.
• From Function Library group,
you
can
use
any
function/formula as per your
requirement.

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Financial

Web

Logical

Compatibility

Text

Function
Library

Information

Date & Time

Lookup &
Refrence

Cube

Math &
Trignometry

Engineering
Statisical

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Use of Some Functions

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Some Basic Function
SUM
Automatically add it up. Your total will appear after the
selected cells.

AVERAGE
Returns the average (arithmetic mean) of its arguments, which
can be number or references that contain numbers.

COUNT
Counts the number of cells in a range that contain numbers.

MEDIAN
Returns the median, or the number in the middle of the set of
given numbers.

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Some Basic Function
MAX
Returns the largest value in a set of values. Ignores
logical values and text.

MIN
Returns the smallest value in a set of values. Ignore
logical values and text.

MODE
Returns the most frequency occurring, or repetitive,
value in an array or range of data.

IF
Check whether a condition is met, and returns one value
if TRUE, and another value if FALSE.

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Some Basic Function
VAR
Estimates variance based on a sample (ignore logical values
and text in the sample).

VARP
Calculates variance based on the entire population (ignores
logical values and text in the population).

STDEV
Estimates the standard deviation based on a sample (ignores
logical values and text in the sample).

STDEVP
Calculates standard deviation based on the entire population
given as arguments (ignore logical values and text).

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Inserting a function
There are two ways to insert a function.
1. Select a cell,





Go to Formulas Ribbon,
Select function categories from Function Library
Insert the function
Select the range inside the parentheses.

2. Select a cell
 Insert a function manually after ‘=‘.
 Select range inside the parentheses.
Note: In case 2, you have to know the abbreviations used for functions.

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E.g., Inserting a T-Test function
Returns the probability associated with a Student’s tTest.

Procedure:
Select the cell.
Insert the ttest function after the ‘=‘ inside the ().
Give the range for array1 & array2 separating by (,)
Input the tail value i.e., 1 or 2.
Input the type i.e., 1, 2, or 3.
Lastly close the function inside the parenthesis.

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E.g., Inserting a Correlation function
Return the correlation coefficient between two
data sets.

Procedure:
Select a cell.
Insert correl function after ‘=‘ inside the ().
Give the range for array1 & array2 separating by
(,).
Lastly close the function inside the parenthesis.
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Data Analysis
Tools for financial and scientific data analysis.
Data Analysis Tool contains:
 Anova
 Anova: Single-Factor
 Anova: Two-Factor with Replication
 Anova: Two-Factor without Replication

 Correlation
 Covariance
 Descriptive Statistics
 Exponential Smoothing
 F-Test Two-Sample for Variance

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Data Analysis
 Fourier Analysis
 Histogram
 Moving Average
 Random Number Generation
 Rank and Percentile
 Regression
 Sampling
 t-test
 t-Test: Paired Two Sample for Means
 t-Test: Two-Sample Assuming Equal Variances
 t-Test: Two-Sample Assuming Unequal Variances

 z-Test
 VBA functions for the Analysis ToolPak

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Data Analysis
In Initial, this feature isn’t available in Office.
Load and Activate the Analysis ToolPak:
Click the File tab, click Options, and then click the AddIns category.
In the Manage box, select Excel Add-ins and then click
Go.
In the Add-Ins dialog box, select the Analysis ToolPak
check box, and then click OK.
If Analysis ToolPak is not listed in the Add-Ins available
box, click Browse to locate it.
If you are prompted that the Analysis ToolPak is not
currently installed on your computer, click Yes to install it.

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Correlation
The CORREL functions calculate the
correlation coefficient between two
measurement
variables
when
measurements on each variable are
observed for each of N subjects.
It provides an output table, a correlation
matrix, that shows the value of CORREL
applied to each possible pair of
measurement variables.
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Correlation
Procedure:
Click the File tab, click Data Analysis Tool.
A dialogue box will appear tha contain names of
some functions.
Select Correlation from the box, then OK.
Another dialogue box appear.
Give Input range & Output range as well as
specify the matrix inserted row-wise or column
wise.
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t-Test: Two-Sample Assuming Unequal Variances

This analysis tool performs a two-sample
student's t-Test. This t-Test form assumes
that the two data sets came from
distributions with unequal variances. It is
referred to as a heteroscedastic t-Test

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t-Test: Two-Sample Assuming Unequal Variances

Procedure:
Click the File tab, click Data Analysis Tool.
A dialogue box will appear tha contain names of
some functions.
Select t-Test: Two-Sample Assuming Unequal
Variances from the box, then OK.
Another dialogue box appear.
Give Input range i.e., variable1 and variable2 &
Output range. Then, click OK.
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Show Formulas
Displays the formula in each cell instead of the
resulting value.

Procedure:
Click Formulas Tab, Click Show Formulas.
It automatically shows the formulae used in whole
worksheet.
Again, clicking on Show Formulas, you can hide the
formulae used in cells.
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Some Applications of MS Excel
Used for data analysis as it has financial and statistical
function.
Storing data in systematic way. Like one Excel file for
each day.
Making invoices, timesheet, Trackers etc.
Creating charts for presentation which further can be
moved to presentation software like Power Point.
Used for cleaning data like removing duplicate reports,
filtering out specific records etc.
Also used for coding, we can create a formulated sheet
through which we can get automatically results.

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Advances in ms excel

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