MS Excel: Entering Data, Formatting, Formulas, Functions, Charts and Macros

1. Entering Numbers, Text, Date and Time

(a) Entering Numbers

Numbers are used for calculations.

Examples:

• 100
• 2500.75
• -50

Steps:

1. Click a cell.
2. Type the number.
3. Press Enter.

(b) Entering Text

Text includes names, headings, and labels.

Examples:

• Student Name
• Computer
• January

Steps:

1. Select a cell.
2. Type the text.
3. Press Enter.

(c) Entering Date

Excel automatically recognizes dates.

Examples:

• 25/07/2026
• 25-Jul-2026

(d) Entering Time

Examples:

• 10:30 AM
• 14:45

Excel stores time values and allows time calculations.

2. Series using Auto Fill

Auto Fill automatically fills a sequence of numbers, dates, or text.

Steps:

1. Enter the first value (e.g., 1).
2. Enter the second value (e.g., 2).
3. Select both cells.
4. Drag the Fill Handle (small square at the bottom-right corner).

3. Editing and Formatting Worksheet

Formatting improves the appearance of the worksheet.

(a) Changing Font

• Select the cells.
• Choose a font such as Arial, Calibri, or Times New Roman.

(b) Changing Font Size

• Select cells.
• Choose font size (10, 12, 14, 16, etc.).

(c) Changing Font Color

• Select cells.
• Click Font Color and choose a color.

(d) Changing Cell Color

• Select cells.
• Click Fill Color and choose the background color.

(e) Text Alignment

Excel provides several alignment options:

• Left
• Center
• Right
• Top
• Middle
• Bottom

You can also use:

• Wrap Text
• Merge & Center

4. Inserting and Deleting Cells, Rows and Columns

Insert Cell

Home → Insert → Insert Cells

Delete Cell

Home → Delete → Delete Cells

Insert Row

Right-click row number → Insert

Delete Row

Right-click row → Delete

Insert Column

Right-click column letter → Insert

Delete Column

Right-click column → Delete

5. Entering Formula Using Operators

A formula always begins with =.

6. Cell Referencing

(a) Relative Reference

Example:  =A1+B1

Sample:

A1+B1

↓

A2+B2

↓

A3+B3

(b) Absolute Reference

Uses the $ symbol.

Example: =$A$1

(c) Mixed Reference

Only row or column remains fixed.

Examples: =$A1 (Column fixed), =A$1 (Row fixed)

7. Statistical Functions

(a) SUM()

Adds numbers: =SUM(A1:A5)

10 + 20 + 30 + 40 + 50 = 150

(b) AVERAGE() (AVG)

Finds the average: =AVERAGE(A1:A5)

(c) MAX()

Finds the largest value : =MAX(A1:A5)

10, 20, 50, 30

Result = 50

(d) MIN()

Finds the smallest value : =MIN(A1:A5)

Result = 10

(e) IF() Function

Checks a condition.

Syntax:

Otherwise → Fail

8. Inserting Tables in Worksheet

A table organizes data neatly.

Steps

1. Select data.
2. Click Insert tab.
3. Select Table.
4. Confirm the range.
5. Click OK.

9. Embedding Charts in Worksheet

Charts represent data graphically.

Steps

1. Select data.
2. Click Insert.
3. Choose a chart type.
4. Excel inserts the chart into the worksheet.

Types of Charts

(a) Line Chart

Shows trends over time.

Example: Monthly sales.

(b) Pie Chart

Shows percentage distribution.

Example: Budget allocation.

(c) Bar Chart

Compares values using horizontal bars.

Example: Student marks.

(d) Column Chart

Compares values using vertical columns.

Example: Annual sales.

(e) Area Chart

Shows trends and emphasizes the magnitude of values over time.

Example: Population growth.

10. Using Macros in Worksheet

A Macro is a recorded sequence of commands that automates repetitive tasks.

Steps to Record a Macro

1. Open the Developer tab.
2. Click Record Macro.
3. Enter a macro name.
4. Perform the required actions.
5. Click Stop Recording.

Running a Macro

1. Go to Developer → Macros.
2. Select the macro.
3. Click Run.

Advantages of Macros

• Saves time.
• Automates repetitive tasks.
• Reduces manual errors.
• Increases productivity.
• Performs complex operations with a single click.