Using Functions in Ms Excel

Functions are predefined formulas that perform calculations by using specific values, called arguments, in a particular order, or structure. Functions can be used to perform simple or complex calculations.

a. The structure of a function

The structure of a function begins with an equal sign (=), followed by the function name, an opening parenthesis, the arguments for the function separated by commas, and a closing parenthesis.

b. Function name.

For a list of available functions, click a cell and press SHIFT+F3

c. Arguments.

Arguments can be numbers, text, logical values such as TRUE or FALSE.

d. Argument tool tip.

A tool tip with the syntax and arguments appears when you type the function. For example, type =ROUND (and the tool tip appears. Tool tips appear only for built-in functions..

e. Create a Formula

The formulas perform calculations on values in your worksheet. A formula starts with an equal sign (=). For example, the following formula multiplies 2 by 3 and then adds 5 to the result. =5+2*3

The Border Tab

Border

Click a line style in the Style box, and then click the buttons under Presets or Border to apply borders to the selected cells. To remove all borders, click the None button. You can also click areas in the text box to add or remove borders.

Line style

Select an option under Style to specify the line size and style for a border. If you want to change a line style on a border that already exists, select the line style option you want, and then click the area of the border in the Border model where you want the new line style to appear.

Color

Select a color from the list to change the Border color

The Font Tab

The font tab will allow you to select Font Type, Font Style, Font Color, Font Size and Underline Type

The Alignment Tab

The Alignment Tab allows you to adjust Text alignment, Text control and Orientation

Horizontal

Select an option in the Horizontal list box to change the horizontal alignment of cell contents. By default, Microsoft Excel aligns text to the left, numbers to the right. The default horizontal alignment is General. Changing the alignment of data does not change the data type.

Vertical

Select an option in the Vertical box to change the vertical alignment of cell contents. By default, Microsoft Excel aligns text vertically on the bottom of a cell. The default horizontal alignment is General

Orientation

Sets the amount of text rotation in the selected cell. Use a positive number in the Degree box to rotate the selected text from lower left to upper right in the cell. Use negative degrees to rotate text from upper left to lower right in the selected cell.

Wraps text

Wraps text into multiple lines in a cell.

Shrink to fit

Reduces the visible size of font characters so that all data in a selected cell fits within the column. The character size is adjusted automatically if you change the column width.

Merge Cells

Combines two or more selected cells into a single cell. The cell reference for a merged cell is the upper-left cell in the original selected range.

The Number Tab

The Number Tab allows you to change the number format. Click an option in the Category box, and then select the options that you want to specify a number format. The Sample Box shows how selected cells will look with the formatting you choose.

Format Cells

You can use Format Cells Dialog Box to apply formats to the selected cells. To format a cell or selected cells, Go to Format --Cells or Press Ctrl + 1.

Freeze Panes

Use the Freeze Panes to keep column or row titles in view while you're scrolling through a worksheet. Freezing titles on a worksheet does not affect printing.

Protecting your Worksheet

You can use Protect sheet option to protect entire worksheet or selected cells.
To protect entire worksheet select Tools - Protection - Protect sheet
To Protect selected cells, follow the steps given below

	a.	Select the entire worksheet and then, Go to Format - Cells - Protection and uncheck the locked Check Box and then Click Ok Button.
	b.	Next, Select the Cell Range that you want to Protect and then ,Go to Format - Cells - Protection check the locked Check Box and then Click Ok Button.
	c.	Finally ,Select Tools - Protection - Protect sheet

Note : If you want to unprotect the sheet , Select Tools - Protection - Unprotect sheet.

Setting up your Paper Size and Margins

The Page Setup option allows you to set your Paper Size, Margins and Orientation and other layout options for the active file, to select this option go to File - Page Setup

		Setting up paper margins

Moving and Coping Data

To move Data

	i.	First select the Cell Range that contain data and then Go to Edit - Cut or Press Ctrl + X
	ii.	Place the cursor where you want to move data and the Go to Edit - Paste or Press Ctrl + V

Note: To simply move data, First select the Cell Range that contain data and then drag the Cell Range to required place and finally release the mouse button.

To copy Data

	i.	First select the Cell Range that contain data and then Go to Edit - Copy or Press Ctrl + C
	ii.	Place the cursor where you want to copy data and the Go to Edit - Paste or Press Ctrl + V

Note: To simply copy data, First select the Cell Range that contain data and then drag the Cell Range to required place by pressing Ctrl Key and finally release the mouse button.

Renaming and Deleting A Worksheet

Renaming A Worksheet

	i.	To rename a worksheet Double Click on the Worksheet Tab
	ii.	Delete existing name and Type a New Name
	ii.	Finally Press Enter Key or Click anywhere in Worksheet

Deleting Worksheets

	i.	To delete a Worksheet Right Click on Worksheet Tab and then select Delete.
	ii.	To delete multiple worksheets, Select the required worksheets while pressing Shift Key and then ,Select Edit - Delete Sheet