MS Excel Notes (Basic to Advanced)

1. Introduction to MS Excel

MS Excel is a spreadsheet software developed by Microsoft.
It is used to store, organize, calculate, and analyze data.
Excel files are called Workbooks.
Each workbook contains one or more Worksheets.

2. Components of MS Excel

Workbook – An Excel file
Worksheet – A page inside the workbook
Row – Horizontal line (1, 2, 3…)
Column – Vertical line (A, B, C…)
Cell – Intersection of a row and column (e.g., A1)
Cell Address – Name of a cell (Column + Row)

3. Starting MS Excel

Steps:

Click Start
Select Microsoft Excel
Choose Blank Workbook

4. Types of Data in Excel

Text (Label) – Names, cities, subjects
Number (Value) – Marks, age, price
Formula – Calculations (starts with =)

Example:


= A1 + B1

5. Entering and Editing Data

Click a cell → Type data → Press Enter
To edit data: Double-click the cell or press F2

6. Formatting Cells

Formatting improves the appearance of data.

Common Formatting Options:

Font Style & Size
Bold, Italic, Underline
Text Color & Fill Color
Alignment (Left, Center, Right)
Borders

7. Rows and Columns Operations

Insert Row/Column
Delete Row/Column
Adjust Height & Width
Hide / Unhide

8. Basic Formulas

Formulas always start with =

Examples:

Addition: =A1+B1
Subtraction: =A1-B1
Multiplication: =A1*B1
Division: =A1/B1

9. Functions in Excel

A function is a built-in formula.

Common Functions:

SUM – Adds values
=SUM(A1:A5)
AVERAGE – Finds average
=AVERAGE(A1:A5)
MAX – Largest value
=MAX(A1:A5)
MIN – Smallest value
=MIN(A1:A5)
COUNT – Counts numbers
=COUNT(A1:A5)

10. Cell Referencing

Types:

Relative Reference – A1 (changes when copied)
Absolute Reference – $A$1 (does not change)
Mixed Reference – $A1 or A$1

11. AutoFill Feature

Used to copy data or formulas automatically
Drag the fill handle (small square at bottom-right of cell)

12. Sorting Data

Arranges data in Ascending or Descending order
Example: Sort marks from highest to lowest

Steps:

Select data
Click Sort
Choose order

13. Filtering Data

Shows specific data only
Useful for large datasets

Example: Show students with marks above 60

14. Charts in Excel

Charts represent data graphically.

Types of Charts:

Column Chart
Bar Chart
Pie Chart
Line Chart

Steps:

Select data
Click Insert
Choose chart type

15. Page Setup & Printing

Set Page Size
Orientation: Portrait / Landscape
Margins
Print Preview before printing

16. Saving a Workbook

Steps:

Click File
Select Save / Save As
Choose location
Enter file name
Click Save

17. Advantages of MS Excel

Easy calculations
Saves time
Accurate results
Data analysis
Graphical presentation

18. Uses of MS Excel

Marksheets
Budget planning
Attendance records
Data analysis
Charts and reports

19. Advantages of MS Excel

Saves time
Accurate calculations
Easy data management
Graphical presentation
User-friendly

20. Data Validation

Data Validation is used to control what data can be entered in a cell.
It helps to avoid wrong data entry.

Examples:

Allow only numbers between 1 and 100
Create a drop-down list

Steps (simple):

Select the cell
Click Data → Data Validation
Set rules (number, list, etc.)

21. Conditional Formatting

Conditional Formatting changes cell appearance automatically based on values.

Examples:

Marks above 80 → Green color
Marks below 33 → Red color

Uses:

Easy comparison
Highlights important data

22. Freeze Panes

Freeze Panes keep rows or columns visible while scrolling.

Example:

Freeze heading row so column titles remain visible.

23. Find and Replace

Find: Searches specific data
Replace: Replaces old data with new data

Shortcut:

Ctrl + F → Find
Ctrl + H → Replace

24. Protecting a Worksheet

Protecting a worksheet prevents accidental changes.

Steps:

Click Review
Select Protect Sheet
Set password (optional)

25. Printing in Excel

Before printing:

Use Print Preview
Set page orientation
Adjust scaling

26. Keyboard Shortcuts (Very Important for Exams)

Shortcut	Use
Ctrl + S	Save workbook
Ctrl + C	Copy
Ctrl + V	Paste
Ctrl + X	Cut
Ctrl + Z	Undo
Ctrl + P	Print
Ctrl + F	Find
Ctrl + A	Select all

27. Practical Use Case (Exam-Oriented)

Create a Marksheet using Excel

Enter:
- Roll No
- Name
- Subject marks
Use:
- SUM() for total
- AVERAGE() for percentage
- Conditional formatting for pass/fail
Insert a chart to show performance

28. Common Errors in Excel

#DIV/0! → Division by zero
#VALUE! → Wrong type of data
#NAME? → Incorrect function name

29. Difference Based Questions (Important)

Workbook vs Worksheet

Workbook → Excel file
Worksheet → Page inside workbook

Formula vs Function

Formula → User-defined calculation
Function → Predefined calculation

30. Conclusion

MS Excel is a powerful tool for:

Calculations
Data analysis
Charts
Reports
It is widely used in schools, offices, and businesses.

**IMPORTANT QUESTIONS & ANSWERS

MS Excel

A. Very Short Answer Questions (1 Mark)

What is MS Excel?
👉 MS Excel is a spreadsheet software used to store, calculate, and analyze data.
What is a cell?
👉 A cell is the intersection of a row and a column.
What is a workbook?
👉 A workbook is an Excel file that contains one or more worksheets.
Which symbol is used to start a formula in Excel?
👉 =
What is the default alignment of text in Excel?
👉 Left alignment.

B. Short Answer Questions (2–3 Marks)

What is a worksheet?
👉 A worksheet is a single page in an Excel workbook where data is entered in rows and columns.
Write any two uses of MS Excel.
👉

Preparing marksheets
Creating charts and reports

What is a function in Excel?
👉 A function is a predefined formula used to perform calculations easily.
Explain AutoFill feature.
👉 AutoFill is used to copy data or formulas automatically by dragging the fill handle.
What is sorting in Excel?
👉 Sorting arranges data in ascending or descending order.

C. Long Answer Questions (4–5 Marks)

Explain types of data in MS Excel.
👉
Text – Used for names and labels
Number – Used for calculations
Formula – Used to calculate values automatically

Explain any four functions of MS Excel.
👉

SUM() – Adds numbers
AVERAGE() – Finds average
MAX() – Finds highest value
MIN() – Finds lowest value

What are charts? Explain any two types.
👉 Charts represent data graphically.

Bar Chart – Compares data
Pie Chart – Shows parts of a whole

D. Difference Based Questions

Difference between Workbook and Worksheet

Workbook	Worksheet
Excel file	Page inside workbook
Contains worksheets	Used for data entry

Difference between Formula and Function

Formula	Function
User-defined	Predefined
Written by user	Built-in

E. Practical-Based Questions

Write steps to create a chart in Excel.
👉
Select the data
Click on Insert tab
Choose a chart type

Write steps to save a workbook.
👉
Click File
Click Save
Enter file name
Click Save

F. Common Mistakes (Exam Tip)

Forgetting = in formulas
Wrong cell reference
Misspelling function names

MCQ Test – MS Excel

Choose the correct option

1. MS Excel is used mainly for:

a) Writing letters
b) Making presentations
c) Creating spreadsheets
d) Browsing internet

2. The Excel file is called a:

a) Sheet
b) Page
c) Workbook
d) Document

3. Which of the following is a cell address?

a) 1A
b) A-1
c) A1
d) AA

4. Rows in Excel are represented by:

a) Letters
b) Numbers
c) Symbols
d) Colors

5. Columns in Excel are represented by:

a) Numbers
b) Letters
c) Symbols
d) Charts

6. A formula in Excel always begins with:

a) +
b) *
c) =
d) #

7. Which function is used to add values?

a) ADD
b) TOTAL
c) SUM
d) PLUS

8. Which function finds the highest value?

a) BIG
b) MAX
c) HIGH
d) TOP

9. Which function counts only numbers?

a) COUNT
b) SUM
c) AVERAGE
d) TOTAL

10. Which chart shows parts of a whole?

a) Line
b) Bar
c) Column
d) Pie

11. The intersection of row and column is called:

a) Range
b) Box
c) Cell
d) Table

12. Which shortcut is used to save a workbook?

a) Ctrl + P
b) Ctrl + S
c) Ctrl + C
d) Ctrl + V

13. AutoFill is used to:

a) Format cells
b) Delete data
c) Copy data/formulas
d) Print worksheet

14. Which symbol is used for absolute reference?

a) @
b) &
c) $
d) %

15. Sorting means:

a) Deleting data
b) Printing data
c) Arranging data
d) Hiding data

ANSWER KEY

1️⃣ c
2️⃣ c
3️⃣ c
4️⃣ b
5️⃣ b
6️⃣ c
7️⃣ c
8️⃣ b
9️⃣ a
🔟 d
1️⃣1️⃣ c
1️⃣2️⃣ b
1️⃣3️⃣ c
1️⃣4️⃣ c
1️⃣5️⃣ c

MCQs on MS Excel –

1. MS Excel is a ______ software.

a) Word processing
b) Spreadsheet
c) Presentation
d) Database

✅ Answer: b) Spreadsheet

2. An Excel file is called a ______.

a) Worksheet
b) Document
c) Workbook
d) Sheet

✅ Answer: c) Workbook

3. The intersection of a row and a column is called a ______.

a) Box
b) Table
c) Cell
d) Range

✅ Answer: c) Cell

4. Which of the following is a correct cell address?

a) 1A
b) AA1
c) A1
d) A-1

✅ Answer: c) A1

5. A formula in Excel always starts with ______.

a) +
b) –
c) =
d) *

✅ Answer: c) =

6. Which function is used to add numbers in Excel?

a) ADD
b) PLUS
c) TOTAL
d) SUM

✅ Answer: d) SUM

7. Which of the following is not a type of data in Excel?

a) Text
b) Number
c) Formula
d) Image

✅ Answer: d) Image

8. Which function is used to find the average of numbers?

a) MEAN
b) MID
c) AVERAGE
d) COUNT

✅ Answer: c) AVERAGE

9. What is the default alignment of text in Excel cells?

a) Center
b) Right
c) Left
d) Justify

✅ Answer: c) Left

10. Which key is used to edit the contents of a cell?

a) F1
b) F2
c) F5
d) F12

✅ Answer: b) F2

11. Which chart is best to show parts of a whole?

a) Bar chart
b) Line chart
c) Column chart
d) Pie chart

✅ Answer: d) Pie chart

12. Which option is used to arrange data in alphabetical order?

a) Filter
b) Sort
c) Find
d) Replace

✅ Answer: b) Sort

13. The AutoFill feature is used to ______.

a) Format cells
b) Copy data or formulas
c) Delete data
d) Print worksheet

✅ Answer: b) Copy data or formulas

14. Which symbol is used for absolute cell reference?

a) @
b) #
c) $
d) &

✅ Answer: c) $

15. Which function finds the largest value in a range?

a) BIG
b) HIGH
c) MAX
d) TOP

✅ Answer: c) MAX