MS Excel and PowerPoint Long Answer Type Questions Part 1

MS Excel and PowerPoint Long Answer Type Questions Part 1

Question 1.
What are the features of MS-Excel? (or) What are the uses of Spreadsheet.
Answer:
Microsoft Excel is an integrated electronic spreadsheet program developed by Microsoft Corporation, USA that runs on Windows Environment. It includes three components – Worksheet, graph (chart) and database management. You can use Excel to organize, analyze and attractively present data, such as a budget or sales report. Excel also supports OLE.

Excel lets you create and quickly perform what-if analyses of complex, interrelated columnar reports, in workspaces called worksheets or spread sheets. Some important features of MS- EXCEL are discussed below:

Autocalc: This feature is very useful to sum a group of numbers is selected them. Their sum will automatically appear in the status area. You can even average or count the numbers by right-clicking in the status area.

Autocomplete: EXCEL now IntelliSense to anticipate , what you are going to type! Based upon entries you’ve already made, AutoComplete will try to figure out what you intend to type, once you’ve entered a few letters. You can even choose from a list of entries you’ve used already, because Excel makes this list for you automatically. You reach it with the right mouse button.

Autocorrect: Excel can support automatically correct mistakes. These include the same features you’re used to in Word and you can create your own AutoCorrect entries.

Better Drag-and-Drop: Do you want to move a group of cells? Excel’s drag-and-drop feature lets you reposition selected portions of your spreadsheet by simply dragging them with you mouse. Properly written equations automatically adapt themselves to their new locations.

Cell tips and Scroll Tips: To help you get around better with the mouse, Excel now includes Scroll Tips. When you click and drag a scroll bar, a small window tells you what row or column you are heading for. This is great for large worksheets.

Easier Document Retrieval and Management: Excel has greatly streamlined file management. You can quickly find worksheets with Fast Find, and you can easily delete or rename files right in the open dialog box. You can even preview files before opening them.

Number Formatting: It’s easy to format numbers with Excel’s new number-formatting feature. Select your numbers and choose Cells command from Format Menu. In the Number tab, choose the number style you want to use. There are many formats, including telephone numbers, dollar amounts, and dates.

Templates and Template Wizard: Excel’s template facility has been greatly enhanced. You can choose from a variety of elegantly designed templates for your home or business. You can even have Template Wizard link your worksheets to a database. Then when you make changes in the database, your worksheet can be updated automatically.

Shared Lists: You can now have worksheets that are shared simultaneously over a network. What is the technology behind this? Who knows. But it works like this. You simply save your file as a shared list. Then anyone bn the network can open it and work on it. This is also known as multi user editing. You have the options of saving or rejecting your own changes or anyone else’s.

Question 2.
Explain the parts of a Excel Window with the help of a neat diagram
Answer:
The goal of the Excel interface is to make working with a workbook more intuitive. The Live Preview feature shows the formatting changes in the window. Just move the mouse pointer over the command and the format will display in the window.

MS Excel and PowerPoint Long Answer Type Questions Part 1 1

Dialog Box Launcher:
When this button is clicked, a dialog box containing more commands for that particular group will display.

File Tab:
This tab is located in the upper left comer of the window. ‘ Contained within this tab are commands for managing Excel workbooks as a whole. For instance, this is the area where the Print, Save, Save As, Open, and Close options are located. It also contains the link to the Excel Options area, where global changes to the Excel program can be made.

Formula Bar:
The formula bar is used to display the data that is being input into a worksheet cell before it is entered into the worksheet.

Tell Me:
This Option is used to obtain help regarding a particular command. To get help, just start typing to bring information about features to your fingertips.

Name Box:
This is the box where the cell names are located. When named ranges are created, they can be accessed by clicking the arrow at the end of the name box.

New Sheet:
An Excel workbook is made up of different sheets. This button is used to add a new sheet to a workbook. The new sheet will be named Sheet 2, Sheet 3, and so forth depending on how many sheets are added.

Quick Access Toolbar:
The default buttons for this toolbar are the Save, Undo, and Redo buttons. The toolbar can be customized to contain any of the commands that you use frequently such as Open and Close.

Ribbon:
This ribbon contains the groups and buttons that make it possible to use the different commands in the Excel program. The ribbon consists of tabs which contain groups to which buttons to perform the different commands are located.

Sheet Scroll Buttons:
These buttons are used to move from one worksheet to another one in the workbook

Sheet Tabs:
Excel is a workbook with sheets similar to a book. These tabs are used to insert worksheets or charts into a workbook. A name can be applied to each tab indicating what type of data or object is located within that sheet.

Status Bar:
This bar is located at the bottom of each workbook. It is used to show the status of work within the worksheet. This is the area where the Shortcuts for viewing workbooks and the Zoom features are located.

Title Bar:
This bar displays the name of the program that is open, along with the workbook name. The help, ribbon display options, minimize, maximize/restore, and close buttons are located at the right end of this bar.

View Shortcuts:
These shortcuts are used to display a worksheet in different formats. The views are Normal, Page Layout, and Page Break Preview.

Workspace:
This is the area where data is entered into a worksheet. Formulas and Functions can also be inserted into this area of a worksheet, as well as charts, WordArt, Shapes, and other objects.

Zoom Controls:
This area is used to magnify or shrink the content of a file’ that is displayed in the workspace. The buttons on each end of the Zoom bar can be clicked to either magnify or shrink the view. The default size is 100 percent.

Question 3.
Explain the following (a) Add/Insert Worksheet (b) Creating Workbook (c) Saving Workbook (d) Opening Workbook (e) Deleting a Worksheet?
a) Add/Insert Worksheet:
When you create a new workbook, by default you are provided with 3 worksheets. You can insert additional worksheets, or delete worksheets as necessary. The maximum number of Worksheets can be inserted in excel 2003 or earlier is 255 sheets.

Using Ribbon bar:

  • Select the worksheet after where you would like the new worksheet to appear. The new worksheet appears to the left of the currently selected worksheet.
  • Click on the ‘Home’ tab available in the Ribbon bar of a workbook.
  • You will find an ‘Insert’ tab on the right side of a ribbon bar under the Home Tab.
  • Now, click on the ‘Insert’ icon available on the right side of the Ribbon bar, in order to open a drop-down list of options to be selected.
  • Now, you will find an ‘Insert Sheet’ option available at the end of the drop-down list.
  • Click on the ‘Insert Sheet’ option available at the end of the drop-down list to insert a new worksheet in excel.

Using Keyboard Short Cuts:

  • Press and hold down the SHIFT key on the keyboard.
  • Press and release the F11 key on the keyboard.
  • A new worksheet will be inserted into the current workbook.
  • To add additional worksheets continue to press and release the F11 key while holding down the SHIFT key.
  • Alternatively we can use Alt+Shift+F1 to insert new worksheet in the current workbook.

Using Mouse:

  • In a workbook, you will find a’+’ sign at the bottom of the sheet.
  • Click on the’+’ sign to insert a new worksheet in excel.

b) Creating Workbook:
On starting Excel 2003 you will be presented with a new blank workbook named Book1. The new workbook will contain 3 sheets identified by the sheet tabs in the bottom left of the worksheet.

To create a new blank workbook, click the new icon on the Standard toolbar MS Excel and PowerPoint Long Answer Type Questions Part 1 2or press Ctrl + N.

Every time a new blank workbook is created it is named Book1, Book2, Book3 and so on until saved under a more appropriate name.

Excel also provide a variety of templates to use when creating new workbooks. To use one of these templates click’ New under the File menu. The New Workbook task pane will open to the right of the screen.

c) Saving Workbook:
Every workbook created in Excel must be saved and assigned a name to distinguish it from other workbooks. It is good practice to save your workbook as soon as you can, and then to regularly save it to protect against data loss.

To save your document click Save under the File menu or press Ctrl + S. If you are saving the workbook for the first time, the Save As dialogue box will appear.

Select a location to save the workbook in and an appropriate name, which will make recognizing this workbook easy in the fixture, and click Save.

From now on whenever you save the workbook, Excel will just update the workbook previously saved.

If you need to save the workbook to a different location or under a different name, choose Save As command from the File menu and follow the procedure as before. This will create another copy of the workbook.

MS Excel and PowerPoint Long Answer Type Questions Part 1 3

d) Opening Workbook:
To begin working with an existing Workbook, first we have to open the Workbook. Excel offers three ways to open an existing Workbook. They are

Using Menu Commands:-

  • Choose Open Command from File Menu, Following Open Dialog will appear.
  • Choose the appropriate directory from Look in list and select the Workbook from the file list.
  • Click on Open Button

Using Keyboard Shortcuts

  • Press Ctrl+O, Open dialog will appear
  • Choose the appropriate directory from Look in list and select the workbook from the tile list.
  • Click on Open Button

MS Excel and PowerPoint Long Answer Type Questions Part 1 4

e) Deleting Worksheets:
You can permanently remove worksheet(s) you no longer need from your workbook. Follow these steps:

  • Click the tab of the single sheet you want to delete or press Ctrl as you click additional sheets.
  • Right Click, Short cut menu will appear
  • From Short cut menu choose Delete Command. A warning dialog box appear
  • Click OK to permanently delete the worksheet(s).

Question 4.
How to select cells in Excel?
Answer:
Before entering or editing cell contents or before you can format or move cells, they need to be selected. You can select single cell or range of cells.

Selecting cells with a mouse:

To select a single cell, simply point and click in it. It becomes the active cell.

  • Click on a row number to select the whole row
  • To select an entire column of cells, point to the column’s heading
  • Click and drag to select a range of cells
  • Click on the empty button at the top-left comer of the workbook to select the entire worksheet
  • To select noncontiguous cells, or groups of cells, hold down CTRL and do any of the aforementioned selection tricks.

Selecting cells with the keyboard:
While you will probably want to use your mouse for most selections, there are many keyboard selection tricks.

  • If you’ve already selected a range of cells, SHIFT+SPACEBAR selects the entire row or rows in which the cells are located.
  • CTRL+SPACEBAR select an entire column.
  • CTRL+SHIFT+SPACEBAR select the entire worksheet.

Question 5.
Write about entering and editing text?
Answer:
To enter the text simply activates the cell where you want the text to appear and then begin typing. The text will appear in the active cell and in the Formula bar. Pressing Enter or clicking the check mark button in the formula bar concludes the text entry and places the text in the active cell. You can type up to 255 characters per cell. After you’ve entered text, you can easily increase cell sizes later or word-wrap text to accommodate the entries.

Editing Text: Editing means changing. You can edit data in your worksheet to correct a mistakes, remove data you no longer need or update data.

Method 1:

  • Double-click the cell containing the data you want to edit. A flashing insertion point appears in the cell.
  • Make any changes to the cell contents.
  • Press the Enter key. The change will be accepted. Or to cancel your changes, press Esc key.

Method 2:

  • Click the cell that contains the data you want to edit. .
  • Press the Function key F2. Now the insertion point appears in the active cell itself.
  • Make required Changes
  • Press Enter key.

Method 3:

  • Click the cell that contains the data you want to edit.
  • Type the new text. It replaces the old data.
  • Press the Enter key.

Undo and Redo:
The Undo command is used cancel only the most recent action. To cancel several previous actions, use undo command multiple times. On other hand, the Redo command is used to Recall the actions canceled by the undo command.

Finding and Replacing Data:
When working with a lot of data in Excel, it can be difficult and time consuming to locate specific information. You can easily search your workbook using the Find feature, which also allows you to modify content using the Replace feature.

Steps to find Cell Content (Ctrl+F):

  • From the Home tab, click the Find and Select command, then select Find from the drop-down menu.
  • Selecting the Find feature
  • The Find and Replace dialog box will appear. Enter the content you want to find.
  • Click Find Next. If the content is found, the cell containing that content will be selected.
  • Clicking Find Next to locate content
  • Click Find Next to find further instances or Find All to see every instance of the search term.
  • Selecting Find Ail to locate every instance of the search term
  • When you are finished, click Close to exit the Find and Replace dialog box.

Steps to Replace Cell Content (Ctrl+F):

  • From the Home tab, click the Find and Select command, then select Replace from the drop-down menu.
  • The Find and Replace dialog box will appear. Type the text you want to find in the Find what: field.

 

MS Excel and PowerPoint Long Answer Type Questions Part 1 5

  • Type the text you want to replace it with in the Replace with: field, then click Find Next.
  • If the content is found, the cell containing that content will be selected.
  • Review the text to make sure you want to replace it.
  • If you want to replace it, select one of the replace options. Choosing Replace will replace individual instances, while Replace All will replace every instance of the text throughout the workbook.
  • Clicking replace all
  • A dialog box will appear, confirming the number of replacements made. Click OK to continue.
  • When you are finished, click Close to exit the Find and Replace dialog box.

Copying and Paste Cell Contents:
When you copy or move data, a copy of the data is placed in a temporary storage area called the Clipboard. This Clipboard allows you to copy data anywhere, even into documents created by other programs. When you copy, the original data remains in its place and a copy of it is placed where you indicate.

Steps:

  • Select the cell(s) you want to copy.
  • Click the Copy command on the Home tab, or press Ctrl+C on your keyboard.
  • Select the cell(s) where you want to paste the content.
  • The copied cells will now have a dashed box around them.
  • Click the Paste command on the Home tab, or press Ctrl+V on your keyboard.
  • The content will be pasted into the selected cells.

Moving Data:
Moving data is similar to copying except that the data is removed from its original place and placed in the new location.

Steps:

  • Select the cell(s) you want to cut.
  • Click the Cut command on the Home tab, or press Ctrl+X on your keyboard.
  • Select the cells where you want to paste the content. The cut cells will now have a dashed box around them.
  • Click the Paste command on the Home tab, or press Ctrl+V on your keyboard.
  • The cut content will be removed from the original cells and pasted into the selected cells.

Deleting Data:
To delete the data in a cell or range of cells, just select them and press Delete. However, Excel Offers additional options for deleting cells.

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