MS Excel and PowerPoint Long Answer Type Questions Part 2

MS Excel and PowerPoint Long Answer Type Questions Part 2

Question 1.
Discuss about Number formatting in MS-Excel?
Answer:
Once the functions, formulas, and/or other numbers have been inserted into the worksheet, it may be necessary to format them.

  • Select the cells that need to be formatted.
  • Click the Home Tab.

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  • In the Numbers Group, click one of the options for formatting numbers.
    • Number Format – This option provides a list of different number formats that may be applied to the selected cells.
    • Accounting Number Format – This button is used to format the numbers with dollar signs, two decimals places, and commas in the thousands place. Clicking the list arrow allows the numbers to be formatted in a different currency, such as Euros.
    • Percent Style — When this button is clicked, the format will be changed to percentage. A percentage sign will appear at the end of the number.

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    • Comma Style ~ To format a number without dollar signs, click this button, The number will appear with two decimal places and commas in any thousands place.
    • Increase Decimal – To increase the number of decimal places for the selected numbers, click this button. Each time the button is clicked, the number of decimal places will increase by one.
    • Decrease Decimal – This button is used to decrease the number of decimal places in the selected numbers. Each time the button is clicked, the decimal place will decrease by one.
  • Click the Dialog Box Launcher button in the bottom right comer of the Numbers Group to display additional formatting options.
  • The Format Cells dialog box will display
  • Select the desired format for the numbers in the cells.
  • Once the desired format has been selected, click the OK button.
  • The number format will be applied to the selected cells.
  • Some of the number formats are described in the list below.

General:

  • Choose this format to display numbers without dollar signs, commas, or trailing decimal places.
  • This is the Excel default format.

Number:

  • This option is used for the general display of numbers.
  • It is used to set the decimal places, to determine how the negative number displays, and to decide whether or not to include a comma separator.

Currency:

  • This format is used to set the decimal places and negative number display.
  • When this format is chosen, dollar signs and comma separators will be inserted automatically.

Accounting:

  • When this format is chosen, the decimals and dollar symbol ($) will line up.
  • It is possible to choose the symbol that is to be used.
  • The number of decimal places can also be specified.

Date:

  • Use this format to set how the date or the date and time will be displayed.
  • A list of possible formats will display.
  • Click the format that is to be applied to the selected cell(s).

Time:

  • To specify how the time of day is to be displayed in the selected cells, select this button.
  • A list of possible formats will display.
  • Click the format that is to be applied to the selected cell(s).

Percentage:

  • Use this format to insert a percent sign to the right of a number.
  • The number of decimal places can be specified.

Question 2.
Write about formatting features of MS-Excel?
Answer:
There are several features available for formatting cells within a worksheet. Here we will provide the directions on how to work with the different formatting features within the Excel program.

  • Click the Home Tab, if necessary.
  • In the Cells Group, click the Format button.
  • A list of options for formatting cells will display.
  • The paragraphs below describes each of the options within the Format list.

Cell Size:
The options in this group are used to change the size of a column or row.

Row Height: Click this option to open the Row Height dialog box. In this box, it is possible to change the height of a selected row. Just place the insertion point in any cell within the row. To change the height of more than one row, select all the rows for which the height is to be changed.

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AutoFit Row Height: This feature is used to change the height of a row to the height of the largest entry in the row. To use this feature for more than one row, select the rows that are to be changed.

Column Width: When this option is clicked, the Column Width dialog box will display. In this box, it is possible to change the width of the selected column. The insertion point can be placed in any cell of the column for .this feature to work. To change the width of more than one column, select the columns for which the width is to be changed.

AutoFit Column Width: To change the width of the selected column(s) to the longest entry in the column(s), click this option. To change the width for more than one column, select the columns.

Default Width: This option is used to change the default standard column width for worksheets in Excel. When the option is clicked, the Standard Width dialog box will display.

Visibility:
With this feature, it is possible to hide columns and rows in a worksheet.

  • Hide and Unhide: To choose the options for hiding columns or rows in a worksheet, click this option. A list of choices will be displayed. Just click on one of the options to select it.

Organize Sheets:
This group is used to decide how sheets within a workbook are organized.

  • Rename Sheet: Click this option to change the name of the active worksheet within the workbook. The sheet name will be highlighted. To change the name, just type the new name.
  • Move or Copy Sheet: To move a worksheet within a workbook to a new location or to make a copy of the current worksheet, select this option. The Move or Copy dialog box will display. Within this dialog box, it is possible to move the worksheet to a different location or to make a copy of the worksheet.
  • Tab Color: To change the color of a tab for a worksheet, move the mouse pointer over this option. A gallery of possible colors will appear. Just click the color to apply it to the sheet tab.

Protection:
The options in this group are used to protect sections of a workbook from access by others.

Protect Sheet: Click this option to apply protection to the active worksheet. The Protect Sheet dialog box will display. Within this dialog box, there are several options for protecting the worksheet. Different options can be selected by clicking the check box beside each item that is to be applied to the worksheet. A password can be set which can be used to make changes to the cells.

Lock Cell: This feature is used to lock selected cells so that changes cannot be made to them by other people. Protect Sheet must be applied before this feature can be activated.

Format Cells: This link will open the Format Cells dialog box. In this box, it is possible to make changes to the numbers in a cell, to the alignment of cells, and to other formatting features.

Question 3.
Discuss about Working with Worksheet in MS-Excel?
Answer:
Worksheet is the sub part of a Workbook. It is actual area where all the record keeping and calculation are performed. A worksheet comprises of Columns and Row and a point called Cell where a Column is intersected by a Row.

Worksheet plays a highly important role in MS Excel as all the automation in MS Excel requires worksheet as a key reference.

Selecting a Sheet:
When MS Excel is started, it automatically creates a Workbook with 3 default sheets. The default naming convention’ for worksheets is Sheet I, Sheet 2 and Sheet 3. You can select the desired sheet by simply clicking its tab below on the worksheet

You can select multiple sheets at time by keep pressing the CTRL key which clicking on the desired sheets.

Renaming Worksheets:
The default naming conventions for worksheets in Sheet in MS Excel, however, this can be changed anytime you want. Simply follow the following steps:

  • Right click on the tab below the sheet
  • Select Rename form the context menu
  • Rename the sheet
  • Press enter to apply.

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  • You can also rename a sheet by simply double clicking the sheet tab and this will put the name in editable mode. Now, you can change the name and press enter to apply.

Insert a Worksheet:
Inserting a worksheet is also quite simple in MS Excel. Simply, click add new worksheet icon adjacent to Worksheet tabs.

Move a Worksheet:
Moving a worksheet is quite simple. All you need to do is to select and drag the worksheet tab to the new position. For example, in this example you will observer that Sheet 1 has been moved next to Sheet 3. You can do this by following the steps below.

  • Click and hold the mouse button on Sheet 1
  • Drag it towards Sheet3
  • Drop it at the end of Sheet3

Delete a Worksheet:
To delete a worksheet, follow the following steps:

  • Right click on the desired tab below the sheet
  • Select Delete form the context menu
  • It will prompt for Delete Confirmation, click Delete and the Worksheet will be deleted

Copy a Worksheet:
While working in MS Excel, sometime, it happens that you need to perform the same tasks with the slight variations or maybe you need to experiment something new so the best strategy is to make a copy of your worksheet.

Making a copy is quite simple and very easy to manage in MS Excel. Follow the steps below to make a copy of your sheet.

  • Right click on the sheet and select “Move or Copy” from the context menu.
  • From the dialog box, check mark the “Create a Copy”
  • You may also select the position for this copy. In this tutorial, you will find the copy sheet at the end.
  • Click OK.

Question 4.
Discuss about Working with Rows and Columns in MS¬- Excel? OR How to Insert Rows and Columns.
Answer:
1.Inserting Row:
There are two methods of inserting a row. The first method is to select the whole row where you want to add a new row by clicking its row label. Then right click on the row label and select “Insert” from the Context Menu. This will add a row above the selected row.

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Another method is by right clicking the Cell where you want to add a row. You will then select “Insert” from the Context Menu. This time, an “Insert” pop will open with multiple options, you will select “Entire Row” and will click OK. This will add a new row.

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2. Inserting Column:
There are two methods of inserting a column. The first method is to select the whole column where you want to add a new column by clicking its column label. Then right click on the column label and select “Insert” from the Context Menu. This will add a column on the left of the selected column.

Another method is by right clicking the Cell where you want to add a column. You will then select “Insert” from the Context Menu. This time, an “Insert” pop will open with multiple options, you will select “Entire Column” and will click OK. This will add a new column.

3. Inserting Cell:
To insert a cell, right click the Cell where you want to add a new cell. You will then select “Insert” from the Context Menu. An “Insert” pop will open with multiple options. Now, if you want to add a cell in vertical order (column wise), you will select “Shift cells down” and click OK. This will move the selected cell downward and your blank cell will be inserted. However, if you want to add a cell in horizontal order (row wise), you will select “Shift Cells Right” and click OK. This will move the selected cell towards right and your blank cell will be inserted.

4. Deleting Rows:
The process for deleting a row is very much similar to the process of inserting a row. Here to, you will select the row, you want to delete, by right clicking its row label and selecting “Delete” from the Context Menu. This will delete your desired row.

5. Deleting Column:
The process for deleting a column is very much similar to the process of inserting a column. Here to, you will select the column, you want to delete, by right clicking its column label and selecting “Delete” from the Context Menu. This will delete your desired column.

6. Deleting Cells:
The process for deleting a cell is very much similar to the process of inserting a cell. Here to, you will click the cell, you want to delete, by right clicking the cell and select “Delete” from the Context Menu. A “Delete” pop will appear from which you will select the desired option and click OK.

Note:
Shift Cells Up: By selecting this option, your cells will move upward within the column
Shift Cells Left: By selecting this option, your cells will move to left within the row
Entire Row: By selecting this option, you will delete the entire row containing the selected cell.
Entire Column: By selecting this option, you will delete the entire column containing the selected cell.

Question 5.
Discuss about Working with Cell in MS-Excel? OR How to Increase/Decrease Row height and Column width.
Answer:
When you open a new blank workbook, the cells are set to a default size. You have the ability to modify cells, as well as to insert and delete columns, rows, and cells as needed. The following paragraphs we will learn how to change row height and column width, wrap text in a cell, and merge cells.

By default, every row and column of a new workbook is set to the same height and width. Excel allows you to modify column width and row height in different ways.

To modify column width:

  1. Position your mouse over the column line in the column heading so the white cross Cursor becomes a double arrow Double-arrow.
  2. Click and drag the column to the right to increase column width or to the left to decrease column width.
  3. Release the mouse. The column width will be changed in your spreadsheet.

Note: If you see pound signs (#######) in a cell, it means the column is not wide enough to display the cell content. Simply increase the column width to show the cell content.

To set column width with a specific measurement:

  • Select the columns you want to modify.
  • Click the Format command on the Home tab. The format drop-down menu appears.

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  • Select Column Width.
  • The Column Width dialog box appears. Enter a specific measurement.
  • Click OK. The width of each selected column will be changed in your worksheet.

Note: Select AutoFit Column Width from the format drop-down menu, and Excel will automatically adjust each selected column so ail of the text will fit.

To modify row height:

  • Position the cursor over the row line so the white cross Cursor becomes a double arrow Double-arrow.
  • Click and drag the row downward to increase row height or upward to decrease height.
  • Release the mouse. The height of each selected row will be changed in your worksheet.

To set row height with a specific measurement::

  • Select the rows you want to modify.
  • Click the Format command on the Home tab. The format drop-down menu appears.
  • Select Row Height.
  • The Row Height dialog box appears. Enter a specific measurement.
  • Click OK. The selected rows heights will be changed in your spreadsheet.

Note: Select AutoFit Row Height from the format drop-down menu, and Excel will automatically adjust each selected row so all of the text will fit.

Question 6.
Discuss about Formulas and Functions in Excel.
Answer:
Formula: A formula is an arithmetic expression that calculates the values provided in the given range. It performs the intended operation (i.e. +, *, /, etc.) on the provided values and generates the desired output.

Function: A function is a procedure defined in MS Excel to execute the formulas with more ease and efficiency. An example of a function is SUM(). Normally, if you sum the values of two cells (A1 and B1), you would write a formula like A1 + B1. Now, the same can be obtained using the SUM function. The syntax would be SUM(A1 :B1).

The advantage of using the function is when you have to calculate more number of values like for instance if you are required to sum the values of Cell A1 to Z1, it will take you some time to generate the formula however, in SUM function, you will just type SUM(A1 :Z1). This will select the whole range and will apply the SUM function to produce the desired result.

Procedure for entering formulas:
Entering formula is quite simple, as illustrated in fig. below, Value 1 and Value 2 are assigned to Cell A2 and B2, Now’, the result was required in Cell C2.

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Therefore, the formula is written in C2 as = A2 + B2, where A2 and B2 are cells containing values and is the operation to be performed Now the most important element of any formula or function is the “=” sign. This sign is the instruction point for MS Excel that anything written afterwards, will be a formula or a function and will be executed.

Now, let’s see some general step by step examples of entering formulas.

Example 1: Applying a formula
In this example, you will observe a “+” formula implementation on Cell A1 to Cell A3. The result will be shown in Cell A4

  • Enter 3 values in Cell A1 to A3
  • Select Cell A4, where the result of formula will be shown
  • Type “=” and click on Cell Al. You will observe a scrolling dashes against the cell. This refers that the cell has been marked.
  • Type “+” and click on Cell A2.
  • Again, type “+” and click on Cell A3.
  • Press “Enter” key.
  • Output of the formula will be displayed in Cell A4

Example 2: Editing a formula
In this example, you will observe a change in the formula applied in Example 1, in which, “+” operation was performed. Now, in current example, the “+” operation will be changed with formula. There are two methods in which you can make the changes in the formula.

Method 1: Editing formula in output cell.

  • Double Click on the Cell A4. This will put the cell in edit mode
  • Change the “+” symbol with symbol
  • Press Enter key

Method 2: Editing formula in Formula Bar

  • Select Cell A4
  • In formula bar, change the “+” symbol with symbol.
  • Press Enter key

Example 3: Copy/Paste a formula
Just like values in cells, MS- Excel supports copy and pasting of formula as well. The operation is performed just like any other copy and pasting operation.

In this example, you will observe that, there are 3 values entered in Cell B1 to B3 but instead of typing the formula (as, did in Example 1), a Copy function is applied on Cell A4 and Paste function is applied on B4.

  • Enter any numeric values in Cell B1 to B3
  • Select Cell A4
  • Click on “Copy” from Clipboard tab or Press “Ctrl + C”
  • Select Cell B4
  • Click on “Paste” from Clipboard tab or Press “Ctrl + V”

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Applying a function in MS Excel:
Applying function in MS Excel is as simple as applying a formula. You don’t need to do any complex tasks.

In the following example, you will observe the step by step implementation of SUM function on Cell A1 to J1 and the output result will be displayed on Cell K1.

Example 1: Application of SUM function.

  • Put numeric values in Cell A1 to J1
  • Select Cell Kl
  • Type =SUM(A1:J1)

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  • Press Enter key and the result will be shown in Cell K1

Example 2: Application of AVERAGE function
In this example you will be observing the application of AVERAGE function on the data from Example 1, The AVERAGE function will be implemented on Cell LI, This formula will be covering the values from Cell A1 to J1.

  • Select Cell L1
  • Type =AVERAGE(A 1:J1)
  • Press Enter key and the result will be output on Cell L1

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