1Q.Features Of Ms-Excel

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Unit-I: MS-ExcelFeatures of Ms-Excel, Parts of MS-Excel window, entering and editing data in worksheet, number formatting in excel,different cell references, how to enter and edit formula in excel, auto fill and custom fill, printing options. 1Q.Features of Ms-ExcelMicrosoft excel is an integrated electronic spread sheet program developed by Microsoftcorporation.It includes the following features.Autocalc: This feature is very useful to sum a group of numbers is selected them. Their sum willautomatically appear in the status area.Auto complete: Excel now intelligence to anticipate what you are going to type! Based uponentries you’ve already made, AutoComplete will try to figure out what you intended to type,once you’ve entered few letters.Autocorrect: Excel can support automatically correct mistakes.Better Drag-and-Drop: Do you want to move a group of cells? Excel’s drag and drop feature letsyou reposition selected portion of your spreadsheet by simply dragging them with your mouse.Cell tips and Scroll Tips: To help you get around better with mouse, Excel now includes scroll tips.When you click and drag a scroll bar, a small window tells you what row or column you areheading for.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.Templates and Template wizard: Excel’s template facility has been greatly enhanced. You canchoose from a variety of elegantly designed templates for your home or business. You can evenhave a template wizard link your worksheets to a database.Shared Lists: you can now have worksheets that are shared simultaneously over a network.Conditional Formatting:Conditional formatting helps users to quickly focus on important aspectsof a spreadsheet or to highlight errors and to identify important patterns in data.Sorting and Filtering:Excel spreadsheets help us make sense of large amounts of data. To make iteasier to find what you need, you can reorder the data or pick out just the data you need, basedon parameters you set within Excel. Sorting and filtering your data will save you time and makeyour spreadsheet more effective.Excel Charts:Excel charts help you communicate insights & information with ease. By choosingyour charts wisely and formatting them cleanly, you can convey a lot.1

2Q.Parts of MS-Excel window:office 2007 and its partsoffice 2000 and its parts:2

Quick Access Toolbar – Collection of buttons that provide one click access to commonly usedcommands such as Save, Undo or Redo. You can also customize this according to yourpreference.Title Bar – A bar the display the name of active workbookRibbon – The main set of commands and controls organized task in Tabs and groups, you canalso customize the ribbon according to your preference.Column Headings – The letters that appear along the top of the worksheet to identify thedifferent columns in the worksheet.Worksheet Window – A window that displays an Excel worksheet, basically this is where youwork all the tasks.Vertical Scroll Bar – Scroll bar to use when you want to scroll vertically through theWorksheet window.Horizontal Scroll Bar – Scroll bar to use when you want to scroll horizontally through theworksheet window.Zoom Controls – Used for magnifying and shrinking of the active worksheet.View Shortcuts – Buttons used to change how the worksheet content is displayed. Normal,Page Layout or Page Break Preview.Sheet Tabs – Tabs the display the name of the worksheet in the workbook, by default its namesheet 1, sheet 2, etc. You can rename this to any name the best represent to your sheet.Sheet Tab Scrolling Buttons – Buttons to scroll the sheet tabs in the workbookRow Headings – The number that appears on the left of the worksheet window to identify theDifferent rows.Select All Button – A button that selects all the cells in the active worksheetActive Cell – The cell selected in the active worksheetName Box – A box that displays the cell reference of the active cellFormula Bar – A bar that displays the value or formula entered in the active cellOffice Button/File Tab – It provides access to workbook level features and program settings.You will notice that in Excel 2007 there is a circle.Note:Important terms A workbook is made up of three worksheets. The worksheets are labeled Sheet1, Sheet2, and Sheet3. Each Excel worksheet is made up of columns and rows. In order to access a worksheet, click the tab that says Sheet#.3

3Q.Entering and editing data in worksheetYou have several options when you want to enter data manually in Excel. You can enter data inone cell, in several cells at the same time, or on more than one worksheet at the same time. Thedata that you enter can be numbers, text, dates, or times. You can format the data in a variety ofways. And, there are several settings that you can adjust to make data entry easier for you.Enter text or a number in a cell1. On the worksheet, click a cell.2. Type the numbers or text that you want to enter, and then press Enter or Tab.To enter data on a new line within a cell, enter a line break by pressingAlt Enter Editing text or a number in a cell1. Double click the cell containing the data you want to edit.2. Make any changes to the cell contents.3. Press enter key. The change will accept. To cancel your changes, press Ese key.Change the width of a columna. Click the cell for which you want to change the column width.b. On the Home tab, in the Cells group, click Formatc. Under Cell Size, do one of the following: To fit all text in the cell, click AutoFit Column Width. To specify a larger column width, click Column Width, and then type the widththat you want in the Column width box.If there are multiple lines of text in a cell, some of the text might not be displayed the way thatyou want. You can display multiple lines of text inside a cell by wrapping the text.Wrap text in a cella. Click the cell in which you want to wrap the text.b. On the Home tab, in the Alignment group, click Wrap Text.4

4Q.how to enter and edit formula in excelA formula performs calculations or other actions on the data in your worksheet. A formula alwaysstarts with an equal sign ( ), which can be followed by numbers, math operators (like a or - signfor addition or subtraction), and built-in Excel functions, which can really expand the power of aFormula.For Example, in the above worksheet, the formula B5 C5 D adds the contents 10 20 30 andproduce the results. One can enter and edit formula in two ways.1. Directly into cell by double clicking where the formula wants.2. At formula bar after selection of required cell.To edit an existing formula Click on the cell which contains the formula or results Click in formula bar make necessary changes. Press enter key or click on check mark.5Q.Number Formatting in excelIt is very common to enter various types of numbers for various applications. In Excel, you can usenumber formats to change the appearance of numbers, including dates and times, withoutchanging the number behind the appearance. The number format does not affect the actual cellvalue, it changes the appearance only.1. Select the cell or cells which contain numbers.2. On the home tab, under Number group click on down arrow mark.5

Right click your mouse; from the short hand menu select format cell option.3. It launches Formula cells window. Click on Number tab.4. It lists all categories of number formatting like general, number, currency,accounting, date, time, and percentage.5. Select the suitable format and its sub options, click ok button.6. The numbers in the selected cells will display as per new format.6Q. Referencing cellsA cell reference refers to a cell or a range of cells on a worksheet and can be used in a formula sothat Microsoft Office Excel can find the values or data that you want that formula to calculate. Thereare three types of cell references.Relative references :A relative cell reference in a formula, such as A1, is based on the relativeposition of the cell that contains the formula and the cell the reference refers to. If the position ofthe cell that contains the formula changes, the reference is changed. If you copy or fill the formulaacross rows or down columns, the reference automatically adjusts. By default, new formulas userelative references. For example, if you copy or fill a relative reference in cell B2 to cell B3, itautomatically adjusts from A1 to A2.6

Absolute references:An absolute cell reference in a formula, such as A 1, always refer to a cellin a specific location. If the position of the cell that contains the formula changes, the absolutereference remains the same. If you copy or fill the formula across rows or down columns, theabsolute reference does not adjust. By default, new formulas use relative references, so you mayneed to switch them to absolute references. For example, if you copy or fill an absolute referencein cell B2 to cell B3, it stays the same in both cells: A 1.Mixed references A mixed reference has either an absolute column and relative row, orabsolute row and relative column. An absolute column reference takes the form A1, B1,and so on. An absolute row reference takes the form A 1, B 1, and so on. If the position ofthe cell that contains the formula changes, the relative reference is changed, and theabsolute reference does not change. If you copy or fill the formula across rows or downcolumns, the relative reference automatically adjusts, and the absolute reference does notadjust. For example, if you copy or fill a mixed reference from cell A2 to B3, it adjusts from A 1 to B 1.7Q.What is circular cell reference?A formula in a cell that directly or indirectly refers to its own cell is called a circular reference.This is not possible.1. For example, the formula in cell A3 below directly refers to its own cell. This is not possible.Excel returns a 0 if you accept this circular reference.7

How to resolve circular cell reference?A formula in a cell that directly or indirectly refers to its own cell is called a circular reference.This causes the formula to use its result in the calculation, which can create errors. When aworkbook contains a circular reference, Excel cannot automatically perform calculations. Youcan use error checking in Excel to locate circular references in a formula, and then removethem.To find your circular references, on the Formulas tab, in the Formula Auditing group, click thedown arrow next to Error Checking.Click Circular References.8Q.Auto fill and custom fillAutofill is one of the feature present in the ms excel. When you’re typing a day, month, yearand number the automatic series will be appeared by dragging it. This feature is calledAutofill. For Example if your typed “Jan” and then dragged then it displays months form” Janto dec” like.8

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How excel displays the exact series?All the lists such as days, months are predefined in the excel list command. When you dragged it thisCommand it executed. Here the default list commands series.Custom List in Excel:We can also create a list that is displayed like auto fill in the order we define is known as thecustomer fill. In office 2003:It can be achieved as by selecting the custom list option under the options in the tools menu. That is selectTools-options-from the options dialog box-custom list. you can see the window like above. In the Listentries box type the list order what you want and click on Add. Then your list is added to previous list andyou can use it as auto fill.Creating a list in Office 2007 takes a few extra clicks:1. Enter the values and then select the list.2. Click the Microsoft Office button3. Click Excel Options (at the bottom right).4. Click Popular.5. In the Top Options for Working with Excel section, click Edit Custom Lists.6. Click Import.7. Click OK twice.8. Select a blank cell, enter the first item in the list, and then expand the fill handle to complete the list.11

9Q.Printing optionsUse print preview to change many default print settings and see what you’ll print. Also, select a specific range ofcells to print, and print a table in a worksheet.Print a part of a worksheet:1.Click the worksheet, and select the range of data that you want to print.2.Click FILE Print. You can also press Ctrl P.3.Under Settings, click the arrow next to Print Active Sheets and select Print Selected Table.4.Click the Print button. If a worksheet has defined print areas, Excel will print only those print areas. If you don’twant to print only a defined print area, check the Ignore print area box.Print an Excel table:1.Click a cell within the table to enable the table.2.Click FILE Print. You can also press Ctrl P.3.Under Settings, click the arrow next to Print Active Sheets and select Selected Table.4.Click the Print buttonPrint gridlines in a worksheet1.Select the worksheet or worksheets that you want to print.2.On the PAGE LAYOUT tab, in the Sheet Options group, check the Print box under Gridlines.3.Click FILE Print. You can also press Ctrl P.12

Unit-IIFormatting options: Different formatting options, change row height, formulae and functionsFunctions: Meaning and advantages of functions, different types of functions available in Excel. Change row height1Q.Explain the following in MS Excel.1. Inserting rows and columns2. Deleting rows and columns3. Changing row height and column width4. Hiding and unhide rows and columnsAns:1. Inserting Rows/ColumnsYou can insert blank cells above or to the left of the active cell on a worksheet. When you insert blank cells,Excel shifts other cells in the same column down or cells in the same row to the right to accommodate thenew cells. Similarly, you can insert rows above a selected row and columns to the left of a selected column.You can also delete cells, rows, and columns.To Inserting Rows:1. To insert a single row, select either the whole row or a cell in the row above which you want to insertthe new row. For example, to insert a new row above row 5, click a cell in row 5.2. Right-click the selected cells and then click Insert.On the Home tab, in the Cells group, click the arrow under Insert, and then click Insert Sheet Rows.To Inserting Columns:1. To insert a single column, select the column or a cell in the column immediately to the right of whereyou want to insert the new column. For example, to insert a new column to the left of column B, click acell in column B.2. Right-click the selected cells and then click Insert3. On the Home tab, in the Cells group, click the arrow under Insert, and then click Insert Sheet Columns.13

2. Deleting Rows / Columns1. Select the cells, rows, or columns that you want to delete.2. On the Home tab, in the Cells group, click the arrow next to Delete, and then do one of the following: To delete selected cells, click Delete Cells.To delete selected rows, click Delete Sheet Rows.To delete selected columns, click Delete Sheet Columns.3. Changing column widths and row heightsto change column widths1.2.3.4.Select the column or columns that you want to change.On the Home tab, in the Cells group, click Format.Under Cell Size, click Column Width.In the Column width box, type the value that you want.14

To Change Row Height1.2.3.4.Select the row or rows that you want to change.On the Home tab, in the Cells group, click Format.Under Cell Size, click Row Height.In the Row height box, type the value that you want.4. Hide or unhide columns and RowsHide or unhide columns in your spreadsheet to show just the data that you need to see or print.Hide columns1. Select one or more columns, and then press Ctrl to select additional columns that aren't adjacent.2. Right-click the selected columns, and then select Hide.15

Unhide columns1. Select the adjacent columns for the hidden columns.2. Right-click the selected columns, and then select Unhide.If you enjoy working with the ribbon, you can hide rows in this way:1. Go to the Home tab Cells group, and click the Format button.2. Under Visibility, point to Hide & Unhide, and then select Hide Rows.Alternatively, you can click Home tab Format Row Height and type 0 in the Row Height box.Different formatting options2Q.Explain about Number Formatting in Excel.Number Formatting:It is very common to enter various types of numbers for various applications. In Excel, you can use numberformats to change the appearance of numbers, including dates and times, without changing the numberbehind the appearance. The number format does not affect the actual cell value, it changes the appearanceonly.16

1. Select the cell or cells which contain numbers.2. On the home tab, under Number group click on down arrow mark.Or Right click your mouse; from the short hand menu select format cell option.3. It launches Formula cells window. Click on Number tab.4. It lists all categories of number formatting like general, number, currency, accounting, date, time, andpercentage.5. Select the suitable format and its sub options, click ok button.6. The numbers in the selected cells will display as per new format.3Q.Write short note on Auto format in Microsoft Excel.Ans:In auto format, you have numbers of pre-designed formats which you can apply on your data instantly.All you have to do just select a format and click OK to apply. It’s simple and easy.In all the pre-designed formats you have all the important components of formatting, like: Number formatting Borders Fonts Style Patterns and Background color Text Alignment 17

Column and Row size Where to Find Auto Format Option?If you check Excel 2003 version, auto format option is there on the menu. But, with the release of 2007 withribbon this option is not available in any of the tabs.That doesn’t mean you can’t use it in earlier versions. It’s still there, but hidden. So, to use it in the Excelversions like 2007, 2010, 2013, and 2016 you need to add it to your Excel’Click on the Office ButtonThen at the bottom click on excel option. It will show the following option and then click customized option.From “choose commands from” select “commands not in the Ribbon”. Then find “Auto Format” and click onAdd. Then it will add to quick access tool bar.18

How to Use Auto Format? Select any of the cells from your data. Go to quick access toolbar and click on auto format button. Now, you have a window, where you have different data formats. Select one of them and click OK. Once you click OK, it will instantly apply your chosen format on the data 4Q.Explain various formatting options in MicrosoftExcel (OR) What are formatting functions on Excelsheet? Explain. (OR) Explain the formatting featuresin Excel.Ans:The Font GroupA) Bold, Italicize and Underline TextTo bold text in Microsoft Excel:1. Select the cell or cells in which you wish to bold the text.2. On the HOME tab, in the Font group, click the Bold command.19

To italicize text in Microsoft Excel:1. Select the cell or cells in which you wish to italicize the text.2. On the HOME tab, in the Font group, click the Italic command.To underline text in Microsoft Excel:1. Select the cell or cells in which you wish to underline the text.2. On the HOME tab, in the Font group, click the Underline command.B) Add Borders to CellsTo add borders to cells in Microsoft Excel:1. Select the cell or cells to which you wish to add borders.2. On the HOME tab, in the Font group, click the arrow to the right of the Borders command.3.Select the type of border you wish to add from the drop down menu:C)Change Text and Cell ColorsTo change the color of text in cells in Microsoft Excel:1. Select the cell or cells in which you wish to change the color of the text.2. On the HOME tab, in the Font group, click the arrow to the right of the Font Color command.20

3. Select a color from the drop downmenu:To change the fill (i.e., background) color of cells in Microsoft Excel:1. Select the cell or cells in which you wish to change the fill color.2. On the HOME tab, in the Font group, click the arrow to the right of the Fill Color command.3. Select a color from the drop down menu21

D)Set Font and Font SizeTo change the font of text or numbers in cells in Microsoft Excel:1.Select the cell or cells in which you wish to change the font.2.On the HOME tab, in the Font group, click the arrow to the right of the Font command.3. Select a font from the drop downmenu:To change the size of the font of text or numbers in cells in Microsoft Excel:1. Select the cell or cells in which you wish to change the font size.2. On the HOME tab, in the Font group, click the arrow to the right of the Font Size command.22

3. Select a font size from the drop downmenu:5Q.Explain Formulae and functions Formula is an expression that calculates the value of a cell.For example, A2 A2 A3 A4 is a formula that adds up the values in cells A2 to A4.Function is a predefined formula already available in Excel. Functions performspecific calculations in a particular order based on the specified values, calledarguments, or parameters.For example, instead of specifying each value to be summed like in the above formula,you can use the SUM Function to add up a range of cells: SUM (A2:A4)You can find all available Excel functions in the Function Library on the Formulas tab:Meaning and advantages of functionsAdvantages of Functions1. One of the key benefits of using excel functions is that they help simplify your formulas.23

2. Another key benefit of using functions is that they help you accomplish tasks thatwould be difficult with standard formulas.3. Functions can also help save time by helping you automate tasks that wouldtake you hours to accomplish manually.Parts of Function:A function is a predefined formula that performs calculations using values indicated in aparticular order. To use functions correctly, you’ll need to be aware of the different parts of afunction.The specific way in which a function is written is referred to as syntax. The syntax for a function is:Average function:For example, the function AVERAGE(B1:B9) would calculate the average of the values in thecell range B1:B9. This function contains only one argument.6Q.Different types of functions available in ExcelMicrosoft’s Excel program, widely used in business, comes with many built-in functions thatperform mathematical and logical operations on spreadsheet data.In Excel, functions are simple formulas you type into a spreadsheet cell; they operate onnumbers, text and other kinds of data. Functions enable you to perform calculations rangingfrom simple arithmetic to complex scientific, statistical and financial equationsMathematical Functions:SUM - Adds up all the values in a range24

SUMIF - Adds all the values in a range that meetspecific criteriaROUND - Round a number to a specified numberof digitsROUNDUP - Round a number up to a specifiednumber of digitsROUNDDOWN - Round a number down to a specified number of digitsCEILING - Round a number up to a multipleof significanceFLOOR - Round a number down to a multipleof significanceStatistical Functions:COUNT - Counts all the values in a rangeAVERAGE - Calculates the average number from a range of valuesMAX - Finds the maximum valuein a rangeMIN - Finds the minimum valuein a rangeCOUNTA - Counts all non-emptycells in a rangeCOUNTBLANK - Counts all blankcells in a rangeCOUNTIF - Counts all the cells in a range that meet specific criteriaLARGE - Return a value dependent upon its ranking in a range of values in descending order25

SMALL - Return a value dependent upon its ranking in a range of values in ascending orderText FunctionsLEN - Returns the length, in number of characters, of the contents of a cellREPT - Repeats a character a specified number of timesTRIM - Remove unwanted spaces from cellsLEFT - Extracts a specific number of characters from thestart of a cellRIGHT - Extracts a specific number of characters from theend of a cellMID - Extracts a specific number of characters from themiddle of a cellUPPER - Converts the contents of a cell to uppercaseLOWER - Converts the contents of a cell to lowercasePROPER - Converts the contents of a cell to proper caseREPLACE - Replace existing characters in a cell with a different set ofcharactersFinancial FunctionsPMT - Calculates loan repayments based on constant payments and a constant interest rateRATE - Returns the interest rate per period of a loan or investmentPV - Returns the present value of an investment based on a constant interest rate and paymentsFV - Returns the future value of an investment based on constant payments and a constant interestrateIPMT - Calculates the interest paid during a period of a loan26

or investmentLookup and Reference Functions:VLOOKUP - Looks vertically down a list to find a record and returns information related to thatrecordHLOOKUP - Looks horizontally across a list to find a record and returns information related tothat recordMATCH - Returns the position of a value in a listINDEX - Returns an item from a specific position in a listINDIRECT - Allows you to use a cell reference entered as a text stringOFFSET - Returns a value from a cell, or range of cells that are a specified number of rows andcolumns from another cellCHOOSE - Returns a value from a list of values based on a specified positionADDRESS - Returns a text representation of a cell address from specified row and column numbersLogical FunctionsIF - Tests a condition and takes an alternative action depending on the resultAND - Test up to 30 conditions using logical AndOR - Test up to 30 conditions using logical OrIFERROR - Performs a specified action if a formula evaluates to an error, and displays the formularesult if not Date & Time FunctionsTODAY - Returns the current dateNOW - Returns the current date and timeDATE - Returns the sequential serial number for the specified date and formats theresult as a dateDAY - Returns the day corresponding to a date represented by a number between 127

and 31MONTH - Returns the month corresponding to a date represented by a numberbetween 1 and 12YEAR - Returns the year corresponding to a date represented by a number in the range 1900 to9999WORKDAY - Returns the date a specified number of workings days before or after a dateWEEKDAY - Returns the day of the week corresponding to a specified dateDATE AND TIME FUNCTIONS:Get the Current Date:To calculate the the current date, use the TODAY function. It will automatically update, if you open theworkbook on a different day. TODAY()NOTE: To enter the current date as a static value, that will not update, use the shortcut key: Ctrl ;Get Year, Month, Week or Day Number:If a cell contains a date and time, you can use the following functionsto extract the year, month number, or day number from the date. In this example, the date is in cell A2.Year: YEAR(A2)Month: MONTH(A2)Week: WEEKNUM(A2)Day: DAY(A2)NOTE: If the result looks like a date, instead of a number, change the cell's number format to General28

Get Month or Day Name:If a cell contains a date, you can extract parts of that date as text. For example, show the month name,or the weekday name of the date. In this example, the date is in cell A2.Month Name (short): TEXT(A2,"mmm")Month Name (long): TEXT(A2,"mmmm")Weekday Name (short): TEXT(A2,"ddd")Weekday Name (long): TEXT(A2,"dddd")FunctionDATE functionDATEDIFfunctionDATEVALUEfunctionDAY functionDescriptionReturns the serial number of a particular dateCalculates the number of days, months, or years between two dates. This functionis useful in formulas where you need to calculate an age.Converts a date in the form of text to a serial numberDAYS360functionEDATE functionCalculates the number of days between two dates based on a 360-day yearEOMONTHfunctionHOUR functionConverts a serial number to a day of the monthReturns the serial number of the date that is the indicated number of monthsbefore or after the start dateReturns the serial number of the last day of the month before or after a specifiednumber of monthsConverts a serial number to an hour29

Excel Engineering FunctionsConverting Between Units of MeasurementCONVERTConverts a number from one measurement system to anotherConverting Between BasesBIN2DECConverts a binary number to a decimalBIN2HEXConverts a binary number to hexadecimalBIN2OCTConverts a binary number to octalDEC2BINConverts a decimal number to binaryDEC2HEXConverts a decimal number to hexadecimalDEC2OCTConverts a decimal number to octalHEX2BINConverts a hexadecimal number to binaryHEX2DECConverts a hexadecimal number to a decimalHEX2OCTConverts a hexadecimal number to octalOCT2BINConverts octal number to binaryOCT2DECConverts octal number to a decimalOCT2HEXConverts octal number to hexadecimalInformation function in excel:The Microsoft Excel INFO function returns information about the operating environment.The INFO function is a built-in function in Excel that is categorized as an Information Function. It canbe used as a worksheet function (WS) in Excel. As a worksheet function, the INFO function can beentered as part of a formula in a cell of a worksheet.SyntaxThe syntax for the INFO function in Microsoft Excel is:INFO( type )Data base functionsThe 12 database functions let you find and perform calculations on specific pieces of data ina database. All of the database functions search a specified database for records that matchspecified criteria. Some of the database functions then perform calculations on data in aspecified field of the matching records.The following are the database functions.30

DAVERAGE DEVPDVARP7Q.The Different Types of Operators in ExcelTypeCharacterOperationExampleArithmetic (plus sign)Addition A2 B3– (minussign)Subtraction or negation A3–A2 or –C4* (asterisk)Multiplication A2*B3/Division B3/A2%Percent (dividing by

Unit-I: MS-Excel Features of Ms-Excel, Parts of MS-Excel window, entering and editing data in worksheet, number formatting in excel, . Templates and Template wizard: Excels template facility has been greatly enhanced. You can . your spreadsheet more effective. Excel Charts:Excel charts help

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