Information and Communication Technology: Standard 9
ICT Soft Tools : Spreadsheet
Q 1
Explain the default number formats available in Excel 2007.
By default Numbers in Excel 2007 are always aligned to the right.
If the number of digits in the number is large and if the cell width is insufficient, Excel will round off the numbers with decimal points.
If the number is too large, Excel will automatically use the Scientific Notation to display such numbers.
This is the General numbers option in the Format Numbers Window.
Q 2
How can the number formats be changed in Excel 2007?
In addition to the General Format, Numbers can also be formatted as:
1. Numbers:- The number of decimal points, use of a thousands separator and way of displaying negative numbers can be specified.
2. Currency:- In addition to the above, we can also choose a currency symbol.
3. Accounting:- Similar to currency, but the currency symbol and decimal points are aligned in a column.
4. Date:- Displays the number entered as a Date depending upon the type of setting and location of the user.
5. Time:- Displays the number entered as Time depending upon the type of setting and location of the user.
6. Percentage:- Multiplies the cell value by 100 and adds a “%” symbol at the end of the number. The number of decimals can be specified.
7. Fraction:- The number is displayed as a fraction according to your choice.
8. Scientific:- Uses scientific notation (Exponential) to display numbers. The number of decimals can be specified.
9. Text: Displays and treats the numbers as text. The numbers (“Text”) will be displayed right aligned by default.
10. Special:- Used for displaying PIN Codes, Phone numbers, or Social Security Numbers.
11. Custom:- This format is used to modify an existing format to suit your requirements. More than 200 custom formats can be created as per your needs.
Q 3
What are functions? How are functions used in Excel 2007?
Excel 2007 has several Pre-written or Inbuilt formulas known as Functions.
Functions simplify our work by doing complex calculations without us having to remember the formulas.
Functions can be entered in Excel by following the “=” sign with the name of the function.
Excel prompts you to enter the required values which are known as arguments and displays the results in the active cell.
e.g. IF(J3> 35, “PASS”, “FAIL”)
Here the IF Function has 3 arguments which are put in brackets following the IF Keyword and separated by commas.
Q 4
List various applications of Excel.
MS Excel 2007 is a spreadsheet program and any application that requires spreadsheets can be done using Excel.
Applications which require handling large amounts of data, calculating, sorting, filtering and formatting of data before printing or displaying as charts or tables can be easily handled by Excel.
For these reasons, applications such as Payroll, Inventory, Accounts are being routinely done using Excel.
Q 5
What are graphs or charts? How can different types of charts or graphs be prepared with Excel?
A Graph or Chart is a pictorial representation of numerical data that is entered in Excel. Since large amounts of numerical data which is presented in a series of rows and columns is difficult to understand, a chart brings out the important points represented by these numbers in an easy-to-understand way.
The Chart Group under the Insert Tab allows us to choose different types of Graphs. To insert a chart in our Worksheet we must perform the following steps.
1. Select the range of data which must be used to create the chart.
2. Click on the Insert tab and then on the type of Chart you want from the Chart Group.
3. Choose the desired type from the list of displayed options.
4. The chart as selected by you will be displayed.
5. Change the Title or Legend as desired.
6. You can choose to put the chart on the same worksheet as the Data or on an separate sheet. Click Finish when done.
7. Your chart will be displayed.
Q 6
Explain the features of the Excel 2007 Window.
The Title Bar in Excel displays the name of the Program and the Workbook.
The Ribbon consists of 7 main Tabs and more may be displayed depending upon the Work being done.
Each of the Tabs are divided into Groups and Commands.
The Microsoft Office Button has other commands while the Quick Access Toolbar provides a quick way to carry out often repeated commands.
The address of the active cell is displayed in the Name Bar while its contents are displayed in the Formula Bar.
The Horizontal and Vertical Scroll Bars, the Worksheet Tabs and the Tab scrolling buttons allow a quick way to navigate around the Excel Workbook Window.
