MS-Excel

By Abdulla Israr & Simran Rani

MS–Excel 

Description also available in video format (attached below), use your desktop for better experience.

Introduction

·      ·       Microsoft Excel is a spreadsheet program developed by Microsoft.

·       It allows users to organize, analyze, and store data in tabular form.

·       It is widely used in offices, healthcare, education, business, and research.

Key Components

  • Workbook: A file that contains one or more worksheets.
  • Worksheet (Sheet): A single page within a workbook consisting of a grid of rows and columns.
  • Cell: The intersection of a row and a column (e.g., A1, B2).
  • Cell Address: Denotes the location of a cell (like A1, C5).
  • Active Cell: The currently selected cell (highlighted with a border).
  • Ribbon: Contains tabs like Home, Insert, Formulas, Data, Review, etc.
  • Formula Bar: Displays the content or formula in the selected cell.

Uses

  • Data entry and analysis
  • Financial calculations
  • Graphs and chart generation
  • Hospital record keeping and health statistics

Formatting in Excel

Types of Formatting

  • Text Formatting:
    • Font type, size, color
    • Bold, italic, underline
    • Alignment (left, right, center)
  • Cell Formatting:
    • Cell color (fill color)
    • Cell borders and styles
    • Number format (Currency, Percentage, Date, etc.)
  • Conditional Formatting:
    • Highlights cells based on specific conditions
    • Example: Highlight marks < 35 in red

Steps for Basic Formatting:

  1. Select the cell(s)
  2. Go to the Home tab
  3. Use Font, Alignment, Number, and Style options

Functions in Excel

·       Functions are predefined formulas used to perform calculations.

Commonly Used Functions:

Function

Syntax

Purpose

SUM

=SUM(A1:A5)

Adds all numbers in a range

AVERAGE

=AVERAGE(A1:A5)

Calculates the average

IF

=IF(A1>50, "Pass", "Fail")

Conditional logic

COUNT

=COUNT(A1:A5)

Counts numeric entries

COUNTA

=COUNTA(A1:A5)

Counts all non-empty cells

MAX / MIN

=MAX(A1:A5) / =MIN(A1:A5)

Finds largest/smallest value

NOW

=NOW()

Displays current date and time

TODAY

=TODAY()

Displays current date

VLOOKUP

=VLOOKUP(lookup_value, table_array, col_index, [range_lookup])

Searches for a value in the first column

HLOOKUP

Similar to VLOOKUP but horizontal lookup

Formula vs Function

  • Formula: Custom calculation (e.g., =A1+B1)
  • Function: Built-in Excel command (e.g., =SUM(A1:B1))

Charts in Excel

·       Charts help visualize data for better understanding.

Types of Charts:

  • Column Chart: Shows comparisons among items.
  • Bar Chart: Similar to column but horizontal.
  • Line Chart: Displays trends over time.
  • Pie Chart: Shows proportions of a whole.
  • Area Chart: Similar to line chart with filled areas.
  • Scatter Plot: Shows relationships between two variables.

Creating a Chart:

  1. Select the data range
  2. Go to Insert tab
  3. Choose the desired chart type
  4. Customize using Chart Tools (titles, labels, colors)

Worksheets in Excel

·       A worksheet is a grid of cells organized into rows and columns.

Key Points

  • A workbook can have multiple worksheets
  • Each worksheet has 1048576 rows and 16384 columns
  • Sheet names can be renamed (e.g., "Sales 2025")
  • You can insert, delete, move, or copy sheets
  • Worksheets can be linked using formulas like =Sheet2!A1

Operations:

  • Insert a new sheet: Click "+" at bottom tab
  • Rename a sheet: Double-click the tab and type new name
  • Move sheet: Drag to new position
  • Protect worksheet: Restrict editing (Review → Protect Sheet)

Applications in Healthcare

  • Patient data tracking
  • Billing and invoicing
  • OPD/IPD statistics
  • Disease surveillance
  • Staff scheduling
  • Drug inventory management

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