MS-Excel Questions and Answers

1. What is Microsoft Excel?

Answer: Microsoft Excel is an electronic spreadsheet application that enables users to store, organize, calculate and manipulate the data with formulas using a spreadsheet system broken up by rows and columns. It also provides the flexibility to use an external database to do analysis, make reports, etc. thus saving lots of time.

2. How can you wrap the text within a cell?

Answer: You must select the text you want to wrap, and then click wrap text from the home tab and you can wrap the text within a cell.

3. What is Macro in MS-Excel?

Answer: Macros are used for iterating over a group of tasks. Users can create macros for their customized repetitive functions and instructions. Macros can be either written or recorded depending on the user.

4. What are charts in MS-Excel?

Answer: To enable graphical representation of the data in Excel, charts are provided. A user can use any chart type, including column, bar, line, pie, scatter, etc. by selecting an option from Insert tab’s Chart group.

5. Define the term workbook.

Answer: A workbook is a collection of worksheets. By default, there are three worksheets in every workbook.

6. What is the default alignment of number, text and formula in a spreadsheet?

Answer: Default alignment of text or label entry is left alignment and for numbers and formula it is right alignment.

7. What is Freeze Panes in MS-Excel?

Answer: To lock any row or column, freeze panes is used. The locked row or column will be visible on the screen even after we scroll the sheet vertically or horizontally.

8. How many cells would be there in the cell range [A1 ; B2]?

Answer: There would be 4 cells in the given cell range.

9. What is Pivot Chart?

Answer: A pivot table is a great reporting tool in Excel that sorts and sums independent of the original data layout in the spreadsheet. Use a PivotTable report to summarize, analyze, explore, and present summary data.

10. What is Macro?

Answer: A macro is a series of commands and instructions that you group together as a single command to accomplish a task automatically. In Word, you can automate frequently used tasks by creating and running macros.

11. What is table validation in MS-Excel?

Answer: We use data validation to control the type of data or the values that users enter into a cell.

12. Write briefly about the steps for using formulas in MS-Excel.

Answer: Steps for using formulas in MS-Excel:

1. Select the cell you want to enter the formula in.
2. Type an equal sign and type the formula along with cell reference in the cell or in the formula bar.
3. Enter a mathematical, comparison, text, or reference operator if desired.
4. Press Enter Key.

13. What is filtering in MS-Excel?

Answer: Filtering in MS Excel means to display only certain data according to set conditions for particular range of cells or a table.

14. What is sorting in MS-Excel?

Answer: Sorting is any process of arranging data in alphabetically numerically in ascending or descending order. To sort data in Excel do the following steps:

1. Select a cell in the column we want to sort.
2. Click the Sort & Filter command in the Editing group on the Home tab.
3. Select Sort A to Z. Now the information in the Category column is organized in alphabetical order.

15. Explain workbook protection types in Excel.

Answer: Excel provides three ways to protect a workbook:

• Password protection for opening a workbook.
• Protection for adding, deleting, hiding and unhiding sheets.
• Protection from changing size or position of windows.

16. Write the steps to save a workbook in MS-Excel.

Answer: We use Save or press Ctrl+S to save an existing workbook in its current location; we need to use Save As to save your workbook for the first time, in a different location, or to create a copy of your workbook in the same or another location.

Steps:

1. Click office button ➔ Save (a save as dialog box appears).
2. Choose a Location option.
3. Click Browse to find the location and pick the exact place where you want to save your workbook.
4. In the File name box, enter a name for a new workbook.
5. Click Save.

17. Explain advanced features of MS-Excel.

Answer: Advanced Features of MS-Excel are:

• Ease of Use: Excel allows you to experiment with numbers without having to redo all calculations each time one number changes.
• Data Management: Excel can handle large amounts of data, with a maximum of 1,048,576 rows and 16,384 columns.
• Professional Charts: Excel simplifies the charting process, making it easy to create professional-looking charts.
• PivotTables: PivotTables aggregate large amounts of data into customizable views.
• Compatibility: Excel is widely used, minimizing issues with sharing files across different users.

18. Write down the name and purpose of various components of a chart.

Answer: Various components or parts of a chart are as follows:

• Chart Area: Includes all the area and objects in the chart.
• Category Axis: The horizontal axis of a chart.
• Value Axis: The vertical axis used to plot values.
• Data Series: The bars, slices, or other elements that show data values.
• Category Name: Labels displayed on the X and Y-axis.
• Plot Area: A window within the chart area.
• Legend: Depicts colors, patterns, or symbols assigned to data series.
• Chart Title: Describes the aim and contents of the chart.
• Gridlines: Extend across the plot area, making it easier to read values.

19. Explain the following functions in brief:

i. MIN()

Answer: MIN() function returns the minimum value in a list of arguments.
Syntax: =MIN(number1, number2, ...)
Example: =MIN(45, 46, 23)
Result: 23

ii. SUM()

Answer: SUM() function adds its arguments.
Example: =SUM(45, 66, 25)
Result: 136

iii. IF()

Answer: Specifies a logical test to perform.
Syntax: =IF(logical_test, value_if_true, [value_if_false])
Example: =IF(A3>B3, "Big", "Small")
Result: If the value of A3 cell is greater than the value of B3 cell, it returns 'Big'; otherwise, it returns 'Small.'

iv. LEN()

Answer: LEN() function returns the number of characters in a text string.
Syntax: =LEN(text)
Example: =LEN("Computer Skill")
Result: 14 (including white space)

v. SUMIF()

Answer: SUMIF() function adds the cells specified by a given criteria.
Example: =SUMIF(A3:C3, ">=40")
This function adds numbers in the given range if the value is above or equal to 40.

20. Difference between formula and functions in MS-Excel.

Answer:

Formula	Function
The formula is defined by the user.	The function is a predefined facility.
Formula is written according to the user’s requirement.	The function is written in predefined syntax.
Formula does not require parameters.	Function may require parameters.
Formula has no particular name.	The function is identified by a particular name.
All formulas are not functions.	All functions are formulas.