MS Excel Notes for SSC Exams

MS Excel is a spreadsheet program, and SSC asks questions on its basic terms, formulas, functions and error messages. These MS Excel notes for SSC explain every important point with tables and practice questions. Read it with the MS Word Notes and MS Office Notes notes.

Basic Terms of Excel

• Excel is a spreadsheet software. A file is called a workbook and the extension is .xlsx (older: .xls).
• A workbook contains many worksheets. Each worksheet is a grid of rows and columns.
• The box where a row and a column meet is a cell. Its address is the column letter followed by the row number, such as A1.
• The selected cell is the active cell. The Name box shows its address and the formula bar shows its content.
• Excel 2007 and later has 1,048,576 rows and 16,384 columns (A to XFD).
• By default, text is aligned to the left and numbers are aligned to the right.

Formulas and Functions

Every formula in Excel starts with the equal sign (=). A function is a ready-made formula.

Function	Use
=SUM(A1:A5)	Adds the values of the range
=AVERAGE(A1:A5)	Finds the average
=MAX(A1:A5) / =MIN(A1:A5)	Finds the largest / smallest value
=COUNT(A1:A5)	Counts the cells that have numbers
=COUNTA(A1:A5)	Counts the non-empty cells
=IF(A1>50,"Pass","Fail")	Gives a result based on a condition
=VLOOKUP()	Looks up a value in the first column of a table (vertical)
=HLOOKUP()	Looks up a value in the first row of a table (horizontal)
=LEN(A1)	Counts the characters in a text
=TODAY() / =NOW()	Shows the current date / date and time
=CONCATENATE(A1,B1)	Joins the text of two cells

Cell References

Type	Example	Meaning
Relative	A1	Changes when the formula is copied
Absolute	$A$1	Does not change when copied (press F4)
Mixed	$A1 or A$1	Only the column or the row is fixed

Error Values in Excel

Error	Meaning
#DIV/0!	A number is divided by zero
#NAME?	Excel does not recognise the function or name
#VALUE!	Wrong type of data in the formula
#REF!	The cell reference is not valid (a deleted cell)
#N/A	A value is not available (often in lookups)
#####	The column is too narrow to show the number

Other Important Features

• Chart types: column, bar, line, pie, area, scatter. Charts are in the Insert tab.
• Sort and Filter are in the Data tab. Freeze Panes is in the View tab.
• Pivot table summarises large data (Insert tab).
• Conditional formatting changes the colour of cells based on a rule (Home tab).
• Fill handle is the small square at the corner of the active cell, used to copy data or a series.
• Press Alt + Enter to start a new line in the same cell and F2 to edit a cell.

History and Versions of Excel

• Microsoft Excel was first released in 1985 for Apple Macintosh, and for Windows in 1987.
• VisiCalc (1979) was the first electronic spreadsheet program, followed by Lotus 1-2-3.
• Excel 2007 introduced the Ribbon and the .xlsx format. Later versions are 2010, 2013, 2016, 2019 and Microsoft 365.
• Other spreadsheet software are Google Sheets, LibreOffice Calc and Apple Numbers.

Parts of the Excel Window

Part	Use
Name box	Shows the address of the active cell
Formula bar	Shows or edits the content of the active cell
Column headings	Letters A, B, C and so on
Row headings	Numbers 1, 2, 3 and so on
Sheet tabs	Names of the worksheets at the bottom (Sheet1, Sheet2)
Status bar	Shows the sum, average and count of the selected cells
Fill handle	Small square at the corner of the active cell for copying data or a series

Ribbon Tabs of Excel

Tab	Important commands
Home	Font, alignment, number format, styles, conditional formatting, cells (insert, delete, format), editing (AutoSum, fill, sort and filter, find)
Insert	Tables, pivot table, charts, sparklines, filter slicers, hyperlink, text box, header and footer
Page Layout	Themes, margins, orientation, size, print area, breaks, print titles
Formulas	Function library, define name, formula auditing, calculation options
Data	Get data, sort, filter, text to columns, remove duplicates, data validation, what-if analysis, group
Review	Spelling, comments, protect sheet and workbook
View	Normal and page layout view, freeze panes, split, gridlines, zoom

More Functions Asked in the Exam

Function	Use
=PRODUCT(A1:A3)	Multiplies the numbers
=ROUND(A1,2)	Rounds a number to 2 decimals
=MOD(10,3)	Gives the remainder (1)
=POWER(2,3)	Gives 2 raised to 3 (8)
=SQRT(16)	Gives the square root (4)
=ABS(-5)	Gives the absolute value (5)
=UPPER(A1) / =LOWER(A1)	Changes the text to capital or small letters
=LEFT(A1,3) / =RIGHT(A1,3)	Takes the first or last characters of a text
=MID(A1,2,3)	Takes characters from the middle
=COUNTIF(A1:A5,">5")	Counts the cells that meet a condition
=SUMIF(A1:A5,">5")	Adds the cells that meet a condition
=AND() / =OR() / =NOT()	Logical functions
=DATE(), =YEAR(), =MONTH(), =DAY()	Date functions

Types of Charts

Chart	Best used for
Column chart	Comparing values (vertical bars)
Bar chart	Comparing values (horizontal bars)
Line chart	Showing a trend over time
Pie chart	Showing parts of a whole (one data series)
Area chart	Showing the volume of change over time
Scatter (XY) chart	Showing the relation between two numeric values
Histogram	Showing the frequency distribution

A chart has a title, axes (X axis for categories and Y axis for values), a legend and data labels. A sparkline is a tiny chart inside a cell.

Operators and the Order of Calculation

• Arithmetic operators: + (add), - (subtract), * (multiply), / (divide), ^ (power) and % (percent).
• Comparison operators: =, >, <, >=, <= and <> (not equal).
• The text operator & joins the text of two cells.
• The order of calculation is brackets first, then exponent (^), then multiplication and division, then addition and subtraction (the same as BODMAS).
• A range is a group of cells, written as A1:B5. A colon (:) means "to", and a comma (,) means "and".

Cell Formatting and Data Tools

• Merge and Centre joins many cells into one and centres the text.
• Wrap Text shows long text in many lines inside a cell.
• Format Painter copies the formatting.
• Freeze Panes keeps the top row or the first column visible while scrolling.
• Data Validation limits the type of data that can be typed in a cell.
• Remove Duplicates deletes repeated rows.
• Protect Sheet stops others from changing the cells.
• Goal Seek finds the input value that gives a desired result (What-if analysis).

Important Questions Explained

Question 1: What is the extension of an Excel 2016 file?
Answer: .xlsx

Question 2: What is the address of the cell in the 3rd column and 5th row?
Answer: C5.

Question 3: Which symbol must every formula in Excel start with?
Answer: The equal sign (=).

Question 4: Which function is used to add a range of cells?
Answer: SUM.

Question 5: Which error is shown when a number is divided by zero?
Answer: #DIV/0!

Question 6: Which key makes a cell reference absolute?
Answer: F4 (it adds the $ signs, as in $A$1).

Quick Tips to Remember

• Remember "formula starts with =" in every question.
• Learn the four common errors: #DIV/0!, #NAME?, #VALUE! and #REF!.
• Link VLOOKUP with vertical and HLOOKUP with horizontal data.
• Use the Name box and cell address pattern (column then row).
• Remember the total rows and columns: 1,048,576 and 16,384.

Common Mistakes to Avoid

• Writing the row number before the column letter in the cell address.
• Confusing COUNT with COUNTA.
• Writing a formula without the = sign.
• Mixing VLOOKUP and HLOOKUP.
• Confusing a workbook with a worksheet.

Quick Revision Points

• Excel = spreadsheet; file = workbook; extension .xlsx.
• Cell address = column letter + row number.
• Formula starts with =; F4 makes an absolute reference.
• #DIV/0! = division by zero; #NAME? = wrong function name; #REF! = invalid reference.
• Charts are in the Insert tab; sort and filter in the Data tab.

Practice Questions With Answers

1. What is a file in Excel called?
   Answer: Workbook (Extension .xlsx).
2. A cell address is written as?
   Answer: Column letter and row number (Example B7).
3. Which function counts only the numeric cells?
   Answer: COUNT (COUNTA counts non-empty cells).
4. Which function finds the largest value?
   Answer: MAX (MIN finds the smallest).
5. What is the sign used to start a formula?
   Answer: = (Equal sign).
6. What does #DIV/0! mean?
   Answer: Division by zero (Formula error).
7. Which function looks up a value vertically?
   Answer: VLOOKUP (Column-wise).
8. Which key creates an absolute reference?
   Answer: F4 ($A$1).
9. Charts are inserted from which tab?
   Answer: Insert (Column, pie, line).
10. What is the intersection of a row and a column called?
    Answer: Cell (Basic unit of a worksheet).

More Practice Questions With Answers

1. In which year was Excel first released?
   Answer: 1985 (For Apple Macintosh).
2. Which was the first electronic spreadsheet?
   Answer: VisiCalc (1979).
3. Which function gives the remainder?
   Answer: MOD (=MOD(10,3)).
4. Which function counts cells that meet a condition?
   Answer: COUNTIF (Conditional count).
5. Which chart is best for a trend over time?
   Answer: Line chart (Time series).
6. Which chart shows parts of a whole?
   Answer: Pie chart (Percentage share).
7. What does the & symbol do?
   Answer: Joins text (Concatenation).
8. What does A1:B5 mean?
   Answer: A range of cells from A1 to B5 (Colon).
9. Which feature keeps the top row visible while scrolling?
   Answer: Freeze Panes (View tab).
10. Which command is used to lock cells from editing?
    Answer: Protect Sheet (Review tab).
11. Which function rounds a number?
    Answer: ROUND (=ROUND(A1,2)).
12. Which tab has data validation and sort?
    Answer: Data tab (Ribbon).

How to Practise This Chapter

1. Read the tables once and learn the key facts by heart.
2. Revise the quick revision points the next day.
3. Attempt the practice questions above without looking at the answers.
4. Solve a full SSC CGL Tier 1 mini mock to test your general awareness.
5. Check the previous year papers to see how SSC asks computer questions.

Related Notes and Practice Papers

• MS Word Notes
• MS PowerPoint Notes
• MS Office Notes
• Computer Shortcut Keys
• SSC CGL Tier 1 Mini Mock

Explore More SSC Subjects

SSC exams test many subjects, so connect this topic with the related subjects below:

• General Science Notes
• General Awareness Notes
• Quantitative Aptitude Notes
• Reasoning Notes
• Electrical Engineering (SSC JE) Notes
• All SSC subjects and notes

Frequently Asked Questions

What is MS Excel?

MS Excel is a spreadsheet program used to store data, do calculations and make charts.

What is the extension of an Excel file?

The extension is .xlsx for newer versions and .xls for older versions.

What is a cell address?

A cell address is the column letter followed by the row number, such as A1.

How many rows and columns are there in Excel?

Excel 2007 and later has 1,048,576 rows and 16,384 columns.

What is the difference between a workbook and a worksheet?

A workbook is the Excel file and a worksheet is a single sheet inside it.

What is the difference between COUNT and COUNTA?

COUNT counts the cells with numbers, while COUNTA counts all the non-empty cells.

What is an absolute reference?

An absolute reference such as $A$1 does not change when a formula is copied.

What does #REF! mean?

It means that the cell reference in the formula is not valid.

How many questions come from Excel in SSC exams?

One or two questions usually come from MS Office, and Excel is the second most asked part after Word.

What is a range in Excel?

A range is a group of cells selected together, written with a colon, such as A1:B5.

What is the difference between a function and a formula?

A formula is any calculation that starts with an equal sign, while a function is a ready-made formula, such as SUM or AVERAGE.

What is the use of the Name box?

The Name box shows the address of the active cell and can also be used to jump to a cell or to name a range.