MS Excel — Patwari Notes
The basics of MS Excel — the window layout, basic formulas (SUM, AVERAGE, etc.), essential keyboard shortcuts and the types of cell references — explained here at RSCIT level for the Patwari exam.
- RSCIT-level depth
- 8 min read
What is MS Excel?
MS Excel (Microsoft Excel) is a spreadsheet software that is part of the Microsoft Office suite. It is used to organize numbers and data into a table of rows and columns, to perform calculations, and to create charts — for example, a salary list, revenue records, or a scheme's list of beneficiaries.
In an Excel sheet, rows are identified by numbers (1, 2, 3...) and columns by letters (A, B, C...). The point where a row and column meet is called a Cell, and every cell has a unique address (Cell Reference) — for example, 'A1' means the cell in column A's first row.
Layout of the Excel Window
At the very top are the title bar and the Ribbon, which has tabs such as Home, Insert, Page Layout, Formulas, Data, Review, View. Just below the ribbon, on the left, is the Name Box, which shows the address of the selected cell (such as B5), and next to it is the Formula Bar, which shows the formula or data written in the selected cell.
At the very bottom of the screen are the Sheet Tabs — such as Sheet1, Sheet2 — clicking which lets you switch between different sheets within the same file (Workbook). A Workbook can contain several Worksheets (sheets); this difference is often asked in exams — a Workbook is the whole file, while a Worksheet is one table within it.
Basic Formulas
| Formula | Function | Example |
|---|---|---|
| =SUM(...) | Adds up the selected cells | =SUM(A1:A10) |
| =AVERAGE(...) | Finds the average of the selected cells | =AVERAGE(B1:B10) |
| =MAX(...) | Gives the largest value | =MAX(C1:C10) |
| =MIN(...) | Gives the smallest value | =MIN(C1:C10) |
| =COUNT(...) | Counts the cells that contain numbers | =COUNT(D1:D10) |
Every formula starts with an equals (=) sign — this tells Excel that it is a calculation, not plain text.
Common MS Excel Keyboard Shortcuts
| Shortcut | Action |
|---|---|
| Ctrl + N | Open a new workbook |
| Ctrl + S | Save the workbook |
| Ctrl + P | |
| F2 | Open the selected cell in edit mode |
| Ctrl + Home | Jump directly to cell A1 |
| Ctrl + Arrow key | Jump directly to the last cell containing data |
| Alt + = | Apply Auto Sum to the selected cells |
| Ctrl + ; | Insert today's date |
| Ctrl + Z / Y | Undo and Redo respectively |
Alt+= (Auto Sum) is the most frequently asked Excel-specific shortcut in exams.
Cell References: Relative vs Absolute
When a formula is copied from one cell to another, a normal (Relative) reference changes automatically — for example, copying A1 one column to the right turns it into B1. But sometimes it is necessary to keep one cell's address fixed — for this, an Absolute Reference is used, shown with a dollar sign ($), such as $A$1. When copied, $A$1 will always remain $A$1, it will not change.
Memory Trick / Exam Tip
Trick to remember Workbook vs Worksheet: Workbook = the whole 'book' (the entire file), Worksheet = one 'page' of the book (one sheet). And a formula always starts with '=' — without the '=', Excel will treat it as plain text and will not calculate it.
Frequently Asked Questions
What type of software is MS Excel?+
MS Excel is a spreadsheet software used to organize data into a table of rows and columns, perform calculations, and create charts.
What is the difference between a Workbook and a Worksheet?+
A Workbook is the entire Excel file, while a Worksheet is a separate sheet/table within that file — a single Workbook can contain several Worksheets.
What is the SUM formula used for?+
The =SUM() formula is used to add up the numbers present in the selected cells, such as =SUM(A1:A10).
How is an absolute cell reference written?+
An absolute reference is written by adding dollar signs ($), such as $A$1 — it does not change even when the formula is copied.