Microsoft Excel

Lesson 4
Lexington Technology Center April 2007 Bob Herring

Excel Lesson 4
Review of the Previous Lesson

Copying cells using relative and absolute cell addresses Functions Printing Page Setup Excel Options Correcting Errors Clearing Cells or Worksheets

Excel Lesson 4
Charts

Highlight the area that contains the data for the chart Select Insert, then Chart. This will launch the Chart Wizard

Excel Lesson 4
Chart Wizard, Step 1

The Chart Wizard guides the user through the creation process The first dialog allows the user to select a type of chart

Excel Lesson 4
Chart Wizard, Step 2 Navigate through the dialogs using the < Back and Next > buttons Note the difference between using rows and columns as the key

Excel Lesson 4
Chart Wizard, Step 3

This dialog controls the titles, labels, and appearance of the chart The labels appear on the preview as you type

Excel Lesson 4
Chart Wizard, Step 4 The final dialog allows the user to place the chart, either on its own worksheet or within one of the existing worksheets When satisfied, click Finish to see the completed chart

Excel Lesson 4
Charts The completed chart can be placed to enhance presentation, yet remains linked to its data. If the data changes, the chart will too
Quarterly Sales
140

120

100

$ Millions

80 Jan Feb Mar 60

40

20

0 NORTH EAST Region SOUTH WEST

Excel Lesson 4
Chart Types
My Chart
140

Bar and Column Charts

120

100

Show variation over a period of time or draw comparisons between items

80 Value 60 Jan Feb Mar

40

20

0 NORTH EAST Region

180

SOUTH

WEST

160

Area Charts Show the relative importance of values over time

140

120

100

Paper Pens Pencils

80

60

40

20

0 Jan

Feb

Mar

Apr

May

Jun

Excel Lesson 4
Chart Types
80

Line Charts
Show trends or changes in data over a period in time

70

60

50

Pencils 40 Pens Paper

30

20

10

Jan 0 Jan Feb Mar Apr May Jun

Pie Charts Show the relationship or proportions of parts to a whole

50

15

Pencils Pens Paper 20

10

Excel Lesson 4
Chart Types
106

High-Low-Close Charts Show a common presentation of stock prices

104

102

100

98 High 96 Low Close 94

92

90

88

86 12-Mar 13-Mar 14-Mar 15-Mar 16-Mar 17-Mar

120

XY (Scatter) Charts Show the relationship or degree of relationship between numeric values of two data series

100

80

60

Pencils Paper

40

20

0 0 1 2 3 4 5 6 7

11

Excel Lesson 4
Chart Types
100

Surface Charts Find optimum combinations between two sets of data

90

80

70 90-100 60 80-90 70-80 50 60-70 50-60 40-50 40 30-40 20-30 30 10-20 0-10 20 4 min 10 3 min 0 100o F 200o F 300o F 400o F 1 min 2 min

Vitamin A 600

500

Radar Charts
Show changes or frequencies of data relative to a center point and to each other
Vitamin D

400

300

200

100 Trix 0 Vitamin B Kix Life

Vitamin C

12

Excel Lesson 4
Design for Looks Double click in between column headings to automatically make the column fit its widest entry Use borders and shading Add and delete rows and columns Use drawing tools and clip art (import company logos) Create your own standard formats Excel spreadsheets can be copied into Word or PowerPoint, which may lessen the need for fancy formatting

13

Excel Lesson 4
Design for Looks Here is some (fictitious) data from an authors book tour Unformatted, it is hard to read and understand
2001 Book Tour Results City Date Fee Attendance Books Sold New York 23-Jan-01 $1,180 205 147 Boston 25-Jan-01 $821 385 146 Washington27-Jan-01 $1,724 499 151 January Total $3,725 1089 444 Miami 4-Feb-01 $757 221 41 Memphis 6-Feb-01 $910 93 45 Atlanta 8-Feb-01 $1,880 149 95 February Total $3,547 463 181 Los Angeles 5-Mar-01 $941 265 47 San Francisco 7-Mar-01 $904 171 145 Seattle 9-Mar-01 $934 279 109 March Total $2,779 715 301 Grand Total $10,051 2267 926

14

Excel Lesson 4
Design for Looks The same data, with some formatting Give this a try!

2001 Book Tour Results

Date Fee Attendance Books Sold New York 23-Jan-01 $ 1,180 205 147 Boston 25-Jan-01 $ 821 385 146 Washington, D.C. 27-Jan-01 $ 1,724 499 151 January Total $ 3,725 1089 444 Miami 4-Feb-01 $ 757 221 41 Memphis 6-Feb-01 $ 910 93 45 Atlanta 8-Feb-01 $ 1,880 149 95 February Total $ 3,547 463 181 Los Angeles 5-Mar-01 $ 941 265 47 San Francisco 7-Mar-01 $ 904 171 145 Seattle 9-Mar-01 $ 934 279 109 March Total $ 2,779 715 301 Tour Grand Totals $ 10,051 2267 926 City

15

Excel Lesson 4
Design for Looks Excel has many tools to add formatting to the worksheet For Clip Art, Select Insert Format Painter Tool

Font Size Tool

Bold Tool Italic Tool Fill Tool

Borders Tool

Merge Tool
Right Tool Center Tool
16

Excel Lesson 4
Design for Looks Select Insert, then Picture, then Clip Art ... The Academic category has a book picture for the worksheet

17

Excel Lesson 4
Design for Looks The same data, with some formatting

2001 Book Tour Results

Date Fee Attendance Books Sold New York 23-Jan-01 $ 1,180 205 147 Boston 25-Jan-01 $ 821 385 146 Washington, D.C. 27-Jan-01 $ 1,724 499 151 January Total $ 3,725 1089 444 Miami 4-Feb-01 $ 757 221 41 Memphis 6-Feb-01 $ 910 93 45 Atlanta 8-Feb-01 $ 1,880 149 95 February Total $ 3,547 463 181 Los Angeles 5-Mar-01 $ 941 265 47 San Francisco 7-Mar-01 $ 904 171 145 Seattle 9-Mar-01 $ 934 279 109 March Total $ 2,779 715 301 Tour Grand Totals $ 10,051 2267 926 City

18

Excel Lesson 4
Excel Help To get help, type a search string into the box at the top right corner If help finds an article that contains the string, it brings it up in the Search Results pane Click on an article to see the help file
Help Box

Search Pane
19

Excel Lesson 4
Sorting

Excel can quickly sort your data by column Select Data, then Sort to bring up the Sort dialog box

20

Excel Lesson 4
Sorting Excel allows the user to sort on up to three columns, with the option to sort ascending and descending The Options button lets you sort by days or months (or any list) and to sort lower case and upper case and left to right instead of top to bottom

Sort order for Case sensitive: Symbols, Numbers, Lower, Upper

21

Excel Lesson 4
Freezing Panes Column and row headers can be immobilized on the screen Click in the cell whose upper left corner will be the intersection of the frozen area Select Window, and then Freeze Panes

22

Excel Lesson 4
Panes Frozen Excel displays vertical and horizontal lines to mark the boundary of the frozen area

Vertical Pane Marker

Horizontal Pane Marker

23

Excel Lesson 4
Review

Creating Charts Custom Formats Design for Looks Excel Help Sorting Freezing Panes

24