Excel VI – What-if Analysis, Pivot Tables, Web Pages INFS 1100 – Lesson 8 Excel VI – What-if Analysis, Pivot Tables, Web Pages The last couple of lessons have focused on the use of absolute addressing and functions. At this point in the course you should be able to decide whether to use relative or absolute addressing in building your worksheets. Either one may be appropriate depending on the particular problem and desired output. One can always build a worksheet using only relative addressing but it may take longer to create, have more errors, and be harder to modify than one using absolute cell references. INFS 1100 FA 2013

Overview Create and format a chart / Chart sheets Change chart style and type Use chart filters Color and reorder worksheet tabs Change the worksheet view Split worksheet window Freeze columns and rows Answer what-if questions / Goal seek Create Pivot tables Save a worksheet and chart as a Web page This lesson has four main topics: 1. Modifying charts 2. Answering what-if questions 3. Exploring the Excel tabs not covered previously 4. Creating a web page from a worksheet.

Create Embedded Chart Select the first data range While holding down the CTRL key, select the next data range(s) Create chart of desired type

Move Chart to Separate Chart Sheet When Excel draws the chart Click the Move Chart button (Windows) CONTROL-click, Move Chart (Mac) Click the New sheet option button Type chart name in the New sheet name textbox Click the OK button to move the chart to a new chart sheet

Chart Tools Contextual Tabs Windows Design tab Format tab Mac Chart Layout Format Explore the contextual tab to become familiar with the options available for modifying charts. Which tab would you use to change the chart type? Which tab would you use to change labels? Which tab would you use to format shapes in a chart?

Chart Title Click chart title placeholder Select the text in the chart title and then type a new chart title To format title Select the text in the title and then click the Home tab Mac: use Chart Layout contextual tab to add chart title or Chart Quick Layouts

Chart Elements Button Top button, right of chart Elements Axes Axis Titles Chart Title Data Labels Data Table Error Bars Gridlines Legend Trendline

Data Labels In Chart Elements, click on Data Label arrow Display Data Labels fly-out menu Select choice Similar use for other elements

Data Filters Second button, right of chart Use to remove data elements not wanted shown Click button Click those elements to remove

Rename and Reorder Sheets and Color their Tabs Right-click a tab at the bottom of the screen Point to the Tab Color command Click on a color in the Theme Colors area Rename Double-click a tab at the bottom of the screen. Type a new sheet name (Lesson 8) and then press the ENTER key Reorder Drag worksheet tab to reorder worksheets

Review Tab Proofing Comments Changes Track Accept or reject changes Lists the groups contained in the Review tab. The Review tab contains options for reviewing the content of worksheets and capturing the results of those reviews. The Proofing group includes Spelling. Select a title cell and try each to see how they work.   Comments: When reviewing a worksheet it is sometimes helpful to add a comment regarding a question or as a reminder to check a formula or an assumption. Adding comments within cells will clutter the worksheet. If the worksheet was printed out, then applying a sticky note would not be appropriate. The New Comment button adds an electronic sticky note. Select a cell and click on the Review tab and then the New Comment button. Add a comment and hit the ENTER key. The red triangle in the upper right-hand corner of the cell indicates that a comment has been attached to that cell. Select the cell and in the Comments group one has the option of editing or deleting the comment or moving to a previous or the next comment in the worksheet. Try adding 3 comments, navigating among them, modifying one of them and then deleting them. Track Changes: When a worksheet is reviewed by multiple people Comments are a good way to communicate questions or information among the reviewers. Another way is to allow a reviewer to make changes but to have those changes recorded and available to those who review the workbook later. To turn change tracking on: Select Review tab, Changes group, Track changes Click Highlight Changes Click box for Track changes will editing. Click OK. It will ask you to save the workbook. Now if a cell is changed that will be indicated by a colored triangle in the upper left-hand corner of the cell and the cell border will have that same color. When you point to the cell a box appears that shows who made the change, when it was made, and what the change was. If a second person makes changes, it will be indicated by a different color. Consequently the composite recommended changes by everyone on the team can be easily captured. When the review is completed, the appropriate person can then accept or reject the changes. Again click the Track Changes button and then the Accept/Reject Changes button. The option to select which changes to review is given next. After selecting one of the options, click OK. The Accept or Reject Changes dialog box then allows for accepting or rejecting an individual change or all changes. Try making a few changes and then accepting or rejecting them. I sometimes will use this to make a number of formatting changes to see if the result is better than the original. Then I either accept all or reject all. Rejecting all in that case is like repeatedly using the Undo button. Change tracking remains on until you turn it off using the Review tab/Changes group/Track changes button.

Check Spelling in Multiple Sheets With the first worksheet active, select cell A1. Hold down the CTRL key and then click each of the other worksheet tabs Click the Review tab on the Ribbon and then click the Spelling button on the Ribbon Correct any errors and then click the OK button when the spell check is complete Click the Save button Note that you can select multiple worksheets by using the CTRL key and clicking on one or more tabs just as you did in selecting non-adjacent cells. Then some operations such as spell checking and printing will be applied to all the selected sheets.

View (Layout) Tab Workbook Views Show/Hide Zoom Window Slides and text readings cover the View tab (Menu bar, View). The View tab controls what one sees on the screen. It does not affect the printed output or the content of the worksheet.   Workbook Views: Use to select the desired view for the worksheet. The three most common are more easily accessed on the right-side of the task bar. Try each. (Mac users: located on bottom, left-hand side below row headings – Normal and Page Layout options) Show/Hide: The buttons are used to turn on or off the Ruler, Formula Bar, Gridlines, and Headings (row and column).

Shrink and Magnify the Viewing of a Worksheet or Chart Select cell A1 Click the Zoom button Click 75% and then click the OK button Click the Zoom In button on the status bar until the worksheet displays at 100% Shrink = Zoom OUT (characters get smaller) Magnify = Zoom IN (characters get larger) This is used to Zoom Out (shrink the size of the font) and Zoom In (enlarge the size of the font) what is displayed on the screen. The Zoom slider to the right of the task bar essentially has the same functionality. (Menu bar, View menu, Zoom …)

Split a Window into Panes Select a cell as the intersection of the four proposed panes Click the Split button to divide the window into four panes Use the scroll arrows to show the four corners of the worksheet at the same time (Menu bar, Window menu, Split command)

Remove the Panes from the Window Position the mouse pointer at the intersection of the horizontal and vertical split bars When the mouse pointer changes to a four-headed arrow, double-click to remove the four panes from the window

Freeze Column and Row Titles Select cell at intersection of row and column Click Freeze Panes button Click Freeze Panes in the Freeze Panes gallery (menu) to freeze column to left and rows above (Menu bar, Windows)

Unfreeze the Worksheet Titles and Save the Workbook Click the Freeze Panes button Click Unfreeze Panes Save the workbook

Analyze Data in a Worksheet by Changing Values Object of using what-if worksheet Change 2 – 3 what-if assumptions Analyze key data values Undo last changes Finally, the chapter concludes with a couple of examples of what-if analysis using the example workbook. The slides also briefly summarize the Data tab which is heavily used in data analysis.   (Mac users: most functions available using the Worksheet Menu bar, Data menu)

Goal Seek Select cell for target value Display the Data tab Click the What-If Analysis button Click Goal Seek to display the Goal Seek dialog box with the Set cell box set to cell selected Type in the Goal Seek dialog box the target value Click the By changing cell box and enter cell reference Click the OK button to see result Click the Cancel button in the Goal Seek Status dialog box Goal Seek is located in the Data tab, Data Tools group, What-If Analysis button. It is used when one wants to set a particular target value for a cell and then have Excel change the value in a second cell so that the value in the Set cell is achieved. What is unique is that a single target cell value is sought by changing the value in another cell.

Data Tab (Menu bar, Data) Sort & Filter Data Tools Data Validation What-If Analysis Scenario Manager Goal Seek Data Table Analysis Data Analysis Solver The Data tab contains a number of tools that can be used for specific types of analysis similar to Goal Seek. Open a new workbook, click on the What-If Analysis button and then on one of the options. Click the Help button to get information on that tool. Future business and other courses will use these tools in data analysis.

Insert Tab (Menu bar, Insert) Text box Header & Footer Symbol Pivot Table (Mac users: Worksheet Menu bar, Insert menu)

Pivot Tables Summary of a table of data Allows different views of the data Creating a Pivot table Select first cell in table of data Click Insert (Data) tab Click PivotTable arrow Click PivotTable Select data range and location for Pivot Table Click OK Pivot tables are used for analysis of data that is stored in a table and for which you want to summarize, analyze, explore, and present summary data.   For this next part you will need to close the Excel workbook and open a new copy of the lesson example file from Blackboard. To illustrate pivot tables, click on the Pivot Table tab in the lesson example workbook. This worksheet contains order information for sales of a produce company. One might be interested in asking questions regarding customer purchase, salesperson sales, individual product orders, etc. One could obtain this by sorting the worksheet contents and then using functions such as SUM, AVERAGE, etc. for selected ranges of cells. Instead follow these steps to see one example of the creation and usefulness of pivot tables. 1. Click on PIVOT TABLE tab. 2. Click on Insert tab 3. Click on Pivot Table in Tables group 4. Accept the default choices and click OK in the Create PivotTable dialog box 5. Point to ProductName, click and drag it to the Row Labels box 6. Point to SalesRep, click and drag it to the Column Labels box 7. Point to Total Sales, click and drag it to the Values box

Pivot Table II Add data to Pivot Table PivotTable can be modified Using PivotTable Field List Drag chosen fields to Column Labels Row Labels Values PivotTable can be modified Drag fields Click button arrows to display shortcut menus Click choice See how easy it is to create a summary table. Now drag SalesRep from the Column Labels box back up to the original Choose fields to add to report: box.   Select and drag Customer down to the Column Labels box. Check result. Next, click on the arrow on the Sum of Total ... button Click on Value Field Settings Click on Average and then OK This example gives a brief insight into the power of pivot tables.

Saving an Excel Workbook as a Web Page Display the File tab (Menu bar, File) Click Save As on the File tab menu to display the Save As dialog box Navigate to the desired folder location Type a file name in the File name box Click the ‘Save as type’ box arrow and then click Single File Web Page Click the Save button Go to the folder where saved and click on the file name to see the web page in your default browser Microsoft Office provides the capability of saving documents created using one of the Office applications in a number of formats such as PDF and web pages.   Follow the steps in slide to create a web page of the workbook.

Conclusion Main topics Next lesson 3-D Pie chart on a separate chart sheet Color and rearrange worksheet tabs Change the worksheet view Answer what-if questions Goal Seek to answer what-if questions Pivot tables Excel web feature Next lesson Introduction to Computers, WWW, and Outlook This concludes the study of Excel. In a later lesson on integrating objects from different Microsoft Office applications, we will again use Excel spreadsheets.